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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