Identify Data Type Deliverables

Data Users

Identify Data Use/Processing

Identify Data User Infrastructure

Identify Type of Data Deliverable

Determine Data Format

Determine Data Interchange Standards

Determine Data Delivery and Access Media

Physical Media

Telecommunications

BACKGROUND INFORMATION FOR NCoO DEVELOPMENT

The NCoO must provide potential bidders an understanding of specific customer needs for technical information throughout all relevant life-cycle activities of the defence system. The NCoO must be thoroughly developed for potential bidders to respond with a proper CAC. Therefore, the acquisition of technical data by the Programme Manager requires a detailed definition of data requirements. The effective definition of these technical data requirements necessitates the complete identification of data needs and uses. A flow chart of the entire process is shown in figure 1-2.

Identify Data Type Deliverables

Data type deliverables are the data requirements specified on the Contract Data Requirements List (CDRL) for a typical program categorized by program function and type. A survey of supporting defence system activities during the requirements determination process will establish data requirements. Sample data types to be digitally developed, accessed and/or delivered, and maintained are listed in table 1-1. Note that this table is not intended to be all inclusive, nor are all deliverables listed required for all projects; the list of deliverables must be tailored to the project requirements.

TABLE 1-1 Typical Data Type Deliverables

The data deliverables should be categorized by discipline, functional activity, type, or other such groupings to facilitate a standardized approach to applying the CALS digital data standards and specifications.

Data Users

Identify Data Use/Processing

• View Only - the ability to examine a data file without the ability to change it. This includes viewing selected portions of one or several documents as well as side-by- side comparisons of documents.
• Comment/Annotate - the ability to evaluate and highlight for future reference or to make annotations, approvals, and comments without the ability to change the original file. Annotations are associated with a specific item or location within a document such that the annotations are displayed whenever that point or area of the document is displayed.
• Update/Maintain - the ability to change data either directly or through controlling software in the active files on the host computer.
• Extract/Process/Transform - the ability to extract and modify the format, composition, and structure of the data into another usable form.
• Archive - the placing of data into a repository to preserve it for future use.

Identify Data User Infrastructure

The availability of digital data processing and telecommunications technology and approved standards for creation, storage, transmission, data protection, and integrity of data at the time of delivery or access are important criteria for acquisition decisions. The current and projected capabilities of both the contractor and of defence agencies must be assessed with respect to program needs and schedules.

The NCoO is an excellent vehicle for making these determinations. Project managers should plan to access or acquire digital data products rather than hard copy unless a clear case can be made that the costs will outweigh the life-cycle benefits.

The data user infrastructure is the computing environment available to a particular user. This environment establishes the data processing capabilities of that user. The following areas identify a user's infrastructure:

• Hardware: Determine the current and planned hardware available to support the program.
• Software: This is the most critical element. Interoperability will normally be achieved through the use of software. Again, determine both present and future software applications and availability.
• Networks: Determine the local- and wide-area networking capabilities and whether CITIS will be used.
• Computer support personnel: Consider the skills and expertise required to establish, operate, and maintain a functional and reliable computing environment.
• Communications: Determine data communication capabilities.

TABLE 1-2

Identify Type of Data Deliverable

Following are types of digital deliverables supported by delivery and access methods specified by project managers.

Composed Products: Human interpretable documents in digital image format. These items cannot be further processed since they are complete, published entities. Examples of data products that could be delivered or accessed in this format include legacy engineering drawings, technical reports, and test plans.

Processable Data Files: Machine readable dynamic information that includes revisable source data for multiple data applications, thus enabling standard and custom documents to be generated and the source data to be manipulated. Examples of processable files are LSAR files, files extracted as subsets of computer-aided design files, and technical manual text files delivered in Standard Generalized Markup Language (SGML) format.

Determine Data Format

The following data formats are the forms in which each of the types of data deliverables can be procured. Refer to figure 1-2 for their relationships to the type of data deliverable.

• Document Image File
• Text File
• Graphics File
• Alphanumeric File
• Audio/Visual File
• Integrated Data File

Determine Data Interchange Standards

In order to ensure the proper sharing and exchanging of information across dissimilar systems, the project manager should consider the possible loss of intelligence when translating information from one data format to another (whether the format is standard or not). The following types of interchange standards are used with data formats:

• Document Image Standards
• Text Standards
• Graphics Standards
• Application Unique/Data Standards

Determine Data Delivery and Access Media

The two options that an project manager may use to support digital delivery requirements are physical delivery and on-line delivery via telecommunications. Digital delivery and access requirements are specified through the SOW, the CDRL, and specific Data Item Descriptions (DID).

Physical Media

Magnetic tape is a mature, stable technology that is able to handle the large volumes of data typically associated with a major defence system acquisition. Magnetic tape standards are well defined, and little additional investment cost will be involved. However, other media may be more efficient and, therefore, preferred. Magnetic disk is also widely implemented on personal computers and work stations and may be the physical medium of choice for small business contractors. Several primary de facto magnetic disk formats are available but no official standard has been accepted. Compatibility problems exist, but can be overcome with only moderate effort. Optical media is used here as a generic term to include Compact Disk-Read Only Memory (CD-ROM), Compact Disk Interactive (CDI) and Digital Video Interactive (DVI), Write Once and Read Many Times (WORM), and erasable optical disk. These media are ideal for mass distribution and archival purposes for large volumes of data.

Telecommunications

On-line delivery may be achieved via two methods:

1. Delivery of CDRL items from a contractor sending system to a customer receiving system via telecommunications download; or
2. In-place delivery, which allows data items to be stored and maintained at a contractor's site for retrieval and display via telecommunications using a customer terminal, personal computer, or workstation.

On-line access, as distinguished from on-line delivery, refers to the situation in which an organization accesses data items through CITIS services, or other similar information management services, as negotiated in the contract.

Secure, on-line transmission of the full volume of data for defence systems is technically feasible but severely taxes current telecommunication networks. In the near term, telecommunications may be limited to electronic mail exchange of high-priority technical data, the use of mutually agreed EDI transactions, or other clearly defined uses such as CITIS access. On-line interactive access provides immediate and timely data access for custom report generation, document generation, and on-line request of information transmitted as composed products and processable data files. Project managers should give preference to use of CITIS for performing the functions of updating, storing, controlling, reproducing, and distributing data items. As an interim standard, MIL-STD-974 provides information concerning core and tailorable CITIS functions which should be specified in the SOW and listed as contract line items. In the long term, cost effectiveness will be essential for successful implementation of a totally integrated defence system database.

Upon completion of the NCoO, the logistics manager responsible for technical data will be prepared to enter the solicitation and source selection process with a firm CALS implementation strategy and knowledge of the needs and capabilities for acquiring and using digital data