M-L-1700-1800 Inventory Management Process

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Equipment Inventory
Elizabeth Erdman
Medical Equipment and Logistics
Solutions Directorate (Code 03)
NAVMEDLOGCOM
Context
•
Navy Medicine is planning an Annual Inventory in
support of Audit Readiness
Purpose
•
To outline current guidance and best business practices
for Wall-to-Wall inventories
Objectives
1.
2.
Learn roles and responsibilities for equipment
inventory
Learn how to complete an ICN in DMLSS
References
NAVMED P-5132
SECNAVINST 7320.10a
DODI 5000.64
FY12 Logistics Guidance
What is a Wall-to-Wall
Inventory?
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)
Steps in a Wall-to-Wall Inventory
1.
2.
3.
4.
5.
6.
Plan and Organize
Open ICN
Print Custodian Receipt/Location Lists
Conduct Physical Inventory
Reconcile (update valuation information and locations
in DMLSS)
Complete ICN
Step 1: Plan and Organize
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
Scheduling
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
Step 2: Open an ICN
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
Step 3: Print the Custodian
Receipt/Location list in DMLSS
• Print each
customer
individually
• Easiest method is
to sort by ECN
Step 4: Conduct Physical
Inventory
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
Step 5: Reconciliation
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
•
•
•
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
•
•
•
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)
•
•
•
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.
Step 6: Complete ICN
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-toWall inventory
Monthly 10% Inventories
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
 Cyclical
 Ex.
inventory strategy is the way ahead
10% inventory by department
 Claimancy-wide
triennial inventory is history
Annual Inventory
Annual Inventory
Requirements
Requirements
Periodic
(Wall-to-wall)
 Change-of-Command
 Change
of Equipment Manager
 Grossly inaccurate inventory
Annual Inventory Requirements
Annual
 Capital
Equipment
 Classified and sensitive
 On Loan
 Leased
 Government Furnished Equipment (GFE)
 Inventory past due (last inventory 3 years ago)
Physical Inventory Plan for BSO-18
driven wall-to-wall inventory













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.
Inventory Management Checklist










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?
Exercise
FOR OFFICIAL USE ONLY
24
ETM POCs
Program Manager
• Edlouie Ortega – ETM Supervisor
Analytics/Equipment Management
• HM1 Sherwin Villagracia – Data Quality Management
• Elizabeth Erdman – Inventory Management/LAV
Equipment Management
• HA Denise Matamoro – Property Accounting Support
[email protected]
[email protected]
25
Related Sessions
LO-M-1-F
LO-T-3-B
LO-W-3-C
LO-W-3-D
LO-W-3-E
Business Objects Training for Equipment
Managers
Equipment Management Self Assessment - Conduct
Your Own LAV
Automatic Identification Technologies (AIT) /IUID
and RTLS
Equipment Management Process
Annual Inventory Process and Requirements
FOR OFFICIAL USE ONLY
26
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