1. Sustainment Reporting CADE Sustainment Reporting
Lisa Mably

2. Sustainment Reporting Overview Contractor Cost Data
Agenda
Sustainment Reporting Overview
Contractor Cost Data
Future CSDR Co-Plan
Technical Data Reporting (TDR)
Description
TDR Examples
Maintenance/Repair Parts Reporting (-M/R)
Objective
History
Description and Definitions
-M/R vs TDR
-M/R Examples
DID Review: Process and Changes

3. National Defense Appropriation Act of 2017
Sustainment Reporting
National Defense Appropriation Act of 2017
Sustainment cost goal must be included in Milestone A review
At each milestone, Milestone Decision Authority must send a report to Congress including an assessment of cost drivers for life cycle cost
Requires that Program Manager and Contracting Officer ensure that cost data is collected for all programs over $100M
Recommendations for improving access to and analysis of O&S costs
Requires sustainment review five years after Initial Operating Capability (IOC) and throughout the life cycle of the program

4. Cost Analysis Data Improvement Memo
Sustainment Reporting
Cost Analysis Data Improvement Memo
Cost Analysis Requirements Descriptions for Independent Cost Estimates (ICEs) supporting Milestone Decisions occurring after October 1, 2017
Annual Cost Analysis Requirements Description (CARDs) format for service program budget submissions programs must use new format beginning in Fiscal Year 2018 (October 1, 2017)
is officially implemented
Clarifying policy on Indefinite Delivery/Indefinite Quantity (IDIQ) reporting
New SRDR format for Software Development and Software Maintenance

5. Sustainment Reporting Overview
1921-T used to capture sustainment technical data
For example: number of systems supported, depot events, repair actions, etc.
1921-M/R used to capture detailed maintenance event and repair data
Sustainment WBS same as CAPE O&S CES except with some added detail (not shown)
The 1921 and are the current formats for collecting contractor cost data.
These formats will be replaced by the FlexFile that will provide deeper insights, while reducing contractor costs
CSDR Plan
Meta Data
WBS
WBS Element
1921
1921-1
1921-5
1921-Q
1921-T
1921-M/R
SRDR
1.0
Sustainment Effort X
Replaced by -5 for Sustainment
Not used for Sustainment
1.1
Unit-Level Manpower
1.2
Unit Operations
1.3
Maintenance
1.3.1
Consumables and Repair Parts
1.3.2
Depot Level Reparables (DLRs)
1.3.3
Intermediate Maintenance
1.3.4
Depot Maintenance
1.4
Sustaining Support
1.5
Continuing System Improvements
1.5.1
Hardware Modifications X 
1.5.2
Software Support
1.6
Installation and Personnel Support
Partial View
Detailed Elements
Not Shown
1921 replaces
Now using 1921 with sustainment reporting structure
SRDR used to capture detailed software maintenance data
Reporting Threshold is Software Maintenance effort of $1M per year
replaces for sustainment
captures hours & material dollars by sustainment function
Categories better suited to sustainment-specific reporting

6. WBS Reporting Structure
Sustainment Reporting
Future Cost, Software, & Technical Data Co-Plan
WBS Reporting Structure
FlexFile
TDR
-M/R
Partial View

7. Sustainment Functional Breakout
Sustainment Reporting
Contractor Cost Data
1921
1921-5
Total 1.0
Sustainment Functional Breakout
Total 1.0
Increased use of Contractor Logistics Support requires need for sustainment cost CDRLs

8. Sustainment TDR Description
Sustainment Reporting
Sustainment TDR Description
Cost CDRLs are useless without cost drivers
TDR captures technical data elements needed to better understand and use collected cost data
The TDR collects cost drivers for various sustainment efforts from industry
Depending on cost data elements reported, related TDR data elements can be requested

9. Sustainment TDR, Example 1
Sustainment Reporting
Sustainment TDR, Example 1
TDR captures basic technical data like number of systems, usage and FTEs. TDR data elements are grouped by item type which relate to specific WBS elements

10. Sustainment TDR, Example 2
Sustainment Reporting
Sustainment TDR, Example 2
TDR captures basic maintenance related technical data as well. More detailed maintenance and repair part data can be collected using the –M/R (Discussed later).

11. Sustainment TDR, Example 3
Sustainment Reporting
Sustainment TDR, Example 3
Sustaining Support 1.4 includes many different cost elements. TDR captures technical data related to these various cost elements.

12. Sustainment Reporting
-M/R Objective
Objective is to collect maintenance event and LRU and/or repair part cost and failure data from contractors, equivalent to what we collect for organically repaired systems
Needed to better understand reasons for incurred cost and availability performance
Collecting this information is critical since maintenance accounts for a significant portion of O&S cost
Some of this type of data has been collected from contractors (e.g., JSF, Stryker) using CDRLs but we need to institutionalize the requirement to ensure analysts have same level of data currently available from organically repaired systems
Provides uniformity and data for all weapons systems and for all Services
Provides critical information needed to better understand cost, availability, and develop improved estimating techniques
Since this information is critical to assessing and managing cost/availability performance, it is assumed that contractors collect and use this data
Data allows us to :
Compare estimates to actuals – respond to accountability requests
System Level and Part/LRU Level MTBF actuals
Determine cost drivers and root cause of comparison differences
Prepare modification and new system estimates using analogies at the WUC, LRU and/or Part Level
Provides source information for PSBCA requirement and accurate decision support

13. -M/R History Sep 2014 Feb 2015 Feb 2016 June 2016 May 2016 Feb 2017
Sustainment Reporting
-M/R History
Held first O&S WG to discuss O&S community technical data requirements with participation from all US services and OSD
Discussed desire of O&S community for more insight into maintenance and repairs completed by contractors
Sep 2014
Feb 2015
Discussed possibility of –M/R like data collection at AV CIPT
Feb 2016
Briefed OSD leadership on O&S community desire for –M/R report
June 2016
Briefed Repair data collection at O&S CIPT
May 2016
Held first 1921-M/R O&S WG meeting
Feb 2017
Briefed 1921-M/R to Technical Data Focus Group
Jul 2016 Tech data briefed to Cost Leadership Forum
Mar 2017
Briefed Sustainment cost reporting & discussed -M/R with contractors and government O&S CIPT
Apr 2017
1st round M/R Comment & adjudication
May 2017
O&S WG, 1921-M/R Comment discussion
June 2017
2nd round 1921-M/R Comment & adjudication

14. Maintenance Event Report
Sustainment Reporting
-M/R Description
Maintenance Event Report
Repair Part Report
Maintenance Event
System/End Item Data:
End Item Number
End Item/Variant
Failure Data:
Non-Mission Capable
Scheduled Event
Failure Code
Failure Code Description
Repair Data:
Start/Completion Date
Org/Location
Maintenance Type
WBS ID
Labor Hours
Repair Parts
Repair Code/Description
Repair Part Data:
LRU or Part Name
881 Reference
Reparable or Consumable
Quantity
LRU or Part Number
NSN
WUC
FWG
Replacement Cost
Repair Cost
Collects information related to each maintenance event such as the specific system being repaired, location where the repair activity occurred, reason for failure, day failure was identified and day repair activity was completed
Identifies the LRUs and/or repair parts associated with each maintenance event
FORMAT 3 (1921-M, PART B)
FORMAT 3 (1921-R, PART C)

15. -M/R, Data Elements & Definitions
Sustainment Reporting
-M/R, Data Elements & Definitions

16. -M/R, Data Elements & Definitions
Sustainment Reporting
-M/R, Data Elements & Definitions

17. TDR, Higher-level Metrics
Sustainment Reporting
Sustainment –M/R vs TDR Data
TDR, Higher-level Metrics
-M/R, More detailed-level maintenance event and repair parts metrics similar to organically supported programs
Maintenance Event
System/End Item Data:
End Item Number
End Item/Variant
Failure Data:
Non-Mission Capable
Scheduled Event
Failure Code
Failure Code Description
Repair Data:
Start/Completion Date
Org/Location
Maintenance Type
WBS ID
Labor Hours
Repair Parts
Repair Code/Description
Repair Part Data:
LRU or Part Name
881 Reference
Reparable or Consumable
Quantity
LRU or Part Number
NSN
WUC
FWG
Replacement Cost
Repair Cost VS

18. Sustainment Reporting, TDR and –M/R Example

19. -M/R Reporting, Example 1
Sustainment Reporting
-M/R Reporting, Example 1
Contractor Managed Repair with Contractor IT System
Effort includes scheduled and unscheduled events and DLR management/repair activities
Contractor would have knowledge of most all required information

20. -M/R Reporting, Example 2
Sustainment Reporting
-M/R Reporting, Example 2
Repair Only Contract
Contractor is required to repair components but lack knowledge of what happened before receiving them
Specific system/end item may be unknown (i.e., serial number and variant)
Non-Mission Capable data item would not apply
Components may have been unscheduled removals or scheduled removals

21. 52 Total Comments Received
Sustainment Reporting
52 Total Comments Received
Received comments from 12 organizations
Comments fell into the following four main areas:
Administrative
Intended use
Can it be used for O-level maintenance? D-level maintenance?
Does it apply to space systems? Ships?
Policy (Does/Does not apply)
Add data fields
52 Comments 6
Accepted:
End Order Code on –M not needed. This field should instead be used to identify variant.
WBS field on –R unclear. This field should be 881 Ref to allow mapping of parts to 881 WBS.
Many meta data items not required/used for –MR. This needs to be made clear.
Correct some typos
Improve some definitions as needed
Rejected:
Remove the form
Exclude the Navy
Exclude programs that have already passed their IOC Milestone
Include labor cost (not just hours)
Document
Accepted
Rejected
M/R DID 48 4