The Data Management Strategy (including 10 USC 2320, DFARS part 227, Data Rights)  should describe the measures taken to acquire complete technical data packages to ensure competition. This should include describing the disciplined processes and systems that will be used to plan for, acquire, and/or access, manage, and use data throughout the life cycle, concentrating on technical and logistics data in support of the development, production, operation, support, improvement, demilitarization, and disposal of the system. It should address all forms of recorded information, regardless of the method of recording, and include both government and contractor-created data.

Definition: A Data Management Strategy is an organizational document that details how an organization is going to utilize data to achieve its objectives.

Data Management Strategy Procedures

The strategy should describe the program’s approach and process of applying/implementing data management policies, systems, and procedures for: [1]

• The analysis of data use to identify the data requirements
• The timely and economical acquisition of the data
• Assuring data adequacy and accuracy
• Data access, Data Rights, data distribution, or data communication to the point of use
• any Data Management System

Data Management Strategy Content

The Data Management Strategy must be approved and integrated with the Acquisition Strategy prior to issuing a contract solicitation and should specifically address the: [1]

• Data required to cost-effectively operate, maintain, and improve the fielded system as well as foster competition throughout the system life cycle
• Data required to design, manufacture, and sustain the system as well as to support pre-competition for production, sustainment, or upgrades
• Government rights to the data acquired, including the requirements for delivery or access
• Approach for ensuring data is available in a format compatible with the intended user’s environment
• Quality assurance program to guarantee the accuracy and completeness of the data
• System for managing the data requirements and data
• The merits of including a priced contract option for the future delivery of technical data and intellectual property rights not acquired upon initial contract award
• Consider the contractor’s responsibility to verify any assertion of restricted use and release of data
• Long-term technical data needs of an Acquisition Category (ACAT) I and II program

Data Management Strategy Outline

Notional Outline present in the Defense Acquisition Guidebook (DAG)

1.  Data needs
   • This section should summarize how long-term needs for data were assessed, including data needed to support subsystems and components of the total system.
2.  Data acquisition strategy to be employed
   • The data deliverables specified in the RFP or contract, including the technical data, computer software documentation, and management data items.
   • The degree to which data will be acquired to support future competitions. It should include the logic by which these elements were selected; the alternative solutions considered; and the criteria by which the decision to procure technical data was made.
   • The extent priced options to acquire additional license rights will be used.
   • The intended use of other mechanisms such as deferred ordering, deferred delivery, and the use of withholding or incentives specific to performance in the area of data management.
   • How the use of an integrated digital environment and the repository system factors into the data strategy.
   • The digital format standards to be used and why they were selected. The process (i.e., business case analysis, adherence to DoD Component policy, etc.) used to determine the deliverable form/format for all deliverables should be included.
3. Data Management Approach: This section should describe how data will be managed throughout the system life cycle including:
   • Data management responsibilities within the program.
   • The overall approach to managing data acquired with other than unlimited rights.
   • How the data deliverables will be reviewed for unjustified or non-conforming markings. It should include the process the program will follow to question or challenge contractor assertions or markings.
   • The management approach for management data (i.e. data that is not software or technical data). It should include how contractor data meeting protection will be identified, marked, and managed.
   • Any required interfaces to government data systems or repositories, and how those requirements will be satisfied.
   • The approach for maintaining the software and its documentation once software maintenance is transferred from the Original Equipment Manufacturer (OEM). It should include the contract provisions being put into place that will allow for a cost-effective migration.

Data Management System

A Data Management System is a software package with computer programs that control the creation, maintenance, and use of a collection of data records, files, and other objects in a database. An acquisition program, it supports the total life cycle of a system and should be connected to allow logisticians to address the overall effectiveness of the logistics process in contributing to system availability and life-cycle cost factors. It should also reflect the needs established by the Data Management Strategy. Combining acquisition and sustainment data systems into a true total life-cycle Integrated Data Environment (IDE) provides the capability needed to reduce the logistics footprint and plan effectively for sustainment.  It also ensures that the Program Manager (PM) and other personnel have accurate information about life-cycle costs.

AcqLinks and References:

• [1] Defense Acquisition Guidebook (DAG)

Updated: 7/22/2021

Rank: 93.1