Successfully Presenting Your
Microsoft Project Reports
6-Month Earned Value Report
Project/
Tasks
FY02
July
August
September
ACWP
October
November
BCWP
Status
December
$3,000
Project 1
Research
$2,500
Design
Budget
$1,285
$1,569
$300
$300
$400
$400
$175
$250
$200
$414
$210
$204
$0
$0
$0
$0
$2,000
Procurement
BCWP
$1,500
Production
ACWP
$1,000
Testing
Review
$500
Delivery
$0
BCWP
Budget
ACWP
Earned Value
greate than Cost
Contracts review: 10-15-02
Sign Off: _________________
Cost greater than
Earned Value
Cost/Earned Value
are equal
Completed Task
Incomplete Task
Status
Objectives
Translate your project details into a brief summary
which clearly conveys the project plan/status
► What to include in a project status report
► Presenting one or more projects on a single page, at a high level
► Reports:
• Milestones only
• Multi-tier reports
• Critical path
• Earned value
• Finish dates
• Key milestones roll-up
• Budget/Cost
• Stoplight at-a-glance status
► Highlighting milestones and project/phase/task hierarchies
► Link ancillary data to your report
► Distribution: Web, reader, Word, PowerPoint
Delivery Mediums
► Microsoft Project reports
What are your options?
Printed Gantt chart
Earned Value Report
Critical Tasks Report
Delivery Mediums
► Drawing packages: PowerPoint, Visio, Excel
Delivery Mediums
► 3rd Party Tools: Milestones Professional, Milestones Project Companion,
PERT Chart Expert, WBS Chart Pro,…
Contract Status Report
Projects
Delivery
Date
2004
Jan
Feb
Mar
Apr
May
E D
A BC
All Projects
Jun
Project A
Aug
Sep
Oct
Nov
Dec
Ahead /
Behind
Percent
Complete
6-Month Earned Value Report
E
Project/
A
Tasks
12/15
P1
Jul
B
FY02
DAugust
C
July
September
28%
October
ACWP
November
$3,000
Project 1
P2 A P3
P4
7/7
BP1
$2,500
P2
P3
13%
Budget
P1
C P2
Procurement
P3
P4
$1,569
$300
$300
$400
$400
$175
$250
$200
$414
$210
$204
$0
$0
$0
$0
$2,000
BCWP
12/15
26%
$1,500
C
Production
ACWP
D
P1
Project D
$1,285
P4 B
Design
10/26
Project C
Status
56%
A
Research
Project B
BCWP
December
12/1
P2
Testing
P3
P4
$1,000
22%
D
E
► Manually
draw from MSP data
8/23
P1
Project E
P2
Review
P3
P4
$500
E
32%
Delivery
► Export into
another Phase
toolEnd Milestone
Project Summary
Baseline
BCWP
Budget
ACWP
$0
Phase
Start
Current
Status
Contracts review: 10-15-02
Sign Off: _________________
► Automate with a custom program
Delivery
Behind Schedule
Ahead of Schedule
Earned Value
greate than Cost
On Schedule
Cost greater than
Earned Value
Cost/Earned Value
are equal
Completed Task
Incomplete Task
Status
What to include in a project status report
► Percent complete status
► Delivery dates
► Whatever “they” tell you to
► Baseline/Current finish dates
► Major milestones
Contract Status Report
Projects
Delivery
Date
2004
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
E D
A BC
All Projects
Sep
Oct
E
Nov
Dec
Percent
Complete
B
12/15
28%
A
P1
Project A
Ahead /
Behind
P2 A P3
D C
P4
7/7
56%
A
BP1
Project B
10/26
Project C
12/15
P2
P3
P4 B
13%
P1
C P2
P3
P4
26%
C
D
P1
Project D
P2
P3
P4
12/1
22%
D
E
P1
Project E
P2
P3
P4
E
8/23
32%
Baseline
Project Summary
Phase End Milestone
Phase
Start
Delivery
Behind Schedule
Ahead of Schedule
On Schedule
Current
Status
What to include in a project status report
► Phase status (drill-down)
Contract Status Report
Projects
Delivery
Date
2004
Jan
Feb
Mar
Apr
May
Jun
Jul
E D
A BC
All Projects
Aug
Sep
Oct
E
Nov
Dec
Ahead /
Behind
B
12/15
28%
A
P1
Project A
Percent
Complete
P2 A P3
D C
P4
7/7
56%
A
P1
Phase 1
2/17
Phase 2
3/24
Phase 3
4/28
Phase 4
7/7
100%
P2
100%
A P3
47%
P4
0%
A
Baseline
Project Summary
Phase End Milestone
Phase
Start
Delivery
Behind Schedule
Ahead of Schedule
On Schedule
Current
Status
What to include in a project status report
► Forecasted costs
► Phase status (drill-down)
► Planned and current costs
BCWS = Budget x % of Duration to Current Date
BCWP = Budget x % Complete
Estimate at Completion = (ACWP / BCWP ) x Budget
Project Status Report
Project/
Phase
EAC
Total
Budget
2002
March
April
May
BCWS
ACWP
BCWP
PRCNT
CMPLT
$3,000
$2,340
Project ABC
$351
Phase 1
$400
Phase 2
$2,500
$2,975
$1,714
$1,575
$1,962
66.0%
$300
$300
$350
$300
100.0%
$400
$400
$400
$400
100.0%
$250
$117
$175
$128
51.1%
$725
$580
$200
$564
77.8%
$400
$168
$100
$211
52.6%
$350
$113
$200
$223
63.6%
$550
$37
$150
$138
25.0%
$2,000
$343
Phase 3
$1,500
$254
Phase 4
$188
Phase 5
$315
Phase 6
$490
Phase 7
$1,000
$500
Delivery
5/17
BCWS
BCWP
Budget
ACWP
EAC
$0
*** BCWS and Budget are allocated to baseline task bars.
Current Dates
Baseline Dates
Status
What to include in a project status report
► Forecasted costs
► Earned value
► Phase status (drill-down)
► Planned and current costs
6-Month Earned Value Report
Project/
Phases
FY04
July
August
September
ACWP
October
Project 1
Research
Design
Budget
Budget
$3,000
$1,185
$1,608
$2,975
$2,500
$200
$300
$300
Status
$400
$400
$400
$175
$250
$250
$200
$420
$725
$210
$239
$400
$0
$0
$350
$0
$0
$550
$2,000
Procurement
BCWP
$1,500
Production
$1,000
Testing
ACWP
Review
BCWP
November December
$500
Delivery
$0
BCWP
Budget
ACWP
Earned Value
greater than Cost
Contracts review: 10-15-04
Sign Off: _________________
Cost =
Earned Value
Cost greater than
Earned Value
Completed Task
Incomplete Task
Status
From Project details to presentation summary
How do you get
from here...
Aerospace Company
Status Review Meeting
7/15/03
Summary of All Projects
FY03
Projects
FY04
Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb
Design
Prototype
PDR
CDR
GO/
NO-GO
Status Review
NOTES
Sign Off
DEL
Space Station
CDRL 1
CDRL 2 CDRL 3 CDRL 4 CDRL 5
Design Prototype
PDR
CDR
DEL
Booster
CDRL 1
Design
RPV
► Manually
from MSP data
PDR CDRdraw DEL
CDRL 2 CDRL 3
Prototype
CDRL 4
► Export
into
another
tool
CDRL 3
CDRL 4
CDRL 5
CDRL 1
CDRL 2
Design Prototype
PDR
CDR
DEL
► Automate with a custom program
Strike System
CDRL 1
CDRL 2
DesignPrototype PDR CDR
...to here?
CDRL 5
CDRL 3
CDRL 4
DEL
CDRL 5
Nuclear Umbrella
CDRL 1 CDRL 2 CDRL 3
Phase End
CDRL
CDRL 4
CDRL 5
Slipped Milestone
No Go
Go
Create presentation reports using Milestones
► MS Project-to-Milestones Professional import wizard
There can’t be a crisis next week.
My schedule is already full.
--Henry Kissinger
Critical tasks report
► Report status of critical tasks, only, by importing
.
Aerospace Project Plan
Page 1 of 1
WBS
9/9/03
Name
'98
'99
'00
'01
Remaining
Cost
2
2.6
3
SYSTEM ENGINEERING
System Engineering
Complete
Resource
Initials
%
Cost
24%
$213,648
$161,844
10%
$26,800
$24,227
24%
$658,048
$506,451
33%
$536
$359
J,B,H
15%
$45,560
$38,726
J,B,H
Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3
System Engineering Complete
SPACECRAFT
ENGINEERING
J,B,H
3.5
ORBIT ADJUST
PROPULSION
3.13
CONTAINMENT
SYSTEM
3.14
Spacecraft Engineering
Complete
12%
$0
$0
J,B,H
9.11
Assurance and Testing
Complete
22%
$0
$0
J,B,H
Summary
CONTAINMENT SYSTEM
Current Plan
Baseline
Critical tasks report
▼ Highlight critical tasks within all tasks
Valley Commercial Construction
▼ Filter for critical tasks
Smith Interior Remodel
2004
4745 Palm Ave. • Fullerton, CA
Job No.: 980045.05 • Cmpl.: 04/15/02
February
2
9
16
March
23
Soft Demo
Sawcut & Demo-Structural
HVAC-Rough
Wall Saw & Demo
Structural Concrete-Rebar
Skylights
Electrical-Rough/Finish
Overhead Doors
Inspection-Structural Rebar
Structural Concrete-Pour
Service/Repair Elevator
Structural Steel-Install
T-bar Grid Repair
Inspection-Walls
Inspection-Drywall Screw
Mud & Tape
Mezzanine Demo
Doors/Frame/Hardware
Spiveco Equip Move-In
T.C.O. from City
Ceiling Tile
Inspection-Ceiling
Paint
Carpet
Inspection-Elec, Mech & Fire
Inspection-Building Final
Critical Path
1
8
15
April
22
Start
Critical
?
29
5
12
19
26
Valley
Commercial
Construction
2/10
Smith Interior Remodel2/14
2/17
2/18
4745 Palm Ave. • Fullerton, CA
Job No.: 980045.05 • Cmpl.: 04/27/04
2/21
Structural Concrete-Rebar
Inspection-Structural Rebar
Structural Concrete-Pour
Structural Steel-Install
Inspection-Walls
Inspection-Drywall Screw
Inspection-Ceiling
Project Status Review
Finish
2/21
2/21
2/26
2/27
2/28
2/28
3/3
3/9
3/10
3/14
3/14
3/15
3/21
3/24
3/24
3/31
3/31
4/11
4/13
4/20
4/24
Inspection-Elec, Mech & Fire
Critical Milestone
Critical Task
2/18
2/18
3/17
2/24
February
2/27
2 3/109
16
4/21
3/1
2/27
3/3
3/3
3/13
3/17
3/10
3/14
3/21
3/24
3/24
3/24
3/24
4/11
4/4
4/19
4/20
4/20
4/27
2004
March
23
1
8
15
April
22
29
5
12
19
Finish
2/21
2/27
2/27
2/27
2/28
3/3
3/3
3/13
3/10
3/10
3/14
3/14
3/31
4/4
4/20
4/20
4/24
4/27
Critical
?
26
Normal Task
Inspection-Building Final
Critical Path
Start
Project Status
Review
Critical
Milestone
Critical
Task
Normal
Task
Finish dates report
When will it be finished?
▼ Display all finish dates
► Finish dates rolled-up
.
Project Plan
Page 1 of 7
%
Complete
9/9/03
'99
Name
Status
Q1
60.00%
Q2
Task 1
50.00%
Task 1-1
100.00%
Task 1-2
31.00%
Task 1-3
Task 1-1
Task 1-3
Task 1-3-A
0.00%
Task 1-3-B
Task 1-4
0.00%
Task 1-5
0.00%
Task 2
20.00%
Task 3
• Finish date milestones
Task 1-2
50.00%
0.00%
Q3
Task 1
Task 1-3-A
Task 1-3-B
Task 1-5
Task 3-1
Task 3-1
80.00%
Task 3-2
Task 3-2
16.00%
Task 3-3
0.00%
Task 3-4
– In progress
– Complete
Task 3-3
• Percent Complete
Task 3-4
0.00%
31.00%
27.00%
37.00%
Task 4
Task 4-1
Task 4-2
Task 4-2
Task 5
Task 5-1
40.00%
Task 5-2
20.00%
Task 5-3
Not Started
Task 4
Task 4-1
80.00%
– Not started
Task 2
Task 3
100.00%
29.00%
• Stoplight status:
Task 1-4
Task 5
Task 5-1
Task 5-2
Task 5-3
In Progress
Completed
Critical
Finish
Summary
Finish dates report
► Display all finish dates
▼ Finish dates rolled-up
.
Presentation Timeline of End Dates
'99
Project
Q2
Q3
Q4
Q1
(3) Task 1-3
(1) Task 1-2
(5) Task 1-5
Task 1
(2) Task 1-1
(4) Task 1-4
Task 2
(3) Task 3-3
(1) Task 3-1
Task 3
(2) Task 3-2
(4) Task 3-4
(1) Task 4-1
Task 4
(2) Task 4-2
(3) Task 5-2
(1) Task 5-1
(5) Task 5-5
Task 5
(2) Task 5-3
(4) Task 5-4
(5) Task 8-5
(3) Task 8-3
(1) Task 8-1
(11) Task 8-11
(9) Task 8-9
(7) Task 8-7
(15) Task 8-15
(13) Task 8-13
Task 8
(2) Task 8-2
(8) Task 8-8
(4) Task 8-4
(10) Task 8-10
(6) Task 8-6
(14) Task 8-14
(16) Task 8-16
(12) Task 8-12
(3) Task 9-3
(1) Task 9-1
Task 9
(2) Task 9-2
A budget takes the fun out of money.
Budget status report
— Mason Cooley, U.S. aphorist
▼ Budget, cost, variance
▼Graph by time period & cumulative
Quarterly Budget Status Review
2003
%
Cmplt.
Task
2004
FY03
Q2
62%
** Dollars in Millions
Q3
2005
FY04
Q4
Q1
FY05
Q2
Q3
Q4
Ordn Missile
Q1
Q2
Software
FY06
Q3
Q4
Environ
Budget
Cost
to Date
$3,450
$2,630
$820
$1,250
$800
$450
$1,000
$700
$300
$550
$600
($50)
$100
$100
$0
$500
$425
$75
$50
$5
$45
Variance
Q1
DoD Aerospace Project
Aircraft
52%
Aircraft
67%
Electronic
100%
Missile
100%
80%
9%
Electronic
3/05
Missile
6/04
Ordn
3/04
Ordnance
Software
12/04
Software
Environ
7/05
Environmental
Cost to date
Budget
Cost to date
Budget
10/05
Aircraft
$206
$171
$780
$585
$390
$195
$0
Cumulative costs $206
Cumulative budget
$171
Cumulative costs
$418
$389
$398
$359
$491
$433
$783
$711
$290
$272
$45
$428
$393
$187
$106
$0
$2
$623 $1,021 $1,513 $2,296 $2,585 $2,630
$560 $919 $1,352 $2,063 $2,334 $2,762 $3,155 $3,342 $3,448 $3,448 $3,450
$3,448
$2,586
$1,724
$862
$0
Cumulative budget
Baseline
Phase 1
Phase 2
Phase 3
Complete /
Delivery
Project
Review
Reporting earned value
▼ Earned value for the “detailed numbers person”
Reporting earned value
▼ Earned value for the visual (graph), numbers (columns), and spatial (timeline)
Contract Review
Earned Value Report
Project /
Tasks
BCWP = ACWP
BCWP > ACWP
ACWP > BCWP
Summary
Status
Task
2002
October
Budget ACWP
November
BCWS BCWP
December
$4,000
All Projects
Project 1
PRCNT
CMPLT
SV
CV
$4,025
$2,604
$3,004
$3,256
74.6%
$254
$653
$950
$772
$844
$867
88.9%
$23
$95
$300
$220
$300
$300
100.0%
$0
$80
$400
$360
$400
$400
100.0%
$0
$40
$250
$192
$144
$167
66.7%
$23
($25)
$1,300
$922
$1,019
$1,121
78.4%
$102
$199
$725
$475
$577
$636
87.8%
$59
$161
$225
$150
$166
$188
83.3%
$22
$38
$350
$297
$276
$297
84.8%
$21
$0
$1,775
$910
$1,140
$1,269
64.2%
$129
$359
$550
$300
$420
$450
81.8%
$30
$150
$800
$450
$540
$600
75.0%
$60
$150
$425
$160
$180
$219
51.5%
$39
$59
$3,500
Task 1-A
BCWP
Task 1-B
Budget
$3,000
Task 1-C
$2,500
Project 2
ACWP
Task 2-A
$2,000
Task 2-B
Task 2-C
Project 3
$1,500
$1,000
Task 3-A
Task 3-B
$500
Final
Review
Task 3-C
BCWP
Budget
ACWP
$0
Schedule Variance = BCWP - BCWS
Cost Performance Index = BCWP / ACWP
Cost Variance = BCWP - ACWP
Schedule Performance Index = BCWP / BCWS
Baseline and current dates
▼Juxtapose baseline and current dates
The best-laid schemes of mice and men
Often go awry,
And leave us nothing but grief and pain,
Instead of promised joy!
— Robert Burns
Baseline and current dates
▼Juxtapose baseline and current finish dates as dates, milestones, and stoplights
.
Aerospace Project Plan
9/9/03
'98
'99
'00
'01
Baseline
Finish
Scheduled
Finish
7/9/98
9/1/98
PROJECT MANAGEMENT
8/1/98
9/1/98
PLANNING
9/9/99
12/1/99
REQUIREMENTS
1/7/99
1/19/99
ANALYSIS
3/4/99
3/30/99
INTEGRATION
5/6/99
5/25/99
6/17/99
7/6/99
SYSTEM TEST PLANNING
9/9/99
9/22/99
System Engineering Complete
9/9/99
12/1/99
SPACECRAFT ENGINEERING
6/12/01
6/12/01
COMMAND AND CONTROL
12/2/99
12/2/99
6/5/00
6/5/00
POWER
10/9/00
10/9/00
THERMAL
6/11/01
6/11/01
THERMAL
0
ORBIT ADJUST PROPULSION
6/12/01
6/12/01
ORBIT ADJUST PROPULSION
0
TANK
1/29/98
1/29/98
VALVES
3/12/98
3/12/98
THRUSTER
4/30/98
4/30/98
THRUSTER
0
DESIGN
5/28/98
5/28/98
DESIGN
0
FABRICATE
7/23/98
7/23/98
ASSEMBLE
8/20/98
8/20/98
TEST
9/17/98
9/17/98
Project
PROJECT MANAGEMENT
PLANNING
SYSTEM ENGINEERING
MISSION OPERATIONS
ATTITUDE CONTROL
Baseline Finish
Scheduled Finish
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
Ahead/
Behind
Status
38
22
59
SYSTEM ENGINEERING
8
REQUIREMENTS
18
ANALYSIS
12
INTEGRATION
13
MISSION OPERATIONS
9
SYSTEM TEST PLANNING
Sy stem Engineering Complete
SPACECRAFT ENGINEERING
COMMAND AND CONTROL
ATTITUDE CONTROL
POWER
59
0
0
0
0
0
TANK
0
VALVES
0
FABRICATE
0
ASSEMBLE
0
TEST
Ahead of
Schedule
On target
Behind
Schedule
Baseline and current dates
▼Juxtapose baseline and current task bars, start/finish dates and duration
Project Baseline and Current Status
Project
& Phase
2004
Base/Act Current Current Current Baseline Baseline Baseline
Finish
Start Duration Finish
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Variance Duration Start
1/14
11/19
Project ABC
1/20
1/14
-34
280d
1/14
11/19
1/20
246d
11/19
11
48d
1/14
3/1
1/20
59d
3/18
7
28d
2/19
3/17
2/25
35d
3/30
2
30d
3/25
4/23
3/23
32d
4/23
-11
55d
5/3
6/26
5/9
44d
6/21
-43
117d
6/30
10/24
8/12
74d
10/24
0
1d
11/7
11/7
11/7
1d
11/7
0
1d
11/19
11/19
11/19
1d
11/19
11/19
3/1
Research
1/20
3/18
2/19 3/17
Development
2/25
Prototype
production
3/30
3/25 4/23
3/23 4/23
5/3
6/26
Testing
5/9
6/21
6/30
Final
production
10/24
8/12
10/24
11/7
Approval
11/7
11/19
Delivery
11/19
Current Dates / Completed
Current Dates / Incomplete
Baseline Dates
Baseline and current dates
▼Juxtapose baseline and current costs as values, graph, and stoplights
Project Status Report
Baseline vs. Current Costs and Finish Dates
Revised Baseline
Finish
Finish
Baseline
Cost
Current
Costs
6/23
$500,000
$400,000
$100,000
10/17
10/1
$750,000
$800,000
($50,000)
Phase 3
2/19
2/20
$450,000
$350,000
$100,000
Phase 4
6/29
7/5
$500,000
$100,000
$400,000
$900,000
$0
$900,000
Percent
Complete
Phase
100%
Phase 1
6/13
100%
Phase 2
100%
66%
2003
Q1
Q2
2004
Q3
Q4
Q1
Q2
Q3
Q4
Cost
Variance
Delivery
98%
Phase 5
12/9
11/2
Baseline Costs
$600,000
Current Costs
$400,000
$200,000
$0
Cumulative Baseline Costs
$3,000,000
Cumulative Current Costs
$2,000,000
$1,000,000
$0
Baseline Track
Revised Track
Current Status
Delivery
At-a-glance stoplight reports
▼Shapes and colors to indicate health
Project/
Employee
Summary
Ahead of schedule
Phase Complete
On schedule
Phase Incomplete
Behind schedule
Days to
Completion
In preparing for battle I have always
found that plans are useless, but
planning
is indispensable. On Budget
Task is in progress
—Dwight D.
Eisenhower
Task is complete
Over Budget
Under Budget
2004
Cost
Status
Q1
January
February
Ahd/Bhd
Status
Q2
March
April
May
Percent
Project
Complete Manager
June
Project A
0
$100
100%
Phase 1
0
$0
100%
Phase 2
0
$200
100%
Phase 3
0
($100)
100%
Project B
5
$50
95%
Phase 1
0
$50
100%
Phase 2
0
$0
100%
Phase 3
5
$0
77%
Project C
47
$150
48%
Phase 1
0
$50
100%
Phase 2
22
$0
33%
Phase 3
25
$100
0%
Joe
Mary
Bill
Highlight milestones and schedule hierarchies
are those
frightful
things
you see
▼In a sea of start dates, end dates,Obstacles
rows of activities,
and
columns
of data,
when you
take
yourout?
eyes off your goal.
Valley Commercial
how can the major milestones
and Construction
activity
rows
stand
Smith Interior Remodel
—Henry Ford
2004
4745 Palm Ave. • Fullerton, CA
Job No.: 980045.05 • Cmpl.: 04/15/02
February
2
9
16
► Move major milestones
to summary
lines
Soft Demo
March
23
1
8
15
Start
April
22
29
5
12
19
Finish Critical
?
26
2/10
2/18
Sawcut & Demo-Structural
2/14
2/18
HVAC-Rough
2/17
3/17
Wall Saw & Demo
2/18
2/24
Structural Concrete-Rebar
2/21
2/27
Skylights
2/21
3/10
Aerospace
Plan
Electrical-Rough/Finish
2/21 Project
4/21
Overhead Doors
2/26
3/1
Page 1 of 3
Inspection-Structural Rebar
2/27
2/27
'98
Major
Structural Concrete-Pour
2/28 '99
3/3
Name
Milestone
Service/Repair Elevator
2/28 Q2 3/3
Q1 Q2 Q3 Q4 Q1
Q3 Q4 Q1 Q2
Structural Steel-Install
3/3
3/13
PROJECT MANAGEMENT
False PROJECT MANAGEMENT
T-bar Grid Repair
3/9
3/17
PLANNING
False
PLANNING
Inspection-Walls
3/10
3/10
Inspection-Drywall Screw
3/14
3/14
SYSTEM ENGINE
False SYSTEM ENGINEERING
REQUIREMENTS
Mud & Tape
3/14
3/21
False
REQUIREMENTS
Mezzanine Demo
3/15
3/24
ANALYSIS
Doors/Frame/Hardware
3/21
3/24
False
ANALYSIS
INTEGRATION
Spiveco Equip Move-In
3/24
3/24
Aerospace Project
Plan
False
INTEGRATION
T.C.O. from City
3/24
3/24
MISSION OPERATIONS
9/9/03
False
MISSION OPERATIONS
Ceiling Tile
3/31
4/11
SYSTEM TEST PLANNING
Inspection-Ceiling
3/31
4/4
False
SYSTEM TEST PLANNING
'98
'99
'00
'01
Baseline
Baseline
Paint
4/11
4/19
System Engineering Complete
Start 4/13
Finish
Q3 Q4System
Q1Engineering
Q2 Complete
Q3 Q4 Q1 Q2
Carpet Q1 Q2 Q3 Q4 Q1 Q2 False
4/20
Inspection-Elec, Mech & Fire
4/20
4/2001/14/99
False SPACECRAFT ENGINEERING
01/14/99
COMMAND AND CONTROL
Inspection-Building Final
4/24
4/27
► Enlarge the physical size of the milestone
.
► Use striking colors, like red
► Circle major milestones
► Use shapes which convey a sense of a major event
► Use a column which marks major tasks
► Filter to display only the major activities
.
► Shade by outline level
Page 1 of 1
Major
Milestone
True
True
Name
Spacecraft Engineering
Complete
Assurance and Testing
Complete
True
Softw are Complete
True
Space Vehicle Completed
False
Critical Path
COMMAND AND CONTROL
Project Status
Review
False
ATTITUDE Critical
CONTROLMilestone
False
POWER
False
THERMAL
01/14/99
Critical Task 01/14/99
09/09/99
01/14/99
Normal
Task
01/14/99
09/09/99
ATTITUDE
Multi-tiered reports from multiple source files
Some people are much more...
oh, ever so much more...
oh, muchly much much more unlucky than you.
—Dr. Theodor Seuss Geisel
Multi-tiered reports from multiple source files
► Transform lots of project files...
6-Month Earned Value Report
Project/
Tasks
...into mid-management reports...
FY02
July
August
September
ACWP
October
November
BCWP
Status
December
$3,000
Project 1
$1,285
$1,569
$300
$300
.
Research
$2,500
Aerospace Project$400
Plan
Design
Procurement
'03
TASK
'04
'05
'06
BASELINE
ACTUAL
$175
$250
COST
(ACWP)
BCWPQ1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
$1,500
$1,440,000
Project Summary
Production
PROJECT MANAGEMENT
$1,260,000
$1,000
$1,319,632
27%
$54,270
$72,360
75%
$44,535
$163,480
19%
$210
$0
$500
$626,048
$51,804
$0
Project
$151,597 Status
$626,048Report
23%
$151,597
Baseline vs. Current Costs and Finish Dates
$900,000
$0$536
$0$177 2003 $177
Revised Baseline
$0
Finish
Finish
Q1
Q2
Q3
Percent
Complete
Phase
100%
Phase 1
MECHANICAL
BCWP
Budget
ACWP
$204
$163,480
AIRBORNE SUPPORT
EQUIPMENT
%
$380,232
$69,546
$1,080,000
Delivery
BCWS
$402,777
$414
$72,360
SYSTEM ENGINEERING
SPACECRAFT ENGINEERING
BCWP
$1,319,632
$200
ACWP
Testing
Review
$400
Earned Value
$2,000Report
Budget
$32,160
$720,000
$7,075
$536
Q4
$7,075
$32,160
33%
Q1
22%
2004
Q2
Q3
Q4
Contracts review: 10-15-02
8/1
8/11
$11,792
Sign Off:$26,800
_________________
ELECTRICAL
$11,792
$26,800
44%
$5,896
$26,800
22%
Baseline
Cost
Current
Costs
$500,000
$400,000
Cost
Variance
$100,000
$750,000
$800,000
($50,000)
$450,000
$350,000
$540,000
Cost greater than
Earned Value
Phase 2
100%
THERMAL CONTAMINATION
Earned Value
greate than Cost
Cost/Earned Value
are equal
Completed Task
12/5
11/19
$26,800
Incomplete
$360,000
PRODUCT ASSURANCE
100%
Phase 3
32%
Phase 4
QUALITY ASSURANCE
Baseline Cost
BCWP
BCWS
ACWP
Summary
4/8
Status
Projects
Budget
Report
$177
$536
33%
$536
$177
$198,856
$53,241
4/9
$180,000
LAUNCH SYSTEM
INTEGRATION
$5,896
Task
8/17
$172,056
Phase 5
Status
Project $51,472
1
12/15
Jan
Feb
30% 1/27
$600,000
Current Costs
$400,000
3/28$900,000
$1,000,000
Slack
2/22
5/12
4/27
3/30
Construction
Construction
Budget
$7,500
Remaining Funds
$5,000
$0
Contract Status Report
Delivery
Date
2004
Jan Feb Mar
Apr May Jun
Jul
Aug Sep Oct Nov Dec
Ahead /
Behind
Percent
Complete
E D
All Projects
12/15
28%
A BC
P1
Project A
P2
A
P3
E
B
D C
P4
7/7
56%
A
A
P1
Project B
10/26
Project C
12/15
P2
P3
P4
13%
B
B
P1
P2
P3
P4
26%
C
C
D
P1
Project D
12/1
Project E
8/23
P2
P3
P4
22%
D
E
P1
P2
P3
$600
$1,800
$1,600
$200
P4
32%
E
Current Status
Project Summary
Phase End Milestone
Phase Start
Delivery
Behind Schedule
Ahead of Schedule
On Schedule
$600
$600
$1,000
$200
$1,700
$2,300
$1,000
6/21
7/29
7/9
$0
$1,100
($100)
$3,000
$600
$2,400
$3,200
$2,300
$900
$1,500
$1,500
$0
$1,700
$800
$900
Proposal Due
Update Due
Final Report
$2,500
Projects
$600
Under Budget
No funds remain
Over Budget
$10,000
Costs to date
$0
$1,200
$600
5/2
5/10
$800
$4,000
7/22
4/4
Remaining
Funds
$1,400
$800
$1,200
4/12
Current
Status
4/27
3/24
Costs
to Date
$2,000
6/14
4/25
Project 4Revised Track
Budget
Amount
5/22
3/11
Design
...and one top level report of key
milestones from the mid-level reports...
$900,000
6/6
3/23
2/26
Design
$0
$0
Jul
Aug
$400,000
7/24
7/5
3/19
Construction
Project 3
Baseline Track
6/17
4/6
2/13
Design
$0
$2,000,000
3/2
Project 2
$200,000
$3,000,000
Cumulative Current Costs
Apr
Jun
$500,000May$100,000
5/11
Construction
Current Schedule
Cumulative Baseline Costs
Mar
3/12
Design
12/21
Baseline Costs
Baseline Schedule
$172,056
$100,000
2004
Funding27%
$198,856
$51,472
$0
0%
Project
$53,241
Name
8/23
Multi-tiered reports from multiple source files
► Keep mid- and top-level reports up-to-date
Filtered
Source
Files
Mid-Level Project
Presentation
Schedules
Top-Level Project
Presentation
Schedule
Contract Status Report
6-Month Earned Value Report
Project/
Tasks
FY02
July
August
September
ACWP
October
November
$3,000
.
Project 1
Aerospace Project Plan
$2,500
Research
BCWP
Projects
Status
December
$1,285
$1,569
Percent
Complete
'03
TASK
Phase 1
100%
Phase 2
100%
Phase 3
32%
Phase 4
'05
'06
$1,440,000
Project Summary
BCWP
Revised Baseline
2003
Phase
Finish Finish
PROJECT
Q1MANAGEMENT
Q2
Q3
Production
100%
'04
Project
Report
Q1Status
Q2 Q3 Q4 Q1
Q2 Q3 Q4 Q1 Q2
Q3 Q4 Q1 Q2
Budget
Baseline vs. Current Costs and Finish Dates
Procurement
$300
$300
All Projects
8/1
8/11SYSTEM ENGINEERING
12/5
11/19
Q4
2004
Q1
Q2
Q3 $1,260,000
Q4
ACWP
SPACECRAFT ENGINEERING
4/8
Delivery
0%
Phase 5
$900,000
4/9
Project MECHANICAL
Funding
Status
Name
8/17
BCWP
Project 1
Budget
Design
ACWP
12/15
Feb
Mar
Design
Apr
3/12
Jun
$0
INTEGRATION
Construction
Project 3
3/28
BCWP
BCWS
$2,000,000
$900,000
Summary
Costs to date
Remaining Funds
$180,000
4/27
4/27
$2,500
$0
$1,200
$177
$600
$177
$1,800
$1,600
Incomplete
Task
6/21
7/9
$26,800
$51,472
A
P3
Percent
Complete
E
B
D C
P4
7/7
56%
A
P1
REFRESH
$53,241
22%
$600
$536
33%
$600
$51,472
$200
Status
$198,856
$1,700
$2,300
$1,000
$1,100
($100)
$200
$1,500
$0
$1,700
$800
$900
Under Budget
No funds remain
Over Budget
Proposal Due
Update Due
Final Report
12/15
P2
P3
P4
13%
B
B
P2
P3
P4
26%
C
C
D
P1
27%
30%
Project D
12/1
Project E
8/23
P2
P3
P4
22%
D
E
P1
$600
$2,400
Slack
$2,300
$900
$1,500
10/26
Project C
P1
$0
$172,056
$1,000
$4,000
Project B
44%
$26,800
$0
$1,200
$3,000
Current Schedule
7/29 Current Status $3,200
5/2
5/10
$177 $0
$400,000
$11,792
Sign
$0 Off: _________________
$900,000
$53,241
Project A
P2
A
$100,000
$5,896
$800
7/22
4/4
$5,000
$172,056
$0
6/14
4/12
Baseline Schedule
$7,500
$198,856
Ahead /
Behind
$204
$151,597
$5,896
$800
$600
5/22
2/26
Revised Track
3/24
$10,000
$536
Completed Task
are equal
4/25
Construction
Budget
22%
3/11
3/30
Design
Update with
changes
33%
$100,000
$11,792
Aug Sep Oct Nov Dec
28%
P1
($50,000)
$177$0
$350,000
LINK KEY DATES
$2,000 review:
$1,400 10-15-02
$600
Contracts
$360,000
7/5
Value 6/6
3/19 Cost/Earned
5/12
Construction $0
4
Aug
$26,800
3/23
$3,000,000Baseline Cost
Design$1,000,000ACWP
Baseline Track
Project
$536
$7,075 Costs
$7,075
$32,160
Budget
Remaining
$0
$0
Amount to Date
Funds
$0
$536
$500
Jul
7/24
$540,000
4/6
2/22
$200,000
6/17
LAUNCH SYSTEM
Cumulative Current Costs
23%
$414
$210
$32,160
$720,000
May
5/11
3/2
12/21
$600,000
Cost greater2/13
than
greate than
Cost
Earned Value
$400,000
QUALITY ASSURANCE
Cumulative Baseline Costs
19%
$500,000
$26,800
1/27
THERMAL CONTAMINATION
Earned
Project
2 Value
Current Costs
75%
$626,048
$450,000
2004
Jan
8/23ELECTRICAL
Construction
PRODUCT ASSURANCE
Baseline Costs
$72,360
$163,480
$200
$151,597
$800,000
Jul
12/15
A BC
27%
$100,000
$44,535
$69,546
$400,000
$51,804
$1,000
$626,048
Apr May Jun
%
Cost
Variance
$54,270
$72,360
$500,000
$163,480
$750,000
AIRBORNE SUPPORT
ProjectsEQUIPMENT
Budget Report
Review
$402,777
$175 $380,232
$250$1,319,632
Baseline Current
$1,500 Costs
Cost
$1,080,000
Testing
REFRESH
$400 BCWP$400 BCWS
BASELINE ACTUAL
$2,000 (ACWP)
COST
$1,319,632
2004
Jan Feb Mar
E D
Earned Value Report
Design
IMPORT
Delivery
Date
P2
P3
P4
32%
E
Update with
changes
Current Status
Project Summary
Phase End Milestone
Phase Start
Delivery
Behind Schedule
Ahead of Schedule
On Schedule
Detailed Source
Schedules
Mid-Level Reports
of Key Source Data
Top-Level Report of
Key Mid-Level Data
6-Month Earned Value Report
Project A
Project/
Tasks
FY02
July
August
September
ACWP
October
November
$3,000
Research
$1,569
$300
$300
$400
$400
$175
$250
$200
$414
$210
$204
$0
$0
$0
$0
$2,000
Budget
Procurement
Status
$1,285
$2,500
Design
Import filtered data
BCWP
December
Project 1
BCWP
$1,500
Production
ACWP
$1,000
Testing
Review
$500
Delivery
$0
BCWP
Budget
ACWP
Contracts review: 10-15-02
Sign Off: _________________
Earned Value
greate than Cost
Cost greater than
Earned Value
Project B & C
Cost/Earned Value
are equal
Completed Task
Incomplete Task
Status
Contract Status Report
Project Status Report
Baseline vs. Current Costs and Finish Dates
Import filtered data
Revised Baseline
Finish Finish
Baseline
Cost
Current
Costs
8/11
$500,000
$400,000
$100,000
12/5
11/19
$750,000
$800,000
($50,000)
4/8
4/9
$450,000
$350,000
$100,000
Percent
Complete
Phase
100%
Phase 1
8/1
100%
Phase 2
100%
Phase 3
2003
Q1
Q2
2004
Q3
Q4
Q1
Q2
Q3
Q4
Cost
Variance
Projects
Delivery
Date
2004
Jan Feb Mar
Apr May Jun
Phase 4
8/17
0%
Phase 5
12/15
8/23
$500,000
$100,000
$400,000
12/21
$900,000
$0
$900,000
Baseline Costs
$600,000
Current Costs
$400,000
Aug Sep Oct Nov Dec
Ahead /
Behind
Percent
Complete
E D
All Projects
12/15
28%
A BC
32%
Jul
P1
Project A
P2
A
P3
E
B
D C
P4
7/7
56%
A
$200,000
A
$0
Cumulative Baseline Costs
$3,000,000
Cumulative Current Costs
$2,000,000
P1
Project B
$1,000,000
P4
13%
B
Current Status
Project C
P2
P3
P4
12/15
26%
C
.
Aerospace Project Plan
'03
TASK
'04
'05
'06
BASELINE ACTUAL
COST
(ACWP)
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2
$1,440,000
Project Summary
PROJECT MANAGEMENT
BCWP
BCWS
$402,777
$380,232
$1,319,632
27%
$72,360
$69,546
$54,270
$72,360
75%
$163,480
$51,804
$44,535
$163,480
19%
$626,048
$151,597
$151,597
SYSTEM ENGINEERING
P1
%
$1,319,632
$1,260,000
Project D
AIRBORNE SUPPORT
EQUIPMENT
$900,000
MECHANICAL
$720,000
$626,048
23%
$536
$177
$177
$536
33%
$32,160
$7,075
$7,075
$32,160
22%
$26,800
$11,792
$11,792
$26,800
44%
$26,800
$5,896
$5,896
$26,800
22%
$536
$177
$177
$536
33%
$198,856
$53,241
$53,241
$198,856
27%
$172,056
$51,472
$51,472
$172,056
30%
ELECTRICAL
P3
P4
22%
D
P1
Project E
P2
P3
P4
8/23
32%
E
$540,000
THERMAL CONTAMINATION
P2
12/1
E
$1,080,000
SPACECRAFT ENGINEERING
C
D
Earned Value Report
Import filtered data
P3
B
Revised Track
P1
Project D
P2
10/26
$0
Baseline Track
Current Status
Project Summary
Phase End Milestone
Phase Start
Delivery
Behind Schedule
Ahead of Schedule
On Schedule
$360,000
PRODUCT ASSURANCE
QUALITY ASSURANCE
$180,000
LAUNCH SYSTEM
INTEGRATION
$0
Baseline Cost
BCWP
BCWS
ACWP
Summary
Project E
Baseline Schedule
Current Schedule
Slack
Projects Budget Report
Project
Name
Funding
Status
Project 1
2004
Jan
Feb
1/27
Mar
2/13
Design
2/22
5/12
4/27
3/30
Construction
3/24
Design
$10,000
$7,500
$5,000
$2,500
$0
Remaining
Funds
$1,400
$800
$800
$0
$1,200
$600
$600
$600
$1,800
$1,600
$200
$600
$600
$1,200
$1,000
$200
$4,000
$1,700
$2,300
$1,000
$1,100
($100)
$3,000
$600
$2,400
$3,200
$2,300
$900
$1,500
$1,500
$0
$1,700
$800
$900
6/21
7/29
5/2
5/10
Costs
to Date
$2,000
6/14
7/22
4/27
Budget
Amount
5/22
4/12
4/4
Construction
Remaining Funds
6/6
4/25
Project 4
Aug
3/11
3/23
2/26
Design
Jul
7/24
7/5
3/19
Construction
Project 3
Costs to date
Jun
6/17
3/28
4/6
Project 2
Budget
May
5/11
3/2
Construction
Import filtered data
Apr
3/12
Design
7/9
Under Budget
No funds remain
Over Budget
Proposal Due
Update Due
Final Report
$0
Link other data to your report
The significant problems we face cannot
► Challenge: Fit lots of data into a single
be page
solved at the same level of thinking we
were at when we created them.
• Cost spreadsheets
—Albert Einstein
• More detailed schedules
• Research reports
• PERT charts
• AutoCAD drawings
6-Month Earned Value Report
Project/
Tasks
FY02
July
August
September
ACWP
October
November
$3,000
Project 1
Research
$2,500
Design
Budget
Procurement
BCWP
Status
December
$1,285
$1,569
$300
$300
$400
$400
$175
$250
$200
$414
$210
$204
$0
$0
$0
$0
$2,000
BCWP
$1,500
Production
ACWP
$1,000
Testing
Review
$500
Delivery
$0
BCWP
Budget
ACWP
Earned Value
greate than Cost
Contracts review: 10-15-02
Sign Off: _________________
Cost greater than
Earned Value
Cost/Earned Value
are equal
Completed Task
► Solution: Link from symbols to documents for quick access
Incomplete Task
Status
AutoCAD drawing
attached to the
Design end date
Link other data to your report
Research Report
attached to the
Research start date
6-Month Earned Value Report
Project/
Tasks
FY02
July
August
September
ACWP
October
November
$3,000
Project 1
Research
$2,500
Design
Budget
Procurement
BCWP
Status
December
$1,285
$1,569
$300
$300
$400
$400
$175
$250
$200
$414
$210
$204
$0
$0
$0
$0
$2,000
BCWP
$1,500
Production
ACWP
$1,000
Testing
MS Project schedule
with detailed
Production data
Review
$500
Delivery
$0
BCWP
Budget
ACWP
Earned Value
greate than Cost
Contracts review: 10-15-02
Sign Off: _________________
Cost greater than
Earned Value
Cost/Earned Value
are equal
Completed Task
Financials Report
attached to the
status milestone
Incomplete Task
Status
Distribute and share your presentation
► Web page of high-level report with drill-down
Distribute and share your presentation
► Open with reader (Adobe, Milestones)
► Paste into PowerPoint or Word
► Upload to a shared e-room
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The project report is:
 Objective
 Clear and concise
Projects Budget Report
Project
Name
Funding
Status
Project 1
2004
Jan
Feb
1/27
Mar
3/12
Design
3/2
2/13
Design
2/22
5/12
7/24
6/6
3/11
5/22
2/26
Design
4/27
3/30
Construction
6/14
4/12
4/25
Project 4
3/24
Design
7/22
4/27
6/21
4/4
Construction
7/29
5/2
5/10
$10,000
$7,500
$5,000
$2,500
$0
 Able to drill-down to details from the summary
 Able to show impact when dates or values change
 Separated into distinct areas of focus
Aug
7/5
3/23
Project 3
Remaining Funds
6/17
Jul
3/28
3/19
Construction
Costs to date
Jun
4/6
Project 2
Budget
May
5/11
Construction
 Easily interpreted
Apr
7/9
Budget
Amount
Costs
to Date
Remaining
Funds
$2,000
$1,400
$600
$800
$800
$0
$1,200
$600
$600
$1,800
$1,600
$200
$600
$600
$0
$1,200
$1,000
$200
$4,000
$1,700
$2,300
$1,000
$1,100
($100)
$3,000
$600
$2,400
$3,200
$2,300
$900
$1,500
$1,500
$0
$1,700
$800
$900
Under Budget
No funds remain
Over Budget
Proposal Due
Update Due
Final Report
Questions and Answers