GPR 8800.1.pdf

DIRECTIVE NO. GPR-8800.1B APPROVED BY Signature: Original Signed By

EFFECTIVE DATE: 01/19/2021 NAME: David A. Reth

EXPIRATION DATE: 01/19/2026 TITLE: Director Of Management Operations

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: Code 220/Facilities Management Division

Title: Facilities Utilization Program

PREFACE

P.1 PURPOSE

This directive establishes general policy and procedures for the Facilities Utilization Program. Its purpose is to ensure that Goddard Space Flight Center (GSFC) real property is managed in an efficient and economical manner and is available to meet the requirements of ongoing and future missions. This program provides a process for meeting GSFC’s strategic real property needs and ensures that real property is managed as a Center resource, delegated to Directors of who are responsible for managing facilities utilization.

P.2 APPLICABILITY

a. The Facilities Utilization Program is applicable to all facilities that are owned, leased, or otherwise managed by NASA GSFC. This directive is applicable to all GSFC employees, contractors, other

Government agency employees, and any other personnel who occupy or utilize facilities managed by

NASA GSFC, including those personnel at remote sites and operations. This directive applies to real property that is leased or made available to others on a reimbursable basis for statistical reporting purposes only. This directive is not applicable to temporary construction trailers.

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

a. 51 U.S.C. 20113, the National Aeronautics and Space Act

b. NPD 8800.14, Policy for Real Property Management http://gdms.gsfc.nasa.gov/ http://nodis3.gsfc.nasa.gov/lib_docs.cfm?range=8___

DIRECTIVE NO. GPR-8800.1B Page 2 of 11

EFFECTIVE DATE: 01/19/2021

EXPIRATION DATE: 01/19/2026

c. NPR 8800.15, Real Estate Management Program

P.4 APPLICABLE DOCUMENTS AND FORMS

a. 51 U.S.C. 20113, the National Aeronautics and Space Act

b. GPR 8812.1, Facilities Review Committee

c. GSA Form 1166, Report of Real Property owned or Leased to the United States

d. Federal Real Property Profile Annual Reporting (NASA 1400 Report, Building Space Utilization

Report)]

P.5 CANCELLATION

GPR 8800.1A

P.6 SAFETY

No requirements identified.

P.7 TRAINING

No requirements identified.

P.8 RECORDS

Record Title Record Custodian Retention

Agency Space Files Facilities Utilization Officer *NRRS 8/Item 47B – Destroy 2 years after date of submission to

Headquarters.

*NRRS 1441.1 – NASA Records Retention Schedules

P.9 MEASUREMENT/VERIFICATION

The overall success of the Facilities Utilization Program is determined through assessment of the degree of compliance with this policy and performance in the following areas:

a. Review of Center performance using data prepared for the General Services Administration Form

1166, Report of Real Property Owned by or Leased to the United States, and Federal Real Property

Profile Annual Reporting (NASA 1400 Report, Building Space Utilization Report).

b. Review of Center performance using data prepared for NASA Headquarters in response to the Federal

Real Property Management Program Initiative requirements of the President’s Management Agenda.

c. Self-evaluation surveys and reviews to ensure that facilities utilization is at an appropriate level.

https://nodis-dms.gsfc.nasa.gov/DMS_only/dms/DMS.cfm

DIRECTIVE NO. GPR-8800.1B Page 3 of 11

PROCEDURE

1.0 ROLES AND RESPONSIBILITIES

1.1 Center Director

The GSFC Center Director is responsible for managing NASA real property in accordance with NPR

8800.15, Real Estate Management Program. The Center Director is also responsible for designating the

Center Facilities Utilization Officer, a Chair for the Facilities Review Committee, and a Real Property

Accountable Officer.

1.2 Center Facilities Utilization Officer (CFUO)

The CFUO is responsible for executive level oversight of the Facilities Utilization Program. The CFUO ensures that real property capital planning is integrated into the strategic and business planning decision-making processes for the Center. The CFUO oversees the activities of the Facilities Utilization Officer, the Facilities Review Committee and its support committees and boards, and the Center’s Directors of whom all serve vital roles in the effective utilization of the Center’s facilities resources. The CFUO establishes strategic priorities for the management and utilization of facilities resources and serves as the final arbiter when solutions to space management issues are not agreed upon.

1.3 Facilities Utilization Officer (FUO)

The Facilities Utilization Officer shall assess Center real property needs against current infrastructure, seek ways to increase the utilization of GSFC’s facilities, and seek alternatives to new construction wherever possible. The Facilities Utilization Officer reports directly to the CFUO and is responsible for implementation of utilization reviews and surveys, assisting the Facilities Review Committee in the assignment of facilities space, and assisting Directors of in utilization management, and possessing a highly detailed understanding of all Center spaces. The Facilities Utilization Officer assures the periodic reporting of facilities data as defined in the NPR 8800.15, Real Estate Management Program.

The Facilities Utilization Officer serves as a non-voting member on the Facilities Review Committee and the Wallops Facilities Review Committee and provides Center-level insight and management support in association with the development of solutions to complex space management and allocation issues.

1.4 Facilities Review Committee (FRC)

The function of the Facilities Utilization Review Board as defined in the NPR 8800.15, Real Estate

Management Program is fulfilled by the FRC and the Wallops FRC (WFRC). The membership, roles and responsibilities, and operating procedures for the FRC and WFRC are more fully defined in GPR

8812.1A.

1.5 Directors of and Staff Office Chiefs

DIRECTIVE NO. GPR-8800.1B Page 4 of 11

Real property is a Center resource to be managed in a comprehensive fashion by the CFUO, FRC, and the Directors of and their equivalent (simply referred to as “Directors of” from this point forward).

Once the use of facilities space is assigned to a Director of, the responsibility to manage that space to the same standards as the Center is delegated to the Director of. The Directors of will report to the CFUO through routine reporting and utilization reviews for all spaces assigned to their organization, i.e. office, conference, technical facilities, storage, and miscellaneous spaces. Directors of have flexibility in reutilizing and moving personnel in their assigned space if current utilization is at an appropriate level.

Directors of should ensure that they have personnel and procedures in place to keep all necessary real property occupancy and utilization data current and useful for management use. Directors of or their

FRC representative should report to the FRC any under-utilized facilities space for reassignment or divestment. Directors of should gather, prioritize, and justify new facilities space requirements and advocate them to the FRC in the context of overall Center needs, objectives, and goals.

1.6 The Facilities Management Division (FMD)

FMD is responsible for supporting the development and maintenance of databases and systems necessary to manage real property occupancy and utilization data for management use. FMD provides staff support for the Center’s Facilities Utilization Program, including:

1 Establishing and maintaining Center-wide space management and space utilization data, including inventories of space assignment, auditing and utilization review data, reports, and analyses.

2 Providing relevant data, graphic floor plans, and reports to the CFUO, FRC, and Directors of to assist them with the execution of their facilities utilization and management responsibilities.

3 Communicating and coordinating with building Facilities Operations Managers regarding physical configuration changes as a result of construction activities.

4 Manage and support the Facilities Planning processes and documents for the Center.

5 Provide adequate staff to manage program and meet functional requirements to include, but not limited to, development of housing assessments, auditing leased space, and reviewing and validating customer housing requirements.

6 Develop plans for leased space, phasing-out of temporary space, and acquisition/disposal of facilities, including land.

7 Designate a staff member to carry out the function of Real Property Accountable Officer responsible for recording and reporting of the Center’s real property inventory.

1.7 Real Property Accountable Officer (RPAO)

The RPAO shall maintain detailed inventory records for all Real Property under the management control of GSFC. This includes establishing controls necessary to ensure that Real Property inventory records are kept current, advising and assisting staff regarding Real Property accountability matters, and directing periodic physical inventory and reconciling property records with applicable fixed asset

DIRECTIVE NO. GPR-8800.1B Page 5 of 11 subsidiary ledger accounts. The RPAO prepares inventory management reports required by local management and NASA policy, develops Center procedures, and maintains contact and coordination with NASA Headquarters, other NASA Centers, and other Government agency representatives relative to real property accountability transactions and supporting documents as required.

2.0 REQUIREMENTS FOR OFFICE SPACE MANAGEMENT

For office space utilization evaluation and review purposes, a Center-wide grade and position-based weighted average office density of 125 net square feet per person (nsf/person) is considered to be the optimum office density. This average assumes the midpoint between an austere density limit of 110 nsf/person and a satisfactory liberal limit of 140 nsf/person. This includes 10 percent collateral space for internal circulation, file storage, special equipment, reception, secretarial, etc.

To achieve this Center-wide average office density, Directorates are responsible for managing their office space utilization at a Directorate-wide level to this same grade-and-position-based weighted average office density. Appendix C provides recommended office space allowances (nsf/person) based on the Federal Personnel and Payroll System (FPPS) supervisory level designation assigned to a civilian employee and all other GSFC personnel (i.e. support service contractors, employees from other federal agencies, students, academia, etc.) in a similar fashion. The office space allowances in this Appendix should not be considered as an entitlement or a guarantee by any single individual or organizational element as space is a Center resource and will be managed accordingly.

These guidelines provide a process for meeting GSFC’s strategic real property needs, for ensuring that real property is managed as a Center resource and for meeting all the requirements of Executive Order

13589, Promoting Efficient Spending, to make more efficient use of the Government's real estate assets.

3.0 REQUIREMENTS FOR NON-OFFICE, NON-TECHNICAL SPACE MANAGEMENT

These remaining space types represent the support spaces needed to ensure an operational campus environment – utility plants, warehouses, cafeterias, libraries, auditoriums, large-scale conferencing space, and employee welfare facilities such as day care, health center, and club areas. No standards exist to guide the quantity and utilization of these spaces. The FUO and the FRC should routinely evaluate these spaces to ensure they are effectively serving the Center’s needs. All analysis and evaluations of the effectiveness of these spaces will ensure compliance with all the requirements of

Executive Order 13589, Promoting Efficient Spending, to make more efficient use of the Government's real estate assets. Organizations assigned to manage these spaces will be responsible for following the established guidance of the FRC. Space assignments should not be considered as an entitlement or a guarantee by any single individual or organizational element as space is a Center resource and will be managed accordingly.

4.0 REQUIREMENT FOR MASTER PLANNING

DIRECTIVE NO. GPR-8800.1B Page 6 of 11

Real property must fully contribute to NASA’s mission, both now and in the future. To ensure that the

Center is effectively planning for future infrastructure needs, Master Plans will be developed in an integrated fashion with the other strategic decision-making processes for the Agency and the Center.

The FRC will identify and address real property requirements as an integral part of Agency, Mission

Directorate, program, and project planning. The FRC is responsible for integrating real property capital planning into the business-planning processes of the Center. The FRC will utilize Center Master Plans to ensure the physical development of the Center effectively supports NASA’s mission and also guides

GSFC’s ability to sustain critical capabilities and transition into future capabilities needed by the Center.

DIRECTIVE NO. GPR-8800.1B Page 7 of 11

Appendix A – Definitions

a. FPPS Supervisory Level – A designation assigned to a civilian employee found in the Federal

Personnel and Payroll System (FPPS). All other personnel (i.e. support service contractors, employees from other federal agencies, students, academia, etc.) will be assigned an equivalent space allowance commensurate with similar job functions in FPPS designations.

b. Conference Space – Rooms in which periodic or temporary seating or assembly of people is scheduled; includes class, lecture or training rooms, auditoriums, or similar activities. Conference space is characterized by the basic ability to seat personnel, coupled with the required training aids, media, or devices. Conferencing and/or meeting space integral with supervisory offices will be reported as office space.

c. Directors of and Staff Office Chiefs – This designation applies to the peer group of senior executive

Center leaders who serve as the Directors of each major Center Directorate, and those leaders that serve as either Chief or Director of the various staff offices to the Center Director. These staff offices include, at a minimum, the Equal Opportunity Program, Public Affairs, Chief Counsel, Inspector General, Human Resources, Chief Financial Officer, and Chief Information Officer.

d. Facilities – Buildings and other structures permanently affixed to land.

e. Miscellaneous Space - Areas in which activities, other than those previously classified, are conducted;

includes visitor information, reception, libraries, banks, cafeterias, concessions, credit union, health unit, security, fire protection, post office, and similar activities.

f. Office Space – Rooms in which desk-type science, management, engineering, administration, design, or business activities are conducted; generally, single-story rooms characterized by desks, tables, chairs, files, bookcases, and small, generally portable office, scientific, or test equipment. This includes circulation space integral with offices.

g. Storage Space - Rooms in which files, film, tapes, supplies, or equipment not in active use are stored;

includes stock, warehousing, shipping, and receiving activities.

h. Technical Facilities – Rooms in which the majority of its function is associated with laboratory or bench-type science, engineering, research and development, integration, testing and evaluation, instrument repair and calibration, photographic processing, computer operations and support, mission operations, and mission control activities. This includes spaces with highly specialized capabilities such as clean rooms, antenna and magnetic test facilities, and high bays. Support space such as teaming and storage space vital to the operations of these technical facilities should also be surveyed and reviewed when evaluating technical space utilization to ensure an understanding of how these space types interrelate with each other.

DIRECTIVE NO. GPR-8800.1B Page 8 of 11

Appendix B – Acronyms

CFO – Chief Financial Officer

CFR – Code of Federal Regulations

CFUO – Center Facilities Utilization Officer

CIO – Chief Information Officer

EEO – Equal Opportunity Program Office

FMD – Facilities Management Division

FPPD – Flight Program and Projects Directorate

FRC – Facilities Review Committee

FPPS – Federal Personnel and Payroll System

FUO – Facilities Utilization Officer

GM – General Merit (an Office of Personnel Management federal pay category)

GMI – Goddard Management Instruction

GPR – Goddard Procedural Requirements

GS – General Schedule (an Office of Personnel Management federal pay category)

GSFC – Goddard Space Flight Center

NASA – National Aeronautics and Space Administration

NPD – NASA Policy Directive

NPR – NASA Procedural Requirements

NRRS – NASA Records Retention Schedule

PAO – Public Affairs Office

RPAO – Real Property Accountable Officer

USC – United States Code

WFRC – Wallops Facilities Review Committee

DIRECTIVE NO. GPR-8800.1B Page 9 of 11

Appendix C – FPPS Supervisory Levels and Space Allowance Guidelines

FPPS supervisory level is a designation assigned to a civilian employee found in the Federal Personnel and Payroll System (FPPS). All other personnel (i.e. support service contractors, employees from other federal agencies, students, academia, etc.) will be assigned an equivalent space allowance commensurate with similar job functions in FPPS designations.

FPPS SUPERVISORY LEVEL TITLE

FPPS

Supervisory

Level

OFFICE

AREA

(NSF)

Not to

Exceed

11 Center Director 11 600

12 Center Deputy Director

12 - 14 450 13 Center Associate Director

14 Center Assistant Director

15 Chief; Center Staff Office

15 – 24 375

16 Deputy Chief; Center Staff Office

17 Special Assistant to Center Director

18 Senior Scientist Code 100

19 Chief Engineer Code 100

20 Program Manager (Agency)

21 Director of; Directorate

22 Deputy Director of; Directorate

23 Associate Director of; Directorate

24 Assistant Director of; Directorate

25 Mid-Managers-Manager

25-28 225 26 Chief; Division

27 Deputy Chief; Division

28 Associate/Assistant; Division

29 Head; Branch

29 – 33 150

30 Deputy Head; Branch

31 Associate/Assistant; Branch

32 Section Head, Team Lead, Group Lead

33 Assistant Section Head, Team Lead, Group Lead

34 Non-Supervisory GM/GS 14 or GS 15 34 150

34 All other Civil Service Employees 34 75

Contractor: Project Manager or Supervisor, Major Contract (>24 employees) or equivalent M1, M2 150

Contractor: All other Contractor employees M3 75

DIRECTIVE NO. GPR-8800.1B Page 10 of 11

CHANGE HISTORY LOG

Revision Effective Date Description of Changes

Baseline 08/22/05 Initial Release

06/07/10 Administratively extended for 1 year from original expiration date.

07/11/11 Administratively extended for 1 year.

09/13/12 Administratively extended for 1 year.

08/05/13 Administratively extended for 9 months.

03/07/14 Administratively extended for 1 year.

A 03/17/15 Revalidation with Administrative Changes:

1. New Executive Order in effect - Executive Order

13589, Promoting Efficient Spending

2. Removing reference to obsolete NPR 8800.15, Real

Estate Program Implementation Manual.

3. Updating reference to current version of NPR

8800.15C Real Estate Management Program

4. Changing name of FURB to FRC

5. Changing name of WFURB to WFRC

6. Changing Name of Facility Resource Manager to

Facility Utilization Officer

7. Updating Appendix A and all reference to Appendix A throughout the document

A 02/28/20 Administratively extended for six months.

A 09/01/20 Administratively extended for one year.

DIRECTIVE NO. GPR-8800.1B Page 11 of 11

CHANGE HISTORY LOG

B 01/19/21 Revisions include the following:

1. Confirmation/modification of “shall”, “should”, “will” etc. language.

2. Removed all references to Technical Facilities Steering

Committee.

3. Updated GPR to current template.