1.0 WHY DO A TEAM PLAN OR CHARTER?

2.0 WHAT IS A TEAM PLAN OR CHARTER?

4.0 WHAT IS THE ROLE OF THE IPDS WORKING GROUP (WG) IN TEAM PLAN OR CHARTER PREPARATION?

5.0 TEAM PLAN OR CHARTER TEMPLATE

Section 1—Purpose

Section 2—Background

Section 3—Team Mission and Objectives

Section 4—Team Composition

Section 5—Team Membership Roles

Section 6—Team Empowerment Boundaries

Section 7—Team Operations Concept

Section 8—Team Performance Assessment

Section 9—Team Support Requirements

Section 10—Appendices

6.0 TEAM PLAN OR CHARTER REVIEW AND APPROVAL PROCESS

6.1 Who Approves the Team Plan or charter?

6.2 IMT Review and Approval

6.3 IPLT Review and Approval

6.4 Team Plan Executive Summary Template

6.5 Sample Team Plan or Charter Signature Page

6.6 Sample Team Plan or Charter Approval Page

APPENDIX 1—POTENTIAL TEAM MEMBER ORGANIZATION AND PROGRAMS

APPENDIX 2—PLAN OR CHARTER REVISIONS

Categories of Plan or Charter Changes

How to Prepare Plan or Charter Revisions

Major Change Revision Process

Minor Change Revision Process

The preparation of team plans/charters is an integral part of the Integrated Product Development System (IPDS) implementation within the Federal Aviation Administration (FAA). The reasons for preparing a team plan/charter are threefold. The first is to document a team’s mission, processes, roles and responsibilities, membership, operating procedures, empowerments, and basis for Internal Team Metrics. The second, through the plan/charter preparation process, is to foster stakeholder buy-in to the teaming concept by: 1) including all team decision-makers in the plan/charter development process, and 2) having them sign their concurrence on the final plan/charter. The third is to provide higher-level IPDS leadership teams with a vehicle through which to guide and mentor the IPDS teams within the agency.

Note: The team member’s supervisor/functional manager grants individual team member empowerments. As trust grows between functional managers and their subordinates on IPDS teams, one would expect increased empowerment for team members in representing and making real-time decisions within the team context on behalf of their functional organizations.

Section 6—Team Empowerment Boundaries

In this section, the team will identify the specific empowerments it needs, based on its mission, objectives and the level of team member skills and capabilities. Requested empowerments are enablers for the team to exercise its collective expertise in acquiring quality products or services that meet user/customer needs faster and cheaper. Along with any empowerment goes an associated acceptance of full team accountability for the use and results of that empowerment. Empowerment boundaries serve as a limiting factor for the team, since they represent a clear agreement between the team and the approval-level IPD team on those areas in which the team can operate within their own discretion.

Before identifying the empowerments it can handle, the first step the team will want to take is to do an assessment of its collective membership capabilities. After the team assesses its capabilities, empowerment requests will be identified in specific terms to match the team’s capabilities.

Note: Since empowerment involves trust between the parties involved, as a team progresses and proves itself over time, one would expect trust levels to increase and team empowerment boundaries to widen. Such changes will be reflected in team plan

 

revisions. (See Appendix 2, Plan or Charter Revisions.)

While specifying its team empowerment requests, the team will need to review any guidance issued by the IPLT. All IPDS guidance issued by the IPLT can be found in the FAST database on the FAA Internet Web site or

EXAMPLE Empowerment: Program Documentation Empowerment—Except as noted below, the Rainbow PT is empowered to develop, approve and update, as necessary, all Rainbow program documentation including, but not limited to: Program planning documentation System/equipment/software specifications Configuration management requirements and plans Acquisition management documentation Contract deliverables Organizational coordination requirements per FAA policy will be identified and documented as part of the documentation requirements definition process. Limit: The following documentation will be prepared/updated by (or with the participation of) the Rainbow PT for review/approval by the designated higher authority: Acquisition Program Baseline Long Range Resource Allocation Planning Data Inputs to AUA/ARA/FAA planning docu-ments as required

through contact with the IWG. Should a team elect to deviate from IPLT guidance, the plan/charter needs to include the proposed alternative and the rationale for the requested deviation.

For each empowerment requested, the team will specifically list the actions and decisions it wants to accomplish autonomously and with full accountability. Also it will identify the limits to each empowerment. An example follows:

In this section, the team may also request waivers from current orders that it perceives to be barriers to acting within its requested empowerments. It is strongly suggested that the team concurrently coordinate the waiver request with the process owner(s) to ensure open communications among all stakeholders.

As the team completes this section of the plan or charter, the team leader and members will want to work closely with functional and upper-level mangers to keep them informed of the specific empowerments the team needs and intends to include in its plan/charter. Remember that one of the traits of high performing teams is the ability to communicate openly and honestly with everyone involved. Nobody likes surprises!

Section 7—Team Operations Concept

The team will want to develop and document how it plans to operate. This section permits the team to describe the processes it uses in its operations, as well as identify required relationships with other teams, groups, or organizations crucial to its mission.

The concept of "team" requires a new set of processes to support the team infrastructure. High performing teams address and define for themselves the following aspects of team operation: co-location of team members, team shared accountability, team decision-making processes, conflict resolution and problem solving, process improvement procedures, changes in team membership, and potential leadership changes as team projects progress throughout their acquisition lifecycle.

In addition to team operational processes, it is important for a team to define relationships with other teams, groups, or organizations that have a direct impact on team success. Suggested subsections to Section 7 are shown below. Please note that the topic of leadership transition must be covered in Section 7.

7.1 Co-Location of Team Members—Identify the extent to which the team will, or needs to, co-locate to enhance communications, team interaction, and team mission accomplishment.

7.2 Team Shared Accountability—Define how team members will share accountability for the actions/performance/outcomes/results associated with the team’s mission and internal team processes.

7.3 Team Decision-Making Process—Identify how the team will make decisions. Consensus decision making is necessary for all decisions in which team stakeholders have an interest. However, there may be times when other decision-making approaches are more appropriate. Indicate in this section what type of decision-making approaches the team will use and when. If applicable, teams are encouraged to use illustrations or flowcharts when describing decision-making processes. In addition, team decision-makers must be clearly identified in this section if not identified previously in Sections 4 or 5. Clarity on this point is absolutely essential to enable all team members to understand their decision-making roles.

7.4 Conflict Resolution and Problem Solving—Explain how the team will handle internal conflicts as well as possible external conflicts with other teams or organizations.

7.5 Process Improvement Procedures—High performing teams continually improve. Explain how the team will monitor, implement, and track improvements to team processes and provide improvement suggestions to process owners outside the team.

7.6 Changes in Team Membership—Identify the process the team will use to address changes in team membership. Include additions, reductions, and replacements to team membership.

7.7 Leadership Transition—The AMS policy allows for transitioning team leadership as a project progresses through its lifecycle. This section will address the team leadership role and whether it is in the best interest of the team’s lifecycle acquisition mission to transition leadership responsibility when a product/service enters the in-service phase. Suggested criteria for the team to consider when discussing the feasibility of transitioning team leadership may include any or all of the items listed below. (This list is not intended to be all-inclusive. Teams should use their best judgment in determining mitigating circumstances when reviewing and applying appropriate items.)

a. Leadership qualifications of the team lead (without regard to his or her functional organization). The leader must have team leadership skills and sound knowledge and understanding of the Acquisition Management System (AMS).

2. The point in the acquisition lifecycle of the product or service. In the case of teams with multiple products or services, where each of them is in its lifecycle.
3. The complexity of the product or service. What impacts will potential Pre-Planned Product Improvement (P³I) development, emerging technology or need for further acquisition have?
4. Team maturity and operational dynamics. If the team is working well, it may not want to disrupt a cohesive and effective environment by a leadership change.

If the team decides it is appropriate to transition leadership, indicate the process to be used for leadership transition and identify when this will occur. If not, explain why the team did not think leadership transition is applicable or in its best interests at the current time.

7.8 Relationships with Other PTs/IPTs—This section should specify the PTs/IPTs that the team must interact with in order to effectively accomplish its mission, goals, objectives and/or teams with which there may be some reciprocal programmatic impact. For each organization identified, explain how the team will ensure the proper interface, interaction, and integration of activities.

7.9 Relationships with Higher Level IPDS Teams— Explain the team’s desired relationship and interaction with its applicable IMT and the IPLT. In addition, the team should address its recommended procedures and/or mechanisms for reporting team progress and communicating with the leadership teams. Remember receiving specific empowerments from a higher level IPDS team does not obviate the necessity for an ongoing communications process between the team and higher level IPDS teams and members’ functional organizations.

7.10 Relationships with Functional Organ-izations—Describe the team’s relationship with functional organizations that impact the team or have a stakeholder interest in team outcomes, especially those functional organizations that provide members to the team. Items such as communications with, and keeping functional organizations informed should be covered here.

7.11 Other Relationships—Specify any user/ customer organizations, suppliers, or other groups that the team needs to interact with to effectively carry out its mission, goals and objectives. For each organization identified, explain how the team will ensure the proper interface, interaction, and integration of activities.

Section 8—Team Performance Assessment

One of the characteristics of high performing teams is their attention to continuously improving how they function as a team and how they conduct their team’s programmatic business. To be able to do this, a team must have a means of measuring its processes to see: 1) how well it is doing its job, and 2) what areas need team focus for improvement.

In this section, the team will record those key areas of performance it thinks need to be measured and assessed in order to continuously improve. These areas for potential metrics, to be stated as "Candidates for Internal Team Metrics," will address both how the team functions and its progress toward achieving the team goals and objectives stated in Section 3 of the team plan/charter. The candidates for metrics list should be comprehensive and include any metrics the team is already using, either on its own or due to some requirement originating outside the team.

Note: The internal team metrics discussed here are to serve as a "tool" for each team’s internal use in improving team performance

 

and growth. Thus, the results will be "team confidential."

Shortly after approval of its Team Plan/Charter, a team will begin working toward implementing its internal team metrics. At that time, the IWG will provide the team with a standard, ready-to-use team process metric. The IWG will also provide the team with further information, guidance and assistance for developing any additional metrics the team feels it needs.

Section 9—Team Support Requirements

This section will be used to document unmet team support requirements that need outside assistance. Any shortfalls identified here should include proposed remedial actions, as well as any adverse impacts on the team mission if not remedied. The higher level IPDS team approving the team plan/charter (either the IPLT or one of the IMTs) will consider these requirements and take action as appropriate.

Note: Approval of a team plan/charter by a higher level IPDS team does not imply that all team support requirements identified in Section 9 will be satisfied.

Suggested subsections are as follows:

9.1 Support Contractor Requirements—If the team requires additional contractor support (CS), indicate in this section: the extent of CS resources required, the role CS resources will play, costs associated with this support, and the required duration.

9.2 Facilities—Identify any additional facility requirements the team may have including office space and conference rooms.

9.3 Training—In this section, identify any training shortfalls the team has and document proposed training opportunities to address the shortfalls, including the cost of such training.

9.4 Other Resources—Identify any additional resources that the team requires to fulfill its mission.

Section 10—Appendixes

Teams are encouraged to use appendices for any team plan/charter content that is likely to change on a recurring basis, thus preventing numerous revisions to the body of the plan/charter. Also, any other information the team feels will support and establish its mission and responsibilities can be included as an appendix.

As information for reviewers, the team should include an appendix to the plan/charter outlining its program/project budget as well as a separate appendix to include the latest program schedule(s). Information in these appendices should augment and enhance summary level cost and schedule information already provided in Section 2. However, as with Section 2, it is unnecessary to update this information in the team plan/charter when it changes.

 

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6.0 PLAN OR CHARTER REVIEW AND APPROVAL PROCESS

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6.1 WHO APPROVES THE TEAM PLAN OR CHARTER

6.1.1 Team Members

Team plan/charter preparation is complete when all decision-making members of the team show their concurrence and approval by signing the plan/charter. A sample team plan/charter signature page can be found on Section 6.5.

Note: All core and extended (i.e., all decision-making members) of the team must sign the plan/charter before it is sent to the approval-level IPDS team for action. For members not co-located with the team, an email message indicating concurrence with the team plan/charter is acceptable, provided that the concurrence message indicates the revision number and the date of the team plan.

 

6.2.2 Other IPDS Teams

After team member approval, the Plan/Charter goes to either the IMT or IPLT for review and approval. The Integrated Management Teams (IMTs) have been empowered by the Integrated Product Leadership Team (IPLT) to approve Product Team, Integrated Product Team (IPT), and IPT Integration Team (IPT IT) plans within their respective domains. IMT charters are approved by the IPLT. A sample team plan/charter approval page can be found on Section 6.6.

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6.2 IMT REVIEW AND APPROVAL

6.2.1
When a plan is to be approved by an IMT, the team must contact its cognizant IMT Coordinator to obtain details of the IMT’s current plan review and approval process. Teams will follow their cognizant IMT’s plan review/approval process. Note: For Product Teams, the draft team plan is submitted to the team’s IPT IT for review and comment prior to submission to the IMT and IWG.

6.2.2 
All teams will receive comments on their plans from the IWG concurrent with the IMT review. These comments must be worked off with the IWG within the same timeframe as those received from IMT members.

6.2.3
Teams will use the same plan approval page format shown for use with the IPLT (see Section 6.6), modified appropriately for the IMT.

6.2.4
Once its plan is approved by the IMT, the team keeps the original, signed plan and any future revisions thereto.

Note: Since the IWG maintains the historical records for IPDS team plans/charters, each team must provide the IWG both an electronic copy and a hard copy of their signed, approved plan and any major revisions thereto.

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6.3 IPLT REVIEW AND APPROVAL

When an IMT charter is to be approved by the IPLT, the review and approval process indicated below will be used:

1. The team submits its charter to the IWG for review and comment.
2. The IWG provides written comments back to the team.
3. The team prepares a comments resolution matrix including: the comment, an indication of whether or not the team accepted or rejected it, and a brief description of why the comment was accepted/rejected.
4. After the team incorporates the accepted comments into a revised version of the team charter, the team then submits the revised charter, along with the comments resolution matrix, to the IWG.
5. Following IWG/Team discussions on comments resolution, the team:

1. Prepares a revised comment resolution matrix showing only comments not resolved with the IWG and the team’s position on those comments.
2. Prepares an executive summary of the charter following the format outlined in the executive summary template (see Section 6.4).
3. Prepares an IPLT Charter Approval Page (see sample on Section 6.6).
4. Obtain signatures from all decision- making team members on the final version of the team charter. (See Sample Team Charter Signature on Section 6.5.)
5. Electronically transmits the final version of the team charter, executive summary, and comments in a resolution matrix to the IWG using the cc:mail address: "#IWG".

6. The team must deliver 25 hard copies of items 5a through 5d to the IWG at least one day prior to the scheduled IPLT meeting. Team representation at this IPLT meeting is not required since the charter will only be distributed to IPLT members for review.
7. Prior to distributing a hard copy of the team charter to the IPLT, the IWG will prepare a synopsis of the charter which highlights: special areas of interest, conformance with IPDS guidance, and whether the charter adheres to IPDS principles. Electronic versions of the IWG synopsis, charter executive summary, and team charter will be forwarded to IPLT members and the team lead(s).
8. The IPLT normally take two weeks to review a charter. The IWG will coordinate with the IPLT and the team submitting its charter for time on the agenda of the next regularly scheduled IPLT meeting. Since the charter will be discussed at this meeting, team representation is required to answer any questions about the team charter content.
9. The IPLT Co-Leads affixing their signatures on a separate Team Charter Approval Page indicates the IPLT’s approval of a team charter. Each team will attach an approval page, following the format indicated below, at the end of its charter.
10. The IWG will coordinate obtaining the signatures of the IPLT co-leads and sending the charter approval page to the team. If the IPLT suggests or directs any changes to the charter as submitted, the IPLT will provide a written rationale for the suggestions or directions to the team.
11. If the charter is approved at the IPLT subject to revisions agreed upon between the team and the IPLT, the team must coordinate the revisions with the IWG prior to receiving the IPLT co-leads’ signatures indicating final charter approval.
12. Once its charter is approved by the IPLT, the team keeps the original, signed charter and any future revisions thereto.

Note: Since the IWG maintains the historical records for IPDS team plans/charters, each team must provide the IWG with both an electronic copy and a hard copy of their signed, approved charter and any major revisions thereto.

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6.4 TEAM PLAN OR CHARTER EXECUTIVE SUMMARY TEMPLATE

An executive summary is prepared for all PT, IPT or IPT IT plans to allow IPLT or IMT members an opportunity to quickly assess the status of the team plan prior to a review of the actual plan itself. It is recommended that teams limit the executive summary to three pages maximum prepared in briefing chart style (i.e., use bullets liberally). The team has flexibility as to what to include in the executive summary, however, the following items must be included:

1. Name of Team (if PT, name of IPT IT also)
2. Mission Statement and List of Major Products and Services—Reference team plan section and page number.
3. Team Lead name, Team Structure, List of Stakeholder Organizations making Up Team Membership—Reference team plan section and page numbers.
4. Empowerments—List only the title of each requested empowerment (since full details of the empowerments are in the team plan). Reference team plan section and page numbers.
5. Team Operations Concept—Briefly summarize how the team will address the items below. Reference team plan section and page number for a more detailed description.

1. Team decision-making process
2. The team conflict resolution approach
3. Relationships with other PTs/IPTs (list all, with names of each and why interface is necessary)
4.  
5. Team’s leadership transition recom-mendation (does not apply to IPT Integration Teams)

6. Support Requirements—List resource deficiencies. Reference team plan section and page numbers.
7. Special Issues or Considerations—Include anything you wish to emphasize. Reference team plan section and page numbers.
8. Unresolved Comments or outstanding Issues—Identify any unresolved comments or outstanding issues. If none, so state.

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6.5 SAMPLE TEAM PLAN OR CHARTER SIGNATURE PAGE

Team members of the (insert Team Name) participated in the preparation of this plan/charter, understand its contents, approve the plan/charter as their team’s charter and operating plan, and agree to be held mutually accountable for adherence to the plan/charter. Evidence of agreement is reflected by each team member’s signature affixed below.

 

TEAM NAME: (insert Team Name)

 

DATE PLAN/CHARTER SUBMITTED TO THE (insert "IPLT" or "IMT"):

 

________________________________________________     ________________

(Team Lead or Co-Lead Name(s)), (Routing Symbol)                              Date

 

________________________________________________       _______________

(Team Member Name), (Routing Symbol or Organization)                      Date

 

________________________________________________          ______________

(Team Member Name), (Routing Symbol or Organization)                       Date

 

________________________________________________             ____________

(Team Member Name), (Routing Symbol or Organization)                        Date

 

________________________________________________           ______________

(Team Member Name), (Routing Symbol or Organization)                         Date

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6.6 SAMPLE TEAM PLAN OR CHARTER APPROVAL PAGE

The (insert correct team name: "Integrated Product Leadership Team" or "XX Integrated Management Team") has received and reviewed the plan/charter for the team identified below. Unless indicated below, the plan/charter has been approved as submitted.

Team Name: (Team Insert)                                                                                                      

Date Plan/Charter Submitted to the (insert "IPLT" or "IMT"): __________ (team insert correct date)

Date (insert "IPLT" or "IMT") approved the Plan/Charter as submitted: ______________ (IWG or IMT insert correct date)

Date (insert "IPLT" or "IMT") approved the Plan/Charter subject to changes as indicated in attachment: _______________ (IWG or IMT insert correct date)

________________________________________________ _______________

(Insert name of IPLT or IMT Co-Lead), (Routing Symbol) Date

________________________________________________ _______________

(Insert name of IPLT or IMT Co-Lead), (Routing Symbol) Date

 

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APPENDIX 1- POTENTIAL TEAM MEMBER ORGANIZATIONS AND PROGRAMS

The list below includes organizations and programs with potential membership role(s) on IPDS teams. Teams will decide which they need as members based on their particular mission, goals and objectives.

Note: This list is illustrative and is not intended to be an exhaustive list of all possible contributors to IPDS teams. It is provided to alert teams about program requirements and coordination points, and to help them include the appropriate members on their teams.

FAA Organizations

• Air Traffic Services Requirements, ARS
• Aircraft Certification (Avionics, Metals, Icing, Loading, Propellers,), AIR
• Commissioning, appropriate AF and AT field manager
• Contracting, ASU-300
• Decommisioning, appropriate AF and AT field manager
• Disposal, AFZ-500
• Energy, AEE (policy) and ANS-500 (operations)
• Engineering, ASD, AND, AUA, AAR, ACT, ANI, ANS, AOP, AOS, AMC
• Environment, AEE-200 & 300, AFZ-500, ANS-500
• Facilities Security, ACO-400, ANS-400
• Flight Standards, (Air Transport, Maintenance, etc.), AFS
• Hazardous Materials, ANS-500
• Human Factors, AAR
• Impact to Airports, ARP
• Impact to Commercial Space Transportation, AST
• Impact to Free Flight, AOZ
• Independent Test and Evaluation, ATQ
• Industry Security Issues, ACO-1
• Information Systems Security – ACO-700
• Legal, AGC-500
• Logistics Depot, AML
• Logistics Requirements, ARS
• Materiel Management, AFZ-500
• Occupational Safety and Health (OSHA), ANS-500
• Physical Security – ANS-400, ANS-4
• Power Systems – NIPS IPT – ANS-400, ANS-600
• Real Estate, ASU-100, AFZ-400
• Region and Center Ops, ARC
• Safety and Environment, ANS-500
• Security Clearances for Employees, Contract Personnel – ACO-300
• Security Equipment IPT
• Spectrum Management, ASR
• Telecommunications IPT, AOP-400
• Training, AFZ-100, ATX-100, AMC
• Union Participation, AFZ-300, ATX-500, AMC, ACT
  

Other Federal Contributors

• U.S. Coast Guard
• DOD, such as Joint Radar Program Group, Joint Program Office, Air Traffic Control Logistics Services (ATCLS)
• NASA
• National Weather Service

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APPENDIX 2 - PLAN OR CHARTER REVISIONS

Categories of Plan or Charter Changes

Because they are intended to be living documents, team plans/charters require periodic update and revision. Plan/charter changes are categorized as major or minor. The following chart lists the examples of the types of changes that fall into each category:

 

Major Changes	Minor Changes
¨ Empowerment Boundaries	¨OfficeRouting Symbols
¨ Team Mission	¨ Phone Numbers
¨ Team reconfiguration (combining, splitting, etc.)	¨Non-decision making members (support or advisory members)
¨Decision-making process
¨ Conflicts with IPLT IPDS Guidance
¨ Deviations from required cross-functional membership

How to Prepare Plan/Charter Revisions

Teams will prepare change pages to cover plan/charter revisions. These pages should be clearly identified by plan/charter section and subsection number, and they should also carry the plan/charter revision number and date.

Major Change Revision Process

In the case of revisions for major plan/charter changes, teams will follow the same review and approval process used for their original team plan/charter. (See Section 6.0 for details.) In summary:

1. For A Product Team Plan

1. The team submits the plan revision to the IPT IT for review and comments.

2. Following any changes made as a result of the IPT IT review, the team submits the plan revision to its cognizant IMT and the IWG for concurrent review and comment.

3. After resolving the IMT and IWG comments, the team submits the plan revision to the IMT for approval and signature. Note: The team should consult its IMT Coordinator to verify the IMT’s current review and approval process.

4. The team retains the original approved plan revision and provides the IWG with both an electronic and a hard copy of the approved plan revision.

 

2. For An IPT or IPT IT Plan

1. The team submits the plan revision to its cognizant IMT and the IWG for concurrent review and comment.

2. After resolving the IMT and IWG comments, the team submits the plan revision to the IMT for approval and signature. Note: The team should consult its IMT Coordinator to verify the IMT’s current review and approval process.

3. The team retains the original approved plan revision and provides the IWG with both an electronic and a hard copy of the approved plan revision.

3. For An IMT Charter

The IMT will follow the same process described on Section 6.3, using the IWG as the Coordinator for the IPLT review and approval process.

Minor Change Revision Process

1. For A Product Team Plan

1. The team submits the plan revision to the IPT IT for review and comments.

2. Following any changes made as a result of the IPT IT review, the team sends a team plan revision notice and copy of the final plan revision to its IPT IT, IMT and the IWG (in electronic and hard copy).

2. For An IPT or IPT IT Plan

The team sends a team plan revision notice and copy of the final plan revision to its IMT and the IWG (in electronic and hard copy).

3. For An IMT Charter

The team sends a team charter revision notice and copy of the final charter revision to the IPLT via the IWG (in electronic and hard copy).

Note: No approval signature is required from the IMT or IPLT for minor plan/charter changes.

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