GPR 8830.1.pdf

DIRECTIVE NO. GPR 8830.1C APPROVED BY Signature: Original Signed By

EFFECTIVE DATE: April 17, 2020 NAME: Felicia Jones-Selden

EXPIRATION DATE: April 17, 2025 TITLE: Director Of Engineering and Technology Directorate

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: 500/Engineering and Technology Directorate

Title: Facility Operations Managers

PREFACE

PURPOSE

This document establishes the Facility Operations Manager (FOM) program and provides the roles, responsibilities, and requirements for FOMs who are a vital support element in the Center’s efforts to maintain the safe and successful functioning of facilities and operations.

APPLICABILITY

This GPR applies to all organizations within the Goddard Space Flight Center (GSFC) and all GSFC civil service and contract employees located at GSFC facilities on the Greenbelt and Wallops campuses.

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

b. 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.

AUTHORITY

a. NPD 8700.1, NASA Policy for Safety and Mission Success

b. GPD 8715.1, Goddard Space Flight Center Safety Policy

APPLICABLE DOCUMENTS AND FORMS

a. GPR 1800.1, GSFC Smoking and other Tobacco Use Requirements

b. GPR 6730.1, Vehicle Reserved Parking

c. GPR 8710.8, GSFC Safety Program Management http://gdms.gsfc.nasa.gov/

DIRECTIVE NO. GPR 8830.1C Page 2 of 12

EFFECTIVE DATE: April 17, 2020

EXPIRATION DATE: April 17, 2025

CANCELLATION

a. GPR 8830.1B, Facility Operations Managers

SAFETY

None

TRAINING

All FOMs and Alternate FOMs (AFOMs) shall take the FOM training course offered in SATERN

(GSFC-FOM). Training will be verified through the FOM nomination process.

All FOMs, AFOMs and Floor Wardens should take the Floor Warden Training offered by the

Emergency Management Office/Code 240 through SATERN (GSFC-SH-FWT).

RECORDS

Record Title Record Custodian Retention

Building Emergency Plans

(BEPs)

Code 240, Emergency

Management Office

*NRRS 1/1 - Destroy when obsolete or superseded.

*NRRS 1441.1 – NASA Records Retention Schedules

MEASUREMENT/VERIFICATION

DIRECTIVE NO. GPR 8830.1C Page 3 of 12

PROCEDURES

1. ROLES AND RESPONSIBILITIES:

1.1. Center Director

The Center Director or their designee shall appoint the FOM Committee Chairs for Greenbelt and

Wallops Flight Facility (WFF). Alternate FOM Committee Chairs should be appointed to ensure coverage when the FOM Chair is not available.

1.2. Associate Center Director

The Associate Center Director or their designee shall approve FOMs and AFOMs based on the recommendations of the Directors Of.

Note: The designee for the Associate Center Director for all FOM appointments at WFF is the Code

800 Director Of Suborbital and Special Orbital Projects Directorate.

1.3. Directors Of

Directors of or their designee shall recommend FOMs and AFOMs for each building where their directorate is the majority occupant. The FOM nomination page can be found in the Lab Quality

Management System (LQMS) at: https://lqms.gsfc.nasa.gov/fom/newRequest.

Note: The Building Utilization by Division report can be used to determine which Directorate owns the majority of the space in a building. The report can be accessed from the 220 General Reports page: https://code200-internal.gsfc.nasa.gov/220/code220reports/archibus/general-reports

1.4. Management Operations Directorate

Code 200, the Management Operations Directorate, is responsible for conducting a number of critical institutional management functions targeted at ensuring that our workforce and assets are protected and available to support the Center’s mission for years to come. These functions include procurement, facilities management, security, emergency management, information and logistics. Representatives of this organization will support the local FOM Committees by ensuring that FOMs and AFOMs are knowledgeable and aware of emerging operational issues, concerns, or changing procedures associated with their institutional management functions that the FOM helps to support.

https://lqms.gsfc.nasa.gov/fom/newRequest https://code200-internal.gsfc.nasa.gov/220/code220reports/archibus/general-reports

DIRECTIVE NO. GPR 8830.1C Page 4 of 12

1.5. Facilities Management Division (FMD)

Code 220 provides Facility Operations Specialists (FOSs) for each building to work with FOMs on resolution of issues that could affect building operations. In order to accomplish this FOSs shall:

a. Facilitate utility outages scheduled by FMD through the Utility Outage Tracking System

(http://uots.gsfc.nasa.gov/).

b. Communicate scheduled building maintenance, repair, rehabilitation, and modifications to building occupants through the FOM.

c. Communicate changes in building services and procedures to building occupants through the FOM.

1.6. Safety and Mission Assurance (SMA) Organizations

Code 300 at Greenbelt and Code 803 at WFF provide SMA oversight. These groups provide the FOMs with insight into hazards and issues that could affect facilities and occupants. They conduct institutional inspections of facilities annually, and respond to building occupant safety concerns. They provide oversight of flight work and hazardous operations that might create issues to occupants. GPR 8710.8, GSFC Safety Program Management, specifies safety responsibilities.

1.7. FOM Committee Chairs

The Chair is responsible for providing overall leadership and guidance to the FOM program for their site. They ensure FOMs are informed about management issues important to the conduct of their responsibilities. In order to accomplish this they shall:

a. Ensure that all buildings at their site have a FOM assigned.

b. Maintain the master list of all FOMs and AFOMs for each building/location at their site.

(The list of FOMs/AFOMs can be found in LQMS at: https://lqms.gsfc.nasa.gov/fom);

c. Serve as the central communications point for information to be disseminated to the overall

FOM/AFOM community;

d. Ensure that all FOM program documents are kept up to date;

e. Provide overall committee administration including meeting agendas, minutes, providing minutes to members, and action tracking. The Microsoft Office 365 Team site or FOM wiki page (https://spaces.gsfc.nasa.gov/display/FOM/Home) may be used to house minutes and other committee material.

Note: an IdMax request for the Confluence/FOM site is required to gain access to the FOM wiki page.

1.8. Greenbelt FOM Committee

The committee is made up of appointed members or volunteers from each Directorate at Greenbelt.

They oversee the FOM program at Greenbelt and make recommendations to Center management through the Institutional Operations Council on the execution details associated with the FOM http://gdms.gsfc.nasa.gov/ http://uots.gsfc.nasa.gov/ https://lqms.gsfc.nasa.gov/fom https://spaces.gsfc.nasa.gov/display/FOM/Home

DIRECTIVE NO. GPR 8830.1C Page 5 of 12

08/16 program. They provide assistance to the Greenbelt FOM Committee Chair, such as insights into program issues and concerns, and preliminary review of documents and plans.

1.9. FOMs and AFOMs

The FOMs and AFOMs serve as a critical focal point in GSFC facilities for the full range of institutional services and provide a critical link between ongoing program support activities in each of the Center’s buildings and institutional service providers. In order to accomplish this they:

a. Monitor matters that affect safety, utilization, and general functionality of their assigned buildings and facilities including common areas, adjacent grounds, sidewalks, and parking lots;

b. Submit electronic work requests when corrective action is necessary through the Management

Operations Services and Information (MOSI) site (https://mosi.ndc.nasa.gov);

c. Serve as the building occupant’s point of contact for coordination of building maintenance, repair, rehabilitation, and modifications;

d. Reference the FOM Guidebook located at FOM wiki page or Microsoft Office 365 Team site as a guideline for additional duties that should be completed;

e. Maintain Building Emergency Plans (BEPs) per section 3.2;

f. Perform periodic inspections of common areas;

g. Coordinate and approve facility utility outages in UOTS to minimize the impact on building occupants and their operations while ensuring that needed institutional work is able to be performed in a timely and safe fashion;

h. Notify FOSs when routine operations change within a building;

i. Notify FOSs prior to any occupants placing anything on the building roof (FMD must approve any use of the building roof for storage);

j. Monitor compliance with GSFC smoking policies per the requirements of GPR 1800.1, GSFC

Smoking and other Tobacco Use Requirements;

k. Designate and manage reserved parking spaces per GPR 6730.1, Vehicle Reserved Parking, including issuing temporary handicap parking passes to building occupants when necessary;

l. Accompany the Safety Division personnel (Code 360 at Greenbelt or WFF Fire Department) on their annual survey of their respective facilities.

1.10. All Employees

All employees collectively share the responsibility for maintaining the safety and good housekeeping of

GSFC facilities. It is expected that employees will notify their FOMs of hazards or issues identified in their buildings, after taking appropriate emergency actions.

https://mosi.ndc.nasa.gov/

DIRECTIVE NO. GPR 8830.1C Page 6 of 12

1.11. Civil Servant Supervisors

Supervisors of Civil Servant FOMs and AFOMs shall determine the criticality and amount of time needed for the employee to perform the FOM duties in addition to their primary job responsibilities:

a. Since FOM duties are considered collateral duties (i.e. a task or tasks carried out by an employee that lie outside of their main role) accomplishments can be noted in the summary narrative during employee’s midpoint and final appraisal, but the duties should not be included in the employee’s performance plan as critical elements.

b. If FOM duties will require a significant amount of time and have a significant impact, consult with the Human Resources Office, Human Resources Business Partner (HRBP) for guidance.

2. FOM APPOINTMENTS AND REQUIRED SKILLS

2.1. Appointment of FOM and AFOM

FOM and AFOM nominations are accomplished in LQMS, using Launchpad credentials for log in, at https://lqms.gsfc.nasa.gov/fom/newRequest.php. On the “New FOM/AFOM Request” page the initiator will select the appropriate information from the search, radar and drop-down boxes, and then submit the nomination for approvals. The LQMS system will send emails to those in the approval chain to facilitate processing of the nomination.

a. Normally the FOM is appointed from the building’s majority resident Directorate or organization.

b. The FOM may be a civil servant or contractor.

c. Buildings should have at least one AFOM assigned in case the FOM is not available.

d. All FOM/AFOM nominations for contractor employees require approval by their respective

Contracting Officer Representative.

e. The Center’s Associate Director or designee approves FOM and AFOM nominations based on the recommendation of the Director Of or their designee.

DIRECTIVE NO. GPR 8830.1C Page 7 of 12

2.2. Knowledge, Skills and Abilities

To be effective, the FOM/AFOM should possess skills and abilities commensurate with the complexity of the facility and the operations housed within. The following describes key abilities of an effective

FOM:

2.2.1. Management and Problem Solving

a. Manage a wide variety of activities to avoid problems, which could impact operations within their facility;

b. Address the numerous and varied problems that arise on a day-to-day basis;

c. See interconnectivity of various issues and take appropriate action to coordinate activities;

d. Develop and implement detailed and intricate action plans, when needed;

e. Provide both short and long-range planning;

f. Set priorities and organize effectively.

2.2.2. Effective Communication

a. Communicate with all levels of management and people of all skills and backgrounds, including the

Center’s various institutional service providers and line management;

b. Facilitate communication between occupant groups in the building as well as between management and the institutional service providers.

2.2.3. Knowledge of Facilities and Systems

a. Maintain knowledge of the facility for which they are responsible and activities within it;

b. Have some understanding of the specialized systems within their facilities such as HVAC systems, electrical systems, fire safety systems, and communication systems;

c. Able to read and interpret construction/building plans and documents.

2.2.4. Basic Safety Principles

a. Knowledge of basic safety principles and practices, and ability to apply these to the varied circumstances which may exist in their building;

b. Know how to contact subject matter experts in safety when issue is beyond their knowledge.

2.3. Emergency Responses

As the subject matter experts for their buildings FOMs and AFOMs are required to provide assistance in incident management during emergencies.

DIRECTIVE NO. GPR 8830.1C Page 8 of 12

3. DOCUMENTATION REQUIREMENTS

3.1. FOM Guidebook

A FOM Guidebook is provided to help the FOMs and AFOMs perform their duties in a more efficient manner. It provides details on utility outages, construction projects, audits, custodial services, energy management, and more. It can be located on the Microsoft Office 365 Team site or the FOM wiki page at: https://spaces.gsfc.nasa.gov/display/FOM/Home.

3.2. Building Emergency Plans (BEP)

The FOM shall prepare and distribute a BEP for all buildings with 10 or more occupants using the template provided by the Center Emergency Management Office in Code 240. If a building has 10 or less occupants, the preparation of a BEP is recommended. Details regarding the preparation of applicable document may be found in the FOM Guide. The Emergency Management Office posts completed documents on the EOC SharePoint Site:

https://gs240sharepointeoc.gsfc.nasa.gov/sites/eoc/SitePages/Home.aspx.

Building FOMs should ensure plans are specified in their BEP to assist impaired employees in the event of an emergency, and coordinate these plans with the Center Emergency Management Office.

Multi-person teams may be required for assistance of impaired employees with designated staging locations, if the impaired person must remain in the building in a safe location.

https://gs240sharepointeoc.gsfc.nasa.gov/sites/eoc/SitePages/Home.aspx

DIRECTIVE NO. GPR 8830.1C Page 9 of 12

Appendix A – Definitions

DIRECTIVE NO. GPR 8830.1C Page 10 of 12

Appendix B – Acronyms

AFOM – Alternate Facility Operations Manager

BEP – Building Emergency Plan

FMD – Facilities Maintenance Division

FOM – Facility Operations Manager

FOS – Facility Operations Specialists

GPD – Goddard Policy Directive

GPR – Goddard Procedural Requirement

GSFC – Goddard Space Flight Center

LQMS – Lab Quality Management System

NASA – National Aeronautics and Space Administration

NDC – NASA Data Center

NPD – NASA Policy Directive

WFF – Wallops Flight Facility

DIRECTIVE NO. GPR 8830.1C Page 11 of 12

CHANGE HISTORY LOG

Revision Effective Date Description of Changes

Baseline 09/29/08 Initial Release

A 01/06/14 Section P.4, removed existing references and updated with new ones.

P.7, rewrote to send reader to section 2.2 instead of having redundant information

P.8, Changed records to reflect new building emergency plans and deleted the monthly walk-through results

1.4, Removed safety for the list of functions conducted by the

Management Operations Directorate

1.5, Added section on FMD responsibilities

1.6, Added section on Safety Mission Assurance responsibilities

1.9, Added a FOM Advisory Board

1.10, Rewrote to list all responsibilities listed in the handbook, updated to reflect electronic inspection tracking, and wiki page.

Sections 2.1 and 2.2, restructured and clarified requirements, deleting the requirement that the Director Of Management

Operations concurs with appointments of FOM.

2.5, reduced the required training from three course to one overview of the emergency management program.

3.1, changed the handbook to a guide that will be listed on a wiki page.

3.2 changed the Emergency Action Plans to the Building

Emergency Plans.

B 12/15/2015 Update per the approved GID

Update P.7 Training

Section 1.2 add note to allow Director Of Code 800 to approve

FOM appointments instead of Code 100

Section 1.3 add note to allow directorate level approval

DIRECTIVE NO. GPR 8830.1C Page 12 of 12

08/16

Section 2.1 change section to allow FOM to be contractor with approval and justification

Delete section 2.2 since now covered in 2.1

Add reference to web address for FOM guidebook.

Updated web address for FOM information

1.2 changed to the Center’s Associate Director

1.10e. Clarified requirements for BEP

02/02/2016 Administrative change to Section 1.1 to add the ability for the

Center Director to appoint an alternate or backup FOM

Committee Chair to ensure coverage when the FOM Chair(s) is not available.

C 04/17/2020 Updated document to latest GPR template.

P.7 Updated FOM training to new SATERN course.

P.8 Corrected NRRS retention schedule

1. Clarified and consolidated roles and responsibilities throughout section 1.

1.5 Changed Building Manager to Facility Operations

Manager (FOS).

1.7 Consolidated FOM Committee and Greenbelt FOM

Advisory Board roles. Allowed Microsoft Office 365 Team site in addition to FOM wiki page as storage location for program documentation.

1.9 Updated FOM responsibilities to clarify role.

1.10 Clarified responsibilities of employees.

1.11 Updated how Civil Servant supervisors should handle

FOM duties during employee appraisals.

2. Clarified process and requirements for FOM/AFOM appointment.

3.2 Updated BEP storage website url to new location.