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MODULE 5 Finalizing the Software Surveillance Plan (SSP)

MODULE 5 Finalizing the Software Surveillance Plan (SSP). Lesson 1: The SSP Finalization Process Lesson 2: Creating a Formal SSP Lesson 3: The SSP Approval and Submittal Process. Purpose.

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MODULE 5 Finalizing the Software Surveillance Plan (SSP)

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  1. MODULE 5Finalizing the Software Surveillance Plan (SSP) Lesson 1: The SSP Finalization Process Lesson 2: Creating a Formal SSP Lesson 3: The SSP Approval and Submittal Process

  2. Purpose Given Student Guide and support materials, describe the Software Surveillance Plan finalization and formal Contract Management Office approval process. 2

  3. Module Lessons Lesson 1: The SSP Finalization Process Lesson 2: Creating a Formal SSP Lesson 3: The SSP Approval and Submittal Process 3

  4. What Will You Learn in This Module? This module: • Introduces you to the SSP finalization process • Will enhance your job knowledge and better prepare you for the SSP finalization process • Will give you several opportunities to practice what you learned in workshops following the lesson

  5. Lesson 1: The SSP Finalization Process Objective: Describe the Software Surveillance Plan finalization process.

  6. Lesson Objective Lesson 1: The SSP Finalization Process Objective: Describe the Software Surveillance Plan finalization process. 6

  7. Step 1: Plan The SSP finalization process falls within the planning step of the software surveillance process.  Chapter 3 Still here! Chapter 4 Chapter 5 Chapter 3, paragraph 3.18 7

  8. Applicable SAMI Paragraphs Finalizing the Program Software Surveillance Plan is described in paragraphs: • 3.13 Complete the Software Surveillance Plan • 3.14 Software Surveillance Plan (SSP) Approval • 3.15 Customer Notification DCMA-INST 203 8

  9. Complete the Software Surveillance Plan The purpose of the Complete the Software Surveillance Plan process is to: • Transition the implemented SSP template into a formal document [as a digital Portable Document Format (PDF)] • Ensure that all required “data entry” fields are completed • Ensure that a “quarterly”-based Software Surveillance Schedule is developed and added to the plan • Ensure that any needed attachment is documented and added to the plan • Ensure that the plan is complete and ready for management review and approval (digital signature—using CAC/Smart Card credentials) 9

  10. Process Steps This process involves multiple worksheet tabs from the Contract SSP template and consists of five steps: • STEP 1: Complete the SSP Document tab • STEP 2: Complete the Key Risks tab • STEP 3: Complete a Surveillance Schedule tab • STEP 4: Complete the Definitions and Acronyms tabs • STEP 5: Complete the LODs in the SSP Worksheet tab SSP Worksheet Definitions Acronyms Surveillance Schedule Key Risks Contract SSP Template SSP Document 10

  11. Step 1: Complete the Software Surveillance Plan Complete the SSP Document tab, which contains: • Cover/signature page • Table of Contents (TOC) • Revision History • Key Software Points of Contact (POC) • Software Surveillance Plan Purpose • Program/Contract Software Development Overview Contract SSP Template 11

  12. SSP Document Tab: Cover/Signature Page Cover/Signature Page requires: • The SSP Control Number • CMO Authority Approval (digitally signed) • All duplicate data from the SRR Worksheet (Automatically entered) 12

  13. Cover/Signature Page: Control Number The Control Number “YY-XXXXN” is broken down as follows: • YY = Last two digits of the current year • XXXX = A sequential control number (0001 through 9999) • N = The Region/Division to which the CMO belongs (E for East, W for West, C for Central, S for Special Programs, I for International) The Control Number is assigned by the Software Point of Contact (SW POC) during the CMO approval process. Once assigned to an SSP, it is to remain with the SSP it is assigned to for its entire life-cycle and is never changed. 13

  14. Table of Contents (TOC) The Table of Contents can be found in the second section of the SSP Document tab. The Software Professional must enter all attachments on this page if there are any. The Table of Contents section on this tab will be the same for all SSP Documents. 14

  15. Revision History The Revision History is the third section of the SSP Document tab. This information provides traceability and reference information about updates made to the document. The last revision date is the trigger for the annual review. PICK LIST: Numbers 1 through 10 PICK LIST: Numbers 1 through 10 • PICK LIST: • Major Update • Minor Update • Annual Update • Resubmittal to SEAM • Other 15

  16. Key Software Points of Contact (POC) The SSP’s POC list must be kept current to include staffing changes as appropriate. These are considered a minor change. 16

  17. Software Surveillance Plan Purpose • This is a DCMA explanation of what the SSP does for the customer. • It is a fixed statement that will appear on all SSP documents. • It cannot be changed. LOCKED 17

  18. Program/Contract Software Development Overview The SRR block should provide a brief narrative that includes the following: • Description of the purpose and function of the system/sub-system being acquired • Description of the Software Development effort This field is populated with previously entered data in the SRR tab. Contract and Lite SSP ONLY Contract SSP Template 18

  19. Step 2: Complete the Key Risks Tab The Key Risks tab contains: • PART I – Key Software Development Risks • PART II – How The Key Software Development Risks Will Be Monitored 19

  20. Key Software Development Risks and Monitoring • What are the KEY risks? • Only five risks can be entered: • Pick the most important • There may be more than five • Can be N/A (If all SCC = Low) • May change over time • Determine the KEY risks • Process Element Areas? • SQA • SCM • Sub-Contract Management PICK LISTS: 1 to 5 PICK LIST: KRISK-1-SQAKRISK-2-SCM KRISK-3-SM KRISK-4-SSM KRISK-5-SD KRISK-6-SR KRISK-7-C&UT KRISK-8-I&T KRISK-9-FQT KRISK-10-SWD KRISK-11-PLP/P KRISK-12-AO All Other Auto Calculated 5 x 5 WRR 20

  21. Key Software Development Risks and Monitoring, Cont. • Specific Process? • Peer Reviews • Information Assurance (Cybersecurity) • Risk Management • Customer Identified? • Formal Qualification Testing (FQT) (Safety Risks/Issues) • Schedule • Integration w/Legacy Software • If you identify any key risks, describe how you are going to monitor them: • Data Collection and Analysis (DMAS/DMAR) • Track and analyze suppliers’ “Risk Mitigation” efforts • Process Audit 21

  22. Risk Likelihood and Consequence Levels LIKELIHOOD CONSEQUENCE 22

  23. Step 3: Complete a Surveillance Schedule Tab Each Surveillance Schedule Quarterly tab contains: • Duplication of all: • Tasks/Activities documented in the SSP Worksheet tab • WRR for the Core Technical, Cost, and Schedule Elements • Planned frequency and hours for 3 months • Hours check tables 23

  24. Surveillance Schedule Tab You can CHANGE the months… EX: If the 1st Quarter of Surveillance begins in “March” then change Period Covered to March, April, and May • HOURS (Auto Calculated): • PLANNED FREQUENCY Hours Per Task/Activity from SSP Worksheet • PLANNED FREQUENCY: • How many times the Task or Activity is planned to be engaged for the month • Cannot exceed “Surveillance Frequency Allocated” Auto filled from the SSP Worksheet 24

  25. Surveillance Schedule Worksheet Errors The HOURS cell will show an error if a number is entered for Planned Frequency for a Task or Activity that has no Surveillance Frequency allocated. The Hours Check will turn the Total Frequency Planned and Total Hours Planned Tracking cells red if a number is entered and the aggregate is greater than the Surveillance Frequency allocated. 25

  26. Surveillance Schedule Tab Hour Totals • Hours for the tasks or activities are calculated at the bottom of the schedule and include: • Total hours per month • Total Full-Time Equivalent (FTE) per month NOTE: FTE = 1632 hours per year 26

  27. Step 4: Complete the Definitions and Acronyms Tabs The Definitions and Acronyms tabs contain: • Pre-defined definitions for terms as used in the SAMI, the SSP templates, and some common software-related terms • Pre-defined descriptions of acronyms as used in the SAMI, the SSP templates, and some common software-related acronyms Contract SSP Template 27

  28. Definitions and Acronyms Tabs Contents Add or delete any additional terms, definitions, and/or acronyms as needed. The tabs should contain only definitions and acronyms found in the SSP. 28

  29. Step 5: Complete the LODs Planned/Issued Section In the SSP Worksheet tab, complete the LODs Planned/Issued section if applicable. The LODs Planned/Issued section contains input requirements for identifying the sub-contractor and pertinent information regarding the LOD. • When you issue a LOD, in the SSP Worksheet tab you should also add a line item for managing the LOD to the CMO Unique section. Contract SSP Template 29

  30. LODs Planned/Issued Section There are multiple LODs Planned/Issued sections that can be unhidden if needed. Line item for LOD 30

  31. Questions 31

  32. Knowledge Review Question 1 • CMO Authority • SW POC • SEAM SP • CM POC Who is responsible for assigning the Software Surveillance Plan Control Number? 32

  33. Knowledge Review Question 2 • Major • Significant • Minor • Annual When completing the SSP Revision History, any change that increases or decreases the overall Software Resource Requirements by under 20 percent would be considered . 33

  34. Lesson Summary • Described the Software Surveillance Plan finalization process. 34

  35. Lesson 2: Creating a Formal SSP Objective: Describe the process for creating a formal Software Surveillance Plan.

  36. Lesson Objective Lesson 2: Creating a Formal SSP Objective: Describe the process for creating a formal Software Surveillance Plan. 36

  37. Creating the Formal Document DCMA-INST 203, 3.13.14. Prepare the SSP for Formal Approval states: • Save the implemented SSP template, then execute the process for converting the template into a formal portable document format (PDF) ready for the SW POC’s review and approval as described in DCMA-PAM 55.1, Compiling, Approving, Submitting, and Closing Out the Software Surveillance Plan (SSP). • Upon completion of the process, the SP shall submit the SSP to the SW POC for formal review and approval. DCMA-PAM 55.1 37

  38. Compile the SSP Steps 1–3 Review all tabs for accuracy and completeness Document tab order is listed in DCMA-PAM 55.1 1 Print and save each tab as a digital PDF 2 Combine PDFs into a sequential digital PDF 3 Adobe PDF Acrobat Pro X DCMA-PAM 55.1 38

  39. Step 4: Formal Document Naming Convention Name the file: Select the Combine Files button, and enter a file name using the following convention: • YY-XXXXN = The SSP Control Number • DCMA = This acronym is always required • CMO Name = This is the name of your CMO • Office Code = This is your email “Office Code” • Program Name = This is the name of the Program/Project/Contract for which the plan was developed “YY-XXXXN_DCMA_CMOName_OfficeCode_ProgramName_T_SCC_STATUS.PDF” 39

  40. Step 4: Formal Document Naming Convention, Cont. • T = This is an identifier to indicate the type of SSP • SCC = This is the Software Contract Criticality (SCC) Rating (entered in this order: Technical, Cost, and Schedule) of the SSP • STATUS = This is for the status of the SSP “YY-XXXXN_DCMA_CMOName_OfficeCode_ProgramName_T_SCC_STATUS.PDF” 40

  41. Questions 41

  42. Knowledge Review Question 1 • Name the file • Save each tab as a digital PDF using the “Save As” function • Review all tabs for accuracy and completeness • Combine PDFs into a sequential digital PDF Which of the following is NOT a step in creating the formal document process? 42

  43. Knowledge Review Question 2 The naming convention used to save the SSP once the files are combined is “YY-XXXXN_DCMA_CMOCode_ OfficeCode_ProjectNumber_T_SCC_ STATUS.PDF” • True • False 43

  44. Lesson Summary • Described the process for creating a formal Software Surveillance Plan. 44

  45. Lesson 3: The SSP Approval and Submittal Process Objective: Describe the Software Surveillance Plan approval and submittal process.

  46. Lesson Objective Lesson 3: The SSP Approval and Submittal Process Objective: Describe the Software Surveillance Plan approval and submittal process. 46

  47. CMO Approval Process The SW POC will assign the SSP Control Numbers to the SSP. The SW POC obtains the SSP compiled as a Portable Document Format (PDF) and indicates approval of the plan by digitally signing it. It is important to know the steps of the approval process because the SP may have to walk the SW POC through the procedure. 47

  48. Digital Signature SW POC digital signature steps • Insert "CAC/Smartcard" into the reader. • Open the digital PDF version of the SSP. • Select “Tools,” “Sign and Certify,” and “Place Signature.” • Select the “OK” button on the pop up message. • Scroll to "Concurred by (CMO Manager)" signature block. • Highlight the signature block. • Select the "Sign" button. • Select “Save” and select YES. • Enter a CAC/Smartcard PIN and click “OK.” DCMA-PAM 55.1 48

  49. Submitting to Customer Once the electronic copy of the SSP is approved by the SW POC, it must be provided to the customer. In some cases, the customer may not want to receive a copy of the Approved SSP, or may want to receive only key portions of the SSP. When this is the case, there are several options that may be executed. DCMA-INST 203 DCMA-PAM 55.1 49

  50. Exceptions to Submitting to Customer If the customer does not want the SSP, the SP obtains a written statement from the customer that specifies such, archives the document in their surveillance records, and is relieved from the SAMI requirement. If the customer only wants key portions of the SSP, the SP obtains a written statement from the customer that specifies such, archives the document in their surveillance records, and only submits a digital PDF or printed version of the SSP Worksheet tabs from the Approved SSP to the customer. 50

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