PROPERTY ACCOUNTABILITY

The Army tracks serial numbers and data, and accuracy

associated with entering this information is vital to the

success of operations within the Army. Incorrect infor-

mation results in time, money, and manpower wasted on

equipment that may not even exist. This impacts the capa-

bility of accurately forecasting repair parts, capturing ac-

curate total life cycle costs, and displaying accurate readi-

ness and total asset visibility.

Fortunately, the Logistics Data Analysis Center (LDAC)

Enterprise Data Quality Branch (EDQB) has several reports

that help identify and correct discrepancies or invalid

equipment master data in Global Combat Support System-

Army (GCSS-Army).

These reports are located within the Army Enterprise Por-

tal (https://idmng.armyerp.army.mil/oamcustomlogin)

under the Enterprise Data Quality Portal icon (formally

named EDMO and downloadable directly from the App

Warehouse). The data for reports and the reports them-

selves are refreshed on the 14th and 28th of each month.

Descriptions Equipment Master reports that help identify

and correct inaccuracies:

1. Serial Number Anomalies – This report displays serial

numbers that appear to look fictitious, regardless of

the serial number profile or serial number indicator.

This is an opportunity to correct the existing serial

number or, if the serial number isn’t required, flag it

for deletion.

2. Potential Duplicate Serial Numbers – This report dis-

plays serial numbers that match another material

number and serial number combination recorded with-

in GCSS-Army with the leading zero (0) and special

characters removed . The owner of the serial number

that has the item is shown along with the duplicate.

3. Construction Year – This report displays construction

years that appear to be invalid. Valid year data help us

determine the age of the fleet, warranty information,

and depreciation values.

4. Equipment Number Equals Serial Number – This report

identifies GCSS-Army equipment records in which the

equipment number equals the serial number but does

not meet Combined Arms Support Command

(CASCOM) cleanup guidance or comply with Army

Directive 2016-21.

5. Equipment Category Type – This report identifies the

instances when material catalog information does not

agree with the equipment catalog information. GCSS-

Army assigns specific codes and serial number pro-

files based on equipment type.

User guides supporting the above reports are hosted on

the HQDA G-4 Property Accountability Division milSuite

community site.

For further information on please contact Mr. Wayne

Trochesset, wayne.l.trochess[email protected].

Tools that Help Correct Inaccuracies in Equipment Master Reports

PROPERTY ACCOUNTABILITY

MONTHLY NEWSLETTER, December 2020

HEADQUARTERS, DEPARTMENT OF THE ARMY

IN THIS ISSUE:

Tools that Correct Inaccuracies (pg. 1) Clarification on DA Form 1687 (pg. 3)

Determining Latest Publication (pg. 2 ) Chief’s Corner: DLA-DS & the DD 1348 (pg. 4)

In the November 2020 HQDA G-4 Property Accountability

Newsletter, we discussed how to determine which docu-

ments to use during inventories. The basic principle is to

use the “most current publication.” For GCSS-Army users

that should be the Bill of Materials (BOM), which generates

the Component Hand Receipt (CHR) for inventory, and us-

es the Technical Manual (TM) or Sets, Kits, Outfits, and

Tools (SKOT) Component Listing (CL) as a visual reference.

Although the BOM is derived from authoritative data

sources (ADS) and should be the most current record, there

are situations in which a discrepancy between the BOM-

generated CHR and the printed TM or SKOT CL may occur.

This can result in confusion.

Fortunately, there are resources available in AESIP’s Army

Enterprise Portal and in GCSS-Army to assist with identify-

ing the most current publication to use for inventories.

To identify the most current TM/SKOT CL publication (or

whether an official publication exists at all), start with the

AESIP Army Enterprise Portal (more commonly known as

Logistics Information Warehouse or LIW) located at

https://enterprise.armyerp.army.mil/. The LMR (Logistics

Modernization Reporting) app available in the portal’s App

Warehouse contains multiple report categories. The

“Publications” menu in the header brings you to a selection

of reports. The following are most useful for field-level us-

ers (and starred in the image):



LINS Without Publications

is a positive confirmation

that no official publication exists for an item.



Tailored Index Report

allows selection by a single iden-

tifying data element for an item.



Tailored Index Report by UIC

returns all required publi-

cations for equipment listed in a single UIC.



Pubs Queries

and

Query Options for Tailored Index List-

ings

allow multiple search criteria to narrow results.



Covered Part Number to Publication Cross Reference

can help identify what publications might apply to an

unidentified item.



Scheduled

and

Rescinded

queries confirm if a new item

has a publication coming out soon, or if an on-hand pub-

lication is active.

Within GCSS-Army, the BOM Change Report serves a simi-

lar function, helping to identify when a BOM was last up-

dated. Transaction code ZBOMCHG allows selections by

Unit identification code (UIC), date range, accounting re-

quirements code (ARC), and specific end-item material

numbers. The report shows what items have changed,

which UICs were affected, what BOM type (unit, property

book, maintenance, other) were affected, and describes

the changes made to the BOM.

Preparing for inventories of any kind should always in-

clude a publications check, whether it’s an inventory be-

tween two end users, a periodic cyclic inventory, or a

100% change of hand receipt holder inventory. Verify the

most current date of the published official TM/SKOT CL (or

confirm no such document exists). Use ZBOMCHG to

check the update history on the BOM within GCSS-Army

used to generate the CHR for inventories.

When discrepancies are noted, follow the process dis-

cussed in the November 2020 newsletter to document the

differences and take corrective action if needed, such as

create Help Desk tickets to clarify or request updates to

BOMs, or draft local memorandums to record what docu-

ments are used when no publications exist.

POC is CW5 Gregory W. Besaw, email:

usarmy.pentagon.hqda-dcs-g-4.mesg.dcs-g44s-

Identifying the “Most Recent Publication”

Since the issuance of the clarification memorandum about

Guidance Regarding Contractor Signature Requirements on

DA Form 1687, dated 3 Nov 2020, we have received numer-

ous emails requesting additional clarification. To be clear,

this guidance does not state that contractors are not author-

ized to sign for, turn in, or transfer equipment in accordance

with (IAW) the performance work statement (PWS).

This clarification memorandum was developed to correct

policy specific to DA Form 1687 and clarify who can be dele-

gated and by whom. Contractors, IAW their contract and

their PWS, are tasked with specific tasks, functions, and du-

ties. The tasks and functions of receiving, issuing, turning in,

and conducting lateral transfers is authorized but cannot be

delegated on DA Form 1687 by the requiring agency employ-

ing contractor support.

Delegation must be done on a memorandum listing the

names of contractors authorized to perform these functions,

the contract number, and location where this function will

take place (i.e., the equipment issuing or turn-in site). The

memorandum must be signed by the individual giving

contractors the authority IAW their contract to do this work,

which would be the contracting officer, property administra-

tor, or the contracting officer representative. (Note: Down-

load a sample memorandum at https://www.milsuite.mil/

book/docs/DOC-912917/.)

One thing such a memorandum does not cover is the signing

or initialing of documentation for a Property Book Officer or

Accountable Property Officer. Contractors can perform such

functions as decrementing, adjusting, or adding equipment in

the Accountable Property System of Record and can perform

receiving functions (except initial acceptance from a vendor

on behalf of the government), but they cannot sign or initial

where a PBO or APO would sign or initial for final approval or

when a decision would require contractor judgment.

Accountable officers are inherently governmental and can-

not be delegated to contractors on DA Form 1687.

Point of contact for this article is Christine H. Stinson at 703-

692-9522 (telework number 912-660-0307) or email chris-

tine.h.stinson.ctr@mail.mil.

Government property is incidental to the place of perfor-

mance when the contract requires contractor personnel, is

located on a government site or installation, or the property

used by the contractor within the location remains accounta-

ble to the government. For example, items considered to be

incidental to the place of performance include office space,

office space desks, chairs, telephones, computers, trash

cans, chairs, networked printers, and fax machines.

Incidental government property is no longer considered inci-

dental when the equipment leaves the government site or

installation. In response to the COVID-19 pandemic, as gov-

ernment laptops were issued to allow for mass telework, that

equipment became government-furnished property (GFP).

Once incidental equipment becomes GFP, a contract modifi-

cation must be initiated, with the incidental property

changed to GFP, and a GFP attachment must be added to the

contract. All GFP must be listed in the GFP attachment for

property to be provided to a contractor. If the equipment is

not listed in the contract and it’s not incidental to the place of

performance, then that equipment is not authorized to be

given to a contractor. How a contract is written and the place

of performance location the service is being provided

(government site or vendor site) will determine if a piece of

equipment is incidental or GFP.

Point of contact for this article is Christine H. Stinson at

703-692-9522 (telework number 912-660-0307) or

email christine.h.stinson[email protected]il.

Additional Clarification about DA Form 1687

“Hey Chief, is it true that depreciation is optional or that offic-

ers don’t get depreciation?”

First, depreciation is the least preferable method of compu-

ting the value of lost or destroyed government property, not

the default method. Depreciation will be used only when

using the fair market value or standard rebuild value is not

appropriate, and when the item is in less-than-new condition.

Financial charges, per AR 735-5, are not a punishment or

disciplinary action—the charges represent the actual loss to

the government, regardless of why the loss occurred or who

is liable, including officers. The actual loss to the govern-

ment is the difference between the value of the property

immediately before its loss or damage and its value immedi-

ately after. AR 735-5 Appendix B gives four methods to de-

termine actual loss value, which must be considered in se-

quence from the most to least preferred as follows:

a. Actual cost of repairs, if repairable.

b. If unrepairable, technical inspectors determine the market

value of the item after the damage. Include salvage credit

when it is appropriate.

c. If unrepairable and the technical inspection is impossible

(when an item is lost or completely destroyed as in a fire), or

no market exists to assess market value (e.g., uniquely mili-

tary items not available for sale) apply the appropriate de-

preciation formula to determine the property value.

d. Deduct the standard rebuild cost from the cost of the item.

VERDICT: False!

MYTH OF THE MONTH

Incidental vs. Government-Furnished Property?

Logistics Warrior of the Month

SPC Dene Robertson is the supply clerk for

the HHD—one of two active duty terminal

battalions in the Army.

SPC Robertson supported the 11th Trans-

portation Battalion, 7

Transportation Bri-

gade (Expeditionary), I Marine Expedition-

ary Force, and partner nation Qatar's allied

forces for nearly four months, operating

autonomously in two separate nations overseas.

During the four months, SPC Robertson's mission was to draw

and manage all equipment required to support this joint opera-

tion—$47 million in all. She oversaw the draw, accountability,

management, and return of equipment to the Army's pre-

positioned war stock at APS-5 as part of the exercise of this

equipment, ensuring the success of the joint operation.

The mission was an annual validation of the condition of vital

Army war stock as well as a certification for joint forces to de-

ploy globally on short notice in support of combat and humani-

tarian operations. The validation and certification process has a

direct and measurable effect on the ability of the Army, and all

DoD members, to deploy in support of these missions.

Performing far above her grade, rank, and time in service, SPC

Robertson was selected over peers and seniors to be the HHD

Battalion supply representative for JLOTS20/Operation

NATIVE FURY to ensure the flawless draw and transfer of more

than 180 major end items and associated components valued at

more than $23 million. For her outstanding performance, she

was recognized by COL Charles Fisher, Commander of the 401st

Army Field Support Brigade.

CHIEF’S CORNER

There still seems to be a common

misconception in the field that the

Defense Logistics Agency Disposi-

tion Services (DLA-DS) is required

to provide relief documentation to

tactical-level units’ property books

for weapons that have been

shipped to the depot.

DLA-DS receives countless emails

each day asking them to provide

signed DD 1348s to tactical units in order for PBOs to re-

move weapons from their property book. This request is

unattainable as the Army divests equipment at a rapid ve-

locity to modernize the force. Please note that a massive

backlog of roughly 100,000 weapons have been received

at Anniston Army Depot since May 2019. This backlog is

currently being worked on a “first in, first out” basis.

I would like to reiterate the fact that FRAGO 1 to HQDA EX-

ORD 223-17 prohibits any unit/retail-level activity from

turning in materiel directly to a depot precisely because of

this issue. This has also been outlined within all ongoing

Total Equipment Management Strategy (TEMS) guidance.

Customer-level GCSS-Army actions (Plant 2000) don’t

send preliminary receipt data to the depot’s accountable

property system of record (APSR) the way a supply support

activity (SSA) (Plant 2001) does. If sent to the depots, and

thus bypassing Plant 2001, the depot has no inbound rec-

ord to process and no idea the shipment is due in until it is

physically received. Depots also have no obligation to pro-

vide customers—or SSAs—signed DD 1348s. Many of

them do as a courtesy, but they are neither staffed or man-

dated to so.

CHG 31312 in GCSS-Army was implemented back in June

to establish notifications between the depot APSR and

GCSS-Army SSA activities when those turn-ins are sent

from SSA to depot. The customer must process the PBO-

level document through the SSA (USFPO for the National

Guard) for the SSA to provide immediate property relief,

then the SSA document goes forward to depot.

Please be advised that audits at the Army-level reconcile

the APSR turn in transaction documents with the disposal

turn in document number processed by the depot activity

to confirm the debit (decrease) from Army records and

credit (gain) by DLA-DS for disposition. Property book

items and items available in the Army supply system must

be turned in through an APSR to achieve a clean audit

opinion.

- CW5 Crow

CHIEF’S BOOKSHELF

Need to know what kind of guidons your unit should have? Who

gets flags for their command? What vehicle accessories are

required for senior Officers?

Learn more in AR 840-10 Flags, Guidons, Streamers, Tabards,

and Automobile and Aircraft Plates

HQDA G-4 PROPERTY ACCOUNTABILITY TEAM WANTS

YOUR INPUT!

Army G-4 Property Accountability Division is looking for best practices to publish in next month’s newsletter. Send your ideas to:

usarmy.pentagon.hqda-dcs-g-4.mesg.dcs-g44s-[email protected] or call (703) 692-9522, (DSN 222).

Find previous Army G-4 Property Accountability Newsletters at:

https://www.milsuite.mil/book/community/spaces/sustainnet/quartermastercommunity/propertyaccountability/g-4propertyaccountabilityteam/

CALL TO ACTION

Registration is open for the new eFLIPL (electronic Financial Liability

Investigation of Property Loss). HQDA EXORD 217-20 directs all Army

organizations to cease using Army FLIPL Tracker (AFT) 4 JAN 2021.

See the EXORD and registration instructions at:

https://www.milsuite.mil/book/community/spaces/sustainnet/

quartermastercommunity/propertyaccountability/flipl/eflipl