Support Solutions Envelope

1

• Support Solutions Envelope
• and the
• SSE Compliance Process
• Tailored, evidence based, risk focused

2
Presentation Objectives

• To enable a user to
• Understand that an assessment of SSE Compliance
  is a CDM requirement, and how this will support D
  JSC Assurance
• Understand the Support Solutions Envelope (SSE)
• Understand the SSE Compliance Process (how to use
  the SSE)
• Understand that the SSE Compliance Process will
  assist with Support Solution Development
• Identify the Through Life Support (TLS) Support
  Improvement Team (SIT)

3
SSE Team Organisation
SSE Manager (KSA 2 4) Mr Dennis Martin ABW 32428
SSE Manager (KSA 1 3) Lt Cdr Heather Fraser ABW
32545
Website Compliance Tool (Mr Dennis Martin)
4
Importance of SSE

• SSE ensures that support proposals
• Are effective in meeting user requirement
• Are coherent with other support solutions across
  Defence
• Provide value for money
• Do not create unacceptable operational risk.
• Assessment of SSE Compliance is required by
• DES Standing Instructions (SI) 9, 10, 11 and 21
• SI provide PT Leaders with policy and instruction
  on the appropriate discharge of their delegations
  and responsibilities from Chief of Defence
  Materiel (CDM).
• Acquisition Operating Framework (AOF)
• The Operational layer of the AOF confirms that
  the use of the SSE by PT is required by CDM.
• Smart Approvals Guidance Version 10.0

5

• Understanding the SSE

6
SSE Purpose

• The SSE identifies the support policies that are
  deemed so critical to Defence that a Project Team
  (PT) must consider them when developing a support
  solution for an equipment or capability
• The SSE is a business tool
• Which project teams use to record evidence of
  compliance with applicable support policies.
• That provides the primary mechanism by which the
  Through Life Support, Support Improvement Team
  (TLS SIT) delivers its advice and guidance
  outputs.
• That will assist DES governance of projects in
  identifying risk to the delivery of the support
  solution via the assurance process particularly
  at Initial Gate (IG) and Main Gate (MG), and will
  assist customer acceptance of In-Service
  capability.

7
Snapshot of SSE in the AOF
8
Functions of SSE

• Signposts critical support policy
• Allows a PT to provide assessment of compliance
  against only the tailored GPs
• Identifies support SME / POC
• Provides a framework for a PT to develop
  support proposals / solutions
• Provides a process to gain progressive
  confidence in support solutions as they develop,
  and are ultimately delivered
• Supports DES Governance of Project approvals
  and Business Case submissions
• Is applicable to all equipment and Information
  System (IS) (Service Management) projects

9
SSE Content

• Governing Policies (GP)
• Set of GP for each of the 4 Key Support Areas.
• Compliance Tools
• Separate tools for each of the 4 stages of the
  Acquisition process.
• One for Urgent Operational Requirement use.

10
Anatomy of a Governing Policy

• Scope
• The requirement for the policy, including the
  benefits it brings to the MOD and PT
• Applicability
• A single paragraph outlining to which types of
  project the GP will apply
• Underpinning Policy
• The title of the documents that underpin the
  compliance tests within the GP
• Compliance Tool - Evidence Requirements
• Evidence requirements (that must stem directly
  from the underlying policy document) are
  contained within the SSE Compliance Tool and must
  be measurable, consistent objective
• Supporting Information
• Hyperlinks to relevant references and supporting
  information that will assist projects in
  achieving compliance
• Sponsoring Authority
• Title and contact details of the sponsor of the
  GP
• Subject Matter Experts (SME)
• A list of those nominated personnel who are
  qualified, responsible and resourced for
  providing authoritative advice and guidance for
  Ensurance and Assurance activity to the PT, KSA
  Owners and SIT.

11
Ensurance / Assurance GPs

• GPs are categorised as either Assurance or
  Ensurance
• ASSURANCE
• The independent analysis of the Evidence
  Requirement Matrix to either confirm that the
  support solution is compliant with extant policy,
  or quantify the risk of non-compliance in terms
  of the impact on operational effectiveness and /
  or whole life cost.
• ENSURANCE
• The Project Leader or his delegated officer
  confirm that the support solution is compliant
  with applicable extant SSE GPs.

12
Key Support Areas

• GPs are grouped into 4 Key Support Areas (KSA)
• KSA 1 Logistic Support and Sustainability
• Owner Head Through Life Support
• Owners representative Log Ops-PolPol Support
  SO1.
• KSA 2 Supportability Engineering
• Owner Head Through Life Support
• Owners representative DES JSC TLS-Pol-PC.
• KSA 3 Supply Chain Management
• Owner Head Supply Chain Management
• Owners representative DES SCM-PolComp-PolDevSO1
  
• KSA 4 Logistic Information
• Owner Hd Log NEC Programme
• Owners representative Log NEC Progs-SO1 Reqts
  and Process .

13
KSA 1 Logistics Support Sustainability

• GP 1.1 Logistics Support and Sustainability
  Requirements
• GP 1.2 Contractors on Deployed Operations (CONDO)
• GP 1.3 Support Continuity

14
KSA 2 Supportability Engineering

• GP 2.1 ILS Process and Support Solution
  Development
• GP 2.2 Reliability Encompassing ARM and RCM
• GP 2.3 Obsolescence Management
• GP 2.4 Automatic Test Systems and Test and
  Measurement Equipment
• GP 2.5 Configuration Management of Defence
  Material
• GP 2.6 Technical Information and Data
• GP 2.7 Disposal
• GP 2.8 Training and Training Equipment
• GP 2.9 Manpower and Human Factors Integration

15
KSA 3 Supply Chain Management

• GP 3.1 Supply Chain Management
• GP 3.2 Codification and Item Ownership
• GP 3.3 Inventory Planning
• GP 3.4 Packaging and Labelling
• GP 3.5 Material and Financial Accounting
• GP 3.6 Fuels, Lubricants and Industrial Gases
• GP 3.7 Equipment Air Portability

16
KSA 4 Logistic Information

• GP 4.1 Logistics Information Requirements
  Planning
• GP 4.2 Information Systems and Services
  Requirements Planning

17

• SSE VIEWS

18
Compliance Tool Summary Page
19
Compliance Tool Example
20
SSE Summary
KSA 1
3 GPs
KSA 2
9 GPs
KSA 3
7 GPs
KSA 4
2 GPs
21

• SSE Compliance Process

22
SSE COMPLIANCE PROCESS
NOTE EACH BOX IS HYPERLINKED TO OTHER SLIDES
REVEALING MORE DETAIL
Click on Boxes for more detail
Requirement for SSE Compliance identified
Assurance is a through life activity
PT present Assurance Statement to DESIB
START
Assurance Plan Update
Assurance Plan Agreed
SSO Assigned
Support Solution Statement
Initial briefing
SSE Tailoring
Support Assurance Review (SAR)
Compliance Assessment
SSO Review
Update SSE Compliance Tool
Baseline SSE Compliance Tool
Final SSE Compliance Tool
Support Solution Report
Establish the Compliance Requirement
Policy
Project Team (PT) Develops Support Solution
(producing agreed SSE evidence)
Assurance
SME Advice Guidance
Assurance Plan
23

• Support to Assurance Activities.

24
Support Solution Report Process
Assurance Plan
PT Deliverable
Pre-MG
DESIB 6/8 Months
SAR
MG
MG Ver 1.0

• - SSE Tailored
• Baseline Evidence requirements agreed
• SAR Target date set

25
Support Solutions Report
SUPPORT SOLUTION STATEMENT REFERENCE COMPLIANCE
TOOL EXECUTIVE SUMMARY RISKS AND MITIGATION
REQUIRED
SUPPORT SOLUTION REPORT TASK RISKS AND
MITIGATION REQUIRED SUPPORT SOLUTION
DEVELOPMENT INTERDEPENDENCIES OPPORTUNITIES CO
NCLUSION
Risk and Mitigation
26
SAR Outputs

• Support Solution Statement
• Risks identified and agreed between IPT
  Functional Assuror
• Mitigation agreed and work required for next
  phase
• Assurance Plan updated
• Aim to assist IPT gain Functional Assurors sign
  off

27

• Support Improvement Team
• (SIT).

28
Support Improvement Team Organisation
29
Support Improvement Team

• The primary purpose of the Support Improvement
  Team (SIT) is to provide authoritative, timely,
  high-quality and appropriate policy, advice and
  guidance to Operating Centres on the development
  and improvement of their coherent and effective
  support solutions.
• The SIT is part of Joint Support Chain (JSC),
  Through Life Support (TLS) and consists of
• Operating Centre facing teams that provide advise
  and guidance,
• An OF4 lead Support Process Development (SPD)
  team that will provide a focal point for SIT ways
  of working and process development including the
  SSE.
• SIT Leads (OF4 / B2s) head Operating Centre
  facing sub-teams and provide a point of contact
  and focus for Operating Centres on support
  solution issues.
• The sub-teams are staffed by Support Solutions
  Officers (SSO) who are allocated to specific
  projects as their principal TLS focus and provide
  a single point of contact (POC) for through-life
  support advice and guidance throughout the
  Acquisition Lifecycle.

30

• SSE Relationships

31
How Does SSE Relate to ILS?

• The SSE provides PT with framework showing all
  the critical elements of a support solution that
  an PT should consider when drafting its ILS Plan
• GP2.1 captures the need for a PT to effectively
  manage the development of support solutions
  through a tailored ILS programme
• The SSE contains the contact details for ILS
  Subject Matter Experts
• The SIT provide advice and guidance to PT on the
  tailored application of ILS
• For CIS projects this will include the
  application of ILS in a Service Management
  environment (support ITIL approach)
• The SIT will help to co-ordinate SSE Compliance
  activities.

32

• QUESTIONS?
• Contact the SSE Team

33
Assurance
Note SSE Compliance supports Assurance activity
MGBC
IGBC
LSD / ISD
In-Service
Acceptance Into Service
In Service Review
Assurance Plan
Assurance Plan Update
Business Case
Business Case
Assurance Plan Update
Assurance Plan Update
JSC Assurance
JSC Assurance
JSC Assurance
JSC Assurance
Assurance
Support Solution Statement
Support Solution Statement
Support Solution Statement
Support Solution Statement
Project Team Update SSE Compliance Matrix
SSE Compliance
SSE Compliance
Project Team Develop, deliver, manage the
Support Solution
Return
SIT and SMEs Engage with PT to deliver advice
and guidance
34
Policy

• DES Standing Instructions (SIs)
• SIs provide project team leaders with policy and
  instruction on the appropriate discharge of their
  delegations and responsibilities from Chief of
  Defence Materiel (CDM).
• Policy on project team leader responsibilities
  applies to all Basic Level Budget Holders (BLBH)
  unless they hold a specific exemption in their
  personal Letter of Delegation from CDM.
• SIs act to clarify Letters of Delegation and the
  AOF.
• SI-10 Support Solutions Management
• Mandates the project team to assess compliance of
  Support Solutions through life with policies
  articulated through the SSE framework.
• SI-11 Supply Chain
• Mandates the use of SSE compliance to assess
  Support Solutions against KSA3 Policies.
• SI-9 Logistic Information Management
• Mandates the use of SSE compliance to assess
  Support Solutions against KSA4 Policies.
• SI-21 Through Life Investment Assurance Framework
• Clarifies the role of Assurance in Support of
  DES Investment proposals
• SE Assurance Policy mandates tailored SSE
  Compliance as an activity that will support SE
  Assurance for all programmes, and as such must be
  captured in project team Assurance Plans.
• Acquisition Operating Framework (AOF)
• The Operational layer of the AOF confirms that
  the use of the SSE by project teams is mandated
  by CDM.
• AOF location AOF/AOF Operational
  Layer/Logistics/Key Policies and Processes.

Return
35
Through Life Investment Assurance Plan
Project Assurance
Fin
Com
SE
ISS
JSC Assurance
HR
Support Solution Statement
SSE compliance tool
SSE Compliance
KSA1
KSA2
KSA3
KSA4
Return
Support Solution Statement (based on SSE
Compliance Assessment, using SSE Compliance tool)
is a mandated component of the JSC element of
Project Assurance Plans, and subsequent JSC
Assurance Statement.
36
Requirement for SSE Compliance identified

• DES Standing Instruction 10 (SI-10) mandates that
  project teams must undertake SSE Compliance
  assessment through Life.
• SSE Compliance assessment is a through life
  process, providing most benefit to project teams
  when applied early with the involvement of SMEs
  who can assist development of a projects support
  solution.
• The Support Improvement Team (SIT) act as a focal
  point for projects assisting them through the
  process
• Initial Point of Contact for projects.
• Facilitating the involvement of SMEs.
• Conducting Support Assurance Reviews (SARs) to
  assist projects.
• Supporting the provision of JSC Assurance.
• Throughout, the aim will be to assure that the
  resultant support solution is effective (meets
  user requirements), and is coherent with MoD
  corporate policy (other support solutions).
• The projects Through Life Investment Assurance
  Plan (TLIAP) must be used to identify that SSE
  Compliance will underpin JSC Assurance.
• The nominated SIT Support Solutions Officer (SSO)
  acts as JSC Point of contact for this activity.

Return
37
SSO Assigned

• SSE Compliance relies on project contact with a
  wide range of SMEs.
• The Support Improvement Team (SIT) act the
  projects primary point of contact to facilitate
  SME contact.
• Projects should initiate contact with SIT through
  their SIT Operating Centre Lead (OC Ld).
• Alternatively a projects existing relationships
  with SIT staff may be used.
• SSE Compliance must be identified in the
  projects Assurance Plan as the single component
  of JSC Assurance.
• For new projects, SIT will agree priority and
  ownership by a nominated Support Solutions
  Officer (SSO) based on the demand plan, business
  need, and available resources to act as the
  projects main contact.
• The SSO will identify themself to the Project
  team.

Return
38
Initial briefing

• A standardised letter to introduce SSE Compliance
  can be issued by the SSO prior to an initial
  meeting.
• Particularly for project teams new to SSE
  compliance, the SSO will conduct an initial
  briefing to introduce the project teams to the
  process.
• The briefing should be aimed at the specific
  needs of the project team, and can cover the
  following types of concern
• A general overview of SSE Compliance.
• Benefits of SSE compliance.
• Who is involved.
• Tailoring overview.
• How to engage with SMEs.
• The link between SSE compliance and Assurance.
• Project teams familiar with SSE compliance may
  not require a detailed briefing, however it is
  important that all parties understand the
  process.

Return
39
Establish the Compliance Requirement

• A benefits review is undertaken to agree GP
  tailoring, agree the evidence requirement, and
  set some priorities.
• The project team should assemble relevant support
  documentation that will provide an overview of
  the current support picture.
• A meeting will usually be held where the SSO and
  project team will discuss the SSE compliance
  requirement
• The Projects current SSE compliance assessment
  may be reviewed.
• The SSO will advise on the resourcing of the
  Projects ILS activities, and where necessary
  will assist the project team to obtain suitably
  qualified resources
• Internal MoD Licensed ILS Staff.
• External assistance through the FATS Contract.
• The SSO will provide initial guidance on which GP
  are not applicable and therefore can be tailored
  out (SSO Tailoring).
• The SSO will engage with Policy leads to confirm
  relevant GPs, and then provide the project team
  with guidance on priorities for engaging with
  SMEs.
• The project team will engage with SMEs to confirm
  the GP evidence requirement and the SME role in
  supporting the Projects development of their
  support solution.

Return
40
SSE Tailoring

• The SSO will facilitate the SSE Tailoring process
  through the following steps (click on each box
  for further detail)
• The objective of SSE Tailoring is to reach formal
  agreement between the project team and SSO on
  relevant GPs.
• The SSOs view of relevant GPs and priorities
  will be communicated to project teams through a
  Compliance Requirement Letter issued by the SSO.

SSO Tailoring
KSA Owner Tailoring
Return
41
SSO Tailoring

• SSO and project team use the SSE Tailoring Tool
  to identify which GPs may be tailored out.
• SSO in conjunction with project team populates
  the Compliance Tool with conclusions from SSO
  tailoring
• Tailored out GPs identified (Compliance Tool
  colour coding adjusted accordingly to white) and
  comments added to show why GPs have been tailored
  out.
• At this stage there is no requirement to comment
  on the remaining (relevant) GPs within the
  Compliance Tool.

Return
42
KSA Owner Tailoring

• SSO engages with KSA owners to confirm relevant
  GPs.
• SSO sends a copy of the Compliance Tool to KSA
  owners asking for concurrence (or otherwise) of
  decisions made at the SSO Tailoring stage.
• KSA owners will confirm which GPs are not
  required, updating the Compliance Tool with
  applicable comments and return it to the SSO.
• KSA owners are required to ensure that up to date
  SME points of contact for GPs are maintained
  through the SSE Framework.
• For KSA 1 and 4 (where there is often a single
  SME for each GP) the SSE Framework will identify
  relevant GP Points of contact.
• For KSA 2 and KSA 3 (where there are often a
  large number of SMEs for each GP) relevant SME
  contact details will be confirmed by the KSA
  Owner, and SMEs will be informed that the project
  team will soon seek to engage with them.

Return
43
Baseline - SSE Compliance Tool

• The Evidence requirement for the relevant GPs
  will be agreed.
• SSO sends updated Compliance Tool to the project
  team along with a Compliance Requirement Letter
  to articulate priorities and guidance on how to
  engage with SMEs.
• Project team engages with SMEs to agree evidence
  requirement for GPs that have been tailored in.
• The project team should baseline the SSE
  compliance tool and confirm that that SMEs are
  content.
• Project team updates Compliance Tool to show what
  evidence the ILS programme will produce for
  agreed GPs.
• Project team issues baseline Compliance Tool to
  all SMEs.
• Where SSE compliance is to underpin Investment
  Assurance, the Project must ensure that the
  baseline version number of the SSE compliance
  tool is identified within their Assurance Plan.

Return
44
Assurance Plan Agreed

• Where SSE compliance has been identified as an
  Assurance activity, the project teams lead for
  support (usually ILSM) must ensure that
• Project Investment Assurance Plan reflects that
  SSE compliance will underpin JSC Assurance.
• Project Assurance Plan reflects that criteria for
  SSE compliance has been agreed through a
  Baselined SSE Compliance tool.

Return
45
Project Develops Support Solution

• Project team develops support solution with
  assistance from SMEs.
• Project team will benefit from regular contact
  with the nominated SSO who can assist support
  solution development through the use of Support
  Assurance Reviews
• Use of the SSE compliance tool is encouraged as
  it will assist project teams in reviewing
  progress and prioritising work.
• Effective support solution development activity
  will start to produce the agreed SSE evidence
  requirement.
• When the evidence matures and is complete it
  should be reviewed.
• Assurance GPs Review of evidence and endorsement
  of compliance by identified SME
• Ensurance GPs Review of evidence and self
  endorsement of compliance by the project team
  subject lead (with advice from SME where
  applicable).

Return
46
SME Advice Guidance

• SMEs will assist the project team to develop the
  support solution, providing advice and guidance
  to assist with support development activity.
• Whilst project teams are encouraged to liaise
  directly with SMEs for specialist advice, the SSO
  will act as the primary point of contact for
  general issues.

Return
47
SSO Review

• As work progresses the project team should engage
  regularly with their nominated SSO who will
  provide advice and guidance to maintain the SSE
  Compliance programme.
• Ongoing engagement with the SSO may identify the
  need for a Support Assurance Review to examine
  the support solution .
• e.g. Where stakeholders external to the SSE
  compliance process need to be briefed on
  compliance risks (OC Directors, Team Leaders,
  Programme Support Leads, Assurors etc).

Return
48
Update SSE Compliance Tool

• As work progresses the project team should engage
  regularly with their nominated SSO updating the
  SSE Compliance tool with
• Agreed changes to the range of compliance GPs as
  a result of support solution development
• Additional GP that are now relevant.
• Removal of GP that are found to be not relevant.
• Changes to the Evidence requirement.
• Production of agreed support solution evidence.
• Endorsement of Assurance GPs by SMEs.
• Self Endorsement of Ensurance GPs.
• Ongoing engagement with the SSO may identify the
  need for a Support Assurance Review to examine
  the support solution .
• e.g. Where stakeholders external to the SSE
  compliance process need to be briefed on
  compliance risks (OC Directors, Team Leaders,
  Programme Support Leads, Assurors etc).

Return
49
Support Solution Report

• Support Assurance Reviews (SARs) will enable
  project teams to scope SSE compliance risks and
  update planned support solution development
  activity.  
• Where a formal output from review activity is
  identified, the SSO can produce a Support
  Solution Report to provide the project team with
  an assessment of SSE Compliance activity
• Support risks and issues.
• Compliance.
• Recommendations for further work required
  (Priorities).
• Opportunities.
• The Support Solution Report will tend to focus on
  recommendations on how the project team should
  address compliance risks.
• The Support Solution Report may identify the need
  for an update of the Compliance Tool.

Return
50
Support Assurance Review (SAR)

• Regular review of the compliance programme should
  be undertaken between the project team and SSO,
  and where necessary this can involve a range of
  Support Stakeholders and SMEs.
• Formal support evaluation reviews, in the form of
  SARs, can be requested by project teams. Their
  scope will be tailored to the needs of the
  project, however as a minimum it is recommended
  that project teams consider requesting SARs at
  the following times
• The first before the pre IG Early Engagement
  DESIB and the second before the pre-MG Early
  Engagement DESIB.  These SARs will provide the
  project team with an assessment of confidence in
  the support element of the investment proposal by
  clarifying remaining evidence requirements before
  Business Case submission.
• The third prior to Logistic Support Date (design
  freeze or the Critical Design Review) will
  provide stakeholders with an assessment of
  confidence that an effective support solution
  will be delivered, and clarify remaining evidence
  requirements that will underpin acceptance into
  service.
• The last when the capability is in service and it
  is appropriate to review the support solution in
  order to gain operational and efficiency
  improvements.
• SAR outputs can be produced by the SSO in the
  form of a Support Solution Report

Return
51
Assurance Plan Updated

• Following on from a Support Assurance Review
  (SAR), the project team lead for support (usually
  ILSM) must ensure that
• Project Investment Assurance Plan is updated to
  reflect the SAR outputs.
• Project Investment Assurance Plan is updated to
  reflect that criteria for SSE compliance has been
  reviewed and where it has changed, is recorded
  through a revised version of the SSE Compliance
  tool.

Return
52
Compliance Assessment

• The SSO will run a compliance assessment, to
  formalise the support picture at the end of the
  project phase.
• The SSO will produce a Support Solution Statement
  to report on their findings.
• SSO will use the final version as a basis for
  producing a Support Solution Statement.

Return
53
Finalise SSE Compliance Tool

• The project team will produce a final version of
  the SSE Compliance tool at the end of each
  Project phase.
• The tool must indicate
• SME endorsement of support evidence
• SME endorsement of Assurance GPs
• Self endorsement of Ensurance GPs
• SSO will use the final version as a basis for
  producing a Support Solution Statement.
• To allow time for staffing, the final version of
  the SSE Compliance tool should be submitted to
  the SSO within agreed timescales.

Return
54
Support Solution Statement

• The SSO will draft a Support Solution Statement
  (SSS) indicating Full, Limited or Non Assurance,
  the SSS will address risks to the support
  solution derived from SSE compliance.
• The SSS will draw on key areas of Non-compliance,
  and will be approved and issued to the project
  team by the JSC Assuror.
• The SSS will also be made available to D JSC (or
  nominated representative) to attend DESIB events.
  

Return
55
Assurance Statement to DESIB

• The project team will use the SSS, alongside
  statements from other functional assurance
  pillars, to prepare its DESIB submission
  addressing the risks identified.
• The risks identified in the SSS must be addressed
  as part of the projects DESIB approval.

Return