Robert J. Raposa Senior Analyst Applied Logistics Studies Department Logistics Leadership College

1. Property Accountability Policy and CSDP Command Team Training Robert J. Raposa Senior AnalystApplied Logistics Studies Department Logistics Leadership College Army Logistics University 2 June 2011

2. Agenda • Command Supply Discipline Program (CSDP) Overview • Recent Property Accountability Messages • Accountability • Responsibility • Types of Responsibility • Hand Receipts • Inventories • Property Book Unit Supply Enhanced (PBUSE) Overview • Your Role in Property Accountability

3. Command Supply Discipline Program (CSDP) Overview

4. CSDP Requirements

5. Enforcement of CSDP

6. Recent Property Accountability Messages • ALARACT 062/2010 (4 Mar 10) VCSA Sends Property Accountability • DA Inspector General CSDP Evaluation • Objective was to determine effectiveness, compliance, commander involvement and training of logistics personnel and leaders in property accountability at the unit level • Four Major Issues Identified: • The synchronization of policy and guidance with modular concepts and ARFORGEN • The need for increased dwell time to re-establish accountability • There is insufficient leader emphasis on CSDP, property accountability and change of command inventories • There is a lack of logistics training • Brigade and Battalion Commanders must get back to the fundamentals of property accountability through counseling, training, teaching and mentoring of new company commanders

7. Recent Property Accountability Messages Cont • ALARACT 101/2010 (9 Apr 10) Update to the Command • Supply Discipline Program (CSDP) • Provides and interim update to the CSDP Inspection Tables in AR 710-2 Appendix B • B-1 Company Level (Revised) • B-2 Property Book Officer Level (Revised) • B-3 Brigade and Battalion Level (Revised) • B-4 Direct and General Support Supply Operations • B-5 Supply Support for Installations • B-6 ACOM/ASCC/DRU Level • B-7 CSDP Evaluation Frequency • B-8 Company Commander’s Quick Reference Guide (Newly Added)

8. Recent Property Accountability Messages Cont • EXORD 259-10 (9 Jul 10) Campaign on Property Accountability • Addresses the importance of supply discipline and property accountability as the Army executes the drawdown in Iraq and builds up forces in Afghanistan • Acknowledges that property accountability starts at the unit level and extends to the highest levels of the Army • Compliance and Reporting (All ARFORGEN Phases) • Responsibility lies with the ACOM, ASCC, DRU, COL, LTC and Company/Unit-level Commander • Goal is to reinstate command emphasis and responsibility by enforcing internal CSDP inspections at all levels • Immediately upon assuming command, COL and LTC level commanders will sign a statement acknowledging responsibility for all property under their command

9. Accountability • Accountability is the obligation of a person to keep records of property, documents, or funds. These records show identification data, gains, losses, dues-in, dues-out, and balances on hand or in use • It is an obligation officially assigned to a specific person and may not be delegated • Financial liability can be assessed against any person who fails, through negligence or misconduct, to perform those duties and where such failure is the proximate cause of a loss to the U.S. Government Versus Ref: AR 735-5, Para 2-7 & 2-9

10. Accountable Officer • The accountable officer is a person officially appointed on orders to maintain a formal set of accounting records of property or funds. This person may or may not have physical possession of the property or funds The three types of accountable officers are: • (1) Transportation officer. The transportation officer is accountable for property entrusted to him or her for shipment • (2) Stock record officer. The stock record officer is accountable for supplies being held for issue from time of receipt until issued, shipped, or dropped from accountability • (3) Property book officer. The property book officer is accountable for property at the using unit level on receipt and until subsequently turned in, used (consumed) for authorized purposes, or dropped from accountability. (Hand receipt holders are not accountable officers.) Ref: AR 735-5, Para 13-13

11. Responsibility • Responsibility is the obligation of an individual to ensure Government property and funds entrusted to his or her possession, command, or supervision are properly used and cared for, and that proper custody, safekeeping, and disposition are provided • The specific type of responsibility depends on the relationship of the person to the property • Financial liability can be assessed against any person who fails, through negligence or misconduct, to perform those duties and where such failure is the proximate cause of a loss to the U.S. Government Ref: AR 735-5, Para 2-8

12. Types Of Responsibility Division Brigade Or Regiment COMMAND RESPONSIBILITY Responsibility for all property within their command Battalion Or Squadron • Command • Supervisory • Custodial • Direct • Personal CUSTODIAL RESPONSIBILITY Supply Sergeant, supply Clerk, or warehouse person responsible for property in storage awaiting issue or Turn-in Company, Troop, Battery or Detachment Platoon SUPERVISORY RESPONSIBILITY Responsibility for all property in the possession of personnel under their supervision DIRECT RESPONSIBILITY Responsibility for all property For which receipted PHRH Responsibility for property in their possession Section Squad PERSONAL RESPONSIBILITY Responsibility for property in their possession Individual 12

13. Command Responsibility • Obligation of a commander to ensure all Government property within his or her command is properly used and cared for, and that proper custody, safekeeping, and disposition are provided • Inherent in command • Cannot be delegated Ref: AR 735-5, Para 2-8

14. Supervisory Responsibility • Obligation of a supervisor to ensure all Government property issued to, or used by his or her subordinates is properly used and cared for, and that proper custody, safekeeping, and disposition are provided • It is inherent in all supervisory positions • Cannot be delegated Ref: AR 735-5, Para 2-8

15. Direct Responsibility • The obligation of a person to ensure all Government property for which he or she has receipted, is properly used and cared for, and that proper custody, safekeeping, and disposition are provided • Results from signing for the property Ref: AR 735-5, Para 2-8

16. Custodial Responsibility • Obligation of an individual for property in storage awaiting issue or turn-in to exercise reasonable and prudent actions to properly care for, and ensure proper custody, safekeeping, and disposition of the property are provided • Results from assignment as a supply sergeant, supply custodian, supply clerk, or warehouse person Ref: AR 735-5, Para 2-8

17. Personal Responsibility • The obligation of a person to exercise reasonable and prudent actions to properly use, care for, safeguard and dispose of all Government property issued for, acquired for, or converted to a person’s exclusive use, with or without receipt Ref: AR 735-5, Para 2-8

18. Hand & Sub-Hand Receipts • Hand receipts are required whenever property book or durable items are issued • The signature of a person on a hand receipt establishes direct responsibility • Sub-hand receipts should not exceed from the Commander, to the supervisor, to the user • Keep hand receipts current. Do this by posting changes as they occur, or by using change documents Ref: DA PAM 710-2-1, Para 5-3

19. Change Of Primary Hand Receipt Holder (PHRH) Inventory • When the hand receipt holder is replaced, all property listed on hand receipts will be • inventoried by the incoming and outgoing PHRH • Thirty days will be allotted to conduct the joint inventory • Time allotted at the sub-hand receipt holder level will be specified by the • responsible officer • Maximum of two extensions (15 days each) may be granted by next higher • commander • Make sure all hand or sub-hand receipts and annexes with change documents are • updated • Review DA Pam 25-30 to ensure that the most current supply catalogs, components • lists, technical manuals, and other related publications are used during the inventory Ref: DA PAM 710-2-1, Para 5-3, 9-3

20. Annual/Cyclic Inventory • An annual one hundred percent of all property assigned to the organization will be • conducted • The officer responsible for the unit’s property will ensure that this inventory is • conducted • A cyclic inventory may be performed in lieu of the annual officer inventory when • the property book is kept at other than the unit level and the PBO requires it • Conduct cyclic inventories monthly, quarterly, or semiannually • The responsible Officer notifies the hand or sub-hand receipt holder when and how • the inventory is to be conducted • Inventory the required items with hand or sub-hand receipt holders • Recommend establish a Cyclic Inventory Policy for unit Commanders Ref: DA PAM 710-2-1, Para 9-6

21. Sensitive Items Inventory • Sensitive items and unclassified CCI will be inventoried quarterly • Sensitive items and CCI are identified with a Controlled Item Inventory Code (CIIC) of • 1-9, $, N, P, Q, R, or Y (Night Vision Devices) • The CIIC is shown in the Army Master Data File (AMDF) • The responsible officer must notify hand or subhand receipt holders when the items • are to be inventoried • Tell them to inventory all items with a CIIC, of 1-9, $, N, P, Q, R, or Y (Night Vision Devices) • Check end items for completeness. Use the proper TM or SC to identify components • Check the serial number on the item with the serial number recorded on the record of • responsibility Ref: DA PAM 710-2-1, Para 9-9

22. Weapons and Ammunition Inventories • Inventory of weapons by serial number is conducted monthly (USAR and ARNG • quarterly) • Conducted by the responsible officer or an NCO, warrant officer, commissioned • officer, or DOD civilian appointed by the responsible officer • The same person won’t conduct this inventory in consecutive months, nor can the • armorer • Compare the serial number of the weapons with those listed on the property book, • hand or subhand receipt, as appropriate • Record the results of the inventory on a memorandum or automated listing • provided by the PBO • The responsible officer reports discrepancies to the PBO Ref: DA PAM 710-2-1, Para 9-10

23. Property Book Unit Supply Enhanced (PBUSE) Overview • PBUSE consolidates two legacy systems into one • Web-based • Provides real time total asset visibility throughout all levels of Army management • Roles and Permissions driven • Provides real time data between Primary and Sub-Hand Receipts

24. Hand Receipt Process (Primary Hand Receipt) *All Property Book postings are displayed in “real time” *Primary Hand Receipt is produced in Excel

25. Hand Receipt Process (Sub-Hand Receipt) Commander’s Sub-Hand Receipt is titled “CDR” (Transitional HR)

26. Hand Receipt Process (Sub-Hand Receipt) Cont PBUSE allows for the reassignment of property between the Commander’s Primary Hand Receipt and a Sub-Hand Receipt *Note: Property added to the Primary HR automatically appears on the “CDR” sub-hand receipt

27. Sub-Hand Receipt Process Cont Automated HR – replaces the manual DA Form 2062 *Note: HR should be provided in Excel to allow for the further hand receipting of property All property is issued by the commander

28. Hand Receipt Process (Component Hand Receipt) Choose – “Component” • Allows users to view the Logistics Support Activity (LOGSA) Master Component Listing, and to create and maintain component records for a specific UIC

29. Hand Receipt Process (Component Hand Receipt) Cont • Allows users to copy Master Component listings from LOGSA or other users • Once copied to the “User Created Catalog”, users have the ability to modify (add or delete) existing components

30. Hand Receipt Process (Component Hand Receipt) Cont Automated HR – replaces the manual DA Form 2062 *Note: Component HR should be provided in Excel to allow for the further hand receipting of property to the user level

31. Property Imbalance Report Choose – “Property Imbalance” • Provides a listing of imbalances between the Primary Hand Receipt and Sub-Hand Receipt • Report should be checked regularly

32. Unit Level Reconciliation Report Choose – “Unit Level Reconciliation” • Balance on-hand and/or due-in assets at the Unit level to match the property book • Identifies changes needed for unit and property book assets to match

33. Your Role in Property Accountability • Ensure Change of Command inventories are completed to standard Make time for inventories • Have CDRs brief you Ensure a fair & complete inventory for all • List event and commodity driven inventories on the training calendar Show up on the scene • Use QM Warrant Officer (920A) expertise with supply policy and training Serves as your SME

34. Your Role in Property Accountability Cont • Be vocal about property accountability • Get Commanders personally and aggressively involved • Mandate policy for cyclic inventories • Review FLIPLs to discover solvable problems • Mandate and evaluate accountability at the user level • Survival guides available through QMS website FLIPL= Financial Liability Investigation of Property Loss

35. QUESTIONS