PBCR Process

How to Guide

Overview

A Performance Baseline (PB) is an integrated baseline approved by DOI which identifies projected cost, schedule, and scope required to accomplish an investment.

The PB is used for OMB reporting purposes. This baseline should not be frequently changed.

The Performance Baseline Change Request (PBCR) is a process required by DOI for performance baseline adjustments. A PBCR must include, at a minimum, a PBCR package reflecting:

Proposed cost & schedule changes Comprehensive justification for the proposed changes

PBCR Package

There is a standard PBCR package which consists of:

Excel Template

Requires action

PowerPoint Template

Requires action

Distribution process:
PfM reviews the package, resolves any outstanding issues with the PM and submits the completed package to the CPIC team CPIC team reviews the package and submits for approval Upon approval, the final PBCR package is submitted to DOI for final approval Once approved, all changes will be reflected in the corresponding investments Exhibit 300

CPIC team provides PBCR package to PfM

PfM Provides package to PM for completion

PM populates the package and submits to PfM

PBCR Package continued

1.

High Level Review Process

Review the Summary of Funding and Milestone Comparison Sheet within the Excel Template for variances. Resolve all variances by ensuring that the Summary of Funding and Milestones reflect accurate planned costs for the corresponding FY. Provide detailed justifications for any changes to cost. Ensure that the activity/milestone name and dates are correct. If changes need to be made, reflect those changes within the Excel template. Update the PowerPoint presentation to align with the Excel template.

2.

3. 4.

5.

Excel Template

Key Points 1. SOF vs. Milestones tab

Requires no action and is for informational purposes only.

2.

Proposed Milestones
Requires action This sheet should be used to capture investment costs by FY. Please ensure that costs are entered within one of the following categories:

Proposed Planned Baseline [Steady State] Proposed Planned Baseline [DME]

Review activity name, milestone type, and dates for accuracy. Future funding should be updated accordingly to reflect planned costs (add additional milestones for out years as necessary) Ensure that format of costs are consistent. Provide rationale for change and impact of change for all proposed updates.

Excel Template
3.

Proposed Summary of Funding

Requires action This sheet should be used to capture investment costs by:
FY DME & SS Cost type: Other, Hardware, Software, Service Contract, Rent/Communications/Utilities, Government FTE Travel Costs, and Government FTE Costs

Provide rationale for change and impact of change for all proposed updates.

4.

Summary
Requires no action and is for informational purposes only. This sheet should be used to verify that the Milestones and the Summary of Funding are in alignment. There should be zero cost variance within this sheet upon completion of the Proposed Milestones and Proposed Summary of Funding sheets. PBCR package will not be accepted if there are variances within this sheet. Please resolve all variances accordingly.

5.

Current DOI-OMB Baseline tab

Requires no action and is for informational purposes only.

Power Point Template

Key Points

Requires action Ensure the dollars match the PBCR request (Excel template) Give detailed explanations for any changes to the cost/schedule/scope.

Rationale for Change

Describe changes and give justification for each. Describe the impact caused by changes to investment baseline.

Impact of Change

Next Steps

The following Major investments require a PBCR:

AFMSS ePlanning LR2000 CBS IQCS

Thursday, 02/14/2013

Due Dates:

CPIC team shares PBCR packages with PfMs for coordination and completion with the PM.
PfMs submit completed packages to the CPIC team for review. CPIC team submits final package to DOI for approval.

Thursday, 02/28/2013

Thursday, 03/14/2013

Summary
*Upon final completion and approval of the PBCR, all variances should be resolved and equal to $0.
SUMMARY OF FUNDING PY 2012 AFMSS $ 2,391,100.00 ePlanning $ 2,737,775.00 LR2000 $ 2,008,000.00 IQCS $ 932,000.00 CBS $ 2,370,000.00 MILESTONES AFMSS ePlanning LR2000 IQCS CBS VARIANCES AFMSS ePlanning LR2000 IQCS CBS $ $ $ $ $ PY 2012 646,100.00 49,775.00 CY 2013 BY 2014 $ 528,557.00 $ 540,793.00 $ 308,631.00 $ 317,580.00 $ 77,390.00 $ 74,252.00 $ 1,018,300.00 $ 690,600.00 $ 1,082,000.00 $ 1,145,000.00 BY + 1 2015 $ (1,140,655.00) $ 327,077.80 $ 71,909.00 $ 672,000.00 $ 1,209,000.00 BY + 2 2016 $ (1,174,775.00) $ 337,200.20 $ 69,416.00 $ 681,700.00 $ 1,268,000.00 BY + 3 2017 $ $ (2,840,000.00) $ $ 722,600.00 $ 1,330,000.00 BY + 4 2018 $ $ (2,925,000.00) $ $ 699,600.00 $ 2,439,000.00 2019 2020 $ $ $ $ $ $ $ 1,904,800.00 $ 1,917,000.00 $ 2,512,000.00 $ 2,588,000.00 PY 2012 CY 2013 BY 2014 BY + 1 2015 BY + 2 2016 BY + 3 2017 $ 1,745,000.00 $ 1,946,000.00 $ 2,008,000.00 $ 2,070,000.00 $ 2,132,000.00 $ $ 2,688,000.00 $ 2,523,000.00 $ 2,599,000.00 $ 2,677,000.00 $ 2,757,000.00 $ 2,840,000.00 $ 2,008,000.00 $ 2,068,000.00 $ 2,131,000.00 $ 2,195,000.00 $ 2,261,000.00 $ $932,000.00 $1,032,000.00 $993,000.00 $1,023,000.00 $1,055,000.00 $1,087,000.00 $2,370,000.00 $1,038,000.00 $1,038,000.00 $1,038,000.00 $1,038,000.00 $1,038,000.00 BY + 4 2018 $ $ 2,925,000.00 $ $1,124,000.00 $ 2019 $ $ $ $ $ $ $ $ $ $ 2020 CY 2013 2,474,557.00 2,831,631.00 2,145,390.00 2,050,300.00 2,120,000.00 BY 2014 2,548,793.00 2,916,580.00 2,205,252.00 1,683,600.00 2,183,000.00 BY + 1 2015 929,345.00 3,004,077.80 2,266,909.00 1,695,000.00 2,247,000.00 BY + 2 2016 957,225.00 3,094,200.20 2,330,416.00 1,736,700.00 2,306,000.00 BY + 3 2017 BY + 4 2018 $ - $ $ - $ $ - $ $ 1,809,600.00 $ 1,823,600.00 $ 2,368,000.00 $ 2,439,000.00 2019 2020 $ - $ $ - $ $ - $ $ 1,904,800.00 $ 1,917,000.00 $ 2,512,000.00 $ 2,588,000.00

$ $ $ $ $

$ $ $ $ $

$ $ $ $ $

$ $ $ $ $

*Variance was calculated as follows: Summary of Funding-Milestones