Sustainment Reporting CADE Sustainment Reporting Lisa Mably lisa.a.mably.civ@mail.mil

Sustainment Reporting Overview Contractor Cost Data Agenda Sustainment Reporting Overview Contractor Cost Data Future CSDR Co-Plan Technical Data Reporting (TDR) Description TDR Examples Maintenance/Repair Parts Reporting (-M/R) Objective History Description and Definitions -M/R vs TDR -M/R Examples DID Review: Process and Changes

National Defense Appropriation Act of 2017 Sustainment Reporting National Defense Appropriation Act of 2017 Sustainment cost goal must be included in Milestone A review At each milestone, Milestone Decision Authority must send a report to Congress including an assessment of cost drivers for life cycle cost Requires that Program Manager and Contracting Officer ensure that cost data is collected for all programs over $100M Recommendations for improving access to and analysis of O&S costs Requires sustainment review five years after Initial Operating Capability (IOC) and throughout the life cycle of the program

Cost Analysis Data Improvement Memo Sustainment Reporting Cost Analysis Data Improvement Memo Cost Analysis Requirements Descriptions for Independent Cost Estimates (ICEs) supporting Milestone Decisions occurring after October 1, 2017 Annual Cost Analysis Requirements Description (CARDs) format for service program budget submissions programs must use new format beginning in Fiscal Year 2018 (October 1, 2017) 1921-5 is officially implemented Clarifying policy on Indefinite Delivery/Indefinite Quantity (IDIQ) reporting New SRDR format for Software Development and Software Maintenance

Sustainment Reporting Overview 1921-T used to capture sustainment technical data For example: number of systems supported, depot events, repair actions, etc. 1921-M/R used to capture detailed maintenance event and repair data Sustainment WBS same as CAPE O&S CES except with some added detail (not shown) The 1921 and 1921-5 are the current formats for collecting contractor cost data. These formats will be replaced by the FlexFile that will provide deeper insights, while reducing contractor costs CSDR Plan Meta Data WBS WBS Element 1921 1921-1 1921-5 1921-Q 1921-T 1921-M/R SRDR 1.0 Sustainment Effort X Replaced by -5 for Sustainment Not used for Sustainment   1.1 Unit-Level Manpower 1.2 Unit Operations 1.3 Maintenance 1.3.1 Consumables and Repair Parts 1.3.2 Depot Level Reparables (DLRs) 1.3.3 Intermediate Maintenance 1.3.4 Depot Maintenance 1.4 Sustaining Support 1.5 Continuing System Improvements 1.5.1 Hardware Modifications X  1.5.2 Software Support 1.6 Installation and Personnel Support Partial View Detailed Elements Not Shown 1921 replaces 1921-4 Now using 1921 with sustainment reporting structure SRDR used to capture detailed software maintenance data Reporting Threshold is Software Maintenance effort of $1M per year 1921-5 replaces 1921-1 for sustainment 1921-5 captures hours & material dollars by sustainment function Categories better suited to sustainment-specific reporting

WBS Reporting Structure Sustainment Reporting Future Cost, Software, & Technical Data Co-Plan WBS Reporting Structure FlexFile TDR -M/R Partial View

Sustainment Functional Breakout Sustainment Reporting Contractor Cost Data 1921 1921-5 Total 1.0 Sustainment Functional Breakout Total 1.0 Increased use of Contractor Logistics Support requires need for sustainment cost CDRLs

Sustainment TDR Description Sustainment Reporting Sustainment TDR Description Cost CDRLs are useless without cost drivers TDR captures technical data elements needed to better understand and use collected cost data The TDR collects cost drivers for various sustainment efforts from industry Depending on cost data elements reported, related TDR data elements can be requested

Sustainment TDR, Example 1 Sustainment Reporting Sustainment TDR, Example 1 TDR captures basic technical data like number of systems, usage and FTEs. TDR data elements are grouped by item type which relate to specific WBS elements

Sustainment TDR, Example 2 Sustainment Reporting Sustainment TDR, Example 2 TDR captures basic maintenance related technical data as well. More detailed maintenance and repair part data can be collected using the –M/R (Discussed later).

Sustainment TDR, Example 3 Sustainment Reporting Sustainment TDR, Example 3 Sustaining Support 1.4 includes many different cost elements. TDR captures technical data related to these various cost elements.

Sustainment Reporting -M/R Objective Objective is to collect maintenance event and LRU and/or repair part cost and failure data from contractors, equivalent to what we collect for organically repaired systems Needed to better understand reasons for incurred cost and availability performance Collecting this information is critical since maintenance accounts for a significant portion of O&S cost Some of this type of data has been collected from contractors (e.g., JSF, Stryker) using CDRLs but we need to institutionalize the requirement to ensure analysts have same level of data currently available from organically repaired systems Provides uniformity and data for all weapons systems and for all Services Provides critical information needed to better understand cost, availability, and develop improved estimating techniques Since this information is critical to assessing and managing cost/availability performance, it is assumed that contractors collect and use this data Data allows us to : Compare estimates to actuals – respond to accountability requests System Level and Part/LRU Level MTBF actuals Determine cost drivers and root cause of comparison differences Prepare modification and new system estimates using analogies at the WUC, LRU and/or Part Level Provides source information for PSBCA requirement and accurate decision support

-M/R History Sep 2014 Feb 2015 Feb 2016 June 2016 May 2016 Feb 2017 Sustainment Reporting -M/R History Held first O&S WG to discuss O&S community technical data requirements with participation from all US services and OSD Discussed desire of O&S community for more insight into maintenance and repairs completed by contractors Sep 2014 Feb 2015 Discussed possibility of –M/R like data collection at AV CIPT Feb 2016 Briefed OSD leadership on O&S community desire for –M/R report June 2016 Briefed Repair data collection at O&S CIPT May 2016 Held first 1921-M/R O&S WG meeting Feb 2017 Briefed 1921-M/R to Technical Data Focus Group Jul 2016 Tech data briefed to Cost Leadership Forum Mar 2017 Briefed Sustainment cost reporting & discussed -M/R with contractors and government O&S CIPT Apr 2017 1st round 1921 M/R Comment & adjudication May 2017 O&S WG, 1921-M/R Comment discussion June 2017 2nd round 1921-M/R Comment & adjudication

Maintenance Event Report Sustainment Reporting -M/R Description Maintenance Event Report Repair Part Report Maintenance Event System/End Item Data: End Item Number End Item/Variant Failure Data: Non-Mission Capable Scheduled Event Failure Code Failure Code Description Repair Data: Start/Completion Date Org/Location Maintenance Type WBS ID Labor Hours Repair Parts Repair Code/Description Repair Part Data: LRU or Part Name 881 Reference Reparable or Consumable Quantity LRU or Part Number NSN WUC FWG Replacement Cost Repair Cost Collects information related to each maintenance event such as the specific system being repaired, location where the repair activity occurred, reason for failure, day failure was identified and day repair activity was completed Identifies the LRUs and/or repair parts associated with each maintenance event FORMAT 3 (1921-M, PART B) FORMAT 3 (1921-R, PART C)

-M/R, Data Elements & Definitions Sustainment Reporting -M/R, Data Elements & Definitions

-M/R, Data Elements & Definitions Sustainment Reporting -M/R, Data Elements & Definitions

TDR, Higher-level Metrics Sustainment Reporting Sustainment –M/R vs TDR Data TDR, Higher-level Metrics -M/R, More detailed-level maintenance event and repair parts metrics similar to organically supported programs Maintenance Event System/End Item Data: End Item Number End Item/Variant Failure Data: Non-Mission Capable Scheduled Event Failure Code Failure Code Description Repair Data: Start/Completion Date Org/Location Maintenance Type WBS ID Labor Hours Repair Parts Repair Code/Description Repair Part Data: LRU or Part Name 881 Reference Reparable or Consumable Quantity LRU or Part Number NSN WUC FWG Replacement Cost Repair Cost VS

Sustainment Reporting, TDR and –M/R Example

-M/R Reporting, Example 1 Sustainment Reporting -M/R Reporting, Example 1 Contractor Managed Repair with Contractor IT System Effort includes scheduled and unscheduled events and DLR management/repair activities Contractor would have knowledge of most all required information

-M/R Reporting, Example 2 Sustainment Reporting -M/R Reporting, Example 2 Repair Only Contract Contractor is required to repair components but lack knowledge of what happened before receiving them Specific system/end item may be unknown (i.e., serial number and variant) Non-Mission Capable data item would not apply Components may have been unscheduled removals or scheduled removals

52 Total Comments Received Sustainment Reporting 52 Total Comments Received Received comments from 12 organizations Comments fell into the following four main areas: Administrative Intended use Can it be used for O-level maintenance? D-level maintenance? Does it apply to space systems? Ships? Policy (Does/Does not apply) Add data fields 52 Comments 6 Accepted: End Order Code on –M not needed. This field should instead be used to identify variant. WBS field on –R unclear. This field should be 881 Ref to allow mapping of parts to 881 WBS. Many meta data items not required/used for –MR. This needs to be made clear. Correct some typos Improve some definitions as needed Rejected: Remove the form Exclude the Navy Exclude programs that have already passed their IOC Milestone Include labor cost (not just hours) Document Accepted Rejected M/R DID 48 4