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Office of Equal Opportunity Programs

Minority University Research and Education Division

Office Work Instruction

OEOP Budget Formulation and Execution

Approved by: \_\_\_\_\_\_
[\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.underline}

George E. Reese

Associate Administrator

Office of Equal Opportunity Programs

# DOCUMENT HISTORY LOG

+---------+--------+--------+-----------------------------------------+
| Status  | Do     | Eff    | Description                             |
|         | cument | ective |                                         |
| (Ba     |        |        |                                         |
| seline/ | Re     | Date   |                                         |
|         | vision |        |                                         |
| Re      |        |        |                                         |
| vision/ |        |        |                                         |
|         |        |        |                                         |
| Ca      |        |        |                                         |
| nceled) |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
| *Ba     |        | 1      |                                         |
| seline* |        | -19-00 |                                         |
+---------+--------+--------+-----------------------------------------+
| R       | A      | 5      | Revisions made based on systemic        |
| evision |        | -02-00 | analysis of ISO 9001 Registrar comments |
|         |        |        | during February 2000 ISO 9001 Registrar |
|         |        |        | Precertification Audit of NASA          |
|         |        |        | Headquarters Functional Offices.        |
+---------+--------+--------+-----------------------------------------+
| R       | B      | 2      | Revisions made based on systemic        |
| evision |        | -09-01 | analysis of June 15, 2000 ISO 9001 DNV  |
|         |        |        | Scope Expansion and Surveillance Audit  |
|         |        |        | checklist review. Revised to identify   |
|         |        |        | more clearly actionees in the flowchart |
|         |        |        | and to specify more clearly             |
|         |        |        | manifestation of work product approval. |
|         |        |        | Systemic analysis also conducted based  |
|         |        |        | on November 13-15, 2000, ISO 9001 DNV   |
|         |        |        | Surveillance Audit Checklist . No       |
|         |        |        | revisions required.                     |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
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|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+

1.  **Purpose**

This Office Work Instruction (OWI) describes the process used by the
Minority University Research and Education Division (MURED) in the
Office of Equal Opportunity Programs (OEOP) in formulating and executing
the Minority University Research and Education Programs (MUREP) budget.

2.  **Scope and Applicability**

This OWI describes the procedure for the MUREP budget formulation and
execution process, by which the MURED (a) establishes the funding
requirements for the budget year (current year plus two years) and the
four subsequent years and (b) establishes and assesses the distribution
of funding to the Centers during the current fiscal year. The MURED of
OEOP is included as a Center.

**3. Definitions**

1.  [Annual Funding Plan.]{.underline} Allocation of budget funds from
    NASA Headquarters office to NASA Centers

2.  [Annual Phasing Plan.]{.underline} Allocation by month of budget
    funds to be spent during a given fiscal year.

3.  [CIC]{.underline}. Capital Investment Council.

3.4 [Code B]{.underline}. NASA Headquarters Office of the Chief
Financial Officer (CFO).

3.5 [Code L.]{.underline} NASA Headquarters Office of Legislative
Affairs.

3.6 [Congressional Narrative.]{.underline} Text that describes for
Congress the scope of program activities the President's Budget for
MUREP is proposing to address.

3.7 [FACS]{.underline}. Financial and Contractual Status

3.8 [Green Authority.]{.underline} Resource authority warrant to
transfer funds from Code B to NASA Headquarters offices.

3.9 [HBCUs]{.underline}. Historically Black Colleges and Universities.

3.10 [MURED]{.underline}. Minority University Research and Education
Division.

3.11 [MURED DD]{.underline}. MURED Division Director.

3.12 [MUREP]{.underline}. Minority University Research and Education
Programs.

3.13 [OEOP AA]{.underline}. Office of Equal Opportunity Programs

Associate Administrator.

3.14 [OMB]{.underline}. Office of Management and Budget.

3.15 [OMUs]{.underline}. Other Minority Universities, includes Hispanic
Serving

Institutions and Tribal Colleges and Universities.

3.16 [Passback.]{.underline} OMB response to NASA's budget submission

3.17 [POP.]{.underline} Program Operating Plan.

3.18 [Program Financial Plan (PFP).]{.underline} Amount of budget funds
the a NASA Headquarters office requests in each fiscal year.

3.19 [Reclama]{.underline}. NASA' s response to OMB's passback.

3.20 [Resource Authority Warrant]{.underline}. Mechanism for transfer of
funds.

21. [SMC]{.underline}. Senior Management Council.

22. [Uniform Outcomes Annual Report.]{.underline} Annual report that
    lists results grantees reported from grants they received through
    the MUREP Program.

3.23 [White Authority.]{.underline} Resource authority warrant to
transfer funds from NASA Headquarters offices to NASA Centers.

**4. References**

4.1 NPD 1000.1, NASA Strategic Plan

4.2 NPG 1000.2, NASA Strategic Management Handbook

4.3 NHB 1101.3, The NASA Organization

4.4 President\'s Budget Estimate

4.5 Historically Black Colleges and Universities Plan

4.6 Educational Excellence for Hispanic Americans Plan

4.7 Tribal Colleges and Universities Plan

**5. Flowchart**

![](media/image2.wmf){width="5.99375in" height="8.411111111111111in"}

![](media/image3.wmf){width="4.277777777777778in"
height="8.86111111111111in"}

![](media/image4.wmf){width="5.995833333333334in"
height="8.369444444444444in"}

![](media/image5.wmf){width="5.9944444444444445in"
height="8.533333333333333in"}

![](media/image6.wmf){width="5.7756944444444445in"
height="8.995833333333334in"}

![](media/image7.wmf){width="5.99375in" height="8.509722222222223in"}

![](media/image8.wmf){width="5.972916666666666in"
height="8.997222222222222in"}

**6. Procedure**

+----+-------------+--------------------------------------------------+
| ## | ## Actionee | ## Action                                        |
|  S |             |                                                  |
| te |             |                                                  |
| p  |             |                                                  |
+----+-------------+--------------------------------------------------+
| 6  | MURED DD,   | Develop the NASA MUREP Budget Guidance that      |
| .1 |             | establishes the requested funding for the total  |
|    | Budget      | MUREP, the funding for specific programs (i.e.,  |
|    | Analyst     | HBCU and OMU) within the MUREP, and the funding  |
|    |             | for these programs at each Center. This includes |
|    |             | the (a) letter from the OEOP AA that describes   |
|    |             | the budget assumptions, (b) a worksheet that     |
|    |             | provides a trace from the prior year\'s approved |
|    |             | budget to the current year\'s guidance for each  |
|    |             | Center, and (c) the format for the Centers to    |
|    |             | submit their respective budget requests.         |
+----+-------------+--------------------------------------------------+
| 6  | OEOP AA     | Approve the NASA MUREP Budget Guidance. This     |
| .2 |             | decision is made based on the AA's professional  |
|    |             | judgment and knowledge of the organization. If   |
|    |             | approval is given, go to 6.3. If disapproved,    |
|    |             | OEOP AA gives direction for revision.            |
+----+-------------+--------------------------------------------------+
| 6  | OEOP AA     | Submit under OEOP AA signature the NASA MUREP    |
| .3 |             | Budget Guidance to Code B who consolidates all   |
|    |             | NASA Budget Guidance and sends it to the         |
|    |             | Centers\' CFOs.                                  |
+----+-------------+--------------------------------------------------+
| 6  | Budget      | Receive and integrate the Centers\' MUREP budget |
| .4 | Analyst     | submissions. Review and assess the submissions   |
|    |             | for compliance with budget assumptions and       |
|    |             | formats.                                         |
+----+-------------+--------------------------------------------------+
| 6  | MURED DD,   | Review and assess the Centers\' MUREP budget     |
| .5 | MURED       | submissions to ensure that those submissions for |
|    | Program     | individual programs and projects managed and/or  |
|    | Staff,      | overseen by the DD and Program Staff accurately  |
|    | Budget      | reflect program/project objectives and           |
|    | Analyst     | priorities.                                      |
+----+-------------+--------------------------------------------------+
| 6  | MURED DD,   | Resolve issues with the Centers and make         |
| .6 |             | adjustments, as required.                        |
|    | Budget      |                                                  |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+
| 6  | MURED DD,   | Conduct internal MURED review of NASA MUREP      |
| .7 | MURED       | Budget to ensure that those submissions for      |
|    | Program     | individual programs and projects managed and/or  |
|    | Staff,      | overseen by the DD and Program Staff accurately  |
|    | Budget      | reflect program/project objectives and           |
|    | Analyst     | priorities.                                      |
+----+-------------+--------------------------------------------------+
| 6  | MURED DD,   | Develop the draft NASA MUREP Budget              |
| .8 | Budget      | Recommendation. This includes (a) the letter     |
|    | Analyst     | from the OEOP AA that summarizes the MUREP       |
|    |             | budget priorities and issues, (b) the Program    |
|    |             | Financial Plan, and (c) the NASA total MUREP     |
|    |             | Budget Recommendation and the MUREP Budget       |
|    |             | Recommendation for each Center.                  |
+----+-------------+--------------------------------------------------+
| 6  | OEOP AA     | Approve or disapprove the draft NASA MUREP       |
| .9 |             | Budget Recommendation. This decision is made     |
|    |             | based on the AA's professional judgment and      |
|    |             | knowledge of the organization. If approved, go   |
|    |             | to 6.10. If disapproved, OEOP AA gives direction |
|    |             | for revision, and return to 6.8.                 |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA     | Submit to Code B under OEOP AA signature the     |
| 10 |             | NASA MUREP Budget Recommendation.                |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Develop the briefings to the Capital Investment  |
| 11 |             | Council (CIC), the Senior Management Council     |
|    | MURED       | (SMC), and the NASA Administrator on the NASA    |
|    | Program     | MUREP Budget Recommendation.                     |
|    | Staff,      |                                                  |
|    | Budget      |                                                  |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA,    | Brief the CIC, the SMC, and the NASA             |
| 12 | MURED DD    | Administrator.                                   |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Adjust the NASA MUREP Budget Recommendation      |
| 13 | Budget      | based on decisions of the CIC, the SMC, and the  |
|    | Analyst     | NASA Administrator.                              |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Distribute by email to the Centers the NASA      |
| 14 | Budget      | MUREP Budget Recommendation.                     |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Develop the draft Office of Management and       |
| 15 | Budget      | Budget (OMB) Narrative.                          |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA     | Approve or disapprove the draft OMB Narrative.   |
| 16 |             | This decision is made based on the AA's          |
|    |             | professional judgment and knowledge of the       |
|    |             | organization. If approved, sign narrative, and   |
|    |             | go to 6.17. If disapproved, OEOP AA gives        |
|    |             | direction for revision, and return to 6.15.      |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA     | Submit the OMB Narrative to Code B.              |
| 17 |             |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Develop the OMB briefing on the NASA MUREP       |
| 18 | MURED       | Budget Recommendation. Compile data from the     |
|    | Program     | Uniform Outcomes Annual Report.                  |
|    | Staff,      |                                                  |
|    | Budget      |                                                  |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA,    | Brief the OMB on the NASA MUREP Budget           |
| 19 | MURED DD    | Recommendation.                                  |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD    | Receive the OMB Passback from Code B and         |
| 20 |             | identify issues.                                 |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD    | Develop draft MUREP reclama to the OMB Passback. |
| 21 |             |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA     | Approve or disapprove the draft MUREP reclama to |
| 22 |             | the OMB Passback. . This decision is made based  |
|    |             | on the AA's professional judgment and knowledge  |
|    |             | of the organization. If approved, go to 6.23. If |
|    |             | disapproved, OEOP AA gives direction for         |
|    |             | revision.                                        |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA     | Submit under OEOP signature MUREP input to Code  |
| 23 |             | B for the Agency reclama to the OMB Passback.    |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA,    | Receive response from Code B on the OMB Passback |
| 24 | MURED DD    | reclama.                                         |
+----+-------------+--------------------------------------------------+
|    |             |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Revise the NASA MUREP Budget if necessary, and   |
| 25 | Budget      | distribute it to the Centers.                    |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD    | Once OMB and NASA agree on budget, ensure that   |
| 26 |             | notation of MUREP status of budget changes from  |
|    |             | the NASA MUREP Budget to the President\'s Budget |
|    |             | for NASA MUREP.                                  |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Develop the draft Congressional Narrative.       |
| 27 | MURED       | Compile data from the Uniform Outcomes Annual    |
|    | Program     | Report. Include plans for the upcoming fiscal    |
|    | Staff,      | years.                                           |
|    | Budget      |                                                  |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA     | Approve or disapprove the draft Congressional    |
| 28 |             | Narrative. This decision is made based on the    |
|    |             | AA's professional judgment and knowledge of the  |
|    |             | organization. If approved, go to 6.27. If        |
|    |             | disapproved, OEOP AA gives direction for         |
|    |             | revision, and return to 6.28.                    |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA     | Submit under OEOP signature the Congressional    |
| 29 |             | Narrative to Code B.                             |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Develop the Congressional Briefing to present    |
| 30 | MURED       | the President's Budget for NASA MUREP to         |
|    | Program     | Congressmen and their Professional Staff who     |
|    | Staff,      | monitor MUREP activities. Compile data from the  |
|    | Budget      | Uniform Outcomes Annual Report. Include plans    |
|    | Analyst     | for the upcoming fiscal years.                   |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA,    | Brief the President\'s Budget for NASA MUREP to  |
| 31 | MURED DD    | Congressional Staffers and in Congressional      |
|    |             | Hearings in response to the request from Code L. |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD    | Issue the request to the Centers for inputs to   |
| 32 |             | the MUREP Annual Phasing Plan (obligations and   |
|    |             | costs) for the new fiscal year and specify the   |
|    |             | plan format.                                     |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Develop the MUREP Annual Phasing Plan.           |
| 33 | Budget      |                                                  |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD    | Submit under MURED DD signature the MUREP Annual |
| 34 |             | Phasing Plan to Code B.                          |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Develop the MUREP Annual Funding Plan.           |
| 35 | Budget      |                                                  |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD    | Submit under the MURED DD signature the MUREP    |
| 36 |             | Annual Funding Plan to Code B.                   |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA,    | Distribute funds to the Centers.                 |
| 37 |             |                                                  |
|    | MURED DD    |                                                  |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Evaluate the monthly obligations and costs as    |
| 38 | Budget      | reported in the FACS and the projected           |
|    | Analyst     | end-of-year obligations and costs against the    |
|    |             | MUREP Annual Phasing Plan.                       |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD    | If there are any changes to the Annual Funding   |
| 39 |             | Plan as a result of the monthly evaluation of    |
|    |             | obligations and costs, go to 6.41. If there are  |
|    |             | no changes to the Annual Funding Plan, go to     |
|    |             | 6.43.                                            |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Revise the MUREP Annual Funding Plan as a result |
| 40 | Budget      | of evaluation of obligations and costs against   |
|    | Analyst     | the Annual Phasing Plan or as a result of        |
|    |             | realignment of program implementation by the     |
|    |             | Centers. Submit under MURED DD signature the     |
|    |             | revised MUREP Annual Funding Plan to Code B.     |
+----+-------------+--------------------------------------------------+
| 6. | OEOP AA,    | Transfer funds to or withdraw funds from Centers |
| 41 | MURED DD    | (via Resources Authority Warrants) as shown in   |
|    |             | the revised Annual Funding Plan.                 |
+----+-------------+--------------------------------------------------+
| 6. | MURED DD,   | Establish amount of unobligated and uncosted     |
| 42 | Budget      | carryover into the next fiscal year.             |
|    | Analyst     |                                                  |
+----+-------------+--------------------------------------------------+

**7. Quality Records**

+-------------+--------+------+--------+----------+-----------------+
| Record      | Owner  | Loca | Record | Schedule | Retention/      |
| Ide         |        | tion | Media: | Number   |                 |
| ntification |        |      | Elec   | and Item | Disposition     |
|             |        |      | tronic | Number   |                 |
|             |        |      | or     | (NPG     |                 |
|             |        |      | Hard   | 1441.1)  |                 |
|             |        |      | Copy   |          |                 |
+-------------+--------+------+--------+----------+-----------------+
| NASA MUREP  | MURED  | Code | Hard   | Schedule | Destroy one     |
| Budget      | DD     | EU   | copy   | 7, Item  | year after      |
| Guidance    |        |      |        | 21F      | close of the    |
|             |        |      |        |          | fiscal year     |
|             |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| NASA MUREP  | MURED  | Code | Hard   | Schedule | Destroy one     |
| Budget      | DD     | EU   | copy   | 7, Item  | year after      |
| Rec         |        |      |        | 21F      | close of the    |
| ommendation |        |      |        |          | fiscal year     |
|             |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| CIC, SMC,   | MURED  | Code | Hard   | Schedule | Destroy one     |
| NASA        | DD     | EU   | copy   | 7, Item  | year after      |
| Ad          |        |      |        | 21F      | close of the    |
| ministrator |        |      |        |          | fiscal year     |
| Briefings   |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| Revised     | MURED  | Code | Hard   | Schedule | Destroy one     |
| NASA MUREP  | DD     | EU   | copy   | 7, Item  | year after      |
| Budget      |        |      |        | 21F      | close of the    |
| Rec         |        |      |        |          | fiscal year     |
| ommendation |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| OMB         | MURED  | Code | Hard   | Schedule | Destroy one     |
| Narrative   | DD     | EU   | copy   | 7, Item  | year after      |
|             |        |      |        | 21F      | close of the    |
|             |        |      |        |          | fiscal year     |
|             |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| OMB         | MURED  | Code | Hard   | Schedule | Destroy one     |
| Briefing    | DD     | EU   | copy   | 7, Item  | year after      |
|             |        |      |        | 21F      | close of the    |
|             |        |      |        |          | fiscal year     |
|             |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| MUREP       | MURED  | Code | Hard   | Schedule | Destroy one     |
| Reclama     | DD     | EU   | copy   | 7, Item  | year after      |
|             |        |      |        | 21F      | close of the    |
|             |        |      |        |          | fiscal year     |
|             |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| P           | MURED  | Code | Hard   | Schedule | Destroy one     |
| resident\'s | DD     | EU   | copy   | 7, Item  | year after      |
| Budget for  |        |      |        | 21F      | close of the    |
| NASA MUREP  |        |      |        |          | fiscal year     |
|             |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| Co          | MURED  | Code | Hard   | Schedule | Destroy one     |
| ngressional | DD     | EU   | copy   | 7, Item  | year after      |
| Narrative   |        |      |        | 21F      | close of the    |
|             |        |      |        |          | fiscal year     |
|             |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| Co          | MURED  | Code | Hard   | Schedule | Destroy one     |
| ngressional | DD     | EU   | copy   | 7, Item  | year after      |
| Briefing    |        |      |        | 21F      | close of the    |
|             |        |      |        |          | fiscal year     |
|             |        |      |        |          | covered by      |
|             |        |      |        |          | budget          |
+-------------+--------+------+--------+----------+-----------------+
| MUREP       | MURED  | Code | Hard   | Schedule | Destroy when 5  |
| Annual      | DD     | EU   | copy   | 7, Item  | years old       |
| Phasing     |        |      |        | 21E      |                 |
| Plan        |        |      |        |          |                 |
+-------------+--------+------+--------+----------+-----------------+
| MUREP       | MURED  | Code | Hard   | Schedule | Destroy when 5  |
| Annual      | DD     | EU   | copy   | 7, Item  | years old       |
| Funding     |        |      |        | 21E      |                 |
| Plan        |        |      |        |          |                 |
+-------------+--------+------+--------+----------+-----------------+
| Resources   | MURED  | Code | Hard   | Schedule | Destroy 2 years |
| Authority   | DD     | EU   | copy   | 7, Item  | after the close |
| Warrants    |        |      |        | 21D      | of the fiscal   |
| (White      |        |      |        |          | year            |
| Authority)  |        |      |        |          |                 |
+-------------+--------+------+--------+----------+-----------------+
| Revised     | MURED  | Code | Hard   | Schedule | Destroy when 5  |
| MUREP       | DD     | EU   | copy   | 7, Item  | years old       |
| Annual      |        |      |        | 21E      |                 |
| Funding     |        |      |        |          |                 |
| Plan        |        |      |        |          |                 |
+-------------+--------+------+--------+----------+-----------------+