Attachment (4) Congif Managment Engineering Change Doc Manual 50225-00266MN.pdf

UNCLASSIFIED

53711-00266MN, Rev A

CAGE Code 50225

28 September 2020

UNCLASSIFIED - FOR OFFICIAL USE ONLY

HULL SENSOR SYSTEMS

CONFIGURATION MANAGEMENT

ENGINEERING CHANGE DOCUMENT MANUAL

Distribution Statement D: Distribution authorized to the

Department of Defense and U.S. DoD contractors only: Critical

Technology; 14 December 2015. Other requests for this document shall be referred to: Naval Undersea Warfare Center Newport

Division, Newport, RI, Code 1535.

ENGINEERING CHANGE DOCUMENT MANUAL

Change control authority: CAGE Code 50225

REVISION/CHANGE RECORD

ECP # REV DATE DESCRIPTION OF CHANGE APPROVED

1815NE013 - 26Jan2015 Initial Release E. A.

McLaughlin

5420NE041 A 2020-SEP-28 Update to incorporate new changes in CM policy.

J. Thacker

Table of Contents

1. SCOPE

1.1 Scope

2. APPLICABLE DOCUMENTS

2.1 ECD Forms

2.2 Specifications

3. CONFIGURATION CHANGE CONTROL DOCUMENTATION

3.1 Engineering Change Documentation (ECD)

Engineering Change Proposal (ECP)

Request for Variance (RFV)

ECD Forms and Instructions

ECP Instructions

RFV Instructions

SCD Instructions

Appendix A – ECD forms

ENGINEERING DRAWING REQUIREMENTS

1. SCOPE

1.1 Scope

This document provides instruction for completing Engineering

Change Documents (ECDs) in support of the Hull Sensors Systems

(HSS). The HSS is under the cognizance of Program Executive

Officer, Submarines (PEO-SUB) Submarine Acoustic Systems Program

Office (PMS401), and is located in the Fleet Sensors & Cables

Engineering Branch (Code 1535) of the Sensors and Arrays

Division (Code 153) located at the Naval Undersea Warfare Center

Division Newport. The HSS serves as the Navy's Technical Design

Agent (TDA) and In-Service Engineering Agent (ISEA), assists with Acquisition Engineering Agent (AEA) activities, and maintains the Navy's critical sonar transducer inventory for surface ships and submarines.

If there are any questions about the information found herein, please direct them to the HSS Configuration Manager for resolution.

2. APPLICABLE DOCUMENTS

2.1 ECD Forms

Editable ECD forms are provided upon request.

2.2 Specifications

MIL-STD-882 DoD Standard Practice System

Safety

3. CONFIGURATION CHANGE CONTROL DOCUMENTATION

3.1 Engineering Change Documentation (ECD)

Changes to approved Functional and Product Baselines of a

Configuration Item (CI) controlled by the HSS shall be properly requested, documented, and approved by HSS. Engineering Change

Documentation can be submitted by any activity that desires a change to or Variance from an approved baseline.

Engineering Change Proposal (ECP)

An ECP is a specific written request to make a change to a CI’s current approved Functional Baseline (Critical Item Performance

Specification (CIPS)), Product Baseline, or other documentation.

ECPs shall contain detailed information to define the requested change, the technical impact, and cost data (if applicable).

Objective Quality Evidence (OQE) in the form of test data and analyses shall be provided to support the technical feasibility of the submittal.

Request for Variance (RFV)

An RFV is a specific written request to depart from a particular requirement of a CI’s current approved Functional or Product

Baseline for a specific unit or for a specific period of time.

Approval of a Variance does not change a baseline; it only provides authorization to deviate from it for a specific case.

An RFV is requested prior to manufacture, during manufacture, or after an item has been submitted for government inspection and acceptance. Submittal of recurring departures is discouraged and should be avoided when possible; consideration should be given to development of an ECP to propose a permanent change to the baseline. RFVs shall contain detailed information to define the variance. Supporting OQE shall be provided.

ECD Forms and Instructions

Copies of the forms are found in Appendix A. The following instructions define the required inputs in reference to the submitting agency, i.e. Government (G) or Contractor (C) submitted ECDs and shall be used to prepare ECDs for consideration.

ECP Instructions

Distribution Statement D (at the top of the page) o Insert the date that the ECP is started (for example

26Jan2015).

Block 1. DATE (G)(C) o Enter the submittal, preparation, or revision date of the

ECP in the format MM/DD/YYYY. Revised ECPs are to have the date of the revision.

Block 2. TITLE (G)(C) o The title shall begin with the CI designation, and consist of keywords that identify the proposed changes(s).

o Example titles: TR-338C, Housing Dimension Discrepancy, or DT-705A CIPS, Test Requirement Revision and New Noise

Limit Table, or DT-102 Cable, Add Additional Length, or

DT-100 CCA Telemetry Card, Replace Obsolete Capacitor. If more than one CI is affected, then separate with an underscore.

Block 3. GOVERNMENT NO. (G) o The Government Number is assigned upon receipt of the ECP from the Contractor.

Block 4. Department of Defense Activity Address Code

(DoDAAC)(G) o Enter the DoDAAC of the procuring activity. The DoDAAC is a six position code that uniquely identifies a unit, activity, or organization that has the authority to requisition and/or receive material. The first position designates the particular Service/Agency element of ownership.

o NUWCDIVNPT is N66604, NAVSEA is N00024.

Blocks 5a, b, c, and d. ORIGINATOR (G)(C) o (C): Enter the name (point of contact), phone number, mailing address and e-mail address of the submitting activity.

o (G): The CM Manager’s name, phone number, NUWCDIVNPT address, email address.

Block 6. CLASS OF ECP (G)(C) o In general, enter “I” if the change affects the “form, fit, or function” of the CI, and enter “II” if the change does NOT affect the “form, fit, or function”.

Class I: the requested change involves health, size, performance, interchangeability, reliability, survivability, or maintainability of the item or its repair parts, use of operation, weight, or appearance.

Class II: the requested change does not involve any of the factors listed for Class I.

Block 7. JUSTIFICATION CODE (G)(C) o Enter the justification code, which is applicable to the proposed engineering change.

Administrative (Government Use Only) – this is for record only. This applies to, for example, typos.

Compatibility - modifies/corrects a condition found during and/or after manufacture and is in the scope of the contract. There is no increase in price.

Deficiency – this cannot be safety, interface, or compatibility related.

Block 8. PRIORITY (G) o A priority shall be recommended (Emergency-48 hours, Urgent-14 days, or Routine-30 days).

Block 9. ECP DESIGNATION (G)(C)

Block 9a. MODEL/TYPE o Enter the CI designation for which this proposal is being submitted. If there is more than one, then separate by underscores (TR-233D_TR-232C).

Block 9b. CAGE CODE o Enter the CAGE code for the activity originating the ECP.

o NUWCDIVNPT: 50225

Block 9c. N/A.

Block 9d. ORIGINATOR’S NO.

o Number shall be limited to 7 characters. The number shall be retained for any subsequent resubmissions.

o NUWCDIVNPT: Generated from ECD tracking Log.

Block 9e. TYPE o F

Block 9f. REVISION o Not Used

Block 10. BASELINE AFFECTED (G)(C) o “Functional” for the Functional Baseline (CIPS) of the CI or another specification is affected.

o “Product” if the Product Baseline (DWG PKG) or other drawings are affected.

Block 11. OTHER SYSTEM/CONFIGURATION ITEMS AFFECTED (G) o Enter "yes" or "no", as applicable, to indicate whether there is an effect on another system or CI.

Block 12. SPECIFICATIONS AFFECTED (G)(C) o If the Functional Baseline is affected by the ECP, identify it by CAGE code (normally 53711), document number, and revision letter. Normally this will be in line c. Note that the existing revision letter of the drawing is recorded, not the proposed revision letter. If the ECP is for an Initial Release, record the CAGE Code, drawing number, and place “IR” in the revision letter box.

Block 13. DRAWINGS AFFECTED (G)(C) o If the Product Baseline or another related drawing is affected by the ECP, it shall be identified by its CAGE code (normally 53711), drawing number, and revision letter. Note that the existing revision letter of the drawing is recorded, not the proposed revision letter. If more than six drawings are affected, enter “See

Enclosure” on the first line. Attach the list of affected drawings as an Enclosure. If the ECP is for an Initial

Release, record the CAGE Code, drawing number, and place

“IR” in the revision letter box.

Block 14. CONTRACT NUMBER (G)(C) o Enter the number of the active contract or enter “N/A” if no contract is in effect.

o Other choices: TRF, CRANE, USRD

Block 15. NAME OF LOWEST PART/ASSEMBLY AFFECTED (G)(C) o If not clear from the above information, enter the part or assembly that the ECP affects, for example, C1

Capacitor.

Block 16. IN PRODUCTION (G)(C) o Indicate “yes” if deliveries have not been completed on the contract(s) or if the item is being manufactured or assembled at the TRF, CRANE, or USRD.

o Indicate "no" if the deliveries have been completed, or

N/A if there is no contract or alternate manufacturing facility.

Block 17. DESCRIPTION OF CHANGE (G)(C) o The change shall be described clearly. Consider this the instructions for the editor. If additional space is needed, use Enclosure pages for details but provide an overview in this block.

Enclosures for a CIPS can be provided in the form of a Redlines generated via simple track changes in a Word Document or a redlined pdf or a From/To

Table.

Enclosures for a drawing, can consist of a redlined drawing or a From/To Table that contains the following information: Drawing Number, Zone, Add, Revise (From, To), or Delete.

Block 18. NEED FOR CHANGE (G)(C) o Enter an explanation of the need (or justification) for the change. Why or what happened to initiate the change.

Block 19. EFFECTIVITY BY SERIAL NUMBER OR DELIVERY ORDER

(G)(C) o Enter the effected serial number(s). Examples: “A015, A017”, “A015 and up”, “All production” (if production has not started), All Future Production. If only a particular delivery order effected, enter Delivery Order followed by the Delivery Order Number. It is important to capture this information in case a change doesn’t work out, or if previous SN’s require attention, etc.

Block 20. EFFECT ON DELIVERY SCHEDULE (G)(C) o State the estimated delivery schedule of items incorporating the change, either in terms of days after contractual approval, or by specific dates contingent upon contractual approval by a specified date. State

“None” if there will be no effect on the delivery schedule.

Block 21. SUBMITTING ACTIVITY (G)(C) o An authorized official of the activity entered in Block 5 shall fill in and sign Block 21. This indicates the ECP has the official sanction of the submitting activity.

o NUWCDIVNPT: Typically the TDA.

Block 22. Concur/Do Not Concur and Approval/Disapproval (G) o These blocks are for Government use.

o The lead systems engineer (LSE) shall concur or not concur with the classification and with the proposal.

o Class II ECP: The following lines are for the Acquisition

Manager (ACQ), the Integrated Logistics Support person

(ILS), the TDA, and any other consultants (in-board, shipyard, SUBMEPP, …) as required, to concur or not concur with the proposal. Page 2 contains extra lines which can be used, if required. The bottom line of page 1 is for the CM Manager to approve or disapprove of the proposal.

o Class I ECP: Is the same as Class II with the following differences: the Chief Engineer and a Systems consultant are added and the Approver becomes PMS4013T (per the HSS

CM Plan).

RFV Instructions

Distribution Statement D (at the top of the page) o Insert the date that the RFV is started (for example o Enter the submittal, preparation, or revision date of the

ECP in the format MM/DD/YYYY. Revised ECPs are to have consist of keywords that identify the proposed

Variance(s). It is a hydrophone, projector, OBE, cable, window, or dome.

o Example titles: TR-338C, Housing Dimension, or DT-705A, Test Requirement for Noise, DT-102 Cable, Length. If more than one CI is affected, then separate with an

Block 3. GOVERNMENT NO.

o The Government Number is assigned upon receipt of the RFV from the Contractor. The Originator No., Box 9d, will be appended.

Block 4. DEPARTMENT OF DEFENSE ACTIVITY ADDRESS CODE

(DODAAC)(G)

o Enter the DoDAAC of the procuring activity. The DoDAAC is a six position code that uniquely identifies a unit, activity, or organization that has the authority to requisition and/or receive material. The first position designates the particular Service/Agency element of

Block 5a, b, c, and d. ORIGINATOR (G)(C) o (C): Enter the name (point of contact), phone number, mailing address and e-mail address of the submitting activity.

o (G): The CM Manager’s name, phone number, NUWCDIVNPT address, email address.

Block 6. CLASSIFICATION OF RFV (G)(C) o In general, enter “Major” if the Variance affects the

“form, fit, or function” of the CI, and enter “Minor” if the change does NOT affect the “form, fit, or function”.

o Major: the nonconformance involves: health, size, performance, interchangeability, reliability, survivability, or maintainability of the item or its repair parts, use of operation, weight, appearance, or safety.

o Minor: the nonconformance does not involve any of the factors listed for Major.

Block 7. JUSTIFICATION CODE (G)(C) o Enter the justification code, which is applicable to the proposed engineering change.

Compatibility - modifies/corrects a condition found during and/or after manufacture and is in the scope of the contract. There is no increase in price.

D - Deficiency – this cannot be safety, interface, or compatibility related.

Block 8. PRIORITY (G)(C) o A priority shall be recommended, (Emergency-48 hours, Urgent-30 days, or Routine-90 days).

Block 9. RFV DESIGNATION (G)(C)

Block 9a. CONFIGURATION ITEM (G)(C) o Enter CI designation for which this request is being

Block 9b. CAGE CODE (G)(C) o Enter the CAGE code for the activity originating the RFV.

o (NUWCDIVNPT: 50225)

Block 9c. N/A

Block 9d. ORIGINATOR’S NO. (G)(C) o Number shall be limited to 7 characters. The number shall be retained for any subsequent resubmissions.

o NUWCDIVNPT: Obtained from ECD Number Assignment Log.

Block 9e. TYPE o F

Block 9f. REVISION o Not Used

Block 10. BASELINE AFFECTED (G)(C) o “Functional” for the Functional Baseline (CIPS) of the CI or another specification is involved.

o “Product” if the Product Baseline (DWG PKG) or other drawings are involved.

Block 11. OTHER SYSTEM/CONFIGURATION ITEMS AFFECTED (G) o Enter "yes" or "no", as applicable, to indicate whether there is an effect on another system or CI.

Block 12. SPECIFICATIONS AFFECTED (G)(C) o If the Functional Baseline is involved, identify it by

CAGE code (normally 53711), document number and revision letter. Normally this will be in line c.

Block 13. DRAWINGS AFFECTED (G)(C) o If the Product Baseline or another related drawing is involved, it shall be identified by its CAGE code

(normally 53711), drawing number, and revision letter. If more than six drawings are affected, enter “See

Enclosure” on the first line. Attach the list of affected drawings as an Enclosure.

Block 14. CONTRACT NUMBER (G)(C)

Block 15. NAME OF LOWEST PART/ASSEMBLY AFFECTED (G)(C) o Enter the part or assembly that the ECP affects, for example, C1 Capacitor.

Block 16. RECURRING (G)(C) o Enter “yes” or “no”. This block identifies whether or not the Variance has been requested and approved previously.

If “yes” then reference the previous Variance in Block

17, also provide rationale why the recurrence was not prevented by previous corrective action and/or accomplished design change.

Block 17. DESCRIPTION OF VARIANCE (G)(C) o Cite the CIPS paragraph(s) and/or DWG description(s) and values that are not being met.

o Cite the corresponding value not meeting the above.

o If additional space is needed, use Enclosure pages and provide an overview in this block.

o Include objective quality evidence (OQE). Engineering

Note document numbers may be used for reference.

Block 18. NEED FOR VARIANCE (G)(C) o Explain why it is impossible or unreasonable to comply with the configuration documentation within the specified delivery schedule. Also explain why the Variance is proposed in lieu of a permanent design change.

Block 19. CORRECTIVE ACTION (G)(C) o Describe action being taken to correct non-conformance to prevent future recurrence.

Block 20. EFFECTIVITY (G)(C) o Identify the items affected. Enter as applicable, the serial numbers of the items affected, or the lot number(s) applicable to the lot(s) affected by the

Variance being requested. (Note delivery/task order is in

Block 14.)

Block 21. EFFECT ON DELIVERY SCHEDULE (G)(C) o State the effects on the contract delivery schedule that will result from both approval and disapproval of the request.

Block 22. SUBMITTING ACTIVITY (G)(C) o An authorized official of the activity entered in Block 5 shall fill in and sign Block 21. This indicates the RFV has the official sanction of the submitting activity.

o NUWCDIVNPT: Typically the TDA.

Block 23 CONCUR/DO NOT CONCUR AND APPROVAL/DISAPPROVAL (G) o These blocks are for Government use.

o The first line is for the lead systems engineer (LSE) to concur or not concur with the classification and with the proposal. Minor RFV: The following lines are for the

Acquisition Manager (ACQ), the Integrated Logistics

Support person (ILS), the TDA, and any other consultants

(in-board, shipyard, SUBMEPP, …) as required, to concur or not concur with the proposal. Page 2 contains extra lines which can be used if required. The bottom line of page 1 is for the CM Manager to approve or disapprove of the proposal.

o Major RFV: Is the same as Class II with the following differences: the Chief Engineer and a Systems consultant are added and the Approver becomes NAVSEA PEOSUB

PMS4013T.

SCD Instructions

Distribution Statement D (at the top of the page) o Insert the date that the SCN is started (for example o Enter the submittal, preparation, or revision date of the

SCN in the format MM/DD/YYYY. Revised SCNs are to have consist of keywords that identify the proposed changes(s).

o Example titles: TR-338C, Housing Dimension Discrepancy, or DT-705A CIPS, Test Requirement Revision and New Noise

Limit Table, or DT-102 Cable, Add Additional Length, or

DT-100 CCA Telemetry Card, Replace Obsolete Capacitor. If more than one CI is affected, then separate with an

Block 3. GOVERNMENT NO. (G) o The Government Number is assigned upon receipt of the

SCN.

Block 4. Department of Defense Activity Address Code

(DoDAAC)(G) o Enter the DoDAAC of the procuring activity. The DoDAAC is a six position code that uniquely identifies a unit, activity, or organization that has the authority to requisition and/or receive material. The first position designates the particular Service/Agency element of

Blocks 5a, ORIGINATOR (G)(C) o (G)(C): Enter the name (point of contact) and mailing address of the submitting activity.

Block 6. SCN Type (G)(C)

Proposed is for all SCNs that have not been previously adjudicated and agreed upon by the parties of interest.

Approved is a previously adjudicated SCN that has been agreed upon.

Block 7. CAGE CODE (G)(C) o Enter the CAGE code for the document the SCN addresses.

o NAVSEA: 53711

Block 8. DOCUMENT NUMBER (G) o The document number shall be the number of the specification that the SCN addresses.

Block 9. CAGE CODE (G)(C) o Enter the CAGE code for the activity originating the ECP.

o NAVSEA: 53711

Block 10. ORIGINATOR NUMBER (G)(C) o (C) Contractor can assign a number for internal tracking.

o (G) If the SCN is Government originated, the number will be the same as Block 3.

Block 11. SYSTEM DESIGNATION (G)(C) o Shall indicate the system(s) that the SCN will affect.

Block 12. RELATED ECP INFO (G) o Assign an ECP number that will incorporate the SCNs when development is complete.

Block 13. CONTRACT INFO (G)(C)

Block 14. CONTRACTUAL AUTHORIZATION (G) o YES – If SCN will allow contracts to authorize the change via a contract modification.

o NO – If SCN does not provide authorization to make a contractual change.

Block 15. CONFIGURATION ITEM NOMENCLATURE (G)(C) o Enter the CI designation for which this proposal is being

Block 16. EFFECTIVITY (G)(C) o Enter the effected serial number(s). Examples: “A015, A017”, “A015 and up”, “All production” (if production has not started), All Future Production. If only a particular delivery order effected, enter Delivery Order followed by the Delivery Order Number. It is important to capture this information in case a change doesn’t work out, or if previous SN’s require attention, etc.

Block 17. PAGES AFFECTED BY THIS SCN (G)(C) o a. Pages: Enter Page Number, brief description of the specification change, and list enclosures documenting the change.

o b. Type of Change: Technical or Administrative o c. Approval Date:

Block 18. SUMMARY OF PREVIOUSLY CHANGED PAGES(G)(C) o This Block is used to provide a history of pages previously approved for this document.

o a. SCN Number o b. Related ECP number o c. Pages o d. Date Submitted o e. Type of Change: Technical or Administrative o f. Approval Date

Block 19. GOVERNMENT SIGNATURE (G) o a. Government Activity - NUWCDIVNPT o b. Typed Name (First, Middle Initial, Last) o c. & d. Signature and Date Signed (Digital Signature)

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Appendix A – ECD Forms

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