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EVMS Compliance Review Series #4 – Training to Prepare for Interviews

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Updated November 10, 2017
Updated December 15, 2020

DCMA Compliance Review Series

This is the fourth topic in a series discussing the DCMA Compliance Review (CR) process. It is the second update to the original series #4 Blog that was based on the instruction book from the DCMA Website that identified the “DCMA 16 Step (and then their 8-Step [UPDATE #2]) EVMS Compliance Review Process.” This change was documented in the DCMA “Earned Value Management System Compliance Reviews Instruction (DCMA-INST 208).” This Instruction has been rescinded and replaced with a set of DCMA Business Practices (BP). These Business Practices split out topics the old DCMA Instruction 208 covered in one document. Whether you are a contractor new to the EVM contracting environment or a seasoned veteran, if the Earned Value Management System (EVMS) compliance and acceptance authority is the Defense Contract Management Agency (DCMA), these new Business Practices apply to you.

This is a continuing discussion about the interviews that are part of the optional contractor self-assessments and as part of conducting any Compliance Review, Surveillance Review, or Review for Cause (RFC). The DCMA uses a standard set of interview forms for the control account managers (CAMs), project managers, integrated product team (IPT) leads, risk managers, business managers, and accounting. Contractors should use similar interview questionnaires to simulate the DCMA interview process as closely as possible to prepare the CAMs and others for the DCMA interviews.

CAM Interviews are Critical

While it is important to have successful interviews with everyone, the CAM interviews are critical. The CAMs are the primary interview subjects during a compliance review. The CAMs must be able to demonstrate they have a full understanding of their scope of work and show how they use the company’s EVMS artifacts to manage their work on a day-to-day basis, in addition to the normal weekly or monthly business rhythm. The CAMs need to have a good understanding of their role to provide acceptable responses to interview questions and to be comfortable with the interview process.

CAMs must be able to demonstrate a working knowledge of:

  • EVM,
  • The 32 guidelines in the EIA-748 Standard for Earned Value Management Systems,
  • The company’s EVMS,
  • How to perform the applicable data traces for their scope of work, and
  • How they fit into the grand scheme of the project.

The CAMs must also have a level of proficiency with the project control toolsets. Many companies use electronic CAM notebooks integrated into the EVMS Storyboard to assist the CAMs.

Three-Step Training for CAMs

Conducting training for the CAMs is an important preparation step. Based on our long history of successfully preparing CAMs, project managers, and others for compliance reviews, Integrated Baseline Reviews (IBRs), or surveillance reviews, we suggest a three-step training process for the CAMs.

Set Expectaions

Step 1. Conduct training sessions for the CAMs on what is expected during a DCMA interview. This training can include conducting an example group interview the CAMs and others can observe. The group interview session typically includes an open discussion at the end to critique the interview process.

  • What were the good techniques?
  • What could be improved?
  • What are some things to avoid?

This helps to set expectations and provides a preparation guide for the people to be interviewed.

White Hat Interview

Step 2. Conduct “white hat” interview sessions with the CAMs. These are more one-on-one mentoring sessions to help the CAMs through the interview process. Providing feedback at the end of each session reinforces the learning process and increases their level of proficiency. This dry run helps the CAMs to feel more comfortable with the interview process. It also helps to increase their confidence level and ability to think on their feet.

Black Hat Interview

Step 3. Conduct “black hat” interview sessions with the CAMs. For these sessions, the interviewers conduct the interview as if they were members of the DCMA review team. If the CAM is unable to undergo a thorough interview, the session evolves into a mentoring session to help them through the process. The “black hat” interview sessions should continue until each CAM is comfortable with the interview process.

Identify Deficiencies

A summary of the findings from the interviews can help a company to be proactive in addressing known issues. The goal is to identify any deficiencies whether in the EVMS design, implementation, end-user knowledge, or data quality. Deficiencies can be reported in self-assessment Discrepancy Report (DR) forms along with the corrective action plans that will be implemented to resolve the issue.

It is far better for the company to find and address any issues as part of the internal self-assessment process than to have DCMA find them during the formal Compliance Review. This can make a difference in whether or not DCMA issues Corrective Action Requests (CARs) or recommends moving to the next step in the compliance review process.

Contact H&A to help train your Control Account Manager (CAM) with one-on-one mentoring, conducting mock review interviews, or as part of preparing for an Integrated Baseline Review (IBR). We can be reached at (714) 685-1730 or email us.

EVMS Compliance Review Series

EVMS Compliance Review Series #4 – Training to Prepare for Interviews Read Post »

EVMS Compliance Review Series #3 – Using Storyboards to Depict the Entire EVMS

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UPDATE#1 NOVEMBER 10, 2017
UPDATE#2 DECEMBER 15, 2020

DCMA Compliance Review

This is the third topic in a series discussing the DCMA Compliance Review (CR) process. It is the second update to the original series #3 Blog that was based on the instruction book from the DCMA Website that identified the “DCMA 16 Step (and then their 8-Step) EVMS Compliance Review Process.” This change was documented in the DCMA “Earned Value Management System Compliance Reviews Instruction (DCMA-INST 208).” This Instruction has been rescinded and replaced with a set of DCMA Business Practices (BP). These Business Practices split out topics the old DCMA Instruction 208 covered in one document. Whether you are a contractor new to the EVM contracting environment or a seasoned veteran, if the Earned Value Management System (EVMS) compliance and acceptance authority is the Defense Contract Management Agency (DCMA), these new Business Practices apply to you.

EVMS Storyboards

The focus of this discussion is on using EVMS Storyboards to assist with the interviews and data traces that are part of any internal EVMS review, as well as during the conduct of any of Compliance Review, Surveillance Review, or Review for Cause (RFC). Storyboards can also be useful in supporting on-going surveillance activities. Even more important is their usefulness for training contractor and government personnel in how the EVM System operates.

Depict the Management System

An EVMS Storyboard depicts the entire management system as stratified flow diagrams with artifacts illustrating the inputs and outputs that demonstrate the system in operation. It is meant to clearly illustrate:

  • How the entire system functions (the flow),
  • Who is responsible for doing what (decision points and actions),
  • Products (forms, reports, outputs, and other artifacts), and
  • How all the process groups are interrelated to create a fully integrated EVMS.

Single Thread

The storyboard should also illustrate a single thread trace to demonstrate data integrity from beginning to end using actual project artifacts. Storyboards are an essential tool for training all levels of users and is invaluable for demonstrating to a customer or a review team how a contractor’s EVM System functions.

Formats

Storyboards can take many forms. The entire process can be displayed on panels or poster boards on a conference room wall. It can be contained in the EVM System Description document as an overall flow, or as segmented flows in the system description sections corresponding to the process flow. It can also be electronic or online flow diagrams with links to live artifacts.

The DCMA EVMS Center has made it clear that EVMS Storyboards are an important part of the compliance review process. During a compliance review, the contractor would be expected to use these stratified flow documents to walk through the various system processes. This includes the project manager, integrated product team (IPT) leads, control account managers (CAMs), and other functional leads. The various users of the EVMS should be able to use the storyboard flow documents to help tell their “story” and demonstrate data traceability using live project artifacts.

Compliance Review

When preparing for any compliance review, be sure to step through your EVMS Storyboard to verify:

  • It is complete and clearly illustrates how all the process groups are interrelated,
  • Roles and responsibilities are unambiguous,
  • Entrance and exit points are clearly marked,
  • Artifacts are up to date,
  • It accurately reflects how project personnel are using the EVMS to manage their work, and
  • All the data represented on the storyboard traces properly.

What if I don’t have an EVMS Storyboard?

If you don’t have an EVMS Storyboard in place, consider starting with the flow diagrams in your EVM System Description and building them out into a storyboard. An EVMS Storyboard is an essential tool to successfully navigate the compliance review process. It can help to prevent DCMA Discrepancy Reports (DRs) or Corrective Action Requests (CARs) being written because the DCMA review team didn’t know how to locate certain documents, or they didn’t understand how a process worked.

Humphreys & Associates can help you develop a new EVMS Storyboard or enhance your existing EVMS Storyboard, an important and cost saving tool. To contact us, (click here) or call (714) 685-1730.

 

EVMS Compliance Review Series

 

EVMS Compliance Review Series #3 – Using Storyboards to Depict the Entire EVMS Read Post »

New Integrated Program Management Report (IPMR) DID

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This coming change, likely to take effect in May 2012, applies to government contractual requirements (CDRLs) on contracts that require Earned Value Management (EVM) by most federal agencies. This is of particular importance to program and project managers, corporate EVM focal points and other staff that maintain a corporate EVM System Description or training materials. In some cases it applies to IT resources responsible for maintaining the schedule and cost toolsets used on projects.

A new Data Item Description (DID) for contract performance reporting and integrated master schedules was recently circulated for public comment.  The new DID, Integrated Program Management Report (IPMR), DI-MGMT-81466B, will replace the current Contract Performance Report (CPR) DID, DI-MGMT-81466A, and the Integrated Master Schedule (IMS) DID, DI-MGMT-81650.

A copy of the draft IPMR DID can be found on the PARCA (Performance Assessments and Root Cause Analyses) website. PARCA is part of the Office of the Assistant Secretary of Defense for Acquisition.  The Earned Value Management Division of PARCA is the DOD focal point for all policy, guidance, and competency relating to EVM.

In summary:

  • The IPMR DID combines the CPR and IMS DIDs into one
  • CPR Formats 1 to 5 become the IPMR Formats 1 to 5
  • The IMS becomes IPMR Format 6
  • There are a few content changes mostly confined to Format 3, which opens up the Baseline Changes (Block 6.b.) row columns
  • It adds a new Format 7, time phased historical data (an annual submission)
  • The electronic data delivery format is changing from the ANSI X12 standard to the UN/CEFACT XML standard

The initial comment period for the IPMR DID closed on January 31, 2012, followed with additional discussions with industry through the NDIA Program Management Systems Committee (PMSC). The likely publication date is early May 2012 but this is dependent on the final formal coordination process within OSD. The new DID will begin being applied on new contracts once the DID is approved.

The new DID does impact current EVM Systems as it will be necessary to reference the old and new terms and forms.  As a result, it may be necessary to update:

  • Training materials
  • System Description and Storyboard text, example formats and/or artifacts
  • Desktop instructions for producing specified formats
  • Software toolset outputs and electronic deliverables
  • Self-surveillance and subcontractor surveillance materials

Most cost and schedule software vendors are aware of the pending changes.  You may want to check with your toolset vendor of choice to see when they plan to have software updates available to support the new DID requirements.

Humphreys & Associates is available to provide resources, consulting and information on this topic. Click here to contact us.

New Integrated Program Management Report (IPMR) DID Read Post »

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