EPM 221: Cobra 5.0 Implementation IdeasNot sure where to get started with your implementation?

Insight 2011

Presented byLisa McCann, SGT, Inc.

April 18, 20232 ©2011 Deltek, Inc. All Rights Reserved

Overview and Takeaways This session will provide you the insight you need to develop table structures,

control accounts and work package structures, integration wizard features, and reporting features.

By attending this session, you will be able to:

Set up a Cobra Project and preferences

Load status, actuals and forecast

Prepare reports

Comments inserted to note key 4.7 to 5.0 differences

April 18, 20233 ©2011 Deltek, Inc. All Rights Reserved

Agenda SGT Overview and Background

Understanding the data and the reporting requirements

Establishing a project baseline

Statusing project information

Reporting project information

Questions

April 18, 20234 ©2011 Deltek, Inc. All Rights Reserved

Los Angeles, CAWhite Sands, NM

Boulder, CO

Sioux Falls, SD

Titusville, FL

Wallops, VA

Landover, MD

New York, NY

Cleveland, OH

Stennis, MS

GREENBELT, MD

Moffett Field, CA

Albuquerque, NM

Houston, TX

SGT, Inc. Overview Long heritage with NASA

Supporting 8 NASA Centers 9 major prime contracts

Provider of full life-cycle Engineering Services,

Scientific Analysis, Project Management, and IT

ISO 9001/2000 Certified/CMMI Level 3 Certified

DCMC Approved Purchasing System AS9100 Certified Exceptional record of performance on

all contracts, including performance based contracts

Consistent history of successful cost control with no cost overruns

69% win rate as prime contractor Currently have technical staff with all

levels of access, including TS/SCI, working for a variety of customers nationwide

April 18, 20235 ©2011 Deltek, Inc. All Rights Reserved

Reporting Requirements and Table Structures

April 18, 20236 ©2011 Deltek, Inc. All Rights Reserved

Reporting Requirementsthings to consider….

WBS Level Reporting requirements What does the customer require? – (i.e. WBS Level 3, Control Account, Org) What is the appropriate level for management oversight and insight?

Control accounts and work packages What are they and what is the structure?

Department/Organization Numbers Charge Number Structure FTE or productive hours by month Hierarchies (Summaries and level of detail for reporting) Organization Chart Structure Resource Titles Result names .xml outputs to wInsight Code Fields for additional reports Budget, actuals, EVM and forecast data will need to be in the same consistent

data format (same titles, number of characters, etc.)

April 18, 20237 ©2011 Deltek, Inc. All Rights Reserved

Cobra TablesCalendar

Budgets in Cobra are spread over periods defined in the Fiscal Calendar. The fiscal calendar allows you to define the cutoff days, hours, and holidays for your company’s reporting calendar.

Fixed ($) and Floating Flags (*) are used to note what stage the project is in (PREVIOUS, TODATE, AT COMPLETE)

Typically based on company’s fiscal calendar Used to estimate available productive hours each month to

establish the budget baseline Usually around 1850 hours per year when taking into

account 10 paid holidays, 2-3 weeks leave, and historical leave

For example, based on this calendar, the hours to budget for January 2011 for 1 person would be 4 weeks in month x 40 hours = 160 Minus 2 holidays x 8 hours = -16 Available Hours = 144 Minus 22 Hours of historical leave = 122

GFY11 Period 4

Sub M T W T F S S

1 27 28 29 30 31 1 22 3 4 5 6 7 8 93 10 11 12 13 14 15 164 17 18 19 20 21 22 23

Number of Weeks = 4Scheduled Work Days = 18

Available Hours = 144Productive Hours = 122

January 2011

= Holidays

= Pay Day

April 18, 20238 ©2011 Deltek, Inc. All Rights Reserved

Cobra TablesCodes WBS – Work Breakdown Structure product-oriented

breakdown structure of hardware, software, services, data and other elements that organizes and defines the scope of the project

OBS – Organizational Breakdown Structure - functionally oriented structure (org chart)

RBS – Resource Breakdown Structure - Used as the framework for the assignment of work responsibilities and used for the cost summarization of resources (elements of direct costs), such as Labor, Material, Subcontract and Other Direct Costs (ODCs)

Code Files - are lists that can be attached to Breakdown Structures, Projects, Control Accounts or Work Packages to facilitate additional reporting and roll-up capabilities

New in 5.0, the WBS, OBS and RBS are now called Codes and the prior codes (CAM) are also

included

RBS is now also part of Resources and Rates

integration feature

When importing, now called “ancillary files”

April 18, 20239 ©2011 Deltek, Inc. All Rights Reserved

Cobra TablesRates Direct labor rates - Typically uses the on-board employee direct

salary averages by skill category groupings (Engineer I, Analyst 3)

The rate file contains the group of rates used in calculating derived costs. Cobra allows multiple rate files within a project by allowing you to assign a different rate file for each Cost Class that allows you to have different rate files for budgets and forecasts or what-if scenarios

FTE rates - Includes the rate calculation for an FTE (1/productive hours for the month)

Burdens - Includes the rates for overhead, G&A, fee or other burdens

April 18, 202310 ©2011 Deltek, Inc. All Rights Reserved

Cobra TablesResources Contains the RBS hierarchy and calculations based on the rates. Each Resource is listed in the RBS with all applicable calculations, for

example:

Engineer 1 Rate is $10.00/hr Overhead is applied to direct costs at 20% G&A is applied to Overhead and Direct at 10%

Set up the Resource File information before importing the files Sort codes can be used for reporting

Major change – no longer called Budget Element table, combines RBS, Rates and

Calculations

Need to set up resource file information ahead of time

April 18, 202311 ©2011 Deltek, Inc. All Rights Reserved

Cost Classes and Reporting Sets Can have multiple groupings, scenarios of these cost

classes, for example

Budget = your real baseline budget Planning Exercise = can copy budget and run

scenarios Forecast 1 = your real customer forecast Forecast 2 = statistical forecast

Can use this feature for pricings then incorporate into official baseline once those pricings are approved.

Reports can be customized based on these cost classes

Used to be called CB, AC or F1, now more title options and

features

April 18, 202312 ©2011 Deltek, Inc. All Rights Reserved

Project ShellBring it all together All core files done, you are ready to

create a new project and link these files to your project

Once the project shell is created, the budget data can be imported through Excel flat files, keyed in directly or via schedules.

Project preferences should be selected after shell is set up

Can now copy preferences from another project and can now

“save as” like MS Office products

April 18, 202313 ©2011 Deltek, Inc. All Rights Reserved

Integration Wizard Use the Integration Wizard to load all

files

Configuration files can be saved and are the views or selections you make as you go through the wizard

This process is easier than 4.7, formats are cleaner and it makes more sense having 1 wizard for loading all files.

Learn the titles of the columns for importing and use the same

titles in .csv files

April 18, 202314 ©2011 Deltek, Inc. All Rights Reserved

Codes - WBS, OBS, Code FilesCode Description Parent Codes Thresholds BOE SOW

NASA NASA Program any code file +/- 10% & $100K enter text enter text1.1.1 Spacecraft NASA1.1.1.1 Engines 1.1.11.1.1.1.1 Fuel System 1.1.1.1

ResourceResource Description Parent

NASA RBSLabor Civil Service Labor NASA RBSENG_I Engineer I LaborENG_II Engineer II Labor

RatesRate Set Description Value Date

ENG_I Engineer I $20.00 5/1/2011ENG_II Engineer II $25.00 5/1/2011GANDA G&A 0.05 5/1/2011FTE Mth Full Time Equivalent 0.006666667 5/1/2011

Resource CalculationsResource Description Result Field Name Units Rate Set Curency Result Code Source 1 line

ENG_I Engineer I HOURS HOURS HOURS H 1ENG_I Engineer I FTE FTE FTE FTE F HOURS 2ENG_I Engineer I DIRECT DIRECT DOLLARS ENG_I T D HOURS 3ENG_I Engineer I GANDA GANDA DOLLARS GANDA T G DIRECT 4

optional

Example Tables

Ensure all codes tie exactly in these tables as well asBudgetsActualsSchedules

April 18, 202315 ©2011 Deltek, Inc. All Rights Reserved

Overview of the Monthly Process

April 18, 202316 ©2011 Deltek, Inc. All Rights Reserved

Monthly Process

Advance

Calendar

•To move the floating flags to the last day of current fiscal month

Load Actual

s

•Prepare Excel flat file in Cobra format, input directly, correct errors or add project placeholders if needed (i.e., new WPs, new Resources)

Calculate EV

•For LOE, just sets EV=Budget, for discrete, you can enter directly a % complete or other technique or you can import status through flat files

Calculate

Forecast

•Calculate initially to remove the ETC in the current month since actuals are loaded, then can load directly or use a statistical forecast or import from flat file, can have multiple

Load Varian

ce Explanation

s

•Under Analyze, can import variances directly and those can be copied over from month to month and are saved as part of official record, great for also importing into wInsight

Run Repor

ts

•Numerous canned reports available, can save as and customize based on your own sorts and filters.

Save month

ly backup file

•Good process to quickly save a backup that includes all ancillary files and data

April 18, 202317 ©2011 Deltek, Inc. All Rights Reserved

Reporting and Other Cobra Features

April 18, 202318 ©2011 Deltek, Inc. All Rights Reserved

Reporting If the data is in Cobra, it can easily be sorted, filtered, graphed, summarized by

any level, hierarchy, code field, result, resource, or cost class.

Templates can be customized

Custom reports and templates can be shared with a group

Also used to export data from Cobra

When running a Cobra Excel-based report in Office 2010,

accept protected view and edit anyway in trust center.

April 18, 202319 ©2011 Deltek, Inc. All Rights Reserved

FORM APPROVED

OMB No. 2700-0003 11/30/2010

TO: FROM:

a. COST b. FEE

NASA

Johnson Space Center 2,315,033,091 0

a. TYPE b. CONTRACT NO. AND LATEST DEFINITIZATION MODIFICATION NO. 4. FUND LIMITATION

N/A 0

c. SCOPE OF WORK d. AUTHORIZED CONTRACTOR REPRESENTATIVE (Signature) DATE

a. INVOICE AMTS. BILLED b. TOTAL PYTS. REC'D

Constellation Program Integration Project

CONTRACTOR

ACTUAL PLANNED ACTUAL PLANNED DEC-10 JAN-11 ESTIMATE

a. b. c. d. a. b. c. a.-25,633,107 3,434,192 7,058,542 47,727,535 3,525,596 3,525,596 258,857,227 272,966,960

-77,146 14,043 29,444 185,489 14,604 8,782 946,232 999,062-25,633,107 3,434,192 7,058,542 47,727,535 3,525,596 3,525,596 258,857,227 272,966,960-18,864,205 2,721,543 7,144,276 34,042,009 2,793,757 2,793,757 204,990,321 217,722,111

-43,932 6,116 10,603 79,918 6,361 3,825 412,296 433,085-18,864,205 2,721,543 7,144,276 34,042,009 2,793,757 2,793,757 204,990,321 217,722,111

-2,501,790 0 1,642,869 9,969,134 0 0 0 1,642,869-3,623 0 5,477 10,470 0 0 0 5,477

-2,501,790 0 1,642,869 9,969,134 0 0 0 1,642,869-16,258,738 0 5,111,216 24,035,136 0 0 0 5,111,216

-84,618 0 9,091 97,929 0 0 0 9,091-16,258,738 0 5,111,216 24,035,136 0 0 0 5,111,216

-7,368,348 0 16,690,693 28,916,000 0 0 0 16,690,693-27,759 0 15,578 55,247 0 0 0 15,578

-7,368,348 0 16,690,693 28,916,000 0 0 0 16,690,693-4,315,818 0 1,153,751 8,352,600 0 0 0 1,153,751

-5,104 0 551 6,940 0 0 0 551604746.02.25.CA PRIMA (PRIMO) HOURS

604746.02.23.CA Software Avionics-SAVIO HOURS DIRECT

604746.02.22.CA Integrated Systems Performance (Prog Tech Integ) HOURS DIRECT

604746.02.21.CA SEI Mgmt, Planning & Control (SE&I - Year 2) HOURS DIRECT

604746.01.31 Information Systems Offi ce HOURS DIRECT

604746.01.01 Program Management HOURS DIRECT

7. COST INCURRED/HOURS WORKED 8. ESTIMATED COST/HOURS TO COMPLETE6. REPORTING CATEGORYWBS

Results

CUM. TO DATE DETAIL

MONTHLY CONTRACTOR FINANCIAL

MANAGEMENT REPORT

DURING MONTH

1. DESCRIPTION OF CONTRACT

NationalAeronautics andSpaceAdministration

Example ReportsFORM APPROVED

DOLLARS IN $K OMB No. 0704-0188

1. CONTRACTOR 2. CONTRACT 3. PROGRAM 4. REPORT PERIODa. NAME a. NAME a. NAME a. FROM (YYYYMMDD)

NASA PI Constellation Program Integration Project

b. LOCATION (Address and ZIP Code) b. NUMBER b. PHASE 2010 / 12 / 01

Johnson Space Center N/A b. TO (YYYYMMDD)

c. TYPE d. SHARE RATIO c. EVMS ACCEPTANCE

X NO YES (YYYYMMDD) 2010 / 12 / 31

a. QUANTITY b. NEGOTIATED i. DATE OF OTB/OTS (YYYYMMDD)

COST

1 2,315,033

MANAGEMENT ESTIMATE CONTRACT BUDGET VARIANCE a. NAME (Last, First, Middle Initial) b. TITLE

AT COMPLETION BASE

(1) (2) (3)

0 c. SIGNATURE d. DATE SIGNED (YYYYMMDD)

0

0 2,315,033 2,315,033

BUDGETED COST ACTUAL VARIANCE BUDGETED COST BUDGETED ESTIMATED VARIANCE

WORK WORK COST WORK WORK WORK COST SCHEDULE

SCHEDULED PERFORMED PERFORMED SCHEDULE COST SCHEDULED PERFORMED COST VARIANCE VARIANCE BUDGET

(2) (3) (4) (5) (6) (7) (8) (11) (12a) (12b) (13) (14) (15) (16)

604746.01.01 Program Management 3,434 3,434 1,188 0 2,246 51,162 51,162 15,777 0 0 0 306,768 301,293 5,475

604746.01.31 Information Systems Offi ce 2,722 2,722 990 0 1,732 36,764 36,764 8,909 0 0 0 239,177 238,433 744

604746.02.21.CA SEI Mgmt, Planning & Control (SE&I - Year 2)0 0 66 0 -66 9,969 9,969 5,629 0 0 0 9,969 4,340 5,629

604746.02.22.CA Integrated Systems Performance (Prog Tech Integ)0 0 1,087 0 -1,087 24,035 24,035 766 0 0 0 24,035 23,269 766

604746.02.23.CA Software Avionics-SAVIO 0 0 849 0 -849 28,916 28,916 3,652 0 0 0 28,916 25,264 3,652

604746.02.25.CA PRIMA (PRIMO) 0 0 134 0 -134 8,353 8,353 2,563 0 0 0 8,353 5,789 2,563

604746.02.26.CA SE&I Design & Integration 0 0 172 0 -172 7,834 7,834 2,007 0 0 0 7,834 5,827 2,007

604746.02.27.CA IT&V 0 0 190 0 -190 4,271 4,271 196 0 0 0 4,271 4,075 196

PP-604746.02.21 SEI Mgmt, Planning & Control (SE&I - Year 2)1,067 1,067 0 0 1,067 3,200 3,200 3,200 0 0 0 47,375 47,375 0

4,075 0

0 0

25,264 0

5,789 0

5,827 0

27,855 0

4,340 0

23,269 0

35,385 0

ACTUAL

(9)

7. AUTHORIZED CONTRACTOR REPRESENTATIVE

h. ESTIMATED CONTRACT CEILING

0

Dale Thomas

g. CONTRACT CEILINGc. ESTIMATED COST OF

WBS CURRENT PERIOD

ITEM

e. TARGET PRICE f. ESTIMATED PRICE

8. PERFORMANCE DATACUMULATIVE TO DATE

2,315,033

SCHEDULE

c. MOST LIKELY

b. WORST CASE

(10)(1)

VARIANCE

COST WORK

a. BEST CASE

PERFORMED

CONTRACT PERFORMANCE REPORTFORMAT 1 - WORK BREAKDOWN STRUCTURE

AUTHORIZED UNPRICED WORK

0

PI Project Manager

REPROGRAMMING ADJUSTMENTS

AT COMPLETION

5. CONTRACT DATA

6. ESTIMATED COST AT COMPLETION00 0

d. TARGET PROFIT/FEE

Control Account Work Package Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11 Jul-11 Aug-11 Sep-11 Cumulative1.1.4 / PM TSSC Project Management & Controls

Scheduled 142,430.50 213,068.55 165,737.76 146,890.76 154,411.54 146,297.82 161,615.90 163,123.68 222,515.48 160,220.37 18,373.10 0.00 0.00 0.00 1,694,685.461.3.2 / SE TSSC Ground System Systems Engineering

Scheduled 109,339.58 195,088.87 130,894.33 126,400.02 124,857.45 126,578.70 127,533.32 124,007.69 179,151.80 127,704.30 5,712.29 0.00 0.00 0.00 1,377,268.352.1.2 / SC TSSC Science Team Support

Scheduled 371.52 689.00 493.11 5,066.23 524.33 1,584.26 4,876.86 815.85 907.63 493.11 22.63 0.00 0.00 0.00 15,844.522.2.3 / SC TSSC Science Research & Development (R&D)

Scheduled 31,698.61 37,914.00 32,278.87 31,115.71 32,728.18 31,110.13 31,223.10 34,810.61 39,052.29 33,314.95 550.17 0.00 0.00 0.00 335,796.622.3.2 / SE TSSC Cal/Val Development

Scheduled 49,229.29 92,255.28 74,610.31 82,988.73 61,740.33 58,593.90 67,295.68 61,723.20 93,619.01 81,894.48 2,985.94 0.00 0.00 0.00 726,936.153.1.3 / DV TSSC Infrastructure Development

Scheduled 10,667.44 25,800.52 15,764.63 19,052.51 14,987.71 17,421.56 16,368.57 19,591.72 23,280.66 15,503.48 740.92 0.00 0.00 0.00 179,179.723.2.2 / DV TSSC Collection Activity Planning Development

Scheduled 135,169.42 162,519.53 88,248.77 90,567.46 123,891.93 96,728.13 106,487.54 38,156.32 46,437.79 30,960.37 1,426.95 0.00 0.00 0.00 920,594.193.4.2 / DV TSSC Ground Network Development

Scheduled 130,790.16 96,655.06 81,994.59 101,423.07 50,586.68 36,664.51 47,452.23 29,289.12 84,395.07 6,238.54 276.36 0.00 0.00 0.00 665,765.374.1.3 / DV TSSC DPAS Development PM/SE

Scheduled 37,258.91 68,957.56 49,425.76 49,397.06 46,994.78 44,521.10 49,393.48 51,929.84 73,856.75 49,419.07 2,317.06 0.00 0.00 0.00 523,471.364.1.4 / DV TSSC System Support

Scheduled 36,022.66 57,432.01 43,491.54 40,108.75 42,297.60 39,254.20 41,774.67 42,115.86 58,987.56 42,748.00 1,561.17 0.00 0.00 0.00 445,794.024.2.2 / DV TSSC Ingest Developoment

Scheduled 56,340.40 76,316.36 61,344.41 62,585.96 61,086.49 57,210.37 59,677.57 69,796.71 80,018.92 62,904.23 1,197.00 0.00 0.00 0.00 648,478.434.3.2 / DV TSSC Storage & Archive Development

Scheduled 18,383.72 28,885.65 26,697.09 25,203.17 21,426.05 20,317.79 21,735.18 30,977.33 31,110.15 22,247.90 793.58 0.00 0.00 0.00 247,777.614.3.3 / DV TSSC Inventory Development

Scheduled 14,469.16 14,494.25 11,195.86 10,416.10 10,958.02 10,416.23 11,024.90 16,199.90 15,245.56 11,359.50 372.98 0.00 0.00 0.00 126,152.464.3.4 / DV Metrics Database Development

Scheduled 22,987.94 27,389.42 21,167.08 19,678.35 20,749.38 19,693.42 20,853.47 26,261.58 28,843.38 21,477.96 704.49 0.00 0.00 0.00 229,806.474.4.3 / DV TSSC Image Assessment Development

Scheduled 106,195.02 148,988.27 121,132.50 111,713.11 117,630.12 91,902.61 88,228.57 99,239.14 113,468.84 92,861.74 1,971.58 0.00 0.00 0.00 1,093,331.504.4.5 / DV TSSC Subsetter Development

Scheduled 6,915.26 15,948.59 11,585.17 9,133.28 14,198.02 23,344.26 24,854.56 17,736.81 23,050.26 16,517.42 783.74 0.00 0.00 0.00 164,067.364.5.2 / DV TSSC Data Access Development

Scheduled 18,959.74 35,205.73 29,442.22 27,438.32 23,893.14 22,478.16 25,086.35 32,377.27 38,640.37 25,161.84 1,130.51 0.00 0.00 0.00 279,813.656.1.4 / OP TSSC International Cooperator Support

Scheduled 3,011.53 13,493.67 3,826.72 2,777.72 3,569.86 3,223.90 3,298.63 3,255.50 5,620.00 3,741.42 185.26 0.00 0.00 0.00 46,004.216.1.5 / OP TSSC Operations Support

Scheduled 21,503.79 35,187.53 31,738.36 27,043.59 20,134.25 17,387.57 21,294.60 17,002.04 24,258.37 14,443.87 681.90 0.00 0.00 0.00 230,675.87Grand Total

Scheduled 951,744.65 1,346,289.86 1,001,069.09 988,999.90 946,665.85 864,728.62 930,075.17 878,410.16 1,182,459.87 819,212.56 41,787.62 0.00 0.00 0.00 9,951,443.36

Time-phased

OBS

OCT-09 NOV-09 DEC-09 JAN-10 FEB-10 MAR-10 APR-10 MAY-10 JUN-10 JUL-10 AUG-10 SEP-10SPI 0.93 0.86 0.85 0.98 0.95 0.93 0.90 0.89 1.00 1.00 1.00 1.00CPI 0.95 0.90 0.89 1.02 0.96 0.94 0.91 0.90 1.01 1.03 1.06 1.08

0.00

0.20

0.40

0.60

0.80

1.00

1.20

OCT-09 DEC-09 FEB-10 APR-10 JUN-10 AUG-10In

dice

s

Time-phase period

ISO Information Systems Office

SPI

CPI

533sCPRs

Graphs

Time-phased Reports are equivalent to 4.7 CAPs.

April 18, 202320 ©2011 Deltek, Inc. All Rights Reserved

Other Cobra Operations Top Down Planning Examples:

Need to take 10% off every control account Need to remove 1000 hours in December Forecast

Recalc Examples: Overhead rate increase and need to update forecast across the

board ENG1 Rate changed in all control accounts in Forecast

Reclass Example: Need to copy Budget class over to Forecast class

Replan Example: Need to set Budget = to Actuals

Respread Example: Fiscal calendar changed

Other features are Slip, Apportionment, and Validity check of your Cobra setup

April 18, 202321

Questions

©2011 Deltek, Inc. All Rights Reserved

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