NASA Headquarters' DirectivesEffective Date: June 22, 1999
Expiration Date: none
Responsible Office: LD080
| NASA Headquarters' Directives |
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| HQPR 1590.1A Effective Date: June 22, 1999 Expiration Date: none Responsible Office: LD080 |
Headquarters Operations Services Guide |
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SERVICE: Schedules mission management aircraft to support official trip requirements.
PROCEDURE: Headquarters offices may request mission management aircraft support by submitting NASA Form 1653, "Mission Management Aircraft Request," through their Aircraft Code Contact to the Headquarters Facilities Management and Security Branch. To check for administrative aircraft scheduled flights and seat availability, personnel should contact the Headquarters Aircraft Scheduler, Code CFS.
CONTACT: Headquarters Facilities Management and Security Branch, Code CFS, HQ, Room 1D72, (202) 358-1242, Fax (202) 358-3090.
APPLICATIONS SOFTWARE DEVELOPMENT
SERVICE: Provides applications software development services to all Headquarters codes. This includes the analysis and definition of user requirements, software development, and sustaining engineering. Applications are provided on a variety of platforms, including host based systems, and client-server based systems.
PROCEDURE: Requests for services/support should be directed to your Code's designated reference from Point of Contact or your Code CI Service Manager.
CONTACT: Code's Point of Contact or the Code CI Service Manager for that Code. For identification of those individuals, contact the Information Technology (IT) Service Center at 358-HELP (4357).
AUDIO-VISUAL SUPPORT SERVICES
SERVICE:
Provides audio-visual equipment
and operators to support NASA officials at Headquarters and elsewhere.
Operators are provided for presentations requiring rear-view projection,
setting up video projectors, video tape recordings, and multi-media projections.
Provides for loan of equipment, principally projectors, recorders and television
monitors, etc., to Headquarters personnel for official NASA purposes.
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NASA Headquarters
Services Guide
PROCEDURE: Contact Audio-Visual Support Services 358-0037. Complex or unusual requests should be discussed with the Audio-Visual Program Manager, in sufficient time to permit necessary arrangements. All audio-visual equipment issued for on-site usage must be requested using NHQ Form 722, "Equipment for Temporary Issue." Audio-visual equipment issued for loans off-site must be signed for on a NASA Form 892, "Property Loan Request and Removal Permit," with borrower assuming responsibility for the equipment.
CONTACT: Headquarters Facilities Management and Security Branch, Audio-Visual Support Services, Code CFS, HQ, Room 1V63, (202) 358-0037, Fax (202) 358-3269, or Conference Program Manager, Code CFS, HQ, Room 1B75, (202) 358-1596, Fax (202) 358-3090.
AUDIO-VISUAL SUPPORT SERVICES
- SCHEDULING
(Significant Event Scheduling
Policy)
SERVICE: Significant Events are meetings, conferences, seminars, upcoming missions, NASA related programs and other notable activities/ceremonies of interest to a substantial number of NASA Headquarters employees. These events are open to all Headquarters employees.
PROCEDURE: The Followings Steps Are Required To Process Request For Conference Rooms
-ÿÿÿÿ Requesters must submit requests along with a statement of justification to the ConferenceNASA Headquarters Services Guideÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿÿ A
ÿÿÿÿÿÿ Program Manager (CPM) at least 15 working days prior to the event. All events will be
ÿÿÿÿÿÿ scheduled on a first come basis, unless impacted by hierarchical bumping (as outlined
ÿÿÿÿÿÿ below).-ÿÿÿÿ The Program Manager validates the request based upon the requester's justification and
ÿÿÿÿÿÿ forwards the approval/disapproval to the requester and conference scheduler.-ÿÿÿÿ If a decision cannot be made by the Program Manager regarding the approval/disapproval
ÿÿÿÿÿ of the request, a meeting will be convened with 3 members of the conference approval team
ÿÿÿÿÿ to review for final decision.-ÿÿÿÿ If the request is denied, the requester can obtain a copy of the validation criteria by
ÿÿÿÿÿ contacting the Conference Program Manager, Code CFS. Requester can appeal the
ÿÿÿÿÿ decision by writing to the Conference Program Manager. The appeal will be reviewed by no
ÿÿÿÿÿ less than 3 members of the conference approval team and a final decision will be made.
-ÿÿÿÿ The Conference Program Manager forwards approved request to the conference roomHierarchical Bumping
ÿÿÿÿÿÿ scheduler to prepare and process the request.-ÿÿÿÿ The Conference Room Scheduler will fax a copy of the NHQ Form 209 to the requester for
ÿÿÿÿÿÿ verification. Approved conference events are noted in the scheduling log maintained by the
ÿÿÿÿÿÿ conference room scheduler. The Code CFS Conference Program Manager ensures
ÿÿÿÿÿÿ approved conferences are noted on the Headquarters events calendar.-ÿÿÿÿ A week prior to the event, the conference room scheduler calls the requester for final
ÿÿÿÿÿ verification.
All requesters will be informed that their conference may be bumped using the criteria outlined below:
ú Any requests from the Administrator's staff takes priority. Arrangements will be made to find comparable space according to the requirements or give the requester first choice for another scheduled date.Consolidated Eventsú Advisory Committee meetings. These meetings are scheduled in advance. However, it may be necessary due to unforeseen events to move the committee to another location which impacts a previously scheduled event.
ú NASA Senior Management Meetings. These meetings are normally scheduled in MIC-7.
ú Events where meeting participants are from out-of-town, every attempt will be made to relocate the conference to ensure as little disruption as possible.
ú All training classes that have been scheduled in advance.
ú All other NASA Headquarters sponsored events.
The Code CFS Events Program Manager is authorized to coordinate
events to ensure consistency and time management, therefore:
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NASA Headquarters
Services Guide
ú Events which may target the same audience within the Headquarters population will not be scheduled on the same day.
ú Anticipated participation of 65 or less will not be scheduled in the Auditorium unless NASA TV support is required or alternative space is not available elsewhere.
ú Based on historical data, the Events Program Manager has the authority to decide the meeting location, except where the requester can validate the attendance requirement for the requested facility.
ú Where mandatory attendance is required by all NASA employees, the Events Program Manager will schedule the number of sessions required to accommodate Headquarters employees, (such events include Security, and Ethics Training, and Property Custodian Training).
Audio Visual Support Services (AVSS) will process normal requests for conference rooms in support of:
ú Staff Meetings
ú Regular Training Sessions/TCC
-Video/Audio Teleconferencing
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AUDIO-VISUAL SUPPORT SERVICES
- SCHEDULING
(After Hours Scheduling
Policy)
SERVICE: Provides scheduling for the NASA Auditorium and other conference rooms for official NASA functions. Prior approval must be obtained by Facilities Management and Security Branch for after hours use by NASA.
PROCEDURE: NASA personnel that schedule events after hours must submit a memo to the Conference Program Manager for approval.
NASA Headquarters Services Guide
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A
The Conference Program Manager must receive a memo from the requester with the dates and services needed to support the requested meeting. The memo will be forwarded to the Facilities Management and Security Branch designee for approval.
When approved by Facilities Management and Security Branch the approval and signed request will be forwarded to the Conference Program Manager who will notify the requester. The Scheduling Coordinator will be sent (via FAX) a copy of the signed request.
The Scheduling Coordinator will call the requester to complete a Form 209 which will then be sent to the requester for their approval and signature.
If the auditorium is being scheduled, it should be understood that neither the foyer or the lobby has not been scheduled. The scheduling of the foyer or lobby must be done by the same process that any other room is scheduled.
In consideration of these events, overtime for A/V support, security, cleaning needs, and other logistical requirements will be reviewed before approval is finalized.
CONTACT: Headquarters Facilities Management and Security Branch, Conference Program Manager, Code CFS, Room 1B75, (202) 358-1596, Fax (202) 358-3090.
AUDITORIUM
SERVICE: Provides a seating capacity for groups who have a requirement between 70 and 230 people. The Auditorium supports audio-visual needs including electronic multi-media rear screen projections, press conferences, TV broadcast and NASA Headquarters awards and presentation ceremonies. Due to an increased use of the Auditorium by NASA personnel.
PROCEDURE: Contact the Conference/Meeting Scheduler for requests. The Audio-Visual Program Manager should be contacted if the request involves complex or unusual requirements.
CONTACT: Headquarters Facilities Management and Security
Branch, Audio-Visual Support Services, Code CFS, Room 1V63, (202) 358-0037,
Fax (202) 358-3269.
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NASA Headquarters Services Guide
SERVICE: The Headquarters Human Resources Management Division administers the Incentive Awards Program to assist supervisors and managers to formally motivate and recognize employees, employee groups or contractors whose performance and achievement exceeds normal expectations. Contractors may receive honorary memorabilia; NASA employees may receive cash and/or memorabilia. The Personnel Management Specialists track award funds for each code, and provide advice and processing assistance to Headquarters offices regarding Quality Step Increases, Special Achievement Awards, FAST (on-the-spot) Awards, Group Achievement Awards, Certificates of Appreciation and Career Service recognition, honorary memorabilia, and code-specific recognition requests. The Headquarters Human Resources Management Division processes nominations, procures certificates and honorary memorabilia, and coordinates ceremonies for the annual Headquarters Honor Awards and the Secretarial Awards. Support and assistance are also provided for the Agency Honor Awards.
PROCEDURE: Officials requesting awards must submit a NASA Form 895, "Quality Step Increases," or a narrative request for other types of awards, with code approval, through the code awards coordinator to their Headquarters Personnel Management Specialist, Code CP. Cash award amounts should comply with NMI 3451.1, The NASA Awards and Recognition Program. Each request must be submitted with an original and two copies. Heads of Offices are encouraged to redelegate award approval authority to the lowest level practicable. Award certificates are provided to single-letter code representatives for control and distribution. Award records are maintained in the Headquarters Human Resource Management, and a copy of the Personnel Action for each award is placed in the employee's official personnel folder.
CONTACT: Personnel Management Specialist, Code CP, HQ,
358-4655, Room 6J79. Code W employees, contact your Personnel Officer,
HQ Room 8V69, (202) 358-2560 or 358-2584.
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