central virginia ncma chapter the arrt of defining requirements well defined requirements make for...
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Central Virginia NCMA Chapter
The ARRT of Defining Requirements
Well defined requirements make for good Contracts
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FY 09
FY 13
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FY 14 DOD Service Acquisition Spend
Transportation; 8.1 Logistics Mgt; 4.6
Equipment Related; 16.6
Electronis & Comm; 15.8
Medical; 14.1
Facilities; 26.1
Knowledge Based
Services; 32.5
Total Spend $118.8 BillionOver half of annual DOD contract dollars obligated
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“Performance-Based Acquisition (PBA)” means an acquisition structured around the results to be achieved as opposed to the manner by which the work is to be performed. FAR 2.101
Describe the work in terms of the required results rather than either “how” the work is to be accomplished or the number of hours to be provided.
Enable assessment of work performed against measurable performance standards (quality, timeliness, cost). Using the QASP (quality assurance surveillance plans) as the basis for surveillance.
FAR 37.6
Performance-Based Acquisition
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Framework for theService Acquisition Process
• Conduct Historical Analysis• Define Stakeholder & Customer needs
2. Review Current Strategy
3. Market Research
• Analyze Market• Identify suppliers
4. Requirements Definition
• Business Strategy• Acquisition Strategy
5. Acquisition Strategy
• Select Right Contractor• Award Contract• Transition strategy
6. Execute Strategy• Monitor Performance• Build & Manage Relationship
7. Performance Management
Mission Requirement • Leadership Support
• Build the Team
1. Form the Team
Mission Results
SB
Users
Tech
Legal
PEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. Mgr
Stakeholders
AcquisitionTeam
• Draft Requirements Roadmap• Define Requirement
Plan
Develop
Execute
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Step Four – Requirement Definition
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Conduct performance Risk Analysis.
Requirement DefinitionSub-elements
2. Review Current Strategy
3. Market Research
4. Requirements Definition
5. Acquisition Strategy
6. Execute Strategy
7. Performance Management
Mission Requirement
1. Form the Team
Mission Results
SB
Users
Tech
Legal
PEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. Mgr
Stakeholders
Acquisition Team
Service Acquisition Process
Conduct a Requirements Analysis.
Standardize requirements where possible to leverage market influence.
Build Requirements Roadmap.
Develop the QASP.
Develop Independent Government Cost Estimate (IGCE) based on projected demand forecast.
Develop a PWS or SOO.
Establish stakeholder consensus.
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Build the Roadmap
• You’ve got the key inputs necessary to start the development process.Identify Stakeholders (step 1)
Baseline Analysis (step 2)
Market Research (step 3)
Using these inputs as the starting point, begin to define and refine your performance objectives using the requirements roadmap process.
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Requirements RoadmapThe Requirements Roadmap process is the proven process
on which the ARRT Suite is built.
High LevelObjective
Inspection Incentive
TypeH
Performance
Task StatementABC
StandardD
AQLD
WhatE
HowF
WhoG
3.1…. 3.1.1
3.1.2
3.1.3
3.2…. 3.2.1
3.2.2
AlignmentAlignment
Vision:
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What ARRT Does…
Requirements Roadmap WorksheetRequirements Roadmap Worksheet
TaskABC
StandardsD
AQLD
IncentiveH
InspectionEFG
PWS
QASP
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Requirements AnalysisARRT’s Performance Work Statement (PWS) Structure
PWS
HLO 2
Task
Task
Task
HLO 1
Task
Task
Task
Task
HLO 3
Task
Task
Task
Task
Task
HLO4
Task
Task
Task
10%
30%
40%
20%
30%
30%
30%
40%
20%
10%
10%
40%
20%
20%
40%
40%
30%
30%
10%
WBS Level 1: Vision
WBS Level 2: High Level Objectives
WBS Level 3: Performance Tasks
Note: This sample contains weightings for each task and HLO for evaluation factor development and performance assessment purposes.
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Roadmap Provides the Linkage and Alignment throughout the process
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Acquisition VisionStakeholder Desired Results - HLO 1….. - HLO 2….. - HLO 3….
Quality Assurance Surveillance Plan (QASP)
ABCDEFGDeliverables
AcquisitionStrategyIncentivesTEP Factors for Section M of RFP
Requirements Roadmap WorksheetRequirements Roadmap WorksheetTaskABC
StandardsD
AQLD
InspectionEFG
IncentiveH
Performance Work Statement (PWS) or SOO – ABCD Deliverables
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Task Statements
Requirements Roadmap WorksheetRequirements Roadmap Worksheet
StandardsD
AQLD
IncentiveH
InspectionEFG• Tasks define specific results or
outcomes required to satisfy a high level objective.
• Task statements must define a result, the context, or what the result applies to and what action the contractor is required to perform to achieve the result.
• Use nouns and verbs to objectively describe the results and actions.
• They do not describe how the function should be performed.
TaskABC
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Dissecting a Performance Work Statement
• The Contractor shall research and design polio vaccine for world wide distribution. Vaccine is inactive during storage and transportation
and is activated by application of saliva. It’s cost is low enough to enable distribution to all
populations in third world countries.
A PWS Statement is composed of multiple parts.
The roadmap helps build these from the top down, but lets examine one from the bottom up.
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• The Contractor shall research and design Polio vaccine for world wide distribution.
Vaccine is inactive and is activated by application of saliva. Does not require refrigeration support for shipping and
storage Cost is low enough to enable distribution to populations in
third world countries.
Performance Work Statement
A - The Result, of the Task
B - The context of the work to be performed
C - The “Action(s)” that you want performed
D - The level of performance that you want (standard)
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The Performance Task
This is your Task Statement.
• The Contractor shall research and design Polio vaccines for world wide distribution.
Vaccine is inactive during storage and transportation and is activated by application of saliva.
Does not require refrigeration support for shipping and storage Cost is low enough to enable distribution to populations in third
world countries.
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This is the Performance Work Statement = Task + Standards
This is your Performance Work Statement.
• The Contractor shall research and design Polio vaccines for world wide distribution.
Vaccine is inactive and is activated by application of saliva.Does not require refrigeration support for shipping and
storage.Cost is low enough to enable distribution to populations in
third world countries.
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ABCs of Writing Effective Task Statements
• Performance based contracts require that you communicate clearly:
What results you are looking for? AWhat is the context of those results? BWhat actions you want the contractor to do to achieve
those results? C
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Determine What Level of Performance you require
Requirements Roadmap WorksheetRequirements Roadmap Worksheet
TaskABC
StandardsD
AQLD
IncentiveH
InspectionEFG
• Performance Standards describe what level of performance must be met to satisfy the required task.• Standards should be established based on mission requirements
and not over stated.– Ask the Question: What is the basis for the standard and why at that
level?
• Standards must be clear and measurable.• Standards are described with adverbs and adjectives.• Are the standards you’re setting achievable and affordable?
– Are you willing to pay extra for a higher standard ?– What is the impact on your budget ?
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Developing Performance Standards
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“Task Statement……..Performance Standard”
• How do you define success for your Performance Objective?• Reliability (System is running)• Responsiveness (Services provided on time)• Appearance (Contractor uniforms)• Cleanliness (No visible dirt/dust)
• Standards will fall into one of these categories• Performance/Quality• Schedule or Timeliness• Cost
WHAT Level
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Define Your Tolerance for Variation
• Is there an allowable range of performance associated with each performance standard?– Perfection comes at a price.
• What should you address to determine if an AQL is appropriate?– Will it still achieve our performance task result?– Is it easily understood?– Is it clearly delineated?
• An AQL is an acceptable deviation from the performance standard.
• However, the contractor is still expected to meet the performance
standard.
Requirements Roadmap WorksheetRequirements Roadmap Worksheet
TaskABC
StandardsD
AQLD
IncentiveH
InspectionEFG
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High LevelObjective
Inspection Incentive
TypeH
Performance
Task Statement Standard AQL WhatE
HowF
WhoG
3.1…. 3.1.1
3.1.2
3.1.3
3.2…. 3.2.1
3.2.2
AlignmentAlignment
Vision:
How Will You Know?Determine Assessment Approach
This is our focus… How will you know?Acquisition VisionDesired Results - A… - B… - C…
Acquisition VisionDesired Results - A… - B… - C…
DesiredOutcome
Requirements Roadmap Worksheet
Determine:1. Who will collect the data?2. Where will it come from?3. How will the measure be calculated?4. How often do you want to collect and review the information?5. If you write an objective that is impossible to inspect you must modify the objective, task or standard.
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What are you going to look at?
Performance Task
Standard / AQL
Inspection (Method / Type)
What How Who
Research and design polio vaccine for world wide distribution
Vaccine is inactive and is activated by application of saliva. It’s cost is low enough to enable distribution to all populations in third world countries.
Polio vaccine design research Report(s)
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How are you going to measure it?
Performance Task
Standard / AQL
Inspection (Method / Type)
What How Who
Research and design polio vaccine for world wide distribution
Vaccine is inactive and is activated by application of saliva. It’s cost is low enough to enable distribution to all populations in third world countries
Polio vaccine design research Report(s)
100% review of studies and research report analysis
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Who is going to measure it?
Performance Task
Standard / AQL
Inspection (Method / Type)
What How Who
Research and design polio vaccine for world wide distribution
Vaccine is inactive and is activated by application of saliva. It’s cost is low enough to enable distribution to all populations in third world countries
Polio vaccine design research Report(s)
100% review of studies and research report analysis.
COR/scientist for polio vaccine project
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ARRT Demo
Performance Assessment
Component
Cost Estimation
Component (IGCE)
Evaluation Factors
Component (Section M)
Requirements Definition
Component
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Tool /
Job A
idW
ork
Pro
duct
(s)
Pro
cess
Work
Flo
w
Steps 1-3 Steps 4 Steps 5
Synchronize Service AcquisitionsStandard process, formats, tools and training
using the ARRT Suite
Steps 6 Steps 7
PlanDevelop
Execute
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products
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SAM
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
Tool /
Job A
idW
ork
Pro
duct
(s)
Pro
cess
Work
Flo
w
Steps 1-3 Steps 4 Steps 5
Synchronize Service AcquisitionsStandard process, formats, tools and training
using the ARRT Suite
Steps 6 Steps 7
PlanDevelop
Execute
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products
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SAM
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
Tool /
Job A
idW
ork
Pro
duct
(s)
Pro
cess
Work
Flo
w
Steps 1-3 Steps 4 Steps 5
Synchronize Service AcquisitionsStandard process, formats, tools and training
using the ARRT Suite
Steps 6 Steps 7
PlanDevelop
Execute
PWS/ SOO
QASP
Requirements Definition
Component
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products
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SAM
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
Tool /
Job A
idW
ork
Pro
duct
(s)
Pro
cess
Work
Flo
w
Steps 1-3 Steps 4 Steps 5
Synchronize Service AcquisitionsStandard process, formats, tools and training
using the ARRT Suite
Steps 6 Steps 7
Internal
Government Cost
Estimate
PlanDevelop
Execute
PWS/ SOO
QASP
Requirements Definition
Component
Cost Estimation
Component (IGCE)
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products
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SAM
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
Tool /
Job A
idW
ork
Pro
duct
(s)
Pro
cess
Work
Flo
w
Steps 1-3 Steps 4 Steps 5
Synchronize Service AcquisitionsStandard process, formats, tools and training
using the ARRT Suite
Steps 6 Steps 7
Internal
Government Cost
Estimate
PlanDevelop
Execute
Source Selection
Plan
PWS/ SOO
QASP
Requirements Definition
Component
Cost Estimation
Component (IGCE)
Evaluation Factors
Component (Section M)
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products
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SAM
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
Tool /
Job A
idW
ork
Pro
duct
(s)
Pro
cess
Work
Flo
w
Steps 1-3 Steps 4 Steps 5
Synchronize Service AcquisitionsStandard process, formats, tools and training
using the ARRT Suite
Steps 6 Steps 7
Internal
Government Cost
Estimate
PlanDevelop
Execute
COR’s Monthly Performance
Tracking
Annual CPARS Input
Source Selection
Plan
PWS/ SOO
QASP
Requirements Definition
Component
Cost Estimation
Component (IGCE)
Evaluation Factors
Component (Section M)
Performance Assessment
Component
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products
QASP
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SAM
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
Tool /
Job A
idW
ork
Pro
duct
(s)
Pro
cess
Work
Flo
w
Steps 1-3 Steps 4 Steps 5
Synchronize Service AcquisitionsStandard process, formats, tools and training
using the ARRT Suite
Steps 6 Steps 7
Internal
Government Cost
Estimate
PlanDevelop
Execute
COR’s Data Capture Tool
Monthly Performance Tracking
Annual CPARS InputARRT Suite uses a common database structure to create once, use many
times producing standard, configurable formats for work products
Source Selection
Plan
PWS/ SOO
QASP
Requirements Definition
Component
Performance Assessment
Component
Cost Estimation
Component (IGCE)
Evaluation Factors
Component (Section M)
QASP
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SAM: Service Acquisition Mall
Integrates Learning and Knowledge
Central knowledge repository for examples
Source for ARRT download
Built around Taxonomy of Services
http://sam.dau.mil
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What are the Options?
Given the current ends and assuming limited means…..….. We must find new ways.
“Gentleman, weare out of money,therefore we willhave to think.”
(Winston Churchill to Parliament during thedarkest period of World War II.)
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ARRT 4.0 Multi-User Capability
Shared Database
OR
SQL Server
Your Secure Network