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Office of the Chief Financial Officer

Office Work Instruction

Manage the Chief Financial Officer

Board Meetings

Approved by:

Deputy Chief Financial Officer for Financial Management

(Gwen Brown)

# DOCUMENT HISTORY LOG

+---------+--------+--------+-----------------------------------------+
| Status  | Do     | Eff    | Description                             |
|         | cument | ective |                                         |
| (Ba     |        |        |                                         |
| seline/ | Re     | Date   |                                         |
|         | vision |        |                                         |
| Re      |        |        |                                         |
| vision/ |        |        |                                         |
|         |        |        |                                         |
| Ca      |        |        |                                         |
| nceled) |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
| B       |        | 1/7/00 |                                         |
| aseline |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
| R       | A      | 2/5/02 | Update Section 7. Quality Record, to    |
| evision |        |        | reflect more accurately the             |
|         |        |        | schedule/item number and                |
|         |        |        | retention/disposition language of NPG   |
|         |        |        | 1441.1.                                 |
+---------+--------+--------+-----------------------------------------+
| R       | B      | 11     | Update to reflect decision by the       |
| evision |        | -14-02 | Quality Council dated 4/24/02 to change |
|         |        |        | the CFO Council to the CFO Board        |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+

1.  **Purpose**

> The purpose of this procedure is to document the process used by the
> Office of the Chief Financial Officer (Code B) to manage the Chief
> Financial Officers (CFO) Board meetings chaired by the Chief Financial
> Officer.

2.  **Scope and Applicability**

**2.1** This Office Work Instruction (OWI) defines the process used to
manage the CFO Board meetings for which Code B is responsible. Included
in this OWI are procedures to conduct the Board meetings. The Charter
for the CFO Board is published in the NPG 1000.3, NASA Organization.

**2.2** This OWI is maintained by and applies to Code B.

**3.0 Definitions**

**3.1** [CF]{.underline} Board Facilitator. Responsible for preparing
Agenda, planning Board meetings, assisting CFO in the conduct of Board
meetings, and the recording of Board meeting decisions and action items.

**3.2** [CFO]{.underline} NASA Chief Financial Officer, Code B.

4.  **References\
    **

**4.1** NPG 1000.3 The NASA Organization.

**4.2** NPG 1000.2 NASA Strategic Management Handbook.

**5. Flowchart**

![](media/image2.wmf)

6\. Procedure

+-----+---------------+------------------------------------------------+
| ##  | ## Actionee   | ## Action                                      |
|  St |               |                                                |
| ep  |               |                                                |
+-----+---------------+------------------------------------------------+
| 6.0 | CFO           | Identify the need for a CFO Board meeting per  |
|     |               | charter. This meeting may consist of a full    |
|     |               | Board meeting, a meeting of the Executive      |
|     |               | Group, a meeting called in response to a       |
|     |               | member(s) special request, or as a result of a |
|     |               | previous Board Meeting decision or action.     |
|     |               | Regardless, the process flow is the same.      |
+-----+---------------+------------------------------------------------+
| 6.1 | CFO           | Establish direction for Agenda topics, issues  |
|     |               | and schedule. This is accomplished by issuing  |
|     |               | a meeting announcement to participating Board  |
|     |               | members, identified in the CFO Charter,        |
|     |               | requesting input for discussion subjects,      |
|     |               | other items of interest, operational issues,   |
|     |               | and suggested meeting date(s). At the          |
|     |               | discretion of the CFO, the announcement may be |
|     |               | in the form of a memorandum, an e-mail, or a   |
|     |               | telephone conversation. The announcement would |
|     |               | include a due date for any response. Responses |
|     |               | received after the due date will not be        |
|     |               | considered.                                    |
+-----+---------------+------------------------------------------------+
| 6.2 | CF            | Develop Agenda, set schedule, and distribute   |
|     |               | to participating members. The Board            |
|     |               | Facilitator (CF) receives input from Board     |
|     |               | Members and considers actions from previous    |
|     |               | meetings. The CF coordinates with the CFO,     |
|     |               | Deputy CFO, and Comptroller in the screening   |
|     |               | of inputs. The Agenda will include the start   |
|     |               | and end hours each day, the topics to be       |
|     |               | covered, the presenters, the location of the   |
|     |               | meeting facility, and the specific meeting     |
|     |               | dates. The CF produces a final version of the  |
|     |               | Agenda, approved by the CFO, and distributes   |
|     |               | it to the Board Membership and other           |
|     |               | interested parties (such as guest presenters). |
|     |               | A copy of the Agenda is placed in the official |
|     |               | Board records.                                 |
+-----+---------------+------------------------------------------------+
| 6.3 | CFO/CF        | Conduct the meeting of the CFO Board in        |
|     |               | accordance with the item order established in  |
|     |               | the Agenda. CF provides support to the CFO,    |
|     |               | including recording Board decisions, as well   |
|     |               | as the addition or disposition of action       |
|     |               | items.                                         |
+-----+---------------+------------------------------------------------+
| 6.4 | CF            | Prepare and distribute draft of meeting        |
|     |               | decisions/                                     |
|     |               |                                                |
|     |               | action items to the CFO for approval. Any      |
|     |               | update to the hard copy version of meeting     |
|     |               | decisions/action items will be date stamped    |
|     |               | and utilize the same file name, precluding     |
|     |               | inadvertent use of obsolete/                   |
|     |               |                                                |
|     |               | superseded versions.                           |
+-----+---------------+------------------------------------------------+
| 6.5 | CFO           | Review Draft Meeting decisions/action items.   |
|     |               | If the CFO approves, actions proceed to step   |
|     |               | 6.6. If the CFO does not approve, action       |
|     |               | reverts to step 6.4.                           |
+-----+---------------+------------------------------------------------+

+-----+---------------+-----------------------------------------------+
| 6.6 | CF            | Issue final version of Board Meeting          |
|     |               | decisions/                                    |
|     |               |                                               |
|     |               | action items to the Board Members. A copy of  |
|     |               | the final version is placed in the official   |
|     |               | Board records.                                |
+-----+---------------+-----------------------------------------------+
| 6.7 | CF            | Track and close actions. On the first workday |
|     |               | of the month, the CF will generate a list of  |
|     |               | action items with due dates during the        |
|     |               | following five weeks. As noted earlier (6.4), |
|     |               | this list is maintained in hard copy and only |
|     |               | an updated version, date stamped with the     |
|     |               | same file name, is available, precluding the  |
|     |               | inadvertent use of an outdated/superceded     |
|     |               | list. Each actionee will be contacted at      |
|     |               | least ten days prior to the due date for a    |
|     |               | status report on the action. If the action is |
|     |               | complete, the CF will annotate the actions    |
|     |               | table in the Board records. If the action is  |
|     |               | incomplete and will not be completed before   |
|     |               | the due date, the CF may extend the due date  |
|     |               | up to thirty days. Any further extension must |
|     |               | be approved by the CFO. The CFO may also      |
|     |               | decide to close actions at his/her            |
|     |               | discretion.                                   |
+-----+---------------+-----------------------------------------------+

7.  **Quality Records**

+----------+-------+-------+--------+------------+---------------------+
| Record   | Owner | Loc   | Record | Schedule   | Re                  |
| Identi   |       | ation | Media: | Number and | tention/Disposition |
| fication |       |       | Hard   | Item       |                     |
|          |       |       | Copy   | Number     |                     |
|          |       |       |        | (NPG       |                     |
|          |       |       |        | 1441.1)    |                     |
+----------+-------+-------+--------+------------+---------------------+
|          |       |       |        |            |                     |
+----------+-------+-------+--------+------------+---------------------+
| Agenda   | O     | O     | Hard   | Schedule 1 | Permanent. Retire   |
|          | ffice | ffice | Copy   | Item 14.B. | to FRC when 2 years |
|          | of    | of    |        | 1.(a)      | old. Transfer to    |
|          | the   | the   |        |            | NARA when 20 years  |
|          | CFO   | CFO   |        |            | old.                |
+----------+-------+-------+--------+------------+---------------------+
| Final    | O     | O     | Hard   | Schedule 1 | Permanent. Retire   |
| Meeting  | ffice | ffice |        |            | to FRC when 2 years |
| De       | of    | of    | Copy   | Item 14.B. | old. Transfer to    |
| cisions/ | the   | the   |        | 1.(a)      | NARA when 20 years  |
|          | CFO   | CFO   |        |            | old.                |
| Action   |       |       |        |            |                     |
| Items    |       |       |        |            |                     |
+----------+-------+-------+--------+------------+---------------------+
| Follow   | O     | O     | Hard   | Schedule 1 | Permanent. Retire   |
| up       | ffice | ffice | Copy   |            | to FRC when 2 years |
| Actions  | of    | of    |        | Item 14.B. | old. Transfer to    |
|          | the   | the   |        | 1.(a)      | NARA when 20 years  |
|          | CFO   | CFO   |        |            | old.                |
+----------+-------+-------+--------+------------+---------------------+
|          |       |       |        |            |                     |
+----------+-------+-------+--------+------------+---------------------+