cost estimate workbook

Introduction

Getting Started - High Level InstructionsThe tabs are sorted to be completed from left to right

4. Review the appropriate Summary tab to ensure costs are properly summarized

Important notes about the Cost Workbook Template

Worksheet-specific InstructionsTab Sections Instructions

Project Name and Schedule

Project Name, cell E2 Enter project nameProject Start Date, cell E3 Enter the start date of the project

Control Gate End Estimate (Column E)

HolidaysNOTE: This Cost Workbook Template does factor in US Federal Holidays. To add/remove/change Holidays, see NOTE on the Holidays tab.Name (Column B) Name of the US HolidayDate (Column C) Date of the US Holiday

RatesContract (A35-A46) The names of Custom 1, Custom 2 and Custom 3 can be modified as needed.Level (Column B) Do not change these. They are hardwired into another tab, so changing them here won't change them elsewhere.Cost (C35-C46) Costs for Custom 1, Custom 2 and Custom 3 can be modified as needed.

Labor

Resource Role (Column E) Select from drop down listLevel (Column F) Select from drop down listCurrently Funded (Column G) Select from drop down list

Investment Management Code (Column H)

Contract Labor Source (Column I) Select from drop down list, consult Vanguard Reference sheet for contract detailsNumber of Resources by Control Gate (Column J) Enter number of people needed. Fractions are acceptable.Notes Enter any notes necessary for considerationCategory (Column D) Select from drop down listName (Column E) Briefly describe itemCurrently Funded (Column F) Select from drop down list

Investment Management Code (Column G)

Unit Cost (Column H) Enter the cost of the itemQuantity required (Column I) Enter the number of items needed

Summary PCR Version, cell G2 Enter the version number of this iteration of the documentVersion Date, cell G3 Enter the date of this iteration of the document

Summary PPR Version, cell H2 Enter the version number of this iteration of the documentVersion Date, cell H3 Enter the date of this iteration of the document

Funding Summary

Funding Source Describe the source of funding used

IMC Code(s)

Fiscal Year Columns For each fiscal year, enter the appropriate amount for each funding sourceVersion History This tab is used by the MSP-IT team to track changes to the template

Vanguard Reference

Welcome to the PCR-PPR Cost Estimate Workbook. This Excel Workbook is designed to calculate the cost estimates that are required as part of the Project Charter Review (PCR) and Project Plan Review (PPR) MSP-IT Control Gates. Please see below for important instructions and notes about this workbook. If you have any questions or need to unlock any of the worksheets to add rows, please contact [email protected] This Template with iSchedule - Beginning with MSP-IT Version 1.2, this template has been replaced by equivalent functionality iSchedule. Project teams have two choices as to how to develop cost estimates:1. Create and finalize the Cost Estimate directly in iSchedule.2. Create and finalize the Cost Estimate in this template, then enter the information into iSchedule.

1. Start by completing all light blue cells on the Project Name and Schedule tab. Please be aware that invalid dates, or missing dates, may lead the workbook to calculate negative numbers.2. Update the Holidays tab if adding additional non-work days. Formulas already exclude USA weekends3. Update the Rates tab (only necessary if using non-Vanguard labor contracts).3. Complete the Labor and Materials & ODC tabs.

5. Complete the Funding Summary tab

1. Use of the this Cost Estimate Workbook or iSchedule Cost Estimating is mandatory to calculate costs for the PCR and PPR Control Gates. You may also use this workbook for CR, but it is optional, and you may instead enter estimates directly into the cost table in the Project Concept Template. For PCR, in the Project Charter, you have the option of replacing the Costs table with a screen shot of the Summary PCR page, or translating the spreadsheet numbers into the cost table in the Charter Template. The Summary PPR tab is used for the PPR control gate.

2. Estimation Accuracy - Cost and date estimates should be accurate to within the following tolerances: Concept Review: -30% to + 50% Project Charter Review: -20% to + 30% Project Plan Review: -5% to + 5%

3. Adding rows in the Labor and Materials & ODC tabs - Adding rows to these tabs is strongly discouraged because of the complexity of the calculations and the use of both absolute and relative references in the formulas. It may be easier to create a new tab, compile data there, and then refer to the compiled data at the appropriate spot in the Labor or Materials & ODC tabs. If you want to change some of the formulas consider using the Formula Audit functions to show formulas, precedents and dependents.6. Length of Day - an 8 hour day is assumed. To change this see the Summary pages where Labor Hours is calculated.

Enter expected completion date of each control gate. See Notes above for how to handle Skipped and Combined Control Gates

NOTE: The 'Rates' tab contains blended rates for the Vanguard 2.x contracts. There are 6 entries (Custom 1 - 6) that can be customized to suit your project. To update the information in Level (Column B) for Custom entries you must use the Data Validation feature, and also update Level on the Labor tab using the same Data Validation feature. Blended Rates for 2.2.4 have not yet been verified, and this information will be updated accordingly soon. Vanguard 2.2.3 has not yet been awarded.

If an Investment is used for fund all or part of the project, enter the Investment Management Code(s) here. Consult Strategic Planning Office for guidance.

Materials and ODC If an Investment is used to fund all or part of the project, enter the Investment Management Code(s) here. Consult Strategic Planning Office (IRM/BMP/SPO) for guidance.

If an Investment is used to fund all or part of the project, enter the Investment Management Code(s) here. Consult the Strategic Planning Office (IRM/BMP/FMD) for guidance. If an already funded contract is used and the work is in scope of the contract, thereby not requiring add-on or CLIN funding, enter the name of the contract. You can lump multiple contracts and IMCs onto one line if desired.

This tab contains information about the various Vanguard contracts. For more information visit the Vanguard Vendor Management Office site at http://irm.m.state.sbu/ops/vanguard/vanguardpmo/default.aspx

2Project Name:

Project Start Date:

Phase MSP-IT Control Gate Phase End Estimate

Initiation & Planning

Project Concept Review

12/30/1899Project Charter Review

Solicitation Review

Project Plan Review

Design, Build, Test

Preliminary Design Review

12/30/1899Critical Design Review

Test Readiness Review

User Acceptance Review

Deployment Readiness Review

12/30/1899Deployment Transition to Operations and Maintenance

Post-Implementation Review

Annual Systems Performance Review12/30/1899

Deactivation Approval Review

Instructions

(1) Combined Gates

Preliminary Design Review 10/20/14

Critical Design Review 10/20/14

(2) Skipped Gates

Project Charter Review 7/20/14

Solicitation Review 7/20/14

Project Plan Review 9/20/14

(3) Estimate Accuracy and Performance Monitoring

Light Blue CellsInput Information

White CellsDo Not Change

Control Gate End Estimate 1,2,3

Gray CellsDo Not Change

System Operations (1-year)

Step 1 of 2 - Model contiguous, combined control gates by giving them all the same end date and surrounding with a thick border, as shown below:

Step 2 of 2 - On the Labor tab, lump all labor for the combined gates into the first of the control gates that are combined. In the above example, all labor would be lumped into the Preliminary Design Review Control Gate.

Step 1 of 1 - Model skipped control gates by giving each skipped control gate the same end date as the previous control gate and using a strikethrough font, as shown below:

See the Instructions tab Notes section for target accuracy of estimates. Note that the dates provided at PPR are used to monitor project schedule performance for subsequent gates.

A B C D E F G H

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Name DateNew Years Day 1/1/2014Birthday of Martin Luther King, Jr. 1/20/2014Washingtons Birthday 2/17/2014Memorial Day 5/26/2014Independence Day 7/4/2014Labor Day 9/1/2014Columbus Day 10/13/2014Veterans Day 11/11/2014Thanksgiving Day 11/27/2014Christmas Day 12/25/2014New Years Day 1/1/2015Birthday of Martin Luther King, Jr. 1/19/2015Washingtons Birthday 2/16/2015Memorial Day 5/25/2015Independence Day 7/3/2015Labor Day 9/7/2015Columbus Day 10/12/2015Veterans Day 11/11/2015Thanksgiving Day 11/26/2015Christmas Day 12/25/2015New Years Day 1/1/2016Birthday of Martin Luther King, Jr. 1/18/2016Washingtons Birthday 2/15/2016Memorial Day 5/30/2016Independence Day 7/4/2016Labor Day 9/5/2016Columbus Day 10/10/2016Veterans Day 11/11/2016Thanksgiving Day 11/24/2016Christmas Day 12/26/2016

NOTE: Holidays or other non-workdays can be added to this list. When making changes, always insert changes into the middle of the list so that formulas referencing the list are automatically adjusted. These formulas will not automaticall adjust if you append to the bottom of the list.

Contract Level Cost

2.1

Entry Level $ 49.87 Journeyman $ 63.18

Senior $ 71.00 Master $ 90.91

2.2.1


Senior $ 114.53 Master $ 153.52

2.2.2


Senior $ 102.21 Master $ 120.40

2.2.3



2.2.4


Senior $ 104.73 Master $ 136.08

2.2.5


Senior $ 109.84 Master $ 153.60

2.3.1


Senior $ 105.08 Master $ 132.25

2.3.2


Senior $ 105.08 Master $ 132.25

2.3.3



2.3.4

Entry Level $ 71.69

2.3.4 Journeyman $ 81.50 Senior $ 97.78 Master $ 123.80

Custom 1


Senior $ 120.00 Master $ 150.00

Custom 2


Senior $ 120.00 Master $ 150.00

Custom 3


Senior $ 120.00 Master $ 150.00




Red CellsIndicates negative values

Phase MSP-IT Control Gate Resource Role Level Notes Unit Cost Labor Days Total Cost


Project Concept Review $0 0 $ -

$ -

$ -

$0 0 $ - $0 0 $ -

Project Charter Review $0 0 $ -

$ - $0 0 $ - $0 0 $ -

Solicitation Review $0 0 $ -

$ - $0 0 $ - $0 0 $ -

Project Plan Review $0 0 $ -

$ - $0 0 $ - $0 0 $ -

Design, Build, Test


$0 0 $ -

$ -

$ -

$0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ -

Critical Design Review

$0 0 $ -

$ - $0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ -


$0 0 $ -

$ - $0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ -


$0 0 $ -

$ - $0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ -

Deployment


$0 0 $ -

$ -

$ -

$0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ -

$ - $0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ -


$0 0 $ -

$ - $0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ -

O&M

$0 0 $ -

$ -

$ -

$0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ -

Deactivation Approval Review

$0 0 $ -

$ - $0 0 $ - $0 0 $ - $0 0 $ - $0 0 $ -

Totals 0 $ - $ - $ -

Summary Roles Definition

Contract Cost Architect System Architects

2.1 0 $ - Deployer Deployment, Training, Communications, Installers

2.2.1 0 $ - Programmer Software development expertise

2.2.2 0 $ - PMO Scheduling, Procurement, Risk, Financial

2.2.3 0 $ - Project Manager Project Manager

2.2.4 0 $ - QA Process QA, S/W QA, Compliance

2.2.5 0 $ - Software DevelopeDevelopers, etc.

2.3.1 0 $ - Functional SME Process, CONOPs, Training Material, Test Scripts

2.3.2 0 $ - Engineering SuppoCCB, Defect Tracking, Requirements, Config

2.3.3 0 $ - Tester Tester, Test Tools, Test Reports

2.3.4 0 $ - Tier 1 Support Help Desk, Scripts, Queue Management

Custom 1 0 $ - Tier 2 Support Help Desk, Operations, Maintenance

Custom 2 0 $ - Tier 3 Support Help Desk, Patches, Configuration Changes

Custom 3 0 $ -

Total 0 $ -

Currently Funded?

Investment Management Code

Contract/Labor Source

Number of Resources by Control Gate

Total Cost By Control Gate

Total Cost by Phase

Transition to Operations and Maintenance

Annual System Performance Review


Number of Resources




Gold CellsIndicates that IMC required

A B C D E F G H I J K L M N O P Q R S T U V W X

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Materials and ODC Costs

Phase MSP-IT Control Gate


Project Concept Review

Project Charter Review

Solicitation Review

Project Plan Review

Design, Build, Test


Critical Design Review



Deployment


Deployment Transition to Operations and Maintenance


Annual SystemPerformance Review

O&MDeactivation Approval Review

Total


Category Name Currently Funded?Investment

Management Code


Unit Cost Quantity Required Total

$ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -

$ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -

Total $0

Cost CategoriesHardwareLicense

Maintenance AgreementPremium Support

OtherTravel






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Project Name: Version: Phase Labor Hours Costs Labor Days

Project Start Date: Version Date: Initiation & Planning 0 $ - 0

Phase MSP-IT Phase End Estimate Contract Labor Materials & ODC Design, Build, Test 0 $ - 0

Deployment 0 $ - 0

Initiation & Planning 12/30/1899 $ - $ - $ - $ - O&M 0 $ - 0

Design, Build, Test 12/30/1899 $ - $ - $ - Err:501 $ -

Deployment 12/30/1899 $ - $ - $ - $ -

Sub-total $ - $ - $ - $ -

System Operations * 12/30/1899 $ - $ - $ - Err:501 $ -

Total for all Control Gates $ - $ - $ - $ -

* Includes Tail (1 year of O&M) plus costs of Deactivation

Funding Item TotalTail (1 year of O&M) $ - TCO Cost $ - Total Unfunded $ - Funded $ - Materials & ODC $ - Labor $ -



Labor + Materials & ODC

Currently Funded?


Additional Funding Required




TCO CostDo Not ChangeTotal UnfundedDo Not Change

TailDo Not Change

Project Time Summary

Tail (1 year of O&M)

TCO Cost

Total Unfunded

Funded

Materials & ODC

Labor

$0.0K $0.0K $0.0K $0.0K $0.0K $0.0K

Select Project CostsProject Cost Summary

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Project Name: Version: Phase Control Gate Labor Hours Costs Labor Days Phase Labor Hours Costs Labor Days

Project Start Date: Version Date:


Project Concept Review 0 $ - 0 Initiation & Planning 0 $ - 0

Phase MSP-IT Control Gate Contract Labor Materials & ODC Project Charter Review 0 $ - 0 Design, Build, Test 0 $ - 0

Solicitation Review0 $ - 0 Deployment 0 $ - 0


Project Concept Review $ - $ - $ - $ - Project Plan Review 0 $ - 0 O&M 0 $ - 0

Project Charter Review $ - $ - $ - $ -

Design, Build, Test

Preliminary Design Review 0 $ - 0

Solicitation Review $ - $ - $ - $ - Critical Design Review 0 $ - 0

Project Plan Review $ - $ - $ - $ - Test Readiness Review 0 $ - 0

Design, Build, Test

Preliminary Design Review $ - $ - $ - $ - User Acceptance Review 0 $ - 0

Critical Design Review $ - $ - $ - $ -

Deployment

Deployment Readiness Review 0 $ - 0

Test Readiness Review $ - $ - $ - $ - Trans to Ops and Maint. 0 $ - 0

User Acceptance Review $ - $ - $ - $ - Post-Implementation Review 0 $ - 0

Deployment

Deployment Readiness Review $ - $ - $ - $ - O&M

0 $ - 0

$ - $ - $ - $ - Deactivation Approval Review 0 $ - 0

Post-Implementation Review $ - $ - $ - $ -

Sub-total $ - $ - $ - $ -

$ - $ - $ - $ -

Deactivation Approval Review $ - $ - $ - $ -

Total for all Control Gates $ - $ - $ - $ -

(1) See Notes on the Instructions tab for proper data and illustration of Skipped and Combined control gates

Funding Item TotalTail $ - TCO Cost $ - Total Unfunded $ - Funded $ - Materials & ODC $ - Labor $ -



Control Gate End Estimate 1 Labor + Materials & ODCCurrently Funded?


Additional Funding Required




TCO CostDo Not ChangeTotal UnfundedDo Not Change

TailDo Not Change

Annual Systems Performance Review

Transition to Operations and Maintenance

System Operations (1-year)

Annual Systems Performance Review

Project Time Summary

Tail

TCO Cost

Total Unfunded

Funded

Materials & ODC

Labor

$0.0K $0.0K $0.0K $0.0K $0.0K $0.0K

Select Project CostsProject Cost Summary

A B C D E F G H I J K L M N O P Q R S T U V W X

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VMO ONLY

Prioritization Assessment

Project priority ranking Project Concept priority rank (based on prioritization assessment) Out of (total # projects)

Prioritization notes

2.2.1 Capacity Assessment

Available capacity

Capacity assessment notes

Estimated 2.2.1 capacity required to execute project

Recommendation (based on capacity required, available capacity

and project priority)

Project Name: Version:

Project Start Date: Version Date:

Funding Source 2014 2015 2016 2017 2018 2019 2020 Total Light Blue Cells-Input InformationWhite Cells-Do Not ChangeAmount funded by the current budget submission Gray Cells-Do Not Change

$ - $ -

$ - Current budget funding Subtotal $ - $ - $ - $ - $ - $ - $ - $ -

Amount to reprogrammed from another IMC in the current budget submission $ - $ -

$ - Reprogrammed IRM funding Subtotal $ - $ - $ - $ - $ - $ - $ - $ -

Expected funding from another IRM Office, Bureau or Agency $ - $ -

$ - External Funding Subtotal $ - $ - $ - $ - $ - $ - $ - $ -

Funded Total $ - $ - $ - $ - $ - $ - $ - $ - Remaining unfunded amount

Unfunded Total $ - Total Project Budget $ - $ - $ - $ - $ - $ - $ - $ -

IMC Code(s) or Contract Name

Version # Description Edited By

1 Oscar Oliveros

1.1 Hannah Kemp

1.2 Formatting and cleanup Greg Steinbach1.3 Revised formulas Hannah Kemp1.4 Added columns in summary tab Hannah Kemp

1.5 Adam McIlwain

1.6 Dave Kubiak

1.7 Dave Kubiak

1.8 Dave Kubiak

1.9 Updated Gate Layout alignment IRM/BMP/PSO/MAP

2.0 IRM/BMP/PSO/MAP

2.1 IRM/BMP/PSO/MAP

2.2IRM/BMP/SPO/MAP

Basic Cost Estimates without contract or labor rate change capability

Revised control gate dates and updated formulas

Updated style and added function to auto-populate Project Codes

updated to include control gates and control gate breakdown

formatted for consistency, comments on labor adjustments added

comments, format, rate matrix and calculations

Updates in support of Version 1.1. For details on which comments have been adjudicated, refer to the MSP-IT Working Comments List for Version 1.1 at http://irm.m.state.sbu/ops/vanguard/vanguardservices/projects/emi/ep/MSPIT%20Version%2011/Forms/AllItems.aspx

Added the Funding Summary tab and supporting info on the Instructions tab, in support of enhanced budget language requirements

Updated labor rates for 2.2.4 and added labor rates for 2.2.3 and 2.2.5

Date

4/9/2013

5/13/2013

5/15/20135/15/20135/22/2013

6/6/2013

6/17/2013

7/1/2013

7/17/2013

9/12/2013

6/11/2014

8/12/2014

11/18/2015

Vanguard Task Order Identification Details

Task Order Contract Name Contract Number Contract Award Date Performance Period Total Contract Value Contract Areas Contract Type CO COR

2.1 Digital Management, Inc.

SAQMMA12F1424 5/11/2012 7 yrs. Awarded $4.9M,

Helpdesk and desktop support services.

FFP & T&M

Gail Shuster(Alliant task order) (start 6/1/12) (1 base/6 NTE $241.5M

1 yr. opts),5/11/12 to 5/10/19

2.2.1

SAQMMA11F0233 12/22/2010 10 yrs. Awarded $171.7M, FFP & T&M

Stephen Shinnick(Alliant task order) (start 2/9/11) (1 base/9 NTE $2,512M

1 yr. opts),2/9/12 to2/8/2021

2.2.2 (AAST/ Intercom)

SAQMMA12F0405 3/28/2012 7 yrs. Awarded $3.16M, FFP & T&M

Anne Marie Sheppard(Alliant task order) (start 4/1/12) (1 base/6 1 yr. opts) NTE $62.3M

4/1/12 to 3/31/19

2.2.3 TBDTBD

TBD TBD TBD TBD TBD TBD(separate contract)

2.2.4 Copper River

SAQMMA11D0114

9/12/2011

4 yrs. Awarded $0.0,

Telecommunications, Wireless and Data Services (TWD) Cabling.

IDIQ FFP & T&M

Theresa Hunt Debora Nagy(Alliant task order) (1 Base/3 1 yr. opt) NTE $28.5M

9/12/11 to 9/11/15

2.2.5 Not Awarded Not AwardedNot Not

Not Awarded Telephone procurement.Not

Not Awarded Not AwardedAwarded Awarded Awarded

2.3.1 Buchanan & Edwards

SAQMMA13F2905

9/29/2013 5 yrs.

Awarded $2.9M, FFP & T&M Andy Black and/

(Alliant task order) NTE $77.4M (w/award fee) Daniel

Feliciano

2.3.2 Buchanan & EdwardsSAQMMA13F2651

9/29/2013 5 yrs.Awarded $2.1M, FFP

(Alliant task order) NTE $59.9M (w/award fee)

2.3.3 Valida Tek Inc.SAQMMA13F2583

9/29/2013 5 yrs.Awarded $1.4M,

Enterprise data center management and hosting services.FFP & T&M

(Alliant task order) NTE $34.7M

2.3.4 ClearavenueSAQMMA13F2906

9/29/2013 5 yrs.Awarded $3.3M, FFP & T&M

(Alliant task order) NTE $17.2M (w/award fee)

Vendor Management Office, Contract Management Plan for the Vanguard 2.0 Program, 10-29-13

Steven Haines

(w/performance incentives)

Science Applications International Corporation (SAIC)

Servers, mainframes, network devices, network perimeter, Anti-Virus Engineering, Public Key Infrastructure (PKI)/Biometrics/Encryption,

Monitoring Tools, Telephony, Mobile Computing Platform, Virtual Environment, and Enclave Design/Security Engineering.

Steven Haines

(w/performance incentives)

IT Change Control Board (CCB) Support, Enterprise Licensing, Anti-Virus Operations/Purchasing, Video Teleconferencing Center (VTC)

and Enterprise Server Room Operations.Steven Haines(w/performance incentives)

Hardware/software supply chain and logistics management. This covers the procurement, warehousing, shipping, installation and

cabling for the worldwide IT infrastructure.

(individual delivery orders)

Enterprise systems development/operations & maintenance (O&M), data management and governance, enterprise application

integration, e-Diplomacy (eDip), and knowledge management tools support.

Steven Haines

Enterprise messaging systems development Smart Messaging and Achieve Retrieval Toolset (SMART), legacy messaging support, and

enterprise collaboration services.Steven Haines

James Latta and Penny Duncan

Steven Haines

Melonie Parker-Hill and Ray Brow(w/performance

incentives)

Remedy configuration and development support, and remedy O&M support.

Steven Haines

Blair Townsend and Craig Stewart

InstructionsProject Name and ScheduleHolidaysRatesLaborMaterials & ODCSummary PCRSummary PPRPage 3Funding SummaryVersion HistoryVanguard Reference

cost estimate workbook

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