Training System Casualty Reporting/Urgent Situation Response

  1. Purpose. To provide policy, identify responsibilities, and describe procedures to be followed in response to CASREPs and urgent situations on Cognizance Symbol 2"0" (Cog 2"0") training systems. This information is intended to specifically identify the processes and organizational relationships for timely CASREP and urgent situation response and resolution. This information cancels NAWCTSD Instruction 3040.1a CASREP and Urgent Situation Procedures.


  2. Discussion. Program Directorates (PDs) are responsible for the administrative and repair actions required when responding to and resolving Cog 2"0" training system CASREPs. CASREPs will be issued by the training system user via Naval message in accordance with reference (a) when a maintenance or a support problem(s) occurs which renders the training system partially or totally degraded. Additionally, similar actions may be needed for urgent situations. Urgent situations occur when a Cog 2"0" training system is not operating properly and a CASREP is imminent. It is imperative in either situation that NAWCTSD personnel respond in a timely and professional manner until corrective action is accomplished and the issuing unit submits a Casualty Corrective Report (CASCOR).


  3. Policy. All CASREPs will be expeditiously handled by NAWCTSD personnel to provide training command and fleet user activities with immediate feedback responses (including a Plan of Action and Milestones (POAM)) and rapid resolution to Cog 2"0" training system maintenance and support problems. Urgent situations will be handled informally on a case-by-case basis, unless the PD deems a formal approach similar to CASREP responses is warranted.


  4. Responsibilities


    1. Program Directorates (PDs). Are responsible for ensuring the cognizant Project Managers (PJMs) have adequate resources available to complete the necessary corrective action in response to a CASREP or resolve an urgent situation in a timely manner. This includes allocation of additional workhours, repair action funding, travel funds, or other resources related to achieving resolution. The appropriate PD assumes responsibility for coordinating responses to CASREPs in the absence of the PJM. The PDs are also responsible for monitoring the effectiveness of existing resources in meeting the emergent needs of the schoolhouse and fleet users in a timely manner, and reallocating these resources when needed.


    2. Project Managers. The cognizant PJM will function as the central point of contact for CASREP response, update, and correction. Appropriate action will include coordinating repair actions with any NAWCTSD In-Service Engineering Office (ISEO) personnel located on-site, determining the appropriate combination of on-site/off-site ISEO personnel, systems engineers, external subject matter experts (SMEs) or contractor support required to effect necessary repairs, informing the PD and other concerned parties of the current status of each CASREP on a regular basis, until the issuing unit submits a CASCOR.


    3. Contractor Operation and Maintenance of Simulator (COMS) Team. For CASREPs on COMS supported trainers, the COMS team will be responsible for ensuring resolution. The members of this team include the respective PJM, Procuring Contracting Officer (PCO), Contract Specialist, Systems Engineer, COMS Manager, COMS Contracting Officer's Technical Representative, and local NAWCTSD ISEO personnel.


    4. Local In-Service Engineering Officers (ISEOs). The personnel located at the local ISEOs will be the primary interface between the schoolhouse or fleet training system user and the PJM for the investigation, response, and resolution of CASREPs and urgent situations. This responsibility applies to all Cog 2"0" training systems, including both COMS and non-COMS supported training systems.


      1. ISEO personnel will actively liaise with the training system users on a regular basis to assist in the identification and resolution of potential problems so that CASREPs or other impacts to the users are minimized. ISEO personnel should notify the appropriate PJM, PD, and regional Command Representative (CMDREP) immediately (email or phone) when an urgent situation occurs and inform them of the action being taken to resolve the problem.


      2. The level of involvement will vary case by case from observing COMS contractor progress to assisting organic Navy support technicians and actively performing maintenance repair actions on non-COMS training systems. In the latter case, when the action is determined to be beyond the local ISEO capability to resolve or when the estimated time to resolve is expected to cause training impacts, ISEO personnel should request PJM assistance. In such cases, the PJM will arrange for assistance by either off-site ISEO personnel, systems engineers, external SMEs, or contractors. As required, local ISEO personnel will provide technical procurement assistance to the cognizant PJM.


      3. NAWCTSD ISEO personnel will provide direct support to the appropriate PJM in the resolution of CASREPs and urgent situations.

    5. Off-Site ISEOs. As directed by the PJM, ISEO personnel will liaise with schoolhouse and fleet training system users at those sites which do not have a NAWCTSD representative physically located on-site and, if required, will perform duties similar to those outlined in paragraph c above.


    6. NAWCTSD Competencies. CASREPs and urgent situations may require immediate action from one or more Competencies and will be based on a priority set by the cognizant PJM and PD. As required, Integrated Project Team (IPT) members will be responsible for ensuring rapid turnaround times for acquisition support and notification to the respective PD and PJM of the impact on in-process work.


    7. Command Representatives. The appropriate CMDREP will be responsible for assisting local ISEO personnel on an as-required basis. If the CASREP or urgent situation is receiving high visibility, the CMDREP will assist the PD, PJM, and local ISEO personnel by briefing and debriefing training system users as required.


CASREP AND URGENT SITUATION PROCEDURES

  1. Priority Setting. The PJM and PD will set the priority for CASREPs and urgent situations according to current circumstances and the workload. CASREPs will almost always have a higher priority than urgent situations or modifications. However, urgent situations may result in a CASREP if not promptly resolved; therefore, a special priority may be warranted.


  2. CASREP Message Response. In response to an initial CASREP submitted in accordance with reference (a), the cognizant PJM must respond within three working days. The response can be via Naval message or other methods. The response will include a Plan of Action and Milestones and the names of those individuals who will be providing the technical assistance, if appropriate. PDs will be responsible for designating a backup PJM during TAD/leave absences. Additional responses may be required if requested in a CASREP update issued by the user. Such updates must also be responded to within three working days. As discussed in reference (a), CASREPs remain open until a CASCOR or a CASREP cancel message is submitted by the issuing unit.


  3. Urgent Situation Response. Response for urgent situations will vary according to a situation. ISEO personnel should notify the PJM, PD, and the appropriate CMDREP (via email or phone) when a problem has developed and explain what actions are being taken. Generally, the ISEO personnel, with the support of the PJM, will be able to resolve most problems locally during normal working hours (e.g., no comp time or overtime) and prior to a CASREP being issued. However, in some cases the ISEO personnel and PJM may have to expedite resolution. Urgent situations usually require informal communications between NAWCTSD and the training system user and will seldom require formal responses such as a Naval message.


  4. Financial Procedures. Financial procedures have been formally established via Interservice Support Agreements (ISAs) at several ISEO sites, which allow ISEO personnel to accomplish CASREP or urgent situation resolution via local contract actions. For those ISEO sites which do not have local financial procedures established, the cognizant PJM will be responsible for supporting the ISEO personnel, as required. These actions will include, but are not limited to, routing small purchase acquisitions for parts, documentation, or contractor services and funding travel orders. The PD point of contact for the detailed financial procedures is the respective Business Finance Manager.


  5. Equipment, Spares, and Repair Parts Procurement. When equipment, spares or repair parts are required and the training system is not under COMS with supply support, the local ISEO personnel are responsible for the following:
    1. Contacting other ISEO sites with common training systems to borrow items(s) and order replacements, if necessary.
    2. Contacting other ISEO sites with common equipment to borrow item(s) and order replacements, if necessary.
    3. Ordering the item(s) via local/host command in accordance with established local procedures and ISAs.
    4. Providing procurement information to the appropriate PJM, if unable to procure required items locally. In this situation, the PJM will task the project team to develop and process vendor, prime, or NSN procurement packages for the required equipment, spares, or repair parts.

  6. Engineering Services Procurement. When engineering services are required, appropriate ISEO personnel are responsible for the following:
    1. Contacting other ISEO sites with common training systems for technical assistance.
    2. Contacting other ISEO sites with common equipment for technical assistance.
    3. Contacting other subject matter experts from Navy commands external to NAWCTSD.
    4. Ordering the services(s) via local/host command in accordance with established local procedures and ISAs.
    5. Providing procurement statement of work to the appropriate PJM for action, if unable to procure locally. In this situation, the PJM will task the project team to develop and process an engineering services procurement package.

  7. Additional Support Contracts. If required, the PDs will ensure that additional support contracts are established to meet the user's needs. An example would be a piece of non-COMS supported trainer-unique equipment with an exceptional high failure rate.

NAWCTSD CASREP Process Flow Chart

CASREP Process Flow Chart
NAWCTSD NAVAL AIR WARFARE CENTER
TRAINING SYSTEM DIVISION
ORLANDO FLORIDA


NAWCTSD Navigation Text Version
Last Update: 20 March 2013