TE 8 ABMP Handbook V2 12 January 2021.pdf

DEPARTMENT OF THE ARMY

OFFICE OF THE DEPUTY CHIEF OF STAFF, G-9

600 ARMY PENTAGON

WASHINGTON, DC 20310-0600

DAIN-ZA 12 January 2021

MEMORANDUM FOR SEE DISTRIBUTION

SUBJECT: Distribution and Implementation of the Army Barracks Management Program Handbook Version 2

1. References. For applicable references, see Appendix C.

2. Purpose. This memorandum provides the enclosed Army Barracks Management Program (ABMP) Handbook version 2 for immediate use, clarifies policy regarding best practices, and provides specific day-to-day procedures for barracks management and operations. The ABMP Handbook (version 2) does not replace statutes or regulations pertaining to barracks, Army standards, entitlements, or other policies. In the event the handbook contains information that conflicts with regulations or statutes, the regulations and statutes take precedence.

3. Proponent: The proponent for the ABMP Handbook version 2 is the Deputy Chief of Staff, G-9.

4. Applicability. The ABMP Handbook version 2 is applicable to all Army installations and training sites including those of United States Army Reserve and United States Army National Guard.

5. The point of contact for this memorandum is Ms. Earlene Lavender, 703-695-6937, or earlene.y.lavender.civ@mail.mil.

u�ef1?,-- Sergeant Major, U.S. Army Senior Enlisted Advisor

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DISTRIBUTION:

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Lie tenant General, GS Deputy Chief of Staff, G-9

Principal Officials of Headquarters, Department of the Army Commander

U.S. Army Forces Command

(CONT)

ARMY

BARRACKS

MANAGEMENT

PROGRAM

HANDBOOK

A guide to property management and operations of Army barracks

Office of the Deputy Chief of Staff G-9

Headquarters, Department of the Army

DAIN-ISH

600 Army Pentagon

Washington, DC 20310

DATED: Version 2: 12 January 2021

SUMMARY of CHANGE

Office of the Deputy Chief of Staff, G-9

Army Barracks Management Program Handbook

This mandated revision, dated 9 January 2018 o Changes Office of the Assistant Chief of Staff for Installation Management to Office of the

Deputy Chief of Staff G-9 throughout.

o Adds Senior Command Commander and Command Sergeants Major to the Stakeholder

Meetings (para 1-1.).

o Revises Army Barracks Management Program (ABMP) Roles and Responsibilities (para 1.3.1., 1.3.2., and 1.3.3.).

o Replaces Joint Travel Regulation with Department of Defense Financial Management

Regulation (para 3.1.1.).

o Provides guidance for assignment and termination (para 3.3. and 3.5.).

o Adds minimum square feet to house mobilized Soldiers IAW Army Regulation 420-1, Army

Facilities Management, Rapid Action Revision (RAR) (para 3.7.1.).

o Changes Warrior Transition Unit to Soldier Recovery (SR) (para 3-8).

o Clarifies Converting and Diverting SR Unaccompanied Housing (UH) (para 3.8.2.).

o Provides guidance on Service Animals in SR UH or other UH Buildings (para 3.8.3.).

o Clarifies Garrison Commanders authority of Basic Allowance for Housing (para 4.1. and para

4.1.2. and para 4.1.3.).

o Mandates brigade and battalion S-4s notification of change of command/assumption of command dates (para 7.3.).

o Adds guidance on damages to UH Facilities and UH Furnishings (para 8.1. and 8.2.).

o Define commander’s role in health and welfare inspections (para 9.2.).

o Provide guidance for cooking in UH Facilities (para 9.5.1.).

o Define Evacuation Coordinator responsibilities (para 5.5.2.).

o Additional guidance of Alcohol and Tobacco use in UH Facilities (para 10.1. and 10.2.).

o Provides guidance on Privately Owned Weapons and Ammunition in UH Facilities (para 11.).

o Adds management of Initial Military Training (IMT) UH, Post-IMT UH, and Collective

Training UH Facilities (para 12. and 13.).

o Revised ABMP Certification Reports (para 15.1. and 15.2.).

o Updated Appendix A through Appendix D.

EXECUTIVE SUMMARY

1. Introduction

1.1. Why We Do What We Do (Purpose)

1.2. The Army’s Goals for Unaccompanied Housing (UH)

1.3. Who Does What? (Roles and Responsibilities) ...................................... …………………..9

1.3.1. Military Unit’s Roles and Responsibilities…………………………………………..……9

1.3.2. Housing Division’s Roles and Responsibilities……………………….…………….…. 11

1.3.3. Directorate of Public Works (DPW) Roles and Responsibilities……………………….12

1.3.4. Soldiers’ Roles and Responsibilities……………………………………………………13

2. General Property Management Practices and Business Rules………………………………14

2.1. Trying to Stay Together (Unit Integrity)

2.1.1. Military Unit’s Role Regarding Unit Integrity

2.1.2. Housing Office’s Role Regarding Unit Integrity

2.2. A Tool to Make Things Easier- enterprise Military Housing (eMH)

3. Modules/Sleeping Rooms/Spaces Eligibility…..………………………………………………16

3.1. Who Can Live in UH? (Determining Eligibility)

3.1.1. Exceptions (Unaccompanied Personnel with Dependents)

3.1.2. Rank Requirements in the United States (U.S.)

3.1.3. Rank Requirements Outside the U.S..…………………………………………

3.2. Where Do I House Soldiers? (Identifying Adequate Available Space)

3.3. How Do I House Soldiers? (Assigning Modules/Sleeping Rooms/Spaces)

3.3.1. What if the Unit Footprint is full? (Assigning Outside Unit Footprint)

3.4. Accompanying Paperwork (Hand Receipts)

3.5. How do I Clear Soldiers from Modules/Sleeping Rooms/Spaces? (Termination and Final

Clearance)

3.6. Inspections

3.6.1. What System Should I Use for Inspections? (“Green – Amber – Red”)

3.6.2. Assignment Inspection

3.6.3. Termination Inspection

3.6.4. It’s Inspected and Work Needs to be Done…Now What?

3.7. Dealing with Groups (Mass Assignments and Terminations)

3.7.1. Do Minimum Standards Still Apply? (During Deployment Preparations)

3.7.2. Mass Assignments for Redeploying Units

3.7.3. Modules/Sleeping Rooms/Spaces Inspections for Mass Assignments and Terminations . 24

3.7.4. eMH Simplifies Mass Assignments and Terminations

3.8. Assignment to Soldier Recovery (SR) UH

3.8.1. Cleaning & Common Area Maintenance in SR UH………..……...…………………

3.8.2. Converting and Diverting SR UH Spaces….……………………………………………25

3.8.3. Service Animals in SR or Other UH Buildings

4. Certificates of Non-Availability (CNAs)………………………………………………………26

4.1. When can a CNA be issued? (Determining Eligibility for CNAs)

4.1.1. What is a Temporary CNA?

4.1.2. What is a Permanent CNA?

4.1.3. Well…What If…? (Exceptions and Special Cases)

4.2. Does the Occupancy Rate Affect CNAs? (CNAs and Barracks Utilization)

4.3. How Do I Start a CNA? What is the Process?

5. Key Management and Control

5.1. Who Tracks the Keys? (Key Management and Issuing)

5.2. Who Controls the Keys? (Key Control)

5.3. What if a Soldier Gets Locked Out?

6. UH Building Maintenance

6.1. In an Ideal World… (Dedicated Maintenance Teams)

6.2. Grounds Maintenance when Less than 50 Feet from UH

6.3. Common Area Maintenance and Custodial Cleaning/Care in UH……………………… .. 30

6.4. Providing Access When a Soldier Is Not in Their Module/Sleeping Room/Space(Escorts) 31

6.5. Small Housework Tasks? (Self-Help Issue Points (SHIPs))…………………………… ... 31

6.5.1. Who Supplies and Funds SHIPs?

6.5.2. Using SHIP for General Maintenance

6.6. What is Between Occupancy Maintenance (BOM)?

6.7. Minor Maintenance and Repair (Demand Maintenance Orders (DMO))

6.7.1. How Do I Start a DMO?

6.7.2. How do I Know the Status of a DMO? (Tracking DMO)

6.8. More Major Work (Work Orders (WOs))

6.8.1. How do I Start a WO?

6.8.2. What Happens When a WO is Complete?

7. Furnishings Management

7.1. Why One Should Care About Furnishings (Importance of Quality Furnishings)

7.2. What’s Furnishings Management? (UH Furnishings Management Functions)

7.3. Documenting Furnishings (Hand Receipts, Issuing, & Turn-In)

7.4. What if my Furniture needs to be repaired or replaced? (Replacement Requests)

8. Property Loss and Damages

8.1. There’s Damage to the Facility or Furnishings – How and Where do I Start?

8.2. How Does the Collections Process Work?

9. Other Inspections

9.1. Preventative Maintenance Building Inspections

9.2. Health and Welfare Inspections

9.3. Installation Status Report (ISR) Inspections

9.4. Energy Audits & Conservation

9.5. Fire Prevention & Protection……….……………………..………………………………40

9.5.1. Cooking in UH Buildings...……………………………………………….……

9.5.2. Smoke Detectors & Fire Extinguishers…………………………………….…………

10. Alcohol & Tobacco Use in UH Buildings

10.1. Is Alcohol Allowed in UH Buildings?

10.2. What is the Policy for Tobacco use in UH Buildings?

11. Privately Owned Weapons and Ammunition in UH Buildings...……………………………42

12. Initial Military Training (IMT) and Post-IMT UH……………………………….…………43

12.1. What is “IMT and Post-IMT UH”?

12.2. Who Does What in IMT and Post-IMT UH? (Roles and Responsibilities)

13. Collective Training (CT) UH

13.1. What is “CT UH”?

13.2. Who Does What in CT UH? (Roles and Responsibilities)

13.3. United States Army Reserve (USAR) and Army National Guard (ARNG) Sites

14. Senior Leader Modules/Sleeping Rooms/Spaces

15. Army Barracks Management Program (ABMP) Reporting…………………………………45

15.1. ABMP Certification Reports…………………………………..……….……………..…45

15.2. ABMP Quarterly Reports………………………………...………………………………46

16. SUMMARY........………………………………………………………………………………53

Appendix A - Acronyms....….......…………………………………………………………………55

Appendix B - Definitions.…………………………………………………………………………59

Appendix C - References.………………………………………………………………………….64

Appendix D - Sample Forms………………………………………………………………………66

EXECUTIVE SUMMARY.

Army Commanders and stakeholders collaborated in developing a better way of managing

Unaccompanied Housing (UH) to support the needs of unaccompanied Soldiers. The Army

Barracks Management Program (ABMP) builds upon lessons learned from past UH management programs, provides a uniform management standard, optimizes available resources, and focuses on the needs of the Army and its Soldiers now and in the future.

The ABMP represents the next stage in the evolution of the Army’s UH management. It supports the Army of the future by forming adaptive partnerships between garrison staff and military unit leaders. It capitalizes on the increased presence of military leaders at installations by emphasizing the unit’s responsibility for the day-to-day management of permanent party barracks to enable leaders to effectively monitor the morale, health, welfare, and discipline of their Soldiers.

This handbook serves as a tool in defining each stakeholder’s roles and responsibilities pertaining to UH management at U.S. Army installations worldwide.

1. Introduction.

1.1. Why We Do What We Do (Purpose).

A Soldier’s living environment is an important factor to preserving and enhancing the All-

Volunteer Force. Government owned UH is the home for the Army’s unaccompanied Soldiers;

quality facilities and services are essential elements to single and unaccompanied Soldiers.

The ABMP standardizes UH management Army-wide, optimizes available resources, continues the targeted investments of the barracks modernization program, and ensures the Army maintains its commitment to unaccompanied Soldiers. Essentially, military units will be the face of

UH management, while garrison staff will serve as enablers, retaining quality oversight and providing support to Soldiers and units.

This ABMP Handbook is designed to serve as a reference tool and assist military personnel who are, or will be, performing the property management functions for UH. A secondary goal of the handbook is to provide all stakeholders a road map that will endure beyond a n individual’s tenure in managing, overseeing, or supporting barracks programs. Stakeholders include the

Senior Commanders (SC), Senior Command Sergeants Major (CSM), Garrison Commander

(GC), Garrison CSM, Brigade and Battalion Commanders, Brigade and Battalion CSM, Brigade and Battalion S4’s, Company Commanders, First Sergeants, Better Opportunities for Single

Soldiers (BOSS), Army Community Service (ACS), Directorate of Public Works (DPW), Garrison

Housing Office, Transportation Office, Contracting Office, Defense Military Pay Office

(DMPO), Financial Management Support Center, Military Personnel Office, Family Readiness

Group, and any other organization that has an interest in unaccompanied Soldiers and facilities. The unwavering support and commitment of all stakeholders are critical to successfully delivering housing services and safeguarding the Army’s investment in a holistic management program.

This document does not replace statutes or regulations pertaining to barracks, Army standards, entitlements, or other policies. In the event the handbook contains information that conflicts with regulations or statutes, the regulations and statutes take precedence. For the purposes of this handbook, the term “UH” refers to Permanent Party, Initial Military Training (IMT), Post-IMT

(i.e., Basic Combat and Advanced Skill Training) and Collective Training (i.e., Annual and

Mobilization) Barracks that are intended as residences for Soldiers who would be entitled to a housing allowance at the “without dependent rate” (bona fide single Soldiers). This handbook does not apply to UH buildings for senior enlisted or officers, which are managed exclusively by the garrison housing division.

The information in this handbook upholds the basic standards for barracks as detailed in Army

Regulation (AR) 420-1, Facilities Management, Rapid Action Review (RAR), dated 24 August

2012, Chapter 3 (Housing Management), which serves as the primary reference material for matters pertaining to the management and operations of all forms of UH world-wide. Army

Regulation 420-1 applies to all types of Army UH facilities and property management processes and procedures, whether the UH is Active Component (AC), United States Army Reserve (USAR), or Army National Guard (ARNG).

1.2. The Army’s Goals for Unaccompanied Housing (UH).

The overarching UH goal--to provide a quality living environment is the basis for what UH services should accomplish.

• Improving and maintaining the Quality of Life (QOL) and well-being of Soldiers in UH

• Improving the overall utilization and efficiency of the Army’s UH

• Managing Certificate of Non-Availabilities (CNAs) and reducing payments of housing allowance at the without dependent rate

• Managing vacant UH space during deployments

• Managing Between Occupancy Maintenance (BOM) and other maintenance for the UH

• Reducing damage to real property and furnishings by holding individuals financially accountable

• Extending the life of furnishings and facilities through prudent, diligent management and oversight

• Sustaining UH operations, including conserving energy

• Managing an UH inventory to at least 90% Quality Rating Q1/Q2

1.3. Who Does What? (Roles and Responsibilities).

Although there are multiple stakeholders when it comes to UH, there are four primary entities responsible for managing an installation’s UH program: the military unit, the Garrison Housing

Office, the DPW, and the residing Soldier. The following section will outline the roles and responsibilities that are discussed in more depth throughout the body of this handbook. Meetings should be organized and facilitated by the garrison staff, on behalf of the Division and

Garrison CSM, with brigade/battalion leadership, should be held, at a minimum, quarterly, and be used to identify problems and develop sustainable solutions.

1.3.1. Military Unit’s Roles and Responsibilities.

Military units will execute day-to-day operations of UH, with technical assistance from

Garrison Housing Managers. The Chain of Command must take an active role in knowing how

Soldiers live and be responsible for their well-being. Leaders are responsible for ensuring good order and discipline at all times in UH buildings. The Chain of Command has the authority and responsibility to conduct routine inspections to ensure that conditions in UH provide the best

QOL for all residents. The unit’s primary responsibilities in UH include:

Division/Brigade/Battalion CSM:

Routinely review enterprise Military Housing (eMH) Utilization Occupancy Report (UOR)

Enforce building management procedures

Conduct routine walkthrough of barracks

Enforce grounds maintenance standards

Lead and participate in quarterly stakeholder meetings

Enforce Soldier accountability for losses and damages to UH buildings and UH furnishings

Validate requests for CNA

Enforce assignment and termination procedures

Coordinate assignments outside of brigade/battalion footprint

Ensure key control programs are established in brigade/battalion footprint

Ensure Health and Welfare Inspections are conducted

Brigade/Battalion S4/Representative:

Building Management (Inspections/Maintenance & Repair):

• Preventive maintenance building inspections

• Oversee building management procedures

• Ensure UH furnishings hand receipts are established with Furnishings Management

Office (FMO)

Ensure furnishings inventories are conducted annually/or when a change or assumption of command occurs

• Review and track Demand Maintenance or Work Orders

• Process/track collections for damages to barracks buildings, and/or damages or loss of barracks furnishings

• Maintenance Self-Help Program (if established at the installation)

• Ensure grounds maintenance are conducted (less than 50’ from building or extended an additional 10’ to meet hard/gravel pavement/roadway)

• Perform inspections for Installation Status Report-Infrastructure (ISR-I)

• Conduct annual inspections of Barracks Physical Security Plan

• Coordinate renovation and/or repair actions with DPW

Housing Program Management (Administration and Services):

Participate in routine stakeholder meetings with garrison staff

Oversee and monitor room assignment and termination procedures

Report and validate requirements for assigning barracks rooms outside footprint to

Brigade/Battalion CSMs

Validate the UOR in eMH

Ensure sufficient number of eMH trained managers in subordinate units or equivalent

Maintain control of key card systems

Inspect unit or equivalent key control program

Establish lockout procedures

Unit or Equivalent/Directorate:

Utilize eMH for Barracks Management

Initiate CNA Requests

• Assigning and Terminating Modules/Sleeping Rooms/Spaces, including Move-in/

Move-out Inspections in eMH

• Initiate/validate collections for damages to UH buildings and/or damages or loss of UH furnishings

• Submit furnishing replacement requests

• Sign for UH building(s) and UH furnishings hand receipt with DPW/FMO

• Issue room furnishings hand receipt (at the user level)

• Conduct annual property and equipment inventory

• Manage moving and handling of one-for-one barracks furnishings replacement

• Maintain key control and manage building/room lockouts

• Provide monthly utilization report to the brigade/battalion S4/representative

• Furnishings one-for-one replacement moving and handling

• Coordinate room assignment outside of unit footprint

• Ensure common area custodial responsibilities are coordinated, conducted, and submit

Demand Maintenance Orders (DMOs)

• Conduct Health and Welfare Room Inspections

• Ensure sufficient number of eMH trained managers and accounts are managed in eMH

• Designate Self Help Personnel (if established at the installation level)

• Participate in Quarterly Stakeholder Meetings

1.3.2. Housing Division’s Roles and Responsibilities.

The Garrison Housing Manager serves as the primary point of contact (POC) and subject matter expert (SME) for UH. Trained and proficient in UH operations, management, budget development and execution, contract and database management, training, and regulatory guidance, the Housing Manager’s expertise is critical in supporting the garrison DPW, Directorate of Plans, Training, Mobilization, and Security (DPTMS), and military unit stakeholders. The Housing Division’s primary responsibilities for UH include:

Housing Program Administration:

• Ensuring compliance with housing policy (Permanent Party, IMT, Post-IMT, and

Collective Training)

• Processing and managing CNAs

• Continuing to reduce excess payments of Basic Allowance for Housing (BAH)/Overseas

Housing Allowances (OHA)

• Managing Exception-to-Policy (ETP) for unaccompanied personnel with dependents to reside in UH

• Processing requests for Temporary Lodging Allowance (TLA) for Outside the Continental

United States (OCONUS)

• Training units on UH program, policies, and eMH database system

• Analyzing and validating Barracks Quarterly Reporting (BQR) at eMH-deployed installations

• Providing comments and validating the Installation Status Report–Services (ISR-S) evaluation

• Organizing the quarterly partnering sessions on behalf of the Garrison CSM with military leadership

• Providing a Contracting Officer/Quality Assurance Representative for furnishings, appliances, and drayage

• Conducting furnishings management–requisition, issue, turn-in, repair, disposal, warehousing, and accountability of UH furnishings

• Conducting 100% annual inventory of UH furnishings (warehouse, hand receipts)

• Preparing Whole Barracks Replacement furnishings packages

• Replacing furnishings

• Budgeting for furnishings and future programs

• Assisting in consolidating UHs when units deploy

Property Management:

• Providing UH management for Senior Noncommissioned Officers (NCOs) and Officers

• Serving as liaison with Residential Communities Initiative (RCI) partners for UH requirements

• Monitoring recurring inspections of UH

• Coordinating with unit leaders and stakeholders as units deploy and redeploy

• Assisting units with ISR-I inspections

• Submitting and validating Inventory Change Request and Inventory & Utilization Reports in eMH

Building Management Planning:

• Providing input to the UH Master Plan for incorporation into the Annual and Long-

Range Work Plans

• Monitoring service call records for cost/timely completion

Building Management Administration:

• Analyzing and reviewing diversion/conversion requests

• Reviewing and submitting ABMP Quarterly Reports

Housing Program Management:

• Determining construction and leasing requirements

• Analyzing and reviewing units’ barracks footprints

• Budgeting Sub Activity Group (SAG) 131 (QHFM)

1.3.3. Directorate of Public Works (DPW) Roles and Responsibilities.

The DPW is responsible for the planning, programming, Military Construction (MILCON), sustainment, Maintenance and Repair (M&R), restoration and modernization of UH. Facilities sustainment provides resources for M&R activities necessary to keep a typical inventory of facilities in good working order over its expected service life according to the Unified Facilities

Criteria (UFC) 3-701-01. This includes regularly scheduled adjustments and inspections, preventive maintenance tasks, and emergency response and service calls for minor repairs. It also includes major repairs or replacement of facility components that are expected to occur periodically throughout the facility life cycle. This work includes regular roof replacement;

refinishing wall surfaces; repairing and replacing electrical, plumbing, heating, and cooling systems; replacing tile and carpets; and similar types of work. It does not include repairing or replacing non-attached equipment or furniture or building components that typically last more than 50 years (such as foundations and structural members). Between Occupancy Maintenance is included in the DPW’s responsibilities, funded through the Sustainment, Restoration, and

Modernization (SRM) funding allocation. The DPW’s primary responsibilities in UH include:

Building Management Planning:

• Preparing annual & long-range work plans

• Preparing barracks major project management (DA Form 4283 and DD Form 1391) and

MILCON projects

• Planning and programming for UH buildings that requires revitalization IAW the Army’s

Barracks Master Plan

• Providing training or conduct ISR-I Inspections (as needed)

• Providing input to SAG 132 Budget

Building Management Administration (separate from Housing Division Administration):

• Providing inspections oversight

• Issuing IMT, Post-IMT and Collective Training UH building hand receipts with

DPTMS or designated garrison agency

• Facilitating leasing execution with Headquarters, U.S. Army Corps of Engineers (HQ

USACE)

• Processing facility diversion/conversion

• Processing collections for UH building damages

• Managing re-key or master door key replacement

• Executing Energy Audits

• Implementing and enforcing energy and water conservation efforts

• Consolidating UHs when units deploy

Building Management Inspections/M&R:

• Executing DMO’s

• Executing and/or overseeing projects

• Funding supplies for maintenance SHIPs

• Coordinating renovation and/or repair actions with brigade/battalion S4 or representative

Property Management:

• Providing common area custodial support of Soldier Recovery (SR) barracks

• Conducting grounds maintenance (more than 50’ from UH buildings)

1.3.4. Soldiers’ Roles and Responsibilities.

Soldiers are responsible for assisting and supporting the military unit in executing the custodial tasks associated with the unit’s footprint. Soldiers are responsible for the housekeeping and maintenance of their module/sleeping room/space. Housekeeping includes the general cleaning and up-keep of the barracks room, protecting the Army’s facilities investment by ensuring maintenance deficiencies are identified and reported, and promptly reporting incidents of vandalism and neglect of facilities, furnishings and equipment to the Chain of Command.

Soldiers will take an active role in promoting energy conservation within their assigned module/sleeping room/space by turning off all lights and electronics in their room when not in use or occupied. The resident Soldier’s primary responsibilities in the UH with leadership engagement include:

• Following established rules of conduct and joint occupancy of living in module/sleeping room/space

• Regularly cleaning the latrine (including shower/tub, commode, sink, floors, windows)

• Regularly cleaning the kitchenette and all appliances (inside and out)

• Keeping the kitchenette free of debris and/or trash

• Regularly cleaning the floors

• Regularly maintaining a clean and organized living space

• Reporting any required DMOs to the Unit Property Manager or the Soldier’s first line supervisor

• Following all garrison energy, water, and waste (including recycling) policies

• Regularly inspecting the walls and ceiling to identify mold buildup; report mold growth to

DPW

Ensure Heating, Venting, and Air Conditioning (HVAC) vents are regularly cleaned and free of debris (if safely accessible)

Coordinate with first line supervisor or facility manager to conduct joint assignment and termination room inspection

Keeping common areas free of debris and/or trash

2. General Property Management Practices and Business Rules.

2.1. Trying to Stay Together (Unit Integrity).

Unit integrity is important to ensure good order, discipline, and health and welfare of the Solder.

Room assignments will be managed at the company/battery/detachment level, whenever possible, or at the next higher echelon with available space.

Units must avoid swapping rooms and arbitrarily moving Soldier's to maintain unit integrity as this affects a Soldier’s QOL, causes unnecessary wear and tear on UH buildings, increases management workload, and potentially impacts utilization reporting. Soldiers cannot be required to pay for moves that are identified as “for the convenience of the Government,” which would include costs such as:

• Cost to relocate/reconnect cable television, internet, and telephone

• Unplanned BOM, as determined by the DPW, to prepare the room for the new occupant

• Movement of personal household goods

However, if it is prudent for a unit to reassign a Soldier to a different UH building or module/sleeping room/space for the purpose of maintaining unit integrity, the military unit will be responsible for the associated moving costs. If the garrison is requesting the Soldier to move, the garrison is responsible for covering the expenses associated with the Soldier’s move.

The DPW Real Property office will coordinate with military units, the Garrison Commander, and the Senior Commander when reallocating brigade footprints, barracks buildings, floors, or modules as required, and will ensure fair, efficient, and effective utilization of UH on the installation and within brigade areas.

In conclusion, although maintaining unit integrity is important, it should not be an impediment to achieving the overarching Army goal of maintaining 95% barracks utilization at every garrison.

2.1.1. Military Unit’s Role Regarding Unit Integrity.

It is the responsibility of the military unit to maintain unit integrity via assignments and terminations of barracks rooms. In addition to what is mentioned above, the unit may also need to look for modules/sleeping rooms/spaces outside their UH footprint. If a unit’s footprint is nearing capacity, it is the responsibility of the unit commander to coordinate with their higher military echelon prior to seeking available UH assets from the Garrison Housing Office.

2.1.2. Housing Office’s Role Regarding Unit Integrity.

It is the responsibility of the Housing Office to assist the military units in their management and utilization of UH. The Housing Office must regularly review units’ footprints in order to maximize UH utilization and minimize negative impact to Soldiers and units.

2.2. A Tool to Make Things Easier-enterprise Military Housing (eMH).

The eMH is the Army’s single information management system for day-to-day management, asset management, and associated metrics reports and dashboards. Military units responsible for UH management shall use all applicable eMH modules. All other forms of property management software are prohibited. The Garrison Housing Office is the POC for eMH training and implementation. After deployment of eMH, the eMH 24-hour help desk (1-800-877-8503 or emhsupport@aemcorp.com), in addition to the Garrison Housing Office, can answer questions or provide further assistance.

The eMH system contains personally identifiable information (PII), and connects to the Defense

Enrollment Eligibility Reporting System (DEERS), which also contains PII. Therefore, unit personnel designated by the unit leader (and approved by the Garrison Housing Manager) to access and use the eMH system must be responsible and trustworthy, and have completed the

Information Security Awareness Training and PII Training and the eMH designated training clips based on permission level. All approved eMH users must have a Department of Defense (DoD)

Common Access Card (CAC); the eMH system can only be accessed through a DoD computer.

The eMH Furnishing module is designed for bar-coding individual items. All UH furnishings and appliances will be individually bar-coded (serialized), which will provide the Army the information and control functions needed for furnishings accountability. It will also provide the details necessary to program for additional, replacement, and future furnishings requirements;

and to cross-level inventories and collect for missing or damaged items. The Garrison Housing

Office will develop procedures for processing the bar-coding of furnishings as a special printer and barcode scanner are required.

The Garrison Housing Office staff is the Subject Matter Expert (SME) and proponent for training personnel to use the eMH system. The eMH training clips, available on the eMH website, are also an excellent resource to allow users to quickly learn the functions, operations, and reporting tools eMH offers. The online training clips are only available to those with access to eMH. In some cases, on-site training classes may be available from the eMH support team. The Garrison Housing Office will determine the need for and frequency of training.

mailto:emhsupport@aemcorp.com

3. Modules/Sleeping Rooms/Spaces Eligibility.

3.1. Who Can Live in UH? (Determining Eligibility).

Permanent Party UH is intended for Soldiers either (a) without dependents, (b) with dependents, but without custody, or (c) with dependents but on an unaccompanied tour. Unaccompanied

Soldiers married to another Service member on separate tours will be assigned to housing on the same basis as unmarried personnel. Unaccompanied Soldiers in pay grade E-5 or below if stationed in the U.S. and in pay grade E-6 or below if stationed Outside of the U.S will reside in permanent party UH. In certain locations, Outside the U.S., the requirement to live in UH may be higher than E-6.

An application for housing will be used during in-processing at the unit. Generally, methods to verify a Soldier’s information for eligibility include:

Reviewing the Soldier’s orders to determine the type of tour and family status

Reviewing the Unit Commander’s Finance Report (UCFR) which may be obtained through the installation budget office

Requesting a copy of the Soldier’s latest Leave and Earnings Statement (LES)

Requesting a letter from finance confirming the Soldier’s status

At installations where eMH has been deployed, a Soldier’s housing application is completed by a trained Unit Representative (UR). The type of information requested is similar to that of the DD

Form 1746, Application for Assignment to Housing, located in Appendix D. An example of an unofficial housing application, which should incorporate an appropriate Privacy Act Statement, is also located in Appendix D – Sample Forms.

3.1.1. Exceptions (Unaccompanied Personnel with Dependents).

Generally, unaccompanied personnel eligible for, or receiving, BAH at the “with dependents” rate require an approved ETP by the Garrison Commander, to reside in permanent party UH. If approved, such Soldiers are housed on a “space available” basis and minimum adequacy standards do not apply. Also, such Soldiers will not be assigned a room which results in a single Soldier having less than the minimum authorized space, refer to AR 420-1 Table 3-7, or in a CNA being issued to a single Soldier who would otherwise be required to reside in UH. These exceptions do not apply to Soldiers with dependents who are identified as Key and Essential (K&E) personnel as designated by the GC in coordination with the SC. Soldier’s identified as K&E must request an

ETP to reside in UH. If there are questions about housing unaccompanied personnel with dependents, contact the garrison housing staff. The provisions of the Department of Defense

Financial Management Regulation (FMR) must be met in order to prevent Soldiers from losing their housing allowances.

A CNA is not required to reside off-post (expect where mandatory housing policy is enforced) when Service members enrolled in the Married Army Couples Program are assigned to the same installation within 120 days of each other in order to establish a common household or joint domicile. To initiate the housing allowance at the without dependent rate, each Service member must provide completed forms that are identified below, signed by the Soldier’s commander, and processed in accordance with installation policy:

• DA Form 5960, Request for Authorization to Start, Stop, or Change BAH (or Overseas

Housing Allowance (OHA) for assignments Outside the U.S.)

• A copy of the marriage license

• A copy of each Service member’s orders

Soldiers are required to submit the proper documentation (DA Form 5960, marriage/birth certificates, and divorce decree) to their supporting finance office or DMPO to determine

Soldier’s eligibility to receive a housing allowance.

3.1.2. Rank Requirements in the United States (U.S.).

When assigned to a duty station in the U.S., bona fide single Soldiers in the ranks of private (E-1) through sergeant (E-5) are required to live in the barracks. A bona fide single Soldier is a

Soldier who would be entitled to a housing allowance at the without dependent rate. To confirm this, the UR will review the Soldier’s LES or the UCFR or confirm that the Garrison Housing

Office has a letter from finance confirming their bona fide single status.

The flow chart below outlines the processes in determining the appropriate steps to assign

Soldiers to modules/sleeping rooms/spaces when in the U.S.

*Or first Colonel (O-6) in Soldier’s chain of command if brigade is not co-located.

3.1.3. Rank Requirements Outside the U.S.

When assigned to a duty station Outside of the U.S., Soldiers in the ranks of private (E-1) through staff sergeant (E-6) who are single or unaccompanied by dependents and serving a Dependent

Restricted tour (Families are not authorized to accompany the Soldier), or All Others Tour, are required to live in UH.

Another category is the “Non-Command Sponsored,” where Soldiers have their Families live off-post and collect OHA; this category is not required to reside in UH (except in Korea). For Soldiers stationed in Korea, all unaccompanied Soldiers, regardless of rank, are required to reside in UH.

Soldiers with dependents who are serving a Dependent Restricted or All Others Tour, will not forfeit their housing allowance when assigned to UH at the new duty station. In other words, Soldiers serving this type of tour will keep their housing allowance at the with dependent rate while occupying their assigned UH while serving their tour because the housing allowance is for their dependents.

The flow chart below outlines the processes in determining the appropriate steps to assign

Soldiers to modules/sleeping rooms/spaces when Outside the U.S.

*Or first Colonel (O-6) in Soldier’s chain of command if brigade is not co-located.

3.2. Where Do I House Soldiers? (Identifying Adequate Available Space).

It is the unit’s responsibility to identify available barracks space. While assigning Soldiers within a company or battalion footprint is preferable, the brigade-level unit footprint is acceptable.

Unaccompanied Housing adequacy criteria in AR 420-1 prescribes the size and privacy standards for assigning modules/sleeping rooms/spaces to Soldiers, and requires decent, safe, sanitary, and habitable accommodations in good repair. These standards apply worldwide.

3.3. How Do I House Soldiers? (Assigning Modules/Sleeping Rooms/Spaces).

A general step-by-step guide assigning a Soldier to modules/sleeping rooms/spaces includes:

• Identifying available space

• Entering the Soldier’s information into the eMH database within 24 hours of the assignment to modules/sleeping rooms/space or no later than three (3) business days of the check-in date

• Ensuring Soldiers are assigned modules/sleeping rooms/spaces facilities associated with the

Soldier’s gender marker recorded in DEERS

• Generating an “Assignment to Modules/Sleeping Rooms/Spaces Letter”

• Scheduling a joint move-in inspection in eMH. Generally, the inspection should be conducted by the supply sergeant and/or squad leader or others authorized by unit commander to perform this function. The inspector and the Soldier will jointly review the condition of the modules/sleeping rooms/spaces and furnishings and validate the inventory count with the hand receipt using an “Inspection Report” (recommend to be completed with three (3) business days of room assignment)

• Obtaining Soldier’s signature on the hand receipt for the furnishings

• Obtaining Soldier’s signature on the condition report acknowledging the condition of the modules/sleeping rooms/spaces as acceptable and noting existing damages

• Obtaining Soldier’s signature on the liability statement acknowledging their responsibility for loss and damages

Note: The Department of Defense Identification (DoDI) number is a required field when adding a new person record into eMH. Users are highly discouraged to enter a fictitious DoDI number as they are associated with various financial records (e.g., Certificate of Non-Availability, Statement of Charges) and may cause a delay of payment/deduction to the Soldiers pay record.

Provide the Soldier a package containing relevant documents, some of which require written acknowledgement of receipt. The packet will include at a minimum:

• Assignment to modules/sleeping rooms/spaces letter

• Barracks rules/regulations

• New Soldier’s briefing form

• Copy of signed furnishings inventory hand receipt (recommend to add key to inventory list)

• Room condition report

• Liability Statement (Liability for Damage to Assigned Housing)

• Inventory Hand Receipt

The following samples can be located in Appendix D – Sample Forms at the corresponding pages:

• Soldier in-brief

• Check-In Form (eMH-generated form)

• Two sample Assignment to Modules/Sleeping Rooms/Spaces Letters; one is generated electronically via eMH and the other would be completed manually (in case eMH system is unavailable)

3.3.1. What if the Unit Footprint is full? (Assigning Outside Unit Footprint).

If space is not available within the brigade/battalion footprint, military units will coordinate with other units to locate modules/sleeping rooms/spaces for the Soldier’s in question. Assignment to modules/sleeping rooms/spaces outside a Soldier’s unit footprint does not justify requesting a

CNA. Section 4.1 outlines eligibility criteria for CNAs.

3.4. Accompanying Paperwork (Hand Receipts).

The Furnishings Inventory Form (the hand receipt) is completed at the time of module/sleeping room/space assignment and inspection. The eMH inventory report lists the nomenclature, stock number, quantities, condition, and replacement of each item for which the Soldier bears financial responsibility. This informs the Soldier of the costs of their furnishings and their potential liability up-front.

3.5. How do I Clear Soldiers from Modules/Sleeping Rooms/Spaces? (Termination and Final

Clearance).

Unit level or equivalent leadership must ensure modules/sleeping rooms/spaces are properly cleared in their unit foot print. Terminating modules/sleeping rooms/spaces includes: inspection scheduling, cleaning and maintenance inspection protocols, assessing for damages, document control, and coordination for financial transactions to be processed with the local finance office.

Soldiers are responsible for cleaning their own modules/sleeping rooms/spaces and will leave their modules/sleeping rooms/spaces in a condition suitable for immediate reassignment to the next resident. Exceptions exist for personnel assigned to a Soldier Recovery (SR). Basic procedures for modules/sleeping rooms/spaces termination are as follows:

• Schedule a joint move-out inspection in eMH by using the scheduler component in the

Unaccompanied Housing Module (UHM).

• Provide the Soldier copies of the Room Clearing Checklist and Room Cleaning

Standards, which guide the termination inspection in advance to enable the Soldier to understand the criteria for the inspection and increase the chances of passing the first time.

• Execute the inspection. Generally, the inspection should be conducted by the supply sergeant and/or squad leader, or others authorized by unit commander to perform this function. The inspector and the Soldier will jointly inspect the condition, of the modules/sleeping rooms/spaces, and furnishings inventory and condition using an

“Inspection Report”, and comparing the current condition and inventory to the baseline assessment identified on the Inspection Report used at move-in. If the modules/sleeping rooms/spaces do not meet the clearing standards, the Soldier must reschedule the inspection to ensure sufficient time to correct deficiencies.

• Obtain Soldier’s signature for the furnishings in their room via hand receipt and condition report at the time of termination inspection and retrieve keys.

• Enter the Soldier’s information in eMH and generate a Modules/Sleeping Rooms/Spaces

Termination Form.

• Initiate collections process if there are charges for damages or losses to the facility or furnishings.

• Provide the Soldier with a copy of the barracks clearance form and Modules/Sleeping

Rooms/Spaces Termination Letter, which will allow the Soldier to proceed to DMPO to determine housing allowance entitlements.

• Termination date must be entered into eMH on the day the Soldier has cleared modules/sleeping rooms/spaces; data may be corrected in eMH up to three (3) business days from the check-out date.

Soldiers will be given a package containing relevant documents; some of which require written acknowledgement of receipt. The packet will include at a minimum:

• Modules/Sleeping Rooms/Spaces Termination Letter

• Copy of signed furnishings inventory hand receipt

• Copy of room condition report

• Financial collection form, if applicable

A sample of a Modules/Sleeping Rooms/Spaces Termination Form, if completed manually, is located in Appendix D. The sample Termination Letter and Check-Out Form in Appendix D are both generated electronically with eMH.

3.6. Inspections.

All Inspections, t o i n c lu d e assignment and termination of Soldiers modules/sleeping rooms/spaces, will be scheduled through eMH by using the scheduler component in the UHM.

The inspector is responsible for assessing the condition of all components of the modules/sleeping rooms/spaces and furnishings.

3.6.1. What System Should I Use for Inspections? (“Green – Amber – Red”).

In order to standardize inspections and simplify reporting and tracking, unit and garrison staff should use the familiar “Green – Amber – Red” system to define conditions, as used in eMH. Room

Condition Rating Guidelines help bring uniformity and remove ambiguity from modules/sleeping rooms/spaces inspections, making inspections quick and fair. The relationships between the color and condition are:

Outstanding

(Green)

Satisfactory

(Amber)

Unsatisfactory

(Red)

The inspector will assess all components of the room and the condition of each area, and assign the room a rating. At the end of the inspection, an overall rating will be given to the room based on the collective conditions.

There are sample Room Condition Rating Guidelines, room inspection forms, and two

Termination of Modules/Sleeping Rooms/Spaces Checklists in Appendix D, to be filled out manually. All samples can be altered to meet the needs and reporting requirements established by unit leaders.

3.6.2. Assignment Inspection.

At the scheduled move-in inspection, the Soldier and the inspector will check the general condition of each item, using the “Green – Amber – Red” system discussed in the previous section.

This ensures new occupants are not held responsible for pre-existing conditions.

The inspector will specify defects or shortcomings, identify if an item needs repair or replacement, and provide a description of the maintenance required in the “Description of

Maintenance Condition” column. The inspector and resident will sign the joint inspection report;

inspector will maintain original on file and provide a copy to the Soldier. The sample inspection reports in Appendix D can be modified to meet the unit’s needs. Units are responsible for submitting and tracking DMO requests generated from these joint inspections.

The Furnishings Inventory Form lists the nomenclature, stock number, quantities, condition, and replacement cost for each item for which the Soldier bears financial responsibility.

The inventory list must match the items identified in eMH. The eMH hand receipt is a part of the

Check-In/Check-Out Form in Appendix D.

3.6.3. Termination Inspection.

When performing the termination inspection, the inspector will use the standard check-in inspection form to determine if damages exist or furnishings are missing. The inspector must have the

Soldier’s UH file that contains copies of the documents generated during the assignment process and any additional documentation generated during the Soldier’s occupancy. These documents will be compared to the condition and inventory during the checkout. The hand receipt with issues and turn-ins will be used to compare the quantities, types, and condition of all items the Soldier signed for to determine if any damages or missing inventory. The room will have all personal items removed, cleaned, and ready for the next occupant.

3.6.4. It’s Inspected and Work Needs to be Done…Now What?

The unit will contact the DPW to submit DMO’s to address maintenance issues identified during the inspection. The DPW will determine if BOM is required to address multiple DMOs for the same modules/sleeping rooms/spaces. Based on the work needed and the time it will take for the DPW to respond, the unit will update the room’s status in eMH. If modules/sleeping rooms/spaces require work that will take more than ten (10) business days, the status of the modules/sleeping rooms/spaces should be “unavailable” (or another comparable term as identified in eMH).

3.7. Dealing with Groups (Mass Assignments and Terminations).

Not all of the processes used for assigning or terminating individual Soldiers can be used when a unit or multiple units are preparing for deployment or redeployment. With the increased volume of arriving or departing Soldiers, some steps can be taken to spread the workload out.

3.7.1. Do Minimum Standards Still Apply? (During Deployment Preparations).

Army Regulation 420-1 authorizes commanders to reduce space allocation standards in preparation for deployment or redeployment. Use minimum adequacy standards, particularly for

UH bed space, sparingly but as necessary. For mission necessity, commanders may reduce the 72 square feet/6.7 square meters’ standard to 54 square feet/5.0 square meters to meet mission requirements. This maybe further reduced to 40 square feet (3.7. square meters) with the approval of the senior medical officer. Units must coordinate with garrison housing division staff in developing plans for deployment and redeployment of Soldiers to ensure a smooth transition, adherence to Army policy, and property accountability.

If deploying Soldiers are to secure their personal household goods in their modules/sleeping rooms/spaces for the duration of their deployment, coordination with the Transportation Office and termination procedures will not be conducted. Units will develop proper accountability and security measures to safeguard Soldiers’ personal belongings in their modules/sleeping rooms/spaces, and furnishings.

3.7.2. Mass Assignments for Redeploying Units.

Generally 120 days prior to redeployment, the forward deployed unit should provide the rear detachment commander with a prioritized list of Soldiers who will be moving into the barracks upon their return. This will allow the rear detachment sufficient time to pre-assign Soldiers to modules/sleeping rooms/spaces based on established priorities and availability of rooms.