1. NONRESIDENT
TRAINING
COURSE
Military Requirements
For Chief Petty Officer
NAVEDTRA 14144
IMPORTANT
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under Products.
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2. CHAPTER 4
MANAGEMENT INFORMATION
LEARNING OBJECTIVES
Upon completion of this chapter, you should be able to do the following:
1. Explain the procedure for preparing and sub- 5. Recognize the procedures for staffing and
mitting a budget request. evaluating personnel.
2. Recognize the steps involved in effective goal 6. Describe how to prepare and present a brief.
setting. 7. Describe how to review naval correspondence
and messages.
3. Identify the supervisory responsibilities for
maintenance and material management. 8. Identify the steps used to review and submit
corrections to the command S t a n d a r d
4. Explain the procedure used in counseling Organization and Regulations Manual
personnel. (SORM).
This chapter begins with a description of the prepare and present a military brief. You should
budget process. You will then be shown how you also have a working knowledge of naval
can influence the local budget process through correspondence and messages.
preparation of a divisional budget. The divisional The last topic discussed in this chapter is your
budget will then be discussed as a control device role in reviewing and submitting changes to the
to reach divisional goals and objectives. command’s Standard Organization and Regula-
Supply is an important part of your job as a tions Manual (SORM).
chief. You are responsible for the procurement,
care, preservation, stowage, inventory, and
disposal of stores, equipment, and repair parts. PREPARING AND SUBMITTING
Along with supply responsibilities, you are also A BUDGET REQUEST
responsible for supervising the maintenance and
material management (3-M) systems in your Preparing and submitting a budget request is
division. Both of these areas are interrelated and a form of long-range planning. The Navy budget
will be discussed. year runs from 01 October through 30 September.
Counseling personnel is an important super- You should plan your divisional budget for the
visory role the chief becomes involved in. You will same period of time. This 1-year plan will allow
be expected to counsel personnel in professional, you to schedule important events your division
personal, and performance matters. You will will be involved in such as overhauls, intermediate
perform the staff function of management by maintenance availabilities, and special projects.
interviewing, assigning, and evaluating division You can also determine your budget using the plan
personnel. of action and milestones, program evaluation and
You will become more involved in the review technique (PERT), or Gantt charts as
communication process as your responsibilities discussed in chapter 3. This section of the chapter
increase. You should be familiar with how to will examine the budget process, preparation of
4-1
3. the divisional budget, divisional goals and authorize the program. The Navy’s A-6F Intruder
objectives, and different types of budgeting. is an example of a program that was appropriated
but not authorized.
THE BUDGET PROCESS The next step in the budget process is called
execution. Execution is when the Navy can actually
The budget process starts when the President spend money. During execution, apportionment
submits his budget to Congress in mid-January. takes place. Apportionment is when the Office of
Congress can accept the budget as is, or make Management and Budget (OMB) places the Con-
changes to the budget through a series of Con- gressionally appropriated funds into the Navy’s
gressional committees. Congress develops a account. See figure 4-1 for the fund flow of the
budget resolution or an outline of the budget with operation and maintenance account.
spending targets set. Next, Congress passes an The cost center or operating target (OPTAR)
authorization bill which gives authorization to the holder at the bottom of figure 4-1 is your ship,
various programs in the budget. Still, no money squadron, or unit. Your commanding officer is
has been allocated. Money is allocated by the responsible for ensuring the OPTAR is met. He
appropriations bill. The appropriations bill gives also must make periodic reports to the type
money to the various programs authorized under commander showing the status of the ship or unit
the authorizations bill. Once given both authoriza- funds.
tion and appropriations, the Navy can begin to The Navy recognizes that commanding
spend money. Sometimes Congress will authorize officers need help in administering their budget.
a program but not provide appropriations. Comptrollers or budget administrators, depending
Congress can also provide appropriations but not on the size of the command, are assigned to assist
Figure 4-1.-Fund flow for operation and maintenance.
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4. the commanding officer in the accounting and year. Things like replacing bunk curtains, mattress
reporting of expenditures. Commanding officers covers, lagging, and tile or painting are routine
usually delegate the authority to approve tasks that should be budgeted to make sure
expenditures to the department head. funding is available. Other types of periodic
We have now arrived at the point in the budget repairs include time-based maintenance. Engines,
process where you become involved. Department pumps, and life critical systems are examples of
heads, like commanding officers, need help in items to be replaced on a recurring basis. Certain
identifying budget priorities. Division officers and operating equipment has a life cycle. Items such
leading chief petty officers need to determine both as typewriters, computers, and printers need to
the long- and short -term needs of their division. be replaced every 3 to 5 years.
Some of the factors you should consider when The last items to budget are non-essential
planning a budget are as follows: items. These are things you would like to have
if the money is available, but could live without.
• losses,number schedules, and school planned
The
leave
of personnel assigned,
assign-
Examples include replacing worn but serviceable
furniture or purchasing servmart items in excess
ments. of absolutely essential quantities.
The remainder of this section will be devoted
• Unit operating schedule, scheduled regular to divisional goals and types of budgeting. An
overhaul, maintenance availability, and understanding of these two topics will assist you
scheduled inspections. in the preparation of your budget.
•toCan the work? Should you havebe trained
do
your division do the work or
an inter-
Divisional Goals
mediate maintenance activity, shipyard, or Knowing the divisional goals is essential to
contractor do the work? effective supervision of your division. Many of
the goals will be imposed by the department head,
•availability of special funding providedthe
Availability of OPTAR funding, or
by
commanding officer, or higher authority. Again,
look to the five-year plan, yearly plan, and
type commander (TYCOM) or higher quarterly plan to define goals of the command.
authority. Your goals should be the same as those for the
command.
PREPARATION OF THE Examples of concurrent goals include passing
DIVISIONAL BUDGET a supply department inspection even though you
are in engineering department. How? you might
In preparing the divisional budget, you must ask. You could assist supply by making sure your
have an idea of the command and departmental pre-expended bins have the required number
goals and objectives. A good place to start is the parts, your ready service spares are accounted for,
command’s five-year plan. The period 01 October and you have turned in all required repairable
through 30 September in the coming year should items that you are accountable for. Another
indicate upcoming events with a fair degree of example is helping the medical department pass
certainty. The events indicated are the upcoming their inspection. Have all of your subordinates
goals that the command must meet. Budget these had their shot records updated? Have all medical
items first. Remember that the budget is a records been returned? You get the idea. Your
control device used to measure performance and division plays a role in assisting other divisions
includes manpower, material, time, and cost. and departments meet their goals.
Next, budget the command objectives. The
objectives could be receiving the Golden Anchor DEVELOPING. —Why should you develop
Award, the Meritorious Unit Citation, or passing divisional goals if the Navy and the command
all inspections with no major discrepancies. Talk have already established them for you? The Navy
with the division officer, department head, and and command goals discussed in this chapter and
command master chief to find out what the chapter 3 have been part of “the big picture.”
objectives are and what you need to do to meet That is to say, they are broad and general in
them. nature. To help the Navy and command reach
You should have a feel for what type of repairs their goals, you should focus on the specific steps
will be necessary in your division in the coming you need to take within your division.
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5. Periodically, you and your division officer if they are to be achieved. The importance
should discuss the division’s progress toward the of establishing your divisional goals has been
division’s goals. And every year before submitting achieved. You now have set a course of action
your budget, you should decide on where to focus and a method to measure your progress.
your energies in the coming year. Do the
strengths, weaknesses, opportunities, and threats MONITORING. —The final step of the
analyses for your division. This is the first step budget process is to use the budget to monitor
in preparing your budget. divisional progress throughout the year. Monitor-
ing is important because it lets you know when
ESTABLISHING. —You and the division to shift resources. Monitoring can be done by any
officer have now identified the areas of your number of control types or methods, such as feed-
division that require attention. Now you should forward, concurrent, feedback, inventory control,
prioritize your goals. Obviously, high-priority or quality control.
items will need the greatest resources and
attention. This is where you and the division Types of Budgeting
officer need to make some sound decisions.
If at all possible, have your subordinates Two types of budgeting are in use in the Navy.
contribute to the planning during this stage. You will find it useful to use both types in
Present what you and the division officer perceive estimating your annual budget.
as problems and let the subordinates present
solutions. Subordinates are closer to the work and INCREMENTAL. —Incremental budgeting is
may identify additional problems and alternatives the primary budget used by the Navy. You have
that you and the division officer may have over- a certain amount of money as a beginning budget
looked. This process lets the subordinates become and then increase the amount of money received
involved and personalizes the goals. in later years. A good way to visualize this type
You and the division officer should evaluate of budget is to think of the budget as increasing
the problems and proposed solutions. Select the by the amount of inflation each year. The
best solution for each problem and re-prioritize incremental factor could be tied to growth,
the goals if required. Place your goals in writing operating schedule, increase in personnel, or any
and post them where your subordinates can see number of factors that may increase (or decrease)
them. Communication of goals and priorities is the amount of funds budgeted.
extremely important to your success. In your budget, the incremental method of
At this point you know what you want to do, budgeting would apply to your recurring cost. As
how you want to do it, and the priority you have the cost of inflation drives up the cost of
set. You should now budget time, materials, consumable and repair parts, your budget would
people, and costs to meet your goals. This is the increase to match inflation.
second step in preparing the divisional budget.
The third step in preparing your budget is to ZERO-BASED. —The Navy uses zero-based
examine recurring cost. You should be able to budgeting when figuring the cost of major
produce a fair estimate for the cost of necessary material purchases, such as a ship or airplane.
supplies, repair costs, and so forth, that have Congress authorizes and appropriates the money
occurred over the last 3 years. The supply officer in the first year, and then the Navy is able to make
can supply the information required. a draw against the account to pay for work being
The fourth step in preparing your budget is done. This type of budget eliminates worry that
to combine the cost of reaching your goals with an authorized purchase will not have appropriated
your recurring costs. You are now ready to submit money in follow-on years.
your budget request to the department head. In general, zero-based budgeting is starting
Goals, objectives, recurring costs, and priorities from zero every year and figuring out the cost of
should be outlined to provide the department head doing business in the coming year. The dis-
with the ammunition required to achieve the advantage of this type of budget is the great deal
desired level of funding for the coming year. of time and accuracy required to perform
You and the division officer should reevaluate economic forecasting analysis so that all expenses
your goals after the command has decided on can be predicted.
funding. Unfunded goals and objectives may You should use this type of budgeting for one
require initiative and resourcefulness on your part time expenses. The divisional goals and objectives
4-4
6. that are not of the recurring type would fall into Ashore, standardizing supply procedures is
this category. difficult because of the physical layout of a
station and the variety of missions assigned to a
station. Therefore, a good deal of freedom is
SUPERVISING RESPONSIBILITIES given each command to choose the supply
FOR STORES, EQUIPMENT, procedures that best meet its needs. Aboard ship,
AND REPAIR PARTS procedures are becoming more standardized
because of the adoption of the Ships’ Maintenance
As you already know, all petty officers need and Material Management (3-M) program; how-
some knowledge of supply procedures to help ever, some variations between ships still exist.
them function effectively with the supply You must become thoroughly familiar with
department. As a chief petty officer, you will local instructions that detail the various pro-
find yourself with greater supply-related respon- cedures for supply support. An understanding of
sibilities; therefore, you will need additional these instructions will answer most questions
knowledge of the supply organization and about the relationship and responsibility between
procedures. the supply department and the customer.
In the past, you needed to know how to
identify material and how to complete a requisi- Supply Departments Ashore
tion form. You also needed a knowledge of the
ship’s Coordinated Shipboard Allowance List A supply department, like all other depart-
(COSAL) to determine what materials were, ments ashore, is organizationally composed of
required to complete a job. You may have been several divisions, branches, and sections. Only the
responsible for the stowage and custody of various organizational components that are of primary
materials in your department. In the future, you interest to you (the customer) are discussed here.
will be working closer with supply department The components of the supply department you
personnel in estimating supply needs and pro- will have the most contact with are the control
viding the input data needed for procurement. division, material division, and retail issue
You have probably participated in depart- organization. The retail issue organization (usually
mental preparation for a shipyard overhaul, a component of the material division) is treated
including validation of installed equipment. As separately here because it is the most frequent
a CPO, you could become a member of an point-of-contact between you and the supply
integrated logistics overhaul (ILO) team during department.
a period of shipyard availability. If so, you will
contribute to the process that the supply depart- RETAIL ISSUE ORGANIZATION. —Most
ment uses to ensure your ship’s material readiness shore activities have supply support respon-
when it goes to sea after overhaul. sibilities for multiple departments and units,
This section does not attempt to make you an and frequently have off-station support respon-
expert in supply—we will leave that detail to the sibilities. To meet the requirements of on-station
Storekeeper. It does, however, provide informa- customers, the Navy has established a retail-issue
tion to expand your knowledge of the supply organization. This organization may be found
organization ashore and afloat. This section also ashore in the form of a shop store, a self-service
outlines the procedures and steps of the various store, a rapid communication and delivery system,
operations that you are expected to follow when or a combination of these services. The objective
dealing with supply department personnel. is a ready supply of materials and simplified issue
procedures that will provide quick delivery of
SUPPLY DEPARTMENTS material requirements to the customer.
Supply departments ashore and afloat are Shop Stores. —Shop stores are usually
responsible for the supply support of the activity established to support some type of specialized
or ship. The supply department procures material; operation, such as public works activities and
maintains storerooms and warehouses; and issues, ground electronics shops. The shop store is a
accounts for, and collects analytical data for all storeroom located close to the user activities.
the material under its cognizance. The supply Shops that are widely dispersed may have several
department is responsible for establishing the local shop stores. These stores are stocked with items
requisitioning channels and procedures. normally used by the shops being supported.
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7. Most shop stores use simplified issue pro- supply department, the issue control branch
cedures that require a minimum of paperwork by maintains records of each requisition received and
the customer. Typically, the customer tells the the action taken. This allows you to trace a
Storekeeper in the shop store what item is needed. requisition for material that has not been
The Storekeeper issues the material and prepares received.
the requisition. The customer receives the material The stock control branch is responsible for
and returns to work. The remainder of the paper- maintaining stock records and assuring adequate
work is completed by the shop store supply stock levels to support station operations. Any
personnel. information that would alter the material require-
ments for future support should be brought to the
Self-Service Stores. —Self-service stores are attention of this branch.
commonly referred to as servmarts. They are The receipt control branch monitors and
normally established to furnish nontechnical types expedites material from outside sources. The
of materials, such as office supplies, tools, and method used to receive or transmit information
janitorial supplies. These stores are operated on to these various supply internal components is
a self-service basis that permits the customer to usually found in a local instruction.
select material from shelf stock. The customer
presents a requisition in payment at a checkout
counter for the materials selected. The customers Shipboard Supply Departments
can shop at their own convenience, selecting
substitute items for those items that are Supply departments afloat are generally
temporarily out of stock. organized into five divisions: S-1 through S-5, The
S-1 division (stores division) is the only division
Rapid Communication and Delivery Systems. — discussed here; the other divisions are concerned
Rapid communication and delivery systems are with food service, disbursing, ship’s store, and the
established on several shore stations. Customers wardroom. Depending on the ship’s size, it could
use the telephone or some other rapid communica- have additional supply divisions. For example, on
tion system to request needed material. The a large ship such as an aircraft carrier, S-6
material is then delivered to the work area. This provides aviation stores, and S-7 is the data
type of system is commonly established to processing division.
support the aviation maintenance program at
naval air stations. STORES DIVISION. —The stores division
orders, receives, stows, and issues general stores
MATERIAL DIVISION. —The material and repair parts and maint sins related records.
division is concerned with the physical handling Under the Ships’ Maintenance and Material
of the supply department’s stock of materials. Management (3-M) program, a supply support
This division maintains warehouses and center may be established within the stores
storerooms and receives, stores, and issues division as a single point of contact between
material. The labor and equipment branch of the supply and maintenance personnel. The specific
material division is responsible for all material- duties of a supply support center are detailed in
handling equipment, such as forklifts, trucks, and the Ships’ Maintenance and Material Management
trailers. (3-M) Manual, OPNAVINST 4790.4B. Generally,
When a retail issue organization is not the supply support center receives requests and
established, all material is issued from warehouses provides material identification and status
or storerooms operated by the material division. information.
The customers should become familiar with the In ships without a supply support center, these
types of materials that are stored in each duties are normally performed by storeroom
warehouse or storeroom. personnel and the supply office. The supply
office further processes requisitions for “not
CONTROL DIVISION. —The major compo- carried” and “not in stock” items and furnishes
nent of a control division is the stock control status information to the customer.
branch. If a retail issue organization cannot
provide the requested material, the stock control MATERIAL CATEGORIES. —Let us briefly
branch will forward your requisition to the main review the categories of material for which the
supply department for procurement action. In the supply department afloat is responsible.
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8. Equipment includes any functional unit 3. Medical stores, including drugs and
of hull, mechanical, electrical, electronic, or pharmaceutical supplies, surgical instru-
ordnance types of materials that are operated ments, and other professional medical
independently or as a component of a system or equipment are the responsibility of the
subsystem; it is identified by an Allowance Parts senior medical representative. The supply
List (APL) number. Examples of equipment are department procures medical supplies and
the ship’s sonar and radar, the anchor windlasses, equipage, but has no responsibility over
and the main reduction gears. inventory control.
4. Marine Corps stores (when a Marine Corps
Equipage is a general term that includes items
detachment is aboard) is the responsibility
of a durable nature listed in the Equipage
of the officer in charge of the detachment,
Category Numbered Allowance Parts List,
Allowance Equipment Lists, or other authorized
listings issued by appropriate authority. Equipage DETERMINATION OF
does not encompass installed electronic, electrical, REQUIREMENTS
mechanical, or ordnance equipment, components,
or systems, These items are considered to be The supply officer is responsible for main-
equipment. Equipage consists of items such as fire taining stocks of general stores, subsistence items,
hoses, nozzles, applicators, anchors, anchor ship’s store, and clothing store stocks. These
chains, chain stoppers, and bulkhead fans. stocks should be maintained at levels sufficient
to meet probable demands and within limits
Some selected items are termed Controlled
established by operations plans. Therefore, the
Equipage and require increased management
supply officer, with other supply personnel,
control because they are expensive, vulnerable to
should be able to accurately determine the
pilferage, or essential to the ship’s mission. A list
requirements for these items.
of these designated items can be found in Afloat
The supply officer is jointly responsible with
Supply Procedures, NAVSUP P-485.
each department head for maintaining a full
Repair parts are any items, including modules allowance of equipage on board. Because of main-
and consumable material, that have an equipment taining the equipage records, the supply officer
application and appear in an Allowance Parts exercises control over the overall ship’s equipage
List, an Allowance Appendix Page, a Stock allowance; however, the supply officer should be
Number Sequence List (SNSL), an Integrated advised by the heads of departments of known
Stock List (ISL), or a manufacturer’s handbook. or anticipated requirements and replacements.
Most repair parts are in the custody of the
Consumables are administrative and
supply officer. The supply officer is responsible
housekeeping items, such as general-purpose
for submitting replenishment requisitions to
hardware, common tools, or any other items not
replace material that has been issued. Department
specifically defined as equipment, equipage, or
heads are responsible for submitting a NAVSUP
repair parts.
Form 1250-1 requisition to the supply officer each
Some services are also procured by the supply time a repair part is needed. Department heads
department for the ship. They include such expect your cooperation in maintaining records
requirements as commercial telephone service, and anticipating requirements.
pilotage, tug hire, repairs of office equipment, and
the rental of certain types of equipment.
Factors in Determining Requirements
Some material is NOT controlled by the supply
department. Certain material categories afloat are Before the types and quantities of items
not under the control of the supply department. carried can be determined, a desired endurance
They include the following items: should be established for general categories of
material. Endurance is the period of time required
1. Ammunition and ammunition containers for a ship to use a definite quantity of supplies.
are the responsibility of the ship’s weapons Endurance is based on the amount of available
officer. storeroom space and the allocation of that space
2. Nuclear weapons obtained through opera- among the types of stores. The space is then
tional channels are the responsibility of the converted to the number of days that the ship can
weapons officer. be maintained by capacity loading. The supply
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9. officer normally tries to equalize the endurance ALLOWANCE LISTS, INITIAL OUTFIT-
of the various types of stores. TING LISTS, AND USAGE DATA TABLES. –
Allowance lists, initial outfitting lists, and usage
The storerooms are not necessarily loaded to data tables are prepared to help supply officers
maximum capacity, since endurance limitations of new or recommissioned ships determine
are set by various commands. These limitations quantities of supplies to stock. Since these ships
are expressed as the actual number of days of have no prior usage to rely on, these lists and
endurance and are applied to individual items tables help you and the supply department
rather than to types of stores. For example, if the determine requirements for consumable supplies,
supply officer wants to stock the storerooms at subsistence, and ship’s store stock. These lists
a 90-day endurance level, one requisition for a provide restrictive controls on the types and
90-day supply of general stores cannot be sub- quantities of equipage allowed and serve as guides
mitted. Each item must be reviewed to determine for types and quantities of supplies required.
a sufficient quantity to last the ship for 90 days. Allowance lists as used here do not include the
COSAL Stock Number Sequence List—Storeroom
Another factor supply personnel must consider Item (SNSL—SRI) for repair parts.
is the total weight limitation of stores that may
be brought aboard. Each ship is allowed a specific
weight limitation so that it can maintain proper SHIP’S OPERATIONS. —Operating factors
stability and buoyancy. may require the review of stock records and the
reevaluation of the requirements for some or all
When the desired number of days of endurance items stocked. These factors are the expected
has been reached for a type of store, then length of a cruise, type of operation (combat or
that endurance is converted into quantities of training), expected climate during the operation,
individual items. and available supply support.
If the length of a cruise is less than the normal
AVAILABLE SPACE. —The amount of endurance load, no major adjustment is necessary.
storage space available for an item is an obvious However, if the operation is expected to last
limiting factor. You cannot stow 100 cubic feet longer, the ship’s stock of fast-moving and
of material in a 50-cubic-foot space. For this essential items is reviewed to determine if an
reason, some extremely bulky items may have to increase is needed.
be carried in a quantity less than the desired level
and reordered frequently. On the other hand, A ship rescheduled from a hot or temperate
items of low cost and low bulk may be carried climate to an arctic climate should review
at a high level to reduce the time spent in materials needed for cold-weather operations.
ordering and stowing.
An important factor to consider when the ship
PERISHABILITY. —Highly perishable items is preparing for deployment is the availability of
may also be stocked at a lower level than other- supply support during the cruise. Will your ship
wise desired so that deterioration is kept to a be operating independently? Will it be in the
minimum. company of similar ships? Can your ship obtain
materials from mobile logistic support ships or
ashore activities? All of these questions must be
SHIP’S EXPERIENCE. —The most accurate answered before you can determine the division
guide in the determination of requirements is past or department requirements. You will usually find
stock records. You adjust the figures obtained this information in the operations orders.
from past usage to cover a specified period in the
future. For example, a 3-month endurance rate
is computed as follows: ADVICE OF DEPARTMENTS. —Your depart-
ment may require special material or an item in
Fast-moving items—multiply the past month’s a greater quantity than is usually stocked in the
usage by 3. storeroom. For example, electrical fittings are
replaced periodically for general station or ship’s
Slow-moving items—divide the past 6 months’ maintenance. Average usage of these fittings may
usage by 2. be 16 per month. By using the formula described,
4-8
10. the supply officer can easily calculate the number used in the troubleshooting of electronic equip-
of fittings to maintain in stock. If, however, all ment and are not intended to be used as a repair
of these fittings are being replaced by new and part.
more reliable fittings, you should inform supply
of this requirement before the need arises. The READY SERVICE SPARES (RSS). —Ready
new fittings can then be stocked before a work service spares are repair parts in the custody of
delay results because of a lack of parts. the cognizant department head and will be located
in the appropriate operating and maintenance
To carry this one step further, assume that spaces under the subcustody of the operating or
these new fittings are significantly more reliable maintenance personnel.
and that the replacement requirement is expected
to be only one per month. The supply department SHIPS WITHOUT SUPPLY CORPS OF-
can then reduce the number of fittings needed for FICERS. —Most ships have one or more Supply
endurance. On receiving this information, the Corps officers assigned. Certain small ships, such
supply department will purge its stock of the old as minesweepers, have no Supply Corps officer
type of fitting and establish a realistic stock of assigned. In this case a line officer heads the
the new item. supply department. The line officer usually has
other duties as well as supply duties, and general
storerooms are usually small in ships of this type;
Routine Requirements therefore, more material is turned over to the
cognizant department upon receipt for storage
Most material procurement falls under the and custody. On ships without a Supply Corps
heading “routine requirements.” The factors officer, department heads are responsible for
discussed above apply chiefly to new ships and determining the ship’s requirements for general
to special circumstances. The requirements for stores. Each department head must submit a
an item are initially established when a ship is NAVSUP Form 1250-1 or DD Form 1348 to the
commissioned or when the item is first stocked. supply officer for preparation of a DTO (direct
Requirements are reestablished each time your turnover) requisition. Each department head is
ship undergoes supply overhaul. also responsible for maintaining current allowance
lists of repair parts pertaining to equipment used
by the department. The department head is
OPERATING SPACE ITEMS. —Generally,
responsible for maintaining an adequate stock of
each department is not required to estimate future
repair parts to support the equipment of the
requirements for repair parts and consumables.
department, Each time a repair part is used, a
Normally the supply department replenishes
NAVSUP Form 1250-1, DD Form 1348, or NAV-
stocks either on the basis of authorized allowances
SUP Form 1250-2 should be submitted to the
or on past demand history. An exception is the
supply officer so that a replacement can be
replenishment of operating space items. These are
requisitioned. Figure 4-2 shows both the Single
items (for example, hand-tools and test kits) that
Line Item Consumption/Requisition Document
are required to maintain installed hull,
(Manual), NAVSUP Form 1250-1, and the DOD
mechanical, electrical, and ordnance equipment.
Single Line Item Requisition System Document
These items support the mission of the ship.
(Manual), DD Form 1348. Figure 4-3 shows the
Department heads are responsible for requesting
Non-NSN Requisition, NAVSUP Form 1250-2.
these items for known requirements, but they are
This form consolidates, on one form, information
not authorized to maintain storeroom stocks that
previously submitted on two forms (NAVSUP
duplicate those of the supply department. Part
Form 1250-1 and DD Form 1348-6) for non-NSN
IIIB of the COSAL is a consolidated list of
requirements. You will play an important role in
operating space items.
the reordering of these materials and parts.
MAINTENANCE ASSISTANCE MODULES SHIPBOARD MATERIAL REQUEST PRO-
(MAMs). —Maintenance assistance modules are CEDURES. —As the division chief you will be
in the custody of the cognizant department head responsible for ensuring that the equipment under
and located in the appropriate operating and your cognizance is maintained and repaired in a
maintenance spaces under the subcustody of the timely manner. To accomplish this goal, you
operating or maintenance personnel. MAMs are will need to obtain material from the supply
4-9
11. Figure 4-2.-Single Line Item Consumption/Requisition Document (Manual), NAVSUP Form 1250-1, and DOD Single Line
Item Requisition System Document (Manual), DD Form 1348.
4-10
13. Table 4-1.-Table for Determining a Priority Designator
department. Although each ship will vary slightly procurement. Pier-side procurement has been
in procedure, standard forms and data require- established at most major naval stations and is
ments are the same throughout the Navy. In this a quick and easy method of obtaining material.
section we will address only those standard items Highly trained and responsive personnel with the
that are required by the supply system. necessary experience and resources are available
When you request material from a shipboard to expedite shipboard requirements. As a work
supply department, the standard method is to use center supervisor, you will need to define your
either a NAVSUP 1250-1 (Single Line Item requirements very carefully to assist procurement
Consumption/Requisition Document) or a DD personnel. Poorly written and/or vague requests
Form 1348 (Single Line Item Requisition System can slow down the process and lead to delays,
Document). The specific requirements for, and cost increases, or procurement of the wrong
the use of, each document vary between ship material. The NAVSUP Form 1250-2 (Non-NSN
types; however, each type has basic similarities Requisition) is used for obtaining materials that
(fig. 4-2). do not have an NSN (fig. 4-3). When preparing
When requesting standard stock material to the identification data section of this form,
perform a maintenance action, you will find you cannot be too specific or provide too much
numerous data requirements are necessary for all information. A Form 1250-2 that is properly filled
ship types. These requirements include a valid job out is your best tool to ensure speedy, accurate,
control number, a national stock number (NSN), and cost-efficient procurement. A DD Form
unit of issue, quantity, unit price, and approval 1348-6 can be used instead of a 1250-2.
for procurement. Once this information has been
entered, either manually or through an automated MATERIAL OBLIGATION VALIDATION
system, locally defined supply channels should be (MOV). —A material obligation validation (MOV)
followed. To clarify procedures, you need careful is a procedure used by the supply department on
liaison with the leading Storekeeper. Many times a monthly basis to ensure that their outstanding
in your dealings with supply, you have a require- requisitions are valid. As a work center supervisor,
ment for nonstandard (non-NSN) material. you will have a good deal of input into this
Several different methods are used by the supply process. The overall purpose of this procedure is
department to procure your material, but the best to ensure that each outstanding requisition is still
and most cost effective is through pier-side needed so that unnecessary requisitions can be
4-12
14. cancelled and the money reclaimed. The supply ranging from the combat forces under I to the
department allows you to review their material miscellaneous activities under V.
outstanding file to compare it with your known The letters in the first column of table 4-1
valid requirements. You should advise supply represent different degrees of urgency in descending
personnel of those items required, those received, order of need, from an unable to perform status
and those to be cancelled. After that, supply (A) to routine stock replenishment (C). The urgency
personnel will reconcile their records and take category is selected by the requesting activity. It
steps as necessary to cancel, complete, or indicates relative urgency of need for a require-
follow-up on your requisitions. ment by a force or an activity.
Your role as a CPO is critical, for you know Categories of each alphabetical designator are
the requirements of the work center and can best defined in the following paragraphs. Only general
determine requisition validity. Close cooperation categories are covered. A complete listing maybe
with supply department personnel is necessary to found in Uniform Material Movement and Issue
ensure the accuracy of the MOV procedure. Your Priority System (UMMIPS), O P N A V I N S T
leading Storekeeper is best qualified to advise you 4614.1F. In each case, the alphabetical designator
of time schedules and local procedures. preceding the category refers to the applicable
UND column heading shown in table 4-1.
PRIORITIES UND CATEGORIES
You should already know how to identify A The activity or unit is unable to perform
materials, fill out requisition forms, and submit its mission. The equipment or part is
them to the supply department. The department needed immediately.
head is responsible for the assignment of priority
designators to these requisitions. Priority B Repair parts or equipment is required
designators are assigned according to the immediately. Ship operation is impaired
Uniform Material Movement and Issue Priority without it.
System (UMMIPS), which carefully defines the
determining factors. The system places the Stock replenishment requirements of
responsibility directly on the commanding officer mission-essential material in fleet ballistic
of the requesting activity for the integrity of the missile (FBM) submarine tenders are
priorities assigned; however, the commanding below the safety level and are expected to
officer usually delegates this authority to the reach a zero balance before receipt of the
supply officer. This system should make the material.
assignment of inflated priorities rare and ensure
a feasible priority system. COSAL-allowed reactor components,
Two factors determine which of the 15 equipment, tools, and other materials are
available priorities will be assigned to each required to support reactor plant systems.
requisition—the military importance of the
activity and the urgency of the requirement. Each C Stock replenishment and normal supply
ship or activity is assigned a force/activity requirements are routine. Material is re-
designator (F/AD), which indicates its military quired to meet scheduled deployment.
importance relative to other ships and activities.
This assignment is made by higher authority (type NOTE: Additional urgency of need designators
commander, fleet commander, and so on). The (UND) may be found in Afloat Supply Pro-
department head is responsible for assigning the cedures, NAVSUP P-485.
correct urgency of need designator (UND) to each
material request. By using the F/AD and the RECEIVING AND INSPECTING
UND, the supply department is able to assign the
proper priority designator. Before accepting material purchased from
Table 4-1 lists the F/ADs (shown in Roman commercial sources, naval activities inspect the
numerals) across the column heads and the material to ensure that it conforms to the
alphabetical UNDS in the first column. The specifications included in the purchase documents.
Roman numerals represent categories of activities The receiving supply officer inspects the material
in descending order of military importance, for quality and quantity before payment is made.
4-13
15. Shore activities usually have a material After the purchased material has been turned
inspection section within the material division, over to you, the supply department presents a
established to perform or coordinate such copy of the purchase document or the dealer’s
inspections. When technical material is received, invoice stamped “Received, inspected, and
the material inspection section will often accepted.” This certification is then signed by the
request that a qualified representative from a department head and the document returned to
using department perform the quality inspection. the supply department.
You will be called on frequently to perform this
service. STOWAGE AND CUSTODY
Most material received aboard ships comes
from naval activities ashore that have already When repair parts and consumables are stowed
performed a quality inspection. You should in spaces other than supply spaces, the head
inspect the item for any obvious deterioration or of the department having actual custody is
breakage that may have occurred since the responsible for the proper stowage, inventory,
previous quality inspection. and use of the material. (Figure 4-4 illustrates
Technical materials or materials ordered for the functions involved and the usual flow
direct turnover are inspected by the cognizant of responsibilities.) The supply officer has
department head or authorized representative. technical custody and maintains stock records
You, as a senior petty officer, may be assigned and requisitions replenishment stock. The supply
this duty. Except in emergencies, when the officer also provides written instructions to the
commanding officer may waive minor defects, no custodian, who is usually a senior petty officer.
purchased material should be accepted unless it A custodian is appointed by the responsible
conforms to the specifications included in the department head and designated in writing to the
purchase document. supply officer.
Figure 4-4.-Flow of responsibility relating to materials stored in other than supply spaces.
4-14
16. Figure 4-5.-Afloat Locator/Inventory Record (NAVSUP Form 1075).
Responsibilities of Custodians 2. All materials should be properly secured
to avoid equipment damage or injury to
The departmental custodian maintains Afloat personnel.
Locator/Inventory Records (NAVSUP Forms 3. Items that are subject to spontaneous
1075) on which receipts, expenditures, and combustion should be stowed in a cool,
inventories are recorded (fig. 4-5). The custodian well-ventilated space, away from heat and
is responsible for stowing and issuing the materials flammable material.
and for collecting issue documents. Issues are 4. Bulk acids (except medical) should be
made using the NAVSUP Form 1250-1 or DD stowed in the acid locker in the custody of
Form 1348, as appropriate. The departmental the supply department; paint should be
custodian is not required to maintain records other stowed in the paint locker.
than the locator records; however, the custodian
is responsible for promptly submitting the STOWAGE PRECAUTIONS. —Humidity,
completed transaction documents to the supply sweating bulkheads, and leaky pipes can cause
department for the update of applicable stock severe damage to material in stowage spaces.
records. Dunnage, such as lumber, may be used under
material to keep it from direct contact with the
Stowage Principles dampness of the deck. Bulkheads and pipes in
stowage spaces should be inspected frequently for
Specific written instructions from the supply sweating and leaks. Moisture caused by sweating
officer provide guidance to departmental custodians can sometimes be eliminated by adequate ventila-
in performing their duties; however, every senior tion. The use of a drying agent, such as bags of
petty officer should know certain basic stowage silica gel, may be necessary to help absorb
principles that involve safety, security, orderly moisture in stowage spaces.
arrangement, and easy access. These principles are Some items stowed for long periods may
discussed in the following paragraphs. require special care to preserve them. For example,
tools and other items made of unprotected metal
SAFETY. —Basic stowage safety principles
should be protected from rust. Such items may
may be summarized as follows:
be protected by a coat of grease, petroleum jelly,
1. Material should never be stowed or left in or a thin-film of preservative compound. These
passageways or where it may block damage items may require several coatings during their
control apparatus. stowage period.
4-15
17. HANDLING AND STOWAGE OF HAZARD- SECURITY. —Designated departmental supply
OUS MATERIALS. —A hazardous material is custodians are responsible for safeguarding the
any substance or mixture of substances that could material under their control; therefore, security
result in the injury or death of a person. These is always an important consideration. Storerooms
substances are divided into toxic, irritating, must be kept locked when not in use. The number
flammable, pressurized, or sensitizing agents. The of people having direct access to a storeroom
hazardous material could also result in damage should be kept to a minimum; otherwise, material
to equipment or personnel through corrosion, could disappear and the custodian would have no
oxidation, pressurization, or heat-generation. record of its issuance. Control and responsibility
As you were climbing the advancement ladder, should be clear-cut; that is, clear-cut decisions on
your major concern about safety was your own the following questions should be made and
well-being. As a senior petty officer, you should enforced within the responsible department:
be concerned not only about your own safety but
also the safety of others. You should make sure 1. Who is primarily responsible for keeping
all personnel observe the following general the keys to each storeroom?
precautions when handling and stowing hazardous 2. To whom are the keys given when the
materials: custodian goes ashore?
3. Where may personnel on watch find the
• Keep stowage compartments clean and
dry.
keys (or duplicate keys) if a storeroom has
to be entered in case of emergency?
• Provide adequate ventilation in the storage
area.
4. Who else, if anyone, should have direct
access to the storeroom?
• Provide separate storage areas for
materials that would become dangerous if
PHYSICAL ARRANGEMENT. —The physical
arrangement of storerooms depends on the
mixed or combined. construction of the portions of the ship in which
• Avoid stowing materials in direct sunlight
if the sun rays could cause a harmful or
the storerooms are located. Each stowage area
presents particular problems and should be
considered separately to ensure that the available
an unstable effect to the material. stowage space is used to full capacity.
• DO NOT allow unauthorized personnel in
the stowage area.
Material should be segregated into arrange-
ments best suited for purposes of issue and
inventory, with special attention to placement of
• Make sure the precautionary label remains
intact after each use or when transferring
fast-moving items for convenience of issue. When
repair parts are stowed in boxes, consideration
the material to another container. should be given to the department’s planned
maintenance program. In most cases, material
• Inventory the containers quarterly. should not be stowed in stock number sequence,
since national stock numbers assigned are
• Inspect the containers for tightness of
cover seal, corrosion, leakage, improper
not necessarily related to item characteristics.
For maximum stowage life, stowage should be
or inadequate labeling, and shelf life planned so that the oldest material is issued
expiration date. first.
• NEVER allow open flames in the stowage
or handling area.
Small ships do not usually have suitable
stowage space. Material has to be stowed in small
spaces that are irregular in shape and size.
• Monitor the stowage area for oxygen
depletion or toxic gas buildup (this check
Orderliness may have to be sacrificed to put
materials in the spaces that best fit them. For
must be accomplished by a gas-free example, bulky items may have to be stowed in
engineer). inconvenient, out-of-the-way spaces because the
size of hatches and passageways prevents their
• ALWAYS use electrical equipment that is
authorized for use in an explosive
stowage with related items. However, do not
overload the bins at the expense of safety and
atmosphere. accessibility.
4-16
18. The custodian should develop an effective life or that are relatively valuable and easily
locator system so that specific items of stock may convertible to personal use.
be located without delay. Storeroom areas, units Excluded from the CEIL are those equipage
of shelving, bins, or other easily identified and items adequately managed through other ship-
defined sectors should be assigned numerical or board programs. The items managed as controlled
alphabetical designators indicating the fore-and- equipage are categorized and listed as “signature-
aft and athwartship location of sectors within the required items” and “non-signature-required
storeroom. The location of each item or box of items” in appendix 11 of NAVSUP P-485.
repair parts should be recorded on the applicable Signature-required items require the signature
Afloat Locator/Inventory Record. of the responsible department head in the original
Material needed in a hurry (even if not custody records maintained by the supply depart-
needed frequently) should always be immediately ment. These items also require the signature of
accessible. In actual emergencies, accessibility of the actual custodian in the department head’s
vital material has enabled a ship to regain full duplicate custody records. Signature-required
capability almost immediately. Common items items annotated with the # symbol in appendix
that are frequently used should be kept near at 11 of NAVSUP P-485 also require that the serial
hand. The once-a-month item, usually not needed number of each unit be listed in the original and
in a hurry, should not clutter up bins near the door duplicate custody records.
of a stowage space.
Sufficient passageways should be provided in Items Designated by the Commanding
stowage areas so that even the most infrequently Officer or Type Commander
used items can be removed with little or no
shifting of other material. Stowage spaces should When commanding officers or type com-
be kept orderly, clean, and in good condition. manders do not consider the CEIL in appendix
You should consult the supply officer if special 11 to be sufficiently inclusive, they may designate
stowage problems arise aboard your ship. additional items as controlled equipage (either as
signature-required or non-signature-required).
CONTROLLED EQUIPAGE They may also change non-signature-required
items listed in appendix 11 to signature-required
Controlled equipage are specific items that items when additional control is necessary.
require special management control because their A list of items designated and changed by a
use is essential for the protection of life; for commanding officer is prepared by the supply
example, lifeboats, first-aid boxes, firearms, officer and approved by the commanding officer.
binoculars, or items that are pilferable and The original of the list is retained by the supply
easily converted to personal use. officer, and a copy is provided to each depart-
A list of items designated as controlled ment head concerned. When items are designated
equipage is contained in various supply procedural by the type commander, the supply officer retains
publications. Items designated as controlled a copy of the type commander’s directive and pro-
equipage are carried on board in allowance vides a copy to each department head concerned.
quantity only. They are generally under the
custodial responsibility of the department head. Department Head Records
When you are a work center supervisor,
controlled equipage may be subcustodied by Your department’s basic custody record for
your department head to you. You will then be controlled equipage is the duplicate of the
responsible for maintaining that piece of NAVSUP Form 306 furnished by the supply
equipage, accounting for it, and inventorying it officer. Receipts, expenditures, and inventories
as necessary. are posted to the duplicate records as they occur.
The supply officer and the custodial department
Designation of Items to be head are jointly responsible for ensuring that the
Managed as Controlled Equipage original and duplicate custody records are in
agreement. A comparison of the original and
The Controlled Equipage Item List (CEIL) is duplicate copies is required incident to inventories;
an item listing that fleet commanders developed however, a comparison of the original and
jointly for special inventory control; that is, a list duplicate of an individual record should be made
of items that are essential for the protection of each time a receipt or expenditure entry is posted.
4-17
19. RECORDS OF EXPENDING AND improve the Navy’s physical security program and
RECOVERING ACCOUNTABLE to provide a method for entering serialized
MATERIAL material into a computer. The M-L-S-R program
also establishes an official interface with the FBI’s
Accounting for the expending and recovering National Crime Information Center (NCIC).
of supply materials is an important supply Further guidance, including a detailed list of items
function. Two areas of expenditures, issue and to be reported and how to report these items, is
transfer, have already been covered in this contained in Reporting of Missing, Lost, Stolen,
chapter. We will now discuss the turn-in of or Recovered (M-L-S-R) Government Property,
items; the precious-metal recovery program; the SECNAVINST 5500.4E.
missing, lost, stolen, or recovered government
property program; and material survey. SURVEY PROCEDURES
Turn-In Items When circumstances warrant, such as when
criminal action or gross negligence is indicated,
Material in excess of allowance or department the commanding officer’s designated represent-
needs should be returned promptly to the supply ative may appoint a surveying officer or a survey
department. You should make every attempt to board. Persons who are accountable or respon-
return material in a ready-for-issue condition. If sible for the material being surveyed should not
the preservation has been destroyed or is marginal, be appointed as surveying officers.
re-preservation should be accomplished before Research action is not required when, in the
turn-in. Material returned to the supply depart- opinion of the commanding officer or designated
ment is documented on a NAVSUP Form 1250-1 representative, negligence is not indicated in the
(for manual afloat activities) or a DD Form 1348-1 loss, damage, or destruction of government
(for automated afloat and ashore activities). property. It is not required if, for reasons
known to the commanding officer, negligence or
Precious-Metals Recovery responsibility cannot be determined. It is also
not required if research under those conditions
Many times in your day-to-day work, you will would be an unnecessary administrative burden.
be working with equipment that contains precious Research action is not usually required when a
metals. This is especially true in the Dental person accepts responsibility for the loss, damage,
Technician, Hospital Corpsman, Photographer’s or destruction of government property and
Mate, electronic and electrical, and some volunteers to reimburse the government. At the
engineering ratings. Precious metals and metal- discretion of the commanding officer or the
bearing scraps should be separated by generic designated representative, investigative reports
category; for example, gold, silver, and platinum. required by other appropriate DOD component
They should then be turned in to the nearest DOD regulations may be used in lieu of the research
property disposal facility. Further guidance on the under the following circumstances:
reuse of precious metals and the recovery of
precious metals can be found in Recovery and
Utilization of Precious Metals, NAVSUPINST
• No death or injury is involved.
4570.23. • exists. Items are determinedthe government
No possible claim against
to be scrap by
Missing, Lost, Stolen, or Recovered an inventory manager.
Government Property Program
The Department of the Navy has long
•unaccountedisforcannibalized ordepartment.
Material
in the repair
otherwise
recognized the importance of maintaining
statistics on where, when, and how government
property was lost, stolen, or found missing and
•repair department is cannibalizedtoinhave
Residue of material
considered
the
how it was recovered. scrap value only.
To provide a medium for recording this
information, the government began the Missing, • aSamples of petroleum products aretesting.
laboratory for examination and
sent to
Lost, Stolen or Recovered (M-L-S-R) Program in
1973. The ultimate goal of this program is to These samples are not normally returned.
4-18
20. •beMedical material has beenofdeterminedand
defective by the Bureau Medicine
to whether in use or in storage. Such command
responsibility requires a thorough observation
Surgery. of the activities of subordinate units. It also
requires the enforcement of security, safety,
•that the value of thediscrepancies (provided
Material quantity
loss or shortage is less
and accounting requirements by appropriate
administrative or disciplinary measures.
than $50 per line item and it does not
involve sensitive items) transferred to As the supervisor, you are responsible for the
disposal are discovered. loss, damage, or destruction of material by
subordinates under your supervision when the
• action. is lost in transit because of enemy
Material action or lack of action can be directly connected
to the loss, damage, or destruction of government
property.
The criteria for performing further research
on unresolved discrepancies are as follows: You are also responsible for supply stocks that
are stored and used within your division spaces.
•precious metals when any discrepancy
Further research is required on drugs or Government property may not be converted to
personal use without specific permission or
occurs, regardless of dollar value. proper authority.
•value.items are classified, regardless of dollar
All
Report of Survey
•pilferable items is reported. concerning
Discrepancy of $500 or more As a CPO, you may encounter a time when
you will need to expend accountable material from
your records because of loss, destruction, or
•orAn indicationexistssuspicionany fraud, theft,
negligence
or
about
of
discrepancy.
absorption. In most cases you will be required to
initiate a Report of Survey (DD Form 200) to
document the expenditure. The Report of Survey
• tion, including concerns arms and ammuni-
A discrepancy
all personal arms, whether
is an official report explaining the situation.
Depending upon the circumstances, it may also
or not pecuniary liability is admitted. provide the results of an investigation into the
matter (figs. 4-6A and 4-6B).
• adjustmentlosses andor exceedsvalue of the
Repetitive
equals
the dollar
projected NAVSUP P-485 (paragraphs 5125-5128)
costs of the report of investigation. provides specific guidance concerning the prepara-
tion and responsibility for the submission of the
•allowance. losses exceed the stated
Bulk petroleum Report of Survey. Your responsibility as a CPO
is to document losses or destruction in your work
center as follows:
•including items that have been invoiced
Items are mandatory turn-in repairable,
1. Inform your chain of command immediately.
and shipped but not received. 2. Begin researching the cause and circum-
stances leading to the situation.
• Discrepancies are over $50,000 (all items). 3. Try to reconstruct the situation to deter-
mine whether further investigation is
•accountableresearch is requested by the
Further
officer.
necessary.
4. Initiate a Report of Survey (DD Form 200)
to document loss or destruction of govern-
ment property.
Responsibility for Survey
Remember, if you are the custodian of loss
The commanding officer of a ship or unit has or destroyed material, you are responsible and
command responsibility for the security of all accountable. Make sure all your research is
U.S. government property within the command, thorough.
4-19
23. Distribution of the Report of After the above procedures have been
Survey Form After Final Action accomplished, the following additional actions are
required:
The original report with all attachments is
retained at the activity if copies are not required 1. Shortages and unserviceable items dis-
by higher authority. covered incident to inventory are promptly
A duplicate is returned to the appropriate surveyed.
property officer to replace the quadruplicate copy, 2. Inventory adjustments are posted to the
which may then be destroyed if not required by custody card.
higher authority. 3. Issue requests are prepared and submitted
The triplicate copy is destroyed if pecuniary to the supply officer for procurement of
liability is not assessed. If pecuniary liability is any replacement items required.
assessed, send a copy to the disbursing officer. 4. A report of inventory completion is sub-
mitted to the commanding officer.
INVENTORIES Upon completion of a controlled equipage
inventory, each department head submits a letter
Inventories should be conducted at regular report to the commanding officer, with a copy
intervals, following prescribed procedures. to the supply officer. When controlled equipage
is inventoried incident to a change of department
head, the letter report is signed by both the
Controlled Equipage Inventory relieved and relieving department heads. Letter
reports should include a list of excess controlled
All items of controlled equipage are inventoried equipage items. This list should include justifica-
on an annual basis during the period 15 February tion or authority for any excess items you want
to 15 March. to retain. Letter reports should include
At least 1 month before 15 February, the
1. completion of the controlled equipage
supply officer prepares an official notice advising
inventory,
all department heads of procedural details to be
2. submission of shortages and unserviceable
followed when conducting their annual inventories
items,
of controlled equipage. The notice is signed by
3. replenishment of shortages and unservice-
the commanding officer or by an officer with
able items, and
delegated authority.
4. justification or authority for any excess
Heads of departments are responsible for items to be retained.
conducting the inventory of items for which they
have custody. The file of duplicate NAVSUP Other Inventories
Forms 306, as well as subcustody records, can be
used as a basis for conducting and recording Physical inventories of stores in the technical
physical inventories of controlled equipage. custody of the supply department but in the
All items are sighted and inspected for service- physical custody of other departments are taken
ability by the officer conducting the inventory. at the end of each quarter or when prescribed by
Binoculars, small arms, and other equipment the supply officer. The inventory is checked
identified by serial numbers are checked by those against the stock record cards, signed by the
numbers during the inventory. As each item is custodian department head, and submitted to the
inventoried, the inventorying officer enters the supply officer. The following are examples of how
date and quantity and signs the reverse side of the you should prepare the space for inventory:
department copy of the custody card.
As the inventory progresses or immediately 1. Ensure the stowage is orderly and follows
after completion, the inventory record is a prearranged stowage plan.
transcribed to the original card held by the 2. Ensure unopened boxes and other containers
supply officer. When the inventoried quantity of are stowed with labels and other identifying
an item differs from the verified custody record information facing outward.
balance, a recount or an investigative research or 3. Ensure loose items are repackaged in
both is required. standard bulk lots when practical.
4-22
24. 4. Ensure all stock is labeled or otherwise ILO process begins months before the shipyard
clearly identified. period and continues at a reduced level until the
next ILO.
Shortages identified by the inventory are The Ship Equipment Configuration Accounting
covered by receipted issue documents. The supply System (SECAS) validation is one of the first steps
officer charges shortages against the budget of the in an ILO. This validation is performed by
department concerned. TYCOM personnel. The TYCOM personnel
board your ship and site-validate all electronic and
Selected Item Management ordnance material and certain hull, mechanical,
(SIM)/Non-SIM Procedures and electrical equipment (HM&E).
Personnel assignments to the ILO generally
Analysis of shipboard usage data has shown include people from several different technical
that a small percentage of the total number of ratings, as well as Storekeepers. Each person has
repair parts is in frequent demand. However, a specific assignment related to the configuration
all items require the same degree of management analysis within his or her area of specialty. The
attention: annual inventory, stock record review, team should work together to ensure that the
and updating. Under the SIM concept, only those “integrated” portion of ILO brings all parts
items designated SIM receive this attention on a together as a whole. The assignment of people to
regular basis; non-SIM items are inventoried, the ILO team is a critical factor in the final
reviewed, and updated only when transactions outcome. You should assign the most conscientious
occur. A stock item is designated SIM after it has people from the work center to the ILO team.
had two demands (regardless of quantity issued) Several of the major evolutions involved in an
within a 6-month period; it loses that designation ILO are outlined below:
when no demands have been recorded for 6
months consecutively. Develop a plan of action and milestones
You should remember that the designation of (POA&M).
a stock item as either SIM or non-SIM is not
permanent. When a non-SIM item experiences its Train all personnel involved in the ILO
second demand within 6 months, it should be process.
redesignated as SIM. An item maybe designated
as SIM if it has a predictable demand of two or Off-load all repair parts, technical
more based on expected seasonal or deployed manuals, and PMS documentation at the
usage. ILO site.
SIM items are inventoried at 6-month intervals.
The inventory should be completed and posted Compare the SECAS validation to the
within 2 weeks after it is started. The inventory current COSAL and inventory and catalog
should be conducted before deployment. repair parts at the same time.
INTEGRATED LOGISTICS Analyze the applicability of repair parts,
OVERHAUL (ILO) technical manuals, and PMS to update the
configuration.
The ILO improves readiness by providing a
ship with logistics support that accurately reflects Coordinate the reorder of repair parts,
the ship’s true equipment and operating needs. technical manuals, and PMS programs.
The term logistics support refers to the repair
parts, Planned Maintenance System (PMS), On-load updated products.
technical manuals, and personnel training
necessary to operate and sustain the ship. As you Follow-up adjust. and validate the entire
can see, an ILO includes much more than just ILO process This step continues during
repair parts and involves more than just supply the entire operating cycle.
functions. An ILO is a shipboard evolution that
involves every department and is important for The result of an ILO will never be perfect, but
a ship’s overhaul. A properly executed ILO can this process does eliminate most of the support
greatly benefit the future operations of the ship, problems encountered during the previous
but a poorly executed ILO can be disastrous. The operating cycle. Because an ILO is a self-help
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