DND Supply Documents and Acronyms

Supply Documents and Acronyms

• Material Authorization (MA) documents authorize an organization within DND to hold all material types and cataloging.
• Forces Element (FE) receives authorized entitlements within the material management system, which enables customers to request entitled equipment and kits for tasks at home or abroad.
• Mobile Account Ships Tables (MAST) lists accountable material for a specific ship or submarine to fulfill its operational role by identifying authorization for controlled equipment.
• Items on MAST include accountable stores, exclusive spare parts, fitted equipment, ammunition, or explosives, that are typically portable, long-lasting, and subject to maintenance and repair.
• Ships must hold the maximum authorized entitlement specified in MAST documents, and all equipment authorized by a MAST is accounted for on a Ship’s MUA.
• Examples of equipment authorized by MAST: Pistols, Handcuffs, boarding ladder, radios, life preservers, Yoko’s, fireman's hood, goggles, and fire hose/nozzle.
• Ship's Allowance Replenishment Program (SHARP) provides a list of fitted equipment associated entitlement of repair parts and general stores for ship or submarine support.
• SHARP includes FEL (Fitted equipment), GSL (General Stores List), and ESL (Equipment supports lists).
• Operational ships must maintain a 90-day supply of first-line spare and repair parts, while operational support maintains a 30-day supply.
• Maritime Command Ammunitions Allotment List (MCAAL) authorizes a Ship to hold operational ammunition, and operational stock is a required holding at all times.
• Headquarters (HQ) authorization is required before operational ammunition can be expended.

Restricted Items

• Restricted items are commodities requiring appropriate technical authority before initiating contracting activity.
• Examples of restricted items: IT equipment, telecommunications equipment, radioactive material, radar equipment, weapons and ammunition, major equipment, clothing and footwear, and HAZMAT.

Stock Codes

• Class A stock code signifies accountable items that are subject to entitlement checking and can be repairable or non-repairable.
• Examples of Class A stock: ammunition, clothing (work gloves), food items (rations), and critical repairable assets (portable pump).

Controlled Technologies and Transfer (CTAT)

• CTAT is the process for controlled technologies and transfer, with the USA equivalent being International Traffic in Arms Regulations.
• CTAT applies to goods designed or modified for a military or strategic purpose, including mutations, strategic goods/technology, and items covered by international traffic in arms regulations of the US and missile technology.
• Overseas cradle-to-grave management of controlled goods involves restricted movement, warehousing, transferring, and disposal.
• Loss or compromise of controlled goods must be reported within 48 hours of discovery.

Demilitarization Codes (DMCs)

• DMCs are Demilitarization Codes

Stocking vs. Non-Stocking Items

• Stocking items involves warehouse holdings under SHARP, while non-stocking items are on SLOCs, managed by MAST.

Types of Stocktaking

• Cyclical Stocktaking: Involves a 100% stock count of items on hand against the system of records, conducted over 4 years, following Cycle Count Indicators (A to H) to achieve 100% accuracy.
• Random Stocktaking: Assesses the effectiveness and efficiency of material management to determine trends, weaknesses, inaccuracies, and noncompliance with the stocking plan, assisting with board of inquiries, and required for new custodians of material.
• Investigative Stocktaking: Meets planned requirements and can be initiated against all stock types due to incorrect balances, potential discrepancies, inaccuracies in previous stocktaking, or areas prone to error.

Stocktaking Offsetting

• Stock offsetting of surpluses and deficiencies between units requires approval from senior supply personnel from both units and is permissible with like items before completing the investigative period.
• CF 152 action isn't required for discrepancies that are offset; however, supporting documentation must be filed for audit purposes, and offsetting can't involve restricted items.

Material Discrepancy

• A discrepancy is the difference (surplus or deficiency) between physical stock and the amount in the system of records per SAM 4.3.
• A discrepancy exists for tracked equipment if the materiel's serial number does not match the system of record, even with matching physical count and record quantity
• An investigation is required immediately to determine the reason for the discrepancy.
• MP reports must be filed immediately, and a summary investigation ordered, if the discrepancy involves weapons, weapon components, STANO, COMSEC, ammunition, or explosives.
• Deficiencies in controlled goods must be reported to the CTAT Office within 48 hours, followed by the Custodian of Materiel completing the "Loss or Compromise Reporting Form."
• Investigations depend on the risk and value of the item, with the write-off signing authority determining the level of investigation.
• Investigations must be completed within 3 months, with adjustment and write-off actions in the same fiscal year as the system adjustment.
• Criminal acts like theft, fraud, criminal activity, or negligence, during a deficiency investigation, require immediate completion of 100% stocktaking, investigation of all discrepancies, and reporting to CoC and MPs.

Write-Offs

• Write-offs record losses due to inventory shortage, damage, accident, fire, theft, vandalism, or other reasons, require approving authority.
• The CF 152 Write-off Adjustment Report outlines the financial losses of the material.

Write-Off Approving Authorities

• CO: Up to $250,000
• CCFP: Up to $500,000
• N00: Up to $1,000,000

Key Performance Indicators (KPIs)

• KPIs present the state of the Ship’s supply performance, allowing command to oversee material accountability and improve reported weaknesses.
• Ideally, a Ship should be under target line.
• Stock with no system location: Serviceable & unserviceable stock without a storage bin assigned.
• Outstanding returns from work orders: Unserviceable repairable items not returned from open and closed work orders to the ship’s stores.
• Outstanding returns to base: Repairable items in unserviceable storage locations not returned from the Ship’s supporting base.
• Outstanding issues: Ordered material not issued to the customer.
• Excess stock: Items in excess or not part of the allotted inventory.
• Outstanding LPOs: Local purchase orders pending section 32 approval.
• Expired shelf life: Inventory considered expired but not removed from the supply system effective the updated date of the reported plus 30 days.

Material Attestation

• All Level 1 commanders must sign an annual attestation for material accountability, submitting the material of attention annually with the MAAP.
• Attestation focuses on key high-risk and high-value areas; Level 1s require the Material Attestation template for material with a CCI of A to E.

Material Accountability Attestation Plan (MAAP)

• The Material Accountability Attestation Plan focuses on high value areas and material holding a CCI, submitted at year-end to MARLANT – RCN – CDS and semi-annually (Apr/Oct) to ADM(mat), giving validity to DMRIS.

Cyclical Count Indicator (CCI)

• The Cyclical Count Indicator (CCI) is a letter determining how often items must be accounted for.
• CCIs A-E, high dollar items, are counted annually.
• CCI's F-H, low dollar items and consumables (filters, gaskets), are considered.
  • A – Monthly
  • B – Bi-monthly
  • C - Quarterly
  • D – Semi-annually
  • E – Annually
  • F – Every two years
  • G - Every four years
  • H - Random

Delegation of Authority

• The purpose of the DOA is to delegate the Home Port, Canada Away From, Away From Canada/TF

Standing Offers (SO)

• Standing Offers (SO) aren't contracts; they're administrative means to provide goods/services at prearranged prices with set terms and conditions as required, as per PAM3.3, without obligation until a call-up order is applied.
• Standing Orders are mandatory when purchasing Ground effect vehicles, motor vehicles, trailers, Telecoms equipment and accessories, Software, Furniture, Office machines, Office supplies and devices, Clothing, insignia, accessories, Fuels, lubricants, oils, waxes,Information processing, telecoms services, Professional, administrative, management services.
• It can be determined if an item is on a SO by referring to N4's Base Standing Orders.

Acquiring Goods

• PAM 3.1 outlines that goods can be found at Local Purchase Orders (LPO).
• When acquiring a good not in the Canadian Forces Supply System, bid solicitation methods for goods to be procured using local purchase orders are used per PAM 3.1
• This can be used for requirements defined as Valued less than $25k tax included, Simple, plain, basic types of requirements, No security requirement, Bid evaluation method: lowest cost technically compliant bid, Item may be catalogued (NSN), Commercial-off-the-shelf or military-off-the-shelf

Competitive vs Non-Competitive Contracting

• Competitive contracting is required and the norm to allow for acquisitions that are open, transparent, and fair.
• Solicitations of bids are needed before a contract is entered into.
• Non-competitive contracting must be fully justified and properly documented on the procurement file and be in line with the parameters of emergency contracting outlined in the PAM.

Quotation Requirements based on Cost

• Goods:
  • 1 bid – less than or equal to $2,500
  • 2 bid - $2,500 to $5,000
  • 2 bid - $5,000 to $10,000
• Services:
  • 1 bid - $10,000
  • 2 bid - $10,000 to $25,000
  • 3 bid - $25,000 to $95,000

Emergency Contracting

• Emergency contracting is only enacted in situations where delay would hurt public interest.
• Emergencies are unavoidable and require immediate action, precluding formal bids.
• The need is one pressing emergency in which delay would be injuries to the public interest
• The estimate expenditure does not exceed $25K goods and $40K services
• The nature of the work is such that it would be in the public interest to solicit bids
• Only one person or firm is capable of performing the contract.
• The CO’s limit for emergency contracting is $40,000.

Contract Splitting

• PAM 1.8 defines Contract splitting as using multiple requirements for a single requirement, circumnavigating contracting authority levels, approval processes, or other policies, procedures, or regulations.

Confirming Order

• PAM 1.8 states that a confirming order is used when entering into contract without authority, against TB contracting policy.
• This is typically the case when personnel inappropriately enter into contracts on behalf of DND without the required authority, which occurs through a verbal contract.
• As long as fraud or a criminal action is not suspected immediate action must be taken, through:
  • Ratification of the contract – when the contract has not been paid and
  • Confirmation order - when the contract has been paid.
• DAOD 1016 - regulations when exercising these authorities and explains the expenditure management process.

Procurement Files

• Procurement files have to be retained for 6 years, +1, even for those personnel posted or retired
• Strong records of management practice need to occur in the unit.

Acquisition Credit Cards (ACCs)

• FAM 1016 states that Acquisition credit cards are a payment tool; use is not contracting and contracting steps are not required.
• Inappropriate use includes Personal Use, restricted items, NPF items, cash advances, travel expenses, DND operating vehicle expense, use by non-cardholders, interdepartmental transactions, exceeding authority or missing quotes and Procurement of attractive, high-quality or expensive items without justification.
• UU19 DRMIS role reconciles them to hot our LCPA (LPOs) budget.

Ship Replenishment

• Replenishment in Home Port/Foreign Port:
  • Ships replenish provision in accordance with:
    • Alongside: Replenish needed to a maximum of 7 days for fresh/dairy, 14 for frozen/dry.
    • Underway from Home Port: Replenish up to the level required for length of deployment (60 days or less), or store to maximum capacity (exceeding 60 days).
    • Ready Duty Ship: Minimum of 10 days fresh/refrigerated, 14 dry/frozen.
    • Ships in SWP or DWP: Store to a minimum requirement.

UNITRAK

• It is the national Food services management system that allows for standardized accounting and performance measurement of all operations of CF Food Services.

Food Issuance to Galley

• REAVs (Ration Entitlement Acquisition Vouchers) are used daily to determine ration entitlement, with Coxn issues based on the number of people on board.
• REAVs authorize the galley to draw rations from the Supply Section.
• The senior cook inputs this information into Unitrak, which indicates how much can be spent on rations that day.

Personnel Coordination Centers (PCCs)

• Personnel Coordination Centers can provide replacement cooks or fill open billets, per FSM.

IMPs

• IMPs had been traditionally authorized and maintained on board from SAM 3.24

Cyclical Menu

• Cyclical Menu changes must have Chief Cook, LogO, and CO sign off.
• It occurs on a 3-week period to ensure standardization, planning inventory, cost effectiveness reduce waste and to give proper nutrition.
• Menu to be given consideration for confined working space and limited storage, food as major morale factor at sea, planned based on the itinerary of the Ship
• Review OPSKED and PVSTs - the menu needs to be changed to a winter, summer menu, and food to help with sea sickness.

Ration Entitlement Acquisition Voucher (REAV)

• Per FSM Ch14, the REAV is produced by the Coxn
• This is the authorization to draw rations from the supply section, providing the noon meal for the Ship's Company along with the duty watch.
• The daily REAV is provided to the Senior cook who then imputes it into Unitrak since it is essential data for food services performance measurement.

Basic Food Cost (BFC)

• Per FSM Ch 14, Basic Food Cost is $17.63.
• Strategic Joint Staff J4 Food services annually promulgates Food Service Recovery rates on the 1st of August.

Increment Allowances

• Increment Allowances may be authorized for shipboard feeding and includes
  • At sea allowance: additional 6% for each day the Ship is at sea.
  • Small Vessel Allowance is 10% whether alongside or at sea.
  • Training & Operations Food Enhancement: an additional 5% to provide in between meals for when the weather is extremely hot or extremely cold.

DRMIS & UNITRAK

• All revenues / recoveries/expenditures must be reported in both DRMIS and UNITRAK.
• Expenditures, receipts, and revenues for food provision are dealt with differently in DRMIS than UNITRAK.
• DMRIS - an accounting system budget/report revenues, recoveries and expenses within DND corporate structure for resource management. It includes fund center (base), cost center (kitchen) and general ledger accounts (revenues, recoveries and expenditures).
• UNITRAK provides CF Food services managers tools to helpe with various levels and to evaluate performance. It is to be reconciled against DRMIS monthly.

Food Budget

• The food budget is based off the number of personnel and OPSKED

CF 1009

• Food unfit for consumption is tallied on the CF 1009 form and sent to the supply section to be costed out.

Galley Write-Offs

• The galley records food unfit for consumption and sent to the Supply section to cost out.
• The LogO and PA verify that the food is unfit for consumption and must be disposed.
• CF 152 write-off report must be signed by the CO if items were gally stock; then the chief cook will include this as a negative expenditure on the galley expenditure ledger.

Causes and Solutions for Overspending of the Ration Budget:

• Data/calculation error
• REAVS errors - individuals unaccounted for?
• Ignoring sources of revenue - not accepting meal tickets
• Stale write-offs
• Lack of portion control
• Expensive rations
• Expensive menus
• Foreign-port procured rations

DAOD 3012

• Meal-tickets must be based on the BFC of the ship
• Dinner/supper is 40% of BFC - $7
• Breakfast is 20% of the BFC - $3.5
• Senior cook will prep a recap sheet and redeem tickets to the LogO weekly; submitting into UNITRAK the cost less tax as cash sales; then the money will be deposited in accordance to FAM 1018-1.

Customer Types and Funding for Meals

• Fully funded: meals provided at public expense under CFAO 36-14
• Non-DND Funded: non-DND diners and who are subject to financial recovery (public revenue)
• Type A (fully funded) - Member of ship's company working and deployed
• Type B - visiting units
• Type C - Civilian labor cost or customer

Food Acquisition Cell (FAC)

• The FAC is a Food acquisition cell

UNITRAK Ship's Activity

• A ship's activity and performance summary report shows the expenses associated with feeding one individual every day, and it contrasts it with the Elementary Food Cost (BFC). A discrepancy of beyond 15% is satisfactory.

UNITRAK Budget and Reports

• LogO is responsible for reviewing reports on a monthly schedule for
  • Operating statement
  • Ship’s activity and performance summary report

Ship's Exchange

• The ship's exchange is meant to generate revenue and afford comforts. It functions as a commercial business, encompassing taverns, lunchrooms, vending machines, and other income-producing activities sanctioned by the ship's allocation panel.

Minimum Exchange Capital

• Minimum Exchange Capital for FFH is $40,000.

LOC and CFCS Loan

• Line of Credit (LOC) - is a temporary increase to working Capital to increase the Ship's exchange merchandise inventory holdings often done before deployments and the ship has 30 days upon return from deployment to repay the LOC, with no interest.
  • When Applying for an LOC - request is sent to Fcompt(N8) with current exchange inventory list, quoted list of items required for the deployment, and trial balance.
• Canadian Forces Central Loan (CFCF) - are for large capital expentitures for the ship's exchange, Ship's fund and messes intending on and is interest bearing.
  • When Applying for CFCF Loan – submitted to DGMWS CFO through N8., including Ship's NP Property Capital expenditure request, trial balance, general revenue and expense statement, description of intended purchase, its purpose, and repayment plan.

Restricted Sales

• CO, Formation comptroller, CANFLTLANT Commander, Honorary Captains, Ship's Fund, Cre Morale and Welfare Program, Other HMC Ships, and any Sales billed to public funds have sales at cost
• CO approval is needed beyond these, such as Duty-Free issues.

Purpose of Markups and Markdowns

• The Exchange manager recommends the markups whereas the LogO authorizes them.

Bases and CF Levy

• Base Levy - varies from base to base and allows for supporting bases to give amenities and services needed to service people (e.g., basic cable TV< service to building/jetties and funding to support base clubs and recreation activities)
• CFCF Levy - contribution used to support the CFPAF load (.25%), while the remainder representing the premium for the Consolidated Insurance Program (CIP)
  • Base levy is 2% of retail sales
  • CFCF levy is 0.75% pf retail sales

Consolidated Insurance Program (CIP)

• The CIP covers all NPP of the Canadian Forces, except NP cash, policy pertaining to NPP CIP occur in A-FN-105-001 Ch 11.

Write-off Authorities

• LogO $50/100 for damage; CO $250K, assoc. DGMWS $500K, DGMWS $1M per occurrence.

Internal / External Control Mechanisms

• Same NPP protection as Public Funds. CFAO202 guides. A cash count must be made monthly and funds deposited regularly by the exchange officer.

Safety & Control Procedures to Control NPF Cash

• Good vault, limited access, good NPP education

NPF Stocktaking

• Checkpoints at inventory are tested under whose duty, obligations

Financial Statements

• Financial declarations should be acquainted with - Balance sheet - Inventory Declaration

The CO Fund

• The intention should meet compensations for no other backing origin are established. Restored each year or by personal financial donations made by the CO. It would include happenings such as that would relieve financing of buying it with various resources.

Represenational Expenses

• Spending expected to meet accommodations, providing, or convention obligations in the branch, the department, or the Ship itself
• Not to contribute public funding.
• Could pay for souvenirs used for symbolizing Ship.

Public Grants

• Physical Fitness Sustaining Accord-employed to hold existing physical equipment - Not be utilized to give: apartments; prices, registrations, admission, and tournaments - An occasion is that is to do with fitness rollers as
• Library Accord-used for reference substances, manuals, or records
• Analyzing Hall Accord-used for sustenance not study for unwinding times

Operational Maintenace

Under direction given that the Operational sustainment Accord is to be employed to contribute service.

• A price is charged against the OPAS report completed

Recreation Time Period

• (R&R) Is to have a deployed Ship to enhance ethical, and well life being.
• All month- is 60 dollars

All partial is 2 dollars a day

Pay day Raffles

• Financing events can give backing for aid Fund to pay 35% to selected unit

Charity Fund

• Aid financial fund can be given backing by those that are registered charities
• A portion of it to go to fundraiser

Travel Funds

• That the CO provides support can come from the given travels
• Must have from donation travel

The Fund

• Has to be by buying testimonial on to behalf
• Can get it to cover money

The Purpose of That Fund

• Is made treasurer With a representative attending

Having Approval To Give Alcohol?

• Need to make from the base under who’s given
• No to process can give 21 days to sail

Report of The Vessel

• To test for when for taxation and to get the CBSA

The Reports Due

• Give it through financial of an average report

Liabilities are..

• How it gets sold
• Those payed with cash and and that is given by sales

Review Balances

• Not to hold it for low of a risk

Compassionate leave

• Is time to be away from service for urgent causes
• Death illness on some one.
• A injury

Compasional Travel

• The is to keep some one safe
• The unit must take member back using any source

The Status..

• Has that is personal.

• Cannot deploy with member status

• Give it extend

• Compasional- get a poster to help a member.

• Moves get back

LTA?

• A person must know about someone at their home.

Low pay miles equals to LTA

• The trip must be over from 💯

HLTA

• They may get it can by what’s happening from over seas
• At least six amount.

3 Types of HLTA

• Give back to home.
• Someone is at the risk

Give it where ever they to go .

What is the sea payment

• Help those that are getting post out to help that pay in a unit

Harassment polices

• Those resources to know that are real.

A person must know these to fix it..

• Give them to have a bit of work time that’s correct.

The control program

• It’s by what’s done
• The way to get that way

What are those are ..

• What’s is to pay it with someone

Explain the grievance

• Any personal stuff that’s with the team need to be here

How are these done..

• All it to register and be put in there

TOS the term

• The pay amount
• Any time they deploy and need help

Books.

• From one person to do
• Pay that is given .

The CO to do ...

• There needs to take care for with help
• Pay for them on for pay .

Public Funds

Needs get some aid to get it done

A person can get it now

• Where they and the way this is done
• Have it all for the person time
• Make the money
• Get what they have is from

You must

• Get those that make these
• How to do this right

Where to do this rights

Where the people with the time to do this