Attachment XX. COE Transition Implementation Guidance - REV H OCT24.docx

COE Transition / Implementation Guidance

Attachments:

1. Sample COE Transition / Implementation Spreadsheet

A. PURPOSE

The purpose of this instruction is to collect the required information for both the technology transitions for Navy ManTech projects as well as the resulting implementations of that technology.

To comply with how ONR reports “transitions” across the various programs, Navy ManTech has developed specific categories to identify both the transition and/or implementation status for ManTech projects (see Table 1 and Section B, Definitions). Navy ManTech requires COEs to document both “Transitions” and “Implementations” for every Navy ManTech project that was active during the previous five fiscal years (e.g., FY20-FY24).

The Navy ManTech Support Team will use the data submitted from the COEs to prepare a Navy ManTech Transition / Implementation Report that includes actual and planned transitions and implementations.

B. DEFINITIONS

Navy ManTech uses the following definitions:

1. Transition: Transition occurs when the “Transition Event” defined in the Technology Transition Plan (TTP) for the project has been completed. By definition, it means that the customer (Program Office / industry) has accepted the technology for implementation.

2. Implementation: Implementation is defined as the actual use of the transitioned technology at an industrial / naval organic facility.

(Please note that delivering the technology to the entity that will implement is not sufficient to declare that an implementation has occurred. For an implementation to have occurred, the technology actually must be in use for the production or repair of defense materiel.)

Navy ManTech uses the following definitions to classify the status of a project:

· Active: Project is executing within the period of performance established by the contract modification or subsequent modifications that change the project period of performance. Funding has been allocated on contact to execute the project. For COEs without a contract, a project is considered active after the COE receives written direction from the Program Officer (PO) / Contracting Officer’s Representative (COR) to initiate the project.

· Canceled: Contract modification has not been awarded to initiate the project, and no funds have been allocated to it.

· Completed: Project has completed technical activities, and all deliverables, including the Final Report and ManTech Data Call documents, have been submitted to the Navy ManTech Program Office and the Navy ManTech Support Team.

· Completed Pending Closeout: Project has completed technical activities, but all deliverables, including the Final Report and ManTech Data Call documents, have not been submitted to the Navy ManTech Program Office and the Navy ManTech Support Team.

· Pending: Project has been assigned a project number per direction from the PO / COR or from the COE at the request of the PO / COR.

· Terminated: COE has received authorization from the ManTech PO / COR to end the project after it was awarded and funds were allocated and executed against it via a contract modification.

C. TIMELINE

1. On or about 1 Oct, the Navy ManTech Support Team will provide each COE with its previous fiscal year’s Transition / Implementation Spreadsheet that was approved by the PO / COR.

2. By 1 Nov, each COE will submit an updated COE Transition / Implementation Spreadsheet that reports the status of all projects that were active during the previous five fiscal years (e.g., FY20 through FY24) to navymantech@bcsallegient.com. The submitted spreadsheet will contain all projects that have transitioned as well as all projects that have implemented in accordance with the definitions in B. Definitions. It is the responsibility of the COE to ensure that all Active, Completed, Completed Pending Close-out, and Terminated projects are included and that all entries are complete and correct.

D. PROCESS / APPROVAL CYCLE

1. Navy ManTech Support Team will provide each COE with the previous fiscal year’s Transition / Implementation Spreadsheet that was approved by the PO / COR.

2. COEs will enter or update data for all Active, Completed, Completed Pending Close-out, and Terminated projects (see B. Definitions above). Note that “T” (6.2 Navy Manufacturing Applied Research Standalone) projects should not be included; however, Capability Acceleration projects should be included.

Spreadsheets are not locked so COEs can make appropriate edits, including revising current entries and deleting and inserting rows. Do not hide rows. Delete the rows of projects that no longer pertain to the five-year reporting period. All projects should be listed in ascending project number order.

COEs should use the correct tense to describe the implementation or provide comments, e.g., projects that have implemented should be written in past tense and should not be written in present or future tense.

COEs should explain any changes to the current entries on the spreadsheet in Column R, Comments.

3. If the Navy ManTech Projects Database (NMPD) is available, the COE will upload the Transition / Implementation spreadsheet to the COE tab of the NMPD and notify the Navy ManTech Support Team (navymantech@bcsallegient.com) that the spreadsheet has been uploaded.

If the NMPD is unavailable, the COE will use a secure method, such as encrypted email, DoD SAFE (https://safe.apps.mil/), or a COE SharePoint site, to submit completed spreadsheet to the Navy ManTech Support Team. The COE will also notify the Navy ManTech Support Team (navymantech@bcsallegient.com) of the secure method that was used to submit the Transition / Implementation spreadsheet.

4. Navy ManTech Support Team will review and edit the COE spreadsheet and work with the COE to address all comments, questions, and discrepancies.

5. Navy ManTech Support Team will use a secure method to send the COE spreadsheet to the respective PO / COR and the COE.

6. PO/COR will review the COE spreadsheet and use a secure method to provide the COE and the Navy ManTech Support Team with either approval of the spreadsheet or with comments, questions, and discrepancies to adjudicate.

7. COE and the Navy ManTech Support Team will work with the PO / COR to adjudicate all comments, questions, and discrepancies until the PO / COR approves the spreadsheet.

8. COE will upload the approved spreadsheet to the COE tab of the NMPD. If the database is unavailable, the Navy ManTech Support Team will upload the Transition / Implementation spreadsheet to the database when it is available.

9. Navy ManTech Support Team will use the approved spreadsheet to draft the “Navy ManTech Transition / Implementation Report.”

The specific instructions for each column of the spreadsheet are contained in Section E below.

E. COLUMN DESCRIPTIONS

A. Designator: This column is used by the ManTech Support Team to designate the row with the funding for the Primary Implementing Platform for a specific project. No matter how many rows have the same project number, only the row with a “1” in Column A should contain funding in Columns “O” & “P.” (Projects conducted jointly by more than one COE have identical project numbers with the addition of an “-A” or “-B” to signify the Lead and Supporting COE. For the purposes of this spreadsheet, both will be treated as different project numbers, and hence both will have a designator of “1” in Column A for the Primary Implementing Platform, and both will have funding in Columns “O” & “P” on that row.)

B. Project Number: Official project number. “T” (6.2 Navy Manufacturing Applied Research Standalone) projects should not be included; however, Capability Acceleration projects should be included.

C. Project Title: Complete official title of project.

D. Status: The current status of the project – Active, Completed, Completed Pending Closeout, and Terminated. Canceled and Pending projects should not be included.

E. COE: COE responsible for project.

F. Start Date: Project actual start month and calendar year (Mmm-YY format, i.e., Sep-22).

G. End Date: Project actual or planned end month and calendar year (Mmm-YY format, i.e., Aug-24).

H. Implementing Platform: The platform (whether the primary / lead platform or a secondary platform) for transition / implementation of the developed project technology should be entered in this cell for each row. Use acronyms such as CVN 78, DDG 51, FFG 62, F-35, VCS, CLB, etc. Do not enter the Program Office code. The primary Implementing Platform (lead platform) should carry a “1” in Column A, “Designator” and funding in Columns O and P.

I. Implementing Hull / AC # (if applicable): The first hull or aircraft number of the Implementing Platform shown in Column H on which transition / implementation has or is projected to occur.

J. Implementing Organization: Industrial facility or service depot / shipyard / aircraft manufacturer / OEM. (Note: The Implementing Organization is never a COE.)

K. Category: Table 1 provides the definitions for each of the possible categories for a project. Note that the category definitions changed with the 2019 guidance: Categories 5X and 6 have been eliminated, and Categories 4 and 5 have new definitions.

· All projects that will never transition or implement should be noted as Category 0.

· Category 1 should be entered for active projects that have not yet “Transitioned.”

· Every project that has completed the Transition Event specified in the Technology Transition Plan should be noted as Category 2, 3, 4, or 5. All such projects will be counted as having “Transitioned.”

· The differences in Categories 2 through 5 are associated with the status of “Implementation.” Category 5 projects indicate that the Transition Event has completed and that the technology is in use at an industrial facility or a naval organic facility for the production or repair of defense materiel. Alternatively, Category 2 projects indicate that although the projects have successfully transitioned, the technology either is not likely to implement or definitely will not implement.

· If a project is likely to have an additional transition and/or implementation on a secondary platform, a row should be added below the current entry with that project number, but in this case, Column A should be blank and no funding should be shown in Columns O and P. Assign the appropriate Category to the added row and enter all data in the other columns. For example, implementation on CVN 68 (NIMITZ Class) and CVN 78 (FORD Class) are counted as two separate implementations. However, implementation on both CVN 79 and CVN 80 are not counted as separate implementations since they are in the same class. In addition, multiple implementations normally do not indicate multiple transitions.

· Transition occurs when the “Transition Event” defined in the Technology Transition Plan (TTP) for the project has been completed, and the technology is accepted by the Implementing Organization. Rows with the identical implementing organization and identical transition FY are counted as only one transition. Additional transitions are counted if one of the following is true:

· The row has a different implementing platform and organization.

· The row has a different description of implementation.

Special Cases:

· Projects conducted in support of another COE should not contain entries in Columns K, L, and M. Column N should contain an explanation such as: “Conducted in support of parent project at (enter name of Lead COE).”

a. Generally, all projects with “-B” at the end of the Project Number fall in this special case.

· For any project that transitioned to a subsequent project within the same COE or a different COE, enter an “X” in Column K and leave Columns L and M blank. In this case, the X connotes “transfer.”

· For a project that had a partial implementation and additional implementation will not occur, enter “4” in Column K and state in Column N and / or Column R that further implementation will not occur.

Note that the appropriate entries for Columns L, M, and N depend on the Category in Column K. See Table 1 below.

L. Transition Fiscal Year: Enter the Fiscal Year in which Transition has occurred or is anticipated to occur in the format FYnn (e.g., FY24). (See Table 1 for required entry depending on Category in Column K.)

M. Implementation Fiscal Year: Enter the Fiscal Year in which Implementation has occurred or is anticipated to occur in the format FYnn. (See Table 1 for required entry depending on Category in Column K.)

N. Description of Implementation: Provide a description of what was actually implemented or what is expected to be implemented. Be brief but specific. This entry depends on the Category specified in Column K (See Table 1.) Do not include the project objectives, a summary of the transition plan, or other information in Column N. Use the correct tense to describe the implementation. For example, projects that have implemented should be written in past tense and should not be written in present or future tense.

O. Total Navy ManTech Funding: This cell consists of all Navy ManTech funding expended over the project duration including all planned funding allocations for active projects. Funding should only be included on project rows for the primary Implementing Platform (Lead Platform).

P. Total Other Funding (Service / Agency / DoD / etc.): Include the total funding (received and planned) from all Program Offices, other Services, DMS&T, IBIF, Navy Labs, other government agencies, etc. Do not include industry or cost share or leverage. The source of funding and the amount from each source should be noted in Column R. Total Other Funding should only be included on project rows for the primary Implementing Platform (Lead Platform).

Q. Project Participants – Federal / Non-Federal (City / State): List all major project participants by organization name and include city and state in parentheses. e.g., General Dynamics Electric Boat (Groton, CT), Powerex Inc. (Youngwood, PA), NAVAIR (Patuxent River, MD).

R. Comments: As appropriate, provide any details that explain an entry in another column as requested for Column P, or insert other brief comments that you want considered as part of the evaluation of the transitions and implementations for this project. Use the correct tense.

F. FILE NAME

The file name for the Transition / Implementation spreadsheet should represent the most recent update. File names should be in the following format: {COE acronym} Transition Implementation {MMMYY}

· i.e., EMC Transition Implementation OCT23.xlsx Navy ManTech Program

REV H OCT24

Table 1: Category Definitions and Appropriate Entries in Columns L, M, and N for Each Category

Category (Col K)

(Col L) Implementation FY (Col M) Description of Implementation (Col N)

Attachment 1: Sample COE Transition / Implementation Spreadsheet image1.png