Goddard Procedures and Guidelines

Transcription

1 Goddard Procedures and Guidelines DIRECTIVE NO.: GPG APPROVED BY Signature: Original Signed by NAME: A. V. Diaz TITLE: Director Responsible Office: 230/Logistics Management Division Title: DIRECTIVES AND DOCUMENTATION MANAGEMENT TABLE OF CONTENTS Preface P.1 PURPOSE P.2 APPLICABILITY P.3 AUTHORITY P.4 REFERENCES P.5 CANCELLATION CHAPTER 1. Goddard Directives Management System (GDMS) 1.1 Goal 1.2 Objective 1.3 Definitions 1.4 Responsibilities 1.5 System Access 1.6 Case Files CHAPTER 2. General Procedures 2.1 Criteria for Initiating a Directive 2.2 Coordination Cycle 2.3 Effective and Expiration Dates 2.4 Maintaining Currency of Directives 2.5 Signature Authority 2.6 Numbering 2.7 Revising Directives 2.8 Master Documentation List CHAPTER 3. Format 3.1 Goddard Policy Directive (GPD) 3.2 Goddard Procedures and Guidelines (GPG) 3.3 Procedures and Guidelines (PG) 3.4 Work Instruction (WI) CHAPTER 4. Processing Procedures via GDMS 4.1 Center-level Process (GPD s and GPG s) 4.2 Directorate and Lower-level Process (PG s and WI s)

2 GODDARD DIRECTIVE NO. : GPG PAGE: 2 of 19 APPENDICES A. Documentation Methods of Control B. Directives Comment Summary Sheet C. Change History Log

3 GODDARD DIRECTIVE NO. : GPG PAGE: 3 of 19 Preface P1. PURPOSE The purpose of this Goddard Procedures and Guidelines (GPG) is to establish responsibilities, procedures and guidelines for creating, processing, and maintaining Goddard directives and other organizationspecific issuances, and to establish the method for implementing the provisions of the Goddard Space Flight Center (GSFC) Quality Manual. P2. APPLICABILITY This GPG applies to all organizational elements at NASA s Goddard Space Flight Center. P3. AUTHORITY a. NPD , NASA Directives System b. NPG , NASA Directives System Procedures and Guidelines P4. REFERENCES a. NPD , NASA Quality Management System Policy (ISO 9000) b. NPG , NASA Records Retention Schedules (NRRS) c. GPG , The GSFC Quality Manual P5. CANCELLATION None. CHAPTER 1. Goddard Directives Management System (GDMS) 1.1 Goal The goal of the GDMS is to provide a controlled method for initiating, reviewing, approving, distributing, revising, tracking, managing, and canceling GDMS controlled documentation, including hard copy, electronic media, and applicable external original documents. These procedures and guidelines apply to Goddard Policy Directives (GPD s), Goddard Procedures and Guidelines (GPG s), and documentation created at the Directorate, Project/Office/Division/ Laboratory, and Branch levels, the latter for use solely within the issuing organization. Collectively, a subset of these documents

4 GODDARD DIRECTIVE NO. : GPG PAGE: 4 of 19 constitute the GSFC Quality Management System (QMS). Additionally, control of engineering drawings is documented in 500-PG , Issue and Management of Engineering Drawing Numbers. 1.2 Objective The objective of directives management is to document Center policy and implementing instructions unique to GSFC, and to provide GSFC managers with the means to effectively and efficiently convey policy and instructions to employees, customers, and the public. 1.3 Definitions a. Approving Office -- The head of an Approving Office signs its directives and its Directives Manager publishes them. b. Center Directives Manager (Center DM) - The individual in the Logistics Management Division that has been designated as the point of contact for matters pertaining to the management and maintenance of Directives on the GDMS. c. Center Level Directives All directives that are designated as GPD s or GPG s. In addition, Goddard Management Instructions (GMI s) and Goddard Handbooks (GHB s) are designated as Center Level Directives until converted to the new GPD and GPG format requirements. d. Change History Log - The Change History Log (see Appendix C) will appear as the last page of any directive, i.e., GPD, GPG, PG, or WI, and will be maintained as a history of activity on that directive. e. Controlled Electronic Version - The official controlled electronic version of any GPD, GPG, PG, or WI is the electronic file accessible from the GSFC Directives Library at the following web address: Thus a copy printed from the electronic system is considered uncontrolled (although it may be correct). f. Controlled Nonelectronic Version The official controlled version of any QMS document that is not available through the GDMS Master Documentation List and maintained by the responsible individual designated on the Master Documentation List. g. Correct Version The version available from the electronic library and/or all applicable versions cited on the Master Documentation List, the signed original document, or a copy identical to the signed original, cited on the Master Documentation List. In the case of external documents, the correct version is the one identified as correct by the OPR or cited on the Master Documentation List. h. Directive - A policy, procedure and guideline, or instruction that has been approved and published by the appropriate authority. The GDMS addresses four types of directives, each of which serves a specific purpose:

5 GODDARD DIRECTIVE NO. : GPG PAGE: 5 of 19 (1) Goddard Policy Directive (GPD) - A policy statement that describes what is required by GSFC management for achieving NASA's vision and mission. (2) Goddard Procedures and Guidelines (GPG) - A statement of specific, detailed procedures for implementing NASA and Goddard policies. (3) Procedures and Guidelines (PG) A documented description of how a Goddard organization will perform its own activities. (4) Work Instruction (WI) A document developed by an individual or group that delineates detailed activities to be carried out by that individual or group to accomplish a specific task or set of closely related tasks. g. Directives Manager (DM) - The individual in a Primary Organization that has been designated as the point of contact for matters pertaining to Directives management and maintenance within that Primary Organization. h. Goddard Directives Management System (GDMS) - The electronic system that maintains the collection of directives issued by GSFC along with the procedures for establishing and maintaining such collection. i. Initiator -- The initiator prepares draft directives and revisions for which his/her organization is the OPR, and submits them to his/her organization s DM. The initiator also dispositions reviewer comments. j. Lower-Level Directives All directives designated as PG s and WI s. k. Master Documentation List A listing, on the GDMS, of the collective set of all directives applicable to the GSFC. l. NODIS The NASA Online Directives Information System, an Internet application that provides access to NASA directives and Center-specific directives for retrieval, viewing, and printing. NODIS also provides a direct link to the GDMS. m. Office of Primary Responsibility (OPR) -- The organization that has been designated as having overall development and maintenance responsibility for a Center level policy or process. n. Primary Organization Any organization reporting directly to the Center Director. At the GSFC, Primary Organizations are the Directorates, Codes 200, and 400 through 900, and the functional offices, Codes 110, 120, 130, 140, 150, 160, Code 300, and the Office of the Associate Director.

6 GODDARD DIRECTIVE NO. : GPG PAGE: 6 of 19 o. Quality Management System (QMS) The GSFC business system that documents the methodology whereby the GSFC produces quality products. p. Quality Management System Council (QMSC) A group of directorate representatives, chaired by the Quality Management System Representative (QMSR), responsible for advising the QMSR regarding QMS administration, maintenance, status reporting, and corrective action. q. Quality Management System (QMS) Documentation The documents which establish the implementation of GSFC roles, missions, responsibilities, and methods necessary to ensure compliance with the NASA QMS in meeting customer requirements. These documents may include NASA and GSFC directives, all documents related to the QMS such as procedures, plans, or handbooks, as well as customer and external documents to the extent specifically referenced. r. Quality Management System (QMS) Records Those records maintained to demonstrate conformance to specified requirements and the effective operation of the QMS. The control of quality records is addressed in GPG s. Quality Management System Representative (QMSR) A GSFC manager, or a group of GSFC managers, designated by and reporting directly to the Center Director, who have responsibility and authority for the effective implementation of the QMS. t. QMS Master List The collective set of all of the Directives applicable to the QMS. This list is a subset of the Master Documentation List. u. Responsible Individual The individual within a Primary Organization that has responsibility for a specific function, product, or process and has been assigned development and maintenance responsibility for Directives that cover these functions, products or processes. v. Uncontrolled Copies Copies printed from the Master Documentation List via GDMS or copies of the signed original document. w. User Any person who uses or refers to any Center-level, Directorate, or lower-level directive during the performance of a specific task. 1.4 Responsibilities a. Center Directives Manager (Center DM) The Center DM coordinates and manages the review of all Center-level directives; publishes all approved directives; controls the Master Documentation List; and serves as the point of contact for Directives Managers throughout GSFC.

7 GODDARD DIRECTIVE NO. : GPG PAGE: 7 of 19 b. Directives Manager (DM) - The DM assists and supports their organization with directives activities and issues, including assurance that directives are prepared and coordinated in accordance with prescribed requirements; and controls and publishes the directives for which the organization is the Office of Primary Responsibility (OPR). c. Employees - Employees have the responsibility to understand how to use the directives system, know which directives and procedures apply to their work, and to follow them. d. Labor Relations Officer The GSFC Labor Relations Officer, Code 110, is responsible for reviewing and concurring on all final GPD s and GPG s prior to approval and signature by the Center Director or designee. e. Logistics Management Division The Logistics Management Division, Code 230, is responsible for managing and maintaining the GDMS; assisting and supporting GSFC personnel in processing NASA and GSFC Center-level directives; reviewing and concurring on all Center-level directives; ensuring that directives are properly coordinated and that disposition of comments and nonconcurrences are adequately documented; tracking, monitoring, and reporting activities associated with processing directives; and designating the Center Directives Manager (Center DM) to serve as Center coordinator for carrying out these responsibilities. The Center DM also controls the Master Documentation List and serves as the custodian for Center-level directives. f. Office of Chief Counsel - The GSFC Office of Chief Counsel is responsible for providing comments upon initial Centerwide review and for reviewing and concurring on all final GPD s and GPG s for legal propriety prior to approval and signature by the Center Director or designee. g. Office of Primary Responsibility (OPR) - The OPR (see Definitions) is responsible for the development and maintenance of Center-level directives within its cognizance. h. Primary Organization The Primary Organization (see Definitions) has the responsibility to determine the need for Directives that cover the scope of their assigned responsibilities. Once the determination is made, the Primary Organization has the responsibility for the development and the maintenance of these Directives within the requirements of the GDMS. i. Quality Management System Council (QMSC) - The QMSC is responsible for reviewing all new or revised Center-level directives and advising the QMSR. j. Quality Management System Representative (QMSR) - The QMSR is responsible for reviewing all new or revised Center-level directives for applicability to the QMS and for concurring in those that are applicable.

8 GODDARD DIRECTIVE NO. : GPG PAGE: 8 of 19 k. Supervisors Supervisors are responsible for ensuring that the directives policy is communicated throughout their organizations, ensuring that their employees are aware of the requirement to follow the applicable directives, and ensuring they have access to those directives applicable to their work. l. Users Users of GDMS directives have the responsibility to verify that they are referring to the correct version of a directive being used by checking the current revision on the Master Documentation List. Users will have documented authority to use previous/obsolete documents to perform work. To ensure against use of any previous/obsolete versions of any directive, users will: (1) destroy obsolete hard copies of directives; or (2) mark if retained, e.g., FOR HISTORICAL PURPOSES ONLY, FOR LIMITED APPICABILITY, REFERENCE, etc., or (3) otherwise suitably identify (e.g., via explanation). 1.5 System Access In order to appreciate full operating capabilities of the GDMS, users must be operating with a current version of a JAVA-capable web browser such as, Netscape 4.0 or Internet Explorer Case Files When a directive is considered to be in its final form, concurrences/comments received as a result of the review process will be included in the final approval signature package as it goes forward for signature Center Level Directive case files, including the signed directive, will be the official records retention file retained by the Logistics Management Division Lower Level Directive case files, including the signed directive, will be the official records retention file retained by the OPR. CHAPTER 2. General Procedures 2.1 Criteria for Initiating a Directive If directly applicable to the GSFC implementation, the relevant NASA directive shall be used without further documentation. An implementing directive shall not repeat information contained in the NASA directive, if adequately provided for in the NASA directive. Information already published and available on the subject shall be referenced, not repeated A GPD is created when it is necessary to establish Center-level policy. It is a statement of executive management conviction and intention regarding the GSFC vision and mission as depicted in its strategic implementation plan.

9 GODDARD DIRECTIVE NO. : GPG PAGE: 9 of A GPG is created when the subject matter responsibilities and/or implementation affect more than one Primary Organization, where it is necessary to assign responsibilities and to provide guidelines to ensure implementation of the authority document. A GPG is a statement of specific, detailed procedures for implementing NASA and GSFC policies, necessary for establishing common approaches among Primary Organizations and not otherwise specified in NPG s. They set forth the procedures purpose and scope; what shall be done and by whom; when, where, and how it shall be done; when pertinent, what resources, materials, equipment, and documents shall be used and/or produced; and how the activity shall be controlled and recorded A PG is created when the QMS subject matter responsibilities affect work only within a single Primary Organization or a lower level organization within that Primary Organization. A PG is a documented description of how a GSFC organization will perform its own activities, including the procedures purpose and scope; what shall be done and by whom; when, where, and how it shall be done; when pertinent, what resources, materials, equipment, and documents shall be used; and how the activity shall be controlled and recorded. A PG is developed at the discretion of a Directorate and at any level within the Directorate, and used to implement one or more GPG s within an organization. Such procedure(s) may not be developed if an organization can implement the applicable GPG without further clarification, and will not take exception to requirements of a GPG. A PG may not simply repeat a higher-level directive. A PG may not impose its procedures unilaterally on any other organization through issuance of the PG, although other organizations may adopt as their own a PG issued by another organization A WI is created when the QMS subject matter responsibilities affect work only within a single Primary Organization or a lower level organization within that Primary Organization. WI s are documents developed for use by an individual or group that delineate detailed activities to be carried out by that individual or group to accomplish a specific task or set of closely related tasks. WI s are created only for activities that demand structured implementation and for which generic training and skills are not, in themselves, under all work circumstances, sufficient to assure acceptable work. WI s can be forms, flowcharts, assembly procedures, inspection procedures, detailed process instructions, etc. Generally, a WI may not impose its procedures on any other individual or group through issuance of the WI, although other individuals or groups may adopt as their own a WI issued by another individual or group. A WI can also be a document that specifies which standard or commercial document shall be used to perform some work. In this case the WI shall identify and reference the standard or commercial document and need not repeat the text. 2.2 Coordination Cycle Initiating, changing, and updating Directives shall be done in accordance with the procedures identified in Chapter 4 of this GPG.

10 GODDARD DIRECTIVE NO. : GPG PAGE: 10 of Effective and Expiration Dates All GPD s and GPG s shall have an effective and an expiration date. The effective date of a GPD or GPG is the date the Center Director signs the directive and will bear an expiration date that is 5 years from the effective date. The DM must revalidate and re-initiate his/her Directives, using the same process as described for initiating new Directives in Chapter 4, prior to the expiration date All PG s shall have an effective date. The effective date of a PG is the date that the Responsible Individual signed the document. PG s do not expire unless specified or are superseded by another PG or GPG. For PG s that have an expiration date, the DM must revalidate and re-initiate his/her Directives, using the same process as described for initiating new Directives in Chapter 4, prior to the expiration date. For PG s without an expiration date, the Responsible Individual, through the DM, shall ensure that only the current PG s are maintained on the GDMS WI s have an effective date but do not expire until superseded by another WI or a higher level document such as a PG or GPG, or are canceled by the issuing organization. The Responsible Individual, through the DM, shall ensure that only current WI s are maintained on the GDMS. 2.4 Maintaining Currency of Directives PG s and WI s must be maintained current with any applicable NPD, NPG, GPD and/or GPG. 2.5 Signature Authority Center-level directives, GPD s and GPG s, are signed by the Center Director Lower-level directives (PG s and WI s) are signed by the head of the responsible Directorate, Staff Office, Office, Division, Laboratory, or Branch. 2.6 Numbering Numbers will be automatically assigned by the GDMS. All directives will have an appropriate subjectclassification number selected from the subject-classification listing provided in NPG , Appendix C. Initiators will select the subject-classification number that corresponds most nearly to the main subject of the directive Center-Level Document Number (GPD and GPG) The number assigned to a directive is based on its subject matter. Directives consist of letters identifying the type of directive (GPD or GPG) followed by a 4-digit subject-classification number, a decimal point and consecutive number, and a letter indicating the sequential revision of the directive.

11 GODDARD DIRECTIVE NO. : GPG PAGE: 11 of Lower-Level Document Number (PG s and WI s) PG s shall be identified as ORG-PG-xxxx.y.z, where ORG is the highest level 3-digit organization code to which the PG applies, xxxx.y relates to the GPG that is being addressed, and z is a sequential number to discriminate between procedures within a series. Example: 303-PG would be the second Code 303 document addressing GPG , Calibration and Metrology. Approved revisions shall be uniquely identified with an upper case letter suffix corresponding to Revision A, Revision B, etc. These suffixes will follow the last number in the numerical series. Example: 303-PG A WI s shall be identified as ORG-WI-xxxx.y.z, where ORG is the highest level 3-digit organization code to which the WI applies, xxxx.y relates to the primary organization or lower-level PG or GPG, if applicable, that is being addressed, and z is a number to discriminate between procedures within a series. Example: 303-WI would be the second Code 303 WI addressing 303-PG , Calibration and Metrology. Approved revisions shall be uniquely identified with an upper case letter suffix corresponding to Revision A, Revision B, etc. These suffixes will follow the last number in the numerical series. Example: 303-PG A 2.7 Revising Directives When a substantive revision is necessary, the entire directive must be reissued in accordance with the process for issuing new directives described in this GPG. Editorial and other non-substantive revisions, e.g., updating an organization s designation or title, may be made without reissuing the directive with a new letter designation, but will be reflected in the official version as maintained on the GDMS. The nature of any revision, whether or not substantive, will be reflected in the Change History Log (Appendix C). Revisions to approved documents must be reviewed and approved by the function or organization that performed the initial review, or by a designated individual who has access to the pertinent data to ensure a sound decision. The Center DM will ensure that obsolete documents are removed from the Master Documentation List.

12 GODDARD DIRECTIVE NO. : GPG PAGE: 12 of Master Documentation List The Management Services Branch will maintain a Master Documentation List for all GDMS directives. The Master Documentation List is a ready reference for identifying the latest version of any document. This list is accessible for reading and printing by GSFC employees via the GDMS or via NODIS. Draft directives will not be included on the Master Documentation List until approved and signed. Each Master List entry shall identify the following information: (1) document title; (2) assigned unique document number; (3) effective date of document; (4) revision number and revision date; (5) initiating organization; (6) expiration date; and (7) OPR (for GPD s and GPG s) or Responsible Individual (for PG s and WI s) CHAPTER 3. Format Except as specified herein, GPD s, GPG s, PG s, and WI s shall be written in the formats specified below and using the document templates that are available in the GDMS for downloading to a personal computer for use in creating directives. 3.1 GPD s Use of this format is mandatory for creating a GPD. The prescribed paragraphs for GPD s are Policy, Applicability, Authority, References, Responsibilities, Delegation of Authority, Measurement, and Cancellation. GPD s are limited to no more than 4 pages plus an attachment for sample metrics that may be text and/or graphics. 3.2 GPG s Use of this format is mandatory for creating a GPG. GPG s must specify an authority document, which can be a NASA Policy Directive (NPD), a NASA Procedures and Guidelines (NPG), or a GPD. GPG s will contain a Table of Contents, when appropriate, and a Preface consisting of the following standard paragraphs. Contents beyond the Preface are at the OPR s discretion. P.1. PURPOSE P.2. APPLICABILITY

13 GODDARD DIRECTIVE NO. : GPG PAGE: 13 of 19 P.3. AUTHORITY P.4. REFERENCES P.5. CANCELLATION P6. RECORDS Identify all records resulting from the GPG. Also, identify the record custodian(s). 3.3 PG s Use of this format is mandatory for all PG s created after the effective date of this directive. Current approved and dated documents known as procedures, plans, or handbooks shall be considered PG s and shall be manifested as PG s on the GDMS even though they do not meet the mandatory PG format. PG s that do not reasonably conform to the format specified below, shall be identified and controlled as PG s in the Master Documentation List only and need not appear as the actual document in the GDMS. In this situation, the Responsible Individual shall keep the official copy of the PG and make that copy available as needed. PG s should generally be limited to the implementation of a single process or address a single function, project, or product. PG s shall contain a Preface consisting of the following standard paragraphs. Those identified as optional are included at the discretion of the approving authority. Contents beyond the Preface are at the writer s discretion. P.1 PURPOSE P.2 REFERENCE -- This paragraph will list and identify (1) all documents which are either referenced in the body of the procedure or employ the subject procedure as a reference, and (2) record forms that are applicable to the implementation of the procedure. P.3 SCOPE P.4 DEFINITIONS -- This paragraph is optional. Unless otherwise defined, quality assurance and management terms used in the procedure will be as defined in ISO P.5 AUTHORITIES AND RESPONSIBILITIES -- This paragraph is optional. P.6 IMPLEMENTATION Detailed narrative defining the who, what, when and how of ISOrelated GPG implementation within the organization. This paragraph may be in the form of a narrative or a process flow diagram.

14 GODDARD DIRECTIVE NO. : GPG PAGE: 14 of 19 P7. RECORDS Identify all records resulting from the PG. Also, identify the record custodian(s). 3.4 WI s Use of this standard format for all WI s created after the effective date of this directive, is required if the WI can be reasonably written to conform to the given format. Current approved and dated work instructions shall be considered WI s and shall be manifested as WI s on the GDMS even though they do not meet the required WI format. WI s, such as drawings, forms, or checklists, that do not reasonably conform to the format specified below, shall be identified and controlled as WI s in the Master Documentation List only and need not appear as the actual document in the GDMS. In this situation, the Responsible Individual shall keep the official copy of the WI and make that copy available as needed. WI s shall be prepared for all situations where the lack of such directives may adversely affect the quality of a GSFC product. The standard WI format contains a Preface consisting of the following standard paragraphs. Those identified as optional are included at the discretion of the approving authority. Contents beyond the Preface are at the writer s discretion. P.1 PURPOSE P.2 SCOPE P.3 DEFINITIONS Define only those terms unique to the activity/process being described. P.4 RECORDS, REPORTS, AND FORMS Identify all records, reports, and/or forms used to implement or resulting from the Instruction. P.5 SAFETY PRECAUTIONS AND WARNING NOTES Provide applicable safety, caution, and warning notes. Identify instruction steps to which the notes apply. P.6 REFERENCES P.7 TOOLS, EQUIPMENT, AND MATERIALS List specific/special tools, equipment, and materials required to perform the instruction. The list shall be detailed (e.g., serial numbers, lot date codes, etc.) to the degree necessary to perform the instruction in a satisfactory manner. P.8 INSTRUCTIONS In a step-by-step sequence, via a narrative or a flow diagram, identify each action required to perform the task. For each step description, the following guidelines shall be considered:

15 GODDARD DIRECTIVE NO. : GPG PAGE: 15 of 19 Identify special working conditions Identify requirements/specifications such as pressure, temperature, voltage settings, etc. Identify accept/reject criteria Identify data records or forms that must be completed Include aids that will help the user such as checklists, diagrams, schematics, tables, etc. CHAPTER 4. Processing Procedures via GDMS 4.1 Processing Procedures for Center-Level Process (GPD s and GPG s) Each Primary Organization, through its DM, is responsible for designating an initiator for each draft directive for which it is an OPR, and for ensuring internal support to the initiator. The DM shall consult with the directorate QMSC Representative prior to forwarding a directive ready for Centerwide review to the Center DM for GDMS posting The Center DM forwards the draft directive to the other Primary Organization DM's for review and comment. In the case of QMS directives, the Center DM shall, in addition, forward the draft directive to the QMSR and members of the QMSC for review. Each Primary Organization shall review proposed Center-level Directives, and will be given at least 10 working days to review the document and submit comments to the DM. A longer period shall be provided where the subject matter warrants A DM who receives notification that a draft directive is ready for review designates appropriate personnel in his/her organization as reviewers and ensures comments are consolidated and posted to the GDMS Once the suspense date has expired, the initiator shall finalize the directive, addressing all comments received by the date of finalization. Comments received must be included or resolved with the commenting Primary Organization. Unresolved comments must be explained in detail, including reasons why the comments remain unresolved, on a Directives Comment Summary Sheet (see Appendix B). Comments/nonconcurrences which cannot be resolved in a timely manner by organizational representatives will be promptly negotiated between the heads of the Primary Organizations involved After all Centerwide comments are dispositioned, the initiator prepares the final directives package which includes a hardcopy of the following: Center comments posted in GDMS, the final draft directive, and the Directives Comment Summary Sheet. The initiator forwards the final package to their OPR DM for directorate approval. The OPR DM then forwards the final package to the Center DM for final clearances, including review by the Labor Relations Officer and the Office of Chief Counsel, before signature by the Center Director.

16 GODDARD DIRECTIVE NO. : GPG PAGE: 16 of After a new or revised Center-level directive is approved and posted, GDMS will transmit an automatic notification of the title and document number to the Directorate DM s so they may alert appropriate personnel within their organizations Processing Procedures for Directorate, Project/Office/Division/Laboratory, Branch-Level Process (PG s and WI s) The initiator prepares and submits a draft PG or WI through the Primary Organization DM for review and approval. The initiator may form a document working group to help draft the PG or WI or provide advance comments The DM reviews and approves the draft PG or WI format and obtains the appropriate office head approvals to proceed with the review process and to assign appropriate personnel in his/her Primary Organization as reviewers. The draft PG or WI is disseminated for formal review and comments as approved by the office head The DM then consolidates the review comments before returning the draft to the initiator The initiator dispositions reviewer comments and sends the final draft PG or WI to the DM The DM prepares the final signature package, including the Disposition of Comments, obtains appropriate office head signature, and sends an electronic version of the approved PG or WI to the GDMS System Administrator for inclusion on the GDMS. If the form of a WI prevents its posting as a PDF file on the GDMS, the Master Documentation List shall be used to record the existence of that WI. For those directives to which access must be restricted for security reasons, the PDF file will simply reference the document to the extent possible without revealing restricted information. The controlled copy of a PG or WI is the version kept in the GDMS electronic database unless otherwise stated on the Master Documentation List.

17 GODDARD DIRECTIVE NO. : GPG PAGE: 17 of 19 APPENDIX A: Documentation Methods of Control Document Type Method of Control Engineering Drawings External Documents/Data Forms GSFC Official Forms Master List Organizational Forms Documented in 500-PG , Issue and Management of Engineering Drawing Numbers. Documented in directorate and/or lower-level QMS documentation. Documented in the Goddard Forms Catalog (Stock No MIS- 0219) Documented in directorate and/or lower-level QMS documentation. GSFC Center-level Directives (GPD s and GPG s) GPG GSFC Lower-level or Organizational Procedures and Guidelines (PG s) GSFC Lower-level or Organizational Work Instructions (WI s) GPG or documented in lowerlevel QMS documentation. GPG or documented in lowerlevel QMS documentation.

18 GODDARD DIRECTIVE NO. : GPG PAGE: 18 of 19 Appendix B: Directives Comment Summary Sheet Directive No. : Directive Title: Initiator/Code: I. Code II. Comments III. Substantive IV. Incorporated Yes No Yes No Yes No V. Remarks The originating organization must complete this form and include with the final directive package for signature by the approving office. Column I: Codes solicited for comment. Column II: Were comments received? If the answer is No, leave columns III and IV blank. Column III: Were the comments major? Column IV: Were the comments incorporated? Column V: Remarks must include reasons for not incorporating comments and may include other summary information as well. GSFC Form 3-15 (2/99) PREVIOUS EDITIONS ARE OBSOLETE

19 GODDARD DIRECTIVE NO. : GPG PAGE: 19 of 19 APPENDIX C: Change History Log Revision Effective Date Description of Changes Baseline