Work Management Playbook Chapter 4

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Questions and Answers

What is the primary goal of the Work Management Playbook's approach to CM costs?

Maximize expedient response and recovery, regardless of costs.

Minimize CM costs, even if it means delaying response and recovery.

Prioritize specific CM costs over response and recovery needs.

Strike a balance between rapid response and recovery, while carefully managing CM costs. (correct)

In the context of HVAC/AC changeovers, what is the recommended approach for managing time?

Refer to BPL documents to determine the appropriate time approach. (correct)

Use a direct time approach for all HVAC/AC changeovers.

There is no specific recommendation for time management in HVAC/AC changeovers.

Use an indirect time approach for all HVAC/AC changeovers.

How should Facility Operations (FO) requirements be managed in the Work Management Playbook?

FO requirements should be handled by the Responsible Organization, even if it's not an FO WG.

FO requirements should be assigned to a WT, with resources assigned to the WT to track FO costs. (correct)

All FO requirements should be assigned to a single FO WG.

There should be separate WTs created for each FO requirement.

What is the primary reason for assigning non-FO WG personnel as resources to FO WTs?

To ensure that FO costs are captured correctly. (D) Signup and view all the answers

Which of the following is an example of a task that would NOT be assigned to a WT with a non-FO WG as the Responsible Organization?

HVAC maintenance (A) Signup and view all the answers

What is the primary role of the CEOER Requirements Section?

To review new work tasks and forward requirements to relevant workgroups (C) Signup and view all the answers

Which of the following activities is NOT performed by the CEOER Optimization Section?

Reviews comments from coordinating agencies (C) Signup and view all the answers

What triggers the forwarding of a work task to the Operations Planning Workgroup?

If it does not meet work classification or approval authority of the reviewer (C) Signup and view all the answers

What is a responsibility of the ATA Workgroup?

Initiating and processing work clearance requests as necessary (C) Signup and view all the answers

Who chairs the WRWG?

A designated member of the CEOE (D) Signup and view all the answers

What does the AF Form 103 request pertain to?

Submitting a work clearance request for approval (C) Signup and view all the answers

Which section develops the draft DD Form 1354 as part of their responsibilities?

CEOER Optimization Section (B) Signup and view all the answers

What is the purpose of work clearance agencies in the process?

To review the requirement and associated maps (C) Signup and view all the answers

What is the primary purpose of the WRWG process?

To evaluate and collaborate on requirements before the WRRB process (C) Signup and view all the answers

Which types of work require processing through the WRWG?

Work requiring capitalization, Restoration & Modernization, and construction (C) Signup and view all the answers

What action can the WRWG chair take if further collaboration is deemed necessary?

Bring the actors together for further discussions (A) Signup and view all the answers

During the WRWG process, who must review the requirements regardless of capitalization?

CEOER Sub-AMP Managers (C) Signup and view all the answers

What does the acronym FP stand for in the context of work requests?

Facility Project (C) Signup and view all the answers

What role does the WRWG play in capitalization decisions?

They advise the WRRB on capitalization and seek approval (A) Signup and view all the answers

Which method is used by users to facilitate the WRWG process?

BPL-Coordination process (C) Signup and view all the answers

What is the ultimate responsibility of the BCE regarding funding?

To formulate and execute the financial management plan (D) Signup and view all the answers

How are WTs typically reviewed in relation to the WRRB?

Normal expectation is for WTs to be reviewed and proceed to WRRB (C) Signup and view all the answers

What is the protocol if the WRWG is not delegated authority for an FP?

Local policy dictates that detailed planning is required at WRRB (D) Signup and view all the answers

What occurs if a WT requires additional scope changes during planning?

Coordination is re-accomplished through the FP process if needed (D) Signup and view all the answers

What happens to WTs that do not require a FP?

They could be sent for review through the FOFP process if appropriate (D) Signup and view all the answers

What documents are utilized for planning, design, and programming of construction projects?

DAFI 32-1020 and AFMAN 32-1084 (A) Signup and view all the answers

What must be completed before any work (contract or in-house) on certain activities is authorized?

Approval of an AF Form 103 (D) Signup and view all the answers

To which project should labor costs be allocated when performing work clearance requests processed by shops?

The WT that the work clearance markings are supporting (A) Signup and view all the answers

What is a requirement of the USORT Tool?

To provide real-time reporting on utility outages (A) Signup and view all the answers

What type of events may necessitate the tracking of storm damage through the O&M Storm Damage Tracker?

Large-scale natural disasters (A) Signup and view all the answers

What should be annotated against requirements to accurately report costs during emergencies?

ESP codes (B) Signup and view all the answers

Who should ideally be responsible for tracking storm-related requirements?

A designated 'storm czar' (A) Signup and view all the answers

Which of the following is NOT a situation that requires a Work Clearance Request?

Drilling at a depth of 3 inches (B) Signup and view all the answers

What does each Work Task (WT) created during the Work Clearance Process require for asset tracking?

Facility Number as Primary Location (D) Signup and view all the answers

What is a critical aspect of tracking storm damage effectively?

Justifying cleanup and repair costs (D) Signup and view all the answers

What is required when installing a Facilities and Operations Forecasting Plan (FOFP)?

Associating it with a specific ESP code (A) Signup and view all the answers

What action must be taken when a large-scale storm event occurs?

Submit for reimbursements using the O&M Storm Damage Tracker (B) Signup and view all the answers

Which tool is utilized for tracking utility system outages associated with storms?

USORT Tool (C) Signup and view all the answers

What should the Operations Flight do concerning the history of storm damage work tracking?

Establish a systematic tracking method (D) Signup and view all the answers

What is required for funding a facility project before it can be processed?

Approval from leadership during the WRRB process. (C) Signup and view all the answers

Which report is utilized to manage assigned Facility Projects (FP) and their Work Tasks (WT)?

RO-Rpt-006 (A), WM-Rpt-009 (C) Signup and view all the answers

What triggers the automatic start of Construction in Progress (CIP) in NexGen IT?

First occurrence of labor or materiel transaction. (B) Signup and view all the answers

Which factor is NOT a consideration for the WRWG to determine if a Facility Project is needed?

Simplicity of planning. (D) Signup and view all the answers

What is the primary purpose of grouping Work Tasks within a Facility Operations Facility Project (FOFP)?

To aggregate costs for budgeting. (D) Signup and view all the answers

Which classification allows for a requirement to be handled without formal management processes?

CBRs approved by WRRB (D) Signup and view all the answers

What must happen before funding codes can be migrated according to the process described?

Completion of CBR work. (C) Signup and view all the answers

What is essential for a requirement deemed complex by the WRWG?

A Facility Project must be initiated. (B) Signup and view all the answers

Who is the appropriate manager responsible for the Quality Assurance of contracted work?

Sub-Amp Manager. (B) Signup and view all the answers

Which of the following reports is utilized to monitor approved versus actual costs?

RO-Rpt-007 (A) Signup and view all the answers

What action should be taken for the development of facility projects requiring coordination across multiple workgroups?

Consolidation into a singular FP is recommended. (A) Signup and view all the answers

What is the primary responsibility of the CEO (designee) in the Work Request Working Group (WRWG)?

Determining the availability of resources and authorizing requirements (A) Signup and view all the answers

Which document outlines general procedures for planning and programming O&M-funded projects?

DAFI 32-1020 (B) Signup and view all the answers

What do FOFPs require regarding the process for creation?

Creation is unrestricted and can be done by any personnel. (D) Signup and view all the answers

Which of the following accurately describes the purpose of the Optimization Section?

To serve as the focal point for developing and managing proposed requirements (D) Signup and view all the answers

For which type of funding or projects is processing required to be forwarded to CEN?

MILCON and similar contract modes. (A) Signup and view all the answers

Which statement is true about the WRWG process?

It evaluates and prepares CE work request requirements. (D) Signup and view all the answers

What initial action does the Operations Planner take if a requirement exceeds their delegation authority?

Review the requirement at the WRWG for initial scoping and estimating. (D) Signup and view all the answers

When should a Purchase Request (PR) be created by the Foreman?

To ensure material availability for a future scheduled start date. (C) Signup and view all the answers

What is the role of the WRWG Chair?

To determine the appropriate course of action during WRWG meetings. (D) Signup and view all the answers

What type of materials can be issued over-the-counter (OTC)?

Direct and indirect materials that do not require detailed planning. (D) Signup and view all the answers

Which is true about the Detailed Planning phase?

It ensures planned costs are populated on each Work Task. (C) Signup and view all the answers

What does the acronym GPC stand for in the context of procurement?

Government Purchase Card (C) Signup and view all the answers

How are actions arising from emergent issues typically handled?

By assigning a technician to procure available materials. (A) Signup and view all the answers

Which role reviews Work Tasks (WT) and Future Projects (FP)?

CEO Operations Flight Chief (A) Signup and view all the answers

What type of estimate is formulated for Capital Project level requirements?

Class 5 Estimate (B) Signup and view all the answers

What is the significance of scheduling in the WRWG process?

It dictates the order of task executions based on the available resources. (A) Signup and view all the answers

What is the function of the 'Responsible Organization' within the WRWG?

To ensure the completion of the WRWG Checklist by the Manager. (C) Signup and view all the answers

Which factor influences the decision to approve or disapprove a Work Clearance Request?

The availability of funding and resources. (C) Signup and view all the answers

Study Notes

Work Management Playbook - Requirements Processing

Requirement Processing Steps: Requirements go through several stages: processing, tracking, coordinating, and planning to prepare them for execution. Record management activities follow assignment to a workgroup.
CEOER Review & Routing: The Requirements Section reviews new work tasks (WTs). Requirements within delegated authority are sent directly to the appropriate shop. Those needing further classification or approval are sent to the Operations Planning Workgroup.
Roles & Responsibilities (CEOER): The Requirements Section assigns WTs, creates forms (FOFP), and related work tasks. The Optimization Section creates facility projects (FPs), groups similar tasks, coordinates as needed, and submits for reviews by the Work Request Working Group (WRWG) or Work Request Review Board (WRRB) as necessary. They also create purchase requests (PRs) and AF Form 103 work clearance requests.
Roles & Responsibilities (ATA Workgroup): ATA shops initiate and process work clearance requests, create/validate PRs, develop draft forms (DD Form 1354), coordinate requirements, and handle warranty work.
Roles & Responsibilities (WRWG): The WRWG reviews requirements, assigns tasks to locations (based on scope, funding), and sends tasks to engineering if out of scope for Operations Flight. They direct CEOER to plan FPs and forwards them to the WRRB.
Roles & Responsibilities (Coordinating Agencies): Provide comments and details necessary for WRWG/WRRB/FUB processes.
Roles & Responsibilities (Work Clearance Agencies): Review requirements, mark locations, and coordinate AF Form 103.
Roles & Responsibilities (WRRB): Oversees process, determines funding availability for requirements, sets schedules, and approves/disapproves, or identifies alternative execution (e.g., sending a WT to Engineering).
Roles & Responsibilities (CEO/Operations Flight Chief): Reviews WTs and FPs, approves/disapproves AF Form 103, and approves/disapproves WTs and FPs.

Optimization Section

Focal Point: The Optimization Section is the central point for requirement development, management, and resource analysis for validated requirements within the CEOER Operations Planning Workgroup.

Plan Work

Methods: Planning can be done through initial scoping and estimating by managers during WRWG, in-house planning by foremen at the shop-level, or detailed planning for in-house FPs or WTs by managers.

Initial Scoping and Estimating

WRWG Review: Requirements outside the Requirements Section's delegation authority or shop scope are reviewed by the WRWG team as part of the initial scope and estimate.
Capital Projects (CEN): A Class 5 estimate is created for capital project requirements to support determination by the WRWG chair.

ATA Workgroup In-House Planning

Direct Assignment: Requirements might be sent directly from the Requirements Section to the shop for in-house planning and execution.
Purchase Requests (PRs): Used for materiel needs when foremen need to ensure materiel is available before a scheduled start date.
Over-the-Counter (OTC): Used for most requirements not needing detailed planning.
Emergent Issues: In emergencies, obtaining available materiel via OTC, Government Purchase Cards (GPCs), or other methods can temporarily resolve situations.

Detailed Planning

Optimization Section Management: Detailed planning and/or WRRB review is handled by the Optimization Section assigned manager.
Planned Costs: Managers ensure detailed planning is done, and costs are appropriately recorded for in-house requirements.
PRs for Materiel: PRs are created for the needed materiel for achieving each work task.
WRRB Approval: Requirements are processed to the WRRB for approval, funding, and scheduling.

Work Request Working Group (WRWG)

Process Description: Evaluation and preparation for CE work request requirements for work not directly assigned to shops.
Responsible Organization: The CEOER Operations Planning Workgroup (Manager) performs the WRWG review process.
Stakeholder Review: Stakeholders review identified requirements and provide comments before meetings. Collaboration meetings are held depending on needed collaboration and the WRWG Chair's determination.
Sub-AMP Review: Sub-AMP Managers must verify alignment with mid-to-long-range plans. Coordination with other parties (e.g., CE Programmer, CEFM) is mandatory for specific requirements.
Alternative Processing: WTs not requiring FPs or detailed planning can be sent to other groups (shops, engineering, other contract modes) or approved manually by the WRWG Chair, if authorized.

Work Request Review Board (WRRB)

Decision-Making: Approval, execution, and scheduling decisions are made in response to WRWG input.
Capitalization: The WRWG advises the WRRB on capitalization and which process is best for the requirement.
WT/FP Determination: WRRB decisions include determining if a requirement needs a FP or can remain as a WT.

FP Coordination/Processing

Coordination: Repetitive coordination is avoided; initial coordination acquired during WT review is only recreated through FP Schedule Tasks if the Scope of Work changes.

Funding

Commander Responsibility: The commander (BCE) or designee manages the financial plan according to guidelines (AFI 65-601 V2, DAFI 65-601 V1). Asset management principles are employed to approve, fund, and manage requirement execution. All required materiel is included in the PRs on the associated WTs.
Funding Authorization: Funding is needed before any PR issued to CEOEM for WT(s) assigned to an FP.

Construction In Progress (CIP)

Automatic Start: CIP starts automatically in NexGen IT when labor or material transactions occur, removing extra effort needed by Operations Flight personnel.

Work Clearance Request (AF Form 103)

Purpose: Needed before any work (in-house or contract) that involves specific activities (excavations, airfield disruption, utility interruptions, traffic obstruction, etc.
Cost Allocation: Shops record labor to the WT for the work clearance, and external or internal customers' costs are allocated to the appropriate FY FOFP.
Asset Annotation (WT): Facility numbers are annotated as Primary Locations for protection of linear assets.

Requirements Processing (Situational Processes)

Tracking of Special Events: Storm damage events or major events need storm trackers, utility outage tools, and emergency/special program codes for proper tracking and resource allocation. Use of the USORT Tool is crucial for real-time reporting.
Natural Disaster Handling: A FOFP is created to track all WTs related to a major event (e.g., typhoon, hurricane). Specific WTs are defined for damage assessment and general cleanup activities
Other Specific Requirements: Different requirements (e.g., refrigerant management, HVAC/AC changeovers) have specific handling procedures. Detailed processes for facility operations and pavement/entomology maintenance tasks are critical to capture all costs correctly.

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Description

This quiz covers the essential steps in the requirements processing lifecycle, including tracking, coordinating, and planning for execution. It also outlines roles and responsibilities within the Requirements and Optimization Sections. Test your knowledge on the CEOER review and routing processes and the management of work tasks.