Attachment 14N - CIVMAR Supply Dept Head Turnover Report - SMS C070304801 - JUL 2023.pdf

CIVMAR Supply Department Head Turnover Report

Attachment 14N

From: ________________________ Relieved Supply Officer, USNS/USS ___________________

(Name) (ship)

To: MSC Headquarters, N41 Logistics Operations, Supply Community Liaison

Subj: TURNOVER: SUPPLY DEPARTMENT HEAD

1. In accordance with SMS Procedure 7.3-004-ALL, Turnover: Change of Command and

Department Head Turnover, this report has been prepared.

2. On this date _____________________________ I, ___________________________________, (date and time of transfer) (name of relieved SUPPO) transferred Supply Department Head duties onboard __________________________________

(name of ship) to _________________________________.

(name of Relieving Supply Officer)

3. Before transfer of duties, the following items were accomplished. All items must be checked or marked N/A as appropriate. Add additional pages as necessary.

Y N N/A Key Turnover Items/Areas Prior to arrival of relieving SUPPO, Outgoing SUPPO should have the following items available and ready for review by Relieving SUPPO:

Administration

Inspected all files, records, directives and SOPs for availability and currency.

Reviewed Safety Management System (SMS) on LAN for elements related to

Supply Department and verified next schedule audit date ____________.

Identified and turned over all Department specific official correspondence, Letters of Authority, orders in force, unanswered correspondence, and information.

Transferred custody of all keys/access codes.

Ensured safe combinations/administrative rights/passwords have been changed.

Reviewed upcoming schedule/operational events and reviewed/discussed

Deployment Requirements.

Verified names/number of Supply personnel on Ship’s Funded leave ___, training

___, travel ___, and vacant billets ___. Reviewed onboard training folders.

Discussed known personnel issues or peculiarities. Ensured outgoing SUPPO has completed evaluation on all personnel onboard at least four (4) months and mid-term evaluation for those less than four (4) months.

Reviewed/discussed status of all OPTAR account balances and shortfalls.

Automation Systems

Verified current ShipCLIP/CLF Module Administration/User Guides are available.

Reviewed current users in ShipCLIP Administration.

Verified ShipCLIP CLF Module Business Continuity Plan (BCP) readily available.

https://navy.deps.mil/sites/msc/QMS/SMS/SMS/ALL/P070304A.docx

Verified that CARGO commodity Basic Material File (BMF) daily saves are stored on application and database server and recent hardback copy of CARGO.

Inventory is available.

Equipment

Reviewed list of all known equipment defects and/or peculiarities under the Supply

Department’s cognizance. Reviewed VRRs and work requests submitted to Chief

Engineer for alterations to Supply Department spaces/storerooms.

Reviewed/discussed status of outstanding Fleet Coordinated Shipboard Allowance

List (COSAL) Feedback Reports (FCFBR)/Allowance Change Requests (ACRs).

Commercial Port Visits (PVSTs)

Verified Department Accountable Official (DAO) Appointment DD-577 Form on file for the Master, relieving SUPPO/Junior Supply Officer (JSO), as applicable.

Verify that all previous port visit documents (DD250s, Final Recon, & PVCLs) have been submitted to applicable COR for processing.

Food Service (FS)

Conducted walk through of FS spaces and reviewed equipment status.

Reviewed last financial monthly input to MSC N43. Status is Over/Under Issue.

Verified current onboard endurance load meets requirements of ship’s schedule.

Reviewed the last two monthly sanitation reports for all food service areas.

Conducted a 5% random sample provisions’ inventory. Validity is ________%.

Government Commercial Purchase Card (GCPC)

Inspected all GCPC guidance, internal operating procedures (IOP), and cardholder purchase records for availability, currency, and compliance with program.

Verified relieving SUPPO has initiated transfer of GCPC and which personnel onboard have fully activated GCPC. Confirmed APC notified of change.

Inventory Management and Financial (End-Use)

Outgoing SUPPO should have the following inventories conducted and ready for review by Relieving SUPPO:

Conducted walk around inspection of all Supply Department spaces, end-use storerooms, CARGO storerooms, offices, Food Service, and ELO spaces.

Ensured all storerooms are being used properly (CARGO, End-Use, etc.).

Reviewed annual End-Use Storeroom Inventory and Location Audit Schedules per

P-485, Chapter Six.

Discussed Continuous Monitoring (CM) Readiness Indicators (RI) for past six (6) months, corrective actions that have been completed, and any outstanding issues.

Conducted an End-Use Storeroom 100% inventory of Depot Level Repairables

(DLRs). Validity is _______%. Include brief comments describing circumstances for any missing DLRs.

Conducted joint inventory of Sensitive and/or High Dollar value material. Validity is _______%. Include brief comments describing circumstances for any missing sensitive/high value items.

Reviewed the Electronic Retrograde Management System (eRMS/NITA) used for End-Use DLRs, Aviation PUK DLRs and Fleet Retrograde processing. Relieving SUPPO contacted eRMS Help Desk to update account UIC location, and logged into eRMS. Reviewed status of all end-use, eRMS identified, pending carcass charges and the plan of action for turn-in of each pending carcass.

As of ______, ___ End-Use carcass charges pending valued at $___________.

Conducted random/sample End-Use Storeroom (Shelf Life) inventory (25 items).

Validity is _______%/(Repair parts) inventory (50 items). Validity is _______%.

(T-AKE/AOE) Transferred custody of Aviation Pack-up-Kit (PUK) material, if carrying US Navy Helos at time of turnover.

(AS Sub-Tender) Reviewed AS-Class Joint OPS Manual Chapter 5 (Supply

Operations) and MOA/MOU.

Reviewed monthly Tender Operations Supply Management Reports.

(ESB Platform) Reviewed ESB-Class Joint OPS Manual Ch 10 (Supply Ops).

Inventory/Storeroom Management and Financial

(CARGO, including CARGO Fuel)

Transferred custody of all CARGO Load Commodities.

Inspected all CARGO storerooms for proper stowage techniques and effective use of drawers, shelf, bin, bulk space, ensuring no End-Use material encroachment.

Verified CIVMAR Supply CARGO Inventory Management and QA Procedures

(N0400-400.30-SQ) available and compliance for all DWCF/NWCF material.

Conducted random sample storeroom inventory (10%) of all commodities

(9M Subsistence, HULL, FILL, DKLD, HA/DR). List validity of each commodity.

9M Subsistence ___%, HULL ___%, FILL ___%, DKLD ___%, and HA/DR ___%).

Verified that shelf life actions are performed and updated in CLF Module for all

CARGO commodities with shelf life.

Verified that documentation (e.g., receipts, billing packages, issues and surveys) is properly maintained and filed for all DWCF/NWCF commodities.

Conducted storeroom inventory of 100% of DLRs carried in FILL. Validity is

___%. Include brief comments describing circumstances for any missing DLRs.

Transferred custody of Cargo Fuel accounts and inventory (Includes All CLF and

PM3 T-AKE vessels). Conducted a physical inventory of all CARGO fuel tanks and matched to CLF Module inventory, reconciled all differences that will be taken up on EOM Operational gain/loss on next scheduled EOM report.

Total DFM initial book inventory

Prior to inventory (book): _______________________(gallons) Physical inventory of DFM: _______________________(gallons)

Adjustment (LBI/GBI) for DFM: _______________________(gallons)

Total JP5 initial book inventory:

Prior to inventory (book): _______________________(gallons) Physical inventory of JP5: _______________________(gallons)

Adjustment (LBI/GBI) for JP5 : _______________________(gallons)

Updated CARGO Fuels Accountability letter to dlaenergy.fena@dla.mil, npo_inv_afloat@dla.mil, MSC.N46@us.navy.mil

Turned over supervisory duties of embarked U.S Army veterinarian(s) per GSC external memo guidance and ensure Performance Information Memorandums

(PIMs) current and completed.

Reviewed embarked veterinarian cargo Subsistence Inspector Shelf Life Extension reports.

Branch Exchange Location Operations (XLO)

Reviewed management / responsibilities for oversight of Branch

Exchange Location Operator’s (XLO) store program with operator.

Reviewed most recent voyage returns (90 day returns).

Hazardous Materials (HAZMAT) Handling

Verified current MSC HAZMAT SMS is on file (2.2-008-ALL Revision 2.18).

Verified latest annual (June) End-Use and CARGO HAZMAT inventories were submitted to MSC N41 HAZMAT Coordinator and are on file.

Verified CARGO NWCF HAZMAT is properly stowed in CARGO HAZMAT lockers and shelf life data maintained in ShipCLIP CLF Module.

(AS Sub Tender, LCC Command Ship and T-ESB

Reviewed and turned over duties of Hazardous Material Minimization (HAZMIN)

Center to the relieving SUPPO.

Additional Items/Notes (on back page/attach additional pages if needed):

By my signature, I acknowledge I have reviewed the above information with my relief for validity and accuracy and that he/she is ready to assume the duties and responsibilities of Department Head.

Relieved Supply Officer: _______________________________ / _________________

Signature Date

By my signature, I acknowledge I have reviewed the above items with the outgoing SUPPO and that I am ready to assume the duties and responsibilities of Department Head.

Relieving Supply Officer: _______________________________ / _________________

Signature Date

Original:

Retain in Relieving SUPPO File

Copy to:

Master

MSC N41 (via e-mail to monty.w.rycroft.civ@us.navy.mil

MSC N46 (via e-mail to francisco.p.santos.civ@us.navy.mil)

MSC N46 (via email to msc_n46@us.navy.mil)

MSC N48 (via email to MSC_N48_SupplyChain@us.navy.mil)

Applicable Task Force Commander Combat Logistics Office:

CTF-33CLO@navy.mil (via email if in CTF33 AOR) m-ba-ctf53-clo@us.navy.mil (via email if in CTF53 AOR)

CTF-63CLO@eu.navy.mil (via email if in CTF63 AOR) ctf73clo@us.navy.mil (via email if in CTF73 AOR)

CTF-83CLO@us.navy.mil (via email if in CT83 AOR)