COMPLIANCE IS MANDATORY John C. Stennis Space Center Document

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COMPLIANCE IS MANDATORY John C. Stennis Space Center Document

Transcript Of COMPLIANCE IS MANDATORY John C. Stennis Space Center Document

National Aeronautics and Space Administration
John C. Stennis Space Center Stennis Space Center, MS 39529-6000

SPR 1400.1 Rev D November 2020

COMPLIANCE IS MANDATORY

John C. Stennis Space Center Document Preparation, Numbering, and Management

Stennis Procedural Requirements

SPR 1400.1

D

Number

Rev.

Effective Date: November 09, 2020

Expiration Date: November 09, 2025

Page 2 of 53

Responsible Office: RA40/Chief Information Office

SUBJECT: Document Preparation, Numbering, and Management

Document History Log

Status/Change/ Change

Revision

Date

Basic

09/15/2000

Basic

10/01/2004

Rev. A

01/05/2006

Rev. B

08/01/2008

Rev. C

08/23/2010

Rev. C-1

July 2015

Originator/ Phone
Jimmie Raymond, x3529 Renay Nelson, x1585 Renay Nelson, x1585
Renay Nelson, x1585
James Cluff, x7777
Allecia Kimble, x8-2446

Description
Initial Release – Note issued as SPG 1400.1
Revalidated per NASA rules review Oct. 2004. Number changed to SPR 1400.1. Document reissued as SPR. Overall rewrite and revision to correct, supplement, and clarify meaning and to comply with requirements of NASA Rules Review. Title revised and changes made throughout document. Specifically affected Paragraphs: P.2, 1.3, 2.1, 2.2.1, 2.2.2.1, 2.2.2.2, 2.3.1, 2.3.2, 3.3.3, 2.4.4, 2.6.5, revised 2.5 and added 2.5.1 Canceling and 2.5.2 Revision Level Notation, 2.6.1, added new 2.6.2 for Contractor Proprietary Notices, 3.4.1 -Table 3-1, 3.4.4, 4.1, 4.2, 4.4, A.1, A.2 General changes/corrections throughout to correct/clarify meaning and content. Added language to clarify and strengthen document management responsibilities. Changed/added paragraph numbering in various sections. Added new section 2.5.6 Document Review Management and Noncompliance Escalation Process. Added two new document types to Table B-1 in Appendix B. Updated late escalation process for documentation. General changes/corrections throughout to correct/clarify meaning and content. Corrected typographical and grammatical errors throughout the document. Remove references to Document Manager. Administrative changes.

Stennis Procedural Requirements

SPR 1400.1

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Number

Rev.

Effective Date: November 09, 2020

Expiration Date: November 09, 2025

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Responsible Office: RA40/Chief Information Office

SUBJECT: Document Preparation, Numbering, and Management

Rev. D

October 2020

Allecia Kimble X8-2446

Responsibilities for OPR and Document Owner were clarified to differentiate document owner from the document POC. Added electronic signature statement in section 3.2.5. Updated chapter numbering example in figure 3-6. Revised section 3.5.6 requirement to run reports on a monthly basis and provide to MSR as needed. Removed duplications to cancellation requirements stated in section 3.5.5. Revised acronym list. Removed table referencing document types in TechDoc since it corresponds with the types listed in the SDNS table. Removed document creation/modification flow chart. Updated directives review and concurrence process flow chart to reflect current process. General changes/formatting throughout document to align with NPR 1400.1 requirements.

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Expiration Date: November 09, 2025

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Table of Contents Preface............................................................................................................................................ 6 P.1 Purpose ..................................................................................................................................... 6 P.2 Applicability ............................................................................................................................. 6 P.3 Authority................................................................................................................................... 8 P.4 Applicable Documents and Forms............................................................................................ 8 P.5 Measurement/Verification ........................................................................................................ 8 P.6 Cancellation .............................................................................................................................. 9 Chapter 1. Introduction ............................................................................................................. 10 1.1 Background ............................................................................................................................. 10 1.2 Objectives of Document Standardization ............................................................................... 10 1.3 Scope....................................................................................................................................... 11 Chapter 2. Roles and Responsibilities....................................................................................... 12 2.1 SSC Chief Information Officer............................................................................................... 12 2.2 SSC Directives Manager (DM)............................................................................................... 12 2.3 Offices of Primary Responsibility (OPR)............................................................................... 12 2.4 Document Owners .................................................................................................................. 13 2.5 SSC Employees....................................................................................................................... 14 2.6 IT Services Contractor Organization ...................................................................................... 14 Chapter 3. Document Preparation and Management ............................................................. 15 3.1 Official NASA Document Hierarchy...................................................................................... 15 3.2 Standard Documentation Format ............................................................................................ 16 3.3 Requirements for SPDs, SPRs, and WIs................................................................................. 24 3.4 Standard Numbering Requirement and Purpose..................................................................... 31 3.5 Document Management – Changes, Revisions, Reviews and Cancellations ......................... 31 3.6 Converting Legacy Documents............................................................................................... 35 3.7 General Conventions and Requirements................................................................................. 35 Appendix A. Definitions ............................................................................................................. 38 Appendix B: Acronyms .............................................................................................................. 40 Appendix C: Standard Numbering and Methodology System............................................... 42 C.1 Introduction ............................................................................................................................ 42 C.2 Standard Document Numbering System (SDNS) .................................................................. 42 C.3 Number Structure ................................................................................................................... 43 C.4 About Revision Numbers ....................................................................................................... 45 Appendix D: TechDoc................................................................................................................. 49 D.1 Introduction............................................................................................................................ 49 D.2 Document Type Categorization Requirements ...................................................................... 50 D.3 Document Sensitivity and Security........................................................................................ 50 D.4 External Documents............................................................................................................... 51 D.5 TechDoc Access..................................................................................................................... 51 D.6 Document Creation and Modification Process ...................................................................... 52 D.7 Document History and Cancellations .................................................................................... 52

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Appendix E: Directives Review and Concurrence Process..................................................... 53

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Preface

P.1 Purpose

a. This directive establishes the requirements for preparation and management of National Aeronautics and Space Administration (NASA) John C. Stennis Space Center (SSC) documentation. The purpose of this document is to provide the overall instruction necessary to ensure the uniformity, consistency, and general quality of SSC instructional documents and other documentation, and to facilitate its ongoing use and maintenance.

b. This directive provides specific requirements for numbering, format, maintenance, revision and management of Stennis Policy Directives (SPDs), Stennis Procedural Requirements (SPRs), Stennis Work Instructions (SWIs), Stennis Interim Directives (SIDs), and work processes, procedures and instructions consistent with:

(1) Requirements of NASA Policy Directives (NPD) 1400.1, Documentation and Promulgation of Internal NASA Requirements and Charters, and NASA Policy Requirements (NPR) 1400.1, NASA Directives Procedural Requirements;

(2) Functionality of the SSC Technical Documentation System (TechDoc) document repository and management system; and

(3) Requirements of NPD 1280.1, NASA Integrated Management System Policy, and documentation standardization and management practices recommended for quality management programs.

c. This directive also provides the general requirements and framework for management and maintenance of other types of SSC documentation housed in TechDoc which provides the overall mechanisms for SSC document and data control.

P.2 Applicability

a. This SPR is applicable to NASA personnel at SSC and to SSC contractors to the extent specified in their respective contracts.

b. This directive is applicable to the preparation, maintenance, and management of SSC instructional, procedural, or reference documentation necessary to achieve the NASA SSC mission, goals, functions, work objectives, and to ensure continuity of NASA business.

c. The procedural requirements provided herein are specifically applicable to the instructional and procedural documentation housed and maintained within the SSC TechDoc System documentation repository. This documentation includes: SPDs, SPRs, SIDs, and work instruction

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documents such as work processes and procedures, maintenance instructions, test procedures, technical procedures, technical standards, etc. It also applies to other types of documentation residing and maintained in the TechDoc System.

(1) In the context of this document, instructional and procedural documentation is defined as that which is specific and/or essential to performance of NASA SSC functions, services and operations, which describes SSC’s prescribed processes, and which shall remain in place and in effect until revised or cancelled regardless of the preparing or performing organization or contractor. Such documentation is considered the property of NASA SSC and provides for the continuity of NASA SSC business and operations.

(2) The SSC document format and numbering methodology described herein shall be used on all new procedural and instructional documents as they are prepared, and on legacy documents as they are revised or converted from scanned images to electronic format. SSC personnel are responsible for consulting with the Standardized Document Numbering System (SDNS) administrators for assistance in document conversion and numbering transition activities.

(a) The format and numbering requirements do not apply to external documents (e.g., accepted industry standards or specifications used by SSC), non-policy, nonprocedural documents of a general reference or other informational nature, or contractor specific corporate/company instructions that may be housed in TechDoc. These documents may utilize other appropriate formats. However, to the extent appropriate, any reference, practical, or informational documents (e.g., uniquely generated SSC plans, capability statements, reports, etc.) that may be housed and maintained (revised/updated) in the SSC document repository shall be numbered according to the numbering requirements established herein. External documents will use their associated numbering methodologies or other appropriate scheme as required.

(b) The format and numbering standards do not apply to any contractor-owned documents (corporate or local instructions: i.e., instructions specific to the contractor’s corporate policies and site specific internal operating policies or methodologies) that a contractor may choose to house in TechDoc. Contractor-owned documents include its company policies, processes, and procedures (e.g., vacation, leave, tuition, safety, security, internal job descriptions, or desk processes, etc.) and the internal or organizational management, administrative, and operating instructions that are specific and/or proprietary to the contractor’s particular operating processes. This includes data requirement (DR) deliverable type documents.

Note: If a process or procedure is pertinent and relevant to performance and continuity of NASA business regardless of the performing contractor, the instruction shall be numbered and maintained as a NASA SSC instruction in accordance with this document.

(3) Publication in the SSC TechDoc System of contractor-owned/proprietary documents as defined above shall be at the contractor’s discretion and the contractor shall be solely responsible

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for their format, content, document numbering methodology, and maintenance. The contractor shall be responsible for annotation of any such documents as contractor-owned and cancellation at contract end. Use of this instruction for general format and structure may be of value in the preparation of contractor-owned documents, but use of the SSC TechDoc System and maintenance of documents within the system shall be in accordance with the established TechDoc System procedures. Any contractor corporate/company-owned document housed in the SSC TechDoc System shall require some form of “Contractor identification” annotation (see Paragraph 3.7.1).

d. Requirements of this directive do not apply to the SSC Design and Database Management System (DDMS), which is the designated repository and management system for active engineering documentation.

P.3 Authority

NPD 1400.1, Documentation and Promulgation of Internal NASA Requirements.

P.4 Applicable Documents and Forms

All citations are assumed to be the latest version unless otherwise specified.

a. NPR 1400.1, NASA Directives and Charters Procedural Requirements

b. NPR 1450.1, NASA Correspondence Management and Communications Standards and Style

c. NPR 1600.1, NASA Security Program Procedural Requirements

d. GUI 1441.1A, NASA Records Retention Schedule

e. SPR 1280.1, John C. Stennis Space Center Management System Requirements

f. SSC Form 738B, TechDoc Document Cancellation

g. TechDoc Document Manager User Guide

P.5 Measurement/Verification

Compliance will be measured through periodic audits such as ISO compliance, document management, management reviews, and internal self-assessments.

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P.6 Cancellation

SPR 1400.1, Document Preparation, Numbering, and Management, Rev. C-1, dated July 17, 2015.

RICHARD

Digitally signed by RICHARD GILBRECH

GILBRECH

Date: 2020.11.10 06:08:29 -06'00'

Richard J. Gilbrech, Ph.D. Director

DISTRIBUTION: Approved for public release via NODIS and TechDoc; distribution is unlimited.

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Responsible Office: RA40/Chief Information Office SUBJECT: Document Preparation, Numbering, and

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Chapter 1. Introduction

1.1 Background

1.1.1. The SSC utilizes an ever-growing number of instructional, informational, and reference documents (directives, processes, procedures, work instructions, plans, etc.) to guide the facility’s operations and performance of its work objectives. Legacy documentation, developed and manually managed over the years, utilized a variety of formats and numbering methodologies lending to inconsistent document management and quality.

1.1.2. The TechDoc System is designated as the official repository for SSC electronic records. This directive has been prepared to establish rules, standards, and controls for document creation, identification, and maintenance processes.

1.2 Objectives of Document Standardization

To efficiently manage the necessary information resources required to support SSC operations and performance initiatives, the SSC Chief Information Officer (CIO) established the following objectives and requirements for SSC documentation.

1.2.1. Document numbering shall be standardized to:

a. Provide a single uniform system for use by all organizations.

b. Facilitate intuitive information or document recognition, identification, and retrieval.

c. Provide a common, site-wide methodology incorporating built-in intelligence to associate subject areas or functions to accommodate information and records management.

1.2.2. Document formatting for directives and work instructions shall be standardized to:

a. Facilitate overall document preparation.

b. Provide a universal format for recording and tracking document changes and revisions.

c. Provide uniformity and consistency in content, structure, and presentation.

d. Ensure inclusion of essential management elements.

e. Support requirements and objectives of the NASA and SSC Management Systems.

f. Ensure continuity of SSC operations by precluding undue revisions to essential documentation necessitated by reorganizations or contractor changes.
RequirementsDocumentsDocument PreparationDocumentDocumentation