Original Date: 04/29/2002
Revision Date: 01/18/2007

The Maintenance and Logistic Command-Atlantic’s specification feedback form provides a closed loop for feedback on the specification when problems or discrepancies are encountered.

In August 2000, the Maintenance and Logistics Command-Atlantic (MLCLANT) implemented a specification feedback process that closed the loop between the originator of the feedback document and the person or organization responsible for taking final corrective action to ensure resolution of global problems discovered with standardized work specifications. MLCLANT defines specification feedback as information discovered during the availability planning process or after contract award, and has applicability beyond the scope of a single availability or is beyond the Acquisition Team’s (A-Team’s) ability to resolve. With this clear definition, other inputs that are routine to specification development or correction input, or inputs that should be submitted directly to A-Team members, are handled informally and not tracked, allowing high-level focus and thorough research on the significant issues received.

An example of a specification feedback is:
The work specification calls for updating a piece of equipment in accordance with a given Coast Guard standard or process. That standard or process dictates the use of a process that no longer meets EPA approval. This problem is not correctable on the work specification or by the A-Team. A change to the master standard or process is required and must have formalized change approvals.

When a problem is discovered that meets the definition, a Specification Feedback Form is completed and sent to MLCLANT engineering. The form is an easy means to quickly pass feedback back to the Specifications Branch so that appropriate changes can be made in future contracts. The form allows for a description of the problem, and also requests a recommended solution to the problem. The Specification Feedback Form is available on both the Internet and Intranet, so that all involved parties have the capability to use the process.

A unique part of this process is that the originators of all specification feedback forms receive a reply to their input. An electronic follow-up file is created, and the status of the feedback is shown as pending until the issue is resolved. To date, more than 95% of all Specification Feedback Reports have been successfully closed out. The original feedback submission, along with status and other information, is posted and maintained on the Coast Guard Intranet.

For more information see the Point of Contact for this survey.