OSOP_Command Supply Discipline w_Checklist-Draft2.pdf

Department of Defense HUMINT Training – Joint Center of Excellence 821 Irwin Street, Matlack Hall Fort Huachuca, AZ 85613

ORGANIZATIONAL STANDARD OPERATING PROCEDURES

COMMAND SUPPLY DISCIPLINE PROGRAM (CSDP)

Summary. This Organizational Standard Operating Procedure (OSOP) implements the HUMINIT Training – Joint Center of Excellence (HT-JCOE) approved CSDP administrative processes and procedures for compliance.

Applicability. This OSOP is applicable to all DoD Civilians and military personnel of HT-JCOE. All HT-JCOE personnel are held accountable to and are expected to adhere to the procedures set forth in this OSOP.

Proponent: HT-JCOE, J4

DSN: 821-4047, COMM: (520) 533-4047

HT-JCOE COMMAND SUPPLY DISCIPLINE (CSDP) OSOP

1. Purpose. To ensure the HT-JCOE J4 Logistics Team establishes a comprehensive Command Supply Discipline Program. This program is to establish standardized supply discipline and supply economy procedures for all primary hand receipt holders (PHRHs), sub-hand receipt holders, and users. It is also implemented to provide all personnel assigned and attached to the Center with the logistical knowledge necessary to account for, use, and safeguard Army supplies and equipment at all levels.

SUPERVISORY PERSONNEL: Individuals in a position of responsibility whose duty involves supply operations. This applies to military and federal civilian personnel.

Examples are PHRHs, sub-hand receipt holders and users.

SUPPLY ECONONY: The conservation of material by every individual handling/requesting DoD supplies and equipment to ensure that only proper items in the proper quantities are on hand/purchased to accomplish mission tasks.

SUPPLY DISCIPLINE: The compliance with established Department of the Army regulations to effectively administer supply economy. Supply discipline applies to all functions and levels of supply and to the effective use of supply funds. Reference: AR 710-2, Appendix B & AR 735-5, Chapter 11

2. References:

a. AR 710-2, Supply Policy Below the National Level, 28 March 2008.

b. AR 735-5, Property Accountability Procedures, 10 May 2013.

c. DA PAM 710-2-1, Using Supply System, 31 December 1997.

3. General To provide regulatory guidance to all HT-JCOE supervisors, leaders, and associated personnel on the proper implementation of the HT-JCOE supply discipline program and procedures.

Chapter 1

GENERAL INFORMATION

1-1. REFERENCE. See Appendix A

1-2. INTRODUCTION. The Command Supply Discipline Program (CSDP) is designed as a commander’s program. The CSDP is defined as the command management control of supply functions and material in compliance with established supply regulations at all levels. The Commander, supervisors and managers are required to implement the provisions of this regulation in order to standardize supply discipline throughout the HT-JCOE. The CSDP is not intended to be solely an inspection program. It is also intended to present to the command actual supply problems that exist so that the chain of command can initiate prompt corrective action. However, as a mandatory program, CSDP is meant to simplify command, supervisory and managerial responsibilities by consolidating existing requirements. Simplification is accomplished by:

a. Outlining all of the various requirements so that responsible personnel are easily informed.

b. Standardizing evaluation requirements and formalizing follow-up procedures.

1-3. PURPOSE. This OSOP prescribes the policies, procedures and responsibilities regarding the Command Supply Discipline Program. The purpose of the program is to:

a. Establish supply discipline as regulatory guidance.

b. Standardize supply discipline requirements.

c. Compile supply requirements contained in various regulations into a single listing of supply policy requirements.

d. Make the HT-JCOE more efficient with respect to time spent monitoring subordinate actions.

e. Assure command awareness of supply conditions.

f. Provide assistance to the commander/supervisors in the area of supply/logistics.

g. Identify command logistics problems to each commander so that the chain of command can initiate prompt corrective action and eliminate repeat findings of noncompliance with policy.

h. Achieve maximum use of material resources.

i. Determine the adequacy and effectiveness of established command supply discipline.

j. Emphasize correct asset control surveillance procedures to include timely asset reporting.

k. Promote supply efficiency awareness at all levels.

l. Encourage ideas and concepts for improved supply disciplines.

m. Ensure that a CSDP evaluation is conducted for subordinate activities at least once quarterly (J4 Logistics to Course/Staff Section) and annually (USAICoE to HT-JCOE) per AR 710-2, Table B-7. Evaluations will include the J4 Logistics Manager inspecting the J4 Logistics Operations Support Staff Section.

n. Improve overall logistical readiness.

1-4. APPLICABILITY. This regulation applies to all individuals assigned/attached to the HT-JCOE.

1-5. MEANS FOR ENSURING SUPPLY DISCIPLINE. Supply discipline is to be proactive and not reactive to logistics operations. Enforcing discipline and compliance with regulation requires constant command emphasis. To effectively instill and maintain supply discipline, command and first-line leaders must routinely adhere to CSDP policies. Enforcement of supply discipline is accomplished through leadership, command emphasis, training, administrative measures and disciplinary measures.

1-6. DISCIPLINARY MEASURES. Commanders/Leaders must recognize that military discipline goes hand in hand with supply discipline. Commander/Leaders have several tools available for use in conjunction with AR 735-5 procedures. Use of administrative and disciplinary alternatives need not be limited to cases involving the standards prescribed for financial liability. Even when no financial liability is found, the facts may warrant some form of command action. Further, disciplinary measures are appropriate when inadequate supervision is indicated as a contributing factor to a loss.

1-7. EXPLANATION OF TERMS. The command must understand the following terms that are defined in Appendix B to AR 710-2; supervisory personnel supply economy, supply discipline, and CSDP.

1-8. EVALUATION. The CSDP does not require vertical assessments of subordinate organizations' activities. Each command level is required to evaluate the next-lower level of operations. Further evaluations of lower levels are as directed by the course/staff section leadership via quarterly supply inspections conducted by the J4 Section.

Evaluation Requirements by Level. Supervisors (commanders and managers) are expected primarily to use the CSDP to police their own operations. The most effective means of ensuring supply discipline is to have an internal self-administered program that is practiced on a routine basis.

At the completion of an evaluation by a higher authority, the evaluated supervisor determines a suspense date (get-well date) for each finding to establish when the discrepancy will be resolved. The supervisor's chain of command is authorized to grant an extension to the established suspense dates if needed. For the training Branch that extension will be granted by the Chief of Operations, for the Staff Section that extension will be granted by the Chief of Staff.

Chapter 2

RESPONSIBILITIES

2-1. GENERAL. This chapter lists the responsibilities for the HT-JCOE Commander, CSDP Monitor, and Course/Staff Section CSDP Representative.

2-2. HT-JCOE Commander.

a. Implement an aggressive CSDP using existing personnel and resources to avoid duplication or fragmentation of efforts.

b. Provide the necessary emphasis to ensure the success of the CSDP to periodic professional development, and open center discussions/forums.

c. Appoint in writing a CSDP monitor/coordinator to oversee the center program.

The CSDP monitor/coordinator.

d. Recognize both superior and inferior performance regarding supply discipline throughout the organization.

e. Communicate the importance of supply discipline to all subordinate leaders/supervisors.

2-3. Center CSDP Monitor/Coordinator. (J4 Employee) will be responsible for the following:

a. Assisting and advising the command on all CSDP matters.

b. Prescribing general guidance to subordinate activities within the command.

c. Prescribing procedures and responsibilities for CSDP representatives at the course/staff level.

d. Compiling and maintaining schedules of CSDP assistance visits and quarterly course/staff section inspections.

e. Ensuring that current files are maintained in the section of CSDP evaluations, staff assistance visits, or subordinate activities within the center and that these are reviewed prior to performing follow up visits.

f. Identifying supply deficiencies found during inspections and visits (to include local training venues, away trips, and field training exercises).

g. Coordinating with center course/staff leaders to identify supply deficiencies and ensure that supply instructions are incorporated into their functional operation procedures.

h. Advising the command of established supply and related financial regulations and directives.

i. Ensuring that all HT-JCOE stakeholders comply with CSDP regulatory guidance.

j. Ensuring a CSDP Representative is identified at the course/staff section level.

Each senior government representative will be required to work directly with the Center CSDP Monitor/Coordinator for corrective action, as issues arise.

k. Ensuring a CSDP evaluation is conducted for subordinate activities at least once quarterly, annually USAICoE to HT-JCOE per AR 710-2, Table B-7. Evaluations will include the J4 Logistics Manager inspecting the J4 Logistics Operations Support Staff Section.

l. Combining CSDP evaluations, whenever possible, with Command Supply

Assistance Visits, Change of Property Book Officer Inventories, and Command Inspections Program (CIP).

m. Ensure that major problems or policy questions are elevated up the chain of command to the level capable of resolving the problem if issues/concerns surface during a CSDP evaluation.

n. Ensuring that subordinate HT-JCOE entities comply with Army Regulation 710-2, Appendix B, and AR 735-5, Chapter 11.

o. Ensuring that CSDP evaluations performed by the HT-JCOE J4 include in/out briefing with the command or delegate, written trip reports, and replies by endorsement of corrective action taken by inspected activity. The J4 CSDP Monitor will ensure that a copy of the quarterly inspection is posted to the share point page for historical tracking.

p. Ensuring that supply problem trends are identified and that corrective action is accomplished at the lowest level possible.

2-4. Course/Staff CSDP Representatives. CSDP Representatives (primarily Course/Staff Section Hand Receipt Holder or Director/Lead) assist with the establishment and the use of the commander’s CSDP. The CSDP Representative has the following responsibilities:

a. Serves as senior governmental representative accountable for government equipment and/or initiator of supply requests for respective course/staff section.

b. Ensures that subordinate entities follow the command’s guidance for implementing the CSDP.

c. Reviews the results of the CSDP evaluations and conveys to their workforce the supply strengths and weaknesses throughout the course/staff section.

d. Informs the course/staff section lead of the status of supply discipline and of the status of the CSDP

e. Recommends areas that require increased command emphasis i.e. supply a discipline concerns during TDY trips/operating off military installation.

2-5 Poor Stewardship Indicators.

Poor stewardship of resources is identified by the following indicators:

a. Inaccurate property book accounting.

b. Failure to assign responsibility via hand receipts/sub hand receipts.

c. Too many/not enough supplies on hand to perform mission requirements

(course/staff leaders must survey/plan accordingly).

In addition, you may use the regulatory guidance IAW AR 710-2, Appendix B to identify poor stewardship. Extracts of this appendix are provided in Appendix B.

2-6 Corrective actions for poor stewardship could include the following:

a. Establishing and enforcing HT-JCOE J4 standing operating procedures (SOPs) for supply management

b. Conducting command-directed inventories and attending formal and informal training programs, to include Web based training related to supply discipline.

c. Establishing high standards for the unit's supply performance.

NOTE: AR 710-2, Appendix B specifies the frequency with which CSDP evaluations are to be conducted.

CHAPTER 3

J4 Property Book Management Section

3-1. PURPOSE: Property Book Management CSDP accountability guidance.

3-2. RESPONSIBILITIES:

a. Property Book Section:

(1) Verify unit equipment on hand (EOH).

(2) Monitor hand receipt validation, cyclic, sensitive, and change of hand receipt holder inventories and provide customer assistance regarding property transactions relating to these inventory reports.

(3) Perform monthly updates of organization hand receipts using automated PBUSE and provide each hand receipt holder with updated list every 6 months.

(4) Manage excess and shortage items (cross-level) and recommend corrective actions/transactions for all customers and ensure component list are validated at the time of inventory for all items/systems not listed as each (EA) on the property book.

(5) Request all TDA shortages (less stock funded and force modernization items).

(6) Validate all nonexpendable shortage annexes IAW DA PAM 710-2-1, Chapter

6-1.

(7) Provide customer FLIPL document number.

(8) Act as mediator and resolve any property problems HT-JCOE hand receipt holders may present.

(9) Perform liaison visits, conduct Command Group and Command Supply

Discipline Inspections to help HT-JCOE hand receipt holders maintain their property book records (monthly supply records sampling).

(10) Increase HT-JCOE leadership’s knowledge on how to maintain property documents.

(11) Ensure that all property transactions are documented at the time of physical transfer.

b. Hand Receipt Holders:

(1) Perform all required inventories IAW AR 710-2, paragraph 2-12 and DA PAM 710-2-1, Chapter 9-3.

(2) Notify PBM of any property discrepancies (losses, gains, etc.) and coordinate initiation of property adjustment document IAW AR 735-5, DA PAM 710-2-1, or AR 710- 2.

(3) Prepare requisitions for stock funded items based upon priority of need and availability of funds.

(4) Verify that equipment on hand (EOH) matches PBUSE property list and turn in and issue documentation (if you have it or gave, you should have documentation to support).

(5) Review the course/staff section’s hand receipts monthly for accuracy.

(7) Perform lateral transfers and property turn-ins as directed by the PBM (this includes proper preparation of all required documents) IAW Chapter 3, DA PAM 710-2-1 and local SOPs.

(8) Notify PBM of equipment “found on Installation” and excess to mission requirements.

(9) Ensure that the shortage annexes and component hand-receipts are validated IAW DA PAM 710-2-1, Chapter 6-1 and 6-2, respectively.

(10) Initiate FLIPLs, statements of charges, cash collection vouchers and administrative adjustment reports IAW AR 735-5, AR 710-2, DA PAM 710-2-1.

(11) Notify CSDP Manager/Coordinator of all unresolved property book issues.

(12) Sign receipts for property book items purchased by Credit Card Holders during TDYs IAW DA PAM 710-2-1 paragraph 9-2 and ensure PBM receives a copy immediately for posting to the hand receipt.

(13) Ensure that all property transactions are documented at the time of physical

CHAPTER 4

HT-JCOE HQ/ J4 LOGISTICS OFFICE

4-1. GENERAL: This chapter lists the responsibilities at the J4 level. The Commander will designate the senior logistics officer as the CSDP Coordinator and the CSDP Coordinator will appoint a CSDP Review Team. The CSDP Coordinator and CSDP Review Team should be knowledgeable of the supply system and its related procedures. These appointments will be in writing, and copies will be furnished to the all course/staff section leads. As changes to the CSDP Coordinator occur this headquarters will be notified in writing. The appointment as the CSDP Coordinator carries with it the continuing responsibility to assist the commander with establishing and monitoring the CSDP.

4-2. RESPONSIBILITIES. The J4 is the primary staff officer having staff responsibility for internal supply. The J4 section is organized to process supply requests, receive, temporarily store, and issue supplies. The J4 office also assists the commander in maintaining supply accountability by producing sub-hand receipts, processing financial liability investigation of property loss documents, and producing financial reports using the PBUSE system. The HT-JCOE Commander makes supply distribution decisions based on the J4 officer's recommendations. Routine supplies are delivered to the course/staff sections from the J4 under the supervision of course/staff section senior government personnel.

4-3 J4 LOGISTICS OFFICE WILL:

a. Monitor the Command Supply Discipline Program (CSDP) and perform the duties as specified in paragraph 2-3 of this SOP.

b. Ensure that center personnel are made aware of the formal programs with emphasis on adequate controls and compliance with supply and related financial regulations and directives.

c. Ensure that corrective action is taken to correct deficiencies noted in the last evaluation. In the case of repeat findings, (a past discrepancy of noncompliance which has not been corrected) the chain of command will be notified of the problem upon completion of the evaluation in order to initiate immediate corrective action and to re-establish compliance.

d. Review all deficiencies identified by an inspection (CIP or CSDP) and aggressively correct them from recurring.

e. Ensure that Command Supply Discipline Program (CSDP) evaluations of subordinate entities are conducted at least once quarterly using the CSDP checklists at Appendix B. Additionally, the following areas will be evaluated:

(1) Verify that fully capable supply personnel are assigned to and working in the supply positions, this includes contracted personnel.

(2) Conduct spot checks of completed supply transactions for non-expendable items on the course or staff sections’ PBUSE/Property Inventory Listing (PIL) hand receipt records.

(3) Verify that a system has been established to track directed lateral transfer/turn-in actions. Ensure that all directed actions are completed no later than the established suspense date and that copies of completed documents are stamped and filed in each hand receipt holder’s data file.

(4) Ensure that CSDP evaluations, change of Hand Receipt Holder inventories and assistance visits are performed and combined when possible. The HT-JCOE command will be briefed on evaluation/inspection findings at the completion of the CSDP visit. The command, during the briefing, will establish a date for resolution of each discrepancy. Appendix B, Table B-3 identifies the checklists to be used for inspecting HT-JCOE staff elements.

(5) Effective supply support at the property book management level requires timely and accurate processing of supply requests and receipts, accurate accounting records and adequate property controls.

f. Inventory accuracy. This accuracy represents the number of inventoried lines having no overages or shortages compared to the total number of lines inventoried and is expressed as a percentage. Conduct cyclic inventories monthly, quarterly, or semiannually. Inventory 10 percent of property book items as determined by the Installation Property Book Officer.

(1) Ensure that clothing records are maintained per policies and procedures, for permanent employees.

(2) Ensure that inventories are conducted per prescribed regulations.

(3) Recognize both superior and inferior performance regarding supply discipline.

(4) Establish a file for evaluations conducted. As a minimum the last two evaluation reports per course/staff section will be maintained. Evaluation reports will contain the date of the evaluation, course/staff section evaluation; findings and associated suspense dates repeat findings and reply by endorsement, if required.

CHAPTER 5

COURSE/STAFF SECTIONS

SUB HAND RECEIPT HOLDER/LEADERSHIP

5-1. GENERAL. This chapter lists the responsibilities of subordinate activities of this command.

5-2. COURSE/STAFF SECTIONS. Primary Hand Receipt Holders/Leaders ensure the performance measures set in this section are understood, consistently applied, and accurately figured. Course/Staff Section Leaders will provide the personal interest and directions necessary to establish and ensure the success of their CSDP by accomplishing the following:

a. Ensure compliance with AR 710-2, Appendix B; AR 735-5, Chapter 11; and AR 700-84.

b. Establish formal training programs with emphasis on adequate controls and compliance with supply and financial regulations and directives to their workforce, should request a training session from the J4 Property Book Manager.

c. Comply with supply regulations and Property Book Management Section SOP to ensure that accurate and timely inventories are performed, accurate records are maintained, property accountability and property responsibility are established, and all authorized supplies and equipment are on hand or on valid requisition.

d. Review all logistics deficiencies identified by an inspection (CIP or CSDP) and aggressively correct these deficiencies and prevent them from recurring.

e. Identify supply problems and forward up the chain of command for support.

f. Promote supply discipline consciousness, actively support logistics management, and ensure that property accountability has been established and maintained down to the end user level.

g. Achieve maximum use of material resources.

h. Encourage ideas and concepts for improved supply discipline.

i. Ensure compliance with procedures on clothing records to include annual review, if applicable for permanent HT-JCOE personnel.

j. Conduct internal evaluations as necessary or as directed by higher headquarters to ensure that supply discipline is being practiced within the activity.

k. Emphasize/display supply discipline to all subordinates.

l. Ensure that all property transactions are documented at the time of physical

Appendix A - References

REFERENCES

ARMY REGULATIONS (AR's):

AR 1-201, Inspections.

AR 11-1, Command Logistics Review Program (CLRP)

AR 15-6, Procedures for Investigating Officers and Boards of Officer.

AR 32-4, Special Measurement Clothing & Footwear, Orthopedic Footwear, Guidons Streamers, & Flag

AR 71-32, Force Development and Documentation Consolidated Policies

AR 200-1, Environmental Protection and Enhancement

AR 220-1, Field Organization, Unit Status Reporting

AR 385-32, Protective Clothing and Equipment

AR 700-4, Logistics Assistance

AR 700-15, Packing of Material

AR 700-84, Issue and Sale of Personal Clothing

AR 700-135, Soldiers Support in the Field

AR 700-138, Army Logistics Readiness and Sustainability

AR 700-139, Army Warranty Program

AR 700-141, Hazardous Materials information Resource System

AR 700-143, Packing of Hazardous Material

AR 708- 1, Logistics Management Data and Cataloging Procedures for Army Supplies and Equipment

AR 710-1, Centralized Inventory Management of The Army Supply System

AR 710-2, Supply Policy Below the National Level

AR 710-3, Asset and Transaction Reporting System

AR 725-50, Requisition, Receipt, and Issue System

AR 735-5, Basic Policies and Procedures for Property Accountability

AR 735-11-2, Reporting of Supply Discrepancies

AR 740-26, Physical Inventory Control

AR 840-10, Flags, Guidons, Streamers, Tabards and Automotive and Aircraft Plates

Force Management System (USAFMSA): https://webtadds.belvoir.army.mil

DA PAMPHLETS (DA PAMs):

DA PAM 200-1, Environmental Protection and Enhancement

DA PAM 210-9, Laundry and Dry Cleaning Operation Procedures

DA PAM 700-32, Packing of Army Material

DA PAM 708-3, Cataloging supplies and

DA PAM 710-2-1, Using Unit Supply System Manual Procedures

DA PAM 710-2-2, Supply Support Activity Supply System: Manual Procedures

DA PAM 750-8, The Army Maintenance Management System (TAMMS) Users Manual

DA PAM 708-3, Cataloging Supplies and Equipment, Army Adopted Items of Material and List of Reportable Items (SB 700-20)

Set Kit Outfit and Tools (SKOT), Logistic Integrated Warehouse (LIW):

https://liw.logsa.army.mil

COMMON TABLE OF ALLOWANCE (CTAs):

Force Management System (USAFMSA): https://webtadds.belvoir.army.mil

CTA 8-100, Army Medical Department Expendable/Durable Items

CTA 50-900, Organizational Clothing and Equipment

CTA 50-909, Field and Garrison Furnishings and Equipment

CTA 50-970, Expendable/Durable Supplies

PHYSICAL SECURITY UPDATE:

AR 190-11, Physical Security of Arms, Ammunition and Explosives

AR 190-13, The Army Physical Security Program

AR 190-51, Security of Army Property at Unit and Installation Level

DA PAM 190-51, Risk Analysis for Army Property

DA PAM 25-16

DA PAM 25-380-2

AR 380-40

TB 380-41

TECHNICAL MANUALS (ETMs):

Logistic Integrated Warehouse (LIW): https://liw.logsa.army.mil

FIELD MANUALS (FMs):

FM 10-15, Basic Doctrine Manual for Supply and Storage

FM 10-27, General Supply in Theaters of Operations

FM 10-27-3, Tactics, Techniques, and Procedures for Quartermaster Headquarters Operations

FM 10-27-4, Organizational Supply and Services for Unit Leaders

MISCELLANEOUS ITEMS:

Blank forms as required

J4 OSOPS

HT-JCOE Approved Equipment TDA/ Pending DA Form 4610-Rs

PUBLICATIONS MANAGEMENT: Accessing publications electronically via the Internet or CD is commendable for promoting the paperless Army concept, however, the most frequently used publications should be kept in hard copy. Maintain minimal hard copies of the more frequently used publications for daily use and also for deployments when Internet access may be limited (whatever is needed to maintain operations).

Maintain a complete set of electronic publications on a computer that is accessible to all Soldiers and encourage usage.

The HT-JCOE J4 provides guidance and training to subordinate activities to ensure all required publications are on hand or on order. Ensure at least two J4 personnel have access to USAPA, LOGSA, DPMS, etc in order to obtain publications

Appendix B Quarterly Course/ Staff Section Checklist

HT-JCOE COURSE/SECTION QUARTERLY SUPPLY OPERATIONS INSPECTION

CHECKLIST

Course/Section Supply Room/Space:

Course/Section Inspection:_________

YES NO N/A NOTES

All supply area(s) has controlled access/ approved DoD key/lock or code systems in place.

All supply area(s) have been approved in writing by the HT- JCOE J4 manager and SEA.

Server/storage rooms have unaccompanied access rosters posted on doors.

All equipment in storage areas has been identified as Government Owned Property.

All Old/Excess equipment has been returned to J4 for disposal/redistribution. (signs of bulk stocking) Flammables (HAZMAT) are being stored in proper storage areas. (See Note 1) Stock within 30 day usage tolerance. (Cabinets and Supply Rooms) Supplies are rotated. Are there packages/containers with 12 months or older acquisition dates present (using the oldest first/maintain shelf life) All general office supplies are safe guarded against water and any other types of damage. Are water proof containers available to protect supplies during class training events?

Course/Section Leads are communicating supply requesting and accountability processes to all assigned personnel. (Does each course/section staff how to properly obtain supplies/equipment and how to account for those items)?

Course/Section Leads/J4 inspection of supply areas.

(Circle Course/Section Lead/J4 conducting the inspection).

DATE:_____________________

Note 1: Applies to Fuels, Solvents, Motor Oil, and Paint (both spray and can).

Note 2: Expendable Property means office supplies, items completely expended during use, not on property book.

Note 3: The Key Control Custodian can provide approved lock/key set if needed (via CRF request system).

Appendix C J4 (Major Supply Management) CSDP Checklist

Command Logistics Inspection Program (CLIP) J4 Logistics Inspection Program

No. Item of Interest Points Remarks

Management

1-1

Do J4 Personnel understand the purpose and utilized the requests clarification of regulatory guidance to include Request for deviation authority of regulatory guidance sent to higher headquarters for approval.? (AR 710-2 Para 1-7(a))

1-2

Has the HT-JCOE Command implemented an aggressive CSDP program IAW HQDA, Deputy Chief of Staff DCS, G4 guidance’s? (AR 710-2 Para 1-10f, Appendix B, AR 735-5, Para 11-4f)

1-3 Does the J4 ensure that the administrative data for assigned DODAAC is correct? (AR 710-2 Para 1- 24a, Table B-3, A5)

1-4 Has the J4 ensured that turn-in actions are initiated within 10 days after the property is determined to be in excess, once turned-in to the J4? (AR 710-2 Para 2-

13b(2)(a), Table B-3, D3)

1-5 Has the J4 ensured the command has developed and implemented a Hazardous Materials Management

Program? (AR 710-2 Para 1-31, AR 220-1 Para 1-29)

1-6 Has the J4 determined the training OCIE requirements for subordinate units and provided the supporting CIF with the requirements and authorized personnel strengths? (AR 710-2 Para 2- 14b, Table B-3, E1) https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub1 https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub1 https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub1a https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub2 https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub2 https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub2a https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub5 https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub5 https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub5a

1-7 Does the J4 ensure that the courses/staff sections are completing lateral transfers or turn-ins within 10 days when directed? (AR 710-2 Para 2-13(a)(b), i (3)(c), Table B-3, D3)

1-8 Are primary hand receipt holders conducting cyclic inventories and updating their hand receipts with the property book manager? (AR 710-2 Para 1-

21(a)(2), Table 2-1)

1-9 Has the Command appointed in writing a COMSEC custodial & alternate with a 1 year of retainability in position Per TB 380-41? (AR 710-2 Para 1-

18b(1)(a)(b))

1-10 Suspense File: Does the J4 ensure it maintains a document register due-in status file to support those actions that have not been completed? (AR 710-2 Para 2-6k, DA Pam 710-2-1 Para 2-23f) https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub7 https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub8 https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20710-2%20Nov.%207,%201999.doc#q1sub8

STANDING OPERATING PROCEDURES (SOP): Note the excerpt from Field Manual 5-0, Army Planning and Order Production, that describes the purpose of an SOP.

STANDING OPERATING PROCEDURES

To enhance effectiveness and flexibility, commanders standardize routine or recurring actions not needing their personal involvement. SOPs detail how forces execute these unit-specific techniques and procedures. Commanders develop SOPs from doctrinal sources, applicable portions of higher headquarters procedures, the higher commander’s guidance, and experience. They are as complete as possible.

SOPs allow new arrivals or newly attached units to quickly become familiar with the unit’s routine. SOPs apply until commanders change them. The benefits of SOPs include—

• Simplified, brief combat orders.

• Enhanced understanding and teamwork among all HT-JCOE personnel.

• Standard synchronized staff drills.

• Standard abbreviated or accelerated decision-making techniques.

The operations officer holds staff responsibility for tactical and administrative SOPs.

This includes preparing, coordinating, authenticating, publishing, and distributing them. Other staff sections provide input.

Standing Operating Procedures (SOP)

1-11 Higher Headquarters. Does the J4 have copies of Standard Operating Procedures/ External Operating Procedures (SOPs/EOIs) from the DOL, Supply Support Activity (SSA), and Garrison Property Book Office?

1-12 Supply SOPs. Does the J4 have comprehensive logistics SOPs that covers all aspects of the logistics/supply operations? (FM 10-27-3 Chapter

II Section I, FM 10-27-4 Para 1-6 & Chapter 6)

1-13 Are the logistics SOP(s) approved by the logistics manager r? (FM 10-27-3 Chapter II Section I, FM 10-27-4 Para 1-6, & Chapter 6)

1-14 Are the five types of responsibilities (Command, Supervisory, Direct, Custodial, and Personal) included throughout the property management SOP? (AR 735-5 Para 2-8, Para 13-29 & Figure 2-1, FM 10-27-4 Chapter 6 Para 6-1)

1-15 Procedures. Are there written procedures for conducting inventories and hand receipt procedures in the SOP or as a separate Job Aid?

(AR 710-2 Para 2-11&12, Table 2-1; DA Pam 710-2-1 Chapter 9)

1-16 Procedures for Property Storage. Have procedures for the storage of property, to preclude damage, theft, and/or pilferage, been outlined in SOP? (AR 190-51 Pg. 2 through 11, Chapter 3)

1-17 Proper Disposition of Property. Are prescribed procedures for the proper disposition of excess, unserviceable, or unauthorized property included in SOP? (AR 710-2 Para 2-13b; DA Pam 710-2-1 Pg. 34 through 38 Chapter 3)

1-18 Clearing HT-JCOE. Does HT-JCOE SOP provide the requirements and procedures to ensure that personnel departing HT-JCOE have properly cleared course/section supply and CIF (if applicable)? (DA Pam 710-2-1 Para 10-10)

1-19 Property Book Purchase Review. Are procedures and requirements firmly established within the SOP that ensure the J4 Logistics Manager reviews all local purchase and Government Purchase Card (GPC) requests 5 day after purchases to determine the accounting requirements? (AR 710-2 Para 2-6m(2))

1-20 HAZMAT. Is there an SOP outlining the procedures for the handling, storage, and management of hazardous materials? (AR 200-1 Para 1-32a,; AR 710-2 Para 1-31; TM 38-410 Para 1-2)

1-21 J4 Assistance. Are procedures/programs outlined in the SOPs for J-4 assistance to provide technical training in the area of logistical support personnel?

(FM 10-27-4,Chapter 6 Para 6-1)

1-22 Supply Personnel. Are hand receipt holders/supply personnel familiar with, and do they understand, the SOP contents? (FM 10- 27-4, Chapter 1, Para 1-6)

Low Density Training Program

FM 10-27- 4, Chapter 6 Para 6-1

1-39 Has the J4 section provided assistance to course/staff section personnel performing supply functions by conducting or coordinating training in all aspects of logistical procedures?

1-40 Is the J4 hosted training documented (e.g., taskings and attendance roster)?

Inventories

1-42 Has the J4 ensured the following inventories have been conducted, and are they filed in accordance with AR 25-400-2, Army Records Information Management System (ARIMS)?

a. Annual or cyclic inventory? (AR 710-2 Table 2-2b, DA Pam 710-2-1 Para 9-6b(1))

b. SKOs. Are tool sets, kits, and outfits (SKOs) that are issued to individuals inventoried and documented? Have primary hand receipt holders forwarded a copy of the SKO inventory results memorandum to the battalion PBO? (AR 710-2 Para 2-10h; DA Pam 710-2-1 Para 6-3)

c. Fuel cards/keys. How each government owned vehicle refueling should be charged? AR 710-2, Para 2-39a(5))

d. All COMSEC equipment and components assigned accounting legend code (ALC) 1 or 2 are being be physically inventoried at least monthly and the inventory results reconciled with the GPBO?

(AR 710-2 Para 1-19a)

1-43

Change of Hand Receipt Holder Inventory Procedures

a. When a change of command/primary hand receipt holder inventory was scheduled, did the immediate superior commander notify the outgoing and incoming commander/primary hand receipt holder in writing, directing them to conduct a 100% physical joint inventory? (AR 710-2 Para 2-10h, Table 2-2ª;

DA Pam 710-2-1 Para 9-3

b. Was J4 assistance provided during change of HRH inventories? (AR 710-2 Para 2-12; DA Pam 710-2-1 Para 9-3ª(1)(c))

c. Were the latest Component Listing or Technical Manuals (TMs) used while conducting end item inventories? (AR 710-2 Para 2-10h; DA Pam 710-2- 1 Para 9-3a(1)(e) Table 2-2b(b))

d. Did the outgoing/incoming HRH notify the HT-JCOE commander in writing when the physical joint inventory could not be completed? (AR 710-2 Para 2-12, Table 2-2ª; AR 735-5 Para 2-6c)

e. Does the J4 section maintain a copy of the change of HRH inventory results? (AR 710-2 Table 2-2b(b);

DA Pam 710-2-1 Para 9-1) f.

Who will conduct the inventory when the Primary hand receipt holder will be absent from his/her primary duties due to extended temporary duty, emergency, or hospitalization? Is a 100% inventory conducted?

(AR 710-2 Para 2-5g, Table 2-2)

Obtaining Relief from Responsibility

1-47

Are Hand Receipt Holders adjusting losses of durable hand tools up to $500 per incident when the loss did not occur from negligence or misconduct?

Are memorandums for hand tool adjustment being reviewed quarterly by the approving authority? (AR 710-2 Table B-3, G1; AR 735-5 Para 14-19a)

1-48 Does the appointing authority or approving authority evaluate the information provided to determine if financial liability of property loss is directed by higher authority or accountable officer and sufficient information was provided indicating the LDD?

(AR 710-2 Table B-3, G3; AR 735-5 Para 13- 21(a)(b))

1-49 Are voluntary replacements of lost, damaged or destroyed government property exercised when an individual admits liability? (AR 735-5 Para 12-2 & 12-3)

1-50 Are documents supporting loss, damage, or destruction of expendable/durable items, for which liability is admitted, may be destroyed once accountability has been destroyed or filled in the relief-from-responsibility files? (AR 735-5 Para 12- 2b(6),DA Pam 710-2-1 Para 4-16c)

1-51 Have suspense procedures been established, in writing, at the J4 level to ensure that Statement of Charges/Cash Collection Voucher 362 and financial liability of property loss are processed through the Finance and Accounting Office (FAO) expeditiously? (AR 735-5 Para 12-3db, Para 13-9a, Para 13-42a(4))

1-52 When necessary, does HT-JCOE use an AR 15-6 investigation as directed? (AR 735-5 Para 13-24a)

1-56 Is the J4 maintaining a financial liability of property loss register DA Form 1659 (or automated substitute) and file to track financial liability of property loss by financial liability of property loss number and document processing times and pecuniary charges? (AR 735-5 Para 13-20a(6))

1-57 Is the original copy of every completed financial liability of property loss with all exhibits, maintained in a separate file at the approving authority (J4) level? (AR 735-5 Para 13-19a(6))

1-58 Does the approving authority review each financial liability of property loss FLIPL to ensure individual rights are protected? (AR 710-2 Table B-3, G4b;

AR 735-5 Para 13-37b(5); Para 13-40)

1-59 Does the approving authority review each (FLIPL) to ensure that recommendations by the financial liability officer are supported? (AR 710-2 Table B-3, G-4b, Para 13-40)

1-60 Liability. When pecuniary liability is recommended/approved on a financial liability of property loss, is the dollar amount computed and depreciation allowed according to appendix B?

(AR 735-5 Para 13-32c(1))

1-61 Does the approving authority ensured that the FLIPL initiation, processing adjudications took place within the time lines in figure 13-1 & 13-2: (AR 710- 2, Table B-3, G-4c(1); AR 735-5 Para 13-20a(2))

1-62 Is the activity initiating and processing FLIPL to the appointing or approving authority no later than 15 days after discovery of discrepancy? (AR 735-5 Para 13-8(a))

1-63 Except as authorized in Para 14-14 Can the initiator alters, erase or make corrections to the DD Form 200? (AR 735-5 Para 13-10a(4)) https://atn.army.mil/media/Volume%20II/AR%20Regulations/AR%20735-5%20Nov.%202,%201999.doc#q1sub53a

1-64 If the initiation time exceeds 15 days, has the initiator provided a letter of lateness as an exhibit to the FLIPL?

(AR 735-5 Para 13-6, Figure 13-2 Step 1)

1-65 Was the financial liability officers thoroughly briefed on how to conduct a FLIPL and are provided with a copy of DA Pam 735–5? (AR 735-5, Para 13- 20a(3),Para 13-24c)

1-66 Unless the approving authority specifies a shorter time, Is the financial liability officer completing his/her responsibility within 30 calendar days?

(AR 735-5 Para 13-28a)

1-67 If the financial liability officer’s investigation time exceeds 30 days, was a letter of lateness provided explaining the reason for delay as an exhibit to the financial liability of property loss?

(AR 735-5 Para 13-6, Figure 13-2)

1-68 Is the approving authority’s action completed within 20 days? (AR 735-5 Fig. 13-1 Step 3, Fig. 13-2 Step 3)

1-69 If the approving authority’s action is not completed in 20 days, has the approving authority provided a letter of lateness as an exhibit to the survey?

(AR 735-5 Para 13-6)

1-70 Does the approving authority determine whether the evidence submitted is sufficient to reject or approve the FLIPL

(AR 710-2 Table B-3, G-4d; AR 735-5 Para 13-38)

1-71 When the FLIPL appears to prove a person’s negligence or willful misconduct is the proximate cause for the LDD of Government property, has the judge advocate reviewed the FLIPL to determine if legal sufficiency exists to support the finding of liability?

(AR 735-5 Para 13-38(a))

1-72 Is the legal opinion attached to the f FLIPL?

(AR 735-5 Para 13-36b)

1-73 To access financial liability, has an “X” been entered in block 14a and a statement been entered in block 14b to assess financial liability against an individual or individuals?

(AR 735-5 Para 13-42c (4)(a))

1-74 When financial liability was approved, did the approving authority notify the individual by memorandum through the subordinate commander of the decision to assess financial liability and that collection efforts will begin 30 calendar days from the date delivered or mailed?

(AR 735-5 Para 13-40)

1-75 When the individual submits a request for reconsideration, has the approving authority reviewed any new evidence offered, and made a decision to either reverse the previous decision or recommend the continuation of liability?

(AR 735-5 Para 13-42)

1-76 When the approving authority determines from the new evidence that the individual should be relieved from financial liability, was the individual notified by memorandum and the new evidence retained with the financial liability of property loss?

(AR 735-5 Para 13-42a)

1-77 When the approving authority determines financial liability should continue, was a memorandum for the appeal authority prepared stating the basis for denying the requested relief, the dollar amount of financial liability assessed, actual cost, original FLIPL and all exhibits attached as an enclosure?

(AR 735-5 Para 13-44b)

1-78 After response from the appeal authority, was the individual notified by memorandum of the appeal authority’s decision? (AR 735-5 Para 13-44c)

1-79 When the approving authority decides to relieve all concerned of financial liability, is an “X” placed in block 14a, the following statement entered in block 14b “All concerned are relieved from financial liability for the LDD of the property as listed on this FLIPL,” and blocks 14d through 14h completed?

(AR 710-2 Table B-3, G4e(2); AR 735-5 Para 13- 40d(3))

1-80 When an individual is found liable of negligence or willful misconduct for the loss of keys, was the individual held liable for all associated costs related to the loss of the keys?

(AR 710-2 Table B-3, G6; AR 735-5 Para 14-22b)

1-81 Is DD 200 FLIPL prepared correctly and attached to a DA Form 7531? (AR 735-5 Para 13-9b)

1-82 Has the initiator included enough documents, certificates and Sworn statements as exhibits properly marked to enable the appointing authority or the approving authority to make a determination of whether relief from, or assessment of financial liability without appointment of a financial liability officer? (AR 735-5 Para 13-10a(3)(b))

1-83 Was the financial liability officers thoroughly briefed on how to conduct a FLIPL and are provided with a copy of DA Pam 735–5?

(AR 735-5, Para 13-20a(3))

1-84 Posting Losses. When an AR 15-6 investigation is required as a result of loss, damage, or destruction of government property, is DD Form 200 used for posting losses to the property book balances?

(AR 735-5 Para 13-10b (1))

Government Purchase Card

1-85 Did the J4 verify commercially purchased available goods and services below the micro purchase threshold? (AR 710-2 Para 2-6 m(2))

1-86 Did the Billing Official verify and sign local purchase request? (AR 710-2 Para 2-6 l(2))

1-87 Is the IPBO receiving a copy of the receipt invoices within 5 days of receipt for non-expendable (accountable) items? (AR 710-2 Para 2-6 l(2))

1-88 Are GPC purchases of non-expendable and control items processed through the IPBO prior to the GPC holder proper accountability? (Verify cardholder’s log/purchase receipts and property book supporting document files.) (AR 710-2 Para 2-6m(2); IMPAC SOP Para 2)

1-89 Did the GPC Holder prepare DD Form 250 in four copies upon receipt of nonexpendable items purchased with the Government Purchase card?

(AR 710-2 Para 2-6g, DA Pam 710-2-1 Para 2-33f)

Note: Organizations and activities using an automated property book accounting system are not required to keep manual records that duplicate information available from the automated system (such as the property book document register and due-in)

2-1 Document Register: A document register for all supply actions will be kept by each organizational element authorized by the IPBO to request supplies.

Does the J4 maintain a nonexpendable items register for the center?

(DA Pam 710-2-1 Para 4-16a)

2-2 Does the J4 verify maintains a due-in suspense’s file by using the automated document register and due-in listing? (File manual due-in status when received in the supporting document file)(AR 710-2 Para 2-6k, DA Pam 710-2-1 Para 2-25d, Para 3-5c)

2-3 Does the PBM provide a cyclic inventory schedule to the sub hand receipt holders for the entire year, and does the schedule include all items on the sub hand receipt? (AR 710-2 Table 2-1e)

2-4 Has the PBM established a control file for property (rental, loan, and leased) obtained to satisfy a non-continuing requirement of less than six months?

(These items do not include automated equipment.)

(DA Pam 710-2-1 Para 4-32)

2-5 Does the PBM will have on request all nonexpendable component shortages for hand receipt holders? (AR 710-2-10 i(4) DA Pam 710-2-1 Para 6-1a)

2-6 Are changes posted to the hand receipt as they occur and are the hand receipts updated and signed at least every 6 months?

(AR 710-2 Para 2-10h(4), Table B-2, F3)

2-7 Does the PBM use a temporary hand receipt for property issue or loan for less than 30 days? (AR 710-2 Para 2-10h(3), Table B-2, F5)

2-8 If issued or loaned property is not returned after 30 days, is the property issued on a permanent hand receipt? (AR 710-2 Para 2-10h(3), Table B-2, F5)

2-9 When property is furnished to a contractor and the contract states accountability for GFP will be transferred to the contractor, has this transfer occurred? (AR 710-2 Table B-2, F7a; AR 735-5 Para 2-5d & e)

2-10 When property is furnished to a contractor and the contract states accountability will be retained, has the PBM transferred the property to the contracting office? (AR 710-2 Table B-2, F7b; AR 735-5 Para 2-5d & e)

2-11 Are hand receipt files established for each individual to whom property has been issued by the PBM?

(AR 710-2 Para 2-10a, b & c)

2-12 Does the PBM retain the signed original copy of the hand receipt and issue the duplicate copies to the hand receipt holders? (AR 710-2 Para 2-5h)

2-13 Were discrepancies disclosed as a result of hand receipt inventory adjustment? (AR 710-2 Table 2- 1e(c))

2-14 When shortage annexes are used, are missing components on valid request and has the document register been validated to ensure items are on order? Does the sub hand receipt holder provide adjustment documents for the replacement of durable hand tools? (DA Pam 710-2-1 Para 6-1b)

2-15 Are original copies of copyrighted commercial software, regardless of value, controlled by the organization-appointed Information Management Officer? (AR 710-2 Para 2-31i)

2-16 Hand Receipts. Has the J4 Manager conducted an annual management review of durable property and prepared a memorandum for record stating the results and what corrective action was taken, if any? (AR 710-2 Table B-2, F9; AR 735-5 Para 7- 7b(3))

2-17 Authorized Equipment. Has the PBM/IPBO ensured that equipment listed in the authorized column of the MTOE/TDA or Section III Supplement to the TDA is on hand or available on valid request?

(AR 710-2 Para 2-4a, Para 2-6a(3))

2-18 Are requests for supplies from DRMO submitted through the PBM to the SSA that normally supplies the property? (AR 710-2 Para 2-6l(1))

2-19 Are there separate document registers for expendable/durable and non-expendable supplies?

(AR 710-2 Para 2-6h) https://atn.army.mil/media/Volume%20III/DA%20Pams/DA%20Pam%20710-2-1%20Aug%207,%201999.doc#q2sub48

2-20 Supplies/Equipment. When supplies and equipment are requested, turned in, or adjusted, is the person making the supply transaction using the correct document register? (DA Pam 710-2-1 Para 2-23a)

2-21 Closed Document. Are document registers closed out properly? (DA Pam 710-2-1 Para 2-23(2)(c))

2-22 Priority Designators. Are issue priority designators assigned to a supply request consistent with the Force/Activity Designator (FAD) and Urgency of Need Designator (UND) of the item? (AR 710-2 Para2-6d DA Pam 710-2-1 Para 2-2)

2-23 Has the unit submitted and maintained copies of DA Form 1687 (Notice of Delegation of Authority Receipt for Supplies) or assumption of command…