J-12 B-15.17 Amendment 0006.pdf
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- Solicitation number
- N62470-19-R-2004
About this file
This document outlines a standard operating procedure for tracking facility work requests within the Naval Facilities Engineering Command. It details the process for validating new work requirements, determining the responsible business line for execution, programming the work, and prioritizing projects for funding. Requirements are entered into the MAXIMO work order system with information including the project title, location, work type, budget, and any constraints. Projects estimated over $750,000 require a DD Form 1391. The process routes requirements to the appropriate public works department for planning, funding approval, and execution. This ensures all valid facility needs are addressed in a coordinated manner through the established facility management process.
The related federal contract opportunity is a solicitation by the Naval Facilities Engineering Command for base operations support services at the Naval Support Activity Northwest Annex in Chesapeake, Virginia. The solicitation seeks base operations services but provides no further details on required work scopes, pricing terms, response dates or other salient information.
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Text version
Last Updated: 28-JUN-18
B-15.17 Work Tracking Page 1 of 7
B-15.17 Work Tracking
Process Owner Team, Lead: Tom Cirata (NAVFAC Atlantic)
Summary of Significant Changes – June 2018
Updated the OPNAV Instruction 11010.20H link in Resource section 15.17.1.
Process Step Associated Procedure Resources
15.17.1 Work Reception
– Determine Work Execution Responsibility
Public Works Facilities Management Division (FMD) Requirements Branch (RB):
Service Desk, Customer Activity Representative or FMD receives or identifies all new work requirements submitted to the Public Works Department (PWD) for planning and programming.
Projects estimated to exceed $750K (limit includes SIOH, Design fees, and contingencies – See OPNAVINST11010.20H) will require a DD 1391 for Operations and Maintenance Navy (OMN), Operations and Maintenance Navy Reserve (OMNR), and Navy Working Capital Fund (NWCF) funding sources, other fund sources may also require a DD 1391. The Facilities Engineering Command (FEC) may require a DD 1391 at lower thresholds, FEC guidance should be consulted.
Evaluate all requirements identified or received by RB to determine which Business Line has execution responsibility, as follows:
o If the Business Line is known in conjunction with the work requirement, route it directly to the appropriate Business Line for execution (See NAVFAC P&S Matrix).
o If the Business Line is not known for the work requirement, the work requirement will continue through this Work Request Tracking Process for planning, programming, and work package (job plan and estimate) development for execution.
Outcome: A work requirement directed to the appropriate Business Line for execution or to continue through the B-
15.17 Work Tracking Process.
AM Schedules & Service Types
NAVFAC P&S Matrix
OPNAV INSTRUCTION
11010.20H, NAVY
FACILITIES PROJECTS
B-15.17 Work Tracking Page 2 of 7
Process Step Associated Procedure Resources
15.17.2 Work Reception
– Requirement Validation and MAXIMO Service Request (SR) Development
Public Works FMD Requirements Branch and Clients with MAXIMO access:
Validate that the work requirement is legitimate, necessary, and fundable.
Redundancy o Is the requirement previously identified in a Maximo service request?
Notify originator the requirement already exists in Maximo for processing or develop a Maximo service request with the following required information:
o Project Title/Details: Review the scope of work:
Verify the scope of work is clear, understandable, and detailed enough to continue processing the work requirement.
Coordinate with the originator to refine or clarify scope as required.
Cross check with appropriate Integrated Priority List (IPL) to ensure work is not related to a facility or asset that is slated to be replaced or renovated via a project.
o Location:
If the service request is for a location, enter its identifier in the location field or click the Detail Menu button to select an option and retrieve a value.
o Customer Reference Code:
If the service request is for the Naval Surface Warfare Center (NSWC) or the Naval Undersea Warfare Center (NUWC) fill in the customer reference code field per the LANT OPSNOTES 2014-04 Tagging NUWC NSWC Records in MAXIMO.
o Work Type:
Use the select value list to choose
MAXIMO Login
Categories of Work
LANT OPSNOTES
2014-04 Tagging NUWC NSWC Records in MAXIMO
B-15.17 Work Tracking Page 3 of 7
Process Step Associated Procedure Resources the correct work type in accordance with MAXIMO guidance. Based on the selection, other data fields on the service request screen will fill automatically.
o Sub Work Type:
Use the select value list to choose the correct sub work type in accordance with local MAXIMO direction. Sub work types will vary based on the work type choice.
o Business Line:
Use the select value list to choose the correct business line. If the business line was auto-populated verify correctness.
o Products and Services Deliverable (P&S Deliverable):
Use the select value list to choose the correct P&S. If P&S Deliverable was auto-populated verify correctness.
o NAVFAC Work Category:
Use the select value list to choose the correct work category, reference “Categories of Work.”
Route based on review and clarifying scope, Category of Work and Products and Services.
o Command Sponsor:
Use the select value list to verify the correct command sponsor.
This is the command that sponsors the funding.
o Reported Date:
Identifies the date of the request.
Initially auto-populated based on the current date, verify correctness.
o Reported By:
Identifies person making the
B-15.17 Work Tracking Page 4 of 7
Process Step Associated Procedure Resources service request. Initially auto-populated by the person logged in, but should be updated to the name of the Requestor.
o Name:
Name of person making the service request. Auto-populated, verify correctness.
o Phone:
Telephone number of person making the service request. Auto populated, verify correctness.
o E-mail:
E-mail address of person making the service request. Auto-populated, verify correctness.
Determine if the SR requirement for PWD Products and Services will be issued directly for execution without further action.
o Schedule constraints:
Determine if there are any schedule constraints that will influence prioritization, funding, scheduling, and execution.
o Budget constraints or limits:
Identify any budget constraints i.e. expiring funds, planned funding limit, type of funding or program.
Include the following Maximo Work Order (WO) information and forward for execution as appropriate:
o Job Order Number (JON) o Required completion date.
o Execution assignment.
Outcome: A validated Maximo work order with basic information, including a scope summary, a planned budget, and any constraints. Note: Facilities Engineering Acquisition Division (FEAD) work is only linked to MAXIMO with the basic SR# at the time it is pushed to eProjects and it is
B-15.17 Work Tracking Page 5 of 7
Process Step Associated Procedure Resources not necessary to further create a child MAXIMO Work Order Number and JON.
15.17.3 Work Programming – Determine Work Requirement Funding Program, Prioritization, and Programming
Public Works FMD Requirements Branch (RB):
Review the WO to determine funding program or responsibility.
o Is the WO within the Public Works Officer authority?
Plan, prioritize and/or program into appropriate IPL using corporate systems as required.
o Is the WO within Region authority?
Projects estimated to exceed $750K (limit includes SIOH, Design fees, and contingencies – See OPNAVINST11010.20H) will require a DD 1391 for Operations and Maintenance Navy (OMN), Operations and Maintenance Navy Reserve (OMNR), and Navy Working Capital Fund (NWCF) funding sources, other fund sources may also require a DD 1391. The FEC may require DD 1391 at lower thresholds, FEC guidance should be consulted.
Prioritize and include in the Region IPL (FEC Assistant Regional Engineer (ARE) authority).
o Is the WO within CNIC authority?
Projects estimated to exceed $750K (limit includes SIOH, Design fees, and contingencies – See OPNAVINST11010.20H) will require a DD 1391 for Operations and Maintenance Navy (OMN), Operations and Maintenance Navy Reserve (OMNR), and Navy Working Capital Fund (NWCF) funding sources, other fund sources may also require a DD 1391.
Prioritize and place in the CNIC IPL [Special Projects, Military
B-15.1.3 ICAP:
Process for Condition Based Work Planning (MEP, MAP, and LRMP)
B-15.17 Work Tracking Page 6 of 7
Process Step Associated Procedure Resources
Construction].
o Is the WO reimbursable funded?
Verify funds are provided or customer intends to fund to continue work processing.
Forward those work orders approved for funding and execution to continue the process for execution. It is the intent of this Business Management System (BMS) process to only process and execute work requirements beyond this point that are approved for funding or intended to be funded i.e. end of year fundable or swing projects.
o Forward to Work Induction.
When a work requirement is approved for funding and execution, it is then forwarded to determine acquisition strategy, schedule milestones, and FEAD resource loading.
Project estimates exceeding $750K will require an approved DD1391. Subject Matter Expert (SME) certification for Anti- Deficiency Act (ADA) for funding actions will also be required, referenced by OPNAVINST 11010.20H, Navy Facilities Projects The Regional Subject Matter Expert (SME) for Anti- Deficiency Act (ADA) for Special Projects over can provide insight to potential ADA issues associated with the project.
o Centrally funded project work will be managed as follows:
It is critical that actual obligated amounts are tracked, not only the programmed/budgeted amount, in order to identify cost overruns or bid savings.
When multiple projects are executed together, ensure each child record is linked to the Master Project record.
B-15.17 Work Tracking Page 7 of 7
Process Step Associated Procedure Resources
Ensure all project records are updated monthly, following schedule changes or major events.
The eProjects or eContracts records will be the foundation for all Centrally Funded Program internal and external execution reports.
Outcome: All valid work requirements are entered into the appropriate program, are prioritized, funded and executed.
Summary of Significant Changes – October 2016
Added filling in the customer reference code field for Naval Surface Warfare Center (NSWC) and Naval Undersea Warfare Center (NUWC) customers along with adding the ATLANTIC OPSNOTE 2014-04 as a resource.
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