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Equipment Inventory


... Complete ICN Step 1: Plan and Organize Each activity needs a plan for conducting inventory (SOP) ... Send original certification letter to BUMED-PMO. – PowerPoint PPT presentation

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Title: Equipment Inventory

Equipment Inventory
  • Elizabeth Erdman
  • Medical Equipment and Logistics Solutions
    Directorate (Code 03)

  • Context
  • Navy Medicine is planning an Annual Inventory in
    support of Audit Readiness
  • Purpose
  • To outline current guidance and best business
    practices for Wall-to-Wall inventories
  • Objectives
  • Learn roles and responsibilities for equipment
  • Learn how to complete an ICN in DMLSS

  • NAVMED P-5132
  • SECNAVINST 7320.10a
  • DODI 5000.64
  • FY12 Logistics Guidance

What is a Wall-to-Wall Inventory?
  • Reconciliation of the property book to assets
    physically located at the Command. Includes
  • Floor to book
  • Were all accountable equipment in the command in
  • Book to floor
  • Were all equipment in DMLSS physically located?
  • Review and update of valuation information
  • Update of equipment locations
  • Compliant inventories must be completed in DMLSS

If done correctly a Wall-to-Wall inventory can
  • Ensure 98 inventory accuracy
  • Help you to identify and correct valuation
    information errors
  • Reduce workload on EM and BIOMED staff looking
    for Unable to Locate (UTL)

Steps in a Wall-to-Wall Inventory
  1. Plan and Organize
  2. Open ICN
  3. Print Custodian Receipt/Location Lists
  4. Conduct Physical Inventory
  5. Reconcile (update valuation information and
    locations in DMLSS)
  6. Complete ICN

Step 1 Plan and Organize
  • Each activity needs a plan for conducting
    inventory (SOP)
  • Can be included in your CEMP
  • Should include
  • Purpose of inventory
  • Responsibilities of personnel
  • List of inventory areas and target dates
  • Indoctrination of personnel
  • Specific physical inventory procedures
  • Instructions for inventory progress report
  • Local requirements

Step 1 Plan and Organize Scheduling
  • Recommendation to develop an inventory schedule
  • Start with Custodian/RO departure list
  • Plan to begin inventory 20 days out from change
    of Custodian
  • Take into account Change of Command timing

Step 2 Open an ICN
  • Open a separate ICN for each Customer you are
  • Opening an ICN will lock your equipment records
    so that no transfers can be completed outside of
    the inventory in that Department
  • All items must be inventoried, transferred, or
    removed from DMLSS before the ICN can be completed

Step 3 Print the Custodian Receipt/Location list
  • Print each customer individually
  • Easiest method is to sort by ECN

Step 4 Conduct Physical Inventory
  • Teams should be selected and trained per your
    commands inventory plan
  • Inventory teams must contain at least one member
    from outside the department
  • EM should oversee the physical inventory, but
    does not need to physically perform the inventory

Step 5 Reconciliation
  • Complete all Transfers, Gains, and Losses
  • Reconciliation valuation information
  • ECN.
  • Nomenclature of equipment.
  • Manufacturer's Serial Number.
  • Manufacturers Nameplate Model.
  • Manufacturers Model Number. (Common Model)
  • Acquisition Cost.
  • Custodian Name.
  • Location. (Update Permanent Location)

  • Select the ECN you would like to inventory and
    click the Update button
  • Multiple ECNs can be selected at once by holding
    the CTRL or SHIFT keys

  • Enter the Room location where the item was found,
    inventory date, and who the inventory was
    performed by. Click OK. You should see a Y
    appear next to that ECN on the Inv. column.
  • Once you have inventoried all items that were
    found, click the Reconcile Button
  • Items can be added from other departments using
    the Add button

  • Clicking the Reconcile button will take you to
    a screen showing all shortages and overages. All
    items must be transferred-out, lossed, or
    transferred-in on this screen before the
    inventory can be completed.
  • You can perform transfers and losses by selecting
    the buttons on the horizontal toolbar.
  • Be sure all appropriate loss documentation has
    been obtained before performing the loss (i.e. DD
    1149, DD 1348-1A, DD 200)

  • Close the Shortage/Overage window to return to
    the previous screen.
  • Once there are no shortages or overages, click
    the Complete button.
  • Select the inventory that you would like to
    complete and click Complete.

Step 6 Complete ICN
  • Close ICN in DMLSS
  • Print 2 copies of updated Customer
    Receipt/Location List
  • EM and Custodian will sign and maintain copies
  • Retain all physical inventory sheets until the
    next Wall-to-Wall inventory

Monthly 10 Inventories
  • Create an inventory plan for the year
  • Take into account Change-of-Custodian timing
  • Complete a wall to wall of 10 of your Customers
    each month
  • If you have 40 separate customers, plan to
    inventory 4 each month
  • Inform departments prior to inventory
  • Open separate ICN by Customer ID

Annual Inventory Requirements
  • Cyclical inventory strategy is the way ahead
  • Ex. 10 inventory by department
  • Claimancy-wide triennial inventory is history

Annual Inventory Requirements
Annual Inventory Requirements
  • Periodic (Wall-to-wall)
  • Change-of-Command
  • Change of Equipment Manager
  • Grossly inaccurate inventory

Annual Inventory Requirements
  • Annual
  • Capital Equipment
  • Classified and sensitive
  • On Loan
  • Leased
  • Government Furnished Equipment (GFE)
  • Inventory past due (last inventory 3 years ago)

Physical Inventory Plan for BSO-18 driven
wall-to-wall inventory
  • Review the guidance and identify required
    resources and deadlines.
  • Develop a plan of action and brief the chain of
    command. Obtain approval of the plan.
  • Notify the command.
  • Provide training. Deputize departmental equipment
    management representative.
  • Create an inventory control number (ICN) in
  • Execute the plan.
  • Update and reconcile the equipment inventory
    records on a daily basis.
  • End physical inventory and process overages and
  • Process transfers and losses documentation.
  • Complete the inventory.
  • Generate custodian inventory list and initiate DD
    200s for custodian review and signature.
  • Generate inventory certification letter and for
    COs review and signature.
  • Send original certification letter to BUMED-PMO.

Inventory Management Checklist
  • Have you submitted an Inventory completion letter
    to BUMED-PMO?
  • Have you established an inventory management plan
    per DODI 5000.64?
  • Are you resolving inventory discrepancies in a
    timely manner?
  • Are you posting completed inventories to the
    property book in a timely manner?
  • Are you tracking open inventories provided to
    custodians? Do you know who is past due and the
    status to complete?
  • Have you assigned count teams independent of the
  • Are missing, lost, stolen, damaged, or destroyed
    assets being surveyed and in a timely manner?
    Are the being signed by the Commander?
  • Do you know when custodians leave the command so
    that you can schedule a turn-over inventory
    before they leave?
  • Is the inventory team validating the assets
    condition, serial nbr, and location?
  • Do you have inventories in an open status and
    unreconciled greater than 60 days?

  • Program Manager
  • Edlouie Ortega ETM Supervisor
  • Analytics/Equipment Management
  • HM1 Sherwin Villagracia Data Quality Management
  • Elizabeth Erdman Inventory Management/LAV
  • Equipment Management
  • HA Denise Matamoro Property Accounting Support

Related Sessions
  • LO-M-1-F Business Objects Training for Equipment
  • LO-T-3-B Equipment Management Self Assessment
    - Conduct Your Own LAV
  • LO-W-3-C Automatic Identification Technologies
    (AIT) /IUID and RTLS
  • LO-W-3-D Equipment Management Process
  • LO-W-3-E Annual Inventory Process and Requirements