SP330015R5009_Attachment_J.2_CDRL_A005_Attachment_3_QC_Summary_for_Controls_(3-25-15).xlsx
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Defense Logistics Agency Distribution
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Attachment J.2_CDRL A005_Attachment 3 QC Summary for Controls
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QC Plan Info - Dist Sites Test Plan - Distribution Sites
| PCM | Process | Control Name | Control Number | Description | Type Preventative (P) / Detective (D) | Type Manual (M) / Automated (A) | Org | Number of Samples per Quarter | Key or Non-Key |
| Distribution Processess | Warehousing | Pick | Non-Key | The Distribution Worker locates and physically removes materiel from the storage location to perform the verification and validation. The Distribution Worker verifies and validates the pick ticket against the materiel by visually verifying the location, NSN, nomenclature, exception data, quantity, unit of issue and condition code. When applicable, the shelf life code and expiration date are also verified and validated. Note: Manufactured packed materiel is not required to be opened for quantity verification. | P | M | Distribution Center | 45 | Key |
| Distribution Processess | Warehousing | Pack | 6 Key | The Distribution Worker completes a mandatory verification and validation of all materiel in the distribution pack process. This includes the verification of the National Stock Number (NSN), quantity, unit of issue, and condition code against the pack/close screen (BN2H) in DSS. When other pack screens are used such as Single Line Pack (BN2K), Split Pick Into Multiple Packs (B2BE), Consolidations Split Into Multiple Shipment Units (B2BG) and Build Pack Chain (BN1A), all materiel is verified against the pick ticket and the 1348-1A. Note: This Key Control (Key Control 12) does not apply to materiel that is “pick to pack” eligible. | P | M | Distribution Center | 45 | Key |
| Distribution Processess | Warehousing | Stow | 3 Key | Prior to the physical stow of materiel, the Distribution Worker verifies and validates the Putaway Label against the materiel by visually verifying the Putaway Control Number (PCN), National Stock Number (NSN), location, location data (status), quantity, shelf life code, expiration date, unit of issue, type storage code (TSC), and the visual appearance of the materiel condition. | D | M | Distribution Center | 45 | Key |
| Distribution Processess | Receiving | PMR | 1 Key | The Distribution Worker selects the correct Pre-Positioned Materiel Receipt (PMR) transaction (if available) in DSS by verifying the NSN and Document/Contract Number on the receiving documents (i.e.; DD Form 1348-1A). If a PMR is not available, the Distribution Worker verifies the Materiel Owner by utilizing a valid Owner RIC on the receiving documentation. If the Owner RIC is not available on the receiving document, the Distribution Worker will use the Service associated with the Shipper’s DoDAAC or the Service associated with the first letter of the Document Number on the receiving documentation. If receiving documentation is not available to determine the owner, the Distribution Worker assigns ownership to the Distribution Site's co-located Military Service RIC, utilizes WebFLIS to determine the source of Supply/Manager, or checks the NSN within DSS for any on-hand balances. If no owner determination can be made, as a last resort the Distribution Worker assigns the materiel to SMS owner. For all materiel received in without PMR, the Distribution Worker submits an informational SDR. If the materiel has no PMR and no/incomplete receiving documents, the Distribution Worker submits an SDR, resulting in suspension of the materiel within DSS and requires resolution from the Supply Center/Military Service. | P | M | Distribution Center | 45 | Key |
| Distribution Processess | Receiving | KCC | 2 Key | The Distribution Worker performs a KCC inspection of the materiel by validating the part number, physically counting the materiel, and visually inspecting the materiel for any damage or defects. The materiel quantity received is reconciled with the receiving document(s) which may include the Shipping Invoice, Packing List, DD Form 250 (Materiel Inspection and Receiving Report), DD Form 1348-1 (Issue Release/Receipt Document) or DD Form 1155 (Orders for Supplies or Services). The Distribution Worker enters the quantity received and Condition Code of the materiel using DSS screen RI92 (new procurement) or RI95 (customer return) to induct the materiel. The Distribution Worker signs the receiving document(s) as evidence of the reconciliation performed. The DSS receipt record also includes the user ID of the worker who receipted the materiel along with a date and time stamp | P | M | Distribution Center | 45 | Key |
| Receiving | Receiving | Dim & Weigh | Non-Key | As part of the induction process, the Materiel Examiner and Identifier/Distribution Worker performs a measurement to ensure the dimensions of the received inventory match the information in DSS. | D | M | Distribution Center | 45 | Key |
| Distribution Processess | Physical Inventory | CAV | 9 Key | All inventory adjustments that did not meet the threshold levels for causative research on the P-118 Table and did not require an IAV are listed in the CAV report. When an adjustment occurs, an Inventory Adjustment Voucher (IAV) for condition 4-7 or an entry on the Consolidated Adjustment Voucher (CAV) for condition 1-4 is created. Exclusive to condition 4, an IAV or an entry on the CAV is created based on the MILSTRAP condition of discrepancy sample methodology. Any adjustment that meets the criteria for a mandatory IAV will not appear on the CAV. On a monthly basis the Accountable Officer reviews the CAV report for any items that may warrant additional research such as offsetting gains and losses, suspicious items, and/or recurring trends. Based on this review, the AO either approves the adjustments within DSS or reclassifies as IAVs which will result in Causative Research. | D | M | Distribution Center | 3 | Key |
| Distribution Processess | Physical Inventory | IAV Package | 10 Key | On a recurring basis, the Inventory Office (IO) performs causative research on inventory adjustments identified for further review in accordance with MILSTRAP Chapter 7 using the Inventory Adjustment Voucher (IAV) generated automatically within DSS. The purpose of causative research is to determine the cause of the adjustment and correct any deficiencies identified. The research is a complete review of all transactions (to include supporting source documentation, catalog change actions and shipment discrepancy files to be completed within 45 days from the date of the original adjustment. Upon completion of the research, the IO prepares and submits a package for review and approval to a designated authority based on the extended dollar value of the adjustment. The Causative Research Package includes the completed IAV and supporting DSS documentation (location transaction histories, issues, receipts, etc.) and may result in an adjustment reversal and, when warranted, reversal of other erroneous transactions that lead to the out of balance condition. The package is reviewed by the designated approval authority based on the adjustment amount. If the package cannot be approved, it will be returned to the preparer to provide additional information or conduct further research. The Causative Research Package is not closed out until it is approved. | D | M | Distribution Center | 45 | Key |
| Distribution Processess | Physical Inventory | IAV Review and Completion | 11 Key | The Reviewing Authority is required to determine all adjustments have been reviewed for completeness and timeliness by reviewing on a monthly basis that all Causative Research packages are completed within 45 days. | D | M | Distribution Center | 45 | Key |
This Page is for Information Only
QC Summary Results - Dist Sites Summary Test Results for Internal Controls that have a Direct Impact on the Financial Record Distribution Sites
| (Results for ____________________ Distribution Center) | ||||||||
| PCM | Process | Control Name | Control Number | MimumumNumber of Samples Required | Number of Samples Tested | Number Passed | Number Failed | Deficiency Summary |
| P_P2S_7 Distribution Processes | MRO/Warehousing | Pick | Non-Key | 45 | ||||
| P_P2S_7 Distribution Processes | MRO/Warehousing | Pack | Non-Key | 45 | ||||
| P_P2S_7 Distribution Processes | MRO/Warehousing | Stow | Non-Key | 45 | ||||
| P_P2S_7 Distribution Processes | Receiving | PMR | 1 Key | 45 | ||||
| P_P2S_7 Distribution Processes | Receiving | KCC | 2 Key | 45 | ||||
| P_P2S_7 Distribution Processes | Receiving | Dim & Weigh | Non-Key | 45 | ||||
| Physical Inventory | Inventory Adjustment Voucher (IAV) | IAV Package | 10 Key | 45 | ||||
| Physical Inventory | Inventory Adjustment Voucher (IAV) | IAV Review and Completion | 11 Key | 45 | ||||
| Attachment 3 CDRL 0005 |
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