***REVISION C***

![](media/image1.wmf)

![](media/image2.bmp)

**Administer George M. Low Award Program**

\_\_[/s/]{.underline}\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
[       March 31, 2004       ]{.underline}

Bryan O'Connor Date

Associate Administrator for

Safety and Mission Assurance

**DOCUMENT HISTORY LOG**

  ------------- ------------ --------------- ---------------------------------
  **Status      **Document   **Effective     **Description**
  (Draft/       Revision**   Date**          
  Baseline/                                  
  Revision/                                  
  Canceled)**                                

  Baseline                   January 13,     
                             2000            

  Revision      A            April 14, 2000  Editorial corrections to Section
                                             1, Definition 3.3, and reference
                                             4.2; Added step 6.10 (new number)
                                             and 1^st^ Quality Record.
                                             Modified Section 5 flowchart and
                                             steps 6.04, and 6.07 through
                                             6.11.

                B            February 1,     Added customer list, customer
                             2002            feedback to sections 5 and steps
                                             6.02 and 6.11& 6.08. Editorial
                                             correction to step 6.01.

                C            March 31, 2004  Editorial and organizational
                                             changes to all sections.
  ------------- ------------ --------------- ---------------------------------

HOWI Author: Q/Kelly Kabiri

OSMA Staff Member Responsible for this HOWI: Q/Bryan O'Connor

Customers for this HOWI: Internal: NASA Administrator and AA/SMA

External: none

![](media/image3.wmf)

# Purpose

The purpose of this Office of Safety and Mission Assurance (OSMA)
Headquarters Office Work Instruction (HOWI) is to document the process
used to nominate and select the annual George M. Low (GML) Award
winners. The OSMA website contains an example of the annual GML Award
Brochure containing the nomination responsibilities, format
requirements, categories and classifications, eligibility requirements,
milestone schedule, process participants, evaluation factors (criteria),
and scoring guidelines. This HOWI also specifies the Quality Records
associated with the process.

# Scope and Applicability

This OSMA HOWI addresses the OSMA actions with the George M. Low (GML)
Award. The HOWI is applicable to the GML Program Manager and the AA/SMA
who participate in the nomination, evaluation, and selection process for
annual GML Award winners.

# Definitions

## [AA/SMA]{.underline}: Associate Administrator for Safety and Mission Assurance.

## [Center Quality Management Associates (QMA):]{.underline} Center personnel designated by Center Management to represent the Center in GML activities.

## [Enterprise]{.underline}: As defined in NPD 1000.1: *NASA Strategic Plan*, there are six Strategic Enterprises within NASA: Space Flight, Space Science, Earth Science, Biological and Physical Research, Aeronautics, and Education.

## [Enterprise GML Award Review Council]{.underline}: Representatives from the Centers and the Enterprises who screen the Center GML Award nominees and selects up to 12 semi-finalists.

## [Evaluation Factors]{.underline}: The Evaluation Factors are the seven criteria that are used to evaluate and score GML Award nominees. (See OSMA website for sample.)

## [GML Award]{.underline}: The George M. Low (GML) Award is the premier quality and productivity award in the aerospace industry. The presentation of the award signifies NASA's recognition that the award recipient has demonstrated excellence and outstanding achievements in quality and performance. The award is presented to NASA prime and subcontractors in both the large and the small business classifications and in both the product and the service categories.

## [GML Award Panel of Judges]{.underline}: The Panel of Judges is composed of the Enterprise Associate Administrators (note: The Education Enterprise serves in an advisory capacity, if needed) and the Associate Administrator for Safety and Mission Assurance. The Panel of Judges selects the annual GML winners.

## [GML Award Program Manager]{.underline}: The GML Program Manager administers the program and acts as technical advisor to the Panel of Judges, the Validation Board, and the Strategic Enterprise Review Council.

## [GML Award Validation Board]{.underline}: Representatives from the four Strategic Enterprises, and individuals selected the Centers, who evaluate the semi-finalists, and select up to eight finalists to receive a site visit. The Board also recommends winners to the GML Award Panel of Judges.

# Reference Documents

The documents listed in this section are used as reference materials for
performing the processes covered by the Quality Management System (QMS).
Since all NASA Headquarters Level 1 (QMS Manual) and level 2
(Headquarters Common Processes) documents are applicable to the QMS,
they need not be listed in this Section unless specifically referenced
in this OSMA HOWI.

## [NPD 1000.1: NASA Strategic Plan](http://www.hq.nasa.gov/office/codeq/doctree/10001.htm)

## [NPR 3451.1: *NASA Awards and Recognition Program* (Appendix B)](http://nodis.hq.nasa.gov/Library/Directives/NASA-WIDE/Procedures/Human_Resources_and_Personnel/N_PG_3451_1/contents.html)

## The annual GML Nomination Guidelines (see: <http://www.hq.nasa.gov/office/codeq/gml/gmlow.pdf>).

# Flowchart

![](media/image4.wmf){width="6.220138888888889in" height="8.4625in"}

# Procedure

## GML PM Initiate Process: {#gml-pm-initiate-process .Procedure}

## Begins the process to select winners in the 1^st^ Quarter of the calendar year. {#begins-the-process-to-select-winners-in-the-1st-quarter-of-the-calendar-year. .Indent}

## GML PM Develop and Publish GML Nomination Guidelines: {#gml-pm-develop-and-publish-gml-nomination-guidelines .Procedure}

## The GML PM reviews the guidelines and publicity information from the previous GML Award(s), updates for current cycle, and sends to printer. The OSMA website contains an example of the GML Nomination Guidelines. (Internal Customer Feedback) {#the-gml-pm-reviews-the-guidelines-and-publicity-information-from-the-previous-gml-awards-updates-for-current-cycle-and-sends-to-printer.-the-osma-website-contains-an-example-of-the-gml-nomination-guidelines.-internal-customer-feedback .Indent}

## GML PM Initiate Call for Nominations: {#gml-pm-initiate-call-for-nominations .Procedure}

## Call for nominations is drafted and forwarded to AA/SMA for approval and signature. The call also includes a request for Validation Board Members. {#call-for-nominations-is-drafted-and-forwarded-to-aasma-for-approval-and-signature.-the-call-also-includes-a-request-for-validation-board-members. .Indent}

## AA/SMA Send Call for Nominations: {#aasma-send-call-for-nominations .Procedure}

## AA/SMA sends the call for nominations to all Headquarters Associate and Assistant Administrators (AA).  {#aasma-sends-the-call-for-nominations-to-all-headquarters-associate-and-assistant-administrators-aa. .Indent}

## The Enterprises will forward the call on to their Centers and Programs for action. Center nominations are forwarded directly to the Enterprise Review Council. {#the-enterprises-will-forward-the-call-on-to-their-centers-and-programs-for-action.-center-nominations-are-forwarded-directly-to-the-enterprise-review-council. .Out-of-Scope}

## The Enterprises and other Headquarters AAs obtain nominees which are returned to GML PML. {#the-enterprises-and-other-headquarters-aas-obtain-nominees-which-are-returned-to-gml-pml. .Out-of-Scope}

## GML PM Advance Copy to Center QMAs: {#gml-pm-advance-copy-to-center-qmas .Procedure}

## The GML PM sends an advance of the Call for Nominations to the Center QMAs so that they may begin work. {#the-gml-pm-sends-an-advance-of-the-call-for-nominations-to-the-center-qmas-so-that-they-may-begin-work. .Indent}

## GML PM Receive HQ Nominations {#gml-pm-receive-hq-nominations .Procedure}

## Receive nominations from Headquarters AAs who are not Enterprises. The GML PM ensures that nominations are complete in accordance with the published award guidelines and forwards them on to the GML Enterprise Review Council for continued processing. Enterprise nominations are brought directly to the GML Enterprise Review Council by the Enterprise.  {#receive-nominations-from-headquarters-aas-who-are-not-enterprises.-the-gml-pm-ensures-that-nominations-are-complete-in-accordance-with-the-published-award-guidelines-and-forwards-them-on-to-the-gml-enterprise-review-council-for-continued-processing.-enterprise-nominations-are-brought-directly-to-the-gml-enterprise-review-council-by-the-enterprise. .Indent}

## GML PM Facilitate GML Award Processing {#gml-pm-facilitate-gml-award-processing .Procedure}

## The GML PM works with each of the GML associated personnel (this includes the personnel listed in each group listed in Section 3 above) to ensure that the GML Award processing remains on schedule and within guidelines. {#the-gml-pm-works-with-each-of-the-gml-associated-personnel-this-includes-the-personnel-listed-in-each-group-listed-in-section-3-above-to-ensure-that-the-gml-award-processing-remains-on-schedule-and-within-guidelines. .Indent}

## GML Enterprise Review Council evaluates and scores the nominations and selects up to 12 semi-finalists who are referred to the GML Validation Board. {#gml-enterprise-review-council-evaluates-and-scores-the-nominations-and-selects-up-to-12-semi-finalists-who-are-referred-to-the-gml-validation-board. .Out-of-Scope}

## GML PM Update Semi-Finalist Data: {#gml-pm-update-semi-finalist-data .Procedure}

## The GML PM sends a letter to each semi-finalist informing them that they are a semi‑finalist and requesting that they update their nomination information and resubmit to the GML PM. After the updated information is received, it is forwarded to the GML Validation Board. {#the-gml-pm-sends-a-letter-to-each-semi-finalist-informing-them-that-they-are-a-semifinalist-and-requesting-that-they-update-their-nomination-information-and-resubmit-to-the-gml-pm.-after-the-updated-information-is-received-it-is-forwarded-to-the-gml-validation-board. .Indent}

## GML Validation Board meets and reviews nominations and selects up to eight finalists for further review and a site visit. {#gml-validation-board-meets-and-reviews-nominations-and-selects-up-to-eight-finalists-for-further-review-and-a-site-visit. .Out-of-Scope}

## GML PM Set-up Site Visits {#gml-pm-set-up-site-visits .Procedure}

## The GML PM arranges Validation Board site visits to the finalists. During the site visits, the GML PM participates as the technical consultant to the Validation Board.  {#the-gml-pm-arranges-validation-board-site-visits-to-the-finalists.-during-the-site-visits-the-gml-pm-participates-as-the-technical-consultant-to-the-validation-board. .Indent}

## The Validation Board visits each of the finalists and prepares a recommendation on each Finalist. Validation Board forwards the recommendations to the GML PM. {#the-validation-board-visits-each-of-the-finalists-and-prepares-a-recommendation-on-each-finalist.-validation-board-forwards-the-recommendations-to-the-gml-pm. .Out-of-Scope}

## GML PM Support Site Visits {#gml-pm-support-site-visits .Procedure}

## The GML PM creates a workbook of Validation Board findings. The workbook is given to the Panel of Judges.  {#the-gml-pm-creates-a-workbook-of-validation-board-findings.-the-workbook-is-given-to-the-panel-of-judges. .Indent}

## AA/SMA Judges Select Winners {#aasma-judges-select-winners .Procedure}

## AA/SMA calls a meeting of the GML Panel of Judges to select up to four winners. The GML PM works with the GML Panel of Judges and the NASA Administrator to facilitate selection of winners. The GML PM drafts a letter for the AA/SMA (as Chair of the Judges) to request the NASA Administrator's concurrence on selected winners. The AA/SMA forwards the panel's selections to the NASA Administrator for final approval. {#aasma-calls-a-meeting-of-the-gml-panel-of-judges-to-select-up-to-four-winners.-the-gml-pm-works-with-the-gml-panel-of-judges-and-the-nasa-administrator-to-facilitate-selection-of-winners.-the-gml-pm-drafts-a-letter-for-the-aasma-as-chair-of-the-judges-to-request-the-nasa-administrators-concurrence-on-selected-winners.-the-aasma-forwards-the-panels-selections-to-the-nasa-administrator-for-final-approval. .Indent}

## The NASA Administrator reviews the selections by the Panel of Judges and approves the final selection of the GML Award winners. At an appropriate time, the NASA Administrator presents the GML Award trophies to the winners. In the past few years, the awards have been presented at the NASA Continual Improvement Conference in April. The Continual Improvement Conference press releases (done by NASA HQ Office of Public Affairs) will document the presentation of the GML Awards. This is out of scope for this process. (Internal Customer Feedback). {#the-nasa-administrator-reviews-the-selections-by-the-panel-of-judges-and-approves-the-final-selection-of-the-gml-award-winners.-at-an-appropriate-time-the-nasa-administrator-presents-the-gml-award-trophies-to-the-winners.-in-the-past-few-years-the-awards-have-been-presented-at-the-nasa-continual-improvement-conference-in-april.-the-continual-improvement-conference-press-releases-done-by-nasa-hq-office-of-public-affairs-will-document-the-presentation-of-the-gml-awards.-this-is-out-of-scope-for-this-process.-internal-customer-feedback. .Out-of-Scope}

## GML PM Closeout: {#gml-pm-closeout .Procedure}

## The GML PM ensures that Quality Records are filed and then closes out the process.  {#the-gml-pm-ensures-that-quality-records-are-filed-and-then-closes-out-the-process. .Indent}

# Quality Records

+-------------------+-------+-------+--------+---------+-------------+
| **Record ID**     | **Ow  | **    | *      | **S     | **Retention |
|                   | ner** | Locat | *Media | chedule | &           |
|                   |       | ion** | Elec   | Number  | Di          |
|                   |       |       | tronic | & Item  | sposition** |
|                   |       |       | /hard  | N       |             |
|                   |       |       | copy** | umber** |             |
+===================+=======+=======+========+=========+=============+
| Annual Guidelines | OSMA  | OSMA  | Ha     | Sc      | Retire to   |
|                   | C     | Chron | rdcopy | hedule: | FRC when 5  |
|                   | orres | Files |        | 1       | years old   |
|                   | Co    |       |        |         | in 5 year   |
|                   | ntrol |       |        | Item:   | blocks,     |
|                   |       |       |        | 22.A    | then retire |
|                   |       |       |        |         | to NARA     |
|                   |       |       |        |         | when        |
|                   |       |       |        |         | 10 years    |
|                   |       |       |        |         | old         |
+-------------------+-------+-------+--------+---------+-------------+
| Call for          | OSMA  | OSMA  | Ha     | Sc      | Retire to   |
| Nominations       | C     | Chron | rdcopy | hedule: | FRC when 5  |
|                   | orres | Files |        | 1       | years old   |
|                   | Co    |       |        |         | in 5 year   |
|                   | ntrol |       |        | Item:   | blocks,     |
|                   |       |       |        | 22.A    | then retire |
|                   |       |       |        |         | to NARA     |
|                   |       |       |        |         | when        |
|                   |       |       |        |         | 10 years    |
|                   |       |       |        |         | old         |
+-------------------+-------+-------+--------+---------+-------------+
| Notification of   | OSMA  | OSMA  | Ha     | Sc      | Keep 2      |
| Selection as a    | C     | Chron | rdcopy | hedule: | years then  |
| Semi-Finalist     | orres | Files |        | 1       | retire to   |
|                   | Co    |       |        |         | FRC,        |
|                   | ntrol |       |        | Item:   | transfer to |
|                   |       |       |        | 1       | NARA when   |
|                   |       |       |        | 4.B.1.A | 20 years    |
|                   |       |       |        |         | old         |
+-------------------+-------+-------+--------+---------+-------------+
| Panel of Judges   | OSMA  | OSMA  | Ha     | Sc      | Retire to   |
| Selection Letter  | C     | Chron | rdcopy | hedule: | FRC when 5  |
|                   | orres | Files |        | 1       | years old   |
|                   | Co    |       |        |         | in 5 year   |
|                   | ntrol |       |        | Item:   | blocks,     |
|                   |       |       |        | 22.A    | then retire |
|                   |       |       |        |         | to NARA     |
|                   |       |       |        |         | when        |
|                   |       |       |        |         | 10 years    |
|                   |       |       |        |         | old         |
+-------------------+-------+-------+--------+---------+-------------+