UM 4400.125 Version 1.0 Master Document.pdf

477
MARINE CORPS USERS MANUAL: VERSION 1.0 Using Unit Supply and Maintenance Procedures Utilizing Global Combat Support System Marine Corps (GCSS-MC) Users Manual 4400 125

description

GCSS-MC user guide March 2013

Transcript of UM 4400.125 Version 1.0 Master Document.pdf

Users Manual 4400

125

MARINE CORPS USERS MANUAL: VERSION 1.0

Using Unit Supply and Maintenance Procedures Utilizing Global Combat Support System Marine Corps (GCSS-MC)

UNITED STATES MARINE CORPS

USING UNIT SUPPLY AND MAINTENANCE PROCEDURES UTILIZING GCSS-MC

United States Marine Corps 3000 Marine Corps Pentagon Washington, DC 20350-3000 Phone 703.695.8934

TABLE OF CONTENTSPart I: Foreword and Supply/Command Structure *INCOMPLETE* .................. 1 Part II: Organization and Operations ............................................................... 2 Part III: Using Unit Procedures ....................................................................... 3SECTION - 1: General Supply Chain Management Information ................................... 3 SECTION - 2: Property Book Procedures *INCOMPLETE* ......................................... 42.1 General ................................................................................................................................... 4 2.2 Individuals Responsible for the Property Book *INCOMPLETE* ........................................... 6 2.3 Total Asset Management ........................................................................................................ 7 2.4 Allowance Authorizations ........................................................................................................ 8 2.5 Allowance Construction *INCOMPLETE* .............................................................................10 2.6 Allowance Management *INCOMPLETE* ............................................................................11 2.7 Internal Sub-custody *INCOMPLETE*..................................................................................12

SECTION - 3: Inventory Control Procedures for Perpetual Inventory *INCOMPLETE*173.1 General .................................................................................................................................17 3.2 Operating/Demand Stocks ....................................................................................................19 3.3 Critical Low Density Stocks ..................................................................................................20 3.4 Pre-positioned Expendable Stock.........................................................................................21 3.5 Desktop Planner Functional Overview *INCOMPLETE* ......................................................23 3.6 Physical Inventory of Perpetual Inventory *INCOMPLETE* .................................................24

SECTION - 4: Document Management Procedures ................................................... 264.1 General .................................................................................................................................26 4.2 Document Management Duties ............................................................................................28 4.3 Unit Orientation .....................................................................................................................30 4.4 Document Management System Orientation ........................................................................36 4.5 Continuous Supply Support Procedures ..............................................................................44 4.6 Receipting for Shipments ......................................................................................................57 4.7 Processing Discrepancies in Shipments...............................................................................70 4.8 Supply Discrepancy Reports (SDR) .....................................................................................81

SECTION - 5: Requistioning Procedures *INCOMPLETE* ........................................ 86 SECTION - 6: Miscellaneous Procedures .................................................................. 876.1 Accounting for Kits, Sets, and Chests. .................................................................................87 6.2 Cash/Checkage Sales Procedures .......................................................................................89 6.3 Custody of Public Funds .......................................................................................................93 6.4 Item Master Organization Load Procedures. ........................................................................95 6.5 Maintenance Float Direct Exchange Procedures .................................................................96 6.6 Utilization of DLA Disposition Services (DDS) ......................................................................98 6.7 Document Number Assignment ............................................................................................104 6.8 Garrison/Station Property .....................................................................................................105 6.9 Missing, Lost, Stolen, Recovered (MLSR) Reporting ...........................................................106

6.10 Inventory Adjustments ........................................................................................................107 6.11 Inventory Procedures ..........................................................................................................108 6.12 Supply Investigations ..........................................................................................................110 6.13 Maintenance, Retention, and Disposal of Supply Accounting Files and Records ..............120 6.14 Relief of Commanding Officers, Supply Officers, and Responsible Officers ......................122 6.15 Provisioning ........................................................................................................................125 6.16 Rollback of Excess Materiel ................................................................................................127 6.17 Security of Controlled/Sensitive Blank Forms.....................................................................130 6.18 Loans of Organic Property to Individuals/Organizations on a Temporary Basis ................131 6.19 Captured Enemy Supplies and Equipment .........................................................................133 6.20 Instructions for Turn-In or Exchange of Gas Cylinders .......................................................134 6.21 Flags or Clothing Issued for Burial of Deceased Marine Corps and Navy Personnel ........135 6.22 Repair, Replacement, and Disposition of Flags and Standards .........................................136 6.23 Public Animals ....................................................................................................................137 6.24 Instructions for Transfer of Property to a Contractor or Vendor for Repair/Return to User 138 6.25 Planning Bills of Materiel.....................................................................................................141 6.26 Personal Effects Procedures ..............................................................................................142 6.27 Packaged Operational Rations ...........................................................................................143 6.28 Accounting for Classified Materiel ......................................................................................144 6.29 Radiological Hazardous Items ............................................................................................145 6.30 Accounting for Medical and Dental Supplies and Equipment .............................................146 6.31 Transfer of Property to Foreign Governments ....................................................................147 6.32 Government Furnished Equipment (GFE)/Government Furnished Materiel (GFM) ...........148 6.33 Serialized Control of Individual/Crew-Served Weapons .....................................................149 6.34 Accounting for Property Obtained From DLA Disposal Service (DDS) ..............................150

SECTION 7: Financial Management Procedures ..................................................... 1517.1 General ...............................................................................................................................151 7.2 Budget Formulation.............................................................................................................151 7.3 Financial Data Manager (FDM) & Financial Inquirer Roles ................................................151 7.4 Inputting Job Order Numbers (JON), Approval Groups, and Journals ...............................152 7.3 Budget Execution: ...............................................................................................................156 7.6 Requisition Management: ...................................................................................................157 7.7 Additional Financial Considerations ....................................................................................159

SECTION - 8: Procedures for Units Deployed or Transferred *INCOMPLETE* ....... 160 SECTION - 9: Ammunition (Class V (W)) Inventory Control Procedures .................. 1619.1 General ...............................................................................................................................161 9.2 Requisition Procedures .......................................................................................................163 9.3 Inventory Control Procedures .............................................................................................165

SECTION - 10: Storage and Distribution Operations ................................................ 16910.1 General Instructions ............................................................................................................169

10.2 Storage Categories .............................................................................................................170 10.3 Warehousing Containers ....................................................................................................171 10.4 Stock Location Number System .........................................................................................175 10.5 Marking of Field Storage Containers ..................................................................................177 10.6 Preservation, Packaging, and Packing ...............................................................................178 10.7 Stock Location File..............................................................................................................179 10.8 Stocking Procedures ...........................................................................................................180

Part IV: Using Unit Maintenance Procedures ............................................... 182Section 1 - Configuration Management .................................................................... 1821.1 High Level Process Flow ......................................................................................................182

SECTION - 11: Controlled Item Procedures *INCOMPLETE* .................................. 181

Section 2 Preventative and Corrective Maintenance ............................................. 183 Section 3 - Modifications .......................................................................................... 1843.1 Modification Process Overview .............................................................................................184 3.2 Managing Modification Instructions ....................................................................................184 3.3 How to run a modification report .........................................................................................184 3.4 How to validate a MI status .................................................................................................185 3.5 How to change a MI status .................................................................................................185 3.5 How to Open a Modification Service Request ....................................................................185

Section 4 - Calibration .............................................................................................. 1864.1 Calibration High Level Process Flow ....................................................................................186

Section 5 Batch Process........................................................................................ 1875.1 Batch Flow ............................................................................................................................187

Section 6 Parts Requirements ............................................................................... 1886.1 Parts Requirements Flow......................................................................................................188

Section 7 PEB Management.................................................................................. 1897.1 Parts Requirements Flow......................................................................................................189

Section 8 SECREP Exchange ............................................................................... 1908.1 Parts Requirements Flow......................................................................................................190

Section 9 Universal Work Queue (UWQ)............................................................... 1919.1 UWQ .....................................................................................................................................191

Section 10 Maintenance Production Report (MPR) ............................................... 19210.1 MPR ....................................................................................................................................192

Section 11 Equipment Status Report (ESR) .......................................................... 19311.1 ESR .....................................................................................................................................193

Section 12 Maintenance Management Report (MRR) ........................................... 194

Part V: Using Unit Functional Information ................................................... 197SECTION - 1: GCSS-MC User Administration .......................................................... 1971.1 General ...............................................................................................................................197

12.1 General ...............................................................................................................................194

1.2 User requirements ...............................................................................................................197 1.3 Software Settings .................................................................................................................198 1.4 GCSS-MC Website .............................................................................................................199 1.5 Secure password requirements ..........................................................................................202 1.6 Self-registration for active duty and Reserve Marines ........................................................202 1.7 Self-registration for Other Services, Contractors, and Civilians .........................................206 1.8 Updating Common Access Card Certificates .....................................................................211 1.9 Resetting a User Password ................................................................................................213 1.10 Setting User Time zone ......................................................................................................217

SECTION - 2: Unit User Account Manager (UUAM) ................................................. 2192.1 General ...............................................................................................................................219 2.2 Definitions ...........................................................................................................................221 2.3 Duties of the UUAM ..............................................................................................................225 2.4 Maintaining User Accounts ...................................................................................................226 2.5 Special Circumstances and Considerations .........................................................................227 2.6 System Authorization Request (SAAR) for UUAM .............................................................227

SECTION - 3: User Account Maintenance................................................................ 2373.1 General .................................................................................................................................237 3.2 User Check In .......................................................................................................................238 3.3 Assigning System Roles .....................................................................................................239 3.4 Assigning User to Resource Group ....................................................................................240 3.5 Assigning Approval Groups ................................................................................................241 3.6 Assigning User to Calendar ................................................................................................243 3.7 Assigning User to a Territory ..............................................................................................244 3.8 Assigning User Address and Sub-Inventory .......................................................................245 3.9 User Checkout ....................................................................................................................246 3.10 Deactivating User System Roles ........................................................................................247 3.11 Removing User from Resource and Approval Groups .......................................................248 3.12 Removing User from Calendars .........................................................................................249 3.13 Removing User from Territories ..........................................................................................250 3.14 End Date a User from a Sub-inventory ...............................................................................251 3.15 Trouble Shooting Internet Explorer Settings ....................................................................252 3.16 Trouble Shooting Production and Java Control Panel Settings ......................................253 3.17 Trouble Shooting User Accounts .....................................................................................254

SECTION - 4: Universal Work Queue (UWQ) .......................................................... 2574.1 General ...............................................................................................................................257 4.2 Component Areas of the UWQ ...........................................................................................257 4.3 Updating and Refreshing UWQ ..........................................................................................258

SECTION - 5: Basic Navigation ................................................................................ 2605.1 General ...............................................................................................................................260

5.2 Standard Menu Bar ...............................................................................................................261 5.3 Standard Tool Bar Icons .....................................................................................................262 5.4 UWQ Tool Bar Icons ...........................................................................................................263 5.5 Parts Requirement Tool Bar Icons ......................................................................................264 5.6 Service Request Tool Bar Icons .........................................................................................265 5.7 Debrief Tool Bar Icons ........................................................................................................266 5.8 Short Cut Keys ....................................................................................................................267 5.9 Forms Navigator .................................................................................................................268 5.10 Wild cards ...........................................................................................................................269 5.11 Find Mode ...........................................................................................................................270 5.12 Query Mode ........................................................................................................................271 5.13 List of Values ......................................................................................................................272

SECTION - 6: Service Request Basics ..................................................................... 2736.1 General ...............................................................................................................................273 6.2 Service Request Evaluation Process..................................................................................275 6.3 Service Request Overview .................................................................................................277

Appendix A: Acronyms and Abbreviations .................................................. 281 Appendix B: Document Identifier Codes ...................................................... 289A01/A0A: Requisition ..................................................................................................................290 A21: Redistribution ......................................................................................................................291 A5A: Material Release/Issue.......................................................................................................292 A5J: Disposal Release Order......................................................................................................293 AB1: Direct Delivery Notice .........................................................................................................294 AC1: Requisition Cancellation Request ......................................................................................295 AE1: Supply Status .....................................................................................................................296 AE9: Supply Status .....................................................................................................................298 AF1: Follow-up (Previous Status) ...............................................................................................299 AFC: Follow-up (Better ESD) ......................................................................................................300 AK1: Follow-up to Requisition Cancellation Request .................................................................301 AM1: Requisition Modifier ...........................................................................................................302 AN1: Source Material Obligation Validation Request .................................................................303 AP1: MOV Response ..................................................................................................................304 AS1: Shipment Status .................................................................................................................305 AT1: Follow-up (When No Status is Received) ..........................................................................306 AU1: Cancellation of Shipment ...................................................................................................307 COR: Customer Confirmation of Receipt ....................................................................................308 D6A: Receipt Not from Requisition Source (Automated/Manual) ...............................................309 D6T: Receipt from Requisition Source .......................................................................................311 D7A: Over-the-Counter Issue .....................................................................................................312 D9L: Decrease (Loss) Lost Shipment/Shipment Non-Receipt ................................................313

D9Z: Decrease (Loss) - Inventory Adjustment - Other ...............................................................314 DRA: Material Receipt Acknowledgement (Normal Processing) ................................................315 DRB: Material Receipt Acknowledgement (Reply to Follow-up) ................................................317 DRF: Follow-up for Delinquent Material Receipt Acknowledgment ............................................318

Appendix C: Concepts *INCOMPLETE* ........................................................ 319 Appendix D: Definitions ............................................................................. 320 Appendix E: Supply and Logistics Codes...................................................... 348Acquisition Advice Code .............................................................................................................349 Advice Code ................................................................................................................................351 Controlled Inventory Item Codes ................................................................................................355 Demand Code (DC) ....................................................................................................................357 Discrepancy Indicator Codes ......................................................................................................358 Document Number Construction.................................................................................................359 Job Order Number (JON) Construction ......................................................................................361 Mode of Shipment Code .............................................................................................................362 National Stock Number Construction ..........................................................................................363 Phrase Code ...............................................................................................................................364 Priority Designator (PD) Code ....................................................................................................366 Required Delivery Date (RDD) Code ..........................................................................................368 Routing Identifier Code ...............................................................................................................370 SDR Discrepancy Codes ............................................................................................................371 SDR Action Codes ......................................................................................................................376 SDR Reply Codes .......................................................................................................................377 SDR Document Type Codes.......................................................................................................381 Discrepancy Indicator Codes ......................................................................................................382 Service Request Types ...............................................................................................................383 Signal Code (SC) ........................................................................................................................386 Status Codes: Supply .................................................................................................................387 Stores Account Code ..................................................................................................................395 Suffix Code..................................................................................................................................396 Supply Classification Codes (Classes of Supply) .......................................................................397 Supply Condition Codes .............................................................................................................398 Task Type (Service Request) .....................................................................................................401 Transportation Control Number Construction .............................................................................402 CMR Quarterly/Inventory Update ...............................................................................................404 CMR Appointment Letter ............................................................................................................405 CMR Delegation of Authority Letter ............................................................................................407 CMR Request for Investigation (Physical Loss) .........................................................................408 CMR Supply Endorsement for Request for Investigation (Physical Loss) .................................409

Appendix F: Forms, Letters, and Correspondence ........................................ 403

CMR Request for Investigation (Non-Voucherable Loss) ...........................................................411 CMR Supply Endorsement for Request for Investigation ...........................................................412 (Non-Voucherable Loss) .............................................................................................................412 CMR Request for Investigation (Administrative Error) ................................................................414 CMR Request for Investigation Endorsement (Administrative Error) .........................................415 CMR Request for Investigation (Physical Gain) .........................................................................417 CMR Request for Investigation Endorsement (Physical Gain) ...................................................418 CMR Responsible Officer Nomination/Replacement ..................................................................420 CMR Responsible Officer Inventory/Replacement Extension Request ......................................422 Combat Loss Summary of Facts ................................................................................................424 Combat Loss Responsible Officer Endorsement ........................................................................425 Combat Loss Supply Officer Endorsement.................................................................................426 CMR Interim Manual Receipt ......................................................................................................427 Annual Inventory Unit Letter of Instruction ..................................................................................428 Annual Inventory Results Letter ..................................................................................................433 Pre-Authorization Letter for Inventory Adjustments (Voucherable) ............................................436 Pre-Authorization Letter for Inventory Adjustments (Non-voucherable) .....................................437 Appointment Letter for the Supply Officer ...................................................................................438 Certificate of Relief for the Supply Officer ...................................................................................439 Status of Account/Endorsement of Appointment for the Supply Officer .....................................441 Certificate of Relief for the Commanding/Accountable Officer ...................................................443 Monthly Serialized Inventory/Inventory Officer Endorsement .....................................................445 Monthly Serialized Inventory/Supply Officer Endorsement ........................................................446 Small Arms Annual Inventory Cover Letter .................................................................................448 Small Arms Change/Update Request (As Occurring) ................................................................450 Personal Effects Assignment to Inventory Board .......................................................................451 Personal Effects Secured Access List ........................................................................................452 Personal Effects Waiver (Hospitalization) ...................................................................................453 Personal Effects Waiver (TAD-Leave) ........................................................................................455 Personal Effects None Found Letter ........................................................................................457 Personal Effects Next of Kin Notification UA (OCONUS) ........................................................458 Personal Effects Next of Kin Notification Response UA (OCONUS).......................................459 Missing, Lost, Stolen, Damaged Gear Statement.......................................................................460 Equipment Missing/Lost/Stolen/Damaged Counseling Statement .............................................464 Supply Officer/Chief Assumption of Supply Account ..................................................................465

Appendix G: Guides and Checklists ............................................................. 467 Index ......................................................................................................... 468

F O R E W O R D

A N D

S U P P L Y / C O M M A N D

S T R U C T U R E

Part

I

Part I: Foreword and Supply/Command Structure *INCOMPLETE*

1

O R G A N I Z A T I O N

A N D

O P E R A T I O N S

IIPart II: Organization and Operations

Part

U S I N G

U N I T

S U P P L Y

P R O C E D U R E S

IIIPart III: Using Unit ProceduresSECTION - 1: General Supply Chain Management Information

Part

SECTION - 2: Property Book Procedures *INCOMPLETE*2.1 GeneralA. Installed Base is an item instance life cycle tracking application that facilitates enterprise-wide life cycle item management and tracking capabilities. Installed Base records and tracks the item instance from the time it is received in inventory. GCSS-MC installed base is a centralized repository of information for an item instance and its tracking details include location, status, ownership, party, configuration data, contracts, modifications, and service request repairs. Installed base is capable of tracking serialized and non-serialized instances. B. Management reports such as Mechanized Allowance List (MAL) and Consolidated Memorandum Receipt (CMR) are all products of the installed base application. The MAL and CMR portion of the installed base make up the units property book. C. It should be noted that unit allowances are not contained in the Installed Base. Allowances are held in the bills area of the IMO. Installed base tracks the assets themselves. D. Installed base overview. Installed base is all the nonexpendable assets the Marine Corps as an enterprise is managing. i. As an enterprise the Marine Corps is tracking these nonexpendable assets for lifecycle, accountability or other purposes. All these assets reside in a pool together and make up the entirety of the Marine Corps assets.

MARINE CORPS INSTALLED BASE ASSETS

ii. Separating the pool of assets into pieces are the units who are owners of the assets. The owners information act as the sectional boundary of the overall asset pool. Owner information is the unit.

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M13011 M00024

M13001

M00012

M29024

M29022 M21800 M67400 M00172

iii. Not all assets in the installed base are accounted for as standalone allowance or TAMCN items. Other assets include PEIs which are children of parent PEIs. Also items which are calibrated are also found in the installed base as well. Everthing on the MAL and CMR is found in the installed base; however, not everything in the installed base is found on the MAL and CMR.Other items being managed for lifecycle e.g. SECREPs, TMDE, torque wrenches, et.c. Allowance item/PEI as a child of another set or system

Allowance/TAMCN PEIs items (reported on MAL/CMR)

M21800 Installed Base piece

iv. Each unit, as the owner, is responsible for the lifecycle and accountability of assets in the installed base. It is the repsonsiblity of the unit to ensure these assets are properly accounted and related in the installed base. The ideal state of the units installed base avoids orphans or items that do not have complete information. Basic data consistency for the units portion of the installed base must consist of the following: 1) All items reflect the full TAMCN in the External Reference field to include supply class and sub-class regardless if it is a standalone or child item. If the item has a TAMCN it must be reflected in the External Reference field. 2) All items reflect the correct owner roll up identification data as a party relationship. 3) Items which are not accounted for as standalone TAMCNs are a child of the main item or component they belong to include SECREPs, TMDE, gages, PEIs, torque wrenches, etc.

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2.2 Individuals Responsible for the Property Book *INCOMPLETE*A. Unit Commanders. The term accountable officer, unit commander, and commanding officer are all synonomous terms which are used interchangeably. Accountable officers are responsible to have on hand or have identified deficiencies/excesses to the next higher headquarters quantities of fielded authorized allowances. Unit commanders do not bear any responsibility to have allowances on order or on hand for equipment which is obsolete, yet to be fielded or supported by regional issue points (i.e. Consolidated Issue Facility). The accountable officer, upon assumption of command, assumes responsibility of all equipment regardless of status (i.e. pending investigations) until resolution is achieved. The accountable officer is responsible for all government property held witin his/her command. B. Supply Officers/Chiefs. The supply officer is directly responsible to the accountable officer in regards to property management. In supporting the commanders ability to make tactical decisions, the supply officer and chief are responsible for data consistency in the installed base with the end state of achieving an accurate total asset picture for allowance items and the configuration of sub-assemblies and child assets. Additionally, Supply Officers and Chiefs are responsible in ensuring correct procedures outlined by policy/regulations are followed in adjusting, transferring, and maintaining the allowance items on hand, ownership, and status. C. Property Book Section. The property book section is responsible for: i. Balancing the unit allowances with assets on hand to determine execesses, obsolete, and deficienicies to quickly report and resolve the condition. ii. Maintain and adjust information through transactional update affecting the installed base concerning equipment on hand, ownership, and status within the confines of published policy/regulations as directed by the supply officer and chief. iii. Ensuring files, authorizations, and chain-of-custody documentation is maintained to support changes to the installed base. Property book duties can be divided between total asset and sub-custody managers. D. Duties, systems and other need to know

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2.3 Total Asset ManagementA. General. Total asset management is holistic, inclusive and coordinated approaches to activitely manage all assets within the organization. It exercises both a philosophy and a set of practices intended to reduce the financial and inventory burden of excess/obsolete assets and increase unit combat power capabilities by seeking to fill allowance deficiencies. The overall objective is to accurately reflect unit mission requirements through allowance management and enable the execution of the unit mission requirements by ensuring accurate on hand reporting. B. The total asset manager utilizes the the mechanized allowance list as the primary tool in managing assets and allowances. The MAL is a report generated collecting data from the item master organization for allowances and out of the installed base for corresponding on hands which the unit is the owner. It is a report which aggregates all of the units allowances and on hands for TAMCN reportable assets in a single report. It is the main tool used by the property book section to manage the assets, as a whole, for the unit. C. Commonly, the owner relationship field is the units rollup UIC however, task organized or UDP units may differ in owner construction where the AAC is the key information. Whether it is a UIC or an AAC the data must be consistent throughout the installed base for the unit. If not the asset picture will not be complete for the unit. D. Allowances, on hands, and due-ins for authorized materiel are rolled up into MAL. The MAL report is found under the Discoverer User responsibility. After the report is run it is possible to drill further to review serial number information supporting the on hand count. Capabilities are assigned to companies/batteries/detachments which are reflected as an allowance. However, in most cases responsibility for these assets is assigned by commodity (e.g. an allowance for HMMWVs is under the HQ Company, not under Motor Transport which is a sub-commodity of HQ Company). Following sections describe allowances in greater detail. Embedded File! Explanation

JOB AID: Generating a MAL ReportThe embedded file is in a format that can be edited and customized by the user to insert into desktop procedures. It provides technical information for system performance.

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2.4 Allowance AuthorizationsA. Authorization for allowance items are categorized by type and are governed by specific authoritative sources for each type. Units will establish and maintain equipment according to allowances as follows: i. Type I (TAMCN: A E). Equipment falling into this category is considered mission required. Allowances for Type I equipment are established and reflected in Total Force Structure Management System (TFSMS). TFSMS is the authoritative source for all Type I allowances. Equipment allowances falling into this category must be strictly adhered to unless the equipment is obsolete (by authoritative source), yet to be fielded, or the unit is supported by a regional issue point for the equipment listed (i.e. Consolidated/Individual Issue Facility). Adjustments to Type I allowances must be made at the TFSMS level via Table of Organization and Equipment Change Request (TOECR) or established higher headquarters procedures. Direct changes to Type I GCSS-MC authorized quantity allowances, besides command adjustments, are not authorized unless the unit is tasked organized. Commodity designators (first position of the TAMCN) for Type I TAMCNs are as follows: 1) A Communications/Electronics 2) B Engineer 3) C General Supply 4) D Motor Transport 5) E Ordnance ii. Type II (TAMCN: J N). As required items are considered mission enhancing or supporting. Allowances for mission enhancing equipment are at the determination and established in writing by the unit commander except when directed by higher headquarters through publication of a stock list or other documentation. Allowances for Type II must be reviewed annually and adjusted as the commander deems. Commodity designators (first position of the TAMCN) for Type II TAMCNs are as follows: 1) H Communications/Electronics 2) J Engineer 3) K General Supply 4) M Motor Transport 5) N Ordnance

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iii. Type III (TAMCN: T X). Maintaining this equipment at the using unit is authorized by higher headquarters in writing on a case-by-case basis as this equipment is specialized for particular conditions or situations (i.e. training allowance pool assets in support of a deployment). Allowances for this equipment is only valid for a calendar year and must be revalidated and authorized. Without revalidation and authorization the allowances are expired and the unit does not have authority to hold Type III equipment. Commodity designators (first position of the TAMCN) for Type III TAMCNs are as follows: 1) T Communications/Electronics 2) U Engineer 3) V General Supply 4) W Motor Transport 5) X Ordnance iv. Other commodity designators (first position of the TAMCN) are as follows: 1) F, G, Q, R, Y, Z HQMC use 2) I, L, O Not used 3) S Subsistence 4) P Petroleum, oil, lubricants

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2.5 Allowance Construction *INCOMPLETE*A. Allowance Construction in GCSS-MC. Allowances relate directly to the mission and capabilities of the unit. These allowances reside at the company/battery level and roll up to the battalion/group on the MAL. TFSMS feeds GCSS-MC allowances based on company/battery construction. TFSMS is the authoritative source for allowances. All allowances are contained in the Bills or Bills of Material area of IMO. Allowances do not reside in Installed Base. B. Reviewing the allowance table. Supply Officers, chiefs, and asset managers are required to have TFSMS access to verify unit construction by company/battery Unit Identification Code (UIC) to be able to navigate GCSS-MC and review the allowance table. C. Reviewing the Bills of Material. The below embedded file demonstrates navigating the bills area of GCSS-MC where the allowances reside for each company for a unit. Note that the construction of allowances is based on company sized units thus; it is not possible to find allowances for the battalion through this application. Searches can only be done on the company/detachment sized unit as it is reflected in TFSMS. Again TFSMS is the authoritative source for unit structure and allowances. Embedded File! Explanation

JOB AID: Reviewing AllowancesThe embedded file is in a format that can be edited and customized by the user to insert into desktop procedures. It provides technical information for system performance.

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2.6 Allowance Management *INCOMPLETE*A. General. B. Inputting a command adjust. Before any command adjust can be inputted for any type of property it is inherent that the unit possesses the appropriate authorization from higher headquarters. This authorization to adjust the allowance for the command, whether message or letter, must be on hand and maintained in the units command adjust binder for the life of the command adjustment. C. Instance management for a command adjusts. How to add documentation to an item instance and apply Command Adjust party relationships.

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2.7 Internal Sub-custody *INCOMPLETE*A. The CMR is a section of the MAL, listing expendable/non-expendable allowance items for which a responsible officer is signed to accomplish official mission duties. It is a tool which unit commanders hold individual officers responsible for equipment apportioned to them to support mission requirements and readiness. A CMR is produced by unit, subordinate unit code (SUC), and responsible officer. The CMR reflects the TAMCN, on hand, serial number, and location. Every item instance found in the install base for the unit must be assigned to a SUC and a responsible officer to include allowance items in the possession of the supply section. B. Unit supply actions and requirements. The supply section is accountable for the chainof-custody documentation, proper preparation, administration, and timely execution of all actions and conditions affecting the CMR SUCs. Principally, the supply section enforces orders, regulations, and policy inherently attributed to the chain-of-custody and disposition of the unit commanders equipment. i. Maintain the CMR for each SUC with all adjustment transactions (issues, receipts, and adjustments) occurring for that CMR quarter in TAMCN sequence. ii. Ensure that a single RO is reflected for a single SUC and a single SUC is not divided among multiple ROs. iii. Ensure every item instance found in the install base is assigned to a SUC, and the RO for that SUC. Corresponding RO and SUC should match for the equipment found in the possession of the appointed RO. Equipment in the care of supply will be assigned to SUC YSUP. The supply SUC is not administered like a usual SUC. No appointment letter from the unit commander is necessary as the Supply Officer, by virtue of the appointment letter for the Supply Officer billet, has responsibility for all equipment and material found in the Supply Officers charge. Supply Officers will not delegate or appoint ROs for the YSUP CMR, nor will the YSUP CMR be subject of quarterly updates, cover letters, or delegation of authority letters. The purpose of the YSUP SUC and CMR is to complete the total asset visibility picture of the unit. iv. Quarterly (or semi-annually if approved in writing by the unit commander) or upon change of responsible officer, the supply officer will prepare a cover letter and along with a hard copy or soft Portable Document Format (PDF) version of the CMR. All official file copies of the CMR to support quarterly, semi-annual or change of RO will be produced in PDF from GCSS-MC for each SUC. Only PDF hard copies are official file copies, no other format or variation is authorized (i.e. Excel, MS Word, etc.), as the data in these subsequent formats allow data to be manipulated. When hard copies are produced, a single copy is for the RO and the official file copy is retained at supply until the RO comes for reconciliation of an account. v. Once a new CMR has been reconciled, the old copy with all documentation (to include delegation of authority letters) will be retained for four (4) fiscal quarters. Thus, hard copies of four (4) fiscal quarters plus current will be retained.

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vi. Upon issuance and recovery of allowance items from SUC to SUC and RO to RO within the command, an RO interim change of custody document is required containing the minimum elements of TAMCN, NIIN, nomenclature, quantity, serial number(s), date, SUC, authorized issuers signature (losing SUC), and authorized receivers signature (gaining SUC). GCSS-MC does not produce interim receipts for issues between accounts; this will be a manual process. Only the RO or personnel designated on the ROs delegation of authority letter are authorized to issue and receipt for an RO CMR SUC. Issues from supply to an RO can be accomplished on the original shipping invoices/DD 1348-1 that accompanied the equipment as long as it includes the required data previously stated above and the gaining ROs or delegates signature. File interim receipts per paragraph i above. vii. Supply sections are expected to make changes as they occur to the CMR in real-time. As the RO is the customer, the supply section must be customer conscience to ensure updates are made quickly and accurately. viii. Supply sections will provide training and assistance for responsible officers in the discharge of their duties as appointed by the unit commander. C. Responsible officer actions and requirements. ROs are the first line of accountability for equipment in their charge for the unit. Utmost care must be taken to ensure accuracy. i. Changes must be made as they occur, and noted disparities addressed immediately. The fact that an individual or RO has not signed a receipt for public property, equipment or material in that individual's possession does not relieve that individual of the required accountability, maintenance, and servicing responsibilities. Individuals, who obtain and maintain public property, equipment or material for use in the performance of assigned duties, or come into custody of government property, are individually responsible for that property. Close coordination with supply is imperative for accurate accounting success and TAV. ROs always have real-time access to the CMR via Discoverer User in GCSS-MC and do not need to rely on the supply activity to produce working copies. However, the quarterly update or change of RO CMR is the official file copy and is retained at supply. ii. ROs will report changes affecting their CMR as they occur. Known changes will be planned/coordinated/confirmed/with the unit supply officer. Properly prepared and signed documentation is still required to support and effect changes as well as track chain of custody of materials and equipment as it pertains to the CMR. iii. ROs will review GCSS-MC to validate changes were correctly made within four days of equipment receipt or transfer. Report any discrepancies to the supply officer using GCSS-MC supply service request reporting the TAMCN/quantity/serial number(s) or instance number. Supply will resolve the issue and respond to the service request. iv. ROs will retain a working copy of the current quarter CMR to track changes to the account as well as retain file copies of documentation affecting their CMR (issues, receipts, and adjustments) for the quarter affected. Retain copies and documentation for two (2) years.

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v. Quarterly or upon change of RO, the RO will receive either a hard copy CMR or, if the RO is separated from supply due to geographical or operational requirements, a soft copy PDF CMR via a supply service request or government email to conduct the reconciliation or perform an inventory or a joint inventory. If a hard copy is provided, this copy is not the official file copy. The official file copy will be retained at supply. vi. The RO has fifteen (15) days to reconcile receipts/issues/unit commander authorized adjustments resulting from adjudicated RFI or verify on hand balances, NIIN, and serial numbers (verify using equipment data plate) for inventories. A one-time, fifteen (15) calendar day extensions may be granted by the unit commander for joint inventories between a newly appointed RO and the outgoing RO. No extensions are granted for a routine quarterly or semiannual update. Extensions are utilized for unusually difficult or large turnovers. vii. If disparities exist between the CMR where equipment is on hand and not on the CMR or where equipment is not on hand and on the CMR, the RO will collect and copy documentation (receipt/issue/unit commander authorized RFI adjustment) for these disparities for the reconciliation at supply. If no documentation exists, a request for investigation (RFI) will be produced stating circumstances of the disparity. viii. A quarterly/semi-annual update requires the RO to compare the working copy with the new update to ensure the changes from the previous quarter to present have been effected. An annual inventory and change of RO joint inventory requires the RO to physically site every piece of equipment within the ROs control. Physical examination of the data plate compared to the CMR nomenclature, NIIN, and serial number is required to ensure continuing data accuracy. ix. ROs are to conduct the reconciliation at supply. Supply has access to historical and change of custody records to assist in causative research for disparities. The RO will present supporting documentation for each disparity found on the CMR. Properly administered and signed documentation will support the change by supply. For each disparity supported by documentation, the supply officer may pen change errors directly on the hard copy official CMR or authorize the CMR clerk to make changes to the CMR in installed base immediately. However, pen changes or instant changes will not be made for disparities that require a RFI, as discrepancies in this category are for the unit commander to determine resolution. No other pen changes will occur to the CMR after the reconciliation is complete, as the official file copy CMR is not a working copy but an asset accountability benchmark. x. ROs provide delegation of authority letters for individuals authorized to sign for, transfer or return material and equipment (all classes of supply). Delegation of authority letters are valid for as long as the responsible officer is the CMR account holder. A new delegation of authority letter is required upon appointment of a new RO. xi. Once the reconciliation process is complete, the annotated official file copy will be initialed on every page except for the last page, as this last page will be signed and dated by the RO. A single page CMR only requires the RO signature and date. Optionally, since changes are instantaneous in GCSS-MC, a new official PDF copy may be printed for the RO to initial, date, and sign. Even if disparities supported by an RFI still exist, this will not preclude or prevent the ROVersion 1.0 14

from signing the CMR and cover letter. The RFI will state the position of the RO on the dispute or discrepancy and become part of the official record as it moves through the chain of command for resolution. Personnel designated on the ROs delegation of authority letter are not authorized to sign any CMR for any occasion (to include quarterly update or change of RO) in place of the appointed RO. xii. When the RO is physically separated and unable to appear at supply for the reconciliation due to geographical (e.g. MRF/TECOM) or operational requirements, the RO will attach an electronic scan of the cover letter, supporting documentation and the CMR bearing the ROs initials, date, and signature to the supply service request and reassign the service request back to supply. If the RO does not have access to GCSS-MC the soft copy files can be sent via government email. Supply will print and retain a hard copy of the scan copy as the official file copy. D. Request for Investigation (RFI) process and procedures. An RFI is the vehicle by which the unit commander determines the appropriateness of an investigation in the absence of properly administrated documentation. Based on causative research or upon review of the results of an investigation the unit commander may direct changes to the CMR where documentation does not exist (the RFI or investigation becomes the documentation). The RO has the responsibility to report all discrepancies that exist between the CMR and what is actually on hand if it is not substantiated by supporting documentation (applies to missing/lost/stolen/recovered). The supply section cannot make independent changes to the CMR without supporting documentation. i. Process. The diagram outlines the basic process for RFIs.

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ii. When to submit an RFI. As soon as the disparity is identified, ROs submit an RFI on disparities between the CMR and what is actually on hand and where no documentation exists to support the disparity. Additionally, a MSLR may be required, refer to MCO 5530.14. Disparities reported to the unit commander will include variances in NIIN, quantity or serial number. Below is the decision table for submitting a RFI.

iii. How to submit a RFI. An RFI will be initiated by the RO and sent to the supply officer. If using a supply service request the subject line of the service request will be request for investigation. Either attach the RFI to the service request or clearly state the nature and justification of the variance in the notes area. Unit SOP will further guide the RO in RFI submission utilizing the manual paper process or GCSS-MC. Regardless of the method all requirements must be met. iv. The supply officer will conduct causative research and make a recommendation to the commanding officer. The Supply Officer has five (5) calendar days to perform the necessary research and forward to the unit commander. If utilizing a service request, input the findings and recommendation in the notes area and reassign the service request to the unit commander for resolution. v. The unit commander has five (5) calendar days to review the circumstances and decide whether or not an investigation is warranted. If utilizing a service request, the unit commander will reassign the service request to the supply officer. The Supply Officer will make approved adjustments or provide support to the investigating officer per chapter 6 of MCO P4400.150.

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SECTION - 3: Inventory Control Procedures for Perpetual Inventory *INCOMPLETE*3.1 GeneralA. This section contains the procedures and related information pertaining to the effective control of operating stock authorized within the using unit. Using units may have on hand in three categories; bench stock, critical low density (CLD) and operating stock (i.e. material issue point). For each category, specific conditions must be met to be authorized to hold such stocks. In general, operating stocks are defined as material authorized or directed to be held in anticipation of future demands based on historic usage and demand patterns. B. Perpetual inventory is defined as a method of recording inventory balances after every receipt and issue to facilitate regular checking. This system implies continuous maintenance of inventory records and in its broad sense as it covers both continuous physical inventory counts as well as up to date recording of the accountable record balance. The accountable record balance and physical inventory count, if accomplished with a high level of inventory discipline, should invariably match at any given time. C. Material residing in perpetual inventory is placed in categorized sub-inventories. These sub-inventories, based on their code, facilitate what type or purpose the material or inventory is intended. Here are the most common types of sub-inventories:SUB-INVENTORY 01A 01F 01G STAGE COMM_STAGE COMM_LAY COMM_PEB COMM_CLD COMM_U COMM_D EXPLANATION Serviceable material/equipment. Assets held in this sub-inventory are pending issue to a (external or internal) customer. Unserviceable material/equipment. Assets held in this sub-inventory are pending disposal. Only assets pending disposal will be held in 01F. Future use (do not use). Assets are not authorized to reside in this sub-inventory under any circumstance unless specifically directed by HQMC. Staging sub-inventory utilized by the system in the shipping process. Do not manually use this sub-inventory Commodity inbound/outbound parts staging sub-inventory. This sub-inventory is a clearing house where inbound/outbound material is evaluated before moving on to another sub-inventory for use or application. Commodity layettes. Last stop for any part being applied in the performance of maintenance prior to application and consumption. Commodity bench stock. Commodity critical low density spares. Commodity Usable (usually used as a holding area for rollback or redistribution) Commodity Defective (usually used as a holding area awaiting disposal/DRMO)

D. Not every commodity section requires a sub-inventory. Rather those commodities which are maintenance or have a frequent high volume of inbound/outbound material movement would require sub-inventories. In most cases service sections would not require a separate sub-inventory of any kind (S-1, S-2, S-3, S-4, BAS, Chaplain, etc.) as these sections onlyVersion 1.0 17

have limited or infrequent need of sub-inventories. The supply section 01A can suffice for the purpose of holding until issue in these cases. E. The property book (for PEIs), requisition management (for stock), and the warehouse (for care-and-storage) must exercise vigilance ensuring an accurate accounting for assets appearing in perpetual inventory that are under the control of the supply section.

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3.2 Operating/Demand StocksA. Stock in this category is purchased and placed in stock for anticipated use to support ground common assets. Stock belonging to the SMU should not appear in using unit operating stocks unless otherized by HHQ and the AAC is figured into the SMUs ODP/ASCP forecasting application. If the AAC is not in the ODP/ASCP forecast the SMU cannot see these stocks and add it in to the stock levels to derive a forecast. If the stock does belong to the SMU and the AAC does reside in the forecast ASCP then the unit does not need to pre-purchase these stocks but hold stocks and pay for the stock as it is used. B. A using unit may carry operating or demand stocks if the following criteria is met: i. Written approval from the MSC commander or equivalent higher headquarters justifying a specific mission critical requirement for demand supported stock where established general support is insufficient in the performance of mission requirement. ii. Demand and usage is sufficient to justify maintaining readily available stocks on hand. The justification must be quantifiable with historical data from GCSS-MC usage/demand transactions for the unit with applicable order ship time. iii. Stocks are consistent with the units funding, embarkation capability, and the units maintenance requirements. Thus, stock cannot include material beyond the authorized echelon of maintenance, be considered garrison only must be deployable, or become a financial burden. C. Units meeting all the above criteria will ensure all operating stocks are loaded to the 01A sub-inventory of the AAC and are properly accounted for in the corresponding locators of the storage areas. D. Units authorized operating stocks are authorized a thirty (30) day stockage unless specifically altered in the written authorization by higher headquarters. Min-max levels will reflect the days of supply limitation and must be reviewed/adjusted annually to adapt to customer demand and consumption rates.

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3.3 Critical Low Density StocksA. Critical low density (CLD) end items are combat/mission essential items which are very narrow in application and are unit unique in employment. CLD stocks are established to support this equipment in effort to reduce repair cycle time as it pertains to the long lead acquisition cycle. Usually such items have an acquisition advice code of J. There are two (2) types of CLD stocks: i. CLD Spares. CLD spares are consumable repair parts which are not ground common to other equipment. These unique spares are characterized as having a long supply lead time and unique application to the CLD end item it supports. Items in this category must be in direct support of the CLD end item it supports and cannot be found as part of the commoditys bench stock. This stock is held in a sub-inventory ending in CLD (i.e. Comm_CLD). A min-max is still applied to items appearing in this sub-inventory stock list. 1) Units are authorized spares at the fielding of the CLD equipment or through the IIP. Commonly, the fielding plan will indicate the spares block associated to the fielding of the new equipment. Spares issued from IIP will be receipted into the appropriate commodity stage location and the commodity will transfer these assets into the CLD sub-inventory. 2) CLD spares management will be accomplished via the Planners Desktop; no other method of tracking spares is authorized. 3) Use of spares is accomplished in the same way bench stock is applied to equipment. Units utilizing CLD spares must properly debrief material in the performance of maintenance activities to support life cycle management. 4) A thirty (30) day stocking level is authorized for CLD spares. Min-max levels will be reviewed/adjusted annually to meet demand and consumption rates. 5) Management of spares resides with the commodity performing the maintenance on the CLD end item. ii. CLD SECREPs. Secondary reparables which support a CLD end item. Managed this materiel on a separate activity address code due to the usual high dollar and normally high visibility this stock entails. As part of a sub-float the issues from this stock are completed manually on the service request task. Carcasses resulting from the one-for-one exchange need to be exchanged with the main RIP in turn to replenish the CLD SECREP stock. 1) Maintaining CLD SECREPs will be coordinated with Consolidated SECREP Management and the regional intermediate RIP/Float servicing the area as to the method and authorization of a CLD SECREP block. 2) Utilization and execution of CLD SECREP blocks will be managed per local and CSM procedures.Version 1.0 20

3.4 Pre-positioned Expendable StockA. General. Stocks of low-cost, fasting-moving expendable items. The primary goal for maintaining bench stock is to place these parts at the same location as the mechanic/technician who applies them. Stocking these items at the maintenance commodity allow as an expedited return of critical equipment to an operational status. Unit commanders authorizing the establishment of a bench stock inventory must monitor the usage via the MMO to ensure that only required parts are stocked to prevent the inventory becoming an undue logistical burden. Bench stocks may be established at any unit performing maintenance or repair of equipment. Examples of candidate material for stocking: i. Commonly used hardware items such as nuts, bolts, and battery terminals. ii. Items used during scheduled preventive maintenance such as filters, belts and hoses. iii. High usage items that affect readiness of a unit such as voltage regulators, weapons parts and communication handsets. B. Bench stock is not to be used as a replacement or substitute for operating/demand stocks and should not be established to prevent the use of other sources of supply such as DSSC/GSA. C. Stocking criteria is based on unit price and usage: i. Unit price per unit of issue for a bench stock item must be equal to or less than $500 (this is not relative to the total extended price). ii. Usage criteria: 1) Full issue items (i.e EA, AY, SE, etc.): Applied/consumed in its entirety six (6) times in a twelve (12) month fiscal year on maintenance related activities. 2) Less than issue items (i.e. BX, HD, RO, etc.): One full unit of issue applied/consumed in a twelve (12) month fiscal year on maintenance related activities. Consumables applied in quantities less than a full unit of issue are authorized to be stocked n quantities not to exceed two full units of issue or the thirty (30) day supply based on usage, whichever is greater. 3) All parts/material applied to an item regardless of dollar value will be captured on the corresponding service request to support total life cycle management and enterprise wide demand/usage patterns as well as to decrement the inventory. D. Bench stock is strictly tracked inventory. Because of its seemingly low cost this area of accountability has the potential to nickel and dime an organizations budget. Primarily, the stock is under the control of the maintenance activity utilizing the parts. Every part utilizedVersion 1.0 21

from the this perpetual inventory is tracked and its application and use also monitored as it supports total life cycle management to the item applied as well as demand/usage history being logged. E. Use of the bench stock should be closely coordinated with the supporting supply section especially if the supply section has authorized operating stocks. If the commodity section has an item in the bench stock inventory it should not be held in great quantity in the supply section operating stocks as this becomes layered stocks. F. Before a bench stock can be established all line items must be approved in writing by the unit commander. Only a thirty-day (30) supply of stock is authorized to be on hand and the minmax level must be set to reflect anticipated usage for the limited on hand stock. Ideally, replenishment should occur every thirty (30) days. G. Broken units of issue are consumable common hardware (bolts, nuts, washers, etc.) which is issued in packages, hundreds, boxes, etc. in the performance of maintenance but is not part of the bench stock authorization and do not meet stockage criteria. i. This stock is added to the bench stock sub-inventory, is accounted for, inventoried, and applied like other parts but it is not added to the stock list of the planners desktop. 1) Leftover portions will be displayed and made available to the mechanics/technicians. 2) Use until exhausted and do not replenish 3) Debriefing and decrementing inventory is based on the quantity used divided by the number in the package. It is this decimal number that is inputted in the quantity field on the material debrief form of the service request task. (i.e. bolt X comes in a package of 100. The technician is applying 2 to the end item. Calculate two (2) divided by one hundred (100) equals two-hundredths (.02). Input two-hundredths (.02) in the quantity field of the material debrief form for the bolt X NIIN. Out of one hundred (100), ninety-eight (98) are left of the broken unit of issue). 4) Ultimately, commodities are responsible for the day-to-day administrative, accounting, inventory and use of bench stock with an annual inventory requirement. It is recommended that the annual bench stock inventory coincide with the units annual inventory. Additionally, it is further recommended the commodity conduct weekly spot or cyclic inventories on the bench stock inventory to capture any potential procedural or administrative issues which would have a compounding affect if unabated over time.

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3.5 Desktop Planner Functional Overview *INCOMPLETE*A. Regardless of the stock category, the tool to manage local stocks is the Planners Desktop application. This application should not be used by an enterprise entity to manage intermediate level stocks as it does not provide the requisite forecasting, usage, and demand calculations required for enterprise wide data collection. B. Planner's Desktop enables spares managers to plan, view, and monitor the status of sub-inventory levels to ensure parts necessary are properly stocked for the technician/mechanic to affect repairs. It also provides tools for creating automated minmax inventory recommendations that define stocking levels for field technician stock and warehouse inventories

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3.6 Physical Inventory of Perpetual Inventory *INCOMPLETE*A. The physical inventory in GCSS-MC fulfills the annual inventory requirement for PEBs and demand stocks. However, it should be noted that the physical inventory module only pertains to perpetual inventory and will not take in account items in Installed Base. B. Physical inventory in GCSS-MC is a deliberate four (4) part process that must be accomplished in order. Upon conclusion of the inventory process the system will automatically adjust the accountable balance and a corresponding MVGL will be created. Before launching the adjustments it is encumbent of the inventory owner to conduct causative research and obtain pre-approval from the unit commander if applicable. Each functional GCSS-MC phase of the process has subtasks which are outlined in the how to: i. Inventory preparation phase: 1) Review the inventory reports for due-outs and due-ins. Ensure all due in transactions are complete and all shipments have been fulfilled 2) Define the inventory in GCSS-MC 3) Take a snapshot of the inventory; freezing the account. 4) Generate and print count tags ii. Physical inventory phase: 1) Organize count teams and establish inventory control desk 2) Assign count teams to areas 3) Track what count tags were given to what individuals 4) Conduct count 5) Inventory control desk collects count tags ensuring completion and tracks progress. iii. Inventory results phase: 1) Enter counts. Once count tags are verified for completeness inventory counters input counts. 2) Inventory control desk reviews missing tag listing 3) Void tags as required iv. Inventory adjustment phase:Version 1.0 24

1) Supply management approves/rejects counts 2) Inventory control desk conducts recount as necessary. 3) Supply management conducts causative research/prepares adjustment documentation. Acquires unit commander pre-approval as appropriate 4) Supply management launches adjustments and prints resulting MVGL. Obtain unit commanders signature and file in voucher file. Once the adjustements are launched the inventory is unfrozen and the inventory cycle is complete C. If the physical inventory is part of the units annual inventory a prior value by subinventory must be recorded on the annual inventory letter as well as the post count adjustments.

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SECTION - 4: Document Management Procedures4.1 GeneralA. Requisition and document management procedures are the active component of supply chain management. Management of documents is the tracking of open requisitions until ultimate issue to the customer or execution of related disposition actions. Document management directly impacts the units combat effectiveness as well as its operational budget. The success of continued supply support is based on the responsiveness and effectiveness of document management principles. B. Management and transmission of requisitions. i. Basic Concept of Transmission. When supported units/commodities have a valid requirement for materiel which is not available for immediate issue within the organization, a demand will be transmitted to the next source of supply level based on the units sourcing rules. The sourcing rules route requisitions for material in near real-time to the next level of supply automatically unless overridden by the user at the time of data entry. Normally, customer requisitions are generated as a result of maintenance parts requirements or charges line on a service request or from min-max replenishments. ii. Garrison Conditions. Routine garrison operations must utilize document management in GCSS-MC to track inbound/outbound shipments and requisition exceptions as GCSS-MC is the authoritative data source for supply and maintenance management. iii. Combat, Exercises, and Contingencies. The use of other management systems may be necessitated as combat or contingency operations dictate. Higher Headquarters and supporting activities will plan and map the processes to be utilized for combat and contingency operations if conditions prevent the use of GCSS-MC in whole or in part. In exceptional circumstances preventing the normal use of GCSS-MC other methods of transmission may be utilized as communications assets are available. These requisitions cannot be associated to any service or maintenance process or asset/next higher assembly within the system, but at some point these requisitions must enter the supply chain automated system. Regardless of the method of transmission (radio, email, FAX, or telecommunication, etc.) document management must record, transmit the information, and track the requisition until ultimate delivery to the customer. Requisitions submitted outside of GCSS-MC will not post to document management until receipt of the first status from the source of supply. C. The individual performing the duties of document control and management may not be the point of entry for all requisitions. Some units have delegated approvers and the ability to create requisitions at the commodity level. The Document Management functional area within the supply section/activity is responsible for the ongoing tracking of status, shipment and ultimate issue to the customer once the requisition is accepted into the supply chain.

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Embedded File!Basic Requisition Lifecycle.pdf

Explanation

PROCESS FLOW: REQUISITION LIFECYCLEDownloadable file. Depicts the lifecycle of requisitions through the document management process.

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4.2 Document Management DutiesA. Requisition management is the most tangible aspect of supply chain management and requires meticulous attention to detail in order to support mission readiness requirements; ensuring continuous supply support. B. Requisition managers will require access to the following systems external to GCSS-MC: i. WEBFLIS and/or FEDLOG. Provides web access to FLIS (FEDLOG) data and aides in technical research about a NIIN and/or when a NIIN is not found in the IMO. Data codes in WEBFLIS/FEDLOG will indicate if a NIIN can be ordered or if special circumstances are applied that need to be met before the materiel is released. ii. WEBVLIPS. Provides on-line access to requisition status and assists in determining the validity of requisitions from the perspective of the source of supply. It accesses the Logistics Online Tracking System (LOTS), a DAASC relational database system, which portrays the life cycle of a logistics action on a requisition. iii. Product Data Reporting and Evaluation Program (PDREP). Provides the ability to submit a Supply Discrepancy Report (SDR) online as well as follow-up on previously submitted SDRs. iv. IGC. IDE GTN Convergence (Integrated Data Environment/Global Transportation Network Convergence) provides real time tracking of shipments across the military transportation system. Embedded File! Explanation

Required tools for The embedded file is the table utilized for units operating in the above COCOM. document management.docx

List of External Applications

C. Mission of the Document Manager: i. To track all items due in; from order to shipping to receipt. ii. To ensure that all items due in have a valid and current status iii. To participate in validations between maintenance management and commodities with regard to the status of requisitions iv. To ensure requisitions, receipts, follow-ups, cancellations, and modifications are processed timely. v. Attempt to minimize exceptions and if they occur perform due diligence in researching corrective action and resubmitting a new requisition, if applicable.

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D. Document management tasks breakout: i. Daily tasks 1) Review GCSS-MC Universal Work Queue (UWQ) for any tasks generated by the customer requesting transaction status updates or other actions. 2) Review action area of document management form and process exceptions, cancellations, and MOVs as required. 3) Receipt for material as required. 4) Analyze each document to determine its validity (e.g. past the ESD without shipping status, shipping status past the expected arrival date based on priority, etc.) 5) Route completed receipts to the warehouse 6) Review and perform tracer action/SDRs as required ii. Weekly tasks: Review un-liquidated obligations (ULO) with fiscal to ensure cancellations, receipts, and new requisitions are properly obligated or de-obligated as required iii. Bi-weekly tasks 1) Validate requisitions with commodities for follow-up, cancellation, modification or receipt 2) Ensure all required follow up actions from the validations are completed iv. Quarterly tasks 1) Validate all requisitions subject of the MOV with commodity managers 2) Input MOV responses within the established timelines for continuing supply support 3) Annual tasks: Review and ensure access to new Job Order Numbers (JONs) for the fiscal year turnover

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4.3 Unit OrientationA. The document manager must be aware of where the unit fits in the combat area, the supporting supply elements, and how the unit is setup functionally to enable commodity support and unit readiness. Below is what the document manager must know before performing duties. i. Identify the Unified Combatant Command (COCOM) the unit falls under as this determines time definite delivery (TDD) standards and wait times.

ii. If the unit is supported by a SMU or other intermediate supply source and if the unit is co-located with the supporting intermediate supply source. iii. Method of requisition input 1) What requisitions is the document manager responsible for inputting, if any. 2) What is the flow of requisitions from commodity to supply or is the commodities approving their own requisitions iv. Sub-inventory structure 1) Maintenance commodities have their own stage sub-inventory for receipting. The document manager needs to know what commodity correlates to the corresponding stage sub-inventory through the supplementary address. Below is an example cross-reference.Commodity Armory Boat House Communications Radio Wire Engineers Commodity Supplementary Address YARM YBOAT YCOMM YRADIO YWIRE YENG Commodity Receiving Stage Sub-inventory ARM_STAGE BOAT_STAGE COMM_STAGE RADIO_STAGE WIRE_STATE ENG_STAGE

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Utilities Heavy Equipment Motor Transport Paraloft Supply Headquarters Company/Battery A Company/Battery B Company/Battery C Company/Battery Weapons Company Battalion Aid Station Chaplain

YUT YHE YMT YPARA YSUP YHS YACO or YABTRY YBCO or YBBTRY YCCO or YCBTRY YWPNS YBAS YCHAP

UT_STAGE HE_STAGE MT_STAGE PARA_STAGE 01A 01A ACO_STAGE BCO_STAGE CCO_STAGE WPNS_STAGE 01A 01A

2) Not all commodities have a stage sub-inventory as requisitioning from these supported commodities is too infrequent (e.g. S/G shops, Chaplain, BAS, etc). As such, commodities falling into this category will have that material received into 01A and will require supply assistance for debriefing of materiel. B. File maintenance and location. Document management utilizes all files to support deliveries, shipments and adjustments. Document management must know where these files are located and file methodology for each. i. Proof-of-delivery (POD) file. The proof-of-deliver file is a single source for retaining documentation for inbound deliveries to the unit. To prevent layering and retention of necessary paperwork, the unit will have a single proof-of-delivery file, maintained either by the document management section or by the receiving/issue point section. Splitting a POD file between what was accomplished separately by the receiving/issue point and the document management section does not support historical record keeping and presents too many opportunities for multiple file systems to be out of synchronization. All PODs are retained for 2 years from the processing date. Do not retain unnecessary documentation (e.g. advance shipping notices, consolidated manifests, transportation run sheets, etc.) in addition to the actual materiel proof-of-delivery unless it directly supports a discrepancy or other non-routine conditions which may necessitate additional documentation retention. ii. Proof-of-shipment (POS) file. The proof-of-shipment file is external shipments (outbound) from the unit and contains all documentation which supports the movement of materiel (e.g. disposition instructions, authorizations, etc.). There are two sections of the POS file. 1) External Shipments (A5A). External shipments (outbound from the unit) as a result of rollback, lateral support, cross-leveling, redistributions, etc. are retained in the POS file in NIIN sequence and retained for 2 years from the date of processing. 2) Disposal Shipments (A5J). External shipments (outbound from the unit) as a result of disposition (rollback denials, damaged materiel, etc.) are retained in the POS file in NIIN sequence and retained for 2 years from the date of processing.

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iii. Voucher File. Document management affects the units inventory usually through discrepant shipments. Regardless of manual or automatic system intervention all resulting voucher transactions must be supported by the source documentation. The document manager must know the file methodology for unit for vouchering these transactions. 1) D6A. During the receipting process various decision tables will guide the document manager in which transactions to input depending on the circumstance and conditions. As a result of following the decision tables, either an automated or manual D6A is required. Both manual and automatically generated gains must have a corresponding POD supporting the transaction. Make a copy of the annotated source documentation and place in the D6A section of the voucher file in NIIN sequence and retain for 2 years from date of processing. 2) Inventory adjustment transactions. Document management may at times input inventory adjustment transactions as part of the receipting and issuing process. Document managers must know how to prepare these transactions for processing and how to route them for approval. a) D8 inventory gains. In very rare instances, however unlikely, the document manager may need to induct a D8 transaction to correct a mistake or other non-routine circumstance in support of the customer (e.g. scrounges, layette adjustments, etc.). b) D9 transactions are l