002_SIF_Guidelines_(Solicitation_Reference).pdf

( SIF Remedy Release 7.6.4 )

Army Watercraft Services

C4ISR Sustainment Branch

(AWS - CSB)

Single Interface to the Field Guidelines (SIF Guidelines - Rev 40)

(Remedy 8.1 Release)

January 19, 2016

Return to TOCReturn to Business RulesReturn to Braces

Single Interface to the Field (SIF) Guidelines Table of Contents

• SIF Data Entry Business Rules

• IRM Online – Web Client

• INCIDENT REVIEW

• WORK INFORMATION

• TIME TRACKER

• FINANCIALS

• RESOLVE & CLOSE INCIDENT

• CANCELLING AN INCIDENT

• BACKUP SLIDES

• REVISION HISTORY

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SIF Guidelines

All fields identified in these Guidelines are required to be entered by the contractor unless a specific field is not applicable to the incident. Reporting timelines are identified as requirements for the contractor to update incidents using the online client version of the Single Interface to the Field Incident Reporting Module (SIF

IRM).

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The SIF Guidelines provide information for the Web-Based Online Client. As the contractor collects data, it is required to be entered into the Online Client. Data is required to be entered in the Online Clients in real-time – the time the task is progressing.

Except for financial data and financial reports all data fields represented in these guidelines are required to be entered into the SIF IRM before an incident is moved to the Resolved status. All data are required to be entered and complete before incident is moved to the Closed status. After an incident is closed, it cannot be reopened.

SIF Data Entry Business Rules

These slides are subject to change based upon government reporting requirements.

All changes shall be submitted from the AWS C4ISR Sustainment Branch (AWS - CSB) Management Team to the LSI Program Manager for distribution to all personnel.

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IRM Web-Based Online Client

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IRM Web Login

Access IRM via home page at https://sif.kc.army.mil/p/ and select Information Technology Service Management (ITSM) or direct link at https://sif.army.mil/arsys/

Utilize your CAC to sign in:

Step 1. Select a CAC certificate.

Step 2. Click OK.

Step 3. Enter the CAC PIN.

Step 4. Click OK. After you login, the IT homepage appears. (see next slide)

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IT Homepage

The IT homepage contains the following links, depending on your permissions:

• Overview Console – A summary of incidents submitted. There are four presentation options:

• Submitted By Me

• Assigned To Me

• Assigned To My Selected Groups

• Assigned To All My Groups

• Broadcast – A list of messages broadcast to the user community.

• Dashboard – This is a presentation of all open incidents by status and priority.

• Applications Link – Used to access: Quick Links, Asset Management, Incident Management and Problem Management 719 January 2016 SIF Guidelines - Rev 40

Incident Search

The Incident Management form incorporates core information into a single page with four tabs for greater ease of use.

Searching for an Incident

1. Select the vertical Applications tab to display dropdown of quick links.

2. Select Incident Management to display options.

3. Select Search Incident.

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Search Incident

Incident Search

Type in Incident ID and select Search.

May also search on Affected System (vessel hull ID).

Company is preselected and fixed to AWS .

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INCIDENT REVIEW

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Incident Review

This is the IRM incident data entry screen that contains the capabilities needed to investigate and resolve incidents.

Note: The contractor is not authorized to create incident requests; however, these guidelines provide the information that must either be reviewed or inputted by the contractor.

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Click on brace to hyperlink to respective area of interest.

Click on Return to Braces to return to this slide.

Incident Review

The Single Interface to the Field (SIF) navigational features are shown above.

If an item function is not understood, hover the mouse pointer on the icon to acquire a functional description.

Each field is explained in detail on the following slides. CFSR is required to verify all field entries.

Recent Pages

Personal Home Page

Bread crumb navigation > click text to bring you to a specific location

Symbol Legend

Navigation

Page Forward Page Back

Clear Entry

Entry Details

Context Sensitive Search

Data Entry & Edit

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Work Info Type

Edit Entry

Customer & Contact Information

Data is required to be entered and verified by the CFSR during first contact with the Unit or POC and after CFSR completes resolution.

Ticket Classification is either Classified or Unclassified. All Army Watercraft C4ISR incidents are Unclassified.

Customer is the MCSC representative that entered the incident (Select next to Customer for detail - see next slide).

Contact is the POC that reported the incident (Mariner, AMSA Shop, site POC) for the vessel. Be sure to enter the correct information as other people who access the incident may need it for informational purposes. (Select next to Contact for detail – see next slide).

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Customer Information

This slide is for reference only.

View after selecting Customer Detail from previous slide. This is pre-populated customer information data.

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Caller Contact Information

Verify and update as required if incorrect (first select from previous slide so they now look like this above).

Select Edit tool for either Customer/Contact Phone or Customer/Contact Site to enter or modify data.

Contact Phone – phone number of person to contact (POC).

Contact Site – vessel home location.

First select OK on pop-up window then press Save on main window.

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Select double arrows to view Customer and Contact details as shown.

Select Clear then enter new data below.

When finished select OK.

NOTE: Data do not propagate to Site

Form.

Specific Data / Caller Contact Data

Caller Contact Data POC last name and first name.

Section/Cell contains POC’s Rank or Title (Example: CW2).

Army Component - Enter who owns the vessel

(Example: APS: Army Prepositioned Stock, AR: Active Component, RC: Reserve Component) Major Commands

Enter Major Command (MACOM) the vessel is assigned to.

Unit –Select unit associated with incident or Unavailable ( See Unit information slide ) Environmental Conditions (see next slide for business rules).

CFSR is to verify the caller contact data and correct any errors.

Army

Component

Major

Commands

Unit/Brigade

Create a work log that describes the selection rationale in more detail.

What you see after you select Specific Data > Caller Contact Data submenu.

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Environmental Condition Business Rules

Definition: In general, an Environmental Condition represents the circumstance in which the incident occurred or was discovered.

1. Corrective Maintenance: Incident occurred or was discovered during corrective maintenance of the vessel.

2. Cyclical Maintenance: Incident occurred or was discovered during cyclical maintenance of the vessel.

3. Normal OPS: Incident occurred or was discovered during normal operations of the vessel.

4. Preventive Maintenance: Incident occurred or was discovered during preventive maintenance of the vessel.

5. Shutdown: Incident occurred or was discovered during shutdown of the vessel.

6. Startup: Incident occurred or was discovered during startup of the vessel.

7. Storage: Currently not used by the AWS team

Note: In a situation where two possibilities exist you can enter both conditions.

For example, in the case of:

Corrective Maintenance and Startup – select Corrective Maintenance then select Startup.

or

Preventive Maintenance and Shutdown – select Preventive Maintenance then select Shutdown.

After entering conditions, select Save.

Note: No more than two Environmental Conditions may be entered. Currently, if you select more than two, the SIF will provide a warning and delete the second entry.

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Specific Data / Caller Contact Data

Verify and update if incorrect:

Site/Location/Boat/Equipment - Current physical location of vessel.

CONUS or OCONUS - Make appropriate selection for physical vessel location.

Press Save.

What you see after you select Specific Data > Caller Contact Data.

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Site/Location/Boat/Equip

Specific Data / Ticket Origination

Select Specific Data then select Ticket Origination for origination data. See next slide for details.

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Ticket Origination Data

Verify and update if incorrect:

UIC - See backup slides for UIC listing vs Hull Number -> here Case Type - Represents the type of ticket. See Case Type list for acceptable entries.

Press Save.

Case Type

What you see after you select Specific Data > Ticket Origination from previous slide.

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Summary and Notes Information

Summary – Capture the basic description of the fault. Include affected asset and problem.

Example: LSV 5 Standard Repeater for navigation is broken.

Example: LT 805 STD 22 Gyro is leaking fluid from case

Notes - a more detailed explanation of the issue encountered and includes the detail from the initial incident request and maintains data as reported by unit. In addition, it should represent the actual problem even if it is different from initial unit reported incident.

Data is required to be entered and verified during first contact with the Unit or POC.

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Recording a Potentially Related Incident

Tag an incident that is potentially related to another incident by using the following format:

Append to the Summary field of each dependent incident the keyword <RELATE> and parent incident number.

Example: LSV 5 ECDIS #2 receives only one GPS feed; will not adjust brightness or turn on <RELATE> 283710

Data is required to be entered and verified during first contact with the Unit or POC.

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Affected System Information

Affected System is the vessel hull number which is selected from a drop-down list.

Data is required to be entered and verified by the CFSR during first contact with the Unit or POC and subsequently after CFSR completes resolution.

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Affected Asset Information

Affected Asset identifies asset impacted.

Data is required to be entered and verified by the CFSR during first contact with the Unit or POC and subsequently after CFSR completes resolution. See next several slides to drill down to Affected Asset detail.

If the actual Level 1 asset is not in the CI dropdown list then see > Category/Type/Item (Ex. Hardware) for proper course of action.

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Category/Type/Item

If an affected asset is selected the Category, Type and Item (CTI ) will default to a value associated with the asset. Currently Category is Hardware. The CTI default values can be over-ridden manually with other CTI values in the list.

The next slide has an example for Hardware.

Data is required to be entered and verified by the CFSR during first contact with the Unit or POC and subsequently

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Category/Type/Item (Ex. Hardware)

Choice of Category, Type and Item selections for Hardware When the Affected Asset is selected the Category ,Type and Item are auto-populated. If the actual Level 1 asset is not in the CI dropdown list then use: Category = Hardware, Type = Vessel/Carrier, Item = the class of the vessel.

If the actual Level 1 asset is not in the CI dropdown list or a list does not exist, place the hull number in the Affected Asset field using the CI Search icon (this must be used as you cannot type it in).

Data is required to be entered and verified by the CFSR during first contact with the Unit or POC and after the CFSR completes resolution.

Type

Item

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Category

Impact/Urgency/Priority

Verify Impact as designated in the AWS Asset Impact Guide and the Urgency as designated by the Unit along with the auto calculated Priority based on an incident request. See next slide for Incident Prioritization based on Impact and Urgency.

Data is required to be entered and verified by the CFSR during first contact with the Unit or POC and after the CFSR completes resolution.

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Incident Prioritization

Prioritization Table M a ri n e r

U rg e n c y L

M

H

1 2 3 4

Asset Impact

Prioritization of asset repair enables more efficient use of limited resources to ensure continued centralized support of

C4ISR equipment and improves fleet readiness.

Support Response Support response is guided by the mariner urgency and asset impact as indicated in the table above and notes below.

Within 48 hours for CONUS and 72 hours OCONUS.

On-site inspection NLT 10 days after incident report based on vessel availability.

Schedule on-site support to maximize project cost and workload efficiency within 30 days.

Mariner Urgency

This assessment is provided by the mariner or POC creating the incident report (trouble ticket)

High urgency: C4ISR asset condition prevents vessel from getting under way or prevents mission execution.

Medium urgency: C4ISR asset is non-functional or partially degraded but does NOT impact mission.

Low urgency: C4ISR asset minor degradation and does not impact mission.

Asset Impact Impact of 1 is HIGH and impact of 4 is LOW

Defined by the equipment type and based on pre-coordinated assessments with the AWS community.

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AWS Asset Impact Guide

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Asset Impact Condition

AIS System* 1 Active vessel in Theater - if NOT in theater, status changes to 3

AN/PRC 150* 1 Active vessel in Theater - if NOT in theater, status changes to 3

AN/VRC 103(V)/117 Radio Set* 1 Active vessel in Theater - if NOT in theater, status changes to 4

BGAN/GRRIP* 1 Highest Priority

Blue Force Tracker* 1 Active vessel in Theater - if NOT in theater, status changes to 4

DGPS 1 1 - If more than one GPS is down; if not status changes to 3

FLEET 77* 1 Highest Priority

Fluxgate Compass 1 Highest Priority

GMDSS (with INMARSAT)* 1 Highest Priority

Gyro Compass 1 Highest Priority

IFF* 1 Active vessel in Theater - if NOT in theater, status changes to 3

INMARSAT* 1 Highest Priority

Intercom 1 Highest Priority

Loudhailer 1 Highest Priority

Magnetic Compass 1 Highest Priority

MOBI 1 Highest Priority

NAVTEX 1 Highest Priority

PA/GA Integrated Communication System 1 Highest Priority

PLGR/DAGR 1 1 - If more than one GPS is down; if not status changes to 3

Radar 1 Highest Priority

Rectifier and Controller Interface 1 Highest Priority **

Rudder Angle Indicator 1 Highest Priority

STE or STU (Secure Telephone) 1 Active vessel in Theater - if NOT in theater, status changes to 3

Steering Systems 1 Highest Priority

Sound Powered Telephone 1 1- If deadlining; if not status changes to 3

UPS for Radar 1 Highest Priority

VHF/FM DSC Transceiver (stand-alone)* 1 Highest Priority

* When vessel is in theater, non-operation renders vessel NMC.

**Subject to PD AWS review.

AWS Asset Impact Guide

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Asset Impact Condition

AN/VIC-3 or AN/VIC-5 2 Conduct repairs as soon possible / as vessel returns to port **

Autopilot System 2 Conduct repairs as soon possible / as vessel returns to port

Digital Gyro Repeater 2 Steering/Fly bridge repeater - limited functionality; other status changes to 3

ECDIS Charting System 2 Conduct repairs as soon possible / as vessel returns to port

ECS Charting System 2 Conduct repairs as soon possible / as vessel returns to port

Handset H-250 (VHF) 2 Conduct repairs as soon possible / as vessel returns to port

SALTS Computer 2 Conduct repairs as soon possible / as vessel returns to port

Secure Printer/Fax 2 Conduct repairs as soon possible / as vessel returns to port

VMAIL Computer 2 Conduct repairs as soon possible / as vessel returns to port

UPS for ECS/ECDIS and SALTS/VMAIL 2 Conduct repairs as soon possible / as vessel returns to port

Depth Finder/ Echo Sounder 4 Conduct repairs at first availability

LST-5D 4 Conduct repairs at first availability

Movement Tracking System (MTS) 4 Conduct repairs at first availability

Weather System 4 Conduct repairs at first availability

Wind Speed Tracker 4 Conduct repairs at first availability

*When vessel is in theater, non-operation renders vessel NMC.

**Subject to PD AWS review.

Status List

Status is either New, Assigned, In Progress, Pending with a Status Reason, Resolved, Closed or Cancelled.

Status Reason and respective business rules are covered in the next several slides.

NOTE: After assigning an incident, when changing a Status or Status Reason, always place the incident in “In Progress”, select Save then change to the new Status or Status Reason.

Assigned

In Progress

Pending

Resolved

Closed

Cancelled

New

AWS Incident State Machine

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Status

Status Business Rules

• If the incident is in the Assigned Status, the Work Info Tab must be updated every 12 hours.

• If the incident is in the In Progress Status:

– If CFSR is off-site, the Work Info tab is updated at least every 3 days or when something new occurs.

– If CFSR is on-site, the Work Info Tab must be updated every 24 hours or daily.

• If the incident is in the Pending Status, the Work Info Tab must be updated Weekly and as new information occurs.

• If the incident is in the Resolved Status then the fault has been repaired.

• If the incident is in the Closed Status then all data and documentation input has been added to the incident.

NOTE: After assigning an incident, when changing a Status or Status Reason, always place the incident in “In Progress”, select Save then change to the new Status or Status Reason.

Status Reason and respective business rules start on next slide.

Assigned

In Progress Pending

Resolved

Closed

Cancelled

New

AWS Incident State Machine

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Status Reason List

Status Reason: business rules are on the next two slides.

NOTE: After assigning an incident, when changing a Status or Status Reason, always place the incident in “In Progress”, select Save then change to the new Status or Status Reason.

Assigned

In Progress Pending

Resolved

Closed

Cancelled

New

AWS Incident State Machine

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Status

Reason

Pending - Status Reason Business Rules

1. Awaiting Parts: Request for Quote (RFQ) Process and parts-on-order but not yet shipped. Once a tracking number is obtained, status reason changes to Parts in Transit.

2. Awaiting Return to Unit: Contractor must return to the unit to repair failure. Examples: If the vessel was not available long enough to complete the repair during the first visit, or if the incident was in pending status Awaiting Parts then once the vessel and/or parts are available place the incident into pending Awaiting Return to Unit. This option should not be used if a CFSR is continuing a repair over several days – this would remain in an In-Progress status.

3. Awaiting Servicing Visit: for Core CFSR. Coordination is being made for contractor to visit vessel. Vessel is available, known parts are available and repair is subject to CFSR’s availability to get on-site.

4. Customer Hold (ts): The customer or unit requests a hold on the repair or must complete an action to continue repair. A work info log entry is required for the reason and to document government direction. This option should be used when awaiting POC signature on the service report.

5. Future Enhancement (ts): If a repair cannot be resolved due to an upgrade or future enhancement requirement this choice would be selected. A work info log entry is required to document government direction.

6. Government Hold Required (ts): The Government directs the contractor to place the incident on hold due to factors such as:

cost, parts availability and/or a decision not to proceed at this time. A work info log entry is required to document government direction.

7. Monitoring Incident (ts): Contractor has repaired a fault but requires additional assessment underway or by crew to ensure the fault is resolved. Or, the contractor does not find a fault and the system seems to function properly but leaves the incident open to ensure that the fault does not recur within six weeks. CFSR must maintain communication with crew weekly.

8. Parts in Transit: Parts are in transit with tracking number to the vessel site. Prior to obtaining the tracking number, the Status

Reason is in Awaiting Parts. Work cannot continue until parts are received.

9. Request (ts): If the contractor requests approval, or action on the part of the government to complete the repair, select this option.

10. 3rd Party Vendor Action Required: for Non-core CFSR. If the contractor cannot support the action and must contact a subcontractor for support this would be the temporary pending status.

11. Vessel Availability (ts): Awaiting the availability of a vessel to take course of action in addressing an incident. A work info log entry is required to document government direction or information as relayed to LSI by the unit. Capture direction in either an email from AWS-CSB or the Unit with vessel availability dates.

NOTE: No other Status Reason is used. See state diagram on two previous slides to ensure “Time Stop” (ts) is captured correctly.

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Friday Night and Weekend IR Business Rules

• If an Incident Report (IR) arrives after 1500 on Friday through 2359 on Sunday contact the POC as usual. If there is no response within 2 hours of contacting the unit, place the IR on "Customer

Hold". Immediately remove from "Customer Hold“ when the unit responds. In any of these situations, make a note in the Work Log as to why the Incident Report is being placed on

"Customer Hold". On Monday follow up with POC if no response has been received.

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Assigned Group

A list of available Assigned Groups and Assignees within a group can be displayed from drop-down lists (See next slide for details).

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Assigned Group & Assignee Lists

Assignee To capture Assigned Group select the dropdown arrow then select AWS then select Army Watercraft Support Center.

To capture Assignee select respective dropdown arrow and assign CFSR. The Assignee should be the core CFSR resolving the incident unless it is a non-core effort.

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Assigned

Group

Unit Selection

Select the unit associated with the incident from the list of known Active, Reserve or National Guard units. Currently the 7th Sustainment Group and .UNAVAILABLE (to be used if unit is unknown) are permitted.

Data are required to be entered and verified by the CFSR during first contact with the Unit or POC and subsequently

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Exercise Selection

An Operations/Exercise can be associated with the incident if appropriate from a drop-down list of active exercises which are currently Homestation, CJLOTS, JLOTS ,Pacific Reach, PULSE-W and Nautical Horizons.

Data is required to be entered and verified by the CFSR during first contact with the Unit or POC and subsequently after CFSR completes resolution.

Exercise

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Required Resolution Date

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Enter Required Resolution Date (located under Date/System tab) as the next mission date or contractual completion date whichever comes first. Modify as needed.

WORK INFORMATION

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Incident Documentation Overview

• Work Detail is used to enter correspondence and work done on an incident. Supporting documentation such as electronic files, detailed information, pictures and write-ups can be attached in this section.

• Time Tracker is used to enter time information when working on an incident.

• Financials is used to enter general financial information.

• Resolution is used to enter information required to resolve the incident and ultimately closing the incident.

Note: Select respective hyperlink above to re-direct to details associated with that section.

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Work Information

Work information can be associated with the incident from the Work Detail tab. This can provide a history of actions taken to investigate and resolve the issues associated with the incident (such as Status and Status Reason). Daily updates if onsite, or at least weekly if the incident is in Pending Status, providing information such as parts order data and its status.

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Work Information (continued)

Select Create for entering information in the Notes field. Type the work that was performed in the Notes field (provide full details) and select Add when done. Then enter the Work Info Type and Source which are covered on the next few slides.

Only after all these items have been added should you select Save.

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Create

Edit

Report

History

Work Information Type

Select More Details to enter information associated with Work Info Type.

Select Work Info Type from drop down list.

Select Save.

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Work Information Source

Select More Details to enter information associated with Source.

Select Save

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Attaching a Document

Select the yellow folder next to Attachment to add an attachment. See next slide for details on attaching a file.

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Attaching a Document

Select Browse and navigate to where the file is that you want to attach. After selecting the file click on OK to complete adding attachment.

Note: Include all service reports, fault resolution photos and/or correspondence with the customer (Unit and/or AWS – CSB)

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Work Info Type Business Rules Work Info Update Overview The Work Info Update includes all coordination made to obtain parts, discussions with PM and other non-customer communication and Working Log entries. Include updates if awaiting a part; include other timely, relevant updates if resolution is still pending.

Work Info Type The Work Info Type is selected based upon the type of communication being completed. Currently, only Customer Status

Update, Detail Clarification, Incident Task / Action, and Working Log are utilized along with Govt Hold Reason.

– Customer Status Update (At least weekly) – any communication or follow-up with the customer (in this case the customer is the POC). All communication with customer or vessel crew related to incident to identify status delays or progress made toward resolution, including estimated delivery date of parts, vessel availability communication, probable cause, etc. Information should be updated weekly and as new information occurs.

– Detail Clarification – used when updating working log associated with Non-core CFSRs.

– Incident Task / Action – used when updating working log associated with parts.

– Working Log (Daily) – detail all work the CFSR is doing. Include daily updates while on-site. Verify summary is accurately represented. Include the Service Report with Summary title “Service Report”. A signed service report is required to be attached to the work log when the work is completed or if a return visit is required in accordance with

PWS Paragraph 3.2.2.1 and the latest version of Attachment 25.

– Govt Hold Reason has additional reasons why an incident may have been placed under Government Hold, these include:

• AWS-CSB: AWS-CSB has requested a hold be placed on the incident.

• Awaiting Deficiency Report (DR): A deficiency report needs to be issued before work can begin.

• Awaiting Engg Chg Proposal (ECP): An engineering change proposal needs to be issued and accepted/approved before work can begin.

• Departure From Specification (DFS): Departure from specification.

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Work Info Update Business Rules <PRIORITY> Tag

When delaying support for an incident (IR) based on a higher priority IR annotate in the Worklog of the affected incident which IR has taken priority, the hull number and the priority category with nature of fault. In addition, the CFSR either emails the POC who will be affected by the delay for concurrence and copies it into the work information log or the CFSR can create a document for the POC who will be affected by the delay to sign and attach to incident confirming authorization of support. This is required for each IR and each time the CFSR supports one IR over another.

Use Customer Status Update Work Info Type

The method of annotation in the affected IR Worklog is to use the <PRIORITY> tag as follows:

<PRIORITY> Priority IR number, + Priority vessel hull number, + Priority category + nature of fault

Scenario: Supporting an ARCENT Vessel Prior to an ASC Vessel

Worklog example: <PRIORITY> 292715, LCU-2002, High Priority, AIS RF cable is damaged and requires replacement.

CFSR unable to attend this issue; working a higher priority ticket at this time.

Attach an email to Worklog from the ASC POC confirming authorization to support the ARCENT vessel IR ahead of the ASC vessel IR.

Encase capitalized key word in angle brackets <> and separate tag with a space at the end.

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Work Info Update Business Rules <DELAY> Tag

If a CFSR delays support for an incident (IR) on a vessel that is not based on a higher priority IR, the CFSR must annotate the rationale for delaying support in the affected incident. In addition, the CFSR either:

1. Emails the POC who will be affected by the delay for concurrence and copies it into the work information log.

2. The CFSR can create a document for the POC who will be affected by the delay to sign and attach to incident confirming authorization of support .

3. AWS-CSB confirms the delay based on: Vessel Availability, Customer Hold or Government Hold Required.

Use Customer Status Update Work Info Type

The method of annotation in the affected IR Worklog is to use the <DELAY> tag as follows:

<DELAY> IR Status Reason, + Rationale for delaying support

Scenario 1: CFSR Coordinates a vessel visit on 12 July but is not able to attend on 12 July due to vessel availability and requires rescheduling at a future date.

Worklog example: <DELAY> Vessel Availability, CFSR has not been able to attend vessel due to non-availability of vessel.

CFSR informed that vessel will be unavailable until 12 July due to normal weekend routine (or 4 day holiday, SGT’s Day, payday routine, vessel on a mission, vessel underway, OCCM, crew unavailable, etc.). Status changed to Pending – Vessel Availability.

Scenario 2: Vessel has multiple IRs and unit POC or AWS-CSB determines that bundling IRs is the most effective approach to supporting unit.

Worklog example: <DELAY> Government Hold Required, AWS-CSB authorized bundling of IRs in order to await parts shipment and support all IRs in one trip.

Encase capitalized key word in angle brackets <> and separate tag with a space at the end.

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Logistics Work Business Rules

Logistics Work Business Rules Inputs required for entering part information:

1. Enter Incident Task / Action in the Work Information Type.

2. Enter status of logistics preparation and procurement.

Examples: RFQs sent and date expected to receive response, RFQs received, PO sent, ARO date/location, Tracking number for shipping

3. Enter usage of parts or tools from critical spares: Shipment dates/locations, tracking numbers.

4. Other logistics information relevant to the timeline and completion of the tickets.

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Source Business Rule

Source The Source is utilized to determine in what manner communication is being made. The program currently only utilizes Email, Fax, Phone, Voice Mail or Walk In (in-person discussion) .

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Choose from these

Estimated Resolution Date

Select Specific Data tab and then select Misc Data sub-tab and enter or update the Target Date which is the Estimated Resolution Date. NOTE: This will be tracked on weekly reports.

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TIME TRACKER

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Time Tracker

To get to this point see IRM Web Login at beginning of presentation.

Type in Incident ID and select Search.

May also search using Affected System (vessel hull) and Affected Asset (vessel C4ISR asset).

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Select Time Tracker tab. See next slide for entering details.

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Enter Classification (default is Unclassified):

Admin - Logistics, QA, etc.

LSI – Lead System Integrator – use for core CFSRs.

OEM – Original Equipment Manufacturer (ex: Raytheon) Vendor - Support (Navigation Center, Makay, etc.)

Addl Info – Enter name of person that worked this time (one entry per person) Time Type - see next slide for Business Rules Enter Start and End times and press Add to commit entry.

Time Type

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Time Type Business Rules

1. Analysis Time: Time spent analyzing the cause of the incident/issue. Should additional analysis be necessary multiple entries will need to be made. Also includes administrative time for CFSR SIF entries, service reports and similar work.

2. Boots on Ground Time: This is a "point in time" vice a "duration in time". To enter a "point in time" the CFSR shall enter the same time for both start and end times. This is the actual time the CFSR arrives on the vessel for the initial visit. For a given Incident Report, the CFSR will enter an additional "Boots on Ground" time only when they return to the vessel for the first time following a change to the Status and/or Status Reason. When resolution requires multiple days but the Status of the IR does not change during that period, the "Boots on Ground" time should only be entered for the first day.

3. Labor Time: Labor Costs per incident. Multiple entries may be necessary to complete a repair. Time not associated with Vessel Access Time, Analysis Time, Procurement Time and local Travel Time.

4. Notification to SPO Time: SPO notified on issues, parts purchase, travel and so on. One entry per each communication needs to be entered. This is not a duration in time but a "point in time" that is captured by entering the same Start and End times.

5. POC Contact Time: Time the contractor initially established two-way communication or exchanged communication with the POC via phone or received email from POC. This is not a duration in time but a "point in time" that is captured by entering the same Start and End times.

6. Procurement Time: Time spent to procure parts, if multiple parts are ordered, one entry for each part should be entered. One entry is made for Pre-Order Time (Research/RFQ/Government Approval) and another for Post-Order Time (Delivery Tracking).

7. Travel Time: Time spent traveling from the starting point for the contractor, to the arrival of the contractor at the Vessel Location - not the physical location of the vessel but the Hotel or place of stay. A second entry needs to be added for the contractor return to their end point (mainly flight time). Per diem related.

8. Vessel Access Time: Time spent by the contractor awaiting access to the vessel while on-site. Multiple entries will be necessary, if access is granted, repair in progress, then the vessel becomes unavailable.

Tracking Note: In the event the CFSR is working on incidents on multiple vessels, the time information must be split across those incidents. Boots on the ground for the second vessel would be the actual time the contractor started work on that vessel and so on.

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Select Save to capture all time tracking changes.

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FINANCIALS

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Financials

After searching by Incident ID, select Financials under Links.

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Select Create and a new window appears for data entry (See next slide).

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Enter financial data:

Cost Center Code = AWS > AWS Costs Cost Type – See next slide for business rules Cost Classification = Actual – cost after invoice or Budget – estimated before invoice (based on AWS – CSB approval email) Type Classification – same as defined in Time Tracker here . See details on next slide for vendor listing.

Description - For Parts: Enter Nomenclature, Part Number, Serial Number and any additional vendor clarification.

- For Labor and Travel: Enter Core/Non-Core CFSR name

- Shipment: Enter shipping method and company name.

Related Cost – USD is default currency. If not, convert to USD currency (ensure all conversions are in USD).

Related Units - Quantity of items.

Unit Type - Flat Rate – for daily rate or parts (fixed costs).

Hours – if not a flat rate, provide hourly rate and insert number of hours in Related Units (variable costs).

Cost Category is always Incident

Cost Classification

Type

Classification (see next slide for Vendor listing)

Related Cost Unit Type

Cost Type Cost Center

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Type Classification (Vendor listing)

Enter Vendor in Type Classification:

For Vendor you can enter the actual vendor name by selecting Type Classification > Vendor > Vendor Name.

If the vendor name is not listed, select the generic entry Vendor at the top of the list and enter clarification in the Description section.

Only one vendor name may be entered.

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Cost Type Business Rules

1. Labor: Costs associated with Labor for this specific incident. If the contractor is working on multiple incidents, the costs for Labor need to be split by the number of incidents and entered for each incident.

2. Repair Parts: Cost for parts utilized for the incident being worked. If multiple assets are purchased one entry per asset is required. Enter unit type as flat rate and enter related units with quantity for any one asset. To include all parts purchased with part number, serial number and warranty data. This should also be captured in the

Description field of the main entry.

3. Shipment: Shipping cost for parts and/or materials utilized to repair or replace defective items. Shipping costs are entered on a per shipment basis. If 3 shipments are made with repair parts, 3 entries should be entered.

4. Travel: Costs associated with travel for this specific incident. If the contractor is working on multiple incidents, the costs for travel need to be split by the number of incidents and entered for each incident based on date incurred (last day of travel).

Note 1: In this section, one entry is required for each item completed as the incident progresses to resolution.

Note 2: STAMIS Standard Operating Procedure notes that KNB travel is not calculated the same as CONUS travel and details how the calculations are made.

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RESOLVE & CLOSE INCIDENT

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Resolve Incidents

Enter detailed resolution information.

Enter troubleshooting steps, major repair steps, parts used, tests performed, cause of failure and any new or different faults found than what were reported by the incident POC. Also document if proper instructions or training were provided to the contact (mariner) if necessary.

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Resolution Field Business Rules

The following template of tags (not including definitions) is automatically added to the Resolution field when the Resolved status reason is selected. These tags are to be used in documenting the details to a resolution of an incident.

Resolution Template:

<FAULT> Verified fault reported? If not, what was the actual fault vs. reported fault?

<TROUBLESHOOT> Troubleshooting steps / Major Repair steps / Tests performed / How incident was resolved.

<PARTS> Parts used or attempted. Provide details with part numbers and serial numbers in the financial data section.

<CAUSE> Apparent cause of the failure. Be specific in detailing observable problems and expanding upon the selection represented in the “Cause” field.

<ADDITIONAL> Additional or different faults discovered.

<COMMUNICATION> Any discussion, procedures or training provided to the soldier.

Note: Ensure there is a space after the right bracket > before typing information.

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Resolution Cause

Verify and update as required if incorrect:

Cause – General cause of problem or failure. See Cause list at right for acceptable entries.

Press Save.

What you see after you select Specific Data > Ticket Origination.

Cause

Definition: General cause of problem or failure.

1. Configuration Error – Hardware

2. Configuration Error – Software

3. Environmental Issue

4. Equipment Missing

5. Inadequate Maintenance

6. Incorrect Installation

7. Incorrect Operation

8. Incorrect Repair

9. Normal Wear and Tear

10. Obsolescence

11. Unknown - Unable to Observe Fault

12. PMCS

13. Grooming

14. Gyro Service

15. Software Installation

16. Hardware Installation

17. Asset Testing

18. Programmatic Services

19. Training

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Resolve Incidents

When the issues associated with the incident are resolved, the status of the incident is updated to Resolved.

Enter Status Reason for the resolved state as No Further Action Required . Once all data is entered ensure to attach the Final Service Report. Verify information through Quality Control in accordance with this guideline

– LSI may then close the incident.

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Closure Source

Closure Source - is always LSI since it is manually closed.

Status – is Closed Status Reason - is No Further Action .

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CANCELLING AN INCIDENT

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Cancelling An Incident

Before cancelling an incident, input rationale into the work information log. Also attach the email with direction/approval from AWS-CSB and then select Add.

Change Status to Cancelled Select Save

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BACKUP SLIDES

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Environmental Condition Business Rules

Status Business Rules

Pending Status Reason Business Rules

Friday Night and Weekend IR Business Rules

Work Info and Source Business Rules

Logistics Work Business Rules

Time Type Business Rules

Cost Type Business Rules

Resolution Field Business Rules

Resolution Cause Business Rule

Incident Prioritization Matrix

AWS Asset Impact Guide

Hull Number to Unit Number

Business Rules Quick Reference

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Hull Number to Unit Number Vessel Type Hull Number UIC Vessel Type Hull Number UIC

LCM MOD 2 LCM-8594 WCPMAA LCU-2000 LCU-2015 WMFQAA

LCM MOD 2 LCM-8595 WMER01 LCU-2000 LCU-2016 WMFQAA

LCM MOD 2 LCM-8596 WS0ZAA LCU-2000 LCU-2017 WCL8AA

LCM MOD 2 LCM-8600 WMER01 LCU-2000 LCU-2018 WMFQAA

LCM MOD 2 LCM-8606 WMER01 LCU-2000 LCU-2019 WMFQAA

LCM MOD 2 LCM-8617 WMER02 LCU-2000 LCU-2020 WMFQAA

LCU-2000 LCU-2001 WCL8AA LCU-2000 LCU-2021 W283AA

LCU-2000 LCU-2002 WMFQAA LCU-2000 LCU-2022 WMFQAA

LCU-2000 LCU-2003 WMFQAA LCU-2000 LCU-2023 WCL8AA

LCU-2000 LCU-2004 WCL8AA LCU-2000 LCU-2024 WMFQAA

LCU-2000 LCU-2005 WCL8AA LCU-2000 LCU-2025 WQWNAA

LCU-2000 LCU-2006 WCL8AA LCU-2000 LCU-2026 WSZLH1

LCU-2000 LCU-2007 WMFQAA LCU-2000 LCU-2027 WMFQAA

LCU-2000 LCU-2008 WMFQAA LCU-2000 LCU-2028 WQWNAA

LCU-2000 LCU-2009 WMFQAA LCU-2000 LCU-2029 WMFQAA

LCU-2000 LCU-2010 WMFQAA LCU-2000 LCU-2030 WQWNAA

LCU-2000 LCU-2011 WCL8AA LCU-2000 LCU-2031 WSZLAA

LCU-2000 LCU-2012 WMFQAA LCU-2000 LCU-2032 WQWNAA

LCU-2000 LCU-2013 WMFQAA LCU-2000 LCU-2033 WQWNAA

LCU-2000 LCU-2014 WMFQAA LCU-2000 LCU-2034 WMFQAA

LCU-2000 LCU-2035 WMFQAA

Return to UIC Origination Data Slide

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Return to Unit Origination Data Slide

*** PENDING UPDATE ***

Hull Number to Unit Number Vessel Type Hull Number UIC Vessel Type Hull Number UIC

LSV (I) LSV-1 WCQQAA ST-900 ST-901 WMFUAA

LSV (I) LSV-2 WFKHAA ST-900 ST-902 WMCNAA

LSV (I) LSV-3 WZPTAA ST-900 ST-903 WMCNAA

LSV (I) LSV-4 WCRUAA ST-900 ST-904 WMCNAA

LSV (I) LSV-5 WCQ9AA ST-900 ST-905 WSYWAA

LSV (I) LSV-6 WC6GAA ST-900 ST-906 WSYWAA

LSV (VII) LSV-7 WR7KAA ST-900 ST-907 WMCNAA

LSV (VII) LSV-8 WV4GAA ST-900 ST-908 WMFUAA

LT-100 LT-1974 (FLT III) WMFUAA ST-900 ST-909 WMFUAA

LT-100 LT-2085 (FLT III) WSYWAA ST-900 ST-910 WMFUAA

LT-100 LT-2096 (FLT III) W1QAAA ST-900 ST-911 WCL6AA

LT-128MOD LT-801 WMCNAA ST-900 ST-912 WSZHAA

LT-128 LT-802 WSYWAA ST-900 ST-913 WCL6AA

LT-128MOD LT-803 WSZHAA ST-900 ST-914 WSZBAA

LT-128MOD LT-804 WMCNAA ST-900 ST-915 WSZHAA

LT-128MOD LT-805 WCL6AA ST-900 ST-916 WQWNAA

LT-128 LT-806 WMFUAA BD-6800 BD-6802 WMCNAA

Return to UIC Origination Data Slide

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Return to Unit Origination Data Slide

*** PENDING UPDATE ***