Surveillance Planning Team Initial Team Meeting January 9-10 NASA Headquarters Team Introduction Revision A Tom Whitmeyer - OSMA Jeff Cullen - Procurement Team Leads

Purpose of team To improve probability of mission success for NASA projects by improving top-level Agency guidance for risk-based, functionally integrated, contract surveillance. All types of contracts All types of surveillance Team Products:  NPD  NPG  Practical examples Team Products:  NPD  NPG  Practical examples

Expectations for the next two days: Key objectives:  Define purpose of team  Define “scope” of team  Determine products of team  Establish team approach/methodology  Specify Team Commitment  Define Role of government surveillance  Define “framework” of surveillance  Decide on the next steps (next 3 months)

Surveillance as a method to improve likelihood of mission success Key objectives:  Integrate Surveillance Approach  Improve Utilization of Surveillance Resources Resources  Define & Analyze Risks  Communicate Lessons Learned  Improve Processes

Agenda Tuesday 8:30 - 9:00 Team Member Introduction 9:00 - 9:15 Introduction by Jim Loyd, Director of Safety and Risk Management (safety/risk responsibility of the Government) 9:15 - 9:30 Introduction by Michael Greenfield, Associate Administrator for the Office of Safety and Mission Assurance (role of surveillance in risk management) 9:30 - 9:45 Introduction by Scott Thompson, Director of Headquarters Procurement Contract Management Division (contract surveillance responsibly of the Government) 9: :30 Detailed description of the Team Charter (PBC report action, NIAT action), Objectives, Commitment 10:30 -10:45 Break 10:45 -12:00 Definition of surveillance, role of the government in contract management 12:00 -12:30 Lunch 12:30 -2:30 Functional areas that participate in surveillance (key players, what do they do) 2:30 - 4:30 Functional area break down continued Wednesday 8:30 - 9:00 Recap 9:00 - 9:45 MSFC discussion on surveillance 9:45 -10:30 JSC discussion on surveillance 10:30 -11:15 Procurement discussion on surveillance 11:15 -12:00 NASA Code Q discussion on surveillance (PBMA) 12:00 -12:30 Lunch 12:30 - 1:30 Chef Engineer's discussion on surveillance 1:30 - 2:30 Other functional area discussion 2:30 - 3:00 Recap 3:00 - 3:30 Keith Hudkins (chief engineers office) 3:30 - 4:30 Conclusions, follow on assignments, next meeting

Background (PBC Report) July 1999, Administrator tasked the AA for Procurement to assess how the Agency could improve implementation of Performance Based Contracting (PBC) June, 2000 the PBC Team released their report. A Significant Finding:  Many NASA Centers have not developed or implement contract surveillance plans.  This may be due to the lack of Agency guidance for the development of meaningful surveillance planning. A Significant Finding:  Many NASA Centers have not developed or implement contract surveillance plans.  This may be due to the lack of Agency guidance for the development of meaningful surveillance planning.

Background (NIAT) October 20, NASA Integrated Action Team (NIAT) Report, Enhancing Mission Success - A Framework for the Future NIAT-13 Action Summary:  Ensure that programs and projects receive adequate surveillance based on risk knowledge and that there is ample opportunity for the communication of issues and concerns. NIAT-13 Action Summary:  Ensure that programs and projects receive adequate surveillance based on risk knowledge and that there is ample opportunity for the communication of issues and concerns.

 Surveillance Planning Team:  Chartered by AA for Procurement and AA for OSMA, November 2000  Also sponsored by the Office of the Chief Engineer  Representation: NASA Centers: JSC KSC MSFC SSC ARC GSFC NASA Headquarters: Code Q Code H Code M Code AE Code S Code Y Surveillance Planning Team Formed

 Members: ARC - Dan Bencze (Procurement) JSC - Jim Nise (Procurement) JSC - Lee Norbraten (Management Systems Office) KSC - Larry Tucci (S&MA) KSC - David Culp (Procurement) KSC- Terry Smith (Quality) MSFC - Barry Musick (Engineering) (for Jim Kennedy) MSFC - Charlie Chesser (S&MA) SSC - Mike Smiles (S&MA) GSFC - Mary Clark (EVM) S - Nancy Porter (Program Office - Space Science) Y - Tom Magner (Program Office - Earth Science) M - John Castellano (Program Office - HEDS) Q - Steve Newman (PBMA) Q - Tom Whitmeyer (Quality) H - Jeff Cullen (Procurement) Surveillance Planning Team Formed

Methodology To Be Used Root Cause Analysis Process Survey Brainstorming/Analysis Benchmarking of Best Practices NIAT and PBC findings analyzed to determine underlying contributing factors. Team members provide information on surveillance guidance currently in place. Team determines objectives of surveillance, and identify methods for improving guidance Team validates approach against best-of the best in surveillance activity.

 Lack of meaningful guidance for conducting contract surveillance Existing NASA Policy, Procedural Guidance, and FAR Supplementation inadequate Need for continuous risk evaluation of contractor performance(not a one-time plan) “Stove pipe” approach to performing surveillance Contributing Factors Lack of common definition Range of contract mechanisms Involvement of multiple functional organizations Differences in approaches across programs and centers Lack of agency wide training Root Causes Currently Identified

Team Strategy Plan  Determine Objectives of surveillance  Create NASA Policy Direction (NPD) based on these objectives  Identify Strategic Methods for conducting surveillance based on risk  Create NASA Procedural Guidance (NPG) based on these strategies  Provide Meaningful Guidance on implementation CHALLENGES: Large/Diverse Contract Base Differences in Contract Management CHALLENGES: Large/Diverse Contract Base Differences in Contract Management

 Define “what” surveillance is  Provide “risk based” options  Utilize Existing Guidance Where Possible:  NPG B  NPG  NASA FAR and Supplement  Other (EVM etc) Methodology

 Time Commitment:  Meet face to face 4 times  One week survey of industry/agencies  Approximately 3 week total time  Commitment letter be coordinated with appropriate management NASA Headquarters: Code Q Code H Code M Code AE Code S Code Y Planning Team Commitment

Schedule and Products Initial Meeting Agency Objectives Outline for NPD Draft NPD One Week Benchmark Study Benchmark Report Draft NPG For Surveillance Publish Summary of Guidance Examples Jan-00 March-00 Jul-00 Telecon 1/30/00 Sept-00 Final Report for Administrator Recommended Follow On Actions (Training, Etc.) Meeting 1/9/00 Joint Meeting 3/1/00 Meeting Telecon