OPERATIONAL DEPLOYMENT BLOCK.-

Included in each MAGTF operational deployment block are consumable and nonconsumable items for chaplains of the MAGTF. The FFSG command chaplain makes recommendations to the group, based on feedback from other command chaplains, as to the stockage level (types and quantities of items) of consumables and nonconsumable and acts to ensure that such items are easily procured by MAGTF chaplains.

PROCUREMENT PROCEDURES.- MAGTF chaplains must procure items from the operational deployment block according to existing procedures by submitting required documentation to the command/unit supply officer. The supply officer submits proper documentation to the deployment support unit (DSU) who issues the items to the supply officer. The DSU reorders items depleted from the operational deployment block from the supported activities supply system (SASSY) management unit (SMU).

COMBAT SUPPLIES (30 DAYS).- All chaplains in the FMF maintain a 30-day supply of consumable and nonconsumable items that are to be used only for combat. These supplies are maintained in a locked mountout box, ready for immediate embarkation.

PROCURING, PREPARING, AND PROCESSING REQUISITIONS

The Navy supply system supports the material needs of the Navy. The system is a group of activities that furnish most of the materials needed to meet the supply needs of afloat and ashore installations. To achieve its aim of meeting the supply needs of the Navy, the system procures, distributes, and controls the inventory and storing of materials.

Every RP must be familiar with the Navy supply system to be able to meet the requirements of this system and to be able to obtain the required support for the CRP. The purchase of ecclesiastical materials or supplies in support of the CRP is handled through normal Navy and Marine Corps supply channels. As an RP, you will play a major role in the procurement of these materials. It is crucial that you recognize what goods the Navy authorizes, where to obtain them, the forms you should use to procure them, and the preparation procedures you should use for completing and submitting the forms.

Requisitioning Supplies

If you are the CRP supply petty officer, you will be given training by your activity's supply department to enable you to properly fill out the required forms and maintain the necessary supply records. These forms must have such information as the national stock number (NSN) of the item, its unit of issue, the quantity requested, the cost of the item, and a document number consisting of a date code and requisitioner code.

Your chaplain may sign the form before you submit it to the supply department. At some activities, the chaplain or department head may require the form to be logged in a master log that is kept within the office of the chaplain for accounting purposes. Once you have the form signed and logged in, take it to the supply department for issue if the material is available or if it is to be ordered through the supply system. Carefully inspect any material that you receive before you accept it. If the shipment is satisfactory, sign for it and return the form for the office records.

Using the Imprest Fund

If your ship or unit has an imprest fund, you can make emergency purchases across the counter and pay for them with cash. The imprest fund provides a simple and economical method for purchasing items that do not exceed $100. It is similar to the petty cash funds used by the private sector, but requires a strictly controlled procedure.

The imprest fund is in the custody of a member of the supply department who acts as the imprest fund cashier. When a purchase is required, this person advances these funds to the person who is to pick up the merchandise (you or your representative) and will require you to sign a receipt for the money. The cashier retains the receipt and gives you a receipt for cash, which you and the cashier fill in. Later, the supplier will fill in the receipt at the time the purchase is actually made.

Before attempting to purchase supplies in this manner, you should contact the supplier to determine if the materials are available and their selling prices. You should then make arrangements to pick up the money early in the morning so you can obtain the supplies and return the forms to the cashier the same day.

The person who picks up the money should carry the money and all the forms to the supplier. Once the purchase is complete, have the supplier fill in the forms. After returning to the ship or unit, you must turn the forms over to the cashier as evidence of the expenditure along with any change from the money advanced to you.

LOGISTICS SUPPORT AND THE PC

Much of what already has been discussed about the supply system can now be kept on computer files to eliminate paper filing. However, an even more useful application of the computer in the office of the chaplain is in the area of inventory control.

Inventory Control

Inventory documentation is important to everyone involved in the RMF. One person or a committee of persons, however, must be responsible for actual inventory documentation. This means that you must see that everything kept on hand is properly stored, recorded, and distributed as needed

At regular intervals, you must make a physical check of every item in the RMF and the CRP's storerooms and lockers. Always check the condition of supplies and materials as well as the quantities on hand. Your supply office can assist you with proper inventory control records.

An inventory requires planning. Set a definite period of time once a year, twice a year, or quarterly, if necessary. Set a definite date and plan an inventory party. Do whatever is needed to complete an inventory in the shortest period of time possible.

It is to everyone's advantage to make a thorough inventory. Initially, you may find things you never knew existed. It is mandatory to hold a complete special inventory upon turnover of the person responsible for the inventory.

The inventory also covers operating space items such as items in the custody and under the management of the department head. The supply system defines certain operating space items that require inventory control as "controlled equipage." Repair parts is a separate category of inventory control. The largest area of inventory control will be consumables. Remember, your physical inventory is a prerequisite to efficient inventory control. The primary objective of a physical inventory is make sure the inventory balances as reflected in stock or custody records agree with the actual physical quantities on hand.

Your supply office can introduce you to several _{types of} inventory methods such as bulkhead-to-bulkhead, specific commodity, special material, spot, velocity, and random sampling

techniques. They will explain how each type works and which one is best for your situation,

Preparation for Inventory

Before inventory, inspect the spaces and rearrange the stock. Make sure you take the following steps:

1. Repackage loose articles in standard lots where possible.

2. Label or otherwise clearly identify all stock.

3. Store cartons and other containers with labels and identifying information facing out where possible.

4. Check containers with broken seals to make sure a full count of material is present and each container is prominently marked to show the actual count and the date of the count.

At least a week before the inventory, place notices in the bulletin and plan of the day (POD) that you will hold the inventory. This lets everyone in the command know that services may be reduced because of the inventory.

Inventory Procedures

Because of the importance of a complete and accurate inventory, you must use the following guidelines:

Work quietly and without haste.

Write legibly.

Make sure the count is correct.

Make sure the correct unit of issue is used in taking the count.

Record inventory in a timely manner into a PC format.

Inventory Management

Naturally, the policies for storing supplies will differ from activity to activity. Generally, you should store paper stock and equipment in a storeroom and in lockers while you retain frequently used articles and equipment on site. Store stock and equipment items properly. When on board a ship or in any situation where you are able to get assigned storage space, use it for storing your supplies. If such space is not available, store the supplies on shelves or in cabinets. It is best to group the same kind of supplies or equipment in one spot. Keep the most frequently used items in the most accessible same kind of supplies or equipment in one spot. Keep the most frequently used items in the most accessible places. Open only one package at a time and mark the other packages so you can tell what is in them.

Arrange items that have an expiration date or specified shelf life so that the older stock will be used first. Store these items in areas where they will not be damaged by sweating bulkheads, light, or heat.

You may be able to work out a high or low stock level for your supply items so that when these items reach a certain level you will know to reorder them. This system will work for items stored in the various locations such as offices, the library, the educational center, and the media resource center. The high or low stock level system works because you can keep a running inventory of items and record them immediately when they are used. When they reach the low limit, you reorder to the high level. The running inventory enables you to know how much stock you have on hand at any time and also serves as a guide when you need to determine how much stock to order. After a short time, you will know approximately how much of each item you will use during any given time. This will enable you to judge how much longer the supplies will last and how much you should order at a given time.

Custody Cards

When you receive a piece of valuable equipment, such as an organ or computer equipment, the supply department will ask one person in your office, normally the senior chaplain, to sign a custody card, thereby making the office of the chaplain responsible for it. You or the chaplain should maintain a file of these cards. You can use these cards for References in making the annual inventory.

Much of your equipment in an RMF will be valuable. If you lend it to someone else, obtain a receipt for it. Figure 6-13 shows a typical receipt. You or someone in your office should keep records of all valuable equipment.