NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY For Official Use Only Unclassified How To Write a Performance Work Statement (PWS) Paula Ireland & Chuck Beatty NGA Acquisition Center (NAC) 26 Jan 05 26 Jan 05 Unclassified For Official Use Only 1 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Intro - Performance-Based Contracting • Structure all aspects of the acquisition around the purpose of the work • Set forth contract requirements in clear, specific, and objective terms with measurable outcomes • Stay away from: – Specifying manner by which the work should be performed – Broad and imprecise statements of work 26 Jan 05 Unclassified 2 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Intro - Performance-Based Contracting • Describe requirements in terms of results required – Service result = change in state of affairs = condition you want to exist after the contractor has done the work • Use measurable performance standards – Quality, timeliness, quantity, etc. • Deducts - Specify procedures for reductions of fee or reductions price of FP contract when services are not performed or do not meet contract requirements • Incentives – Use where appropriate, when they offer significant advantages 26 Jan 05 Unclassified 3 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Important Term Service Object – The thing that the contractor works on – A system, an individual thing, a person (e.g., student), an organization, a process, or information Service Object Initial State Student knows nothing about PBC 26 Jan 05 Unclassified System is not functionin g properly Service Process (Tasks) Service Object Final State Teach student about PBC Student gains new knowledg e of PBC Repair the system System functions as it should 4 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Developing a Performance Work Statement – 10 Steps 1. Identify the object(s) you want the contractor to change 2. State what you want the contractor to do to the object(s) 3. Analyze each service object to identify the object parts that require separate treatment (NO VERBS) 4. Develop performance standards 5. Write and organize the list of service tasks 6. Write the performance requirements summary 7. Write the other sections of the work statement (Scope, References, Deliverables) 8. Prepare a table of contents, if PWS is more than 10 pages 9. Prepare document cover, if PWS is attachment to contract 10. Publish the PWS 26 Jan 05 Unclassified 5 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Step 3 – Work Breakdown Analysis The Most Important Step What are the parts of this? Does it need to be treated separately? OBJECT OBJECT What are the parts of these? Do they need to be treated separately? PART A PART B At each level of breakdown the parts must be mutually exclusive and collectively exhaustive of the next higher level. Furthermore, there must be no overlap among the parts at a particular level and nothing must be left out 26 Jan 05 Unclassified 6 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Product of Step 3 – Work Breakdown Structure or WBS The WBS is the underlying framework of a PWS 26 Jan 05 Unclassified 7 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified For Official Use Only Result of Work Breakdown Analysis Office Building Floors Furniture Fixtures Appliances Hardward Metal Sinks Refrigerator Linoleum Wood Systems Shower Dishwasher Leather Toilets Carpet Walls Windows Blinds Stove Curtains Glass Cabinets Wall-to-wall Interior Oriental Exterior Paintings Posters Tile Surfaces 8 26 Jan 05 Unclassified For Official Use Only Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Step 4 – Develop Performance Standards The Most Difficult Step! • Performance standard = (Attribute of the service object that you want the contractor to change) + (a specific attribute description or measurement) – Floors must be free of all visible dirt and refuse – Each wastebasket must contain a clean plastic liner and be empty of refuse – 90% of all incoming calls must be answered within three rings Develop a performance standard for each element at the lowest of work breakdown 26 Jan 05 Unclassified 9 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Step 4 – Develop Performance Standards • For each of the WBS’ lowest level elements, begin the performance standard with: “The performance standard is met when . . .” • Then continue the standard with one or more of the following methods of evaluation: -What you SEE, SMELL, HEAR, TASTE or FEEL is the determinant of acceptability [Maintain Objectivity of Evaluation Standards!] 26 Jan 05 Unclassified 10 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Step 5 – Write the List of Tasks • Each task statement begins with a verb and says: Do this to this . . . • Two parts: – Verb describing what the contractor must do. – Noun phrase describing the service object ENSURE THAT YOU CAN EXPLAIN WHAT THE VERB MEANS AND NEVER INCLUDE MORE THAN ONE VERB IN A TASK STATEMENT!!!!!!!!!!!!!!!!!!!! 26 Jan 05 Unclassified 11 Know the Earth…Show the Way NATIONAL GEOSPATIAL-INTELLIGENCE AGENCY Unclassified Step 6 – Write the Performance Requirements Summary Performance Requirements Summary Sample Performance Standards Task # 3.1 26 Jan 05 Unclassified Task Description Clean floors daily Performance Indicator Required Performance Measurements State of Cleanliness Floors must be free of all visible dirt and refuse 3.2 Empty wastebaskets daily Contents Each wastebasket must contain a clean plastic liner and be empty of refuse. 4.1 Teach monthly class on how to write a PWS % of students who pass course 98% of students must pass the PWS course 5.1 Keep the system in an operational state System availability The system availability shall be greater than or equal to 99.5% 5.2 Install virus definition updates to all computers on the network Timeliness Upon receipt of virus definition updates from the vendor, install those updates to all computers on the network within 24 hours 12 Know the Earth…Show the Way