Michael (Mike) ShowersPresentation to National Property Management

AssociationNES 2012

NPD/NPR 4500 (The NASA Manual)

DoD Changes and The Impact on NASA

Latest FAR Change Space Shuttle Closeout “What’s going on in DC” NESS

Purpose – Provide Guidance to NASA Personnel Fill in the gaps in DoD guidance related to NASA

Provide a partial replacement for DoD 4161.2M Address NASA specific requirements

Internal and external NASA delegations Financial and other reporting requirements

Assure NASA CFO that we are providing adequate attention to management controls Goal of establishing the PMSA as a “Performance

Audit” Better defining testing requirements and methods in

audits Assuring, at minimum, existence and completeness

testing

Content - 8 ChaptersFull range of Property Administration

Activities Chapter 1, General –

Defines objective, scope, Provides authorities, Defines responsibilities for NASA

personnelEstablishes a deviation process

Chapter 2, Pre-award Processes – Speaks to procurement support, solicitation

reviews Provides specific guidance for administration

of contracts for contractors operating in and out of NASA installations/facilities

Addresses the use of VCS, ILPS, Customary Commercial Practice, and existing procedures and systems in proposals

Speaks to level of review Considers past performance

Chapter 3 – Delegation Off-site delegation requirements

Provides policy regarding off-site delegations Requires use of NESS to maintain delegation

recordkeeping Retention of On-Site PA

Requires that on-site Property Administration be performed by a NASA PA

Links contractor performance evaluations to PA/IPO findings

Addresses CO retention of Property Administration Requires that CO perform all PA activities, including

Plant Clearance and PMSAs

Chapter 4 – NASA Property Administration Requirements Transfer requirements

To and from contractors Between contracts Addresses COTR involvement Use of clauses Recordkeeping requirements

Loss Management Administration of reports Actions related to decisions to hold responsible

Chapter 5 – Property Management System Audit Establishes purpose of audit Relates audits and audit schedules to risk Provides guidance on sampling and testing for all

outcomes and segments of a property system Speaks to the applicability of self assessments Addresses anomalies vice systemic deficiencies Sets documentation/recordkeeping requirements Addresses contact with contractor via entrance

and exit conferences

Chapter 6 – Reporting Financial reporting

NF1018 NESS PA/IPO/IPMS responsibilities

Metrics Solicitation/Proposed System Review ratios High Risk Contractor/PMSA performance ratio Overall contract base/PMSA performance ratio Unresolved findings

Chapter 7 – Special Contract Situations Progress Payments Contracts SBIR Contracts Storage of property

During a contract when reported by contractor as excess

After contract completion Major program property administration Foreign contracts On-site contractors Other Instruments

Space Act Agreements CRADAs

Chapter 8 – Contractor Inventory Disposition Plant Clearance Delegation Contractor disposition costs Retention of disposition for on-site contractors CO retention of plant clearance

Abandonment determination process IPO oversight Coordination of PA and PLCO activities Onsite disposition Delegated Plant Clearance

Actions/Reports/PCARSS Exchange/Sale

Status Completed internal review at IPO level In the hands of the editors Will have to proceed through NODIS (internal

NASA system) reviews Bottom line, probably still a year away

DFARs change related to business system administration

Change affecting NASA Removes authority of PA to provide pass/fail

recommendation on contractor property systems

Retains that authority for ACO at DoD Uses DoD systems to report deficiencies and

require corrective actions (CAR) Positive

Raises Property Management to the same level as other business systems

NASA Situation Problem

NASA Contract Administrators not familiar with property IPO interface will be required EWAM will have to be available to all IPOs

Solution Revision to PA Delegation instructions Lay out differences between DoD and NASA requirements Request that DoD Documentation will be forwarded to NASA

Expect PA statement on whether systems meet or do not meet contract requirements (specifically those in FAR 52.245-1(f))

Retains other PA related requirements

Defines “loss” as inclusive of LDD&T throughout FAR

Changes Part 45 scope to incorporate IAGP concept

Redefines “Acquisition Cost” as “Unit Acquisition Cost”

Removes adequate/inadequate language and replaces with compliant or noncompliant with contract requirements

Limits use of FAR 52.245-2 to fixed price contracts

Incorporates “customary commercial practices” with VCS and ILPS language

Restates and clarifies loss reporting requirements

Addresses requirements for abandonment/destruction determinations

Follows Government priorities for disposition when abandonment/destruction is not appropriate Agency reuse Federal Reuse Donation to eligible recipients Sale

Defines production scrap and reduces its reporting requirements

Encourages Exchange/Sale processes

Property to be “transitioned” by March 2013

Many items reserved for future NASA work Used in relation to Space Act Agreements Used in support of Commercial Space Launch

Agreements Used to support SLS Program

Artifact working group 13 offerings of property internal and

external Screened over 32,000 items of property Reutilized over 3,000 items within NASA

public affairs programs, by donation to schools and museums

http://gsaxcess.gov/NASAWel.htm

Shuttle delivery Discovery delivered to NASM Enterprise delivered to Intrepid Museum Endeavor scheduled to be delivered to California

Science Center later this year Atlantis moved to the KSC Visitor’s Center later

this year, opening next year Related Major Items

Shuttle Display formerly at KSC Visitor’s Center to JSC

Model of external tank from JSC moving to Wings of Dreams Museum

Electronic stewardship Will affect disposal of just about everything NASA working with UNICOR to address e-

stewardship at most locations Data – data – data

Proper methods for destruction of data on storage devices still in play with NASA CIO. Could affect disposal of just about everything

New standards from NIST recently released Driving change from our CIO to their draft regulations

Most NASA data storage devices must be destroyed

Working on an email submission program Will allow contractors to submit the 1018 form

via email Will not require IDMAX access Planned for 2013 reporting period

IDMAX/NAMS implementation on hold until “Federal Bridge” in effect at NASA DCMA/ONR need not have NASA IDMAX

Access Contractors not required to have NASA IDMAX

Access

Go to NESS Homepage

www.ness.gsfc.nasa.gov

Click “Request Access”

Click “Request Access”

Click “New User Radio Button”

then…

Click “New User Radio Button”

then…

Click “Next Step” Button

Click “Next Step” Button

Click “do not have a NASA Agency User ID”

then…

Click “do not have a NASA Agency User ID”

then…

Click “Next Step” Button

Click “Next Step” Button

Click “Contractor/DoD/NASA Radio Button”

then…

Click “Contractor/DoD/NASA Radio Button”

then…

Click “Next Step” Button

Click “Next Step” Button

Click the appropriate user

type then…

Click the appropriate user

type then…

Click “Next Step” Button

Click “Next Step” Button

READ THE USER TYPES, THEN….READ THE USER TYPES, THEN….

Select your company’s cage

code from the drop down list” then…

Select your company’s cage

code from the drop down list” then…

Click “Next Step” Button

Click “Next Step” Button

Enter your contact information, then…

Enter your contact information, then…

Click “Next Step” Button

Click “Next Step” Button

Enter your address only if different from the cage code

address, then…

Enter your address only if different from the cage code

address, then…

Click “Next Step” Button

Click “Next Step” Button

Enter your supervisor’s

contact information,

then…

Enter your supervisor’s

contact information,

then…

Click “Next Step” Button

Click “Next Step” Button

If you have more cage codes, select them

here, then select applicable NASA

contract numbers then…

If you have more cage codes, select them

here, then select applicable NASA

contract numbers then…

Click “Verify information and submit ” Button

Click “Verify information and submit ” Button

Verify that the information on

the page is correct, then…

Verify that the information on

the page is correct, then…

Click “Print Application” Button

Click “Print Application” Button

This page has submission

information for the NESS hard copy…Yes, a

hard copy is still required.

This page has submission

information for the NESS hard copy…Yes, a

hard copy is still required.

The first page of the hard copy of the form will look like this….The system will prompt you to

print the form using your system’s

normal print call pop-up.

The first page of the hard copy of the form will look like this….The system will prompt you to

print the form using your system’s

normal print call pop-up.

Your supervisor must sign and date

here, then….

Your supervisor must sign and date

here, then….

You must sign and date here

You must sign and date here

Submit the form according to

these instructions…

You will receive two emails.

Submit the form according to

these instructions…

You will receive two emails.

Michael (Mike) ShowersNASA Headquarters, Washington, DC 20546-0001Michael.showers-1@nasa.govPhone: 202.358.0272FAX: 202.358.3068

Contact Me At: