ROCK ISLAND ARSENAL, Ill. -- Implementing quality requirements are important when constructing a contract but doing it right the first time is even more important.
As a result, headquarters Joint Munitions Command recently completed a Green Belt Lean Six Sigma project designed to reduce omissions/changes in the quality assurance solicitation process. A four-person team consisting of personnel from JMC-Quality Assurance Operations/Quality Assurance Production and Army Contracting Command-Rock Island carried out the project.
The goal of the project was to increase sigma quality level (SQL) of performance from the baseline value of .3 SQL by reducing errors and omissions in contracts. (SQL is the simple statistic that puts a given defect rate on a "six sigma" scale).
The scope of the project was to identify and reduce the amount or opportunity for omissions/changes in what the product quality management provides. Starting at receiving customer requirements to when a solicitation is generated based on provided quality requirements.
According to Aimee Holliday, product quality manager and project leader, "having accurate requirements (input into) our government contracts will assist in the assurance that quality ammunition is provided to the right place and at the right time…"
An inability to insert the appropriate requirements can result in contract modifications and would have to be implemented to assure requirements are met.
"Creating a contract modification could lead to price increase depending on the omission or change. Out of the samples pulled, there were no cost increases to add the quality clauses and requirements but it was noticed that it would take time in various offices to resolve the issue," said Holliday.
To address the issue, the project used measuring calculations for defects per million opportunities and analysis tools like the fishbone diagram (a cause and effect diagram used to visually display potential causes for an effect or problem) to identify root cause. The team also used the pugh matrix (a method that helps determine which potential solutions are better than others) to choose the best possible solutions to identified root causes.
To correct, revisions were made to the contract clause selection worksheet (CCSW) used for procurement package input provided by the Quality Assurance Operations/Quality Assurance Production divisions. The worksheet is designed to mistake proof and reduce the opportunity for errors ensuring accurate information would be provided to the contracting specialist to input into a solicitation.
Of the worst case sample forms, some of which were three to five years old, the team noticed those outdated forms were still in use although there had been revisions or deletions of quality clauses.
Guidance in quality assurance operating procedure (QAOP- 201 Procurement Package Input) was revised to clarify what information is required by the product quality manager for input with explanations of when to select certain clauses and fill in information.
"I have to use the revised form for Procurement Package Input. I have had to use the revised form a few times already and noticed that time to complete the form has gone down," said Holliday.
In addition, contracting specialists received training as part of piloting 16 CCSWs provided. The results of the pilot showed significant improvements from baseline to pilot results.
"I have also spoken with contracting officers that have to use the form and was informed that the revisions assist with inputting the requirements into the contract accurately," said Holliday.
It was decided to include not only contracting specialist training but also product quality manager training to explain requirements and also provide refresher training on the CCSW and solicitation processes.
Another significant change was the time limit imposed on the quality clause selection form available for use.
According to Holliday, "if the form is older than six months, contracting is instructed to follow up with the product quality manager to confirm that the clauses selected are still valid. There were also changes to the form that assisted with the selection of clauses to create uniformity and eliminate error."
Ultimately, the pilot result uncovered a 190 percent improvement and the number of defects found per contract declined from 2.53 to .63.
Other benefits from the project include improved communication between quality assurance and contracting specialists regarding quality assurance contract requirements for better understanding of how requirements are entered into solicitations and a reduction of omissions/changes provided for solicitations.
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