DLAR 8250.4--CONFIGURATION MANAGEMENT
DLAR 8250.4
AQC
AR 70-37
NAVMATINST 4130.1A
MCO 4130.1A
AFR 65-3
NSA/CSS 80-14
DCAC 100-50-2
DNA INST 5010.18
1 July 1974
THIS REPRINT INCLUDES CH 1
DEPARTMENT OF THE ARMY DEPARTMENT OF THE NAVY
MARINE CORPS DEPARTMENT OF THE AIR FORCE DEFENSE SUPPLY AGENCY NATIONAL
SECURITY AGENCY DEFENSE COMMUNICATIONS AGENCY DEFENSE NUCLEAR AGENCY
DEPARTMENT OF DEFENSE
BY ORDER
OF THE SECRETARIES OF THE ARMY, NAVY, AND THE AIR FORCE, AND THE DIRECTORS OF
THE DEFENSE SUPPLY AGENCY, NATIONAL SECURITY AGENCY, DEFENSE COMMUNICATIONS
AGENCY, AND THE DEFENSE NUCLEAR AGENCY
CREIGHTON
W. ABRAMS
OFFICIAL
General
United States Army
Chief of
Staff
VERNE L.
BOWERS Major General, United States Army K. R. WHEELER The Adjutant General
Vice Admiral, SC, United States
Navy
Vice Chief
of Naval Material
HARRY C.
OLSON
Major
General, U.S. Marine Corps
Quartermaster
General
U.S.
Marine Corps
GEORGE
BROWN,
OFFICIAL
General,
USAF
Chief of
Staff
JACK R.
BENSON, Colonel, USAF Director of Administration G. L. HEASLEY
Captain,
SC, United States Navy
OFFICIAL
Executive,
DSA
GEORGE W.
JOHNSON, JR. Colonel, USAF Staff Director, Administration
LEW ALLEN,
JR.
Lieutenant
General, USAF
Director,
NSA/Chief, CSS
LAWRENCE
LAYMAN
Captain,
United States Navy
Chief of
Staff
Defense
Communications Agency
J. D. EXUM
OFFICIAL
Captain,
United States Navy
Chief of
Staff
DONALD B.
POLATTY
Defense
Nuclear Agency
Captain,
United States Navy Director for Personnel and Administration THIS PUBLICATION
SUPERSEDES THE FOLLOWING DOCUMENTS
Distribution-Marine
Corps Code 7000160 (7) Code 6025/7000046 (5) Code 7000156 (3) Code
3700009/7000146, 161/81450005, 005 (2) Code 7000014, 016, 048, 062, 066, 148
(1)
Copy to:
Code 8145001
Stocked:
(Navy only) Commanding Officer Naval Publications and Forms Center 5801 Tabor
Avenue Philadelphia, PA 19120
JOINT DOD
SERVICES/AGENCY
REGULATION
CONFIGURATION
MANAGEMENT
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APPENDIX G Defense Logistics Agency Implementing Instructions for Configuration Management |
SERVICE/AGENCY DOCUMENT ARMY AR70-37, 7 APRIL 1969
NAVY NAVMATINST 4130.1, 14 SEPTEMBER
1967 MARINE CORPS MCO 4130.1, 24 MAY 1969
AIR FORCE AFR 65-3 CHANGE 1, 10 AUGUST
1971
Distribution-Navy
SNDL: A2A (ONR only)-5 copies A5 (BUPERS only)-5 copies C4K-5 copies each FG1-5 copies FKA1-35 copies each FKA6-5 copies each FT63-5 copies FT64-5 copies Copy to: (2 each) SNDL: A1 (ASTSECNAVRESDEV, ASTSECNAVLOG only) A2A (NAVCOMPT, CHINFO, OLA, OPA only) A3 A5 (BUMED only) A6 FKM11 FKM12
FKM13 FKM15 FKM17
HOLDERS OF
THE REGULATION WILL RECEIVE ONLY THAT APPENDIX (C THROUGH J) APPLICABLE TO
THEIR SERVICE/AGENCY
FIGURES
1. System
Program Configuration Management Phasing . . . . . . 1-4
2.
Significant Events in Processing ECPs . . . . . . . . . . . 3-3
Paragraph Page
Chapter 1 GENERAL
Purpose . . . . . . . . . . . . . . . . . . . . . . 1-1 1-1
Applicability . . . . . . . . . . . . . . . . . . . 1-2 1-1
Effective Date and Implementation . . . . . . . . . 1-3 1-1
Objectives . . . . . . . . . . . . . . . . . . . . 1-4 1-2
Policy . . . . . . . . . . . . . . . . . . . . . . 1-5 1-2
Chapter 2 CONFIGURATION IDENTIFICATION
Functional Configuration Identification (FCI/Functional Base Line . . . . . . . . . . . . . . . . . . 2-1 2-1
Allocated Configuration Identification (ACI)/Allocated Base Line . . . . . . . . . . . . . . . . . . 2-2 2-1
Product Configuration Identification (PCI)/Product Base Line . . . . . . . . . . . . . . . . . . . 2-3 2-1
Identification Compatibility. . . . . . . . . . . . 2-4 2-2
Interface Control Identification and Documentation. 2-5 2-2
Configuration Item Identification Numbering and Marking. 2-6 2-2
Engineering Release Systems . . . . . . . . . . . . 2-7 2-2
Chapter 3 CONFIGURATION CONTROL
Application . . . . . . . . . . . . . . . . . . . 3-1 3-1
Change Criteria . . . . . . . . . . . . . . . . . 3-2 3-1
Change Classification . . . . . . . . . . . . . . 3-3 3-1
Deviations and Waivers . . . . . . . . . . . . . . 3-4 3-1
Preparation of Engineering Change Proposals (ECPs) 3-5 3-1
Configuration Control Board . . . . . . . . . . . 3-6 3-1
Change Evaluation . . . . . . . . . . . . . . . . 3-7 3-2
Chapter 4 CONFIGURATION STATUS ACCOUNTING
Application . . . . . . . . . . . . . . . . . . . 4-1 4-1
Responsibility for Status Accounting . . . . . . . 4-2 4-1
Content of Configuration Status Accounting Records and Reports . . . . . . . . . . . . . . . . . . . . 4-3 4-1
Configuration Status Accounting Data Content . . . 4-4 4-1
Chapter 5 CONFIGURATION AUDITS
Application . . . . . . . . . . . . . . . . . . . 5-1 5-1
Configuration Audits on Items Developed at Government Expense . . . . . . . . . . . . . . . . . 5-2 5-1
Configuration Audits on Privately Developed Items 5-3 5-1
Guidance for Conducting FCA . . . . . . . . . . . 5-4 5-2
Guidance for Conducting PCA . . . . . . . . . . . 5-5 5-2
APPENDIX A
Definitions . . . . . . . . . . . . . . . . . . . A-1
APPENDIX B
References . . . . . . . . . . . . . . . . . . . . B-1
APPENDIX C
Department of the Army Implementing Instructions . C-1
APPENDIX D
Department of the Navy Implementing Instructions . D-1
APPENDIX E
Marine Corps Implementing Instructions . . . . . . E-1
APPENDIX F
Department of the Air Force Implementing Instructions F-1
APPENDIX G
Defense Supply Agency Implementing Instructions . G-1
APPENDIX H
National Security Agency Implementing Instructions H-1
APPENDIX I
Defense Communications Agency Implementing Instructions I-1
APPENDIX J
Defense Nuclear Agency Implementing Instructions . J-1
1-1.
Purpose. This regulation prescribes uniform policies and guidance for the Military
Services and Defense Agencies (hereafter referred to as DOD components)
responsible for implementation of Configuration Management within the
Department of Defense. Configuration Management identifies, controls, accounts
for and audits the functional and physical characteristics of systems,
equipments, and other designated material items developed, produced, operated
and supported by DOD components. 1-2. Applicability.
a. The provisions of this regulation apply to all DOD components and shall be applied to (1) major defense systems (DODD 5000.1); (2) other designated systems (less than major programs) requiring Service/Agency decision processing; and (3) selected end item/prime equipments for reason of system integration or interface control. This application shall emcompass systems such as aircraft, missiles, ordnance, ships, submarines, space and surface vehicles, electronic installations (including their computer programs) and facilities; and equipment, such as vehicles, artillery, ammunition, and radar sets (hereafter referred to as Configuration Items (CIs)). Application of the management requirements of this regulation is not intended to impose any special organization, structure(s) or organizational title(s), particularly upon Contractors.
b. The configuration management process shall be carefully tailored to the quantity, size, scope, stage of life cycle, nature and complexity of the CI involved, whether the CI is developed at Government expense or privately developed and offered for Government use, and whether the CI is new or now in development, production or operational inventory. The selection of CIs to be configuration-managed is determined by the Government's need to control a CI's inherent characteristics or to control that CI's interface with other items. The selection of prime and lower level CIs is basically a management decision normally accomplished through the system engineering process. The decision is based on numerous engineering/logistic factors.
c. Exploratory and advanced development efforts including prototype projects will be exempt from application of formal configuration management unless such application will be advantageous to management of the project.
d. It is recognized that no single common set of configuration management procedures will meet every DOD need. Due to variations in requirements, organizations, industrial commodity areas, and working relationships, the military specifications and standards (prescribed herein) will be tailored to recognize peculiar program requirements. However, optimum uniformity throughout DOD and between DOD and Industry components can be achieved by Service/Agency adherence to the policies outlined herein coupled with reasonable contractual application of the prescribed MIL-SPECs/STDs and applicable Data Requirement Descriptions (DD Forms 1664) for citation in the DD 1423 (Contract Data Requirements List). 1-3. Effective Date and Implementation.
a. This regulation is effective immediately. Proposals for amendments originating in the Military Services and Defense Agencies will be submitted through the respective DOD Components' Headquarters to Headquarters Naval Material Command. Every proposed amendment (other than those to Appendices C through J) will be coordinated by the Navy within 30 days with the Military Services and Defense Agencies.
b. All requests for waivers to this regulation will be submitted through normal channels to the DOD Component Office of primary responsibility for configuration management for approval/disapproval. Exchange of waiver information will be maintained between DOD Components' Headquarters toward correlation of proposals for amendments to the regulation.
c. Implementing instructions, Appendices C through J, will be published and changed by each DOD component. 1-4. Objectives. The objectives of configuration management are:
a. To assist management in achieving, at the lowest total life cycle cost, the required performance, realistic schedule, operational efficiency, logistic support and readiness of configuration items.
b. To allow the maximum degree of design and development latitude yet introduce at the appropriate time the degree and depth of configuration control necessary for production and logistic support.
c. To attain maximum efficiency in the management of engineering changes with respect to their necessity, cost, timing and implementation.
d. To attain the optimum degree of uniformity in policy, procedures, data, forms and reports for configuration management at all interfaces within the DOD and between DOD and Industry.
e. To establish configuration management as a fundamental responsibility of DOD components in the acquisition and logistic support of CIs in order that:
(1) Specifications, engineering drawings and related technical data are adequate for configuration needs and meet overall program requirements.
(2) Verified configuration technical documentation is available when needed.
(3) Configuration item standardization and compatibility are maintained.
(4) Total performance, costs, and schedule impact of engineering change proposals (ECPs), deviations and waivers are known at the time of their approval.
(5) ECPs are processed in a timely manner and evaluated promptly to established target schedules.
(6) The configuration of CIs for operational and nonoperational use is known and pertinent physical and functional interfaces between systems, equipments and computer programs are documented and controlled. 1-5. Policy
a. Initiation of configuration management shall be consistent with the objectives of the program/project and its life cycle phase(s).
(1) CIs, during the Conceptual Effort, need not be subject to configuration management; however, when applied in selected instances, the application shall be limited to the control of functional characteristics.
(2) CIs, during Advanced Development/Validation, may be subject to configuration management but only the minimum necessary constraints will be imposed, and these to be consistent with the objectives of the specific program.
(3) CIs, during Full-Scale Development, will be subject to configuration management, principally at the system/prime item level as defined in MIL-STD-490.
(4) CIs, during Production, will be subject to configuration management except for those privately developed CIs, procured by the Government, wherein configuration control shall be initiated upon establishment of the product base line.
(5) CIs, during Deployment/Operational Phase, will be subject to configuration management and integrated with modification management throughout the CI's life cycle until the CI is removed from the DOD inventory. For the purpose of this regulation, operational reserve and storage CIs are considered to be in the DOD inventory.
b. Configuration identification shall be established in the form of technical documentation. This identification becomes more detailed as design and testing progress. Configuration identification is applied to all hardware and computer programs and their associated documentation. This identification also will be the basis for the preparation of technical, administrative and management documents (e.g., work breakdown structures, technical reports, provisioning, and so on) that concern or depend on a CI's configuration. Configuration identification shall be used as the basis for configuration control and status accounting during the life cycle.
c. The structuring of specifications during Advanced Development/Validation and Full-Scale Development should be aligned with the intended method for procuring the CIs involved. Normally, the system specification and selected CI development specifications will be prepared for the items that make up the system. Production specifications will be prepared in parallel with hardware and/or computer programs during Full-Scale Development and prior to Production.
d. Decisions to acquire contractor or organic logistic support capability for CIs will be influenced by the degree of design stabilization as well as ECP projections to the CIs. General logistic support planning for CIs, which starts early in development, becomes increasingly more specific and detailed as the technical documentation to be the product configuration identification (PCI) evolves from the detailed design and engineering effort during Full-Scale Development. While this contractor-controlled technical documentation may be employed in planning for provisioning, follow-on procurement, maintenance, manual preparation, training, etc., significant organic logistic support commitments (that depend on configuration) should not be finalized prior to the establishment of the PCI. Any such prior support commitments should be limited to long lead time items, or to those cases where favorable cost effectiveness benefits can be anticipated.
e. When more than one DOD component is involved in the acquisition, modification, or support of a CI, the DOD component designated as having primary program management responsibility shall develop and document mutual agreements on configuration management, consistent with this regulation.
f. Appropriate provisions for configuration management shall be included in contracts or in-house equivalents for the development and production or modification of CIs. In these provisions, consistency of objectives shall be maintained in accordance with the policies and guidance outlined herein. The responsibilities of the DOD Component and Contractor as product co-managers shall be clearly defined and effectively executed. Separate work statements that result in the loss of design integrity and configuration traceability shall not be used. Requirements for a configuration management plan shall be clearly defined as early as possible in any major Defense System (DODD 5000.1) acquisition, particularly in regard to any impact upon Contractors' existing management systems. Each potential bidder/offeror should have the opportunity to evaluate those configuration management requirements which may adversely impact his own organizational and functional structure. Any impacts identified by the bidders/offerors should be reviewed and reconciled prior to contract award.
g. Base lines shall be employed throughout the life cycle of a CI to ensure an orderly transition from one major commitment point to the next in the system engineering, production and logistic support processes. Base lines will be established at those points in a program where it is necessary to define a formal departure point for control of future changes in performance, design, production and related technical requirements. The base line concept is graphically presented in Figure 1. Although there is a natural order of configuration management events and actions during the life cycle of a CI, the CI's specific functional/physical characteristics or special program requirements may necessitate certain variations. For example, in a prototype or competitive advanced development program, establishing the Functional and/or Allocated Base Lines should be made flexible to avoid undesired, premature commitment to specific detailed performance requirements. The initial configuration identification could well be a range of proposed broad system performance parameters/characteristics. Such a preliminary system description may be used to facilitate the evaluation of alternative design approaches as major system performance specification/cost trade-offs are made. The flexibility encouraged by DODD 5000.1 may require adaptations of the illustrated "representative" phasing.
2-1.
Functional Configuration Identification (FCI)/Functional Base Line. Functional
configuration identification will be required on designated CIs except those
that are privately developed. This identification will serve throughout a CI's
life cycle as a description of its required functional characteristics. The approved
FCI, i.e. the functional base line, will be a product of the conceptual effort.
The FCI will be documented by a performance oriented specification in
accordance with MIL-S-83490 and/or MIL-STD-490. This specification may call out
product configuration identification documentation for selected items, such as
a privately developed item, or an item already in the inventory, when they are
part of the CI. 2-2. Allocated Configuration Identification (ACI)/Allocated
Base Line. This identification is used when CIs are part of a total system or a
higher level CI and documents functional requirements allocated to a CI from a
system or higher level CI. This identification may be needed because of the
complexity of the CI, for ease of project management or for contractural
integration or division of the total task. The approved ACI, i.e. the allocated
base line, will be formally established during Advanced Development/Validation
or Full-Scale Development for the configuration items. The ACI will consist
primarily of performance oriented CI specifications prepared in accordance with
MIL-S-83490 and/or MIL-STD-490. Each specification will include the necessary
interface requirements with other associated CIs which comprise the higher
level
CI. 2-3.
Product Configuration Identification (PCI)/Product Base Line. This
identification shall be used to prescribe necessary "build-to" or
form, fit and function requirements for a CI and the acceptance tests for these
requirements. The type and level of detail to be contained in the PCI should be
determined in consideration of requirements for anticipated method of
reprocurement, for configuration audits, and for logistic support of
potentially reparable items which are part of a CI. Documentation for the PCI
shall be in accordance with MIL-S-83490 and/or MIL-STD-490, Defense
Standardization Manual 4120.3M, MIL-D-1000, MIL-STD-100, and the following
criteria:
a. Reparable CIs Developed at Government Expense. Design disclosure documentation shall be required to the lowest level at which the CI will be repaired or maintained. This documentation consists of detail design specifications, drawings and associated lists, including the detail design of all interfaces. In those cases, however, where reprocurement is intended without incurring design proliferation, this disclosure may be documented to the level of detail necessary.
b. Nonreparable CIs Developed at Government Expense. Form, fit and function documentation shall be used. This documentation describes the physical and functional characteristics of the item as an entity, but does not describe characteristics of the elements that make up the item. In those cases, however, where reprocurement is intended without incurring design proliferation, the PCI may be documented to the level of detail necessary. For those nonreparable items, that are also expendable, the PCI may consist of a detail specification (as in the case of clothing and subsistence), or of a detail design specification incorporating performance requirements and certain drawings, where interchangeability or other interface considerations prevail (as in the case of ammunition).
c. Privately Developed CIs-Reparable and Nonreparable. Form, fit and function documentation shall be used. However, subject to the provisions of Armed Services Procurement Regulation, Section IX, Part 2, other design data may be purchased for items that the Government intends to repair, produce or procure competitively. In such cases, however, it should be recognized that the configuration within the item may not be changed at the producer's discretion, unless the Government waives the requirement to control design beyond form, fit and function documentation.
d. The approved PCI, i.e. the product base line, shall be established upon successful completion of a Physical Configuration Audit (see paragraph 5-2.b). 2-4. Identification Compatibility. Functional, allocated and product configuration identification will be mutually consistent and compatible. Should conflicts arise between such identification, the order of precedence shall be (1) functional, (2) allocated and (3) product unless waived by the appropriate decision authority or procuring activity. 2-5. Interface Control Identification and Documentation. Interface control documentation shall be definitized and the detailed interface requirements will become a portion of the Allocated/Product Base Line documentation in appropriate CI specifications. Interface control documentation establishes specific functional or physical relationships that must exist between CIs (particularly between government furnished equipment (GFE) and contractor furnished equipment (CFE)) to achieve integration and compatibility. Thus, interface control documentation establishes parameters and defines constraints upon the design of such items. These constraints cannot be unilaterally changed or violated without adversely affecting subsystem compatibility. Interface control documentation must provide sufficient detail to enable evaluation and control of these physical and functional design inter-relationships. The development and verification of interface documentation and its inclusion in the appropriate specifications are essential prerequisites to completion of CI descriptions. 2-6. Configuration Item Identification Numbering and Marking.
a. Documentation Numbering. DOD components shall assure that identification numbers are applied to specifications in accordance with MIL-S-83490 and/or MIL-STD-490, MIL-STD-482, and MIL-STD-XXX and that identification numbers are applied to drawings in accordance with MIL-D-1000/MIL-STD-100 and MIL-STD-482. Where a configuration item incorporates the design of a subcontractor, vendor, or supplier in a higher tier system, the documentation identification numbers to be used will be those assigned by these original design activities without change except as specifically authorized by MIL-STD-100 (e.g. source control drawings). Numbering for changes to documentation shall be in accordance with MIL-STD-480 and MIL-STD-482.
b. Item Numbering. Each CI and each of its items that requires configuration traceability shall be assigned numbers in accordance with paragraphs (1) through (4) below, and marked as prescribed in MIL-STD-130.
(1) The design activity and the manufacturer of the hardware/computer programs shall be identified by manufacturing code identification numbers taken from the Cataloging Handbook H4-1.
(2) All discrete items or lots that are interchangeable and whose subassemblies and parts are interchangeable to the lowest level or reparability shall be identified by a part number in accordance with MIL-STD-100. This number and the code identification number (paragraph (1) above) of the design activity for the hardware/computer programs will identify the specific technical documentation that prescribes the requirements governing its design. The part number shall always be assigned by the design activity.
(3) A family of like units of an item that individually satisfy prescribed functional requirements, but are not necessarily interchangeable, shall be identified by an unchanging base number such as a configuration item identifier or a type-model-series designator. This number:
(a) will
establish a base for serializing individual units of an item;
(b) will
not change when the unit is modified as long as modification does not preclude
reworking the unit to its original configuration; and
(c) will
remain the same even though the item may have more than one application or may
be reprocured through different contractors.
(4) A single item or lot in a family of like items shall be permanently and uniquely identified by a serial number and the item's unchanging base number (paragraph (3), above). 2-7. Engineering Release Systems. Engineering release, by definition, is the method of formally issuing engineering data such as specifications, drawings, associated lists, technical orders, and related technical data to other functional uses such as procurement or manufacturing. This release of data authorizes its use to implement an original or changed configuration base line.
a. Engineering Release Requirements. DOD components may specify requirements for preparing and maintaining engineering release records. However, to the extent that the contractor has detail design responsibility for government developed CIs, the contractor's release function and documentation, including drawings and associated lists, will be capable of identifying and recording engineering change proposals and superseded configurations.
b. Correlation of Engineering Changes to Manufactured Products. For government developed CIs, DOD components should encourage, where cost effective, the objective that each Class I engineering change approved by the government be incorporated in all units within one mission, design, series or type, model, series of the CI(s) affected.
3-1.
Application. Configuration control shall be exercised at all echelons of the
Military Services and Defense Agencies and DOD Industry interfaces on the basis
of the functional, allocated or product configuration identification
appropriate to the management echelon concerned, and to the stage of the CI's
life cycle. All affected activities, such as engineering, logistic support,
production, quality assurance, reliability, maintenance, procurement and
operations will participate in evaluating proposed changes in the configuration
of the CI as applicable throughout its life cycle. The configuration of the CI
will be identified by establishing appropriate base lines for the CI. All changes
to these base lines will be controlled. 3-2. Change Criteria. Engineering
changes, waivers, or deviations affecting the Government's interest in the
configuration of a CI will be limited to those which are necessary or offer
significant benefit to the government. Generally, the degree of benefit is
directly related to the promptness with which actions are processed. Necessary
or beneficial changes are required to:
a. correct deficiencies; or
b. satisfy change in operational or logistic support requirements; or
c. effect substantial life cycle cost savings; or
d. prevent or allow desired slippage in an approved schedule. 3-3. Change Classification. Changes in configuration shall be classified as Class I or Class II engineering changes in accordance with MIL-STD-480. An engineering change to a privately developed item shall be classified Class I when it affects the contractually specified form, fit, function, cost or delivery schedule of the item. Once the product baseline is established, all changes to an item down to its lowest reparable level shall be processed as Class I. The Government shall approve Class I changes prior to their implementation. The Government will concur in the classification of Class II changes unless otherwise directed by the procuring activity. 3-4. Deviations and Waivers. Deviations and waivers to the appropriate base lines shall be submitted for approval by the Government. DOD components will ensure that these deviations and waivers are prepared, classified and approved in accordance with MIL-STD-480. Deviations and waivers are to be treated as basic inadequacies to specification requirements. Waivers should be granted only when there is an overriding benefit to the government. The approval of waivers will not be conducted in a fashion connoting approval as a routine way of doing business. 3-5. Preparation of Engineering Change Proposals (ECPs). DOD components shall assure that contractors and in-house activities prepare engineering change proposals in accordance with MIL-STD-480 or MIL-STD-481. MIL-STD-480 requires a complete analysis of the impact if the engineering change described by an engineering change proposal were implemented. It requires that the package submitted with an engineering change proposal contain a description of all known interface effects and information concerning changes required in the functional/allocated/product baselines. It further requires the submission of supporting data outlining the impact upon integrated logistic support as well as overall estimated cost impact. MIL-STD-481 covers preparation of an abbreviated engineering change proposal and requires a very limited description of effects on interfaces, integrated logistic support and costs. Its use places the major responsibility for impact analysis upon the procuring activity. 3-6. Configuration Control Board. To provide for proper change evaluation, processing, approval/disapproval and implementation, a Configuration (Change) Control Board (CCB) will be established appropriate to the organizational structure of the DOD component, i.e. a command, system, program, project or major CI management organization. The CCB will be the official agency to act on all proposed changes.
a. The CCB membership will have representatives from all affected activities such as engineering, product assurance, configuration management, logistic support, production, maintenance, test, procurement, facilities, training, interface control, using organization(s) and the engineering/integrating in-house activity/contractor. Each member will represent his respective organization and will present his organization's official position.
b. A CCB chairman and alternate will be designated. Normally, the chairman will be the program manager responsible for acquisition of the system/CI or the director of materiel management supporting the system/CI. The chairman will make the final decision on all changes unless otherwise directed by command policy, will establish the implementation need date and may recommend the contractual instrument (e.g. contract change order or supplemental agreement) to be used for implementing the change. The chairman may designate the configuration manager as the CCB secretariat to be responsible for administering all CCB procedures and actions and to serve as secretary at all CCB meetings.
c. The chairman, members and alternates will be specifically named on special orders/charters establishing the CCB. These orders will be revised periodically to reflect appropriate changes in CCB composition.
d. The CCB decision on any change proposal will be implemented by means of a CCB Directive (CCBD) or CCB Request (CCBR) which will be the formal record of decision. It will contain the concurrence/non-concurrence of each member, his official position on the proposed change, the established implementation need date, and the recommended contractual method of implementation. When complete and issued, the CCBD/CCBR is directive on the applicable procuring activity and any other involved activity affected by the change as approved or disapproved.
e. It is DOD policy to encourage the issuance of bilateral, fully priced contract modifications and to minimize the use of unpriced change orders. Where is is not feasible to execute a fully priced modification, a maximum price or ceiling should be established prior to execution of the modifications, unless to do so would be patently impractical.
f. Figure 2 shows the significant events in processing engineering change proposals and the relative sequencing of these events. 3-7. Change Evaluation.
a. Every proposed configuration change affecting the Government's interest in the configuration of a CI will be critically evaluated, including as an alternative, not making the proposed change.
b. The evaluation of each proposed change should take into consideration all aspects of the change on a CI and the associated CIs with which it interfaces. Such aspects may include design, performance reliability, maintainability, cost, schedule, operational effectiveness, safety and human factors, logistic support, transportability, and training. Evaluation of changes includes the relative merits of production application and/or inventory retro-fitting versus operating and supporting multi-configurations of (or within) the CI. For a multi-application CI, change proposal evaluation will consider the impact on all applications.
c. The responsibilities of the designated evaluation activities, in their areas of competence, shall be to evaluate:
(1) The adequacy of the change proposal for translation into detail design capable of producing reliable hardware, computer programs, or facilities.
(2) Engineering and scientific aspects of the change, including an evaluation of the change proposal in view of other research and development effort that may be in process. When applicable, this evaluation shall also consider the effects on weight, moment, balance, and space.
(3) The effects on interfaces with other equipments or facilities of the system and subsystems as represented in system tests, interface/interface control and coordination drawings, system drawings, system technical manuals, installations, and system performance.
(4) The effects on overall system performance and compatibility requirements, including overall operational and combat environmental compatibility.
(5) The availability of specifications and proofing requirements.
(6) The effects on the elements of integrated logistic support.
(7) The effects on production.
(8) The total impact on cost (contractor/in-house) including all aspects of cost growth and/or cost savings such as engineering, retrofit and integrated logistic support effects as well as instant contract(s) and production cost changes.
(9) The effects on ecology and the environment.
(10) The effects on occupational health and safety. Any of the above evaluation responsibilities may be combined or separately assigned to one or more evaluation activities. None of the responsibilities should remain unassigned.
d. Pricing of an ECP. Contractors originating ECPs should be encouraged to correlate their submission of Contract Pricing Proposal (Change Orders) DD Form 633-5 with their DD Form 1692-3, both accompanied by detailed supporting data. The responsible DOD component may also prepare a DD Form 1692-3 for each Class I ECP regardless of source, i.e. contractor or Government.
e. Change Evaluation Data. DOD components shall assure that all supporting data required for the effective evaluation of changes are made available for consideration by those responsible for change decisions. When changes are proposed to a CI's product baseline, these data will include an analysis of the effect on the item's performance as prescribed in its functional or allocated configuration identification, if established. Insofar as practicable, test data needed to validate technical and economic advantages claimed for the proposed changes also should be included in this analysis.
f. Change Processing. DOD components shall establish priorities and time spans for change proposal processing, based on the nature and relative urgency of the change. The priority determines the relative speed at which the ECP is reviewed and evaluated, and at which time it is contractually authorized and implemented. The proposed priority is assigned by the originator (normally a contractor) and stands unless the specific DOD procuring activity has a valid reason for changing the processing rate. A priority shall be assigned to each change in accordance with the criteria and definitions set forth in MIL-STD-480.
g. Timely Processing of ECPs.
(1) DOD components shall establish detailed operating procedures, ECP status reporting, and other appropriate progress and schedule techniques necessary to effect the timely processing of Class 1 ECPs. Class I ECPs and Value Engineering Change Proposals (VECPs) will be processed in a controlled manner so as to avoid any unnecessary delays which (i) could prevent timely incorporation of changes during production, (ii) result in increased acquisition or implementation costs (e.g. greater retrofitting and extensive production disruption), and (iii) deny DOD activities operational-use benefits of the change. Extended time processing of certain ECPs, nevertheless, should be recognized as inevitable, e.g. ECPs which cannot be contractually authorized pending the availability of approved funding or ECPs which mandate the development of comprehensive in-house cost and impact analysis such as to determine resources and capability for testing and/or retrofitting. Furthermore, withholding of an ECP's "production cut-in" may be required into a subsequent "block effectivity" rather than a current production lot.
(2) In accommodation thereof, target, decision time standards for "urgent" and "routine" priorities will be supplemented by total processing time target estimates established and approved by the cognizant Program/Project/Product Manager exercising his delegated authority. Each of these total processing target estimates will be based upon a summation of each individual process/action needed for a given change together with a realistic (minimum) target time for each determined process. The Contractor shall be informed of each Class I ECP or VECP which is accorded such extension and its new summative target estimate. The Contractor must have sufficient notification time in order to plan/perform turn-around and re-cyclic engineering/production actions. The contractor must be contacted to assure the validity of data through the revised processing period. To control the flow time of ECPs or VECPs, particularly for those having changed target estimates, a log will be established disclosing the status of ECPs in process. The log will reflect at least the significant events shown in Figure 2. Use of the above procedures will result in establishing realistic tragets for each change and will provide a basis for project/program management evaluation as to whether a change is being processed as expeditiously as possible based on the nature of the particular change.
(3) VECPs (Value Engineering Change Proposals) will be expeditiously processed and approved when overall costs are reduced without affecting the use for which the material was designated. VECPs which effect net life savings to the government in excess of $100,000 will receive expedited processing when time is a major factor in realizing these lower costs.
h. Change Approval.
(1) Approval/Disapproval Decision. The final decision for approval or disapproval of a Class I ECP is normally the responsibility of the Program/Project Manager or Acquisition Manager. Upon initiation of a major defense system acquisition, approval authority for Class I engineering changes and classification and/or approval authority for Class II engineering changes shall be specifically designated, including identifiable higher and lower levels of organizational echelons involved in the coordination cycle. All such designations should be documented indicating the internal/external organizational elements and the specific CIs for which changes can be approved.
(2) Approval Principles.
(a)
Approval of an ECP shall be based on review of all comments and
recommendations, determination of change in equipment or system performance
versus increase or decrease in total life cycle costs, establishment of total
effects of the change on operational readiness in terms of parameters
comparable with life cycle cost performance, and availability of funding.
(b) When
an ECP is approved, the necessary instructions and funding authorizations shall
be issued for the scheduled implementation of the change. In those cases where
total funding authorizations cannot be made concurrent with ECP approval, the
ECP should be immediately reconsidered for reduction in scope, or for
disapproval.
(c) If the
ECP is disapproved, the reasons for the disapproval will be documented and
recorded. Change proposal initiators will be promptly informed of such
decisions.
(d) If the
ECP or the alternate solution is approved, the reasons for the approval will be
documented and recorded. To preclude the use of ECP approvals as legally
initiating contractual actions, formal distribution of notices of ECP approvals
should be made only to those DOD components required to take action.
(e)
Whenever Class I engineering change proposals are involved, the issuance of
formal contractual approval (ASPR 16-103) will constitute sole authority for
the contractor to proceed.
i. Implementation of Changes. Program/Project/Product Managers and procuring agencies will be guided by the following general concepts in implementing "change" documentation:
(1) Technical manuals, technical orders/directives, modification work orders and other related technical documents disseminate information resulting from approved ECPs and shall be issued to provide support activities and users with technical information and instructions necessary for the modification, operation, maintenance, and training support of all systems, equipment, and material acquired at government expense. In addition, all documents shall be kept current, either by changes on a regular basis or by timely revisions when appropriate. The time frame for changes and revisions shall be related to, and coordinated with, the configuration change control system. Supporting documentation shall be issued concurrently with the approved change.
(2) Documentation programs will provide for integration of the necessary "change" data for those applicable elements of the integrated logistic support program, particularly for maintenance changes. Technical orders, modification work orders, change directives and alteration instructions shall be the official media for accomplishing the changes, alterations, improvements and modifications. Positive control, effective distribution and efficient utilization of spares/repair parts/kits, technical data and material are essential to support the approved changes.
4-1.
Application. The status accounting function provides traceability of
configuration base lines and changes thereto and acts as a management tool for
accomplishing all related tasks resulting from such changes. Status accounting
data and reports may exist in any one of several formats and in a variety of
volume levels; structure and mechanization of the function are dictated by the
program's needs and volume, formats, change activity, and any special
constraints that have been imposed. 4-2. Responsibility for Status Accounting.
The DOD component assigned primary management responsibility for the
development, production, modification or support of a CI shall be responsible
for the selection of specific data elements, for the choice of record and
report format, and for the actual record keeping, in accordance with the
provisions of this regulation. Where status accounting requirements are invoked
on contracts, contractors' records and report formats will be accepted when
they provide the necessary information. The standard data elements and related
features, in accordance with MIL-STD-482, shall be used where applicable. 4-3.
Content of Configuration Status Accounting Records and Reports. Configuration
management records/reports will assure that:
a. There will be a configuration record documenting all approved configuration changes to all designated CIs.
b. Configuration status accounting reporting of a configuration item mission, design, series or type, model, and series will be initiated at the time the configuration baseline is approved. DOD components responsible for development/acquisition shall assure that configuration status accounting is maintained until the last unit of the configuration type, model, series is delivered. DOD components that accept the logistic responsibility for these delivered items shall assure that status accounting continues to reflect the latest configuration of any of the delivered items. Documentation, as a minimum, will include identification of:
(1) Technical documentation comprising the configuration baseline and other essential configuration item data.
(2) Contractual information required to be included in the records/reports for each configuration item, including contractor identification code.
(3) Approved changes to configuration, including the specific number and kind of items to which these changes apply, the implementation status of such changes, and the activity responsible for implementation.
c. The accomplishment of updating/retrofit changes will be reported in order to maintain status on all configuration items in the custody of a contractor, unless otherwise directed by the contract. 4-4. Configuration Status Accounting Data Content. DOD components shall assure that only the information necessary to manage configuration effectively and economically is recorded and reported. The following is representative of the type data normally required for maintaining status of systems and configuration items:
a. Configuration Identification:
(1) The name, number, revision letter and issue date of each specification that is a part of the CI's baselines.
(2) The number, revision letter and date of each drawing that is a part of the CI's baselines.
(3) The date of establishing the CI's baselines.
b. Configuration Item (CI) Data:
(1) The nomenclature of each CI and that of the next higher level CI (if any) of which it is a part.
(2) The identifying number of each CI and that of the next higher level CI (if any) of which it is a part.
(3) The manufacturer's code identification number (H4-1) of the design activity of each CI.
(4) The Federal stock number (FSN) assigned to units of each CI (if FSNs have been assigned).
(5) The part number assigned to units of each CI.
(6) The serial numbers or lot numbers assigned to units of each CI.
c. Contractual Information:
(1) Contractual type information for the CI of prime and associated contractors, and of those supplying Government Furnished Equipment.
(2) The quantity of units of each CI deliverable under the contract(s).
d. Identification of Change Proposals (Timely Processing):
(1) The CI nomenclature and the title, number and priority of the change proposal.
(2) If the change proposal is correcting or revising an earlier change proposal, the latest data of submission and reference to the earlier proposals.
(3) The processing route of the proposal with scheduled check points for each stop or approval on the route and actual date achieved.
(4) The date(s) the change proposal decision is due and is made.
(5) Change implementation directive number, if the change is approved.
e. Identification and Implementation of Approved Changes to Configuration:
(1) Identification of approved changes.
(a) Change
implementation directive number/date.
(b) Type
of change (formal or preliminary).
(c)
Contract change number of supplemental agreement number, when applicable.
(2) Identification of required changes to configuration identification.
(a) Change
implementation directive number.
(b) The
configuration identification documentation affected.
(3) Identification of changes to hardware/computer programs.
(a)
Identification, by means of change implementation directive number(s), retrofit
instruction number(s), or other engineering change number(s), of all other
approved changes which are to be accomplished before or concurrently with this
approved change. The sequence is to be indicated.
(b) The
name and CI identifying number of each CI to be changed.
(c) The
nomenclature and FSN (if assigned) of each item to be changed, and the
nomenclature and FSN after it is changed (if different).
(d) The
name and part number of each item to be changed, and the name and part number
after it is changed (if different).
(e) The
production effectivity, by serial number or lot number, for each CI to be
changed.
(f) The
scheduled date for each production change.
(g) The
date each production change is made.
(h) The
serial numbers or lot numbers and location of each CI to be retrofitted, and
those, if any, not to be retrofitted.
(i) The
scheduled date for retrofit change.
(j) The
date each retrofit change is made.
(k) If
changes are required in the following types of hardware or computer programs,
then the data content of subparagraphs (a) through (j), above, should be
adjusted and recorded for each type of hardware or computer program affected:
-modification kits -computer programs -spares/repair parts -trainers/training
equipment/training courses. -facilities/military construction program
-technical manuals -special tooling/test equipment -other technical data (e.g.
allowance lists)
5-1.
Application. Compliance with specifications and other contract requirements
will be verified by means of configuration audits. The audit function validates
accomplishment of development requirements and achievements of a production
configuration through the CI's technical documentation. Configuration audits
shall consist of a functional configuration audit (FCA) and physical
configuration audit (PCA). These vary as to the type of CI development, i.e.
CIs developed at Government expense or privately developed CIs. Wherever
practicable and appropriate, configuration audits will be accomplished in
conjunction with other audits, reviews, demonstrations/service tests,
inspections, acceptance trials, or other test/evaluation program requirements.
5-2. Configuration Audits on Items Developed at Government Expense.
a. Functional Configuration Audit (FCA). This audit is a means of validating that development of a CI has been completed satisfactorily. It is a correlated prerequisite to the physical configuration audit (PCA). FCAs will be conducted on CIs to assure that the CI's technical documentation accurately reflects the CI's functional characteristics, as well as those necessary physical characteristics, and that test/analysis data verify that the CI has achieved the performance specified in its functional or allocated configuration identification.
b. Physical Configuration Audit (PCA). This audit is a means of establishing the product baseline as reflected in the product configuration identification and is used for the production and acceptance of the units of a CI. Therefore, DOD components shall assure that: (1) the "as-built" configuration of a unit of a CI, selected jointly by the Government and contractor, matches that same unit's product configuration identification (as proposed by the contractor) or that differences are reconciled, and (2) the acceptance testing requirements prescribed by the documentation are adequate for acceptance of production units of a CI by the quality assurance activities. The contractor shall identify any difference between the physical configuration of the selected unit and the development unit(s) used for the FCA and shall certify or demonstrate to the Government that these differences do not degrade the functional characteristics of the selected unit.
(1) Where the developing contractor is preselected to also be the producing contractor (or in-house equivalent), the following will apply:
(a) The
earliest production unit of a CI, or one most nearly representative of such a
unit, will be selected for the audit.
(b)
Achievement of the selected functional characteristics of the CI should have
been demonstrated where production is authorized prior to completing the FCA.
If the FCA is not completed prior to accomplishing the PCA, the Government may
conditionally approve production units until the FCA is completed, provided
that other acceptance requirements for the units have been met.
(2) Where the developing contractor is not preselected to also be the producing contractor (or in-house equivalent), the following will apply:
(a) The
development unit of a CI most nearly representative of a production unit will
be selected for the PCA.
(b) The
FCA must be accomplished prior to completing the PCA. 5-3. Configuration Audits
on Privately Developed Items. Where privately developed items are to be
acquired by the Government as CIs for the Defense inventory, DOD components
shall perform audits to the extent necessary to:
a. Assure that the functional characteristics of the developed item are satisfactory for the intended use with the audit limited to an examination of the test data applicable to the Government's requirements for that item.
b. Establish the product configuration identification (PCI) to be used for production and acceptance purposes. Normally, the contractor-offered form, fit and function technical documentation will be established as the PCI. However, for those items where the Government requires configuration data going beyond form, fit and function documentation, the more detailed documentation will be established as the PCI. 5-4. Guidance for Conducting FCA. The FCA is conducted on that configuration of the item which is representative (prototype/preproduction) of the configuration released or to be released for production quantities. When a prototype/preproduction article is not produced, it is conducted on the first production article. For those CIs whose qualification can be determined only during integrated system testing, completion of the FCA is delayed until that time. The FCA for a given CI may be conducted on a progressive basis (when so determined) throughout the CI's development and culminates at the completion of qualification testing of the item, with a final review of all FCA discrepancies. 5-5. Guidance for Conducting PCA.
a. PCAs are performed against the drawings and the CI product specifications to assure that the CI matches detailed specifications and drawings used in production. The PCA includes a detailed audit of engineering drawings, specifications, technical data, and tests utilized in production of the CI. The review should include an audit of the planning and manufacturing data against the released engineering and quality control records to make sure the "as-built" configuration is in accordance with the released engineering. The approved and released technical documentation should be complete, establish the product baseline, be suitable for use in follow-on production, be satisfactory for accepting items produced, and be appropriate for operational, maintenance, and logistic support purposes.
b. A PCA is normally required on the first equipment CI to be delivered by a new contractor even though a PCA was previously accomplished on a like article delivered by a different contractor. The extent of the PCA to be performed on a rebuy of a CI already in the military inventory is at the discretion of the project/program manager. Formal approval by the project/program manager of the CI specification, and the satisfactory completion of a PCA results in establishment of the product baseline for the configuration item.
A-1.
Audits. Configuration audits verify conformance to specifications and other
contract requirements. Audits are not reviews. NOTE: Audits differ from reviews
in that reviews are conducted on a periodic basis to assess the degree of
completion of technical efforts related to identified milestones before
proceeding with further technical effort.
a. Functional Configuration Audit (FCA). The formal examination of functional characteristics' test data for a configuration item, prior to acceptance, to verify that the item has achieved the performance specified in its functional or allocated configuration identification.
b. Physical Configuration Audit (PCA). The formal examination of the "as-built" configuration of a unit of a CI against its technical documentation in order to establish the CI's initial product configuration identification. A-2. Baseline. A configuration identification document or a set of such documents formally designated and fixed at a specific time during a CI's life cycle. Baselines, plus approved changes from those baselines, constitute the current configuration identification. For configuration management there are three baselines, as follows:
a. Functional Baseline. The initial approved functional configuration identification.
b. Allocated Baseline. The initial approved allocated configuration identification.
c. Product Baseline. The initial approved or conditionally approved product configuration identification. A-3. Computer Program. A punched deck of cards, magnetic or paper tapes, or other physical medium containing a sequence of instructions and data in a form suitable for insertion into a computer. A-4. Configuration. The functional and/or physical characteristics of hardware/computer programs as set forth in technical documentation and achieved in a product. A-5. Configuration Control. The systematic evaluation, coordination, approval or disapproval, and implementation of all approved changes in the configuration of a CI after formal establishment of its configuration identification. A-6. Configuration Control Board. A board composed of representatives from program/project functional areas such as engineering, configuration management, procurement, production, test and logistic support, training activities and using/supporting organizations. This board approves or disapproves proposed engineering changes with each member recording his organization's official position. The program/project manager is normally the board chairman and makes the final decision on all changes unless otherwise directed by command policy. The board issuesa directive/request to implement its decision. A-7. Configuration Identification.
a. Functional Configuration Identification (FCI). The current approved or conditionally approved technical documentation for a configuration item as set forth in specifications, drawings and associated lists, and documents referenced therein, which prescribes (1) all necessary functional characteristics, (2) the tests required to demonstrate achievement of specified functional characteristics, (3) the necessary interface characteristics with associated CIs, (4) CI's key functional characteristics and its key lower level CIs, if any, and (5) design constraints, such as envelope dimensions, component standardization, use of inventory items, and integrated logistic support policies.
b. Allocated Configuration Identification (ACI). Current approved performance-oriented specifications governing the development of configuration items that are part of a higher level CI, in which each specification (1) defines the functional characteristics that are allocated from those of the higher level CI, (2) establishes the tests required to demonstrate achievement of its allocated functional characteristics, (3) delineates necessary interface requirements with other associated configuration items, and (4) establishes design constraints, if any, such as component/part standardization, use of inventory items, and integrated logistic support requirements.
c. Product Configuration Identification (PCI). The current approved technical documentation which defines the configuration of a CI during the production, operation, maintenance, and logistic support phases of its life cycle, and which prescribes (1) all necessary physical form, fit, and function characteristics of a CI, (2) the selected functional characterstics designated for production acceptance testing, and (3) the production acceptance tests. A-8. Configuration Item (CI). An aggregation of hardware/computer programs or any of its discrete portions, which satisfies an end-use function and is designated by the Government for configuration management. CIs may vary widely in complexity, size and type, from an aircraft, electronic or ship system to a test meter or round of ammunition. During development and manufacture of the initial (prototype) production configuration, CIs are those specification items whose functions and performance parameters must be defined (specified) and controlled to achieve the overall end-use function and performance. Any item required for logistic support and designated for separate procurement is a configuration item. A-9. Configuration Management. A discipline applying technical and administrative direction and surveillance to (1) identify and document the functional and physical characteristics of a configuration item, (2) control changes to those characteristics, and (3) record and report change processing and implementation status. A-10. Configuration Status Accounting. The recording and reporting of the information that is needed to manage configuration effectively, including a listing of the approved configuration identification, the status of proposed changes to configuration, and the implementation status of approved changes. A-11. Facility. Any fixed installation which is an intimate part of a system. This includes real property installed equipment (RPIE). A-12. Form, Fit and Function. That configuration comprising the physical and functional characteristics of the item as an entity but not including any characteristics of the elements making up the item. A-13. Item. A non-specific term used to denote any product, including system, materials, parts, subassemblies, sets, accessories, etc. A-14. Privately Developed Item. An item completely developed at private expense and offered to the Government as a production article, with Government control of the article's configuration normally limited to its form, fit and function. (Includes commercial items.) A-15. Specification. A document intended primarily to identify items, and used in procurement to clearly and accurately describe the essential technical requirements for items, materials or services being purchased. A-16. System. A composite of items, assemblies (or sets), skills, and techniques capable of performing and/or supporting an operational (or non-operational) role. A complete system includes related facilities, items, material, services, and personnel required for its operation to the degree that it can be considered a self-sufficient item in its intended operational (or non-operational) and/or support environment. A-17. Retrofit (Retroactive Refit). A modification of a configuration item to incorporate changes made in later production of a similar type.
B-1. DOD
Directive 5000.1, "Acquisition of Major Defense Systems" This
directive establishes policy for major defense system acquisition in the
Military Departments and Defense Agencies. The management principles in this
Directive are applicable to all programs (major and others). B-2. DOD Manual
4120.3-M, "Standardization Policies, Procedures and Instructions" The
standardization provisions of this manual apply to DOD items and related
engineering practices, processes, services, and documentation which support the
functions of design, development, procurement, production, inspection, supply,
maintenance and repair. Chapter V, "Outline of Form and Instructions for
the Preparation of Specifications and Associated Documents" is
particularly applicable to configuration identification inasmuch as it
addresses the preparation of Federal and Military specifications. B-3. Armed
Services Procurement Regulation (ASPR) This Regulation establishes, for the
DOD, uniform policies and procedures relating to the procurement of supplies
and services under the authority of Chapter 137, Title 10, of the United States
Code, or under statuatory authority. B-4. MIL-D-1000, "Drawings,
Engineering and Associated Lists" This specification prescribes the
general requirements for preparing engineering drawings and associated lists. It
requires the acquisition of engineering drawings in one or more specified
Intended Use Categories and prepared in one of three Forms. Both category and
form must be specified. B-5. MIL-S-83490, "Specification, Types and
Forms" This specification prescribes general requirements for preparing
specifications for DOD Components. It defines types and forms of specifications
and shows their normal usage in the various program phases. B-6. MIL-STD-XXX,
"Configuration Management Practices for Defense Materiel Items" (To
Be Published) This standard prescribes basic configuration management practices
and is the basic document for contractually implementing a configuration
management program. It covers the general requirements for configuration
management not covered in the other, more specific and detailed military
standards. It also contains definitions of configuration management terms. B-7.
MIL-STD-100, "Engineering Drawing Practices" This standard prescribes
procedures and format authorized for Form1 and Form 2 drawings and associated
lists prepared by or for DOD as prescribed by MIL-D-1000. B-8. MIL-STD-130,
"Identification Marking of U.S. Military Property" This standard
establishes the item marking requirements for identificaiton purposes as
required in stocking and replacing parts, sub-assemblies, assemblies, units,
sets and all other items of military property required by the DOD, with
recognition of certain delimitations. B-9. MIL-STD-480, "Configuration
Control-Engineering Changes, Deviations and Waivers" This standard
prescribes procedures and format authorized for preparing an engineering change
proposal (ECP). A complete analysis of the implementation impact of the ECP is
required with the ECP, containing a description of all known interface effects
and information concerning changes required in the configuration
identification. Considerable supporting data is required for impact analysis
upon integrated logistic support as well as overall estimated cost impact.
B-10. MIL-STD-481, "Configuration Control-Engineering Changes, Deviations
and Waivers (Short Form)" This standard prescribes procedures and format
authorized for preparing an abbreviated engineering change proposal (ECP). It
requires limited supporting data and is used on contracts for multi-application
items or procurement from contractors who cannot know all the consequences of
an engineering change. Therefore, the Government does most of the impact
analysis. B-11. MIL-STD-482, "Configuration Status Accounting Data
Elements and Related Features" This standard prescribes status accounting
data elements, interim (non-standard) data elements and their related data
items, codes, use identifiers and data chains. B-12. MIL-STD-490,
"Specification Practices" This standard sets forth practices for
preparing, interpreting, changing and revising program peculiar specifications
prepared by or for DOD components. It establishes uniform specifications
practices comparable to the engineering drawing practices of MIL-STD-100. B-13.
DD Form 633-5, "Contract Pricing Proposal (Change Order)" This form
provides a standard format by which the contractor submits to Government a
summary of incurred and estimated costs (an attached supporting information)
suitable for detailed review and analysis. (ASPR 3-807.3(e)). (F-200.633.5)
B-14. DD Form 1423, "Contract Data Requirements List" This form
provides for the listing of data items required to be delivered under the
contract. (ASPR 16-815). (F-200.1423) B-15. DD Form 1634, "Research and
Development Planning Summary" This form provides for a uniform format for
initiating and reporting information needed in reviewing and approving DOD
research and development programs. (DODD 7720.16). B-16. DD Form 1664,
"Data Item Description" This form describes a data item which the
contractor is to deliver to the Government. (ASPR 16-828). (F-200.1664) B-17.
DD Form 1692, "Engineering Change Proposal" This form provides a
comprehensive, standard format for submitting proposed engineering changes.
(MIL-STD-480). B-18. Cataloging Handbook H4-1, "Federal Supply Code for
Manufacturers" The Federal Supply Code for Manufacturers (FSCM) is a
coding system of numbers assigned to establishments which are manufacturers or
have design control of items of supply procured by agencies of the Federal
Government.
NAVMAT
INSTRUCTION 4130.1A APPENDIX D
Subj:
Configuration Management
1.
Purpose. This appendix provides instructions for implementing this joint
regulation within the Navy and delineates specific responsibilities.
2. Action
a. Chief of Naval Material
(1) Provide policy guidance and implementing principles for the Systems Commands and Project Managers in Configuration Management matters.
(2) Maintain overall NMC control and direction to ensure uniform implementation of Configuration Management.
b. Addressees
(1) Assure that the provisions of this regulation are implemented on all configuration items under the jurisdiction of the addressee.
(2) Assure that the contractual implementation of configuration management does not include unwarranted requirements for Navy approval of contractor actions which might abridge a contractor's contractual responsibilities.
(3) Establish a master record that will indicate the configuration status of all approved and accomplished Engineering Change Proposals (ECPs) during acquisition for each selected, installed and spare configuration item.
(4) Establish priorities and time spans for engineering change proposal processing, record time required for processing and use this information for management improvement.
(5) Assign, for each configuration item, an individual who will be responsible and delegated the authority to be responsible for the management of the item's configuration. For each configuration item for which program management is required in accordance with SECNAVINST 5000.1, the individual designated shall be the program manager. For each configuration item to which program management is not applicable, an individual will be designated by name and title, or his position as head of a functional office.
(6) Establish a documented base line configuration for each selected configuration item and assure serialization of all selected configuration items for which configuration status will be maintained.
Appendix G
DLAR
8250.4
This
appendix provides instructions for implementing this DLAR within the Defense
Logistics Agency (DLA).
This DLAR
establishes the policy for Configuration Management (CM) in DLA, and is
applicable to HQ DLA, Defense Contract Administration Services Regions
(DCASRs), and Defense Supply Centers (DSCs).
a. The Executive Director, Quality Assurance, DLA has the primary responsibility for coordinating CM in DLA. Any changes to this DLAR will be coordinated with HQ DLA principal staff elements and field activities' components prior to submission to HQ Naval Material Command. Proposed changes to this DLAR and appendix G are to be forwarded to HQ DLA, ATTN: DLA-QE. The Naval Material Command is the preparing activity for the Joint DoD Regulation on CM.
b. Field Activities
(1) Purchasing Offices (DSCs) will establish CM contract requirements, maintain Configuration Control Boards (CCBs), and assign CM responsibilities to functional elements.
(2) Commanders, DSCs and DCASRs, will assure that present CM policy, instructions on CM, and implementation conform to this DLAR.
(3) CAS Quality Assurance Regional Elements will utilize contract clauses, referenced documents, and DLAM 8200.1 to enforce contract CM requirements.
a. Applicable elements of CM, i.e., identification, control, status accounting, and audits are to be included as contract requirements. The degree of CM requirements imposed on a contractor by contract is to be determined and designated by the purchasing office, based on the guidelines of this DLAR. Contractor CM plans are not to be required where detailed technical data packages exist.
b. Configuration Items (CIs) are defined in this DLAR. On CIs where product base lines are established and technical requirements are stipulated in detailed contract technical data packages, the configuration controls - engineering changes, deviations, and waivers - are to be included as the minimum CM contract requirements.
(1) Configuration control is to be based on MIL-STD-480, Configuration Control - Engineering Changes, Deviations and Waivers, or MIL-STD-481, Configuration Control - Engineering Changes, Deviations and Waivers (Short Form). Contracts may require either MIL-STD-480 or MIL-STD-481, as appropriate, or include contractor requirements conforming to one of these standards, if only partial provisions are applicable.
(2) Approval authority for engineering changes, deviations, and waivers is to be specified in DLA contracts. This approval authority will be within the purchasing activity unless specifically delegated to the Contract Administration Office (CAO). Approval of minor nonconformances, as defined by ASPR 14-406(d), is automatically delegated to the CAO unless approval is withheld by the purchasing office. Approval of these minor nonconformances by the CAO is limited to Government approval of Material Review Board (MRB) dispositions where an MRB is established by the contractor and approved by the CAO Quality Assurance Representative.
(3) DD Form 1998, Comments on Waiver, Deviation or Engineering Change Request, shall be used for routing and obtaining Government comments on Engineering Change Proposals (ECPs), deviations, and waivers, except where conditions require the use of special forms. The form may also be used to indicate approval by the approving authority when contract modification is not appropriate and another form is not specified, such as DD Form 1692, ECP; DD Form 1693, ECP (Short Form); or DD Form 1694, Request for Deviation/Waiver.
c. As a minimum, CM identification and status accounting are to be applied to the extent necessary to comply with ASPR section 1, paragraph 1-1201.
d. Configuration audits are performed prior to establishment of the product configuration identification/base line on developmental contracts. Audits are in addition to product reviews/evaluations such as qualification testing or first article evaluations.
e. This DLAR is the basis for DLA CM instructions used to establish policy, determine CM contract requirements, and enforce contract requirements.
f. ECPs, deviations, and waivers shall be applied in DLA contracts only on a deferred ordering basis, as described by ASPR section IX, paragraph 9-502. These contingency data are used to document a possible future need or condition. The DLA does not normally enter into a contract that requires the contractor to generate a known or unknown quantity of unsolicited proposals for engineering changes, deviations, or waivers, nor is it considered good practice to encourage such conditions. However, this does not prevent DLA from requiring the contractor to prepare unsolicited proposals containing specific data for review by an identified activity(ies), whenever the condition arises. If approved, the contract can be modified and the contractor or the Government compensated, as appropriate. If not approved, the unsolicited proposal and data should be returned to the initiator or destroyed. When a proposal is not approved, or when there are no engineering changes, deviations, or waivers, the DLA will not incur an obligation for data not contractually prepared, maintained, or delivered for Government retention or use.