George Stubbs, CBT Workshop

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About George Stubbs the Presenter

Over 45 years Program Management Experience 5 Years United States Air Force 6 Years Raytheon 8 Years Boeing 7 Years Martin Marietta 9 Years Independent Consultant 12 Years Senior Partner The CBT Workshop The CBT Workshop A leading supplier for affordable skilled Earned Value Management System (EVMS) resources specializing in EVMS services, training, and tools support.
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Earned Value and the IBR

What is an IBR. What is its Purpose. How to Prepare for an IBR. Establish the Performance Measurement Baseline (PMB). Development of the Integrated Master Schedule (IMS). What Documentation is required. Risk Identification and Mitigation. The Work Breakdown Structure (WBS).

The Control Account

Managers (CAM) Notebook. Review Team Composition. IBR Training. The Mock CAM Interview. The IBR Process. The Benefits of the IBR. IBR Results. IBR Related Information. Helpful Links.

What Is an IBR?
A formal review conducted by the customer. The first formal review after contract award. At the contractors site. Within 6 months of contract award. Usually after two to three reporting cycles. Verifies the technical and cost content of the

Performance Measurement Baseline (PMB).

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What Is the Purpose of an IBR?

Confirm the program baseline. Work defined. Work scheduled. Work budgeted. Review actual work performed. Review the last CPR and IMS. Measured correctly. Consistently. With objected metrics.

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What Is the Purpose of an IBR? (contd)

Review the latest estimate to complete (ETC). Is it correct. ETC processes established. ETC threshold defined. Identification of any risks or concerns. Include any mitigation required. Review the Earned Value Management System (EVMS). Customer understands the EVMS. Contractor is using the EVMS properly. It is not a EV Validation!
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IBR Preparation
Establish the PMB. Develop the Integrated Master Schedule (IMS). Develop required documentation. Risk identification and mitigation. Work Breakdown Structure (WBS). Develop Control Account Manager (CAM) notebook. Review team composition. IBR Training. Develop CAM briefing charts. Perform mock CAM interviews.
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Establish the PMB

Contract Budget Base (CBB) Negotiated Contract Cost (NCC)

Contract Price
Total Allocated Budget (TAB)

Fee / Profit / Margin

Over Target Baseline (OTB) (if applicable) Authorized Unpriced Work (AUW)

EV Starts Here

Performance Measurement Baseline (PMB) Distributed Budget (DB)

Management Reserve (MR)

Undistributed Budget (UB)

Control Accounts

Summary Level Planning Packages

Work Packages

Planning Packages

Discrete Work

Apportioned Work

Level of Effort Work

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Develop the Integrated Master Schedule (IMS)

Integrated Master Plan (IMP). High level program plan with program deliverables. Part of the contract. Master Schedule (IMS). Shows how the IMP is accomplished. Reported monthly with the CPR. Allows for the development of the program critical path. The longest duration tasks through the program. EVMS is only as good as the IMS. Becomes the lynchpin of the EVMS. Most IBR corrective actions are IMS related.
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IBR Documentation
Statement of Work (SOW).

Integrated Master Schedule (IMS).

Control Account Plans (CAPs). Work Authorization Documents (WADs).

Baseline Change Requests (BCRs).

Relevant Program Directives. Responsibility Assignment Matrix (RAM).

Organizational Breakdown Structure (OBS).

Negotiated Contract.

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IBR Documentation (cont)

System Description. Desktop Procedures. Desktop Metrics. Contract Work Breakdown Structure (CWBS). WBS Dictionary. SOW/WBS Cross Reference Matrix. CAM Specific Items. Any teammates/subcontracts documents that support the IMS and CPR. Last IMS and CPR submitted and any other supporting documents.
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Risk Identification and Mitigation

Technical. Can you perform? Schedule. Can you deliver on time? Cost. Are you within the PMB? Resource. Do you have the skills required and are they available? Management Processes. Are your process and procedures up to date? Risk Mitigating Actions. What actions are you taking to reduce risk?
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Work Breakdown Structure (WBS)

A hieratical rollup of work to perform the contract.
Mil Standard 881 is a ready reference. WBS Dictionary is direct result.

Develop a SOW/WBS cross reference matrix.

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WBS Example
Aircraft Integration Airframe
Wing

Testing Avionics
Radar Flight Test

Static Test

Engines

Radios

Fuselage

GPS

Tail section
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Control Account Manager (CAM) Notebook

Where the CAM fits within the program organization . Who reports to the CAM. The SOW the CAM is responsible for. SOW/WBS Matrix. WBS Dictionary. Schedules to include the IMS and any lower level

schedules used by the CAM. Responsibility Assignment Matrix (RAM) with hours and dollars.

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Control Account Manager (CAM) Notebook (contd)

Breakdown of hours and dollars by Element of Cost

(EOC) for total program. Breakdown of hours and dollars by CAM by EOC for each WBS. Control Account Plans (CAPs). Work Authorization Documents (WADs). Baseline Change Requests (BCRs). Any desktop metrics used to take performance. Other references and working documents. Virtual CAM notebook preferred.
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Team Composition
Team Lead (Primary).
CAMs (Primary). Program Manager (Primary).

PP&C Mgr/Business Mgr/Finance Mgr (Primary).

Schedulers (Secondary). Cost Analysis (Secondary).

Subcontract Management (Secondary).

Technical Management (Secondary). Subcontract Personnel (As Needed). Others (As Needed).
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Training
Training is essential to ensure that the IBR team can

identify and adequately assess the project risk. The PMs should conduct joint training . The training should ensure the team can mutually understand the cost, schedule, technical, and management processes used on the project. The essential elements of training include the following:
PMs Expectations Management Processes Project Management Aspects
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Mock CAM Interview

Provide CAM with typical questions asked by

reviewers. Have CAM develop briefing covering most common questions asked. Review all contents of the CAM notebook. Have CAM brief the mock reviewer. Have the reviewer ask some questions not covered by the CAMs briefing. Performed by someone not known to the CAM.

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IBR Process

Customer selects CAMs /issues/ for IBR discussions. Agenda provided prior to team arrival. In brief on first day. Government/Contractor Teams Meet for 2-4 Days. Team reviews all aspects of contractors plans to complete contract. Out brief results with list of action items. Contractor coordinates with the customer to work off all action items. Contractor provides substantiation of completed action items.
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What Are Its Benefits?

Understand program risks. Understand the PMB.

Exercises the Earned Value Management(EVM)

process. Tests the CAM EVM knowledge.

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IBR Results
Documented list of concerns and risk items for

Program Managers actions. Mutual understanding of concerns and risk items. Better understanding of the contractors management control system.

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IBR Related Information

List of questions with answers that are most likely to

be asked at an IBR.
http://www.cbtworkshop.com/Downloads.cfm

List of helpful links to websites that may be helpful in

preparing for an IBR.

http://www.cbtworkshop.com/Links.cfm

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IBR Related Links

List IBR Related Data http://www.cbtworkshop.com/Downloads.cfm Defense Acquisition Guidebook For the IBR (Main Page) https://acc.dau.mil/CommunityBrowser.aspx?id=28943 The Program Managers Guide to the Integrated Baseline Review Process www.acq.osd.mil/pm/currentpolicy/IBR_Guide_April_2003.doc IBR Sample Out Brief http://evm.nasa.gov/docs/Handbooks/IBR%20Mar%2007/Appendix_H_Outbrief_Sa mples.ppt Integrated Baseline Review (IBR) Toolkit http://acquisition.navy.mil/content/download/4819/21633/file/CEVM%20IBR%20To olkit%20Final20080319.pdf A guide for implementing project performance measurement baselines http://www.defence.gov.au/dmo/esd/evm/IBR_HANDBOOK_V2.4_0.pdf IBR Team Handbook www.acq.osd.mil/pm/ibrmats/safaq_ibr_hdbk.doc
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IBR Related Links (contd)

IBR Team Handbook http://evm.nasa.gov/docs/Handbooks/IBR%20Mar%2007/Appendix_F_Team_Handbook. doc Program Managers guide to the IBR www.ndia.org/Advocacy/Resources/Documents/Content/NavigationMenu/Advocacy/Resou rces/PDFs30/program_managers_guide.pdf Center for Earned Value Management (CEVM) IBR Toolkit https://acquisition.navy.mil/content/download/4819/21633/file/cevm%20ibr%20toolkit%2 0final20080319.pdf EVM Glossary https://acquisition.navy.mil/rda/home/acquisition_one_source/cevm/evm_glossary The IBR: Your Insurance Policy for a Sound Baseline http://pmchallenge.gsfc.nasa.gov/docs/2009/presentations/Fleming.Jon.pdf SMC IBR Handbook http://www.srs.gov/general/EFCOG/03OtherAgencies/SMCIBRHandbook.pdf

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Conclusion
There is no pass/fail for an IBR.
Should not be adversarial. Establishes a single program baseline between the

contractor and the customer.

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Contact Information
www.cbtworkshop.com
gstubbs@cbtworkshop.com 1-303-877-7201 Mobile

1-888-644-5613

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Q&A

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