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Navy Medicine is planning an Annual Inventory in support of Audit Readiness
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To outline current guidance and best business practices for Wall-to-Wall inventories
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Learn roles and responsibilities for equipment inventory
Learn how to complete an ICN in DMLSS

NAVMED P-5132
SECNAVINST 7320.10a
DODI 5000.64
FY12 Logistics Guidance

Reconciliation of the property book to assets physically located at the Command. Includes:
Floor to book
Were all accountable equipment in the command in DMLSS?
Book to floor
Were all equipment in DMLSS physically located?
Review and update of valuation information
Update of equipment locations
Compliant inventories must be completed in DMLSS

If done correctly a Wall-to-Wall inventory can…
Ensure 98% inventory accuracy
Help you to identify and correct valuation information errors
Reduce workload on EM and BIOMED staff looking for
Unable to Locate (UTL)

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6.
Plan and Organize
Open ICN
Print Custodian Receipt/Location Lists
Conduct Physical Inventory
Reconcile (update valuation information and locations in DMLSS)
Complete ICN

Each activity needs a plan for conducting inventory (SOP)
Can be included in your CEMP
Should include:
Purpose of inventory
Responsibilities of personnel
List of inventory areas and target dates
Indoctrination of personnel
Specific physical inventory procedures
Instructions for inventory progress report
Local requirements

Step 1: Plan and Organize
Recommendation to develop an inventory schedule
Start with Custodian/RO departure list
Plan to begin inventory 20 days out from change of Custodian
Take into account Change of Command timing

Open a separate ICN for each Customer you are inventorying
Opening an ICN will “lock” your equipment records so that no transfers can be completed outside of the inventory in that
Department
All items must be inventoried, transferred, or removed from DMLSS before the ICN can be completed

• Print each customer individually
• Easiest method is to sort by ECN

Teams should be selected and trained per your command’s inventory plan
Inventory teams must contain at least one member from outside the department
EM should oversee the physical inventory, but does not need to physically perform the inventory

Complete all Transfers, Gains, and Losses
Reconciliation valuation information:
ECN.
Nomenclature of equipment.
Manufacturer's Serial Number.
Manufacturer’s Nameplate Model.
Manufacturer’s Model Number. (Common Model)
Acquisition Cost.
Custodian Name.
Location. (Update Permanent Location)

Select the ECN you would like to inventory and click the
Update button
Multiple ECN’s can be selected at once by holding the
CTRL or
SHIFT keys

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Enter the Room location where the item was found, inventory date, and who the inventory was performed by. Click
“OK.” You should see a “Y” appear next to that ECN on the
“Inv.” column.
Once you have inventoried all items that were found, click the “Reconcile”
Button
Items can be added from other departments using the
“Add” button

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Clicking the
“Reconcile” button will take you to a screen showing all shortages and overages. All items must be transferredout, lossed, or transferred-in on this screen before the inventory can be completed.
You can perform transfers and losses by selecting the buttons on the horizontal toolbar.
Be sure all appropriate loss documentation has been obtained before performing the loss (i.e. DD 1149,
DD 1348-1A, DD
200)

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Close the
Shortage/Overa ge window to return to the previous screen.
Once there are no shortages or overages, click the “Complete” button.
Select the inventory that you would like to complete and click Complete.

Close ICN in DMLSS
Print 2 copies of updated Customer Receipt/Location
List
EM and Custodian will sign and maintain copies
Retain all physical inventory sheets until the next Wall-to-
Wall inventory

Create an inventory plan for the year
Take into account Change-of-Custodian timing
Complete a wall to wall of 10% of your Customers each month
If you have 40 separate customers, plan to inventory 4 each month
Inform departments prior to inventory
Open separate ICN by Customer ID

Annual Inventory Requirements
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Ex. 10% inventory by department
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Change-of-Command
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Change of Equipment Manager
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Grossly inaccurate inventory

Annual Inventory Requirements
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Capital Equipment
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Classified and sensitive
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On Loan
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Leased
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Government Furnished Equipment (GFE)
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Inventory past due (last inventory 3 years ago)

Physical Inventory Plan for BSO-18 driven wall-to-wall inventory
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Review the guidance and identify required resources and deadlines.
Develop a plan of action and brief the chain of command. Obtain approval of the plan.
Notify the command.
Provide training. Deputize departmental equipment management representative.
Create an inventory control number (ICN) in DMLSS.
Execute the plan.
Update and reconcile the equipment inventory records on a daily basis.
End physical inventory and process overages and shortages.
Process transfers and losses documentation.
Complete the inventory.
Generate custodian inventory list and initiate DD 200s for custodian review and signature.
Generate inventory certification letter and for CO’s review and signature.
Send original certification letter to BUMED-PMO.

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Have you submitted an Inventory completion letter to BUMED-PMO?
Have you established an inventory management plan per DODI 5000.64?
Are you resolving inventory discrepancies in a timely manner?
Are you posting completed inventories to the property book in a timely manner?
Are you tracking open inventories provided to custodians? Do you know who is past due and the status to complete?
Have you assigned count teams independent of the custodian?
Are missing, lost, stolen, damaged, or destroyed assets being surveyed and in a timely manner? Are the being signed by the Commander?
Do you know when custodians leave the command so that you can schedule a turnover inventory before they leave?
Is the inventory team validating the assets condition, serial nbr, and location?
Do you have inventories in an open status and unreconciled greater than 60 days?

FOR OFFICIAL USE ONLY
24

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Program Manager
Edlouie Ortega – ETM Supervisor
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Analytics/Equipment Management
HM1 Sherwin Villagracia – Data Quality Management
• Elizabeth Erdman – Inventory Management/LAV
Equipment Management
HA Denise Matamoro – Property Accounting Support
NMLC-ETM@med.navy.mil
BUMED-PMO@med.navy.mil
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LO-M-1-F Business Objects Training for Equipment
Managers
LO-T-3-B Equipment Management Self Assessment - Conduct
Your Own LAV
LO-W-3-C Automatic Identification Technologies (AIT) /IUID and RTLS
LO-W-3-D Equipment Management Process
LO-W-3-E Annual Inventory Process and Requirements
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FOR OFFICIAL USE ONLY