![](media/image1.wmf){width="4.3in" height="3.283333333333333in"}

**Code P, Office of Public Affairs**

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

**Manage Exhibits Program**

Original Approved by:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_

> Margaret C. Wilhide Date

Associate Administrator

**DOCUMENT HISTORY LOG**

+----------+-------+--------+-----------------------------------------+
| Status   | Doc   | Eff    | Description                             |
|          | ument | ective |                                         |
| (B       |       |        |                                         |
| aseline/ | Rev   | Date   |                                         |
|          | ision |        |                                         |
| R        |       |        |                                         |
| evision/ |       |        |                                         |
|          |       |        |                                         |
| C        |       |        |                                         |
| anceled) |       |        |                                         |
+==========+=======+========+=========================================+
| Baseline |       | 1      |                                         |
|          |       | /10/00 |                                         |
+----------+-------+--------+-----------------------------------------+
| Revision | A     | 4      | Update Sections 3, 5 and 6 to reflect   |
|          |       | /14/00 | Pre-Assessment Audit issues             |
+----------+-------+--------+-----------------------------------------+
| Admini   | A     | 5/8/00 | Administrative change to correct typos  |
| strative |       |        | in Sections 1 and 6 and delete          |
| Change   |       |        | extraneous arrow in Flowchart           |
+----------+-------+--------+-----------------------------------------+
| Revision | B     | 8      | Change Code designation from PO to PS   |
|          |       | /18/00 | throughout, add definition of Exhibit   |
|          |       |        | Inventory to Section 3.0, revise        |
|          |       |        | flowchart and Section 6.0 to clarify    |
|          |       |        | method and objective evidence of        |
|          |       |        | acceptance of exhibit text and design,  |
|          |       |        | as well as signature authority for both |
|          |       |        | inspection and shipping of final        |
|          |       |        | product.                                |
+----------+-------+--------+-----------------------------------------+
|          |       |        |                                         |
+----------+-------+--------+-----------------------------------------+
|          |       |        |                                         |
+----------+-------+--------+-----------------------------------------+

# Purpose

The purpose of this OWI is to document the procedure to produce exhibits
that, when deployed, educate and inform the public about the
accomplishments and program goals sought and achieved in NASA's
aerospace programs.

# Scope and Applicability

## 2.1 Scope {#scope .unnumbered}

This work instruction for Management and Production of NASA Exhibits
applies to the NASA Public Affairs Office (Code P) and to any exhibits
representing the HQ Agency Enterprises produced by the Public Services
Division as defined in NPD 1387.1.

## 2.2 Applicability {#applicability .unnumbered}

The Division, Code PS, is responsible for maintaining this document. The
controlled version of this OWI is available on the NASA Intranet via the
HQ ISO 9000 Document Library at <http://hqiso9000.hq.nasa.gov/>. Any
printed version of this OWI is uncontrolled (reference: HCP 1400.1,
Document and Data Control).

# Definitions

  ------- -------------- -------------------------------------------------
  3.1     #20-4          Transfer/Shipping Request Form

  3.2     memo           Financial Transaction Request

  3.3     Code BR        Office of the Chief Financial Officer, Budget
                         Resource Analysis Division

  3.4     Code CF        Headquarters Budget Office

  3.5     COTR           Contracting Officer's Technical Representative

  3.6     Exhibit        Database on password protected shared drive
          Inventory      containing information on all NASA Public Affairs
                         exhibits including: Name of Exhibit, NASA Center,
                         Program Description, Type of Exhibit, Crate Size
                         and Weight, Quantity, Size, Set-up Time, Value,
                         Notes (Optional), and Production Date

  3.7     EC             Exhibits Coordinator

  3.8     EM             Exhibits Manager

  3.9     GSFC           Goddard Space Flight Center

  3.10    HQ             NASA Headquarters

  3.11    PAO            Public Affairs Officer

  3.12    PS             Public Services Division of the Office of Public
                         Affairs
  ------- -------------- -------------------------------------------------

**4.0 References**

  ----- ----------- -----------------------------------------------------
  4.1   NPD 1000.1  NASA Strategic Plan

  4.2   NPD 1387.1  NASA Exhibits Program

  4.3               NASA Public Affairs Stylebook and Policy Manual

                    

                    
  ----- ----------- -----------------------------------------------------

5.  ![](media/image2.wmf){width="6.771527777777778in"
    height="8.996527777777779in"}**Flowchart**

**6.0 Procedure**

  --------------------------------------------------------------------------------------------------
  [Step]{.underline}   [Actionee]{.underline}   [Action]{.underline}
  -------------------- ------------------------ ----------------------------------------------------
  6.1                  EM                       *Research subject, goals and missions to develop
                                                work statement*. Prepare a statement specifying
                                                content and type of exhibit based on the Agency
                                                Strategic Plan and by interviewing Public Affairs
                                                Officers and outreach representatives for each
                                                Agency Enterprise.

  6.2                  EM, EC                   *Request estimate from JSC.* Forward the work
                                                statement and requesting an estimate based on the
                                                information specifying content and type of exhibit
                                                to JSC.

  6.3                  EM, EC                   *Prepare memo for financial transaction request and
                                                authorize JSC to proceed.* Based on JSC estimate,
                                                prepare a memo requesting fund transfer to the
                                                JSC/Community Affairs Office and submit to the Code
                                                P Budget Analyst. The request is forwarded to Code
                                                CF, Headquarters Budget Office, for approval. Code
                                                BR then issues a Resources Authority Warrant (#506)
                                                transferring funds to produce the exhibit.

  6.4                  EM, PAO                  *Review text & design with PAO.* Review preliminary
                                                exhibit text and design layout prepared and
                                                submitted as an electronic file by local Washington,
                                                DC area writing and design subcontractors to JSC.
                                                Acceptance of the design layout of the exhibit is
                                                based on how successfully it meets the goal of
                                                communicating Agency programs in a concise,
                                                informative, appealing and accessible way to largely
                                                non-technical audiences. The design is judged on the
                                                elements of its composition, i.e., text,
                                                illustrations, photography, typography, style,
                                                legibility, and juxtaposition of these elements in
                                                columnar grids, horizontal zones and the overall
                                                composition. Original text and design are to be
                                                retained until the exhibit is delivered to the
                                                venue. Any changes requested by the PAO and EM
                                                result in disapproval in the following step.

  6.5                  EM, PAO                  *EM approves?* When no changes are required to the
                                                original text and design, EM approves. If yes,
                                                proceed to Step 6.6. If no, proceed to Step 6.7.

  6.6                  EM                       *Send approved file to JSC.* If there are no changes
                                                required or final revisions have been incorporated,
                                                EM forwards latest version to JSC with email
                                                authorizing JSC to proceed with the preparation of a
                                                preliminary production sample.

  6.7                  EM                       *Provide direction for revision to JSC* with text
                                                revisions and layout revisions. Each version of
                                                revision is to be filed by revision date until
                                                delivery of the exhibit to the venue.

  6.8                  EM                       *Review production sample* submitted by JSC in the
                                                form of a large format layout sHQOWIng the specific
                                                text content and arrangement in the overall
                                                graphical layout. Photography and illustration
                                                substitutions are made if necessary and all of the
                                                text is proofread using the NASA Public Affairs
                                                Stylebook and Policy Manual for guidance.

  6.9                  EM                       *EM Approves*? If yes, authorize JSC to proceed with
                                                the production of the exhibit. If no, proceed to
                                                Step 6.7.

  6.10                 EM                       *Send authorization to JSC.* Exhibit Manager emails
                                                JSC to authorize production according to the
                                                approved production sample.

  6.11                 EM                       *Examine exhibit*. EM examines exhibit upon arrival
                                                at HQ for conformity using the approved production
                                                sample.

  6.12                 EM                       *Does exhibit conform with approved production
                                                sample?* If yes, proceed to Step 6.15. If no, go to
                                                Step 6.13.

  6.13                 EM                       *Can exhibit be used if the nonconformity is
                                                repaired* *by HQ*? If yes, proceed to 6.14. If no,
                                                clearly identify exhibit as being unsatisfactory and
                                                go to step 6.7.

  6.14                 EM, EC                   *Make necessary repairs to the exhibit and proceed
                                                to 6.15.*

  6.15                 EM, EC, PS Division      *Complete Shipping Request.* EC prepares
                       Director                 Transfer/Shipping Request (#20-4) and EM signs QA
                                                Approval on the request. PS Division Director signs
                                                approval to ship.

  6.16                 EC                       *Arrange delivery to venue and update Exhibit
                                                Inventory.* Make arrangements to set-up and operate
                                                the exhibit at the exhibition venue. Update Exhibit
                                                Inventory to add Name of Exhibit, NASA Center,
                                                Program Description, Type of Exhibit, Crate Size and
                                                Weight, Quantity, Size, Set-up Time, Value, Notes
                                                (Optional), and Production Date.
  --------------------------------------------------------------------------------------------------

**7.0 Quality Records**

  ----------------------------------------------------------------------------------------------
  Record ID           Owner   Location   Record Media NPG 1441.1         Retention/Disposition
                                                      Schedule and Item  
                                                      Number             
  ------------------- ------- ---------- ------------ ------------------ -----------------------
  Work Statement      EM      Code PS    Hard Copy    Schedule 1, Item   Destroy when no longer
                                                      65A                needed.

  Memo                EM      Code PS    Hard Copy    Schedule 7, Item   Destroy when no longer
                                                      21.D.2             needed or 2 years after
                                                                         close of fiscal year,
                                                                         whichever is sooner.

  Approved JSC File   EM      Code PS    Electronic   Schedule 1, Item   Destroy when no longer
                                                      65A                needed

  Layout Revisions    EM      Code PS    Hard Copy    Schedule 1, Item   Destroy when no longer
                                                      65A                needed

  Text Revisions      EM      Code PS    Electronic   Schedule 1, Item   Destroy when no longer
                                                      65A                needed

  Authorization       EM      Code PS    Electronic   Schedule 1, Item   Destroy when no longer
                                                      65A                needed

  Transfer/Shipping   EC      Code PS    Hard Copy    Schedule 6, Item   Destroy when 2 years
  Request Form #20-4                                  1a                 old.

  Exhibit Inventory   EC      Code PS    Electronic   Schedule 1, Item   Destroy when no longer
                                                      65A                needed.

  Production Sample   EM      Code PS    Hard Copy    Schedule 1, Item   Destroy when no longer
                                                      65A                needed
  ----------------------------------------------------------------------------------------------