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**Office of the Administrator**

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

**Management of**

**Integrated Financial Management Steering Council Meetings**

####  {#section .unnumbered}

Original Approved by:

> Patrick A. Ciganer
>
> Program Executive Officer for
>
> Integrated Financial Management

##### DOCUMENT HISTORY LOG {#document-history-log .unnumbered}

+--------+-------+--------+-------------------------------------------+
| Status | Doc   | Eff    | Description                               |
|        | ument | ective |                                           |
| (Bas   |       |        |                                           |
| eline/ | Rev   | Date   |                                           |
|        | ision |        |                                           |
| Rev    |       |        |                                           |
| ision/ |       |        |                                           |
|        |       |        |                                           |
| Can    |       |        |                                           |
| celed) |       |        |                                           |
+========+=======+========+===========================================+
| Ba     |       |        |                                           |
| seline |       |        |                                           |
+--------+-------+--------+-------------------------------------------+
| Re     | A     | 11     | Chairperson duties of IFM Steering        |
| vision |       | /04/02 | Council moved from Associate Deputy       |
|        |       |        | Administrator to the Program Executive    |
|        |       |        | Officer for Integrated Financial          |
|        |       |        | Management. Ownership of this Office Work |
|        |       |        | Instruction moved from Code AI to Code    |
|        |       |        | AG. This OWI was renumbered from AI004 to |
|        |       |        | AG001. HOWII1150-AI004 has been           |
|        |       |        | cancelled.                                |
+--------+-------+--------+-------------------------------------------+
|        |       |        |                                           |
+--------+-------+--------+-------------------------------------------+
|        |       |        |                                           |
+--------+-------+--------+-------------------------------------------+
|        |       |        |                                           |
+--------+-------+--------+-------------------------------------------+
|        |       |        |                                           |
+--------+-------+--------+-------------------------------------------+

# Purpose

> The purpose of this procedure is to document the process used by the
> Office of the Administrator (Code AG) and the Office of the Chief
> Financial Officer (Code B) in managing meetings of the IFMP
> (Integrated Financial Management Program) Steering Council.

# Scope and Applicability

> This Office Work Instruction (OWI) covers the process for scheduling
> Steering Council meetings, preparing and approving meeting records,
> and managing approved actions.
>
> The Program Executive Officer for Integrated Financial Management
> (PEOIFM) chairs Steering Council meetings. Membership of the Council
> includes: Chief Information Officer, Chief Financial Officer,
> Functional Office Assistant Administrators (AAs) for the Office of
> Human Resources and Education, the Office of Procurement, and the
> Office of Management Systems, Deputy Center Directors, and
> Institutional Program Office (IPO) Deputy AAs. The Chairman convenes
> Steering Council meetings at least quarterly and more frequently as
> necessary. The Council is established as the principal forum for
> ensuring that the program meets NASA's business objectives and
> functions as an integral part of the IFM Program.
>
> This instruction applies to all members and staff of their offices who
> support the Steering Council. This OWI is maintained by Code B.

# Definitions

+----+-----------------------------------------------------------------+
| 1. | [PEOIFM]{.underline}. The Program Executive Officer for         |
|    | Integrated Financial Management. The PEOIFM chairs the IFMPSC.  |
+----+-----------------------------------------------------------------+
| 3  | [ES.]{.underline} Executive Secretary. Code B employee          |
| .2 | responsible for preparing Agenda, planning council meetings,    |
|    | and recording and maintaining council meeting decisions and     |
|    | action items.                                                   |
+----+-----------------------------------------------------------------+
| 3  | [Council]{.underline}. Integrated Financial Management Program  |
| .3 | Steering council. The Council is the principal decision-making  |
|    | group to the IFM Program Director in resolving cross-           |
|    | functional issues, prioritizing activities and balancing        |
|    | resources among the IFM Program. The Council's recommendations  |
|    | to the IFM Program Director are a significant element of        |
|    | guidance, from the Program Planning process during the budget   |
|    | development process, and through the life of IFMP.              |
+----+-----------------------------------------------------------------+

# References

  ----- ---------- ------------------------------------------------------
  4.1   NPG 1000.3 NASA Strategic Management Handbook

  4.2   NHB 1101.3 The NASA Organization
  ----- ---------- ------------------------------------------------------

#  Flowchart 

# Procedure

  ------------------------------------------------------------------------
  Step   Actionee      Action
  ------ ------------- ---------------------------------------------------
  6.0    IFM Program   Identify the need for a Council meeting per
         Director      charter. This meeting may consist of a full Council
                       meeting; a meeting called in response to a
                       member(s) special request, or as a result of a
                       previous Council Meeting decision or action.
                       Regardless, the process flow is the same.

  6.1    PEOIFM        In consultation with the Program Director,
                       establish direction for Agenda topics, issues and
                       schedule. This is accomplished by issuing a meeting
                       announcement to participating Council members,
                       identified in the Council Charter, requesting input
                       for discussion subjects, other items of interest,
                       operational issues, and suggested meeting date(s).
                       At the discretion of the PEOIFM, 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    ES            Develop Agenda, set schedule, and distribute to
                       participating members. The Executive Secretary (ES)
                       receives input from Council Members and considers
                       actions from previous meetings. The ES coordinates
                       with the PEOIFM 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 ES produces a final version of
                       the Agenda, approved by the PEOIFM, and distributes
                       it to the Council Membership and other interested
                       parties (such as guest presenters). A copy of the
                       Agenda is placed in the official Council records.

  6.3    PEOIFM        Conduct the meeting of the Council in accordance
                       with the item order established in the Agenda. ES
                       provides support to the PEOIFM, including recording
                       Council decisions, as well as the addition or
                       disposition of action items. ES retains and files
                       hard copy of each Agenda presentation in the
                       official Council records.

  6.4    ES            Prepare and distribute draft of meeting
                       decisions/action items to the PEOIFM for approval.
                       Distribute draft to Council Members and the
                       Director, IFMP for review and comment. 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 or superceded versions.

  6.5    PEOIFM        Review Draft Meeting decisions/action items and
                       associated comments. If the PEOIFM approves,
                       actions proceed to step 6.6. If the PEOIFM does not
                       approve, action reverts to step 6.4.

  6.6    PEOIFM        Issue final version of Council Meeting
                       decisions/action items to the Council Members. A
                       copy of the final version is placed in the official
                       Council records.

  6.7    ES            Track and close actions. On the first workday of
                       the month, the ES 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 ES will annotate the action table in
                       the Council records. If the action is incomplete
                       and will not be completed before the due date, the
                       ES will refer it to the Council member who issued
                       the action, who may extend the due date up to
                       thirty days. The PEOIFM must approve any additional
                       extension. The PEOIFM may also decide to close
                       actions at his discretion.
  ------------------------------------------------------------------------

# Quality Records

+-----------+-----------+------+---------+----------+---------------+
| *Record   | *Owner*   | *L   | *Record | *NPG     | *Retention/*  |
| ID*       |           | ocat | Media*  | 1441.1   |               |
|           |           | ion* |         | Schedule | *Disposition* |
|           |           |      |         | & Item   |               |
|           |           |      |         | Number*  |               |
+===========+===========+======+=========+==========+===============+
| Agenda    | IFM       | Of   | Hard    | Schedule | Permanent\    |
|           | Program   | fice | Copy    | 1, Item  | Retire to FRC |
|           | Director  | of   |         | 14.B.1   | when 2 years  |
|           |           | the  |         |          | old.          |
|           |           | CFO  |         |          |               |
+-----------+-----------+------+---------+----------+---------------+
| Pres      | PEOIFM    | Of   | Hard    | Schedule | Permanent\    |
| entations |           | fice | Copy    | 1, Item  | Retire to FRC |
|           |           | of   |         | 14.B.1   | when 2 years  |
|           |           | the  |         |          | old.          |
|           |           | CFO  |         |          |               |
+-----------+-----------+------+---------+----------+---------------+
| Final     | PEOIFM    | Of   | Hard    | Schedule | Permanent\    |
| Meeting   |           | fice | Copy    | 1, Item  | Retire to FRC |
| Decisio   |           | of   |         | 14.B.1   | when 2 years  |
| ns/Action |           | the  |         |          | old.          |
| Items     |           | CFO  |         |          |               |
+-----------+-----------+------+---------+----------+---------------+
| Follow up | PEOIFM    | Of   | Hard    | Schedule | Permanent\    |
| Actions   |           | fice | Copy    | 1, Item  | Retire to RFC |
|           |           | of   |         | 14.B.1   | when 2 years  |
|           |           | the  |         |          | old.          |
|           |           | CFO  |         |          |               |
+-----------+-----------+------+---------+----------+---------------+