Original Date: 04/29/2002
Revision Date: 01/18/2007
Best Practice : Storing and Accessing Repair Specification Data
The Maintenance and Logistics Command-Atlantic’s proactive approach for storing and accessing repair specification data resulted in the standardization of recurring work list submissions and elimination of duplication of effort.
The Maintenance and Logistics Command-Atlantic’s (MLCLANT’s) Engineering Specification Branch provides specifications for commercial and government repair work, and provides technical support. Since 90% of ship repair work is recurring, work items are classified as Managed Items (MIs) which originate from the Cutter Class Maintenance Plan (CCMP). These items are maintained by the Subject Matter Expert (SME) and reflect MLCLANT’s latest policies (e.g., references, standards, and phrases). MIs have broad cutter class application and require little tailoring to fit a given class or unit. When an SME discovers the need to revise an existing MI, the SME submits a request for revision which consists of the revised MI, an explanation of the changes and why they are necessary, and any changes needed to the applicable list.
The section chief reviews the proposed changes, and approves, disapproves, or refers the changes to the Managed Item Package Generator (MIPG) Board which consists of the MIPG custodian, section chiefs, and branch chief. The MIPG Board discusses the proposed changes and responds to the SME whether or not to proceed with the changes. When a need arises to correct an obvious clerical error in an MI, the person finding the error notes the discrepancy, e-mails the MIPG custodian, and copies the e-mail to the SME. The MIPG custodian then makes the clerical corrections in the MI folder.
Running the MIPG is the first step in developing the first draft of a specification package. It ensures that the latest MIs are being used in the package. MIPG is a Macro application. In addition to the MIPG, the specifications branch maintains Standard Work Item Templates (SWITs). These templates are work items that recur frequently (e.g., type of door, door sizes and locations, drawing numbers), but require input from the Project Engineer (PE) to make them specific.
Current Ship Maintenance Projects (CSMPs) are written by the ship and submitted to the PE for approval. The CSMP provides the information needed by the specifications branch to complete the specification package. New (non-MI) work items require collaboration among the SME, PE, and Cutter Class Coordinator (CCC) to complete. Reference material and the latest applicable documents are researched and identified for use. A reference folder is available which contains links in finding specification data, as well as updated Standard Specifications, Federal and Military Specifications, Industry Standards, and links to Coast Guard and NAVSEA Drawings.
During the third Acquisition Team (A-Team) meeting, web-based feedback and post availability reports are used to identify opportunities for continuous improvement. SMEs, PEs, and CCCs continuously strive for improvement, so feedback on work items within a specification is encouraged. Basic IT technology is successfully leveraged to manage, store, and access repair specification data, avoiding duplication of effort and standardizing work list (WL) submissions. MLCLANT’s approach to new ideas and technology is continuing to bring new ways of doing business.
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