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  --------------------------------- ------------------------ -------------
  **APPROVAL SIGNATURES**                                    **DATE**

  Gregory Blaney (original          IMS Representative       12/12/2008
  signature on file)                                         

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

  ---------------------------------------------------------------------------
  **REVISION                                                    
  HISTORY**                                                     
  ------------ ---------------------------------- ------------- -------------
  Revision     Description of Change              Author        Effective
                                                                Date

  Basic        Initial Release                    John Griggs   01/29/1998
                                                  IT/204        

  A            Adopted Ames format                John Griggs   04/30/1998
                                                  IT/204        

  B            Format correction                  John Griggs   05/27/1998
                                                  IT/204        

  C            Quality Record format change;      John Griggs   08/26/1998
               Section 2.0 and Section 8.0        IT/204        
               modified                                         

  D            Format changes                     John Griggs   09/11/1998
                                                  IT/204        

  E            Addition of references to the      John Griggs   04/15/1999
               related SLPs and reordering of     IT/204        
               flowcharts                                       

  F            References to Ames Quality Manual  John Griggs   09/10/1999
               replaced with reference to IV&V    IT/204        
               Facility Quality Manual                          

  G            Format and number changes;         John Griggs   11/17/2000
               deletion of reference to Ames      IT/204        
               Research Center                                  

  H            Deleted reference to AMES SLP;     John Griggs   08/29/2001
               minor editorial                                  

  I            Clarified Master List, Definitions John Griggs   10/17/2002
               (PAR 2002-P-26)                                  

  J            Removed reference between          John Griggs   11/04/2002
               numbering system for IV&V and ISO                
               standard                                         

  K            Removed reference to IS 8204;      John Griggs   03/05/2003
               added new requirement by clause                  
               4.2.3.b                                          
  ---------------------------------------------------------------------------

  --------- ---------------------------------- ------------- -------------
  L         Updated flowcharts and process     John Griggs   05/16/2003
            flow to meet the revised DCR                     
            process/form; used template 5-2                  

  M         Changed "Carbon Copy" to "Courtesy John Griggs   05/04/2004
            Copy" in Section 6.1.2 and fixed                 
            Records section to follow SLP                    
            Template.                                        

  N         Changed Flow (Section 4.0) to      Stephanie     03/29/2005
            include section numbers; updated   Ferguson      
            Section 6.1.2 to include (CAR/PAR                
            or DCR Originator) and Section                   
            6.1.3 to state that the DCC will                 
            assign a minimum review team                     

  O         Changed to include final review in Stephanie     01/17/2006
            process                            Ferguson      

  P         Modified Section 4.0 flow and      Stephanie     03/28/2006
            Section 6.1.3.2                    Ferguson      

  Q         Modified Reference Documents,      Stephanie     07/13/2006
            Section 2.0, Section 5.2, Section  Ferguson      
            6.1 to include new WI                            

  R         Updated flow and Section 6.1.3.3   Stephanie     10/20/2006
            for clarity                        Ferguson      

  S         Updated Section 5.2 due to the     Stephanie     12/06/2006
            change in the annual document      Ferguson      
            review process                                   

  T         Updated Sections 5.0 and 6.0 to    Stephanie     04/13/2007
            include references to T2002,       Ferguson      
            T2003, and T2004                                 

  U         Updated process flow diagrams to   Stephanie     01/18/2007
            align with Facility Management     Ferguson      
            paradigm                                         

  V         Updated Shared Network Drive links Stephanie     06/13/2008
                                               Ferguson      

  W         Changed "IV&V Facility" to "IV&V   Stephanie     12/12/2008
            Program"; updated Shared Drive     Ferguson      
            path                                             

                                                             []{.mark}
  --------- ---------------------------------- ------------- -------------

  -----------------------------------------------------------------------
  **REFERENCE DOCUMENTS**           
  --------------------------------- -------------------------------------
  Document                          Title

  Form 1000                         Document Change Request

  IVV QM                            IV&V Quality Manual

  IVV 16                            Control of Records

  NPR 1441.1                        NASA Record Retention Schedules

  T2002                             System Level Procedure Template

  T2003                             Work Instruction Template

  T2004                             Template/Supporting Document Template

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

1.  **Purpose**

> The purpose of this system level procedure (SLP) is to establish a
> consistent method for preparation, approval, issuance, revision,
> tracking, and maintenance of NASA IV&V Management System
> (IMS)-controlled documentation and data.

2.  **Scope**

> This SLP is applicable to all documentation and data that pertain to
> the IMS. This includes all SLPs, work instructions (WIs), quality
> records, Templates, and Supporting Documents.

3.  **Definitions and Acronyms**

> Official NASA IV&V Program roles and terms are defined in the [Quality
> Manual](http://www.nasa.gov/centers/ivv/doc/170870main_IVV_QM.doc).
> Specialized definitions identified in this SLP are defined below.

1.  **CAR/PAR Originator**

    The corrective action request (CAR)/preventive action request (PAR)
    Originator is any NASA IV&V civil service employee or member of a
    support contractor's staff who initiates a CAR or PAR in the CAR/PAR
    System.

2.  **DCR Tracking System**

> The Document Change Request (DCR) Tracking System is used by the
> Document Control Custodian (DCC) to track DCRs. The DCR Tracking
> System captures information including assigned DCR number, DCR number
> assignment date, SLP or WI, approval date, and Process Owner (PO). The
> DCR Tracking System helps to ensure that there is only one DCR per SLP
> or WI open at a time.

3.  **Document Package**

    The Document Package consists of the DCR and copies of the Review
    Draft that contain Reviewer comments.

4.  **Document Users**

> Document Users are any NASA IV&V civil service employees or support
> contractors who use the IMS and are covered by NASA IV&V's ISO
> 9001:2000 certification.

5.  **Request Originator**

> A Request Originator is any NASA IV&V civil service employee or member
> of a support contractor's staff recommending a change or cancellation
> to, or the addition of, a document in the IMS.

6.  **Review Draft**

    A Review Draft is a copy of a modified IMS document that is
    evaluated according to Section 4.1.4, *Reviewing*, of this SLP.

7.  **Reviewers**

> Reviewers can be any Document User who reviews revised or new SLPs or
> WIs.

8.  **Acronyms**

> CAR Corrective Action Request
>
> DCC Document Control Custodian
>
> DCR Document Change Request
>
> IMS NASA IV&V Management System
>
> ISO International Organization for Standardization
>
> MLC Master List Custodian
>
> NODIS NASA Online Directives Information Service
>
> NPD NASA Policy Directive
>
> NPR NASA Procedural Requirements
>
> PAR Preventative Action Request
>
> PO Process Owner
>
> QM Quality Manual
>
> SLP System Level Procedure
>
> WI Work Instruction

4.  **Process Flow Diagram**

> The following diagram depicts processes described in this document,
> and the responsibilities and actions that shall be performed by
> process participants. Any information supplemental to the depicted
> processes will appear after the diagram.

![](media/image1.wmf)

1.  **New Documents and Changes**

    This section applies to modifying existing and adding new SLPs, WIs,
    Templates, and Supporting Documents. The template for SLPs is T2002,
    *System Level Procedure Template*, the template for WIs is T2003,
    *Work Instruction Template,* and the template for Templates and
    Supporting Documents is T2004*, Template/Supporting Document
    Template.*

    The IMS Representative shall assign POs for all new documents. If
    required, the IMS Representative shall reassign POs for existing
    documents.

    1.  **Document Change Request (DCR)**

## 

## A DCR is required for all initiations, modifications, or cancellations of SLPs, WIs, and forms in the IMS. DCRs will be numbered sequentially. 

## 

## Only one version of a specific SLP, WI, or form should be in the approval process at a given time. This is to prevent "changes to the changes".

## 

## If a change to an SLP, WI, or form is out for review and needs to be modified, the change should be "withdrawn" and Revision "A" to the DCR issued to the review team. In cases where a change is withdrawn in favor of a totally new submission, the original DCR will be cancelled and the new document issued on a new DCR number and Form 1000, *Document Change Request*.

## The signed DCR, the Review Draft of the SLP, WI, or form, and all comments will be maintained in the master file as part of the document.

2.  **Initiating**

    The Request Originator shall propose modifications, cancellations,
    or additions of IMS documents by completing Form 1000, *Document
    Change Request*. The Request Originator shall clearly identify
    modifications on the DCR.

    The Request Originator shall forward the completed DCR to the DCC.

3.  **Processing**

If the DCR is associated with a new SLP, WI, Template, or Supporting
Document, the DCC will assign a document number. The DCC shall also
specify the Reviewers. If the DCR is associated with the CAR or PAR, the
DCC will specify that the CAR/PAR Originator is included as a member of
the Reviewers. The Reviewers will also include the Request Originator.

The PO shall evaluate the DCR to determine if the DCR is acceptable and
applicable. If the DCR is acceptable and applicable, the PO accepts the
DCR by incorporating the modifications into the document.

1.  **Acceptance**

> If the PO accepts the DCR and incorporates the modifications into the
> document, the PO forwards copies of the modified document, clearly
> marked "Review Draft", and copies of the DCR to each Reviewer.

2.  **Rejection**

> If the PO rejects the DCR, the PO shall indicate rejection, explain
> the reason for rejection on the DCR, and return it to the Request
> Originator and the CAR/PAR Originator (if applicable). The PO shall
> copy the DCC on the rejected DCR for tracking purposes.

4.  **Reviewing**

    1.  **Peer Review**

        Reviewers shall review and provide comments on the modifications
        made to the Review Draft, and sign the DCR.

        After all adjustments have been completed, the PO shall place a
        copy of the modified Review Draft in the S:\\NASA
        Shared\\Operations - Ferguson\\Institutional Services\\ IV&V
        Management System\\Documentation\\Working directory and provide
        the DCC with the Document Package.

    2.  **Technical Review**

        The DCC shall review and modify the Review Draft for technical
        and grammatical deficiencies. If modifications have
        significantly altered the process-related or logical meaning of
        the document, the DCC will return the Review Draft to the PO for
        further correction and approval. After addressing any
        deficiencies, the PO shall return the Review Draft to the DCC.

    3.  **Final Review**

        If the Approving Official approves the Document Package, the
        Approving Official shall forward the Document Package to the DCC
        for further processing.

        If the Approving Official rejects the Document Package or
        approves it with comments, the Approving Official shall forward
        the Document Package to the DCC for resolution. The DCC shall
        either modify the Document Package, or the DCC shall return the
        Document Package to the PO for modification. If the PO modifies
        the Document Package, the PO shall then return the Document
        Package to the DCC. The DCC shall return the modified Document
        Package to the Approving Official for approval.

        Once the Approving Official approves the DCR, the DCC shall
        place a copy of the document in the S:\\NASA
        Shared\\Operations - Ferguson\\Institutional Services\\ IV&V
        Management System\\Documentation\\Stable directory. The DCC will
        then prepare the document for upload to the IMS web site.

5.  **Final Processing**

    The approved Document Package will be delivered to the filing
    mailbox in the Administrative Office for filing. The DCC shall
    forward an electronic version of the final document to the Master
    List Custodian (MLC). The DCC shall make a hard copy of the IMS
    Master List in case the electronic version is unavailable.

    The MLC shall post new and updated electronic copies of documents to
    the IMS electronic repository. The MLC shall remove obsolete
    versions of documents when posting updated documents to the IMS
    electronic repository. When the new or updated documents are posted,
    the MLC shall notify Document Users via email of updates to the
    documents.

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2.  **Cancellation**

    Documents that are no longer required or are superseded by documents
    with different numbers will be cancelled. Document cancellations
    shall be controlled by the document control process outlined in
    Section 4.1, *New Documents and Changes*, of this SLP.

3.  **Controlled Versions**

    1.  **Electronic**

        Electronic versions made available through the IMS electronic
        repository are the official controlled versions. Copies printed
        from these versions are considered uncontrolled and must bear
        the notice, "Verify that this is the correct revision before
        use."

        The DCC shall verify that posted documents match the current IMS
        Master List and resolve any discrepancy by auditing Master List
        revisions and the DCR Tracking System. The MLC shall remove
        obsolete versions of all IMS documents when posting revised
        documents to the IMS electronic repository.

        Document Users shall verify the correctness of printed copies by
        checking revision status on the IMS Master List or by contacting
        the MLC. Document Users shall not mark up printed hard copies
        unless they are marked "Review Draft."

4.  **Controlling External Changes**

    All NASA and center directives are available electronically from the
    NASA Online Directives Information Service (NODIS) repository (i.e.,
    NASA Policy Directives \[NPDs\] and NASA Procedural Requirements
    \[NPRs\]). If any process described in this section conflicts with
    any document in NODIS, this document shall be superseded by the
    NODIS document.

    1.  **Process**

        This process applies to all Functional Organizations that use
        external documents in their system tasks.

        POs shall reference all external documents used in IMS
        activities on Functional Organization or project-related
        documents. If only current versions of external documents are
        applicable, POs shall include only the source for verifying
        current versions (e.g., publisher or document originator) on the
        individual project reference documents. If previous versions are
        applicable, include specific revisions and dates.

        Document Users shall verify correctness of document versions on
        the appropriate reference documents or through the source noted
        on the reference documents.

5.  **Data**

    Each Functional Organization or project will act as the repository
    for its own data, and will define data control procedures that
    ensure the data is maintained, archived, and controlled
    appropriately.

    The PO shall establish procedures for control of data that include
    such elements as identification, maintenance, revision, release,
    review, and approval. The PO shall maintain the integrity of data
    sets received from the programs for analysis and maintain
    traceability from reports to the data set(s) upon which the analysis
    is based. The PO shall also maintain approval control for those
    authorized to enter data into master database(s) and reports.

6.  **Forms**

    Unique forms required for conducting IMS business shall be
    controlled by the document control process outlined in Section 4.1,
    *New Documents and Changes*, of this SLP. The MLC shall number the
    form prior to publication to the electronic repository.

7.  **Contingency Plan**

    If the IMS electronic repository file is temporarily inaccessible,
    contact the MLC to determine the current revision of documents and
    forms.

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5.  **Metrics**

> Any metrics associated with this SLP are established and tracked
> within the NASA IV&V Metrics Program.

6.  **Records**

  -------------------------------------------------------------------------------------------
  **Record Name** **Original**   **Vital**   **Responsible   **Retention     **Location**
                                             Person**        Requirement**   
  --------------- -------------- ----------- --------------- --------------- ----------------
  Document        Y              N           DCC             Destroy when 7  Filing System
  Package                                                    yrs old         
                                                             (1/26.5A)       

  IMS Master List N              Y           DCC             Destroy when 7  IMS Web Site
                                                             yrs old         
                                                             (1/26.5A)       

  DCR Log         Y              N           DCC             Destroy when 7  Shared Network
                                                             yrs old         Drive
                                                             (1/26.5A)       
  -------------------------------------------------------------------------------------------

> The following records will be generated and filed in accordance with
> this SLP and IVV 16, *Control of Records*, and in reference to NPR
> 1441.1, *NASA Records Retention Schedules*.