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  **APPROVAL SIGNATURES**                                    **DATE**

  Gregory Blaney (original          IMS Representative       11/14/2006
  signature on file)                                         

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

  ------------ ---------------------------------- ------------- -------------
  **REVISION                                                    
  HISTORY**                                                     

  Rev. No.     Description of Change              Author        Effective
                                                                Date

  Basic        Initial Release                    Mike Powers   04/01/2004

  A            Updating to incorporate electronic Mike Powers   03/22/2005
               process                                          

  B            Updating section 6.2 and IEMP      Mike Powers   09/26/2005

  C            Updating section 5.0               Mike Powers   02/03/2006
               Responsibilities and Annual                      
               Review.                                          

  D            Update section 6.2                 Mike Powers   11/17/2006

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

  --------------------------------- -------------------------------------
  **REFERENCE DOCUMENTS**           

  Document Number                   Document Title

  IVV QM                            IV&V Quality Manual

  IVV 16                            Control of Quality Records

  NPR 1441.1                        NASA Records Retention Schedules

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

1.  **Purpose**

> The purpose of this work instruction (WI) is to establish a consistent
> and documented method for establishing, updating, and modifying
> project baselines at the NASA IV&V Facility.

2.  **Scope**

> This WI applies to establishing, updating, and modifying all project
> financial baselines and associated financial data at the NASA IV&V
> Facility.

3.  **Definitions and Acronyms**

> Official NASA IV&V Facility roles and terms are defined in the
> [Quality
> Manual](http://ims.ivv.nasa.gov/sharedfiles/documents/IVV_QM.doc).
> Specialized definitions identified in this WI are defined below.

1.  **Baseline Revision Form**

> The Baseline Revision Form is a document or web-based form used to
> establish or update a project's baseline and associated financial
> data.

2.  **Director's Discretionary Fund (DDF)**

    DDF is monitored and distributed by the Director of the NASA IV&V
    Facility. DDF is used for, but not limited to, augmenting research,
    forward funding projects, and enhancing the NASA IV&V Facility's
    infrastructure.

3.  **Operations and Maintenance (O&M) Funding**

> O&M funding is monitored and distributed by the Associate Director of
> Operations. O&M funding supports, but is not limited to, all services
> provided by the West Virginia University (WVU) Research Corporation
> (WVURC) (i.e., utilities, security, janitorial services, etc.).

4.  **Project**

    A project is any IV&V, systems/software engineering, research, or
    other task being performed by the NASA IV&V Facility for a Customer.

5.  **Resource Site Administrator (RSA)**

> The RSA is a NASA IV&V Facility civil service employee responsible for
> maintaining the Resource Management Office (RMO) web site. The RSA
> will make updates and changes to the site as required.

6.  **Acronyms**

> CTD Cumulative To Date
>
> COTR Contracting Officer's Technical Representative
>
> DDF Director's Discretionary Fund
>
> FRC Federal Records Center
>
> FY Fiscal Year
>
> G&A General and Administrative
>
> IEMP Integrated Enterprise Management Program
>
> IMS NASA IV&V Facility Management System
>
> NPR NASA Procedural Requirements
>
> O&M Operations and Maintenance
>
> PA Program Analyst
>
> PM Project Manager
>
> QM Quality Manual
>
> RM Resource Manager
>
> RMO Resource Management Office
>
> RSA Resource Site Administrator
>
> WI Work Instruction
>
> WVU West Virginia University
>
> WVURC West Virginia University Research Corporation

4.  **Flow Chart**

> A flow chart is not applicable to this WI.

5.  **Responsibilities**

    1.  **Program Analyst (PA)**

        The PA shall:

-   Enter the approved Baseline Revision Form data into the NASA IV&V
    Facility Financial System.

    1.  **Project Manager (PM)**

> The PM shall:

-   Establish and generate a Baseline Revision Form showing his or hers
    project's financial monthly spend plan, including contract dollars,
    Operations and Maintenance (O&M) funding, Director's Discretionary
    Funding (DDF), out-year funding plan, task order value, and end
    date.

    1.  **Resource Manager (RM)**

> The RM shall:

-   Verify the Baseline Revision Form data before approving or denying
    it.

    1.  **Deputy Director**

> The Deputy Director shall:

-   Be the final approver on the PM's Baseline Revision Form.

6.  **Procedure**

    1.  **Project Baseline Revision Form Process**

> The Baseline Revision Form can be accessed by clicking "RMO", under
> "Help and Support", on the NASA IV&V Facility Portal web site. Select
> "BR Form" under the "Forms" section to log in. Then, type in the user
> name and password to bring up the Baseline Revision Form. New users
> should click "New User" or "Request Account" on the RMO web site to
> obtain access.

2.  **Project Baseline Establishment**

> The Project Manager (PM) shall submit an initial Baseline Revision
> Form for the project he or she will be managing. To get started, click
> "BR Form." Then, click "Submit a Baseline Revision." In the "Contract"
> menu, select the appropriate contract number. In the "Project" menu,
> select the appropriate project.
>
> To add a new contract and/or project, click "Here" to add the contract
> and/or project. If a new contract or project is added, approval by the
> Resource Site Administrator (RSA) must be obtained before a Baseline
> Revision Form can be generated for the new contract or project. Upon
> approval, the initiator will receive an auto-generated email
> containing the approval or denial. If approved, the RMO system will
> add the contract number to the "Contract" menu and/or the project to
> the "Project" menu.
>
> The PM shall enter project financial plan data into the Baseline
> Revision Form. This data includes:

-   Any DDF or O&M funding allocations

-   Any other project funding (funding from another center) and tax
    percentage. Work with RM for the full cost tax dollar amount..

-   Name of the project, PM, and Contracting Officer's Technical
    Representative (COTR)

-   Task Order Number

-   Task Order or Grant Value

-   Task Order End Date

-   Monthly Cost Plan (should match the Mission Model for IV&V projects
    only -- research and O&M/DDF efforts do not apply). The cost plan
    should only represent work to be performed in that fiscal year (FY).
    Do not add any unfilled order costs from a prior year to the current
    cost plan.

-   Planned Out-Year Cost (should match the Mission Model for only IV&V
    Projects only)

-   Comments (if necessary)

> Once the PM completes the Baseline Revision Form, it can be processed
> by clicking "Submit." The Baseline Revision Form will be
> electronically sent to the COTR for approval. Upon COTR approval, the
> Baseline Revision Form will be sent to the Resource Manager (RM). If
> required, the RM will allocate the corporate General and
> Administrative (G&A), assign prior year carryover, and review the
> baseline data for correctness. Once the RM approves the baseline data,
> the Baseline Revision Form will be electronically sent to the Deputy
> Director for final approval or denial. After the Deputy Director
> approves or denies the Baseline Revision Form, the initiator and RMO
> staff will receive an electronic notification from the RMO web site.
> If approved, the RMO staff will then enter data from the Baseline
> Revision Form into the NASA IV&V Facility Financial Spreadsheets.
>
> The PM can check the status of submitted Baseline Revision Forms by
> choosing "Your Account", then "Status of Your Requests," and "BR
> Forms." See Section 6.6, *Methodology Used to Re-Baseline for Zero
> Variance,* of this WI for additional information.

1.  **Revised Project Baseline Process**

> When a modification or update occurs to a baseline or associated
> financial data, the PM shall submit a Baseline Revision Form. The
> revised baseline requires the same approval process as the initial
> project baseline. Any changes in project funding, such as receiving
> DDF or O&M funding, will require a Baseline Revision Form. When a
> modification or revision occurs, the Baseline Revision Form must be
> submitted no more than two weeks after the revision. A Baseline
> Revision Form must also be submitted after any DDF and/or O&M funding
> request has been approved.

2.  **Pull Back and Re-Submit, or Cancel the Baseline Revision In
    Process**

    The PM can cancel the progress of a Baseline Revision Form as long
    as the Deputy Director has not given approval or denial. To cancel a
    Baseline Revision Form, choose "Your Account" and then "Status of
    Your Requests." Click the Baseline Revision Form to be cancelled.
    Then click "Cancel This Request".

    The PM can pull back and re-submit a Baseline Revision Form without
    losing all of the previously entered data. To pull back a Baseline
    Revision Form, choose "Your Account" and then "Status of Your
    Requests." Click the Baseline Revision Form to be pulled back. Then
    click, "Cancel This Request." Return to "Your Account" and click
    "Status of Your Requests." Click the Baseline Revision Form to
    re-submit. Update the information as required and then click,
    "Re-Submit This Request."

3.  **Transfer of Funding from Projects and/or Task Orders**

> Funds can only be transferred between projects and/or task orders on
> the same contract. To transfer funds, a Baseline Revision Form must be
> submitted for all projects and task orders affected. The PM enters the
> dollar amount to "Transfer In" or "Transfer Out" in the "Transfer
> Funding" section of the Baseline Revision Form.

4.  **Methodology Used to Re-Baseline for Zero Variance**

> Whatever the current month, only the cumulative to date (CTD) cell
> from the prior month will be available for editing. Enter the FY CTD
> actual dollar amount from the 533 for the CTD prior month. After the
> FY CTD actual dollar amount is entered, enter the remaining months'
> cost plans. Editing cells before the prior month's CTD cell is not
> allowed. This limitation allows the RMO to preserve the original prior
> month's baseline.

7.  **Metrics**

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

8.  **Records**

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

  -------------- ---------- ------- ------------- ----------------------- ----------
  Record Name    Original   Vital   Responsible   Retention Requirement   Location
                                    Person                                

  Baseline       Y          N       RM            Retire to FRC 2 yr      RMO Web
  Revision Form                                   after the close of the  Site
                                                  fiscal yr to which the  
                                                  records pertain (9/5B)  
  -------------- ---------- ------- ------------- ----------------------- ----------