Appendix F-1Template for initiating a new activity

Originator:A Nordic nation

To:MCC / Cooperation Area

SUBJECT:

References:

A:

  1. BACKGROUND FOR INITIATING THE ACTIVITY
  • Describe the basic idea behind forming a new Nordic area for potential cooperation, including advantages of Nordic cooperation on the issue.
  • Describe the materiel, capability or activity in question using internationally known terms and references understandable in the other nations.
  • Describe the tactical or operational context for the material, capability or activity.
  1. PURPOSE OF THE WORK

A short description of the aim(s), objectives and scope of work.

  1. NATIONAL CONSIDERATIONS
  • If already ongoing, describe the current Stage in own planning process (e.g. concept phase).
  • If already ongoing, list the main uncertainties (opportunities and risks) in the national project/activity.
  • National priority of this project/activity (high, medium, low).
  • Implementation schedule, including critical decision dates.
  • Listing of relevant key documents (Standardisation Agreements, Doctrines, Concepts) which may influence the activity.
  1. PARTICIPATING NATIONS AND LEAD NATION

Suggest other Nordic participants and a possible lead nation.

  1. NATIONAL POINT OF CONTACT

List points of contact for further detailed information on the potential area of cooperation.

Signature block

Annexes (if required):

Appendix F-2Task document

Originator:NORDEFCO MCC / CS / COPA

To:Cooperation area / Working Group

SUBJECT:

Participating countries: XX/XX/XX

  1. INTRODUCTION

A background description of the situation justifying the task document to be issued, including the overall aim(s), objectives and scope of work.

  1. TASK

A clear statement of the task and purpose.

  1. LIMITATIONS AND ASSUMPTIONS
  2. Limitations:
  • Restraints (Must not do)
  • Constraints (Must do).
  • Assumptions
  1. TIMELINE AND REPORTING INSTRUCTIONS

A statement of the time for the task to be completed.

A statement of how and when to report on status and completion of the task. Reporting may be done as a final report, a milestone report, back briefs etc.

  1. ORGANISATION
  2. Participating nations
  3. Lead Nation/Chair
  4. RESOURCE ALLOCATION
  5. Personnel
  6. Finance
  7. Other
  8. AMPLIFYING INSTRUCTIONS.

Any additional instructions relevant to the given task.

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Appendix F-3Back Brief 1

Originator:NORDEFCO MCC / CS / COPA

To:Cooperation Area / Working Group

SUBJECT: BACK BRIEF 1

PREAMBLE

This template is intended to assist you with preparation of the Back Brief 1, but you are not expected to adhere to it rigidly.
Feel free to:

  • Add slides where you feel important items have been omitted (but don’t forget to add the new topics to the agenda slides)
  • Delete/hide slides about which you have nothing important to brief (but don’t forget to delete the corresponding bullets from the agenda slides)
  • Modify slides to facilitate your own presentation style (but please do not spend a lot of time making them fancy).

BACK BRIEF 1 OUTLINE:

  1. AGENDA
  1. PURPOSE
  • To provide a forum in which the Originator can issue additional guidance and to achieve a common understanding of key elements of the task.
  • Seek approval of the following:

–Mission statement

–Limitations and Assumptions

–Method

–Alternatives to be investigated (if any at this stage)

–Allocation of resources

–Way ahead

  1. BACKGROUND

A background description of the situation justifying the tasking to be issued.List the most important information on this topic that you have drawn from the Task Document, including the overall aim(s), objectives and scope of work.

  1. ASSIGNED TASKS

List the tasks specifically assigned to you in the Task Document.

  1. IMPLIED TASKS

List any additional tasks for you that can be derived from the assigned task(s), the Task Document, any other guidance, your own analysis of the task, etc.

  1. LIMITATIONS AND ASSUMPTIONS
  • Limitations:

–Restraints (Must not do)

–Constraints (Must do).

  • Assumptions:

–List any assumptions given by the Originator.

–List any assumptions that you have made during your analysis of the task and key factors.

Remember that assumptions must be:

–Valid  Likely to be true.

–Necessary  The work can not continue unless an assumption is made.

  1. MISSION STATEMENT

Present a clear Mission Statement or Project Description including tasks, aims (targets) and deliverables.

  1. ACTORS

List participating nations and responsibilities.List other actors by relevance and potential role.

  1. FACTORS

Describe identified factors and their relevance to solving the task.

  1. METHOD

State the preferred method to be used for solving the task.

  1. ALTERNATIVES TO BE STUDIED

List possible alternatives to be studied if any identified at this stage.

  1. INITIAL RESOURCE IMPLICATIONS

List the initial resource implications in terms of:

  • Personnel
  • Finance (incl a tentative budget and principles for cost-sharing)
  • Other
  1. REQUEST FOR FURTHER GUIDANCE

Propose guidance for further analysis or instructions assessed to be relevant for solving the task.Originator to issue guidance as deemed necessary.

  1. WAY AHEAD
  • Project plan (Factors or areas to be analysed, responsibilities, milestones and deliverables)
  • Reporting
  • Timeline
  1. APPROVAL

Seek approval of the following:

  • Mission statement/Project description
  • Limitations and Assumptions
  • Method
  • Alternatives to be investigated (if any at this stage)
  • Allocation of resources
  • Way ahead

Signature block

Annexes:

As required.

Appendix F-4Back Brief 2

Originator:NORDEFCO MCC / CS / COPA

To:Cooperation Area / Working Group

SUBJECT: BACK BRIEF 2

PREAMBLE

This template is intended to assist you with preparation of the Back Brief 2, but you are not expected to adhere to it rigidly.
Feel free to:

  • Add slides where you feel important items have been omitted (but don’t forget to add the new topics to the agenda slides)
  • Delete/hide slides about which you have nothing important to brief (but don’t forget to delete the corresponding bullets from the agenda slides)
  • Modify slides to facilitate your own presentation style (but please do not spend a lot of time making them fancy).

BACK BRIEF 2 OUTLINE:

  1. AGENDA
  1. PURPOSE

To provide a forum in which the Originator can issue additional guidance and to achieve a common understanding of key elements of the task.

Seek approval of the following:

–Limitations and Assumptions

–Factors

–Criteria and mutual weighting

–Alternatives to be investigated

–Allocation of resources

–Way ahead

  1. BACKGROUND

A background description of the situation justifying the tasking to be issued. List the most important information on this topic that you have drawn from the Task Document.

  1. LIMITATIONS AND ASSUMPTIONS

Limitations:

–Restraints (Must not do)

–Constraints (Must do).

Assumptions:

–List any assumptions given by the Originator.

–List any assumptions that you have made during your analysis of the task and key factors.

Remember that assumptions must be:

–Valid  Likely to be true.

–Necessary  The work can not continue unless an assumption is made.

  1. MISSION STATEMENT

Present a clear Mission Statement or Project Description including tasks, aims (targets) and deliverables (see BB1).

  1. FACTORS

Describe identified factors and their relevance to solving the task.

  1. CRITERIA

Propose a set of comparison criteria to be used for evaluating the alternatives:

–Ensure that the each criterion is defined in a way that is quantifiable and easy to understand

–Weight each criterion.

  1. ALTERNATIVES TO BE STUDIED

List all relevant alternatives that have been considered, recommend a list of alternatives to be evaluated and recommend if some of the alternatives should be excluded.

  1. RESOURCE IMPLICATIONS

List the resource implications in terms of:

–Personnel

–Finance (including a budget and principles for cost-sharing)

–Other

  1. REQUEST FOR FURTHER GUIDANCE

Propose guidance for further analysis or instructions assessed to be relevant for solving the task. Originator to issue guidance as deemed necessary.

  1. WAY AHEAD

Present a project plan including at least following items:

–factors or areas to be analysed,

–responsibilities,

–milestones,

–deliverables,

–reporting and

–timeline

  1. APPROVAL

Seek approval of the following:

–Limitations and Assumptions

–Factors

–Criteria and possible weighting

–Alternatives to be investigated

–Allocation of resources

–Way ahead

Signature block

Annexes:

As required.

Appendix F-5Reporting

A. Milestone Report

Originator:Working Group

To:Cooperation Area

SUBJECT: MILESTONE REPORT FOR STUDY/PROJECT….

References:

  1. INTRODUCTION

A background description of the situation justifying the “Milestone Report” to be issued.

  1. AIM OF THE WORK

A description of the Project plan; aim(s), objectives/tasks, responsibilities, milestones and scope of work.

  1. STATUS

A description of the status on all milestones within the actual phase as defined in the project plan.

  1. WAY AHEAD

A clear recommendation on whether to continue or not.

Propose changes to the Project plan (timeline, responsibilities etc), if needed.

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Annexes:

Deliverables according to Project plan.

B. Annual/Bi-annual Report

Originator:Working Group

To:Cooperation Area

SUBJECT: ANNUAL/BI-ANNUAL REPORT FOR STUDY/PROJECT….

References:

  1. INTRODUCTION

A background description of the situation justifying the Annual or Bi-annual Report to be issued.

  1. AIM OF THE WORK

A description of the Project plan; aim(s), objectives/tasks, responsibilities, milestones and scope of work.

  1. STATUS OF WORK

A description of the status of work for each task and/or objective in relation to the achievement of the defined periodic requirements and milestones.

Assess the way ahead for each task and/or objective regarding potential for meeting the next periodic (annual/bi-annual) requirements and milestones.

  1. IMPORTANT MILESTONES FOR THE COMING PERIOD

Describe important milestones for the next period (annual/bi-annual) emphasising critical decision points, potential risks and future involvement from higher level.

  1. RECOMMENDATIONS

Present recommendations to the Head of COPA necessary for the further progress of work.

  1. MISCELLANEOUS

Any other information or requests relevant for the progress of work.

Signature block

Annexes:

As required.

C. Final Report

Originator:Working Group

To:Cooperation Area

SUBJECT: FINAL REPORT FOR STUDY/PROJECT….

References:

  1. INTRODUCTION

A background description of the situation justifying the Annual or Bi-annual Report to be issued.

  1. SCOPE OF WORK

A description of the Project plan; aim(s), objectives/tasks, responsibilities, milestones and scope of work.

  1. PERSONS INVOLVED
  1. NATIONAL OBJECTIVES, REQUIREMENTS AND RESTRICTIONS
  1. ADVANTAGES OF COOPERATION

Based on Task document, possible Integrated Logistic Support aspects, possible Life Cycle Cost aspects and commercial aspects

  1. DISADVANTAGES OF COOPERATION
  1. RISKS
  1. FUTURE EXPANSION OF COOPERATION
  1. POSSIBLE INDUSTRIAL ASPECTS
  1. THE RECOMMENDATION OF THE GROUP
  1. LESSONS LEARNED BY THE GROUP
  1. TIMEFRAME

Signature block

Annexes: (As required)