QMS/EMS Can Thrive, QMS/EMS Can Thrive, not just Survive, not just Survive,

Contract TurnoversContract Turnovers

ASQ Energy & Environmental ConferenceASQ Energy & Environmental ConferenceOrlando Sept 14, 2004Orlando Sept 14, 2004

Ken Gidlow, CQE / CQA / Quality Manager Certified / MBA

Quality, Environmental, Safety, and Health Manager

DynCorp / A CSC Company

281 483-3835

Ken.Gidlow1@jsc.nasa.gov

How to get the real facts of your company’s contract status

How to become an active participant in the company’s proposal team

Tips on shutting-down the QMS/EMS of the outgoing contractor

Why being part of the company’s transition team is critical to the QMS/EMS

Winning QMS/EMS start-up strategies

How to get the real facts of your company’s contract status

Don’t let RUMORS throw you off!

The KEY Decision Makers are not always obvious

Will the QMS/EMS be affected?

Where does the Quality or Environmental Manager fit in?

How to become an active participant in the company’s proposal team

Why the Proposal Team is important to the QMS and Quality Manager

Examples of How proposal teams are formed Teaming Partnerships or Single Company

– Your company Prime or Sub? Local or Corporate

– Offsite location near?– EMail

Formal or Informal– Proj Mgr & Contracts?

Typical Stages of the Proposal Major Stages from Government

– Request for Proposal Knowing target contract expiration –2 years

– Orals (Has questions to answer before, during, after)

– Award (Start date –Transition; Terms & Conditions)

Proposal Team Development Stages– Pink, Red, Gold– Black, Blue, Red– (Drafts 1,2,3)

Examples of Types of Proposal Team Members– Key Managers (Committed)– Key Managers (Place Holders)– Proposal writers and briefers– Consultants– Key Incumbents – Contributing Incumbents– Acknowledged Incumbents

Tips for actively participating in Proposal Teams

Is Quality Independent of ES&H or other organizations?

– PROs and CONs

– Experiences

Tips on shutting-down the QMS of the outgoing contractor

Examples of both Good and Otherwise QMS shut-downs

– Good QMS shutdown examples

– Otherwise (not so good) QMS shutdowns

Whom to believe about what QMS processes, equipment, and documentation stays and what goes

– Out-Going Contracting Officer– Source Evaluation Board Leader– Out-Going Contractor Quality Manager– Out-Going Contractor President/Project Manager– Proposal Team Leader– Proposed Contractor President/Project Manager

Timing of Quality Management System cost reductions by the out-going Contractor Quality Manager

Communication with the ISO9001 Registrar– Out-going Contractor Quality Manager

Ending of ISO9001 Registrar Subcontract

– Incoming Contractor Quality Manager Contacting the ISO9001 Registrar of the Out-going

Contractor Careful Should the In-Coming Quality Manager use the same

registrar? Feedback ISO9001 & 14001 Competitive Subcontract procurement

– Best-Value www.RABNET.com

Thriving, Not just Surviving the contract end QMS and Quality Manager’s legacy?

– Records– Document Control– Customer Satisfaction– Special Processes– Improvements– Statistics

Why being part of the company’s transition team is critical to the QMS

When does the Transition Team start?

Why the Transition Team is important

– Don’t get left behind

How and when is the Transition Team formed?– Proposed Contractor President/Project Manager– Per RFP, Proposal & adjustments from orals– Some temporary corporate support or consultants– Some dedicated Key Managers– Months before the Contract Award

Tips for actively participating in the Transition Team– Proposed Contractor President/Project Manager– Know RFP, Proposal & adjustments from orals– Start early and Full-time in the Transition office– Meet Contracting Officer and Quality counterparts– Team with peer Contractor Key managers– Meet incumbent Quality personnel early

Quality Management System activities during transition

– Proposal commitments

– Transition surprises

Winning QMS start-up strategies

Examples of both Good and Otherwise QMS Start-ups– Good QMS shutdown examples

– Otherwise (not so good) QMS shutdowns

Typical Quality Manager start-up roles– Implementing the Contractor Proposal– Plan for ISO9001 Certification– Coordinate and Integrate with other Management

Systems– Keep Quality independent– Evaluate, select, and train Quality personnel

Implementing the Contractor Proposal

– Interpretation

– ISO Requirements

Plan for ISO 9001 Certification– Ahead of Proposal and contract timing requirement– Contact the ISO9001 Registrar of the Out-going

Contractor if feedback was positive. Careful– Competitive Subcontract procurement

Best-Value 6-Month or Annual? Pre-Assessment? ISO9001 & 14001 www.RABNET.com

– Schedule Gap Analysis, Corporate ISO Audit, Management Reviews, start document control, etc.

Coordinate and Integrate the QMS development with other Management Systems and Activities– Common elements ISO9001, ISO14001, OSHA VPP– Educate other Key Managers-to their relief-that Quality

leads the Company document control, improvement, customer satisfaction, and special processes.

– Early Management Reviews drive other ISO processes.– Shift Key Managers paradigms that inspections, audits

and corrective actions are not just Quality’s job. Balance the Quality team-work with independence intact.

Tips on QMS Integrating without compromising Independence– Quality leads ISO9001 early. ISO14001 & VPP benefits later.– Have ESH&Q input Corrective Actions. All Company Managers

& Supervisors respond to CARs & PARs. Some are to ES&H.– Show Quality audit schedule separate from other audits.– Have only Quality personnel follow-up on “Poor” Customer

Feedback responses. Exceptions are elevated.– Ensure the Quality Manager position is on par with the ES&H

Managers and meets independently with his/her boss.– Keep the Quality budget separate & untransferable from other

organizations.

Examples of who owns QMS processes– Quality Manual Training– Documents Customer Com. Contract– Records Continual Improvement– Objectives Purchasing– Management Rep. Corrective/Preventive Act– Management Review Calibration– Customer Satisfaction Audits

Examples of Resolving Process Ownership– Proposal & Contract requirements– Resources– Win/Win Conflict Resolution– Examples

Quality Personnel Evaluation, Selection, and Training– Mix of incumbents and new hires– Previous positions and salaries compared to their past

Affects attitude, productivity and morale

– Evaluation matrix with practical questions (next slide)– Quality training budget adequate?– Audit and other QMS process adjustments to abilities

QA Specialist

Interviewee Name/Date:

Key Words Expected/CommentsTechnical Knowledge, Skills & Abilities

1. Give 2 examples of major discrepancy or nonconformance reports that your wrote and

how they were corrected. Spec or process violated & effectively corrected2. Summarize what the ISO9001 Quality

Management System is? International Cert/Mgmt Reviews/audits/procedures/record3. Describe or define what Quality means to

you? Customer satisfaction/Compliance/Correct/Less Rework4. Describe the difference between Quality

Assurance activities & QC Inspections? QA=process audits/reviews/trending. QC=Inspect work5. Give an example of how and why root

cause analysis is done? 5 Why's/Fishbone/Mistake proofing/Taproot-to fix problem6. Give an example of a calibrated tool and

what to look for. Torque wrench/Multimeter-Cal Sticker dates-Record-list7. Describe in what situations you needed

Personal Protection Equipment PPE? Steel Toes/Glasses/Hard Hat Field inspection experience8. Give 2 examples of your roles in

improvement teams. Team player familiar with CI/TQM/6 Sigma9. What is the highest education level

completed? High School/GED Minimum level.

Soft Skills10. Is there any reason you would be unable

to Work 7am-3:30 pm M-F & some uncompensated overtime? Exempt-Salaried position Core Hours-Dependability

11. Give an example of difficulty working with someone. How did you resolve the difficulty? Ability to work well with others-Conflict Resolution.

12. Give 2 examples in past positions that went beyond your job description. Takes initiative-Self Motivated.

13. Is there any reason an annual salary in the high $30's is below your expectations? Positive attitude

14. Would you mind completing a Pre-Employment drug test right now? Mouth swab now.

PROMOTE YOUR QMS/EMS and YOURSELF How to get the real facts of your company’s contract

status How to become an active participant in the company’s

proposal team Tips on shutting-down the QMS/EMS of the outgoing

contractor Why being part of the company’s transition team is critical

to the QMS/EMS Winning QMS/EMS start-up strategies

– QUESTIONS?

QMS/EMS Can Thrive,QMS/EMS Can Thrive, not just Survive, not just Survive,

Contract Turnovers Contract TurnoversASQ Energy & Environmental ConferenceASQ Energy & Environmental Conference

Orlando September 14, 2004Orlando September 14, 2004

Ken Gidlow, CQE / CQA / Quality Manager Certified / MBA

Quality, Environmental, Safety, and Health Manager

DynCorp / A CSC Company

281 483-3835

Ken.Gidlow1@jsc.nasa.gov