Tenix Defence Systems Paperless Contracting: from Concept Development to Capability Deployment Using DCMS* and SGML/XML Technology in the Documentation Cycle DCMS = Document & Content Management System

Documentation Cycle

Templ3.ppt (Presentation Template) 3 Tenix Defence Systems Existing Defence Doco Processes  Expensive:  DAO budget ~ 2% of Defence Acquisition Budget  Prime’s Doco ~ 10% of contract price (e.g. ANZAC)  Doco for failed tenders must be amortised across those won  Doco for hundreds to thousands of subcontracts/POs  Costs too much time:  3-5 years from capability concept to contract  Concept doco  EOI  design study  tender  contract  1-5 years from contract to first capability delivery  Contract  subcontracts  engineering  production

Templ3.ppt (Presentation Template) 4 Tenix Defence Systems Existing Acquisition Processes  Risky  Inefficient evaluation of bid responses against requirements (time, access to relevant source docs)  Inadequate capture of negotiation contexts  Clauses  Amendments  Specifications  Difficulties connecting clauses to source data  Difficulties associating reports with requirements  Problems more difficult and costly to fix if not recognised early

Templ3.ppt (Presentation Template) 5 Tenix Defence Systems Problem Areas (cost & risk)  Authoring and assembling paper documents  Cost to discover and reuse existing knowledge  Cost and time to chase paper or reinvent the wheel  Difficult to learn from previous mistakes  Cumbersome/inadequate version and release controls  Existing word processing technology is unsuitable  Limited capabilities to enforce content and format standards  Style and other WP related conflicts cause system crashes when multiple authors work on the one document  Author expertise and time wasted on formatting  Cost of lost work and rework

Templ3.ppt (Presentation Template) 6 Tenix Defence Systems Problem Areas (cost & risk)  Circulating paper  Paper moves at snail-mail pace  Paper processes fundamentally sequential not parallel  Paper easily held up or lost: can delay or abort review process  Fragmentation and re-assembly for review problematic  Tracking, controlling and auditing paper  Can’t readily track progress or location of paper documents  Limited capacity to record contexts against paper content  No capability to maintain cross links from paper content to other documents or contractual requirements  Problems reading, manually administering and circulating reports

Tenix Defence Systems SOLUTION: ELIMINATE PAPER! PROGRESS ELECTRONIC DOCUMENTS AT LIGHT SPEED!

Templ3.ppt (Presentation Template) 8 Tenix Defence Systems US Paperless Contracting  $US 400+ M Standard Procurement System (SPS)  Major business analysis published to Web  Bespoke technology requiring dedicated hardware & systems  Based on American Management Systems Inc’s Procurement Desktop  SPS Probably the wrong type of solution for Australia  Too expensive  Too rigid  Not easily adopted by overseas or Australian suppliers  We can solve many of the same problems for a tiny fraction of the cost by establishing appropriate standards and generic applications

Templ3.ppt (Presentation Template) 9 Tenix Defence Systems Enabling Generic Technologies  Requirements development & tracking systems  Structured authoring (SGML/XML editors)  Document Type Definitions (DTDs) define & control document structure  Document structure determines formats, not author  Replacing MS Word with a structured editor might cut authoring costs by 50%  Document & content management systems (DCMS )  Vault (version and release controls)  Electronic workflow management  Structured query facilities  Component management and reuse  Tracking, reporting and audit capabilities  2-way link management

Templ3.ppt (Presentation Template) 10 Tenix Defence Systems Supporting Standards  Develop DTD (schema) standards to support the technology  DTDs can map document content to capability requirements  DTD control facilitates document component discovery and reuse  DTD control facilitates document assembly, fragmentation and re- assembly as required to facilitate review, evaluation and reporting  DTDs can encompass capability request and supplier response within the same container element to maintain 1:1 relationships between requirements and responses  Appropriate DTDs can maintain the 1:1 requirement to content relationship through all tiers of the supply chain  DTD derived styles and templates can even help tame MS Word

Templ3.ppt (Presentation Template) 11 Tenix Defence Systems Structured Authoring  Reduce document creation costs  Standardise content structure and presentation  Separate content development from formats  Find and safely re-use existing content  Flow-down content to form contract documents  Accrue savings from the whole supply chain:  Acquisition authority  Prime contractors  Lower tiers

Templ3.ppt (Presentation Template) 12 Tenix Defence Systems Progress At Light Speed  Automate review and signoff  Edit, review and approve docs via electronic workflows  Automate evaluations  Fragment, reassemble and circulate for review and analysis  Eliminate ‘paper chases’  Powerful searching of electronic content  Track progress and locate circulating documents at any time  Reduce cycle time from concept to delivery  Commerce at Light Speed vs snail mail

Templ3.ppt (Presentation Template) 13 Tenix Defence Systems Automate Monitoring & Audit  Maintain direct links between requirements tracking tool and document content  Automate tracking of supplier responses and performance against specific requirements  Automate reporting against specific requirements  Record and track annotations to tender responses and other documents  Achieve more detailed oversight sooner

Templ3.ppt (Presentation Template) 14 Tenix Defence Systems LOWER TIER PRIME DAO PRIME LOWER TIER NAVY ARMY RAAF PROTOTYPE selected doc types RFTRFT RESPONSERESPONSE CLIENT REQUIREMENTS CONTRACTCONTRACT LOWER TIER PRIME Proposed Demonstration Project  Structural concept DAO PRIME LOWER TIER NAVY ARMY RAAF PROTOTYPE selected doc types RFTRFT RESPONSERESPONSE CLIENT REQUIREMENTS CONTRACTCONTRACT STANDARDS DTDs, Schemas, Word templates for selected doc types

Templ3.ppt (Presentation Template) 15 Tenix Defence Systems Demonstration Project  Prototype enabled by existing technologies  Requirements tracking  Tenix: XTie  DAO: DOORS?  SGML authoring (Defence & many suppliers already own technology)  FrameMaker+SGML  ArborText Adept/Epic  XMetaL  DCMS  Tenix: existing SIM (RMIT) installation  Boeing: existing Parlance (XyEnterprise) installation  DAO: support for trial implementation?  MS Word  Everyone

Templ3.ppt (Presentation Template) 16 Tenix Defence Systems Demonstration Project  Proposed roles and responsibilities for prototype  DAO:  Sponsor project and help identify sources of funding  Acquisition management subject matter experts  DEFPUBS? DTD / MS Word template analysis & design  Tenix/other AIDN members:  Prime supplier/lower tier subject matter experts  SIM environment  Aspect/RMIT/other DCMS suppliers?  Project management  System integration  DCMS consulting & R&D

Templ3.ppt (Presentation Template) 17 Tenix Defence Systems Demonstration Project  Next Steps  DAO/Defence expression of interest and sponsorship  Establish joint working party  Determine sources of funding  /Vic Dept State & Regional Development has already indicated verbally that they would consider a request to provide some seed money.  Formalise and submit proposal