![](media/image1.wmf){width="4.2in" height="3.3618055555555557in"}

**Code P, Office of Public Affairs**

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

**Manage Art Program**

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

> Margaret C. Wilhide Date

Associate Administrator

**DOCUMENT HISTORY LOG**

+---------+--------+--------+-----------------------------------------+
| Status  | Do     | Eff    | Description                             |
|         | cument | ective |                                         |
| (Ba     |        |        |                                         |
| seline/ | Re     | Date   |                                         |
|         | vision |        |                                         |
| Re      |        |        |                                         |
| vision/ |        |        |                                         |
|         |        |        |                                         |
| Ca      |        |        |                                         |
| nceled) |        |        |                                         |
+=========+========+========+=========================================+
| B       |        | 1      |                                         |
| aseline |        | /10/00 |                                         |
+---------+--------+--------+-----------------------------------------+
| R       | A      | 4      | Incorporate comments from               |
| evision |        | /14/00 | Pre-Assessment Audit into all sections  |
+---------+--------+--------+-----------------------------------------+
| R       | B      | 8      | Incorporate comments from Scope         |
| evision |        | /18/00 | Expansion Audit in flowchart, procedure |
|         |        |        | and Section 7.0, identifying Quality    |
|         |        |        | Records at Steps 6.2, 6.8, and 6.9.     |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+
|         |        |        |                                         |
+---------+--------+--------+-----------------------------------------+

# Purpose

The purpose of this is OWI is to document the procedure to produce
artwork under the NASA Art Program that when deployed to venues around
the country, educates and informs 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 Art applies
to the NASA Public Affairs Office (Code P) and to artwork representing
the agency's enterprises produced by the Public Services Division as
defined in NPD 1387.1. It is limited to artwork produced for a standard
honoraria insufficient to require Justification for Other than Full and
Open Competition.

## 2.2 Applicability {#applicability .unnumbered}

The Division Director, Public Services Division, Office of Public
Affairs, 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

  3.2     #163           Headquarters Procurement Request

  3.3     COTR           Contracting Officer's Technical Representative

  3.4     GSFC           Goddard Space Flight Center

  3.5     POD            Procurement Operation Division

  3.6     VIC            Visual Identity Coordinator

  3.7     CO             Contracting Officer
  ------- -------------- -------------------------------------------------

# References

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

  4.2               National Aeronautics and Space Act of 1958, as
                    amended

  4.3   NPD 1387.1  NASA Exhibits Program

                    

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

# ![](media/image2.wmf){width="6.4875in" height="8.89861111111111in"}Flowchart 

#  Procedure

  --------------------------------------------------------------------------------------------------
  [Step]{.underline}   [Actionee]{.underline}   [Action]{.underline}
  -------------------- ------------------------ ----------------------------------------------------
  6.1                  VIC                      *Research goals, missions and choose subjects* based
                                                on the Agency Strategic Plan and by interviewing
                                                Public Affairs Officers and outreach representatives
                                                for each Agency Enterprise. Interview NASA
                                                scientists, engineers about suitable subjects for
                                                artwork.

  6.2                  VIC                      *Scout for talent, select artist and issue PR to
                                                GSFC*. Consult qualified artist list, talk to
                                                curators, museums and gallery owners about talent.
                                                Make scouting trips to art institutions. Select
                                                artist. Prepare a Procurement Request (#163)
                                                containing the art specifications required.

  6.3.                 VIC                      *Perform COTR function, monitoring work completion
                                                and providing relevant artist briefings.* If
                                                necessary, make arrangements for briefings of the
                                                artist at NASA Centers or at off-site contractor
                                                facilities that are relevant to the commission.

  6.4                  VIC                      *Extension Needed?* If it is determined in Step 6.3
                                                or 6.9 that an extension will be required for
                                                additional time to complete the project, process
                                                proceeds to Step 6.5. If not, process proceeds to
                                                Step 6.6.

  6.5                  VIC                      *Prepare extension memo request to Contracting
                                                Officer.* The Visual Identity Coordinator (VIC)
                                                prepares and issues a memo requesting GSFC to
                                                prepare and issue a Contract Extension based on
                                                discussions with the artist concerning additional
                                                time needed to complete the project.

  6.6                  VIC                      *Take Delivery*. Artist delivers art, usually after
                                                an initial six-month period. The VIC based on his
                                                training and experience determines whether the art
                                                is acceptable or not. If not acceptable, VIC further
                                                determines whether revision could make the art
                                                acceptable.

  6.7                  VIC                      *Art acceptable*? If no, clearly identify the art as
                                                being unsatisfactory and proceed to Step 6.8. If
                                                yes, proceed to Step 6.11. If revision is required,
                                                clearly identify the art as being unsatisfactory and
                                                proceed to Step 6.9.

  6.8                  VIC                      *Notify contracting officer and complete Report of
                                                Non-Conformance For Simplified Acquisitions.*
                                                Contact contracting officer to advise that the art
                                                is not acceptable and the contract is to be
                                                terminated and funds deobligated. GSFC's procedure
                                                requires completion of Procurement Operations
                                                Division (POD) Form 210-1 Non-Conformance Report for
                                                Simplified Acquisitions by the COTR. GSFC terminates
                                                contract, deobligates funds and process ends.

  6.9                  VIC                      *Request revisions from artist and determine need
                                                for contract extension.* Request changes be made to
                                                the artwork or request a new piece of art to replace
                                                the original submission. Scope of requested revision
                                                might cause artist to require an extension of the
                                                contract time period. If that is the case, process
                                                proceeds to Steps 6.10 and 6.4 in parallel.

  6.10                 VIC                      *Return to artist for revisions*. Return submitted
                                                artwork to artist while GSFC issues Contract
                                                Extension. Process returns to Step 6.6

  6.11                 VIC                      *Certify inspection and acceptance of art and
                                                approve invoice for payment.* Complete GSFC
                                                Inspection and Acceptance Certification. Artist's
                                                invoice is signed and sent to Headquarters
                                                Accounting Division at GSFC for payment. Retain copy
                                                of signed Certification and invoice.

  6.12                 VIC                      *Photograph, frame and catalogue*. Log into the Art
                                                Inventory book, recording Name of Artist, Title,
                                                Medium, Date Acquired, Objective Size and Location.
                                                Use Catalog Number provided by Photography when work
                                                is photographed. Index by date acquired.

  6.13                 VIC                      *Obtain PO Management approval, prepare art for
                                                shipping and forward to venue.* Prepare a
                                                Transfer/Shipping Request (#20-4) authorizing
                                                Goddard to transport the art to a venue. Obtain 20-4
                                                signature from Exhibits Manager, Director Code PO or
                                                designee approving release and shipping. Retain
                                                signed copy of 20-4.
  --------------------------------------------------------------------------------------------------

# Quality Records

  ---------------------------------------------------------------------------------------------
  Record ID           Owner   Location   Record Media NPG 1441.1        Retention/Disposition
                                                      Schedule and Item 
                                                      Number            
  ------------------- ------- ---------- ------------ ----------------- -----------------------
  Qualified NASA      VIC     Code PS    Electronic   Schedule 1-Item   Destroy when no longer
  Artists                                             65a               needed

  HQ Procurement      VIC     Code PS    Electronic   Schedule 5-Item   Destroy 6 years and 3
  Request-#163                                        1a                months after final
                                                                        payment.

  Signed Order for    VIC     Code PS    Hard Copy    Schedule 5-Item   Destroy 6 years and 3
  Supplies or                                         1a                months after final
  Services                                                              payment.

  Extension Memo      VIC     Code PS    Hard Copy    Schedule 5-Item   Destroy 6 years and 3
                                                      1a                months after final
                                                                        payment.

  Report of           CO      GSFC       Hard Copy    Schedule 5-Item   Destroy 6 years and 3
  Nonconformance for                                  1a                months after final
  Simplified                                                            payment.
  Acquisitions                                                          

  Reason for          VIC     Code PS    Hard Copy    Schedule 5-Item   Destroy 6 years and 3
  Revisions                                           1a                months after final
                                                                        payment.

  Inspection and      VIC     Code PS    Hard Copy    Schedule 5-Item   Destroy 6 years and 3
  Acceptance                                          1a                months after final
  Certification                                                         payment.

  Copy of Invoice     VIC     Code PS    Hard Copy    Schedule 5-Item   Destroy 6 years and 3
  Approved for                                        1a                months after final
  Payment                                                               payment.

  Art Inventory Book  VIC     Code PS    Hard Copy    Schedule 1-Item   Destroy when no longer
                                                      65a               needed

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