Appendix C MI Post Inspection SOP.docx
DOCX document 275 KB Posted
- Attached to
- INSURV Logistician and Writer Recorder Federal contract opportunity
- Solicitation number
- N0018923Q0148
About this file
This document provides standard operating procedures for Navy inspection teams. It outlines the file structure, naming conventions and submission process for delivering inspection data and reports through the Naval Supply Systems Command's INSURV SharePoint portal. Key details include populating standardized file folders with documents like the Ship Inspection Analysis Chart, self-assessment materials and day one pre-inspection workbooks. Inspection teams must upload these populated file folders to the corresponding case files on SharePoint and verify the files are present before deleting local copies. The procedures also cover finalizing inspection reports, notifying leadership and properly disposing of transfer media and files after confirming all required materials have been submitted.
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POST INSPECTION SOP MI
- Follow below data submission, report creation procedures and file structure example in order to standardize and ensure consistency in inspection data deliverables (this document is meant to supplement the Writer Check List not replace it).
- Sample inspection file folder set (to copy and rename for your inspection) is located under Writers Template on INSURV’s SharePoint Portal - N3 - Plan & Ops - Writers Toolbox page (see instructions below).
-Upon completion of an inspection, each populated writer inspection file folder set will be uploaded to the corresponding inspection Case Files on SharePoint (see instructions below). Use an underscore “_” to denote spaces between words when naming files and folders (DO NOT change folder set naming convention aside from renaming the top folder to match applicable ship type, # and inspection type).
*NOTE: When saving the SI SAC for the first time, use the Save SI SAC button on the ‘AREAS’ tab within the worksheet to ensure the file name is reformatted to the standardized naming convention (if this does not happen automatically, enter file name manually ensuring file naming convention below is followed and correct).
A. UPLOAD FILES TO APPLICABLE SHIP INSPECTION CASE FILE ON INSURV SHAREPOINT PORTAL -Copy Applicable File Folder Set:
1. Go to Case Files or Writers Toolbox and click on the Writers Template header.
2. Once the page opens, click in the blank space to the right of the folders.
3. Click on Library at the top of the page and then click Open with Explorer on the menu bar.
4. At this point SharePoint may ask for your credentials. If it does, select your CAC PIV.
5. In the newly opened Explorer window: copy the DDG51_MI-Example file folder set by right clicking on folder set, selecting copy, and then paste the file folder set to your desired local C: drive location.
6. Rename the new file according to the applicable ship type, # and inspection type (see example file folder structure below).
-Populate File Folders:
7. Copy and paste all applicable files from your inspection (SI SAC, SOR PDF (Stoplight Chart), Self-Assessment Grade sheet, Self-Assessment Summary Sheets, COMA/RFS Letter, Day 1 Pre-Inspection workbook, Day 1 CSMP file, MNMI FA Completion Tracker, SI Brief Sheets, EOC Score Sheets, PRISMS files) that were created using the Writers Check List into the folder structure that you created in steps 5-6 above (see example file folder structure below for file distribution).
-Upload File Folder Set to SharePoint:
8. Upload the populated file folder set to the corresponding inspection Case File folder by navigating to the page then click in the blank space to the right of the Actions dropdown menu.
9. Click on Library at the top of the page and then click Open with Explorer on the menu bar.
10. Copy the populated folder set you created in steps 5 through 7 above and paste to the corresponding inspection Case File folder.
11. Verify data is present by closing Explorer, refreshing the Case File page, then navigate SharePoint and compare your created folder to your local copy.
*NOTE: If files or folders do not display on SharePoint after upload but they are on the share drive when viewing in Explorer you may need to rename the folder to include an underscore (_) following the name (data is likely present but a SharePoint error is preventing its display). For example: change folder name from “PRISMS_Files” to “PRISMS_Files_”.
B. FINALIZE MI REPORT
-Once SI review and update are complete:
12. Ensure there are no remaining highlighted fields that have not been completed.
13. Verify text and table formatting is correct and flows sensibly in the document (modify/edit as necessary).
14. Re-verify all security classification page and portion markings to include tables and graphs (modify/edit as necessary).
**Remember safety deficiencies should be marked as (U//FOUO) and all others should be marked (U) unless the comment or section discusses mission degradations and/or any other potentially classified information IAW the Surface Ship Classification Guide (NAVSEA 05D SCG ID# 03-017.04) and or COMUSFLTFORCOMINST 4730.1A.**
15. Notify SI via email (CC Senior Writer) that finalized MI Report and all associated files are ready for routing.
C. DELETE / DESTROY FILES
16. Once all inspection files have been uploaded to the appropriate INSURV SharePoint Case File (and are VERIFIED PRESENT) AND the report document, SOR PDF, SI SAC, SELF-ASSESSMENT GRADE SHEET, CO MATERIAL ASSESSMENT AND READY FOR SEA LETTER (COMA/RFS), and NOTIFICATION MESSAGE files have been transferred to the SIPR share drive (and are VERIFIED PRESENT) delete all inspection files from your local C: drive and dispose of your transfer disc by placing it in the CD shred box.
13 February 2023
WRITER POST-INSPECTION SOP (NEW MI REPORT)
**DO NOT DELETE OR DESTROY FILES UNTIL THEY HAVE BEEN VERIFIED TO BE UPLOADED TO THE APPROPRIATE LOCATIONS ON SHAREPOINT AND SIPR SHARE DRIVE. IF THERE IS ANY DOUBT, CONTACT THE SENIOR WRITER FOR FURTHER GUIDANCE BEFORE ANY FILE DELETION OR DESTRUCTION.**
New MI Report File Folder Set Example image1.png image2.png image3.png image4.png image5.png image6.png
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