Attachment 13A - QMS FS 2 - FS Continuous Monitoring QMS 1.pdf

Military Sealift Command Quality Management System

Procedures Manual

N4.43.4067.2-WP

Rev.1

SSIC: 4067

Mr. Joseph Hennessy, N4 Director Page 1 of 26

AFLOAT-END USE FOODSERVICE DIVISION CONTINUOUS

MONITORING PROGRAM

REFERENCES:

(a) Supply Procedures Manual Chapter 2, COMCSINST 4000.2B

(b) Foodservice Management Systems Shipboard Configuration and Logistics Program

(FSM ShipCLIP), Version 4.0.7.1

(c) Corrective Maintenance Logistics System (CMLS) Shore Automated Subsistence

System – Enterprise (SASS-E) module

(d) SASS-E Monthly MSC Foodservice Audit Sheet

(e) Navy Foodservice Management, NAVSUP P-486

1 PURPOSE: Provide guidelines for continuous ashore monitoring for Military Sealift Command (MSC) Government Own/Government Operated (GO/GO) Ships to ensure afloat audit readiness.

2 BACKGROUND / OBJECTIVES / APPLICABILITY:

2.1 Background: The Chief Steward/Steward Cook (CS/SC) is responsible for maintaining positive control and accountability for all foodservice assets and financial records afloat. He/she must maintain an accountability file that becomes part of the retained financial file for audit readiness.

2.2 Objective: Standardize ashore continuous monitoring and auditing process for GO/GO foodservice accountability and compliance and to ensure CS/SC are operating within the established guidelines in reference (A-E).

2.3 Applicability: MSC N43 Ashore Food Service Management Division

3 PROCEDURES / PROCESSES:

3.1 MSC foodservice Audit Sheet: The foodservice audit sheet will be used for each individual ship. Each ship has an ashore Foodservice Point of Contact (POC) assigned to

MSC Quality Management System Procedures Manual N4.43.4067.2-WP

AFLOAT-END USE FOODSERVICE DIVISION CONTINUOUS MONITORING

PROGRAM Page 2 of 26 monitor and conduct audit readiness. Each POC is responsible for preparing, maintaining, and filing all audit sheets for their assigned ships no later than the 15th of each month. See Figure (1).

3.2 Daily Audits

3.2.1 Daily wrap up for all your assigned ships. Daily Audits consist of all foodservice related transactions that occurred within a day. This is referred to in FSM ShipCLIP as an accepted day. The audit check will consist of reviewing and validating the Food Preparation Worksheet (NAVSUP 1090) centering in on 100% of main protein items and 20% of fast moving items, Food Item Request/Issue Document (NAVSUP 1282), General Mess Control Record (NAVSUP 338) and the recording of the authorized daily rations provided by the Purser. The audit sheet will be annotated in block 3.2.1 with the following:

3.2.1.1 “Y” = Yes

3.2.1.2 “N” = No

3.2.1.3 “C” for Operation Closed

3.2.2 Daily Audits procedures:

3.2.2.1 From SASS-E dashboard select the Meal Planning Hub, and then select the ship.

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3.2.2.2 In Meal Planning Search, select Cycle Day Date.

3.2.2.3 Select the Meal Planning Detail tab to view the NAVSUP 1090. See Note (1)

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3.2.2.4 Select the Food Item Breakout tab to view the Food Item Request/Issue Document NAVSUP 1282. See Note (1)

3.2.2.5 Note (1): The NAVSUP 1090 and NAVSUP 1282 will be checked daily to see if food transactions are posted up to date, or at least within five days. If they are within five days of posting annotate (Y) in the block for that day. If they are behind more than 5 days annotate a (N). The POC will provide a comment stating the last date the ship performed a daily wrap up. The POC will state what actions were taken correspond with the ship, (email, phone call/local ship visit).

3.2.3 Ship’s Over/Under issue: The POC will select the Financial Hub on the SASS-E dashboard to review current Over/Under issue financial status of the assigned ship. If a ship has a negative red dollar value, review the NAVSUP 1090, NAVSUP 1282, and NAVSUP 338 for possible reasons for the cost overage. If a ship over-issue status is continuous over a 5-day period and/or the over issue dollar value reaches a negative $5000.00, the assigned POC communicates the overage to the Foodservice Operation Manager and he/she will contact the ship via e-mail or make a local ship visit. In the 1-31 day box, indicate the over/under issue with the following:

3.2.3.1 “O” = Over issue

3.2.3.2 “U” = Under issue.

3.2.3.3 “C” = Operation closed

3.2.4 Ships Over/Under issue procedure:

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3.2.5 From SASS-E dashboard, select Financial Hub tab, select desired ship and review the current Over/Under status. All ships over issue will be reviewed/audited daily.

3.3 Weekly Audits: See Audit Sheet Figure (1).

3.3.1 Weekly review of your assigned ships’ NAVSUP 1090 and NAVSUP 1282:

3.3.2 The assigned POC will review the NAVSUP 1282 to validate food items charge to the daily budget reflects items needed to prepare the menu for that day. When reviewing for accuracy, concentrate on protein food items and high dollar value items. The POC will review/audit all ships assigned on a weekly basis.

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3.3.3 NAVSUP 1090 Audit procedure:

3.3.3.1 From the SASS-E dashboard select the Meal Planning Hub tab; select the assigned ship.

3.3.3.2 In Meal Planning Search, select the cycle day date to review.

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3.3.3.3 Select Meal Planning Detail tab for the NAVSUP 1090; select a minimum of two protein items each meal period, example: Roast Rib of Beef raw and Lobster Tail are protein items

3.3.4 NAVSUP 1282 Audit procedure:

3.3.4.1 Select the Food Item Breakout tab, ensure Beef Ribeye Bone-In, Raw and Lobster tail are issued for that day. Validate quantity issued versus the portions prepared.

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3.3.5 Outstanding requisitions: From SASS-E Dashboard Requisition; review outstanding and completed requisitions on a weekly basis. The POC assigned will review both outstanding and completed requisitions to ensure items requisitioned and received are in compliance with MSC 35-day cycle menu and to review the quantities that are in stock is adequate to support the mission/continuous operations. See Figure (1).

3.3.5.1 Receipts received for the week and posted in SASS-E system under the ships account: Validate that all completed requisitions are in FSM ShipCLIP. Review the scanned receipts received from the ship to ensure the quantities posted coincide with the actual receipt and check for Financial Improvement and Audit Readiness (FIAR) accuracy.

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3.3.5.2 From the Dashboard select reports, select SASS-E Reports.

3.3.5.3 Select SASS-E Reports, select SASS-E folder icon, then select Requisition Log (NAVSUP 1336).

3.3.5.4 Select the ship, select reporting period, and then select Requisition Status Received.

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USNS RICHARD BYRD NAVSUP 1336

USNS RICHARD BYRD Prime Vendor Receipt Circle quantity, signed and dates FIAR compliance.

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3.3.6 Check Stock Level alerts From SASS-E Dashboard Inventory Hub; review Stock Level alerts: Validate provisions quantity on hand versus quantities required to support the 35-day cycle menu, i.e. proteins, eggs, milk, and FFV.

3.3.7 Check Shelf Life Alerts: From SASS-E Dashboard Shelf Life Alerts. In inventory hub, review self-life expiration dates. Products that are within 30 days from expiration, contact the CS/SC, validate items are expired and the shelf life dates on the actual box/containers. Advise CS/SC to contact the Army Vet services for extension or disposition.

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3.4 Monthly Audit and Closeout

3.4.1 Validate Inventory Spot Checks (2) / Wall to Wall Inventory (90- day): POC will validate that a minimal of 2 monthly spot checks were performed and that the wall to wall is within the 90 days’ periodicity. Wall to wall and spot inventories dates and number of line items will be indicated in the Date Completed section of the audit sheet.

3.4.2 From the SASS-E dashboard; select the Audit tab; select Audit search.

3.4.3 Select Ship.

3.4.4 Select Search.

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3.4.5 Audit search screen will display the selected ship previous audits. Validate 2 spot checks and the wall to wall inventory.

3.4.5.1.1 Note: For easier access to the information needed, select created date column to have the listing ascend/descend

3.4.6 NAVSUP 1359 and cash deposits: Review and validate that dollar figures/rations on the NAVSUP 1359 and NAVSUP 1046 match.

3.4.6.1 Un-deposited Sales Brought Forward: Validate cash was deposited this month from previous month.

3.4.6.2 Sale of Meals: Validate that the dollar valves equals the current month DD

1046 and SASS-E Deposits ledger.

3.4.6.3 Bulk Sales DD FORM 1149 cash total equal the total on the NAVSUP

1359.

3.4.6.4 Cash Deposited: Validate DD 1131 match the SASS-E Deposit Ledger.

3.4.6.5 Un-deposited Sales: Review sales amount for accuracy.

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USNS RICHARD BYRD signed NAVSUP 1359

USNS RICHARD BYRD signed NAVSUP 1046

Please check the space or initial the block for each meal consumed.

NAME MEAL TOTAL SALES RATE VALUES TOTAL

Month VALUE 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 B L D

B 0 3.25 0.00 L 1 1 5.20 5.20 D 0 4.55 0.00 $5.20

Mr. Daniels B 0 3.25 0.00 L 1 1 5.20 5.20 D 0 4.55 0.00 $5.20 B 0 3.25 0.00 L 1 1 5.20 5.20 D 0 4.55 0.00 $5.20 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 3.25 0.00 L 0 5.20 0.00 D 0 4.55 0.00 $0.00 B 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3.25 0.00 L 0 0 0 0 0 0 0 3 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 5.20 15.60 D 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 4.55 0.00 $15.60

TOTALS

TOTAL CASH

DATE RATIONS COLLECTED

AND THAT THE AMOUNTS HAVE BEEN COLLECTED THIS DATE AS INDICATED ABOVE. SIGNATURE (FOOD SERVICE OFFICER) $15.60

Year 2015

RADM McLellard

Captain Jefferson

I CERTIFY THAT THE ABOVE TOTALS REPESENT MEALS CONSUMED IN THE MESSES

Totals

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USNS RICHARD BYRD SASS-E Deposit Ledger

USNS RICHARD BYRD signed DD 1131

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General Mess Control Record NAVSUP 338

3.4.7 Validate NAVSUP 1359 rations to the Daily Rations Memorandum MSC form (4440/17-18).

USNS RICHARD BYRD signed NAVSUP 1359

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Daily Rations Memorandum MSC form 4440/17-18

3.4.8 Review/Validate Requisition Log (NAVSUP 1336). In this area, you will review the requisition log for accuracy. Look through the requisition log looking at the unit of issue price against the unit of issue for each product. If you see an item that seems out of spec, look in SASS-E under the said ship and validate the item is being received properly.

Example: Milk below has the wrong unit of issue price.

USNS ALAN SHEPARD N2319310059336 MILK, RF, UHT, CHOC, 2%, ASEPTIC PG, 27/8 FL OZ CO 12 CS 1.24

USNS ALAN SHEPARD N2319310059337 CHEESE, PROV, NAT, SL, FZN, 0.75 OZ SL, 8/1.5 LB PG 16 PG 7.98

3.4.9 Review/Validate Stores Consumed Report printed from SASS-E. Review the report for accuracy, looking at the unit of issue prices against the unit of issue for each product.

If you see an item that seems out of spec, you will need to go into SASS-E under inventory management and look at the transaction history to see if there is an anomaly.

Example: The milk below has a wrong unit of issue price

Chilled 8910 I78 01E296284 MILK, WHOLE, CHILL, ESL 8 oz CO. CO 1960 22.98 4504.08

Chilled 8910 U62 01E297980 SOUR CREAM, CHI, CULTURED OR ACIDIF CO 8 3.0236 24.1888

3242.00 + 1.20 = 3243.20

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3.4.10 Date ShipCLIP FSM closed out for the month: This is the date the CS/SC closed out FSM, you will have to track the system daily to get this date. If the system is not closed out by the 5th of the month an e-mail must go to the CS/SC and SUPPO requesting status and the reason why it is not closed out.

3.4.11 Un-deposited Sales Bal FWD: Validate un-deposited cash sale balance brought forward from the previous reporting period on the NAVSUP 1359

3.4.12 Un-deposited Sales – Current: Validate un-deposited sales current for present reporting period on the NAVSUP 1359

3.4.13 Upload signed monthly reports into SASS-E Upload monthly report in SASS-E.

Procedures:

3.4.13.1 From the SASS-E dashboard select the search service tab; select activity search.

3.4.13.2 Select the Activity ID for the ship.

3.4.13.3 From the details tab on the left hand side, select attachment tab located on the bottom left.

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3.4.13.4 Select browse button to locate document to upload from your Government Computer GC.

3.4.13.5 Select the document from your GC, then select open button to upload document to the detail page.

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3.4.13.6 The document is now saved as an attachment file; upload completed.

3.5 The following signed monthly reports are required to be submitted by the ships CS/SC as applicable;

3.5.1 General Mess Summary Document NAVSUP 1359: the document reports the following: receipts with charge, rations fed, cash sales, cash deposits, surveys, inventory balance on hand brought forward, and stores consumed.

3.5.2 Daily Rations Memorandum MSC form 4440/17-18: is a report the ship purser uses to account/report the number of CIVMARS assigned to their ship. It also reports meals sold onboard.

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3.5.3 Sales to General Mess Meals NAVSUP 1046: is used to account for meal sold during the month’s reporting period, as well as account for meals consumed and paid by another entity.

3.5.4 Cash Receipt Voucher DD 1131: is a confirmation of cash deposited to MSC

N8 from the sale of meals.

3.5.5 Financial Liability Investigation for Property Loss DD 200: is a formal survey of loss/damage property/provisions.

3.5.6 Requisition and Invoice/ Shipping Document DD FORM 1149: is used to transfer food provisions from one activity to another and /or to purchase food outside the SPV network.

3.5.7 PUMA Det. / Cadets Memo – See Figure (2)

3.6 Additional Comments: Use this section for any additional information

3.7 Documents are to be uploaded in SASS-E under attachments section using the following titles.

3.7.1 Type 1 Ships Monthly Reports and TSA Audit Sheets.

3.7.2 Type 2 Ships Receipts.

3.7.3 Type 3 Inspections Reports: SMA, SMI, Assist Visit.

3.7.4 Type 4 Supporting Documents: emails, letters, documents.

3.7.5 Type 5 Wall to Wall, SMS Turnover Documents.

3.7.6 Sanitation reports.

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3.1 MSC Foodservice Audit Sheet Ships Continuous Monitoring Audit Report SHIP: POC Responsible: Date:

Chief Steward:

3.2 Daily Audit

3.2.1 Daily Wrap up for your assigned ships (Accepted day)

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

“Y” = Yes / “N” = No / “C” = Closed Comments:

3.2.5 Over/Under issue for your assigned ship

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

“O” = Over Issue / “U” = Under Issue / “C” = Closed Comments:

3.3 Weekly Audit

3.3.1 Weekly review of your assigned ships (NAVSUP 1282) to (NAVSUP 1090) (Center in on Proteins)

3.3.2 Outstanding requisitions (Compliance and Readiness)

3.3.3 Receipts received for the week and posted in SASS-E system under the ships account

3.3.4 Check Stock Level alerts

3.3.5 Check Shelf Life Alerts

Overall Comments:

Daily wrap Up:

Review of NAVSUP 1282's to NAVSUP 1090’s:

Outstanding Requisitions:

Receipts posted in SASS-E system:

Figure (1)

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3.4 Monthly Audit and Closeout

Date Completed Comments

3.4.1 Validate Inventory Spot Checks (2) / Wall to Wall

Inventory (90 days) Date Complete/ # line items

3.4.2 (NAVSUP 1359) Cash Validation: Validate the Rations and Cash sales on NAVSUP 338, NAVSUP 1046, DD1149 (Bulk Sales) to ensure all document figures add to number on in the Cash Statement on the NAVSUP 1359 and Cash Voucher.

3.4.3 Validate (NAVSUP 1359) rations to the Daily Ration Memorandum report (4440 /17-18)

3.4.4

Review/Validate Requisition Log (NS 1336) from printed hard copy looking for accuracy of price and Unit of issue. (See QMS)

3.4.5

Review/Validate Stores Consumed report from printed hard copy looking for accuracy of price and Unit of issue. (See QMS)

3.4.6 Date FSM closed out for the month

3.4.7 Un-deposited Sales Bal FWD

3.4.8 Un-deposited Sales – Current

3.4.9 Upload signed monthly reports into SASS-E

Received Date

3.5 Reports Submitted

3.5.1 Signed General Mess Summary Documents

(NAVSUP 1359)

3.5.2 Signed Daily Ration Memorandum MSC form

(4440/17-18)

3.5.3 Sales to General Mess

Meals (NAVSUP 1046)

3.5.4 Cash Collection Voucher (DD1131)

3.5.5 Signed Financial Liability Investigation for

Property Loss (DD200) if Applicable.

3.5.6 Signed Requisition and Invoice/ Shipping

Document (DD FORM 1149) (W/Reimbursement)

3.5.7 PUMA Det./Cadets Memo See Figure (2)

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PUMA Det./Cadets Memo

Figure (2)

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4 RECORDS & REPORTS:

4.1 Food Preparation Worksheet (NAVSUP 1090)

4.2 Food Item Request/Issue Document (NAVSUP1282)

4.3 General Mess Control Record (NAVSUP 338)

4.4 Daily Ration Memorandum MSC form (4440/17-18)

4.5 General Mess Summary Document NAVSUP 1359 (Signed copy) – Upon relief of Chief Steward

4.6 Sales to General Mess Meal

4.7 Expenditure Log (NAVSUP 1334)

4.8 Financial Liability Investigation for Property (Loss DD 200)

4.9 Requisition and Invoice/ Shipping Document (DD FORM 1149)

4.10 Chief Steward Turnover Checklist (SMS 7.3-004-820-ALL)

4.11 Steward Cook Turnover Checklist (SMS 7.3-004-804-ALL)

5 DEFINITIONS:

5.1 SASS-E: Shore Automated Subsistence System Enterprise.

5.2 POC: Point of Contact

5.3 CS: Chief Steward.

5.4 SC: Steward Cook.

5.5 FSM ShipCLIP: Foodservice Management Systems Shipboard Configuration and

Logistics Program

5.6 FIAR: Financial Improvement and Audit Readiness

6 PROCESS MANAGEMENT:

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6.1 Office of Primary Responsibility (OPR): N43 Food Service

6.2 Interfaces: None

6.3 Performance Indicators: KPM Financial

7 REVISIONS:

7.1 Rev. 2