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S5P.SP.ASU.SC.00019Issue 1 Revision 0

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Astrium Limited owns the copyright of this document which is supplied in confidence and which shall not be used for any purpose other than that for which it is supplied and shall not in whole or in part be reproduced, copied, or communicated to any person without written permission from the owner.

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CONTENTS

1. INTRODUCTION ...........................................................................................................................................7

1.1 Scope .....................................................................................................................................................7

1.2 Document Conventions ..........................................................................................................................7

1.3 Applicable Documents............................................................................................................................7

1.4 Reference Documents............................................................................................................................7

1.5 Definitions, Acronyms and Abbreviations...............................................................................................7

2. OVERALL MANAGEMENT REQUIREMENTS.............................................................................................8

2.1 General...................................................................................................................................................8

2.1.1 Project Management Office..........................................................................................................8

2.1.2 Project Management Plan............................................................................................................8

2.1.3 Management of Risk ....................................................................................................................8

2.1.4 Subcontractors/Suppliers Flowdown............................................................................................9

2.1.5 Re-use from Existing Hardware ...................................................................................................9

2.2 Relationship between Project Teams.....................................................................................................9

2.2.1 Responsible Officers of ASU........................................................................................................9

2.2.2 ASU’s Authority for Signature ......................................................................................................9

2.2.3 Responsible Officers of the Contractor ........................................................................................9

2.2.4 Contractor’s Authority for Signature...........................................................................................10

2.2.5 Delegation of Authority ...............................................................................................................10

2.2.6 Accommodation and Services for Resident ASU Personnel .....................................................10

2.2.7 Language ...................................................................................................................................10

2.3 Management and Communications......................................................................................................10

2.3.1 General.......................................................................................................................................10

2.3.2 Information Exchange ................................................................................................................11

2.3.3 Directories ..................................................................................................................................11

2.3.4 Project Team..............................................................................................................................11

2.3.5 Electronic Communication Interfaces.........................................................................................12

3. PROJECT STRUCTURES ORGANISATION .............................................................................................13

3.1 General.................................................................................................................................................13

3.2 Product Tree.........................................................................................................................................13

3.3 Work Breakdown ..................................................................................................................................13

3.3.1 Work Breakdown Structure (WBS).............................................................................................13

3.3.2 Work Packages ..........................................................................................................................14

3.4 Contract Structure (CS)........................................................................................................................14

3.5 Project Organisation Breakdown Structure (OBS) ...............................................................................14


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3.5.1 Key Personnel ............................................................................................................................15

3.6 Cost Breakdown Structure (CBS).........................................................................................................15

4. SCHEDULE CONTROL ..............................................................................................................................16

4.1 General.................................................................................................................................................16

4.2 Master Schedule...................................................................................................................................16

4.3 Schedule Control Techniques ..............................................................................................................17

4.3.1 Milestone List .............................................................................................................................17

4.3.2 Barcharts ....................................................................................................................................18

4.4 Trend Analysis......................................................................................................................................18

4.5 Critical items .........................................................................................................................................19

4.6 Schedule Reporting..............................................................................................................................19

5. FINANCIAL AND COST MANAGEMENT ...................................................................................................20

5.1 General.................................................................................................................................................20

5.2 Cost Control Techniques......................................................................................................................20

5.2.1 Requirements Applicable to Fixed Price and Firm Fixed Price Contracts .................................20

5.2.2 Geographical Distribution of Work .............................................................................................21

5.3 Financial Reporting...............................................................................................................................21

6. CHANGE CONTROL...................................................................................................................................23

6.1 Contract Change Procedure.................................................................................................................23

6.1.1 Classification of a Change .........................................................................................................23

6.1.2 Introduction of a Change............................................................................................................23

6.1.3 Review and Approval of a Change.............................................................................................23

6.2 Other Changes .....................................................................................................................................24

6.3 Change Log ..........................................................................................................................................24

7. CONFIGURATION MANAGEMENT AND DOCUMENTATION CONTROL ...............................................25

7.1 Configuration Management ..................................................................................................................25

7.2 Documentation Management ...............................................................................................................25

7.2.1 General.......................................................................................................................................25

7.2.2 Document Classification.............................................................................................................25

7.2.3 Document Change .....................................................................................................................26

7.2.4 Document Status List .................................................................................................................26

7.2.5 Document Distribution and Retrieval..........................................................................................26

8. PROGRESS REPORTING..........................................................................................................................28

8.1 General.................................................................................................................................................28


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8.2 Progress, Technical and Other Meetings.............................................................................................28

8.2.1 Progress Meetings .....................................................................................................................28

8.2.2 Progress Teleconferences .........................................................................................................28

8.2.3 Specific Meetings .......................................................................................................................29

8.2.4 Audits .........................................................................................................................................29

8.2.5 Meetings Plan.............................................................................................................................29

8.2.6 Conduct of Meetings ..................................................................................................................30

8.3 Project Reviews....................................................................................................................................31

8.3.1 Review Organisation ..................................................................................................................31

8.3.2 Review Success/Closure ...........................................................................................................32

8.4 Reporting ..............................................................................................................................................32

8.4.1 Project Progress Report.............................................................................................................32

8.4.2 Test Notification/participation requirements...............................................................................33

8.4.3 Action Item Control.....................................................................................................................33

8.4.4 End of Project Assessment and Contract Close-out..................................................................34

8.4.5 Special Cases ............................................................................................................................34

9. INVENTORY CONTROL .............................................................................................................................35

9.1 General.................................................................................................................................................35

9.2 Classification of Items ..........................................................................................................................35

9.2.1 Recording of Inventory Items .....................................................................................................36

9.2.2 Disposal and Deletion of Items from the Inventory Record .......................................................36

9.2.3 Audits .........................................................................................................................................37

10. APPENDIX A: SENTINEL-5P DOCUMENTATION STANDARDS ...........................................................38

10.1 A.1 Requirements on Document Identification...................................................................................38

10.2 A.2 Codes...........................................................................................................................................38

10.2.1 A.2.2 COMPANY CODES (CCC) (TO BE COMPLETED).......................................................39

10.2.2 A.2.3 ELEMENT CODE (EEE).................................................................................................39

TABLES

Table 7-1 Reference Documents.......................................................................................................................7


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1. INTRODUCTION

1.1 Scope

This document defines the Project Management requirements & tasks applicable to the Sentinel-5P industrial team during the Implementation phase of the Sentinel-5P Project. The document addresses the following areas:

Overall Management Requirements

Project Structures Organisation

Schedule Control

Financial & Cost Management

Change Control

Configuration Management and Documentation Control

Progress Reporting

Inventory Control

1.2 Document Conventions

Within this document a number in the left margin indicates Requirements. This number is in the form AA-NN, where AA is a chapter identifier, and NN is a sequential number.

1.3 Applicable Documents

None

1.4 Reference Documents

Ref Document Number Title Issue Rev

RD-01 S5P-RS-ESA-SY-0004 S5p Management Requirements and Tasks 1 2

RD-02 S5P.LIS.ASU.SY.00001 S5p Directory of Acronyms and Abbreviations 1 0

RD-03

RD-04

RD-05

RD-06

Table 7-1 Reference Documents

Note: Not all Reference Documents shall be deliverable to the Contractor. This applies particularly (but not exclusively) to ESA documentation placed on Prime. In this case the documentation is referenced above for Agency and ASU usage only the purpose of tracing ESA requirements flow down.

1.5 Definitions, Acronyms and Abbreviations

The Sentinel-5P list of abbreviations and acronyms is given in [RD-02].


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2. OVERALL MANAGEMENT REQUIREMENTS

2.1 General

2.1.1 Project Management Office

OM-1 The Contractor shall establish and maintain a project management organisation for the purpose of accomplishing the objectives of the Contract. Such project management organisation (the Project Management Office) shall be separated from other projects and operations of the Contractor to the extent necessary to prevent interference with the timely and cost effective completion of the Contract. The Contractor’s Project (Management) Office shall monitor all technical and administrative activities of the Contractor’s and Sub-contractors’ effort and be the interface with the ASU Project Office.

2.1.2 Project Management Plan

OM-2 The Contractor shall propose a Project Management Plan, which shall be tailored to the specific Sentinel-5P programme needs, including the contents of this specification, and shall be subject to negotiation and agreement with ASU.

OM-3 The Contractor’s project management and project control (including documentation and configuration) organisation shall implement the approved Project Management Plan (PMP).

OM-4 The Contractor shall submit evidence to ASU of concurrence by his Sub-contractors to the Project Management Plan.

The negotiated and approved Sentinel-5P Project Management Plan shall take precedence over any other document containing management requirements, with the exception of the Contract.

2.1.3 Management of Risk

OM-5 Risk management shall be implemented in a cost-effective manner, using the existing project organisation to the maximum extent.

OM-6 The Contractor shall identify a function in its project organisation responsible for the identification and management of risk. The Contractor shall identify and register risks with :

The name of the custodian for control of the risk The related Work Package An explanatory description Reasons for their criticality Importance of their consequences (classification and severity) Magnitudes of consequences (e.g. schedule and/or cost impacts) Probability of their occurrence The preferred solution, with reasons Alternative solutions and contingencies Current status

OM-7 The Contractor shall analyse risks and evaluate alternative solutions and ensure awareness at all levels and elements of the project.

OM-8 The Contractor shall monitor and control risks and establish plans for contingencies to be managed at designated levels of the hierarchy.

OM-9 The Contractor shall report the status of risks as part of the scheduled Progress Report to ASU.

OM-10 Where there is a possibility that risks may have a compounding impact, the Contractor shall implement control mechanisms to minimise their impact and highlight these in the Progress Reports.


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OM-11 The Contractor shall propose, for agreement by the Agency and in line with ECSSM- ST-80C a Risk Management Plan.

2.1.4 Subcontractors/Suppliers Flowdown

OM-12 It shall be is the responsibility of the Contractor to impose the requirements defined in this specification, and elsewhere in the contractual documentation, on to lower tier Subcontractors and Suppliers to ensure their implementation.

Where the contractor subcontracts part of the work to a lower tier subcontractor, flow down of the requirements contained herein will ensure a consistent management structure across the whole of the Sentinel-5P contract.

OM-13 The Contractor shall submit the list of lower tier Subcontractors and Suppliers as defined in the Contract (for each major lower tier entity, description of the work to be performed and reference of the Contract).

The data submitted must include the value and country in which the task is going to performed.

OM-14 Access to data (even proprietary data) and access to premises are required at any level of subcontracting.

OM-15 Any change to this proposed lower tier suppliers list shall be submitted to ASU approval.

2.1.5 Re-use from Existing Hardware

For Sentinel-5P it is targeted to use existing developed hardware as far as possible to optimise the project cost.

It is therefore permissible to propose an approach for re-use of existing materials (e.g. documentation) in order to reduce the effort and cost. Supplementary Sentinel-5P specific required information can be provided separately from existing documentation. The Configuration and Data Management approach, DRL etc shall be adapted accordingly and shall be subject to Astrium approval.

OM-16 Under a re-use approach it is required to provide all relevant historical documentation for the proposed unit including full qualification and verification documentation written in English

2.2 Relationship between Project Teams

2.2.1 Responsible Officers of ASU

ASU’s Project Manager is the representative of ASU for the execution of the project and is responsible for all management, and technical functions. The Project Manager will ensure the performance of ASU’s undertakings and co-ordinate with all parties involved in the project. He has full authority to carry out these functions.

ASU’s Contracts Officer, is responsible for all legal, contractual and administrative aspects of the Contract. The Contracts Officer assists and advises the Project Manager in all matters having legal, contractual and administrative implications during Contract negotiations and Contract execution.

2.2.2 ASU’s Authority for Signature

Formal communications concerning the project, which are not signed by ASU’s Project Manager (or duly appointed representative), and for Contractual matters by the ASU’s Contracts Officer (or duly appointed representative), shall not be binding on ASU.

2.2.3 Responsible Officers of the Contractor

The Contractor’s Project Manager is responsible for the execution of all Contractor tasks.


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The Contractor’s Contracts Officer is responsible for all legal and contractual aspects of the Contract.

2.2.4 Contractor’s Authority for Signature

OM-17 Formal communications concerning the project, which are not signed by the Contractor’s Project Manager (or duly appointed representative), and for Contractual matters by the Contracts officer (or duly appointed representative), shall not be binding on the Contractor.

2.2.5 Delegation of Authority

Responsibilities described above may be delegated to other designated officers. Such delegation must be notified in writing to the Contractor or to ASU on a case-by-case basis.

2.2.6 Accommodation and Services for Resident ASU Personnel

OM-18 ASU shall have the right to place a limited number of resident ASU personnel at the Contractors and Sub-contractors premises. This right shall also extend to personnel from the European Space Agency (ESA).

OM-19 The Contractor shall provide and maintain accommodation and furnishings of a reasonable standard, together with communication facilities for ASU and ESA personnel in the vicinity of the Contractor’s Project Team, or where the activities are taking place. The communication facilities shall include phone, fax, e-mail and Internet access. The standard of accommodation should be similar to the one provided by the Contractor for his own personnel. On ASU’s request, the Contractor shall also arrange for similar facilities at Sub-contractors’ premises.

2.2.7 Language

OM-20 All generated information shall be made in the English language, including any historical documentation.

2.3 Management and Communications

2.3.1 General

OM-21 The Contractor shall apply a uniform approach in all functions and procedures that have an interaction with ASU, supporting project management across the whole Contract Structure (CS).

OM-22 The Contractor shall be fully responsible for the overall implementation and execution of the Contract tasks, including overall management, cost and schedule performance, technical performance, and direction of his Sub-contractors.

OM-23 All plans and data submitted by the Contractor in the Proposal shall be updated following the Contract award, taking into account the results of the Contract negotiations and Contract changes.

OM-24 The Contractor shall manage any lower tier Sub-contractors. The Contractor shall regularly assess the progress status, analyse and collate the reports from his Sub-contractors for a consolidated report to ASU. Copies of all Subcontracts shall be provided to ASU and ESA at the time of their signature.


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2.3.2 Information Exchange

OM-25 The Contractor shall ensure that any formal communications with ASU or the Agency or within the Industrial Organisation Structure follow the contractual hierarchy.

Formal communications are defined as the exchange of information that affects technical standards, deliveries, time schedule, costs, or any other relevant aspect of the project that has an impact on the Contract. This type of communication shall take place between the respective responsible officers of ASU, the Agency and the Contractor (as defined in the Contract) and are binding on both parties.

Informal communications are defined as all other exchanges of information which are necessary for a good understanding of the project between project participants. Informal communication shall be allowed between key project staff of ASU/the Agency and the Contractor or Sub-contractors. Appropriate key personnel of ASU, the Agency and the Contractor shall be kept informed of informal communications in due time.

OM-26 All information exchange between the Contractor, major Sub-contractors and the equipment suppliers shall be copied - for information - in parallel to ASU and the Agency, at the time of the transmission to the other party(s).

OM-27 The Contractor shall advise ASU and the Agency of potential performance/cost/schedule problems and critical situations within two working days of it coming to his notice.

2.3.3 Directories

OM-28 The Contractor shall provide a directory of the acronyms and abbreviations to be used throughout the project but the basis of this directory shall be the Sentinel-5P directory given in [RD-01].

OM-29 The Contractor shall establish, maintain and distribute a Project Directory and send this and its revisions to the ASU Project Office. The Contractor shall highlight within the Project Directory the names of all key personnel of the whole project structure. The Project Directory shall be available as an electronic database.

2.3.4 Project Team

OM-30 The Contractor’s project management organisation shall be suitably structured with single point authority to support the control of the work/schedule/cost performance at all levels including subcontractors.

OM-31 The Contractor shall nominate a Project Manager with a team dedicated to the project. The members of the project team shall be under the authority and responsibility of the Project Manager and shall report to the Project Manager or his key personnel.

OM-32 The Contractor’s Project Manager shall have direct access to his company management hierarchy so that conflicts can be resolved at the appropriate level.

OM-33 The Contractor’s Project Team shall exercise an active monitoring and control over his own and lower tier Contractors’ activities and lead his Sub-contractors in the execution of subcontracted activities to ensure that their services are compliant with ASU’s requirements.

OM-34 The Contractor shall propose, a Risk Management Plan for the execution of the Contract.


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2.3.5 Electronic Communication Interfaces

OM-35 An electronic mail system, compatible with the Simple Mail Transfer Protocol (SMTP, RFC 821, 8/82) shall be used for the exchange of text based messages. Such communication shall not be used for formal communication as defined above.

OM-36 The Contractor shall provide a server for data interchange and local storage for access by Sub-contractors, by ASU and by the Agency.

OM-37 For the transfer of ASCII and binary files, the File Transfer Protocol (FTP), (RFC 959 10/85) shall be used.

OM-38 The Contractor shall establish procedures to allow communication with all project participants using electronic means.

OM-39 All files shall be subjected to virus screening before electronic transmission.

OM-40 Fax hardware/software shall be based on ITU Group 3 or higher protocols.


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3. PROJECT STRUCTURES ORGANISATION

3.1 General

The creation of the Project Breakdown Structures will be derived by ASU from the first level Agency’s requirements, starting from the functional requirements to be built into the system. The process will go through Product Tree (PT) elaboration, which is the exhaustive definition of the system elements. Delineating the tasks needed to develop and produce an element will lead to the Work Breakdown Structure (WBS). The allocation of the WBS to the Industrial Organisation will result in the Contract Structure (CS). In order to perform the tasks of the WBS within each party of the CS, the companies will have to set up a Project Organisation Breakdown Structure (OBS).

The Project Breakdown Structures provide the basis for:

Creating a communication on a common basis between all project participants;

Unambiguously identifying the responsibilities;

Identifying the interfaces between the project elements;

Providing visibility at a summary level and tracking of problems down to their source.

3.2 Product Tree

PS-1 The Contractor shall provide a Product Tree (PT) for all products down to the deliverable end items. ASU and the Contractor shall agree the product tree codes to be used within this contract.

PS-2 The Product Trees of Sub-contractors shall be incorporated in the Contractor’s Product Tree.

PS-3 The Contractor shall maintain the Contractors Product Tree under configuration control.

3.3 Work Breakdown

3.3.1 Work Breakdown Structure (WBS)

PS-4 The Contractor shall provide, as part of the Project Management Plan, a Work Breakdown Structure (WBS) covering all activities required to fulfil the Contract. The WBS shall include:

all activities required to deliver the elements of the Product Tree, compliant with the specification;

activities associated with development models, where appropriate;

support functions required to produce the deliverable end items.

PS-5 The WBS’s from the Subcontractors shall be incorporated in the Contractor’s WBS.

PS-6 Work related to manufacturing, assembly, integration and test shall be associated with each hardware model, (where applicable) which is produced.

PS-7 Engineering work shall be traceable to the related Product Tree element, at system, subsystem or unit level.

PS-8 Support functions identified in the WBS shall be those defined in the Support Function File of the Agency’s costing system, ECOS.

PS-9 Common support function work shall be consolidated to a higher level of the WBS, in order to minimize the number of work packages.


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PS-10 The Contractor shall maintain the validity of the WBS throughout the project life cycle. The WBS shall be subject to ASU and Agency approval at all times.

3.3.2 Work Packages

PS-11 The Contractor shall provide, Work Packages based on his WBS. Each Work Package shall:

have a unique number;

be measurable and manageable in its scope, to allow planning, monitoring and controlling of progress;

have clearly identified inputs and outputs, forming interfaces with other tasks or Work Packages;

be allocated to a single Work Package Manager (several Work Packages can be allocated to a single Work Package Manager);

result in supply of products or documents, corresponding to accomplishment of the task of the Work Package;

have clearly identified planning constraints (duration, starting event, finishing event, intermediate events if applicable);

be defined by a Work Package Description;

be broken down into elements of a value to allow adequate control and tracking of any Work Package dedicated to hardware and software, including their related analyses.

PS-12 The Contractor shall submit, as part of his Proposal, the Work Package Description for each Work Package, including those of his Subcontractors.

3.4 Contract Structure (CS)

PS-13 The Contractor shall provide, as part of the Project Management Plan, a Contract Structure (CS). This shall represent the contractual hierarchy of the project, including all Subcontractors. The CS shall show the relationship between companies such that the contractual responsibilities can be traced.

PS-14 The identification of companies in the CS shall include the identification of the country in which the company is based. The countries and companies shall be identified by their commonly agreed codes.

PS-15 Based on any input provided by the ASU during the Contract negotiation, and/or resulting from the activities performed during the execution of the Contract, the Contractor shall update the CS as appropriate.

The CS, and its updates, are subject to ASU’s approval.

3.5 Project Organisation Breakdown Structure (OBS)

PS-16 The Contractor shall present in the Project management Plan his own Project Team organisation by means of a detailed Project Organisation Breakdown Structure (OBS) , which depicts the functional aspects of the project organisation, and show in a few lines the place of the Project Team within the overall company structure.

PS-17 The responsible supervisor for each Work Package shall be identified within the OBS.

PS-18 Each Sub-contractor shall provide own OBS as per the above guidelines.


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PS-19 The OBS shall be part of the offer and shall be maintained and regularly updated during the project life cycle.

3.5.1 Key Personnel

PS-20 The Contractor and lower tier Subcontractors shall identify, within the OBS, the key personnel responsible to fulfil the obligations of the Contract.

Key personnel are defined as persons who, because of their positions and individual qualifications, perform an essential function required for achieving the objectives and requirements of the Contract. They are dedicated to the Project.

PS-21 Key personnel, for the Contractor and lower tier Subcontractors, shall be identified in the Project management Plan, including their CV’s; appointment of key personnel and subsequent changes require the approval of the ASU & the Agency’s Contracts Officers.

PS-22 Key personnel shall perform the following functions:

Project Manager

Contracts Officer

Engineering Manager responsible for design, development, verification of the product(s) under his responsibility

Industrial Manager

AIT Manager

Project Control Officer

Product Assurance and Safety Officer

It is acceptable for one person to take on more than one role if this increases the effectiveness of the contractor’s organisation. Furthermore if the contractor is responsible for more than one Sentinel-5P item, then it is recommended to merge them under a single responsible project manager and corresponding team.

ASU reserves the right to verify the qualifications and suitability of the key personnel assigned and to approve them. In the case that ASU does not approve an assignment, the Contractor or Subcontractor shall provide other personnel meeting the professional standards required by ASU or the Agency.

PS-23 The Contractor shall include all key personnel in the Project Directory.

3.6 Cost Breakdown Structure (CBS)

PS-24 Based on the requirements of ASU and following contract negotiations the Contractor shall specify the cost categories for resources, including labour, equipment, facilities etc., to be expended in the performance of work in the form of a Cost Breakdown Structure (CBS). The CBS shall be based on ESA’s standard cost headings, as defined in its Cost Forms. Where ESA’s cost categories alone are not sufficient they shall be extended to include the Contractor’s own categories to the applicable ESA cost categories. The Contractor’s own cost categories of the CBS shall be those approved by the Agency. The Contractor shall maintain the CBS up to date.


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4. SCHEDULE CONTROL

4.1 General

SC-1 The work to be performed shall be planned to a level of detail appropriate to the project phase for which the planning is established.

SC-2 Any planning shall be linked to the WBS, such that major project milestones (including the contractual ones) and all the significant start and end events of Work Packages can be identified.

SC-3 The work progress shall be actively monitored throughout the Contract duration and periodically reported to ASU.

4.2 Master Schedule

SC-4 The Contractor shall create a Master Schedule by integrating the detailed schedules and interface milestones, connected with relationships, for all the work to be performed during the Contract, including the work of any Subcontractors. The Contractor shall perform appropriate resource planning

Each Subcontractor shall prepare his own Master Schedule for the work to be performed under his responsibility during the Contract. These Master Schedules shall be part of their Proposals.

The Master Schedule shall be presented at the KO and maintained up to date during the life of the contract.

SC-5 The Master Schedule shall be approved by ASU and shall be implemented by the Contractor and his Subcontractors. The approved Master Schedule shall become the baseline schedule reference to monitor and control progress and schedule.

SC-6 Any modification to this baseline schedule reference shall be subject to prior approval by ASU.

SC-7 The Contractor shall follow the formal change procedure for any change to the baseline schedule reference that affects any contractual milestone.

SC-8 The Contractor shall update the baseline schedule reference with all agreed changes as part of the regular Master Schedule Reporting with the Progress Report.


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4.3 Schedule Control Techniques

SC-9 Schedule control during the Contract shall be based on:

milestone lists;

bar charts;

trend analysis

critical item analysis.

and shall include the following:

The original baseline schedule (baseline schedule reference);

The current baseline schedule (baseline schedule reference updated with all agreed changes);

The current working schedule.

The contractor may use networks from internal schedule control management, or provide simple bar chart representations.

SC-10 Schedule control shall be based on the WBS and shall be created and maintained by the responsible Subcontractor for each level as appropriate, including:

Level 3: the subsystems/equipment and tasks per major constituent;

Level 4: the sub-assemblies forming the level 3 elements.

SC-11 The Contractor shall create the Equipment/Unit schedule by using an established software package such as Primavera Project Planner or MS Project or Suretrak.

4.3.1 Milestone List

SC-12 The Contractor shall include a milestone list in his Project Management Plan. Milestones shall be clearly defined and related to reviews, major tasks or interfaces and delivery dates.

SC-13 The proposed milestone list is subject to ASU’s agreement and changes to the agreed milestone list can only be made with the agreement of ASU.

SC-14 For each milestone a target date shall be defined associated with its earliest date of completion, and, if needed, a prediction of a new date compared to the previous updates.

The milestone list serves as a basic check for management information and monitoring.

SC-15 From these milestones, the Contractor shall confirm the Payment Milestones based on Contract negotiations.

SC-16 The project milestones shall be used as a basis for the Trend analysis


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4.3.2 Barcharts

SC-17 The Contractor shall prepare barcharts which shall serve as working basis and schedule reporting documents on task planning and scheduling.

The bar chart package shall consist of:

Master Control Bar charts (Level 3)

The information contained therein shall include but not necessarily limited to

Activity Number

Duration in working days

Start and Completion dates

Slack, contingency

Interlinks/constraints between activities

Schedule source files shall be made available to the contractual hierarchy, if requested.

SC-18 The bar charts shall be updated on an four to six weekly basis and submitted to ASU and ESA as part of the Progress report (timing of the progress report shall be agreed at the kick off meeting, it will have to respect the overall project reporting requirements). This cycle will be reviewed on a case by case basis depending upon the development status of the deliverable items, e.g. new development or off the shelf. This will be agreed on a case by case basis.

SC-19 Not Applicable.


SC-21 The Master Control Bar charts shall be established for each element identified in the WBS. They shall summarise all the relevant activities of the WBS and show the critical path(s) of that particular constituent.


SC-23 The method and form of bar chart presentation shall follow the state of the art concerning planning and scheduling techniques e.g. showing the current baseline schedule against the current working schedule.

4.4 Trend Analysis

SC-24 The Contractor shall provide a trend analysis which shall be based on the milestone list and on trend charts.

SC-25 Trend Charts shall show each significant milestone to be agreed between Astrium and the Contractor, and shall clearly indicate the progress from the start to the expected completion date

SC-26 Should delays occur, the Contractor shall explain the reasons for the delay and presents the actions taken or planned for recovery.

SC-27 The updated Trend analysis shall be included in the Schedule Reporting.


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4.5 Critical items

SC-28 The Contractor shall include in the offer a list of critical items regarding the work to be performed during the project.

SC-29 This list shall be analysed in detail, with the aim to identify alternatives which reduce the criticality of the items.

SC-30 On a regular basis (i.e. as part of the Progress Report), the Contractor shall report on the results of his analyses.

SC-31 Such a Critical Items Analysis report shall include:

Description

Reason for criticality

Possible alternative solutions and reasons

Resulting impact on the project

4.6 Schedule Reporting

SC-32 The Contractor shall provide a Schedule Report as part of the Progress Report or in a separate report to be issued at the same time of the Progress Report.

SC-33 The Contractor shall provide an electronic version of the schedule in the form of the originally used schedule management tool to ASU.

SC-34 The Schedule Report shall be the result of an objective and realistic analysis of the progress made, showing an active control of the execution of the work.

SC-35 The Schedule Report shall include:

a narrative part explaining the overall status of the Project

the updated milestone list (see Section 4.3.1 “Milestone List”)

the updated barcharts (see Section 4.3.2 “Barcharts”)

an analysis of any critical items which may jeopardise the schedule

If applicable a report on the planned usage of the test facilities, identifying any potential conflict in availability and identifying backups in case of problems. The use of all test facilities shall be clearly indicated;

an indication of any further changes in duration, added or deleted activities or logic changes which may have occurred and the reason for such changes.

SC-36 If during the reporting cycle, a situation arises which results in a substantial change in planning or scheduling, the Contractor shall notify ASU accordingly within two working days of becoming aware of it.

ASU reserves the right to request, at times of intense activity or in critical situations, more frequent or detailed schedule reporting of the relevant activities. This may also extend to off-the-shelf hardware procurement when the progress meeting cycle is by mutual agreement greater than six to eight weeks

ASU reserves the right to perform on-site inspections of the schedule control system and progress at the premises of the Contractor and his Subcontractors at mutually agreed dates. This right is also extended to the Agency.


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5. FINANCIAL AND COST MANAGEMENT

5.1 General

Management requirements for the definition, creation, reporting and use of cost and manpower data applicable to fixed price Contracts are mainly related to the internal Company’s cost control system, which should ensure the following primary objectives:

to establish and maintain an agreed cost and manpower basis for all the work to be performed during the Contract across the project and its participants;

to be able to rapidly evaluate the actual expenditure, assess deviations and predict potential cost impacts;

to develop, evaluate and rapidly implement corrective actions;

to define, use and report a consistent set of cost data.

The Contractor and his Sub-contractors shall implement a cost control system and shall closely monitor expenditure against the agreed cost references, with respect to the planned value of work achieved. The Contractor and his Sub-contractors shall be able to detect and report, at an early stage, any unfavourable cost trends and shall be able to propose to their management work-around solutions to respect the cost constraints.

For the purpose of Financial Control Operations, the Contractor shall use a computer based Project Management System for storage, retrieval, analysis and reporting of information. The contractual financial transactions under the contract, in particular the establishment of Milestone Payment Plans (MPP’s) and the certification of milestones shall, unless in particular case agreed otherwise, be based on the financial data processed by the ESA financial management system, esa-p.

5.2 Cost Control Techniques

FC-1 though FC-10 not used

5.2.1 Requirements Applicable to Fixed Price and Firm Fixed Price Contracts

5.2.1.1 Original Baseline Cost Plan

FC-11 The consolidated set of Milestone Payments Plans for each Contract item shall be maintained, based on the agreed Contract price, shall constitute the Original Baseline Cost Plan (OBCP).

5.2.1.2 Current Baseline Cost Plan

FC-12 The Contractor shall follow the formal change procedure for any change to the OBCP.

FC-13 The Contractor shall update the Milestone Payments Plans with approved changes.

FC-14 The consolidated set of approved updated Milestone Payments Plans, shall constitute the Current Baseline Cost Plan (CBCP).

FC-15 Not Applicable

FC-16 In the event that a significant number of changes are incorporated ASU may request the contractor to provide an updated CBCP to ensure clarity and consolidation with ASU’s records.


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5.2.1.3 Certification of Achievement of Milestones

FC-17 The Contractor shall provide/ensure evidence of achievement of the milestones of his Sub-contractors before requesting ASU approval this may be provided through invoice approval in esa-p.

FC-18 The Sub-contractor performing the work shall certify achievement of the milestones by use of a payment Milestone achievement certificate (PMAC). Subsequent certification shall be provided by higher level Contractors.

FC-19 through FC-20 not used

5.2.2 Geographical Distribution of Work

FC-21 The Contractor shall submit to ASU a breakdown of the ‘Geographical Distribution of Work’ (GDW) by value.

FC-22 The first issue of the GDW shall be provided in the Proposal and based on the offer provided by the Contractor therein. It shall be amended as a result of the Contract negotiation, and shall be up-issued immediately thereafter.

FC-23 Any further updates shall take due account of the results of selection of Sub-contractors, including approved class A and class B changes.

FC-24 The GDW shall clearly show the baseline and the impacts resulting from new subcontracts, class A and class B changes on subcontractors separately, supported by a clarification note.

FC-25 The Contractor shall supply to ASU and to the Agency copies of all subcontracts, including appendices, for information at the time of conclusion of the subcontract as per the relevant directives of the Contract.

FC-26 The Contractor shall also supply to ASU copies of all class B changes for information at the time of conclusion of such class B changes as per the relevant directives of the Contract.

5.3 Financial Reporting

FC-27 The following cost reporting is required, as explained in chapter 5.2 and 5.3:

Original Set of Milestone Payment Plans : i.e. Original Baseline Cost Plan (OBCP)

Current Set of Milestone Payment Plans , i.e.: Current Baseline Cost Plan (CBCP)

Geographical Distribution of Work by value

Certification of achievement milestones

FC-28 N/A

FC-29 N/A

FC-30 N/A

FC-31 N/A

FC-32 N/A


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FC-33 Each period the Contractor shall assess actual expenditures and forecast future costs and manpower for the remainder of each Work Package, taking account of the schedule, achieved progress of work and performance.

FC-34 PSS forms PSS-A2 and PSS-A10 shall be submitted.

The Agency/ASU reserves the right to exceptionally request more frequent reporting for certain critical areas but as a minimum will be quarterly with the first issue provided at Contractual Kick Off.

The Progress Report should identify the current financial status and any significant changes to the above documentation. The financial report should identify the status of any outstanding invoices


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6. CHANGE CONTROL

6.1 Contract Change Procedure

6.1.1 Classification of a Change

CC-1 The following classification as specified in the Contract shall apply: Class A Class B.

CC-2 No mixed classification of changes is allowed.

6.1.2 Introduction of a Change

A Contract Change Notice (CCN) may be raised by the Contractor or his Subcontractors, either on his own initiative or in response to a Change Request (CR) from ASU.

CC-3 Following receipt of a CR from ASU, the Contractor shall submit a complete and co-ordinated CCN within 15 calendar days, unless otherwise agreed.

CC-4 Each proposed CCN must be identified by a unique number, in line with the overall project Documentation Control Procedure. In the event that a CCN has been rejected or withdrawn, this number shall not be used again.

CC-5 Each CCN shall be valid for at least 4 months. Any deviation from this requirement shall be clearly justified by the Contractor within his CCN and agreed with ASU.

CC-6 The substantiating documentation and information to be supplied with the CCN shall include, as a minimum, the following:

Justification of the change. A detailed technical description of the change, and its implications and consequences

on system or subsystem performances. This shall be accompanied by the proposed amendments to the relevant documents.

A description of the envisaged tasks in the form of a brief Statement of Work, subdivided into the affected Work Packages, and/or list of the tasks to be eliminated.

Work Package Descriptions. A statement of the schedule impact, if any, supported by revisions to the affected

schedule documents. Company Price Breakdown Forms (PSS-A1, PSS-A2, PSS-A8 and PSS-A10). All changes shall be submitted as (Firm) Fixed Price in Euros, in line with the price type

of the (sub) Contract concerned. Proposed payments plan(s) for the change, including those of the Subcontractors.

CC-7 The Contractor shall list on each CCN the reference numbers of any CCN’s from his Subcontractors. These shall be annexed to the Contractors CCN. The Contractor shall include, as part of his CCN, his assessment, conclusions and recommendations on any CCN submitted by his Subcontractors.

CC-8 The Contractor shall ensure that his Subcontractors’ CCN’s are submitted by means of fully completed CCN forms, with additional information as required, in a fully coordinated manner, including all impacts of even lower level Subcontractors.

6.1.3 Review and Approval of a Change

Upon receipt of a CCN, ASU shall review the proposal within 20 calendar days and either request further clarification or give the technical go-ahead for the implementation of the change.

CC-9 All submitted CCN’s shall be processed by a Change Review Board (CRB). This Board shall consist of ASU and Contractor’s Responsible Officers, supported by other experts as required. A CRB may be convened at the occasion of a Progress Meeting.


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CC-10 No activities on the proposed CCN shall start prior to a written go-ahead. In cases where the Contractor does not follow this procedure, the resulting contractual consequences shall be borne by him. In special cases, ASU’s Responsible Officers may instruct the Contractor to introduce the change, before a CCN has been formally processed, without prejudice to a subsequent CRB.

CC-11 If an agreement on a CCN is reached, the CCN shall be signed by the ASU’s and Contractor’s Responsible Officers; this constitutes approval of a change, and the terms and conditions of the Contract shall be deemed modified accordingly.

CC-12 After approval of a change, the Contractor (and his Subcontractors) shall implement the change without delay. Such implementation shall include the full integration of the change into the project plans (e.g. Current Baseline Cost Plan) and any other documentation, to the extent necessary to keep these up to date. Introduction of changes into Class A documentation shall be done via the DCN procedure explained in Section 7.

CC-13 At the end of a CRB, the minutes of meeting shall be signed by the ASU’s and Contractors Responsible Officers, and shall constitute an integral and overriding part of the content of the CCN.

CC-14 In case of disagreement, a new CRB shall be scheduled within 20 calendar days. In case no further agreement can be reached, the subject CCN shall be presented to the Change Appeal Board (CAB), in accordance with the relevant Contractual conditions.

CC-15 ASU reserves the right to reject a CCN or not implement a proposed change.

6.2 Other Changes

CC-16 Class B changes fall under the responsibility of the Contractor and/or his Subcontractors. However, once a class B change is approved, a copy shall be sent to ASU for information.

CC-17 The Contractor shall implement and maintain a system of control procedures for all documents generated under the Contract (see Section 7.2 “Documentation Management”), in accordance with the Project Management Plan including Configuration and Documentation Management.

6.3 Change Log

CC-18 The Contractor shall create and continuously maintain an up to date log (the Contract Change Status List) of all his own and his lower level Contractors contract changes, including:

list of approved CCN’s (and ECP’s), breakdown per Contractor, classification, price, type of price, and other information deemed relevant

list of rejected or withdrawn CCN’s (and ECP’s) list of changes submitted to ASU, but not yet approved list of changes still under preparation list of Change Requests issued by ASU, with reference to the related CCN list of all approved Class B changes

CC-19 The Contract Change Notices Status List shall be issued at the occasion of each Progress Meeting.


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7. CONFIGURATION MANAGEMENT AND DOCUMENTATION CONTROL

7.1 Configuration Management

The Contractor shall establish, implement and maintain a configuration management system compliant with the requirements of ECSS-M-ST-40C Rev.1, chapter 5. Such system shall be in effect throughout the complete project life cycle. The configuration management process shall be as defined in the Project Management Plan or in a specific plan to be agreed by the Astrium. The Configuration Item Data List shall comply with the DRD in Annex-C of ECSS-M-ST-40C Rev.1.

7.2 Documentation Management

7.2.1 General

CM-1 The Contractor shall establish, implement and maintain a documentation management system customised from the requirements of ECSS-M-ST-40C Rev.1, chapter 5.3.7. Such system shall be in effect throughout the complete project life cycle.

CM-2 The Contractor shall operate a project-centralised documentation system to fulfil the information requirements of the project. The documentation system shall be capable of providing up-to-date information on all aspects of the project, at all times. Project participants shall have quick and easy access to this information.

CM-3 The documentation system shall, in particular, serve as a reference for technical interfaces and for introducing and executing all project modifications. The project documentation centre shall be equipped with effective and reliable means of reproduction and transmission of documents.

CM-4 The Contractor shall ensure the handling of information classified as ESA-Restricted according to the ESA Security Regulations.

7.2.2 Document Classification

CM-5 All documents shall fall into one of three different levels: • level 1: the Contractually Controlled Baseline Documentation (only Astrium’s issued documents); • level 2: the Class A documents issued by the Contractor and to be submitted to Astrium for approval; • level 3: all other documents issued by the Contractor, either for review (Class R) or for information (Class I). The classification of documents is as follows: • Class A: Documents issued by the Contractor that shall be approved by the Contractor and Astrium prior to their implementation. After approval, these documents are contractually binding. • Class R: These documents shall be only approved by the Contractor. They will also be sent to Astrium for review and identified discrepancies shall be corrected prior to their implementation.

• Class I: all other documents. CM-6 The Contractor shall agree with Astrium and impose on his Subcontractors the procedures and

standards for all documentation, including: • classification of documents • document numbering and identification (see the Annex to this document) • distribution of documents • format and contents for each class of document • approval for each class of document • updating for each class of document


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CM-7 The Contractor shall provide a Documentation Management Plan as part of Project Management Plan, including an appropriate Document Management Procedure, for approval by Astrium.

CM-8 The Contractor shall ensure that all documents and document updates are approved as required.

7.2.3 Document Change

CM-9 All documents shall be subject to the Documentation Control.

CM-10 Updates to Class A documents shall be recorded by means of a Document Change Notice (DN), issued to all recipients.

CM-11 All DN’s related to class A documents shall be subject to Astrium’s approval. Documents shall be updated either by a revision or by a new issue. Revisions will be made for minor additions, deletions or changes of information. New issues or reissues will be made when major changes in the scope or the text have evolved.

7.2.4 Document Status List

CM-12 The Contractor shall create and maintain a Document Status List, recording all the documents to be produced during the Contract, including reports, specifications, plans and minutes. The list shall indicate the document reference, class of document, date of issue, status (draft or approved), confidentiality level and distribution

CM-13 The Contractor shall submit an updated Document Status List at the occasion of each Progress Meeting or at specific request by Astrium..

7.2.5 Document Distribution and Retrieval

CM-14 As soon as they become available, the Contractor shall submit to Astrium all documents, which are produced during the execution of the Contract.

CM-15 Any document to be discussed at a meeting with Astrium and the Agency shall be submitted at least two weeks prior to such meeting.

CM-16 Documents from Sub-contractors shall be submitted to Astrium and the Agency in parallel to the Contractor. The Contractor shall provide to Astrium and the Agency within two weeks, his comments and/or acceptance of such documents.

CM-17 The formal documentation specifically issued by the Contractor in the frame of the Sentinel-5P project, shall be signed for authorisation as a minimum by the Contractor’s Project Manager, the PA Manager and Contract’s Officer (if relevant).

CM-18 All documents shall be delivered electronically. The delivery method will be agreed at the Contract Kick-Off and revised during the Contract as needed.

CM-19 All documents shall be delivered electronically in searchable PDF format (not password protected). The PDF format shall not be derived from a scanned paper copy, but from the original source file. Every chapter of a document shall be linked via hyperlink to the table of contents or bookmarks of the document. In case the document is provided on a media (CD or DVD ROM), the directory structure of the media shall be readable by both PC and Macintosh environments.

CM-20 The Contractor shall protect and distribute documents according to the level of confidentiality of information they contain (and according to the applicable clauses of the General Clauses and Conditions for ESA Contracts [ESA/C/290 rev.5])

CM-21 The Contractor shall provide access to Astrium and the Agency to all project documents, regardless of their confidentiality.


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CM-22 All documents shall be retained for a period of not less than 5 years, following the completion of the mission. The documents may be stored on transferable, electronic media, such as CD or DVD ROM.


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8. PROGRESS REPORTING

8.1 General

The primary objectives of progress reporting are to ensure that:

ASU’s Project Management is regularly provided with sufficient up-to-date and accurate information, across all functions, on which to base decisions.

Early identification of adverse trends as they start to develop from the lowest level ofthe Work Breakdown Structure.

Problems notified by reporting are highlighted, with proposed solutions for actions to be taken.

ASU will monitor the technical performance of the Contractor and will exercise technical control. This control will be implemented by holding progress meetings and reviews, by reviewing and approving documentation, by making visits to the Contractor and his Subcontractors premises, including quality audits.

8.2 Progress, Technical and Other Meetings

8.2.1 Progress Meetings

PR-01 Progress Meetings shall be held every 6 weeks between the Contractor and ASU chaired by ASU’s Project Manager or duly appointed and authorised representative, supported by other personnel as necessary.

PR-02 The dates for Progress Meetings shall be agreed at least two months in advance with ASU.

PR-03 It is acceptable to convene progress meetings at a lower frequency for off the shelf components, or repeat builds of already existing designs/flight hardware.

The frequency shall be chosen by ASU on a case-by-case basis. ASU reserves the right the re-instate 6 weekly progress meetings at any point during the development and for any equipment type, or to instate higher frequency progress meeting if warranted by the project status.

PR-04 Where applicable the Contractor shall have Progress Meetings with each of his Sub-contractors with an six weekly interval, grouped to take place within two working weeks prior to the ASU’s/Contractor’s Progress Meeting. As for PR-1 this interval may be increased depending upon the development status of the equipment.

8.2.2 Progress Teleconferences

PR-05 A Progress Telecon shall be held every 2 weeks between the Contractor and ASU chaired by ASU’s Project Manager or duly appointed and authorised representative, supported by other personnel as necessary. ESA shall also be invited.

PR-06 The telecon shall be restricted to 1 hour duration, unless otherwise agreed by all parties.


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PR-07 The agenda for the telecon shall be to communicate on key issues relating to the development.

The Contractor and ASU shall as a minimum address the following points:

summarise of progress made since the last telecon (or meeting).

expected progress before the next telecon (or meeting).

major issues encountered or anticipated.

expected deviation to the schedule and mitigating actions.

action item status.

PR-08 Minutes of the telecon shall be written by ASU.

PR-09 The content and wording of the Minutes shall be discussed and agreed during the telecon.

PR-10 The Minutes shall only be produced as an email in order to minimise administrative overhead.

The Minutes shall however be produced to the same standard as formal Minutes.

PR-11 As a minimum, the Minutes shall include the following:

Clear and consistent email subject line e.g. “OBC Progress Telecon #01 01/01/2012”

List of participants and their affiliation.

Division into clearly titled sections iaw the main points addressed (see RD-07).

8.2.3 Specific Meetings

PR-12 Technical and other meetings on specific subjects, with agreed agenda, dates and location, shall be called at the request of either ASU, ASU on behalf of the Agency or the Contractor or Sub-contractors.

8.2.4 Audits

At any time, ASU or the Agency has the right to conduct audits (including Financial). In particular, ASU or the Agency may conduct progress audits at the premises of the Contractor or any of his Subcontractors, to assess the progress and the schedule status. The auditors may include representatives of both ASU and the Agency. Regarding PA audits, reference is made to the applicable Product Assurance Requirements. ASU or the Agency will convene an audit with a minimum of three working days notice.

8.2.5 Meetings Plan

PR-13 The Contractor shall issue, every four weeks, a meeting schedule as part of their Progress Report, showing any other meeting planned to take place with its subcontractors. Any rescheduling of planned meetings shall be communicated to all potential participants without delay.

PR-14 ASU and ESA shall be invited to all meetings and corresponding agendas shall be provided in advance. ASU and the Agency may attend such meetings provided no confidentiality agreements are infringed. At ASU’s discretion Sub-contractors may participate in progress meetings.


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PR-15 All meetings shall nominally be held at the Contractors or Subcontractors premises, except for negotiation/kick-off meetings and some reviews, or if agreed otherwise.

8.2.6 Conduct of Meetings

Meetings may be held using videoconference facilities, where possible and appropriate.

PR-16 For each meeting the Contractor shall propose an agenda and list of participants at least five working days prior to the meeting.

PR-17 ASU representatives shall write the Minutes of all meetings chaired by ASU and these shall be issued as an ASU document (e.g. progress meetings).

PR-18 Contractor representatives shall write the Minutes of all meetings chaired by the Contractor and these shall be issued as an Contractor company document (e.g. meetings with Sub-contractors).

PR-19 The Minutes shall be reviewed at the end of the meeting by all participants, amended, finalised and signed before the end of the meeting

PR-20 The minutes of meeting shall be signed at the end of each meeting by the senior representative of each party and any participants who have taken an action during the meeting (if available).

PR-21 Signature of the minutes shall mean that the parties agree that they represent a correct recording of the proceedings and results of the meeting.

PR-22 Any matter having contractual impacts shall be highlighted and reported to the Project Manager and the Contracts Officer of each party, and shall be subject to formal approval by them before implementation.

PR-23 Minutes of all meetings shall be issued not later than 5 days after the end of the meeting.

PR-24 The minutes shall contain :

A standard front page, including date, place and subject of the meeting, together with the agenda and the list of participants

The conclusions of the meeting, with reasons for disagreements, if any

A brief point of the overdue actions

A list of new actions, precisely formulated, coded in accordance with an overall coding system and indicating actionees and due dates assigned

A brief summary of the discussion on major problem areas

Copies of technical notes, view-graphs, drawings, etc as presented at the meeting.

PR-25 In cases where the real-time minutes are not available for example, from a ASU shall arrange for typing, signature and distribution to participants within five days after the meeting.

With prior notice and agreement from the Contractor, ASU and the Agency reserves the right to invite third parties to meetings.

ASU’s representatives participating in meetings between the Contractor and its Sub-contractors, or between Sub-contractors, will not normally exercise executive functions during these meetings, but are free to contribute to the discussions of problems according to their relevant expertise. They also may make comments concerning the status and progress, drawing attention to possible system level impacts and making recommendations.


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The executive role of the ASU’s representatives will only be exercised in specific cases, where the Contractor and/or the Sub-contractor calls for so called “management intervention”.

8.3 Project Reviews

The major reviews, defined within the applicable Statement of Work and PA Requirements, constitute the major technical and contractual milestones by which ASU intend to assess the performance of the Contractor with respect to the technical, programmatic and management requirements, to assess the status and effectiveness of the harmonisation of the equipment activities with those of the overall system, and to decide upon the release of further work.

This section defines the key organisational points of the major equipment reviews which ASU require the Contractor to prepare.

The information presented below is not exhaustive. ASU shall produce a detailed review procedure prior to the review commencement giving full details on review logistics, participants, timescales, success criteria etc.

8.3.1 Review Organisation

ASU will chair the equipment reviews. The Agency will be invited to have full participation in all reviews including the raising of RIDs and membership of any review boards.

Logistics details will be discussed by the chairing party at the progress meeting preceding the review date by at least ten weeks.

The Review will be conducted via production of Review Item Discrepancies (RIDs). These will be produced by ASU and the Agency on a dedicated form.

The RID form will have provision for the review comment, response from Contractor and disposition of the RID at the review.

PR-26 Reviews at unit level shall be held at the Contractor's premises (or his own Contractors premises as the case may be).

PR-27 The Contractor shall produce a review data package containing the materials subject to review.

PR-28 Eight weeks prior to the review, the reviewee shall send to reviewers the data package checklist. This list contains title, number and issue of the documents to be reviewed. Planned issue date shall be mentioned in case the document has to be modified for the review.

PR-29 The Data packages shall be provided in PDF format in both Hardcopy, CD formats and on the FTP site.

The exact needs for each review shall be discussed and agreed between ASU, the Agency and the Contractor.

PR-30 The Contractor and/or his own Contractors shall provide adequate meeting rooms and logistic support, technical status presentation and adequate staff support to permit discussion of questions raised during the review.

PR-31 The Contractor shall support the chosen method for conducting the review.

The Agency and ASU will define the medium and format in which the review will be conducted. e.g. Prisma


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PR-32 The Contractor shall chair the reviews of his own Contractors. ASU and the Agency shall be invited in writing at least seven working days prior to exact review date, and their RID's (Review Items Discrepancy) may not be ignored either by the Contractor or his own Contractors.

PR-33 The Contractor shall ensure that all documents are available at ASU premises at least four weeks prior to the review date.

PR-34 RID responses from the Contractor shall be submitted to ASU as soon as available.

All RID responses shall be submitted to Astrium lo later than 5 working days prior to the review date.

Note: The notional review timetable is: 2 weeks for datapack review and submission of RIDs by ASU/ESA to contractor, 1 week for RID responses by Contractor.

8.3.2 Review Success/Closure

PR-35 A review shall only be considered successful when the following is achieved:

All RIDs raised, fully dispositioned and CLOSED or CLOSED WITH ACTION to the satisfaction of ASU and the Agency.

PR-36 A review shall only be concluded when the following is achieved :

All actions raised at the review have been CLOSED to the satisfaction of ASU and the Agency.

Production by the reviewee of a review closure report containing:

a) the updated data package check list (listing updated documents as a result of actions)and

b) the RID list containing disposition and action closure record.

Approval by ASU and the Agency of the review closure report (upon reception of updated documents).

8.4 Reporting

8.4.1 Project Progress Report

PR-37 The Progress Report shall be concise and provide a summary to ASU and the Agency, and shall include as a minimum the evaluation of the project performance to date.

PR-38 The Progress Report shall contain essential narrative and summary data in each section, with clear indication of achievement measured against planned programmatic and technical progress.

PR-39 The Progress Report shall highlight adverse trends in technical, schedule and cost performance.

PR-40 The Progress Report shall identify potential problems and propose corrective actions.

PR-41 The Progress Report shall report on Technical Budgets (mass, power etc) and highlight any evolution in these.

PR-42 The Progress Report shall also include the progress status of Subcontractors.


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PR-43 The Progress Report shall include the following elements:

the Schedule Report (see Section 4.6 “Schedule Reporting”)

Forthcoming meetings.

the Action Item Status List

Product Assurance issues (e.g. list of RFW’s, NCR’s )

a DCN Status List

the Contract Change Notice Status List

Invoice Status List

PR-44 The Progress Report shall be delivered at four weekly intervals.

The Progress reporting cycle dates shall be agreed at the KO meeting to coincide with overall project reporting cycle.

ASU reserves the right, in case of critical situations needing recovery actions, to require progress reports on a more frequent basis.

8.4.2 Test Notification/participation requirements

PR-45 The Supplier shall notify ASU of the start of a (group of) tests by e-mail or by fax 5 working days before the commencement of the test sequence. The Supplier shall in any case keep ASU informed on any change which may occur to the planned test date.

PR-46 During equipment test phase contact between ASU and subcontractor/supplier shall be increased to ensure the quality of the hardware. ASU and the Agency shall be invited to all tests and all test procedures made available in a timely manner prior to the tests themselves.

8.4.3 Action Item Control

PR-47 The Contractor shall establish an Action Item Control System which shall ensure that actions are raised and cleared effectively.

PR-48 Once initiated, the Action Item will be uniquely identified and recorded in the Action Item Control System. The record shall contain as a minimum:

action item identifier

a brief description

initiation date

reference to the minutes of meeting at which the action item was initiated;

due date

the actionee (company + person’s name)

status (“O” = Open, “C” = Closed , “A” = Agreed)

closing reference

closing date

Only Action Items declared as agreed (Status = A), shall be taken from the printed list in its next issue.


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PR-49 Together with each Progress Report (and in addition on specific request), the Contractor shall issue ASU an updated Action Item Status List, electronically, on a web based Action management System.

8.4.4 End of Project Assessment and Contract Close-out

PR-50 The Contractor shall prepare and issue to ASU an End of Project Assessment and Contract Close-out Report on the lessons learnt on completion of the Contract. The report shall be based on a template provided by ASU.

The report shall be issued three months after the final delivery Review and shall be conditional to the final payment.

8.4.5 Special Cases

PR-51 The Contractor shall notify ASU within 48 hours of any event that could significantly affect the achievement of the Contract objectives in terms of technical performance, schedule and cost.


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9. INVENTORY CONTROL

9.1 General

Inventory Control is the instrument for accounting of the Agency’s assets, and is specifically addressed in the Contract.

IC-1 The Contractor shall prepare as part of his Project Management Plan a concept of his Inventory Control Plan addressing all items to be controlled and including:

classification of property

treatment of property

recording of property

marking of property

disposal of property

audit and physical inspection

IC-2 Items which are produced or purchased specifically and used exclusively for the purpose of the Contract, as well as items made available by the Agency to the Contractor shall be subject to Inventory Control.

IC-3 The Contractor and all his Subcontractors shall operate an Inventory Control system in such a way that:

the existence and location of all inventory items, both immovable and movable, can be verified

changes in value, resulting from acquisitions, disposals and items written off, are controlled

financial reconciliation can be made and status reports be prepared, for incorporation into the Agency’s annual accounts

9.2 Classification of Items

For the purpose of Inventory Control, items shall be classified into five categories, according to the source and intended use of the items:

Source / Purpose Contractor Acquired Items

ASU Furnished Items

Consumable items (parts, materials, supplies, etc.)

Class 1 Class 2

Capital items/production support equipment and tools (instruments, jigs, fixtures, etc.)

Class 3 Class 4

Items purchased by the Contractor and/or his Sub-contractors on their own account but amortised under the Contract.

Class 5

Consumable items are parts, materials, supplies, components, modules, minor expendable tools, assemblies, units and subsystems which through the production process lose their identity and are absorbed directly or indirectly by the system/product to be provided under the Contract. Consumable items


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is principal are not capitalised per item, however, before consumption they are identified as assets of the ASU under the collective term “Consumable”.

Capital items/production support equipment and tools are jigs, fixtures, devises, apparatus, instruments, machines, installations, technical facilities, buildings, computer programmes, documentation, models, samples or any other item which, after their use in or in conjunction with the production process under the Contract, are expected to have a residual utility or other value for ASU. Capital items have a useful life of more than one year and are identified as individual items in the Contractor and his Sub-contractors list of ASU assets.

Items purchased by the Contractor and/or his Subcontractors which are acquired on their own account primarily for the purpose of the Contract and which, with the agreement of the ASU, are amortised, shall be treated as ASU property until such time that the ASU has decided on the option to buy such items from the Contractor and/or his Sub-contractor.

9.2.1 Recording of Inventory Items

IC-4 A unique Inventory Control Number shall be assigned to each item.

IC-5 The Contractor shall establish an electronic central database (called Inventory Record) of all Inventory Items for the whole project.

IC-6 The Inventory Record shall be presented to ASU in the following way:

Inventory Record, one for each class

Inventory Record, per physical location (establishment level)

Record of deleted items, one for each class

Record of deleted items, one for each reason for deletion

IC-7 All Inventory Items shall be entered into a registration system with the following information:

unique item registration number (inventory number)

quantity

item description

manufacturer model number

manufacturer serial number

acquisition date

acquisition value (in national currency and Euro at year of acquisition

classification (1, 2, 3, 4, 5)

physical location (sufficient detail to facilitate inspection of items)

IC-8 The Inventory Record shall be updated on a continuous basis and further reporting made on a yearly basis after the start of the Contract. An updated issue of the Inventory Record shall be presented at the end of the Contract.

9.2.2 Disposal and Deletion of Items from the Inventory Record

IC-9 All items deleted from the Inventory Record shall be recorded, giving the inventory number and the reason for deletion. A special record of deleted items shall be created and maintained throughout the Contract.


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Upon their use in the production process, consumable items (class 1 and 2) may be deleted from the Inventory Record without ASU’s approval.

All other deletions require ASU approval before they can take effect.

IC-10 Disposal of any item on the Inventory Record shall be done only after consultation with and agreement from ASU. The disposal instructions shall be agreed no later than three months after the contractor’s final delivery.

9.2.3 Audits

ASU reserves the right to audit the existing Company Inventory Control System and to have physical checks on the Inventory itself, at the Contractor’s and Subcontractor’s premises. This right shall be extended to ESA.


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10. APPENDIX A: SENTINEL-5P DOCUMENTATION STANDARDS

10.1 A.1 Requirements on Document Identification

For Sentinel-5p documents, including drawings, the following identification scheme shall be used:

S5p*-dd-ccc-ee-nnnn *: Or another set of letters/numbers including “S5p”, in case “S5p”is already used by the contractor for another programme. Where: dd = document type

ccc = company code of generating company ee = element code nnnn = sequential number

The reference of a document shall be unique. It is recommended to install a separate numbering sequence (nnnn) for each document type and company.

10.2 A.2 Codes

A.2.1 DOCUMENT TYPES (DDD) (NON EXHAUSTIVE LIST) This list is non-exhaustive and shall be completed by the Contractor.

Abbreviation Name CN Contract Change Notice CR Contract Change Request CO Contract DN Document Change Notice (DCN) DD Design Document DP Data Package DS Design Specification FX Telefax HO Handout / Viewgraph ID Interface Document (ICD) IS Interface Specification LI List MA Manual MO Memorandum MN Minutes of Meeting NC Non-Conformance Report (NCR) PL Plan PO Purchase Order PR Procedure PT Product Tree RD Request for Deviation RQ Request for Quotation (RFQ) RW Request for Waiver (RFW) RP Report RS Requirement Specification SW Statement of Work (SOW) ST Standard TN Technical Note TR TROPOMI


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WS Work Breakdown Structure (WBS)

10.2.1 A.2.2 COMPANY CODES (CCC) (TO BE COMPLETED)

The Contractor company code will be assigned by Astrium at equipment kick off meeting.

10.2.2 A.2.3 ELEMENT CODE (EEE)

This list is also non-exhaustive and shall be completed by the Contractor.

Abbreviation Name GS Ground Segment PL Payload SC Spacecraft

SY Mission / System


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DOCUMENT CHANGE DETAILS

ISSUE CHANGE AUTHORITY CLASS RELEVANT INFORMATION/INSTRUCTIONS

1 - - Initial Issue

DISTRIBUTION LIST

INTERNAL

EXTERNAL

A.G. Jones K. McMullan

M. Davidson B. Simpson

J. Banting I. Barsanti

R. Jarvis

Configuration Management

Library ESA CADM