Evaluating Your Management System for CAS
Or
(an Aid to Make Your Life Easier)
Goals and Objectives
•
Why are we doing this?
–
Improves operations and reduces cost of doing business
–
Shifts accountability/responsibility to contractor
–
Eliminates duplicative activities and low value added work
–
Creates a learning organization and improved culture of performance-based relationship
•
What do we get?
–
Improved relationships
–
Streamlined decisions closer to work
–
Focus on performance not compliance
–
More competitive business model
Implementation
•
Implemented in 2010 within the Office of Science, feds and contractors
•
Institutionalized in Contract H Clause and formalized with equivalency determination, allowing
removal of DOE Order 226.1B,
Implementation of Department of Energy Oversight Policy,
dated
April 25, 2011, from contracts
•
Executed through initial description of Contractor Assurance Process in SCMS
•
Developed peer review process and completed peer reviews at all SC Site Offices and Laboratories
FOCUS 1
What is in the various components of
my MS that could be impacted by
CAS?
FOCUS 1
What is in the various components of
my MS that could be impacted by
CAS?
Does the MSD
discuss oversight
or contractor
work?
FOCUS 1
What is in the various components of
my MS that could be impacted by
CAS?
CAS makes
our contractor
relationship
better.
FOCUS 1
What is in the various components of
my MS that could be impacted by
CAS?
Are there specific
areas of
interaction with
contractors?
FOCUS 1
What is in the various components of
my MS that could be impacted by
CAS?
The PD is high
level stuff. What
is its link to
contractor work?
FOCUS 1
What is in the various components of
my MS that could be impacted by
CAS?
The Exhibits are example
pictorials. Could they have
impact on oversight of a
contractor?
FOCUS 1
What is in the various components of
my MS that could be impacted by
CAS?
•
Strengthen relations
•
Empower contractors
•
Reduce federal oversight.
FOCUS 1
What is in the various components of
my MS that could be impacted by
CAS?
What is the topic
of the SA? What
does it address?
FOCUS 2
Think about your Management System through the
lens of your understanding of what CAS is when it is
mature and robust and does what it is intended to do.
Before CAS:
•
QA & Oversight MSD
•
Line Management Oversight Program Description
After CAS:
•
QA & Oversight MSD
•
Line Management Oversight Program Description
The QUAL MS has been rewritten incorporating CAS. For
better understanding, view its
Before
and
After
MSD and
Line Management Oversight Program Description.
FOCUS 3
Think about whether execution of each of the
SAs/Procedures of your MS could be impacted by the
Lab having a mature and robust CAS.
What do my SAs need
that could correlate to
activity at the Labs?
My procedures are
specific. Can they
include contractor
assurance?
Before CAS:
–
Numerous varied audits per year
–
Contractor less focused on compliance on daily basis
–
Quarterly reviews of contractual requirements
–
Federal hands-on contractor work to maintain compliance
–
Feds continually pulling data and reports to assess and
monitor contractor compliance
–
Feds skeptic of contractor methods of monitoring
compliance through possible inaccuracy of measurement
capabilities
After CAS:
–
Significantly reduced but focused audits per year
–
Contractor maintaining compliance on daily basis
–
Weekly checks of contractual requirements
–
Feds empower contractor to sustain compliance
–
Contractor controlling reviews by monitoring compliance
more often and more closely
–
Trusting contractor to do the right thing by allowing
opportunity to develop adequate monitoring measures to
sustain compliance
Result:
Poor contractor relations and bad atmosphere that
promotes lack of faith in contractor abilities to sustain
compliance
Result:
Trustworthy working relations placing more faith in
contractor systems of monitoring compliance and staying on
top of issues
FOCUS 4
If so, how could the CAS outputs be used in relation to
what the SCMS component is trying to accomplish?
FOCUS 5
Based on those facts, decide which SAs and
Procedures need to be beefed up regarding how they
incorporate CAS.
Subject Areas
Procedures
First
Second
Third
Fourth
Fifth
Sixth
Don’t
miss
any
!
1
2
3
4
5
6
Remember
to
look
at
every
one
closely
!
STOP
FOCUS 6
Then,
(you are on the home stretch now,)
re-read
each of the documents that comprise your MS to
confirm your previous determinations.
FOCUS 6
Then, (you are on the home stretch now,) re-read
each of the documents that comprise your MS to
confirm your previous determinations.
Did I miss
anything?
FOCUS 6
Then, (you are on the home stretch now,) re-read
each of the documents that comprise your MS to
confirm your previous determinations.
Is the contractor
the focus or is the
fed role?
FOCUS 6
Then, (you are on the home stretch now,) re-read
each of the documents that comprise your MS to
confirm your previous determinations.
Is oversight
managed
correctly?
FOCUS 6
Then, (you are on the home stretch now,) re-read
each of the documents that comprise your MS to
confirm your previous determinations.
Can I make
anything better
for all parties
involved?
FOCUS 6
Then, (you are on the home stretch now,) re-read
each of the documents that comprise your MS to
confirm your previous determinations.
Did I consider the
functional area
effectively?
FOCUS 6
Then, (you are on the home stretch now,) re-read
each of the documents that comprise your MS to
confirm your previous determinations.
Are the
fed/contractor
roles balanced?
FOCUS 6
Then, (you are on the home stretch now,) re-read
each of the documents that comprise your MS to
confirm your previous determinations.
Was the SA or the
Procedure pivotal
enough and
understandable?
FOCUS 7
Make your
MS
fit
CAS
, and make
CAS
fit your
MS
.
Then
With your boots on the ground, start marching to
shared success.
(hep, hedal lep, hedal lep, lep, lep, hedal lep)
Discover the benefits and key objectives of evaluating your management system for CAS (Contractor Assurance System). Explore how CAS implementation can enhance relationships, streamline decision-making, and drive a culture of performance. Uncover specific areas within your system that could be influenced by CAS and how it impacts interactions with contractors.
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Presentation Transcript
How to Evaluate Your Management System for CAS Or (an Aid to Make Your Life Easier) THINK READ WRITE No, I think they re very serious Are they kidding?
Goals and Objectives Why are we doing this? Improves operations and reduces cost of doing business Shifts accountability/responsibility to contractor Eliminates duplicative activities and low value added work Creates a learning organization and improved culture of performance-based relationship What do we get? Improved relationships Streamlined decisions closer to work Focus on performance not compliance More competitive business model Implementation Implemented in 2010 within the Office of Science, feds and contractors Institutionalized in Contract H Clause and formalized with equivalency determination, allowing removal of DOE Order 226.1B, Implementation of Department of Energy Oversight Policy, dated April 25, 2011, from contracts Executed through initial description of Contractor Assurance Process in SCMS Developed peer review process and completed peer reviews at all SC Site Offices and Laboratories
mouse over FOCUS 1 What is in the various components of my MS that could be impacted by CAS?
Does the MSD discuss oversight or contractor work? FOCUS 1 What is in the various components of my MS that could be impacted by CAS?
FOCUS 1 What is in the various components of my MS that could be impacted by CAS? CAS makes our contractor relationship better.
FOCUS 1 What is in the various components of my MS that could be impacted by CAS? Are there specific areas of interaction with contractors?
FOCUS 1 What is in the various components of my MS that could be impacted by CAS? contractor work? The PD is high level stuff. What is its link to
FOCUS 1 What is in the various components of my MS that could be impacted by CAS? The Exhibits are example pictorials. Could they have impact on oversight of a contractor?
FOCUS 1 What is in the various components of my MS that could be impacted by CAS? Empower contractors Reduce federal oversight. Strengthen relations
FOCUS 1 What is the topic of the SA? What does it address? What is in the various components of my MS that could be impacted by CAS?
FOCUS 2 Think about your Management System through the lens of your understanding of what CAS is when it is mature and robust and does what it is intended to do. MATURE? ROBUST? Working well with players in place and roles understood. Old? No, prepared and successfully in place and active. INTENT? Are the contractors safe in all aspects of their work and is the federal oversight evident to guarantee this? What would make my MS more effective? MS? Do I cover CAS with a relational approach?
The QUAL MS has been rewritten incorporating CAS. For better understanding, view its Before and After MSD and Line Management Oversight Program Description. Before CAS: QA & Oversight MSD Line Management Oversight Program Description After CAS: QA & Oversight MSD Line Management Oversight Program Description
FOCUS 3 Think about whether execution of each of the SAs/Procedures of your MS could be impacted by the Lab having a mature and robust CAS. YES! What do my SAs need that could correlate to activity at the Labs? My procedures are specific. Can they include contractor assurance?
Before CAS: After CAS: Numerous varied audits per year Contractor less focused on compliance on daily basis Quarterly reviews of contractual requirements Federal hands-on contractor work to maintain compliance Feds continually pulling data and reports to assess and monitor contractor compliance Feds skeptic of contractor methods of monitoring compliance through possible inaccuracy of measurement capabilities Significantly reduced but focused audits per year Contractor maintaining compliance on daily basis Weekly checks of contractual requirements Feds empower contractor to sustain compliance Contractor controlling reviews by monitoring compliance more often and more closely Trusting contractor to do the right thing by allowing opportunity to develop adequate monitoring measures to sustain compliance Result: Result: Poor contractor relations and bad atmosphere that promotes lack of faith in contractor abilities to sustain compliance Trustworthy working relations placing more faith in contractor systems of monitoring compliance and staying on top of issues
FOCUS 4 If so, how could the CAS outputs be used in relation to what the SCMS component is trying to accomplish? MAKE IT . . . T O G E T H E R
FOCUS 5 Based on those facts, decide which SAs and Procedures need to be beefed up regarding how they incorporate CAS. ONE MORE TIME Subject Areas Procedures 1 First 2 Second STOP Don t 3 Third Remember 4 to look Fourth miss 5 Fifth at every 6 Sixth one closely! any!
FOCUS 6 Then, (you are on the home stretch now,) re-read each of the documents that comprise your MS to confirm your previous determinations. ? ? ? ? ? ? ? ? ? ? ? ?
FOCUS 6 Then, (you are on the home stretch now,) re-read each of the documents that comprise your MS to confirm your previous determinations. ? ? ? ? Did I miss anything? ? ? ?
FOCUS 6 Then, (you are on the home stretch now,) re-read each of the documents that comprise your MS to confirm your previous determinations. ? ? ? ? Is the contractor the focus or is the fed role? ? ? ?
FOCUS 6 Then, (you are on the home stretch now,) re-read each of the documents that comprise your MS to confirm your previous determinations. ? ? ? ? Is oversight managed correctly? ? ? ?
FOCUS 6 Then, (you are on the home stretch now,) re-read each of the documents that comprise your MS to confirm your previous determinations. ? ? ? ? Can I make anything better for all parties involved? ? ? ?
FOCUS 6 Then, (you are on the home stretch now,) re-read each of the documents that comprise your MS to confirm your previous determinations. ? ? ? ? ? ? ? Did I consider the functional area effectively?
FOCUS 6 Then, (you are on the home stretch now,) re-read each of the documents that comprise your MS to confirm your previous determinations. ? ? ? ? ? ? ? Are the fed/contractor roles balanced?
FOCUS 6 Then, (you are on the home stretch now,) re-read each of the documents that comprise your MS to confirm your previous determinations. ? ? ? ? ? ? ? Was the SA or the Procedure pivotal enough and understandable?
FOCUS 7 Make your MS fit CAS, and make CAS fit your MS. Then With your boots on the ground, start marching to shared success. (hep, hedal lep, hedal lep, lep, lep, hedal lep)
