CHAPTER 1 SHIP'S STORE AUTOMATION

This training manual (TRAMAN) has been prepared for members of the Regular Navy and Naval Reserve in the Ship's Serviceman rating who are preparing for advancement to Ship's Serviceman second class.

Refer to the SH advancement handbook for petty officers for information on the Navy advancement system, naval standards, occupational standards, and bibliographies for Ship's Serviceman. This handbook is updated each January and is available through the educational services offices.

As a Ship's Serviceman your duties up to now have included a variety of tasks. Now, you will perform more administrative and supervisory types of tasks. You maybe assigned duties in the ship's store office operating the ROM system, work as a cash collection agent, or work in one of the other service activities.

AUTOMATED RECORDS

Ship's store records have been automated through the use of the Resale Operations Management (ROM) system. The ROM system was tested on several ships before it was implemented. The system has proven to increase the accuracy and timeliness of recordskeeping. The system can also make your job easier because it does the work electronically that you now do by hand, such as mathematical computations, computing markups, posting receipts and breakout to the stock record, and so forth.

The system itself and the ROM system Terminal User's Guide (TUG) were developed by the Navy Management System Support Office (NAVMASSO), Norfolk, VA. The Terminal User's Guide provides detailed information on how to operate the ROM. This guide is available free from NAVMASSO. NAVMASSO has also published a Resale Operations Management (ROM) desk top guide which is a supplement to the ROM Terminal User's Guide. It is made up exclusively of job sheets, with each job sheet containing a step-by-step guide for performing a ROM function such as adding a new Stock Record, NAVSUP Form 464, to the stock record master file. The principal procedures for the use of the ROM system are contained in detail in the ROM Terminal User's Guide. The ROM functions contained in this guide are based on the procedures contained in the Ships Store Afloat, NAVSUP P-487. The ROM system will work very well with these existing policies and procedures. None of the capabilities the ROM system currently has or current policies/procedures contained in the Terminal User's Guide will be eliminated. The only changes that may occur will be on the methods used to gather, process, display, and store information. The ROM system will be discussed throughout this manual; however, when performing your daily duties using the ROM you should always refer to the ROM system Terminal User's Guide and the NAVSUP P-487.

IMPLEMENTATION OF THE ROM SYSTEM

Requests to implement the ROM system should be submitted to the type commander. The type commander will contact NAVMASSO and set up a schedule for implementation on board ships. NAVMASSO is responsible for implementing the ROM system for ship's stores afloat. The successful implementation of the ROM should take no longer than one accounting period. Since ROM is able to print certain records, reports, and logs used in the ship's store operation, the ROM form should be used in place of the preprinted form. The ROM form is as valid as the preprinted form, and the format is the same. The maintenance of manual ship's store records maintained by the ROM will not be required once the ROM has been successfully implemented.

SECURITY

The ROM system is an unclassified system. There are two types of software security associated with the system: physical and application.

Physically, the ROM system terminal must be located in an area accessible only to personnel who have a need to use the system. The software security is based on the concept of a user's authority to perform a given set of functions and makes only the authorized set of functions available. Access levels are determined by password and user ID which will be assigned by the ROM system administrator, usually the ship's store officer. The ship's store officer will input these access codes into the ROM system on a needto-know basis. Password/security instructions are contained in appendix F of the ROM Terminal User's Guide. The instructions are distributed to the ship's store officer only during the implementation of the system. All persons having access to the ROM system will be listed on the ROM system security access rights list. This list is placed in an opaque envelope. It is then sealed and tape is affixed over the flap. The envelope containing the ROM security access rights list, along with the password/security instructions, and appendix F of the TUG will be retained in the ship's store officer's Accountability File (SSA-21). The ship's store officer will review the ROM security access rights list monthly. If, for any reason, the user ID and password of the individual assigned sales officer are lost, the password file provided during implementation, which includes all users IDs and passwords, must be reloaded. Data files set up during implementation should therefore be maintained in a locked secure place such as the ship's store officer's accountability file. To reload the password file you should refer to appendix F in the TUG.

THE ROM SYSTEM

The ROM system operates on a Zenith Z-248 and the Honeywell PC applications processor (AP) microcomputer. _{Once you become an authorized user of the ROM system you will become familiar with the various keys on the keyboard and} their uses. The computer keyboard is similar to a typewriter keyboard with additional keys installed for special functions. Some of the different types of keys and parts of the ROM system are discussed below.

Special function keys-The special function F keys include keys 1 through 10 and the Esc key. The F keys are located on the left side of the computer while the ESC key is located on the right side on the Honeywell microcomputer. On the Zenith Z-248, both the F keys and the ESC key are located on the left side of the computer. The function you select will be taken from the ROM screen display that lists the choices available with an F key or Esc key shown next to the description of the function it performs. When you depress one of the F keys, the function listed on the display screen is activated.

Cursor movement keys-The cursor is a special, blinking underscore character located on the screen that can be moved to where the user wants it. On the right side of the computer there are four directional arrows that perform different cursor movements. The left arrow moves the cursor one position to the left while the right arrow can move it one position to the right. The down arrow moves the cursor down while the up arrow moves the cursor up. For the four directional arrows to perform cursor movement, the light on the num lock must be off. If the num lock light is on, the four directional arrow keys become numeric keys and cursor movement cannot be performed.

^{Display screen-}The display screen on the ROM is used to display and explain the information needed so a response by the user can be made. Information will appear on the screen as entered and the cursor will indicate where the next character will be entered.

Disk drives-These are storage devices used to transfer information into and out of the computer's memory. The Zenith Z-248 contains two 5 1/4-inch floppy disk drives and two Winchester disk drives. The Honeywell AP contains two 5 1/4-inch floppy disk drives and one Winchester disk drive.

The disk storage of the computer is organized into "files" that contain one or more "records." Computer data records are like completed forms in a file drawer. Each record contains several "fields." These fields are equivalent to blocks of information on forms in a file cabinet. Just as only one form type was filed in each folder, only one record type is stored in each data file. In the ROM system, for example, the data file called ROMAS (Resale Operations Stock Record Master file) contains information that is kept on the Stock Record, NAVSUP Form 464. There is one record in the ROMAS data file for each merchandise item carried in stock. Each record contains a number of data fields such as stock number description, bulkroom and total on-hand quantity, on-order quantity, and so forth. The same fields are stored on every record in the file. Only the actual information in the fields is different for each record. The ROM system stores all resale operations data in 33 such files.

Printer and built-in tape drive-The ROM system uses the printer for preparing numerous reports for recordskeeping and a tape drive for backing up and restoring the system. Whenever an option to print a report is made by a ROM user, a warning screen will display a warning signal for the user to turn on the printer and load paper into it before continuing. If this procedure is not followed, permanent file damage may result.

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