AFOP-8730.5-007-2.pdf

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Armstrong Flight Research Center AFOP-8730.5-007, Revision A Edwards, California 93523 Expires April 1, 2024

Compliance is mandatory.

SUBJECT:

Quality Assurance Procedures

RESPONSIBLE OFFICE:

Quality Assurance Branch

Quality Assurance Procedures AFOP-8730.5-007, Revision A Expires April 1, 2024

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AFOP-8730.5-007, Quality Assurance Procedures Concurrence Signatures

By signing this concurrence, I accept the requirements that apply to my organization.

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CONTENTS

CHAPTER 1 – INTRODUCTION

1.1 SCOPE, APPLICABILITY, & WAIVER

1.1.1 Scope

1.1.2 Applicability

1.1.3 Waiver

1.2 OBJECTIVES & METRICS

1.3 RELEVANT DOCUMENTS

1.3.1 Authority Documents

1.3.2 Referenced Documents

1.3.3 Informational Documents

1.3.4 Forms

1.4 MANAGEMENT RECORDS & RECORDS RETENTION

CHAPTER 2 – PRODUCT QUALITY DEFICIENCY REPORTING FOR DEFENSE

LOGISTICS AGENCY (DLA) HARDWARE

2.1 ENROLLMENT

2.2 ON-CALL JDRS CLEARING HOUSE POINTS OF CONTACT

2.3 PRODUCT QUALITY DEFICIENCY REPORT (PQDR) BACKGROUND

2.4 PRODUCT QUALITY DEFICIENCY REPORT (PQDR)

2.5 ACCEPTANCE INSPECTION DEFICIENCY REPORT (AIDR)

2.6 PQDR MATERIAL QUALIFIERS

2.7 CREDIT REVERSAL PROCEDURES

2.8 PQDR DISCREPANCY EXCLUSIONS

2.9 PQDR CATEGORIES:

2.10 ORIGINATOR / QUALITY ASSURANCE

2.11 EXHIBIT PROCESS (JDRS)

2.12 EXHIBIT PROCESS TIMELINES

2.13 ORIGINATOR

2.14 QUALITY ASSURANCE

2.15 PQDR FLOWCHART

2.16 FLOWCHART NOTES

CHAPTER 3 – GOVERNMENT INDUSTRY DATA EXCHANGE PROGRAM (GIDEP)

ALERT/ NASA ADVISORY PROCESS

3.1 RECEIVE GIDEP ALERT OR NASA ADVISORY FLOWCHART

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3.2 ISSUE GIDEP ALERT OR NASA ADVISORY FLOWCHART

CHAPTER 4 – PROCUREMENT QUALITY ASSURANCE (PQA) PROCESS

4.1 PQA REQUIREMENTS FOR SUPPLIER QUALIFICATION

4.1.1 Posting QSL on Managed Archive and Retrieval System (MARS)

4.1.2 Requalification of Suppliers

4.1.3 Use of Not Qualified Suppliers

4.1.4 NASA Aircraft Management Information System (NAMIS):

4.2 REVIEW OF ACQUISITION DOCUMENTS

4.2.1 Purchases by the Acquisition Office

4.2.2 Draft Memorandum of Agreement / Understanding (MOA / MOU)

4.2.3 Letter of Delegation (LOD)

4.2.4 DD Form 250 Material Inspection and Receiving Report (MIRR)

4.3 SHIPPING & RECEIVING INSPECTION

4.3.1 Shipping

4.4 RECEIVING

4.4.1 Acquisitions

4.4.2 Receiving Inspection Process Guidelines

4.4.3 Handling and preservation practices shall include:

4.5 Processing Documentation Problems

4.6 PROCESSING A NONCONFORMANCE

4.7 PRESERVING INTEGRITY OF RECEIVED ARTICLES

4.8 Material Review Board (MRB) Participation at Supplier

4.9 MATERIAL REVIEW BOARD AT THE CENTER

4.10 RAW MATERIAL RECEIVING CERTIFICATION & INDEPENDENT

VERIFICATION

4.11 MICRO-THRESHOLD PURCHASES

4.12 SIMPLIFIED ACQUISITIONS

CHAPTER 5 – QUALITY ASSURANCE (QA) AUDITS

5.1 TYPES OF AUDITS

5.1.1 Research Aircraft, Project, and Support Aircraft Audits

5.1.1.1 Notification for Research Aircraft, Project, and Support Aircraft Audits .. 45

5.1.2 Contractor Audits/Surveillance

5.1.2.1 Notification for Contractor Audit

5.1.3 Process Audits

5.1.3.1 Notification for Process Audits

5.1.4 Records/NAMIS Audits

5.1.4.1 Notification of Records/NAMIS Audits

5.1.4.2 Finding Categories

5.1.5 Audits in Support of Internal Control and Management Systems (ICMS) or As- Requested Audits

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5.2 AUDIT PROCESS FLOW

5.3 FLOW CHART(S)

5.3.1 AUDIT NOTIFICATION AND RESULTS FLOWCHART

5.3.2 FINDINGS FLOWCHART

5.3.3 VERIFICATION / EFFECTIVENESS

5.4 ESCALATION ACTIVITIES

5.4.1 Escalation Corrective Action Plans, Corrections or Observations (OBS)

5.4.2 Escalation of Nonconformance (NC) and Observations (OBS)

CHAPTER 6 - FLIGHT ARTICLE ACCEPTANCE TEAM (FAAT)

6.1 FLOWCHART

6.2 FLIGHT OPERATIONS DIRECTORATE Roles and RESPONSIBILITIES

6.2.1 Flight Operations Directorate

6.3 ACCEPTANCE TEAM Roles and RESPONSIBILITIES

6.3.1 Operations Engineering Branch

6.3.2 Maintenance Chief

6.3.3 Maintenance Branch

6.3.4 Aircraft Records Branch

6.3.5 Quality Assurance Branch

6.3.6 Safety & Environmental Branch

6.3.7 Subject Matter Expert

6.4 FLIGHT ARTICLE ACCEPTANCE PROCEDURE

6.4.1 Form AFRC 80750, Flight Article Acceptance Inspection Criteria

6.4.1.1 FAAT

6.4.1.2 Flight Operations Directorate

6.4.1.3 Quality Assurance Branch

6.4.2 Acceptance of FAA Aerospace Vehicle

CHAPTER 7 - Inspection Stamp Program

7.1 PURPOSE

7.2 Roles and RESPONSIBILITIES

7.2.1 Quality Assurance Branch Chief

7.2.2 Inspection Stamp Custodian

7.2.3 Branch Chiefs

7.2.4 Inspectors

7.2.5 Contractor’s Management

7.3 TYPES OF INSPECTORS

7.4 METHODS FOR INDICATING INSPECTION STATUS

7.5 CATEGORIES OF STAMPS

7.5.1 Controlling Access to Inspection Privileges

7.5.2 Inspector Qualifications

7.6 PROCEDURE FOR ISSUANCE OF INSPECTOR PRIVILEGES

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7.7 ANNUAL TRAINING

7.8 SUSPENSION OF INSPECTION PRIVILEGES

Suspension Stamp Privileges may be suspended if:

7.9 REVOCATION OF INSPECTION PRIVILEGES

7.10 LOST STAMPS

7.11 RETURNING STAMPS

7.12 SURVEILLANCE

CHAPTER 8 - Product Assurance

8.1 PROJECT SUPPORT

8.1.1 Document Review

8.1.2 Quality Plan

8.1.3 Oversight Activities

8.1.4 NAMIS Reviews

8.1.5 Projects Audits

8.2 QAS INSPECTION ACTIVITIES

8.3 Inspection Methods

8.4 Voiding a Stamp Impression

8.5 Closeout Photography

8.6 Tamper Seals/Torque Stripe

8.7 Nonconformance (excluding shipping and receiving)

8.8 Government Mandatory Inspection Point (GMIP)

8.8.1 Aircraft General

8.8.2 Engines

8.8.3 Support Facilities (back-shops)

8.8.4 Potential Mandatory Inspection Points

8.8.4.1 Aerospace Vehicle Acceptance Inspection

8.8.4.2 DD Form 1149, Requisition & Invoice/Shipping Document

8.8.4.3 DD Form 250

APPENDIX A, Definitions

APPENDIX B, Acronyms

APPENDIX C, Requirement Verification Matrix

APPENDIX D, Typical Items Requiring Quality Documents

APPENDIX E, Typical Items Requiring Safety, Health, and Environmental Review100

APPENDIX F, Risk Analysis Chart

APPENDIX G, DD Form 250 Instructions

APPENDIX H, Websites

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APPENDIX I, Special Processes

APPENDIX J, NASA Standards

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CHAPTER 1– INTRODUCTION

1.1 SCOPE, APPLICABILITY, & WAIVER

1.1.1 Scope

This procedure applies to all activity and work on flight articles, aircraft, flight hardware, or aircraft-related equipment (i.e., interfaces with flight hardware) associated with Armstrong Flight Research Center (AFRC, hereinafter referred to as Center) operations at home station or deployed locations.

A. All Defense Logistics Agency (DLA) requirements for Product Quality Deficiency Reporting (PQDR).

B. All purchases made using government funds.

C. All acquisitions made for aircraft parts to include Government Industry Data Exchange Program (GIDEP) and ERAI.

D. Purchase orders using credit cards, contracts, and grants.

E. Center audits.

F. Contractor surveillance.

As used in this document, the Center includes the Air Force Test Center (AFTC) site as well as building 703 (B703) in Palmdale.

1.1.2 Applicability

This procedure applies to Center personnel to include individuals detailed from another Center in the Flight Operations Directorate, Mission Operations Directorate, Research & Engineering Directorate, and Safety & Mission Assurance Directorate who perform Quality Assurance duties. These individuals may be civil servants or contractors.

NOTE

All references in this document that refer to the Quality Assurance Branch Chief also include the Deputy Branch Chief with the same decision authorities.

1.1.3 Waiver

All requests for deviation from this procedure may be approved by the Quality Assurance Branch Chief or designee. Waivers and variances granted to this procedure shall be documented in accordance with AFPR-7123.2-001, Waivers and Deviations to Technical Requirements and Standards.

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The procurement process, including the use of the Center quality documents and qualified suppliers list (QSL), is emphasized and outlined in this document. For suppliers that require a waiver, Procurement Quality Assurance (PQA) shall use form AFRC 80333, Non-Approved Supplier Waiver and, once complete, send to the designated personnel for signature.

If aircraft part is flight critical, an AFRC 10117f shall be completed and signed by Armstrong’s Chief Engineer before purchase.

1.2 OBJECTIVES & METRICS

PQA

Objective: Comply with quality requirements for aircraft-related components/services and electrical, electronic, and electromechanical (EEE) components.

Target: 95% of aircraft-related parts/services and EEE components have correct quality attachments.

• 95% of aircraft-related components meet the scope of approval requirements.

• 95% of suppliers are on the QSL and/or waived.

Metric: Percentage of aircraft component orders that meet: quality attachments, scope of approval, and QSL.

Metric data collection and formulation: Obtain from Acquisitions and National Aeronautics and Space Administration (NASA) Shared Service Center (NSSC), purchase card log, and calculate in spreadsheet.

Where reported: Quality Assurance Branch Chief

How often reported: Monthly

1.3 RELEVANT DOCUMENTS

AFRC documents can be found at https://odie.ndc.nasa.gov/SitePages/Home.aspx.

1.3.1 Authority Documents

AFOP-1720.5-003 Project and Project Management Manual

AFPR-7123.2-001 Waivers and Deviations to Technical Requirements and Standards

AS 9100 Aerospace Standard

CFR Title 48 Chapter I Federal Acquisition Regulation (FAR)

49 CFR Hazardous Material Regulation

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COMNAVAIRFORINST

4790.2

Naval Aviation Maintenance Program (NAMP) Volume V

NASA FAR

Supplement 1846.6

Material Inspection and Receiving Reports (DD Form 250)

NPD 8730.2 NASA Parts Policy

NPD 8730.5 NASA Quality Assurance Program Policy

NPR 1441.1 NASA Records Management Program Requirements

NPR 5100.4 NASA Federal Acquisition Regulation Supplement

(NFS)

NPR 6000.1 Transportation Management

NPR 7900.3 Aircraft Operations Management

NPR 7900.4 NASA Aircraft Operations Management

NPR 8715.3 NASA General Safety Program Requirements

NPR 8735.1 Procedures for Exchanging Parts, Materials, Software, and Safety Problem Data Utilizing the Government-Industry Data Exchange Program (GIDEP) and NASA Advisories

NPR 8735.2 Management of Government Quality Assurance Functions for NASA Contracts

T.O. 00-35D-54 USAF Deficiency Reporting, Investigation, and resolution

1.3.2 Referenced Documents

AFOP-8730.2-001 Aircraft Parts Purchasing

AFOP-4200.1-001 Asset Management (Personal, Real, & Industrial Property)

AFOP-6200.1-001 Transportation Management for Incoming Shipments

AFOP-7120.5-003 Project Managers Manual

AFOP-7900.3-002 Aircraft Maintenance & Safety Manual

AFOP-7900.3-005 Aircraft Parts Control & Identification

AFOP-7900.3-009 Technical Library Ordering & Document Control

AFOP-7900.3-012 Maintenance Directives (MD) on Armstrong Controlled Aircraft

AFOP-7900.3-015 Aerospace Vehicle Acceptance Inspection

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AFOP-7900.3-026 Aircraft Documentation

AFOP-8730.5-002 Requests for Nondestructive Inspection (NDI)

AFOP-8730.5-003 Inspection Stamp Control

AFOP-8730.5-007 Quality Assurance Procedures

AFOP-8739.6-001 Electrostatic Discharge (ESD) Control Program

AFOP-8719.12-002 Explosive Safety Requirements, Devices Acquisition, Control, and Disposition

Environmental Systems Management Training

AFOP-1280.1-003 Finding Review, Execution, and Closure

AFPR-7123.2-001 Waivers and Deviations to Technical Requirements and Standards

NASA-STD-8719.12 Safety Standard for Explosives, Propellants, and Pyrotechnics

1.3.3 Informational Documents

AC 21-29 Detecting and Reporting Suspected Unapproved Parts

AS 5553 Counterfeit Electronic Parts; Avoidance, Detection, Mitigation, and Disposition

AS 6081 Certified Distributor

IDEA-STD-

1010-A

Acceptability of Electronic Components Distributed in the Open Market

NAS 410 NAS Certification & Qualification of Nondestructive Test Personnel

1.3.4 Forms

NASA forms may be found at https://nef.nasa.gov/nef/.

AFRC 10117f Request for Deviation or Waiver

AFRC 11348 Issue Release/Receipt Document

AFRC 50430 Purchase Requisition Supplement

AFRC 60065 Shipping Document

AFRC 60490 Incoming Inspection Nonconformance Report

AFRC 70396 Aircraft Related Parts and Material Request

AFRC 80259 Supplier Inspection / Test Report

AFRC 80332 Aircraft Parts QA Receiving Inspection Log

AFRC 80333 Non-Approved Supplier Waiver

AFRC 80341 Supplier Assessment Worksheet

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AFRC 80452 Nonconformance Log

AFRC 80750 Flight Article Acceptance Inspection Criteria

DD Form 250 Material Inspection and Receiving Report

DD Form 361 Transportation Discrepancy Report (TDR)

DD Form 1149 Requisition and Invoice/Shipping Document

DD Form 1172-2 Application for Department of Defense Common Access Card (DEERS) Enrollment

DD Form 1348-1A Issue Release/Receipt Document

DD Form 1574 Serviceable Tag

DD Form 1575 Suspended Tag - Material

DD Form 1577 Unserviceable Tag

DD Form 1608 Unsatisfactory Material Report

DD Form 2332 PQDR Exhibit Tag

DD Form 250 Material Inspection And Receiving Reports

NASA Attachment Q-8

Identification, Marking and Shipping Requirements for Pyrotechnic Article Procurement (Available from the S&MA Quality Assurance web page under “QA Attachments”)

NF 1430B Quality Assurance

NF 1707 Special Approvals and Affirmations of Requisitions

OPNAV 5239/14 System Authorization Access Request Navy (SAAR-N)

FAA 8130 Airworthiness Approval Tag

1.4 MANAGEMENT RECORDS & RECORDS RETENTION

Destruction of any records, regardless of format, without an approved schedule is a violation of Federal law.

See the Safety & Mission Assurance Directorate record type and records plan and inventory for storage location, retention requirements, and ultimate disposition for the following management records associated with this procedure:

1. PQDR log

2. GIDEP Email notifications

3. Supplier qualification information contained in the PQA database

4. Audit File

5. Audit Findings and Corrective Actions

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CHAPTER 2– PRODUCT QUALITY DEFICIENCY

REPORTING FOR DEFENSE LOGISTICS AGENCY (DLA)

HARDWARE

2.1 ENROLLMENT

Access shall be approved by Quality Assurance Branch. Users will obtain Defense Department (DD) Form 1172-2, Application for Department of Defense Common Access Card- Defense Enrollment Eligibility Reporting System (DEERS) Enrollment, to gain access to the Joint Deficiency Reporting System (JDRS), https://jdrs.mil.

To use the web site, OPNAV 5239/14, System Authorization Access Request Navy (SAAR-N), will be completed and faxed to the JDRS Enrollment Team at 1-888-832-5972.

2.2 ON-CALL JDRS CLEARING HOUSE POINTS OF CONTACT

NAVAIR AIR FORCE ARMY COAST GUARD

888-832-5972 937-257-7164 256-313-8978 252-335-6817

252-464-9232

Web site: https://jdrs.mil

2.3 PRODUCT QUALITY DEFICIENCY REPORT (PQDR) BACKGROUND

The PQDR within the JDRS is the primary tool used for receiving feedback from material users on the state of systems and equipment issued through the supply system.

The primary purposes of a PQDR are:

A. Report nonconformances

B. Provide a vehicle to recover material cost

C. Initiate steps to effect corrective and preventative actions

D. Recommend and authorize credit for valid PQDRs.

2.4 PRODUCT QUALITY DEFICIENCY REPORT (PQDR)

PQDRs are reports of deficiencies on hardware or software that result from an initial failure, defect, or nonconforming condition discovered on a new, newly repaired, revised, installed, or overhauled product. PQDRs include failures that result after the item was placed in service that are suspected as latent defects or quality escapes resulting from poor workmanship, Before use, check the Master List to verify that this is the current version. For reference only when printed. This nonconformance to applicable specifications, drawings, standards, processes, or other technical requirements. PQDRs will detail the specifics of the quality-related failure or defect and include information such as time in operation prior to failure or deficiency discovery; digital photos of the defect, data plates, markings, and any documentation received with the discrepant part. Typically, this occurs when that product is placed in service or when a defect is found during receiving inspection other than shipping related defects (refer to Chapter 4, Section 4.4.2 of this document). PQDRs also include the reporting of failures that occur on contractually prescribed warranted items within the warranty period. All warranty periods will be determined by the manufacturer of the defective items. Quality Assurance will contact Logistics to confirm the existence of any warranty on a deficient item requiring a PQDR. If a warranty is applicable, the deficiency will be reported in JDRS. Quality Assurance will work with Logistics and shipping and receiving to turn warrantied item back to vendor/depot facility.

2.5 ACCEPTANCE INSPECTION DEFICIENCY REPORT (AIDR)

This report type is used to identify discrepancies discovered during acceptance inspections performed on aircraft, engines, engine modules, major assemblies, support systems, and equipment. Reportable discrepancies are those that are attributable to non-conformance to applicable specifications during manufacture, repair, modification, or maintenance associated with the general work requirements and contract specifications of the work performed.

2.6 PQDR MATERIAL QUALIFIERS

Items which may qualify for a PQDR:

A. New procurements from a private contractor, including local and purchase card procurements;

B. Repaired, restored, or overhauled by a private contractor or Depot activity; and

C. Manufactured or certified by a Depot activity.

One objective of the Department of Defense (DoD) PQDR process is to obtain restitution for defects reported on new or newly repaired or overhauled government materiel. Restitution may be in the form of exchange or obligated price credit or replacement in kind.

To obtain credit, customers will provide a copy of the ‘’credit authorization’’ received within the PQDR confirmation message when the report was successfully submitted to JDRS.

2.7 CREDIT REVERSAL PROCEDURES

If it is determined that a NASA PQDR meets submission criteria, NASA Quality Assurance office will initiate a request for credit reversal through the JDRS System. This process provides a credit reimbursement back to the account that purchased the defective item. The

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Quality Assurance PQDR representative will forward copy of credit reversal document back to the Finance Management Branch for proper return/refund to account purchased from. The Finance Management Branch will create an account receivable to allow refund electronically.

2.8 PQDR DISCREPANCY EXCLUSIONS

Discrepancies NOT Qualifying as a PQDR:

A. Failure because of improper or inadequate maintenance or operation;

B. Failure with normal use within reasonable range of life expectancy;

C. Receipt of incorrect material or non-receipt, shortages/overages, and discrepancies in preservation, packing, or marking (Supply Deficiency Report (SDR) applies);

D. Transportation discrepancies (DD Form 361 applies); and

E. Subsistence material deficiencies (DD Form 1608 applies).

2.9 PQDR CATEGORIES:

Categories are defined for the Air Force in T.O.00-35D-54 Table1-2 DR Category (CAT) and priority determination for the Navy in COMNAVAIRFORINST 4790.2 Volume V Chapter 10. It also can be found on the JDRS web site.

CATEGORY I

All Category I PQDRs (loss of life or catastrophic failure of major weapon system.) will be submitted to the appropriate agency within 24 hours of notification to the Quality Assurance Office.

PQDR will include Category I justification.

CATEGORY II

Category II PQDRs are used for quality deficiencies assessed to have significant and widespread material or human resource impact, but do not affect safety of personnel. CAT II PQDRs will be submitted within 5 working days after the discovery of the deficiency.

2.10 ORIGINATOR / QUALITY ASSURANCE

Originator: (technician, receiving inspector, or mechanic) discovers a product quality deficiency and reports it to the activity’s designated originating point (NASA Quality Assurance).

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Quality Assurance: In turn, submits the PQDR to the appropriate screening point for the Air Force, Army, Coast Guard, and Navy. Deficient material is to be secured, segregated, tagged, and held for disposition instructions at Quality Assurances holding areas (Warehouse 6/ B703).

2.11 EXHIBIT PROCESS (JDRS)

A. PQDR: Exhibit is tagged (DD 1575 & DD 2332), secured, segregated, and stored at the (QA holding areas) in shipping and receiving area.

B. Exhibit request: Sent (if applicable) by action/support point to facilitate investigation.

C. Exhibit disposition: Sent by action point (Depot facility) through JDRS after investigation or if exhibit is not required.

2.12 EXHIBIT PROCESS TIMELINES

Held by originator for up to 60 days.

A. Action point requests exhibit within 15 days of receipt of PQDR

B. Shipping instructions to originator

1) CAT I – 5 days

2) CAT II – 10 days

3) Originator ships exhibit to action/support point

4) CAT I – 3 days

5) CAT II – 6 days

C. Action point (Depot) provides disposition instructions within 10 days of PQDR closure or if exhibit not required.

2.13 ORIGINATOR

Contact NASA Quality Assurance PQDR representative to start the PQDR process.

The originator is responsible for identifying and documenting deficient conditions and ensuring potential exhibits and supporting data are secured and available for evaluation.

2.14 QUALITY ASSURANCE

Initiate the appropriate PQDR or AIDR using the JDRS DR Submission Tool and provide a detailed problem summary that clearly substantiates the report with the criteria for the deficiency type.

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PQDRs will detail the specifics of the Quality-related failure or defect and include information such as time in operation prior to failure or deficiency discovery; digital photos of the defect, data plates, markings; and any documentation received with the discrepant part.

Quality Assurance will receive an email from the JDRS website stating the results of the PQDR submission within the allotted timeline.

If the Quality Assurance office disagrees with the DR response, resolution, or credit reversal request, it will contact the appropriate Depot facility within 15 calendar days of the contested action to attempt resolution of the disagreement at the lowest level.

If the disagreement cannot be satisfactorily resolved, the Quality Assurance office will document justification for the disagreement in JDRS Tech Dialog and elevate the disagreement to their command point of contact (POC) for guidance.

Notify Acquisitions of charge reversal.

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2.15 PQDR FLOWCHART

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2.16 FLOWCHART NOTES

Remark A All Category I PQDRs (loss of life or equipment) will be submitted to the appropriate agency within 24 hours of notification to the Quality Assurance Office. Category II will be submitted within 5 working days after the discovery of the deficiency. Categories are defined for the Air Force in T.O.00-35D-54 Table1-2 DR Category (CAT) and priority determination and for the Navy in COMNAVAIRFORINST 4790.2 Volume V Chapter 10. It also can be found on the JDRS web site.

Remark B Upon receipt of copy of PQDR from a Quality Assurance specialist (QAS), at the direction of the Quality Assurance Branch Chief, a One-Time Inspection (OTI) Technical Directive may be issued for all affected Center aircraft through the Maintenance Operations Office.

Remark C Branch of service is determined by the requisition number and depot from which the item was procured.

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In addition, as much information as possible will be obtained for completing the PQDR on JDRS website, such as:

1. Identify source

2. Manufacturer’s code

3. Purchase order number

4. Requisition number

Remark D The Report Control Number on the online PQDR will consist of the following:

1. Unit Identification Code: the Code will be 809103 for the Air Force or N66684 for the Navy

2. Followed by 2 –digit ‘calendar’ (non-fiscal) year

3. Followed by 4-digit sequential number: The 4-digit sequential number will start with ‘01’ at the beginning of each calendar year.

a) Air Force example: 809103-07-0001

b) Navy example: N66684-07-0001

Remark E Include the following statements in PQDR block 22:

1. ‘Since NASA is a cash reimbursable account, request full credit or return of asset.’

2. ‘For message traffic, please respond to information group code address: NASA /

ARMSTRONG FLIGHT RESEARCH CENTER EDWARDS AFB, CA’

Remark F The PQDR log book is maintained in the Quality Assurance Branch.

Category II PQDR’s will be tracked by Julian date annotated in the JDRS system. It is block # 4 of the printed Deficiency Report.

Remark G Generate printout and file in front of PQDR Log Book. File disposition in the PQDR Log Book.

Remark H Charge will be reversed or replacement part will be sent.

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CHAPTER 3 – GOVERNMENT INDUSTRY DATA

EXCHANGE PROGRAM (GIDEP) ALERT/ NASA ADVISORY

PROCESS

3.1 RECEIVE GIDEP ALERT OR NASA ADVISORY FLOWCHART

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3.2 ISSUE GIDEP ALERT OR NASA ADVISORY FLOWCHART

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CHAPTER 4 – PROCUREMENT QUALITY ASSURANCE

(PQA) PROCESS

4.1 PQA REQUIREMENTS FOR SUPPLIER QUALIFICATION

Aircraft-related parts and services (flight articles) and EEE components will only be acquired from qualified suppliers on the Qualified Suppliers List (QSL) or suppliers that have an approved, signed waiver (AFRC 80333). The QSL shall be referenced IAW Section 4.1.1 to determine if a supplier is qualified. NASA Aircraft Management Information System (NAMIS) cannot be used to determine a supplier’s status.

Any aircraft repair/overhaul work will be completed by either an OEM (Original Equipment Manufacturer) or a Qualified FAA Repair station. The Prime Contractor for outsourced Aircraft repair/overhaul contracts will be a FAA repair station unless waived (AFRC 80333). For a waiver to be approved, a site visit of the repair facility may be required if determined by the PQA Lead.

Aircraft repair/overhaul work contracts are awarded to qualified FAA Repair stations as the Prime Contractor to ensure that no delegations for repair/overhaul work are made to a supplier who is not qualified for aircraft repair/overhaul work.

To assess a supplier, QA personnel performing PQA functions shall perform a desktop analysis.

A. Upon receiving a waiver or supplier assessment worksheet, PQA personnel shall record supplier information in the PQA database and NAMIS.

B. Supplier Survey: QA personnel shall send the supplier a Supplier Information Survey (AFRC 80340) to obtain and evaluate their quality management system, control processes, and general business information. This is a critical step in the process. If the supplier does not return the survey and requested quality management system documentation within 60 days, the supplier shall be deemed “Not Qualified.”

C. Preliminary Desktop Review: QA personnel shall review the following websites to determine if the supplier has had any derogatory alerts or advisories.

1) Government Industry Data Exchange Program (GIDEP):

https://members.gidep.org/gidep.htm

2) ERAI: http://www.erai.com/

Before use, check the Master List to verify that this is the current version. For reference only when printed. This

3) Supplier Assessment System (SAS): (http://sas.nasa.gov). Any audit reports or other relevant supplier data generated by other NASA Centers shall be reviewed to determine if:

a) They have been accomplished within the last two years.

b) They cover the relevant facility and scope of supply.

c) Subject matter is comparable in criticality and complexity.

d) The assessment was of sufficiently comprehensive breadth and depth.

e) Any significant findings/problems have been corrected.

4) International Aerospace Quality Group, Online Aerospace Supplier Information System (OASIS): www.sae.org/oasis for AS9100 Certification.

5) Federal Aviation Administration (FAA): http://www.faa.gov/ QA personnel shall use this site to verify if a certified repair station certificate is listed.

6) Suppliers Website: QA personnel shall also review the supplier’s website, if available, to gain insight into the supplier and possibly obtain any Quality Management System (QMS) certificates.

D. When a survey is received from a supplier, PQA personnel shall upload the information received from the potential supplier into the PQA database and electronically file all supplier documents received.

Reference Appendix F, Risk Analysis Chart, on how PQA shall determine the risk of that supplier. PQA personnel shall do a final desktop analysis (AFRC 80341) and review the following to determine qualification:

1) Scoring Electronic Risk: All suppliers that distribute EEE parts shall have a score assigned to them based on their survey results which indicate their risk of selling a counterfeit part. The score is calculated on a scale where items are weighted based on importance.

The supplier’s mitigation process shall also include methods for detecting counterfeit parts, substandard workmanship, substandard materials, and nonconforming products.

PQA personnel shall retain the data concerning the supplier’s mitigation procedures for future supplier risk assessments.

2) QMS Certificate: If the supplier’s QMS certificate is issued by an accredited registrar, www.iqrc.com, or the FAA, PQA personnel shall review the registrar’s/FAA’s certificate to verify that the certified QMS:

a) Covers the specific supplier facility of interest to the Center.

b) Certificate has not expired.

3) Quality Manual: Normally, the supplier’s quality manual shall include the information in the list below. However, the supplier may provide this information in other forms of documentation. If the supplier cannot provide the below

Before use, check the Master List to verify that this is the current version. For reference only when printed. This requirements, the supplier then becomes “Not Qualified” in the PQA database and in NAMIS.

a) Approval of suppliers

b) Counterfeit avoidance

c) Traceability of parts

d) Nonconformance process

e) Electrostatic discharge (ESD)

4) Past Performance: PQA personnel shall review and document any discrepancies concerning any recent performance history on the Center orders to determine:

a) The frequency and severity of identified problems.

b) Timeliness and thoroughness of supplier’s problem resolution.

5) Past Second or Third Party Audits: PQA personnel shall determine risk ranking based on the product or services of the supplier and the potential impact of failure.

6) QMS Assessment: PQA personnel shall plan and coordinate pre/post-award assessments of the supplier QMS when the criticality and complexity of the work represents a significant risk to safety, mission success, schedule, cost, and/or for lower risk flight hardware, software, and firmware; flight support equipment; and interfacing GSE acquisitions if there is no available performance history or relevant SAS database records.

4.1.1 Posting QSL on Managed Archive and Retrieval System (MARS)

A. The QSL which resides in MARS, https://mars.ndc.nasa.gov/cpx/dsweb/View/Collection-69154, is updated the first working day of each week and contains all suppliers that have been assessed by PQA personnel. For each supplier, the directory shall include NAMIS ID, vendor name, approval status, scope of approval, electronic risk and score number, FAA repair station status, higher quality certifications, such as ISO 9001, AS9100, AS9120. The QSL shall be sent to the NSSC weekly.

B. Approval Status

1) Pre-Qualified/Temp Waived: Status given when a supplier is currently third party certified from an accredited body. No waiver required prior to ordering.

2) Qualified: When all aspects of research have been accomplished and the supplier meets or exceeds requirements.

3) Waived-On-Site Required: Not enough information could be obtained at time of acquisition.

Before use, check the Master List to verify that this is the current version. For reference only when printed. This

4) Undetermined, Survey Sent: Supplier has not been used, but a pre-assessment has been requested for possible use. Complete a waiver and obtain approval before ordering any part.

5) Not Qualified: A complete vetting of supplier revealed unacceptable information that was deemed too high a risk if used. Use of this supplier shall have an approved and signed waiver on file prior to ordering the part.

6) Inactive: Status given when a supplier has not been used for purchases within the last 6 months.

C. Scope of Approval (Not required if status is Undetermined, Survey Sent/Not Qualified).

D. EEE score (if applicable).

4.1.2 Requalification of Suppliers

PQA personnel will reassess suppliers when needed for the following:

A. Determine any changes in the supplier’s current risk ranking.

B. Determine if any negative trends have developed. Negative trends are defined as:

1) Workmanship (Can include GIDEP, ERAI, SAS, Alerts)

2) Q-Document requirements not being met

3) Customer service complaints

4) Discrepancy Reports

If any of the above areas have been identified for a particular supplier, that supplier could be designated as “Not Qualified” until the problem is corrected.

PQA will electronically file and track all discrepancies.

Reassessment/requalification shall occur:

A. Whenever warranted by performance problems, relevant GIDEP alerts, etc.

B. Whenever changes by the supplier affect the previous basis for qualification. For example:

1) Supplier’s facilities were relocated, significantly expanded, or modified.

2) Supplier has subcontracted key work elements or processes previously performed in-house.

3) Supplier has acquired another organization that performs key work elements or processes.

4) Supplier has been acquired.

Before use, check the Master List to verify that this is the current version. For reference only when printed. This

5) Supplier has significantly changed the scope of their QMS or the QMS standard upon which it is based.

Each supplier shall be reassessed by PQA personnel in accordance with Supplier Assessment/Qualification (AFRC 80341).

4.1.3 Use of Not Qualified Suppliers

Suppliers may be classified as not qualified based on several factors determined by PQA. For example:

A. Supplier failed to return survey within the allotted time (60 days)

B. Supplier workmanship issues

AFRC 80333, Non-Approved Supplier Waiver, shall be approved and signed by an operations engineer or the Chief of Maintenance for a non-qualified supplier to be used. If the waiver is disapproved, an AFRC 10117f, Request for Deviation or Waiver, may be submitted if circumstances require the use of the non-qualified supplier.

4.1.4 NASA Aircraft Management Information System (NAMIS):

All suppliers shall be loaded into NAMIS for Acquisitions. See Appendix H for instructions on loading, modifying, and updating NAMIS.

QSL supplier status always supersedes NAMIS vendor status.

Reference the QSL posted on MARS for current supplier status.

4.2 REVIEW OF ACQUISITION DOCUMENTS

4.2.1 Purchases by the Acquisition Office

For the acquisition of explosive devices, refer to AFOP-8719.12-002, Chapters 8 and 9, Explosive Safety Requirements, Devices Acquisition, Control, and Disposition, for information.

The role of PQA personnel is to prevent problems with acquisitions that could adversely affect safety, mission success, schedule, cost, or counterfeit escape.

PQA personnel shall assign the applicable quality documents (Appendix D) for all acquisitions that meet the definition of a flight article, EEE part, or flight support equipment.

PQA personnel shall perform the following based on type of acquisition:

Before use, check the Master List to verify that this is the current version. For reference only when printed. This

A. Acquisitions that are below the micro-threshold level:

1) Review form AFRC 70396, Aircraft Related Parts and Material Request, for information on part being requested (part number, description).

2) Assign applicable Quality Document (Appendix B).

B. Acquisitions that are above the micro-threshold level are considered simplified acquisitions:

1) Pre-Award: This type of acquisition shall be routed through a Sim (SAP) purchase request (PR).

QA SAP reviewer shall review and approve NASA Form 1707, Special Approvals and Affirmations of Requisitions, section 5, Statement of Work (SOW); assign any required quality documents (if necessary); notify the QA personnel assigned to the identified/specific program(s) for surveillance and oversight activities; ensure that the QA requirements of NASA Form 1707, section 5, are accurate; and coordinate any changes with the requester.

Reference AFOP-8730.2-001, Aircraft Parts Purchasing, Chapter 4, for process flowchart.

a) When received for review, SAP PRs may also include a draft SOW. QA personnel assigned to specific programs shall ensure that the draft SOW contains all QA requirements. Once approved, the QA approver forwards draft SOW to the assigned QA representatives for assessment.

b) SAP PRs include form AFRC 50430, Purchase Requisition Supplement, section 1, Recommended Sources for New Purchases. QA shall forward vendor information from Section 1 to PQA to assess vendor’s capability.

c) For acquisitions of significant complexity (e.g., system design and development), a SOW may be developed by the user organization. The SOW shall become part of a NASA or on-site support contactor acquisition document, usually a contract, or sometimes a purchase order.

Constructive change orders are prohibited. Only the CO has the authority to modify/change the contract.

C. Government Mandatory Inspection Points (GMIPs) / Source Inspections GMIP is a method used on hardware, components, or specific procedures that are critical and to reduce the risk of noncompliance through inspection, process verification, or records review. Program/project engineering, with the support of Quality Assurance, will analyze the risk involved, and determine GMIPs to increase confidence in hardware reliability. Reference NPR 8735.2 for a thorough understanding of the requisite inputs for GMIPs determination and to Chapter 8.8 of this document for further GMIP information.

Before use, check the Master List to verify that this is the current version. For reference only when printed. This

GMIPs are performed by Government QA personnel, QA support contractors, or other government representatives, such as the Defense Contract Management Agency (DCMA).

GMIPs are performed at a supplier‘s facility in order to:

1. Verify the in-process conformity of critical product attributes when conformity cannot be adequately verified at a later stage.

2. Verify the conformity of finished goods before authorizing their shipment from the supplier’s facility, especially when the impact of finding and remedying nonconformities after the Center receipt is high.

Depending on the nature of the acquisition, GMIPs can be identified to the supplier in various ways, including:

(1) Definition in the SOW by specifying that all environmental qualification testing (e.g., vibration, thermal, etc.) or all final functional tests, etc., will be Government witnessed.

(2) Specifying in the SOW that all applicable inspection, test, and non-destructive inspection procedures will be submitted for review and identification of specific procedural steps that require Government witness.

The results from Source Inspection GMIPs shall be recorded using the Supplier Inspection / Test Report (form AFRC 80259).

4.2.2 Draft Memorandum of Agreement / Understanding (MOA / MOU)

An MOA or MOU is comparable to a SOW and is typically associated with NASA grants and work that is done at the Center by other Centers, Government Agencies, or contractors.

4.2.3 Letter of Delegation (LOD)

NASA Form (NF) 1430B specifies contract administration quality assurance functions assigned to a delegated agency. NPR 8735.2, chapter 5 provides detailed information concerning LODs.

4.2.4 DD Form 250 Material Inspection and Receiving Report (MIRR)

The MIRR, or DD250 (as it is most commonly called), is the Department of Defense form required by most contracts for supplies or services. Guidance for use of the DD Form 250 can be found in NASA FAR 1846.6. Minimum Center requirements are:

A. DD Form 250s can only be signed by civil servants as acceptance of the article.

B. Once signed and accepted, the original DD Form 250 will be retained with the CO assigned to the particular contract requiring this document.

Before use, check the Master List to verify that this is the current version. For reference only when printed. This

A link to instructions for completing DD Form 250 is located in Appendix G.

4.3 SHIPPING & RECEIVING INSPECTION

4.3.1 Shipping

For flight hardware and all other aircraft parts not being shipped to a Depot, the Quality Assurance Branch shall review the shipping documents to ensure that the part number, serial number(s), and quantity listed on the shipping document AFRC 60065, Shipping Document, matches the item(s) being shipped and that specific packaging guidance is provided for flight hardware and measuring test equipment (MTE). If the items listed are verified correct, the inspector stamps or signs Line 10.F on AFRC 60065, Shipping Document, if Line 8.G is checked “yes”.

Logistics shall use the AFRC 60065 and include the following information when shipping flight hardware. Once AFRC 60065 is completed by the Quality Assurance Branch Inspector, the document is scanned and linked to NAMIS to show item has been shipped. The Quality Assurance Branch inspector shall ensure that:

A. Line 6. PR/Contract #: This number is used for shipments involving repairs and/or exchanges. This is the number associated with a P-card log or purchase order number for the repair or exchange.

B. Line 9. Preservation and packaging guidance: Flight hardware and MTE need to be shipped per NPR 6000.1, Transportation Management, (Appendix D, and MIL-STD-2073-1), and have specific packaging guidance detailed on form AFRC 60065, e.g., “Ship on an Air-ride Equipped Vehicle.”

Parts received in reusable fast pack containers can normally be shipped in the original container and packing material per NPR 6000.1.

Aircraft batteries fall under HAZMAT procedures and may also require special markings as outlined in NPR 6000.1.

Use AFRC 11348, Issue Release/Receipt Document, to ship military components back to the Depot.

All information is being tracked in NAMIS, Quality Assurance Branch Inspectors shall accept the package Logistics has put together and verify the information is recorded in NAMIS. NAMIS needs to match the information on the part.

Before use, check the Master List to verify that this is the current version. For reference only when printed. This

NOTE

The part number could have been superseded and NAMIS should have the most recent information by the Logistics Cataloger.

The Quality Assurance Branch Inspector shall then stamp AFRC 11348, between the serial number and part number lines to show their verification and concurrence.

4.4 RECEIVING

4.4.1 Acquisitions

Aircraft parts shall only be received and accepted for the Government by a quality assurance specialist at:

A. Armstrong Flight Research Center Building 4876, Lilly Dr., Edwards, CA 93523

B. Science and Aircraft Integration Facility Building 703, 2825 E Ave P, Palmdale, CA 93550

C. At an appropriate location during aircraft deployment as designated by the responsible quality inspector.

D. Articles received from a Government Repair Depot or Government stores (DLA) shall be inspected by Shipping and Receiving and the DD Form 1348 (DoD Single Line Item Requisition System Document) received with the article is verified and stamped by the inspector. No additional tags are required for these articles. If any discrepancies are discovered during inspection, notify Quality Assurance Product Quality Deficiency Reporting (PQDR) POC.

4.4.2 Receiving Inspection Process Guidelines

A. The item shall be removed from the container and checked for damage. If item is damaged, request that picture(s) be taken by the Photo Lab. Verify that the item was packaged and shipped per shipping guidance, if applicable.

B. Review shipping documentation. Verify receipt of Center quality requirements and completed contractual documentation:

http://xnet.nasa.gov/safety/code sq/attachments.html, packing list, etc.

C. Conduct a visual inspection of EEE parts. Evaluate for any of the following discrepancies:

1) Altered or unusual surface (Black Topping) EEE components.

2) Absence of required plating in some areas, showing irregular finish. EEE components

3) Poor quality of manufacture (Tin Whiskers). EEE components

Before use, check the Master List to verify that this is the current version. For reference only when printed. This

4) Evidence of prior usage

5) Scratches or bent surfaces

6) Bent or broken electrical connections

7) New paint over old

8) Attempted exterior repair

a) Pitting or corrosion

If contents are damaged, process per Section: 4.5, Processing a Nonconformance.

D. If improper documentation is received, the Shipping and Receiving inspector shall annotate it on the procurement documentation. If a less stringent document is authorized by the operations engineer prior to accepting the less stringent document, the Quality Assurance Branch inspector shall coordinate with the Office of Procurement and PQA to validate the requirement and determine if a waiver is required. Verify that the part number, model number, etc., matches procurement, and vendor documents and serial numbers match, if applicable.

Serialized items received from being repaired/overhauled shall have the FAA 8130, Airworthiness Approval Tag, and tear-down report scanned and attached to the asset page within NAMIS

4.4.3 Handling and preservation practices shall include:

A. Use an ESD-certified workstation whenever ESD packaging is opened on electronic components or printed circuit assemblies, or the cover of an electronics box is removed, per AFOP-8739.6-001, Electrostatic Discharge (ESD) Control Program.

B. Use original packaging and containers whenever articles are not being actively processed. For example, receiving inspection has not been completed at shift end.

C. Store parts using suitable industrial shelving and bins to prevent tipping, dropping, crushing, etc. After inspection and verification, the quality assurance specialist shall:

1) If acceptable, stamp the packing slip/invoice, purchase order document and DD Form 1348-1A, Issue Release/Receipt Document, as acceptable.

2) If there is a documentation problem, process per Section 4.4.4, Processing Documentation Problems. If the product is nonconforming, process per Section 4.5, Processing a Nonconformance.

3) Document the receiving inspection on form AFRC 80332, Aircraft Parts QA Receiving Inspection Log. If a documentation discrepancy or

Before use, check the Master List to verify that this is the current version. For reference only when printed. This nonconformance is discovered, then in the remarks column, annotate a “D” for a documentation error or an “H” for a hardware nonconformance.

4) Complete the DD Form 1574, Serviceable Tag, and forward the tag, documentation package, and hardware to Logistics to process.

4.5 PROCESSING DOCUMENTATION PROBLEMS

Prior to processing a documentation discrepancy, contact Office of Procurement to attempt to resolve documentation issue. If after 10 working days correct documentation has not been received, process documentation discrepancy per process below.

Document items found to have discrepancies on a DD Form 1577, Unserviceable Tag, describing the discrepant condition and attach to the hardware documentation package.

A. Have the hardware and documentation placed in the nonconforming product control area until disposition.

B. Notify the buyer, requester(s), and PQA.

C. Once the required documentation and/or information is received from the vendor, complete a DD Form 1574, sign off the disposition block on AFRC 80332, Aircraft Parts QA Receiving Inspection Log, and…