The Integrated Baseline Review DAVID C. BACHMAN Defense Acquisition - - PowerPoint PPT Presentation

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The Integrated Baseline Review DAVID C. BACHMAN Defense Acquisition - - PowerPoint PPT Presentation

Dec 08, 2022 522 likes •765 views

The Integrated Baseline Review DAVID C. BACHMAN Defense Acquisition University 09/12/01 1 IBR Policy Story DoD 5000.2-R - 10 June 2001 2.9.3.5. -- Integrated Baseline Reviews (IBRs) PMs and their technical staffs or IPTs shall evaluate

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The Integrated Baseline Review

DAVID C. BACHMAN Defense Acquisition University 09/12/01

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Why When Where What Who

2.9.3.5. -- Integrated Baseline Reviews (IBRs) PMs and their technical staffs or IPTs shall evaluate contract performance risks inherent in the contractor’s planning baseline. This evaluation shall be initiated within 6 months after contract award or intra- government agreement is reached for all contracts requiring EVMS or C/SSR compliance. DoD 5000.2-R - 10 June 2001

IBR Policy Story

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BMDO IBR Policy

BMDO 5004-H – May 1998 Ballistic Missile Defense Organization (BMDO) Directive No. 5000 series, “Integrated Baseline Reviews,” directs that an IBR be conducted no later than six months following a contract award, or a significant contract modification, on contracts with Earned Value Management Systems (EVMS) Criteria

  • r Cost/Schedule Status Report (C/SSR)
  • requirements. The IBR is conducted jointly by the

government and the contractor.

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BMDO IBR Goals

  • Foster the use of Earned Value (EV) as a means of

communicating the cost implications of technical and schedule problems.

  • Provide confidence in the validity of contractor

cost/schedule reporting.

  • Identify areas of risk (cost, schedule, and technical

performance) associated with the PMB.

  • Involve technical specialists and contract analysts in

the IBR process. BMDO 5004–H – IBR Goals Program Manager Ownership of the PMB.

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IBR Phases

Initial Phase: Planning and Team Building Intermediate Phase: Prepare & Train for the IBR Review Phase: In-plant Activities Final Phase: Using EVM to Manage

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ID Task Name Duration 1 Contract Award 0 days 2 Initial Phase 46 days 3 IBR Strategic Planning 20 days 8 Build the Review Team 8 days 12 Collect Sample EVMS & CA Docu 36 days 9 ID CWBS Review Strategy 10 days 10 Draft Orientation Schedule 10 days 4 Develop IBR Handbook 10 days 5 Start the Draft IBR Handbook 0 days 6 Prepare the Draft IBR Handbo 10 days 7 Finish the Draft IBR Handboo 0 days 11 Draft the In Plant Agenda 10 days 13 Intermediate Phase 54 days 14 Finalize the Review Team 5 days 15 Assign CWBS review teams 5 days 16 Finalize the IBR agenda 5 days 17 Finalize the IBR Handbook 4 days 18 Finalize team logistics 5 days 19 IBR Team Orientation 3 days 20 IBR Team Training 5 days 21 Prepare for In-plant actvities 15 days 22 IBR 0 days 12/31 2/12 3/9 2/22 3/5 2/26 4/16 3/6 3/19 3/20 4/2 4/3 4/3 4/16 4/17 4/3 4/16 4/17 4/23 4/24 4/30 5/1 5/7 5/8 5/11 5/14 5/18 5/30 6/1 6/4 6/8 6/11 6/2 6/3 191 181 171 161 151 141 131 121 111 101 91 81 71 61 51 41 31 21 11 1 6 5 4 3 2 1

Initial Phase - Planning & Team Building IBR Planning Schedule

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IBR Phases

Initial Phase: Planning and Team Building

  • Build the review team
  • Identify CWBS review strategy
  • Draft orientation schedule
  • Draft the In-plant agenda
  • Collect Contractor EVMS material
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Initial Phase - Planning & Team Building Building The IBR Team

Senior EVM Specialist: IBR Subject Area Expert IBR POCs: Manages IBR Logistics Review Group Leaders: Conducts IBR Technical Staff: SOW Experts EVM Staff Support: Supports Review Group Other Government: DCMA Program Manager Team Leader: Support Contractors: Integral IBR Team Member

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Initial Phase - Planning & Team Building

  • CWBS
  • CWBS Dictionary
  • Program Organizational

Structure

  • Responsibility Assignment

Matrix

  • Work Authorization

Documents

  • Master Schedule
  • Control Account Plans
  • Current CPR & CFSR
  • Detailed Control Account

Schedules

  • EVM System Description
  • Subcontractor Data
  • Basic Contract
  • POOO Mods
  • EVMS Surveillance

Reports

Collect Sample Contractor Data

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IBR Phases

Initial Phase: Intermediate Phase: Planning and Team Building Prepare & Train for the IBR

  • IBR Team Orientation & Training
  • Assign CWBS review teams
  • Prepare for In-plant activities
  • Finalize team logistics
  • Finalize the IBR agenda
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Intermediate Phase - Prepare & Train Preparing the Contractor

  • Contractor’s experience with the IBR process?
  • Have they been prepared for CAM discussions?
  • Do CAMs understand the basis of

estimate/agreed-to work scope, schedule, and budget?

  • Is this the first meeting between the contractor

and the government team?

  • Has the contractor and the program office

prepared for a successful IBR?

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Intermediate Phase - Prepare & Train Preparing Yourself

  • Know your CWBS assignments

– Be familiar with scope, schedule, budget

  • Know your strengths and weaknesses?

– How well do you know

  • the contract?
  • the contractor?
  • the CAM(s)?
  • How are your EVM skills?
  • The multi-functional Team (Cost,

Schedule, Technical) is an opportunity to transfer knowledge and experience

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Intermediate Phase - Prepare & Train

  • IBR Policy and Process
  • Fundamentals of earned value management
  • Fundamentals of scheduling
  • Performance Measurement Baseline & EV Techniques
  • Contractor’s earned value management system
  • Control Account’s work authorization documents,

network schedule, and resource allocation

  • CAM discussion dynamics
  • Moot IBR CAM Discussions

Training

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IBR Phases

Initial Phase: Intermediate Phase: Planning and Team Building Prepare & Train for the IBR Review Phase: In-plant Activities

  • Kick-off meeting
  • Review IBR Objectives
  • Document Review
  • CAM Discussions
  • Daily Out Briefs
  • Document Results
  • Follow-up as necessary
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15 Program Office Documents Technical DOCs

SOW APB

Performance KPPs Cost KPPs Schedule KPPs APB Analysis - Develop KPPs Contract

EVMS CPR

Master Schedule CWBS RAM P000 Mods

Time Phased Budget Task Description

Scope

Detailed Schedule

Schedule

Resources

Budget

Work Packages Develop TPMs

Technical Analysis Tech

Drivers

Labor Material Facilities

Resource Analysis

Resource Drivers Budget

Schedule Analysis

Schedule Drivers Critical Path, Float, Risk

Work Auth Document

Document Review

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  • TECHNICAL ASSESSMENT
  • What are the High Risk Areas?
  • Conditions of Measurement ?
  • What are the Technical Requirements?
  • WORK ASSESSMENT
  • Which tasks may be overstated?
  • Which tasks may be understated?
  • What has been left out?
  • SCHEDULE ASSESSMENT
  • Underdeveloped Logic
  • Illogical/Forced Sequencing
  • Lack of Experience
  • Consideration of Technical Risks
  • WORK AUTHORIZATION
  • Schedules
  • Budget Authorization
  • Control Account Plans(CAP)
  • BUDGET ASSESSMENT
  • Budget Validity/Risk
  • Distribution Logic
  • Management Reserve
  • Undistributed Budget

Areas for Discussion

Review Phase – In-plant Activities

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CAM Discussions – CAM Interview

  • Interview Activities

– In the CAMs work area – Confirm control account work packages accurately summarize assigned CWBS requirements – Data Traces – Scope, Schedule, and Budget – Identify and Document Risk

  • Don’t

– Provide Guidance, Debate or Disagree with CAM – Enter side discussions – Exceed allotted interview time – schedule follow-up sessions if needed

Review Phase – In-plant Activities

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IBR Outcomes

  • Improved technical understanding of PMB

sufficiency (at all levels)

  • A “documented” account of PMB review findings
  • An “action list” to tackle near-term cost, schedule

and technical concerns

  • Improved communications between the Program

Office, DCMA and the Contractor

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IBR Phases

Initial Phase: Intermediate Phase: Planning and Team Building Prepare & Train for the IBR Review Phase: In-plant Activities Final Phase: Using EVM to Manage

  • Periodic PMB Analysis
  • Identify Risk Areas
  • Contract Baseline Changes
  • Validity and Limitation Issues
  • Subsequent IBRs
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Rolling Wave Planning Concept

  • Detailed planning of all of the contract tasks is

usually not possible at the start of the contract.

  • Detailed planning is done in increments or

“waves”.

  • Once the nearest term work is completed, the

next “wave” of work is detail planned, and then the next, etc.

  • Subsequent IBRs may be required as the contract

matures and major efforts transition from summary level planning to detailed planning

Final Phase - Using EVM to Manage

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Ongoing Baseline Validity and Realism

  • Validity

– PMB still represents goals and objectives – PMB points to valid variances – Variances result in management action – Timely Incorporation of Contract Changes – Use of MR and UB

  • Realism

– PMB changes made for management reasons not for reporting reasons – Use of Over-target Baselines – Use of Single Point Adjustments

Final Phase - Using EVM to Manage

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IBR Benefits

  • Early insight to technical sufficiency of the PMB

– Tests the relationship between SOW/SOO and WBS – Assures planning and budgeting are accurate at the cost account level – Reviews available performance information to assure

  • bjective and meaningful reporting of technical status
  • Preparatory activities provide value

– government and contractor personnel meet for training – contractor briefs their system – government program managers improve their familiarity with contractor processes and earned value data