00757

Unit Issue Overhaul

USMC / CSP

Implemented

Jan-16-2015

Web 3.1.00 

Aug-01-2015 

 

The current design of the Unit Issue request is aimed at issueing gear for a Unit, but to a specific person. The Unit Issue request show up on all outstanding returnable items lists throughout the system, and is recorded against the Primary Unit Custodian. In addition, each unit can have secondary custodian's that draw gear on behalf of the unit but charged to the individual. When a custodian is changed all equipment goes with that person, but the only way you can tell what equipment a Unit has issued against it is to go into the Issue Return Activity Report and to pull that unit up. That gear then gets mixed with the gear that is individually issued in the system. The requirement exists in the Marine Corps for Unit Issued Equipment to be issued from the Unit Issue Facility and to be placed on a Consolidated Memorandum Receipt (CMR). There is no such capability within the DPAS-WM. A CMR is based on the Unit and does not really care who the Primary (Responsible Officer) or Alternate Custodians (Delagated Person) are. Once gear is issued, all equipment that is issued to a Unit should show up on the units CMR weather it is the primary or alternate custodian that signed for the issued equipment. RECOMMEND: It is requested that the DPAS-WM be updated to include Consolidated Memorandum Receipt (CMR) Functionality for Unit Issued Equipment. A CMR is based on the Unit and does not really care who the Primary (Responsible Officer) or Alternate Custodians (Delegated Person) are. Once gear is issued, all equipment that is issued to a unit should show up on the units CMR weather it is the primary or alternate custodian that signed for the issued equipment. Each custodian who draws gear must be associated with that UIC and will impact the quantity drawn by the Primary CMR. Unit issues should not be charged against that individual or show up on that individual issue or temp loan accounts. The Consolidated Memorandum Receipt is a requirements based document that shows all equipment that an UIC has been issued and should include the following categories:

1. Requirement - The sum total required items requested by the Responsible Officer

2. Authorized - The total authorized by the Approving Authority for the RO to draw

3. Issued - The total items issued to that RO

4. Shortages/Overages - The quantity of overage or shortage that RO has been issued for a particular TAMCN or NSN (if no TAMCN exists)

5. TAMCN

6. NSN

7. NOMEN

8. UI

9. UP

10. TP

11. UIC Name

12. Primary and Alternate Custodian Names and Contact Info

The CMR, once created is a living breathing document that is driven off of a unit’s requirement. It must be able to be reconciled on a quarterly basis. The preference for quarterly reconciliation of a CMR, is for the RO to be able to verify his CMR via the member site using his CAC Card. In addition to member site verification, the RO must also be able to go into the unit issue facility and reconcile the CMR in person. On site signature of the CMR must be supported by both eSign and signature pad functionality. CMR’s must be reconciled once every quarter per MCO 4400.15 as follows:

Jan - Mar

Apr - June

Jul - Sep

Oct - Dec

At the beginning of each quarter, the RO should be notified via e-mail that his reconciliation is due NLT the last day of the quarter, and give directions on how to get to the recon screen. The Unit Issue Clerk/WH Officer must be able to work the CMR. This means that he can and update/exchange the CMR quantities within a TAMCN Family to give the RO what he needs (ex: The RO has 50 sets of sz 12 boots, but needs 40 of another size. In addition, we need to be able to zero out a requirement and add items to the CMR within CMR Work Screen based on user role. (Perhaps clerks cannot update a CMR item to a different NSN (within the same TAMCN Family) but the site manager and WH Officer can). Access to the Units Current CMR is what should come up in the unit CMR Menu when Unit CMR is selected. Below the current CMR should be a list of all issue and return receipts, as well as all reconciled CMR's for that unit. This is the audit trail/history of what happens with units CMR and should stay with the system for 6 years for financial auditability. The view capability should include the capability to print whichever item is selected. On the CMR Browse Screen there must be the ability to select a return receipt, issue receipt, exchange receipt, or CMR reconciliation form and print it for the RO if need be. Having a temporary loan function is a critical cog in the everyday business in the Fleet Marine Force. There are numerous instances where the Issue facility will do a temporary loan in lieu of other types of loans. Standard operating procedures dictate this but the core functionality must be built within the DPAS WS.