Central Virginia NCMA Chapter

The ARRT of Defining Requirements

Well defined requirements make for good Contracts

FY 09

FY 13

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

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.

#

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

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.

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.

#

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.

#

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

#

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 ?

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

#

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.

#

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)

#

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

#

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

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

28

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

29

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

30

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

31

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

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.)

ARRT 4.0 Multi-User Capability

Shared Database

OR

SQL Server

Your Secure Network