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Data Management

Technical Data Management

 

WHAT:

Data management is the process of applying policies, systems and procedures for identification and control of data requirements; for the timely and economical acquisition of such data; for assuring the adequacy of data for its intended use; for the distribution or communication of the data to the point of use; and for use analysis.

Data management documents and maintains the database reflecting system life cycle decisions, methods, feedback, metrics, and configuration control. It directly supports the configuration status accounting process. Data Management governs and controls the selection, generation, preparation, acquisition, and use of data imposed on contractors.

DoD Instruction 5000-2R says that System Analysis and Control activities shall include an integrated data management system to capture and control the technical baseline (configuration documentation, technical data, and technical manuals); provide data correlation and traceability among performance requirements, designs, decisions, rationale, and other related program planning and reporting elements; facilitate technology insertion for affordability improvements during reprocurement and post-production support; support configuration procedures; and serve as a ready reference for the systems engineering effort.

Data are the "knowledge products" of the acquisition process, as well as the sustainment process. They are the basis for most, if not all acquisition, design, development, production, operation, support, and maintenance decision-making. Being able to access the right data at the right time to make the right decisions does not happen by chance. Nor does it happen as a result of ordering excessive data, just in case.† Rather, it is the product of an effective data management process.

Technical data is recorded information (regardless of the form or method of recording) of a scientific or technical nature (including computer software documentation.)† Technical Data:

  • Describes product, interfaces, and decisions made
  • Is traceable, responsive to changes, and consistent with CM requirements
  • Is prepared and stored digitally
  • Involves deciding what data is needed, who shall control it, and when

The more common technical data products are:

  • Technical Manuals
  • Engineering Drawings
  • Product Data
  • Engineering Data For Provisioning (EDFP)
  • Technical Data Package

A Technical Data Package is a technical description of an item adequate for supporting an acquisition strategy, production, engineering, and logistics support.† The description defines the required design configuration and procedures required to ensure adequacy of item performance.† It consists of all applicable technical data such as drawings and associated lists, specifications, standards, performance requirements, quality assurance provisions, and packaging details.† A Technical Data Package normally contains:

  • Engineering drawings
  • Associated lists
  • Specifications that define
    • Function, performance, interfaces
    • Physical geometry, other constraints
  • Process descriptions
  • Material composition
  • Class I changes, deviations & waivers approved but not yet incorporated
  • Safety requirements
  • Preservation and packaging requirements
  • Test requirements data and quality provisions
  • Preventative maintenance system/Maintenance Requirements Card
  • Environmental stress screening requirements
  • Coordination, interchangeability, form fit, and function information

 

WHEN:

Planning for Technical Data Management commences early in the program concurrently with developing the strategy and concepts for Configuration Management, Acquisition Logistics Support, and Maintenance Concepts.

Prior to preparing a contract Statement of Work (SOW), a data call elicits data requirements to be incorporated into the SOW and the Contract Data Requirements List (CDRL).

 

WHO:

The entire Program Management Team participates in determining data requirements and in preparing the contracting documentation.† Someone on the Project Team should be designated the Data Manager to oversee the contractor preparation and delivery of the required data items and to determine their acceptability.

 

HOW:

Terms and Definitions:

General References:

Specific references:

  • DoD 5010.12-M Procedures For The Acquisition And Management Of Technical Data
  • MIL-DTL-31000A, Technical Data Packages
  • MIL-STD-974, Contractor Integrated Technical Information Service (CITIS)
  • Statement of Work, CDRL, And Tracking Tool (SCATT)
  • Turbo Streamliner, Technical Data Guidance
  • Defense Systems Management College Supplemental Text, Systems Engineering Fundamentals,† Par 10.4 (December 2000/January 2001).

Web Sites for Discretionary References:

  • DoD 5010.12-M Procedures For The Acquisition And Management Of Technical Data, (http://www.deskbook.osd.mil/)
  • ASSIST (Acquisition Streamlining and Standardization Information System) is a database system for DoD-wide standardization document information management. The ASSIST database resides at the Department of Defense Single Stock Point for Military Specifications and Standards (DoDSSP), located at DAPS, Philadelphia. ASSIST is comprised of three standardization databases: the DoDISS, the SD-4, and the AMSDL.  http://www.dodssp.daps.mil/assist.htm

 DoD-Wide Practices:

Data Required By Contract

Data is defined as recorded information, regard-less of form or characteristic, and includes all the administrative, management, financial, scientific, engineering, and logistics information and documentation required for delivery from the contractor. Contractually required data is classified as one of three types:

  • Type I: Technical data
  • Type II: Non-technical data
  • Type III: One-time use data (technical or non-technical)

Data is acquired for two basic purposes:

  • Information feedback from the contractor for program management control, and
  • Decision making information needed to manage, operate, and support the system (e.g., specifications, technical manuals, engineering drawings, etc.).

Data analysis and management is expensive and time consuming.  Present DoD philosophy requires that the contractor manage and maintain significant portions of the technical data, including the Technical Data Package (TDP).† Note that this does not mean the government isnít paying for its development or shouldn't receive a copy for post-delivery use. Minimize the TDP cost by requesting the contractor's format (for example, accepting the same drawings they use for production), and asking only for details on items developed with government funds.

Data Call for Government Contracts

As part of the development of an Invitation for Bid or Request for Proposals, the program office convenes the Program Management Team (IPPD Process) and presents the planned procurement and asks integrated team members and affected functional managers to identify and justify their data requirements for that contract. A description of each data item needed is then developed by the Program Management Team and reviewed by the Program Manager. Data Item Descriptions, located in the Acquisition Management Systems Data List (AMSDL) can be used for guidance in developing these descriptions.

Concurrent with the DoD policy on specifications and standards, there is a trend to avoid use of standard Data Item Descriptions on contracts, and specify the data item with a unique tailored data description referenced in the Contract Data Requirements List.

The Statement of Work, CDRL, and Tracking Tool (SCATT) is available within MARCORSYSCOM (http://www.marcorsyscom.usmc.mil/sites/scatt/) to assist in the preparation of the SOW and the CDRL.

Acceptance and Use of Contractor Data Deliverables

A member of the Program Management Team should be designated the Data Manager to monitor the contractor preparation and delivery of required Technical Data.† This should include the following:

  • Assure timely delivery to all activities on the distribution list for the data item
  • Assure that the data deliverable is acceptable (meets contractual requirements)
  • Assure that all data users are satisfied with the product
  • Formally receipt for the data delivery by signing the DD Form 250
  • Recommend the Program Manager approve and accept the delivered data by signing the DD Form 250
  • Provide a repository for all contractor delivered technical data until the Product Baseline is formally established and the Configuration Status Accounting activity has all the data needed to manage the configuration of the system and provide information for its life cycle support.

Use of a Contractor Integrated Technical Information System (CITIS)

Technical data does not have to be delivered in hard copy in most cases.† Also, it is not always necessary for the Government to physically maintain storage of the delivered information.†

The application of CITIS on the contract can provide a combined Government/Contractor database where all authorized persons can access data they need.† In order for the contractor to propose and provide an acceptable CIIS, the solicitation must include the Government Concept of Operation (GCO) and data interface requirements.† Assistance for preparation of the GCO can be found in the DoD Deskbook; an extract is included in this Navigator.

At the end of the contract, the Government should take custody/possession of the technical data in the CITIS.

Engineering Drawings versus Provisioning Documentation

Engineering Drawings are prepared to the Level of Design while Engineering Data For Provisioning (EDFP) is prepared to the level of maintenance or support.

With the procurement of fewer design drawings, EDFP should be retained [not discarded after National Stock Numbers (NSN) are assigned] and cross checked with the Engineering Drawings to assure that the CSA database has as much information as it needs to assure re-supply activities during the systemís Operation and Support Phase.

In developing acquisition strategies, acquisition program managers should ensure data management expertise is included in all such efforts in order to ensure the:

  • Definition of all of the product's data users, over the entire life cycle of the product, in order to properly specify data sharing requirements and enable the establishment/maintenance of an Integrated Data Environment (IDE) with respect to the program.
  • Determination of the minimum essential DoD data needs and the alignment of those needs as much as possible to the types of data normally acquired in commercial purchases of similar items.
  • Selection of data requirements through the "tailoring" process to minimize the amount of DoD-unique data acquired from contractors.
  • Determination of the appropriate data format and media to enable the IDE and data sharing among all members of the Integrated Product Team (IPT), regardless of their physical locations.
  • Provisions are made for the complete visibility of data requirements in contracts.
  • Cost-effectiveness of the data being acquired.
  • Promotion of the uniform use of commercial data exchange standards and open systems among DoD components and contractors.
  • Quality of the data being acquired/accessed meets contractual requirements and industry standards.
  • Timeliness, accuracy, and adequacy of the data being delivered/accessed.
  • Proper marking of technical data for distribution.
  • Compliance with all current Federal and DoD regulations on the selection, acquisition and use of data.
  • Coordination of data delivery schedules with overall acquisition program schedules and needs.

 

(Last Updated December 08, 2011)    Web Publisher | Privacy Policy | USMC Home Page