GPR 1420.1 Updated.pdf

DIRECTIVE NO. GPR 1420.1E APPROVED BY Signature: Original Signed By

EFFECTIVE DATE: September 22, 2020 NAME: Thomas A. Weisz

EXPIRATION DATE: September 14, 2022 TITLE: Deputy Director, Information and Logistics

Management Division

CHECK THE GSFC DIRECTIVES MANAGEMENT SYSTEM AT

http://gdms.gsfc.nasa.gov TO VERIFY THAT THIS IS THE CORRECT VERSION PRIOR TO USE.

08/16

Goddard Procedural Requirements (GPR)

COMPLIANCE IS MANDATORY

Responsible Office: 270/Information and Logistics Management Division

Title: Forms Management

PREFACE

P.1 PURPOSE

This GPR establishes the responsibilities, procedures, and requirements for initiation, revision, cancellation, review, development, maintenance, control, storage, disposal, and electronic provision of forms management at the Goddard Space Flight Center (GSFC).

P.2 APPLICABILITY

a. This GPR applies to all GSFC organizational elements, to their associated contractors to the extent specified in their respective contracts, and to other NASA organizations and Government agencies using GSFC Forms Management services.

b. In this directive, all document citations are assumed to be the latest version unless otherwise noted.

c. In this directive, all mandatory actions (i.e., requirements) are denoted by statements containing the term “shall.” The terms “may” or “can” denote discretionary privilege or permission; “should” denotes a good practice and is recommended but not required; “will” denotes expected outcome; and

“are/is” denotes descriptive material.

P.3 AUTHORITY

NPD 1420.1, NASA Forms Management

P.4 APPLICABLE DOCUMENTS AND FORMS

a. NRRS 1441.1, NASA Records Retention Schedules

b. NPR 2800.2, Electronic and Information Technology Accessibility

c. NASA Form 1(NF1), Form Request

d. GSFC Form 22-69, Directorate Forms Manager Designation http://gdms.gsfc.nasa.gov/

DIRECTIVE NO. GPR 1420.1E Page 2 of 18

EFFECTIVE DATE: September 22, 2020

EXPIRATION DATE: September 14, 2022

P.5 CANCELLATION

GPR 1420.1D, Forms Management

P.6 SAFETY

None

P.7 TRAINING

The Center Forms Manager (CFM) provides training for Directorate Forms Managers (DFM) and conducts periodic outreach to ensure DFMs are knowledgeable of changes to Center processes and/or program requirements.

P.8 RECORDS

Record Title Record Custodian Retention

GSFC Forms Master Case Files of all

GSFC forms, including supporting documentation; NF1 Form Request, printed copy of master form design, approval emails and like documentation.

Technical Information and

Management Services Branch, Code 271

*NRRS 1/74A Destroy 5 years after related form is discontinued, superseded, or cancelled.

GSFC Forms Numbering Control

Log Technical Information and

* NRRS 1/74A Destroy 3 years after or cancelled.

GSFC 22-69, Forms Management

Personnel Designation

Technical Information and

*NRRS 3/2 Destroy when superseded or obsolete or upon separation or transfer of employee unless specifically required to be transferred with the OPF.

Organizational Forms Master Case

Files of all organizational forms, including supporting documentation.

Directorate Forms

Managers/Organizational Forms

Manager

*NRRS 1/74A Destroy 3 years after or cancelled.

Organizational Forms Numbering

Control Log

Directorate Forms

Managers/Organizational Forms

Manager

* NRRS 1/74A Destroy 3 years after related form is discontinued, superseded, or cancelled.

*NRRS 1441.1 – NASA Records Retention Schedules

DIRECTIVE NO. GPR 1420.1E Page 3 of 18

P.9 MEASUREMENT/VERIFICATION

To assess and provide quality assurance of the GSFC Forms Management Program, the GSFC

Forms Manager:

a. Conducts periodic reviews to ensure that approved GSFC electronic forms maintained on the

NASA Electronic Forms (NEF) system are current and available for download, as appropriate;

b. Shall conduct a biennial review and validation to ensure Center level GSFC forms are accurate, up-to-date, necessary for current NASA business, and electronic forms meet data integrity standards and 508 compliance requirements in accordance with NPR 2800.2, Electronic and Information

Technology Accessibility.

PROCEDURES

1. Responsibilities

1.1 The Director, Management Operations Directorate:

Shall designate, on behalf of the Center Director, a CFM to oversee the GSFC Forms Management

Program.

1.2 The Technical Information and Management Service Branch, Code 271:

a. Oversees the Center Forms Management Program to manage and control GSFC forms, reduce the duplication of existing forms, and comply with Federal Law and Agency standards.

b. Assists customers with creating, revising and cancelling Center forms.

c. Manages and maintains currency of the Center forms control log, Forms Management database, master case-files and tracks all form requests and actions to completion.

d. Ensures master case-files contain as a minimum; a copy of the final approved form, all request forms

(new form, revision and cancellation), any approval emails, and copies of all previous versions of the form.

e. Maintains a master list of all Center forms located in the NEF to ensure the list is searchable and current.

1.3 The Center Forms Manager (CFM) shall:

http://gdms.gsfc.nasa.gov/gdmsnew/home.jsp

DIRECTIVE NO. GPR 1420.1E Page 4 of 18

a. Implement and oversee the Center Forms Management program, providing technical assistance and procedural guidance to GSFC organizations.

b. Develop, implement and oversee processes to control the design and development of Center forms, to include tracking and documenting the control and systematic numbering of forms.

c. Develop and implement processes to reduce the duplication of existing forms by reviewing and approving requests to create new Center forms.

d. Manage and maintain the currency of the Center Forms Master Listing module in the NEF.

e. Publish and disseminate a quarterly bulletin listing published, new and cancelled Center forms to

DFMs and the Center Directives Manager (CDM), and make them available electronically to the

GSFC community for future reference.

f. Initiate and facilitate the Center Forms Biennial Review as directed by the Agency Forms Officer, and consolidate and report Center forms statistics in accordance with Agency requirements.

g. Initiate an annual inventory of current organizational forms; develop a reporting tool and provide

DFMs with appropriate guidance and assistance to complete the inventory action.

h. Host forms management meetings with DFMs and Organizational Forms Managers (OFM), and provide outreach and training activities as necessary.

i. Represent GSFC as a member of the NASA Electronic Forms Working Group (NEFWG) and appropriately respond to actions issued by the Agency Forms Officer.

j. Concur or non-concur on the creation of new organizational forms to ensure existing Agency and

Center forms are not duplicated.

1.4 Each Directorate:

Shall designate an individual to serve as the DFM, using the GSFC Form 22-69, to support the

Directorate’s Center and Organizational Forms Management program.

1.5 Directorate Forms Managers Shall (DFM):

a. Ensure that all Center and organizational forms for which their organization is responsible are prepared, reviewed, coordinated, and approved in accordance with NPD 1420.1 and this GPR.

b. Serve as the Directorate liaison between the CFM and form owners within their respective

Directorate.

DIRECTIVE NO. GPR 1420.1E Page 5 of 18

c. Implement and oversee an organizational forms management program in their respective Directorate to manage and control organizational forms. Directorates may identify individual(s) to serve as an

OFM to assist the DFM in accomplishing their responsibilities.

d. Facilitate an annual inventory of current organizational forms to provide to the GSFC Forms

Management Office and collaborate with form owners to complete the Center Forms Biennial

Review.

e. Assist Directorate form owners with developing, revising, and cancelling Center forms where appropriate.

f. Attend Forms Management meetings scheduled by the Center Forms Manager and respond to assigned action items.

g. Coordinate with the Center Privacy Manager to ensure all Center and organizational Forms containing personally identifiable information are approved by the Center Privacy Manager before release/posting.

h. Ensure references to Center and organizational forms listed in directives or other documents (e.g.

GPD, GPR, PG, or WI) initiated by their Directorate are updated when new forms are created or existing forms are cancelled.

1.6 Form Owners:

a. Shall control, manage, and maintain owned forms in accordance with policy, procedures, requirements and standards outlined in this Directive.

b. Ensure it is necessary to collect the information to successfully complete the NASA mission and that creating a Center or organizational form is the appropriate collection tool.

1.7 Goddard Forms Users shall:

Use the NEF as the first resource to gain access to current and authorized NASA and Center level forms.

2. Center Forms Management

2.1 General Definitions

2.1.1 Forms are an information collection tool used to systematically collect a specified set of information from multiple sources, in a structured format, which has been established to meet a definitive functional purpose, or support a specific business activity or process. Forms are designed with pre-defined fixed fields and may be electronic or paper, or designed as a label, tag, or sign. A completed form results in a government owned collection of information and/or a Federal record.

DIRECTIVE NO. GPR 1420.1E Page 6 of 18

a. Center Form: a form used by two or more Directorates, is available for Center-wide use, and is managed and controlled by the GSFC Forms Manager.

b. Organizational Form: a form used within a single Directorate, Division, or Branch depending on the level of control established by the Directorate and is managed by the Directorate or Organizational

Forms Manager.

c. Vendor or Contractor Form: a form that is developed, controlled and owned by a Vendor or

Contractor to support an internal business activity, e.g. a contractor company time sheet. This type of form may be required by a contract or other instrument, but is not managed or controlled under the

Agency/Center Forms Management Program. The resulting information collection is owned by the vendor or contractor.

2.1.2 Organizations create a number of business tools to assist with tracking and managing information in support of routine business activities that do not fall under the purview of the Forms Management program. Although these tools may collect information, they do not meet the criteria or intent of the definition of a form. The following are examples of data collection tools that are not managed as forms under the Center Forms Management Program.

a. Formatted documents that are largely narrative in nature where the space provided to enter information and the information itself varies substantially, such as templates (at the Center level), class evaluations sheets, etc.

b. Formatted documents that contain fields for entering information that are used for a single event and do not support, nor are needed to complete functional, on-going business processes, for example;

sign-in sheets.

c. Formatted documents that contain fields for entering information that are used internally and do not collect information from other sources, such as internal tracking sheets, spreadsheets or logs.

2.1.3 Electronic forms created, controlled, and managed within an information system, database, or application do not fall under the purview of the Center Forms Management Office. The electronic system is considered the mechanism of control.

2.2 Authorizations and Approvals

To ensure the integrity of control and reduce instances of altered or unauthorized, e.g. “rogue” forms:

a. Authorization to request a new Center form or revise and cancel an existing Center form will be limited to the owner of the form, with the approval of the Organization’s Branch Head or higher.

b. Approval to create a new Center form or revise an existing Center form will be limited to the Center

Forms Manager.

DIRECTIVE NO. GPR 1420.1E Page 7 of 18

c. Authorization to publish new or revised Center forms and un-publish cancelled forms will be limited to the Center Forms Designer.

d. Authorization and approval for organizational forms are determined by the organization.

2.3 Center Form Requirements and Design Standards

2.3.1 Center level forms shall be designed using NASA’s approved electronic forms development software package. Authorizations to use alternative software may be granted only when design limitations exist, or the use of NASA’s solution will impair the effectiveness of established business processes.

2.3.2 Center form numbers are assigned in sequence by the GSFC Forms Management Office.

a. The number begins with the “GSFC” unique identifier, followed by a two-digit number indicating the subject matter, and one or more numbers indicating the next sequential number available, for example: GSFC 10-11. Labels and tags are numbered in the same manner.

b. Form numbers containing a letter at the end indicate a continuation sheet, or a different version of a form, but not a new edition. Example: 24-10, and 24-10A.

2.3.3 Center forms shall be designed and/or managed to prevent unauthorized alteration of the form’s structure (i.e. removal of fields, verbiage changes to the heading, field name, footer, etc.).

2.3.4 Center forms accessible through any web-based internet and application shall meet 508

Accessibility requirements.

2.3.5 Center forms shall contain a control footer that includes: the authorized form number, Current

Date, the appropriate obsolescence statement and retention schedule citation.

a. The format of the retention schedule starts with “NRRS” followed by the schedule number, a slash

[/], followed by the item and any sub-item letters and number, for example: NRRS 5/1A1(a).

b. Revised Center forms include one of the authorized obsolescence statements:

1. “Previous Editions Obsolete” or

2. “Previous Editions may be used until stock is exhausted”, which is used for paper forms only when large quantities need to be exhausted to prevent waste.

c. New Center forms will be identified by the statement “New Edition” in place of the obsolescence statement.

DIRECTIVE NO. GPR 1420.1E Page 8 of 18

2.3.6 Center forms shall only use the official NASA insignia; no other insignia or logo is authorized for use on Center forms.

2.3.7 Optional fields shall be clearly labeled as “optional” in the field heading; otherwise, all fields are considered mandatory and must be filled in by the user.

2.3.8 Center forms should be designed to follow the numerical sequence of the fields when completed by the user; for example: multiple signature fields are numbered sequentially to be signed in the proper order of authority required by the process the form supports.

2.4 Center Form Process – New Forms

2.4.1 Organizations request Center form design services by submitting a completed NF1 to the Center

Forms Management Office. The process to request the design of a new Center form is integrated into the

NF1; customers fill out the form, attach a sample of the new form and click submit.

2.4.2 The CFM researches the NEF to ensure the new request does not duplicate an existing NASA or

Center form. When no duplicate form exists, the CFM approves and routes the NF1 to the Center Forms

Designer (CFD). When a duplicate form exists, the CFM disapproves and routes the NF1 back to the requester with comments.

2.4.3 Upon receiving an approved NF1, the CFD logs the new Center form in the control log to assign it a control number, creates a master case file, and begins designing the new form.

2.4.4 Once the new form design is complete, the CFD will contact the owner to review and test the design and coordinate any additional changes. Once approved by the owner, the CFD will publish the form to the NEF and publish it in the quarterly bulletin.

2.4.5 Requests for new paper forms may only be approved when the specific needs of the customer cannot be met due to limitations of the forms design software. Every effort will be extended by the

Center Forms Management Office to provide cost effective solutions while meeting requirements outlined in the Paperwork Reduction Act.

2.4.6 When a paper form is approved, the Center Forms Management Office will update the Center

Forms Master List, publish it in the quarterly bulletin and notify the Supply Management Office to ensure it is updated in the Advanced Materials Management System (AMMS) and available for ordering.

DIRECTIVE NO. GPR 1420.1E Page 9 of 18

2.5 Center Form Process – Revision or Cancellation

2.5.1 Organizations request the revision or cancellation of an existing form by submitting a completed

NF1 to the Center Forms Management Office. The process to revise or cancel an existing form is integrated into the NF1; customers fill out the form and click submit.

2.5.2. Upon receiving a request for revision, CFD begins revising the existing form. Once the revision is complete, the CFD will contact the owner to review and test the design and coordinate any additional changes. Once approved by the owner, the CFD will publish the revision to the NEF and publish it in the quarterly bulletin.

2.5.3. Upon receiving a cancellation request, the CFD removes the form from the NEF and publishes the cancellation in the quarterly bulletin.

2.5.4 Revisions to paper forms will only be approved when the specific needs of the customer cannot be met due to limitations of the forms design software. Every effort will be extended by the Center Forms

Management Office to provide cost effective solutions while meeting requirements outlined in the

Paperwork Reduction Act.

2.5.5 The Center Forms Management Office updates the Center Forms Master List to reflect the paper form revision, publishes the revision in the quarterly bulletin and notifies the Supply Management

Office to ensure it is updated in AMMS and available for ordering.

2.5.6 The Center Forms Management Office removes cancelled paper form from the Center Forms

Master List, removes the reference from the NEF, publishes the cancellation in the quarterly bulletin and notifies the Supply Management Office to ensure all paper copies of the cancelled form are appropriately destroyed and removed from AMMS.

2.6 Center Form Process – Change Ownership

Organizations request to change a forms owner by submitting a completed NF1 to the GSFC Forms

Management Office. Ownership must be requested by an employee in a position of authority in the owning organization and only civil servants are authorized ownership privileges. The process to change the owner of a form is integrated into the NF1; customers fill out the form, click submit. Once received, the Center Forms Management Office will update the owner in the NEF.

DIRECTIVE NO. GPR 1420.1E Page 10 of 18

2.7 Reproduction of Blank Forms

To ensure control requirements are met, the reproduction of blank paper-only forms (not available on the

NEF; e.g. labels, tags, card-stock, multi-copy, etc.) on office copying equipment is prohibited; blank paper forms shall be ordered using AMMS at http://amms.gsfc.nasa.gov/.

3. Organizational Forms Management

3.1 General

3.1.1 Organizational forms are the responsibility of the owning organization and shall be controlled in accordance with this directive and the organization’s internal policies and procedures.

3.1.2 Organizations with organizational forms develop internal processes to document the review, approval, and release of new organizational forms and the revision and cancellation of existing organizational forms.

3.1.3 Records that track and document the review, approval, and release of organizational forms and subsequent revisions and cancellations are maintained in a master case-file within the owning organization.

3.1.4 A master forms control log is created to track and assign numbers to organizational forms and annotate cancellations; logs will be maintained at the Directorate, Division, Branch or Project level in accordance with Directorate procedures.

3.2 Organizational Forms Design Requirements and Standards

3.2.1 Organization forms shall comply with the Center Form design standards in paragraphs 2.3.3-2.3.8.

A verification checklist to assist organizations is provided in Appendix C.

3.2.2 Organizational form numbers are assigned in sequence by the owning Organization in accordance with Directorate procedures. Organizational form numbers begin with the organizational code or project acronym as the unique identifier, followed by an optional sub-system, the word “Form” preceded and followed by hyphens (-Form-), and a 4-digit sequential number, for example: 270-Form-0106 OR

JWST-Form-0106 OR JWST-SUB-Form-0106.

4. Organizational Form Concurrence and Cancellation Processes

4.1 New organizational forms shall be routed to the CFM for concurrence as required by NPD 1420.1 after going through the Directorate’s internal approval process and prior to release. Organization will submit a Management Operations Services and Information (MOSI) ticket to request concurrence for an organizational form.

http://amms.gsfc.nasa.gov/

DIRECTIVE NO. GPR 1420.1E Page 11 of 18

4.2 The form owner or designated individual creates an Organizational Form Concurrence request in

MOSI, attaches the internally approved organizational form and submits the ticket to the CFM.

a. The CFM researches the NEF to ensure the organizational form does not duplicate an existing

NASA or Center form. When no duplicate forms exist, the CFM concurs, and the form owner or designated individual takes appropriate action to release the organizational form.

b. When a duplicate form does exist, the CFM non-concurs, identifies the existing form in the comments field and closes the MOSI ticket, which will be returned to the originator.

4.3 Revisions to existing organizational forms are completed internally within the Directorate and do not need to be routed to the CFM for concurrence.

4.4 The CFM shall be notified when an organizational form is cancelled by the owning organization.

a. The form owner or designated individual creates an Organizational Form Cancellation notice in

MOSI and submits the ticket to the CFM.

b. The form owner or designated individual takes appropriate action to cancel the organizational form.

DIRECTIVE NO. GPR 1420.1E Page 12 of 18

Appendix A – Definitions

A.1. Advanced Materials Management System (AMMS) – On-line system used by the Information and Logistics Management Division, Code 270, to provide supplies to Goddard Greenbelt and

Wallops, as well as NASA Headquarters: http://amms.gsfc.nasa.gov/.

A.2. Biennial Review – a review initiated by the Agency Forms Officer and conducted by the

Center Forms manager to determine and validate currency of Center forms.

A.3. Center Forms Manager - The individual in the Logistics Management Division responsible for managing Center Forms Management program to include the control and design of Center level forms to ensure compliance with Federal Law and Agency policies, procedures and standards.

A.4. Directorate Forms Manager (DFM) - The individual designated as the directorate point of contact for matters pertaining to forms management and maintenance.

A.5. Form Owner – the functional owner of a Center or organizational form; typically an individual responsible for managing a function or program.

A.6. Forms Management Program - A program established to ensure the effective management of forms as information collection tools while minimizing duplication, control and standardize the design of forms, and ensure compliance with Federal Law, Agency policies, procedures and standards.

A.7. Forms Master List - Master list of all GSFC Center forms, paper and electronic, available on the

NEF.

A.8. Master Case File – a case file containing an original form and all iterations of that form, to include all requests to create, revise or cancel the form, all iterations of the form and all supporting documentation.

A.9. Master Form Control Log – a paper or electronic document or database used to control the assignment of numbers to Center or organizational forms. As a minimum the log should identify the assigned number, the form name, the owning organization, the form owner and the current status, e.g.

active or cancelled.

A.10. NEF - NASA Electronic Forms system; the Agency’s approved system for managing, maintaining, and storing NASA and Center forms.

A.11. NASA Electronic Forms Working Group (NEFWG) - Representatives from each NASA Center who define requirements for electronic forms and evaluate commercial electronic forms products. All

Center Forms Managers are members of the NEFWG.

http://amms.gsfc.nasa.gov/

DIRECTIVE NO. GPR 1420.1E Page 13 of 18

A.12. NASA Form - a form used by two or more installations; available for use at all NASA Centers, and managed and controlled by the NASA Forms Officer.

A.13. Organizational Forms Manager - An individual designated as an organization point of contact for matters pertaining to organizational forms management and maintenance; direct liaison between

Directorate Forms Manager and organizational form owner/users.

A.14. Privacy Act Statement – a mandatory statement included on forms that collect personal information about individuals required to appear on forms in accordance with 5 U.S.C. 552a, Privacy

Act of 1974, as amended, and with the E-Government Act of 2002, Pub. Law No. 107-347.

A.15. Rogue Form - a form that has been altered from its approved state and published or put into use by an unauthorized source.

A.16. Standard Form - A form prescribed by a Federal agency, pursuant to its authority, and approved by GSA for use throughout the federal government.

A.17. Template - Formatted documents that control the format of entered information and the structure of the final product; templates are largely narrative in nature where the space provided to enter information and the information itself varies substantially.

DIRECTIVE NO. GPR 1420.1E Page 14 of 18

Appendix B – Acronyms

AMMS Advanced Materials Management System

CDM Center Directives Manager

CFD Center Forms Designer

CFM Center Forms Manager

DDM Directorate Directives Manager

DFM Directorate Forms Manager eForms Electronic Forms

GPD Goddard Policy Directive

GPR Goddard Procedural Requirements

GSFC Goddard Space Flight Center

MOSI Management Operations Services and Information

NEF NASA Electronic Forms

NEFWG NASA Electronic Forms Working Group

NPR NASA Procedural Requirements

NRRS NASA Records Retention Schedule

OFM Organization Forms Manager

PII Personally Identifiable Information

PG Procedures and Guidelines

WI Work Instruction

DIRECTIVE NO. GPR 1420.1E Page 15 of 18

Appendix C – Organizational Forms Checklist

Requirement Verification Yes No N/A

1. Has the new form been reviewed to ensure it does not duplicate an existing form collecting the same information?

2. Has the form been logged into the control log and have an appropriate number assigned?

3. Has a master case file been created for a new form or has the existing case file been updated with the revised version of this form?

4. If applicable, is the form 508 compliant?

5. If applicable, has the form been reviewed and approved by the Center Privacy

Manager?

6. If the form collects personally identifiable information (PII), does it contain the appropriate privacy statement?

7. Is the form designed to prevent unauthorized alteration?

8. If the NASA insignia is used, is it the authorized official version?

9. Are any logos (other than the official NASA insignia) used on the form? If so, it must be removed.

10. Does the form contain the appropriate control number in the form footer?

(Organizational code or project acronym as the unique identifier, followed by an optional sub-system, the word “Form” preceded and followed by hyphens

(-Form-), and a 4-digit or greater sequential number)

11. Does the form contain the current edition date in the footer?

12. Does the form contain the appropriate obsolescence or new edition statement in the footer?

13. Does the form contain the NRRS citation in the footer?

14. If applicable, are optional fields labeled as optional in the field header?

15. Has the new organizational form been routed to the CFM for concurrence?

16. Have Directive Owners been notified to remove references to cancelled forms from their directives?

17. Have blank cancelled forms been destroyed and/or removed from electronic systems, web sites, etc. to ensure they cannot be used or accessed?

DIRECTIVE NO. GPR 1420.1E Page 16 of 18

CHANGE HISTORY LOG

Revision Effective Date Description of Changes

Baseline 10/12/00 Initial Release

A 11/17/00 Made the following changes in response to CCR 043.

▪ Deleted second Quality Record

▪ Changed the asterisk on the first Quality Record to a single asterisk.

▪ Replaced the second sentence of paragraph 4.0

B 02/03/05 Changes made to update organization and document references and clarify all requirements to clearly distinguish them from supporting text in accordance with the NASA rules review.

C 06/02/06 P.9 Metrics. Included quarterly and semi-annual reviews regarding the GDMS; MS Word and PDF electronic Forms;

Data integrity; and hard-copy, and store stock forms.

P.10 Definitions. Included definitions regarding Electronic

Forms; Privacy Act Statement; and, enhanced definitions regarding Form; GSFC Form; NASA Form; Organizational

Form.

Made the following changes to Procedures:

▪ Each Directorate Office shall appoint an individual to serve as the Forms Management Representative

(FMR).

▪ Clearly stated the GSFC Forms Manager

Responsibilities.

▪ Provided requirements regarding GDMS and HQ repository Web site links.

▪ Forms Numbering Scheme: Included instructions for numbering forms.

▪ Changed Forms Management Office to GSFC Forms

Contract Support Office, Code 239

02/14/11 Administratively extended for 1 year from original expiration date.

DIRECTIVE NO. GPR 1420.1E Page 17 of 18

06/05/12 Administratively extended for 1 year from original expiration date.

D 09/14/16 Complete revision:

P.2 Added P.2c

P.3 Updated Authority

P.4 Updated Applicable Documents

P.8 Updated Records to reflect the appropriate retention schedules

P.9 Updated Measurement/Verification to align with Agency requirements

1. Responsibilities – updated all responsibilities to accurately reflect roles and titles; added the following new roles:

a. Organizational Forms Manager

b. Form Owner

c. Goddard Forms Users

2. Center Forms Management:

a. Updated forms definition to provide clarity and included

Center, Organizational, and Vendor/Contractor forms

b. Provided examples of what should not be managed as forms

c. Included Center forms requirements and design standards.

d. Developed process flows and step-by-step instructions for processing a new form and revising or cancelling an existing form.

3. Organizational Forms Management

a. Revised general guidance to include specific control elements

b. Updated organizational form numbering scheme to allow more flexibility for projects.

d. Developed process flows and step-by-step instructions for processing new and cancelled organizational forms through the

CFM.

Appendix A – Definitions – updated as appropriate

Added Appendix B – Acronyms

DIRECTIVE NO. GPR 1420.1E Page 18 of 18

Appendix C – Developed Organizational Forms Checklist for

DFMs.

E 09/22/20 Administrative Revision:

a. Updated to replace references to GSFC Form 22-1 and

GSFC 22-2, and all associated processes with the NF1 and associated processes.

b. Updated retention period in Records Table.

E 08/03/21 Administratively extended for one year.