R 131747Z JUL 10

ALCOAST 372/10
COMDTNOTE 4000
SUBJ: CONFIGURATION MANAGEMENT PLUS (CMPLUS) AND TEMPORARY ACCESS
INVENTORY TOOL (TAIT) PHYSICAL INVENTORY PROCESS GUIDE - FIELD UNIT
REPORTING OF OPERATING MATERIALS AND SUPPLIES (OM(AND)S)
A. SUPPLY POLICY AND PROCEDURES MANUAL (SPPM), COMDTINST M4400.19
(SERIES)
1. THIS MESSAGE PROVIDES GUIDANCE ON THE MANDATORY USE OF THE NEW
STANDARDIZED PROCESS GUIDE FOR CMPLUS AND TAIT PHYSICAL INVENTORY
REPORTING (PIR) DATED 18NOV09. THE PROCESS GUIDE ALSO INCLUDES, IN
APPENDIX P, PROCEDURES FOR FULL DATA EXTRACT (FDE) REPORTING AND
INCLUDES DUE DATE REQUIREMENTS AND STATISTICAL SAMPLE SIZES FOR
OM(AND)S. A KEY CHANGE IS THE REPLACEMENT OF THE MINI-RANDOM PHYSICAL
INVENTORY (MRPI) NORMALLY CONDUCTED IN THE FIRST, SECOND, AND THIRD
FISCAL QUARTERS WITH A COMPLETE STATISTICAL RANDOM SAMPLE COUNT WHICH
SHALL BE CONDUCTED EACH FISCAL QUARTER.
2. THIS PROCESS GUIDE INCORPORATES CHANGES AND MODIFIES REQUIREMENTS
CURRENTLY EXISTING IN REF A, CHAPTER 3 TO SUPPORT FINANICAL STATEMENT
CERTIFICATION MANDATED BY THE CG CFO AND TO ENHANCE LOGISTICS
SUPPORT. WHILE REF A IS BEING UPDATED THIS PROCESS GUIDE APPLIES.
3. THIS PROCESS GUIDE WAS ANNOUNCED VIA EMAIL TO ALL PRIMARY AND
SECONDARY INVENTORY CONTROL AND COMPLIANCE PROGRAM (ICCP) REGISTERED
USERS IN EARLY APRIL 2010: HOWEVER, NOT ALL REPORTING UNITS SUBMITTED
TIMELY REPORTS OR USED THE NEW SAMPLE SIZES DURING THE THIRD QUARTER
2010.
4. PURPOSE OF A PHYSICAL INVENTORY REPORT (PIR) CONTAINS THE RESULTS
OF PHYSICAL ACCOUNTABILITY PERFORMANCE MEASURES. A PHYSICAL INVENTORY
(PI) IS CONDUCTED ON SPARE PARTS AND CONSUMABLE MATERIALS THAT ARE OR
SHOULD BE ACCOUNTED FOR IN SUPPLY SYSTEM RECORDS. THE ACTION OF
CONDUCTING A PI IS TO VERIFY THAT THE ON-HAND QUANTITY OF EACH ITEM
IN YOUR SUPPLY SYSTEM RECORDS REFLECTS WHAT IS ACTUALLY ON THE SHELF.
ACCURATE PHYSICAL COUNTS ARE NECESSARY FOR EFFECTIVE REPLENISHMENT BY
PROCUREMENT PERSONNEL WITHIN THE FIELD UNIT OR AT LOGISTICS SERVICE
CENTERS. FIELD UNITS ARE TO CONDUCT A PI DURING THE FIRST TWO MONTHS
OF EACH FISCAL QUARTER: OCT-NOV, JAN-FEB, APR-MAY, AND JUL-AUG.
WITHIN 15 DAYS FOLLOWING THE COMPLETION OF A PHYSICAL INVENTORY FIELD
UNITS ARE TO SUBMIT A PIR FOR COMMAND APPROVAL, SUBMISSION TO
HEADQUARTERS AND LOGISTIC SERVICE CENTERS USING THE FOLLOWING
WEBSITE: HTTP://ICCP.ELCBALT.USCG.MIL.
5. PURPOSE OF A FDE - A FDE CONTAINS ALL THE DATA IN A FIELD UNITS
CMPLUS OR TAIT SYSTEM WHICH CONSISTS OF EQUIPMENT AND SYSTEM
CONFIGURATION, MAINTENANCE INFORMATION, SUPPLY TRANSACTIONS, AND
TOTAL SUPPLY SYSTEM QUANTITIES AND VALUE. THE TOTAL SUPPLY SYSTEM
QUANTITIES AND VALUE IS ALSO KNOWN AS A TOTAL ASSET VISIBILITY REPORT
(TAV). TAV DATA IS CONSOLIDATED WITH OTHER CG OM(AND)S REPORTS AND IS
USED TO PROVIDE A FINAL DOLLAR VALUE IN OUR FINANCIAL STATEMENTS
SUBMITTED TO THE DEPARTMENT EACH QUARTER. A FDE IS TO BE SUBMITTED
DURING THE FOLLOWING TIMELINES: 1-15 DEC, 1-15 MAR, 1-15 JUN, AND
1-15 SEPT.
6. AS WE PREPARE FOR END OF YEAR REPORTING AND FINANCIAL STATEMENT
CERTIFICATION, FIELD UNITS MUST REVIEW AND IMPLEMENT THE NEW PROCESS
GUIDE TO MEET THE CRITICAL FOURTH QUARTER REPORTING TIME LINE OF 31
AUG 2010.
   A. PHYSICAL INVENTORIES MUST BE CONDUCTED BETWEEN 1 JUL - 31 AUG
AND THE PHYSICAL INVENTORY REPORT MUST BE SUBMITTED WITHIN 15 DAYS OF
COMPLETION BUT NLT 31 AUG 10.
   B. FULL DATA EXTRACTS MUST BE SUBMITTED BETWEEN 1-15 SEP 2010.
7. AUTOMATED EMAILS ARE SENT TO PRIMARY / SECONDARY POINTS OF CONTACT
FOR EACH FIELD UNIT WITH A REMINDER OF THE DUE DATES.
TIMELY REPORTING SHOULD TAKE INTO ACCOUNT PLANNED OPERATIONS,
AVAILABILITY OF PERSONNEL, INCLUDING THOSE WITH SYSTEM ACCESS, AND
TRANSMISSION CAPABILITIES.  NO LESS THAN 100 PERCENT PARTICIPATION OF
ALL FIELD UNITS IS EXPECTED.
8. THE PHYSICAL INVENTORY AND FULL DATA EXTRACT PROCESS GUIDE MAY BE
DOWNLOADED BY GOING TO THE ICCP WEBSITE FOUND AT
HTTP://ICCP.ELCBALT.USCG.MIL, AND SELECTING THE QUICK LINK IN THE
UPPER RIGHT CORNER UNDER PHY INV INFORMATION. TWO DOCUMENTS APPEAR:
   A. CMPLUS AND TAIT PIR GUIDE
   B. CMPLUS AND TAIT PIR FLOW CHART
9. THE STATUS OF UNIT COMPLIANCE WITH QUARTERLY REQUIREMENTS ARE
POSTED AND AVAILABLE TO ALL INTERESTED PARTIES VIA THE PUBLIC REPORTS
LINK ON THE ICCP WEB SITE CITED ABOVE.
10. POCS:  SFLC LOGISTICS COMPLIANCE BRANCH CHIEF, MRS. ANNE GOOCH
(510) 637-5900, ANNE.P.GOOCH (AT) USCG.MIL OR TRAINING SECTION CHIEF,
MRS. LINDA ATKINS-MCNEIL (510) 637-5924, LINDA.M.ATKINS-MCNEIL (AT)
USCG.MIL.
11. RELEASED BY RDML T. P. OSTEBO, ASSISTANT COMMANDANT FOR
ENGINEERING AND LOGISTICS.
12. INTERNET RELEASED AUTHORIZED.