SIF_Business_Rules_Brochure_(IRM_8_1)_Rev_40a.pdf

Resolution Cause Business Rules 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

SIF Guidelines

IRM 8.1 Rev 40a – 13 July 2016

Data Entry Business Rules

AWS - CSB

Army Watercraft Systems

DATA ENTRY

BUSINESS RULES

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.

Resolution Template Business Rules

Resolution Template:

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

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

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

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

5. <ADDITIONAL> Additional or different faults discovered.

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

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

Data Entry Business Rules

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 Reason, place the incident in “In Progress”, select Save then change to the new Status or Status

Reason.

Work Info and Source Business Rules

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 is selected based upon the type of communication being completed.

– 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: PD AWS 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.

– <PRIORITY> Tag - Used when delaying support for an incident based on a higher priority incident.

– <DELAY> Tag - Used when a CFSR delays support for an incident on a vessel that is not based on a higher priority incident.

Source is utilized to determine in what manner communication is being made which is either Fax, Email, Phone, Voicemail or Walk In (in-person discussion) .

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

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.

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.

(ts) = Time Stopped