PWS Att 13 - CoMSupCen SOG-9.0 (Ver dtd 21JUL2023).pdf

UNCLASSIFIED

Consequence Management Support Center (CoMSupCen)

Standard Operating Guide

(SOG)

21 July 2023 Version 9.0

DISTRIBUTION STATEMENT D: Distribution authorized to Department of Defense and U.S. DoD contractors only (Administrative or Operational Use) (13 March 2020). Other requests for this document shall be referred to National Guard Bureau (NGB) 111 South George Mason Drive, TARC Arlington, VA 22204-1373.

CoMSupCen Standard Operating Guide i

Table of Contents

1. Direct Support Operations

2. INFORMATION TECHNOLOGY OPERATIONS (ITO)

3. WEBSITE DEVELOPMENT (WEB DEV)

4. ACQUISITION AND PROCUREMENT OPERATIONS (APO)

5. MATERIAL MANAGEMENT OPERATIONS (MMO)

6. SPECIAL EVENTS

7. MATERIAL HANDLING OPERATION (MHO)

8. EQUIPMENT MAINTENANCE OPERATION (EMO)

9. TECHNICAL MAINTENANCE BRANCH

10. SUBJECT MATTER EXPERT OPERATIONS (SME)

11. TRANSPORTATION SUPPORT OPERATIONS (TSO)

12. QUALITY CONTROL (QCO)

13. FINANCIAL SERVICES DEPARTMENT

Appendices

Appendix A – National Guard Consequence Management Support Center Appendix B – Forward Area Support Team (FAST) Response Book

Table of Figures

Figure 1 – Department Organization Figure 2 – Requisition Process Figure 3 – AOA Process Figure 4 – AOE Process Figure 5 – RXA Process Figure 6 – Work Order Process Figure 7 – Temp Loan Process Figure 8 – ITO Departmental Organization Figure 9 – CoMSupCen Systems Diagram (February 2020) Figure 10 – APO Department Organization Figure 11 – Supply and Services Requisitions (APO) Figure 12 – MMO Departmental Organization https://armyeitaas-my.sharepoint-mil.us/personal/richard_j_cushing2_ctr_army_mil/Documents/Desktop/Files/CoMSupCen/Competitive/CoMSupCen%20SOG-0.5.docx#_Toc97045819

CoMSupCen Standard Operating Guide ii

Figure 13 – DA Form 2062 Hand Receipts Figure 14 – Completion Instructions for DA Form 2062 Prepared as Hand Receipt of Subhand Receipt Figure 15 – DA Form 2062 Component Lists Figure 16 – DA Form 2062 Shortage Annex Figure 17 – Completion Instructions for DA Form 2062 forHand Receipt Annex Figure 18 – MHO Department Organization Figure 19 – Pick Ticket Process Figure 20 – Hazardous Material Identification System Label Figure 21 – Personal Protective Index Figure 22 – Example of Freight and FedEx Shipments (1 of 2) Figure 23 – Example of Freight and FedEx Shipments (2 of 2) Figure 24 – EMO Departmental Organization ................. Error! Bookmark not defined.

Figure 25 – Creating Freight Shipments Figure 26 – Creating Airway Shipping Bills Figure 27 – Non-Expendable 1687 Example Figure 28 – Expendable/Durable 1687 Example

List of Tables

Table 1 – ASL Stockage

Mission Statement:

Our country is dependent on the National Guard to support our citizens in response to natural disasters or terrorist attacks. These first responders require dependable, timely, support in the areas of logistics, training and equipment repair.

The National Guard Bureau (NGB) provides a total package of logistic support to the crucial elements of the National Guard Chemical, Biological, Radiological, and Nuclear (CBRNE) Response Enterprise (CRE) using Contracted Logistic Support (CLS) established at the National Guard (NG) Consequence Management Support Center (CoMSupCen) located on Blue Grass Station (BGS), Lexington, KY. The mission of the CoMSupCen is to provide 24 hours a day, seven days a week, logistic support for the unique Commercial off the Shelf (COTS) equipment authorized to the units/organizations that are elements of the National Guard CRE.

Scope of Operations:

The CoMSupCen provides supply, maintenance, training and over all logistic support to all NG Weapons of Mass Destruction Civil Support Teams (WMD-CST), CBRNE Enhanced Response Force Package (CERFP), Homeland Response Force (HRF) and Fatality Search and Recovery Teams (FSRT) elements during normal routine and emergency operations.

Responsibilities:

The CoMSupCen CLS will operate the CoMSupCen as established and prescribed in the awarded contract by the NGB-J3/4/7 to support the CRE elements. Although the CoMSupCen is operated by CLS with primary responsibilities to support COTS equipment, standard Army Logistic Regulations and policies will be adhered to when applicable.

The NGB will provide oversight, guidance and direction for the CoMSupCen CLS in establishing policies, processes and support for the NG CRE organizations to include input and oversight of this document. The NGB-J3/4/7 will provide assistance in resolving any support issues between the CoMSupCen and supported NG CRE elements.

The supported NG CRE elements will provide accurate and timely support requests, internally maintain the COTS equipment in accordance with original equipment manufacturer standards and NGB policies and directives. The supported NG CRE elements will comply with procedures as outlined in this document, applicable regulations, manuals and established policies.

1. Direct Support Operations

Mission Statement

The purpose of a mission statement is to perform all assignments set forth upon Direct Support Operations (DSO) in support of the Weapons of Mass Destruction/Civil Support Teams (WMD-CST), Chemical, Biological, Radiological and Nuclear (CBRN) Enhanced Response Force Package (CERFP) Teams, Homeland Response Force (HRF), Teams and Fatality Search and Recovery Teams (FSRT). For these Units to accomplish their mission, which is to support the civil authorities at a domestic chemical, biological, radiological, nuclear, or high yield explosive incident, the DSO section must make accurate and appropriate decisions regarding each Units’ supplies and maintenance requisitions. Sustain the equipment and provide education and training to the DSO section and Commanders in reference to the policies and procedures of the Consequence Management Support Center. In order to maintain optimal support of the Units, DSO must be on call 24/7.

Direct Support Operations Team (DSO)

The contractor shall receive, coordinate, and track support requests from the field. DSO shall interface with an online system for requisitioning, processing, tracking, receiving, and issuing equipment. That system shall provide visibility to end users on the status of requested material. DSO ensures the request is successfully completed and closed out.

When problems are reported to DSO (such as product quality deficiencies or equipment safety issues), DSO personnel shall record the information provided by the user, define the nature of the problem, and provide steps to resolve the issue. The contractor shall document corrective actions taken and close the action when the issue has been resolved.

DSO operations shall be capable of surging to meet contingencies and providing support 24 hours a day, 7 days a week. During normal weekday duty days/hours, DSO personnel will respond to requests during those days/hours. Requests received outside those days/hours will be addressed during the next business day. If the request is beyond immediate DSO scope and capability, the issue shall be elevated to the COR for resolution.

The contractor shall log the date/time of call, response time, problem, and resolution/course of action. The current COTS enterprise asset management software in use is MAXIMO. The contractor shall also maintain an after-hours answering service providing a remote team with the capability to contact a contractor-designated employee 24 hours a day, 7 days a week for urgent issues.

DSO shall be the direct point of contact for Units to receive, coordinate, and track support requests from the field. DSO will coordinate with Units 90, 60 and 30 days prior to upcoming missions to identify supplies or work orders to accomplish mission.

DSO will initially review/edit all Unit request, A0A (Items on the CoMSupCen catalog), A0E (Items not on the CoMSupCen catalog), D6Z (Materiel Receipt) or DA Form 2407’s (Repair Document).

A0A’s in stock will be issued directly to the Unit. A0A/A0E’s not stocked will be passed to APO for purchasing and drop shipped to the requesting Unit.

Figure 1 – Department Organization

(Personnel Table / Information to be Input with Future Contractor Information, As Applicable)

DSO Functions

Initial Fielding of the 57 WMD-CST Teams.

Initial Fielding of the 17 CERFP Teams.

Initial Fielding of the 10 HRF Teams.

Initial Fielding of the 27 FSRT Teams.

Sustainment of the 57 WMD-CST Teams.

Sustainment of the 17 CERFP Teams.

Sustainment of the 10 HRF Teams.

Sustainment of the 27 FSRT Teams.

Sustainment of the 27 Medical Teams.

Provide guidance, instruction and management to our contemporaries.

Provide 24 hours – 7 days a week logistic support to the units and organizations of the Consequence Management Project.

Develop Internal SOG.

Contact with the Logistics NCO (LOGNCO) (minimum weekly) of each CST, CERFP, HRF, FSRT and Medical Teams and on an as needed basis.

Monitor the Web Site daily for open requisitions.

Maintain Forward Area Support Package (FAST) deployable within 12 hours anywhere in the CONUS and 24 hours OCUNUS.

Monthly reconciliation with Unit and the NGB CoMSupCen.

Monitor Due-In/Due-Out Supply Documents.

Report All Support Statistics to include IPR Briefing and Monthly Team Data.

Maintain Team Book for all teams to include Assumption of Command, Delegation of Authority (1687), and PBO Authorization Memo.

Maintain/access document history.

Maintain contact distribution lists for all teams.

Manage team shipping addresses for the Web and Inventory System.

Manage Web site user access for all teams.

Add Back Orders, BM’s and 2407’s to MAXIMO Process all requests, turn-ins, and work orders from teams.

Weekly Team Contact

Purpose: Per Contract, DSO Reps will call Teams the first of the week and follow up with Email. When doing so the following questions and information flow will occur:

• Are there any Training Exercises scheduled in the next 90, 60 or 30 days?

• Are there any changes to personnel that may require DA Form 1687 updating?

o Have Teams 1687s expired or about to?

o Status of 1687s if expired?

• Are there any Annual Services or Calibrations required?

o Remind Team to obtain quotes ahead of time.

o Remind Team that when scheduling for services or calibration, over the

$2,500 limit will require two additional quotes from SAMs Certified Vendors.

• Team needs to review web and reconcile open documents in status of:

o Awaiting Team Info:

Has Team troubleshot deficiencies with the CoMSupCen Technical Repair Shop?

Are there any 2407s that need correction or taken in for quote?

DOCs, Serial or VINs needing verification?

A0A/A0Es needing clarification?

D6Zs status on when they will be turned in?

o Out for Quote/Local Vendor:

When are 2407s going to be taken in for quotes?

Are additional quotes needed in excess of $2,500?

o Awaiting Reconciliation (Recon):

Review, Verify and Complete.

• Review Team Temp Loan Task to coordinate return two weeks prior to Due Back Date.

o Has Team submitted 2407 and what is the status?

• What does Management need to know or do:

b. Is Team not responsive by phone or email in a timely manner?

c. Is Team taking action on open documents in a timely manner?

• DSO Reps will document conversations with each Team on their Weekly Production Report as referenced above and or to documents/Task as needed.

Monitor the Web Site daily for open requisitions.

DSO Reps will monitor and action their assigned Unit/Team’s documents submitted on the CoMSupCen Website.

DSO INCOMING

Figure 2 – Requisition Process

Figure 3 – AOA Process

Figure 4 – AOE Process

Editing Documents n DSO Processing

• Review comments in Additional Remarks field:

o If there are no comments, check with LOGNCO to find out why they are requesting an end item from the Table of Distribution of Allowances (TDA)/Joint Mission Essential Equipment List (JMEEL) o Sometimes an end item will be requested but only a component is needed but it cannot be located in the catalog and the LOGNCO will add that information. In this case, cancel the DA Form 2765 and provide the information on the part needed to the LOGNCO.

o If information states end item is damaged/broken check to see if a 2407 has been previously submitted and canceled recommending replacement, if so add the 2407 document number to NOTE and look for the D6Z required to get a new item if one is not shown have team submit one. If item has not had a 2407 submitted have unit contact SMEs and the Technical Repair Shop to troubleshoot the issues if 2407 is needed cannel the A0A.

o If information states a vehicle battery or tire is required, cancel and have 2407 submitted.

o Check to ensure the item requested has enclosed documents required before processing.

o A D6Z if item is a TDA and JMEEL item with authorized allowances or RX o Financial Liability Investigations of Property Loss (FLIPL) if item has been lost damaged or destroyed.

o Declaration of Contamination to accompany A0A and D6Z on a Repairable

Exchange (RX).

o If A0A cannot be processed without additional information and note as to why and place in appropriate status.

o Once editing is compete and A0A can be processed proceed to step 4.

Repairable Exchange D6Z/A0A, RTN Process

Figure 5 – RXA Process o If a piece of equipment is determined to be Beyond Economical Repair (BER) per 2407, it will be replaced by submitting an A0A and D6Z through the CoMSupCen.

o BER is determined by NGB if the cost of repair is greater than 60% of a new purchase.

o If items are durable or Non-Expendable, a D6Z/A0A Repairable Exchange will be submitted for NGB Approval under the following circumstances:

o Unit’s urgency of need is greater than timeline of repair.

o Equipment is beyond economical repair or lifecycle.

o Funding restrictions prevent equipment from being repaired by

CoMSupCen, Vendor or OEM.

o Contract restrictions based on Period of Performance (POP) expiring prior to equipment’s repair, return and invoice payment.

o D6Z Turn In Process will be Approved by NGB, reviewed/edited to determine is equipment needs to be returned to CoMSupCen or turned in to Unit’s United States Property and Fiscal Office (USP&FO)/Defense Logistics Agency Disposition Services (DLA-DS).

o Units turning in equipment to CoMSupCen will submit D6Z for equipment through the Website, once approved and in OPEN Status, DSO Reps will perform the following:

Edit document for accuracy.

Verify Serial Numbers and Vehicle Identification Numbers to ensure they are correctly listed and in MAXIMO. If not, DSO Rep will contact Materiel Management Operations (MMO) to add and assign Rotating Asset number.

Verify if a Component Listing is required for accounting of components and or attached.

Verify if Declaration of Contamination (DOC) is required if not already attached.

Verify a Shipping Request has been filled out by Unit and attached.

Place document in Escalate to TSO status for pick up.

o Units turning in equipment to LOCAL USP&FO/DLA-DS will submit D6Z for equipment through the Website, once approved and in OPEN Status, DSO Reps will perform the following:

Edit document for accuracy.

Verify Serial Numbers and Vehicle Identification Numbers to ensure they are correctly listed and in MAXIMO. If not, DSO Rep will contact MMO to add and assign Rotating Asset number and or contact the Team to verify.

Verify if a Component Listing is required for accounting of components and or attached.

If required, verify if Declaration of Contamination (DOC) is required if not already attached.

Place document in Awaiting Team Info status and inform the Team to provide copy of the D6Z once completed to the DSO Rep, per NGB.

Once the Local USP&FO/DLA-DS accepts D6Z and provides the Team a signed copy, per NGB directives, a copy provided to the DSO Rep, uploaded to the website and completed.

o The Weekly Open Documents Report will be used to sort all D6Z’s in Awaiting Team Info and followed up with Units every two weeks.

Work Orders 2407 (Note: 2407 Repairs do not come out of Unit’s Budget)

Figure 6 – Work Order Process

DSO shall review all Unit 2407’s to ensure the Unit contacted the appropriate Technical Maintenance Section and established a Trouble Ticket. DSO will then forward 2407 to APO for review/editing of Vendor information if needed, then request funding approval from COR. Once directed by APO, DSO will direct Unit how to proceed accordingly, as to repairs being made by CoMSupCen, Vendor or OEM.

o Unit Responsibilities:

o Contact CoMSupCen Analytical Repair Shop, NAVAIR, Equipment Maintenance Operation (EMO) or SME to troubleshoot malfunction and document results.

o Ensure CoMSupCen Analytical Repair REP notes in ReadiTrak CBRNE/HAZMAT instrument maintenance management tool) to validate troubleshooting was conducted.

o If required, DOC (Documentation of Contamination) must have ReadiTrak Ticket Number, recommended repair site CoMSupCen Analytical Repair, NAVAIR, SME or OEM noted and signed.

o Temporary Loans while equipment is being repaired should be obtained by submitting Help Request on CoMSupCen website.

o If items are durable or Non-Expendable, a D6Z/A0A Repairable Exchange will be submitted under the following circumstances:

Unit’s urgency of need is greater than timeline of repair.

Equipment is beyond economical repair or lifecycle.

Funding restrictions prevent equipment from being repaired by

CoMSupCen, Vendor or OEM.

Contract restrictions based on Period of Performance (POP) expiring prior to equipment’s repair, return and invoice payment.

o If Vendor is required, identify one; obtain a quote, to include name, location, phone number, email address, point of contact and fax.

o Provide detailed information on deficiency of what is needed.

o Identify correct End Item of equipment: NSN/MCN, Serial Numbers, VINs etc...

o If unsure, contact DSO Rep prior to submitting 2407 to ensure correct

MCN is selected.

o If submitting for tires, batteries, etc. provide accurate part number or tire size to include the make and model if applicable.

o DSO REP Responsibilities: Edit 2407 for accuracy.

o Ensure Unit troubleshot with CoMSupCen Analytical Repair /NAVAIR/SME for recommended CoMSupCen, Vendor or OEM repairs.

If not, instruct Unit to contact CoMSupCen Analytical Repair/SME, status 2407 in Awaiting Team Info for 5 working days. Add explanation note to document.

Follow up after 5 working days, status 2407 DSO Reject if CoMSupCen Analytical Repair /NAVAIR/SME isn’t contacted by Unit. Add explanation note to document.

o If DOC is required, verify if attached to 2407, download to review the Unit troubleshot with CoMSupCen Analytical Repair /NAVAIR/SME, ReadiTrak Ticket Number, recommended Repair Activity are listed and signed.

If DOC is required, but not attached, notify Unit to obtain, then follow step 3 to verify.

Follow up after 5 working days, if Unit fails to provide DOC, status 2407 DSO Reject. Add explanation note to document.

o When Unit provides DOC, verify it has the ReadiTrak Ticket Number, recommended repair activity o Once steps 3 through 5 are verified and fixed, email to CoMSupCen Analytical Repair Shop for verification and signature.

When returned from CoMSupCen Analytical Repair signed, upload to 2407.

If repair funding is restricted, RXA D6Z/A0A may be required.

• If so, Status 2407 DSO Reject and have unit submit D6Z/A0A.

Add explanation note to document.

o Verify MCN/NSN/AESIP’s, Description and Serial/VIN numbers by using the Catalog and MAXIMO for accuracy. Make sure the MCN, Description, Serial/VIN numbers all match in MAXIMO.

o Edit document to ensure Unit provided detailed information on deficiency and add additional information if needed.

o If possible, ensure Unit provided preferred Vendor and Quote to include vendor name, location, phone number, email address, point of contact and fax.

o If submitting for tires, batteries, etc. provide accurate part number or tire size to include the make and model if applicable.

o Make sure all documentation including the DOC is submitted before passing to APO for processing.

o Inform the unit of the following:

All approvals must come from CoMSupCen.

The Unit is not authorized to instruct the vendor to start repairs or to add additional repairs.

Any changes, modifications or upgrades that change the appearance or added to the standard equipment needs to have prior approvals from NGB before added to the work order.

No on site services without prior approval from NGB.

If it is able to be moved, the Unit must take it to the vendor and pick up.

Items shipped to OEM/Vendor will have all documentation required by CoMSupCen and the vendor enclosed with the shipment.

Units has 7 calendar days to action Airway Bill before it is

CANCELLED.

AWB packages will have all labels securely fastened to the container and any old labels removed.

Unit has 30 calendar days to take the equipment in for quote and or repairs before the work order is CANCELLED.

• Follow up on all open 2407’s at a minimum of 2 weeks to verify status and ensure progress is moving at optimum speed. Add notes to documents of current status.

Unit Procedures for CoMSupCen Maintenance and Supply Request Reconciliation

The intent of this document is to provide maintenance and supply request reconciliation instructions for those activities receiving support for commercial off the shelf equipment through the CoMSupCen.

At a minimum, this task will be completed when an item is received or work to satisfy a maintenance action is completed and on the first week of each quarter, i.e., 2407/A0A/A0E. Failure to complete the reconciliation as required could result in a temporary suspension of the activities NGB-CoMSupCen website account. This requirement does not relieve the activities of the reconciliation required for actions processed through the standard military system as outlined in DA Pam 710-2-1.

All results can be exported via PDF or Excel to maintain as required.

• Procedure:

o Logon the CoMSupCen website via the Login button on the top right corner of the screen. This will bring you to the Welcome screen.

o Highlight the “DashBoard” tab and select “Current Orders”.

o This will display the “Current Orders/Status” screen, which shows any supply or maintenance requests that have been submitted for your unit through the CoMSupCen website.

o From the “Current Orders/Status” screen, the team/user can monitor the progress of any 2407/A0A/A0E.

A0A/A0E:

• Commander to Approve – Awaiting Commanders approval

• NGB Pre Recommend – Commander approved, awaiting first NGB approval

(CERF-HRF-FSRT Only)

• NGB Pre Approval – First NGB approved, awaiting Second NGB approval

(CERF-HRF-FSRT Only)

• Open – Approved by Commander and NGB

• DSO Processing – Document being edited and processed for issue.

• DSO Hold - Printed not processed

• DSO Reject – Rejected to Team for Cancellation.

• Pending Shipment – Processes not shipped

• Shipped – Shipped not received

• Pending Approval – DSO approved awaiting, Director approval

• Pass to Procurement – Approved not yet procured

• Out for Quote – In procurement

• Waiting Info – From Team/Vendor

• Drop Ship – Procured not received

• ROD – Report of Discrepancy

2407:

• Commander to Approve – Awaiting Commanders approval

• NGB Pre Recommend – Commander approved, awaiting first NGB approval

• NGB Pre Approval – First NGB approved, awaiting Second NGB approval

• Open – Approved by Commander and NGB

• DSO Processing – Document being edited and processed for issue.

• DSO Reject – Rejected to Team for Cancellation.

• Pending Approval – DSO approved, awaiting Director approval

• Pass to Procurement – Director approved, awaiting PO

• Waiting Info – From Team/Vendor

• Ready for Ship – PO awarded waiting pick up from Team/User

• Local Vendor – Picked up awaiting work completion

• ROD – Report of Discrepancy

Receiving/Completing a Supply or Maintenance Action:

The following procedure will mark a request as received and completed from the Current Orders/Status Screen.

• A0A/A0E must be in Drop Ship or Shipped status to be received/completed.

o Select the “Rec” box at end of line to select item for completion.

o Select the “Process” button at the top of the Open orders.

o Click “OK” to receive the item(s) and complete the order(s).

• 2407 must be in Local Vendor status to be received/completed.

o Select the “Rec” box at end of line to select item for completion.

o Select the “Process” button at the top of the Open orders.

o Click “OK” to receive the item(s) and complete the order(s).

Validating a Supply or Maintenance Action:

The following procedure will mark a request as a valid request/requirement. This will alert the procurement office that the request is still needed and procurement or maintenance processing will continue.

• A0A/A0E o Select the “OK” box at end of line to select item for validation.

o Select the “Process” button at the top of the Open orders.

o Click “OK” to validate the identified order(s).

• 2407 o Select the “OK” box at end of line to select item for validation.

o Select the “Process” button at the top of the Open orders.

o Click “OK” to validate the request(s).

Marking an item as cancelled:

The following procedure will mark a request as cancelled/request no longer required.

This will alert the procurement office that the request is no longer needed and completely cancel the request. The cancelation tab will only appear if the item has not been placed on PO. If a unit no longer requires an item and the cancel tab does not appear on the reconciliation for that item the unit should call their NGB-CoMSupCen DSO representative immediately. If the item has been shipped, the unit will have to accept the item and receive the item in the website and then submit a D6Z turn in document returning the item to the NGB-CoMSupCen.

• A0A/A0E o Select the “Can” box at end of line to mark item as cancelled.

o Select the “Process” button at the top of the Open orders.

o Click “OK” to mark the request(s) as cancelled.

• 2407 o Select the “Can” box at end of line to mark an item as cancelled.

o Select the “Process” button at the top of the Open orders.

o Click “OK” to mark the request(s) as cancelled.

Marking a received request as incorrect:

The following procedure will mark a request as received incorrect and that a Report of Discrepancy (ROD) has been submitted. This will alert the DSO office that the requested item or service was not provided correctly. This could be a wrong item that was not acceptable for requirement, incorrect quantity received, item came back from repair but still non mission capable, etc. The unit will then insert a remark to briefly describe the discrepancy using the remarks module, but must go into the ROD module and complete a ROD for that specific request. It is recommended that the unit call their NGB-CoMSupCen DSO representative immediately after submitting an ROD to receive instructions pertaining to that request.

• A0A/A0E o Select the “ROD” box at end of line to mark an item as ROD submitted.

o Select the “Process” button at the top of the Open orders.

o Click “OK” to mark an order as ROD submitted.

• 2407 o Select the “ROD” box at end of line to mark an item as ROD submitted.

o Select “ROD”” at the top of the Open orders.

o Click “OK” to mark the item as ROD submitted.

Inserting a remark:

The unit can insert a remark pertaining to a request by clicking on the Remarks tab.

This will open the request and allow you to insert a comment/remark. Examples of remarks include discrepancy information pertaining to an ROD submitted or a comment alerting the CoMSupCen that a request has been statused by the CoMSupCen as shipped but you have not received the item.

Submitting a ROD:

When problems are reported to DSO (such as product quality deficiencies or equipment safety issues), DSO personnel shall document using SF364 Report of Discrepancy Form to record the information provided by the user, define the nature of the problem, and provide steps to resolve the issue, document corrective actions taken and close the action when the issue has been resolved.

• The following procedure is for Discrepancies found with shipments received from CoMSupCen at the unit level. (ROD-Report of Discrepancy) o Each shipment that is received must be inspected for damages, accuracy and functionality.

o Every shipment should be inspected for visible damages.

o If a box or container shows signs of damage, it should be noted on the shipper’s Bill of Lading or other documentation that may be presented by the shipper for your signature.

o We suggest that you take pictures of noticeable damages, so that can help with the claim that may be required against the shipper.

o Every shipment received should come with Packing Slips (DA 1348) on the outside of the box or container as well as a copy inside the box or container.

o Each box or container should be opened and compared to the packing slip to ensure that you received exactly what is listed on the packing slip.

o You should inspect and count the internal items of each box or container for concealed damage, quantity, and serial number accuracy.

o If you find a discrepancy on any of these, a ROD (Report of Discrepancy) is required.

o You should complete an ROD for each discrepancy found per shipment.

o The ROD form can be found on the CoMSupCen website (Located under the Download Center, Forms Folder).

o Once you have completed the ROD Form, it should be emailed or faxed back to your respective DSO representative at the Consequence Management Support Center.

o DSO will log the ROD and assign a ROD identification number so that it can be tracked in our quality program. Each ROD will be investigated and corrected.

o Each piece of equipment that is received should also be inspected and tested for functionality.

o You should complete a ROD Form for any piece of equipment that does not function properly.

o Once you have completed the ROD Form, it should be emailed or faxed back to your respective DSO representative at the Consequence Management Support Center.

o DSO will log the ROD and assign a ROD identification number so that it can be tracked in our quality program. Each ROD will be investigated and corrected.

o You should also use the Support Center Reach back Support numbers to troubleshoot the equipment. It may be an issue that can be resolved over the phone instead of having to exchange the equipment.

o All ROD entries will be logged and tracked in order for us to improve our process, which will in turn improve the efficiency of each team. The following procedure is for the exporting of items via PDF or Excel.

o From the “Current Orders/Status” screen, select “Export to PDF/Excel” at the top of the screen.

o You will then be prompted to Open/Save/Cancel.

o Select “Save” and choose a destination folder that fits your needs.

o Once saved, the document can be viewed, printed, and stored for future use, i.e. (SEAT).

RECONCILIATIONS: NGB Directives to ensure Teams are complying accordingly DTD 11-9-18 Mr. Archibald.

• Per DA Pam 710-2-1, para 2-27, recons should be completed by active duty units monthly and ARNG units quarterly.

• Para (1) states that the recon should be printed on the 5th day of each month (active duty) February, May, August, and November for ARNG units.

• Para (4) states that after the second recon has been sent with no return action from the unit, the SSA will send written notification and then initiate cancellation of documents.

• Para (4) f. states that the customer has between the 7th and 22nd of the month to compete the recon.

• Para (4) i. states that the customer will receive the recon NLT the 7th of the month.

• Para (4) k. states that the customer has 15 calendar days to complete and return the recon.

RECEIPT Documents (LOANS)

• DA PAM 710-2-1, Para 2-29 covers receipts. This chapter discusses DD 1348s, DA 3161s and DA 2765s.

• Para 2-29 (d) states that when an item is issued from the SSA, a contractor, or a vendor, the unit has three days to acknowledge the receipt of the item.

• Para 2-29 (g) states that if an item shipped directly from a depot, the unit has 24 hrs. to send the receipt document to the supporting SSA.

• If it comes down to having to shut a team down to receive acknowledgement of a receipt on the 4th calendar day after confirmation of delivery.

Temp Loan Process

Figure 7 – Temp Loan Process

• Temporary loans of equipment are reviewed and approved by NGB once the Team submits their Assistance Request (AR) on the CoMSupCen website.

Teams will to go to the Help Tab and select “NG Assistance Request Entry” and enter information.

• Typical reasons Teams would need to submit an AR, there is an additional event their Team is tasked with and additional equipment is needed to perform the event, or if there is a need to replace unserviceable equipment that needs to be submitted for repairs.

• Before doing this, once the Team identifies unserviceable equipment, the Team will contact the CoMSupCen’s Technical Repair Shop to troubleshoot. If the Shop is unable to resolve the issue, the Team will submit a repair ticket in the website.

• As Teams enter information as it pertains to their need for a Temp Loan of equipment, remind them to entry as much information as possible to better allow NGB and CoMSupCen to understand their needs.

o Who: Team(s) and or personnel involved.

o What: What equipment is needed specifically and or any special requirements.

o When: When is it needed no later than (NLT), for how log and expected return date if know.

o Where: Where is the event and shipped to address?

o Why: Identify the event or requirement that justifies the need to borrow equipment. Or if there is a 2407 created based upon trouble shooting with the CoMSupCen’s Technical Repair Shop.

o How: How will this Temp Loan be managed?

• Teams will be temporary loaned equipment 30 to 90 days depending on the event dates or the Estimated Delivery Date of the 2407 of their equipment repair.

• DSO Reps will monitor the Due Back Date of the assigned Task. If Temp Loan is waiting on 2407 to be repaired, DSO Rep will monitor the EDD and follow up with the CoMSupCen’s Technical Repair Shop or APO to validate EDD. Notes will be entered on 2407 to identify current status of repairs at a minimum of every two weeks. If the EDD will exceed the Due Back Date, a request for extension will be emailed to the DSO Manager who will request an extension from NGB.

• DSO Reps will begin coordinating the return of Temp Loan at a minimum of two weeks prior to Due Back Date. If the 2407 EDD is completed and returned prior to the due back date, DSO Rep will begin coordinating return of equipment once Team verifies received and functionality of repaired equipment. DSO Rep will add notes to Task during this process to show actions taken to include any tracking numbers for returns.

• Once Temp Loan is returned, it there are any discrepancies such as shortages, Receiving will submit a Report of Discrepancy (ROD) and DSO Rep will be responsible for recovering shortages or resolving discrepancies. Team will be given 30 days for provide shortages or resolve discrepancies. After that period, Team will submit A0A/A0E through the web to order shortages and have shipped to CoMSupCen. Other discrepancies will be resolved by Team submitting a FLIPL or as directed by NGB.

Reviewing Open Documents

DSO REP processing:

• A0A/A0E:

o Open - Process within 5 working days.

o DSO Processing – Document being edited and Processed for issue. –

Within 5 working days.

o DSO Hold – 14 working days unless specific issue is identified in notes.

o DSO Evaluation – 5 working days unless specific issue is identified in notes.

o DSO Rejected – Rejection that may be cancelled if not actioned by Unit within 30 working days.

o Process – 5 working days.

o Pre Approve – 5 working days.

o Pass to Procurement - 2 working days.

o Out for Quote – within 30 calendar days, and then cancel if Team is not responsive to taking in for quote. Add notes to document.

o Local Vendor – within 30 calendar days, and then cancel if Team is not responsive to taking in or delivering to Vendor/OEM. Add notes to document.

o Pending Shipment – 5 working days.

o Shipped – 5 working days.

o ROD – Report of Discrepancy – 5 working days or as required to resolve.

Add notes to document.

o Backorder – Review every 2 weeks.

o Awaiting Recon - Documents over 30 days old follow up weekly.

• D6Z:

o Open - Process within 5 working days.

o DSO Processing – Document being edited and Processed for issue. – 5 working days.

o DSO Hold - 14 working days unless specific issue is identified in notes.

o DSO Evaluation – 5 working days unless specific issue is identified in notes.

o DSO Rejected – Rejection that may be cancelled if not actioned by Unit within 30 calendar days.

o Waiting Team Info - 14 working days unless specific issue is identified. If

Local Turn-in, follow up every 90 days and add notes of contact until Team can provide signed copy of Local Turn-in.

o Process – 5 working days.

o Escalate to TSO – 5 working days (Unless Local Turn-in) o Pending Received – 14 working days and follow up with tracking number.

Add notes.

o ROD – Report of Discrepancy – 5 working days or as required to resolve.

Add notes to document.

o Awaiting Recon - Documents over 30 calendar days old follow up weekly.

• 2407:

o Open – Process within 5 working days.

o DSO Processing – Document being edited and Processed for issue. – 5 working days.

o DSO Hold – 14 calendar days unless specific issue is identified in notes.

o DSO Rejected – Rejection that may be cancelled if not actioned by Unit within 30 calendar days.

o Waiting Team Info – 14 working days unless specific issue is identified.

o Pre Approve – 5 working days o Pass to Procurement – 5 working days o Escalate to TSO – 5 working days o ROD – 5 working days or as required to resolve. Add notes to document.

o Awaiting Recon – Documents over 30 calendar days old follow up weekly.

o Out for Quote – 30 calendar days, and then cancel if Team is not responsive to taking in for quote.

o Local Vendor - 30 calendar days, and then cancel if Team is not responsive to taking in or delivering to Vendor/OEM

• Temp Loans:

o Follow up on Due Back Dates – Weekly.

o Add notes accordingly to keep status current within 2 weeks.

Training

The purpose of Training, Progress Evaluation, Assessment and Monitoring is to ensure understanding of proper procedures and that these procedures are being followed. This evaluation will be conducted by the following actions:

• Monitor actions that are completed by each team member daily. If there is a shortfall, have classes in that area. Cross train team members.

Milestones

Milestones are goals that are set at obtainable levels.

• Initial Fielding of the 57 WMD-CST Teams

• Initial Fielding of the 17 CERFP Teams.

• Initial Fielding of the 10 HRF Teams.

• Initial Fielding of the 27 FSRT Teams.

• Sustainment of the 57 WMD-CST Teams.

• Sustainment of the 17 CERFP Teams.

• Sustainment of the 10 HRF Teams.

• Sustainment of the 27 FSRT Teams.

• Provided guidance, instruction and management to our contemporaries.

• Provided 24/7 logistic support to the units and organizations of the Consequence

Management Support Center.

Operational Goals and Objectives

The purpose of Operational Goals and Objectives is to ensure the Logistic Support Team is properly and professionally represented at all times.

• Become more organized.

• Make daily and weekly planning schedules.

• Transition to as paperless as possible.

• Become more familiar with CST, CERFP, HRF, and FSRT equipment and its function as well as Consequence Management procedures.

• Continue to develop and improve department SOG.

2. INFORMATION TECHNOLOGY OPERATIONS (ITO)

Mission Statement

The mission of CoMSupCen Information Technology Operations (ITO) is to provide a secure and reliable operational environment, maintain a comprehensive infrastructure that facilitates functional connectivity among site information resources, and deliver prompt and cost effective support services.

Departmental Organization

Figure 8 – ITO Departmental Organization

Dept. Areas and Functions

• Identify, install, and maintain appropriate modifications and upgrades to CoMSupCen systems to ensure customer requirements are satisfied.

• Research technology enhancements and create a plan for system expansion based on spatial and programmatic requirements.

• Install hardware (servers, routers, switches, wall ports, etc.) to provide for increased numbers of users, local network expansion, and/or programmatic requirements.

• Provide support for site audio/visual and multimedia systems.

• Document and manage software installs, updates, and upgrades on the

CoMSupCen’s web servers.

• Administer system and program access login ID’s for authorized new and existing employees.

• Diagnose and resolve local user network, printer, computer hardware, computer software, email, internet, phone, and general technology issues via ticketing, phone, email, or face-to-face communication.

• Prepare/Coordinate IT training for new users.

• Coordinates timely repair of equipment covered by a vendor warranty or that to be sent to a third party for repair i.e. smart phones, laptops, mobile printers, local printers, etc.

• Provide first POC for website or technology related issues for National Guard teams and redirect as needed (Website Development, Direct Support Operations, CoMSupCen Technical Repair Shop)

• Provide and maintain test environment for various CoMSupCen systems.

• Create a transparent form of communication with CoMSupCen team and other end-users.

Training

• Attendance at formal instruction classes and role based seminars to gain information and knowledge of new developments and technologies related to:

o Cloud based networking and design o Virtualization and archival storage o Cyber security and local network security controls and testing o Network systems administration o Data transmittal o Risk factor analysis and disaster recovery planning o Next generation administrative methods and tools

Milestones

• Award of industry accepted certifications within Information Technology work streams.

o CCNA – Cisco Certified Networking Analyst o IBM MAXIMO 7.6 Functional Analyst o MCSA - Microsoft Certified Solutions Associate o MCSE - Microsoft Certified Solutions Expert

Operational Goals and Objectives

• Provide leadership for strategic and tactical planning of future enhancements, expansion and/or modifications to IT systems and supporting infrastructure.

• Research, develop and implement new and innovative methods to support, and maintain site information systems.

• Ensure the security and integrity of stored site operational data both active and historical.

Figure 9 – CoMSupCen Systems Diagram (February 2020)

3. WEBSITE DEVELOPMENT (WEB DEV)

Policy (Mission Statement)

The mission of WebDev department is to maintain the NG / CoMSupCen Website and its related technologies to provide our clients with consistent availability of services to meet their needs.

Availability is a key aspect to our mission and WebDev will provide a very high rate of availability of services via the NG / CoMSupCen Website.

Purpose

Our purpose in the WebDev department is to maintain availability of the website and its data so that members of the National Guard Bureau Teams as well as internal users can create documents to facilitate Ordering / Repairing / Exchanging Items and Services. The CoMSupCen Website will also handle Assistance Requests (ARs), a Tasks system, and a Document Download Center (DDC) where documents can be placed and downloaded as needed.

Scope

• WebDev’s scope includes the maintenance of our existing NG / CoMSupCen website as well as the database which stores information on Assistance Requests, Tasks, past / present Documents created; facilitate the creation of new ARs, Tasks, Documents and the processes they go through to fulfill requirements. The website/database also include documents for the Document Download Center which currently holds about one thousand documents.

• This scope does not include anything covered under IT such as Servers, Email, Tech Support (not directly related to the website and database), Active Directory, and any other Service outside of IIS and SQL.

Responsibilities

• WebDev is responsible for the NG / CoMSupCen website as well as the database the website uses.

• WebDev is responsible for maintaining / correcting any defective coding on the NG / CoMSupCen website.

• WebDev is responsible for developing any newly requested features passed down from NGB relating to the NG / CoMSupCen website.

• WebDev is responsible for providing data from the database when requested by authorized individuals.

• WebDev is responsible for ‘onsite’ backups of the current CoMSupCen website as well as the database associated with said website.

Definitions

CoMSupCen Consequence Management Support Center IT Information Technology NG National Guard NGB National Guard Bureau

WebDev Short for Web Development and refers to the department at CoMSupCen that is responsible for anything relating to the NG / CoMSupCen website.

Procedure

• Below are procedures completed by the WebDev Department o Website Accessibility & Monitoring o Monitor website & SQL database to ensure availability.

o Check log files for items related to website & database.

• Backup Strategies (Onsite) o Backup website code.

o Setup and maintain daily backup strategy for SQL database.

o Have & maintain a test environment.

• Maintenance o Perform preventive maintenance on both the website & database.

o Setup and maintain SQL jobs for database maintenance.

o Ensure website performance with proper indexing on database tables.

• Upgrades When Needed o Keep key components of website & database up to date.

o Research & Implementation of new technology when old technology becomes outdated.

Effectiveness Criteria

• Functionality o Accessibility (Uptime percentage) o Speed (Do pages load in an adequate amount of time) o HTML Quality (Does the website conform to industry standards) o Navigation & Links (Does the website have a consistent flow)

• Design o User Friendliness (Is the website informative & easy to use) o Alignment & Layout (Is the website visually appealing) o Integration (Does the website have all components essential for carrying out the web project as a whole)

• Content o Purpose (Does the website fulfill a specific purpose) o Information Process (Does the structure of the website allow users to understand where they are and where the information they are seeking is) o Attention To Detail (Are there mistakes in spelling, broken or incorrect links)

• Professionalism & Effectiveness o Customer Service (Is there an effective way to get help with website issues) o Focus (Does the website focus on a core mission) o Advanced Components (Does the website employ modern technologies) o Overall Site Effectiveness (Does the website perform its purpose effectively)

4. ACQUISITION AND PROCUREMENT OPERATIONS (APO)

Mission Statement

The mission of APO is to facilitate the procurement of goods and services for our customers at the pricing and quality that meets or exceeds the end users’ expectations.

APO strives to maintain a commitment to excellence through professional ethics and best practices, ensure compliance with the Federal Acquisition Regulation (FAR), DoD Federal Acquisition Regulation Supplement (DFARS), the Army Federal Acquisition Regulation Supplement (AFARS), and encourage full and open competition among vendors through fair negotiation and competitive bidding.

Department Organization

Figure 10 – APO Department Organization

DEPARTMENT AREA FUNCTIONS

Supply and Service Requisitions

Requisitions received:

• After approvals are received by Commander, NGB, Contracts (if applicable), and COR (if applicable), the requirements are annotated on DA form 2765/1348 (or a CoMSupCen Materiel Release Order (COMMRO) for internal purchases).

• Requisitions are assigned on a daily basis to a Purchasing agent by the Contractor based on commodity (and/or workload) for which each person is responsible.

• Each requisition will have a status entered “Passed to Procurement” with the date passed and the Purchasing Agent’s name.

• Purchasing agent will print and prioritize requisitions based on priority code, shipping location and commodity. (Guidelines for priority codes: 02 should be processed within 3 business days; 05 should be processed within 7 business days, and; 12 should be processed within 30 business days). Once prioritized, the Purchasing agent will change the web status to “In Process” so other departments will know the document is being worked.

• Purchasing agent will conduct market research using Web catalog, previous purchase history, internet, etc. to determine part numbers and potential suppliers.

• Purchasing agent will send “Request for Quote” (RFQ) to potential suppliers along with a copy of the Purchase Order Terms and Conditions, and FAR Flow- Down Clauses.

• Once quotes have been received, Purchasing agent will determine the supplier in accordance with the Federal Acquisition Regulations.

• Once supplier has been selected, the Purchasing agent will search the System for Award Management (SAM) website to see if the supplier has any exclusion for awarding the contract. This summary will then be printed to the purchase order file.

• If quoted price is more than $500 over the requisition total price (for A0A documents only), the will obtain new approval from management and/or COR.

For A0E document, the Purchasing agent should always submit for re-approval from COR for any pricing that exceeds the already-approved amount.

• Purchasing agent will create purchase order package and obtain appropriate authorizations before purchase order can be awarded. Current approvals are:

o $0.00 - $9,999.99 requires Purchasing agent signature only o $10,000.00 - $249,999.99 requires Purchasing Manager signature o $250,000.00 and over requires review from Purchasing Manager, Contracts Manager, and Site Director before submitting to Government Contracting Officer signature for final approval.

o Purchase order package for procurements over $10,000 includes:

PO checklist Purchase Order (plus any change orders) Price Analysis/Justification Determination of Responsibility Evidence of adequate price competition or in its absence properly justified Authorized Purchase List Requisition for purchase & history of approvals Request for Quote and Quote(s)/No Bid(s) from suppliers Proof of vendor’s SAM (System for Award Management) registration…