Purpose

1.1  This instruction describes DCMA policy for the support of Office of the Secretary of Defense (OSD) level program reviews including the Defense Acquisition Board (DAB), Defense Acquisition Executive Summary (DAES), and Overarching Integrated Product Team (OIPT).  Adherence to this policy will ensure that each OSD-level program review is fully vetted throughout the Agency and with the appropriate customer representatives prior to a scheduled event.

1.2  Implementation of this policy will enable us to share information across the Enterprise and promote transparency between Deputy Under Secretary of Defense (Acquisition and Technology) (DUSD(A&T)) office and DCMA.
 

Applicability

2.1  This instruction applies to the Customer Management (DCMA-OCR) and Performance Integration (DCMA-OCX) Divisions and their respective Centers, and applicable Product Divisions and their assigned primary and streamlined Contract Management Offices (CMO).

2.2  All DCMA Divisions, Product Divisions and CMOs shall support the preparation of Agency principals for each event.

     2.2.1  DAB.  The DAB is the Department's senior-level forum for advising the Under Secretary of Defense for Acquisition, Technology, and Logistics (USD(AT&L)) on critical decisions concerning ACAT 1D and special interest programs. The Board is chaired by the USD(AT&L). 

              The DCMA Director, Deputy Director or their designee acts as the Agency principal for this event.

     2.2.2  DAES.  The DAES review is the principal mechanism for tracking programs between milestone reviews.  A DAES report is provided by the Major Defense Acquisition Program (MDAP) Program Manager (PM) to the DUSD(A&T) each calendar quarter.  When a contract contains an Earned Value Management (EVM) requirement, DCMA provides EV tripwires in support of DAES reviews.

              The DCMA Director, Deputy Director, Product Assurance and Supply Chain Management Executive Director (DCMA-OC) or their designee acts as the Agency principal for this event.

     2.2.3  OIPT.  In support of all Acquisition Category (ACAT) 1D and IAM, and special interest programs, an OIPT is formed for each program to provide oversight and review as that program proceeds through its acquisition life-cycle.  At a minimum, OIPTs are composed of the PM, Program Executive Officer (PEO), Component Staff, Joint Staff, USD(AT&L) staff, and the OSD staff principals or their representatives involved in oversight and review of a particular ACAT ID or IAM program. 

              The appropriate Product Division Director or Deputy Director, lead CMO Commander/Director, EVM Center Director (DCMAC-V), Performance Integration Division Director (DCMA-OCX), or DCMA-OC Executive Director acts as the Agency principal for this event.


Changes

References

4.1  DODI 5000.2, Operation of the Defense Acquisition System

4.2  DAB Calendar

4.3  Acquisition Decision Memorandum  

4.4  Major Defense Acquisition Programs (MDAP)

4.5  EVM

4.6  DCMAC-V DAES Data Call Master Template, Rev 2007.
 

Procedures
(flowchart)

5.1  Roles and Responsibilities.

     5.1.1  Overview.  DCMA Product Assurance and Supply Chain Management and Contracts (DCMA-OC and -AQ) are the lead for OSD-level customer engagement.  The OSD Liaison will establish and sustain relationships with the OSD organizations and components responsible for program execution and analyses.

          5.1.1.1  OSD Liaison.  The OSD Liaison will notify the EVM Center Director and the appropriate Product Division Director's Action Group (DAG) and/or Operations Directorate Director of changes to the DAB calendar within 24 hours of their receipt.  When available, pre-event intelligence regarding OSD-level customer expectations will be shared with DCMA-OCX and the Product Divisions. 

     5.1.2  Customer Management Division.  DCMA-OCR is the lead for customer engagement at the major buying commands (Customer Liaison Center (DCMAC-P)) and PEO portfolio management (Customer Relations Center (DCMAC-K)).  DCMA-OCR will maintain a current and accurate Major Defense Acquisition Program (MDAP) milestone tracking system. 

     5.1.3  Earned Value Management Center.  DCMAC-V is the lead for internal and external customer engagement on all EVM matters to include tripwires, system validations and program analyses.  DCMAC-V will interface with the Product Divisions to collect and analyze data required to support EVM analyses.

          5.1.3.1 Support Decision.  The Director, DCMAC-V, in coordination with the Director, DCMA-OCX, will decide within three work days of receipt of the event notice on the level of support, if any, required for upcoming DAB, DAES and OIPT events. 

          If no support is required, DCMA-OCX will notify DCMA-OC of their decision and post their rationale to the applicable project on the Department of Defense (DoD) Engagement Community.

          If support is required, DCMAC-V will notify the cognizant Product Division through their DAG and/or Operations Directorate Director to enlist their support in working with the affected CMOs.  At a minimum, EV tripwire data shall be provided for all DAES programs selected for review when an EVM contractual requirement exists in the current contracts.

     5.1.4  Product Divisions.  The applicable Product Division is the lead for MDAP-related contract management issues to include acquisition planning support services, contract management, financial services, engineering support services, quality assurance, product acceptance, software acquisition management, small business and specialized safety.  As necessary, the Product Divisions will coordinate issues with appropriate DCMA Centers and across other Product Divisions.

          5.1.4.1  Action Officers.  Each Product Division will assign a lead Action Officer (AO) to support each OSD-level event: DAB, DAES Review and/or OIPT Meeting.  The AO will coordinate all required actions on behalf of the Product Division and shall support any working level meetings along with other DCMA representatives (where appropriate).  The AO will alert the Lead CMO Commander of the upcoming OSD-level event, and request their recommendation for the required support.  When an event is supported, the AO will request Lead CMO assistance to develop the Program Assessment and Analysis (PAA) read-ahead package.

               5.1.4.1.1  Support Decision.  The AO, in coordination with the Product Division Director and Lead CMO Commander, will decide within three work days of receipt of the event notice on the level of support, if any, required for upcoming DAB, DAES and OIPT events.

                If no support is required, the AO will notify DCMA-OC of their decision and post their rationale to the applicable project on the DoD Engagement Community.

                If support is required, the AO will notify DCMA-OC of their decision and post their rationale to the applicable project on the DoD Engagement Community.  In addition, the AO will coordinate with the EVM Center, Lead CMO and DCMAC-K to assemble an enterprise-wide PAA read-ahead package at least 45 days prior to the OSD-level scheduled event.

                5.1.4.1.2  Program Assessment and Analysis (PAA) Package.  The PAA will be in the form of a PowerPoint presentation, and the completed product will be posted to the program folder in the applicable project on the DoD Engagement Community ten (10) business days in advance of the event.  At a minimum, the PAA will include:

• Program Synopsis:  Status, major milestones, current issues, risk matrix and EV tripwire data for all DAES programs when an EVM contractual requirement exists in the current contracts, and

• Performance Commitments (e.g., Agency Level, Program and/or EVM) and status to include identification of DCMA impacts and areas of influence.

Each Product Division Director will define the level and detail of information they deem appropriate to support the OSD-level event.

     5.1.5  Lead CMO.  The Lead CMO Commander shall respond to the AO request for recommendation for support and PAA assistance.

          5.1.5.1 OSD-level Event Recommendation for Support.  The Lead CMO Commander, in coordination with the Program Integrator and Program Manager, will recommend, within two work days of the receipt of the event notice the level of support, if any, required for upcoming DAB, DAES and OIPT events.

          At a minimum, the criteria to consider for event attendance will include: program criticality and/or risk, EVM status, Global War on Terror (GWOT) related impact, and program visibility (Nunn-McCurdy (N-M) Breach or high level of Congressional interest).

          The response shall be in the form of a PowerPoint presentation and/or white Paper, and include a recommendation of support or no support.  When support is recommended, the level of recommended support must be stipulated.  Typical attendees are normally high ranking members (GS-15 and Senior Executive Service (SES)) of the DCMA leadership team and event based. 

          5.1.5.2 PAA Assistance.  The Lead CMO will facilitate the collection of enterprise-wide data and information that will be used to generate a PAA read-ahead package to prepare the designated Agency principal to attend the OSD-level event.  The read-ahead package will be edited or augmented with new information as needed.

          The Lead CMO should form a Review Team comprised of the AO, DCMAC-V (as appropriate), DCMAC-K, and Program Integrator to review all available programmatic information and seek input from other DCMA functional communities as needed.

          Supporting data, information and analyses for inclusion in the PAA will be provided to the AO a minimum of 30 days prior to the scheduled event.

          The Lead CMO Commander will share the PAA read-ahead package with the relevant PEO and PM or their designated representative to promote collaboration with our customer.  Any requested changes to the package shall be coordinated with the AO.

5.2  OSD-level Event Attendance.     

     5.2.1  Attendee Expectations.  DAB and DAES Reviews and OIPT Meetings are recurring events.  It is anticipated that the designated Agency principal will attend the OSD-level scheduled event and share DCMA specific programmatic risk based insight and communicate meeting results to the Agency.

     5.2.2  After Action Report.  Within three business days following the actual event, the assigned AO will contact the attendee to arrange for a de-briefing of significant observations, and ensure any follow-up actions are identified, communicated, assigned and closed.

     The AO will generate an After Action report (AAR) in Customer Engagement Recording Application (CERA).  Post support for each event is considered closed once the AO generates the AAR in CERA.

Definitions

6.1  DAB. The DAB is the Department's senior-level forum for advising the USD(AT&L) on critical decisions concerning ACAT 1D and special interest programs.  The DAB is composed of the Department's senior acquisition officials.  The Board is chaired by the USD(AT&L).  The Vice Chairman of the Joint Chiefs of Staff (VCJCS) serves as the vice chairman of the Board.  Other principal members of the Board include the Under Secretary of Defense for Comptroller; the Under Secretary of Defense for Policy; the Under Secretary of Defense for Personnel and Readiness; the Under Secretary of Defense for Intelligence; the Assistant Secretary of Defense for networks and Information Integration (ASD(NII)); the Director of Operational Test and Evaluation; the Director of Program Analysis and Evaluation; the Secretaries of the Army, Navy and Air Force; and the DAB Executive Secretary (Director, Acquisition Resources and Analysis (AAR)).

The DAB Chairman is also routinely supported by senior functional advisors, such as, but not limited to, the Primary Deputy Under Secretary of Defense for AT&L; the Deputy Under Secretary of Defense for Logistics and Material Readiness; the Deputy Under Secretary of Defense for Industrial Policy; the Director of International Cooperation; the Director of Defense Procurement and Acquisition Policy; the Director of Defense Research and Engineering; the Assistant Secretary of Defense for Legislative Affairs; the OIPT leader from Defense Systems; the OIPT Leader from NII; the Acquisition Executives from the Army, Navy, and Air Force; the PM; the PEO; the Chairman of the Cost Analysis and Improvement Group; the USD(AT&L) Special Assistant; the Deputy General Counsel for Acquisition and Logistics; and a representative from the National Geospatial-Intelligence Agency.  Other senior Defense officials may be invited by the USD(AT&L) to participate in DAB meetings on an as-needed basis.

6.2  DAES.  DAES is the principal mechanism for tracking programs between milestone reviews.  A DAES report is provided by the MDAP PM to the USD(A&T) each calendar quarter.

The DAES process is both a reporting and review process.  It serves two primary purposes:  to provide progress information to DoD principals on the MDAPs and to provide feedback on OSD staff views to the DoD acquisition community.

Within OSD, the Director, AAR is responsible for managing the DAES process.  The executing organization within AAR is Acquisition Management (AM), to which the DAES team is assigned.

The purpose of the DAES review process is to provide timely information to the DoD acquisition hierarchy on MDAP program execution and progress, policy decisions, and early problem identification.  The PM is held accountable for the completeness, accuracy, and consistency of the quarterly DAES report.  The report passes through the PEO and Component Acquisition Executive (CAE) and is received in OUSD(AT&L)ARA/AM for distribution to the several OSD staffs involved with acquisition oversight.  The OSD staff organizations then prepare assessments on each program. 

After program assessments are complete (about two weeks), the DAES team consolidates the information and recommends an agenda to the Director, AAR based on the issues identified during this OSD staff review.  The programs on the approved agenda are reviewed at a monthly meeting held by the USD(AT&L) and other key DoD acquisition executives.  All assessments prepared for all programs reviewed each month are summarized in the DAES feedback package.  The OSD staff review, USD(AT&L) meeting, and feedback to the field form the core of the DAES process.

6.3  OIPT.  In support of all Acquisition Category (ACAT) 1D and IAM, and special interest programs, an OIPT is formed for each program to provide oversight and review as that program proceeds through its acquisition life-cycle.  The OIPT for ACAT 1D programs is led by the appropriate Office of the Secretary of Defense (OSD) official (typically the Director, Defense Systems, the Deputy to the Assistant Secretary of Defense for C3ISR and Information Technology Acquisition, or the Deputy to the Assistant Secretary of Defense (Chemical Demilitarization & Threat Reduction), depending on the program in question).  The OIPT leader for each ACAT IAM program is the Deputy to the Assistant Secretary of Defense for C3ISR and Information Technology Acquisition.  At a minimum, OIPTs are composed of the PM, PEO, Component Staff, Joint Staff, USD(AT&L) staff, and the OSD staff principals or their representatives involved in oversight and review of a particular ACAT ID or IAM program. 

     The OIPT first meets upon learning that a program is intended to be initiated to determine the extent of working-level IPT support needed for the potential program, who shall participate on the working-level IPTs, the appropriate milestone for program initiation, and the mandatory information needed for the program initiation review.  OIPTs meet as necessary over the life of a program.  The OIPT leader holds a meeting to resolve issues when requested by any member of the OIPT, or when directed by the USD(AT&L).  The goal of these meetings is to resolve as many issues and concerns at the lowest level possible, and to escalate issues that need resolution at a higher level, bringing only the highest level issues to the Milestone Decision Authority (MDA) for decision.

     In support of a planned milestone review by the DAB or Major Automated Information System Review Council (MAISRC), the OIPT normally convenes two weeks in advance of the anticipated review to re-assess the tailored documentation required for the upcoming milestone, ensure the evolving acquisition strategy is sound, assess the progress being made by the working-level IPTs, and determine whether the program is ready for the milestone review when planned.  The OIPT leader, in coordination with the appropriate CAE, recommends to the MDA whether the anticipated review shall go forward as planned.

     The OIPT leader for ACAT 1D or IAM programs provides an independent assessment to the DAB or MAISRC chairs, principals, and advisors at major program reviews and/or milestone decision reviews using information gathered through the IPT process.  The leader's assessment focuses on core acquisition management issues and takes account of assessments prepared by OIPT members.  Assessments will normally be provided by the members of the OIPT.  There should be no surprises at this point because all team members are working the issues in real time, and should be knowledgeable of the independent assessment.

Forms

7.1  CERA (reference 5.2.2) is an e-Tools application that provides a vehicle to record DCMA's interactions with customers in an Agency-wide database.