Identify Data Type Requirements

Identify Data Users

Identify Data Use/Processing

Identify Data User Infrastructure

Identify Type of Data Deliverable

Identify Data Format Required

Identify Data Interchange Standards

Identify Data Delivery and Access Media

The identification of information for inclusion in the NCoO is described in the following sections and shown in figure 1- 2. The project manager can employ and adapt this methodology to a specific acquisition to develop the program requirements for digital data delivery or access.

Identify Data Type Requirements

The project manager will need to gather the data requirements of all the data users and select the data types that are necessary to accomplish the program objectives. Each of the specific types of data required will be determined by the unique conditions and constraints associated with a specific program. The data types selected will ultimately influence data format, interchange standards, and media considerations. The best method for determining the types of data deliverables required is to extract the data deliverables list from the CDRL and to categorize the data types.

Table 1-1 depicts four major categories of data types in terms of technical functions performed for a typical defence system acquisition.

Table 1-3 illustrates that functional areas may be categorized in more detail (training, configuration management) to help in determining which supporting activities require which data deliverables to perform their function(s).

The project manager must also be aware of the various infrastructure modernization programs that are in place, or soon to be in place, to accept, manage and use digital data. Any data deliverables that will require updating and maintenance throughout the life cycle of the defence system (engineering drawings, TMs, LSAR, etc.) are excellent candidates for digital delivery and making use of the infrastructure modernization programs. Use of these modernization programs should be seriously considered during NCoO development. The project manager should certainly take advantage of these programs in place for the management and use of data deliverables in digital formats.

Identify Data Users

The project manager will need to identify the organization(s) requiring data and the functions of the organization. Program-specific conditions and constraints will determine which organizational areas require data. Once the required organizational areas have been determined, the name of the organization, the organization's function (what services they provide), the location of each organization, and the Point of Contact at each organization should be provided.

Table 1-3 is an example of data users for a typical program.

This information provides potential bidders with an understanding of the separation of work functions and the scope of geographic locations for data transmission requirements or other modes of data delivery or access. An added benefit from developing the Data Users Table is provided to the customer in terms of clarifying the functional areas required to support the defence system acquisition.

Identify Data Use/Processing

The project manager will need to consider how the data will be processed to make decisions on digital data requirements and format. The data use requirements may be influenced by the data user selected and the supporting infrastructure. For those that need to view the data only, a word processing file will suffice for most data types in lieu of paper. As users' needs become more sophisticated, such as a need to annotate/excerpt or more importantly, update/maintain or process/transform the data, standardized digital delivery becomes even more essential. The project manager will need to match the digital data deliverables to the existing or planned suite of equipment that makes up the users' infrastructure.

To complete this step in the NCoO process, the project manager needs to identify the deliverables required by the organizations using his data. An added benefit of this task is that as each organization determines its use of the data, deliverables are often discovered that are no longer needed and can therefore be dropped from the CDRL, resulting in a cost savings for the program.

Identify Data User Infrastructure

To assist the project manager in determining the user's infrastructure and how it will affect the type of data required, a data acquisition questionnaire has to be developed. Responses to the questionnaire will aid in giving not only potential bidders, but also the customer, a clear picture of the supporting infrastructure in place to support the defence system. The data users' infrastructure or data processing environment will influence several areas of the data acquisition process including delivery/access method, data format, interchange standards for the data, and media for data delivery. Since each supporting activity (data user) may have quite different infrastructures, the project manager will need to be aware of the various data requirements imposed by the different infrastructures and make attempts to bring commonality to the suite of tools available.

Identify Type of Data Deliverable

The project manager will need to identify the type of each data deliverable. Since composed products cannot normally be modified, this file type is recommended primarily for legacy data. Processable data files are the preferred data type for most new deliverables. Table 1-4 is an example of data deliverable types as well as other information for a program.

Identify Data Format Required

The project manager will need to identify the standards to be used and data format(s) for delivery, which is determined by the type of data deliverable. The chosen formats will affect interchange standards used and the media used for data delivery. Table 1-4 is an example of data format as well as other information for a program.

There is little benefit to receiving hard copy deliverables for any use other than view only. Realizing that most data generated by the contractor now starts out in some digital format (word processing, graphics development, spread sheets, CAD, etc.), the project manager should avoid hard copy format whenever possible. As a minimum, document image files (page description language files) should be considered for distribution in lieu of hard copy.

Most deliverables generated by the contractor can be utilized in their native format (processable data files) if the customer has a compatible suite of hardware/software or a CITIS environment is employed. Also, text, graphics, alphanumeric, audio/visual, and integrated data file formats lend themselves to applying the CALS standards for data interchange (see figure 1-2). However, it may not be cost effective to apply CALS standards to these data formats until the final deliverable.

For example: a TM will go through many iterations of authoring, review/comment, editing, and distribution before the final delivery. Typically, the manual is being developed on a word processor or desk-top publishing system. It may not be cost effective to invoke the CALS standard until such time that the customer has the infrastructure in-place or takes final delivery of the document and thereby becomes responsible for its configuration control, archiving, and maintenance. Therefore, the project manager may want to take advantage of the native file format during the early phases of the contract if compatible with the existing customer infrastructure.

Specific data formats and delivery modes should be stated on individual CDRL items. Proper safeguards should be used for classified information. In general, the following formats and delivery media are recommended for each data type

• Management and Administrative Data: This data should be available through CITIS. On-line management status data should be analogous to that available to contractor program managers.
• Product Description Data: Initial Graphics Exchange Specification (IGES). As digital format and delivery standards are introduced for additional product description data (i.e., intelligent product data, models, etc.), CDRL delivery requirements may be modified appropriately.
• Integrated Logistics Support (ILS) / Logistic Support Analysis (LSA) Plans and Reports: Mutually Agreeable Commercial Software (MACS) formats. Text-based documents should be generated in a commonly-used, word processing format. Ancillary graphics, spreadsheets, and other associated data files should be developed in common business software. These files should be provided as separate files in their native formats as well as incorporated into a master document. It is preferred that these files be delivered electronically over the communications network. Depending on file size and communication speed, this may necessitate file compression routines or floppy disk delivery. Relational database formats should be capable of being accessed via Structured Query Language (SQL). In the near term, LSAR data tables should be in accordance with MIL-STD-1388-2B; NATO's long term plan is to merge these data into a new international Acquisition Logistics Standards.
• Publications: Publications, manuals, specifications, and other documentation that will be updated and maintained over the life cycle of the programme should be developed in SGML and IETMs with graphics in Computer Graphics Metafile (CGM).

Identify Data Interchange Standards

Each of the data formats require certain interchange standards to remain CALS compliant. The project manager needs to identify the interchange standard required for each data format. However, these interchange standards will vary depending on the data types selected. User infrastructure will also influence which standards should be used. The required interchange standards should be stated in the Statement of Work (SOW) and the CDRL.

Identify Data Delivery and Access Media

The project manager will need to determine the data delivery/access media or mechanism required for each data type selected. Interactive access via CITIS should be the preferred method of data delivery. A variety of factors can influence the decision for a CITIS requirement, including program phase, data type and format, volume of data being delivered, lifetime of the data, the interchange standards required, and the cost to implement the system. The data delivery and access media should be specified in the SOW and CDRL.

The standards for delivery and access media are shown in Section 10 of this Handbook.