Step _3-4_ Consolidate _ Analyze _ Create Sourcing Strategy by hcj

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									Service Acquisition Workshop


     Step 4: Requirements Definition
               Requirements Definition
             What’s Important about Step 4

• Use your market analysis to develop your requirement
• Understand the risks associated with your requirement
• Identify the right type of requirements document i.e.
  SOW, PWS and a SOO
• Define the performance objectives and standards for
  your requirement
• Determine how you will validate that the contractor is
  meeting performance standards




                                                           2
                                Sourcing Process Review

Mission Requirement                  1. Form the Team
for Supply or Service                                                      2. Review Current
                                   • Leadership Support
starts the process                 • Build the Team                            Strategy
                                                                    • Conduct Historical Analysis
                                                                    • Define Stakeholder & Customer needs
                                                  Users
                                                Stakeholders                        3. Market Research
                                      QA Reps                  Proj. Mgr
                                                                                  • Analyze Market
Mission Results for                 CORs      Sourcing             PCO            • Identify suppliers
1. Warfighter                                  Team               Tech
2. Customer                         Buyers                                              4. Requirements
                                                                 SB                        Definition
3. Taxpayer
                                       Resource Mgt       PEOs                      • Define Requirement
                                                  Legal                             • Draft Business Strategy

               7. Performance
                Management                                                    5. Sourcing Strategy
           • Build & Manage
                                           6. Execute Strategy               • Strategic or Tactical
             Relationship
                                                                             • Business Strategy
           • Monitor Performance
                                        • Select Right Contractor
                                        • Award Contract
                                        • Roll out strategy

                                                                                                                30
                                                                                                                4.0
                            Major Step 4 Tasks
4.1    Conduct performance risk analysis
4.2    Define and prioritize strategic performance based objectives
4.3    Standardize requirements where possible to leverage market influence
4.4    Build Requirements Roadmap

4.5    Develop preliminary business approach

       Develop Independent Government Estimate (IGE) based on projected demand
4.6
       forecast
4.7    Develop preliminary business case

4.8    Validate preliminary business approach & business case with stakeholders

       Refine business approach for meeting specific strategic performance
4.9
       requirements and goals
4.10   Develop a PWS or SOO
4.11   Conduct early exchanges with industry to refine requirement and strategy
4.12   Establish stakeholder consensus


                                                                                  4
                         Risk Analysis

• Risk assessments temper your decisions as you
  develop your requirement and business strategy

• Identify and asses potential risk factors

• Assessing risk is a continuous process

• Unrealistic expectations will likely yield higher risks

• There are many types of risk which can impact your
  requirement



                                                            4.1
                               Types of Risk
• The following areas should be assessed:
   – Business/Programmatic Risk
       • Cost /Schedule/Performance issues
   – Technical Risk
       • Maturity of technology and processes reliant on technology
   – Funding Risk
       • Are funds identified / available / approved?
   – Process Risk
       • Are new processes required to be implemented?
   – Organizational Risk
       • Implementing change within an organization
   – Stakeholder Risk
       • Stakeholders change, or needs change over time
   – Risk Summary
       • Overview of the risk associated with implementing the initiative


                                                                            6
           4 Step Model for Assessing Risk

1. What is the LIKELIHOOD each event
   will occur

2. What is the IMPACT if the event does
   occur

3. Prioritize all events

4. Identify risk mitigation approach for
   each event


                                             7
                                    Risk Analysis Model –
1. What is the LIKELIHOOD
                                       Tying it Together
    an event will occur?
                                                        Assessment Guide                       Risk Assessment
      What is the Likelihood the                    e   M    M      H   H     H                 HIGH – Unacceptable. Major
Level Risk Event will occur?                                                              R     disruption likely; different




                                       LIKELIHOOD
                                                    d   L    M      M   H     H                 approach required; priority
  a          Remote                                                                             management attention required.
                                                        L    L      M   M     H                 MODERATE – Some
  b         Unlikely                                c
                                                                                                disruption; different
  c           Likely                                    L    L      L   M     M           Y     approach may be required;
                                                    b
                                                                                                additional management
  d       Highly Likely                                 L    L      L   L     M                 attention
                                                    a                                           may be needed.
  e      Near Certainty                                                                         LOW – Minimum impact;
                                                        a     b c     d       e
                                                               IMPACT                     G     minimum oversight needed to
                       2. What is the IMPACT                                                    ensure risk remains low.
                        if the event occurs?
                 Technical             And/                                   And/             And/ Impact on
                Performance            or                Schedule             or Cost          or  Other teams
          a Minimal or no impact                                                  Minimal or
                                                     Minimal or no impact         no impact           None
             Acceptable with some            Additional resources required;
          b reduction in margin              able to meet need dates               <5%             Some impact

             Acceptable with significant Minor slip in key milestones;
          c reduction in margin                                                    5-7%           Moderate impact
                                         not able to meet all need dates
          d Acceptable; no remaining            Major slip in key milestone       7-10%            Major impact
             margin                             or critical path impacted
          e Unacceptable                            Can’t achieve key team        >10%             Unacceptable
                                                    or major milestone
                                                          Risk Analysis Model
         4. Develop risk mitigation Strategy
                                                                                                                              Responsible   Target
 Risk Description and Reason       Probability   Impact    Risk                        Mitigation Plan                                               Status
                                                                                                                                 Party       Date

                                                                   1. Staffing plan should include a buffer to mitigate
                                                                   staff attrition, ensure work is performed, and to cover
Contractor may not have a
                                                                   temporary volume spikes.
clear understanding of the
                                                                   2. The team structure & size will be constantly
number of people required to        Medium       Medium   Medium
                                                                   evaluated during & after the Transition Phase and
accomplish the work within the
                                                                   adjusted as needed.
SLAs
                                                                   3. SLAs penalites will not be enforced during the 90
                                                                   day Post-Transition Phase.

                                                                   Plan A: Training should incorporate support of all
Insufficient documentation
                                                                   critical jobs and reporting.
exists concerning certain jobs
                                      Low         High    Medium   Plan B: During transition activities, trainers to ensure
to assure that operational tasks
                                                                   that the content needed is delivered and
are successfully executed
                                                                   documented.
                                                                   Detailed communication plan to control all
Staff may resist transition,
                                                                   information flow, with all contractor contact to base
especially if they lack
                                      High       Medium    High    run through Project Manager. Establish working
confidence in successful
                                                                   relationships with all key stakeholders.early in the
transition and start-up
                                                                   transition process.
                                                                   1. Establish process to review Scope Changes in the
Undocumented activities or
                                                                   weekly manager's meeting.
higher level of support may be
                                      Low        Medium    Low     2. Establish process for large scale impacts to SOW to
required that is inventoried in
                                                                   be reviewed by Executive Steering Committee
the PWS.
                                                                   quarterly.




                                                                                                                                                              9
              Stakeholder Desired Results
Step One and Two identified Direct Stakeholders
and Customers and captured their high level
desired results.
 Acquisition Vision                       Identified and
 Stakeholder Desired Results            validated during
 - A…                                   discussions and
                                         interviews with
 - B…
                                          Stakeholders
 - C…



• How have your Stakeholders prioritized their desired
  results?
• Have you captured the risk factors associated with
  these results?
        Link Performance Results to the Mission
• Focus on what results are required, not on what
  resources are needed

                                    Stakeholder
          Mission        Point of View and Concerns

                Vision

                     Strategy
                                                Acquisition
                                 Results          Team


                                           Performance
     Your job is to develop Performance
                                             Objectives
     Objectives and a Business strategy
     that aligns with and supports the
     Mission
                                                              11
       Misaligned Objectives can lead to disaster


     Mission
          Vision
               Strategy

                     Stakeholder
The mission, vision,   Results
                                       Performance
 and strategy have                       Objectives
  to be aligned in
  order to deliver
     successful
     outcomes
          Where to Start in developing your
           preliminary business approach
• You’ve got the key inputs necessary to start the
  development process

  Identify Stakeholders
  (step 1)                Using these inputs as the
                          starting point, begin to define
  Baseline Analysis
  (step 2)                and refine your performance
                          objectives using the
  Market Research
                          requirements roadmap process
  (step 3)



• Use the Requirements Roadmap Worksheet to
  develop your performance objectives
                Requirements Roadmap
 In Step 4 Our Focus is to develop the
 Performance and Inspection Elements
                 Requirements Roadmap Worksheet
            Performance                       Inspection                Incentive
                                        Data               Method of
Objective     Standard    AQL   Who          Calculation                  Type
                                      Source               Inspection

A -1                              Alignment

A -2

A -3         A -3 a

             A -3 b

B -1

B -2




                                                                                    14
           Roadmap forms the foundation for
                      Action
Acquisition Vision
Desired Results
- A…..
- B…..                                                                      Contract
- C….      Requirements Roadmap Worksheet
                                                                            Line Item
         Objective   Standards AQL   Inspection   Incentive
                                                                            structure for
                                                                            RFP




                               Quality                        Evaluation
  Performance
                               Assurance                      Factor
  Work
                               Surveillance                   weightings
  Statement or
                               Plan                           for Section
  SOO
                                                              M of RFP
          The Performance Roadmap is the KEY to
           the requirements development process
                                 Requirements Roadmap Worksheet
                             Objective   Standards   AQL   Inspection   Incentive

• The “Roadmap” is the
  “Get er Done” tool teams
  use to develop their
  performance work statement (PWS)
• Tailoring and completing a “Roadmap” focuses the
  acquisition team on the essential performance and
  assessment elements
• Provides foundation for the PWS development, best
  value strategy and contract admin approach
                           Roadmap Process Map

   • Work the Why, What, and How in the Performance
     Roadmap to get to the Now of writing the PWS

 Old SOW                                                                   Write Final
                      Requirements Roadmap Worksheet
Requirements                                                                 PWS
               Objective     Standards    AQL   Inspection     Incentive

   WHY                                   Alignment
                                                                             Now



                           WHAT (level)                      How
                    Boiling Down to the
               Real Performance Objectives
• Using the existing Statement of Work (if there is one)

             Brainstorm… with a “Why Analysis”
  Old        Why do you need this ?
  SOW
  1.
                                 Look at our old SOW
  1.2.3                          Focus on the header
  2.
  2.1.2.3.
                            paragraphs which are normally
  3.                          the single digit paragraphs
  3.1

  Yada
  Yada
                   Performance Objective Analysis
                        The Five Why Process
   The key to                        Why?
finding the real
  Performance             Why?
   Objective


                                                Why?


                                      Why?

                             Why?

    Asking Why 5 times can bring you to the “real”
     Performance Objective…. One you may have
           never noticed (Not the 5 Who’s)
                        Boiling Down to the
                   Real Performance Objectives

• Now answer the question “WHY?”

        Brainstorm… “using the 5 Why Analysis”
Old     Why do you need this ? The answer must begin with “BECAUSE”!
SOW     Capture what Results from the Because
1.                      “BECAUSE …..Results!”
1.2.3
                        “BECAUSE …..Results!”
2.
2.1.2                   “BECAUSE …..Results!”
3.
         WHY?
                        “BECAUSE …..Results!”
3.1
                       “BECAUSE …..Results!”
Yada
Yada                   “BECAUSE …..Results!”

                        “BECAUSE …..Results!”
                     Boiling Down to the
                Real Performance Objectives
• Completing the WHY Analysis should yield results that can be
  consolidated into Performance Objectives


 Old                                  Look for similar results that support a
 SOW                                  common Performance Objective

 1.                   “BECAUSE …..Results!..........Performance Objectives”
 1.2.3
                      “BECAUSE …..Results!”
 2.
 2.1.2                “BECAUSE …..Results!.........Performance Objectives”

 3.
         WHY?         “BECAUSE …..Results!.........Performance Objectives”
 3.1
                      “BECAUSE …..Results!”
 Yada
                      “BECAUSE …..Results!.........Performance Objectives”
 Yada
                      “BECAUSE …..Results!”
Service Acquisition Workshop

     Step 4: Requirements Definition
 Interactive Learning Session (Part One)

            Requirements Roadmap
                     Step 4
          Interactive Learning Session

Breakout into your work groups, using the
requirements roadmap worksheet, your task is to:

• Identify your Performance Objectives




                                                   23
                 Breakout Instructions

• In cross functional teams each group should develop
  the performance objectives for the requirement

• Once completed – have a team present back your draft
  performance objectives

• Followed by group discussion and development of initial
  performance objectives for the requirement




                                                            24
                       Step 4
            Interactive Learning Session
Now Identify your performance objectives

                 Requirements Roadmap Worksheet
            Performance                       Inspection                Incentive
                                        Data               Method of
Objective     Standard    AQL   Who          Calculation                  Type
                                      Source               Inspection

 A -1                             Alignment

 A -2

 A -3        A -3 a

             A -3 b

 B -1

 B -2




                                                                                    25
           Developing Performance Standards

                                           Requirements Roadmap Worksheet
•   Performance Standards              Objective   Standards   AQL   Inspection   Incentive
    describe what level of
    performance must be met to
    satisfy the Performance
    Objective
• What level of performance constitutes acceptable results
    – Ask the Question: What is the basis for the standard and why at
      that level
• Standards must be clear and measurable
• Standards are described with adverbs and adjectives
• Are the standards you’re setting achievable and affordable
   – Are you willing to pay extra for a higher standard ?
   – What is the impact on your budget ?
             Developing Performance Standards

• An effective Performance Objective has a Performance
  Standard that lets you ‘KNOW’ what level of performance is
  required to meet the Performance Objective

    After identifying the                                    Define Performance
    main Performance                                         Standards for each
    Objectives….                                             Performance Objective
An effective performance
standard must answer the                              WHAT Level?
Question… What Level?
                                     “Performance Objectives……..Performance Standard”
“When will I know the
performance objective has            “Performance Objectives……..Performance Standard”
been met?”
                                     “Performance Objectives……..Performance Standard”
The answer describes your standard. “Performance Objectives……..Performance Standard”


                                                                                        27
         Developing Performance Standards

                           WHAT Level

           “Performance Objectives……..Performance Standard”


• How do you define success for your Performance Objective?
   • Reliability (System Is Running)
   • Responsiveness (Services Provided On-time)
   • Appearance (Contractor Uniforms)
   • Cleanliness (No Visible Dirt/dust)
   • Customer Satisfaction (You’ll Know)

                                                              28
               Define your tolerance for variation

                                          Requirements Roadmap Worksheet
 • An AQL is an acceptable         Objective Standards AQL Inspection Incentive
   deviation from the standard
 • However, the contractor is
   still expected to meet the
   performance standard
• Is there an allowable range of performance associated with each
   performance standard ?
    – Perfection comes at a price
• What should you address to determine if an AQL is appropriate ?
    – Will it still achieve my performance objective
    – Easily understood
    – Clearly delineated



                                                                                  29
Characteristics of Good Measures




                                   30
                    Critical Few Metrics

• How many metrics are enough?
• Too few
   – Not capturing detail required to manage business
• Too many
   – Choked with data
• Rule of 5
   – No more than 3 - 5 key performance metrics (KPI)




                                                        31
Service Acquisition Workshop

     Step 4: Requirements Definition
 Interactive Learning Session (Part Two)

            Requirements Roadmap
                 Breakout Instructions

• In your same cross functional teams each group should
  develop the performance standard(s) and AQL(as
  applicable) for each performance objective

• Once completed – have a team present back your draft
  performance standards/AQLs

• Followed by group discussion and development of initial
  performance standards and AQLs




                                                            33
                       Step 4
            Interactive Learning Session
Now Identify your performance standards
and applicable AQLs
                 Requirements Roadmap Worksheet
            Performance                       Inspection                Incentive
                                        Data               Method of
Objective     Standard    AQL   Who          Calculation                  Type
                                      Source               Inspection

 A -1                             Alignment

 A -2

 A -3        A -3 a

             A -3 b

 B -1

 B -2




                                                                                    34
                  Example Requirements Roadmap
Vision: To develop an acquisition process that ensures
                                                   Performance
                                                                            Tolerance/
Desired Outcome          Objective               Standard
                                                                               AQL
 Engineering and        Maintain and     Routine drawings retrieved   98% within target,
 construction           retrieve base    within 8 business hours
 services that          infrastructure
 support the            drawings and
 requirements of the    documentation
 overall base and                        Priority – within 15         98% within target,
 tenant organizations   Hours of         minutes                      100% within 4
                        Service support                               business hours
                        7am – 6pm       Correct Document              99% of the time
                                        provided
                                                                      Zero Tolerance for
                                                                      incorrect retrieval
                                                                      resulting in a loss of
                                                                      service (e..g, cut lines)

                                                                                                  35
          Use your Roadmap to develop your
          method and frequency of Inspection

• How will you know if the performance standards for
  each performance objective are met? Inspection

• Describe the level and type of inspection based on
  criticality and risk of each performance standard using
  the Requirements Roadmap Worksheet

• Risk analysis will help focus your inspection decisions

• Determine how metrics will be calculated
             Roadmap is the foundation for Action
Acquisition Vision
Desired Requirement
- A…..
- B…..
                                                                  The QASP flows from your
- C….                                                              Roadmap developed at
                                                                               Contract Line
              Requirements Roadmap Worksheet
                                                                     Step 4 and includes for
                                                                               Item structure
                                                                               RFP
             Objective   Standards AQL   Inspection   Incentive     methods and types of
                                                                         inspection




                                                                  Technical
  Performance                     Quality
                                                                  Evaluation Plan
  Work                            Assurance                       and Factors
  Statement or                    Surveillance                    weightings for
  SOO                             Plan                            Section M of
                                                                  RFP
          Do you have the right Resources?

• Inspections consume resources and should be
  considered carefully
   – Identify who will conduct inspections
   – Do you have the resources ?
   – Do you have the technical capability ?
• COR/QAPs should be functionally qualified
   – Have they been part of your IPT from the beginning ?
• Must be identified and trained before contract award
   – Must complete a minimum of 40 hours of COR training
   – Available from DAU or other sources




                                                            38
           Quality Assurance is a Continuous Process
• The Quality Assurance Surveillance Plan (QASP) is the
  basis for assessing the service provider’s performance
• The QASP should be mutually agreed to and includes
  methods and types of inspection
• The purpose is not to duplicate the contractors Quality
  Control process, but to ensure that performance
  objectives meet the standards
• A typical QASP addresses
   – What gets measured, when, and by whom
   – What processes will be used to identify and remediate quality
     issues
   – Who will be responsible for monitoring quality assurance (QA)
• The QASP is finalized in Step 6

                                                                     39
       Quality Assurance Surveillance Plan

                 Requirements Roadmap Worksheet
            Performance                       Inspection                Incentive
                                        Data               Method of
Objective     Standard    AQL   Who          Calculation                  Type
                                      Source               Inspection

A -1                              Alignment

A -2

A -3         A -3 a

             A -3 b

B -1

B -2




Elements of the QASP
                                                                                    40
                Determine Inspection Approach

                                       This is our focus now
Acquisition Vision
Desired Results
 - A…
 - B… Determine:            Requirements Roadmap Worksheet
- C…
     1. Who will collect the data
   Desired             Performance                         Inspection                Incentive
     2. Where will it come from
   Outcome                                          Data                Method of
           Objective        Standard   AQL   Who          Calculation                  Type
      3. How will the measure                      Source               Inspection

     A…. be calculated
                A -1                           Alignment
      4. How often do you want
                A -2
         to collect and review
         the information
                A -3         A -3 a

      5. If you write an objective
                             A -3 b
         that is impossible to
     B….        B
         inspect -1you must
         modify the standard
                B -2




                                                                                                 4.4
           Determine Inspection Approach
You must determine:
• How is the inspection going to be conducted ?
   – Method and type
   – What is the proper depth of inspection ?
   – Identify the detail that is needed to capture the compliance
     conclusions ?
   – Answer the question “When will I know when they have met the
     performance standards, using the minimum resources and
     detail ?”
• How often is the inspection to be conducted ?
   – Frequency - How often ?
• Who is going to conduct the inspection ?
   – Do they have the necessary expertise, tools and time?
• The Contracting Officers Representative (COR) is vital
  to this process and should be included as part of the
  team from the beginning
Service Acquisition Workshop

     Step 4: Requirements Definition
Interactive Learning Session (Part Three)

            Requirements Roadmap
                 Breakout Instructions

• In your same cross functional teams each group should
  develop the methods and types of inspection to ensure
  the performance standard(s) and AQL(as applicable)
  are met

• Once completed – have a team present back your draft
  methods and types of inspection

• Followed by group discussion and development of initial
  methods and types of inspection



                                                            44
               Where to Spend Your Time
• As a team, you are to develop the PWS
   – These are the outcomes that determine what you want the
     contractor to accomplish
• In addition, the team is to develop a set of measures to
  determine if these outcomes have been met
   – By default, and necessity, they are high level measures
• Are you interested in lower level metrics?
   – Yes, but there are more ‘early warning’ measures that tell you
     whether or not the project is working appropriately



      Remember, Not all items are critical and high risk.




                                                                      45
              Validate with Stakeholders and
                   Adjust as necessary
• At this point in the process it’s good business practice
  to get concurrence from key Stakeholders regarding the
  team’s approach
• Your Requirements Roadmap Worksheet provides a
  foundation for presenting to your key stakeholders and
  customers
   – Performance Objectives, Standards and methods and types of
     inspection
• Based on feedback you may need to revisit the
  elements of your roadmap
• Have you identified this as part of your Comm plan?
               Develop your PWS or SOO
• IT IS Critical to understand that you will not be ready
  to write a PWS until you have developed
  understandable performance objectives with clear
  standards that are inspectable and measurable
   – If you’ve built your roadmap properly (element 4.4) you will
     have accomplished this critical step and are now ready to write
     your PWS
   – A major reason a PWS fails to be performance based is
     because you have not gone thru a disciplined roadmap process
• Developing the PWS starts with the performance
  objectives from your Roadmap and builds the “rest of
  the story” detail needed for a complete PWS
                        What’s a SOO ?
• Statement of Objectives (SOO)
   –   Allows for the greatest input from the contractor
   –   Asks for innovation solutions / outcomes
   –   Most flexible
   –   Using a SOO, the contractor responds with a PWS
   –   Contractor proposes the performance standards AQLs and
       methods and types of inspection (QASP)

• A SOO starts with the Performance Outcomes you
  defined in your roadmap worksheet
   – It does not contain the performance standards or AQLs
   – Provides some additional detail outlining the problem the
     government is trying to solve
   – Asks industry for innovation in solving our problem



                                                                 48
             Identify Potential Roadblocks
• The purpose of a SOO is to provide the contractor with
  maximum flexibility
• However, some constraints may be in place
   – Technology acquisitions need to conform to the agency’s IT
     architecture and accessibility standards
   – Others include security, privacy, safety
• Identify existing policies, directives and standards that
  are constraining factors
• Work with stakeholders to confirm their essentiality
   – Have the constraints / roadblocks outlived their usefulness?
   – Are they still critical?




                                                                    49
                Developing a SOO focuses on the high
                      level Desired Outcomes
                                                 SOO
Acquisition Vision                         Performance Outcome A
Desired Outcomes
 - A…                                      Performance Outcome B
 - B…                            Requirements Roadmap Worksheet
- C…
                                           Performance Outcome C
    Desired                 Performance                           Inspection                Incentive
                                           Etc
    Outcome                                               Data                 Method of
                Objective       Standard   AQL    Who           Calculation                   Type
                                                         Source                Inspection

      A….        A -1                                 Alignment

                 A -2

                 A -3           A -3 a

                                A -3 b

      B….        B -1

                 B -2




                                                                                                        50
                                       Develop Initial PWS
4.4       Requirements Roadmap Worksheet
                                                             Like any communication tool your
      Objective   Standards   AQL   Inspection   Incentive
                                                             PWS must clearly and accurately
                                                             convey expectations to your
                                                             stakeholders, customers and
                                                             Industry
                                                 • PWS provides a more in-depth
                    PWS                            description of your objectives and
            Performance Objective 1                standards
            1.0
              1.1                                • List the issues that were discussed
              1.2
              1.3
                                                   during the development of your ultimate
            Performance Objective 2                performance objectives
            2.0
              2.1                                • Include sufficient detail to accurately
              2.2
              2.3                                  communicate the performance objective
              2.4
                                                   without describing “How” is has to be
                                                   accomplished
                                                   Defining A PWS
 • Performance Work Statement
         – Agency defines performance objectives to be achieved, and
           solicits a wide variety of technical solutions from contractors
         – Allows for some input and innovation from the contractor
         – Performance Objectives are measurable
         – Performance incentives tied to achievement of performance
           results (impact of outputs) and may include cost, timeliness,
           quality and impact of outputs associated with contractor’s
           technical solution
         – Can contain tasks to be accomplished
         – Agency writes the PWS for the contractor
         – Provides significant flexibility to contractor on how work is
           done; provides room for innovation
         – Financial incentives in a competitive environment encourage
           competitors to develop and institute innovative and cost-
           effective methods of performing the work

Adapted from: http://acquisition.gov/comp/seven_steps/index.html
                                                                             52
                                         Let the Contractor Solve the
                                                   Problem
       •     Don’t write the Performance Work Statement too tightly
       •     Allow for creativity
       •     Be open to new solutions and new approaches
       •     How you write the performance work statement will
             either promote or inhibit innovative solutions



                    Remember the
                    Watermelons!




Source: http://acquisition.gov/comp/seven_steps/index.html              53
                   Share the Background
• Help the contractor understand the current environment
  and background
   – Overview of the current requirements, why it’s important, and
     how we expect the contractor to contribute to the success of
     our organization’s mission
• A best practice when using a PBA
   – Provide a brief overview of the program,
   – List links to web-delivered information on the current contract,
     government-controlled, government-furnished equipment, and
     a hardware configuration or enterprise architecture, as
     appropriate
   – The development of this information is essential so that
     contractors can perform meaningful due diligence and help
     them reduce the risk of misunderstanding
Service Acquisition Workshop

     Step 4: Requirements Definition
 Interactive Learning Session (Part Four)

            Requirements Roadmap
                 Breakout Instructions

• As a group lets take a few minutes and start converting
  our Roadmap into our preliminary PWS
• Use the PWS format provided




                                                            56
                  Complete your Step 4 AssignmentsTarget
                                                              Responsible   Duration   Date
4.1 Conduct performance risk analysis
    Define and prioritize strategic performance based
4.2
    objectives
    Standardize requirements where possible to leverage
4.3
    market influence
4.4 Build Requirements Roadmap

4.5 Develop preliminary business approach

       Develop Independent Government Estimate (IGE) based
4.6
       on projected demand forecast
4.7 Develop preliminary business case
    Validate preliminary business approach & business case
4.8
    with stakeholders
    Refine business approach for meeting specific strategic
4.9
    performance requirements and goals
4.10 Develop a PWS or SOO
       Conduct early exchanges with industry to refine
4.11
       requirement and strategy
4.12 Establish stakeholder consensus
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                  Step 4 Conclusion

• At the conclusion of step 4 you should have:
  – Identified performance objectives

  – Identified performance standards

  – Identified methods and types of inspection

  – Gained an understanding of PWS, SOO and SOW

  – Used the Requirements Roadmap to develop you
    initial PWS



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