# Presentation: 228666

## 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

## Expectations for the next two days:

*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

*Surveillance as a method to improve likelihood of mission success*

***Key objectives:******  ***
*** ******Integrate Surveillance Approach***
*** ******Improve Utilization of Surveillance    ***
***  ******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)
- 9:45 - 10:30   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.

## 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.

## 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

*  **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**

## Define “what” surveillance is

***Provide “risk based” options***
***Utilize Existing Guidance Where Possible:***
*** ******NPG 7120.5B***
***NPG 8735.2***
***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

*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**

**Meeting**
**1/9/00**

**Joint Meeting**
**3/1/00**

**Meeting**

**Telecon**