CHAPTER 2. FEDERAL CATALOG
SYSTEM
2.1. Purpose
2.1.1 The Federal Catalog System (FCS), as
defined in Title 41, CFR, Chapter
101, Part 101-30, was established to aid
the national economy and promote greater efficiency in supply management
operations throughout the Federal Government. The objective of the FCS is to
provide for the exclusive use and maintenance of a uniform system whereby all
items of supply at each Federal Agency, and their contractor activities, are
uniformly named, described, identified, classified, numbered, assigned National
Stock Numbers (NSN), and published, to aid in managing all logistical functions
and operations from determination of requirements through disposal. NASA
participation in the FCS permits greater efficiency in supply management
operations by providing the following:
2.1.1.1. Cross servicing within NASA, and
between NASA and other Government agencies; including participation in Federal
Standard Requisitioning and Issue Procedure (FEDSTRIP) and, when applicable,
Military Standard Requisitioning and Issue Procedure programs
(MILSTRIP).
2.1.1.2. On a supply item basis, sources
from which the supply item may be obtained.
2.1.1.3. Cost savings through
consolidation, single item procurement, and prevention of concurrent buying and
selling of the same item.
2.1.1.4. Reduction of inventories,
recordkeeping, and storage space.
2.1.1.5. Maximum utilization of excess and
long supply quantities throughout the Federal Government.
2.1.1.6. Statistical assistance for
precise budget forecasting and financial accounting purposes.
2.1.1.7. Maximum utilization of data
processing facilities because of uniformity of identification data.
2.1.1.8. Firm basis for the establishment
and dissemination of standardization data.
2.1.1.9 Access to the centralized,
Governmentwide technical and logistics management data of the Defense Logistics
Information System (DLIS) located at the Defense Logistics Services Center
(DLSC), Battle Creek, Michigan, and defined in Department of Defense
4100.39-M.
2.2.
Applicability
2.2.1 Each NASA activity, and where
applicable in accordance with paragraph 1.2, NASA onsite contractors, shall
participate in the maintenance and maximum utilization of the FCS and comply
with the policies, rules, principles, and procedures of the FCS.
2.2.2 NASA contractors, when authorized by
their contracts under FAR Part 51 and NASA FAR Supplement Part 1851, "Use of
Government Sources by Contractors," to acquire supplies or equipment from
Department of Defense (DoD), Defense Logistics Agency (DLA), General Services
Administration (GSA), or Federal Supply Schedule (FSS) sources, are encouraged
to do so, provided such acquisition is determined to be cost effective and that
the items to be acquired meet contractor requirements pertaining to suitability
and delivery. Duly authorized NASA contractors electing to acquire supplies or
equipment from DLA, DoD, GSA, and/or FSS sources are required to participate in
the FCS to that degree necessary to ensure the ongoing maintenance of current
federal cataloging information on those items repetitively acquisitioned.
However, this participation shall, at a minimum, include the registering and
withdrawing of activity interest in an NSN, the deletion or revision of item
identification or management data, or any other data required to ensure that the
recorded data are maintained on a current basis, and the participation in Item
Reduction Studies.
2.3. NASA
Participation
2.3.1. As a civilian agency, NASA is
designated as a limited participant in the DLIS, and NASA cataloging activities
are data receivers of DLIS Simplified File Maintenance (SFM) outputs from DLSC.
This limited participant status dictates that when NASA cataloging activities
originate any required Federal cataloging action, they are submitted directly to
GSA, for the performance of all cataloging functions and/or the preparation of
data for submission to DLSC.
2.3.2. After converting items to the FCS,
NASA cataloging activities must continue to provide for the identification and
classification of personal property under their control and maintain uniform
item management data that are required and suitable for interdepartmental supply
activities. Therefore, NASA cataloging activities are required to take
maintenance actions affecting the items contained in materials inventory that
are included in the FCS. These actions may include deletion or revision of item
identification or management data, or any other data required to ensure that the
recorded data are maintained on a current basis.
2.3.3. NASA activities' requests for
supply support, new item identification, changes to a Federal supply
classification class, cancellation of an NSN, or other cataloging actions shall
be submitted on an appropriate SF1303, Request for Cataloging or Supply Support
Action, or DoD Form 1685, Data Exchange, to the GSA, Cataloging Division/FCMC,
Washington, DC 20406. Registration and withdrawal actions must also be submitted
to GSA.
2.3.4. Provisioning and other
preprocurement screening actions shall be submitted directly to DLSC as defined
in paragraph 2.9.
2.4. Major Organizational
Responsibilities
The responsibilities of major
organizational elements of the FCS, as relates to NASA, are as
follows:
2.4.1. The DLA is responsible for the
administration of cataloging policies, program procedures, and overall control
of Federal cataloging for the Federal Government. The DLSC, Battle Creek,
Michigan, houses the DLIS which is the centralized data base of the FCS for the
Federal Government and provides, in coordination with GSA, support for civilian
agencies as follows:
a. Establishes and maintains the basic
policies and procedures of the FCS, and disseminates such data in the various
Federal cataloging regulations and publications.
b. Maintains and publishes the Federal
cataloging tools.
c. Reviews and approves item
identification data and assigns NSN to items new to the FCS, processed by GSA
for NASA.
d. Under the DLSC SFM program, furnishes
directly to NASA activities monthly maintenance updates, monthly cumulative
basic records, and/or semiannual replacement files for item identification,
cataloging management, and freight classification data.
e. Reviews and processes provisioning and
other preprocurement screening actions submitted directly by NASA
activities.
2.4.2. The Federal Supply Service, GSA,
Washington, DC, shares with DoD, the responsibility for the coordination of
civilian agency cataloging participation. GSA accomplishes the
following:
a. Represents all civilian agencies that
participate in the FCS to ensure the integrity of the system and the
compatibility of both civilian and military participation.
b. Initiates and collaborates item
reduction studies with NASA to reduce, when possible, the number of items of
supply and corresponding Federal item identifications.
c. Reviews cataloging requests submitted
by NASA activities on SF 1303, Request for Cataloging or Supply Support Action,
and screens them against central files for an existing NSN. When no NSN exists,
GSA prepares the appropriate Item Identification worksheet and forwards it to
DLSC for new NSN assignment.
d. Develops Names for new items, new
Reference Drawings, Classification Structure changes, Federal Item, and
Identification Guides.
2.4.3. NASA cataloging activities are
responsible for maintaining a comprehensive FCS and program including but not
limited to the following:
a. Screening new item identifications
against existing file data to determine matching identifications, if any, and to
prevent duplication of records.
b. Managing shelf-life items, specifically
the identification, assignment, and maintenance of shelf-life codes and related
data elements in the activities materials inventory system. This includes but is
not limited to the following functions: providing shelf-life codes as part of
provisioning, supply support, and cataloging documentation; shelf-life
specification for procurement documentation such as requirements for dating and
marking, environmental protection, packing, transportation, storage. Also, as a
part of the process to maintain requisite levels of stock for shelf-life items,
and to minimize the risk of shelf-life expiration of material, those items
identified in the shelf-life program must be reviewed periodically to ensure
that the assigned code is appropriate.
c. Preparing and submitting to GSA for
collaboration and submission to DLSC, new cataloging actions in clear format on
SF 1303, Request for Cataloging or Supply Support Action.
d. Preparing and submitting NSN adoption
for line item add user (LAU) or withdrawal line item user (LDU) actions to
GSA.
e. Initiating requests to GSA for the
development of new item names, Federal Item Identification Guides, reference
drawings, and for changes to the Federal Supply Classification
structure.
f. Collaborating directly with cataloging
activities of any Federal agency when there is mutual interest in a proposed
change to existing catalog data.
g. Participating in collaboration and Item
Reduction Studies sponsored by the DoD supply agencies and GSA for the purpose
of consolidating stock and eliminating unnecessary items of supply and the
accompanying identification from the FCS.
h. Performing provisioning and other
preprocurement screening.
i. Maintaining current systems, local
records, files, and stock catalogs, in conjunction with the item identification
changes as issued by DLSC.
j. Publishing and maintaining current and
comprehensive materials catalogs.
k. Maintaining current copies of
cataloging manuals, handbooks, and other cataloging products.
l. Providing other NASA activities with a
current copy of the latest material catalogs and revisions.
2.4.4. The NASA Headquarters, Logistics
Management Division administers the implementation, maintenance, and utilization
of the FCS NASA-wide to include the followiing:
a. Providing policy, plans, requirements,
and procedures to achieve full implementation and use of the FCS.
b. Interpreting and implementing FCS
concepts, rules, and procedures as they apply to NASA.
c. Coordinating technical, procedural, and
policy aspects of the FCS for NASA cataloging activities with other NASA
elements, GSA, DLSC, and other Federal agencies.
d. Where applicable, providing DoD and
DLSC Federal catalog publications and management products.
2.5. Utilization of Federal
Catalog System Products
2.5.1. In order to adequately participate
in the FCS, each NASA Federal cataloging activity shall maintain a complete
suite of products in a reference library to be utilized for basic item
identification research. These products shall include, but not be limited to the
following:
a. DoD Provisioning and Other
Preprocurement Screening Manual, DoD 4100.38-M.
b. Defense Logistics Information System
(DLIS) Procedures Manual, DoD 4100.39-M.
c. Master Requirements Directory
(MRD).
d. Introduction to Federal Supply Catalogs
and Related Publications (C1).
e. Cataloging Handbooks
(H-Series).
f. Descriptive and Management Data
Products including, Identification List (IL), Proprietary Item
Identification
List (PIIL), and
the Federal Item Logistics Data Record (FILDR).
g. Master Cross Reference List
(MCRL).
h. Management Data List (MDL).
i. Specially Tailored Publications to
include Medical Catalogs and Interchangeability and Substitutability
(I&S).
j. Current manufacturers' brochures and
catalogs.
k. Federal Specifications.
l. Military Specifications.
m. Qualified Products Listings
(QPL).
n. Miscellaneous engineering standards and
drawings.
2.6. Sources For Obtaining
Federal Cataloging System Publications
Sources for obtaining the FCS publications
and management products outlined in paragraph 2.5 are as follows:
2.6.1. Requests from NASA activities or
approved contractors who perform Agency or Center Federal cataloging operations
for new requirements changes, or deletions to existing requirements, must be
approved by the Center Supply and Equipment Management Officer (SEMO), and
submitted in writing to: NASA Headquarters, Security, Logistics, Aircraft, and
Industrial Relations Division. Agency requirements, including resources, shall
be managed by that NASA Headquarters Division. In addition, each NASA activity
shall revalidate and submit its requirements to NASA Headquarters annually in
June.
2.6.2. Since the provisions of this NPRand
other governing policies are applicable to NASA contractors performing Federal
cataloging operations, applicable NASA contracts must specify that the
Government shall furnish for free the publications and management products
described in this NPR.
2.6.3. Other NASA activities or
contractors who do not perform agency Federal cataloging operations can satisfy
their cataloging publication and product requirements by direct purchase from
the following recommended sources:
a. Superintendant of Documents, U.S.
Government Printing Office, Washington, DC, for inquiries and orders concerning
purchase of microfiche only.
b. U.S. Department of Commerce, National
Technical Information Services, Springfield, VA, for inquiries and orders
concerning purchase of H-Series Cataloging Handbooks, DoD 4100.39-M, DLAH
4140.3, Cl Volumes, ML-C, MCRL (magnetic tape only), Freight, Medical and
Qualified U.S. Contractors Access List.
c. DLSC, Battle Creek, MI., for inquiries
and orders concerning onetime purchase of Identification Lists, Lumber Catalog,
Medical Catalog and Federal Item Identification Guides.
2.7. Item Identification and
Use of National Stock Numbers
2.7.1. The most important element of the
FCS is the establishment of a unique identification for an item of supply.
Proper item identification is a fundamental prerequisite in the performance of
all management operations. The concept of an item of supply is expressed in and
fixed by a Federal Item Identification that consists of the minimum data that is
adequate to clearly establish the essential characteristics of the item, give
the item its unique character, make use of, and differentiate it from every
other item of supply used in the Federal Government.
2.7.2. Each NASA cataloging activity shall
ensure that items authorized for Federal cataloging are properly identified and
maintained in the FCS, with one Federal Item Identification, and has assigned
one NSN.
2.7.3. NASA activities shall follow four
basic steps in the item identification process:
a. Selecting the item name. The
identification data recorded and the Federal Supply Classification assigned an
item are governed by the name selected for the item.
b. Item Classification. Classification is
one aspect of cataloging that is the exclusive responsibility of activity
catalogers.
c. Development of descriptive and/or
reference data. All descriptive characteristics of the item both physical and
performance are identified.
d. When the three functions shown above
are accomplished, appropriate documentation shall be prepared for submission and
transmittal to GSA for the assignment of a NSN for those items meeting the FCS
criteria defined in paragraph 207.
2.7.4. NSN's and approved item names shall
be used, when available, in all stock catalogs complete and without change. The
additional characteristic descriptions shown on the Federal Item Logistics Data
Records may be used in whole or in part to the extent desired.
2.7.5. The NSN, when available, shall be
the only stock number in NASA supply operations. The integrity of the NSN shall
be maintained whenever it is employed in any operation or document.
2.7.6. Local stock numbers, containing the
correct 4-digit Federal Supply Class and local item names, may be used until
related approved NSN and approved item names have been received, at which time
the local identifications shall be replaced. If approved item names are
available, they must be used with local stock numbers. NASA activities should
periodically screen local stock numbers in order to attempt to convert them to
NSN's.
2.8. Determination of Items
to be Cataloged
2.8.1. All items of personal property in
civilian agency systems that are subject to repetitive procurement, storage,
distribution, and/or issue, whether locally purchased or centrally managed,
items shall be named, described, identified, classified, and numbered or
cataloged in the FCS. Federally cataloging an item should not be confused with
the fact that all items of materials inventory not federally cataloged in the
DLIS are subject to item identification using local stock numbers. At NASA
activities, all items of material inventory with repetitive use, except as
excluded in 2.8.2, below, are subject to be federally cataloged in accordance
with the FCS. The term "repetitive" shall be construed to mean continual or
recurring requirements for an item of supply encompassing three or more demands
on a supply system within a 6-month, 180-day period of time.
2.8.2. All items of personal property in
the categories listed below, with the exceptions so noted, are to be excluded
from the FCS, unless circumstances exist in which it is determined that Federal
item identification data shall be of value in NASA's supply management
operation.
2.8.2.1. Items procured on a one-time,
direct-delivery, or infrequent basis that are not subject to centralized item
inventory management, reporting, or stock control.
2.8.2.2. Printed forms, charts, manuals,
books, and other publications subject to central administrative or numbering
controls within a NASA activity.
2.8.2.3. Capital equipment items with the
exception of equipment items carried in the materials inventory.
2.8.2.4. Items of personal property on
which security classification is imposed.
2.8.2.5. Items procured in a foreign
market for use in overseas activities.
2.8.2.6. Space flight certified items,
applicable to spacecraft, satellites, rockets, launch vehicles, and associated
nonflight ground or support system items.
2.8.2.7. Obsolete military aircraft and
one-of-a-kind commercial aircraft modified to support NASA missions.
2.9. Provisioning and Other
Preprocurement Screening
2.9.1. The procedures identified in the
DoD Manual, 4100.38-M, Provisioning and Other Pre-procurement Screening, are
designed to provide item identification and management data as the result of
screening the DLIS files; this aids in the decision processes of provisioning
and preprocurement actions. Provisioning and other preprocurement screening is
prescribed for items of supply being recommended or selected as support
items.
2.9.2. DoD 4100.38-M implements the
provisioning and preprocurement mandate of DoD Directive 4130.2, "The Federal
Catalog System," and requires mandatory participation in the DLSC DLIS
provisioning screening program by all bureaus and agencies of the Department of
Defense, Federal civilian agencies, and contractors acting as Government agents
engaging in provisioning and other preprocurement actions.
2.9.3. All NASA Centers, and authorized
contractors acting for NASA, who perform provisioning and other preprocurement
screening shall do so in accordance with this NPR and DoD 4100.38-M so as to
accomplish the following:
a. Limit the entry of new items into the
Federal supply system.
b. Determine support items necessary to
operate and maintain end items.
c. Prevent duplicate entry of items into
the Federal supply system.
d. Provide a data base for the
continuation and accomplishment of provisioning, procurement, and cataloging
functions.e. Utilize available
stocks of items already in the supply system to meet provisioning and other
logistics requirements to a , void , unnecessary procurements , . , Th , e sc ,
ope , of , items to be screened by a contractor shall be as specified in the
contract.
2.9.4. In lieu of submitting a request for
screening directly to DLSC, NASA Centers are authorized to accomplish such
screening locally, utilizing Federal Logistics Catalogs on CD-ROM (FEDLOG)
.
2.10. General Information
for Screening Requests
2.10.1. Requests for screening shall be
submitted in accordance with the instructions and procedures contained in DoD
4100.38-M. NASA contractors requiring provisioning screening must obtain
approval from the contracting NASA Center's SEMO. As a prerequisite of
provisioning requests, each NASA Center shall comply with the requirements
governing the establishment of destination code and address registration data
for Center or contractors which are to use the screening services. The data
shall identify and establish those activities which are authorized to submit
screening requests, receive the results of the screening, and establish the
media and mode for interchange of screening data. The SEMO shall furnish the
contractor a destination code and the Center assigned an activity code prior to
the preparation of provisioning screening requests.
2.10.2. All NASA activities and authorized
contractors are required to be registered as users of the DLSC provisioning
screening services and to have their requirements recorded in the DLSC
Provisioning Screening Master Address Table. If a contractor's address is other
than that of the NASA Center, it must be registered at DLSC. Registration for
contractors shall be obtained in the manner as shown below, except the name and
address of the contractor shall be used. The use of provisioning screening does
not establish a contractor as a participant in the FCS. Center requests for new
registrations, changes in addresses, or changes in output media requirements
shall be submitted by the SEMO to NASA Headquarters Security, Logistics,
Aircraft, and Industrial Relations Division. Requests shall include the
following:
a. Recipient's complete mailing
address.
b. Media of output such as cards, tape,
and wire.
c. Alternate media of output.
d. Destination code.
e. Activity code.
f. Authorization for Declared Excess
Assets information. (Note: This authorization cannot be extended to a
contractor.)
g. Authorization for Catalog Management
Data.
h. Service Code.
i. Communications Routing Indicator
Code.
2.10.3. Those NASA Centers, currently
registered at DLSC for provisioning and preprocurement screening,
shall use the activity and destination
codes on all submittals.
2.11. Preparation of New
Item Identification and/or Maintenance Actions, Standard
Form 1303
2.11.1. Federal cataloging data being
submitted by NASA activities to GSA for item identification action (new
NSN assignment) shall be prepared on SF
1303, Request for Federal Cataloging or Supply Support Action.
2.11.2. The SF 1303 is also used for
processing a variety of maintenance actions to existing Federal Item
Identifications.
2.11.3. Following is a list of some, but
not necessarily all, maintenance actions for which the SF 1303 may also
be used:
a. Federal Supply Class (FSC)
changes.
b. Duplicate NSN's.
c. Change description.
d. Change item name.
e. Cancel or reinstate NSN.
f. Addition of reference data, such as
manufacturer's part numbers, specification reference.
g. Add, change, delete reference
number.
h. Change type of Federal Item
Identification.
i. Upgrading a Federal Item
Identification.
j. Correction.
2.11.4. An original and one copy of each
completed SF 1303 shall be forwarded to the GSA, FSS, Attention:
FCMC, Washington, DC 20406. A copy shall
be returned with the assigned NSN by the GSA. Activities should retain a pending
copy until the action is completed.
2.11.5. In instances of erroneous or
insufficient data, GSA personnel shall contact NASA cataloging personnel
by telephone to obtain correct or
additional information. When corrective action cannot be accomplished via
telephone, the erroneous submittal shall be returned to the originating Center
for further processing.
2.11.6. Error rejections, resulting from
input to DLSC, shall not be returned to NASA activities but rather to GSA
for corrective action.
2.12. Instructions for
Registering or Withdrawing Activity Interest (Document Identifier
Code LAU/LDU) In An
NSN
2.12.1. A NASA activity requiring
registration as a user of an existing NSN must prepare and submit to GSA a
Document Identifier Code LAU action.
2.12.2. A NASA activity desiring to
withdraw interest from an existing NSN must prepare and submit to GSA a Document
Identifier Code LDU action.
2.12.3. Registration and Withdrawal of
Interest in NSN Requests shall be submitted to GSA, utilizing the media agreed
upon between the GSA and the NASA Cataloging Activities.
2.13. Production and Content
of Stores Stock Catalogs
The data contained in a stock catalog
shall generally include only items of supply which are repetitively procured,
stored, and issued. NSN numbers and approved item names shall be used in stock
catalogs complete and without change. Local Stock Numbers (LSN) and local item
names may be used until related approved NSN and approved item names have been
received. Illustrations, including diagrams and charts, may be used in a manner
and location most suitable for easy comparison with corresponding descriptive
data.
2.14. Maintenance of FCS
Statistics by Cataloging Operations
2.14.1. For management purposes, it is
recommended that each NASA activity compile and maintain annual statistical data
for the following processed and pending cataloging actions:
2.14.1.1. The number of items processed
for provisioning and other preprocurement screening.
a. Total annual submittals.
b. Items matched.
c. Items unmatched.
2.14.1.2. The number of items forwarded to
GSA for addition or withdrawal processing.
a. Total annual submittals.
b. Approvals.
c. Rejections.
2.14.1.3. Other maintenance actions
forwarded to GSA, for example, part number actions, description changes,
and items name changes.
2.14.1.4. Item Reduction Studies,
Standardization Actions reviewed.
2.14.2. In order to maintain accuracy
between each NASA activity's Master Catalog Record and their DLSC,
DLIS record, cataloging activities must
perform a comparison of data between the two records at least once a
year in such a manner that the
activities' entire range of FSC groups and classes are checked. The areas of
difference to be recorded are as follows:
2.14.2.1. The number of NSN items used
that are on the activity Master Catalog Record and not on the SFM
Basic Catalog Tape Record (LAU
registration action required).
2.14.2.2. The number of NSN items on the
Master Catalog Record that match with items on the SFM Basic
Catalog Tape Record.
2.14.2.3. The number of NSN items on the
SFM Basic Catalog Tape Record, and not on the activity Master
Catalog Record (LDU withdraw action
required).
2.14.2.4. The number of LSN items on the
NASA activity's Master Catalog Record that should be identified with National
Stock Numbers (provisioning screening, LAU, or new item identification,
whichever is required).
CHAPTER 3. MATERIALS
INVENTORY CONTROL
3.1. Inventory Control
Program
3.1.1. In keeping with the policy set
forth in paragraph 1.5 of this NPR, NASA Centers shall establish and
maintain a system to identify,
document, and physically control all items held in inventories, i.e., Stores
Stock, Program Stock, and Standby Stock.
3.1.2. Effective controls must be
established to prevent the stockpiling of materials outside of the
designated Center`s materials
inventory control system.
3.1.3. If an item is considered hazardous
material, the decision on whether or not to stock it should be based on health,
potential environmental impact, and safety policies. The costs and complexities
involved in any future excess and
disposal processes should also be considered.
3.2. Classification of
Inventory
NASA materials inventories shall be
classified under one of the following three codes, which define the status
of the materials while under inventory
control. Using activities are permitted to keep on hand a limited amount of
materials for day-to-day operations. In the case of Stores Stock type items,
such quantities should normally not exceed a 60-day supply. SEMO are authorized
to designate and limit total quantity dollar value of user activity Stores Stock type items to not exceed
$20,000.
3.2.1. Stores Stock (Status Code 1).
Material being held in inventory by the Center which is repetitively procured,
stored, and issued on the basis of recurring demand.
3.2.2. Program Stock (Status Code 2).
Material acquired by direct purchase or by issue from Stores Stock for a
specific program or project. To be designated a Program Stock inventory, the
extended dollar value of the items maintained therein shall exceed $75,000. A
Program Stock inventory shall be under appropriate Center inventory
and financial accounting controls. Items
not meeting the $75,000 criteria may be maintained in a bench stock operation or
under other locally determined controls.
3.2.3. Standby Stock (Status Code 3).
Material held for emergencies for which there is no normal recurring
demand but that must be immediately available
to preclude delay, which might result in loss, damage, or destruction
of Government property, danger to life or
welfare of personnel, or substantial financial loss to the Government due
to an interruption of operations. Standby
Stock is not to be used as a repository for items declared excess from
Status Codes 1 and 2, or from any other
programs.
3.3. Inventory Type
Accounts
3.3.1. Determination of the appropriate
classification of material inventory items shall be based on the Federal
Supply Classification Cataloging Handbook
H2-1. Note that these types of accounts parallel those found in NASA Financial
Management Manual 9254.6. New type accounts shall be approved by the Director,
Logistics Management Division, and the Director, Financial Management Division,
NASA Headquarters.
3.3.2. Pricing of Inventories:
3.3.2.1. Additions to inventory by
purchase will be recorded in general ledger account 1200 at invoice price
less trade discounts. Cash discounts,
when taken, are credited to the appropriate general ledger cost account 5X10.
Transportation, handling, and storage costs should be included in inventory cost
when included on the purchasing document and be readily and distinctly related
to the item purchased.
3.3.2.2. Additions to inventory by
transfer from other NASA Centers, other Federal Agencies, or from one status
code to another will be recorded in general ledger account 1200 at the price
actually paid for the material. If no payment is made for the material
transferred, then the material will be recorded at the lower of the net book
value
of the transferor or the
fair market value.
3.3.2.3. Items returned to the inventory,
for credit or without credit, will be recorded at the lower of the
original issue price or the current
issue price. Credit shall be allowed only for returns which can be identified to
the appropriation and accounting classification coding (i.e., organization,
program, project, or functional category) of the activity to which the original issue was made.
Credit shall not be allowed for any issue made prior to the beginning of the
previous fiscal year.
3.3.2.4. When inventory is replenished
through procurement, return, or transfer, a redetermination will be made
of the average stock record unit price based
on the weighted moving average. To do this, the value of the received item will be added to the value of the
total quantity on hand, and the sum will be divided by the total of
the received quantity plus the quantity
on hand. The result is the new unit price.
3.4. Materials Inventory
Control System
Each NASA Center shall establish and
maintain a system to control materials inventory that includes the following:
3.4.1. A single system for managing Stores
Stock inventories shall be established and maintained.
3.4.2. Program Stock and/or Standby Stock
inventory records shall be maintained either at individual supply points under a decentralized system or at one
control location for all of the supply points as a centralized or consolidated
system. Only one set of records shall be maintained. All control records shall
contain adequate and current
descriptive data and shall accurately reflect the status of each item.
3.4.3. The control system shall provide
for the identification through record coding or through use of detail
support records of equipment items designated
for support of a repair program when such a program is authorized by the Center. The system shall record
issues by equipment serial number or similar control and shall identify the issue location.
3.4.4. Perpetual control shall be
established for all inventories controlled by automatic data processing,
all high demand items in a manual
system, and for critical use or security items requiring special
attention.
3.4.5. Low demand items managed under a
manual system may be maintained under periodic control, except for critical use or security items requiring
special attention.
3.4.6. Periodic control inventories shall
use a stock record card as the control document. No issue data shall
be posted to this record.
3.4.7. Perpetual inventory control systems
shall use individual transaction entries for each action affecting an
item. Each increase and decrease to stock
levels shall be supported by an input or output document or comparable record, i.e., issue ticket, receiving
report, or inventory adjustment voucher.
3.4.8. The perpetual inventory control
record shall contain data showing the status of all actions affecting the
item, i.e., issues, receipts, due ins, due
outs, and adjustments.
3.5. Criteria for
Classifying Stores Stock
The basic criteria for classifying items
as Stores Stock are contained in paragraph 3.2.1
3.5.1. The candidate item for stockage
must fall within one of the following categories:
a. Be physically adaptable to storage and
issue.
b. Have anticipated demand patterns making
reasonably accurate forecasts of requirements possible.
c. Have a shelf life sufficiently long
enough to permit stockage without unnecessary loss.
3.5.2. Items having recurring demands but
not meeting the minimum demand criteria may be carried in Stores
Stock if at least one of the following
applies:
a. Advance purchase and storage is
necessary because of long procurement lead time.
b. An adequate industry distribution
system does not exist that would ensure availability.
c. Market conditions are such that an
adequate supply can only be ensured through stockage.
d. Volume purchases are necessary to
secure timely delivery and advantageous price. However, the amount of
the purchase should not exceed the economic
retention limit for the item (see paragraph 4.6.4).
3.6. Criteria for
Classifying Program Stock
3.6.1. Materials meeting the criteria of
paragraph 3.2.2, held by any organizational element, shall be classified as
Program Stock. Inventory controls initially shall be established at the
direction of the SEMO and shall include an identification of the responsible
program or project manager.
3.6.2. Items may be added to Program Stock
inventory when authorized in writing by a program or project manager or designee. Any items added, whether by
replenishment, transfer in or turn in, shall be identified to a specific program
or project.
3.6.3. Equipment items, such as line
replaceable units or components of major systems or subsystems, may be
classified as Program Stock when approved for rotation through a repair program
or for backup replacement components. Such items shall be distinctively tagged
or marked to distinguish them from other equipment items managed under NPR
4200.1, "NASA Equipment Management Manual." Once such items are no longer
identified to a repair program or as backup
replacement stocks, normal controls under NPR 4200.1 shall apply.
3.7. Criteria for
Classifying Standby Stock
Materials which are held to meet the
requirements of paragraph 3.2.3 shall be classified as Standby Stock.
Items shall be added to Standby Stock
only upon written justification by a division chief or equivalent.
3.8. Physical Inventory of
Materials
Each stock classification of inventory
shall be physically inventoried on a cyclic or sample basis pursuant to
the procedures set forth in chapter 5 of this
NPR.
3.9. Management of
Shelf-Life Materials
Following the guidance in Federal Property
Management Regulations, subchapter E, Subpart 101-27.2, "Management of Shelf Life Materials," NASA Centers
shall develop and implement a program to minimize loss and ensure maximum use of shelf life items prior to
their deterioration. A shelf life item is any item possessing deteriorative or
changeable characteristics so that a storage period must be assigned to that
item to assure upon issuance that the item shall perform satisfactorily. The
SEMO shall establish a program to identify such items, establish the expiration
dates and control their procurement, storage, issue, and disposal.
3.9.1. Types of Shelf-Life Items.
Shelf-life items are classified as nonextendible (Type I) or extendible (Type
II). A Type I item has a finite
nonextendible storage life after which the item is considered to be unusable.
Examples of Type I items are drugs and
medicines with certain characteristics. A Type II item has an assigned
shelf-life storage period that may be extended after completion of inspection,
test, or restorative action. Examples of Type II items are paint, ink, tape, printing ribbon, and
photographic film.
3.9.2. Shelf-Life Codes. All
shelf-life items shall be identified in NASA supply inventory systems
bya one-digit code (alpha or numeric)
that is uniformly used by all Federal agencies. Alpha codes are for
nonextendable items and numeric codes
are for extendible items.
3.9.2.1. The code designators for items
with shelf-life periods of up to 60 months can be found in the Federal Property
Management Regulations subchapter E, subpart 101-27.205.
3.9.2.2. Office of Infrastructure and
Administration is used to identify items not included in the shelf-life
program.
3.9.2.3. Office of Security and Program
Protection is used to identify critical end-use items, military-essential items,
and medical items with a shelf life
greater than 60 months. A critical end-use item is any item that is essential to
the preservation of life in emergencies or any item essential to the performance
of a major system. NASA Centers must establish the necessary controls for these
items to prevent their issuance in an unserviceable condition.
3.9.2.4. Centers may also establish
controls for items with a shelf life greater than 60 months that are not
identified in paragraph (3). Such controls
should be established only when they are necessary for effective management of
the items.
3.9.3. Procurement of Shelf-Life Items. In
determining requirements of shelf-life items, the length of storage (months of supply) and appropriate contracting
techniques for the particular item involved, including specification
requirements, industry practices, and storage and delivery procedures, shall be
considered.
3.9.4. Identification and Shipping
Requirements. Manufacturers, whenever practicable, shall be required to
mark the unit or container with the
month and year of manufacture or production and the batch number of all
shelf-life items (60 months or less) procured from other than Government supply
sources. Whenever practical, suppliers shall be required to ship or deliver material
within a given number of months from the date of manufacture or production.
These "age on delivery" requirements should not be imposed in such a manner as
to unduly restrict competition at any trade level.
3.9.5. Packaging. To the extent feasible
and economical, shelf-life materials shall be packaged in such a way to provide
for minimum deterioration.
3.9.6. Controls and Inspection
3.9.6.1. Centers shall establish the
necessary controls to identify shelf-life items on supply system records,
and where applicable, on related
storage locations, and locator records. Shelf-life items must be stored in a
manner to ensure the oldest stock on hand is issued first, except where
it is not feasible to do so, as in shipments to overseas
activities.
3.9.6 2. Before the end of the designated
shelf-life period, Type II items shall be inspected to determine whether
the shelf-life period can be extended. This
inspection criteria does not apply if the shelf-life item has a line item
inventory value of $300 or less, or if the cost of inspection and testing is
significant in relation to the value of the
item. If material is found suitable for issuance on
the date of inspection, the shelf-life period should be extended for a period equal to 50 percent of the original
shelf-life period, and the next reinspection date should be established accordingly. Upon reinspection, the
shelf life can be extended again up to 50 percent of the original
shelf life as long as the material
conforms to the established criteria.
3.9.6.3. Extension of shelf-life periods,
based upon inspection of the material, shall be documented.
3.9.7. Marking. When the shelf-life period
of Type II material containers of bulk stocks (except critical end-use items) is
extended, only the exterior packaging need indicate the date of inspection and
the date material is to be reinspected. Individual units of issue not classified
as having a critical end-use application are not required to be annotated or
labeled as long as the supply system maintains identifiable controls to preclude
issuance of
unserviceable material
to a user. At the time of issue or shipment, the dates of inspection and
reinspection must be affixed by a
label or marked by other means on each unit of issue for Type II items having a
critical end-use application.
3.9.8 Inventory Analysis
3.9.8.1. Centers must periodically conduct
an inventory analysis of shelf-life items to determine whether quantities on hand shall be issued within the
established shelf-life period so that arrangements can be made to ensure local use or redistribution to other Centers
or agencies for use. Type I shelf-life items have a definite storage life. When these items cannot be used or
redistributed, they shall be disposed of according to governing
procedures.
3.9.8 2. The analysis of Type II items
with a shelf life of less than 60 months shall be made as follows:
