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Details

PM 352B Exam 4
Exam 4 Prep
121
Management
Not Applicable
05/07/2012

Additional Management Flashcards

 


 

Cards

Term
Critical Path
Definition
A sequence of discrete work packages and planning packages (or lower-level tasks/activities) in the network that has the longest total duration through an end point that is calculated by the schedule software application. Discrete work packages and planning packages (or lower-level tasks/activities) along the CP have the least amount of float/slack (scheduling flexibility) and cannot be delayed without delaying the finish time of the end point effort.
Term
Reprogramming
Definition
take funds from lower priority program (Bill Payer) within the total budget authority
Term
Below threshold
Definition
reprogramming (BTR)
actions are approved by the individual Services
and Defense Agencies. Do not meet the criteria
for prior approval or internal reprogramming.
Term
Reprogramming actions Congressional Prior Approval
Definition
requests are submitted through USD (C) to
Congress on DD Form 1415-1
Term
Reprogramming actions Congressional Prior Approval
Definition
Results in a procurement quantity increase of a major end item (unless specific congressional language allows additional quantities).
Term
Reprogramming actions Congressional Prior Approval
Definition
Affects a congressional special interest item. An exception is given if the funds will be used for the same purpose for which appropriated; then an Internal Reprogramming (IR) action would be used
Term
Reprogramming actions Congressional Prior Approval
Definition
Involves the use of the Secretary of Defense’s general transfer authority (i.e., movement of any amount of funds between appropriations).
Term
Reprogramming actions Congressional Prior Approval
Definition
An exception is given if the funds will be us for the same purpose for which appropriated; then an IR action would be used.
Term
Reprogramming actions Congressional Prior Approval
Definition
Establishes New Programs (i.e., New Starts), defined as any program not explicitly justified to and funded by the Congress.
Term
Reprogramming actions Congressional Prior Approval
Definition
Exceeds the dollar threshold for reprogramming between elements
Term
Internal reprogramming
Definition
is done through the use of DD Form 1415-3 and requires approval by the USD (C). Realigns appropriated funds to a different line item or appropriation for proper execution of the same requirement with no change in purpose.
Term
Congressional Notification Letter (Internal reprogramming)
Definition
(in advance of initiation) requires a 30-day notification to the Defense Committees.
Term
Following are appropriate for prior notification actions:
Definition
New programs or line items not otherwise requiring prior approval by Congress.
New procurement programs, including modifications, costing less than $20 million for the entire effort.
New development programs costing less than $10 million for the entire effort.
Initiation of safety programs or safety modifications costing less than $20 million for the entire effort.
Termination of programs falling within the “below threshold reprogramming” amounts
Term
Availability
Definition
is defined as the probability that an item is in an operable state at the start of a mission when the mission is called for at a random point in time. The user is most concerned about this parameter since it reflects the basic readiness of the system, and Ao may often be specified in the Capability Development Document (CDD)/Capability Production Document (CPD).
Term
Mean Logistics Delay Time (MLDT)
Definition
is an indicator of the average time a system is awaiting maintenance and generally includes time for 1) Locating parts and tools, 2) Locating, setting up or calibrating test equipment, 3) Dispatching personnel 4) Reviewing technical manuals, 5) Complying with supply procedures, and 6) Awaiting transportation. The MLDT is largely dependent upon the logistics support structure and environment.
Term
Best Practices and Use of COTS Software in Software Systems Development
Definition
• Viewing the software "content," particularly complex algorithms and functional flows, as enabling technologies requiring maturation and risk reduction prior to MS B;
• Developing architectural-based software systems that support open system concepts;
• Exploiting commercial, off-the-shelf (COTS) computer systems products;
Term
Best Practices and Use of COTS Software in Software Systems Development
Definition
• Allowing incremental improvements based on modular, reusable, extensible software;
• Identifying and exploiting, where practicable, Government and commercial software reuse opportunities before developing new software;
• Selecting the programming language in context of the systems and software engineering factors that influence system performance, overall Life-cycle costs, risks, and the potential for interoperability;
Term
Best Practices and Use of COTS Software in Software Systems Development
Definition
• Using DoD standard data and following data administrative policies in DoD Directive 8320.1;
• Selecting contractors with domain experience in developing comparable software systems; with successful past performance; and with a mature software development capability and process;
• Assessing information operations risks using techniques such as independent expert reviews;
Term
Best Practices and Use of COTS Software in Software Systems Development
Definition
• Preparing for lifecycle software support or maintenance by developing or acquiring the necessary documentation, host systems, test beds, and computer-aided software engineering tools consistent with planned support concepts;
• Preparing for lifecycle software support or maintenance by planning for transition of fielded software to the support/maintenance activity; and
• Tracking COTS software purchases and maintenance licenses.
Term
T&E of COTS Items
Definition
The program manager should develop an appropriate test and evaluation strategy for commercial items to include evaluating potential commercial items in a system test bed, when practical; focusing test beds on high-risk items; and testing commercial-item upgrades for unanticipated side effects in areas such as security, safety, reliability, and performance.
Term
Planning, Programming, Budgeting and Execution (PPBE)
Definition
Within DoD, these requests for future year funds are developed and evaluated in the
Term
The sequence of that budget execution process
Definition
1) administrative division (e.g., apportionment and allocation) of those appropriated funds; (2) steps in using (i.e., executing) and reporting the use of appropriated funds; (3) reprogramming appropriated funds to satisfy changes in requirements; (4) laws pertaining to proper use of appropriated funds; (5) statutory life of appropriated funds; and (6) the liquidation (i.e., payment) of those obligations made when contracts were awarded
Term
Apportionment Process:
Definition
The primary purposes of the apportionment process are to (1) achieve the most effective and economical use of amounts made available, and (2) prevent agencies from obligating funds in a manner that would result in a deficiency or require a supplemental appropriation.
Term
Impoundment
Definition
situations in which a President may desire to not apportion the budget authority contained in an appropriations act – even though he signed that act into law. The Budget and Impoundment Control Act of 1974 permits the President some latitude in the release of that appropriated funding. Under the provisions of that law, the President may identify a specific amount of funding contained in an appropriations act for a specific purpose and initiate an impoundment action. There are two types of impoundment actions specified in the Budget and Impoundment Control Act of 1974: deferral and rescission.
Term
A deferral
Definition
a temporary impoundment or withholding of funds (e.g., due to technical problems or schedule slip).
Term
A rescission
Definition
is a permanent impounding or cancellation of funds (e.g., due to program cancellation).
Term
Allocation
Definition
Subsequent to the OMB apportionment action, USD (C) allocates DoD’s budget authority to the various military services and defense agencies based on appropriations made by Congress.
Term
Bona Fide Need
Definition
Non-Economy Act orders citing an annual or multiyear appropriation must serve a bona fide need arising, or existing, in the fiscal year (or years) for which the appropriation is available for new obligations.
Term
Obligation
Definition
Provisions of US Code, Title 31, Section 1501 govern recording of an obligation. An amount shall be recorded as an obligation only when supported by documentary evidence of an order required by law to be placed with an agency or when other specific criteria are met.
Term
Types of Reprogramming Actions
Definition
There are four types of reprogramming actions available to DoD: (1) Congressional Prior Approval; (2) Internal; (3) Congressional Notification; and (4) Below-Threshold Reprogramming (BTR). The following policy statements pertaining to each type of reprogramming action are a combination of what is contained in the cited chapters of the FMR and the 10 Feb 2006 USD (C) memorandum on BTR actions.
Term
Misappropriation Act
Definition
US Code, Title 31, Section 1301, which deals with the application of monies appropriated by Congress, requires funds be used only for programs and purposes for which the appropriation is made. Generic examples of a violation of the Misappropriation Act include the use of one of the procurement appropriations for an effort that should properly be funded with an RDT&E appropriation or the use of an Operations and Maintenance (O&M) appropriation to buy an item for which one of the procurement appropriations should have been used
Term
Operation & Maintenance
Definition
1 year
Term
MILPERS
Definition
1 year
Term
RDT&E
Definition
2 years
Term
Procurement (excluding SCN)
Definition
3 years
Term
Procurement SCN (Shipbuilding & Conversion, Navy)
Definition
5 years
Term
MILCON
Definition
5 years
Term
Expired Funds
Definition
During the five year expired status period, which is the same for all Defense appropriations, only limited uses can be made of those expired appropriations. According to US Code, Title 31, Section 1553, during this “expired” status period, the appropriation account “retains its fiscal year identity and remains available for recording, adjusting, and liquidating obligations properly chargeable to that account”.
Term
Cancelled Funds
Definition
after the five year expired status period, any remaining balance in an appropriation account (whether obligated or unobligated) “shall be cancelled and thereafter shall not be available for obligation or expenditure for any purpose”.
Term
Contractor EAC (aka LRE)
Definition
Based on Detailed information
Updated periodically
“Bottoms-up” from Control Account Level
Term
Government Program Office
EAC
Definition
Review Contractor EAC/LRE
Formulas – Sanity Check
Identify Risk
Develop PMO EAC Range
Not “plug and chug” – more than just EV status
Add PM Perspective
Analysis and incorporation of all program data
Term
OSD/Higher HQ
EAC
Definition
Lack of Program Details
Usually Formula-Based at top level
Sometimes Related to Database (history of past programs)
Term
Budgeted Cost of Work Scheduled (BCWS)
Definition
= Planned Value - represents the value of work planned to be accomplished. When BCWS is portrayed over the contract period, it equates to the Performance Measurement Baseline (PMB), the time-phased budget plan against which contract performance will be measured.
Term
Budgeted Cost of Work Performed (BCWP)
Definition
Earned Value – represents the value of the work accomplished in relation to the PMB
Term
Actual Cost of Work Performed (ACWP)
Definition
Actual cost of work accomplished
Term
Cost Variance
Definition
BCWP – ACWP
Term
Schedule Variance
Definition
BCWP – BCWS
Term
Cost Performance Index
Definition
BCWP/ACWP
Term
Schedule Performance Index
Definition
BCWP/BCWS
Term
Estimate at Completion (General)
Definition
Actuals to Date + (Remaining Work/Efficiency Factor)
Term
Efficiency (Performance) Factors = Various
Definition
CPICUM
Composite (CPICUM x SPICUM)
3-Period (month)CPI
6-Period (month)CPI
Weighted (.8CPICUM + .2SPICUM)
Term
Efficiency Factor
Definition
Cumulative CPI: tends to be the most optimistic estimate
Term
Efficiency Factor
Definition
Composite (CPICUM x SPICUM): tends to be the most pessimistic estimate; weights cost and schedule equally
Term
Efficiency Factor
Definition
Three period (month) CPI: shows most current cost performance
Term
Efficiency Factor
Definition
Six period (month) CPI: shows longer timeframe for cost performance – may be more accurate (or less accurate) regarding true trends
Term
Management Reserve (MR)
Definition
MR is budget set aside for unplanned events that may arise during the course of a project. Because MR is budget that is not yet tied to work, it does not form part of the performance measurement baseline. The MR budget should be commensurate with the level of risks identified by the contract and/or withheld for management control purposes.
Term
Management Reserve (MR)
Definition
MR is part of the contract’s Negotiated Contract Cost (NCC), but MR is not included as part of the contract’s performance measurement baseline (PMB). MR will be applied to the PMB if and when previously unanticipated, in-scope work is realized.
Term
Management Reserve (MR)
Definition
MR is not used to offset accumulated overruns or under runs and it is not a contingency budget than can be used for new work or eliminated from the contract price during subsequent negotiations. The budget being held in reserve must not be viewed by the government as a source of funding for added work scope.
Term
Black Box:
Definition
Functional testing of a software unit
without knowledge of how the internal structure
or logic will process the input to obtain the
specified output
Term
White Box
Definition
Structural testing of the internal
logic and software structure provides an opportunity
for more extensive identification and testing
of critical paths.
Term
Field Testing:
Definition
Development Test and Evaluation
(DT&E) and Operational Test and Evaluation
(OA (Operational Assessment), IOT&E) events
must be designed to provide for data collection
processes and instrumentation that will measure
system responses and allow data analysts to identify the appropriate causes of malfunctions.
Term
IV&V
Definition
are risk-reducing techniques that are
applied to major software development efforts.
The primary purpose of IV&V is to ensure that
software meets requirements and is reliable and
maintainable.
Term
Hot Bench Testing:
Definition
Integration of the software
released from the SIL for full-up testing
with actual system hardware in a Hardwarein-
the-Loop (HWIL) facility marks a significant
advance in the development process.
Term
NTE
Definition
When you enter into a UCA using a NTE price you increase Section A (Face Value) and Section B (CLINs) by that NTE amount. However you only obligate 50% of the available funds on the contract in Section G.

Once the price is definitized/negotiated then the contract modification that definitzes it would reflect a negative amount for Section A (Face Value), a negative value for the CLIN(s) Section B, and an increase in Section G (Funding) to the amount obligated (assuming it is above the 50% amount originally obligated). Of course you must have 100% of the NTE on the document that "commits" the funds (ACD, PR&C, AF Form 9 etc.).
Term
The "Changes" clauses
Definition
both provide the Government the right to change a contract (design, drawings, specifications, description of services, place of performance, method of shipment or packing, time of performance). These clauses even give the Contracting Officer the unilateral right to direct the contractor to accomplish the change, but protect the contractor with the right to submit a request for equitable adjustment.
Term
The Changes Clause
Definition
(Noncommercial Contracts) at FAR 52.243-1 allows unilateral changes in the following:

(a) The Contracting Officer may at any time, by written order, and without notice to the sureties, if any, make changes within the general scope of this contract in any one or more of the following:

(1) Drawings, designs, or specifications when the supplies to be furnished are to be specially manufactured for the Government in accordance with the drawings, designs, or specifications.

(2) Method of shipment or packing.

(3) Place of delivery.

It does not allow you to extend the term of the contract
Term
Authorization
Definition
An act of Congress which permits a federal program or activity to begin or continue from year to year. It sets limits on funds that can be appropriated, but does not grant funding which must be provided by a separate congressional appropriation.
Term
Authorization Bill
Definition
Legislation that establishes or continues the legal operation of a program or agency for a period of time; sanctions a particular type of obligation or expenditure; limits the amount of budget authority provided; or authorize the appropriation of funds as necessary
Term
Appropriation
Definition
An authorization by an act of Congress that permits Federal agencies to incur obligations and make payments from the Treasury. An appropriation usually follows enactment of authorizing legislation. An appropriation act is the most common means of providing Budget Authority (BA). Appropriations do not represent cash actually set aside in the Treasury; they represent limitations of amounts which agencies may obligate during a specified time period
Term
Procurement appropriations
Definition
fund those acquisition programs that have been approved for production (to include Low Rate Initial Production (LRIP) of acquisition objective quantities), and all costs integral and necessary to deliver a useful end item intended for operational use or inventory upon delivery.
Term
Operation and Maintenance (O&M)
Definition
appropriations fund expenses such as civilian salaries, travel, minor construction projects, operating military forces, training and education, depot maintenance, stock funds, and base operations support. Military Personnel (MILPERS) appropriations fund costs of salaries and other compensation for active and retired military personnel and reserve forces based on end strength
Term
Research, Development, Test and Evaluation (RDT&E)
Definition
appropriations fund the efforts performed by contractors and government activities required for the Research and Development (R&D) of equipment, material, computer application software, and its Test and Evaluation (T&E) to include Initial Operational Test and Evaluation (IOT&E) and Live Fire Test and Evaluation (LFT&E). RDT&E also funds the operation of dedicated R&D installations activities for the conduct of R&D programs.
Term
Military Construction (MILCON)
Definition
appropriations fund major projects such as bases, schools, missile storage facilities, maintenance facilities, medical/dental clinics, libraries, and military family housing.
Term
Congressional Enactment Process (CEP)
Definition
Action by the Congress on the President's Budget (PB). Includes hearings, budget resolution, authorizations and appropriations acts. Result is appropriations (funding) for Federal Government.
Second of four phases in the DoD Resource Allocation Process (RAP).
Term
Congressional (Budget) Enactment
Definition
is a three-step process: (1) budget resolution, (2) authorization and (3) appropriation. The defense budget is a highly visible, politically sensitive portion of the President's Budget (PB), and its enactment is subject to frequent and significant delays as members of Congress attempt to use passage of the annual appropriations acts as a political tool.
Term
Supplemental Agreement
Definition
Bilateral written modification to a contract by which the government and the contractor settle price and/or performance adjustments to the basic contract. Best option
Term
Constructive Change
Definition
A contract change without formal written authority.
Term
Target Price
Definition
you are funded against the target price (cost + proffit)
Term
Budget Estimate Submission (BES)
Definition
The DoD component’s budget submissions to the Office of the Secretary of Defense (OSD) showing budget requirements for inclusion in the DoD budget during the Planning, Programming, Budgeting, and Execution (PPBE) process.
Term
Annual Funding
Definition
O&M, MILPER appropriations
Term
Incremental Funding – RDT&E -Exceptions
Definition
9, 15, and 18 month exception
Term
Procurement, MILCON
- Exceptions to Full Funding
Definition
Multiyear Procurement
Advance Procurement
Term
Procurement, MILCON Funding
Definition
Full Funding
Term
Annual Funding Policy - Applies to O&M and MILPER Appropriation Categories
Definition
Prepare annual budget request on basis of funding needed to operate and maintain DoD activities and pay personnel for a 12 month budget period
Term
Annual Funding Policy - Applies to O&M and MILPER Appropriation Categories
Definition
Intent of policy: To provide only those funds required to pay expenses associated with “normal” operations of DoD activities for a 12 month period
Term
Annual Funding Policy - Service Contract Exception
Definition
Exception to budgeting for “Fiscal Year” period
U.S. Code, Title 10, provides DoD authority to budget for and obligate funds for severable service contracts for periods crossing fiscal years provided the contract period does not exceed 12 months

Funds made available for a given fiscal year may be obligated for the total amount of that contract
Term
Incremental Funding Policy - Applies to RDT&E Appropriation Category
Definition
Prepare annual budget request on basis of incremental funding required to cover only those costs expected to be incurred for work to be done during a given fiscal year
Term
Incremental Funding Policy - Applies to RDT&E Appropriation Category
Definition
Intent of policy: To achieve effective “rationing” of scarce funds among research programs
Term
Full Funding Policy
Definition
DODI 5000.02 Requirement
Full funding (i.e., the inclusion of the dollars and manpower needed for all current and future efforts to carry out the acquisition strategy in the budget and out-year program), which shall be programmed in anticipation of each Milestone (A, B, C and FRPDR decisions
Term
Full Funding Policy
Definition
DOD Financial Management Regulation Requirement
For budgeting purposes, funding for each fiscal year shall be sufficient to procure complete, usable end items
Term
Full Funding Policy
Definition
This policy applies to:
programming and budgeting actions
required quantities on a “year-to-year” basis
quantities that can be delivered during a future 12 month period (as a maximum period)
each separate fiscal year as an independent action
Term
Full Funding Policy
Definition
This policy does not require the total procurement quantity desired over the entire life of the program
to be budgeted in any one single fiscal year.
Term
Advance Procurement Exception
Definition
Lead-time of the item is greater than life of the appropriation, or
Why an exception? Procurement action is not for a usable end item.
Term
Multiyear Procurement (MYP) Exception
Definition
Associated with Economic Order Quantity (EOC) of components, parts or materials of the end item
Why an exception? Contracted deliveries will exceed the 12 month funded delivery period. Congress normally appropriates on a year-to-year basis without committing to a program’s acquisition quantity.
Term
Exception to Full Funding Policy
Definition
A single contract for a specific quantity of usable end items to be delivered over a period of time greater than one year but not more than five years
Term
Multiyear Procurement - Benifits
Definition
Brings stability to the acquisition and budgeting process
Provides assurance to contractor of future years business, encourages contractor investment in manufacturing process, and increases contractor productivity = lower cost to government
Term
Multiyear Procurement - Potential Problems
Definition
Government liable for a penalty (in a decreasing amount) for early cancellation of contract
Can not budget for that cancellation/termination liability
Controversial concept (both in Congress & OSD)
Term
Cancellation Costs may cover:
Definition
Non-recurring Costs
Recurring Cost (with approval of Agency Head
and USD (C))
Term
Cancellation Ceiling is:
Definition
Negotiated along with other provisions of the contract
A decreasing amount each year
Not an additional amount to be budgeted
Term
Two types of Product Improvements - Changes to a Fielded System
Definition
One that increases performance (i.e., “enhances the performance envelope”)
One that does not increase performance
Term
Reprogramming
Definition
The “realignment of budget authority from a purpose fro which
appropriated to finance another (usually emergent) requirement.”
Term
Reprogramming
Definition
Only funds “currently available” for obligation can be
“reprogrammed.”
Funds identified in the FYDP can be “shifted” or “moved.”
Term
Reprogramming
Definition
A “Transfer” occurs when a reprogramming action results in
movement of budget authority From one appropriation to
another (i.e., O&M Army to O&M Navy, Aircraft Procurement
USAF To RDT&E USAF)
Term
Reprogramming - Internal
Definition
Requires approval of USD (C)
No change in purpose
Documents realignment of funds to a different line item
May be used to correct mistakes in appropriations
Does “not” mean “internal to a program”
Term
Reprogramming - Congressional Prior Approval
Definition
Procurement quantity increase
Affects item of “special Congressional interest”
Exceeds specific $$ thresholds
Establishes a new program – or
Involves the termination of an approved program
Usually done by Services as part of an annual omnibus
reprogramming submission
Term
Reprogramming - Congressional Notification
Definition
Congressional Notification
Requires 30-day notification to Defense Committee
No action until 30 days after such notification
Establishes a new program
Est. new “procurement” program, including mods costing
<$20M for the entire effort
Est. new development effort costing <$10M for the entire
effort
Initiation of safety modifications of <$20M
Termination of programs falling below BTR amounts
Term
Appropriation Life Cycle
Definition
Phase 1 current account(1 to 5 years), Phase 2 Expired Account(5 years), Phase 3 Closed Canceled account
Term
government to mandate metrics
Definition
In most cases, it is inappropriate for the government to mandate metrics or
manufacturing techniques to the contractor; that does not mean the government
shouldn't incent defense contractors to adopt proven best manufacturing
practices.
Term
The lean manufacturing process model
Definition
uses flat organizational structures to
encourage initiative and the flow of information to highlight and address defects,
equipment abnormalities, operator errors and organizational deficiencies. A lean
manufacturing environment strives to eliminate waste and achieve incremental,
yet continuous, improvement.
Term
Advanced quality systems
Definition
offer the potential to save significant operations and
support costs through dramatic gains in equipment reliability.
Term
A key aspect of a reliability
Definition
improvement is controlling variability in the production
and assembly process.
Term
Post Deployment Review (PDR)
Definition
afford PMs the opportunity for formal feedback on
recently fielded systems. The PM uses PDRs of the system, beginning at IOC, to
verify whether the fielded system continues to meet or exceed thresholds and
objectives for cost, performance, and support parameters approved at the full rate
production review.
Term
Post Deployment Review (PDR)
Definition
PDRs nominally occur every 3-5 years after IOC or when
precipitated by changes in requirements/design or performance problems
Term
The Defense Priorities and Allocations System (DPAS)
Definition
Program provides for
Special Priorities Assistance (SPA) to address critical production-related problems.
Although SPA can be an extremely useful tool for a rated program, it should not
be considered a panacea.
Term
FRPDR
Definition
is a major decision point – and reliability requirements are "requirements."
Decisions to "press on" in spite of less than stellar test results for system
reliability will eventually bring the program to a halt.
Term
Recovering from a major test failure
Definition
has potentially significant cost, scheduling,
contracting, acquisition strategy, test and evaluation, and software development
issues.
Term
Use of the "changes clause"
Definition
can allow rapid response to a programmatic
requirement but the specific rules for its use must be clearly understood.
Term
The ability to make a rapid Rough Order Magnitude (ROM)
Definition
estimate is necessary
at times to expedite a high priority contract action.
Term
System reliability and maintainability
Definition
are central to controlling operations and
maintenance costs. PMO personnel need to understand the meanings of the
various definitions of availability (inherent, achieved, and operational) and what
the contractor's design can (and cannot) affect.
Term
Legacy reuse and commercial software
Definition
offer the potential for major savings in cost
and schedule if used appropriately. PMO personnel must understand the risk
inherent in utilizing either of these software options.
Term
Evolutionary acquisition
Definition
can be used to reduce programmatic risk by providing
capabilities in increments when the necessary technology is mature. The user (and
MDA) must agree to any proposed revision to the approved acquisition
strategy/program structure regarding the delivery of user requirements.
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