Attachment_22P___QMS___Maritime_E_procedures___N9_91_3590_1_Q_Rev_1.pdf

Military Sealift Command Managers’ Internal Control- Quality Management System

Procedure

N9.91.3590.1-Q Rev. 1

Endorsed by the QMS Steering Committee

Issued By:

Mr. Steven C. Cade Executive Director

SSIC: 3590

PROCESS FOR NOMINATING AND SELECTING MARITIME “E” AWARD WINNERS -

GOVERNMENT – OWNED AND GOVERNMENT - OPERATED (GOGO) SHIPS

REFERENCES:

(a) 10 U.S.C. Section 1125, Recognition for Accomplishments

(b) DODD 1348.19, Award of Medals, Trophies, Badges, and similar Honors in Recognition of Accomplishments

(c) DON Civilian Human Resources Manual, Subchapter 451.1, Civilian Awards Guidance

(d) DON Civilian Human Resources Manual, Subchapter 451.2, Implementation

(e) COMSCINST 3502.2, MSC Training and Readiness Manual

1 PURPOSE: As authorized by references (a) and (b), this instruction sets procedures/processes for implementing the Military Sealift Command’s (MSC) Maritime Excellence (‘E’) Award Program for MSC Government Owned and Government Operated (GOGO) (civil service-manned) ships per reference (c).

2 BACKGROUND / OBJECTIVES / APPLICABILITY:

2.1 The Commander, Military Sealift Command provides sealift support for the Department of Defense and other Federal agencies; operates and maintains ships providing mobile logistic and service support to the fleet; and supports scientific, military, and other programs. To successfully complete these diverse missions, MSC ships must achieve and maintain high standards of readiness and performance. The Maritime ‘E’ Ship Award promotes competition and recognizes ships that achieve the highest degree of operational readiness, performance, efficiency, reliability, productivity, and safety during the fiscal year. This Instruction does not supersede or modify any other award programs, such as personnel awards programs per references (d) and (e).

CADE.STEVEN.CH

ARLES.1075700365

Digitally signed by

CADE.STEVEN.CHARLES.107570

Date: 2021.10.25 11:19:09 -04'00'

Attachment 22P

MSC Managers’ Internal Control-Quality Management System

Number N9.91.3590.1-Q Rev 1

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2.2 Objectives: To delineate the processes and procedures for evaluating and selecting the Maritime ‘E’ award nominees and winners.

2.3 Applicability: This instruction is applicable to all GOGO (civil service-manned) ships.

2.3.1. Ship eligibility for Maritime ‘E’ Ship Awards. Only ships that have been Ready for Tasking (RFT) for at least 8 of the 12 months of each competitive cycle are eligible for the Maritime ‘E’ Ship Award.

2.3.2 Selection Factors for Maritime ‘E’ Ship Awards. Nominations for the

Maritime ‘E’ Ship Award will be based on sustained superior performance in fulfilling the nominated ship’s assigned mission(s). Managers will consider all information sources (e.g., command inspections per reference (f); ship reports; sponsor, operational commanders, Area Commanders reports; etc.) in nominating ships. Conversely, any adverse communications or reports received for less than satisfactory performance will be considered a disqualifying factor. A ship should be evaluated in relation to other ships in the same program office, class and category.

3 PROCEDURES / PROCESSES:

Note 1. Each of the evaluation factors will be graded as specified below:

Score: 10 = Excellent Score: 8 = Very Good Score: 6 = Good Score: 4 = Fair Score: 0 = Poor Score: Disqualifier = FAIL (Disqualifiers remove vessel from consideration until next cycle)

Note 2. A Scoring Assignment Matrix and Scoring Sheet are attached which delineates how the various factors are being evaluated, and the data sources being used.

Note 3. Some factors may not be applicable to certain ships.

3.1 Readiness and Performance Category 1- Shipboard Operational Execution

/RFT per year.

Note 1. Disqualifiers for this section:

3.1.1 Overall annual average of Anti-Terrorism Force Protection (ATFP) readiness below 90%.

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3.1.2 Any of the following ATFP Training items out of parameters by more than 10% of crew for more than one month.

3.1.2.1 AT Level I training

3.1.2.2 Active Shooter Annual training

3.1.3 Any of the following items out of periodicity for 5 or more months (not necessarily consecutive) out of the year:

3.1.3.1 FP Quarterly Drill

3.1.3.2 Vessel Security Plan Review

3.1.3.3 FP Annual Self-Assessment

Note 2. See N3, N5 and Ship Program Manager Tier 3 Instruction for more detailed evaluation plans.

3.1.4 Readiness of the ship and its crew to conduct its assigned mission(s).

3.1.5 Submission of timely and accurate operational reports.

3.1.6 Capability of ship’s crew to control damage, fight fires, and handle other shipboard emergencies.

3.1.7 Performance in spot checks.

3.1.8 Responsiveness of the ship to normal operational requirements, and to emergency operational situations.

3.1.9 Personnel management in planning and organizing work.

3.1.10 Budget administration and control of overtime expenditures.

3.2 Readiness and Performance Category 2 - Engineering (Shipboard Operational Execution)

Note 1. Disqualifiers for this section include the following:

3.2.1 Ships with a Material Readiness Quotient (MRQ) score that falls below 50 at any time during the year.

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3.2.1.1 Readiness Improvement Through Enhanced Materiel Observation and Validation (RITEMOV) calculates an MRQ to reflect shipboard conditions based upon analysis of ashore data, Vessel Self-Assessment, Port Engineer Vessel Inspection, SMART and OCI inspections.

3.2.1.2 Ships with less than an 80% completion rate in Shipboard

Automated Maintenance Management System (SAMM).

Note 2. See N7 Tier 3 instruction for more detailed evaluation plans.

3.2.2 Ship’s maintenance and preservation.

3.2.3 Fuel oil consumption consistent with mission requirements.

3.2.4 Environmental Protection and Energy Conservation.

3.3 Readiness and Performance Category 3 - Command and Control

3.3.1 Failure of a scheduled shipboard Defense Information Systems Agency, Command Cybersecurity Readiness Inspection or FLEET CYBER COMMAND, Cyber Security Inspection that results in disconnection from the DODIN.

3.3.2 Failure of a shipboard MSC Communications Security (COMSEC) audit during a

Maritime E evaluation period.

3.3.3 Three or more COMSEC Incidents during a Maritime E evaluation period.

3.3.4 Submission of network vulnerability scans older than ninety (90) days during any part of the Maritime E evaluation period unless the ship is in a regular overhaul or Mid Term Availability.

Note 2. See N6 Tier 3 instruction for more detailed evaluation plans.

3.3.5 Effectiveness of Information Systems security program.

3.3.6 Communications and Information Technology (IT) operations.

3.3.7 EKMS.

3.3.8 Cyber and Information Assurance compliance (i.e., timely patching, scanning, etc. related to onboard IT infrastructure).

3.4 Readiness and Performance Category 4 - Logistics Management Afloat

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3.4.1 Grossly negligent or confirmed criminal activity. Including, but not limited to:

3.4.1.1 Falsifying contractual and financial documents (e.g. husbanding).

3.4.1.2 Loss of accountability.

3.4.1.3 Inventory validity less than 70%.

3.4.1.4 Provisions inventory validity less than 70%.

3.4.1.5 Material Outstanding File (MOF) validity<= 89.99%.

a. Loss of accountability (arms, ammunition (CAT 1 and CAT 2)).

b. Outbreak of food-borne illness attributable to shipboard sanitation and food preparation practices.

3.4.2 Shipboard Explosive Safety Inspection (SESI) - 70% or less on SESI for ‘E’ ship, ARS (ordnance mission).

Note 2. See N4 Tier 3 instruction for more detailed evaluation plans.

3.4.3 Supply Department Administration.

3.4.3.1 Supply Department Turnover Letter Completion and Submission.

3.4.4 End Use Inventory Management.

3.4.4.1 Range and Depth

3.4.4.2 Material Inspection and Receipt.

3.4.4.3 Excess Material Management.

3.4.4.4 Hazardous Material Management.

3.4.4.5 Inventory Validity

3.4.4.6 Excess On-Order Management

3.4.4.7 DLR Management

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3.4.4.8 Net Effectiveness & Gross Effectiveness

3.4.5 Requirements Management.

3.4.5.1 Material Outstanding File Management

3.4.5.2 Receipt and Issue Processing

3.4.6 Ship Husbanding.

3.4.6.1 Material Inspection and Receiving Report (DD Form 250) Submission (within 3 days of Husbanding Service Provider port visit completion.

3.4.6.2 Port Visit File Maintenance.

3.4.6.3 Current Departmental Accountable Official Designations (DD Form

577).

3.4.7 Afloat Food Service Management.

3.4.7.1 Food Service Production: (includes Menu Planning, Recipe Preparation, Conservation, Acceptability and Customer Service).

3.4.7.2 Food Service Accountability: includes Financial Records; Accountability

File Maintenance; Inventory Management and Validity; Food Service Accountable Spaces Security;

and Provisions Receipt Processing.

3.4.7.3 Training: includes required sanitation training annually for food service management personnel and workers.

3.4.7.4 Sanitation and Equipment: includes: Food Storage and Protection; Food

Service Spaces and Equipment; Personnel, Sanitary Facilities; Laundry, Waste Management; Water and Ice Sanitation; and Monthly Medical Food Service Inspections results.

3.4.8 Cargo Management (CLF Ships Only).

3.4.8.1 Shelf Life Management

3.4.8.2 Inventory Accuracy and Reporting

3.4.8.3 Cargo Fuels Reporting

3.4.9 Ordnance Management (E-ships & T-ARS). Explosive Safety Program results.

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3.5 Readiness and Performance Category 5 - Purchase Card Program Compliance

Note: 1. Disqualifiers for this section include the following:

3.5.1 Late certification or payment of a Purchase Order in Financial Management System.

3.5.2 Misuse, abuse, fraud, or administrative discrepancies

3.5.3 Failure to provide files to the HL 5 APC for audit

3.5.4 Not completing training and submitting certificates to HL 5 before they are due

Note 2. See N10 Tier 3 instruction for more detailed evaluation plans

3.6 Readiness and Performance Category 6 - Ship Safety

3.6.1 A personal injury or accident attributed to contributory negligence on the part of the crew

3.6.2 Any Class B mishap or higher, in a year.

3.6.3 More than 4 Class C lost time injuries in a year.

3.6.4 Excessively high Afloat Operational Safety Assessment Z-score.

3.6.5 Navy Occupational Safety A and Health (NAVOSH) program Finding with a

Risk Assessment Code of 2 or higher (prior to correction)

Note 2. See N02FS Tier 3 instruction for more detailed evaluation plans

3.6.6 Frequency of accidents, accident rate, and effectiveness of actions taken to reduce or prevent accidents.

3.6.7 Frequency of ship mishaps, cargo mishaps, helicopter safety, and effectiveness of actions taken to reduce or prevent them.

3.6.8 Submission and resolution of Safety Management System findings within the ship’s capability.

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3.6.9 Effectiveness of the NAVOSH Program in detecting and correcting hazards and unsafe working conditions.

3.6.10 Shipboard NAVOSH training program.

3.6.11 Submission of timely and accurate NAVOSH reports.

3.7 Readiness and Performance Category 7 - Other

3.7.1 Contributory negligence on the part of the crew for any major mishap ((e.g.

grounding, collision, catastrophic equipment damage).

3.7.2 Loss of USCG Certificate of Inspection.

3.7.3 Greater than 5 findings on an Information Systems Management audit.

3.7.4 Loss of accountability (Controlled Substance Inventory).

Note 2. See Security Office N00S and Medical Dept. Tier 3 instruction for more detailed evaluation plans regarding physical security programs

3.7.5 Record of navigating the ship safely.

3.7.6 Effectiveness of physical security programs.

3.7.7 Commendations for exemplary performance by ship or crewmembers.

4 RECORDS & REPORTS:

4.1 Individual scoring entities retain scoring records

5 DEFINITIONS: None.

6 PROCESS MANAGEMENT: None.

7 REVISIONS:

7.1 Rev 1