Attachment 6 OBAA Topic Solicitation No. 16 - _Monthly Reporting Template.docx

Project Title <A report is required for each reporting period, typically monthly submitted by the 15th of the following month and prior to the submission of any invoice for work completed. However, the Contractor may request a waiver from the COR by email if the level effort for a month is very low. The email should include the invoice amount for the period and the primary cost drivers for the invoice. If the waiver request is approved, the reporting period for the next report shall cover the full period from the last approved report.>

Monthly Progress, Status, and Management Report # <Use same # as in header.> Issued: Month Day, Year <Insert,> Covering the Period: Month Day, Year through Month Day, Year <Insert,> (Financial information through Month Day, Year) <Insert,>

70RDND18Fxxxxxxxx <Provide the IAA/Contract # in format shown.> Period of Performance for Current Phase: Month dd, yyyy to Month dd, yyyy Period of Performance for Program: Month dd, yyyy to Month dd, yyyy

CWMD Program Manager: <Insert PM name>

Prepared by: Name, Title <Insert.> Company, Laboratory, or Institution Name <Insert.> Address Line 1 <Insert.> Address Line 2 <Insert.> Place, State Zip <Insert.> Email Address <Insert.> Phone <Insert.> Attachment

Monthly

Reporting Template

RFP

70RWMD23R000000

Team Contact Information Sheet <Provide point of contact information for key personnel.>

Primary Organization:

PM

Name Phone Mobile Email

PI

Name Phone Mobile Email

Key Team Member #3 Name Phone Mobile Email

Key Team Member #N Name Phone Mobile Email

Subcontractor #N (Name of Organization)

Key Team Member #1 Name Phone Mobile Email

Key Team Member #N Name Phone Mobile Email <Add more pages as necessary.>

1. Program Overview <Provide a brief summary of this project including the following information:

· Contract/IAA vehicle, Phase number, and/or Task Order;

· Current period of performance from effective start date of contract through the latest end date of the awarded phase(s) as per contract documents;

· Expected period of performance from effective start date of contract through the latest end date of all phases;

· Description and scope of project. The description should stand on its own outside of the context of a monthly report, as it may be used to fulfill requests about the contract.

A good summary should not require many edits as the program progresses through the development phases. Most edits will occur at phase endings, e.g., changing tense for a phase description, and perhaps, adding key findings, as a phase is completed, and updating text to be consistent with any updates to the SOW for the new phase.

2. Progress Since Last Report and Status <This section has three parts: a brief summary of the activities in the reporting period, a table highlighting the most significant achievements or challenges, and a detailed discussion of progress by task/subtask> Begin with the summary. In a paragraph or two, provide a summary of the program progress compared to the last reporting period. Include a discussion of all activities identified in section ‘Planned Activities for Next Period’ of the previous report. Note that planned activities that did not occur and unplanned activities that did occur also should be explained.

Following the summary, include the table depicted below. Identify significant achievements and challenges encountered during the reporting period by task/subtask numbers delineated in the SOW. Subtask numbering and reporting is encouraged, particularly if provided in the SOW. Also:

· In the Program Progress column, report the most significant progress (achievements, difficulties, and/or set-backs) since the last report (not since program start), measured against program milestones and schedule.

· In the Last Report Status column, verify/update the color code status (see below) to match the previous reporting period and provide the number of months (mo) or weeks (wks) behind or ahead of the last program plan and schedule approved by the COR.

· In the Current Report Status column, set the color code status and the number of months (mo) or weeks (wks) behind or ahead of the last program plan and schedule approved by the COR.

· When a task/subtask is completed, insert the word “Completed” in front of the the number of months (mo) or weeks (wks) behind or ahead of the approved program plan at the time the task was completed >

Tasks

Program Progress

1 mo ahead Completed 1 mo ahead

2 mo behind

3 mo behind

5.0

Status color code definitions: R= Task completion at risk, Y= Milestones/Deliverables at risk, G=Task proceeding as planned, B=Task Completed.

Progress Details:

<Following the table, provide detailed explanations of all progress, accomplishments, status and difficulties encountered in reporting period. For each task/subtask that was active during the reporting period, describe the activity. If there was a change in status from the previous period, provide a rationale for the change. Inclusion of figures, charts, and images highly encouraged>

Task 1: … Detail progress or set-backs for each task, as appropriate. You do not need to list tasks for which no action was involved over the reporting period, unless it is related to a set-back or difficulty.

Task 2:

Task 3: … Task 3.1:

Task 3.2:…

3. Quantitative Performance Metrics Status <In the table below, list the performance metrics that can be used to both inform project decisions as well as inform government oversight of the project, their respective goals/objectives, estimated completion date, and current status. For any metrics that are driving a key technical, budget, and schedule issue, please indicate these issues and their impact in the next section of this report.>

Performance Metric Description

Goal/Objective Estimated Completion Date

Current Status

4. Key Issues: Technical, Budget, and Schedule <Use the table below to record key technical, budget and schedule issues as they are identified. Once an issue appears in the table, it shall remain in the Table for the remainder of the period of performance. When an issue is resolved, record the date of resolution and the actual impact on the program. Note that the table text should be concise as details for each issue are recorded in the space following the table. You may use the table to remind the PM of upcoming issues with contract management, to including pending PoP expirations, or need for next phase awards>

Issue

Status/Response T/B/S

Impact

Contingency adequate

delayed by 1 months

Impact type: T/B/S means Technical, Budget and/or Schedule;

Severity Color Code: R=Project likely at risk, Y= Milestones/Deliverables likely at risk, G=Milestones/Deliverables slightly at risk, B=Issue resolved.

Issue Details:

<For each Open issue, describe the issue in detail and the impact on the program, as appropriate. Discuss any changes in status or impact from last report as well as any activity directly related to the issue. If there was a change in status from the previous period, provide a rationale for the change.> Issue 1:

Issue 2: … Issue 3: …

5. Funding Profile Cost Status for Phase(s) In Progress:

<Provide a chart for each active phase showing three curves : (1) cumulative actual expenses from phase start through the latest financial period; (2) cumulative actuals plus open commitments (leans) from phase start through latest financial period, and (3) planned (budgeted) expenses from program start to the period of performance end date. Please see sample chart below. Note that the total of the planned (budgeted) expenses should not exceed the current ceiling for the phase as specified in the latest contract documents. >

Cost Growth Variance Details:

<Explain any current variance (planned (budgeted) expenses - cumulative actuals plus open commitments) that is more than 25% of planned (budgeted) expenses, whether positive or negative. If the current variance is within 25% of planned (budgeted) expenses, enter “NA”. >

Summary of Actual Costs for Current Phase(s) in Progress: < Complete/update the following table. Note that the Monthly Total should match the most recent invoice submitted to CWMD for the period. Note also, that “Plan Total” for a phase should not exceed the current ceiling for the phase as specified in the latest contract documents. >

Cost Breakdown in Thousands of Dollars by Phase and Task

Phase and Task

Labor

Matl

Capital

Travel

ODCs

Indirect

Monthly Total

Liens ($K) Actual + Liens ($K) Cumu- lative Total

Plan Total

I.1

I.2

I.3

I - Total

Monthly Total

Cumulative Total

Plan Total

Note 1: The financial period is financial period through <date>. <Verify date matches that on cover.> Note 2: Percent (%) refers to percent of Cumulative Actuals compared to Plan Total.

Monthly Travel

Significant ODCs for Phase(s) in Progress:

<Complete/update the table to indicate significant costs not yet posted/invoiced, i.e., major procurements, travel, etc.> Significant ODCs

Item Cost (in $1000) Committed (Y/N)

Total

6. Planned Activities for Next Month <Use the table below to identify activities by task that are planned for the next reporting period. Note that the table text should be concise as discussion for planned activities should be recorded in the space following the table.>

Planned Activities for Next Month

I.2

I.3

II.1

II.2

Details for Planned Activities <Provide details on planned activities as needed by Task/subtask. >

7. Contract Schedule Status Program Gantt Chart:

<Provide a copy of the Gantt chart for performing the current SOW showing tasks, subtasks, milestones, external handoffs/inputs, and major program deliverables. Include as a note to the Gantt chart the date of COR approval.

The Contractor shall notify the COR in a timely manner when the Gantt is no longer valid due to changes to the baseline. The Contractor should submit a recommended Gantt update to the COR and may submit it through a Monthly Report, as desired. However, the proposed Gantt shall be clearly labeled as “proposed”. Gantt charts should be formerly reviewed and approved at the beginning of each phase.

Similarly, the Contractor cannot unilaterally extend the period of performance. A period of performance extension requires a contract modification.

<Example note for Gantt: “Note that the above Gantt chart was approved by the COR at the March 23, 2013 QPR.”> Milestone Table:

<Please fill out the table below with anticipated milestones during the current phase being reported, according to the Gantt Chart above>

Notes

June 2019

September 2019 See Task A under Section 2 and Key Issue B under Section 4

Status: R= Milestone will miss estimated completion date, Y= Milestones at risk/behind schedule, G=Milestone on track for estimated completion date, B=Milestone Completed.

8. Publications, Conference Presentations, Intellectual Property, & Students <This section must contain the following:

· Provide a list of peer-reviewed publications that are in press or have been published, any oral or poster presentations given at a recognized scientific or technical conference, and any patents filed under the project.

· For software development projects, report the number of software licenses that have been distributed per government fiscal year of the project.

· Report any awards given in recognition of scientific achievement (i.e. R&D 100)

· Please populate the table below for postdocs/students supported by (i.e. funded directly by award) and students involved in (i.e. not directly supported but participating) the project broken out by government fiscal year.>

Fiscal Year (FYxx)

9. Organizational Status <Provide relevant information on organizational status including, but not limited to, personnel changes, management changes, safety or security issues, etc.>

10. Additional Information <Provide any additional information on technical progress during the reporting period, e.g., new modeling/measurements/analysis results, photos, graphs, etc. > image3.png image1.png image2.png