Attachment_14_-_AMT_Standard_Operating_Procedures.pdf

AEGIS Modernization Team Norfolk Standard Operating Procedures

Updated: June 2013

AMT: ATO/ATM: nmc SOP Acknowledgement Statement & Table of Contents REV B

JUN 2013

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) Acknowledgement Statement & Table of Contents From: AEGIS Test Officer (ATO)/ AEGIS Technical Manager (ATM)

To: Distribution

Subj: ACKNOWLEDGEMENT STATEMENT & TABLE OF CONTENTS

Encl: (1) Acknowledgement Statement Form

1. Purpose: The purpose of the Standard Operating Procedures (SOP’s) for the AEGIS Modernization Team (AMT) is to provide standardized policies and procedures for all AMT personnel to govern themselves by. The information is this manual is meant to protect personnel and property and is not intended to supersede any federal, state or local codes. For all compliance areas such as Safety, Security, Anti-Terrorism/Force Protection, and Emergency Management/COOP please follow the guidance for the host command of the area. Inform NSCW PHD Code 08 security and safety office for any issues relating to compliance.

2. Cancellation: This SOP manual will remain in effect until superseded by approved revision.

Cancellations or revisions will be clearly delineated in the SOP Record of Change Log.

3. Background: The information provided in the SOP manual applies to all government and contractor personnel that work with the AMT.

4. Responsibility: It is mandatory that all AMT government and contractor personnel read, comprehend, and adhere to the AMT SOP manual. All AMT government and contractor personnel must sign off on the acknowledgment statement provided in enclosure (1) as well as comply with all Federal, State, and Local safety and environmental protection codes. Copy of signed acknowledgement statements will be kept with the records of the AMT.

5. Action: The provision of the AMT SOP manual is effective immediately

Reviewed and Approved by:

ATM Date

ATO Date

Distribution:

File

PEO IWS

NSWC PHD

Standard Distribution List for Waterfront Offices

Enclosure (1) Acknowledgement Statement Form

AEGIS Modernization Team, Norfolk Personnel SOP Acknowledgement Form

I have been provided a copy of, read, and understand the contents of the Standard Operating Procedures set forth by the AEGIS Modernization Team (AMT). I agree to act in accordance with these procedures, and will seek clarification if required through appropriate chain of command. I understand that the AMT SOP’s replaces any and all prior verbal and written communication regarding AMT’s working conditions, policies, and procedures.

(Print Name) (Organization) (Code)

Signature Date

Table of Contents

Admin & Facility Operations

01-01E Standard Operating Procedure (SOP) Preparation

01-02E AEGIS Modernization Team (AMT) Functional Organization

01-03E Building Security & Visitor Control for Bldgs. V-29, V-53, & V-147

01-04E Internal Communications/Reporting

01-05E AMT Facilities Maintenance- East Coast

Services & Reporting

02-02E Lessons Learned & Best Practices

02-03E AMT Discrepancy Tracking Database

02-04E AMT Weekly Report

02-05E Combat System Project Engineer (CSPE) Weekly Test Report

Test Team Operations

03-01E Control of Test Equipment

Computer Program & Configuration Control

04-01E AMT Configuration Review Board (AMTCRB), Establishment & Operation

04-02E Computer Program Adaptation Data Verification Process

04-03E Approved Articles Package Compliance Matrices Maintenance Process

Test Operations

15-01E Test Sequence Development Process

15-02E Arrival Conference Procedure

15-04E Post Availability Support

15-05E Management of Critical Testing Milestones

15-09E Sea Trials Planning & Readiness Review Process

15-11E Air/Surface/Subsurface services in support of required AEGIS Ship Tests

15-12E In-Port Combat System Alignment Verification

AMT: ATO/ATM:nmc

SOP 01-01E REV C

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) 01-01E REV C

From: AEGIS Test Officer (ATO)/AEGIS Technical Manager (ATM)

To: Distribution

Subj: STANDARD OPERATING PROCEDURE (SOP) PREPARATION

Encl: (1) Standard Operating Procedure Numbering System

(2) Standard Operating Procedure Format and Flow

(3) Standard Operating Procedure Approval Process

1. Purpose. To establish the process for preparation, approval and maintenance of Standard Operating

Procedures (SOPs) for the AEGIS Modernization Team (AMT).

2. Cancellation. This SOP will remain in effect until superseded by approved revision. Cancellation or revisions will be clearly delineated in the SOP Record of Change Log.

3. Background. The AMT is comprised of numerous Government and Contractor organizations. In order to ensure a smooth working environment among these diverse organizations, it is necessary to establish policies and procedures.

4. Policy.

a. SOPs apply to all waterfront personnel, but are not intended to replace individual parent organization guidelines. SOPs with significant impact on the member’s parent organization should be coordinated within that organization.

b. SOPs will comply with existing instructions (i.e., NAVSEA, SECNAV, JFMM, etc.). In general, SOPs will provide more detail than existing instructions. In some cases, research in preparing a SOP might indicate an existing instruction needs to be originated or modified. In that case, a proposed instruction will be forwarded with the pertinent SOP for consideration.

5. Procedure.

a. SOPs shall be issued under categories, as described in Encl. 1.

b. All SOPs will follow standard format as discussed in Encl. 2.

c. New or revised SOPs will be approved according with Encl. 3.

6. Responsibility.

a. Origin: SOPs are generated to provide guidance, as well as maintain continuity in the proper performance of various operations and complicated tasks. Authorization to revise an existing SOP or generate a new SOP should first be socialized with respective ATO and ATM.

b. Internal Review:

i. New or revised SOPs shall be submitted to the respective AMT Office Manager in MS

Word format for review. Submitted SOP will be assigned a tracking number in

SOP # Description Revision Revision Date

XX-XX Name of SOP ORIGINAL/REV Date

SOP 01-01E REV C

JUN 2013

accordance with Enclosure (2) and distributed for review in accordance with Enclosure (3).

ii. SOP reviewers should provide an electronic or hard copy of the proposed changes via email or hand delivery to the AMT Office Manager within 5 working days of receipt.

iii. Revisions will be vetted through the originator for review and consideration.

iv. Upon satisfactory resolution of received revisions, the SOPs will be forwarded to the

AMT Office Manager for final review by the ATO/ATM or designated approving authority.

c. Approval:

i. Facility security and safety related SOPs will be reviewed by the ATM and then reviewed and approved by the NSWC PHD Security Manager.

ii. Administrative and local in-house facility SOPs will be reviewed and approved by both

ATO and ATM.

iii. Fleet Tech Assist SOP will be reviewed by ATM and then reviewed and approved by the

NSWC PHD Representative.

iv. Computer Program and configuration control SOPs will be reviewed by CP

Configuration Manager and ATM and then reviewed and approved by ATO.

v. Other testing, services, and reporting SOPs will be reviewed by ATM and then reviewed and signed by ATO.

7. Action. Within 30 days of receipt:

a. Any new SOPs must comply with the provisions of this SOP

b. The AMT Office Manager will implement and maintain a tickler system for SOP review.

Individuals responsible for maintenance of their SOP will review them, at a minimum of, every two years.

Signature on File 17 June 2013

Signature on File 19 June 2013

PEO IWS

NSWC PHD

TOC

Standard Operating Procedure Numbering System

Standard Operating Procedures (SOPs) will be numerically categorized according to subject matter. Each SOP issued within one of the below-listed categories is assigned a two-digit sequence number to establish uniqueness.

For example, this document is the first administrative SOP, hence "01-01". A Coast designator will be used following this two-digit sequence; “E” or “W”. SOP revision number, if applicable, follows the original numerical designations, e.g. "SOP 01-01E REV A” designating the first East Coast revision of the originally distributed 01-01E SOP.

The categories and associated numbers are listed as follows:

01 Admin & Facility Operations

02 Services & Reporting

03 Test Team Operations

04 Computer Program & Configuration Control

15 Test Operations

Enclosure (2) Standard Operating Procedure Format and Flow

Program Ownership

SOP Author Office Mgr

(Implementing changes)

AMT: ATO/nmc

SOP 01-01E REV A

MONTH YEAR

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) XX-XX

From: AEGIS Test Officer (ATO) / AEGIS Technical Manager (ATM)

To: Distribution

Subj: SHORT DESCRIPTIVE TITLE IN ALL CAPS

Ref: (a) (b)

Encl: (1) (2)

1. Purpose. State the purpose of the procedure, briefly introduce the subject matter, tell what the operating policy or procedure notice covers and indicate the significance.

2. Cancellation. This SOP will remain in effect until superseded by approved revision. Cancellation or revisions will be clearly delineated in the SOP Record of Change Log.

3. Subsequent Headings. Topical headings will be a function of the subject matter. The following general headings are often appropriate: Purpose, Cancellation, Background, Scope, Discussion, Policy, Responsibilities, Action, Procedures, Responsibility for/Maintenance of SOP, LAN, Process, and Review Cycle. Principle paragraphs are numbered, subparagraphs are alternately lettered or numbered, as in SECNAVINST 5216.5 series, Correspondence Manual; paragraph titles are underlined.

a) Title

b) Title i)

*APPROPRIATE SIGNATURE LINES

File

PEO IWS

SOP Nomenclature with Coast and REV designation

Other documents cited with most up to date revisions, dates, etc. that may be readily accessible if needed.

Attach documents which become part of the SOP for clarity.

Standard Operating Procedure Format and Flow

Start with an outline by one quick pass through items below:

TITLE: Should be self-explanatory but often difficult to pin down until you settle on PURPOSE and SCOPE. Try one and keep adjusting as you proceed. (Be specific - e.g., if you say "Security of ...” do you mean physical security or classified material security or both?)

PURPOSE: Why the SOP is to exist. What you are trying to effect; e.g., "The purpose of this SOP is to ...”

or “The procedures in this SOP are intended to ..." (Limit 3 sentences.)

CANCELLATION: Is this a new SOP, or does this SOP replace one in existence? Inform reader.

BACKGROUND: Any necessary information to say why we are issuing the SOP; e.g., “The _____________________(reference a) requires...”

POLICY: Who it applies to, what physical thing, over what time or span of events. What else needs to be said before you get to responsibilities and action, e.g., introducing a new concept or explaining details.

PROCEDURES: How to do. Usually references an enclosure. Depiction of the process the SOP describes.

May be a process chart, Work Breakdown Structure (WBS), PERT chart, GANTT chart or other graphic description of the process or processes involved. This is a key section and should rarely be omitted.

RESPONSIBILITIES: What responsibility some branch, division, group or person by title is tasked to perform by the SOP (not how he does it--see PROCEDURES), directly related to the reason for the SOP.

Example: "a. Test Operations Division Head - Safeguarding of classified information in computer programs while in use by test operations division."

ACTION: What is needed to be done to affect the object of the SOP (NOT how--see PROCEDURES).

GENERAL INFORMATION

Avoid Abbreviations.

Acronyms can be confusing. Make sure you write out the full name the first time it appears in the

SOP, e.g., AEGIS Combat Training System (ACTS). Make sure the acronym fits (look it up).

Enclosure (3) Standard Operating Procedure Approval Process

AMT:ATO/ATM:nmc

SOP 01-02E REV C

JUN 2013

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) 01-02E REV C

From: AEGIS Test Officer (ATO) / AEGIS Technical Manager (ATM)

To: Distribution

Subj: AEGIS MODERNIZATION TEAM (AMT) FUNCTIONAL ORGANIZATION

Ref: (a) AMT Position Descriptions

Encl: (1) AMT Functional Organizational Structure

1. Purpose. Describe the AMT functional organization and charter of existence, including a narrative description of the functions and responsibilities of the AEGIS Test Officer (ATO), the AEGIS Technical Manager (ATM) and each individual AMT position.

2. Cancellation. This SOP will remain in effect until superseded by approved revision. Cancellations or

3. Background. The AMT was formalized in Reference (a) to support the AMT Test Sequence Network (TSN). This team is comprised of engineers, technicians, and test personnel from NSWC PHD, Lockheed Martin, field activities, associate contractors and other government agencies.

4. Responsibilities. Enclosure (1) depicts the AMT Organizational Structure during an AEGIS Modernization (AMOD) availability, as well as, the administrative organization of agencies that comprise the AMT. The following paragraphs describe the major functions and responsibilities of each organizational element. The specific position descriptions are defined in Reference (a).

a. AEGIS Test Officer - The ATO is responsible for the overall direction and management of the AMT and for the testing, integration, and subsequent maintenance of the AEGIS Combat System on each AEGIS ship during the test program. The ATO anticipates short term and long-range requirements and goals regarding personnel, technology and ship testing.

b. AEGIS Technical Manager – The ATM is deputy to the ATO and carries out the duties of the ATO in his absence. The ATM plans for short term and long-range budget and personnel requirements, manages the contract funding clauses that finance additional testing requirements (C-Clause) and is responsible for the overall management of AMT facilities.

The ATM is a Port Hueneme Division, Naval Surface Warfare Center (PHD-NSWC) representative, who resolves all technical issues during an AMOD availability. The ATM reports to the ATO and PHD-NSWC Code A30.

c. AEGIS Modernization Management and Staff – AMT management provides direct liaison between ATO/ATM and, Test Team, Contractor, Customer, and Program Office in preparation and maintenance of Plan of Action and Milestones (POA&Ms) as real-time checklists critical to success of availabilities. Maintain and update all SOPs electronic and hard copy. Research, compile and prepare presentations required by the ATO/ATM and AMT in support of Program Reviews, ALO, MRPs, etc. Act as data reception point for weekly inputs in order to combine, format and forward to ATO/ATM for status updates.

Provide administrative support as directed in addition to above per ATO and ATM

SOP 01-02E REV C

d. Lockheed Martin (LM) MS2 Management and Staff – The LM Management team is responsible for the administrative oversight for LM MS2 site personnel and management of LM MS2 contract to support waterfront operations on the AMT.

e. Combat System Equipment Operations and Maintenance (O&M) The Combat System Equipment Operations and Maintenance (O&M) personnel are responsible for ensuring the Combat System equipment is operational and available.

f. AEGIS Weapons Systems (AWS) Test Engineering - The AWS Test Engineering group is responsible for investigating and resolving AWS software and system interface issues;

assisting in completion of the shipboard tests; and providing computerized analysis of shipboard data in support of the AMT.

g. Test Operations - Responsible for conducting the government provided shipboard test procedures and documenting test completion and test discrepancies Responsibility for coordination of the technical support activities of the assigned Combat System Element.

h. Test Support - The Test Support group provides infrastructure support services to the AMT.

The work center assists in configuration management, security, technical documentation and life cycle support.

i. Project Engineering - The Combat Systems Project Engineer (CSPE) assigned to the AMOD availability is responsible for the overall Combat Systems installation and test assets, including government and contractor personnel. Each availability will have a Project Engineer who will act as the PEO IWS and PEO Ships on-site government representative.

The CSPE reports to the ATO/ATM and SEA-21 Program Maintenance Representative.

j. CS/PARM Group - This work group provides engineering, technical and management support of Combat Systems not part of the MK 7 AEGIS Weapon System.

5. Action. The provisions of this SOP are effective immediately.

PEO IWS

Standard Distribution List for Waterfront Offices TOC

AMT Organizational Chart

AMT:ATM:nmc

SOP 01-03E REV C

AUG 2013

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) 01-03E REV C

From: NSWC PHD Safety and Security Manager, Code 08

To: Distribution

Subj: BUILDING SECURITY & VISITOR CONTROL FOR BUILDING V-29, V-53 &

V-147, NAVAL STATION NORFOLK

Ref: (a) SECNAV M-5510.36 Department of the Navy Information Security Program

(b) SECNAV 5510.30 Department of the Navy Personnel Security Program (PSP)

(c) NAVSEAINST 5510.2C Physical Security, Access, & Movement Control at Shore Activities

(d) NSWCPHD 5510.4A, Port Hueneme Division Naval Surface Warfare Center Security

Manual

Encl: (1) Security Monitor Checklist Form 701

(2) Personal Electronic Device (PED) Permit Form

(3) Emergency Data Information Form

1. Purpose. To establish and maintain security procedures in accordance with references (a) through (d) for personnel residing in and/or utilizing buildings V-29, V-53 and V-147 on Naval Station Norfolk.

To ensure all visiting waterfront personnel are aware of the building policies and procedures and to maintain control of visitors to the waterfront offices.

2. Cancellation. This SOP will remain in effect until superseded by approved revision. Cancellation or

3. Background.

a. The AEGIS Modernization Team utilizes three buildings at Naval Station Norfolk. Buildings V-

29, V-53, and V-147 currently operate under an UNCLAS status. No visit requests are required to visit any of these buildings. A formal visit request may be required to access Naval Station Norfolk if visiting personnel do not have a valid CAC. Formal visit requests are always required for ship visits.

b. Excluding contractors and military, the building Security Monitor duty will be completed on a weekly basis as specified in the Security Monitor checklist, enclosure (1).

c. Building V-29 has a designated Security Manager who oversees the Security Monitor Watch-bill Coordinator. The Watch-bill Coordinator is responsible for creating, distributing, and posting the Security Monitor Duty Schedule on a monthly basis. It is each individual’s responsibility to find a replacement if travel, leave or other issues prevent him/her from completing the assigned security duty. Immediate Supervisors, Aegis Technical Manager (ATM) and Security Manager must be notified of any changes to the schedule. All schedule changes will be annotated on the posted Security Monitor Duty Schedule.

d. In accordance with reference (c), Personal Electronic Devices (PED) are prohibited within any NAVSEA work spaces. All government and contractor personnel are restricted from bringing and using any non-NMCI computer or cell phones within NAVSEA work spaces.

e. Building V-29 is equipped with a lock and key system. Each entry door is equipped with an automatic locking mechanism that does not have the capability to become unlocked. The front entrance to V-29 remains open during normal working hours; Monday through Friday from 0600- 1800. Visitors must access the AMT office through the front door. Front door keys are issued to permanent residents of V-29 and those personnel who may be utilizing V-29 for long term use as approved by the ATM.

f. Building V-53 is the AMT warehouse space that is used for parts storage and shipping/receiving of large items. NSWC PHD Logistics Representatives (Log Rep) control and maintain access to the warehouse, which has a key locked cage and is typically not manned. Keys are only provided on permanent basis to Log Reps and the ATM. Contractor personnel with a need to access this area must be accompanied by NSWC PHD personnel (either Log Rep or ATM).

g. Building V-147 is equipped with a cipher lock system. Cipher codes are provided to permanent residents of building V-147. Other NSWC PHD personnel who frequently utilize the building may be provided a cipher code upon approval of the ATM.

h. An All Shred policy is in effect at 100% of NAVSEA’s facilities. This requires that everything except trash shall be shredded to prevent the disclosure of Personally Identifiable Information (PII) or Controlled Unclassified Information (CUI) which includes For Official Use Only (FOUO) Sensitive But Unclassified (SBU) information, etc. Any level 6 National Security Agency (NSA) approved shredder is authorized to handle all classification levels.

4. Procedure.

a. Visiting Personnel:

1) All visitors to buildings V-29 and V-147 are required to sign in and sign out with the officer manager in building V-29 upon initial arrival and prior to final departure.

Permanent AMT waterfront personnel are responsible for ensuring their visitors have been checked in upon arrival.

2) Personnel visiting either V-29 or V-147 that will require a desk or workspace should coordinate seating arrangements with the AMT Office Manager, with assistance from their assigned sponsor, if necessary.

3) The Office Manager will issue permanent personnel and or long term visitors access to V- 29 or V-147 (as applicable) following approval from the ATM.

4) Upon departure all keys issued to any permanent or long term visiting personnel must be turned in to the Office Manager. The ATM is designated as the key control officer for NSWC PHD areas of buildings V-29, V-53, and V-147 and is responsible for the oversight of the key and lock control program in accordance with the Loss Prevention Measures Chapter of reference (d).

5) Requests for access to building V-53 must include justification for access and be coordinated with the cognizant Log Rep prior to submission to the ATM for approval.

6) All visitors must leave the building when the last permanent waterfront office personnel leave for the day, unless prior authorization from the ATM has been granted. No visitors are allowed in Building V-29, V-147 or V-53 after hours, weekends or holidays, without being accompanied by a permanent building resident/sponsor.

b. Contractors that require the use of a company provided computer and/or phone in performance of their duties within buildings V-29, V-53 or V-147 must submit a request for exception to the PED policy. Requests shall be submitted using enclosure (2) to the ATM. The ATM shall review the PED form for completeness and necessity and forward to the NSWC PHD Security Officer for approval via the cognizant Department Manager.

c. End of Day Security Checks (In Accordance with Reference (a)):

i. Each person shall be responsible for securing his or her workspace prior to leaving. This includes turning off desk lights, fans, heaters, radios, certain computers and printers and ensuring all sensitive material, within their area, is secured.

ii. On regular working days, the Security Monitor shall not start their initial checkout prior to 1800.

iii. The Security Monitor shall be responsible for completing a final inspection of the AMT workspaces in accordance with the Security Monitor Checklist, enclosure (1). This includes checking all workspaces, turning off building lights and securing access doors.

iv. The Security Monitor shall ensure that all visitors and contractors leave the building prior to the last government person leaving for the day.

v. The Security Monitor shall check with the remaining AMT personnel left in the building, if leaving between 1700 and 1800, to determine who will be working the latest. The Security Monitor will annotate who the security duties were passed to.

vi. The last person to leave will sign off on the Security Monitor Checklist, enclosure (2), ensuring building lights, doors and windows are secured.

vii. It is the Security Monitors responsibility to ascertain who will be the last person to leave for the day.

d. All visiting personnel, Government or Contractor, have the option of completing an Emergency

Data Information form, enclosure (3), which is housed in a password protected database and/or secured filing cabinet, for use in emergency situations only.

i. Emergency Data Form Disclosure/Privacy Information: Authority 10 U.S.C. 5013.

Completion of this form is voluntary. Failure to answer all questions may hinder notification of designated contacts during an emergency. Purpose is to collect basic recall employee data;

to facilitate contact of designated next-of-kin in the event of an emergency. Information provided on this form is maintained within a password-protected electronic database on a LAN connected computer. Records stored in this database are used to provide recall phone numbers to supervisors and management; provide medical/emergency contact data, in the case of an emergency, to AMT Management, Program Manager Representative (PMR), and/or shipyard supervisors; construct fire drill muster sheets and training rosters. Hard copies of this form are kept in a binder inside a secured file cabinet. The data may be disclosed to the following; the employee’s immediate supervisor, AMT Management, the Ship Superintendent during sea trials/underways, or others deemed appropriate during an emergency situation.

e. Duties and responsibilities of the NSWC PHD Physical Security Officer, Site Directors (ATM) and individual employees are detailed in reference (d).

Approved by:

Date:

David Haugland NSWC PHD Safety and Security Manager

Reviewed by:

Date:

James Marcoux A03 Operations Office

Signature on File Date:

Tim Spaulding Aegis Technical Manager Norfolk

PEO IWS

NSWC PHD (code A30, 08)

Security Monitor Checklist Form 701

Personal Electronic Device (PED) Permit Form

SOP 01-04E REV C

Emergency Data Information Form

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) 01-04E REV C

From: AEGIS Test Officer (ATO) and AEGIS Technical Manager (ATM)

To: Distribution

Subj: INTERNAL COMMUNICATION/REPORTING

Encl: (1) AMT Organizational Structure

1. Purpose. To delineate the AMT day-to-day activity reporting responsibilities, communicate issues requiring Program Office/ISEA attention and awareness, and define mechanisms to capture and allow sharing of lessons learned.

2. Cancellation. This SOP will remain in effect until superseded by approved revision. Cancellation or

3. Background. Due to the number of projects and efforts being supported by various members of the AMT Waterfront Office, the establishment of a mechanism to communicate those efforts among all members is imperative. Effective internal communication is essential in identifying global issues, identifying inefficiencies in processes, and fostering effective knowledge sharing and capturing for future reference and use. Effective communication among the team will also assist in identifying and capturing key metrics to enable the sponsors and Fleet customers to make informed decisions. Since the AMT consists of government and contractor personnel from diverse disciplines, establishing a standardized process to communicate on-going efforts and issues is imperative. Members of the AMT Waterfront Office work as a cohesive team under the direction of the AEGIS Test Officer (ATO) and AEGIS Technical Manager (ATM), who are responsible for overall management of the site and ensure all tasking is successfully supported. Lessons learned found by members of the AMT Waterfront Office should be shared among the sites, provided as feedback through the design process, and fed through the systems engineering processes used by the ISEA.

4. Policy. Regular meetings among functional groups will be held in order to:

a. Obtain better awareness of current efforts

i. Summarize each member’s current/future efforts

ii. Identify each member’s roles, responsibilities, and requirements for support and meeting conduct

iii. Foster knowledge sharing with internal and external activities

iv. Spawn efficient communication of lessons learned

v. Identify global issues

vi. Identify inefficiencies in processes

vii. Capture metrics highlighted in weekly reports

b. Weekly Round Table Discussions: A weekly round table discussion will be hosted by the ATO and ATM for all AMOD ships currently in availability and those in the planning phase. Current assigned Combat System Project Engineers (CSPEs) and identified support personnel will be required to attend. The purpose of the round table discussion is to review current AMT Action Items, to socialize lessons learned as they arise, and to address any issues needing ATO/ATM assistance in resolving. Meetings will be focused and succinct to allow members to provide accomplishments, status, and plans for follow up action without being intrusive to team production. Meetings will nominally be set one-hour in duration and will be adjusted as necessary.

c. AMT Waterfront Office Meetings: The ATO and/or ATM will hold meetings with the AMT

Waterfront Office select team leads to discuss short and long term plans. If necessary the ATO and/or ATM may call a meeting in which all the AMT Waterfront Office members will attend.

5. Responsibilities.

a. AMT Waterfront Office Team Leads:

i. Determine each team member’s schedule/assignments for the month to assist in the personnel resourcing process and provide updates on individual work assignments to ATO, ATM and Office Manager.

ii. Collaborate with team members to ensure efficiencies of work assignments and to ensure any issues/concerns are addressed properly.

b. AMT Office Manager:

i. Coordinate weekly round table discussion meetings. Invite appropriate personnel and distribute meeting announcement and supporting documentation in a timely manner.

ii. Record and distribute a meeting summary to all team members. Minutes to include details of the current and following week’s efforts, issues identified/resolved, action item updates/additions and any lessons learned captured.

c. AMT Waterfront Office Members:

i. Provide status to team lead(s) on schedules/assignments for the month.

ii. Attend weekly/regularly scheduled meetings as required.

iii. Address any issues/concerns in the appropriate forum.

6. Action. The provisions of this SOP are effective immediately.

PEO IWS

NSWC PHD

AMT Organizational Chart

SOP 01-05E REV C

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) 01-05E REV C

From: AEGIS Test Officer (ATO) and AEGIS Technical Manager (ATM)

To: Distribution

Subj: AMT FACILITIES MAINTENANCE

1. Purpose. To describe general maintenance procedures and office guidelines for the AMT regarding facility maintenance, safety of work areas, and proper functioning of utilities.

2. Cancellation. This SOP will remain in effect until superseded by approved revision. Cancellation or revisions will be clearly delineated in the SOP Record of Change Log.

3. Background.

a. This SOP will identify responsible person(s) for facilities maintenance problems and improvements to office spaces. It will detail the contracted cleaning and trash removal if applicable. Additionally, it will explain the recycling removal procedures to solidify the AMT’s commitment to the recycling effort.

b. The AMT utilizes three buildings at Naval Station Norfolk. Buildings. V-29, V-53, and V-

147. V-147 has weekly cleaning and trash removal services. Currently V-29 and V-53 do not have cleaning services in place.

4. Policy.

a. Cleaning and Trash Removal for Building V-147

i. V-147 is contracted to be cleaned on a weekly basis. This includes cleaning of the bathroom and kitchen area, and stocking paper products. Vacuuming also occurs on a weekly basis.

ii. Bathrooms and kitchen areas must be treated on the same level as one’s work space. Keep it clean. If you make a mess, clean it up. Trash and debris needs to be collected in appropriate trash cans.

b. Cleaning and Trash Removal for V-29 & V-53 Responsibilities

i. All AMT Waterfront Personnel are responsible for their workspace including cleanliness, vacuuming, and trash removal.

1. Workspace should be kept clean and free of clutter, trash, and debris.

2. Ensure all material within workspace area is secure upon departure.

3. Turn off desk lights, fans, heaters, and other electrical equipment upon daily departure.

4. Trash should be removed at a minimum once a week on Fridays. Trash that may spoil prior to Friday should be discarded immediately. Trash receptacles are located within the common areas of the office space including the break room. Trash may be consolidated into these receptacles for mass removal. The trash dumpster is located in east parking lot on the opposite end of AMT office space.

ii. AMT Office Manager is responsible for maintaining the common areas of the AMT office space including cleanliness, vacuuming, and trash removal.

1. Weekly cleaning of kitchen and conference room areas

2. Weekly vacuuming of common areas (aisle ways, conference room, break room)

3. Weekly trash removal from common area receptacles

4. Bi-weekly removal of recycling

5. Shredding as needed

SOP 01-05E REV C

c. Recycling

i. Each facility is equipped with Recycling Collection points

ii. Recyclable paper products are picked up as needed.

5. Facility Maintenance Responsibilities.

a. AMT Office Manager:

i. Point of contact for reporting routine and emergent maintenance issues

ii. Act as liaison with individual contracted facilities maintenance personnel to ensure timely reporting of issues, required follow-up, and final resolution

iii. Report issues, status and resolution to ATO and ATM

b. AMT Waterfront Members:

i. Report any/all facility maintenance issues in detail to the AMT Office Manager at the time of discovery

ii. All personnel are responsible for keeping their work spaces clean and free of trash and debris

PEO IWS

NSWC PHD

SOP 02-02E REV C

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) 02-02E REV C

To: Distribution

Subj: LESSONS LEARNED AND BEST PRACTICES DATABASE

Encl: (1) Sample Database Input Form

(2) Sample Lessons Learned Report

(3) Sample Best Practices Report

1. Purpose. The purpose of this SOP is to establish the policies, procedures, and responsibilities for administering and maintain a master database for AEGIS Modernization (AMOD) lessons learned and best practices.

2. Cancellation. This SOP will remain in effect until superseded by approved revision. Cancellations or

3. Background. The requirement exists for an AMOD master repository/database for collecting, tracking and sharing lessons learned and best practices. The major advantages of maintaining such a database are:

a. To provide a total assessment of AMOD lessons learned

b. To create best practices out of applicable lessons learned

c. To provide a means of communicating/applying previous lessons learned and best practices to future AMOD availabilities

d. To facilitate the resolution of problems observed during modernization availabilities

4. Responsibilities. The lessons learned and best practices database shall be a working document as well as a management tool. For this reason, the necessity to “keep the system simple” is the key to success. Lessons learned inputs will include all aspects of the AMOD availabilities; planning, production, testing, sea trials, manning, etc. Once lessons learned are formally reviewed and recommended action for future avails is agreed upon and approved by ATO/ATM, it will be rolled into the best practices section of the database. General best practices, which may not warrant submitting lessons learned, can be submitted in the same manner described in detail below.

The major responsibilities for the maintenance and control of this database shall be as follows:

a. Originator: All AMOD availability team members are encouraged to submit lessons learned and/or best practices as they arise. This may be accomplished by sending the information in an email or completing the input form (Encl 1) and submitting to the Waterfront Technical Assistant (WTA) assigned to the respective AMOD availability.

b. Entries should describe any significant problem, which may impact the successful completion of the availability or a best practice to be shared with future AMOD availability teams. Submissions should include the following information:

i. Hull Number

ii. Phase Category: Pre-Avail Planning, Production, Test, Post-Avail

iii. Sub Category: Manning, Testing, Sea Trails, Coordination, ITS, etc.

iv. Individual Submitting lesson learned and/or best practice

v. Issue – Short heading

vi. Description/Impact

vii. Recommended Action

viii. Status (if applicable)

c. Waterfront Technical Assistants (WTAs): WTAs will log all submitted lessons learned and/or best practices received from any AMOD availability team member during their assigned AMOD availability. On a routine basis, the WTA will provide a report of collected lessons learned and/or best practices to the respective database coordinator for inclusion in the AMOD Master Lessons Learned and Best Practices Database.

d. Database Coordinators: The database coordinators are responsible for the input of lessons learned and/or best practices received from respective WTAs into the Master Lessons Learned and Best Practices Database. They are responsible for the maintenance and security of the database and for distribution of reports. Additionally, the database coordinators are responsible for updating recommended actions to the submitted lessons learned and capturing specific lessons learned in respective briefs for scheduled lessons learned reviews. Submitted lessons learned will be rolled into best practices upon receiving approval from the ATO and ATM to take such action.

e. AMT Leads: AMT Leads will be responsible for reviewing specific lessons learned and/or best practices reports for accuracy and to research and provide appropriate recommended actions to apply lessons learned/best practices to future availabilities. At the completion of each availability phase, cumulative reports will be provided and require review by AMT Leads to be included in appropriate lessons learned/best practices reviews.

5. Reporting. Detailed reports can be generated for specific hulls and/or availability phases, etc. as shown in Encl (2). At the end of each AMOD availability phase, a report will be generated and provided to AMT Leads for review to be included in scheduled lessons learned/best practices reviews.

Separate reports are available upon request and can be queried by any field list on the input form.

6. Classification. The Lessons Learned and Best Practices Database is intended to handle unclassified information only.

7. Action. The provisions of this SOP are effective immediately.

PEO IWS

NSWC PHD

Sample Database Input Form

Sample AMT Open Lessons Learned Report

Sample AMT Best Practices Report

SOP 02-03E REV C

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) 02-03E REV C

To: Distribution

Subj: AMT DISCREPANCY & PART TRACKING PROCESS AND PROCEDURE

Ref: (a) Electronic Material Assessment Form (EMAF)

Encl: (1) EMAF Discrepancy Process Overview

(2) Sample Electronic Material Assessment Form (EMAF)

(3) Sample AMT Discrepancy and Parts Tracking Database

(3) Sample EMAF /Parts Discrepancy Report

(4) Sample Outstanding Parts Report

1. Purpose. The purpose of this SOP is to establish the policies, procedures, and responsibilities for administering and managing a database to track all discrepancies and related parts identified during pre-assessments of an assigned AEGIS Modernization (AMOD) availability.

2. Cancellation. This SOP will remain in effect until superseded by approved revision. Cancellations or

3. Background. The requirement exists for an established process to collect, track and report on all discrepancies and related required parts identified during pre-assessments and/or throughout the AMOD availability. The major advantages of maintaining such a database are:

a. To track all identified discrepancies through a path of resolution and to assist Ships Force in ordering all required parts identified

b. To provide a all inclusive reports of discrepancies and related required parts identified during pre-assessments and/or throughout the availability

c. To enlist assistance with obtaining outstanding parts, when applicable and/or necessary

d. To evaluate data for trends, best practices, and lessons learned which will provide a thorough review of previous discrepancies to watch for on future availabilities

e. To facilitate the resolution of problems observed during modernization availabilities

There are two parts to the AMT Discrepancy and Parts Tracking Database:

a. Electronic Material Assessment Form (EMAF).

This electronic form is how In-Service Engineering Agents (ISEAs) document discrepancies identified during Pre-Assessments and during the entire AMOD Availability.

b. AMT Discrepancy and Parts Tracking Database This database is managed and updated by the assigned Waterfront Technical Assistant (WTA) to capture all the submitted EMAFs. The WTA updates this database throughout the Pre-Assessments, Planning, Production and Testing Phases of the AMOD availability and produces discrepancy and parts reports for the Combat System Project Engineer (CSPE), AEGIS Test Officer (ATO), and/or AEGIS Technical Manger

(ATM).

4. Responsibilities.

a. Combat System Project Engineer (CSPE).

The CSPE is responsible for implementing the use of the EMAF by ISEAs submitting discrepancies identified during Pre-Assessments, and during the entire AMOD Availability.

The CSPE will:

(1) Provide the ISEA with the EMAF and User Guide for documenting discrepancies with the EMAF

(2) Receive and screen all EMAFs completed

(3) Forward screened EMAFs to assigned WTA to be imported and managed in the

AMT Discrepancy and Parts Tracking Database

(4) Review report of all submitted EMAFS with respective discrepancy and parts details with Ship’s Force, Port Engineer, WTA and other team members to assign responsibility of the discrepancy and to update/status missing details. Facilitate these scrubs meetings, as required, usually on a weekly, or daily, basis

(5) Coordinate with assigned WTA and Log Rep, who will compile parts details

(6) Responsible for implementing the use of the EMAF Form (database) for any additional discrepancies discovered during the availability window, screen and forward to assigned WTA to be imported and managed in the AMT Discrepancy and Parts Tracking Database.

b. Waterfront Technical Assistant (WTA).

The WTA is responsible for compilation and management of the AMT Discrepancy and Parts Tracking Database through the Planning, Production, and Test phases of an assigned availability.

The WTA will:

(1) Conduct a briefing with their CSPE on assigned availabilities to explain and detail the AMT Discrepancy and Parts Tracking Database process, timeline, expectations and responsibilities

(2) Assist ISEAs and CSPE with using the EMAF by answering questions and troubleshooting

(3) Receive submitted and screened EMAFs from CSPE during the Pre-Assessment window and during the AMOD Avail and import the documented discrepancy/part details into the AMT Discrepancy and Parts Tracking Database.

(4) Upon approval from CSPE will use EMAFs to enter data in to the Automated Work Notification (AWN) Database to generate a JCN number. JCN’s will be documented in the Discrepancy Database If Ship has AWN; these discrepancies flow to CSMP. If Ship has OMMS-NG; CAAS creates a Bulk Load Text File from AWN to provide to Force 3MC for validation and uploading Ship’s 3MC uploads to CSMP OMMS-NG

(5) Provide report of all submitted EMAFs with respective discrepancy and parts details to CSPE

(6) Provide support to CSPE at scrub meetings with Ship’s Force, Port Engineer and other team members capturing responsibility assignment of discrepancies and updates on missing details. Update the AMT Discrepancy and Parts Tracking Database with these details

a) Provide initial Parts Report in excel format for Log Rep to research and compile parts information which will be returned to the WTA to update/status the AMT Discrepancy and Parts Tracking Database

b) Provide reports on discrepancies, status, and parts to the CSPE, ATO, and/or ATM on a monthly basis, and as requested

c) Provide report and/or hard copies of all submitted EMAFs as requested by CSPE, ATO and/or ATM to deliver to RMCs

d) Import and manage additional discrepancies received from CSPE which were discovered during the availability and documented using the EMAF Form by AMT members and obtain JCN’s through AWN and follow import/bulk load procedures.

e) Submit inclusive AMT Discrepancy and Parts Tracking Database to the Master Database Coordinator at the conclusion of the assigned AMOD availability.

c. ISEAs and/or AMT Members.

ISEAs and AMT members identifying discrepancies, during the Pre-Assessment window and/or during the availability, are responsible for documenting these details on an EMAF and submitting them electronically to their assigned CSPE.

The ISEA and/or AMT member will:

(1) Enter all identified discrepancies with related parts details on an EMAF form and electronically submit them to the assigned CSPE in a timely manner.

(2) Provide any additional details and/or updates to the EMAF as requested by

CSPE.

(3) Contact CSPE with any questions regarding the use of the EMAF.

d. Master Database Coordinator.

The Master Database Coordinator is responsible for managing and maintaining a comprehensive database with all discrepancies from completed AMOD availabilities.

The Master Database Coordinator will:

(1) Receive ship-specific AMT Discrepancy and Part Tracking databases from all

WTAs at the conclusion of their assigned AMOD availabilities

(2) Import ship-specific databases into a Master AMT Discrepancy and Part

Tracking Database

(3) Provide reports from the Master AMT Discrepancy and Part Tracking Database as requested

5. Reporting.

There are two (2) standard reports included in the AMT Discrepancy and Part Tracking Database for the WTA to generate and submit to the CSPE, ATO/ATM on a bi-weekly and monthly basis.

Other unique reports can be generated as requested by the WTA and/or the Master Database Coordinator.

a. EMAF / PARTS Report: This report is a comprehensive list of all EMAF submitted discrepancies with any/all related parts providing status, assigned responsibility and respective details. This report is provided to the ATO beginning once all Pre-Assessment collected MAFs are entered and updated by CSPE and team and is distributed to ATO on a monthly basis.

b. Outstanding Parts Report: This report is a comprehensive list of all outstanding parts which have not been confirmed as being “received” by Ship’s Force. This report is provided to the ATO on a monthly basis.

6. Classification. The Discrepancy database is intended to handle unclassified information only.

PEO IWS

NSWC PHD

EMAF Discrepancy Process Overview

Sample EMAF Entry Form

Sample Discrepancy & Parts Tracking Database Overview

Sample Discrepancy & Parts Tracking Database Overview

Enclosure (4) Sample EMAF/Parts Discrepancy Report

Enclosure (5) Sample Outstanding Parts Report

SOP 02-04E REV C

AEGIS Modernization Team (AMT) Standard Operating Procedure (SOP) 02-04E REV C

To: Distribution

Subj: AEGIS MODERNIZATION TEAM (AMT) WEEKLY REPORT

Encl: (1) Format for AMT Weekly Report

1. Purpose. Identify requirements and establish procedures to support preparation and distribution of the

AMT Weekly Report.

2. Cancellation. This SOP will remain in effect until superseded by approved revision. Cancellations or

3. Background. The AEGIS Test Officer (ATO) (or the AEGIS Technical Manager (ATM) in his absence) are required to submit a weekly AMT Status Report to PEO IWS, TEAM SHIPS, AMT members and other cognizant organizations with timely notification of near-term issues to allow assistance and resources to be scheduled as required. The format of the report is shown in enclosure (1). This report will discuss progress and issues for AEGIS modernization (AMOD) ships in planning, production, and test phases. It will also discuss significant issues under AMT cognizance on post-testing AMOD ships, facilities and personnel issues, and other items of interest

a. Assigned Combat System Project Engineers (CSPEs) are responsible to provide input to the

ATO/ATM on a weekly status by way of their weekly status report. All inputs are to be factual statements identifying equipment/test status, with explanations of significant problems encountered, anticipated impacts, actions taken and estimated completion dates. All inputs will be provided regardless of changes that have taken place since the previous week’s input. All inputs should include an assessment of system status relative to the test schedule.

b. For ships in the planning phase (commencing a minimum of 6 months prior to start of availability), the assigned CSPE will submit a weekly summary to the ATO/ATM discussing status of advanced planning, milestone development, and assessments of systems.

c. For ships in the production phase, the primary status report will be the SEA 21 Hull Manager’s weekly production report. The assigned CSPE will submit an AMT report which will include an executive summary of this report and will refer readers to SEA 21 for details on production work.

d. For ships in the test phase, the CSPE will submit a Weekly Test Status report directly to the ATO and ATM. The report will be drawn from the appropriate test scheduling and management tools and will provide all necessary information to measure progress of the Total Ship Test Program. The ATO/ATM will review the report, make any necessary changes, and forward the report to SEA 21 Hull Manager for distribution to all concerned parties. The ATO/ATM will also include a single paragraph summary of the weekly test status report in the AMT Weekly Report.

SOP 02-04E REV C

AMT Reporting Relationships

Hull Manager

PEO IWSSEA 21

ATO/ATM

CSPE-

Planning

CSPE-

Production