Produce IPMDAR Dataset

  • When you need to identify the major subcontractors for the work effort, create a user defined code structure and add it to the organization structure. See Add Code Structure User Fields.
  • Confirm the project's reporting requirements so you can select the applicable data detail level. At a minimum, this is the control account level. You may need to include the work package or element of cost details.
  • Use the four predefined summary element of cost (EOC) categories required for the IPMDAR Data Item Description (DID). These are assigned to the detail level resources in the project's resource structure. The four summary categories are labor, material, other direct costs, and subcontract.
  • Create a directory for the set of JSON encoded data files that are produced when you run the report. You may want to create subfolders for each reporting period. That way it is easy to find the set of output files.

Prerequisites

  • Verify the contract information has been entered for the project (Manage Projects tab window, Contract tab). The content from this tab populates the heading meta data for the Contract Performance Dataset (CPD). You must be an administrative user to enter the contract information for the project.
  • Verify the contract budget base data including the Best Case, Worst Case, and Most Likely Estimate at Completion values has been entered for the project (Manage Projects tab window, Change Control tab). The content from this tab also populates meta data for the deliverable dataset. You must be an administrative user to enter the contract budget base data for the project.
  • Verify you have identified the control accounts for the project in the main EVMax window. This is a defined level in the deliverable dataset. See Identify Control Accounts. When you are using summary level planning packages (SLPPs), verify you have identified them in the main EVMax window. SLPPs are also a defined level in the deliverable dataset. See Rolling Wave Planning on how to set up and maintain SLPPs.
  • Verify you have created a project organization structure or OBS to identify the organization entity such as a functional organization, work team, or person responsible for managing a control account (who is responsible for a single WBS element). An OBS is required for the dataset.
  • Earned value has been calculated, actual costs have been imported from the accounting system and estimate to complete values have been updated for the current reporting period.

These steps assume you are producing an IPMDAR Contract Performance Dataset for a single project and you don't have an existing IPMDAR template set up. Once you create a template, you can select the template to auto populate the deliverable dataset option settings.

  1. Select Reports > IPMDAR in the Navigation Menu. A separate Reporter window displays. The default view is the File tab window. The left pane displays the groups of output options for the report. The right pane row and column grid is empty.
  2. Set the General output options.
    1. Accept the default [None] selection for the Template dropdown. Once you create a template, you can select it from the dropdown.
    2. Select Project from the Mode dropdown.
    3. Accept the default IPMDAR Cost Format (JSON) selection for the Format dropdown.
    4. Select your project from the Project dropdown.
    5. Select ControlAccount from the Structure dropdown. Recommend selecting the control account over the WBS option because this is an identified reporting level that identifies a single WBS element and a single responsible organization assigned to the WBS element.
    6. Accept the default of 0 selection for the Level dropdown.
    7. Accept the default reporting period in the Period dropdown. The default is the current reporting period set in the main EVMax window.
    8. Optional. Click the Include WPs check box when you want to include the work package level of detail.
    9. Optional. Click the Include EOCs check box when you want to include the element of cost level of detail.
  3. Set the Organizational Structure output options. You must select a structure.
    1. Select the organizational structure for your project in the Structure dropdown.
    2. Select the structure level for the report from the Level dropdown.
    3. Optional. When you have created a user defined field or code structure that you have added to the organization structure to identify subcontractors, select it from the Subcontractor dropdown.
  4. Optional. Set the Custom Fields output options. When you have created user defined fields at the work breakdown structure (WBS)/control account (Available Acct Fields) or work package (Available WP Fields) level, you can include them in the dataset.
    1. From the list of Available Acct Fields, select the user defined field and click Add >. This moves the field to Acct Fields box.

    2. From the list of Available WP Fields, select the user defined field and click Add >. This moves the field to WP Fields box.

      Tip:

      To remove a user defined field from the Acct Fields or WP Fields box, select the field and click < Remove.

  5. Set the Results output options. Notice the HOURS result is preset for you.
    1. From the list of Available Results, select the DOLLARS result (or equivalent result name for direct cost values) and click Total >. This moves DOLLARS to the Totals box.
    2. When applicable, from the list of Available Results, select the Cost of Money result and click COM >. This moves the result to the Cost of Money box.
    3. From the list of Available Results, select the G&A overhead result and click GandA >. This moves the result to the General and Admin box.
    4. From the list of Available Results, select other overhead results and click OH >. This moves the result to the OH box.

    5. From the list of Available Results, select the FTE result and click FTE >. This moves the result to the FTE box.

      Tip:

      To remove a result from the Totals, Cost of Money, General and Admin, OH, or FTE box, select the result and click < Remove.

  6. Optional. Set the Custom Summary output options. Should you have any remaining results that are not assigned to a standard category in Step 5 (Totals, Cost of Money, General and Admin, or OH), you can group them into a custom summary.
    1. Enter a Name for custom summary result.

    2. Select the Results you want to add together and click Add.

      Tip:

      To remove a custom summary, select the row you want and click < Remove.

  7. Click Run Report. A Browse for Folder window displays.

    1. Navigate to the directory where you want to save your output files and click OK. EVMax creates a set of JSON encoded data files.

      Tip:

      The set of JSON encoded files are organized into a zipped file labeled with the project name (<Project> IPMDAR.zip). You can use the zipped file to send the Contract Performance Dataset to your customer.

    2. Optional. To view the JSON encoded data files, click View Json File. See View the IPMDAR Dataset Files.
  8. Click Save As in the Ribbon Menu. The Template Name dialog box displays.

  9. Enter a Name for the template and click Save. The next time you produce an IPMDAR dataset, you can select the template. You can always modify the template auto populated settings as needed.

    Tip:

    If you make changes to a report template you want to keep, click Save in the Ribbon Menu. Or, if you want to create another template using your changes, click Save As in the Ribbon Menu.

  10. Close the Reporter window to return to EVMax.