Technical Data Management Program

Naval Air Warfare Center Training Systems Division

  1. Purpose
  2. Process
    2.1 SOW Process,  2.2 SOO Process
  3. Responsibilities
    3.1 IPT,  3.2 PSS,  3.3 Contracts Competency,  3.4 Approval Authority
  4. Data Item Descriptions
  5. The CDRL   DD Form 1423
    5.1 Application,  5.2 Completing DD Form 1423,  5.3 Sources for DD Form 1423
  6. Data Selection
    6.1 Typical Training System Data,  6.2 Legacy Data,  6.3 Commercial Data
  7. Reviewing Contractor Submitted Data
    7.1 Methods For Access, Review and Storage,  7.2 Review, Approval and Acceptance of the Data
    Product Line 1
  • Training Devices and Simulators
  • Training Device Modifications
  • Product Line 2
  • Training Content
    Product Line 3
  • Contract Instructor Services
  • Contractor Support Services
  • Procurement Services
  • Contractor Operation and Maintenance Services
  • Product Line 4
  • ISD Analysis Requirements Intellectual Services
  • ISD Design Requirements Intellectual Services
  • Research and Development Intellectual Services

References

  1. DOD-STD-963B, Preparation of Data Item Descriptions
  2. Federal Acquisition Regulation (FAR), DOD Federal Acquisition Regulation Supplement (DFARS)
  3. DoD 5010.12-M, "Procedures for the Acquisition and Management of Technical Data," 5/1993
  4. NAVAIRINST 4200.21D Naval Air Systems Command Data Requirements Review Board
  5. DOD ASSIST Database
  6. DoD Directive 5230.24 Distribution Statements on Technical Documents
  7. DoD Directive 5230.25 Withholding of Unclassified Technical Data from Public Disclosure

Related Information

  1. RFP Document Scenarios
  2. Contracts Dept. SOP 4-8: Transmittal, Acceptance and/or Rejection of Contract Data Items
  3. Configuration Management CDRLs
  4. Technical Data - Logistics
  5. Data Items For Training System Testing
  6. Data Items For Instructional Systems Development
  7. Acquisition Process Bulletin 1-08, Distribution Statement and Export Control Warning/Destruction Notice on Contract Data Rqmts List DD Form 1423

1. Purpose. To establish the policies and procedures for the acquisition and management of data. To acquire only technical data and data rights which are essential to meet Government needs. To acquire sufficient data to support effective production, reprocurement and life cycle support requirements. See Appendix A for definitions related to these policies and processes.

2. Process. The below flow chart illustrates the overall process for data acquisition. The significant point of emphasis is the different process used when the Government establishes the data requirements versus when the contractor establishes the requirements. In many cases there will be a mixed approach wherein the Government may have a baseline of limited types of data that they require or existing legacy data they want to utilize and require the rest to be proposed by contractors.

Overall process for data acquisition

2.1 SOW Process. The SOW tasks the preparation of data. The SOW takes precedence over the DD Form 1423s in a contract, it is essential that language in the SOW is consistent with and does not conflict with the 1423s in any way. Detailed information on SOW preparation can be found in the Acquisition Package section of the Acquisition Guide and MIL-HDBK-245D Handbook For The Preparation of SOWs. The below flow chart illustrates the detail process for the creation and approval process when using a SOW.

process for SOW approach

2.2 SOO Process. With a SOO approach the offerors propose a CDRL that is tailored to their design. The proposed CDRLs are then evaluated by the Government during proposal evaluation. Frequently the Government will still have a minimum baseline CDRL containing those data items the Government will require regardless of the offerors proposed design. For detailed information on preparing a SOO see the SOO area of the Acquisition Packages section of the Acquisition Guide. Below are some examples for data requirements when using a SOO approach:

Example language for data requirements contained in a SOO Example Contract Section L language requiring contractor proposed data

This flow chart illustrates the detail process for the creation and approval process when using a SOO. Note if there will be Government generated 1423s then the approval process is the same as when using a SOW. This includes potential DRRB for contracts valued over $10M.

process for SOO approach

3. Responsibilities.

3.1 IPT. The IPT is responsible for the preparation of standard DD Form 1423 and tailoring of the applicable DIDs to reflect the requirements of their procurement and submitting all data requirements to the Product Support Specialist (PSS) for review and recommendations. After receiving PSS findings, the IPT Competency member who is requiring the data will sign the "prepared" block on the 1423. The 1423 package will then be returned to the PSS for subsequent comment and submission to the Approval Authority (see section 3.4). If an IPT member has an issue with approval of requested data by the Approval Authority, it shall be raised up the competency chain of the IPT member.

Each IPT shall determine data requirements for the subject acquisition and select data items from the approved Data Item Descriptions (DIDs) in the ASSIST Database (or base Technical Manuals on a generated Technical Manual Contract Requirements (TMCR) document) and document them in DD Forms 1423. Requirements not satisfied from the ASSIST Database, or those exceeding the requirements listed therein, shall not be placed on contract until they are approved under this policy. This includes the application of one time DIDs. The PSS shall be contacted regarding procedures and instructions on initiation of any new or revised DID requirements.

3.1.1 IPT Planning Check List.

  1. Ensure that data delivery requirements are compatible with trainer development milestones
  2. Ensure that adequate and qualified resources are available to review data within specified time frames. Adequate resources shall also be planned to monitor distribution, storage, retrieval and disposal of required data throughout its life cycle.
  3. Ensure that alternative approaches to data submittals are considered such as: in-process review function performed by in-plant representative vice delivery or contractor retention of data with availability to Government on request. Also see section 7.1 for additional methods for review, access and storage of data.
  4. Consider the level of data rights that are required. Data rights can be a cost driver. Unlimited data rights may or may not be required. Data rights may be determined by the type of product being purchased (e.g. commercial items), and or the funding appropriation type used in the procurement.
  5. Procurement Planning Conference (PPC). Data Management shall be addressed under PPC Agenda Item 21. The PSS shall be copied the advanced electronic brief and attend the PPC. If significant data related issues result from the PPC they shall be documented in the Procurement Planning Agreement (PPA).

3.2 Product Support Specialists (PSS). The PSS are the NAWCTSD subject matter experts for data management. They shall:

  1. Maintain the typical training system CDRL lists as identified in Appendix D.
  2. Maintain the DD Form 1423 CDRL packages in Appendix D.
  3. Assist package preparers in locating Data Item Descriptions (DID) from Acquisition Streamlining and Standardization Information System (ASSIST) database and/or wording Contract Data Requirement List (CDRLs).
  4. Review CDRLs, DD Form 1423, for accuracy and ensure consistency with the Statement of Work (SOW) or Statement of Objective (SOO).
  5. Work with package preparer(s) to finalize CDRLs for signatures.
  6. When appropriate, recommend DRRB waiver for packages over $10M to DRRB Chairperson.
  7. Obtain approval signatures on all CDRLs from appropriate Approval Authority (AA).

3.3 Contracts Competency. When receiving final DD Form 1423s, the Contracts Competency shall verify the appropriate approval is indicated on each prior to further processing of the acquisition package.

3.4 Approval Authority. The AA will sign the "Approved By" block and associated "Date" block of each DD Form 1423.

3.4.1 Approval Authority for Contracts of less than $10M. The AA for contracts of less than $10M will be the appropriate PJM. The PJM shall exercise the same authority as the DRRB and perform the same actions as required of the DRRB.

3.4.2 Approval Authority for Contracts greater than $10M. The AA for contracts greater than $10M will be the DRRB chairperson as defined in Appendix B.

4. Data Item Descriptions (DIDs). The DID defines the data required of a contractor. The DID specifically defines the data content, format, preparation instructions, and intended use. Consideration shall be given to tailoring data requirements (via the DD Form 1423) by exclusion of paragraphs/sections so that each document applied states only the minimum requirements of the Government. Content can only be excluded not added to the DID. Active DIDs and earlier versions of recently revised DIDS are available on the ASSIST database. Hardcopies of some DIDs are available from Code 6851. There are two types of DIDs:

  1. DIDs approved for repetitive acquisition use. MIL-STD-963B establishes uniform procedures for the preparation of new DIDs to be approved for repetitive acquisition use. Proposed new DIDs shall be forwarded to the command PSS for approval. The PSS would then forward to the NAWCTSD Standardization Officer, and then to Defense Standardization Program Office (DSPO). After approval the DSPO would assign a DID number and make distribution.
  2. One-Time DIDs. A One-Time DID is approved for one-time acquisition use which is associated with a unique data requirement applicable to a single contract, or to multiple contracts associated with a single acquisition program. If there is no DID in the ASSIST Database that is appropriate for a data requirement, a One-Time DID can be prepared. A One-Time DID shall cover a single deliverable data product. A One-time DID shall be prepared in accordance with MIL-STD-963B. A One-time DID would be approved by the command PSS and NAWCTSD Standardization Officer.

5. The CDRL and DD Form 1423. The CDRL is a list of the data requirements that are authorized to be acquired for a specific acquisition, which is made a part of the contract. This list is prepared on DD Form 1423 and includes all forms of data (e.g. reports, lists, computer software, etc.).

5.1 Application. All contract data requirements on DD Form 1423 contained in acquisition packages or contractor submitted proposals shall be prepared by the Integrated Project Team (IPT), reviewed by the Product Support Specialists (PSS) and approved by either the appropriate Project Manager (PJM), Program Director (PD) or Data Requirements Review Board (DRRB) Chairperson. This function is to be performed prior to action by the Contracts Department.

5.1.1 DD Form 1423 Exemptions. The DD Form 1423 is not required for the following:

  1. Commercial item buys. See section 6.3 for a discussion of Commercial Data
  2. Data required by a standard FAR/DFARS/NAPS clause
  3. Data that is separately detailed under contract section's B through F

5.2 Instructions for Completion of DD Form 1423. The instructions in Appendix C provide direction for both Government and contractor preparation. See also Chapter 3 of DOD 5010.12-M that contains the DOD instructions for completion of DD 1423's.

5.2.1 Sources for DD Form 1423. The below formats of the 1423 are currently accepted by Data Management. If you have another format, please contact Code 6851 prior to submitting. Once the CDRL is approved, Code 6851 will scan the 1423s into Adobe Acrobat format. These scanned forms are used in the RFPs for purposes of providing 1423s that cannot be altered.

  1. Microsoft Word Format. Partially pre-filled forms containing typical training system CDRLs are identified in section 6.1 and available in Appendix D These forms can be used by industry so that offerors can propose data requirements for those performance based acquisitions where it would be appropriate.
  2. Adobe Acrobat PDF Format.

6. Data Selection

6.1 Typical Training Product Line Data. The lists and pre-filled forms in Appendix D are representative of the types of data typically purchased for each of NAWCTSD’s four product lines and the various sub-categories. These lists can be used to approximate the requirements of a new program but should be tailored by the IPT for specific use.

Product LineCDRL Selections
1
  • Training Devices and Simulators
  • Training Device Modifications
2
  • Training Content
3
  • Contract Instructor Services
  • Contractor Support Services
  • Procurement Services
  • Contractor Operation and Maintenance Services
4
  • ISD Analysis Requirements Intellectual Services
  • ISD Design Requirements Intellectual Services
  • Research and Development Intellectual Services

6.2 Legacy Data. If a baseline of original data is in existence, the data can be required by using the Revisions to Existing Government Documents, DI-ADMN-80925, DID. Complete revisions, change pages, etc. can be delivered. Using baseline documentation is more cost effective than preparing new data products. The original data would be provided to the contractor to update.

Follow-on acquisitions, multi-lot acquisitions, and modifications to existing training systems shall make maximum use of data acquired on the original acquisitions.

6.3 Commercial Data. When using Commercial Item Acquisition process or acquisition of commercial type items, the Government normally intends to acquire only the data customarily furnished to commercial customers and may not use DD Form 1423. Under these situations, it is recommended that Data Management be consulted early on in the market research process to assist in the determination that the data to be furnished will meet minimum Government needs.

7. Reviewing Contractor Submitted Data. Data shall be acquired electronically and in contractor format whenever practical.

7.1 Methods For Access, Review, and Storage. There are many methods to access, review and store data. The preference is to do as much as possible electronically. The decision on which method may best fit a particular acquisition may depend on the size (budget) of the program as there are costs associated with each method. Budget permitting you can plan early on in the program to use one of the methods below or you can have a method proposed by the contractors in their proposals.

  1. Computer Disks, Email, and Hard Copy. The use of hard copies should be limited. It may be appropriate for large drawings and classified data. Mailing the data on computer disks (any removable computer storage technology) can greatly consolidate the size of the data transferred between the contractor and Government but configuration management of changes will require extra attention. Emailing of the data is a simple low cost way to receive the data electronically.
  2. Virtual Private Networks (VPNs). A method of providing secure connectivity between Government and contractor LANs over public networks.
  3. Extranets. A method of providing limited remote secure access to specific areas of an intranet.
  4. Password Protected Contractor Web Site. While not as secure as the methods above, this is a simple low cost method where the contractor posts the data on their internet site and provides a password to access the Government data.
  5. Contractor Data Libraries. Generally used at the training system site when you want current operation and maintenance documentation readily available. On site contractor maintained data libraries can be hard copy or electronic. Hard copy might only be appropriate for data not easily reviewed on a computer such as drawings.

7.2 Review, Tracking, Approval and Acceptance of the Data.

  1. Review and approval of each data item is the responsibility of those persons identified in block 14 Distribution of the DD Form 1423.
  2. Acceptance procedures for the data are as specified in Contracts Department SOP 4-8 Administrative Procedures: TRANSMITTAL, ACCEPTANCE AND/OR REJECTION OF CONTRACT DATA ITEMS

NAWCTSD NAVAL AIR WARFARE CENTER
TRAINING SYSTEM DIVISION
ORLANDO FLORIDA


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Last Update: 21 March 2014