specification committees for supplies, and quality of the procurement processes in the ats bertrand...

Specification committees for supplies, and quality of the procurement processes in the ATSBertrand Nicquevert, EN-MEF-QOP

EN Dept. Seminar17th Septembre 2015

Indico number: 1520670

B. Nicquevert, EN Dept. Seminar 2

EN buys about 40% of CERN supplies!

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Supplies above 200 kCHF

ResearchAdm & GSENTEBE

BE

TE

ATSGS

Rch

EN


Challenge

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• How to assure the quality of the supplies procurement and manage the risk • Getting what is wanted… (quality)• … for the best price… (cost)• … in due time! (schedule)

• How to ensure conformity of the procurement process with the financial, legal and safety rules


Overview of process

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What is this seminar about, and not

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• There is a free one day training course « Purchasing supplies at CERN » – register!

Course code 14TM008PCS01IX

• Today’s seminar will not cover in depth the topics tackled by this training course

• It will focus on the way the phase « technical auditing » is organised for the Accelerators & Technology Sector (ATS)


Requirements engineering

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Don’t be like those blind (wo)men Think it also as an elephant!


What was explained by the user

What was understood by the technical officer

What was promised by the bidder

Tendering phase


What was designed by the contractor

Execution of the contract

What was agreed at the design review

What was tested at the contractor’s

premises

What was accepted by CERN


Support by the contractor

Delivery and installation of the supply

Associated documentation

After commissioning and safety inspection


Evaluation post-mortem of the contract

CostWhat was charged to CERN Finance

ScheduleWhen was it

delivered

QualityAfter real use cases

by the final user (one year later)


Aim of the technical auditing

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• Reduce the discrepancy along the lifecycle,• from the real need to the delivered supply• passing by the expressed need, the

required supply, the designed supply, the manufactured supply, the installed supply

• Review the tendering documents so that this real need is correctly expressed, and the way to get it is sufficiently defined

• Ensure that the procurement rules are complied with


Where is it defined: CERN financial rules

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Annex 1 to the Regulations for the Implementation of the CERN Financial Rules« Procurement Rules »§6.4 Technical auditing The purpose of technical auditing is to review carefully the invitation to tender, so as to ensure that the Procurement Rules are complied with.


Scope of application

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Technical auditing shall be carried out by a specification committee in the framework of technical specification meetings, which shall be held in the following cases: - Invitations to tender of an estimated value above 750 000 CHF in the case of competitive tendering; - Invitations to tender of an estimated value above 200 000 CHF in the case of non-competitive tendering as defined in section 9; - In cases where market surveys, price enquiries and invitations to tender include Research and Development and prototype work for amounts above 50 000 CHF; - If considered necessary by the Head of the Procurement Service or the Head of the user Department, in the case of competitive tendering whose estimated value exceeds 200 000 CHF.


Specification committee composition

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The specification committee shall be composed of: • The Head of the user Department concerned or his

designated representative, who shall, except in the case of a service contract, chair and convene the meeting;

• In the case of a service contract, the Industrial Services Manager or his designated representative, who shall take over the role of chairman and convene the meeting;

• The Head of the Procurement Service or his designated representative, as well as the representatives of the Procurement Service in charge of the invitation to tender;

• A representative of the Occupational Health & Safety and Environmental Protection (HSE) Unit;

• A technical referee with proven competence in the field concerned appointed by the chairman, who shall attend the meeting as an expert from another CERN Department;

• If considered necessary by the chairman, another CERN representative appointed by the chairman, such as a representative of the Legal Service.


ATS implementation

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• Established by a Memo from the DAT, dated Dec. 2014

• Clarifies the mission, scope (e.g. any case >200 kCHF) and organization


Specification Committees for ATS

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• Chairperson: by delegation of DH, nominated by the lead chairman (currently BN)

• Procurement officer in charge, represents also FP Head

• Technical officer(s) in charge• Depending on context: GL / SL or PL or TC

may also attend or comment• HSE representative (50% by commenting)• Technical referee from another dept• Sometimes, legal service of legal adviser from

FP, or KT• For info, DPO


Process model of technical auditing

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• Roles identified and clarified• Four phases

• Preparation: from start-up meeting with FP to the OK for circulation, with « good enough » documents deemed final

• Verification: until the Spec Committee meeting, where both content and form are discussed and agreed upon by all stakeholders

• Validation: check that all changes agreed are correctly implemented, until green light

• Dispatch: until dispatch to potential bidders


Sub-phases

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Roles and facebook in EN-MEF-QOP

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• Executive Secretary (S. Chérault): all along the process, support to formatting, coding and circulation of documents, and record

• Preparation officer (M T Santos Calleja): gives OK for circulation when docs are « good enough »

• Lead chairman (B. Nicquevert): chairs most SCs or delegates, gives green light for dispatch, overviews all processes

• Other chairpersons (P. Bonnal, G. Perinić, more may join soon)


Detailed model (BPMN) of the process

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Continuous improvement

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• Double feedback loop –> thinking further

[adapted from Argyris and Schön 1978, Organizational learning]


ProLiQS

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Procurement Lifecycle Quality Subcommittee (to the Quality Assurance Committee)

Mandate: • Coordinate the forum of representatives from

the various stakeholders of the procurement lifecycle […] in matter of procurement quality, requirements engineering, technical auditing and procurement organizational processes

• Define and validate processes, role definitions, conventions, standards and templates

• Identify trends in the field, and promote good practices


Lifecycle?

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ATS Seminar on Quality — Pierre Bonnal 242014-05-15

Quality? at a glanceQuality Planning

QualityAssuranc

e

Quality Control

“

”

I say what I will doSomeone checks that it is appropriate

I do what I have said I provide evidence of compliance

”“ I also identify defects in the processes and

seize the opportunity to improve them

Courtesy from

QualityPlanning

QualityAssurance

QualityControl

Quality Management


ProLiQS composition and deliverables

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• Representatives of all stakeholders of the procurement lifecycle: users from ATS (+GS), FP-PI-AT, DG-LS, HSE, and EN-MEF-QOP

• Main deliverables for all CERN• WoCS: in charge of the content definition,

edition and circulation• Templates for supplies

• And also thinking further and catch the trends in the field of requirements engineering


WoCS« Working on the CERN site »Dynamic documentCurrent released 6.0Current revision under validation 6.6(7.0 to be released by end of 2015)

Purpose of this document

• Any organization shall set up working rules

• Contractors and contractors’ personnel

shall apply these rules where applicable

• This document (“Working on the CERN Site”) collects only that rules that may have a costfor contractors =

Table of Contents

“Working on the CERN Site” (Ref. WoCS/Rev.6.0)

https://edms.cern.ch/file/1155899/last_released/PrestationsSiteCERN_WorkingCERNSite.pdf

1. CERN’s “Code of Conduct”

2. Hours, Access, Modular Huts…

3. Safety and Safety Coordination

4. Storage Transport and Handling

5. Utilities, Energy Work Site Services

6. Miscellaneous…








Templates

20150917 B. Nicquevert, EN Dept. Seminar 29

• Series of documents to support the preparation by the Technical Officer

• Available on line for CERN staff from FP site

https://procurement.web.cern.ch/procurement-templates


Useful links

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• Site of the QAChttp://quality.web.cern.ch/procurement

• Site of FP-PIhttp://procurement.web.cern.ch/

https://quality.web.cern.ch/procurement




http://procurement.web.cern.ch/



ATS Seminar on Quality — Pierre Bonnal 31

Enhancing the Procurement Process

A few years ago Now: e-Tendering Tomorrow: RequirementsEngineering

ReqIF STEP

2014-05-15

Courtesy from


Requirements Engineering

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Tomorrow: RequirementsEngineering

ReqIF STEP

Bidder

Preparethe bid

Analyzethe bids

Ensurerequirementsare met

Performthe contract

Courtesy from



2014-05-15

~ RMV (Requirements Management & Verification)

Structured list of requirements (specification items):• Req. ID + category• Req. statement (a “shall statement”)• Bidder compliance { C, PC, NC, TBD }• Req. status { Planned, Qualif. Stage, Accept. Stage }• Deviation request(s) and decisions(s)• Verification method { T, A, I, ER }• Verification level• Verification execution document• Verification reporting document• Verification status { Planned, C, NC }

Courtesy from



2014-05-15

Off-the-shelf Requirements Authoring Tool

Courtesy from

35

Requirement Engineering

ATS Seminar on Quality — Pierre Bonnal

Guide to the Systems Engineering Body of Knowledge (SEBoK), version 1.2, 2013 (816 pages)http://www.sebokwiki.org/pdf/SEBoKv1.2_full.pdf

ISO/IEC 15288:2008, Systems and software engineering – System life cycle processes

Get It Right The First Time: Writing Better Requirements, IBM Rational DOORS, 2011 (68 pages), http://publib.boulder.ibm.com/infocenter/rsdp/v1r0m0/topic/com.ibm.help.download.doors.doc/pdf92/get_it_right_the_first_time.pdf

INCOSE Systems Engineering Handbook - a guide for system life cycle processes and activities, version 3.2.1 January 2011, INCOSE-TP-2003-002-03.2.1 (374 pages)www.incose.org

A Glossary of Requirements Engineering Terminology, IREB, v1.5, May 2013 (116 pages)www.ireb.org

NASA Systems Engineering Handbook, NASA/SP-2007-6105 Rev1, December 2007 (360 pages)http://ntrs.nasa.gov/archive/nasa/casi.ntrs.nasa.gov/20080008301_2008008500.pdf

Space Engineering – Verification, European Cooperation for Space StandardizationECSS-E-ST-10-02C, March 2009 (45 pages) www.ecss.nl

Courtesy from

http://www.sebokwiki.org/pdf/SEBoKv1.2_full.pdf



http://publib.boulder.ibm.com/infocenter/rsdp/v1r0m0/topic/com.ibm.help.download.doors.doc/pdf92/get_it_right_the_first_time.pdf



http://www.incose.org/

http://www.ireb.org/

http://ntrs.nasa.gov/archive/nasa/casi.ntrs.nasa.gov/20080008301_2008008500.pdf



http://www.ecss.nl/


Practical Need #3 – Rationale

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High/good qualityproducts/services

Low/affordable costproducts/services

Competitive advantage They can choose their customers

Well organized They prefer well organized customers

Have adopted or adopting requirements engineering tools

Longer term

Courtesy from


Acknowledgments

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• EN-MEF-QOP colleagues• ProLiQS members• All procurement officers with whom we

work on almost daily basis, and colleagues from FP-PI

• EN and ATS management for their support to the technical auditing activities

• All technical officers (you!) for whom all these efforts are actually made, so that you can really get what you wished at best cost


What was actually wished by the user

By the way, would really in-sourcing

solve the situation?

What was explained by the user

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