LESSON 2 Quality Assurance Post Award Orientation Conference

1. LESSON 2Quality Assurance Post Award Orientation Conference

2. Lesson Introduction Given a contract, students will be able to perform a Quality Assurance (QA) Post Award Orientation Conference (PAOC).

3. Lesson Objectives Upon completion of this lesson, you should be able to: • Explain the importance of a PAOC to the acquisition process. • Describe the QA PAOC process. • Determine the need for a QA PAOC. • Identify factors for consideration during a QA PAOC. • Outline the Quality Assurance Specialist (QAS) responsibilities to the QA PAOC.

4. Lesson Topics This lesson will cover the following topics: • Importance of PAOC • The QA PAOC Process • Determining Need for QA PAOC • Factors to be Considered • QAS Responsibilities to the QA PAOC

5. WIIFM? This lesson is important because: • Although not required for every contract, QA PAOCs can make a QAS’s job easier, particularly toward the end of a contract period. • Remember that the relationship between a QAS and a supplier is not adversarial. • A QA PAOC is intended to help all involved parties, DCMA and suppliers alike.

6. Overview • A PAOC is a meeting between the DCMA and the supplier in which contract details and expectations are reviewed in detail. • A PAOC can also be: • Conducted virtually (online meeting or teleconference) • A written communication (letter or email) • A physical meeting

7. Process Requirements – Federal Acquisition Regulation (FAR) FAR Subpart 42.5 - Postaward Orientation

8. Process Requirements – Defense Federal Acquisition Regulation Supplement (DFARS) DFARS Subpart 242.5 – Postaward Orientation DFARS Subpart 252.228-7001 – Ground and Flight Risk Clause

9. Question and Answer Which Federal Acquisition Regulation (FAR) clause drives the need for a Post Award Orientation Conference (PAOC?) • FAR 42.502 • FAR 46.104 • FAR 52.246-2 • FAR 46.470-2

10. Importance of PAOC Lesson Topics: Importance of PAOC The QA PAOC Process Determining Need for QA PAOC Factors to Be Considered QAS Responsibilities to the QA PAOC

11. Topic 1: Importance of PAOC A PAOC is conducted to make certain that all involved parties are aware of the contract requirements including: • Tasks • Technical requirements • Schedule/cost • Management • Expectations

12. Communication is Key 1 2 3 4 5 6 7 8 9 10

13. Two Practical Reasons “The single biggest problem in communication is the illusion that it has taken place.” – George Bernard Shaw Habit 5: Seek First to Understand, Then to Be Understood. – Stephen Covey 7 Habits of Highly Effective People • PAOC: • Ensures all required tasks are within scope • Provides clarification for all involved parties • When you lay everything out up front, things are much smoother later on. • PAOC Record • Exactly what was discussed • Potential issues • DCMA and supplier are managing: • Time • Expectations

14. Full PAOC Per DCMA Contract Technical Review (CTR) Policy, QAS recommendation for a full PAOC under these conditions. Supplier • Is new • Has a history of adverse performance • Received negative/marginal preaward survey results Contract • Contains First Article requirements • Contains DFARS 252.228-7001 clause • Involves aircraft operations or Aircraft Launch and Recovery Equipment (ALRE) Critical Safety Item (CSI) Item or service • Is critical • Is technically complex; potentially outside supplier’s demonstrated technological competency

15. The QA PAOC process Lesson Topics: Importance of PAOC The QA PAOC process Determining Need for QA PAOC Factors to Be Considered QAS Responsibilities to the QA PAOC

16. Topic 2: The QA PAOC process • QAS makes recommendation for full PAOC via the CRR eTool, in conjunction with CTR. • The QA PAOC is the quality assurance portion of the PAOC. • QAS is responsible for QA only PAOC process.

17. QA PAOC Process 1 2 3 4 5 6

18. Determining need for QA PAOC Lesson Topics: Importance of PAOC The QA PAOC process Determining Need for QA PAOC Factors to Be Considered QAS Responsibilities to the QA PAOC

19. Topic 3: Determining Need for QA PAOC • QA PAOC may not be required in all situations; however, there are times when a QA PAOC is mandatory. • Certain conditions allow for optional QA PAOC.

20. When to Determine Need for QA PAOC Contract Technical Review (CTR) Data Collection and Analysis (DC&A) is part of the Plan, Do, Check, Act (PDCA) cycle. Risk Assessment DC&A SOW GCQA Surveillance Planning Tech. Item Consequence Records Perform Surveillance System Req. Performance • QA Surveillance Methods • System Audit • Process Review • Product Exams Schedule/Cost Causes Product Release Exhibits Likelihood Data Pkg.

21. QA PAOCs When the Administrative Contracting Officer (ACO) chooses not to conduct a full PAOC, a QA PAOC may be required. Supplier • Is new • Has a history of adverse performance • Received negative/marginal pre award survey results Contract • Contains First Article requirements • Contains DFARS 252.228-7001 clause • Involves aircraft operations or ALRE CSI ALRE CSI MANDATORY Item or service • Is critical • Is technically complex; potentially outside supplier’s demonstrated technological competency

22. Optional QA PAOCs • QA PAOC may not be required under certain conditions: • Repetitive orders are issued with the same supplier • Supplier is performing satisfactorily on identical items • Some QA PAOCs may be conducted: • Virtually (online meeting or teleconference) • Via letter or other written document

23. Question and Answer Performing a QA PAOC may not be necessary when a supplier: • Is located less than 25 miles from a DCMA regional office • Has been audited by DCMA within the past two years • Provides written assurances of technical capabilities to fulfill the quality requirements of the contract • Is performing satisfactorily on similar items

24. Factors to be considered Lesson Topics: Importance of PAOC The QA PAOC process Determining Need for QA PAOC Factors to Be Considered QAS Responsibilities to the QA PAOC

25. Topic 4: Factors to Be Considered Factors to consider when planning a QA POAC include: • General considerations • Supplier-controlled factors • Access and disclosure • Product verification requirements

26. General Considerations • Hazardous nature exists that requires special precautionary measures • Results of previous PAOCs • Special packing, packaging, and identification, such as: • Radio Frequency Identification (RFID) • Item Unique Identification (IUID) • Other conditions, such as: • New personnel • New processes • Unusual circumstances

27. Supplier-Controlled Factors • Supplier’s Quality Management System (QMS) • Documented supplier commitments: • Staff • Facilities • Supplies • Personnel certifications, such as: • Nondestructive Testing (NDT) • Welding • Soldering • Make or buy decisions

28. Access and Disclosure Factors • QAS must have access to: • Supplier’s written QMS • Technical data, including drawings, specifications, and standards documents • Supplier’s facilities • QAS must be able to conduct surveillance and documentation • Photo • Discussions with supplier’s employees Mike Sutton (right), DCMA Albuquerque QAS, reviews drawings and contract requirements with Phil Buckner, Quality Control Inspector for Mobile Technical Systems, Inc., during an inspection. (Photo by Matthew Montgomery, DCMA Public Affairs)

29. Product Verification Requirements • Inspection and testing requirements: • Identify test equipment, calibration methods, and reference standards. • Define how inspection and test records will be documented and maintained. • Contract-defined testing, such as First Article and Production Lot testing • Special process controls for material treatments that cannot be verified through subsequent inspections or tests (i.e., nondestructive testing, metal plating) • Counterfeit parts mitigation strategies

30. Provisions Requiring Mutual Understanding • In-process inspection or test verification • Government approval of process procedures • Control of subcontractors for purchased supplies • Control of Government-furnished materials Parasha Vincent, DCMA Dallas QAS, inspects a Black Hawk aircraft assembly to ensure it meets all specification requirements prior to government acceptance. (Photo by Jo Adail Stephenson, DCMA Public Affairs)

31. Question and Answer Which of the following statements is accurate? • Contracts mandate which testing equipment a supplier must use in order to meet QA requirements. • Suppliers cannot use nondestructive testing methods for inspection because DCMA cannot verify the results. • A DCMA QAS does not have the authority to inspect a supplier’s proprietary engineering documents or materials. • A DCMA QAS ensures the supplier is aware of any special packing, packaging, and identification requirements for the contracted product.

32. QAS responsibilities to the QA PAOC Lesson Topics: Importance of PAOC The QA PAOC process Determining Need for QA PAOC Factors to Be Considered QAS Responsibilities to the QA PAOC

33. Topic 5: QAS Responsibilities to the QA PAOC QAS is responsible for the QA POAC including: • Planning • Conducting • Post QA PAOC tasks To Do List √ Complete PAOC report √ Send report internally √ Send report externally Ping Mark RE: Test equipment Ping Debbie RE: Visitor badges Update calendar

34. Planning the QA PAOC • Prepare an agenda! • Schedule the meeting • Time and location • Invite all necessary and optional attendees, including appropriate Contract Management Office (CMO) and buying activity technical representatives • Conduct a pre-meeting of all involved Government personnel in order to agree upon: • QA PAOC agenda items • Interpretation of quality requirements PAOC!

35. Conducting the QA PAOC • Document everything • Attendees • Questions/Issues • Decisions • Action Items • Stick to the agenda • Recap the meeting before adjourning • Summarize the discussion • Verify that all decisions and assigned action items are understood by everyone

36. Post-QA PAOC Tasks • Draft a post-QA PAOC report and send to: • All QA PAOC attendees • ACO & PCO • Buying Activity • Follow-up to ensure: • Questions are answered • Issues are resolved • Action items are completed • Supplier formal concurrence To Do List √ Complete PAOC report √ Send report internally √ Send report externally Ping Mark RE: Test equipment Ping Debbie RE: Visitor badges Update calendar

37. Tools and Additional Guidance • DD Form 1484: Post-Award Conference Record (optional) • QA PAOC Record (optional) • Requirement to maintain contract-specific documents in the official contract file [Integrated Workload Management System (IWMS)]

38. Question and Answer Post QA PAOC tasks include drafting a report and sending to all QA PAOC attendees, the FLS, and what two other parties? Select the two answers. • CMO Commander • ACO • Vendor • Buying Activity

39. Question and Answer How are action items and potential issues resulting from the QA PAOC documented? • In the DCMA eTool • In a PostawardConference Record • In the QA Policy • In the Contract Deficiency Report

40. Summary The QA PAOC: • Clarifies quality assurance and technical contract aspects/requirements for the supplier and QAS • Helps ensure contract completion to specified requirements and customer expectations • Documents clarifications, resolutions, and follow-up activities • DCMA requirements contained in CTR and QA PAOC policies

41. Questions

42. Handout: DD Form 1484 • Student materials contain a DD Form 1484(CMQ101_M3_L2_H1_dd1484.pdf) • Optional documentation tools are available in the QA PAOC Policy

43. Exercise: QA PAOC Process • Students work individually • Complete the QA POC Process exercise (CMQ101_M3_L2_E1_qapaoc_process.pdf) • Fill in the diagram using provided list • Be prepared to discuss with class • Time: 5 minutes