Attachment_0001_-_Configuration_Management.docx

Attachment 0001 – Configuration Management

1. Product Data Management (PDM) System – Windchill PDMLink

Windchill PDMLink is the Government’s Product Data Management (PDM) System for Configuration Management, Product Data and Technical Data Packages (TDPs).

a. PDMLink Workflow

The PDMLink workflow is the automation of a business process in whole or in part, during which documents, information, or tasks are passed from one participant to another for action, according to a set of procedural rules. A workflow instance coordinates user and system participants, together with appropriate data resources, to achieve defined objectives by set deadlines.

The Contractor shall create, revise, and deliver product data on-line using PDMLink in accordance with the requirements of this contract. The Contractor shall notify the designated Government representative by e-mail that the ECP, VECP (with applicable NORs), or ERR has been submitted to the PDMLink workflow. The Contractor shall obtain a login and password to PDMLink for all Contractor personnel responsible for either preparing ECPs, VECPs, and ERRs or submitting them to the Government using the automated workflow. Contractor personnel who may have a need to search, view, and print in PDMLink, should also obtain a login and password for read-only permissions.

b. PDMLink Access

Contractor personnel who require access to PDMLink to use the workflows (i.e., anyone submitting CM-related contract deliverables to the Government, etc.) shall first coordinate with the designated Government representative, who will determine the applicable access permission level based on the ‘role(s)’ of each individual. The ACE Support Team Representative will assist you in completing the forms to access the PDMLink System. Forms can be found at https://ace2.tacom.army.mil/newuser/. Complete the ACE Access Request Form. A copy of Section C of the current awarded contract shall accompany each PDMLink request form.

c. PDMLink Training

The Contractor shall attend PDMLink training as deemed necessary by the Government and comply with requirements of Windchill PDMLink. The Contractor shall also request training as needed via a formal e-mail request to the designated Government representative. The type and location of training will be at the Government’s discretion. Training may be either formal classroom session(s) at the Contractor, Government, or off-site location, or informal desk top instructions at the individual Contractor’s workstation.

d. PDMLink Software Issues

The Contractor shall notify the Helpdesk via e-mail message to: ace.support@conus.army.mil when changes or corrections to product data cannot be accomplished by the Contractor due to software deficiencies or bugs. The Contractor shall courtesy copy the designated Government representative on all software-related helpdesk requests. The Contractor shall notify the Helpdesk and designated Government representative by e-mail when PDMLink or the data in PDMLink is not accessible.

e. PDMLink Problem Reports

The Contractor shall utilize the Problem Report feature in PDMLink as instructed during training.

2. Product and Enterprise Identifiers

a. Definitions and Requirements

The Product Identifier is the Part or Identifying Number (PIN) and is synonymous with part number. Government-issued PINs are synonymous with Army Ordnance Part Numbers (AOPNs). The Enterprise Identifier is the Commercial And Government Entity (CAGE) code. Product Configuration Documentation (PCD) is defined in EIA-649-1. PCD is synonymous with product data. Altered Item, Vendor Item Control (i.e., specification control), and Source Control drawings are defined in ASME Y14.24, Types and Applications of Engineering Drawings. The contractor shall prepare the various types of models and drawings in accordance with this standard.

b. Identifiers

The Government is the Original Design Activity for all products developed under this contract or any previous Government contract. All products and PCD shall be assigned unique identifiers. Unique identifiers consist of either an existing PIN with CAGE for existing products or a new PIN with CAGE for new or modified products. The Contractor shall adhere to the requirements for product and enterprise identifiers for all products and Product Configuration Documentation (PCD). The Contractor shall request Government-issued Cage Codes and PINs (AOPNs) by e-mail from the designated Government representative. The Contractor shall convert all non-conforming product and enterprise identifiers to conforming product and enterprise identifiers in accordance with these requirements.

c. Modified Products

When products are modified resulting in a non-interchangeable condition, the Contractor shall adhere to these product and enterprise identifier requirements when identifying the new products, including next higher assembly(s). The Contractor shall maintain internal configuration records to crosswalk, link or otherwise retain history of the original PIN and CAGE code to the new PIN and CAGE code, and include this information in Configuration Status Accounting Information (CSAI) when CSAI is required by the TI.

2.1 Existing Government Developed Products

a. Unmodified Existing Government Developed Products

The Contractor shall utilize the existing Government-issued Cage Codes and PINs for all unmodified, already developed Government products (e.g., legacy products, products used on other systems), including vendor item, specification control, or source control items. The Government-issued Cage Codes and PINs shall be cited in the PCD.

b. Modifying Existing Government Developed Products

When one or more of these products are physically altered under a Government contract resulting in a non-interchangeable condition, the modified product(s) shall be defined by new detail or assembly drawings and models, not altered items. PCD for these modified items shall reflect a new Government PIN and CAGE code of the Government design activity. There shall be no Contractor-imposed restrictive markings on the PCD for these products.

2.2 Products Defined by Standardization Documents

The Contractor shall use the military or industry specification-identified part numbers in the PCD for all products (e.g., standard hardware, bulk material) that can be defined by Government and non-Government standardization documents or international or foreign standardization documents adopted by the American National Standards Institute (ANSI) for use in the U.S.

a. PIN Conversion for Unmodified Products

The Contractor shall investigate and convert supplier, vendor, and other PINs to the standardization document PINs with the corresponding standardization document CAGE. The Contractor may utilize the on-line tool called WEBFLIS (http://www.dlis.dla.mil/webflis/) for researching part numbers, or contact the Defense Logistics Agency (DLA) customer service at: http://www.dlis.dla.mil/cust.asp for assistance with web access, accounts, or assistance in finding part numbers for standard items. The Contractor shall model standard parts or include existing models in 3D model assemblies, but 2D drawings are not required for unmodified parts that are defined by existing Government or non-Government standardization documents.

b. Modified Products Defined by Standardization Documents

When one or more of these products are physically altered under a Government contract to the point that they are no longer interchangeable, the modified product becomes a unique product as an altered item, and the Government is the original design activity for the modified design. The Contractor shall assign a Government PIN and CAGE to the modified product, and there shall be no Contractor-imposed restrictive markings on the PCD for these products.

2.3 Commercial Products

a. Unmodified Commercial Products

Commercial products include Non-Developmental Items (NDI) and Commercial-Off-The-Shelf (COTS) products. The Contractor's PCD shall be consistent in identifying the true manufacturer part number and CAGE code for existing, unmodified commercial products that the Contractor does not manufacture. The Contractor shall not re-mark, re-number, or re-identify these existing commercial products.

b. Modified Commercial Products

When one or more of these products are physically altered under a Government contract, resulting in a non-interchangeable condition, the modified product becomes an unique product as an altered item, and the Government is the original design activity for the modified design. The Contractor shall assign a Government PIN and CAGE to the modified product, and there shall be no Contractor-imposed restrictive markings on the PCD for these products.

2.4 Government Developed (Funded) Non Commercial Products

a. Unmodified Government Developed Non Commercial Products

The Government is the original design activity for non commercial products developed under a Government contract. The Contractor shall assign a Government PIN and CAGE for noncommercial products, and there shall be no Contractor-imposed restrictive markings on the PCD for these products.

b. Modified Government Developed Non Commercial Products

When one or more of these products are physically altered under a Government contract resulting in a non-interchangeable condition, the Government is the original design activity for the modified design. The Contractor shall assign a Government PIN and CAGE to the modified item and there shall be no Contractor-imposed restrictive markings on the PCD for these products.

2.5Contractor Developed (Funded) Non Commercial Products

a. Unmodified Contractor Developed Non Commercial Products

The Contractor may use his PIN and CAGE code on unmodified products that were developed in part or in whole with private funds. The Contractor shall impose only DFARS-authorized data rights markings on the PCD for these products.

b. Modified Contractor Developed Non Commercial Products

When one or more of these products are physically altered under a Government contract, resulting in a non-interchangeable condition, the Government is the original design activity for the modified portion(s). The Contractor shall assign a Government PIN and CAGE to the modified item, and shall impose no greater than Government-Purpose data rights markings on the PCD for these products.

3. Engineering Release

a. Engineering Release Record (ERR).

The Contractor shall prepare an Engineering Release Record (ERR) Package for the release of the initial baseline and for each subsequently-approved ECP, or initial release of a product. The ERR Package is defined as the ERR form submitted concurrently with the new and revised product data for initial release or change release. Data submitted shall comply with the requirements contained within the TI. The Contractor shall prevent premature release of product data related to an ECP until the Government has approved the ECP and subsequent ERR. Multiple ECPs on one ERR are not allowed.

b. ERR Numbers.

ERR numbers are the same as ECP numbers and can be obtained from the designated Government representative. The Contractor shall incorporate the ERR number on drawings, models and associated lists prior to completion and submission of any new or revised product data. The ERR number consists of a Government assigned 3-character prefix to identify the contractor, and a 5-character alpha-numeric ERR number. The resulting 8-character ERR number shall be the engineering release authorization number reflected in model parameters and in the revision block of drawings, documents, and associated lists. The ERR number used for change release shall be the same as the approved ECP number.

c. ERR Submittal

The Contractor shall create and submit ERR packages containing data required to reflect the current, Government-approved, baseline configuration of the product. There shall be no missing down parts, interface data, or other deficiencies. When the Contractor’s ERR package is found to have errors, the Contractor shall correct and resubmit the ERR package(s). The Contractor shall submit ERR packages as digital files in accordance with the TI.

d. ERR Approval

Design or format approval of drawings, models and associated lists does not imply nor constitute ERR approval. The ERR will be approved only after all required product data has been delivered as part of the ERR package and the data is accurate, complete, and approved for release by the Government.

4. Configuration Control (Change Management)

a. Engineering Change Proposals (ECPs) and Notices of Revision (NORs) The Contractor shall submit engineering changes to the Government for evaluation and disposition. The Contractor shall prepare all Class I and Class 2 ECPs in accordance with the DD form 1692 instructions. Proposed changes to non-CAD data (e.g., specifications) shall be described using Notices of Revision (NORs) in accordance with the NOR form DD 1695 instructions. NORs are not required if data is electronically marked-up to clearly show proposed changes or if CAD files are furnished as CAD mark-ups or ‘preliminary’ data showing the revisions incorporated, with a copy of the previous revision for comparison.

b. Class 2 Engineering Changes Government non-concurrence or disapproval of Class 2 changes shall not be implemented but shall be resubmitted as a Class 1 change for Government disposition.

c. Incorporation of Approved Changes The Contractor shall incrementally update the design information, to incorporate each approved Class 1 and 2 change as it occurs, and deliver a copy of the new or revised documentation to the Government for engineering release via ERR. All change activity shall be reported on the Configuration Status Accounting Information (CSAI) when CSAI is required by the TI.

d. Request for Variance (RFV)

Contractor need to temporarily deviate from or waive requirements of the contract during LRIP or production shall be submitted as RFVs, properly classified and prepared in accordance with the DD form 1694 instructions. The Government will not approve Critical RFVs, as they have a profound impact on safety. Variances shall contain marked up copies of affected drawings as well as any other supporting data necessary to fully understand the request and make an approval. RFVs shall also contain cost proposal data to support cost evaluation, negotiation, and an equitable adjustment to the contract. Recurring deviations or deviations affecting a change to the functional, allocated, or product configuration documentation (FCD, ACD, PCD) may be rejected by the Government and returned for resubmission as a formal Class 1 ECP.

e. Effectivity Certification Changes resulting from approved RFVs/ECPs/VECPs will be incorporated into LRIP or production through contract modification. The RFD shall be annotated by the Contractor to reflect the anticipated production effectivity point by vehicle serial/registration number and date. Each RFD/ECP/VECP shall be applied to the LRIP/production line at a single end item cut-in point (single vehicle), in their entirety. The Contractor shall maintain the original effectivity point certification on file. This information shall be available to the Government, and reported on CSAI reports when CSAI is required by the TI.

5. Configuration Status Accounting Information (CSAI) The Contractor shall submit CSAI reports and this information shall be recorded and maintained by the Contractor for the term of this contract. CSAI reports shall include status of changes, status of resulting action items, effectivity and incorporation status of approved changes, and completion status of the PCD to include the Technical Data Package (TDP). Approved changes shall not be reported to the Government as completed or closed until the new or revised documentation (incorporating the approved change) has been incorporated into the baseline documentation and delivered to the Government via ERR.

6. Configuration Audits

a. Functional Configuration Audit (FCA) The Contractor shall deliver a Configuration Audit Plan for the FCA. The FCA will review the results of the tests, analyses, inspections, demonstrations and simulations performed to prove specified performance requirements were achieved in the latest approved product configuration. Any findings that require corrective actions resulting from the FCA, shall be the responsibility of the Contractor.

b. Physical Configuration Audit (PCA)

The Contractor shall deliver a Configuration Audit Plan for the PCA. The selected product shall be compared against the design documentation to assure the vehicle conforms to the documentation. Any findings that require corrective actions resulting from the PCA, shall be the responsibility of the Contractor.

c. Other Audits.

At any time, the proper storage and configuration control processes shall be subject to a Government audit. This includes Contractor design and engineering locations, parts storage locations, manufacturing locations and processes that are affected with Contractor change control and CM activities, or at any other location where contract generated data is stored.

d. Configuration Audit Summary Report The Contractor shall submit a Configuration Audit Summary Report after each audit to identify discrepancies found between hardware, software, and contract requirements. The Contractor shall identify action items and address each issue to include resulting close out action.