COMDTINST 5240.4
10 DEC 1991
b.
Establishing Work. Establishing work at the Yard requires a number of actions. The
customer must establish the bona fide need exists, that funds are available, and that
funding will not be co-mingled. A cost estimate must be generated and agreed to by both
parties. The Yard must confirm interest in the project, identify the type of project best
suited, that the workforce is available to perform the work, and a constructive start is
required and occurs if applicable. The Yard and the customer must agree on the method
used to request the work and that all the requisites to begin the work are provided.
(1)
Methods of Requesting Work. There are four methods by which Yard customers
may request work and set up a project to accomplish that work. A Coast Guard or
Yard standard document is employed in each case: a Yard Project Order Form
(CGY-75) for non-emergency work, a Coast Guard Work Order (WO) Form (CG-
3103) as an alternate method for requesting non-emergency work, the Procurement
Request (PR) Form DOT F 4200.1.2 for cutters to request relatively minor and
inexpensive non-emergency work, and a Message Work Order for emergency work
where the usual document process would delay work.
(2)
Requisites. Regardless of the method used to establish work, the type of project, or
funding, there are four major requisites for the Yard to create a project and perform
the work: a specific work definition of what is required, a cost estimate for that
work, agreement on that cost estimate, and proper funding for the work.
c.
Project Management. Project management is also a team effort. The customer and Yard
share a responsibility to ensure it works. Nothing can replace strong customer
involvement in monitoring and evaluation of the project management process. The Yard
is obligated to document, formalize, and clarify the process. These include but are not
limited to:
(1)
Project Status Reporting. All customers should seek and receive periodic feedback
on the status of their projects. There are various ways that the Yard provides
feedback. The two most commonly used formal reports are the Projects Status
Report (PSR) and Yard Current Events. Each provide detailed financial and
physical progress data on customer work in progress.
(2)
Amending the Project. Projects are established based on the definition of work and
an agreed cost estimate. Over time, projects are often subject to events that require
the request for work (i.e., the project) to be amended. The process of executing a
project amendment is basically the same as the process used for establishing the
initial project. There are predominately three events that drive the need for a
project to be amended: a change in the amount of funding or in the appropriation, a
change in the scope of work, or a change in the approved estimate (e.g., a Change
Order).
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