Writing Better
Requirements
The ARC Method
Performance-Based
Acquisition
Uses a Performance Work
Statement (PWS) or Statement
of Objectives (SOO)
Includes measurable
performance standards for all
performance requirements
Provides appropriate incentives
to drive higher performance
and/or promote innovation
Utilizes a Quality Assurance
Surveillance Plan (QASP) to
define how the contract will be
monitored (see FAR 46.4
)
4 KEY ELEMENTS OF PBA
Action - Result -
Context (ARC)
ACTION:
What do you want the contractor to
do?
RESULT:
What result or outcome do you want?
CONTEXT:
What is it for? What mission? What
program?
ORIGINAL:
The Contractor shall train system end-users on how to use the system
REVISIONS:
The contractor shall deliver [A] training [R] to end-users on how to use the system
The contractor shall create [A] a user manual [R] for all aspects of the system
The contractor shall deliver (A) on-demand training (R) so users can independently develop and deploy surveys using SaaS (C).
● There are multiple user types from basic users to system administrators and training will be needed for all functions of
the system.
NOTE: Everything after a preposition is context… some prepositions: to, for, by, with, around, on, under, ‘so’ (“so” is a
preposition when it would otherwise be combined with “that”), after, through, of, at, in, between…
ACTION – RESULT – CONTEXT
each requirement
statement begins
with The Contractor
shall (or must)
Action
verb
Context
Result?
Agile Scrum Development Example
1. The Contractor shall conduct Agile Sprints, including all Scrum ceremonies to produce demonstrable “incremental
deliveries” of working software.
● As determined by the Agency PO, these deliveries of capabilities may or may not be fielded to the
operational community.
● Each iteration/sprint should be time boxed, that is the iteration/sprint should have a fixed duration (2 weeks).
1. The Contractor shall virtually conduct Sprint Planning Sessions during which they will commit to completing a set
of user stories from the product backlog up to their capacity (this may be done using story points and average
velocity).
2. The Contractor shall virtually conduct a Sprint Demo at the conclusion of each sprint that demonstrates the
successful completion of user story acceptance criteria for each story and that the sprint has met the Sprint
Definition of Done.
3. The Contractor shall make daily Sprint Backlog updates in the approved Agile scrum project management tool,
including user story percent complete and user story status.
4. The Contractor shall virtually conduct Daily Scrum sessions with the Development Team, Scrum Master, and the
Agency PO to identify and clear impediments and roadblocks.
5. The Contractor shall virtually conduct and document Sprint Retrospectives at the conclusion of each sprint.
6. The Contractor shall virtually conduct a Storytime session (backlog grooming) to discuss the product backlog of
user stories, establish acceptance criteria, and to ensure the Dev Team fully understands the objectives of all user
stories eligible for inclusion in the next Sprint cycle.
ACTION:
What do you want the contractor to
do? - verb
RESULT
:
What result or outcome do you
want?
CONTEXT:
What is it for? What mission? What
program?
ORIGINAL: The contractor shall be required to create or implement approaches to gather internal or external agency
data through data collection, surveys, or questionnaires.
REVISION: The contractor shall create (A) data collection methodologies (R) for internal or external data used in
support of Agency Projects and Programs.
The contractor shall gather (A) data (R) from internal or external sources using approved data collection
methodologies.
ORIGINAL: The contractor shall utilize the appropriate data collection or management approaches to prepare, process,
and manage internal or external data utilized in analysis/modeling efforts. The contractor may utilize data collection
equipment, such as Profile Analysis & Monitoring Systems (PAMS) and Portable Emissions Measurement Systems
(PEMS), or database management systems (DBMS). The contractor may be responsible for data storage and reporting
of all information utilized in the task area.
REVISION: The contractor shall prepare, process and manage (A) internal and/or external data (R) using approved
data collection and management methods to support analysis and modeling efforts. (C)
ACTION – RESULT – CONTEXT
Ambiguity Can Be
Painful
ACTION [A] - RESULT [R] - CONTEXT [C]
The contractor shall assist in supporting Sprint Demos to ensure that the feature
acceptance criteria were met at the conclusion of each sprint.
don’t use ambiguous words: assist, support, help, manage
- what kind of assistance?
- what is involved with support?
BEWARE of AMBIGUITY!
The contractor shall conduct a Sprint Demo with the Product Owner, key stakeholders,
and development team to ensure that the feature acceptance criteria were met at the
conclusion of each sprint.
Use the Imperative
Family Life, External Studies, Audits, and Analysis.
● The contractor will capture and submit information for agency’s Campaign.
● Written progress reports should be provided on the 10th day of each month.
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Use “shall” or “must”
Imperative:
1)of vital importance; crucial.
2)giving an authoritative command;
peremptory.
Plain Language is
KEY
NO GIANT PARAGRAPHS
● Use
○ Short sentences & bullets
○ Lists
○ Tables
○ Bold, Italics, Underline
● Write for your specific audience
○ Balance technical and plain
language
○ Write for the vendor you’ve
never worked with before
● Stop using government jargon!
Requirements
ALWAYS Have
Standards
CSAW As a Service
What is a Civilian SAW?
A Civilian Services Acquisition Workshop (CSAW) is a
facilitated workshop built around a specific acquisition
and its multi-functional integrated project team (IPT). The
workshop facilitates the team through the performance-
based acquisition (PBA) process from beginning to end.
Workshop Purpose & Objectives
18
PURPOSE
Develop the vision, mission,
high-level objectives,
performance requirements,
measurable standards and
performance-based
strategies for the Agency
Requirement.
OBJECTIVES
● Understand and Apply the Performance-Based
Acquisition (PBA) process and the Steps to PBA
● Explore the tools, resources, techniques, innovations
and best practices to successfully execute this
requirement
● Collaborate as a team through facilitated activities to
develop draft documentation for this requirements
● Develop a high-level roadmap for successful
implementation of this performance-based
acquisition
● Gain consensus on critical decisions and the path
ahead
Jonathan Evans
CSAW Program Manager & Senior Facilitator
Office of Professional Services & Human Capital Categories
GSA Federal Acquisition Service
Email: [email protected]
Q&A / Contact
