***REVISION C***

![](media/image1.wmf)

![](media/image2.bmp)

**Manage NASA Operation and Engineering Panel (OEP) Review**

\_\_[/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 5 flowchart, and steps
                                               6.01, 6.05, 6.07 and 6.09.
                                               Modifications to step 6.04.

                B            February 1, 2002  Added customer list, customer
                                               feedback to sections 5 & 6.08.
                                               Editorial corrections to
                                               definition in section 3.4,
                                               reference in section 4.2, step
                                               6.04. Removed duplicate form
                                               from Appendix B.

                C            March 31, 2004    Title of HOWI changed to
                                               reflect new name. Editorial and
                                               organizational changes to all
                                               sections.
  ------------- ------------ ----------------- -------------------------------

OWI Author: QV/Arthur Lee

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

Customers for this HOWI: Internal: AA/SMA & Center SMA Directors

External: none

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# Purpose

The purpose of this Office of Safety and Mission Assurance (OSMA)
Headquarters Office Work Instruction (HOWI) is to document a consistent
process for developing the Operations and Engineering Panel's (OEP's)
reports. These reports are a key process in the maintaining of safe
facilities and operations within NASA. This OWI also specifies the
Quality Records associated with the process.

OEP is to provide an independent technical engineering and operational
review of specifically selected NASA facilities and operations in
support of the Office of Mission Assurance (OSMA), the NASA Enterprises,
and the NASA Centers, including Component Facilities. OEP reviews and
assesses the effects of changes in the NASA facilities engineering and
operations infrastructure on the safety and mission success of NASA
programs.

# Scope and Applicability

This HOWI applies to the OEP Secretary who participates in the
generation of the OEP Reports.

# Definitions

## [AA:]{.underline} Associate Administrator

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

## [ES:]{.underline} Executive Secretary

## [IPO:]{.underline} Institutional Program Office

## [OEP:]{.underline} Operations and Engineering Panel, Defined in Reference 4.2.

# 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 OWI.

## [NPD 8700.1: NASA Policy for Safety and Mission Success](http://www.hq.nasa.gov/office/codeq/doctree/87001.htm)

## [NPR 8715.3, NASA Safety Manual, Appendix K](http://www.hq.nasa.gov/office/codeq/doctree/87153.htm)

## Public Law 90-67

# Flowchart

![](media/image4.jpeg){width="6.6875in" height="7.579166666666667in"}

# Procedure

## OEP Chair and OEP Executive Secretary (ES) Initiate Process: {#oep-chair-and-oep-executive-secretary-es-initiate-process .Procedure}

## Requests can come from the AA/SMA, Enterprise AAs, Director, Facilities Engineering Division (Code OJX), Center Director, etc. Once an area of concern is identified, the OEP Chair is notified. The requests for review will vary in formality from verbal to written. Additionally, the OEP Chair may propose reviews to the AA/SMA based on previous and similar reviews. A scope and date for a review is determined. {#requests-can-come-from-the-aasma-enterprise-aas-director-facilities-engineering-division-code-ojx-center-director-etc.-once-an-area-of-concern-is-identified-the-oep-chair-is-notified.-the-requests-for-review-will-vary-in-formality-from-verbal-to-written.-additionally-the-oep-chair-may-propose-reviews-to-the-aasma-based-on-previous-and-similar-reviews.-a-scope-and-date-for-a-review-is-determined. .Indent}

## AA/SMA Concur in Review: {#aasma-concur-in-review .Procedure}

## The AA/SMA provides concurrence on the Center's facility to be reviewed or modifies the date proposed. {#the-aasma-provides-concurrence-on-the-centers-facility-to-be-reviewed-or-modifies-the-date-proposed. .Indent}

## OEP Chair and OEP Executive Secretary Coordinate and Schedule Review: {#oep-chair-and-oep-executive-secretary-coordinate-and-schedule-review .Procedure}

## Executive Secretary coordinates with the Center to schedule and develop the agenda for the review. Team members are contacted regarding availability and the OEP Chair and Executive Secretary Director provide a written notification to the Team members and the appropriate Center's Facilities and Safety Offices of this review with a CC: to the Center management. {#executive-secretary-coordinates-with-the-center-to-schedule-and-develop-the-agenda-for-the-review.-team-members-are-contacted-regarding-availability-and-the-oep-chair-and-executive-secretary-director-provide-a-written-notification-to-the-team-members-and-the-appropriate-centers-facilities-and-safety-offices-of-this-review-with-a-cc-to-the-center-management. .Indent}

## The OEP Team performs the review and provide a summary of results based on the review. {#the-oep-team-performs-the-review-and-provide-a-summary-of-results-based-on-the-review. .Out-of-Scope}

## The Center Director and Center senior management staff are provided an outbrief by the OEP Chair and Team Members on the review results. {#the-center-director-and-center-senior-management-staff-are-provided-an-outbrief-by-the-oep-chair-and-team-members-on-the-review-results. .Out-of-Scope}

## OEP Executive Secretary with the OEP Chair Prepare Draft Final Report: {#oep-executive-secretary-with-the-oep-chair-prepare-draft-final-report .Procedure}

## The OEP Chair and Executive Secretary prepare the Draft Final Report from the material developed by the Team. The Draft Final Report is forwarded to the Team members and the AA/SMA for review. Appendices A and B provide samples of the meeting report and requests for action. {#the-oep-chair-and-executive-secretary-prepare-the-draft-final-report-from-the-material-developed-by-the-team.-the-draft-final-report-is-forwarded-to-the-team-members-and-the-aasma-for-review.-appendices-a-and-b-provide-samples-of-the-meeting-report-and-requests-for-action. .Indent}

## AA/SMA, OEP Team Members Review Report: {#aasma-oep-team-members-review-report .Procedure}

## The AA/SMA and OEP Team Members receive the Final Report from the OEP Chair and Executive Secretary. The report is reviewed for technical accuracy and comments are returned to the OEP Executive Secretary. (Internal Customer Feedback). {#the-aasma-and-oep-team-members-receive-the-final-report-from-the-oep-chair-and-executive-secretary.-the-report-is-reviewed-for-technical-accuracy-and-comments-are-returned-to-the-oep-executive-secretary.-internal-customer-feedback. .Indent-w/# .unnumbered}

## OEP Chair and OEP Executive Secretary Finalize Report: {#oep-chair-and-oep-executive-secretary-finalize-report .Procedure}

## The report is finalized by incorporating comments, signed by the OEP Chair, and reproduced. A cover letter is prepared for the AA/SMA for transmittal. {#the-report-is-finalized-by-incorporating-comments-signed-by-the-oep-chair-and-reproduced.-a-cover-letter-is-prepared-for-the-aasma-for-transmittal. .Indent}

## AA/SMA Sign and Transmit Final Report: {#aasma-sign-and-transmit-final-report .Procedure}

## The AA/SMA signs and transmits the Final Report with a cover letter to the Center Director and the Institutional Program Office (IPO) responsible for the Center that was reviewed. The Final Report is filed as a Quality Record. {#the-aasma-signs-and-transmits-the-final-report-with-a-cover-letter-to-the-center-director-and-the-institutional-program-office-ipo-responsible-for-the-center-that-was-reviewed.-the-final-report-is-filed-as-a-quality-record. .Indent}

## The Project Office at the Center will prepare a response to each "Request for Action" in the OEP Report. The response will be forwarded to the OEP Executive Secretary for review. {#the-project-office-at-the-center-will-prepare-a-response-to-each-request-for-action-in-the-oep-report.-the-response-will-be-forwarded-to-the-oep-executive-secretary-for-review. .Out-of-Scope}

## OEP Executive Secretary with the OEP Team Review Response for Closeout {#oep-executive-secretary-with-the-oep-team-review-response-for-closeout .Procedure}

## The OEP Executive Secretary will have the OEP Team review the responses from the Centers. If the individual action is closed, then the OEP Chair will sign the action as closed. {#the-oep-executive-secretary-will-have-the-oep-team-review-the-responses-from-the-centers.-if-the-individual-action-is-closed-then-the-oep-chair-will-sign-the-action-as-closed. .Indent}

## OEP Executive Secretary Actions Closed? {#oep-executive-secretary-actions-closed .Procedure}

## If all of the actions are closed then the OEP Executive Secretary prepares a closeout letter for the AA/SMA to sign. If there are remaining open actions or responses are not adequate to close then the process loops back to waiting for the Center's responses. {#if-all-of-the-actions-are-closed-then-the-oep-executive-secretary-prepares-a-closeout-letter-for-the-aasma-to-sign.-if-there-are-remaining-open-actions-or-responses-are-not-adequate-to-close-then-the-process-loops-back-to-waiting-for-the-centers-responses. .Indent}

## AA/SMA Sign and Transmit Report Closeout: {#aasma-sign-and-transmit-report-closeout .Procedure}

## The AA/SMA signs a letter and sends it to the Center Director stating that all OEP Requests for Action have been closed and the report is being closed out. {#the-aasma-signs-a-letter-and-sends-it-to-the-center-director-stating-that-all-oep-requests-for-action-have-been-closed-and-the-report-is-being-closed-out. .Indent}

## OEP Executive Secretary Closeout: {#oep-executive-secretary-closeout .Procedure}

## This Executive Secretary is responsible for retaining all OEP records, files, technical reports, and meeting minutes. This closes out the process. {#this-executive-secretary-is-responsible-for-retaining-all-oep-records-files-technical-reports-and-meeting-minutes.-this-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** |             |
+===================+=======+=======+========+=========+=============+
| Draft Report      | OEP   | Code  | Ha     | Sc      | Keep until  |
|                   | ES    | QV    | rdcopy | hedule: | Final       |
|                   |       | OEP   |        | 1       | Report      |
|                   |       | Files |        |         | issued then |
|                   |       |       |        | Item:   | destroyed   |
|                   |       |       |        | 14.B.2  |             |
+-------------------+-------+-------+--------+---------+-------------+
| Final Report and  | OEP   | Code  | Ha     | Sc      | Keep as     |
| T                 | ES    | QV    | rdcopy | hedule: | long as     |
| ransmittal Letter |       | OEP   |        | 1       | report has  |
|                   |       | Files |        |         | reference   |
|                   |       |       |        | Item:   | value then  |
|                   |       |       |        | 1       | destroyed   |
|                   |       |       |        | 4.B.1.A |             |
+-------------------+-------+-------+--------+---------+-------------+
| Closeout Letter   | OEP   | Code  | Ha     | Sc      | Retire to   |
|                   | ES    | QV    | rdcopy | hedule: | FRC when 5  |
|                   |       | OEP   |        | 1       | years old   |
|                   |       | Files |        |         | in 5 year   |
|                   |       |       |        | Item:   | blocks,     |
|                   |       |       |        | 22.A    | then retire |
|                   |       |       |        |         | to NARA     |
|                   |       |       |        |         | when        |
|                   |       |       |        |         | 10 years    |
|                   |       |       |        |         | old         |
+-------------------+-------+-------+--------+---------+-------------+

# Appendix A: Sample Meeting Minutes: {#appendix-a-sample-meeting-minutes .unnumbered}

AD60

TO: Distribution

FROM: Chairperson, Operations and Engineering Panel

SUBJECT: NASA Operations and Engineering Panel Review at White Sands
Test Facility

The NASA Operations and Engineering Panel (OEP) met at White Sands Test
Facility (WSTF), Las Cruces, New Mexico during August 19-22, 2003. The
purpose was to perform a review of the Hypervelocity Impact Test
Facility (HITF). The review is to assure the management, safety,
environmental, occupational health and operational issues are being
addressed adequately for the HITF and to look for lessons learned which
might improve the management and operations of NASA future projects. The
OEP team included: Chairman, Peter Allen/MSFC; Ernest Jennings/ARC; Rick
Danks/GRC; Stan Wojnar/GSFC; Gene Hubbard/HQ; Dan Hamilton/HQ; Frank
Mortelliti/JPL; Beth Fischer/JSC; Hector Delgado/KSC; Dr. Randy
Rooker/LaRC; Doug McNair/SSC; Terry Potterton/WFF; and Executive
Secretary, Arthur Lee/HQ. In addition, Jon Mullin/HQ; Wayne Frazier/HQ;
Guy Camomilli/HQ; and Dennis Davis/MSFC were invited as technical
observers to the OEP Review. Enclosure 1 is the agenda for the review.
Enclosure 2 is the list of attendees.

Steve Nunez, WSTF Resident Manager, along with David Baker, Project
Manager for HITF, welcomed the OEP members and briefly provided an
overview of HITF. Case Van Dyke, HTSI Safety Manager, showed a brief
video of safety precautions utilized at the HITF.

Pete Allen, OEP Chairman, introduced the OEP members to the HITF Team
for the review of the Hypervelocity Impact Test Facility and provided a
discussion of the OEP objectives and procedures for the HITF review. The
OEP was to provide an independent review of the facility system safety,
facility operations and maintenance, fire protection, emergency
preparedness, occupational health and safety, and environmental
compliance in support of the Office of Safety and Mission Assurance
(OSMA), Institutional Program Offices (IPOs), and Center Director to
ensure the Safety, Reliability, Maintainability and Quality (SRM&Q) of
the HITF at White Sands Test Facility. Also, the OEP was to look for
lessons learned that might improve management and operations, both at
WSTF and other NASA Installations. The main focus for this review was to
ensure the safety of the facilities and its operations.

Barry Plante/WSTF - Chief/Engineering Office, provided an insight of how
Johnson Space Center (JSC) interfaces with White Sands Test Facility on
the contracted operations. The WSTF Resident Manager reports directly to
the JSC Center Director and serves as the senior JSC official
interfacing with State and local governments. WSTF is required to comply
with all JSC directives.

The subject areas presented during the review included the description
and history of the HITF and its capabilities, facility background,
facilities operations and maintenance, facilities safety and
occupational health, critical operations, quality and product assurance,
fire protection, security, emergency preparedness, configuration
management and control, training and certification, environmental
compliance, and energy conservation. The HITF Project Team provided
formal tours of the HITF facilities and its operations to the OEP
members for familiarization.

Based on the review of the Hypervelocity Impact Test Facility,
twenty-nine specific "Request For Action" (RFA) items were presented by
the OEP to the HITF Project Team with an additional thirty OEP
observations for WSTF to consider and thirteen commendations.

Areas of concern include:

1.  WSTF needs to establish a ....

2.  Oxygen (O~2~) monitors need to be ....

3.  ...

Observations made by the OEP include:

1.  Times have changed since the 9/11 incident, where accountability
    ....

2.  There is a potential problem where an eyewash station \...

3.  ...

Based on the OEP Review and tour of the HITF facilities and operations,
the OEP complimented WSTF for the excellent team of experts they have
managing and operating the HITF Program Operations. The WSTF Project
Manager has a wealth of technical history and program traceability for
the HITF. The WSTF team provided a very thorough documentation package
of the HITF to the Panel. The Resident Manager at WSTF has a very good
knowledge for the management of WSTF and demonstrated strong leadership
for both NASA and the contractor. The overall HITF Operational Safety
Program continues to be a model program for the Office of Space Flight
(OSF) where employee involvement is evident throughout the facilities as
the HITF Team works towards a goal of a "One NASA" Team. JSC/WSTF should
be proud of the Management and Staff of the HITF Program, the operations
and maintenance team, and the extraordinary facilities these people make
a reality.

Enclosure 3 is the official copy of the total RFA's for the
Hypervelocity Impact Test Facility at WSTF. Draft copies of the RFA's
were provided to the HITF Project Team at the end of the OEP Review. The
HITF Project Team was requested to provide responses for the RFA's to
the OEP by January 30, 2004.

After completion of the OEP Review, a separate debriefing of the OEP
results was presented to Mike Kirsch/NASA Deputy Resident Manager at
WSTF and Jerry Holsumback/JSC - Deputy Director, SMA, on August 22,
2003. Jim Lloyd/Deputy Associate Administrator (AA) for OSMA and Bill
Ready/AA for the Office of Space Flight participated in the debriefing
via teleconference. After the debriefing, WSTF senior management
acknowledged the OEP's issues and concerns that were presented from the
RFAs for the HITF Operations and complimented the OEP members for their
review (both technical and programmatic).

The next OEP visit is tentatively scheduled for February 24 - 27, 2004
for reviewing E-Test Complex at Stennis Space Center, Bay St. Louis,
Mississippi. Future OEB Reviews that are being planned include: Jet
Propulsion Laboratory, Pasadena, California (TBD), Kennedy Space Center,
Florida (TBD), and Goddard Space Flight Center, Greenbelt, Maryland
(TBD).

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Pete Allen, Chairperson Arthur Lee, Executive Secretary

Enclosures (3)

[DISTRIBUTION:]{.underline}

JE/R. Wickman

JX/E. Hubbard

M-4/D. Hamilton

QS/J. Mullin

QS/W. Frazier

QV/A. Lee

RT/R. Dilustro

SZ/G. Albright

YF/L. Schuster

ARC/213-8/E. Jennings

DFRC/FM/G. Spencer

GRC/21-2/R. Danks

GSFC/500/M. Brown

540/S. Wojnar

JPL/156-225/F. Mortelliti

JSC/JC/B. Fischer

KSC/QA-C/H. Delgado

/AM/G. Camomilli

LaRC/436/R. Rooker

MSFC/AD-60/P. Allen

/QS-50/D. Davis

SSC/RA-10/K. Miller

RA-10/D. McNair

WFF/803/T. Potterton

WSTF/NS3/D. Loyd

RC/B. Plante

RF/H. Johnson

RF/D. Baker

bcc:

Q/B. O' Connor

Q/J. Lloyd

QE/P. Rutledge

QS/M. Stamatelatos

QV/S. Newman

# Appendix B: Sample Request for Action: {#appendix-b-sample-request-for-action .unnumbered}

+-----------------------------------------------------------------------+
| NASA OPERATIONS & ENGINEERING PANEL                                   |
+-----------------------------------------------------------------------+
| **REQUEST FOR ACTION**                                                |
+-----------------------------------------------------------------------+
| FACILITY: GSFC Facilities O&M LOCATION: GSFC                          |
+-----------------------------------------------------------------------+
| REVIEW DATE: July 27, 1999 ACTION ITEM NUMBER: GFOMA-29               |
+-----------------------------------------------------------------------+
| # SUBMITTED BY: Pete Allen/MSFC                                       |
+-----------------------------------------------------------------------+
| ACTION REQUESTED: **X** OBSERVATION: COMMENDATION:                    |
|                                                                       |
| Recommend that GSFC move toward a common work control system          |
| (including statusing). Combine Work Request System (WRS) and MAXIMO   |
| (recommend move toward MAXIMO for consistency with other NASA         |
| Centers).                                                             |
+-----------------------------------------------------------------------+
| REASON/JUSTIFICATION:                                                 |
|                                                                       |
| It will provide more efficient and better reporting capabilities.     |
+-----------------------------------------------------------------------+
| ASSIGNED TO: RESPOND BY:                                              |
+-----------------------------------------------------------------------+
| PROJECT RESPONSE AND/OR ACTION PLAN:                                  |
|                                                                       |
| \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_            |
|                                                                       |
| Project Manager Date                                                  |
+-----------------------------------------------------------------------+
| DISPOSITION: ACTION CLOSED: \[ \] YES \[ \] NO                        |
|                                                                       |
| \                                                                     |
| _\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ |
|                                                                       |
| Submitter Date Chairman, Operations & Engineering Panel Date          |
+-----------------------------------------------------------------------+

+-----------------------------------------------------------------------+
| > Please Return Form To: Arthur Lee, OEP Executive Secretary          |
| >                                                                     |
| > NASA Headquarters                                                   |
| >                                                                     |
| > Code QV                                                             |
| >                                                                     |
| > 300 E Street, SW                                                    |
| >                                                                     |
| > Washington, D.C. 20546                                              |
+-----------------------------------------------------------------------+
| > To the Reviewed Project:                                            |
| >                                                                     |
| > Please fill in the following sections:                              |
| >                                                                     |
| > Assigned to, Project Response, [Project Managers                    |
| > Signature]{.underline} and send the signed original to the above    |
| > address.                                                            |
| >                                                                     |
| > To the Submitter:                                                   |
| >                                                                     |
| > Please review the Project Response:                                 |
| >                                                                     |
| > If the response adequately resolves the issue, check the "yes"      |
| > block for Action Closed, under "Disposition" and provide signature. |
| >                                                                     |
| > If the response is not adequate, work with the Project Manager to   |
| > resolve the issue. If agreement is not reached, refer the issue to  |
| > the OEP Chairman for resolution.                                    |
| >                                                                     |
| > To the OEP Chairman:                                                |
| >                                                                     |
| > Please confirm that the actions are acceptable and sign under       |
| > "Disposition" to complete the closed action.                        |
| >                                                                     |
| > Provide the completed form to the OEP Executive Secretary for       |
| > filing.                                                             |
+-----------------------------------------------------------------------+