SYS Quality Control Review Procedures. In performance of this contract, the Program Manager has the overall responsibility for the quality of products. To ensure high quality products, two levels of quality assurance reviews have been established:

1. an internal, program level process
and
2. an external review process.

The internal process is procedural and integrally incorporated in the Work Plan for each task. All products are produced in accordance with the requirements and specifications set forth in the Delivery Order and the corresponding Contract Data Requirements List (CDRL), DD Form 1423. Coordination will be maintained between the SYS Program Manager and the Task Engineer throughout the duration of a delivery order. This ensures the acceptability of the content and the comprehensive consideration of relevant aspects of the task.

A quality assurance reviewer, independent of the project director and responsible to the Program Manager, is assigned to conduct a second in-house review. Comments developed are addressed by the project director. Differences are discussed and resolved through communications among the project director, Program Manager and QA reviewer. The customer may be consulted to clarify interpretations of requirements.

The following product quality assurance procedures, detailed in subsequent paragraphs, will be standard for all work performed by SYS:

• Initial Quality Assurance Planning
• Project Coordination and Task Review
• Product Quality Reviews
• Review Criteria
• Written Documents
• Document Quality Requirements
• Development and Production Quality
• Control of Subcontractor and Consultant



• Initial Quality Assurance Planning - The Program Manager is responsible for ensuring a complete review of the initial quality requirements presented in the contract, and associated documents to identify and plan for special controls and processes for technical documentation quality. Initial QA planning includes:
• Identification and development of review or inspection procedures
• Establishment of quality monitoring techniques
• Establishment of quality related planning schedules for development of technical documentation
• Assessment of specific impact on manpower, equipment, software and hardware
• Establishment of a corrective action process to assure deficiencies are promptly resolved
• Project Coordination and Task Review - The Program Manager will provide the following levels of project coordination and review, as a minimum, to assure the delivery of a quality product consistent with requirements:
• Initial Task Review - The Program Manager will confer with the COR at the beginning of a delivery order task and verify that there is a mutual understanding of the requirements.
• Follow-up Task Review - The Program Manager will confer with Department at a mutually agreed time and place, but not less frequently than required by this contract, to review progress of the work.
• Product Quality Reviews - Once work starts, the process review phase will begin. This will be followed by a final document review phase that includes convening Engineering Review Boards, revising and editing, and proofreading. The Program Manager will monitor both of these phases and participate in the final quality assurance check of the document. Reviews conducted to ensure product quality include:
• Technical Review - The Program Manager will ensure that the contract material has been reviewed for technical merit prior to submission to Engineering Review Boards will be conducted to ensure that the assumptions are legitimate, the calculations are correct, and, in the case of reports, that the conclusions are soundly drawn and the recommendations are optimal. In the case of drawings, the ERB will ensure that the drafting is properly done, the title blocks, notes and other information are correct, and the overall document is understandable. The technical review phase will include in process project reviews at which the present status of the project will be evaluated, problem areas identified, and any necessary corrective courses of action defined. These reviews will also address the technical, financial, and scheduling aspects of the project.
• Final Draft Review - If previous QA efforts are successful, this review will focus on the manner, clarity, and completeness of the presentation, together with editing/proofreading written documents. However, should a problem such as faulty analysis or an inappropriate assumption be discovered in the product, this review will provide a final opportunity to ensure that suitable corrective action is taken.
• Review Criteria - During the following technical and editorial quality reviews, the Program Manger will establish the review criteria to be applied to all deliverables. These criteria will be used not only by the Program Manager in the product QA review process, but also as guidance for the engineer responsible for developing the documentation.
• Written Documents -
• Summary At first reading, does it appear to be concise? At second reading, does it accurately and clearly summarize the most important elements of the rest of the report? Does it focus attention on the highly significant points? Does it confine itself to what is found in the body of the report?
• Statement of Purpose of the Work - Does it correctly and clearly state the purpose of the work required by the client?
• Background of the Problem - Are circumstances described related to the assigned task? Is information provided on previous work and a solution obtained which describes the reasons for adopting the methods used in the study?
• Procedures, Methods of Solving Problems, Difficulties Encountered - Do the procedures and plan of investigation appear to be technically sound? Can they be understood without questioning the author? Does it appear that the plan was the most economical and expeditious way of doing the job? (This question will help subsequent studies.) Are detailed procedures provided or included in the appendix?
• Analysis of Findings - Is the analysis technically sound? Is it developed in a logical sequence? Is it clearly based on the data presented in the report? Are the results mathematically correct? Does the analysis persuasively use the data to identify the cause of the problem and point toward feasible solutions?
• Conclusions - Do the conclusions logically flow from the analysis? Are they technically valid? Will they satisfy the reader that the characteristics and sources of the problem have been thoroughly identified and analyzed, and that the sound basis for solutions is now available?
• Recommendations - Are the recommendations based on the data, analyses and conclusions? Are they technically feasible? Are they economically feasible? Do they provide a complete solution for the problem; if not, do they propose feasible ways of accomplishing further corrective actions? Are recommendations made for work on any new problems uncovered by the study?
• Appendices - Are the appendices necessary? Do they present the material referenced in the text?
• Drawings and Technical Illustrations
• Title Block - Is it the correct block for the task and customer? Are the title, drawing number and revision level correct? Are all the necessary signatures and dates in place?
• Revision Descriptions - Are they sufficiently explicit, providing the zone and description of the change? Is the appropriate authority cited? Are they signed and dated?
• Notes - Are all the general notes applicable to this project included? Are all the unique requirements of this drawing addressed? Are spelling, grammar, and punctuation correct?
• Views - Are all views properly labeled, based on the zone and the point of view? Are the descriptions and numbering systems consistent and are the section arrows labeled to match the actual view? Are they accurate, based on the locations of the section arrows?
• Lines - Are line weights correct? Are hidden lines, center lines, and other special items depicted by the appropriate line types?
• Symbols - Are find numbers, revisions, welds, and other special items properly identified?
• List of Materials - Do find numbers and quantities match the drawing field? Are items properly identified? Are unit weights given?
• Weight Block - Are all the weights and their locations considered? Is there an entry for every revision of the drawing?
• Document Quality Requirements - The following procedures will be used to ensure that all documents produced will conform to the high standards of quality required by our client.
• Written Documents Although all documents do not necessarily contain all the following elements, a complete listing is shown for clarity. Detailed in house specifications are available that define the requirements for each of the elements presented below.
• Front matter
• Front Cover
• Title Page
• List of Effective Pages
• Change Record
• Foreword
• Summary
• Preface
• Table of Contents
• List of Illustrations
• List of Tables
• Body of Document
• Introduction
• Main Text
• Conclusion
• Recommendations
• Reference Material
• References
• Bibliography
• Appendices
• Glossary of Terms
• List of Abbreviations, Acronyms, and Symbols
• Index
• Distribution List
• Back Cover
• Drawings and Technical Illustrations The standards for drawings prepared under a delivery order typically follow the requirements in MIL T 31000. All board drafting and CAD applications will be performed to these standards. Each draftsperson will hold a copy of a detailed drafting standards manual. There may be additional requirements established by the client for a specific application. These special requirements will be incorporated into the drawing effort during the Initial Task Review attended by the Program Manager and COR. Title blocks, signature block requirements, and drawing numbers are typically specified by the customer. These are acquired and/or developed prior to the start of drafting so that they are automatically a part of every drawing.
• Development and Production Quality - SYS philosophy will be to design quality into the development and production phases of the documents being generated. These phases include word processing, graphic arts, drafting, editing, and reproduction.
• Word Processing In order to produce a quality document, our word processing equipment will apply a "spell checker" to each document that is typed. The spelling program can be modified to accommodate nomenclature or other unique words that are not resident in the system. Before any document is returned to an originator, the word processor will perform a quality check of the document with the spell checker and make corrections as required. If any errors noted by the spelling program are not recognized by the word processor, they will be highlighted for further review on the copy and returned to the originator. This system will ensure that SYS products will be free of typographical errors.
• Graphic Arts All graphic arts will be coordinated with illustrators by the originator. The originator is responsible for maintaining close contact with the graphic arts personnel performing the work. Our equipment is designed to produce products of outstanding professional quality.
• Drafting In order to ensure that a finished is essentially free of drafting errors, each document will be reviewed by the cognizant manager before being returned to the originating engineer. If significant errors are found, the drawing will be returned to the drafter at that time. Minor errors will be noted on the copy, and the revisions will be made along with any changes resulting from the engineer's review. The quality of the final product is ensured by pride and quality of our drafters and the use of computer-aided drafting exclusively.
• Editing Editing begins with the spelling quality check discussed above. This will be followed by a grammar and punctuation review. Finally, the document will be reviewed for style, format, and overall continuity and consistency.
• Reproduction Our reproduction machines are state-of-the-art and produce documents of outstanding quality. However, each page reproduced must be checked to insure that the machine has not malfunctioned. Additionally, we have a sufficient number of reproduction machines to ensure that products are not held up during the reproduction phase.
• Acceptance and Delivery Once a document is acceptable to the Program Manager, it is delivered to the customer. A letter of transmittal will accompany all submittals. In the case of draft and preliminary submittals, this letter will describe known deficiencies and voids, and the actions which SYS will take, or requests for action from to rectify these problems prior to any subsequent submittal. Delivery is in accordance with the requirements of the delivery order and CDRL.
• Control of Subcontractor and Consultant - Our subcontractor and our technical writing consultant are required to produce quality products which meet the high standards of quality established by SYS. In-process and final reviews of the subcontractor products will be conducted by the SYS Program Manager. The subcontractor will be required to submit documents to SYS for QA review prior to delivery to the client, whether they stand alone or are part of a more comprehensive deliverable.