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NPR 7120.5 E PM and SRB Handbooks-
    The Bridge Between Policy and
           Implementation


                    Michael Blythe
             NESC Deputy Director for Safety

                 James N. Ortiz, PhD
     Director, Independent Program Assessment Office

                   PM Challenge
                February 22-23, 2012
Introduction


• The current version of NPR 7120.5 has been streamlined to the
  core essential requirements with the implementation guidance
  now contained in a new NASA Program and Project
  Management Handbook and an updated version of the
  Standing Review Management (SRB) Handbook.
• This talk is intended to familiarize the project management
  community with the purpose, current status, and future plans
  for these handbooks




                                                                  2
NPR 7120.5 Space Flight Program
    and Project Management
            Handbook
    Status and Future Plans



           Michael Blythe
Purpose of the PM Handbook


• The PM Handbook is a guidance document
   – Provides additional information and rationale to support the content of
     NPR 7120.5E which has been streamlined to mainly capture
     requirements
   – Provides guidelines and best practices for performing program/project
     management activities to satisfy the requirements in NPR 7120.5E.
   – Provides practical examples of successful approaches currently in use
     (i.e., how to establish and maintain baselines)
• The intended audience ranges from experienced practitioners
  to individuals just starting in space flight program and project
  management
• The PM Handbook is applicable to all NASA space flight
  programs and projects

                                                                               4
Suite of 7120.5 Documents Overview

• The PM Handbook complements NPR 7120.5
   – An interim version of the PM Handbook is posted on the “Other Policy”
     tab in NODIS under the OCE menu that provides additional detail to help
     with implementing the requirements of the NID to NPR 7120.5D, which
     is current Agency policy posted in NODIS.
   – An updated version of the Interim PM Handbook will be posted to the
     OCE and the PM Communities of Practice shortly after the revised NPR
     7120.5E goes into NODIS for Agency review. This draft of the handbook is
     updated to support NPR 7120.5E.
   – This interim handbook will be replaced once the build out of the
     comprehensive PM Handbook has been completed.
• NPR 7120.5E is also supported by a suite of other handbooks,
  primarily the Standing Review Board Handbook, but including other
  handbooks posted on the OCE tab in NODIS.


                                                                                5
Current Status


• Managed by OCE. A team has been formed to oversee the
  development of the handbook
   – Team meets weekly to discuss progress and resolve issues
• Table of Contents has been generated and topics to develop
  have been prioritized
   – Initial writing assignments have been made and writing is in progress
• Team is identifying existing supporting materials that the
  handbook will point to (i.e. SRB Handbook)




                                                                             6
PM Handbook Contents (Draft)


•   Preface                                          •   Special Topics
•   Introduction                                          –   Baseline Policy
•   High-level Overview                                          • Baseline
     –   Governance                                              • Rebaseline vs Replan and Triggers
     –   Overview of Management processes                        • UFE
     –   Budget Process and Timing                               • JCL
•   Programs and Projects                                        • Commitments (ABC, Management
     –   Intro: types                                              Agreement)
     –   Program and Project Life Cycles by Type                 • Decision Memorandum
     –   Life Cycle Phases                                –   SRB process
           •   Control plans                              –   Other Reviews
           •   Implications of Different P/p types
           •   Schedule
                                                          –   Budget process
           •   Life Cycle Cost                            –   Commercial
           •   Overview Baselining                        –   More on program and project oversight
           •   Launch/Flight Reviews                          and approval
•   Program and Project Governance and                    –   Reporting Requirements
    Authority                                             –   SI Metrics Analysis
     –   Governance                                       –   Center Reimbursable Space flight Work
     –   Technical Authority                              –   Technology Develop to Space Flight
     –   Dissenting Opinion                               –   Threat Protection
     –   Tailoring and Authority




                                                                                                       7
PM Handbook Flow


• The PM Handbook content flow follows NPR 7120.5E’s
  structure
• Particular emphasis is on
   – Background for why the process or system evolved to what it is, it’s
     purpose.
   – Requirements rationale
   – Explanation of and products required for each phase
   – Successful examples of how to implement each phase




                                                                            8
Sample of Topics


•   Formulation Agreement
•   Expected Maturity State and Product Maturity
•   Confidence Level (CL) and Joint Confidence Level (JCL)
•   Technical Authority and Dissenting Opinions in a Multi-Center
    environment
•   Tailoring
•   Preparing for a KDP
•   Baseline
•   Project Reporting
•   Commercial Providers
•   Others??
     – Your suggestions for additional Special Topics are welcome
          • Send to michael.p.blythe@nasa.gov




                                                                    9
Future Plans
• Prioritize additional topics to be written
• FAQs posted to NEN site (NEN Program/Project Management
  Community of Practice (NEN PPM CoP) -
  https://nen.nasa.gov/web/pm/7120.5d-background
   – Your suggestions for additional FAQs are welcome
• Assign additional topics and produce standalone white papers to be
  posted on PM NEN site for use until Handbook is complete
• Target dates for PM Handbook:
   –   First draft out with release of NPR 7120.5E
   –   Red team review (includes current practitioners)
   –   Release final draft 2 months after NPR 7120.5E release
   –   Publish 4 months after NPR 7120.5E release
• Handbook will NOT go through NODIS process, but instead through
  the STI process where it will become a NASA Special Publication
  (SP) document



                                                                       10
7120.5E Schedule
 Jun 11          Jul 11         Aug 11        Sep 11         Oct 11          Nov 11      Dec 11        Jan 12        Jun 12

        NID Update and Draft Handbook                                    NPR Revision E and Handbook
                                         NID NODIS             Red Team                  Union         Initiate     NPR NODIS
                                         Released               Review                   Review        NODIS        Release
                                                                                                       Cycle


                                               NID
                                              7120.5                                                                   NPR
                                            (NID 7120-97)                                                            7120.5E




         NPR                                   Draft
        7120.5                                                                                                        PM
                                              Interim
                                                PM                                                                  Handbook
     (Initial Rev E                          Handbook                                                                           STI process -
         Draft)                                                                                                                 Special
                                                                                                                                Publication (SP)




                                              Draft
NID = NASA Interim Directive                  SRB                                                                     SRB
NPR = NASA Procedural Requirement           Handbook                                                                Handbook
PM = Program and Project Management           (Update)
SRB = Standing Review Board



                                         Handbooks and other 7120.5 related material available on the NEN PPM CoP
Summary


• Currently the handbook is in an early phase of development
• The first draft of the comprehensive PM Handbook will be
  consistent and align with NPR 7120.5E as it emerges from the
  NODIS review
   – The current schedule estimate for the release of NPR 7120.5E is
     summer of 2012




                                                                       12
Standing Review Board Handbook
         and Processes –
    Status and Future Plans


              James N. Ortiz, Ph.D.
  Director, Independent Program Assessment Office
Function of the SRB Handbook

• The SRB Handbook is a guidance document
    – Provides guidelines and best practices for conducting reviews of Programs and projects to
      satisfy the requirements in NID 7120-97 and guidance in the PM Handbook.
    – Provides the structure to ensure mandatory compliance to avoid Personal and
      Organizational Conflict of Interest (PCI/OCI) in the establishment and operation of the SRB
      and to address the Federal Advisory Committee Act (FACA)
         •   Contractor
         •   Civil Servant
    – Identifies the three board structures and how these are required to operate and report.


• The SRB Handbook guidance is applicable to all NASA Program and Project
  reviews
    – Those led by the IPAO, Programs, CAT 1 and CAT2 (LCC > $250M).
    – Those led by the Centers, CAT 2 (LCC < $250M) and CAT 3
    – Used by Program/project Managers as a reference




                                                                                                    14
SRB Handbook

      • Initial version published on
        December 2009 aligned with NPR
        7120.5D
      • Updated in draft form to align
        with recent NID 7120-97 and
        draft PM Handbook
      • Provides expanded guidance to
        include changes discussed in this
        briefing
      • Rev A will be reviewed and
        published along with NPR
        7120.5E and PM Handbook
      • Content regarding Conflict of
        Interest (COI) has not changed
      • Posted on NODIS linked to the
        NPR 7120.5 D NID and at the IPAO
        Web site at:
         http://www.nasa.gov/offices/ipce/ip
         ao/library/index.html

                                               15
SRB Handbook Rev A Contents




                              16
SRB Handbook Rev A Contents (cont)




                                     17
SRB Handbook Flow


• The SRB Handbook content flow follows the Life
  Cycle Review phases
   – Particular emphasis is on the preparing, conducting and
     reporting phases.


• This flow follows the fundamental timeline for the
  conduct of Life Cycle Review activities




                                                               18
Life Cycle Review Phases
Changes in the SRB Handbook Rev A


• Guidance added on the use of the 1-step and 2-step review
  processes

• Defines the Standard Terms of Reference (ToR)
   – SRB Handbook contains the ToR template


• Reflects the updates to Convening Authority (CA) approvals
  in the PM Handbook

• Guidance added on SRB Composition and Balance for
  consistency with the PM Handbook



                                                               20
Changes in the SRB Handbook Rev A (Cont)


• Readiness Assessment process reflects the current practice
   • “Discussion” of the status of the project relative to the entry
     criteria and success criteria


• SRB assessment criteria use the expected maturity states
  specified in the NID and PM Handbook

• SRB structure options updated to reflect the guidance in the
  PM Handbook

• The PIR review criteria removed
   • The PIR review is conducted like any other Life Cycle Review

                                                                       21
Changes in the SRB Handbook Rev A (Cont)



• Other changes
  •   Late Life Cycle Reviews section added
  •   Special Reviews section added
  •   Checkpoints section added
  •   New nomenclature integrated
       –   Snapshot Report




                                                      22
Summary


• Currently at an intermediate step in the revision process

• The SRB Handbook will be updated as needed for
  consistency and alignment with NPR 7120.5E and the final
  PM Handbook
   – The current schedule estimate for the release of NPR 7120.5E is early
     summer of 2012


• The latest SRB Handbook is on the IPAO Website at:
  http://www.nasa.gov/offices/ipce/ipao/index.html




                                                                             23

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Blythe ortiz7120 5e handbooks 2 15-2012 final

  • 1. NPR 7120.5 E PM and SRB Handbooks- The Bridge Between Policy and Implementation Michael Blythe NESC Deputy Director for Safety James N. Ortiz, PhD Director, Independent Program Assessment Office PM Challenge February 22-23, 2012
  • 2. Introduction • The current version of NPR 7120.5 has been streamlined to the core essential requirements with the implementation guidance now contained in a new NASA Program and Project Management Handbook and an updated version of the Standing Review Management (SRB) Handbook. • This talk is intended to familiarize the project management community with the purpose, current status, and future plans for these handbooks 2
  • 3. NPR 7120.5 Space Flight Program and Project Management Handbook Status and Future Plans Michael Blythe
  • 4. Purpose of the PM Handbook • The PM Handbook is a guidance document – Provides additional information and rationale to support the content of NPR 7120.5E which has been streamlined to mainly capture requirements – Provides guidelines and best practices for performing program/project management activities to satisfy the requirements in NPR 7120.5E. – Provides practical examples of successful approaches currently in use (i.e., how to establish and maintain baselines) • The intended audience ranges from experienced practitioners to individuals just starting in space flight program and project management • The PM Handbook is applicable to all NASA space flight programs and projects 4
  • 5. Suite of 7120.5 Documents Overview • The PM Handbook complements NPR 7120.5 – An interim version of the PM Handbook is posted on the “Other Policy” tab in NODIS under the OCE menu that provides additional detail to help with implementing the requirements of the NID to NPR 7120.5D, which is current Agency policy posted in NODIS. – An updated version of the Interim PM Handbook will be posted to the OCE and the PM Communities of Practice shortly after the revised NPR 7120.5E goes into NODIS for Agency review. This draft of the handbook is updated to support NPR 7120.5E. – This interim handbook will be replaced once the build out of the comprehensive PM Handbook has been completed. • NPR 7120.5E is also supported by a suite of other handbooks, primarily the Standing Review Board Handbook, but including other handbooks posted on the OCE tab in NODIS. 5
  • 6. Current Status • Managed by OCE. A team has been formed to oversee the development of the handbook – Team meets weekly to discuss progress and resolve issues • Table of Contents has been generated and topics to develop have been prioritized – Initial writing assignments have been made and writing is in progress • Team is identifying existing supporting materials that the handbook will point to (i.e. SRB Handbook) 6
  • 7. PM Handbook Contents (Draft) • Preface • Special Topics • Introduction – Baseline Policy • High-level Overview • Baseline – Governance • Rebaseline vs Replan and Triggers – Overview of Management processes • UFE – Budget Process and Timing • JCL • Programs and Projects • Commitments (ABC, Management – Intro: types Agreement) – Program and Project Life Cycles by Type • Decision Memorandum – Life Cycle Phases – SRB process • Control plans – Other Reviews • Implications of Different P/p types • Schedule – Budget process • Life Cycle Cost – Commercial • Overview Baselining – More on program and project oversight • Launch/Flight Reviews and approval • Program and Project Governance and – Reporting Requirements Authority – SI Metrics Analysis – Governance – Center Reimbursable Space flight Work – Technical Authority – Technology Develop to Space Flight – Dissenting Opinion – Threat Protection – Tailoring and Authority 7
  • 8. PM Handbook Flow • The PM Handbook content flow follows NPR 7120.5E’s structure • Particular emphasis is on – Background for why the process or system evolved to what it is, it’s purpose. – Requirements rationale – Explanation of and products required for each phase – Successful examples of how to implement each phase 8
  • 9. Sample of Topics • Formulation Agreement • Expected Maturity State and Product Maturity • Confidence Level (CL) and Joint Confidence Level (JCL) • Technical Authority and Dissenting Opinions in a Multi-Center environment • Tailoring • Preparing for a KDP • Baseline • Project Reporting • Commercial Providers • Others?? – Your suggestions for additional Special Topics are welcome • Send to michael.p.blythe@nasa.gov 9
  • 10. Future Plans • Prioritize additional topics to be written • FAQs posted to NEN site (NEN Program/Project Management Community of Practice (NEN PPM CoP) - https://nen.nasa.gov/web/pm/7120.5d-background – Your suggestions for additional FAQs are welcome • Assign additional topics and produce standalone white papers to be posted on PM NEN site for use until Handbook is complete • Target dates for PM Handbook: – First draft out with release of NPR 7120.5E – Red team review (includes current practitioners) – Release final draft 2 months after NPR 7120.5E release – Publish 4 months after NPR 7120.5E release • Handbook will NOT go through NODIS process, but instead through the STI process where it will become a NASA Special Publication (SP) document 10
  • 11. 7120.5E Schedule Jun 11 Jul 11 Aug 11 Sep 11 Oct 11 Nov 11 Dec 11 Jan 12 Jun 12 NID Update and Draft Handbook NPR Revision E and Handbook NID NODIS Red Team Union Initiate NPR NODIS Released Review Review NODIS Release Cycle NID 7120.5 NPR (NID 7120-97) 7120.5E NPR Draft 7120.5 PM Interim PM Handbook (Initial Rev E Handbook STI process - Draft) Special Publication (SP) Draft NID = NASA Interim Directive SRB SRB NPR = NASA Procedural Requirement Handbook Handbook PM = Program and Project Management (Update) SRB = Standing Review Board Handbooks and other 7120.5 related material available on the NEN PPM CoP
  • 12. Summary • Currently the handbook is in an early phase of development • The first draft of the comprehensive PM Handbook will be consistent and align with NPR 7120.5E as it emerges from the NODIS review – The current schedule estimate for the release of NPR 7120.5E is summer of 2012 12
  • 13. Standing Review Board Handbook and Processes – Status and Future Plans James N. Ortiz, Ph.D. Director, Independent Program Assessment Office
  • 14. Function of the SRB Handbook • The SRB Handbook is a guidance document – Provides guidelines and best practices for conducting reviews of Programs and projects to satisfy the requirements in NID 7120-97 and guidance in the PM Handbook. – Provides the structure to ensure mandatory compliance to avoid Personal and Organizational Conflict of Interest (PCI/OCI) in the establishment and operation of the SRB and to address the Federal Advisory Committee Act (FACA) • Contractor • Civil Servant – Identifies the three board structures and how these are required to operate and report. • The SRB Handbook guidance is applicable to all NASA Program and Project reviews – Those led by the IPAO, Programs, CAT 1 and CAT2 (LCC > $250M). – Those led by the Centers, CAT 2 (LCC < $250M) and CAT 3 – Used by Program/project Managers as a reference 14
  • 15. SRB Handbook • Initial version published on December 2009 aligned with NPR 7120.5D • Updated in draft form to align with recent NID 7120-97 and draft PM Handbook • Provides expanded guidance to include changes discussed in this briefing • Rev A will be reviewed and published along with NPR 7120.5E and PM Handbook • Content regarding Conflict of Interest (COI) has not changed • Posted on NODIS linked to the NPR 7120.5 D NID and at the IPAO Web site at: http://www.nasa.gov/offices/ipce/ip ao/library/index.html 15
  • 16. SRB Handbook Rev A Contents 16
  • 17. SRB Handbook Rev A Contents (cont) 17
  • 18. SRB Handbook Flow • The SRB Handbook content flow follows the Life Cycle Review phases – Particular emphasis is on the preparing, conducting and reporting phases. • This flow follows the fundamental timeline for the conduct of Life Cycle Review activities 18
  • 20. Changes in the SRB Handbook Rev A • Guidance added on the use of the 1-step and 2-step review processes • Defines the Standard Terms of Reference (ToR) – SRB Handbook contains the ToR template • Reflects the updates to Convening Authority (CA) approvals in the PM Handbook • Guidance added on SRB Composition and Balance for consistency with the PM Handbook 20
  • 21. Changes in the SRB Handbook Rev A (Cont) • Readiness Assessment process reflects the current practice • “Discussion” of the status of the project relative to the entry criteria and success criteria • SRB assessment criteria use the expected maturity states specified in the NID and PM Handbook • SRB structure options updated to reflect the guidance in the PM Handbook • The PIR review criteria removed • The PIR review is conducted like any other Life Cycle Review 21
  • 22. Changes in the SRB Handbook Rev A (Cont) • Other changes • Late Life Cycle Reviews section added • Special Reviews section added • Checkpoints section added • New nomenclature integrated – Snapshot Report 22
  • 23. Summary • Currently at an intermediate step in the revision process • The SRB Handbook will be updated as needed for consistency and alignment with NPR 7120.5E and the final PM Handbook – The current schedule estimate for the release of NPR 7120.5E is early summer of 2012 • The latest SRB Handbook is on the IPAO Website at: http://www.nasa.gov/offices/ipce/ipao/index.html 23