PROCESS 101 MINISTRY OF DEFENCE RELIABILITY AND MAINTAINABILITY PROCESS

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1 Overview PROCESS 101 MINISTRY OF DEFENCE RELIABILITY AND MAINTAINABILITY PROCESS 1. OBJECTIVES Reliability and Maintainability (R&M) are vital performance characteristics that impact upon the operational availability and the effectiveness and the whole life costs of defence materiel. Thus it is fundamental that from the start of the project, the R&M 1 requirements are continuously analysed, and progressively defined to enable the capability to be delivered on time and within budget. The objective of this process is to enable project managers and in particular those responsible for the management of R&M to satisfy such aspirations through a logical sequence of activities throughout the CADMID phases of a solutions life cycle. 2. INTRODUCTION The objective of these processes is to develop the R&M options to enable the capability to be delivered through a comprehensive appreciation of the user s requirements. To evaluate the R&M risks associated with such options and to develop a strategy to mitigate them. Develop the Initial R&M Case and failure definitions, and provide an input into the Through Life Management Plan (TLMP), Business Case and Initial Gate. By refining the R&M strategy and developing the through life R&M Plan it will then be possible and provide input into the SRD, and contribute to the TLMP, R&M Case, Integrated Test Evaluation and Acceptance Plan (ITEAP) in support of Main Gate. It shall also be possible to assess future requirements for R&M trials, demonstrations and production testing with associated programme costs. Within these processes contracting to deliver the R&M requirements to satisfy the capability are also discussed as are progressive assurance and confidence. During development advice is offered and guidance provided about how the R&M activities detailed in the R&M Programme Plan 2, and contract, are carried out to mitigate the R&M risks, develop and trial the solution, develop confidence and demonstrate compliance. Assistance is offered in the development of the: RCM programme, DRACAS, incident sentencing and fault classification, risk mitigation and the R&M Case. Finally the monitoring of In-Service deployment, performance and solution achievement is addressed to determine shortfalls in capability, as well as excessive maintenance and spares usage. Assistance is given about how to assess the requirements for R&M modification to resolve any shortfalls and implement any necessary actions to have such modifications 1 R&M is a generic term which embraces the qualities of Availability, Reliability, Maintainability, Durability, RCM and Testability. 2 Throughout this document the term R&M Programme Plan can refer to a R&M Programme Plan, a R&M Programme Plan incorporating a RCM Programme Plan, or separate R&M Programme and RCM Programme Plans. Version 2.0 Page 1

2 Process 101 developed and incorporated into the solution. The processes conclude with advice about the publication of R&M Case Reports during the In-Service life of the solution and the archiving of the R&M Case when the solution is replaced or declared obsolete. 3. RESPONSIBILITIES Accountability The Project Manager is accountable for the delivery of the R&M programme throughout the acquisition phase of the project however the responsibilities for the daily management of many of the activities involved may be delegated to other members of the Project Team. Responsibility The Project Team R&M Focal Point through the forum of the R&M Panel or associated R&M Working Groups will usually be responsible for carrying out many of the activities described in this guidance document. They must therefore be given authority by the Project Manager to programme major R&M assurance activities which should be developed in co-operation with other key assurance areas, especially: Safety, Cost of Ownership (COO), Risk and Supportability (via the SSE). 4. SCHEDULE This process should be carried out iteratively throughout the Concept Phase, commencing as soon as an initial coherent Capability Requirement has been articulated. 5. INPUTS To carry out these processes it will be necessary to have: A detailed understanding of the Customers requirement, the definition of what is perceived as success and failure and any associated assumptions relating to the requirements; A programme of R&M activities to mitigate any associated risks, develop the solution and through progressive assurance and the R&M Case build confidence that the capability will be successfully delivered, within project constraints; An iterative schedule of RCM activities to be undertaken to derive the optimum preventative maintenance regime. A Through Life Management Plan (TLMP) to underpin and support the Through Life Management of R&M. 6. OUTPUTS The major Outputs of these processes will comprise: A greater understanding of the R&M Programme Options available to deliver the R&M requirements of the capability; Failure definitions both terminal and deterioration; Page 2 Version 2.0

3 Overview Terms of Reference for the R&M project committees, Panels, Working Groups etc. R&M Strategy on which to develop the future R&M programme; R&M inputs to the URD, SRD, Business Case, TLMP, ITEAP, ITT and therefore the Contract; Initial R&M performance against cost, time and technical innovation trade-off study. Prioritised list of preferred R&M options to develop and deliver the compliant capability; Input to the R&M Case in the form of an Evidence Acceptance Framework to support the down selection process and provide traceability. R&M inputs and updates to the Project Risk Register; R&M Case and R&M Case Reports. 7. DESCRIPTION OF ACTIVITIES ACTIVITY Capture and Record R&M Requirements Develop the R&M options to enable the capability to be delivered through a comprehensive appreciation of the user s requirements. To evaluate the R&M risks associated with such options and to develop a strategy to mitigate them. Develop the Initial R&M Case and failure definitions, and provide an input into the Through Life Management Plan (TLMP), Business Case and Initial Gate. This guidance describes the R&M activities that need to be carried out during the Concept Phase of the project to capture and record the R&M requirements of the capability and to support the Initial R&M Case while providing inputs to the TLMP and Business Case for Initial Gate. This shall be achieved by fully understanding the capability and in turn the associated R&M qualities which shall be required to enable it to be satisfied. Evaluating the risks and creating an evidence framework to enable a strategy to be developed and solution to be delivered. This activity is explained in greater detail in Process 201. ACTIVITY Expand and Develop Understanding and Record of R&M Requirement Further develop the understanding of the R&M requirements and solution options to deliver the capability. Develop the strategy to mitigate the R&M risks, select the optimum R&M solution and trade off R&M performance with other project and technical resources. Refine the R&M strategy, develop the through life R&M Management Plan and provide input into the SRD, TLMP, R&M Case, Integrated Test Evaluation and Acceptance Plan (ITEAP) for Main Gate. Assess future requirements for R&M trials, RCM Studies, demonstrations and production testing with associated programme costs. This guidance describes the R&M activities that need to be carried out during the Assessment Phase of a project to expand and develop the R&M Requirements, develop the audit trail and Version 2.0 Page 3

4 Process 101 provide the evidence and arguments to support the R&M inputs to the key policies and associated documentation for Main Gate. By developing an understanding of the R&M aspects of each solution option in association with the respective duty scenario, Battle Field Mission (BFM), it will then be possible to evaluate their potential to achieve and demonstrate R&M compliance. Risks that may prevent the design solution options possessing the desired R&M characteristics may then be evaluated and strategy developed which will mitigate these risks (through a proposed R&M Programme(s)) and enable the desired capability to be achieved and delivered. R&M is only one of many project disciplines and it will be necessary to recognise their qualities and limitations and trade off where necessary those drivers which influence the R&M performance criteria and enable the optimum capability to be acquired within the available project resources. Refining the R&M strategy further will support the development of the project R&M timeline and methodology to enable a through life R&M Management Plan to be developed and will provide the essential building blocks for future success. It would also be prudent to determine the requirements for internal and external resources at this early stage in the project and to consider the option for a data management structure. R&M project milestones, TORs and contract deliverables, in association with the creation of a draft R&M Plan should all be addressed prior to Main Gate. This activity is explained in greater detail in Process 202. ACTIVITY Ensure that R&M Influences Design and Development Activities and is Appropriately Demonstrated Contract to deliver the R&M requirements to satisfy the capability, provide progressive assurance and confidence. Carry out the R&M activities to mitigate the R&M risks, undertake the RCM analysis, develop and trial the solution, develop confidence and demonstrate compliance. Assist in the development of the DRACAS, incident sentencing and fault classification, risk mitigation and R&M Case. As the project advances into the Demonstration Phase it is important prior to finally agreeing the contract to ensure that all the R&M drivers are adequately addressed. This is best achieved by reviewing the R&M inputs to the contract in terms of requirements, parameters, assumptions and definitions, confidence levels and methods by which compliance will be demonstrated. Include project R&M deliverables and timelines, incentives and recovery activities, preferred and mandated tools and techniques (RBD and Modelling), and responsibilities. Only contract for R&M requirements and deliverables that are feasible, achievable and measurable. Once a contract is in place it is necessary to monitor the R&M activities to ensure that the solution is being developed in accordance with the agreed plan and the risks are being mitigated. This shall include, but not be limited to, reviewing the development against the contracted programme and timeline. Witnessing testing, trials and demonstrations at all levels, the analysis and sentencing of all data, incidents and the ongoing review of programmes, processes and the R&M Case Reports in order to optimise the development and in turn build further confidence, in the solution. Page 4 Version 2.0

5 Overview The analyse of data sets from demonstration, qualification and any planned production testing and trials for R&M compliance and by correlating their outputs with contracted requirements will enable the R&M achievement to be determined. Any shortfalls will need to be quantified in terms of capability and programme(s) developed to mitigate any remaining R&M risks to ensure all the R&M requirements are achieved and satisfactorily delivered. The ongoing development, its success and any setbacks should be reported in the R&M Case Reports and form part of the R&M Case. This activity is explained in greater detail in Process 203. ACTIVITY Maintain R&M Monitor In-Service deployment, performance and solution achievement to determine shortfalls in capability, excessive maintenance and spares usage. Assess the requirements for R&M modification to resolve any shortfalls and implement any necessary actions to have such modifications developed and incorporated into the solution. Publish the In-Service R&M Case at the agreed intervals. This guidance describes the R&M activities that need to be carried out during the In-Service Phase of the project to ensure that reliability is maintained and ongoing support provided to the capability. This is achieved by monitoring and recording system usage, the preventative and corrective maintenance burden, and spares and consumables usage to enable the In-Service R&M achievement to be determined and shortfalls to be identified. The analyse of this data when correlated with sentenced and classified incident, failure and repair data will permit the cause of shortfalls to be understood and where appropriate solutions to be developed (using recognised analysis methods) and modifications implemented. The continued maintenance of the R&M Case with current usage, incident and failure evidence, trends and analysis and its publication at agreed intervals will enable stakeholders to be kept informed of the solutions achievements and encourage bye-in from them when improvements may be warranted. This activity is explained in greater detail in Process 204. ACTIVITY Complete R&M Case Complete the publication of the R&M Case. Archive the R&M Case for future reference and advise interested parties of through life achievements, shortfalls and lessons learned. During the Disposal Phase of the project it is essential to ensure that lessons leaned have been recorded and maximum support is afforded to future similar projects. This can be best achieved by completing and publishing the final R&M Case to promote the lessoned learned while providing evidence and arguments for future similar acquisitions. This shall embrace the evolvement of the R&M requirement throughout the project life cycle including that of the duty cycle, BFM, maintenance policy and procedures, and the effectiveness of any modifications to improve R&M performance. Version 2.0 Page 5

6 Process 101 Archiving the final R&M Case as a historic record of all the R&M aspects of the equipment through out its life cycle will ensure it is available to other project in the future. Indexing the report with similar reports, publishing a link to its electronic archive and informing interested stakeholders including Customers 1 and 2, DE&S, etc. of such links and the key R&M lessons learned will also encourage the promulgation of the lessons learned. This activity is explained in greater detail in Process RECORDS AND DOCUMENTATION The R&M records and documentation associated with the wide range of R&M activities implemented throughout the acquisition phases are listed within their respective processes. 9. ADDITIONAL REFERENCE AND GUIDANCE R&M Management Responsibilities and Requirements for Programmes and Plans are set out in Def Stan Part 1: Guidance on R&M progressive assurance throughout the CADMID cycle is available in Def Stan 00-42, Part 3: and from the R&M area of the AOF: R&M data collection and classification are available in Def Stan 00-44: Guidelines covering the Requirements for the Application of Reliability Centred Maintenance are contained within Def Stan Part 1: and from the R&M area of the AOF: Guidance for developing an RCM Programme Plan is contained within Def Stan Part 2: and from the R&M area of the AOF: Guidance for the Application of Reliability Centred Maintenance is contained within Def Stan Part 3: and from the R&M area of the AOF: General guidance on R&M tools and techniques can be found in: Applied R&M Manual for Defence Systems (GR-77): and on the Defence Intranet. Processes 201 to 205 inclusive. Page 6 Version 2.0

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