Title: Carga Información Phase 2 – Opus Version: #1
Created by: Jorge Solís Reviewed by: Approved by: Date: 17 Ago ’18
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AUTHORITY DATE
Jeffrey Northey (original signature on file) IMS Manager 05/29/2015
Kaci Reynolds (original signature on file) Process Owner 05/29/2015
REFERENCES
Document ID/Link Title
IVV QM NASA IV&V Quality Manual
IVV 06 Procurement
IVV 10 Software and Hardware Configuration
Management
IVV 11 Enterprise Architecture (IT Governance)
IVV 16 Control of Records
NPR 1441.1 NASA Records Management Program
Requirements
[Link] N-PROP
ECM…/DELIVER/ Internal Information Regarding Purchase Card
Program Financial Management/ (P-Card) Transactions
08. Working Procedures/
03. Purchasing/
If any process in this document conflicts with any document in the NASA Online Directives
Information System (NODIS), this document shall be superseded by the NODIS document.
Any external reference shall be monitored by the Process Owner for current versioning.
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Title: Carga Información Phase 2 – Opus Version: #1
Created by: Jorge Solís Reviewed by: Approved by: Date: 17 Ago ’18
1.0 Purpose
The purpose of this Work Instruction (WI) is to establish a consistent method for
making both IT and non-IT related goods and services purchases within the
NASA IV&V Program. The intent is to promote good communication and
decision making.
2.0 Scope
This WI applies to the initiation, approval, execution, receipt, and tracking of all
NASA IV&V purchases. Establishing a new contract vehicle or any contract
modification is covered by IVV 06, Procurement.
3.0 Definitions and Acronyms
Official NASA IV&V roles and terms are defined in the Quality Manual.
Specialized definitions identified in this WI are defined below.
3.1 P-card
The government P-card is a purchasing instrument issued through a
commercial bank to a Government agency to facilitate small purchases.
3.2 N-PROP
N-PROP is a Web-based tool that NASA property holders use to manage
their equipment.
3.3 Purchase Facilitator
Purchase Facilitator initiates the purchase and facilitates communication
during the process. May or may not be the Purchase Requester.
3.4 Purchase Requester (Requester)
Purchase Requester is the individual who has the need for the purchase.
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Title: Carga Información Phase 2 – Opus Version: #1
Created by: Jorge Solís Reviewed by: Approved by: Date: 17 Ago ’18
3.5 Acronyms
CO Contracting Officer
COR Contracting Officer Representative
EA Enterprise Architecture
EAB Enterprise Architecture Board
FAR Federal Acquisition Regulation
GFE Government Furnished Equipment
IMS NASA IV&V Management System
IT Information Technology
IVVO IV&V Office
JSTAR Jon McBride Software Testing and Research Lab
NODIS NASA Online Directives Information System
NPR NASA Procedural Requirements
PFM Program Financial Management
QM Quality Manual
RA Resource Analyst
RM Resource Manager
SCO Strategic Communications Office
SL Senior Leadership
SWAT Software Assurance Tools
WI Work Instruction
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Title: Carga Información Phase 2 – Opus Version: #1
Created by: Jorge Solís Reviewed by: Approved by: Date: 17 Ago ’18
4.0 Process Flow Diagram
The following diagram depicts processes described in this document, and the
responsibilities and actions that shall be performed by process participants. Any
information supplemental to the depicted process will appear after the diagram.
To start the purchasing process, the requester first must determine if the
purchase is an IT (software and/or hardware) or a non-IT purchase request.
4.1 IT Purchase Requests
1. The requester must determine the following:
Does the IT capability already exist within the NASA IV&V
Program?
o For software – check with SWAT, JSTAR, or IT
o For hardware – check with the IT IV&V Property Custodian
Is the purchase essential to the NASA mission?
Is the purchase ‘allowable?’ If not, please provide proof of Agency
waiver in ‘unallowable’ instances.
o A list of ‘allowable’ and ‘unallowable’ purchases is on
ECM: \DELIVER\ Program Financial Management\ 08.
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Title: Carga Información Phase 2 – Opus Version: #1
Created by: Jorge Solís Reviewed by: Approved by: Date: 17 Ago ’18
Working Procedures\ (03. Purchasing)\ Internal process for
Purchase [Link]
The requester shall submit the request to IT, JSTAR, and SWAT via
email to ivv-it-purchasing@[Link]. Provide the following
information about the purchase:
o Item description
o Quantity and Units
o Justification of why the purchases is needed/required
2. The request will then be assessed by IT, JSTAR, or SWAT who will
determine the following. Only one of the three entities’ assessments is
required.
Pre-existing capability
Chinese parts investigation
Infrastructure fit – EA involvement
IT, JSTAR, or SWAT will then provide feedback to the requester for the
purchase. If required, the purchase will be assessed according to IVV
11, Enterprise Architecture (IT Governance) Process. Then, the
purchase request will be forwarded to the Purchase Facilitator (if they
are not already involved in this purchase process).
3. If the purchase is still necessary, then the Purchase Facilitator shall
submit the following information to the Office Lead or Designee, PFM,
and CO. PFM will track in database on ECM: \DELIVER\ Program
Financial Management\ Procedures\ (03. Purchasing)\ Purchasing
[Link] (PFM is responsible for the tracking log).
Item Description
Quantity and Units
Unit Price
Total Estimated Price
Applicable shipping and handling based on suggested vendor
option (if necessary)
Suggested vendor(s)
Required delivery date
Market Research in the form of three (3) competitive quotes (if
greater than $3,000) or a sole source justification – as an
attachment.
Recommended contract vehicle (with justification)
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Title: Carga Información Phase 2 – Opus Version: #1
Created by: Jorge Solís Reviewed by: Approved by: Date: 17 Ago ’18
4. The office lead will reply with approval or disapproval. The lead will
ensure the following:
Purchase is covered within the office execution plan and
financial allocation
Agree that their office allocation shall pay for the purchase
Ensure that baselines are in place to cover the planned
expenditure
5. PFM will then reply with approval or disapproval. PFM and CO will
collaborate to accomplish the following:
Assure that the funds are approved and available for purchase
Provide accounting data to the CO
o Contract purchase to be placed
o For P-card purchase provide the following:
Fund
Fund center
Cost center
Internal order
WBS
Material group
Purchase Order information
6. PFM and CO will determine how to purchase the good/service.
If through a Purchase Order/P-card,
The CO determines that the order is in compliance with
the FAR and will approve the purchase, place the order,
distribute purchasing information and attach official
record of the order.
7. The CO must receive and accept all Purchase Order/P-card purchases
and ensure the property is delivered to the appropriate person and the
following shall be notified:
Purchase Facilitator
Requester
PFM
Property Custodian – if hardware, the property shall be tagged,
tracked in the N-PROP or GFE systems, and added to the
NASA IV&V Program Property List.
8. If through a contract purchase, the COR will evaluate that the purchase
is within the scope of the contract. The Purchasing contractor is
responsible for following their contract purchasing procedure.
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Title: Carga Información Phase 2 – Opus Version: #1
Created by: Jorge Solís Reviewed by: Approved by: Date: 17 Ago ’18
Additionally, the CO will ensure that all required source documents are
retained on ECM here: \DELIVER\ Procurement & Contract Management\
CONTRACTS\ PURCHASE CARD ORDERS
4.2 Non-IT Purchase Requests
1. The requester must determine the following:
Does the good or service already exist within the NASA IV&V
Program?
Is the purchase essential to the NASA mission?
Is the purchase ‘allowable?’ If not, please provide proof of Agency
waiver in ‘unallowable’ instances.
o A list of ‘allowable’ and ‘unallowable’ purchases is on
ECM: \DELIVER\ Program Financial Management\ 08.
Working Procedures\ (03. Purchasing)\ Internal process for
Purchase [Link]
2. If the purchase is still necessary, The Purchase Facilitator shall submit
the following information to the Office Lead or Designee, PFM, and
CO. PFM will track in a database on ECM at: \DELIVER\ Program
Financial Management\ Procedures\ (03. Purchasing)\ Purchasing
[Link] (PFM is responsible for the tracking log).
Item Description
Quantity and Units
Unit Price
Total Estimated Price
Applicable shipping and handling based on suggested vendor
option (if necessary)
Suggested vendor(s)
Required Delivery Date
Market Research in the form of three (3) competitive quotes (if
greater than $3,000) or a sole source justification – as an
attachment
Recommended contract vehicle (with justification)
3. The office lead will reply with approval or disapproval. The lead will
ensure the following:
Purchase is covered within the office execution plan and
financial allocation
Agree that their office allocation shall pay for the purchase
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Title: Carga Información Phase 2 – Opus Version: #1
Created by: Jorge Solís Reviewed by: Approved by: Date: 17 Ago ’18
Ensure that baselines are in place to cover the planned
expenditure
4. PFM will then reply with approval or disapproval. PFM and CO will
collaborate to accomplish the following:
Assure that the funds are approved and available for purchase
Provide accounting data to the CO
o Contract purchase to be placed
o For P-card purchase provide the following:
Fund
Fund center
Cost center
Internal order
WBS
Material group
Purchase Order information
5. PFM and CO will determine how to purchase the good/service.
If through a Purchase Order/P-card,
The CO determines that the order is in compliance with
the FAR and will approve the purchase, place the order,
distribute purchasing information and attach official
record of the order.
6. The CO must receive and accept all Purchase Order/P-card purchases
and ensure the property is delivered to the appropriate person and the
following shall be notified:
Purchase Facilitator
Requester
PFM
Property Custodian – if hardware, the property shall be tagged,
tracked in the N-PROP or GFE systems, and added to the
NASA IV&V Program Property List.
7. If through a contract purchase, the COR will evaluate that the purchase
is within the scope of the contract. The Purchasing contractor is
responsible for following their contract purchasing procedure.
Additionally, the CO will ensure that all required source documents are
retained on ECM here: \DELIVER\ Procurement & Contract Management\
CONTRACTS\ PURCHASE CARD ORDERS
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Title: Carga Información Phase 2 – Opus Version: #1
Created by: Jorge Solís Reviewed by: Approved by: Date: 17 Ago ’18
5.0 Metrics
Any metrics associated with this WI are established and tracked within the NASA
IV&V Metrics Program.
6.0 Records
The following records will be generated or updated and filed in accordance with
this WI and IVV 16, Control of Records, and in reference to NPR 1441.1, NASA
Records Management Program Requirements.
Responsible
Record Name Original Vital Retention Requirement Location
Person
Retain indefinitely in agency space
Purchasing until no longer needed, or destroy
Y N PFM Lead ECM
Tracker Log when 75 years old, whichever is
longer. (1/8B)
Destroy or delete when 2 years old,
NASA IV&V
Property or 2 years after the date of the latest
Program Property Y N ECM
Custodian entry, whichever is applicable.
List
(1/78C)
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VERSION HISTORY
Version Description of Change Rationale for Change Author Effective Date
Basic Initial Release Kaci Reynolds 02/12/2015
A Updated scope Clarifying differences between Raju Raymond 04/16/2015
making purchases and
establishing a contract vehicle.
B Removed G&A (General & ADR. Updated to reflect current Tara Perdue 05/29/2015
Administrative) usage. Instead of G&A use AMO
(Agency Management &
Operations) if needed.
