MISSION MANAGEMENT SYSTEM (MMS)

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Why does the USCG need an MMS?

BEFORE THE MISSION MANAGEMENT SYSTEM WITH THE MISSION MANAGEMENT SYSTEM

Requirements and guidelines issued but not as a documented management system

Requirements are organized as a documented management system

Users unclear on interactions with other processes and programs

Users can see their interactions with other processes and programs

No process objectives for basis for consistency of operation from different users/Sectors

Every process has an objective and standard procedures are used across all offices

Absence of process standards for continual improvement in real-time

Process standards exist as the basis for continual improvement (in real-time to follow)

No QSS despite STCW requiring our use of a documented management system

VMSAS agreed the MMS was better than the average QSS

What is MMS?

Every organization has a system to convert the needs of its customers to “cash in the bank”; or, in the case of the US Coast Guard, converting those needs into continued funding.

This is also sometimes referred to as a:

• Quality Management System (ISO), or • Quality Standards System (IMO via STCW), or • Mission Management System or “MMS” (USCG)

In the USCG, we define the MMS as:

“Policy, procedures, processes and data working together to help us to fulfill our mission“ – In other words, our MMS is simply the work we do every day to fulfill our missions

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Overview of how the MMS works

What are the benefits of developing the USCG MMS?

The best organizations in the world manage and continually improve their performance using their “process-based management systems.” In the USCG, our process-based MMS enables us to:

• Illustrate different parts of the USCG interact to fulfill objectives • Define our requirements from our mission to laws, regulations, policies, procedures, instructions and

records of accomplishment • Quickly bring new team members “up to speed” • Provide easy ways for suggesting improvements throughout the organization • Report problems to fix the system (instead of blaming individuals) • Audit to find the problems we do not catch doing our work everyday • Provide external agencies & higher organizations confidence in our ability to effectively manage

performance

The MMS Helps Us Better Understand Our Work, Jobs and Responsibilities

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MMS Documentation

Understanding Flowcharted Procedures

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Example:

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Where is MMS Documentation?

Go to the CG Portal to find MMS documents for a growing number of programs

MMS documents include:

• MMS Manual and Quality Policy • Procedures (usually flowcharted for cross-departmental teams) • Work Instructions (may be SOPs for individuals) • Forms (data collection devices which may include some requirements) • Specifications (other specified requirements)

Many documents already exist and developing the MMS ensures they are controlled and improved as an interrelated collection of information as processes change over time

Expectations of Leaders (from Team Members)

• Deploy policy and procedure via the MMS • Explain obligations and benefits of the MMS • Mentor use and improvement of the MMS • Monitor processes and review system performance and take improvement actions • Invest time in the prevention of problems (planning, training, improvement projects and from data

analysis) • Support internal audit and corrective actions • Ensure the MMS helps teams do better work

Expectations of Team Members (from Leaders)

• Use the MMS to find requirements • Refer to your Supervisor when requirements are not documented or need clarification • When requirements are not met, report the details to your Supervisor and FC-75 (to improve the

MMS) • Mark-up the MMS documents with the results of your monitoring • Suggest improvements to your Supervisor (PR-FC75-12) • Assist with problem solving (PR-FC75-09) • Participate in internal audit (PR-FC75-06)

Many people within the USCG are both leaders and team members, depending upon the process or activity

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How does the MMS drive improvement?

Processes in CG Blue are usually evident in all systems, even undeveloped ones

Preventive/corrective actions qualified as complex with significant impact to the Mission

Processes in CG Red are usually missing or ineffective in undeveloped MMS and are necessary for success over time

What is the next step?

Answer YES or NO:

Policy, my responsibilities, authority and accountability are clear to me

My colleagues and I have agreed sources for procedures and work instructions

Objectives are established for my unit so we know if and when we are fulfilling our missions

Mentoring, training and qualification across my unit and the USCG are available and effective

My colleagues and I do not make the same mistakes over again

HQ, Area, District and the Sector are always “on the same page”

I always know the difference between a “requirement” and a “guideline”

If you answered “NO” to any of the above, please contact your supervisor and email MMS@uscg.mil or contact ForceCom 75 Detachment 1 to develop your part of the MMS