Original Date: 05/20/2002
Revision Date: 01/18/2007
Best Practice : Contract Administration Workbooks
The Maintenance and Logistics Command-Pacific deployed an Web-based workbook using a Citrix server with Intranet access that facilitates the sharing of current data by all Availability Process Team members and reduces redundant data entry.
The Maintenance and Logistics Command-Pacific (MLCPAC) conducts 24 drydock and 20 dockside availabilities per year. For these availabilities, each member of the Acquisition Team (A-Team) needs to share the same information. Prior to January 2000, A-Team members were making redundant data entries and faxing paper work. Unless an A-Team member was the recipient of the fax, the other team members were unaware of the fax. A-Team members also needed to be notified of approval/settlement of Work Requests.
To address these needs, an Excel Workbook was developed. It began as a paired set linked across a trusted domain. However, MLCPAC experienced problems in keeping the links working, and there was no access to the domain from the cutter homeport or the drydock facility. The Seattle and Honolulu offices were able to access their files, which were about 2MB in size, but downloading the files in their entirety was a problem. A Citrix Server with Intranet access was implemented in October 2001 and deployed in January 2002, and the workbooks were consolidated into one which eliminated the need to download the file in its entirety. One person at a time can modify the file while others can access read-only files. When someone finishes modification, other users are notified and can then resume their modifications if needed. In 2005, the Excel workbooks were replaced by a consolidated Web-based database.
The new Workbook provides an innovative procedure to quickly modify existing contracts, has multiple sheets, and enables one-time data entry. The various cells throughout the Workbook are color-coded as to who is responsible to enter data, and provides several automated reports such as Metrics (Availability Performance Index), Final Cost, Modification Summary, and Weekly Progress. The Workbook’s numeroustabs also include milestones and checklists, government furnished equipment tracking, bid abstracts, and work requests.
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