The sustenance of supply discipline and maintenance of accuracy in accounting for property relies significantly on inventories; therefore, these are instruments that are critical to commanders in the execution of their duties and responsibilities. Change of command, sensitive and annual items are critical inventories that should be conducted for efficient supply discipline. Tracking of assigned properties by commanders is significant to their understanding and differentiating inventory types while conducting them as required. In the event of a change of the hand receipt holder, change of inventory command is effected. Both the incumbent and outgoing hand receipt holder will inventory all property listed on hand receipts. The inventory period is stipulated as thirty days. However, in the event that the inventory cannot be completed within this time frame, an extension is requested in writing to the supervisor or higher commander.
The enhancement of supply discipline and correction of errors is aided by meticulous changes in command inventories. While, in the process of performing inventories, commanders should identify means of reducing and mitigating excess and shortage of inventories. When property is not code-authorized, then the commander should take the quantity at hand as the authorized quantity (Rawlings, “Establishing Command Supply Discipline after Deployment”). Annual inventories represent the aggregate property that has been assigned to the army. Therefore, the responsible personnel should ensure that inventories are conducted in accordance with stipulated army regulations. Annual inventory is conducted in respect to the annual officer inventory. Therefore, ten percent is conducted monthly, twenty five percent quarterly and fifty percent semi annually.
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anders to identify and correct discrepancies in-time leading to the preservation of supply discipline and accuracy in accountability. However, items regarded as unclassified controlled cryptographic and sensitive items are inventoried quarterly. Ammunition, explosives, firearms and hazardous items are inventoried monthly. It is critical for commanders to present themselves during the conduct of sensitive items inventory despite the designation of personnel to conduct the inventory. Attention to detail is crucial since sensitive items are characterized as the most stressful inventories. The conduct of sensitive items inventory should be on a physical basis by checking item serial numbers where any discrepancies are communicated immediately to the property book officer. This is monumental in the effectiveness and efficiency of supply discipline.
Instances arise when the army support channels are unable to provide the required items or property; therefore, an alternative for property acquisition is sought by issuance of contracts. These are critical when the required property is in need within a time frame in which the military channels cannot meet. Contracts are also critical in the provision of items which are beyond the limit of the government price card. Purchase request are prepared; however, in an effort to prevent ethical violations, commanders are required to understand the criterion for sourcing contracts and situations which warrant their use. The inclusion of contract evaluations in the ACSDP checklist is crucial in keeping commanders informed while averting potential difficulties and problems. Supply discipline maintenance in lieu to contacts is essential to the overall benefit of army units.
The loss, damage or destruction of government property is subjected t
investigations to determine the financial liability. This serves as a support to the adjustment of property from the accounting records. It also provides relief from financial liability or the assessment of charges against an entity or person while documenting the financial liability. When misconduct or negligence is suspected, the responsible officer or the hand receipt holder initiates a financial liability inquiry into the matter. This procedure is applicable in instances where the entity or person refuses to admit liability or when the property in question is a controlled item. This incldes cases where an outgoing, responsible officer does not voluntarily pay for the lost army items during a change of responsibilities.
An actionable maintenance readiness program should be an integral aspect of the supply procedures. The commander should be familiar with these procedures while emphasizing the significance of the establishment and implementation of effective supply procedures in the essential elements of equipment readiness. The critical items, unserviceable items, automatic return items and intensively managed items are returned in the required timeframes to retrograde channels. The analysis, prediction and decision making of commanders are based on information provided in unit readiness reports and materials; hence, the unit’s ability to perform their tasks and missions (DA, “Garrison Policy”). The completion of these reports during garrison operations and deployments is critical to their timeliness, accuracy and completeness. The material readiness is characterized by the ability of the assigned equipment and system in accomplishing the designated missions.
The management of maintenance operations is characterized by the review of reconciliation reports produced by the Army Retail Supply System (SARSS). The monthly review of the reconciliation report should be done to ensure that requisitions have validity in their supply status. The responsible officers are required to ensure validation and reconciliation of open supply requests by customer units on a monthly and quarterly basis (Rawlings, “Establishing Command Supply Discipline after Deployment”). However, unit leaders should review weekly the status of open priority requests. The conduct of the Shop Supply List (SSL) review of demands and adjustments made thereto on the basis of supported requirements should be enforced by the commanders. Avoidance of untimely and improper turn-ins of items is critical to mitigate the loss of allocated funds to units and effects on future spending requirements. Therefore, unit maintenance is enhanced by appropriate supply procedures. The implementation of tools that aid commanders in assessing and checking maintenance readiness and adherence to supply procedures by maintenance personnel is vital in ACSDP.
The understanding of the automated Shop Supply List systems is critical for commanders in the management and performance of their shop supplies. The functionality of these provides the managerial officers with supply information and maintenance processes of the unit level supplies. These systems facilitate enhance of unit readiness and capability in the management of equipment usage while tracking readiness. Therefore, commanders should ascertain that clerks are aware of what repair parts and quantities are authorized per unit. They should ensure that the SSL records agree with the stock quantities on hand and their locations. The commander should ensure that the clerks secure and protect all spare parts
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