![](media/image1.wmf){width="3.5in" height="2.672222222222222in"}

**Office of the Associate Deputy Administrator**

### Office Work Instruction {#office-work-instruction .unnumbered}

**Management of**

**Quality Council Meetings**

Original Approved by:

> Daniel R. Mulville
>
> Associate Deputy Administrator

**DOCUMENT HISTORY LOG**

+---------+--------+--------+-----------------------------------------+
| Status  | Do     | Eff    | Description                             |
|         | cument | ective |                                         |
| (Ba     |        |        |                                         |
| seline/ | Re     | Date   |                                         |
|         | vision |        |                                         |
| Re      |        |        |                                         |
| vision/ |        |        |                                         |
|         |        |        |                                         |
| Ca      |        |        |                                         |
| nceled) |        |        |                                         |
+=========+========+========+=========================================+
| B       |        | 12     |                                         |
| aseline |        | /17/99 |                                         |
+---------+--------+--------+-----------------------------------------+
|         | A      | 2      | Minor change -- changed meeting         |
|         |        | /22/00 | notification record next to step 6.2 to |
|         |        |        | formal memo from ADA vice email         |
|         |        |        | notification from Director of ISO 9001  |
|         |        |        | Project Office. Changed record to       |
|         |        |        | Quality Record and added to table in    |
|         |        |        | paragraph 7.                            |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+

# Purpose

The purpose of this procedure is to document the process used by the
Associate Deputy Administrator (ADA) and the Headquarters Quality System
Executive Management Representative (EMR) in managing the NASA
Headquarters Quality Council (QC) and decisions and actions resulting
from its meetings.

# Scope and Applicability

This OWI covers the process for scheduling Quality Council meetings,
preparing and approving Executive Management Representative briefings,
preparing and approving records of Council Decisions and Actions, and
managing Council-approved actions.

This OWI applies to the activities of the Office of the Associate Deputy
Administrator (Code AI), the EMR, and ISO 9001 Project Office staff in
support of the Quality Council. The Headquarters Correspondence
Management Office (HCMO), Code CIC, supports the process by tracking
Quality Council actions using the Headquarters Action Tracking System
(HATS).

# Definitions

+----+-----------------------------------------------------------------+
| 1. | [ADA]{.underline}. The Associate Deputy Administrator. ADA is   |
|    | the Official-in-Charge of the Headquarters Quality System which |
|    | includes chairing of meetings of the NASA Headquarters Quality  |
|    | Council                                                         |
+----+-----------------------------------------------------------------+
| 2. | [Code AI]{.underline}. The Office of the Associate Deputy       |
|    | Administrator.                                                  |
+----+-----------------------------------------------------------------+
| 3. | [Code CIC]{.underline}. The Headquarters Correspondence         |
|    | Management Office (HCMO). Code CIC supports the EMR in managing |
|    | and controlling QC actions in HATS.                             |
+----+-----------------------------------------------------------------+
| 4. | [EMR]{.underline}. Quality System Executive Management          |
|    | Representative. The EMR has overall responsibility for          |
|    | implementation of the Headquarters Quality System. The EMR      |
|    | provides assessments on the suitability and effectiveness of    |
|    | the Quality System to the Quality Council.                      |
+----+-----------------------------------------------------------------+
| 5. | [HATS]{.underline}. Headquarters Action Tracking System. HATS   |
|    | is a database used by Code CIC to manage and control Quality    |
|    | Council actions.                                                |
+----+-----------------------------------------------------------------+
| 6. | [HQPC]{.underline}. NASA Headquarters Policy Charter. HQPCs are |
|    | available through the NASA Online Directives System Documents   |
|    | Library (NODIS).                                                |
+----+-----------------------------------------------------------------+
| 7. | [QC]{.underline}. The NASA Headquarters Quality Council (QC).   |
|    | The Quality Council is responsible for reviewing the            |
|    | performance of the HQ Quality System to ensure its continuing   |
|    | suitability and effectiveness. The charter for the QC is        |
|    | contained in HQPC 1150.1.                                       |
+----+-----------------------------------------------------------------+

# References

  ----- ------------ -----------------------------------------------------
  4.1   HQPC 1150.1  Headquarters (HQ) Quality Council

  4.2   HCP1280-2    Corrective and Preventive Action
  ----- ------------ -----------------------------------------------------

#  Flowchart

![](media/image2.wmf)

![](media/image3.wmf)

![](media/image4.wmf)

Shaded symbol identifies activity occurring outside the scope of this
OWI. Symbol is included for clarity and process completeness.

# Procedure

+-----+-----------+---------------------------------------------------+
| [St | [Act      | [Action]{.underline}                              |
| ep] | ionee]{.u |                                                   |
| {.u | nderline} |                                                   |
| nde |           |                                                   |
| rli |           |                                                   |
| ne} |           |                                                   |
+=====+===========+===================================================+
| 1   |           | HQPC 1150.1 requires that the Quality Council     |
| .   |           | meet at least twice per year. The Chairperson of  |
|     |           | the QC can call additional meetings as deemed     |
|     |           | necessary.                                        |
+-----+-----------+---------------------------------------------------+
| 2   | Director, | Director coordinates with the EMR and Code AI     |
| .   | ISO 9001  | staff to identify an appropriate date for QC      |
|     | Project   | meeting. Director prepares a memo for ADA         |
|     | Office    | signature to announce meeting and sends           |
|     | (her      | electronically to Code AI Executive Officer. Code |
|     | einafter, | AI Executive Officer prepares for ADA signature.  |
|     | D         | ADA signs memo. ADA secretary distributes memo to |
|     | irector), | all QC members.                                   |
|     | Code AI   |                                                   |
|     | staff,    |                                                   |
|     | ADA       |                                                   |
+-----+-----------+---------------------------------------------------+
| 3   | Director  | Prepares draft EMR briefing based on requirements |
| .   |           | for briefing contents which are described in HQPC |
|     |           | 1150.1.                                           |
|     |           |                                                   |
|     |           | In preparing briefing, also refers to Corrective  |
|     |           | Action Summary Reports (see HCP1280-2 for format  |
|     |           | requirements) received from QC members before     |
|     |           | each QC meetings (see HQPC 1150.1 for reporting   |
|     |           | requirement).                                     |
|     |           |                                                   |
|     |           | Provides draft briefing to EMR for review and     |
|     |           | approval.                                         |
+-----+-----------+---------------------------------------------------+
| 4   | EMR       | Reviews briefing to determine that it adequately  |
| .   |           | fulfills reporting requirements in HQPC1150.1.    |
+-----+-----------+---------------------------------------------------+
| 5   | EMR       | If briefing is approved, proceed to Step 6.6.     |
| .   |           |                                                   |
|     |           | If not approved, provides comments to Director.   |
|     |           | Proceed to Step 6.5.1.                            |
+-----+-----------+---------------------------------------------------+
| 1   | Director  | Revises briefing to incorporate comments received |
| .   |           | from EMR. Provides revised briefing to EMR.       |
|     |           | Return to Step 6.4.                               |
+-----+-----------+---------------------------------------------------+
| 6   | Quality   | Meets per e-mail announcement in Step 6.2. EMR    |
| .   | Council   | presents briefing. QC reviews decisions and       |
|     |           | actions recommended in briefing. ISO 9001 Project |
|     |           | Office representative notes any modifications to  |
|     |           | decisions and recommended actions resulting from  |
|     |           | review.                                           |
+-----+-----------+---------------------------------------------------+
| 7   | Director  | Prepares draft Record of Decisions and            |
| .   |           | Recommended Actions based on notes from QC        |
|     |           | meeting. Provides draft to EMR for concurrence.   |
+-----+-----------+---------------------------------------------------+
| 8   | EMR       | Reviews draft Record of Decisions and Recommended |
| .   |           | Actions for completeness and accuracy.            |
+-----+-----------+---------------------------------------------------+
| 9   | EMR       | If approved, proceed to Step 6.10.                |
| .   |           |                                                   |
|     |           | If not approved, provides comments to Director.   |
|     |           | Proceed to Step 6.9.1.                            |
+-----+-----------+---------------------------------------------------+
| 1   | Director  | Revises draft Record of Decisions and Recommended |
| .   |           | Actions in response to EMR direction. Provides    |
|     |           | revised draft to EMR. Return to Step 6.8.         |
+-----+-----------+---------------------------------------------------+
| 1   | EMR       | Forwards draft Record of Decisions and            |
| 0.  |           | Recommended Actions to ADA for approval. Draft is |
|     |           | forwarded to ADA via Code CIC.                    |
+-----+-----------+---------------------------------------------------+
| 1   | ADA       | Reviews draft Record of Decisions and Recommended |
| 1.  |           | Actions for completeness and accuracy.            |
+-----+-----------+---------------------------------------------------+
| 1   | ADA       | If approved, proceed to Step 6.13.                |
| 2.  |           |                                                   |
|     |           | If not approved, provides comments to EMR.        |
|     |           | Proceed to Step 6.12.1.                           |
+-----+-----------+---------------------------------------------------+

+-----+-----------+---------------------------------------------------+
| 1   | EMR       | Relays ADA direction to Director.                 |
| .   |           |                                                   |
|     | Director  | Revises draft and submits to EMR who resubmits it |
|     |           | to ADA for review. Revised draft is resubmitted   |
|     |           | to ADA via Code CIC. Return to Step 6.11.         |
+-----+-----------+---------------------------------------------------+
| 1   | ADA       | Signs Record of Decisions and Actions.            |
| 3.  |           |                                                   |
|     | ADA       | Provides signed original to Code CIC. Code CIC    |
|     | Secretary | forwards signed original to EMR.                  |
+-----+-----------+---------------------------------------------------+
| 1   | EMR       | Arranges for distribution of copies of signed     |
| 4.  |           | Record of Decisions and Actions to QC members and |
|     |           | Code CIC. (**Note**: Code CIC processes actions   |
|     |           | in accordance with the Code CIC Standard          |
|     |           | Operating Procedure.)                             |
+-----+-----------+---------------------------------------------------+
|     |           | Arranges for filing of signed original.           |
+-----+-----------+---------------------------------------------------+
| 1   | EMR       | Receives action closeout request, extension       |
| 5.  |           | request, or weekly Open/Overdue status report     |
|     |           | from Code CIC. If action closeout request or      |
|     |           | extension request, go to Step 6.16. If weekly     |
|     |           | Open/Overdue status report is received, go to     |
|     |           | Step 6.18.                                        |
+-----+-----------+---------------------------------------------------+
| **P |           |                                                   |
| roc |           |                                                   |
| ess |           |                                                   |
| ing |           |                                                   |
| of  |           |                                                   |
| Act |           |                                                   |
| ion |           |                                                   |
| Cl  |           |                                                   |
| ose |           |                                                   |
| out |           |                                                   |
| Re  |           |                                                   |
| que |           |                                                   |
| sts |           |                                                   |
| and |           |                                                   |
| E   |           |                                                   |
| xte |           |                                                   |
| nsi |           |                                                   |
| ons |           |                                                   |
| R   |           |                                                   |
| equ |           |                                                   |
| est |           |                                                   |
| s** |           |                                                   |
+-----+-----------+---------------------------------------------------+
| 1   | EMR       | Reviews action closeout with Director to          |
| 6.  |           | determine if action has been completed in         |
|     |           | accordance with Record of Decisions and Actions.  |
|     |           | Reviews extension request to determine if         |
|     |           | extension should be approved. Presents            |
|     |           | recommendation to ADA.                            |
+-----+-----------+---------------------------------------------------+
|     | ADA       | Reviews EMR recommendation.                       |
+-----+-----------+---------------------------------------------------+
| 1   | ADA       | If request is approved, informs Code CIC. Go to   |
| 7.  |           | Step 6.21.                                        |
|     |           |                                                   |
|     |           | If request is not approved, provides reason for   |
|     |           | disapproval and expectations to EMR. Go to Step   |
|     |           | 6.17.1.                                           |
+-----+-----------+---------------------------------------------------+
| 6.1 | EMR       | Provides direction to Actionee per ADA comments,  |
| 7.1 |           | including reason for denial from ADA.             |
|     |           | Communicates ADA direction to Actionee. Go to     |
|     |           | Step 6.21.                                        |
+-----+-----------+---------------------------------------------------+
| **P |           |                                                   |
| roc |           |                                                   |
| ess |           |                                                   |
| ing |           |                                                   |
| of  |           |                                                   |
| Wee |           |                                                   |
| kly |           |                                                   |
| Ope |           |                                                   |
| n/O |           |                                                   |
| ver |           |                                                   |
| due |           |                                                   |
| Sta |           |                                                   |
| tus |           |                                                   |
| Rep |           |                                                   |
| ort |           |                                                   |
| s** |           |                                                   |
+-----+-----------+---------------------------------------------------+
| 1   | EMR,      | Reviews status reports with Director. Determines  |
| 8.  | Director  | if action will be completed in accordance with    |
|     |           | Record of Decisions and Actions and due dates in  |
|     |           | HATS. Identifies actions which require escalation |
|     |           | to ADA.                                           |
+-----+-----------+---------------------------------------------------+
| 1   | EMR       | If no escalation is required, process stops. If   |
| 9.  |           | escalation is required, proceed to Step 6.20.     |
+-----+-----------+---------------------------------------------------+
| 2   | ADA, EMR  | Meet to determine action required. ADA provides   |
| 0.  |           | direction to EMR. EMR informs Actionee of ADA     |
|     |           | expectations and informs Director of status.      |
+-----+-----------+---------------------------------------------------+
| 2   | Director  | Informs Code CIC of ADA direction to Actionee so  |
| 1.  |           | that Code CIC can update the relevant HATS record |
|     |           | to reflect changes in action status.              |
+-----+-----------+---------------------------------------------------+

# Quality Records

+------------+------------+-------+---------+---------+--------------+
| *Record    | *Owner*    | *Loca | *Record | *NPG    | *Retention/* |
| ID*        |            | tion* | Media*  | 1441.1  |              |
|            |            |       |         | S       | *            |
|            |            |       |         | chedule | Disposition* |
|            |            |       |         | & Item  |              |
|            |            |       |         | Number* |              |
+============+============+=======+=========+=========+==============+
| Meeting    | ADA        | ADA   | Hard    | S       | Permanent    |
| no         | Secretary  | files | Copy    | chedule |              |
| tification |            |       |         | 1, Item | Retire to    |
|            |            |       |         | 14.B.1  | FRC when 2   |
|            |            |       |         |         | years old.   |
|            |            |       |         |         | Transfer to  |
|            |            |       |         |         | NARA when 20 |
|            |            |       |         |         | years old,   |
|            |            |       |         |         | whichever is |
|            |            |       |         |         | sooner       |
+------------+------------+-------+---------+---------+--------------+
| EMR        | EMR        | EMR   | Hard    | S       | Permanent    |
| Briefing   |            | files | Copy    | chedule |              |
|            |            |       |         | 1, Item | Retire to    |
|            |            |       |         | 14.B.1  | FRC when 2   |
|            |            |       |         |         | years old.   |
|            |            |       |         |         | Transfer to  |
|            |            |       |         |         | NARA when 20 |
|            |            |       |         |         | years old,   |
|            |            |       |         |         | whichever is |
|            |            |       |         |         | sooner       |
+------------+------------+-------+---------+---------+--------------+
| Record of  | EMR        | EMR   | Hard    | S       | Permanent    |
| Decisions  |            | files | Copy    | chedule |              |
| and        |            |       |         | 1, Item | Retire to    |
| Actions    |            |       |         | 14.B.1  | FRC when 2   |
|            |            |       |         |         | years old.   |
|            |            |       |         |         | Transfer to  |
|            |            |       |         |         | NARA when 20 |
|            |            |       |         |         | years old,   |
|            |            |       |         |         | whichever is |
|            |            |       |         |         | sooner       |
+------------+------------+-------+---------+---------+--------------+