# Presentation: 854397

##  Directives ManagementOVERVIEW

- OPR:       Code 271
- Contact: Vic Kerns, 6-2452
- February 26, 2008

##   Directives ManagementGPR 1410.1F

- Note: Templates have been revised to include PREFACE paragraphs for *Safety*, *Training*, and *Metrics*.
- Use of new templates is required for NEW directives and REVISIONS.
- Templates are available on the Main Menu (must be logged in) and on the Forms Master List.
- GSFC 3-16, GPD Template
- GSFC 3-17, GPR Template
- GSFC 3-18, PG Template
- GSFC 3-19, WI Template
- GSFC 3-20, GID Template

## Participants will have a clearer understanding of ...
Goddard directives
the purpose of the Goddard Directives Management System (GDMS)
how to determine the type of directive needed
how to create a “Working Document List” and Shortcut
how to create and/or review a directive
who to contact for directives support and/or training

- Goddard directives
- the purpose of the Goddard Directives Management System (GDMS)
- how to determine the type of directive needed
- how to create a “Working Document List” and Shortcut
- how to create and/or review a directive
- who to contact for directives support and/or training

- Objectives

## Directive - A policy, procedure and guidelines, or instruction that has been approved and published by the appropriate authority.  GDMS includes five types of directives:
Goddard Policy Directive (GPD) (replaces GMIs)
Goddard Procedural Requirements (GPR) (replaces GHBs and GPGs)
Goddard Interim Directives (GID)
Procedures and Guidelines (PG)
Work Instruction (WI)

NOTE: GPDs, GPRs and GIDs are Center-level Directives.
               PGs and WIs are Lower-level Directives.

- Directive - A policy, procedure and guidelines, or instruction that has been approved and published by the appropriate authority.  GDMS includes five types of directives:
- Goddard Policy Directive (GPD) (*replaces GMIs*)
- Goddard Procedural Requirements (GPR) (*replaces GHBs and GPGs*)
- Goddard Interim Directives (GID)
- Procedures and Guidelines (PG)
- Work Instruction (WI)
**NOTE:** GPDs, GPRs and GIDs are Center-level Directives.
-                PGs and WIs are Lower-level Directives.

## What is the GDMS?

- GDMS refers to the Goddard Directives Management System  -- An automated collection of Goddard directives which are to be followed by employees, along with the procedures for establishing and maintaining such collection.
- GDMS is a web-based application located at:

## GDMS Objective

- Document and control policy statements and implementing instructions unique to GSFC.
- Provide GSFC management with the means to effectively and efficiently convey requirements.
-  Provide a standard method for initiating, reviewing, approving, distributing, revising, tracking, managing, and canceling GDMS-controlled directives.

## Governing GPR

- GPR 1410.1, Directives Management establishes responsibilities, procedures and guidelines for ...
- creating, processing, and maintaining Goddard directives and other organization-specific issuances.

## Definitions

**Approving Authority **– The individual authorized to sign and approve a directive.
**Case File **– The hard copy record of a directive’s review and signature.
**Center Level Directives** – Directives that are designated as GPDs, GPRs and GIDs.  ***NOTE:****  GMIs and GHBs fall into this category until revised to meet GPD and GPR format requirements.*
**Lower Level Directives** – All directives designated as PGs and WIs.

## Definitions Cont’d.

- Definitions *Cont’d.*

**Initiator** - An individual who prepares draft directives and revisions for which his/her organization is the Responsible Office, and submits them to his/her organization’s Directives Manager (DM).  *The initiator also dispositions comments.*
**Approved Directives Master List** - A listing on the GDMS, of the collective set of all directives applicable to Goddard.
**Forms Master List** - A listing on the GDMS, of the collective set of forms applicable to GSFC.

## Roles and Responsibilities

**Center Directives Manager** - The individual in the Information and Logistics Management Division designated as the point of contact for matters pertaining to the management and maintenance of Goddard Directives.
- located in Code 271
- coordinates and manages the review of all Center-level directives
- publishes all approved GPDs, GPRs and GIDs
- controls the Master Document List
- point of contact for all Directorate-level DMs

## Directorate-level Directives Manager (DDM) - The individual in a Primary Organization designated as the     point of contact for matters pertaining to directives.
assist and support their organization with directives activities
assures that directives are prepared and coordinated in accordance with prescribed requirements
controls and publishes the directives for which the organization is the Office of Primary Responsibility (OPR)

- assist and support their organization with directives activities
- assures that directives are prepared and coordinated in accordance with prescribed requirements
- controls and publishes the directives for which the organization is the Office of Primary Responsibility (OPR)

- Roles and Responsibilities *Cont’d.*

## Roles and Responsibilities Cont’d.

**Supervisors are responsible for ensuring ...**
- the directives policy is communicated throughout their organization
- their employees are aware of the requirement to follow the applicable directives
- they have access to those directives applicable to their work.
**Employees are responsible for ...**
- understanding the purpose of the directives program,
- knowing which directives apply to their work, and
- following them.

## Who can access GDMS?

*Everyone* has Read Only access.
*All* individuals registered in LISTS can have an  account in GDMS and can login as a User. (Both GSFC contractors and Government employees)
-  All individuals must have an GDMS account in order to be added as a reviewer. ID and password can be obtained by calling SGT at 301-925-0919 or email at _[mses-help@sgt-inc.com](mailto:mses-help@sgt-inc.com)__. Response time is approximately 1 hour._

## When Do I Create a GPD?

- When Do I Create a *GPD*?

- Create a GPD *(Goddard Policy Directive)* to *replace* an old GMI or to *establish* Center level policy.
***	******NOTE:***  An  implementing directive *must not repeat* information contained in the NASA directive, if adequately provided for in the that directive.  Information already published and available on the subject should be referenced, not repeated.

## Create a GPR (Goddard Procedural Requirements) to replace an old GHB or when ...
subject matter responsibilities and/or implementation    affect more than one Primary Organization;
to assign responsibilities; and/or
to provide requirements and guidelines to ensure implementation of the authority document.

- Create a GPR *(Goddard Procedural Requirements)* to *replace* an old GHB or when ...
- subject matter responsibilities and/or implementation    affect more than one Primary Organization;
- to assign responsibilities; and/or
- to provide requirements and guidelines to ensure implementation of the authority document.

- When Do I Create a *GPR*?

## When Do I Create A GID

- Create a GID (Goddard Interim Directive)
-    		When there is a immediate need for a directive that   	     implements Center requirements quickly.
- 		To revise an existing directive to implement urgent        	     requirements.

## Create a PG (Procedures and Guidelines) ...
when the subject matter responsibilities affect work only within a single Primary Organization or a lower-level organization within that Primary Organization.
to document the description of how a GSFC organization will perform its own activities.  Includes:
purpose and scope;
what shall be done and by whom; 
when, where, and how it shall be done; 
when pertinent, what resources, materials, equipment, and documents shall be used;
and how the activity shall be controlled and recorded.

- when the subject matter responsibilities affect work only within a single Primary Organization or a lower-level organization within that Primary Organization.
- to document the description of how a GSFC organization will perform its own activities.  Includes:
- purpose and scope;
- what shall be done and by whom;
- when, where, and how it shall be done;
- when pertinent, what resources, materials, equipment, and documents shall be used;
- and how the activity shall be controlled and recorded.

- When Do I Create a *PG*?

## Create a WI (Work Instruction) ...
when the subject matter responsibilities affect work only within a single Primary Organization or a lower-level organization within that Primary Organization.
to delineate detailed activities to be carried out by a single Primary Organization or a lower level organization within that Primary Organization to accomplish a specific task or set of closely related tasks.
when activities demand structured implementation.
when generic training and skills are not sufficient, in themselves, to assure acceptable work.

- when the subject matter responsibilities affect work only within a single Primary Organization or a lower-level organization within that Primary Organization.
- to delineate detailed activities to be carried out by a single Primary Organization or a lower level organization *within that Primary Organization* to accomplish a specific task or set of closely related tasks.
- when activities demand structured implementation.
- when generic training and skills are not sufficient, in themselves, to assure acceptable work.

- When Do I Create a *WI*?

## How can I create a “Shortcut” to the documents I need?

- Create Shortcut
- Login to GDMS Main Menu
- At the bottom of the screen select *“Click Here to access Your Working Documents”*.
- Right-click mouse and select *"Create Shortcut"*.
- The shortcut ICON will now appear on your desktop
- Identify Documents
- Select GPD/GPR Library, Directorate Library, or Master Listing
- Scroll to the document you want to add
- Click the *“ADD TO MY WORKING LIST”* link

## How do I create a directive?

- The Initiator will ...
- Access the GDMS via the Internet at :
- http://gdms.gsfc.nasa.gov/gdmsnew/home.jsp/
- Download the appropriate template to your workstation
- Create the draft document in WORD, using the template  *(template format mandatory)*
- Forward the WORD draft document to the OPR DDM for coordination and assignment of directive number in GDMS

## The OPR DDM will ...
Access GDMS for assignment of document number (be sure to update the WORD document with number information)
Designate Reviewers in GDMS
Review for completeness
Perform internal Directorate review ( if required)
Forward WORD draft document to DMT (via email attachment) for Posting in GDMS for GPDs, GPRs and GIDs.  

- Access GDMS for assignment of document number *(be sure to update the WORD document with number information)*
- Designate Reviewers in GDMS
- Review for completeness
- Perform internal Directorate review ( if required)
- Forward WORD draft document to DMT (via email attachment) for Posting in GDMS for GPDs, GPRs and GIDs.

- How do I *create* a directive?  *Cont’d.*

## Designated reviewers will receive an email notification
Access GDMS via the Internet at     				    http://gdms.gsfc.nasa.gov/gdmsnew/home.jsp
Login to GDMS and select the appropriate Review function
Select “Documents Awaiting My Review”
 if a DDM, designate additional reviewers, as appropriate
 review document and enter comments
 select “Review Complete” when finished
All Reviewer comments are available for viewing by those who have access to GDMS.

- Access GDMS via the Internet at     				    http://gdms.gsfc.nasa.gov/gdmsnew/home.jsp
- Login to GDMS and select the appropriate Review function
- Select *“Documents Awaiting My Review”*
-  if a DDM, designate additional reviewers, as appropriate
-  review document and enter comments
-  select “Review Complete” when finished
- All Reviewer comments are available for viewing by those who have access to GDMS.

- How do I *review* a directive?

## Reviewer Comments 

- After the Review period has expired, the Initiator:
- dispositions all comments received,
- annotates disposition results on the Directive Comment Summary Sheet (GSFC 3-15 for Center Review or GSFC 3-15A for Final Directorate Review),
- Updates final draft, prepares final signature package, and
- forwards to the OPR DDM for appropriate approvals.

## PG & WI Approval Process

- For PGs & WIs the OPR DDM will ...
- ensure that the final signature package includes:
- a printout of the comments posted in GDMS
- the Directives Comment Summary Sheets (GSFC 3-15) (optional for PGs and WIs)
- the final version of the directive;
- obtain the signature of the Approving Official;
- update the electronic version
- Header with effective date, expiration date, “original signed by”
- Change History Log with the effective date
- Post in GDMS and announce release of new/revised directive

## GPD & GPR & GID Approval Process

- For GPDs, GPRs, & GIDs the OPR DDM  will ...
- ensure that the final signature package includes:
-   a printout of the comments posted in GDMS
-   the Directives Comment Summary Sheets (GSFC 3-15 and        GSFC 3-15A)
-   the final version of the directive
- obtain the review approval of the OPR Approving Official;
- send an email to the Center DM advising release of the document (include an email attachment of the final WORD version of the directive); and
- forward the final hardcopy signature package to the DMT.* *

## GPD & GPR & GID Approval Process Cont’d.

- The DMT will ...
- ensure that the final signature package includes:
-   approval by the OPR
-   a printout of the comments posted in GDMS
-   the Directives Comment Summary Sheet
-   the final version of the directive;
- prepare the Route Sheet;
- prepare Final Directorate summary sheet; and
- forward to the Center DM.

## The Center DM will ...
review and concur in the final signature package;
change the status in GDMS to “Final Directorate Review complete, awaiting release”;
forward to the Center Director for approval through the Labor Relations Officer, the Office of Chief Counsel, and the Associate Director.

- review and concur in the final signature package;
- change the status in GDMS to “Final Directorate Review complete, awaiting release”;
- forward to the Center Director for approval through the Labor Relations Officer, the Office of Chief Counsel, and the Associate Director.

*GPD & GPR* Approval Process *Cont’d.*

## Upon approval, the  DMT will ...
update the directive “Header” information with the Effective Date, Expiration Date, and “Original Signed By”;
update the Change History Log with Effective Date;
Post the WORD and PDF files to the GDMS System;  
change GDMS status to “Released”; and
Create a Case File for retention.

- update the directive “Header” information with the Effective Date, Expiration Date, and “Original Signed By”;
- update the Change History Log with Effective Date;
- Post the WORD and PDF files to the GDMS System;
- change GDMS status to “Released”; and
- Create a Case File for retention.

*GPD & GPR* Approval Process *Cont’d.*

## The DMT  will ...
verify required information;
if acceptable, post on GDMS; and
if unacceptable, return to the appropriate OPR DM for correction.

- The DMT  will ...
- verify required information;
- if acceptable, post on GDMS; and
- if *unacceptable*, return to the appropriate OPR DM for correction.

*GPD & GPR* Approval Process *Cont’d.*

## Goddard Directives Support/Training

- Lynne Keffer   301- 286-2143
-     Lynne.Keffer-1@.nasa.gov
- Victor  Kerns    301-286-2452
-      _[Victor.L.Kerns@nasa.gov](mailto:Victor.L.Kerns@nasa.gov)_
- Fran Teel          301-286-2211
-      Fran.C.Teel@nasa.gov
- SGT  help desk  301-925-0919
-      mses-help@sgt-inc.com

## Directorate Directive Managers

## Conclusion

- The objective of directives management is to document approved Center policy and accountability necessary to fulfill the Center’s vision, mission, and external mandates.
- Each and every employee at GSFC has a responsibly to know the policy and requirements that apply to their work, and to follow them.  Compliance with Directives is **mandatory.**