Communication & Documentation

Communication & Documentation
Project Management Unit – Lecture 8
LSU 07/07/2004
The need for communication
• Communication and documentation is key for a successful project
– “If it is not written down, it did not happen!” (ancient wise saying)
– “If you wrote it down, you agreed to do it!” (not as ancient wise saying)
• Communication assures coordination of effort across stakeholders
– Agreement on how to proceed
– Tracking of progress
– Assure functioning interface between units
• Written documentation provides the “glue” that stabilizes
components and unifies the project
– Helps assure “end-to-end” thinking
– Show agreement on roles, tasks, schedule
– Provides proof of performance
• Reports & presentations set precedent for acknowledgement of
effort and / or discoveries
LSU 07/07/2004
Major Documents
• There are a multitude of written documents during a project
Proposal of concept to funding agency
Requirements Document to specify “ground rules”
System Design Document to specify high level design
Interface Control Documents to define subunit interfaces
Risk Management Plan shows how project risks are controlled
Preliminary Design Review (PDR) gives initial definition of project
Critical Design Review (CDR) provides complete definition of project
Flight Readiness Review (FRR) certifies payload for flight
Mission Operations and Data Analysis for post-launch procedures
Technical reports to track progress of project
Science reports to present results publicly
• For ACES you will need to prepare PDR, CDR, FRR documents
and a post-flight science report
LSU 07/07/2004
The Project Reviews
• There are at least three major reviews during a project
– Preliminary Design, Critical Design, Flight Readiness
• These reviews provide a check on project progress for all
• PDR, CDR and FRR are major project milestones
PDR during February
CDR during March
FRR just prior to launch in May
Imposed duration on schedule is a risk to be managed
• The team must prepare written documents and oral presentations
for each review
• Each review has a somewhat different objective and emphasis
LSU 07/07/2004
Preliminary Design Review (PDR)
• The primary objective for the PDR is to review results
from your design phase
• At the end of the PDR you should have been able to show
that you have “thought the problem through”
• A member of the LA ACES Project will attend and
participate in the PDR
• Copy of completed PDR document should be received by
LA ACES at least 3 days prior to PDR
• Team needs to provide oral presentation of PDR material
– Be able to address questions
– Record list of action items resulting from the PDR
LSU 07/07/2004
PDR Topics
• The PDR should focus on the following topics:
Goals & objectives
Preliminary System design
Concept hardware & software design
Tasks, schedule, resource needs, long-lead items
Preliminary risk assessment & management plan
• Use document template to guide your PDR write-up
– Similar document for CDR and FRR
• PDR presentation should be about 1 hour
– 30 to 40 minutes of PowerPoint presentation
– 20 to 30 minutes of questions from the review panel
– Cover content of PDR document
LSU 07/07/2004
PDR Document Template
Cover Page Shows Core
LSU 07/07/2004
When you change a
document you need to
track that information
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This page provides a
basic list of what still
needs to be done
TDB – To be determined
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Addressing this list of
topics will provide all
the basic information
needed to define your
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Provide a list of all the
figures in your document
This is a suggestion of
some of the types of
figures you might want to
LSU 07/07/2004
Provide a list of all the
tables in your document
This is a suggestion of
some of the types of
tables you might want to
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Section 1.n is more or
less done
Section 2.0 lists your
Section 3.n describes
what science you want
to do
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Section 4.n describes all
the details of your
payload design
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Section 5.0 discusses
your plans for the
Development phase
immediately after PDR
In section 6.n you show
how you will get your
payload flight ready
What you intend to do
during flight operations is
in section 7.n
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Project management is
detailed in section 8.n
Schedule, WBS, resource
allocation is specified in
section 9.n
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Your costs and
acquisition plan are in
section 10.n
Section 11.0 describes
any risks you have
identified that could
impact your project as
well as your plan for
managing these risks
LSU 07/07/2004
Critical Design Review (CDR)
• The primary objective of the CDR is to review the results
from your development phase
• Determines whether you are ready to begin building your
• Same procedure as for PDR, but LA ACES Project will not
be directly involved
– LA ACES does not need to signoff on your CDR
– Provide LA ACES with CDR document & presentation following
– LA ACES may provide action items that will need to be addressed
during by FRR
• Precise date for CDR should be identified during PDR
LSU 07/07/2004
CDR Topics
• CDR should follow the same format as the PDR
– Modify document template for CDR
– Same oral presentation format
• CDR should emphasize the following topics:
Resolving issues identified during the PDR
Prototyping results and “proven” designs
Completed system design and defined interfaces
Finalize tasks, schedule, procedures and costs
Updated risk assessment & management plan
Preliminary MO & DA plan
LSU 07/07/2004
Flight Readiness Review (FRR)
• Determine that all issues from CDR have been resolved
• Document Experiment Readiness
– As-built configuration
– Environmental testing results
– Calibrations performed
• Provide quantitative evidence that the payload:
– Meets requirements
– Is safe
– Will perform properly
• Determine any impact on other payloads or the vehicle
• Describe procedures for checkout, integration with the vehicle
and mission operations
• Identify outstanding issues that must be addressed prior to flight
LSU 07/07/2004
FRR Topics
• FRR document follows same format at CDR
– Documentation of as-built configuration
– Prove that payload is safe, will perform properly and
satisfies flight constraints
– Written FRR document sent to LA ACES Project 2
weeks before flight
• Oral FRR presentation during the launch trip
• The FRR will determine whether you are allowed
to attach your payload to the flight vehicle!
• Details about what is expected during the FRR are
provided in Ballooning Unit, Lecture 5
LSU 07/07/2004
Post-Flight Science Report
• During the launch trip you will be required to present a
report on your preliminary science results
– PowerPoint presentation including science background, brief
description of instrument, calibrations, analyzed data, science
results and error analysis
• You will have a full day following the flight to analyze
your data and prepare your report
• You will be provided with a time to altitude converter
program for your flight
• Recommend the following prior to the launch trip
– Have your presentation done except for the science results
– Have your calibrations complete and ready to apply
– Have your ground data handling and analysis software complete,
tested and ready to go
LSU 07/07/2004