Module 1 DCMA Policy and CCM Process CMQ101 - Course Introduction 5/10/2018 Module 1 DCMA Policy and CCM Process

What’s In It For Me (WIIFM)? This lesson will provide information about: Policy guiding CCM CCM Process The Nine Principles of CCM

CME204 Engineering Change Proposal Review Policy

CCM Policy - Overview DCMA–INST 217 Configuration Change Management is the DCMA policy for ECP Review/Evaluation Authority for performing ECP Review/Evaluation is derived from FAR (42.302(a)(41) and (46)) Image of file folders and one labeled policies.

Specific CCM Documents Various documents define DCMA’s Role in the process. Memorandum of Agreement (MOAs)/Memorandum of Understanding (MOUs) Between GPO and DCMA, as needed Supplement FAR requirements Contract From GPO to supplier Contains CM (including CCM) requirements Letter of Delegation (LOD) From DCMA to DCMA Defines surveillance at remote locations or subcontractors CM Plan (CMP) From supplier to GPO Defines intent to meet CM requirements DCMA reviews CMP and ensures it meets and doesn’t conflict with the contract.

CCM Documents The contract, MOAs/MOUs, LODs, and CMPs will be crucial to the CCM Process which is displayed in the following flowchart. Image of documents with one reading Letter of Delegation and another reading Memorandum of Agreement.

CCM Process - DCMA-INST 217 Process Flowchart CRR must be done in order for the DCMA engineer to know what his or her ECP Review role is. Image of DCMA-INST 217 Process flowchart. Start - DCMA Engineer performs and documents contract receipt and SE review IAW DCMA SE Surveillance Policy. Is CCM Authority Withheld? Yes. DCMA Engineer informs ACO/GPO of withheld authority. Does GPO desire CCM Authority be withheld? Yes. End. Is CCM Authority Withheld? Or Does GPO desire CCM Authority be withheld? No. Is CCM Delegation needed? Yes. DCMA Engineer issues CCM delegation. Issued delegation is processed IAW DCMA Delegation instruction. DCMA Engineer at second CMO receives CCM delegation. Contractor issues CCM documentation to DCMA engineer – document is controlled by GPO/contractor process. Is CCM Delegation needed? No. Contractor issues CCM documentation to DCMA engineer – document is controlled by GPO/contractor process. All but the Contractor issues CCM documentation to DCMA engineer – document is controlled by GPO/contractor process is the DCMA process integrating with CCM instruction.

CCM Process - DCMA-INST 217 Process Flowchart An output of CRR may be an LOD to another DCMA engineering office defining what their ECP Review role is with respect to the contract. Image of DCMA-INST 217 Process flowchart. Start - DCMA Engineer performs and documents contract receipt and SE review IAW DCMA SE Surveillance Policy. Is CCM Authority Withheld? Yes. DCMA Engineer informs ACO/GPO of withheld authority. Does GPO desire CCM Authority be withheld? Yes. End. Is CCM Authority Withheld? Or Does GPO desire CCM Authority be withheld? No. Is CCM Delegation needed? Yes. DCMA Engineer issues CCM delegation. Issued delegation is processed IAW DCMA Delegation instruction. DCMA Engineer at second CMO receives CCM delegation. Contractor issues CCM documentation to DCMA engineer – document is controlled by GPO/contractor process. Is CCM Delegation needed? No. Contractor issues CCM documentation to DCMA engineer – document is controlled by GPO/contractor process. All but the Contractor issues CCM documentation to DCMA engineer – document is controlled by GPO/contractor process is the DCMA process integrating with CCM instruction.

CCM Process - DCMA-INST 217 Process Flowchart Image of DCMA-INST 217 Process flowchart. Start - DCMA Engineer performs and documents contract receipt and SE review IAW DCMA SE Surveillance Policy. Is CCM Authority Withheld? Yes. DCMA Engineer informs ACO/GPO of withheld authority. Does GPO desire CCM Authority be withheld? Yes. End. Is CCM Authority Withheld? Or Does GPO desire CCM Authority be withheld? No. Is CCM Delegation needed? Yes. DCMA Engineer issues CCM delegation. Issued delegation is processed IAW DCMA Delegation instruction. DCMA Engineer at second CMO receives CCM delegation. Contractor issues CCM documentation to DCMA engineer – document is controlled by GPO/contractor process. Is CCM Delegation needed? No. Contractor issues CCM documentation to DCMA engineer – document is controlled by GPO/contractor process. All but the Contractor issues CCM documentation to DCMA engineer – document is controlled by GPO/contractor process is the DCMA process integrating with CCM instruction. When the engineer is performing CRR, they need to be cognizant of the existence of any applicable MOAs with respect to CM and CCM and the review of ECPs in particular.

CCM Process - DCMA-INST 217 Process Flowchart, Cont. Image of DCMA-INST 217 Process flowchart. INSTRUCTIONPARAGRAPH 2.4 DCMA ENGINEER DETERMINES GOVERNING CCA BASED ON CCM DOCUMENT TYPE/CLASSIFICATION. CHAPTER 3 IS THE CCM DOCUMENT A CLASS I ECP? Yes. PARAGRAPH 3.3 DCMA ENGINEER FOLLOWS ECP CLASS I EVALUATION PROCEDURES. Paragraph 3.5 DCMA Engineer follows ECP Class II evaluation procedures. If Chapter 3 Is the CCM documentation a Class I ECP answer is no, then ask is Chapter 3 Is the CCM document a VECP? If that is no, then Chapter 3 The CCM is a Class II ECP and paragraph 3.5 DCMA Engineer follows ECP Class II evaluation procedures. If the answer to Chapter 3 is the CCM document a VCEP is a yes, then Paragraph 3.4, DCMA Engineer follows VECP evaluation procedures. DCMA Engineer evaluates and dispositions CCM document: 1) utilizes CCM concepts, principles and guidelines (appendix A), 2) evaluates document with CCM document checklist, if needed (appendix B), 3) verifies and validates CCM document (appendix C), 4) analyzes surveillance process data to determine if systemic weaknesses exist. Paragraph 3.6, are there systemic CM issues discovered? Yes. DCMA engineer issues CAR and returns CCM documents to contractor. Then DCMA Engineer plans CM system audit IAW the DCMA SE surveillance policy to correct CCM deficiencies (DCMA process integrating with CCM instruction. Chapter 4, DCMA engineer records CCM document and dispositions results in CSA log. End. If the answer to Paragraph 3.6, are there systemic CM issues discovered? Is no then DCMA engineer issues CAR to correct minor discrepancies and releases CCM document to contractor/GPO, as appropriate. Chapter 4, DCMA engineer records CCM document and dispositions results in CSA log. End.

Brain Break Fun Fact: An average person normally blinks 20 times a minute, but when using a computer he/she blinks only 7 times a minute. Now step away from the computer for 5 minutes and take a break.

9 Configuration Change Management Principles The configuration change management function includes managing both changes to and variances from the approved product configuration information for a product. (EIA-649-B) CCM is accomplished through 9 principles which are in EIA-649-B or EIA-649-1

Principle CCM-1 Changes to a product are accomplished using a systematic, measurable change process Changes to a product are accomplished using a systematic, measurable change process. Figure 7 Configuration Change Management Process Model. Current Baseline and idea for change initiate change to current baseline see paragraph 5.3.1. Request for Change (RFC). Coordination, evaluation and disposition of requesting changes (see paragraph 5.3.2). Approved RFC. Implementation of approved changes (see paragraph 5.3.3). New current baseline. Changes must be documented, coordinated, evaluated, dispositioned, and approved.

Principle CCM-2 Justifying the need for a change provides the rationale to commit resources required to document, process, and if approved, implement the change. Resources that must be considered: Safety Test Quality Reliability Planning Maintainability Scheduling Producibility Cost

Principle CCM-3 A unique change identifier enables tracking of the request for change and the status of implementation and verification of the approved change. All configuration information is associated with the change identifier.

Principle CCM-4 Classification of a requested change determines the appropriate level of review and the applicable change approval authority. Image of Table 4 Typical Change Classification Criteria. Major Change Criteria ⎯ A change that affects specified and approved requirements for product attributes, including safety, reliability, and supportability ⎯ A change, after establishment of the product baseline, i.e., baseline for implementation of the product design, that affects compatibility with interfacing products, including such products as test equipment, support equipment, software, and products furnished by a customer or that affects one or more of the following: 􀂃 delivered operation or servicing instructions 􀂃 required calibration to the extent that product identification should be changed 􀂃 interchangeability or substitutability of replaceable products, assemblies, or components 􀂃 change to add a previously non-qualified supplier, where supplier selection is specified 􀂃 user skills or user physical attributes 􀂃 operator or maintenance training 􀂃 requires retrofit of delivered products; e.g., by product recall, modification kit installation, attrition, replacement during maintenance using modified spares ⎯ A change that does not impact the above criteria and would otherwise be classified as minor, but does impact cost/price/delivery to customer(s), including incentives and fees, guarantees, warranties, and contracted deliveries or milestones. Image of Table 4 Typical Change Classification Criteria. Minor Change Criteria. Affects configuration documentation (released design information), product or processes but does not affect Major Change Criteria. EIA-649-B Section 5.3.1.3 Classify a Change

CCM-4, Cont. Read the contract and supporting documents to determine which change classification criteria to use As defined by the SOW, CDRLs CMP and/or supplier command media (as approved by GPO) Reference: EIA-649B and EIA- 649-1 Image of documents with one reading Letter of Delegation and another reading Memorandum of Agreement.

Principle CCM-5 As the primary vehicle for referencing and managing a change, the request for change document must be clear and comprehensive from technical, cost, and scheduling perspectives

Think About CCM-5 Brainstorm information that should be included in order to define change and facilitate proper reviews. Your brainstorm will be used in a discussion board post.

Principle CCM-6 In evaluating whether a requested change should be approved for implementation and incorporation in a product and its configuration information, all potential impacts, including technical, operational, support, schedule and cost should be considered. Figure 8 Change Coordination, Evaluation and Disposition Process Model. Request for change. Impact assessment. Impacted Functional area input. Defined impact. Effectivity determination. Impacted functional area input – preliminary effectivity, lead time, availability, urgency, timing, schedule. Quantified Scheduled Request for Change. Cost/Price Determination. Impacted functional area input. Complete Request for Change. Approval Authority. Approved Change. EIA-649-B Section 5.3.2

Principle CCM-7 Change approval decisions are made by an appropriate authority who can commit resources to implement the change. The decision-maker must be aware of all impacts and cost factors. Table 5. Coordination, Evaluation and Disposition Actions Coordination: Coordinate the requested change with all program participants who may be impacted by the proposed change; Obtain a commitment to evaluate the proposed change and define their impacts Confirm or validate the content of the proposed change from their perspective. Evaluation: Instruct impacted parties to evaluate the requested change and provide input: Documenting how it impacts them from a technical, cost, and schedule perspective and Identify impacted products, components, and product configuration information. Determine implementation schedule including new or revised release dates, cut-in points and effectivity range for each affected unit (i.e., Delineate which units of the product are to be changed), supplier delivery dates, new or revised dates for design reviews and audits, and critical path analysis of total program schedule impact. Develop proposed implementation cost estimates to include administration, engineering, development, prototyping, planning, manufacturing, testing, increased/decreased costs for new parts, scrapping or rework of parts on hand, new or revised tooling, new or revised software, recall and retrofit of already purchased or delivered units, increased/decreased effort and resources required to fulfill service requirements for customers, and disposal, and Evaluate, affirm, and integrate (coordinate corrections as required) the technical, product configuration information, cost, and schedule inputs into the request for change Disposition: The integrated request for change, including all technical, schedule, and cost impacts, is presented to the approval authority; The approval authority evaluates and dispositions the requested change as either approved, deferred for more research, or disapproved, and it directs implementing actions. The decision can also modify the initial documented scope and/or effectivity of the requested change. The disposition results are disseminated to affected parties and action items are tracked EIA-649-B Section 5.3.2

Principle CCM-8 An approved change is implemented in accordance with documented direction approved by the appropriate level of authority. As shown in Figure 9 Change Implementation and Verification model, a sample model for change implementation and verification, implementation involves release of new or revised product definition information including requirements and design information. It may involve identification and release of new or revised operation and maintenance information, build and test information, and could also affect sales information (such as catalogs, marketing literature). This process should correlate the document revisions to the changes approved for incorporation. A common method of disseminating document changes is by means of change notices that establish a permanent record of the specific changes as well as facilitate distribution. EIA-649-B Section 5.3.3

Principle CCM-9 If it is necessary to temporarily depart from specified baseline requirements, a variance is identified, classified, documented, coordinated, evaluated, and dispositioned. Determine the cause of the departure. Determine what corrective action will be taken to prevent recurrence or to eliminate. Note: RFVs are outside the scope of DCMA-INST 217. RFVs are addressed by Quality Assurance policy.

Policy and CCM Process Overview Summary

Summary DCMA-INST 217 CCM is the DCMA policy for any DCMA personnel performing ECP Review/Evaluation That authority for performing ECP Review/Evaluation is derived by FAR (42.302(a)(46)), and authority is automatically DCMA’s, unless specifically withheld in writing

Summary The specifics of the CCM authority are refined/adjusted/modified/withheld by: The contract between Government Program Office (GPO)/Procuring Contracting Officer (PCO) and Supplier MOAs/MOUs between GPO and DCMA LODs between DCMA and DCMA Supplier’s CM Plan (CMP) Note: Suppliers cannot write anything in their CMP that contradicts their contractual requirements.

Summary Configuration Change Management is the CM function that ensures changes to and variances from a configuration baseline are properly identified, recorded, evaluated, approved or disapproved, and incorporated and verified as appropriate. Note: RFVs are covered by multi-functional instruction, DCMA-INST 1207.

Questions? Post questions in the Question and Answer Discussion Board.