Programs management. & control

Transcription

1 Programs management & control

2 INTRODUCTION CARACTERISTICS OF OF PROGRAMS Programs : are complex operations are driven simultaneously represent important funding need a long time PROGRAM MANAGEMENT NEEDS STRICT METHODOLOGY DGA/DPM march 04 N 2

3 ACQUISITION ORGANIZATION DGA and and STAFF Minister of Defense STAFF Military needs DGA Engineering system and Acquisition processes DGA/DPM march 04 N 3

4 Investment budget Smaller projects:20 % Others : 40 % programs :40 % maintenance programs operations infrastructure R&T EPP ammunition DGA/DPM march 04 N 4

5 INSTRUCTIONS & MANAGEMENT METHODS General Instruction on on program supervisor1514 (dated (dated 1998) 1998) Instruction on on Program Management (dated (dated 1999) 1999) Program Management Methods - - Risks Risks management management (DGA/AQ/924) (DGA/AQ/924) - - RG040 RG040 : : Management Management requirement requirement for for programs programs DGA/DPM march 04 N 5

6 PROGRAMS - GENERALITIES & PRINCIPLES PRINCIPLES A clear decisional process phases, milestones Consistent forces systems importance of initial phases Actors : - that consult each other Steering Committees Executive Committees - work together ASF/OCO-OCEM IPT Cost and schedule are in Objectives the core of the process Cost control Schedule control DGA/DPM march 04 N 6

7 STEPS & GLOBAL PROCESS GLOBAL PROCESS Stages Preparation Conception Realization Utilization Phases Feasibility Definition Development Production Milestones Feasibility Document Orientation Document Realization Launching Document Production Launching Document Military Requirements Force staff Initial objective Exploratory Military Requirement Provisional Military Requirement Reference Military Requirement Decisions Minister Minister or DGA Minister or DGA Minister or DGA Program launching DGA/DPM march 04 N 7

8 STEPS & GLOBAL PROCESS MILESTONES BETWEEN STAGES AND PHASES To pass from one phase to another means an explicit and clear approach decided by a high authority (DGA or minister) based on a document jointly written by OCO and FSA, or PO and PM with a justification paper OCO : Operational Consistency Officer FSA : Force System Architect PO : Program Officer PM : Program Manager DGA/DPM march 04 N 8

9 INSTRUCTIONS & MANAGEMENT METHODS PréparationConception Realization Utilization Staff objectives PREPARATION STAGE :: Define Define content content of of program Make Make a link link with with research Global Global functional analysis Global Global cost cost evaluation Insure Insure Force Force system system consistency Exploratory operational requirements (functional only) Feasibility document DGA/DPM march 04 N 9

10 INSTRUCTIONS & MANAGEMENT METHODS PreparationConception Realization Utilization Exploratory operational requirements Feasibility document Program launching (minister approval) Integrated Program Team CONCEPTION STAGE :: Feasibility // Definition phase phase System System engineering (IPT) (IPT) One One solution chosen chosen and and developed Cost Cost and and dead dead line line evaluation are are improved DGA/DPM march 04 N 10 Reference operational requirements Reference specification Preliminary definition file Realization launch document

11 INSTRUCTIONS & MANAGEMENT METHODS PréparationConception Realization Utilization Reference operational requirements Reference specification Preliminary definition file Realization launch document REALIZATION STAGE :: Technical test test Qualification Material reception Approval for Operational service system Definition file DGA/DPM march 04 N 11

12 INSTRUCTIONS & MANAGEMENT METHODS PreparationConception Realization Utilization Entry into operational service (Chief of Staff concerned) Definition file Configuration file UTLIZATION STAGE Program team team eventually kept kept Configuration management System Disposal DGA/DPM march 04 N 12

13 Instruction 1514 Today (edition 3): R&T Stages Conception Realization Utilization Phases Preparation Feasability Definition Development/ Industrialisation Production Edition 4 : R&T demonstrator Global contract Maintaining in service date Utilization Stages Preparation Conception Realization Risk reduction Support DGA/DPM march 04 N 13

14 INTEGRATED PROGRAM TEAM Before : Several sequences... Need Statement Program Management Operational use Headquarters DGA End user Now: IPT & iterative sequence... Military & DGA (industry project manager) DGA/DPM march 04 N 14

15 INTEGRATED PROGRAM TEAM WORKING WITH THE THE FORCE(S) STAFF(S) Program manager with his specialists (DGA) + Program Officer with his specialists (Force(s)-staff(s)) common objectives optimize program cost/efficiency maintain a cost reduction portfolio DGA/DPM march 04 N 15

16 INTEGRATED PROGRAM TEAM Integrated Program Team STAFF DGA Program officer Operational representative Program manager Functional specialist Management Purchase Quality Technical specialist architect test... DGA/DPM march 04 N 16

17 INTEGRATED PROGRAM TEAM Program management Program Officers Project leader industrial prime Industrial sub project leaders D G A Program director Resp.costs, planning, methods Resp. quality Resp.buying Technical Architect Resp.components & equipment Resp. transverse functions Resp. tests & evaluation Resp. ILS Multidisciplinary Program Management Team Management functions Quality Procurement Technical functions Test & evaluation ILS Functions THE INTEGRATED PROGRAM TEAM DGA/DPM march 04 N 17

18 DGA organization chart Inspectors CHEAr General Delegate for forarmament Deputies Cooperation & Industrial Affairs Department DCI International Relations Department DRI Joint Forces Needs Assessment & Programs Department DSP Expertise & Test Centers Department DCE Weapon Systems Department DSA Armament Programs Programs, Procurement Methods &Quality Department DPM Aeronautical Maintenance Department SMA Management & Organization Department DGO Human Resources Department DRH DGA/DPM march 04 N 18

19 INTEGRATED PROGRAM TEAM THE THE RENEWAL OF OF PROCUREMENT POLICY The matrix organization of the directorate for programs Program 1 Program 2 Program 3 Program Manager Program Manager Program Manager Management Function Management Management Management Quality Function Quality Quality Quality Purchase Function Purchase Purchase Purchase Technical Architect Technical Architect Technical Architect Equipment Equipment Equipment Transversal function Transversal function Transversal function Tests Function Test & Evaluation Test & Evaluation Test & Evaluation ILS Function ILS ILS ILS DGA/DPM march 04 N 19

20 INSTRUCTIONS & MANAGEMENT METHODS MANAGEMENT METHODS Concurrent engineering Integrated Logistic Support Life Cycle Cost Systems engineering Need statement Project management Risk management DGA/DPM march 04 N 20

21 INSTRUCTIONS & MANAGEMENT METHODS MANAGEMENT METHODS - LIFE CYCLE COST - (LCC) % cost LCC Operational and support cost acquisition cost 70 % 10 % 20 % to anticipate and to help to make choice time DGA/DPM march 04 N 21

22 INSTRUCTIONS & MANAGEMENT METHODS MANAGEMENT METHODS - SYSTEM ENGINEERING enabling organized transition from needs to system specifications a system approach in our programs and organization a way of thinking a way of doing business DGA/DPM march 04 N 22

23 INSTRUCTIONS & MANAGEMENT METHODS MANAGEMENT METHODS - PROJECT MANAGEMENT WBS : the heart of the project management to organize the project to allocate responsibilities to consolidate information to control the program Schedule & Planning DGA/DPM march 04 N 23

24 INSTRUCTIONS & MANAGEMENT METHODS MANAGEMENT METHODS - RISK MANAGEMENT an integral part of the systems engineering and program management processes a cyclical process which consists of four basic components : identification, assessment, mitigation and follow up. DGA/DPM march 04 N 24

25 INSTRUCTIONS & MANAGEMENT METHODS MANAGEMENT METHODS - RISK MANAGEMENT functional analysis Interviews, check lists, brain storming... System WBS : Work Breakdown Structure OBS : Organization Breakdown Structure CBS : Cost Breakdown Structure functional arch. physical arch. WBS OBS CBS... Identification Assessment risks register DGA/DPM march 04 N 25

26 INSTRUCTIONS & MANAGEMENT METHODS Risks register Risk database Mitigation actions Risk Manager Delay Cost R1 R2 R3 R4 A1 A2 A3 A4 DUPONT DURAND DUPONT DURAND dd/mm/yy dd/mm/yy dd/mm/yy dd/mm/yy x kf y kf w kf z kf Risk mitigation planning & risk mitigation activities DGA/DPM march 04 N 26

27 objective of cost control To increase the importance of cost in decision making process To fight against natural tendancy for program managers to ask for more money than they really need and to maintain provisions and margins To carry out current programs and satisfy new operationnal needs within decreasing budget DGA/DPM march 04 N 27

28 cost control principles For each program : - cost reduction portfolio - cost reduction objective - monthly updating of estimated cost For all programs : - monthly reporting on cost reduction and financial needs (year-phased) DGA/DPM march 04 N 28

29 PROGRAM COST REDUCTION Design phases costs consequences in this global process Program cost induced due to decisions taken before Cost Conception Development Production and utilization Amount expended Time DGA/DPM march 04 N 29

30 cost reduction path Functional analysis and competition between sub contractors Value analysis Multi-year contract for total production Productivity DGA/DPM march 04 N 30

31 cost control implementation metrics : actual cost estimated cost at the end of the year cost trajectory budget needs (actual and if cost objective is reached) influence of cost reduction measures on budget needs reports : executive committee : monthly reports on cost reduction and budget needs for programmes on every programme annual presentation to DGA for every programme DGA/DPM march 04 N 31

32 Cost control - status dec 03 In B 15 Cumulated reductions Balance reduction /increase 11,01 11,55 12,13 13, ,02 7,54 7,82 8,52 8,94 9,42 9,90 9,90 10,52 5 2,04 4,89 0 2, déc-03 B economic conditions jan 2002 DGA/DPM march 04 N 32

33 REPORTING ON PROGRAMS Mission -program outline Performance monitoring Schedule monitoring Cost monitoring (portfolio and trajectory) Industrial and technical risks monitoring Treatment of events with potential consequences on perf/time/cost Financial data sheet DGA/DPM march 04 N 33

34 IMPROVEMENT OF REPORTING Extension to operations other than programs : small programs elements of support Extension of indicators to schedule and performances DGA/DPM march 04 N 34

35 schedule control Conception stage : reduction of realization duration maintaining in-service dates DGA/DPM march 04 N 35

36 reduction of development time Now : R T studies Stades Conception Realization Utilization Phases Preparation feasibility Definition Development Production Goal : R T studies demonstrator IBO 1 IBO 2 Global contract Unchanged in service schedule Stades Phases Preparation Conception Risk reduction feasibility Definition Realization Dévelopment Production Utilization DGA/DPM march 04 N 36

37 schedule control Conception stage : reduction of realization duration maintaining in-service dates Realization stage : maintaining key milestones & in-service dates DGA/DPM march 04 N 37