Management of Quality Council Meetings
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1 Page 1 of 9 Office of the Associate Deputy Administrator Office Work Instruction Management of Quality Council Meetings Original Approved by: John R. Dailey Associate Deputy Administrator
2 Page 2 of 9 DOCUMENT HISTORY LOG Status (Baseline/ Revision/ Canceled) Document Revision Effective Date Baseline 12/17/99 Description
3 1.0 Purpose Page 3 of 9 The purpose of this procedure is to document the process used by the Associate Deputy Administrator (ADA) and the Headquarters Quality System Executive Management Representative () in managing the NASA Headquarters Quality Council (QC) and decisions and actions resulting from its meetings. 2.0 Scope and Applicability This OWI covers the process for scheduling Quality Council meetings, preparing and approving Executive Management Representative briefings, preparing and approving records of Council Decisions and Actions, and managing Council-approved actions. This OWI applies to the activities of the Office of the Associate Deputy Administrator (Code AI), the, and ISO 9001 Project Office staff in support of the Quality Council. The Headquarters Correspondence Management Office (HCMO), Code CIC, supports the process by tracking Quality Council actions using the Headquarters Action Tracking System (HATS). 3.0 Definitions 3.1 ADA. The Associate Deputy Administrator. ADA is the Official-in-Charge of the Headquarters Quality System which includes chairing of meetings of the NASA Headquarters Quality Council 3.2 Code AI. The Office of the Associate Deputy Administrator. 3.3 Code CIC. The Headquarters Correspondence Management Office (HCMO). Code CIC supports the in managing and controlling QC actions in HATS Quality System Executive Management Representative. The has overall responsibility for implementation of the Headquarters Quality System. The provides assessments on the suitability and effectiveness of the Quality System to the Quality Council. 3.5 HATS. Headquarters Action Tracking System. HATS is a database used by Code CIC to manage and control Quality Council actions. 3.6 HQPC. NASA Headquarters Policy Charter. HQPCs are available through the NASA Online Directives System Documents Library (NODIS). 3.7 QC. The NASA Headquarters Quality Council (QC). The Quality Council is responsible for reviewing the performance of the HQ Quality System to ensure its continuing suitability and effectiveness. The charter for the QC is contained in HQPC References 4.1 HQPC Headquarters (HQ) Quality Council 4.2 HCP Corrective and Preventive Action
4 5.0 Flowchart Page 4 of 9 HQPC or ADA -Requirement for meeting 6.1 Twice Yearly Requirement or Chairperson Identifies Need for Meeting 6.2 Identify Date for Quality Council (QC) Meeting & Send tification to QC Members Meeting tification HQPC Reporting Requirement Corrective Action Summary Reports 6.3 Prepare Draft Executive Management Representative () Briefing & Provide to for Review 6.4 Review Draft Briefing for Adequacy in Meeting Requirements of HQPC , ISO 9001 Project Office () Draft Briefing Revise per Comments & Resubmit for Review 6.5 Briefing Approved? 6.6 Meet to Receive Briefing on Status of Quality System and Determine Recommended Actions Briefing Quality Council 6.7 Prepare Draft Record of Decisions and Recommended Actions & Provide to for Review Draft Record of Decisions and Recommended Actions 6.8 Review Draft Record of Decisions and Recommended Actions Revise per Comments & Resubmit for Review 6.9 Approved? 1
5 Page 5 of Forward Draft Record of Decisions and Recommended Actions to ADA (via Code CIC) 6.11 Review Draft Record of Decisions and Recommended Actions Associate Deputy Administrator (ADA) Revise Draft per ADA Comments & Resubmit for Review, 6.12 Approved? 6.13 Sign Record of Decisions and Actions & Process Signed Original for Forwarding to Record of Decisions & Actions ADA, ADA Secretary INPUTS FROM CODE CIC Open/Overdue Status Reports Action Closeout Requests Extension Requests 6.14 Distribute Record of Decisions and Actions to QC Members & Code CIC. File Signed Original 6.15 Receive Action Closeout Request/Extension Requests, or Open/Overdue Status Reports Action Closeout Request/ Extension Request Type of Input? Open/Overdue Status Reports 2 3
6 Page 6 of Review Action Closeout/ Extension Request and Present & Review Recommendation, ADA 6.18 Review Status Report, 6.17 Approved? 6.19 Escalation Required? Stop Provide Direction to Actionee per ADA Comments 6.20 Determine Action Required & Inform Actionee ADA, 6.21 Inform Code CIC of Decision/Status Stop te to OWI User: Code CIC Updates HATS Records to Reflect Changes in Action Status. See Code CIC HOWI C009 for Information on Handling of HATS Records Shaded symbol identifies activity occurring outside the scope of this OWI. Symbol is included for clarity and process completeness.
7 6.0 Procedure Page 7 of 9 Step Actionee Action 6.1 HQPC requires that the Quality Council meet at least twice per year. The Chairperson of the QC can call additional meetings as deemed necessary. 6.2, ISO 9001 Project Office (hereinafter, ) Coordinates with the and Code AI to identify an appropriate date for QC meeting. Prepares and sends message to QC members and with notification of meeting date. 6.3 Prepares draft briefing based on requirements for briefing contents which are described in HQPC In preparing briefing, also refers to Corrective Action Summary Reports (see HCP for format requirements) received from QC members before each QC meetings (see HQPC for reporting requirement). Provides draft briefing to for review and approval. 6.4 Reviews briefing to determine that it adequately fulfills reporting requirements in HQPC If briefing is approved, proceed to Step 6.6. If not approved, provides comments to. Proceed to Step Revises briefing to incorporate comments received from. Provides revised briefing to. Return to Step Quality Council Meets per announcement in Step 6.2. presents briefing. QC reviews decisions and actions recommended in briefing. ISO 9001 Project Office representative notes any modifications to decisions and recommended actions resulting from review. 6.7 Prepares draft Record of Decisions and Recommended Actions based on notes from QC meeting. Provides draft to for concurrence. 6.8 Reviews draft Record of Decisions and Recommended Actions for completeness and accuracy. 6.9 If approved, proceed to Step If not approved, provides comments to. Proceed to Step Revises draft Record of Decisions and Recommended Actions in response to direction. Provides revised draft to. Return to Step Forwards draft Record of Decisions and Recommended Actions to ADA for approval. Draft is forwarded to ADA via Code CIC ADA Reviews draft Record of Decisions and Recommended Actions for completeness and accuracy ADA If approved, proceed to Step If not approved, provides comments to. Proceed to Step
8 Page 8 of ADA ADA Secretary Relays ADA direction to. Revises draft and submits to who resubmits it to ADA for review. Revised draft is resubmitted to ADA via Code CIC. Return to Step Signs Record of Decisions and Actions. Provides signed original to Code CIC. Code CIC forwards signed original to Arranges for distribution of copies of signed Record of Decisions and Actions to QC members and Code CIC. (te: Code CIC processes actions in accordance with the Code CIC Standard Operating Procedure.) Arranges for filing of signed original Receives action closeout request, extension request, or weekly Open/Overdue status report from Code CIC. If action closeout request or extension request, go to Step If weekly Open/Overdue status report is received, go to Step Processing of Action Closeout Requests and Extensions Requests 6.16 Reviews action closeout with to determine if action has been completed in accordance with Record of Decisions and Actions. Reviews extension request to determine if extension should be approved. Presents recommendation to ADA. ADA Reviews recommendation ADA If request is approved, informs Code CIC. Go to Step If request is not approved, provides reason for disapproval and expectations to. Go to Step Provides direction to Actionee per ADA comments, including reason for denial from ADA. Communicates ADA direction to Actionee. Go to Step Processing of Weekly Open/Overdue Status Reports 6.18, Reviews status reports with. Determines if action will be completed in accordance with Record of Decisions and Actions and due dates in HATS. Identifies actions which require escalation to ADA If no escalation is required, process stops. If escalation is required, proceed to Step ADA, Meet to determine action required. ADA provides direction to. informs Actionee of ADA expectations and informs of status Informs Code CIC of ADA direction to Actionee so that Code CIC can update the relevant HATS record to reflect changes in action status.
9 Page 9 of Quality Records Record ID Owner Location Record Media NPG Schedule & Item Number Briefing files Hard Copy Schedule 1, Item 14.B.1 Record of Decisions and Actions files Hard Copy Schedule 1, Item 14.B.1 Retention/ Disposition Permanent Retire to FRC when 2 years old. Transfer to NARA when 20 years old, whichever is sooner Permanent Retire to FRC when 2 years old. Transfer to NARA when 20 years old, whichever is sooner
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