Recommendation Letter - Download as Excel by jgz20642

VIEWS: 172 PAGES: 12

Recommendation Letter document sample

More Info
									                                                                   End Of Year Recommendation Template Instructions



                                                                            Ratings for EOY Recommendation
Rating                                                 Definition
Compliant (C)                                          All 32 GLs were reviewed in 2008. Compliance is defined as having no CARs or few open CARs, issues are non-systemic in nature, and do not affect the
                                                       accuracy of the data.
Non-Compliant (N)                                      All 32 GLs were reviewed in 2008. Non-Compliant is defined as having CARs that are open, systemic (have similar findings across multiple programs),
                                                       and ongoing Corrective Action Plans with little or no progress that affect the accuracy of the data.
Un-Assessed - (U)                                      Did not review all 32 GLs. Must explain reasons in the Part 3 Additional Information section of this form




                                              Instructions for completing EOY Recommendation Form located on EOY tab.

                                                                       BLUE blocks are the areas that MUST be completed.
                    Top of Page:                       Use drop down box to indicate system compliance based upon ratings above. Only use unknown if all 32 guidelines were not covered.

PART 1:
                      Block 1.A.                       CALENDAR YEAR
                      Block 1.B.                       RESPONSIBLE EVM ANALYST
                      Block 1.C.                       CMO NAME
                      Block 1.D.                       CMO LOCATION (CITY/STATE)
                      Block 1.E.                       SUPPLIER NAME
                      Block 1.F.                       SUPPLER LOCATION (CITY/STATE)
                      Block 1.G.                       CAGE CODE
                      Block 1.H.                       CMO COMMANDER
                      Block 1.I.                       DATE PREPARED
                      Block 1.J.                       DATE APPROVED BY EVM CENTER

PART 2: IDENTIFY EACH SURVEILLANCE REVIEW CONDUCTED THROUGHOUT THE COURSE OF THE YEAR.
2.A. PROCESS(ES)                            List the process areas that were covered during each surveillance period.
2.B. GUIDELINES                             List the guidelines that were evaluated during each surveillance period.
2.C. PROGRAM(S) / CONTRACT(S)               List the programs/contract(s) that were evaluated during the surveillance period.
2.D. DATE CONDUCTED                         List the dates each surveillance was conducted.
2. E. GUIDELINES THAT ARE NON-COMPLIANT     List any guidelines that are currently non-compliant.
2. F. NUMBER OF CARS WRITTEN, LEVEL         List the number of CARS that were written against that guideline during the survillance and what level they were. [ex. 6 (L1, L1, L3, L3, L2, L1)]
2. F. NUMBER OF CARS STILL OPEN, LEVEL      List the number of CARS that are currently still open and what level they are.


PART 3: END OF YEAR SUMMARY OF REVIEWS, RECOMMENDATION TO ACO, OPEN CARS, AND ADDITIONAL INFORMATION,
In this section, explanations for UNKNOWN compliance or NOT compliant recommendation to the ACO MUST be included. Write a short summary of the reviews conducted,
explain any open CARs, and any additional information that is relevant to the end of year recommendation.




                                                                                Process Flow and Due Dates

        CMO and EVM                                               ACO drafts letter
      Center work together                                            with EOY                                            Supplier recieves
       to complete EOY                                            recommendation                                                EOY                                    Process complete
           template                                                to the supplier                                        Recommendation                               until following year
                                                                                                                                letter
                      Due by 31                                                                                                         Due by 31
                      December                                                                                                           January
Directions:               ONLY COMPLETE THE BLUE AREAS!
                          Step 1:     List each program reviewed over the course of the year in the left hand column.
                          Step 2:     For each program, list the number of OPEN CARs that correspond with each guideline. B
                                      on the correct CAR severity (level 1, 2, 3) line.
                          Step 3:     Use this matrix to determine systemic vs. non-systemmic.
                          Step 4:     Enter Compliance level into End of Year Recommendation tab.


              Ex. Program 1 has two
              Level 3 CARs that are
              still open against
              Guideline #4.                                                           EVMS Guidelines



                                        1   2   3   4   5   6   7   8   9 10 11 12 13 14 15 16 17
Program 1                 Level 3                   2
                          Level 2
                          Level 1                                                                        1
Program 2                 Level 3
                          Level 2
                          Level 1                                               4                        1
Program 3                 Level 3
                          Level 2
                          Level 1                                                                        1
Program 4                 Level 3
                          Level 2
                          Level 1                                   1
Program 5                 Level 3
                          Level 2
                          Level 1       3
Program 6                 Level 3
                          Level 2
                          Level 1                                                                    1
Program 7                 Level 3
                          Level 2
                          Level 1
Program 8                 Level 3                           1
                          Level 2
                          Level 1
Program 9                 Level 3
                          Level 2
                          Level 1           4


Ratings:
Compliant ( C)            Compliance is defined as no CARs or few open CARs, issues are non-systemic in nature, and do n
Non-compliant (N)         Non-Compliant is defined as having CARs that are open, systemic (have similar findings across mu
                          little or no progress that affect the accuracy of the data.
 e left hand column.
espond with each guideline. Be sure to mark the number of CARs




                Systemic
                                                                                Sum of    Individual
                                                                                open      Earned
             18 19 20 21 22 23 24 25 26 27 28 29 30                     31 32   CARs      Score
                                                                                   2           2
                                                                                   0           0
                                                                                   1           3
                                                                                   0           0
                                                                                   0           0
                                                                                   5          15
                                                                                   0           0
                                                                                   0           0
                                        1                                          2           6
                                                                                   0           0
                                                                                   0           0
                                                                                   1           3
                                                                                   0           0
                                                                                   0           0
                                                                                   3           9
                                                                                   0           0
                                                                                   0           0
                            1                                                      2           6
                                                                                   0           0
                                                                                   0           0
                                                                                   0           0
                                                                                   1           1
                                                                                   0           0
                                                                                   0           0
                                                     7                             7           7
                                                                                   0           0
                                                                                   4          12




-systemic in nature, and do not affect the accuracy of the data.
ve similar findings across multiple programs), and ongoing Corrective Action Plans with
0.75
0.50
   0
1.00
0.74
0.49
                                                                            ANNUAL END OF YEAR REVIEW



                                                                     EVMS END OF YEAR SYSTEM RECOMMENDATION
SYSTEM COMPLIANT:                                C
PART 1:
1.A. CALENDAR YEAR                                                                                            1.B. RESPONSIBLE EVM ANALYST
2008                                                                                                          DONNA HOLDEN
1.C. CMO NAME                                                                                                 1.D. CMO LOCATION (CITY/STATE)
SPACE AND MISSILES                                                                                            TAMPA, FL
1.E. SUPPLIER NAME                                                                                            1.F. SUPPLER LOCATION (CITY/STATE)
MISSILE-MART, INC.                                                                                            TAMPA, FL
1.G. CAGE CODE                                                                                                1.H. CMO COMMANDER


1.H. DATE PREPARED                                                                                            1.I. DATE APPROVED BY EVM CENTER
15-Dec-07                                                                                                     31-Dec-07
PART 2: IDENTIFY EACH SURVEILLANCE REVIEW CONDUCTED THROUGHOUT THE COURSE OF THE YEAR.

2.A. PROCESS(ES)                  2.B. GUIDELINES                2.C. PROGRAM(S) / CONTRACT(S)                2.D. DATE CONDUCTED 2. E. GUIDELINES 2. F. NUMBER OF       2. F. NUMBER OF
                                                                                                                                  THAT ARE NON-    CARS WRITTEN          CARS STILL
                                                                                                                                  COMPLIANT        AND LEVEL             OPEN AND LEVEL
ORGANIZING                        1, 2, 3, 5                     ABC/N00104-07-C-XXXX; XYZ/DAAB07-07-C-ZZZZ          January-08             1,2           2, (LI)             none
WORK/BUDGET AUTHORIZATION         8, 9, 10, 11                   ABC/N00104-07-C-XXXX; XYZ/DAAB07-07-C-ZZZZ          February-08           none            none               none
WORK/BUDGET AUTHORIZATION         12, 14, 15                     ABC/N00104-07-C-XXXX; XYZ/DAAB07-07-C-ZZZZ           March-08             none            none               none
SCHEDULING                        6 AND 7                        ABC/N00104-07-C-XXXX; XYZ/DAAB07-07-C-ZZZZ               April-08             6       3 (LI, LI, LII)        1 (LII)
ACCOUNTING                        16, 17, 18, 20, 22, 30         DEF/F33657-05-C-YYYY XYZ/DAAB07-07-C-ZZZZ                May-08         17, 22, 30    3 (LI, LI, LII)        none
MATERIAL MANAGEMENT               21                       (2,   DEF/F33657-05-C-YYYY TUV/00NAS8-06-XXXX                  June-08          none            none               none
SUBCONTRACT MANAGEMENT            16)
MATERIAL MANAGEMENT               (9, 10, 12, 22, 23, 27) (9,    DEF/F33657-05-C-YYYY TUV/00NAS8-06-XXXX                  July-08          none            none               none
SUBCONTRACT MANAGEMENT            10, 12, 22, 23, 27)
MANAGERIAL ANALYSIS               22, 23, 25, 26                 DEF/F33657-05-C-YYYY TUV/00NAS8-06-XXXX              August-08            none            none               none
MANAGERIAL ANALYSIS               27                             DEF/F33657-05-C-YYYY TUV/00NAS8-06-XXXX            September-08           none            none               none
CHANGE INCORPORATION              28, 29, 30, 31, 32             DEF/F33657-05-C-YYYY TUV/00NAS8-06-XXXX             October-08             31            1 (LII)             none
INDIRECT MANAGEMENT               4, 8, 13, 19, 24, 27           ABC/N00104-07-C-XXXX; TUV/00NAS8-06-XXXX           November-08            none            none               none
PART 3: END OF YEAR SUMMARY OF REVIEWS, RECOMMENDATION TO ACO, OPEN CARS, AND ADDITIONAL INFORMATION,

THERE IS STILL ONE LEVEL 2 CAR OPEN REGARDING GUIDELINE #6. SCHEDULES ARE NOT FULLY LINKED AND DO NOT SHOW CORRECT STATUS. THE SUPPLIER HAS MADE A LOT OF EFFORT TOWARD
CORRECTING THE PROBLEM, BUT STILL HAS WORK TO DO. AS A RESULT, THE SYSTEM IS STILL RATED COMPLIANT, BUT THIS GUIDELINE WILL BE UNDER CAREFUL WATCH.
                   Frequently Asked Questions (FAQs)

       Has a supplier's validated system ever been considered
  1.
       noncompliant based on joint surveillance reviews?
       Yes, a supplier can become non-compliant due to not meeting a
       guideline, but they will still have their certification.

  2.   What should be included in the summary?
       The End of Year Summary should include the supplier's EV system
       compliant/noncompliant recommendation plus summary rationale (e.g.
       6 of 32 guidelines considered noncompliant, 15 of 25 CARs written still
       open, 2 level III CARs issued, etc.). If the End of Year Status is
       marked UN-ASSESSED, this must be explained in the summary.


  3.   How do I detemine compliance?
       Using the Scoring tab, follow the directions for listing amount of CARs
       that are still open. The car severity and amount of cars are weighted,
       calculating a "score". This score falls into three categories: Complaint
       and Non-Compliant.

       My contractor score fell into the Non-Compliant category. What
  4.
       does this mean?
       Should the contractor that was evaluated fall into the non-compliant
       category, they will now be considered for a validation review by the
       EVM Center.

       My contractor score fell into the Compliant-Watch category. What
  5.
       does this mean?
       Should the contractor that was evaluated fall into the compliant-watch
       category, they will on the watch list. If the contractor continues to
       appear on the compliant-watch list over time, then they will be
       considered for a potential validation review by the EVM Center.



  6.   After I complete the template, where does it go?
       The CMO works in conjunction with the EVM Center to complete the
       End of Year Recommendation template. Once complete, the EVM
       Specialist provides the draft letter with recommendation to the ACO.
       The ACO will then send the letter with the recommendation to the
       Supplier. The final copy of the template will be stored in the same
       repository as the Standard System Report (SSR).


       How do I input a CAR into the recommendation form that wasn't
  7.
       written due to monthly surveillance?
       List the CAR in the appropriate process area that it affects. It doesn't
       matter that it was not found during that particular months review.


2.A. PROCESS(ES)                    2.B. GUIDELINES        2.C. PROGRAM(S) / CONTRACT(S)                2.D. DATE CONDUCTED



ORGANIZING                          1, 2, 3, 5             ABC/N00104-07-C-XXXX; XYZ/DAAB07-07-C-ZZZZ         January-08
2.A. PROCESS(ES)                 2.B. GUIDELINES      2.C. PROGRAM(S) / CONTRACT(S)                2.D. DATE CONDUCTED



ORGANIZING                       1, 2, 3, 5           ABC/N00104-07-C-XXXX; XYZ/DAAB07-07-C-ZZZZ         January-08

  8.   What are the suspense dates for this tasking memo?
       The workbook template is to be completed and coordinated with the
       EVM Center by 31 December 08. The ACO letter is to be completed
       and sent to the supplier by 31 January 09.
        2.D. DATE CONDUCTED   2. E. GUIDELINES   2. F. NUMBER OF  2. F. NUMBER OF
                              THAT ARE NON-      CARS WRITTEN AND CARS STILL OPEN
                              COMPLIANT          LEVEL            AND LEVEL
-ZZZZ         January-08             1,2               2, (LI)         none
        2.D. DATE CONDUCTED   2. E. GUIDELINES   2. F. NUMBER OF  2. F. NUMBER OF
                              THAT ARE NON-      CARS WRITTEN AND CARS STILL OPEN
                              COMPLIANT          LEVEL            AND LEVEL
-ZZZZ         January-08             1,2               2, (LI)         none
                                                  CAR LEVEL DEFINITIONS FROM THE SSOM


From the SSOM
                All CARs are coordinated within the surveillance team and approved by the EVM Center prior to issuance to the supplier. Coordination to the
                Division level is intended as a courtesy for information only, and does not imply approval authority. All EVMS CAR approval authority rests with the
                EVM Center, prior to being distributed to the supplier. All CARs will be documented and tracked. Verbal CARs are not acceptable.

LEVEL I CAR     Level I CAR is issued when a contractual non-compliance requires no special management attention to correct. Level I CARs are directed to the
                supplier working level personnel.
LEVEL II CAR    Level II CAR is a request for corrective action for contractual non-compliances that are systemic in nature and/or could adversely affect cost,
                schedule, or performance if not corrected. A Level I CAR may be escalated to a Level II CAR as the result of Level I CARs for the same types of
                non-conformances, across several programs/contracts or several Control Account Managers, indicating a systemic issue. Level II CARs are
                directed to the supplier management level responsible for the process with a copy to the responsible ACO.
LEVEL III CAR   Level III CAR identifies issues where cost, schedule, technical performance, resources, or management process issues have unfavorably affected
                program performance and have not been corrected by the supplier. A Level III CAR need not be preceded by a Level I or Level II CAR. A CAR may
                also become a Level III after Level I and/or Level II attempts have failed and escalation is warranted OR in the case where the situation is deemed
                serious enough to warrant higher level attention. Failure to meet requirements cited in a CAR may include, but is not limited to, poor or incomplete
                corrective action plan, poor or missing root cause analysis, irreconcilable differences between DCMA and supplier. The supplier's failure to
                appropriately correct a non-compliance in a Level III CAR shall result in an escalation from Level III to Level IV.

                A Level III CAR is addressed to the supplier's (site specific) top tier business manager. Level III CARs may be coupled with contractual remedies
                such as reductions of progress payments, cost disallowances, cure notices, show cause letters, or management systems disapprovals. Level III
                CARs may trigger formal reviews such as post award review for cause, compliance reviews, or other system validation reviews and may result in
                suspension or revocation of EVMS certification. When Level III CAR is closed, copies of the closed CAR should be sent to all those addressed
LEVEL IV CAR    Level copied in the original CAR, as cost, schedule, technical performance, resources, or management process issues have unfavorably affected
                and/orIV CAR identifies issues where appropriate.
                program performance across multiple programs or multiple sites; and have not been corrected by the supplier. A CAR also becomes a Level IV
                after Level III attempts have failed and escalation is warranted. The CAR should be addressed at the supplier's corporate level.

                A level IV CAR is issued to advise the supplier of contractual remedies such as suspension of progress payments or product acceptance activities,
                termination for default, and suspension or debarment, in accordance with applicable FAR/DFARS policies and procedures. Level IV CARs may
                trigger formal reviews such as post award review for cause, compliance reviews, or other system validation reviews and may result in suspension
                or revocation of EVMS certification. When a Level IV CAR is closed, copies of the closed CAR should be sent to all those addressed and/or copied
                in the original CAR, as appropriate.

								
To top