NASA Procedural Requirements

NPR 8800.15F Effective Date: October 08, 2024 Expiration Date: October 08, 2029

Subject: Real Estate Management Program

Responsible Office: Office of Strategic Infrastructure

Chapter 5. Facilities Utilization Program

5.1 Overview and Guiding Principles

5.1.1 The Facilities Utilization Program (FUP) was established to ensure that NASA’s facilities operate efficiently in meeting mission and institutional requirements. This is accomplished by:

a. Establishing facilities policies and procedures to meet the Center's requirements in support of NASA's strategic and core capability needs.

b. Maintaining a proactive inventory of the space needs of current and projected occupants and of the portfolio of spaces available to meet those needs.

c. Developing projections of long-term facility requirements necessary to substantiate projects for the Agency’s overall construction program.

d. Optimizing facility utilization.

5.1.2 Terms related to space classification, personnel types, and measurements used in the FUP are defined in Appendices C and D.

5.1.3 NASA Centers shall promote the productive, safe, and efficient utilization of the spaces in their portfolio by leveraging unutilized and underutilized space to the extent practical and by determining the most appropriate means to dispose of space that does not conform to current and/or projected requirements.

5.1.4 CPMs should be included in coordination and provisioning of utilization data related to assets included in the respective portfolios.

5.1.5 Although the titles of personnel responsible for the FUP can vary between Centers, the designation used in this chapter is FUO. The person assigned responsibility for facilities utilization management at a Center shall take on the requirements prescribed for the FUO.

5.2 Roles and Responsibilities

5.2.1 NASA Centers shall:

a. Promote the productive, safe, and efficient utilization of the spaces in the Center portfolio. This is accomplished by:

(1) Leveraging unutilized and underutilized space to the greatest extent practical.

(2) Determining the most appropriate means to dispose of space that does not conform to current and/or projected requirements.

b. Maintain current and accurate operating records of the Center’s facilities and report on their usage and operation as may be required in the RPMS.

c. Ensure the transfer of information from facility operations personnel to the Center FUO on a timely and continuing basis.

5.2.2 The FURB shall ensure that the Center is properly addressing NASA’s objectives for facility utilization, including the following at a minimum:

a. Drafting, for Center Director approval, a charter that is inclusive of all necessary organizations and includes the RPAO, FUO, OCFO, CDPM, and CMP.

b. Establishing facilities requirements to meet the Center’s needs in support of NASA’s strategic goals and core capabilities.

c. Ensuring the optimum allocation of available facilities and related resources to meet the Center’s programmatic and institutional requirements.

d. Developing projections of long-term facility requirements necessary to substantiate construction programs or land acquisition in accordance with the CMP and any relevant Capability Portfolio Framework Plan(s).

e. Identifying real property that may be underutilized and that is excess to NASA needs so that such property may be divested or reused.

f. Ensuring affected CPMs are consulted in divestment decisions at the Center.

g. Identifying underutilized real property that is not excess to NASA’s needs so that such property may be made available for use by others.

h. Ensuring that the RPAO is consulted and the FUO is involved in all real property utilization decisions.

i. Reviewing and concurring on Center policies and procedures for assigning space to civil servants, contractors, other personnel, and organizations. These policies will ensure that space is utilized efficiently while also maximizing the productivity of the workers housed therein and addressing the physical conditions that are unique to each Center and component site.

j. Ensuring proper communication and coordination with the COI on facility utilization actions.

k. Ensuring that the Center uses automated space management tools to facilitate more efficient space management and strategic facilities planning.

(1) Several commercially available software tools enable Centers to:

(a) Maintain and access current space utilization information.

(b) Integrate multiple data sets such as personnel directories and organization codes.

(c) Manage office and other spaces efficiently.

(d) Respond to reporting requirements from NASA Headquarters and other internal and external entities.

(2) Centers shall choose the tool that best meets their requirements and fits within their budget constraints unless an Agency tool is provided.

5.2.3 The FUO shall:

a. Plan and coordinate the assignment of building space, respond to routine requests for facilities adjustments, and maintain an inventory of space assignments.

b. Ensure that facilities utilization reports are submitted annually and on an ad hoc basis for Center, field installation, and Headquarters management use.

c. Validate asset status annually and provide changes in status to the RPAO to update the RPMS.

d. Coordinate with the RPAO, FURB, and the CDPM in developing plans for disposing of real property assets that are no longer needed including leased, owned, permanent, and temporary spaces.

e. Support master planning and programming efforts by providing facilities utilization data to the CMP.

f. Support the operation of the FURB.

g. Notify the RPAO of any changes in type of facility use (i.e., technical space being used for warehouse storage) or real property status on the NF1046. If a facility has been repurposed, the FUO should, in cooperation with the RPAO, consult with facility managers and/or program managers, who typically have the most knowledge regarding facility usage and proper asset classification.

5.3 Requirements for Annual Review and Reporting

5.3.1 The FUO shall perform an Annual Utilization Review of all real property under the Center’s cognizance.

5.3.1.1 In support of the FRPP, the FUO shall ensure that all required utilization data is incorporated into the RPMS by November 15 each year.

5.3.1.2 Upon completion of the annual reports, the Center Director or Deputy Center Director shall submit a signed letter to the Director, FRED certifying that all NASA-controlled real property under the Center’s cognizance has been reviewed, is being put to its best use, and that all RPMS data updates have been entered or provided to the RPAO. Paper copies of annual reports are not required to be submitted with the letter.

5.4 Facility Status and Utilization Categories

5.4.1 Current status and utilization categories were established and defined by the FRPC for Federal agencies and are not unique to NASA. These categories are subject to change each year based on the FRPC’s reporting requirements. FRED may establish status and utilization reporting requirements in addition to those required by the FRPC.

5.4.1.1 FUO will work with the RPAO to ensure the status of facilities is current in RPMS.

5.4.1.2 Current status reflects the predominant physical/operational status of real property assets, and all real property assets will be designated as one of the following categories:

a. Active: Assets that are needed to support a current NASA mission, program, or function.

b. Inactive: Assets that are not currently needed to support a NASA mission or function but have a planned need in the future. The following categories apply to all facilities or parts of facilities that are inactive:

(1) Standby – Assets or portions of assets that are temporarily not in use and have an anticipated reactivation period of less than 36 months. The following conditions characterize standby facilities:

(a) Utility systems and related personal property/collateral equipment have been properly secured as appropriate; equipment is cycled in operation to prevent deterioration.

(b) The facility interior is equipped with appropriate environmental controls to prevent deterioration.

(c) Hazardous materials have been removed.

(d) Personal property is reported to the Center SEMO to determine if it should remain with the facility, be reutilized, or be disposed of.

(e) The facility exterior is inspected routinely, and the integrity and appearance of the exterior shell are maintained.

(2) Mothballed – Assets that are temporarily not in use and have an anticipated reactivation period of more than 36 months. Mothballing generally results in higher first-year costs, but future annual costs are lower due to reduced maintenance and repair requirements. The following conditions characterize mothballed facilities:

(a) Utility systems and related personal property/collateral equipment have been properly prepared for long-term inactivation without significant deterioration. Selected systems, such as cathodic and fire protection systems, are kept in operation and routinely inspected.

(b) The facility interior is equipped with appropriate environmental controls to prevent significant deterioration.

(c) Hazardous materials have been removed.

(d) The facility exterior is inspected routinely, and the integrity and appearance of the exterior shell are maintained.

(e) Personal property is reported to the Center SEMO to determine if it should remain with the facility, be reutilized, or be disposed of.

(3) Abandoned – Assets for which there are no reactivation plans. Facility systems and related personal property/collateral equipment will be considered for excess or identified for use at other NASA locations where it is feasible and cost effective. The following conditions characterize abandoned facilities:

(a) All utilities are secured and disconnected at the first service equipment location outside the facility except for those needed for fire protection, security, or safety.

(b) In coordination with the Center EMO, environmental surveys have been completed and remediation is identified and planned.

(c) All personal property has been removed and accounted for.

(d) Hazardous material removal is complete.

(e) Plans are in place to divest the facility at the earliest practical date.

5.4.2 Change of a Facility’s Status

5.4.2.1 When an asset status changes from active to inactive, the facility exterior doors should remain locked, signage will be posted, and only authorized personnel may enter, where appropriate.

5.4.2.2 The FUO shall work with the RPAO to review and change current status and utilization on an ongoing basis.

5.4.2.3 When the FUO identifies the need to change the status of an asset, the RPAO shall enter the status change in the asset’s RPMS record. Justifications for all status changes should be documented in the RPMS and in the Center’s real property files utilizing NF1046.

5.5 General Guidance for Assignment and Use of Office Space

5.5.1 Centers should refer to Assignment and Utilization of Space, (FMR) 41 CFR pt. 102-79, for guidance on the assignment of space by Federal agencies. The regulation states that an executive branch agency is required to promote maximum utilization of Federal workspace, consistent with mission requirements, to maximize its value to the Government.

5.5.2 In conjunction with a trend toward reducing the Federal Government’s real estate occupancy over the past several years, the Federal Government is allowing more teleworking flexibility for its employees. NASA established NPR 3600.2, NASA Telework Program to provide employees with the flexibility to perform their assigned duties at home or other approved worksite, and to leverage that NPR, NASA adopted the “Work from Anywhere” program in 2012 to maximize employee productivity, innovation, and ultimately, NASA mission success.

5.5.13 Within the context of increased workplace flexibilities and reduced facilities resources, Centers shall work toward reducing office space whenever possible, and FUOs are encouraged to advocate for new and innovative approaches to reducing office space, such as hoteling and shared workspaces.

5.5.4 Future of Work

5.5.4.1 NASA seeks to remain a model employer within the Federal workforce and strengthen its commitment to NASA’s mission. Embracing a mobile and technology-forward future, this effort is driven by the following principles.

a. Hybrid Work Flexibility – finding a balance of in-person and remote work strategies to create a future that enables the best of both.

b. Activity-Based Planning – providing supervisors and employees with a variety of space types in the office and a choice on where, when, and in what space they perform work based on the task at hand.

c. Intentional Inclusion and Equity – providing an environment conducive to high engagement, successful team-building, and equal opportunity regardless of work location.

d. One NASA - attracting, developing, advancing, and retaining the NASA workforce by leveraging an all-NASA mindset and a continuing focus on mission success.

5.5.4.2 As part of the Future of Work effort to shift from a traditional to a hybrid work posture, Activity-Based Planning methods have been introduced to move away from the traditional concept of one person, one desk towards a model of assigning workspace based on the activity or type of work being accomplished to meet the needs of a hybrid organization. A hybrid work environment is facilitated through various levels of workspace assignment such as:

a. Hoteling – the method of office management in which workers dynamically schedule their use of workspaces such as desks, cubicles, and offices.

b. Shared workspace – the method of assigning a single workspace (desk, cubicle, or office) for use by two or more individuals usually based on schedule. A shared space should have an expected scheduled usage for 80 percent of the work week; for example, two employees utilize the space, each two days per pay period; or three employees share the space, one utilizing it two days per week and two using it one day per week for a total usage of four days per week.

c. Assigned workspace – the method of assigning a dedicated workspace to an employee assigned to a location. Assigned workspaces include closed office space as well as open spaces such as cubicles.

5.5.4.3 Table 5-1 shows the recommended criteria to use when assigning individual office space. This is the Agency’s recommended workspace usage posture; implementation details are intended to be coordinated at the Centers. Exceptions such as mission needs and reasonable accommodations are expected.

Table 5-1 Office Space Allowances for NASA Staff

5.5.5 The guidance in this chapter is intended to establish a foundation upon which Centers can build their own space management procedures.

5.5.6 Specific exceptions to this guidance should be coordinated through the Center FUO.

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