TE 6.4N CJTF-HOA SSA Inspection SSA Checklist.pdf

Combined Arms Sustainment Command

(CASCOM)

Enterprise System Directorate (ESD)

SSA Checklist (May 2014)

//Unclassified//For Official Use Only//

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Table of Contents

PURPOSE

OBJECTIVE

1. GCSS-ARMY SSA BATTLE RHYTHMS: DAILY, WEEKLY, AND MONTHLY LOG

2. GCSS-ARMY SSA EVALUATION

2.1 PPUBLICATION ................................................................................................................................. 6 2.1 2.2

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2.15 SSSSAFETYTYTYTY/ HAZMAT

3. QUESTIONS AND COMMENTS

4. GCSS-ARMY ALARACTS

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Purpose:

The purpose for this checklist is to provide personnel, Soldiers and civilians, at the GCSS-Army Supply Support Activity (SSA) with a guide to help them develop effective and efficient battle rhythm in warehouse operations: inventory management and warehouse management, and a checklist that allows them to evaluate all aspects of their SSA operations. The first part of the checklist provides daily, weekly, and monthly activities necessary for the SSA to operate at optimum, regardless of their operational environment. The second part of the checklist provides the SSA with an overarching self-inspection listing of activities that would help the SSA maintain its operational readiness and its relevance to the supported units, and allow it to be competitive in the Sustainment Excellent Award (SEA) inspection or evaluations as well. Primary areas covered in this checklist are the publication, warehouse layout and appearance, standard operating procedure, file management, GCSS-Army SSA administration, property accountability, performance standards, reconciliation and validation, receipt processing, stock control, inventory and adjustments, warehouse issues, retrograde returns, key control, and safety and handling of hazard materials.

Objective:

The GCSS-Army Supply Support Activity is and must remain a logistical combat multiplier in order to ensure successful outcome on the battlefield and on homeland defense by the U.S. Army. Therefore, the aim of this checklist is help the SSAs provide the highest level of support to their supported customer units.

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1. GCSS-Army SSA Battle Rhythms: Daily, Weekly, and Monthly Log Frequency T-Code Transaction Action Remarks Action

Taken By Comments

Daily LT23

Display Transfer Orders by Warehouse

Use LT23 to generate a list of open TOs without confirmation. Conduct research and clear daily.

XBRWM021

Research and close (1) Open TOs by Destination Storage Type and Bin— where the item is to be moved to (2) Open TOs by Source Storage Type and Bin—where the item is to be moved from.

Daily MD04/ ME23n

Stock/Require ment List or Display Purchase Order

Use transactions to research frustrated items without paperwork. See XBRWM700a

MD04 tracks a repair part through its procurement cycle, from identification of the requirement through fulfillment.

ME23N displays the Header, Item Overview and Item Details for a Purchase Order (PO) and any associated Stock Transport Orders (STO) for a National directed Issue.

Daily VL06o (for Goods Issue)

Outbound Delivery Monitor

Use VL06o (For Goods Issue) to identify deliveries awaiting PGI. See

XBRWM021

Compare to the list with the items awaiting PGI to customer OBDs.

Daily VL06o (for picking)

Outbound Delivery Monitor

Use VL06o (For picking) to identify items waiting TO

Research and compare list with items that have not been picked, correct WM bin as applicable, and create TOs.

Daily LL01 Warehouse Activity Monitor

Use LL01 to monitor and manage incomplete warehouse movements.

See XBRWM113

Incomplete movements should be cleared daily.

Daily LX22 Physical Inventory Overview

Use transaction code LX22 to display an overview of current and past physical inventories. XBRWM102

Finish inventories as required. The statuses of Not counted, Partly counted, Counted, and Cleared indicate where the item is in the physical inventory process.

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Frequency T-Code Transaction Action Remarks Action Taken By Comments

Daily LX02 WM Stock by Material

Review LX02; make sure you do not have stock in interim bins (LX02- 902, 916, 922, XXX, YYY, and

ZZZ).

Research and transfer all quantities in interim bins locations to a physical bin location (LT10)

Weekly ZMD07X

Manage the Excess Inventory Report

Tactical SSAs: use the ZMD07X transaction to manage excess and determine what materials to retrograde or retain.

XBRWM116

Review the MRP Type for each material, make the decision to RETROGRADE or RETAIN the excess material according to local guidance for VV ZM or ZP lines. PD should be systematically retrograded to the LRC.

Weekly ZMB59 Display Material Document List

Use ZMB59 by SLOC and Movement Type 501/243 to monitor the Found on Installation (FOI) transactions.

Research Movement type 501 (Found On Installation). Ensure Soldiers are processing Documents with an Inbound for Delivery ONLY.

Weekly ZPODCHK

Purchase Order Status and Late Delivery Report

Use ZPODCHK to display the status of purchase documents with deliveries that have been identified as overdue. XBRMM500

Use ZPODCHK to perform a Proof of Delivery (POD), as needed. Perform a POD when a material is not received within its PDT and you need to resolve the open PO.

Weekly ZPODRPT Supply Discrepancy Report

Use ZPODRPT as a reference for posting supply discrepancies online at the Defense Logistics Agency's Web Supply Discrepancy Report (Web SDR).

Once POs have been posted to WEB SDR, you should return to this report to check off the POs you posted, preventing them from appearing on future GCSS-Army Supply Discrepancy Report as open.

Weekly LX03 Bin status report

Use LX03 to conduct a Location Survey

Validate all stock is physically in the correct bin in the SSA and matches the system

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Frequency T-Code Transaction Action Remarks Action Taken By Comments

Weekly VL06i (For Goods Receipt)

Inbound Delivery Monitor

To ensure customer received all inbound material. XBWM410

Compare the list with the actual items in the bin. This list should be empty after the PGR is done for your customers as part of the issue. If not, research and take action.

Monthly ZLX26

Create Warehouse Inventory Record

Use ZLX26 to create and check for overdue inventories. See

XBRWM100

The system defaults a date range that includes the next seven days. Change the dates in the fields if you need different dates.

Monthly ZMMRP MRP Area Data

Use ZMMRP to monitor locations and inventories

You can further refine the search for a specific material or range of materials, MRP Type, Safety Stock, Planned Delivery Time, MRP Controller, Unrestricted Stock, or Storage Type.

2. GCSS-Army SSA Evaluation

2.1 Publication

Publications Reference EUM+ XBR/TB REMARKS Are applicable publications readily available (Manual or Electronic)? N/A

2.2 Warehouse Layout and Appearance

Warehouse Layout and Appearance Reference EUM+ XBR/TB REMARKS

1. The SSA is clean and organized. (AR 385-10 para 1-5b) N/A

2. The SSA office has controlled access and has adequate physical security.

(AR 190-51, para 3-25) N/A

3. Hours of operation and POCs for emergencies are clearly posted. (FM 10-27-4) N/A

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Warehouse Layout and Appearance Reference EUM+ XBR/TB REMARKS

4. The SSA has a key control system for the office and other real estate. (AR 190-51, para 3-25,4-

14, Appendix D-2) N/A

5. Are flammables and hazardous materials being stored in proper storage areas?

AR 710-2 Para 1-28

6. Are fire evacuation plans posted? N/A

7. Are all fire extinguishers serviceable and accessible? N/A

8. Is a distribution point PLANOGRAPH displayed?

9. Does the PLAOGRAPH demonstrate critical path relationship? Dollar Cost Banding

Warehouse Optimization Guide and DOD 4145.19-R- 1, 3-303a

10. Are the sections identified in the PLANOGRAPH? Dollar Cost Banding Warehouse Optimization

GUIDE and DOD 4145.19- R-1, 3-303a

11. Is the SSA operational flow optimized to provide maximum efficiency? Dollar Cost Banding Warehouse Optimization

GUIDE and DOD 4145.19- R-1, 3-102b

2.3 Standard Operating Procedure

Standard Operating Procedures Reference EUM+ XBR/TB REMARKS

1. Has the SSA published a current internal supply management SOP been?

N/A

2. Is the internal supply management SOP available so that all assigned personnel can use the SOP as a working document?

N/A

3. Are desktop SOPs available for each section within the SSA? N/A

4. Are personnel familiar with the desktop SOP for their section? N/A

5. Has the SSA developed an external SOP that outlines the SSAs operating procedures to support its customers?

DA Pam 710-2-2, Para 5-2b N/A

6. Is the external SOP approved and signed by unit commander? DA PAM 710-2-2 Para 5-2c N/A

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Standard Operating Procedures Reference EUM+ XBR/TB REMARKS

7. Has the SSA published and distributed the current external supply management SOP to its customer units and is additional copies available?

N/A

8. Is the external supply management SOP in sufficient detail that allows personnel to use the SOP as a working document for:

N/A

a. General or Purpose Statement

b. Mission or Scope Statement

c. Operating hours?

d. Location?

e. Phone numbers (DSN and commercial exchange)?

f. Available types of assistance?

2.4 Files Management

Files Management Reference EUM+ XBR/TB REMARKS

1. Are files set up under the Army Records Information Management System (ARIMS)?

(AR 25-400-2, Para 1-7) N/A

2. Are folders and containers labeled? (AR 25-400-2, Para 6-2a) N/A

2.5 GCSS-Army SSA Administration

GCSS-Army SSA Administration Reference EUM+ XBR/TB REMARKS

1. Is there a decentralized access administrator (DUA) assigned to the SSA? DUA maintain, assign, unlock, and delete personnel from the GCSS-Army system as necessary within the SSA.

Leverage DUA

2. Are the workstations and HHT devices secure to prevent theft and improper use? (Permissions/ZAIT)

XBRWM111

3. Are all devices serviceable and operational, and are PMCS performed at least weekly? (Working or job ordered)

N/A

4. Are personnel given adequate AIT access to perform their daily mission? (ZAIT)

XBRWM111

5. Are workstation and HHT passwords managed properly and are they secure? (ZAIT)

XBRWM111

6. Can all assigned users access the system? XBRWM111

7. Are users using their own CACs to log into the system? XBRWM111

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GCSS-Army SSA Administration Reference EUM+ XBR/TB REMARKS

2.6 Property Accountability

Property Accountability Reference EUM+ XBR/TB REMARKS

1. Has the accountable officer been properly appointed in writing by the commander? (Is the signature block in GCSS-Army reflective of this appointment, Z_IAR_SBLOCKX/ BI/ BOBJ)

AR 710-2, Para 3- 29(b) AR 735-5, Para 2-10

N/A

2. Is the statement of transfer of accountability of the last outgoing and incoming Accountable Officers been approved by the commander and maintained on file at the SSA?

AR 735-5, Para 5-2 DA Pam 710-2-2 Para 3

N/A

3. Are the GCSS-Army workstations, HHTs, and CAISI/ VSAT equipment on the unit hand receipt and the Brigade/ Battalion or Squadron’s property book?

AR 710-2, Para 2-5 N/A

2.7 Performance Standards

Performance Standards (See BI) Reference EUM+ XBR/TB REMARKS

1. Location survey (objective 98%)

2. Zero balance with due outs (Objective 8%)

3. Inventory Accuracy (Objective 95%)

AR 710-2 Section IV 1-22(a) and Table 1-3

N/A

2.8 Reconciliation and Validation

Reconciliation and Validation (Wave 1) Reference EUM+ XBR/TB REMARKS

1. Has the SSA established internal procedures to distribute and reconcile differences after the return of reconciliation listings from all customers?

DA PAM 710-2-2

Para 19-4b (3)

XBRWM115C

and IAW local

SOP

2. Are item-by-item reviews being conducted quarterly with the requestor to validate the continued need for the items and quantities requested by all supported customer units?

AR 710-2, Para 3-20 c (1)

XBRWM115B

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Reconciliation and Validation (Wave 1) Reference EUM+ XBR/TB REMARKS

3. Are SSA personnel ensuring unit commander or designated representative, sign unit reconciliations prior to turn in to the SSA?

DA PAM 710-2-2,

Para 19-5

XBRWM115A

4. When customers fail to return a list or to validate a list, are written notifications provided to each customer informing them of the lack of response?

DA Pam 710-2-2 Para 19-4 (3); AR 710-2, Para 3-20 e

N/A

5. Are necessary supply actions being taken for transactions submitted by the customer on reconciliations by SSA personnel?

DA PAM 710-2-2

Para 19-4b (2) (COI, VL06i)

XBRWM115B

6. Are reminders provided to delinquent customers who fail to validate each requisition on their reconciliation listing?

DA PAM 710-2-2

Para 19-4 (3)

N/A

2.9 Receipt processing

Receipt Processing Reference EUM+ XBR/TB REMARKS

1. Are receipts from wholesale being processed in a timely manner? DA Pam 710–2-

2Para 8–2; AR 710-2 Para 3-21, 1 2)

XBRWM301

2. When documentation for deliveries from wholesale is missing, are receiving personnel researching to determine the source document for the materials? (MD04)

AR 710-2, Para 3- 21a (4)

XBRWM303

3. When dedicated deliveries do not have documentation, are research to identify the customer order being completed and a manual 1348-1 being generated for the customer to post a receipt against?

XBRWM020

4. Are users following the SOP for posting of discrepancies into GCSS- Army? (ZPODRPT)

Follow guidance of local SOP

XBRWM112

5. Are those discrepancies that meet SDR criteria submitted in a timely manner? Review worked SDRs to validate they have been submitted, ZPODRPT)

XBRWM112

6. Does the Accountable Officer or other personnel have access to WEBSDR to process SDRs?

https://www.transactionservices.dla.mil/daashome/websdr.asp

DLA Transaction Service Web Portal

7. Is GCSS-Army AIT being utilized to process receipts in order to maximize accuracy? (ZAITCP to validate AIT usage)

AR 710-2, Para 3- 21a

XBRWM302

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Receipt Processing Reference EUM+ XBR/TB REMARKS

8. Are all the errors in the AIT error cockpit (ZAITCP) being validated and resolved daily?

9. Is the SSA receiving “found on installation” property in an “as is” condition? (ZMB59, movement type 501)

AR 710–2 Para 3– 21b(7); FM 10-15 Pg 7-13-14

XBRWM029A

2.10 Stock Control

Stock Control Reference EUM+ XBR/TB REMARKS

1. Has an ASL review and analysis board been conducted. N/A

2. Are reversals being processed on discrepant issues to customers? (3 days) (ZMB59; movement type 644)

DA PAM 710-2-2

Para 10-6

XBRWM022

3. Are DA Form 1687s and copies of Assumption of Command orders on file for each supported unit?

XBRWM132

Number of units supported Number of DA 1687s on hand Number of incorrect DA 1687s Number of appointed orders on hand Number of orders needing to be updated Review ZSPTX or report within BI to confirm number of customers.

XBRWM132

4. Are overdue deliveries being properly researched and worked?

(ZPODCHK & ME23N)

XBRMM500

5. Are all transactions within the SSA completed daily?

LL01- Warehouse Activity Monitor (shows overall activity) LT23- Show Open Transfer Orders VL06o- For Picking- Show deliveries with no Transfer Orders VL06o- For Goods Issue- Show deliveries awaiting PGI LX22- Inventory Cockpit - Show Open Inventories LX03- Interim Storage Management - Validate no stock in ISTs

XBRWM021

XBRWM016

XBRWM102

6. Is the Warehouse Activity Monitor used to support warehouse operations (LL01)?

(LL01)

XBRWM113

7. Are walk-up transactions approved according to Local SOP prior to processing into GCSS-Army?

N/A

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2.11 Inventory and Adjustments

Inventories & Adjustments Reference EUM+ XBR/TB REMARKS

1. Are inventories conducted in a manner that assures each item is counted at least annually for normal stock or quarterly for sensitive items?

(ZLX26, Run with default dates and look for overdue in the status)

AR 710–2 (3–24c) XBRWM100

2. Does every item have an inventory strategy? XBRWM100

3. Are supported customers informed of inventory dates and advised of the transactions that will or will not be processed during the inventory period? (Wall to wall)

(DA PAM 710-2-2,

Para 9-8b)

N/A

4. Are pre-inventory steps being completed to ensure inventory accuracy?

(LX03/ ZMMRP to validate stock is within the same storage type. Are all transfer orders confirmed for the bins that will be inventoried)?

XBRWM130c

5. Is the SSA meeting the required DA directed Inventory performance standards? (95%) (Stats are in BI)

(AR 710-2, Table 1- 3)

Refer to BI Inventory

Performance Standards

a. Total number of Lines Inventoried:

b. Number of lines Inventoried without discrepancies:

c. Number of lines with discrepancies

6. If an inventory recount is needed, are items being recounted by an inventory team other than the one that conducted the original count?

(Li14)

(DA PAM 710-2-2,

Para 9-10c)

XBRWM101

7. Are original inventory adjustment reports (IAR), DA Form 444, prepared and forwarded to the approving authority within 30 calendar days after completion of the inventory? Z_IAR_DOLLARS; validate the physical list with the IARs on file in SSA

(DA PAM 710-2-2,

Para 9-14a; 735-5 Para 14-33 (2))

N/A

8. Are all IARs signed by the appropriate approving official and filed? If any are unsigned are they within tolerance? (ZIAR shows who the approving official are)

(DA Pam 710-2-2, Para 9-13 a 735-5 Para 14-33 (3)

XBRWM101

9. Is causative research being completed within 30 calendar days following completion of the inventory?

(DA PAM 710-2-2,

Para 9-13e (9), AR 735-5 Para 14-34c

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Inventories & Adjustments Reference EUM+ XBR/TB REMARKS

10. Are differences posted from the inventory worked within the specified period? This would be a validation of materials in 999 awaiting write off.

(ZLi21 )

N/A

11. Does the SRO maintain on file the approved original IARs in the completed voucher file?

DA PAM 710-2-2,

Para 9-14c (2)

N/A

12. Are annual inventory schedules being published? (DA Pam 710-2-2, Para 9-7 g)

N/A

2.12 Warehouse Issues

Warehouse Issues Reference EUM+ XBR/TB REMARKS

1. Ensure all materials issued to customers authorized to pick up on the 1687? Make sure all materials are receipted properly prior to leaving the SSA. (Validate in VL06i their list is empty prior to leaving).

XBRWM140

2. Are all Posts Goods Issues being confirmed as the material is placed in the customer bin in Wave 1? Are all PGIs complete at the end of the day?

(VL06o)

XBRWM021

3. Are all errors during the Post Goods Receipt process being reviewed and worked prior to the customer leaving the SSA?

XBRWM041

3. Does the issue section know how to perform research for documents that are not on the customer issue list? (VL06i) Survey a few issue lists looking for handwritten documents. Print a list and validate against the customer bin.

XBRWM140

4. Is a log (customer notification, Log) maintained to record the unit, date, time, and individual notified concerning supplies that have not been picked-up, and PD 01-03 supplies are available for issue?

(FM 10-15, Figure 9-1, Pg 9-3; fig 2-4 pg 2-13)

N/A

5. Is there a location set up for customers to PGR items prior to departing SSA Wave 1?

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2.13 Retrograde Returns

Retrograde Returns Reference EUM+ XBR/TB REMARKS

1. Is the correct logic being utilized in processing excess from ZMD07X (ie…PD first, VV non MSP, VV MSP)

XBRWM116

2. Is the SSA using DLA-DS to purge the supply system of materiel classified as scrap, condemned or uneconomically repairable? (Only if a DLA-DS relationship exists) (Automated process)

(AR 710-2, Para 3-26 N/A

(3) (b); and AR 725- 50, 7-9 (a))

3. Are all customer turn ins being validated in ZOBUX for an existing turn in document prior to creating one for turn in? Are the oldest ZRLs being selected for turn in first? Is the user utilizing PIC03 to validate materials with an I&S relationship?

XBRWM601

4. Are all open Transfer Orders and Outbound Deliveries to the DOL confirmed and Post Goods Issued daily? Is a reconciliation being performed with the DOL for turn ins? (YIC, IBD management).

XBRWM021

5. Does the SSA ensure unserviceable turn-ins are clean and complete before accepting them?

(DA PAM 710-2-2,

Para 11-3b)

N/A

6. Are statements being prepared on items that are classified as unserviceable through other than Fair Wear & Tear (FTW) and signed by the customers’ commanders?

DA PAM 710-2-2,

Para 11-3 (g)

N/A

7. Are FTEs being monitored?

2.14 Key Control

Key Control Reference EUM+ XBR/TB REMARKS

1. Is the physical security and key control SOP adequate? (AR 190-11, Para 3-8) N/A

2. Are access rosters posted from public view? (AR 190-11, Para 3-8; and AR 190-51, Para 3-12)?

N/A

3. Are high security locks being used when required? (AR 190-11, Para 4-1; and AR 190-51, Appendix C)

N/A

4. Have a key and lock custodians been appointed in writing? (AR 190-11, Para 3-8; and AR 190-51 Appendix C)

N/A

5. Are inventories of locks and keys being conducted? (AR 190-11, Para 3-8; and AR 190-51 Appendix C)

N/A

6. Are keys being properly secured when not in use? (AR 190-11, Para 3-8; and AR 190-51 Appendix C)

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Key Control Reference EUM+ XBR/TB REMARKS

7. Are spare keys kept in a separate container from operational keys? (FM 19-30 Chapter 8) N/A

2.15 Safety/ HAZMAT

SAFETY/HAZMAT Reference EUM+ XBR/TB REMARKS

1. Are flammable storage cabinets or sheds being used for the storage of flammable materials?

https://safety.army.mil/

2. Is there a list of contents on file for each storage container? https://safety.army.mil/

3. Is there a serviceable fire extinguisher close to the flammable storage containers? (sealed, tagged, updated) https://safety.army.mil/

4. Are material safety data sheet (MSDS) available for all HAZMAT materials?

SSA Inspected by: