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Proposals, From a Cost Perspective

Proposals, From a Cost Perspective. Adapted from Claude Freaner Office of Earth Science NASA Headquarters.

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Proposals, From a Cost Perspective

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  1. Proposals, From a Cost Perspective Adapted from Claude Freaner Office of Earth Science NASA Headquarters

  2. NASA needs to be able to make independent assessments of the Cost Risk and the Cost Realism of each project to lessen the chance of mission failure. Some consequences of inadequate assessments are: Cancellation De-scope of Instrumentation Loss of spacecraft/instrument Loss of resolution Reduced operational period The earlier the independent assessment is made, the more taxpayer dollars may be saved. Proposal Preparation Why Worry About Cost?

  3. 1. Headquarters approves a draft NRA/AO/RFP that defines what we are looking for. 2. PIs write proposals and submit them. 3. Reviewers read the proposals, identifying strengths, weaknesses, and risks • Science • Technical • Management • Cost • Education • Other Opportunities (SDB, Commercialization, Public Outreach) 4. Selection Official makes a decision based on the above areas plus funding availability and political necessity. Proposal Preparation How are Proposals Selected?

  4. READ THE REASoN CAN, COVER TO COVER!!! Read the Technical, Management, Cost, Education & Public Outreach, and Proposal Submittal sections with as much attention to detail as you place on the Science Section The biggest risk to the PI at this stage is that the proposal will not be selected. Some suggestions to prevent rejection: Provide ALL requested data Look for”show”, “list”, “provide”, “explain”, “describe”, etc. Make liberal use of a highlighter Create a compliance matrix, include it with the proposal Get a good Project Manager and Systems Engineer right away - they’re experts in what needs to be done Pay attention to proposal submittal instructions Proposal Preparation First Step for a Prospective PI:

  5. Proposal Preparation Example (from IIP NRA): IIP Proposals: 16 of 64 did not provide SOW 9 of 64 did not provide milestone charts 5 of 64 did not provide full-cost accounting for government work 36 of 64 did not provide a monthly cost plan

  6. Proposal Preparation Examples (Continued) From IIP NRA: From ESSP AO-3: Indicate funding for PI and each Co-I in a small table, similar to this, along with the individual’s responsibility in the proposed project.

  7. Proposal Preparation

  8. Proposal Preparation Why All This Detail? Risk Reduction. Cost details tell the reviewer you understand the problem, you’ve covered all the costs, and your costs are reasonable.

  9. Basis Of Estimate: How you determined what the cost will be. Catalog price Vendor quote http://www.policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.shtml Vendor ROM (or NTE) quote Detailed breakdown of time and materials to build it Similar to one built on another program last year (analogy) “Engineering judgement” (SWAG) Proposal Preparation What is a “Basis Of Estimate”? Every cost in the proposal should have a Basis of Estimate!

  10. Proposal Preparation Example

  11. Proposal Preparation Example Let the computer do the work

  12. 1. Begin with a skeleton. Create a MS Word document with sections marked per NRA/AO/RFP directions. If the proposal has a page count limitation, give each section the number of blank pages allowed. Put in sub-section titles as required. 2. Identify required information for each sub-section. Cut and paste the required info from the proposal submittal instructions or your compliance matrix. 3. Identify which proposal subsections will require outside help - get the help started. Get an experienced and knowledgeable Project Manager and Systems Engineer very early in the proposal process. 4. Begin writing each subsection, paying close attention to the compliance matrix, and updating it as you go. 5. Arrange for an in-house Red Team review of your proposal to take place a couple of weeks prior to the submittal date. Proposal Preparation Proposal Writing Made Easier

  13. Pressed for time? If the NRA/AO/RFP mentions student involvement, think about college students helping with the proposal: An undergraduate management student can create the compliance matrix for you, an MBA candidate with technical BS can create and maintain your cost data, your risk assessment section, and your management section as you and other team members develop them. Find an English major or Journalism graduate student or civil servant to proofread your proposal drafts. Find an art or graphic design student to help you design the layout and artwork (or contact Center graphics office) Proposal Preparation Proposal Writing Made Easier (Cont.)

  14. One page on the wall for each page allowed in the NRA/AO/RFP instructions Blank at first Section headings Rough Drafts Final Copy Ensures everyone knows the “big picture” Proposal Preparation Set Up A “War Room”

  15. The Red Team pretends to be a Source Selection Board. Composed of Scientist, Technologist, Management, Cost, Education/Public Outreach personnel Quickly reads the NRA/AO/RFP Validates your compliance matrix to the NRA/AO/RFP Validates your proposal to the compliance matrix The Red Team offers suggestions to improve all parts of the proposal Brutally frank, but constructive, criticism Red Team Review must be completed in just a couple of days max! Proposal Preparation What Does a Red Team Review Do? When the Red Team is finished, re-write your proposal as appropriate, and complete any remaining unfinished sub-sections

  16. Start with the Center Systems Management Office. If they don’t have one, demand they provide one. Contact Co-Workers - offer to be on a Red Team for them in the future. Proposal Preparation Where do I find my Red Team?

  17. "An Organized, Systematic Decision-Making Process That Efficiently Identifies Risks, Assesses or Analyzes Risks, and Effectively Reduces Or Eliminates Risks to Achieving the Program Goals.” Step 1: Admit there are risks… Step 2: Identify what can go wrong Analyze and Assess consequences Mitigate the impacts; develop plan to prevent Track progress Update Continuously Proposal Preparation Definition: Risk Management (7120.5A) http://www.hq.nasa.gov/office/codeq/risk/risk.htm

  18. • Provide requested data. Information can reduce uncertainty. • Plan adequate margins and contingencies • Anticipate adversity • Plan (and use) Peer Reviews Proposal Preparation What Can Be Done To Lower Risk? ?

  19. Adequate Information About The Estimate Provide Requested Data Write Down Assumptions Provide Basis of Estimate Show Calculations Be Consistent and Traceable Adequate Funding Reserves Bottoms-Up Allocations, Based On Risk Project Phase Specific Adequate Schedule Reserves Along Critical Path Funded (“marching army”) Tracking And Control (Earned Value…) Proposal Preparation How Is Cost Risk Reduced? ? ? ?

  20. Questions? Points of Contact Area POC email Research Martha Maiden mmaiden@hq.nasa.gov Applications Ed Sheffner esheffne@hq.nasa.gov Education Ming-Ying Wei mwei@hq.nasa.gov Technology Karen Moe Karen.Moe@gsfc.nasa.gov SEEDS Kathy Fontaine Kathleen.S.Fontaine.1@ gsfc.nasa.gov Other questions: Ed Sheffner 202-358-0239

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