This section contains the following topics:
View a List of and Open Contracts
Associate Contracts to Earned Value Reporting Periods
Associate Agencies to Contracts
Performance Measurement Baselines
Contract Work Breakdown Structure (CWBS)
Monitor CWBS Element Performance
Calculate Earned Value Metrics on Contracts
You can define the contracts into which your organization enters with U.S. federal government agencies. Contracts are the top level of earned value data aggregations and all reporting requirements. Contract information is the basis for the earned value calculations that are used to track the overall performance of programs. The contract data is also important for reporting and is included in the contract performance reports (CPR).
Contracts comprise:
The following outlines the expected process when working with contracts:
For more information, see the Basics User Guide.
Contact your CA Clarity PPM administrator or see the Administration Guide for more information.
Create contracts as part of the bidding and planning process for contracts. You can enter information about the U.S. federal government agency and details about the contract using the create contract page.
Note: The agency record you want to associate with this contract must be active in order for it to be available for selection. By default, when you create a new agency, the agency is active.
Follow these steps:
The list page appears.
The create page appears.
Defines the contract name.
Defines the contract unique identifier.
Defines the value that the contract performance reports (CPR) for the CPR report header.
Defines the contract description.
Defines the name of the contract program manager. Select a contract program manager in the Program Manager field.
Default: The name of the resource currently logged in.
Defines the assigned reporting period for the contract. Once the update earned value history of contracts job runs, the field is locked.
Default: Unlocked
Defines the currency code associated with the contract. Once the contract is saved, the currency code cannot be modified.
Specifies the contract type.
Values: Cost plus award fee, Cost plus fixed fee, Cost sharing, Firm fixed price, Firm fixed price level of effort term contracts, Firm fixed price with economic price adjustment, Fixed price incentive, Fixed price re-determinable, Grants and cooperative agreements, IDIQ, Letter contracts, Modifications, Non procurement instruments, Orders under BOAs, Other Transactions, Technology investment agreements, and Time and material
Defines the current contract program phase.
Values: Concept, O&S (sustainment), Planning, Production, or RDT&E
Defines the cost share ratio as defined in the negotiated contract terms.
Defines the planned start date for the contract work.
Defines the planned start date for the contract work.
Defines the date of signing the contract.
Defines the current contract program status.
Values: Unapproved or Approved
Default: Unapproved
Defines the organizational department, or subcontractor/ vendor group responsible for delivering the work within the contract.
Specifies if the contract is active. You can only delete inactive contracts.
Default: Selected
View a list of active contracts on the contracts list page.
Follow these steps:
The list page appears.
The properties page appears.
The earned value reporting period defines the frequency and the interval for the Update Earned Value History - Contracts job. The information helps in recording the historical earned value snapshots of performance and save snapshot in the earned value history table. When using earned value methodologies to analyze contract performance, the job uses the earned value reporting period to take a snapshot.
Historical reporting data is generated based on a contract association with the period. The contract program manager associates the contract with the appropriate period. The earned value reporting period drives the reporting data that shows up on the CPR reports.
Contact your CA Clarity PPM administrator or see the Administration Guide for more information.
Follow these steps:
The properties page appears.
Defines the assigned reporting period for the contract. Once the update earned value history of contracts job runs, the field is locked.
Default: Unlocked
If a work package is linked to a project or project task, CA Technologies recommends that you associate the same earned value reporting period to the project, or project task as you associate with the contract.
Note: See the Project Management User Guide for more information.
Agencies are the U.S. federal government agencies with whom your organization enters into contracts. You can associate an agency with multiple contracts. But can associate only one contract to one agency. Use the properties page of the contract to define the relationship between the contract and the agency.
You can only associate active agencies to contracts. An agency does not display in the agency list signifies an inactive.
Follow these steps:
The properties page appears.
Defines the name of the agency associated with the contract. Select an active agency in the Agency field.
Part of your organization bidding on a contract is to determine the total cost of the work and profit or fee for the contract. The contract costs are aggregated based on industry-standard pricing categories, and the aggregated values display on the contract pricing properties page.
The pricing categories include:
Defines the total contract price based on the following formula:
Total Contract Price = Total Contract Cost + Profit/Fee
Defines the sum of all budgets for work on a contract. The sum includes the negotiated contract cost (NCC) plus the estimated cost of Authorized Unpriced Work (AUW). The total contract cost (TCC) is always equal to the contract budget base (CBB), except where there is an over target baseline (OTB).
Performance Management Baseline + Management Reserve. Defines the contract budget base based on the following formula:
Contract Budget Base = Negotiated Contract Cost (NCC) + the Authorized Unpriced Work (AUW).
BAC (burdened except for FEE) + Undistributed Budget (UB). The Performance Measurement Baseline (PMB) is a time-phased budget plan against which project performance is measured. The budgets that are assigned to scheduled control accounts and the applicable UB form the performance measurement baseline.
For future effort that is not planned to the control-account level, the PMB also includes budgets assigned to higher-level CWBS elements. The PMB is the sum of all the distributed budgets plus and UB. The sum does not include any management or contingency reserves, isolated above the PMB.
BAC for all CWBS elements. Distributed budget is a time-phased budget distributed to control accounts (CA). Or to a higher level WBS element, or functional elements (also called summary level account budgets).
Defines the broadly defined activities not distributed to control accounts. Enter the value manually.
Defines the amount held separately from your contract budget base for changes in the work going to be executed on the contract. Throughout the course of a contract, as scope changes occur, money is taken out of the Management Reserve (MR) and distributed to the control accounts. Each time money is taken out of the MR, a log entry is added. The log is provided to track the money earned and spent in the management of the contract. Enter the value manually.
Update the undistributed budget (UB) and management reserve (MR) values before generating the contract performance report (CPR) data. Update these values based on your UB log and MR logs, kept for every contract.
Follow these steps:
The properties page appears.
Defines the undistributed budget for broadly defined activities not distributed to control accounts. Enter the value manually.
Defines the amount held separately from your contract budget base for changes in the work going to be executed on the contract. Throughout the course of a contract, as scope changes occur, money is taken out of the Management Reserve (MR) and distributed to the control accounts. Each time money is taken out of the MR, a log entry is added. The log is provided to track the money spent and earned in the management of the contract. Enter the value manually.
The contract pricing displays values based on the current contract baseline plus the values from the properties page of contract pricing.
Follow these steps:
The properties page appears.
The contract pricing properties page appears.
Contract baselines are snapshots of the contract total effort and total costs at the moment of capture. This snapshot includes the effort and cost for all control accounts and summary level planning packages associated with the contract work breakdown structure (CWBS).
The control account baseline is the summary of the baseline data for each of the control account work packages.
A contract baseline:
The Baseline at Completion (BAC) is calculated and stored with and without burdens. Earned value is calculated on unburdened BAC and contract pricing is shown by using the burdened BAC costs. Total Burdened BAC is calculated using the following formula:
BAC = (Cost of Actual Work + Burdened Cost) + (Cost of Remaining Work + Burdened Cost)
When baseline and earned value metrics are calculated for a contract. The data is calculated and written to the contract baseline and to the contract earned value history tables using the contract currency.
Creating a contract baseline automatically creates a project-level baseline for the projects associated with the contract through work packages. Link the work package to the project, or project tasks to create the association.
You can create an unlimited number of baselines for a contract. Take an initial baseline before resources enter time on a work package task. After you create the initial baseline, you can create additional ones at various intervals. Intervals, such as mid-way through the contract, when different phases complete, and at the contract end. The initial baseline allows you to compare estimates to actuals once the contract is under way. You can only mark one baseline as the current baseline.
Follow these steps:
The properties page appears.
The contract baseline properties page appears.
The baseline revision properties page appears.
Defines the baseline revision name.
Example:
Initial Baseline, Mid-Term Baseline, or Final Baseline.
Defines the baseline revision unique identifier.
Example:
The baseline version number, such as v1 or v5.
Defines the baseline revision description.
Specifies to make this baseline the current baseline. This field is unlocked only when multiple baseline revisions exist.
Default: Selected
The baseline last created becomes the current contract baseline, by default. If you have defined only one baseline, the baseline is marked as the current baseline. To change the current baseline, open the baseline, select the Current Revision field, and save the baseline revision.
The current contract baseline is used to display data on the properties page of contract pricing and on the CPR reports. For example, the CPR Format 3 report displays baseline data at the beginning and end of the reporting period, and lists all the baselines between those two dates.
Follow these steps:
The properties page appears.
The contract baseline properties page appears.
The baseline revision properties page appears.
Use the properties page of baseline revision to edit the baseline revision name, ID, and description. You can also view the baseline revision start date, finish date, usage data, and BCWP on the page.
Follow these steps:
The properties page appears.
The baseline properties page appears.
The baseline revision properties page appears.
Defines the baseline revision name.
Example:
Initial Baseline, Mid-Term Baseline, or Final Baseline.
Defines the baseline revision unique identifier.
Example:
The baseline version number, such as v1 or v5.
Defines the baseline revision description.
Displays the date of starting the contract at the time of baselining.
Displays the date of finishing the contract at the time of baselining.
Displays the system-generated usage at the time you baseline using the following formula:
Usage = Total of Actuals + ETC
Displays the system-calculated value of Budgeted Cost of Work Performed (BCWP). The value is calculated and recorded when you baseline a project, or when you update earned value totals. BCWP is also referred to as the earned value (EV). BCWP represents the amount of the budgeted cost (BAC) completed based on performance as measured using the Task EV Calculation method.
Calculations are made based on the level at which the calculation is made. BCWP is calculated at the following levels:
Current Baseline Required: Yes
Specifies to make the baseline the current baseline. The field is unlocked only when multiple baseline revisions exist.
Default: Selected
Deleting the current baseline and with another baseline revision existing, the remaining baseline becomes the current revision. You require to have the Contract - Baseline Delete access right to delete contract baselines.
Follow these steps:
The properties page appears.
The baseline properties page appears.
The confirmation page appears.
Contracts are made up of a set of deliverables that are organized into a contract work breakdown structure (CWBS). The contract program manager creates the CWBS based on the hierarchy of the deliverables. Often the CWBS hierarchy is created as part of the contract negotiation process.
A CWBS consists of one CWBS root node element and a user-defined hierarchy of CWBS elements below it. Define the nodes down to the level of the lowest deliverable. The CWBS elements appear on the hierarchy in the order you create them. Each CWBS branch can have different node levels. Levels are automatically assigned to CWBS elements based on their position in the CWBS hierarchy. The order indicates their relationship with each other. Level 1 is reserved for the CWBS root node element.
Part of building the CWBS hierarchy is identifying the CWBS elements requiring control accounts and summary level planning packages.
Identify the CWBS elements that have control accounts and summary level planning packages (SLPP). The new CBS elements are added to the CWBS hierarchy. You can add any number of CWBS elements to the CWBS hierarchy.
Follow these steps:
The contracts page appears.
The contract WBS page appears.
The create page appears.
Defines the CWBS element name.
Defines the CWBS element unique identifier.
Defines the detailed CWBS data dictionary description.
You can view all the CWBS elements, such as summary level planning packages, control accounts, and work packages using the contract WBS page. The page helps to design a hierarchical (parent-child) relationship between the CWBS elements you create. Create and reorder CWBS elements from the page. You cannot delete control accounts, summary level planning packages, and work packages from this page.
You can view the CWBS element names, the number of CWBS levels, and the CWBS element IDs using the contract WBS page.
Follow these steps:
The list page appears.
The contract WBS page appears, which lists the contract work breakdown structure elements.
The properties page appears.
To edit the CWBS elements, you require the Contract - Edit access right.
Follow these steps:
The properties page appears.
Defines the CWBS element name.
Defines the CWBS element unique identifier.
Defines the detailed CWBS data dictionary description.
You can create hierarchical relationships between CWBS elements. Indent an element to make it a subordinate of an element.
Use indent and outdent to designate individual CWBS elements as parent or children. Parent CWBS elements are top-level elements that have child CWBS elements associated with them. Child CWBS elements are nested beneath parent CWBS elements. You can create a parent-child hierarchical grid by indenting or outdenting CWBS elements.
Follow these steps:
The list page appears.
The contract WBS page appears.
The page refreshes and the element is folded one level under the nearest higher-level element. A plus (+) sign appears next to the higher level element.
The page refreshes and the element appears as outdented relative to the element above it.
The element is indented or outdented.
You can move elements up or down in the CWBS hierarchy.
If you move a CWBS element, the summary level planning package, control accounts, and work packages are moved with the CWBS element. You cannot move SLPPs and control accounts to another CWBS element. You can only move CWBS elements.
Example
A parent CWBS element named Housing contains CWBS elements called Foundation and Framing. The elements are split into control accounts which have work packages associated with them. Reorder the CWBS elements to create the parent/child relationships in the CWBS hierarchy.
Follow these steps:
The properties page appears.
The contract WBS page appears.
The move CWBS elements page appears. The name of the CWBS element being moved appear at the top of the page.
The contract WBS page appears. The CWBS element displays in its new location in the hierarchy.
You can expand and collapse multiple branches of the CWBS hierarchy. Also, view elements that are in multiple branches of the hierarchy. You can see the complete picture of your CWBS, or you can collapse some CWBS elements and expand others.
You can expand the CWBS root node element to view the top-level branches. Indented CWBS elements are folded one level under the nearest higher-level CWBS element. A plus (+) sign appears in front of the higher-level CWBS element.
Follow these steps:
The properties page appears.
The contract WBS page appears, displaying only the top-level CWBS root node element.
The higher-level summary element is expanded, and the lower-level elements that are indented beneath it display on the page.
The collapsed view helps you to view a small group of CWBS elements (a parent and descendents) alone. To view the CWBS hierarchy in its expanded state in the contract WBS page, click the minus (–) sign next to each summary element. The lower-level CWBS elements collapse under the higher-level summary CWBS element.
You cannot delete CWBS elements that have a baseline, or if earned value history is generated. Nor can you delete the CWBS root node element.
Follow these steps:
The properties page appears.
The contract WBS page appears.
The confirmation page appears.
The CWBS dictionary contains a detailed description for each deliverable. This dictionary provides a definition of the work to accomplish. The CWBS dictionary is system generated as you create and add CWBS elements to the CWBS hierarchy.
You can edit CWBS dictionary descriptions on the CWBS element, or directly in the dictionary. The dictionary is a working document. As scope shifts or other changes occur, update the deliverable descriptions in the data dictionary.
Follow these steps:
The properties page appears.
The CWBS dictionary properties page appears.
You can edit descriptions on the CWBS element or directly in the dictionary. The dictionary is a working document. As scope shifts or other changes occur, update the deliverable descriptions in the data dictionary.
Contact your CA Clarity PPM administrator or see the Administration Guide for more information.
Follow these steps:
The properties page appears.
The CWBS dictionary properties page appears.
Defines the control work breakdown structure element name.
Defines the control work breakdown structure element unique identifier.
Defines the detailed control work breakdown structure element data dictionary description.
To print the CWBS dictionary descriptions, run the contract WBS dictionary report.
You can monitor CWBS element performance using the CWBS Element Dashboard page. This page displays the Earned Value History - CWBS portlet, which displays earned value history data based on the control accounts and summary level planning packages associated to the CWBS element. As time progresses, each new reporting period is displayed on the graph.
Optionally, you can show projected data on the graph. To have this earned value data display, ask your CA Clarity PPM administrator to set the Update Earned Value History - Contracts job parameters for project ACWP, BCWP and BCWS and then run the job.
Contact your CA Clarity PPM administrator or see the Administration Guide for more information.
You can customize this page by adding or removing portlets. Do this from the CWBS Element Layout portlet page Dashboard content in Studio.
Contact your CA Clarity PPM administrator or see the Administration Guide for more information.
You can calculate historical earned value metrics based on the contract associated earned value reporting period. Also, update a contract current earned value metrics at any time. Do this manually, or run the Update Earned Value Totals - Contracts job at scheduled times. Both the methods refresh the earned value (EV) metrics and display on CWBS elements, control accounts, and work packages.
The earned value reporting period defines the frequency and the interval for the Update Earned Value History - Contracts job. The aim is to take historical earned value snapshots of performance and save snapshot in the earned value history table.
For more information, see the Administration Guide.
You can manually update the earned value data for a contract using the contract WBS page.
Follow these steps:
The properties page appears.
The contract WBS page appears.
A snapshot of the current earned value for the contract is saved.
You can manually update an earned value data for a contract from the properties page of contract baseline.
Note: You require at least one baseline for the Update Earned Value button to display on the page.
Follow these steps:
The properties page appears.
The baseline properties page appears.
A snapshot of your contract current earned value is saved.
The Update Earned Value Totals – Contracts job calculates earned value metrics for contracts. You or your administrator can schedule this job to run at regularly scheduled times.
For more information, see the Administration Guide.
Use the contract dashboard page to monitor contract performance. The page displays the EV History portlet. The display includes the earned value history data based on the contract earned value reporting period and the contract earned value history table. With time, each new reporting period is displayed on the graph.
Optionally, you can show projected data on the graph. Your CA Clarity PPM administrator requires to set the Update Earned Value History - Contracts job parameters for project ACWP, BCWP, and BCWS. Then, run the job to view the earned value history data.
Contact your CA Clarity PPM administrator or see the Administration Guide for more information.
Add or remove portlets to customize the page using the contract layout portlet page Dashboard content in Studio.
Contact your CA Clarity PPM administrator or see the Administration Guide for more information.
By default, when you create a contract, the contract is active. Deactivate contracts if they are no longer used. Only an inactive contract can be deleted.
Follow these steps:
The properties page appears.
The contract is inactive.
By default, when you create a new contract, the contract is active. You can reactivate inactive contracts at any time.
Follow these steps:
The create page appears.
The contract is active.
You cannot delete contracts that are active or that have a baseline. Instead, deactivate the contracts not in use.
Follow these steps:
The list page appears.
The confirmation page appears.
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