Production of Obsolescence Management Process Framework:

• The Obsolescence Management Process Framework has to include the following elements:

- Inventory of all obsolescence-related processes, workflows, ownership, and associated systems;

- Gap Analysis of the obsolescence-related processes, workflows, ownership, and associated systems to identify inconsistencies or inefficiencies;

- Recommendation and action-oriented proposals to streamline the processes and workflows.

• In the course of the delivery of the above service the Contractor should engage with the relevant stakeholders in structures elicitation sessions, including workshops and one-on-one interviews, with several Purchaser-designated Points of Contact (PoCs) to validate existing documentation and extract implicit operational knowledge essential for the process inventory;
• The obtained information and knowledge should be structured in formal document with registers or logs, including roles and responsibilities, decision-making process, risks, pain points, and workarounds.

Dependences Mapping Framework:

• The Contractor shall develop a structured framework that defines how service, system, and component dependencies are identified, assessed, and documented, accompanied by practical case studies demonstrating how dependencies influence obsolescence risk. The framework will include:

- Principles, definitions, and methodology for identifying and classifying dependencies;

- Criteria for assessing dependency criticality and impact;

- Standardized templates and/or visualization formats (e.g., diagrams, matrices).

• The Contractor shall assess regularly the impact of the developed Dependences Mapping Framework, and shall provide updated Dependency and Impact Maps which have to contain:

- Updated system;

- Updated relationship;

- Optimization actions.

Process Modelling:

• The Contractor based on the gap analysis, shall identify and prioritize missing processes. The Contractor shall develop the model(s) of the top priority processes in BPMN (Business Process Model and Notation) format compliant with the Agency Process Framework (AProF).

Standard Operating Procedures (SOP) Development:

• The Contractor shall standardize processes across systems and stakeholders through formal documentation and namely by developing SOPs and/or Process Guidance Documents (PGDs). The latter will be focused on Unplanned Obsolescence Management (UOM) and will define governance, workflows, and responsibilities;
• The Contractor shall develop SOPs which cover the 3 most impactful proposal and processes from deliverable 3.1. The Contractor shall use ServiceNow, Configuration Management Database (CMDB), and other existing toolsets;
• The Contractor shall assess regularly and provide updated SOPs and/or PGDs which will include:

- Process improvements;

- Updated workflows;

- New decision criteria;

- Clarified roles and responsibilities.

Risk Consolidation and Management Methodology:

The Contractor shall develop:

• A structured and consolidated Risk Log, which integrates financial, operational, and technical risk assessments. The Risk log should contain risk prioritization based on impact and likelihood, ensuring the approach integrates with existing NCIA Risk Management tools;
• A refined Risk Management Methodology;
• Updated Obsolescence Risk Alerts Package, which contains:

- Report on obsolescence performance;

- Early-warning intelligence;

- Action-oriented mitigation proposals.