1. Quality Leadership Forum GSFC - 7/18/01
Overview of the
GIDEP and NASA Advisory System
Eric Raynor
Safety and Risk Management Division, Code QS
NASA Headquarters
Ph: 202/

2. What is GIDEP? GIDEP: Government-Industry Data Exchange Program
Since 1958; NASA a charter member
Purpose:
GIDEP (Government-Industry Data Exchange Program) is a cooperative activity between government and industry participants seeking to reduce or eliminate expenditures of resources by making maximum use of existing information. The program provides a media to exchange technical information essential during research, design, development, production and operational phases of the life cycle of systems, facilities and equipment.
Eligible Membership:
U.S. and Canadian Government Agencies and Private Industry

3. What’s in GIDEP?
Participants in GIDEP are provided electronic access to the six major types of data:
ENGINEERING DATA contains quality assessment, engineering test, evaluation and qualification test reports, nonstandard parts data, parts and materials specifications, manufacturing processes, process controls, solderability data and related engineering data on parts, components, materials and processes. This data includes significant amounts of energy and environmental information.
FAILURE EXPERIENCE DATA contains objective failure information as a result of ALERTs, SAFE-ALERTs, Problem Advisories and Agency Action Notices which notify users of nonconforming parts, components, chemicals, processes, materials, safety and hazardous situations This data also includes failure analysis and problem information submitted from laboratory analysis.
METROLOGY DATA contains calibration procedures and technical manuals for test and inspection equipment. It also contains engineering information on calibration laboratories, calibration systems and measurement systems. National Institute for Standards and Technology contributes a significant portion of the engineering data related to measurement science.

4. What’s in GIDEP (continued):
PRODUCT INFORMATION DATA contains notices on parts, components and materials which are being discontinued or the attributes have been changed by the manufacturer. This data includes Diminishing Manufacturing Sources and Material Shortages (DMSMS) Notices of product discontinuances which suppliers have forwarded to GIDEP. It also contains information on alternate sources, after market suppliers, Department of Defense focal points of contact and related information. Another significant type of data is the Product Change Notices which are also distributed as a part of this data set.
RELIABILITY AND MAINTAINABILITY (R&M) DATA contains failure rate, failure mode and replacement rate data on parts, components, and subsystems based upon field performance and demonstration tests of equipment, subsystems and systems. This also includes reports on theory, methods, techniques and procedures related to reliability and maintainability practices.
URGENT DATA REQUEST system permits participants having technical problems to rapidly query the GIDEP community to obtain information which resolves the problem. A UDR form is initiated by the GIDEP Representative and mailed electronically to the GIDEP Operations Center which distributes the UDR to all participants. Responses to requests for information are provided directly to the representative making the urgent data request.

5. Who Operates GIDEP?
GIDEP is chartered by the DoD Joint Logistics Commanders and provides for the full exchange of information by government and industry organizations.
The Navy provides Program Management in accordance with an agreement of the Joint Logistics Commanders. The Program Manager exercises executive management for the planning, direction and execution of GIDEP. The Program Manager's office is strategically located within the Office of the Assistant Secretary of Navy, Research, Development and Acquisition for Product Integrity [OASN(RDA)PI]
Current Program Manager: Capt. (Sel) Mary Beth Newton
Day-today operation of GIDEP takes places at the GIDEP Operations Center at the Naval Warfare Assessment Center in Corona, California.
Current Program Director: Bob Bennett
GIDEP Operations Center, P.O. Box 8000, Corona, CA
phone: 909/
fax: 909/
website:

6. GIDEP Management Process:
GIDEP has two advisory groups which provide government and industry perspective on policies and procedures:
The GOVERNMENT ADVISORY GROUP is composed of members appointed by the respective headquarters of each participating government agency. The Government Advisory Group serves as liaison, representing their respective organizations and, in an advisory capacity, recommend policies and procedures which enhance the exchange of information. Their purpose is to ensure that the program policy serves the needs of their organizations and needs of all government participants.
Current NASA Liaison to GIDEP: Eric Raynor, NASA HQ, Code QS
The INDUSTRY ADVISORY GROUP is composed of representatives who are elected by the industry GIDEP Representatives at large. This group serves as spokespersons for industry recommending policies and procedures which will enhance the effectiveness of GIDEP from an industry perspective.
Current NASA/JPL Liaison to GIDEP: Rusty Woodall

7. GIDEP Management Issues
GIDEP failure experience data submissions are decreasing
NASA and NASA contractors, combined, are the largest volume contributors of this type of data into GIDEP, but NASA does not benefit when others fail to report their non-conformances.
GIDEP’s proposed solution to this problem was to re-instate Mil Std 1556….but this would only apply to the services and not the independent agencies.
GIDEP is also working with the Office of Federal Procurement Policy (OFPP) to attempt to re-issue/update OMB Policy Letter 91-3
OMB Policy Letter 91-3 was issued back in established policies and procedures for using GIDEP for exchanging information government-wide about non-conforming products and materials...
NASA has provided comments to strengthen the next versions of this letter
Longer term plan to address this in the DFAR and ultimately the FAR.

8. NASA Center GIDEP Representatives:
ARC - David Walton
Support: Jamil Muhammad
DFRC - John Stipe
GRC - Bipin Patel
GSFC - Victor Capozzi
HQ - Cheryl Humbolt
JPL - Rusty Woodall
Support: Jean Gil
JSC - Bob Sheppard
Support: Pam Branch
KSC - Phil Swihart
LaRC - Bob Wallace
MSFC - Don Whirley
Support: Sandy Haraway and John McPherson
SSC - Ted Mason
WSTF - Don Hall

9. How is GIDEP Funded? Budget is established by the DoD JLC.
Funding comes from DoD, DLA, NASA, DOE, DOT, and the Government of Canada
Current Annual GIDEP operating Budget +/- $5million
NASA has frozen it’s annual funding contribution to GIDEP at the FY 99 level of $293,000
GIDEP Funding Sponsors meet quarterly
NASA GIDEP Funding Sponsor - Eric Raynor, NASA HQ, Code QS

10. What Services Can GIDEP Provide To You?
Registered GIDEP participants can directly access ythe centralized GIDEP electronic database via the web.
Weekly subscription service for new data coming into the system; available by specific data type:
Failure Experience Data
Reliability/Maintainability Data
Automated Batch Matching Capability - send GIDEP your parts lists and they will automatically cross-check them for you against incoming GIDEP documents (Also available through EPIMS at GSFC - Contact Steve Waterbury)
Urgent Data Request (UDR) Capability
Metrology/Calibration data available via CD-ROM
NOTE: GIDEP is **NO COST** to NASA Projects, except for the time required to review incoming GIDEP data

11. GIDEP Reporting Requirements
GIDEP requires annual utilization reporting by all NASA Center GIDEP Representative:
Due to the the NASA HQ Alert Coordinator and to the GIDEP Operations Center at the close of each fiscal year.
Electronic submission forms are available from GIDEP
Code Q requires that all GIDEP AL, SA, PA, AAN, and NA’s issued by the NASA Centers are to be forwarded to Code QS/Eric Raynor
These activities are reported to NASA Senior Management bi-monthly
Reporting to senior management includes:
Date issued
GIDEP or NA assigned number
Title/Subject
Code Q requires each center to hold a GIDEP GROW every year

12. What is a NASA/GIDEP GROW?
An annual GIDEP awareness raising event, held at each NASA Center
Intent of a GIDEP GROW:
To familiarize center personnel with the Center’s GIDEP/ALERT system
To show the relationship of the Center’s system with other NASA Centers and GIDEP
To achieve greater use and participation in GIDEP among the center’s design activities, engineers, mission assurance and procurement personnel
GIDEP GROWs are half-day events with the following generic agenda:
Welcome and introductions
Center participation in GIDEP and the NASA ALERT/Advisory process
GIDEP program overview
Data types and interchange
Data utilization
On-line demonstration of GIDEP data via the internet
Questions and answers

13. What NASA/GIDEP Training is Available?
A web-based training module on GIDEP is available on the Site for On-Line Learning and Resources (SOLAR) called “GIDEP Participation and the NASA Advisory System”
To access:
Point your web-browser to:
User ID and password is required (follow link on home page)
To access the training module from the home page:
Click on “Safety and Mission Assurance” under the “Disciplines” banner
Click on “Web-based Courses”
Click on “ZQGPNAS - GIDEP Participation and the NASA Advisory System”

14. NASA Policy Regarding GIDEP
NPG “Procedures for Exchanging Parts, Materials, and Safety Problem Data Utilizing the Government -Industry Data Exchange Program and NASA Advisories”

15. NASA NPG Scope
Identifies the requirements to control non-conforming products and to perform corrective and preventative action
Describes the requirements for the exchange of data concerning significant parts, materials, and safety problems internal and external to NASA
Provides the procedures for the preparation, distribution, and close-out of GIDEP ALERTS (AL) , GIDEP SAFE-ALERTS (SA), GIDEP Problem Advisories (PA), GIDEP Agency Action Notices (AAN) , and NASA Advisories (NA)

16. NPG 8735.1 - Definitions GIDEP ALERT:
GIDEP document for reporting a problem with parts, components, materials, specifications, software, facilities, manufacturing processes or test equipment that can cause a functional failure.
GIDEP SAFE-ALERT:
GIDEP document for reporting a non-conforming item, product, or situation that creates a safety hazard for personnel or equipment.
GIDEP Problem Advisory:
GIDEP document for reporting a problem with parts, components, materials, manufacturing processes, specifications, software, facilities, or test equipment that has an unknown or low probability of causing problems for other users.
GIDEP Agency Action Notice:
GIDEP document for redistributing problem information issued by a Government Agency to GIDEP Participants.
NASA Advisory:
A NASA Document for exchanging significant parts, materials and safety problems or concerns among NASA activities.

17. NPG 8735.1 - General Requirements
NASA Shall:
Participate in GIDEP
Develop, document, and implement a process for
ID, document, control and correct problems and non-conforming items
Exchange significant problem and nonconforming item data among NASA Activities and within GIDEP.
Evaluate and disposition GIDEP AL, SA, PA, AAN, and NA.

18. NPG 8735.1 - Responsibilities
AA for S&MA (Code Q) Responsibilities:
Establishing agencywide requirements
Exchanging problems and nonconforming item data identified by NASA HQ with the NASA activities and GIDEP
Performing process verifications of the enterprise and center implementation of the agencywide requirements
Designating an HQ GIDEP/Alert Coordinator and an Agency Liaison to GIDEP
Enterprise AA Responsibilities:
Maintaining continuous oversight of their center’s implementation of these requirements
Center Director Responsibilities:
Developing, documenting, and implementing the Center process for:
ID, control, and correction of problems and nonconforming parts
Exchange of data with other centers and GIDEP
Evaluation and disposition of GIDEP AL, SA, PA, AAN and NA.
Designating a Center GIDEP/Alert Coordinator

19. NPG Responsibilities
Program, Project, and Functional Management:
Reviewing all contracts to ensure incorporation of GIDEP where appropriate
NOTE: NPG contains sample GIDEP contract clause language
Ensuring the review and disposition of all GIDEP AL, SA, PA, AAN, and NA
Ensuring that all significant parts, material and safety problems of a general concern are identified and exchanges with other NASA Centers and GIDEP
Ensuring that the status of all GIDEP AL, SA, PA, AAN, and NA are reviewed at program milestones and readiness reviews.
HQ and Center ALERT Coordinators responsibilities
Reviewing, signing, and releasing all GIDEP AL, SA, PA, AAN, and NA generated by their respective facility

20. NPG Documentation
Data shall be documented and exchanged among NASA Centers and GIDEP using approved GIDEP procedures unless the GIDEP reporting criteria (Chapter 7 of the GIDEP Operations Manual) cannot be met or there are restrictions on the the release and distribution of the information
Example: NASA HQ/IG coordinated NA releases
GIDEP AL, SA, PA, AAN’s should be documented in accordance with the the GIDEP Operations Manual

21. NPG Documentation
NA’s shall be documented using a Center unique form, which, as a minimum, should contain the following:
General Statement - “This is a NASA Advisory issued in accordance…”
Date of issue
Release restrictions
ID number “NA-Center-Sequential Number-Year” ex: “NA-HQ ”
Nomenclature of the item, part, component, material, specification, etc…
Manufacturer name and address
Procurement specification information
Manufacturer’s part number
Lot/date codes
Serial number
Statement of the problem situation or cause
Action or steps taken
POC’s
References
Center GIDEP/Alert Coordinator’s Signature, Name, Phone, Fax, and

22. NPG 8735.1 - Release & Distribution
GIDEP AL, SA, PA, AAN and NA will be expeditiously released to other NASA Centers and the GIDEP Operations Center using the most effective and rapid means available (fax, , hard-copy mail)
NA’s will be coordinated with the Center Office of the Chief Counsel prior to release, and should be processed through any other appropriate center channels prior to release
NA’s should be distributed to:
appropriate organizations within the originating Center
all other NASA Center and HQ ALERT coordinators
the NASA OIG in cases of suspected fraud
the EEE Parts Information Management System (GSFC/Waterbury)

23. NPG 8735.1 - Release and Distribution
The NASA OIG:
Sometimes in conjunction with other Government Agencies, the NASA OIG will identify situations potentially involving fraud, waste, and/or abuse which may also impact safety and mission assurance.
When this information is received by Code Q, it is converted into a NASA Advisory (formerly known as a NASA Preliminary Alert)
In these cases, caution should be exercised to ensure processing and distribution only to persons with a need to know this information, as the information is usually associated with an on-going investigation. Language can often be found in these Advisories that says “do not share this information outside government channels without prior approval from the NASA OIG”
When in doubt? Call your local OIG representative.
Numbering Example “NA-HQ-OIG ”

24. NPG 8735.1 Release and Distribution
International Partners
If a center has NASA programs and projects that involve international partners (such as NASDA or ESA), all GIDEP data and NA’s require special review prior to distribution to these partners.
See NPD “Foreign Access to NASA Technology Transfer Materials”
Only GIDEP and NA information that applies to the international partner’s participation in a joint NASA/International partner program may be released…generally, this means that the only information related to components or parts utilized in the equipment contributed by the international partner can be released to that partner.
Prior to releasing such NA or GIDEP data to an international partner please notify your local Center GIDEP representative

25. NPG 8735.1 Evaluation and Disposition
Upon receipt of GIDEP AL, SA, PA, AAN or NA, all Program, Project, and Functional Managers shall:
Determine it’s relevance and impact to the program/project
ID actions to be taken to reduce or eliminate any detrimental effects to the program/project
Prepare and provide a response, including a “no-impact” response
NASA Form 1544 or Center-designated form
Identify programs projects impacted
Number and type of parts and/or assemblies impacted
Costs incurred in the investigation and/or program cost impacts
Any additional testing or inspection, and the results found
Collect additional information as requested by the initiator, such as with OIG cases

26. NPG 8735.1 Appendices Appendix 1: Definitions
Appendix 2: Guidelines for the contractual Implementation of GIDEP
Appendix 3: Instructions for Form 1544

27. FIGURE 2-1 PROBLEM DATA EXCHANGE PROCESS
ORIGINATING CENTER
YES
DATA
EXCHANGE
REQUIRED?
YES
PROBLEMS IDENTIFIED
USE
GIDEP
ALERT?
PREPARE/RELEASE NO NO
USE NASA
ADVISORY
PREPARE/RELEASE
FOLLOW CENTER
PROBLEM REPORTING
PROCESSES
INTERNATIONAL
PARTNERS (Restricted Distribution)
OTHER NASA
CENTERS/HQ IG
EPIMS
GIDEP
RECEIVING CENTER
INTERNAL DISTRIBUTION
EVALUATION
DISPOSITION
FEEDBACK TO ORIGINATOR (IF REQUIRED)
FIGURE 2-1 PROBLEM DATA EXCHANGE PROCESS

28. NPG 8735.1 - Process Verification
NOTE: NPG (Procedures for Exchanging Parts, Materials, and Safety Problem Data Utilizing the Government –Industry Data Exchange Program and NASA Advisories) requires that PV teams verify implementation of this directive.

29. PV Check List:
A Center/component facility process exists for identifying, controlling, and correcting problems and nonconforming items. Documentation or evidence exists that represents this process
The center/component facility is actively participating in GIDEP processes. There is evidence that GIDEP ALERTS, GIDEP SAFE-ALERTS, GIDEP Problem Advisories, GIDEP Agency Action Notices, and NASA Advisories are evaluated and dispositioned in a timely fashion.
A current copy of the GIDEP operations manual is on file in the office of the Center’s official lead GIDEP representative/coordinator, or the GIDEP representative can demonstrate where and how to access this information on-line.
There is a designated center/component facility GIDEP ALERT and NASA Advisory Coordinator. This person periodically attends a GIDEP training clinic. This person maintains a list of the civil servants and on-site contractors at the center/component facility who are registered GIDEP users.
There is a center-unique form that is used when a NASA Advisory is issued by the center. (Component facilities should use the form from their associated center…) The center-unique form contains, at a minimum, the elements listed in

30. PV Check List (Continued)
NASA Advisories issued by the center/component facilities are being cleared with the center Office of Chief Council prior to release.
Program, project, and functional managers have reviewed all contracts to ensure incorporation of GIDEP participation requirements. (These are spelled out in Appendix 2)
Program, project, and functional managers are reviewing the status of all applicable GIDEP and NASA Advisories at appropriate milestones.
GIDEP is being addressed appropriately in center-level procurements/contracts.