NPR 4100.1 Updated.pdf

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NASA

Procedural Requirements

NPR 4100.1F

Effective Date: March 07, 2017

Expiration Date: March 07, COMPLIANCE IS MANDATORY FOR NASA EMPLOYEES

NASA Supply Support and Material Management Updated with Change 1

Responsible Office: Logistics Management Division

Table of Contents Change History

Preface P.1 Purpose P.2 Applicability P.3 Authority P.4 Applicable Documents and Forms P.5 Measurement/Verification P.6 Cancellation

Chapter 1. General Information

1.1 General Information for Supply Management

1.2 Roles and Responsibilities

Chapter 2. Federal Catalog System

2.1 Background

2.2 Determination of Items to be Cataloged

2.3 Responsibilities

2.4 Federal Catalog System Products

2.5 Item Identification and Use of National Stock Numbers

Chapter 3. Inventory Management

NPR 4100.1F -- TOC

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3.1 Inventory Classification

3.2 NASA SAP Supply Management System (SMS) and Inventory Records

3.3 Inventory Storage Requirements

3.4 Management of Shelf-Life Materials

3.5 Precious Metals

3.6 Returnable Containers

Chapter 4. Inventory Transactions

4.1 Issue and Backorder Management

4.2 Stock Control

4.3 Special Item Controls

4.4 Return to Inventory

4.5 Adding Line Items to Inventory

4.6 Retaining Inventory

Chapter 5. Physical Inventory Procedures

5.1 Physical Inventory Requirements

5.2 Inventory Frequency and Methods

5.3 Inventory Results

5.4 Inventory Adjustments

Chapter 6. Receiving Operations

6.1 Receiving Procedures

Chapter 7. Reports and Forms

7.1 Management Products for Inventory Systems Controlled by Information Technology

7.2 Headquarters Reporting

7.3 General Requirement for all Reports

Appendix A. Definitions Appendix B. Acronyms Appendix C. Catalog Activity Codes Appendix D. Shelf-Life Codes Appendix E. References

List of Tables Table 5-1 Inventory Adjustment Reason Codes

NPR 4100.1F -- TOC

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NPR 4100.1F -- TOC Page 2 of 48

Table 6-1 Shelf-Life Age on Delivery

NPR 4100.1F -- TOC

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NPR 4100.1F -- TOC Page 3 of 48

Chg# Date Description/Comments 1 01/08/2020 Updated to close Audit A1601800, NASA's Management of the Safe Autonomous Systems Operations Project and Unmanned Aircraft Systems. The OIG recommended OSI create or incorporate into existing policy criteria for defining the UAS determination of spares for acquired aircraft. The updates were approved by HQ/LMD and HQ AMD on January 8, 2020.

NPR 4100.1F --

ChangeHistory

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NPR 4100.1F -- ChangeHistory Page 4 of 48

Preface P.1 Purpose This NASA Procedural Requirements (NPR) is issued pursuant to 51 U.S.C. § 20113 (a). It implements requirements contained in NPD 4100.1 and in the Federal Property Management Regulations (FPMR) that sets forth procedures governing the acquisition, management, and use of materials.

P.2 Applicability

a. This directive is applicable to NASA Headquarters and NASA Centers, including Component Facilities and Technical and Service Support Centers. This directive applies to the Jet Propulsion Laboratory (JPL), Federally Funded Research and Development Center (FFRDC), and other contractors only to the extent specified or referenced in applicable contracts.

b. In this NPR, all mandatory actions (i.e., requirements) are denoted by statements containing the term "shall." The terms "may" or "can" denote discretionary privilege or permission, "should" denotes a good practice and is recommended but not required, "will" denotes expected outcome, and "are/is" denotes descriptive material.

c. In this directive, all document citations are assumed to be the latest version unless otherwise noted.

P.3 Authority

a. The National Aeronautics and Space Act, 51 U.S.C. § 20113 (a).

b. Federal Acquisition Regulation (FAR), 48 CFR Ch. 1.

c. NASA FAR Supplement, 48 CFR Ch. 18.

d. NPD 4100.1, Supply Support and Material Management Policy.

P.4 Applicable Documents and Forms

a. Defense Cataloging and Standardization Act 10 U.S.C. 2451-2456.

b. Standards of Ethical Conduct for Employees of the Executive Branch, 5 CFR Part 2635.

c. Federal Requisitioning System, 41 CFR Subpart 101-26.2.

d. Procurement of GSA Stock Items, 41 CFR Subpart 101-26.3

e. Stock Replenishment, 41 CFR Subpart 101-27.1.

f. Criteria for Economic Retention Limits, 41 CFR § 101-27.304.

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NPR 4100.1F -- Preface Page 5 of 48

g. Federal Property Management Regulations (FPMR), 41 CFR Ch. 101.

h. NPD 4200.1, Equipment Management.

i. NPD 8730.2, NASA Parts Policy.

j. NPD 9800.1, NASA Office of Inspector General Programs.

k. NPR 1440.6, NASA Records Management.

l. NPR 1600.1, NASA Security Program Procedural Requirements.

m. NPR 1620.3, Physical Security Requirements for NASA Facilities and Property.

n. NPR 4200.1, NASA Equipment Management Procedural Requirements.

o. NPR 4300.1, NASA Personal Property Disposal Procedural Requirements.

p. NPR 7900.3, Aircraft Operations Management Manual.

q. NPR 8735.1, Procedures for Exchanging Parts, Materials, Software, and Safety Problem Data Utilizing the Government-Industry Data Exchange Program (GIDEP) and NASA Advisories.

r. NASA Form (NF) 598, Property Survey Report.

s. NF 1603, FEDSTRIP/MILSTRIP Activity Address Code Data.

t. DD Form 146, Federal Item Logistics Data Record (FILDR).

u. NASA-STD-6008, NASA Fastener Procurement, Receiving Inspection, and Storage Practices for Spaceflight Hardware.

v. NASA-STD 8739.6, Implementation Requirements for NASA Workmanship Standards.

w. NASA-HDBK 8739.23, NASA Complex Electronics Handbook for Assurance Professionals.

x. DoD 4100.39-M, Federal Logistics Information System (FLIS) Procedures Manual.

y. DoD 4140.27-M, DoD Shelf-Life Management Program.

aa. International Standards Office (ISO) 9001, Quality Management Systems - Requirements.

bb. Cataloging Handbook H2, Federal Supply Classification Groups and Classes.

cc. Federal Item Name Directory, H6.

dd. Introduction to Federal Supply Catalogs and Related Publications, C1-Volume 3. Federal Item Logistics Data Record (FILDR).

ee. Proprietary Item Identification List (PIIL).

ff. Master Cross Reference Data (MCRD).

gg. Management Data List (MDL).

P.5 Measurement/Verification

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NPR 4100.1F -- Preface Page 6 of 48

The Systems, Applications, and Products (SAP) data management system, the Agency-wide Enterprise Resource Planning (ERP) system, provides routine reports of material management data, enabling assessment of the health of the NASA Supply Management System (SMS). Report examples include Supply Materials and Inventory Report, Supply Materials Aging Report, and NASA Supply Warehouse Capacity Utilization Report.

P.6 Cancellation NPR 4100.1D, NASA Materials Inventory Management Manual, dated July 29, 1999.

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NPR 4100.1F -- Preface Page 7 of 48

Chapter 1. General Information

1.1 General Information for Supply Management

1.1.1 Purpose. This chapter sets forth comprehensive requirements for the acquisition, documentation, utilization, accountability, maintenance, and inventory of stocked equipment, material and supplies.

1.1.2 General

1.1.2.1 NASA material and supplies are Government property and are to be used exclusively for official business. Accountability measures, identified in this NPR, ensure that each item of material and supply stored in inventory is accounted for from acquisition to disposal.

1.1.2.2 Supply Management is administered in accordance with NPD 4100.1. Internal controls identified in this NPR apply to managing NASA-owned material and supplies until they are issued or transferred for disposal and recorded in the Agency's disposal system (DISPOSAL). These internal controls provide for effective and efficient accountability of all material and supplies procured, received, stored, and issued to support NASA mission requirements and institutional operations.

1.1.2.3 The SAP Supply Management System (SMS), hereafter referred to as the SMS system, is the system of record used to identify and account for inventory classified as store, program, and standby stock.

a. Centers shall record and manage supplies and materials held by contractors, for which a Center retains accountability under 48 CFR, Ch. 18 in SMS and as described in this NPR.

b. The SMS is the official record that is maintained to identify supplies and material. Each item record provides the quantity of items on hand, unit price, location, physical condition, receipt and issue records, authorized stock numbers, item description, and other information necessary to properly account for and identify material supplies and equipment in inventory.

c. Use of any other system as the official record is not authorized unless a waiver is granted by the Director, Logistics Management Division.

1.2 Roles and Responsibilities

1.2.1 The Assistant Administrator (AA) for the Office of Strategic Infrastructure (OSI) serves as the Agency institutional authority for logistics management. The AA oversees the implementation, integration, and Center compliance with NPD 4100.1. The AA for OSI provides executive management direction and ensures through advocacy with Center Directors that adequate resources are maintained to accomplish the Supply Management functional objectives.

1.2.2 The Director, Logistics Management Division at NASA Headquarters is the functional manager for all matters pertaining to NASA supply and material management. The Director provides functional management, leadership, and assistance in implementing an effective supply management program.

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NPR 4100.1F -- Chapter1 Page 8 of 48

1.2.3 The NASA Headquarters (HQ) Supply Program Manager, under the authority of the NASA HQ Logistics Management Director, provides leadership, policy and procedural development, functional oversight, improvements, assistance, and advocacy for all SMS functions.

1.2.4 Center Directors shall:

a. Provide management direction and the resources necessary for supplies and material inventory controls and accounting requirements.

b. Appoint a Supply and Equipment Management Officer (SEMO).

c. Appoint an Inventory Adjustment Officer who will be responsible for review and approval of inventory adjustment reports.

1.2.5 Center Operations Directors or equivalent NASA Officials shall review and approve retention and continued storage of material and equipment with no demands or utilization for 24 months. The Supply Officer generates an aging report of material and supplies in inventory with no demand in two years for submission to the Center Operations Director or equivalent for approval of continued retention.

1.2.6 Division Directors or Equivalent NASA Officials, as authorized or delegated by the Center Director, are the primary officials responsible for material and supplies ordered and used by their organizations. Division Directors or equivalent NASA Officials shall:

a. Ensure material and supplies purchase and use are in accordance with Federal regulations, NPRs, and NPDs.

b. Identify personnel authorized to order material supplies and equipment on behalf of the organization.

(1) Designate individuals authorized to order tools, personal protective equipment (PPE), and controlled (classified, sensitive, and pilferable) items.

(2) Ensure tools are controlled and accounted for after issue to requesting organization.

c. Ensure contractors authorized to order supplies, material, and equipment on behalf of the organization do not have a conflict of interest when providing recommended sources for acquisition of material supplies and equipment.

d. Ensure material supplies and equipment stored in the organization are used for official NASA business.

e. Ensure all Government property issued to or used by employees is properly used and cared for and that proper custody and safekeeping are provided.

f. Protect material and supplies from loss, damage, destruction, and theft. Initiate a Property Survey Report (NF598) when material or supplies are lost, stolen, damaged, or destroyed in accordance with paragraph 1.2.8 of this NPR and NPR 4200.1.

g. Ensure funding is available when personnel request material supplies and equipment.

h. Review the listing provided by the SEMO of equipment, material, and supplies held in storage and provide retention justification in writing every 24 months for launched, inactive, and canceled projects and programs:

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NPR 4100.1F -- Chapter1 Page 9 of 48

(1) Consider cost to hold material with no usage in 24 months when justifying retention. Only retain those items that have a current or future usage.

(2) Report material supplies and equipment items as excess in accordance with NPR 4300.1, when no longer required to meet mission requirements.

(3) Ensure material in storage is drained and purged of fluids and hazards prior to storage.

(4) Ensure periodic maintenance of material and equipment is accomplished to prevent deterioration of items in storage.

(5) Ensure all items placed in storage on behalf of the organization are serviceable.

i. May allow purchase of office supplies with the organizations Government-wide commercial credit card if authorized by Center Procurement policy. Center organizations can acquire office supplies through General Services Administration (GSA) Advantage.

(1) Center organizations can use GSA Advantage to search specific information (i.e., National Stock Number (NSN), part number, common name), review delivery options, place orders directly with Federal Supply Schedule contractors, and pay for orders using the Government-wide commercial purchase card.

j. Ensure storage areas are approved by the Supply Officer and correct any deficiencies identified in annual walk through.

1.2.7 The SEMO is the principal official appointed by Center Directors for functional administration of supply/material management at the Centers and sub-installations. The SEMO shall:

a. Ensure Center supply policies and procedures are developed in accordance with this NPR.

b. Appoint a Supply Officer to serve as the functional manager responsible for executing the responsibilities outlined in this NPR.

c. Review supply inventory accuracy and issue effectiveness metrics and approve corrective actions to improve metric outcomes when the standard is not achieved.

d. Approve supply inventory schedule.

e. Approve and submit the supply material aging report to the Senior Logistics Manager and Center Operations Director or their equivalent for approval to retain material contained in the report.

f. Share joint responsibility with the Center's Deputy Chief Financial Officer for the accuracy of material financial reports.

g. Ensure that senior Center management is kept advised of significant supply materials control and management matters.

h. Provide NASA Supply Program Manager with a copy of the Statement of Work for any Center Logistics Contract awarded by the Center.

i. Ensure procedures are developed to ensure all materials and supplies ordered or stored are assigned an NSN or a local stock number when authorized by this NPR.

1.2.8 The Supply Officer is responsible for managing and overseeing the Center supply management

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NPR 4100.1F -- Chapter1 Page 10 of 48 program under the direction of the SEMO and Center Senior Logistics Manager respectively. The Supply Officer shall:

a. Ensure that Center policies and procedures necessary to comply with this NPR are developed, implemented, and approved by SEMO and Center Senior Logistics Manager.

b. Designate a Precious Metals Monitor responsible for maintaining surveillance over the acquisition and control of precious metals and critical materials in storage.

c. Designate and approve storage areas and supply points that provide security, preservation, and protection of material inventories. d. Develop procedures and policies to prevent unauthorized access to stored material.

(1) Identify personnel authorized to withdraw material supplies and equipment.

(2) Conduct an annual storage area walk through to ensure organizational storage areas are in compliance with Center policy and procedures.

(3) Document deficiencies and provide to applicable director for the owning organization.

e. Designate an Activity Address Code (AAC) Coordinator to submit Center requests for addition, changes, extension, and deletion of AACs to HQ NASA Supply Program Manager.

f. Promote economy in acquiring, retaining, and using material.

g. Ensure the integrity of the Agency supply records, accounts, and reports.

h. Ensure materials and supplies are physically inventoried as prescribed in this NPR.

i. Ensure materials that are no longer required for the performance of NASA programs are transferred to disposal using the NASA PP&E System NASA Disposal Module.

j. Ensure inventory records are retained in accordance NPR 1440.6.

k. Participate in Government-Industry Data Exchange Program (GIDEP) in accordance with NPR

8735.1. Develop local supply procedures that at a minimum include processes and procedures to:

(1) Screen aircraft, project and program inventory, and customer requests against GIDEPs.

(2) Tag and segregate nonconforming inventory identified in GIDEPs

(3) Obtain written disposition instructions from material owner/users.

(4) Maintain an electronic file of disposition instructions.

l. Ensure that a NF 598 is submitted in accordance with NPR 4200.1 and the criteria below for the following:

(1) Hand tools or other pilferable items more than $100 unit cost or $500 total cost are lost or stolen.

(2) Supply system stock records are adjusted when in excess of $2,500 for pilferable items.

(3) Supply system stock record adjustments that exceed $50,000.

(4) Ammunition, explosives, weapons, hazardous, biological, International Traffic in Arms Regulation (ITAR) material, drugs, or classified losses regardless of cost.

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NPR 4100.1F -- Chapter1 Page 11 of 48

(5) Repetitive cases of loss, damage, or destruction, even though none by itself would warrant processing a Property Survey Report.

(6) Hand Tools and Other Pilferable Items. When negligence is suspected, a Property Survey Report is initiated for all tool losses regardless of unit cost; however, a report is not required for hand tool losses when the unit cost is less than $100, the total cost is less than $500, or no negligence is involved. This guidance does not prevent the initiation of a Property Survey Report when the loss is less than $100/500 and it is apparent that there have been systematic losses of tools over a period of time. This $100/500 limit also applies to other pilferable items.

m. Monitor supply inventory accuracy and issue effectiveness metrics and recommend improvements to SEMO when the metrics are not achieved.

n. Ensure only personal protective equipment approved by the Center Director or designee is stocked and issued by Center Logistics.

o. For all aircraft operated by NASA Centers and subordinate facilities, including Unmanned Aircraft Systems (UAS), Centers shall determine and document sparing requirements based on intended use, system reliability, component and parts availability, tempo of operation, and mission criticality.

1.2.9 Each employee is responsible for Government property as set forth in the Standards of Ethical Conduct for Employees of the Executive Branch, in 5 CFR pt. 2635. Any employee who observes crime, fraud, waste, or abuse, or who receives an allegation of crime, fraud, waste, or abuse, from any source will report such observation or allegation to the Office of Inspector General in accordance with NPD 9800.1.

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NPR 4100.1F -- Chapter1 Page 12 of 48

Chapter 2. Federal Catalog System

2.1 Background

2.1.1 The Federal Catalog System (FCS) is a Government-wide program established by Pub. L. 82-436 to provide a uniform system of item identification; preclude/eliminate different identifications of like items; reveal interchangeability among items; aid in parts standardization; facilitate intra-agency logistics support; and improve material management effectiveness by promoting efficiency and economy in logistics operations.

2.1.2 Under the FCS, a national stock number (NSN) is assigned to material supplies and equipment that is repeatedly procured, stocked, stored, issued, and used throughout the Federal supply system. When a 13-digit NSN is assigned to an item of supply, data is assembled to describe the item. Some data elements include information such as an item name, manufacturer's part number, unit price, and physical and performance characteristics. NSNs are an essential part of life-cycle management because it provides the logistics information required to manage, move, store, and dispose of material, supplies, and equipment.

2.1.3 A 13-digit NSN comprises the Federal Supply Class (FSC), country of origin, and the remaining seven digits are sequentially assigned and unique to each NSN. For example, 6240 is the FSC for electric lamps. It is used to group like items, which would include fluorescent lamps, incandescent lamps, mercury lamps, and sodium lamps. The next two digits make up the country of origin (COO) code that signifies the country that originally requested the NSN assignment. COO codes 00 and 01 are both used to identify the United States. The remaining seven digits of the NSN are sequentially assigned and are unique to each NSN. The following is an example of an NSN for an electric lamp:

6240 00 357-7976

FSC COO Seven-digit sequentially assigned number

2.2 Determination of Items to be Cataloged

2.2.1 Center SEMOs shall ensure all personal property is cataloged and assigned an NSN.

2.2.1.1 Center Supply Officers shall ensure all items of personal property are assigned an NSN under the FCS. Local stock numbers may be assigned to personal property (except equipment) that are subject to non-repetitive procurement, storage, distribution, or issue and are deemed a onetime requirement (nonrecurring). The term "repetitive" means recurring requirements for personal property of three or more demands on the supply system within a 6-month, 180-day period of time. The following items are excluded from the FCS:

a. Printed forms, charts, NPRs, books, and other publications subject to central administrative or numbering controls within a NASA activity.

b. Fabricated hardware or local manufactured materials that are in the research and development stage.

c. Program/Project samples of program material.

2.3 Responsibilities

2.3.1 NASA HQ, Logistics Management Division Supply Program Manager shall develop and implement a sustainable cataloging process meeting the objectives of the FCS.

2.3.2 The NASA HQ Supply Program Manager shall:

a. Provide policy, plans, requirements, and procedures to achieve full implementation and use of the FCS.

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NPR 4100.1F -- Chapter2 Page 13 of 48

b. Interpret and implement FCS concepts, rules, and procedures in the NASA process.

c. Coordinate technical, procedural, and policy aspects of the FCS for NASA cataloging activities with GSA, Defense Logistics Agency (DLA), and other Federal agencies.

d. Provide catalog publications and management products to NASA Centers.

2.3.3 Center Supply Officer and Equipment Management shall:

a. Assign an NSN to all material and supplies that are repetitively purchased, stocked, stored, or issued.

b. Assign an NSN to all equipment items.

c. Screen part numbers of new items against the Federal Catalog System (FedLog) to determine if an NSN already exists.

(1) FedLog is accessed at the NASA Business Systems Portal (bReady) via URL (Uniform Resource Locator):

https://bready.nasa.gov/web/bready/.

(2) Catalogers can request access to bReady portal by submitting an Identity, Credential, Access, User Self Service (IDMax) request.

(3) Requests to access FedLog are approved by the Supply Officer and sent by e-mail to the NASA Supply Program Manager.

(4) The FedLog access request needs to contain the individual's name and user identification (UserID). Contractors must submit contract number and expiration date along with access request.

2.3.3.1 If the part number, item name, manufacturer, characteristics, and specifications are the same, the cataloger can use the existing NSN in SMS or Property, Plant and Equipment (PP&E) System.

2.3.3.2 Only one stock number will be used for an item from purchase to final disposal.

2.3.3.3 If the item is a onetime requirement, the cataloger can assign a local NSN.

2.3.3.4 If the requirement is repetitive and an NSN does not exist, the cataloger should assign a temporary local NSN and submit a cataloging request to General Services Administration (GSA) e-mailbox, FSS.Cataloging@gsa.gov.

Ensure the cataloging request contains the following:

a. Part number - Obtain from customer submitting requirement.

b. Item name - Obtain from Federal Item Name Directory, Cataloging Handbook H6, Federal Item Name Directory.

H6 can be accessed at URL: http://catalog.data.gov/dataset/federal-item-name-directory-h6-search-tool.

c. Technical data or specifications - Obtain from customer submitting requirement.

d. Federal supply class - Use Cataloging Handbook H2, Federal Supply Classification Groups and Classes at URL:

http://www.dla.mil/Portals/104/Documents/DispositionServices/Receiving/Usable/DISP_h2book%5b1%5d.pdf.

e. Characteristics of an Item of Supply - Physical characteristics consist of everything that enters into the makeup of the item, such as structure, material content, chemical composition, electrical data, dimensions, formation or arrangement of parts, and principles of operation. Performance characteristics consist of the special or peculiar kind of action or service provided by and expected of the item because of its physical characteristics.

f. Commercial and Government Entity (CAGE) - Located at URL: https://cage.dla.mil/.

2.3.3.5 GSA will send the requestor a 13-digit NSN by e-mail. Upon receipt of the e-mail, the cataloger will replace the local NSN with the new NSN received from GSA. They then will update the Supply Management System with the shelf life code, demilitarization code, electrostatic discharge code, controlled inventory item code, hazardous material indicator code, and precious metal code.

2.3.3.6 The cataloger will maintain a local NSN assignment log that can be cross-referenced to the part number and NSN assigned by GSA.

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NPR 4100.1F -- Chapter2 Page 14 of 48 mailto:SS.Cataloging@gsa.gov http://catalog.data.gov/dataset/federal-item-name-directory-h6-search-tool http://www.dla.mil/Portals/104/Documents/DispositionServices/Receiving/Usable/DISP_h2book%5b1%5d.pdf https://cage.dla.mil/

2.3.3.7 The cataloger will submit requests to GSA for changes to the FSC. Change requests may consist of new item names, additions or changes, Federal item identification guide changes, and reference drawings updates or changes.

2.4 Federal Catalog System Products

2.4.1 To adequately participate in the FCS, each NASA Federal cataloging activity will maintain access to catalog products for basic item identification research. The cataloging products below can be accessed at URL:

https://www.dlis.dla.mil/PublicHome/H2/default.aspx these products include but are not limited to the following:

a. Federal Logistics Information System (FLIS) Procedures Manual, DoD 4100.39-M.

b. Master Requirements Directory (MRD).

c. Introduction to Federal Supply Catalogs and Related Publications (C1).

d. Cataloging Handbooks (H-Series).

e. Descriptive and Management Data Products including, Identification List (IL), Proprietary Item Identification List (PIIL), and DD Form 146, Federal Item Logistics Data Record (FILDR).

f. Master Cross Reference Data (MCRD).

g. Management Data List (MDL).

h. Specially tailored publications to include medical catalogs and interchangeability and substitutability (I&S).

i. Current manufacturers' brochures and catalogs.

j. Federal specifications.

k. Military specifications.

l. Qualified Products Listings (QPL).

m. Miscellaneous engineering standards and drawings.

2.4.2 Requests for cataloging products from NASA activities or approved contractors who perform Agency or Center Federal cataloging operations for new changes or deletions to existing requirements are approved by the Center Supply Manager and submitted in writing to the NASA Supply Program Manager.

2.4.3 Agency requirements, including resources, are managed by the NASA Headquarters Supply Program Manager.

2.4.4 Supply Officers shall revalidate and submit their requirements to NASA Headquarters annually by the end of each fiscal year.

2.4.5 Supply Officers shall ensure applicable NASA contracts specify the Government will provide the management products described in this NPR for cataloging.

2.4.6 Contractors who do not perform logistics cataloging operations can satisfy their cataloging publication and product requirements by direct purchase from the following recommended sources:

a. Superintendent of Documents, U.S. Government Printing Office, Washington, DC, can be contacted for purchase inquiries and order placement.

b. U.S. Department of Commerce, National Technical Information Services, Springfield, VA, can be contacted for inquiries and purchase of H-Series Cataloging Handbooks; DoD 4100.39-M; DLAH 4140.3; C1 Volumes; Freight, Medical, and Qualified U.S. Contractors Access List.

c. DLSC, Battle Creek, MI, can be contacted for inquiries and one-time purchase of Identification Lists, Lumber Catalog, Medical Catalog, and Federal Item Identification Guides.

2.5 Item Identification and Use of National Stock Numbers

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NPR 4100.1F -- Chapter2 Page 15 of 48

2.5.1 The most important element of a cataloging process is establishing a unique identification for a material item.

Proper item identification is a fundamental prerequisite in performing all management operations. The concept of an item of supply is expressed in and fixed by a Federal Item Identification that consists of the minimum data that is adequate to clearly establish the essential characteristics of the item, give the item its unique character, and make use of and differentiate it from every other item of supply used in the Federal Government.

2.5.2 NASA cataloging activities follow four basic steps in the item identification process:

a. Select the item name. The identification data recorded and the Federal Supply Classification assigned an item are governed by the name selected for the item.

b. Classify item. Classification is one aspect of cataloging that is the exclusive responsibility of activity catalogers.

c. Identify descriptive and/or reference data. All descriptive characteristics of the item both physical and performance are identified. Include part number, cage code, and model number.

d. Submit appropriate documentation to GSA for assignment of an NSN for those items meeting the FCS criteria.

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NPR 4100.1F -- Chapter2 Page 16 of 48

Chapter 3. Inventory Management

3.1 Inventory Classification

3.1.1 The three stock classifications for inventory are: Store Stock, Program Stock, and Standby Stock. The stock designation codes are input into SMS to identify the inventory classification.

NASA inventories are assigned a stock designation as follows:

a. Store Stock Designation Code of 1 - Inventory repetitively procured, stored, and issued.

Repetitive means the customer requirements for the material, supplies, or equipment will be on a recurring basis.

(1) Store stock can be consumable (consumed in use), repairable (can be returned to a serviceable condition by replacing components), or equipment inventory.

(2) Examples include aircraft parts; electromechanical, electrical, and electronic (EEE) components;

mechanical fasteners; furniture; test equipment; tools; and engines.

b. Program Stock Designation Code of 2 - Material, supplies, and equipment purchased and designated for a specific aircraft, unmanned aerial vehicle, program, or project. NASA owns the material; however, the inventory is stored until the customer requests the inventory be issued for its intended purpose. Can be consumable (consumed in use), repairable (can be returned to a serviceable condition by replacing components), or equipment inventory. Examples would be electrical, electronic, electro-mechanical components, ground support equipment, Flight Safety Critical Aircraft Parts (FSCAP), and Life Limited.

c. Standby Stock Designation Code of 3 - Material, equipment, and supplies held for emergencies or critical missions where lack of stock on hand would delay an aircraft, program, project mission, or emergency response that might result in a safety incident; loss, damage, or destruction of Government property; danger to life; or substantial financial loss to the Government.

(1) Standby Stock is reviewed annually by owning Division Chief to ensure continued stocking is still required. Examples are personal protective equipment (goggles, apron, and gloves), spare aircraft engines, deicing salt, fire extinguishers, and clean room material.

3.2 NASA SAP Supply Management System (SMS) and

Inventory Records

3.2.1 Accountable Inventory Records: The Center Senior Logistics Manager or equivalent is accountable for physical custody of material in storage and must ensure accountability of that material in the SMS. All material within the NASA supply chain, whether in storage or in transit, will have an accountable record in SMS or other approved supply/inventory management systems that accounts for material by NSN.

a. NASA Centers utilize the SMS to identify, catalog, issue, receive, account for, and physically control all items in inventory.

b. The SEMO on behalf of the Senior Logistics Manager is responsible for ensuring the Supply

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Officer executes the actions required to establish accountability for a Center's inventory.

c. The Senior Logistics Manager shall:

(1) Ensure inventory records are established and maintained in SMS and are not accounted for in multiple supply management systems. This includes aircraft and unmanned aerial vehicles material and supplies.

(2) Ensure logistics support contracts specify when inventory in the custody of a contractor is or is not managed as Installation-Accountable Government Property (IAGP).

(3) Inventory that falls under the IAGP clause will be maintained in SMS.

3.3 Inventory Storage Requirements

3.3.1 Supply Officers shall:

a. Ensure inventory stored in Center-owned or -leased warehouse facilities is provided physical security and protection in accordance with NPR 1600.1 and NPR 1620.3.

b. Ensure items requiring special storage are classified "Controlled Inventory" and provided the appropriate provisions.

(1) Controlled inventory are those items designated as having characteristics that require the assets be identified, accounted for, segregated, and handled in a special manner to ensure their safety and integrity.

a) Controlled inventory includes classified, sensitive, and pilferable items.

(b) Classified items require protection in the interest of national security.

(c) Sensitive items require a high degree of protection and control due to statutory requirements or regulations.

(d) Sensitive items include precious metals, items of high value, highly technical items, and items of a hazardous nature like biological agents, drugs, small arms, and missiles.

(e) Pilferable items have a ready resale value or application to personal possession, which are especially subject to theft. Pilferable items include hand tools, shop stock, aircraft parts, ammunition, explosive devices, firearm piece parts, vehicle parts, and communication and electronic parts.

(2) Ensure controlled inventory is stored in a secured, locked storage area.

(a) Access to storage facilities where controlled items are stored will be by authorized personnel only.

(b) Personnel authorized access to controlled inventory storage areas will be designated and approved in writing by the SEMOs.

(3) Ensure classified inventory is stored, issued, and handled by individuals with the appropriate clearance, and material is afforded physical security in accordance with the security classification of the asset.

NPR 4100.1F -- Chapter3 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

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(4) Coordinate with Center Protective Services to create a process to ensure classified material is issued only to authorized personnel with the same or higher classification as the item being issued.

c. Ensure all inventory stored in warehouses, bulk storage, or cold or outside storage are tagged with material labels generated by SMS or the Center supply management system.

(1) Only one NSN will be assigned to each location. An NSN can be located in multiple locations.

(2) Assignment of a local NSN to a box containing multiple items and an item description of miscellaneous is not authorized. Every item placed in inventory with a different NSN should have its own separate and distinct location.

d. Protect all material in inventory from damage, deterioration, and corrosion from the elements (temperature, humidity, and moisture), foreign objects and contamination. All items in inventory shall be stored in an environment that ensures the material is serviceable and usable for its intended purpose. Warehouses and storage facilities must be clean and neat.

e. EEE components and assemblies containing EEE components that are sensitive to electrostatic discharge (ESD) can only be stored, processed for storage, or issued in accordance with an ESD control plan that is traceable to the requirements of ANSI/ESD S20.20. Only personnel defined in the ESD Control Plan are authorized to handle ESD sensitive EEE components or perform duties relative to ESD controlled storage area certification.

f. Store shelf life items, i.e. those with limited shelf life, in a manner to ensure the oldest stock on hand is easily accessible and issued first using the first in first out (FIFO) process.

3.3.2 Storage Principles. The principles of storage management are the starting point in determining storage requirements and policies used to manage storage. The storage requirements are the maximum use of space consistent with adequate care, protection, and proper identification. The following essential principles shall be considered by storage managers for establishing an effective and efficient warehouse management program:

a. Consider an item's characteristics when selecting a specific type of storage space, e.g., indoors.

An item's characteristics can include whether or not it is a shelf-life item, contains hazardous material, or requires special maintenance and/or inspection requirements.

b. Ensure that adequate security, safe storage environments, technical expertise, and test equipment are available when necessary.

c. Maintain material in ready-for-issue condition to prevent the material from deteriorating.

d. Maintain appropriate security to prevent theft, fraud, and abuse.

e. Manage shelf-life items to ensure they are used before they expire.

f. Preserve, package, and mark items for storage and movement using appropriate methods to provide adequate and cost-effective protection.

g. Maintain document and transaction history to ensure a complete audit trail, including receipts and issue documents.

h. Whenever possible, open, inspect, and test material received for acceptability or obvious damage.

i. Consider using Government storage facilities when possible instead of using commercial facilities.

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j. Ensure adequate controls are in place to preserve and prevent damage and deterioration of sensitive items due to contamination, corrosion, foreign object debris, and environmental degradation (e.g., temperature and humidity controls).

3.3.3 Space Planning. Warehouse supervisors shall identify space requirements and establish adequate storage allocation. Some considerations in determining space requirements and enough storage allocation include:

a. The size, weight, physical characteristics, and configurations of material being stored and issued.

b. The quantity, ease of receipt and issue, and type of stored material.

c. A means of identifying various storage areas, aisles, and material-movement patterns.

d. Accessibility, potential interference with operations, operating variables, emergencies, and significant organizational changes, which might affect the storage operation.

e. Expansion of storage capability when needed or a reduction in space when storage requirements are reduced.

3.3.4 Warehouse Supervisors shall consider an item's physical characteristics and packaging when determining the need for a specific type of storage space, which can influence operating costs.

Assigning material to any of the three types of storage space identified below is dependent largely on its characteristics and packaging.

a. Covered Storage - Covered storage space is within an enclosed building, with or without environmental control, e.g., cooling or heating facilities. Covered storage is used to protect material from deterioration due to weather. Covered or fully enclosed storage space, compared to outside storage, is more costly to construct and maintain and often is supplemented with sheds or lean-tos, which provide partial cover. Supplemental sheds/lean-tos are desirable and effective for storage of material requiring maximum ventilation or those not requiring total protection from the weather.

Care should be exercised in selecting material for storage in covered areas. The physical characteristics of the item (size, weight, etc.) and cost effectiveness should be considered before deciding on covered storage.

b. Outside Storage - Outside storage space is an area designated for this purpose and set aside, usually by fencing or other suitable enclosure. Improvised outside storage is usually an area that has been graded and/or hard-surfaced or prepared with a topping of suitable material to provide adequate storage handling operations. While unimproved space is sometimes designated, use it should be used only as an emergency or temporary measure. Outside storage is comparatively economical to operate and maintain. Generally, any item intended for outdoor use can be stored outside provided it is protected properly against adverse conditions. Numerous methods of protecting bare products or packaged units are available. These include tarps, plastic coverings, and portable shelters. Material should never be placed directly on the storage surface, paved or otherwise; use pallets, racks, or other suitable items.

c. Hazardous Materials Storage - Hazardous material storage is any storage space used to hold inventory that by virtue of its potential danger requires control to ensure adequate safety to life and property. Hazardous material will be stored in a designated area apart from regular storage and other non-compatible hazardous material. Appropriate measures need to be taken to ensure immediate and effective response at the storage location in case of emergency. Stock will be limited to the minimum quantity necessary to satisfy operational requirements.

NPR 4100.1F -- Chapter3 This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.

NPR 4100.1F -- Chapter3 Page 20 of 48 minimum quantity necessary to satisfy operational requirements.

3.4 Management of Shelf-Life Materials

3.4.1 Shelf-life items are classified as non-extendable (Type I) or extendible (Type II). Use Appendix D to determine if the shelf-life item is extendable. Shelf life indicates how long an item can be stored and remain useable for its intended purpose.

a. Shelf-life items classified as Type I have a finite, non-extendable storage life and are considered to be unusable after the shelf-life date expires.

b. Shelf-life items classified as Type II have an extendable shelf life. Type II items may be tested to determine if the product is still usable for its intended purpose. Examples of Type II items are paint, ink, tape, printing ribbon, printer cartridges, and photographic film.

c. The Center Supply Officer shall ensure monthly inventory details report is generated from SMS or similar report when using other approved SMS to review Type I and II shelf-life material nearing the end of the designated…