NPR 8735.1.pdf

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NASA

Procedural Requirements

NPR 8735.1D

Effective Date: July 29, 2018

Expiration Date: July 29, 2023

COMPLIANCE IS MANDATORY FOR NASA EMPLOYEES

Exchange of Problem Data Using NASA Advisories and the Government-Industry Data Exchange Program (GIDEP)

Responsible Office: Office of Safety and Mission Assurance

Table of Contents Preface P.1 Purpose P.2 Applicability P.3 Authority P.4 Applicable Documents and Forms P.5 Measurement/Verification P.6 Cancellation

Chapter 1. Introduction

1.1 Overview

Chapter 2. Roles and Responsibilities

2.1 The Chief, Safety and Mission Assurance

2.2 Center Directors

2.3 NASA Program, Project, and Operations/Institutional Managers

2.4 Agency NASA Advisory and GIDEP Coordinator

2.5 Center NASA Advisory and GIDEP Coordinators

Chapter 3. NASA Advisories and GIDEP Notices

3.1 Implementation of Center Processes

3.2 Distribution and Assessment of NASA Alerts and GIDEP Notices

3.3 Closed-Loop Responses to NASA Advisories and GIDEP Notices

NPR 8735.1D -- TOC

This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- TOC Page 1 of 18 https://nodis3.gsfc.nasa.gov/main_lib.html https://nodis3.gsfc.nasa.gov/lib_docs.cfm?range=8___ https://nodis3.gsfc.nasa.gov/adv_search.cfm https://nodis3.gsfc.nasa.gov/

3.3 Closed-Loop Responses to NASA Advisories and GIDEP Notices

3.4 Generation of NASA Advisories and GIDEP Notices

3.5 Exchange of Problem Data and Concerns with Other Organizations

Appendix A. Definitions Appendix B. Acronyms Appendix C. Guidelines for Contractual Implementation of

GIDEP

Appendix D. References

NPR 8735.1D -- TOC

This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- TOC Page 2 of 18

Preface P.1 Purpose

a. This directive establishes general requirements and procedures for NASA to ensure that information concerning significant problems involving parts, materials, processes, software, and safety problems is exchanged internally and externally. The proper utilization of this data can improve the total quality, reliability, and maintainability of systems and components during the acquisition and logistic phases of the life cycle while reducing costs in the development and manufacture of complex systems and equipment.

b. This directive provides the procedures for the authoring, distribution, assessment, and response of NASA Advisories and Government Industry Data Exchange Program (GIDEP) Alerts, GIDEP Safe-Alerts, GIDEP Problem Advisories, and GIDEP Agency Action Notices, hereafter collectively called GIDEP Notices.

P.2 Applicability

a. This directive is applicable to NASA Headquarters, NASA Centers, Component Facilities, and Technical and Service Support Centers. This NPR applies to the Jet Propulsion Laboratory (JPL (FFRDC)), a Federally-Funded Research and Development Center (FFRDC), other contractors, recipients of grants, cooperative agreements, or other agreements only to the extent specified or referenced in the applicable contracts, grants, or agreements.

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.

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

P.3 Authority

a. The National Aeronautics and Space Act, 51 U.S.C. § 20101.

b. Office of Federal Procurement Policy, Policy Letter 91-3, Reporting Nonconforming Products.

c. NFS Part 1846, Quality Assurance.

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

e. NPD 8730.2, NASA Parts Policy.

P.4 Applicable Documents and Forms

a. NPD 8730.5, NASA Quality Assurance Program Policy. b. NF 1707, Special Approval and Affirmations of Requisitions. c. Government-Industry Data Exchange Program Operations Manual.

NPR 8735.1D -- Preface This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- Preface Page 3 of 18 http://www.gidep.org/about/opmanual/opmanual.htm

[http://www.gidep.org/about/opmanual/opmanual.htm] d. Agreement between the National Aeronautics and Space Administration and the Japan Aerospace Exploration Agency for Cooperation in Sharing of Safety Alert Information.

P.5 Measurement/Verification Compliance with the requirements contained in this directive is continuously monitored by the Centers and by the Safety and Mission Assurance (SMA) Technical Authority. Compliance may also be verified as part of selected life-cycle reviews and by assessments, reviews, and audits of the requirements and processes defined within this directive.

P.6 Cancellation NPR 8735.1C, Procedures for Exchanging Parts, Materials, and Safety Problem Data Utilizing the Government-Industry Data Exchange Program and NASA Advisories, dated February 13, 2013.

NPR 8735.1D -- Preface This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- Preface Page 4 of 18 http://www.gidep.org/about/opmanual/opmanual.htm

Chapter 1. Introduction

1.1 Overview

1.1.1 NPD 8700.1 requires NASA to control the recurrence of undesired events/problems through a closed-loop corrective action system, and NPD 8730.2 requires reporting nonconforming, defective, and suspected counterfeit parts.

1.1.2 The identification, documentation, control, and correction of problems and nonconforming items are critical aspects of NASA's safety and mission assurance program. The unintended use of problem and nonconforming products or material on NASA spacecraft, aircraft, facilities, and equipment has the potential to compromise NASA's mission; result in unanticipated replacement, repair, or maintenance costs; and, jeopardize the public, the NASA workforce, astronauts and pilots, and high-value equipment, and property. NASA uses a variety of means, including inspection and oversight, to ensure nonconforming items are not used in NASA projects and programs.

1.1.3 While oversight and inspection play a pivotal role in ensuring products meet specifications, it is equally important that the NASA and Federal workforces be advised of and have access to significant problem and nonconforming item data for items in the supply chain. To this end, NASA uses the NASA Advisory Reporting System (NARS) to generate NASA Advisories that communicate NASA-generated information within the Agency. NASA also participates in GIDEP to exchange information among agencies and Government contractors about nonconforming products.

NASA Advisories, Notices and Alerts Distribution and Response Tracking System (NANADARTS) is used to maintain and distribute NASA Advisories and GIDEP Notices for closed-loop assessment and response by NASA projects and programs.

1.1.4 This NPR provides the procedural requirements for the following:

a. The authoring, distribution, assessment of, and response to NASA Advisories and GIDEP Notices.

b. The exchange of significant problem and nonconforming item data with NASA, its contractors, its International Partners, and other GIDEP participants.

c. The guidelines for contractual implementation of this NPR. See APPENDIX C.

NPR 8735.1D -- Chapter1 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- Chapter1 Page 5 of 18

Chapter 2. Roles and Responsibilities

2.1 The Chief, Safety and Mission Assurance

2.1.1 The Chief, SMA:

a. Establishes and oversees the implementation of Agency-wide requirements for the exchange of significant problem and nonconforming item data within NASA, its contractors, its partners, and with GIDEP.

b. Maintains the NARS and NANADARTS Agency-wide problem reporting and tracking systems.

2.2 Center Directors

Center Directors are responsible for establishing processes for the generation, distribution, disposition, and screening of NASA Advisories and GIDEP Notices at their Centers and any Component Facilities.

2.3 NASA Program, Project, and Operations/Institutional

Managers

2.3.1 Program, Project, and Operations/Institutional Managers, or their designees, hereafter referred to as NASA Program Managers, are responsible for:

a. Implementing closed-loop reporting when a NASA Advisory or GIDEP Notice may impact critical work as defined in NPD 8730.5.

b. Evaluating the applicability of NASA Advisories and GIDEP Notices to critical work within their program to include a check of historical GIDEP Notices and NASA Advisories.

c. Reporting the results of the evaluation and disposition to NANADARTS.

Note: https://nanadarts.nasa.gov/ contains detailed instructions in the HELP screens.

d. Ensuring contractors generate applicable GIDEP Notices in accordance with the requirements of GIDEP Operations Manual and GIDEP Requirements Guide whenever failed or nonconforming items, available to other buyers, are discovered during the course of the contract.

e. Ensuring that contractors and subcontractors are responding to GIDEP Notices and NASA Advisories by performing closed-loop reporting.

f. Ensuring that when programs or projects are transferred between NASA entities, the relevant managers ensure that relevant GIDEP info is transferred as well.

g. In coordination with the Center Coordinator, generate NASA Advisories or GIDEP Notices whenever significant parts, materials, and safety problems or concerns among NASA activities are

NPR 8735.1D -- Chapter2 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- Chapter2 Page 6 of 18 https://nanadarts.nasa.gov/ identified.

2.4 Agency NASA Advisory and GIDEP Coordinator

2.4.1 The Chief, SMA designates the Agency NASA Advisory and GIDEP Coordinator, hereafter referred to as the Agency Coordinator. The Agency Coordinator is responsible for:

a. Serving as the Agency GIDEP Representative and representing NASA to the GIDEP Government Advisory Group.

b. Advising the Center Coordinators regarding the issuance of NASA Advisories and GIDEP Notices.

c. Ensuring Agency-wide training and guidance is available for the proper generation, distribution, and closed-loop reporting of NASA Advisories and GIDEP Notices.

Note: GIDEP Training is available online in the NASA Online Training System SATERN at https://satern.nasa.gov/, as well as through classroom training offered by GIDEP.

d. Informing the Chief, SMA of the status and activity of the NASA Advisory and GIDEP program via the OSMA Quarterly Status Review.

e. Annually informing GIDEP of the NASA Participant Utilization Reporting System Data.

f. Organizing the NASA GIDEP Representative working group.

g. Monitoring compliance with the requirements and procedures of this NPR.

2.5 Center NASA Advisory and GIDEP Coordinators

2.5.1 The Center NASA Advisory and GIDEP Coordinators, hereafter referred to as the Center Coordinators, are responsible for:

a. Ensuring that NASA Advisories and NASA-generated GIDEP Notices are developed and distributed in accordance with the requirements of this NPR and include any information related to the appropriate distribution and approval of the alert.

b. Distributing external GIDEP Notices that are of relevance to the Agency via NANADARTS.

c. Serving as the Center’s GIDEP Representative.

d. Ensuring that NASA Advisories have the appropriate approvals (e.g. Subject Matter Expert, Legal/General Counsel, Export Control).

e. Determining if NASA Advisories should be converted and released to GIDEP.

NPR 8735.1D -- Chapter2 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- Chapter2 Page 7 of 18 https://satern.nasa.gov

Chapter 3. NASA Advisories and GIDEP Notices

3.1 Implementation of Center Processes

3.1.1 Center Directors or their designee shall document a process in their Center’s Quality Management System (QMS) that implements the requirements of this NPR and includes:

a. The criteria for identifying reviewers of NASA Advisories and GIDEP Notices (e.g. Legal Counsel, Export Control, Subject Matter Experts, etc.) being released by their Center.

b. The use of NANADARTS for distributing, assessing, and closed-loop reporting of NASA Advisories and GIDEP Notices.

c. The use of NANADARTS to status closed-loop reporting of NASA Advisories and GIDEP Notices.

3.1.2 Center Directors or their designee shall designate a civil service employee as the Center Coordinator.

3.1.3 Center Directors or their designee shall designate an Alternate Center Coordinator.

Note: Alternate Agency and Center Coordinators can be either a civil servant or contractor employee.

3.1.4 Center Directors or their designee shall monitor and inform annually the Chief, SMA of the state of the exchange of problem data, including performance indicators and risks to satisfactory implementation of NASA Advisories and GIDEP Notices responsibilities defined in this NPR.

3.1.5 Agency and Center Coordinators shall complete GIDEP training at least every two years.

3.1.6 NASA Program Managers shall incorporate GIDEP participation requirements into the contract statement of work or contract specifications for contractors and subcontractors. This includes NASA Advisories. APPENDIX C provides some guidance and sample text for the statement of work.

3.2 Distribution and Assessment of NASA Alerts and GIDEP

Notices

3.2.1 The Agency Coordinator or designee shall enter NASA Advisories and GIDEP Notices into NANADARTS for distribution to the Center Coordinators.

3.2.2 Center Coordinators shall determine whether NASA Advisories and GIDEP Notices require closed-loop reporting or distribution for information at their Centers using the criteria in 3.3.1.

3.2.3 Center Coordinators shall distribute NASA Advisories and GIDEP Notices requiring

NPR 8735.1D -- Chapter3 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- Chapter3 Page 8 of 18 closed-loop reporting or distribution for information at their Centers.

3.2.4 Program Managers, in coordination with the Center Coordinator, shall screen procurement requests meeting the definition of critical work as defined in NPD 8730.5 against NASA Advisories and GIDEP Notices for:

a. Safety critical hardware and software.

b. Flight hardware and critical ground support equipment being procured with a NASA Purchase Card (P-Card).

Note: Screening of procurements for safety critical hardware and software and also flight hardware and critical ground support equipment being procured with a NASA Purchase Card (P-Card) is typically delegated to the Office of Safety and Mission Assurance at each Center per NASA Form 1707.

3.2.5 NASA Program Managers shall review the status of closed-loop reporting on all applicable NASA Advisories and GIDEP Notices in NANADARTS at program milestones, readine ss reviews, or according to contract or other specified reporting times/events.

3.3 Closed-Loop Responses to NASA Advisories and GIDEP

Notices

3.3.1 Center Coordinators shall initiate closed-loop reporting actions for NASA Advisories and GIDEP Notices when the following apply:

a. The NASA Advisory or GIDEP Notice may impact critical work as defined in NPD 8730.5, or;

b. GIDEP Notice is an Agency Action Notice (AAN), or;

Note: AAN-U’s have unlimited distribution and require at least a ‘Use, No-use’ response.

AAN-L’s are limited to Government only and will be distributed according to their Restrictions on Release.

c. GIDEP Notice is a GIDEP Safe-Alert, or

d. GIDEP Notice is a GIDEP Alert, or

e. GIDEP Notice is a GIDEP Problem Advisory, or

f. All NASA Advisories.

3.3.2 Center Coordinators shall establish deadlines for responses to closed-loop reporting actions.

3.3.3 When any of the conditions requiring closed-loop reporting apply, NASA Program Managers, or their designees, shall submit a response to NASA Advisories and GIDEP Notices within NANADARTS that includes:

a. The relevance (i.e. usage or no usage) of the NASA Advisory or GIDEP Notice to the program, NPR 8735.1D -- Chapter3 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- Chapter3 Page 9 of 18 project, or operation/institution by NASA or through its contractors and their supply chains. A response of:

(1) “No usage” is reported for the NASA Advisories and GIDEP Notices that do not apply to the manager’s program, project, operation, or institution.

(2) “Usage” is reported for NASA Advisories and GIDEP Notices that do apply to the manager’s program, project, operation, or institution and should include the specific application of the non-conforming product.

b. The impact (i.e. impact or no impact) of the NASA Advisory or GIDEP Notice on hardware or software used by the NASA program, project, or operation/institution or its contractors and their supply chains. When there is “usage” reported, a response of:

(1) “No impact” is reported for the NASA Advisories and GIDEP Notices where usage of the product does not affect the manager’s program, project, operation, or institution.

(2) “Impact” is reported for the NASA Advisories and GIDEP Notices where usage of the product does affect the manager’s program, project, operation, or institution and should include the corrective actions taken to reduce or eliminate any impact and an estimate of the cost avoidance to the program, project, operation, or institution.

3.4 Generation of NASA Advisories and GIDEP Notices

3.4.1 NASA Program Managers shall notify the Center Coordinator of nonconforming products that meet one or more of the criteria of paragraph 3.4.3.

3.4.2 Center Coordinators shall utilize NARS for the entry, approval, and release of NASA Advisories and GIDEP Notices.

Note: https://nars.nasa.gov/ contains detailed instructions in the HELP screens.

3.4.3 NASA Program Managers shall generate NASA Advisories or GIDEP Notices for items that meet the following criteria:

a. Counterfeit or suspect counterfeit, or;

b. Contain a major or critical nonconformance, and:

Note: Incidents of counterfeiting and fraud related to procurement may also be reported to the Office of General Counsel’s Acquisition Integrity Program.

(1) Are commercially available or common items, or;

(2) Constitute a quality escape (e.g. a nonconforming item has been released to more than one customer).

Note: NASA Advisories are issued for items described above that are peculiar to NASA

NPR 8735.1D -- Chapter3 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- Chapter3 Page 10 of 18 https://nars.nasa.gov/ applications and/or have not escaped to non-NASA organizations. GIDEP Notices should be issued for other items in work.

3.4.4 Center Coordinators shall evaluate NASA Advisories at the time of data entry into NARS and determine if conversion to a GIDEP Notice is appropriate.

3.4.5 Center Coordinators shall generate and submit GIDEP Notices in accordance with the requirements contained in the GIDEP Operations Manual.

Note: http://www.gidep.org/about/opmanual/chap07r_mar2015.pdf Failure Experience Data details how to submit a GIDEP Notice. It is a Best Practice to inform the manufacturer of the problem and encourage them to submit the problem and their resolution to GIDEP.

3.4.6 NASA Program Managers shall support the Center Coordinator in the generation of NASA Advisories and GIDEP Notices.

3.4.7 Fraud, Waste, and Abuse

3.4.7.1 The NASA Office of the Inspector General or another Government agency might identify situations potentially involving fraud, waste, and abuse which could also impact safety and mission assurance.

a. When this information is provided by the Office of the Inspector General or other Government agencies to the Office of Safety and Mission Assurance, the NASA GIDEP Liaison shall convert the information into a NASA Advisory.

b. The Headquarters and Center GIDEP and NASA Advisory Coordinators shall exercise caution in processing and distributing these NASA Advisories to ensure distribution only to those people with a need to know the information, as this information is usually associated with an ongoing investigation.

3.5 Exchange of Problem Data and Concerns with Other

Organizations

3.5.1 NASA Program Managers, in coordination with other relevant NASA organizations, should consider the inclusion of provisions regarding the exchange of significant parts, materials, and safety problems or concerns in negotiated agreements for space activities and launch services with U.S. and foreign governmental and non-governmental organizations. The Agency NASA Advisory and GIDEP Coordinator, in coordination with OIIR, may negotiate, conclude, and maintain arrangements for the exchange of such information with foreign space agencies.

NPR 8735.1D -- Chapter3 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- Chapter3 Page 11 of 18 http://www.gidep.org/about/opmanual/chap07r_mar2015.pdf

Appendix A. Definitions Agency Coordinator: The NASA person that serves as the representative to the GIDEP in the Department of Defense to communicate with and provide the interfaces between the Agency and the GIDEP. This individual is a GIDEP Representative as defined by GIDEP.

Center Coordinator: A NASA person appointed by their organization to represent the Center and implement this NPR. This individual is a GIDEP Representative as defined by GIDEP.

Closed-loop Reporting: Process by which a Program, Project, and Operational/Institutional Manager or their designee provides a usage assessment to a specific NASA Advisory or GIDEP Notice.

Common item: An item that has multiple applications versus a single or peculiar application.

Corrective Actions: Changes to design processes, work instructions, workmanship practices, training, inspections, tests, procedures, software, specifications, drawings, tools, equipment, facilities, resources, or material that result in preventing, minimizing, or limiting the potential for recurrence.

Counterfeit: An unlawful or unauthorized reproduction, substitution, or alteration that has been knowingly mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitution includes used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

Critical Nonconformance: A nonconformance that is likely to result in hazardous or unsafe conditions for individuals using, maintaining, or depending upon the supplies or services; or is likely to prevent performance of a vital agency mission.

Functional Failure: A failure resulting in nonfulfillment of required component functions or capabilities.

GIDEP: This acronym stands for "Government-Industry Data Exchange Program." GIDEP is a cooperative information-sharing program between the U.S. Government, Canadian Government, and industry participants. The goal of GIDEP is to ensure that only reliable and conforming parts, materials, and software are in use on all Government programs and operations. GIDEP members share technical information essential to the research, design, development, production, and operational phases of the life cycle of systems, facilities, and equipment.

GIDEP Agency Action Notice: See the GIDEP Operations Manual for formal definition.

GIDEP Alert: See the GIDEP Operations Manual for formal definition.

GIDEP Notices: Term used within this NPR to collectively refer to GIDEP Alerts, GIDEP Safe-Alerts, GIDEP Problem Advisories, and GIDEP Agency Action Notices.

GIDEP Problem Advisory: See the GIDEP Operations Manual for formal definition.

GIDEP Representative: See the GIDEP Operations Manual for formal definition.

GIDEP Safe-Alert: See the GIDEP Operations Manual for formal definition.

NPR 8735.1D -- AppendixA This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- AppendixA Page 12 of 18

Ground Support Equipment: Ground-based equipment used to store, transport, handle, test, check out, service, or control aircraft, launch vehicles, spacecraft, or payloads (NASA-STD-8709.22).

Ground Systems (GS): This line of classification collectively refers to the ground-based hardware, software, development processes, and ground operations associated with supporting a vehicle or instrument operating in space. Implementation practices differ significantly from the flight hardware but are kept commensurate with the overall risk posture for the mission. Note that this category is distinct from Ground Support Equipment, which is equipment that is used to interface with flight hardware while it is on the ground. (examples: GOES-R GS, JPSS GS, SGSS)

Impact: The issue presented in the NASA Advisory, GIDEP Notice, or other released document potentially has an adverse effect on operation of the system being evaluated.

Major Nonconformance: A nonconformance, other than critical, that is likely to result in failure of the supplies or services, or to materially reduce the usability of the supplies or services for their intended purpose.

NASA Advisory: A NASA document for exchanging significant parts, materials, and safety problems or concerns among NASA activities.

NASA Advisory Reporting System (NARS): A web-based tool operated by NASA and used to generate, document and store NASA Advisories.

NASA Advisories, Notices, and Alerts Distribution and Response Tracking System (NANADARTS): A Web-based tool operated by NASA and used to distribute NASA Advisories, GIDEP Notices, and other related documents and collect closed-loop responses for these documents.

Nonconformance: The state or situation of not fulfilling a requirement. A nonconforming product, process, software, or material does not meet manufacturing specifications or design, composition, or contractual requirements. Counterfeit parts, products, software, and materials are considered nonconforming and/or nonconformances.

Payload: Any airborne or space equipment or material that is not an integral part of the carrier vehicle (i.e., not part of the carrier aircraft, balloon, sounding rocket, expendable or recoverable launch vehicle). Included are items such as free-flying automated spacecraft, Space Shuttle payloads, Space Station payloads, Expendable Launch Vehicle payloads, flight hardware and instruments designed to conduct experiments, and payload support equipment. [NPR 8705.4 Risk Classification for NASA Payloads]

Quality Escape: Any product released by an internal or external supplier or sub-tier supplier that is subsequently determined to be nonconforming to contract and/or product specification requirements.

Safety-Critical Product: A product whose failure, malfunction, or absence could cause a catastrophic or safety-critical failure resulting in the loss of or serious damage to the craft/vehicle/facility, loss of mission, an unacceptable risk of personal injury, or loss of life.

Significant Problem: Any problem that is of the highest category of significance by virtue of the problem's impact on personnel safety or mission accomplishment (schedule and objectives).

Suspect Counterfeit: An item for which credible evidence (including but not limited to, visual inspection or testing) provides reasonable doubt that the item is authentic.

Usage: The item presented in the NASA Advisory, GIDEP Notice, or other released document is

NPR 8735.1D -- AppendixA This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- AppendixA Page 13 of 18

Usage: The item presented in the NASA Advisory, GIDEP Notice, or other released document is present on the system being evaluated.

Work Breakdown Structure (WBS): A product-oriented hierarchical division of the hardware, software, services, and data required to produce the program's or project's end product(s), structured according to the way the work will be performed and reflecting the way in which program/project costs and schedule, technical, and risk data are to be accumulated, summarized, and reported.

NPR 8735.1D -- AppendixA This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- AppendixA Page 14 of 18

Appendix B. Acronyms FFRDC Federally Funded Research and Development Center GIDEP Government-Industry Data Exchange Program JPL (FFRDC) Jet Propulsion Laboratory Federally-Funded Research

Development Center KDP Key Decision Point LCC Life-Cycle Cost MDAA Mission Directorate Associate Administrator NANADARTS NASA Advisory, Notice, and Alerts Distribution and

Response Tracking System NARS NASA Advisory Reporting System NF NASA Form NFS NASA FAR Supplement NPD NASA Policy Directive NPR NASA Procedure Requirements OIIR Office of International and Interagency Relations QMS Quality Management System SMA Safety and Mission Assurance SMA TA Safety and Mission Assurance Technical Authority WBS Work Breakdown Structure

NPR 8735.1D -- AppendixB This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- AppendixB Page 15 of 18

Appendix C. Guidelines for Contractual Implementation of GIDEP C.1 NASA Program Managers are responsible for ensuring that contractors and subcontractors are responding to GIDEP Notices and NASA Advisories by performing closed-loop reporting. These requirements need to be included in contract statements of work or specifications.

C.2 Closed-loop reporting is implemented when a NASA Advisory or GIDEP Notice may impact critical work as defined in NPD 8730.5.

C.2.1 The following is a suggested GIDEP/NASA Advisory Participation Statement of Work. This text may be tailored at the Center's discretion.

"The Contractor shall participate in the Government-Industry Data Exchange Program (GIDEP) in accordance with the requirements of the GIDEP Operations Manual and the GIDEP Requirements Guide, available from the GIDEP Operations Center, PO Box 8000, Corona, California 92878-8000 or www.gidep.org. The Contractor shall review all GIDEP Notices* and designated NASA Advisories to determine if they affect the Contractor's products/and or services provided to the Government. The Contractor shall respond by documenting whether or not each GIDEP Notice and NASA Advisory affects the Contractor's products and services provided to the Government. The contractor is responsible for stating whether or not each GIDEP Notice and NASA Advisory affects the subcontractor's products and services provided to the Government. For GIDEP Notices and NASA Advisories that affect the Contractor's products and services provided to the Government, the Contractor shall take action to eliminate or mitigate any negative effect and inform the Government of such actions to ensure GIDEP Notices and NASA Advisories adhere to closed-loop reporting**. The Contractor shall generate applicable GIDEP Notices in accordance with the requirements of GIDEP Operations Manual and GIDEP Requirements Guide whenever failed or nonconforming items, available to other buyers, are discovered during the course of the Contract."

*The term "GIDEP Notices" means "GIDEP Alerts, GIDEP Safe-Alerts, GIDEP Problem Advisories, and GIDEP Agency Action Notices." Life-cycle logistics should be addressed per contractual requirements identified by the Program/Project.

** The term "closed-loop reporting" means providing a written response of no impact, no usage or impact with rationale at program milestone and readiness reviews or according to contract or other specified reporting times/events for each GIDEP Notice and NASA Advisory."

"If suspect/counterfeit parts are furnished under this agreement and are found on the (site), such items shall be impounded by (site). The Seller shall promptly replace such items with items acceptable to the (site) and the Seller shall be liable for all costs relating to impoundment, removal, and replacement. (Site) may turn such items over to NASA Office of

NPR 8735.1D -- AppendixC This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- AppendixC Page 16 of 18

Inspector General, FBI, etc., for investigation and reserves the right to withhold payment for the suspect counterfeit items pending the results of the investigation."

C.2.2 The contractor is responsible for the flow-down of these requirements to subcontractors and subcontractor adherence to closed-loop reporting.

C.2.3 The contractor is responsible for providing all the necessary information in NARS when a NASA Advisory is created.

NPR 8735.1D -- AppendixC This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- AppendixC Page 17 of 18

Appendix D. References D.1 NFS Part 1813, Simplified Acquisition Methods.

D.2 NPD 4100.1 Supply Support and Material Management.

D.3 NPD 7500.1 Program and Project Life-Cycle Logistics Support Policy.

D.4 NPR 1441.1, NASA Records Management Program Requirements.

D.5 NPR 7120.5, NASA Space Flight Program and Project Management Requirements.

D.6 NPR 7120.8, NASA Research and Technology Program and Project Management Requirements.

D.7 NPR 8705.4, Risk Classification for NASA Payloads.

D.8 NPR 8715.6, NASA Procedural Requirements for Limiting Orbital Debris and Evaluating the Meteoroid and Orbital Debris Environments.

D.9 NASA-STD-8709.20, Management of Safety and Mission Assurance Technical Authority Requirements.

NPR 8735.1D -- AppendixD This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 8735.1D -- AppendixD Page 18 of 18