1. Central Virginia NCMA Chapter The ARRT of Defining Requirements
Well defined requirements make for good Contracts

2. FY 09
FY 13

3. FY 14 DOD Service Acquisition Spend
Total Spend $118.8 Billion
Over half of annual DOD contract dollars obligated

4. Performance-Based Acquisition
“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
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
What does this mean in layman terms? I am going to buy activities, and having bought several different activities and did not received the results that I expected. We don’t want to buy activities but rather the performance for that activity. You need a SOW or statement of work to list out all the things that we want to have done. Tell the contractor the end goal and the contractor will tell you how we will get there.. Include things on what will happen if achieved or if not.

5. Framework for the Service Acquisition Process
Mission Requirement
1. Form the Team
Plan
2. Review Current Strategy
Leadership Support
Build the Team
Conduct Historical Analysis
Define Stakeholder & Customer needs SB
Users
Tech
Legal
PEOs
PCO
Buyers
QA Reps
CORs
Resource Mgt
Proj. Mgr
Stakeholders
Acquisition
Team
3. Market Research
Analyze Market
Identify suppliers
Mission
Results
4. Requirements Definition
Draft Requirements Roadmap
Define Requirement
Develop
7. Performance Management
5. Acquisition Strategy
6. Execute Strategy
Monitor Performance
Build & Manage Relationship
Business Strategy
Acquisition Strategy
Select Right Contractor
Award Contract
Transition strategy
Execute 5

6. Step Four – Requirement Definition
Conduct performance Risk Analysis.
Requirement Definition
Sub-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
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.

7. 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.

8. Requirements Roadmap
The Requirements Roadmap process is the proven process on which the ARRT Suite is built.
High Level
Objective
Inspection
Incentive
Type H
Performance
Task Statement ABC
Standard D
AQL D
What E
How F
Who G
3.1….
3.1.1
3.1.2
3.1.3
3.2….
3.2.1
3.2.2
Alignment
Vision: 8

9. Requirements Roadmap Worksheet
What ARRT Does…
Requirements Roadmap Worksheet
Task
ABC
Standards D
AQL
Incentive H
Inspection
EFG
PWS
QASP

10. Contract Types, Roles, and Responsibilities
Requirements Analysis ARRT’s Performance Work Statement (PWS) Structure
PWS
WBS Level 1: Vision
WBS Level 2:
High Level Objectives
HLO 1
Task
HLO 2
Task
HLO 3
Task
HLO4
Task
10%
30%
40%
20%
30%
40%
20%
10%
40%
20%
40%
30%
10%
WBS Level 3:
Performance Tasks
Notes:
Note: This sample contains weightings for each task and HLO for evaluation factor development and performance assessment purposes.
© Reed Integration, Inc. All Rights Reserved. 10

11. Roadmap Provides the Linkage and Alignment throughout the process
Acquisition Vision
Stakeholder Desired Results
- HLO 1…..
- HLO 2…..
- HLO 3….
Requirements Roadmap Worksheet
Task
ABC
Standards D
AQL
Inspection
EFG
Incentive H
Acquisition
Strategy
Incentives
TEP Factors for Section M of RFP
Performance Work Statement (PWS)
or SOO – ABCD
Deliverables
Quality Assurance Surveillance Plan (QASP)
ABCDEFG
Deliverables

12. Requirements Roadmap Worksheet
Task Statements
Requirements Roadmap Worksheet
Standards D
AQL
Incentive H
Inspection
EFG
Task
ABC
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. 12

13. 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.

14. Performance Work Statement
A - The Result, of the Task
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.
B - The context of the work to be performed
D - The level of performance that you want (standard)
C - The “Action(s)” that you want performed

15. This is your Task Statement.
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.

16. This is the Performance Work Statement = Task + Standards
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.
This is your Performance Work Statement.

17. ABCs of Writing Effective Task Statements
Performance based contracts require that you communicate clearly:
What results you are looking for? A
What is the context of those results? B
What actions you want the contractor to do to achieve those results? C

18. Determine What Level of Performance you require
Requirements Roadmap Worksheet
Task
ABC
Standards D
AQL
Incentive H
Inspection
EFG
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 ?
How do we measure? 18

19. Developing Performance Standards
WHAT Level
“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

20. Define Your Tolerance for Variation
An AQL is an acceptable deviation from the performance standard.
However, the contractor is still expected to meet the performance standard.
Requirements Roadmap Worksheet
Task
ABC
Standards D
AQL
Incentive H
Inspection
EFG
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?

21. How Will You Know? Determine Assessment Approach
Acquisition Vision
Desired Results
- A…
- B…
- C…
This is our focus… How will you know?
Requirements Roadmap Worksheet
High Level
Objective
Inspection
Incentive
Type H
Performance
Task Statement
Standard
AQL
What E
How F
Who G
3.1….
3.1.1
3.1.2
3.1.3
3.2….
3.2.1
3.2.2
Alignment
Vision:
Desired
Outcome
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. 21

22. 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)

23. 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

24. 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

25. Requirements Definition
ARRT Demo
Requirements Definition
Component
Cost Estimation
Component (IGCE)
Evaluation Factors
Component (Section M)
Performance Assessment
Component

26. Synchronize Service Acquisitions Standard process, formats, tools and training using the ARRT Suite
Plan
Develop
Execute
Steps 1-3
Steps 4
Steps 5
Steps 6
Steps 7
Work Flow
Process
Tool / Job Aid
Work Product(s)
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products

27. Synchronize Service Acquisitions Standard process, formats, tools and training using the ARRT Suite
Plan
Develop
Execute
Steps 1-3
Steps 4
Steps 5
Steps 6
Steps 7
Work Flow
Process
SAM
Tool / Job Aid
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
Work Product(s)
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products

28. Requirements Definition
Synchronize Service Acquisitions Standard process, formats, tools and training using the ARRT Suite
Plan
Develop
Execute
Steps 1-3
Steps 4
Steps 5
Steps 6
Steps 7
Work Flow
Process
Requirements Definition
Component
SAM
Tool / Job Aid
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
PWS/ SOO
QASP
Work Product(s)
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products

29. Requirements Definition
Synchronize Service Acquisitions Standard process, formats, tools and training using the ARRT Suite
Plan
Develop
Execute
Steps 1-3
Steps 4
Steps 5
Steps 6
Steps 7
Work Flow
Process
Requirements Definition
Component
Cost Estimation
Component (IGCE)
SAM
Tool / Job Aid
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
PWS/ SOO
QASP
Internal Government Cost Estimate
Work Product(s)
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products

30. Requirements Definition
Synchronize Service Acquisitions Standard process, formats, tools and training using the ARRT Suite
Plan
Develop
Execute
Steps 1-3
Steps 4
Steps 5
Steps 6
Steps 7
Work Flow
Process
Requirements Definition
Component
Cost Estimation
Component (IGCE)
Evaluation Factors
Component (Section M)
SAM
Tool / Job Aid
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
PWS/ SOO
QASP
Internal Government Cost Estimate
Source Selection Plan
Work Product(s)
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products

31. Requirements Definition
Synchronize Service Acquisitions Standard process, formats, tools and training using the ARRT Suite
Plan
Develop
Execute
Steps 1-3
Steps 4
Steps 5
Steps 6
Steps 7
Work Flow
Process
Requirements Definition
Component
Cost Estimation
Component (IGCE)
Evaluation Factors
Component (Section M)
Performance Assessment
Component
SAM
Tool / Job Aid
QASP
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
COR’s Monthly Performance Tracking
Annual CPARS Input
PWS/ SOO
QASP
Internal Government Cost Estimate
Source Selection Plan
Work Product(s)
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products

32. Requirements Definition
Synchronize Service Acquisitions Standard process, formats, tools and training using the ARRT Suite
Plan
Develop
Execute
Steps 1-3
Steps 4
Steps 5
Steps 6
Steps 7
Work Flow
Process
Requirements Definition
Component
Cost Estimation
Component (IGCE)
Evaluation Factors
Component (Section M)
Performance Assessment
Component
SAM
Tool / Job Aid
QASP
Skill Dev. Center
Team Charter
Project Plan
Communication Plan
Stakeholder Analysis
Market Research
ARRT
COR’s Data Capture Tool
Monthly Performance Tracking
Annual CPARS Input
PWS/ SOO
QASP
Internal Government Cost Estimate
Source Selection Plan
Work Product(s)
ARRT Suite uses a common database structure to create once, use many times producing standard, configurable formats for work products

33. SAM: Service Acquisition Mall
Integrates Learning and Knowledge
Central knowledge repository for examples
Source for ARRT download
Built around Taxonomy of Services

34. What are the Options? “Gentleman, we are out of money,
therefore we will
have to think.”
(Winston Churchill to Parliament during the
darkest period of World War II.)
Given the current ends and assuming limited means…..
….. We must find new ways. 34 34

35. ARRT 4.0 Multi-User Capability
Your Secure Network
Shared Database
SQL Server OR