Page 10 - VYSNOVA PROGRAM MANAGEMENT GUIDE 20200625

Vysnova Standard PgM Docs ShareSync folder, see Annex E). All briefings should be saved in the
designated folder on ShareSync that is shared with Leadership’s Executive Assistant.

Cost Management
Vysnova uses multiple tools and processes to track individual project costs, which are then aggregated
within the PMO to track overall project spend. During project planning, the Vysnova finance team
works with the PM and Finance and Accounting Specialist (F&A) to develop a budget and spend plan.
The spend plan allocates costs for subcontracts, technical consultants, PMO support, equipment and
supplies, and travel and projects monthly costs for each category. Typically, the spend plan covers
the contract’s Period of Performance (POP) and illustrates how the total contract value (budget) will
be expended during this POP. Templates for a Cost-Plus Fixed Fee (CPFF)- or Firm Fixed Price (FFP)-
type program are available in the Vysnova Standard PgM Docs folder (see Annex E). For Time &
Materials (T&M)-type contracts, the F&A will need to work with Accounting to create a budget and
spend plan. To enable effective oversight of our subcontractors from a cost perspective, we flow down
all necessary approval clauses and processes and provide training in expenditure monitoring and
reporting. As project execution progresses, the Program Management Office (PMO) finance team
inputs actuals, monitors, and regularly reports project expenses, alerting the PM to any anomalies.
We track and report project funding by CLIN, ACRN, and/or lines of accounting (LOAs) and collaborate
with client finance staff to ensure all records are up-to-date and in agreement. We include an analysis
of financials in all Monthly Reports, Risk Management (RM) briefings, and other ad hoc
communications so client stakeholders are fully aware of any finance-related risks or issues that could
impact project objectives. If changes are required, the PMO finance team coordinates with the client
(COR) when budget realignments are needed.

Schedule Management
During project planning, Vysnova establishes a POAM for each project. The POAM provides a baseline
of all project timelines, deliverable due dates, action item due dates, owners, and the critical path
against which the PMO must monitor progress. The POAM is a crucial component of project tracking
as it verifies accountability and ensures control methods are in place. The POAM serves as a Master
Schedule, which is created in Smartsheet to track two levels of timelines: overall
benchmarks/deliverables (e.g., research protocols, manuscripts) and individual research tasks for
specific efforts and responsible parties. The POAM identifies critical path dependencies, with one of
the most important being procurement activities.

When a project milestone is not met, there is typically a domino effect connected to performance and
cost. Proactive monitoring of the schedule is therefore critical to avoiding cascading impacts. As
project execution proceeds, we update the POAM with actuals, use this data to identify schedule risks,
and populate the project risk register (see RM section below). The Vysnova PM monitors the POAM
to verify that Vysnova projects stay on track to meet or exceed all project milestone targets. Our team
conveys progress to the client by providing a section on project progress in our monthly and/or
quarterly reports, including any changes to the schedule that have occurred within the preceding
month.

Copyright 2020 Vysnova Partners Inc. All rights reserved.

6