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Civil Air Patrol Logistics

Civil Air Patrol Logistics

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Civil Air Patrol Logistics

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  1. Civil Air Patrol Logistics Property Management 2009 National Board

  2. Overview CAPR 174-1, CAP Property Management and Accountability • General • Inventory Management • Communications • Aircraft • Vehicles • Real Property

  3. General CAPR 174-1, supersedes and incorporates • 67-1, CAP Property Management • 67-4, Acquiring, Reporting, and Disposing of Corporate Aircraft • Portions of 77-1, Operation and Maintenance of CAP Vehicles • 87-1, Acquiring and Accounting for Real Estate and Facilities for CAP • 100-2, Communication Equipment Management • 900-6, Hull Self Insurance (HSI)

  4. General 1-1. Property Relationships Civil Air Patrol property received from Federal sources or purchased with Federal funds is held in trust for the beneficiaries of the CAP Cooperative Agreement with the US Air Force, the taxpayers of the United States of America. Because CAP property is obtained from public and private sources, there are legal and regulatory restrictions and conditions for its care and use

  5. General 1-2. All property acquired by Civil Air Patrol in any manner and from whatever sources shall be received in the name of Civil Air Patrol and shall be the property of the Corporation

  6. Duties and Responsibilities 1-7. Duties & Responsibilities • NHQ/LG & LGS, NTC • Federal, AF SoW, & NB policy through regs & procedures • Property database (ORMS) • ToA • Online DRMO screening • Cadet uniforms • Processing assessments

  7. Duties and Responsibilities • Region Commander • Picks region DCS-L & DCS-C, monitors freeze progress, blocks property transfer to wings on freeze • Ensures timely correction of inspection findings • Reports of Survey – determines assessment • Approves property transfer outside the region

  8. Duties and Responsibilities 1-5. Duties & Responsibilities • Region DCS-L & DCS-C • Experts – lead, advise, train: ORMS, 174-1 • Ensure reporting requirements are met

  9. Duties and Responsibilities • Wing commander • Pick wing LG, DC and assistants • Ensure inspection readiness & timely responses • Appoint investigator for Report of Survey • Make assessment recommendation to region CC • Endorse property retirement/disposal • Make in-wing transfer decisions • aircraft, vehicles, equipment, comm • Ensure proper use and security of property

  10. Duties and Responsibilities 1-5. Duties & Responsibilities • Wing LG and DC - leaders • Expert - advise, train: ORMS, 174-1 • Ensure reporting requirements are met • Inspect • Group/Squadron Commanders • Within scope, same as wing CC • Reclaim property

  11. Duties and Responsibilities • All levels - LGS, LGT, Comm • “Technicians” • ORMSexperts-in-training • Acquire, transfer, store, issue, inventory, dispose • Report • May initiate RoS in ORMS

  12. Audits and Inspections 1-6. Audits and Inspections • Knowledgeable personnel must accompany audit/inspection teams • All property not available for inspection must be indicated in ORMS as issued to an individual or assigned to an aircraft, vehicle or repeater site • No provision for a grade of “Incomplete” • Unsatisfactory grade may now result in property freeze

  13. Property Freeze 1-7. Freeze • For improper management of property – “inadequate control” • Improper maintenance, recordkeeping, storage, or reporting • Misuse, noncompliance, unauthorized sale or disposal • Result of a “marginal” or “unsat” inspection or audit

  14. Property Freeze 1-7. Freeze • Region/wing commanders may freeze any of their units • Freeze status reflected in ORMS • CC may impose Level I, II or III directly – incremental escalation not required • Mandatory for Marginal or Unsat grade (proposed)

  15. Property Freeze 1-7. Freeze levels • Level I -No DoD- or state-excess allowed • Level II • No DoD- or state-excess • No new aircraft, vehicles or equipment • May get computers to help correct property problems • Level III • Automatically imposed 1 year after Level II • Wing is shutdown for all but critical missions

  16. Types of Property Types of Property (per DoDGARS and 2 CFR 215) • Personal Property • Everything CAP owns except real property • Real Property • Land, structures and improvements • Equipment • Acquisition cost > $5,000 • Lasts more than 1 year • Supplies • Everything but equipment and real property

  17. Types of Property

  18. Property Federally Owned Property • Equipment provided to CAP by Air Force • Title to Federally owned property remains vested with Federal Government • Ref: DoDGARs 32.33(a) • Example: SIPRNET computer for NOC • Managed in ORMS • Reported to AF as part of Annual Inventory • Returns to AF when no longer needed

  19. Property Equipment purchased under CA w/Fed funds • CAP owns it - titled to CAP • Can be used to support • Air Force Missions • CAP Missions (with Air Force permission) • CAP maintains, prevents loss, damage, or theft • CAP inventories equipment annually • e.g., aircraft, vehicles, other equipment

  20. Property NEW: Operational Supplies • Expands DoDGARs definition of equipment • “Operational supplies” • Acquisition cost > $500 and < $5,000 • Non-expendable • Treat operational supplies, computers & radios as “equipment” for duration of useful life • After useful life • Becomes property “not warranting a screening procedure” • Disposal at wing/CC discretion • Computers & radios to be rendered un-useable

  21. Property Supplies purchased w/Federal funds under CA • Title vests with CAP • Examples: aircraft & vehicle fuel, office supplies • Used to support AF or CAP missions • Must be safeguarded, controlled • Not for personal use Change: • “Expendable” supplies • Acquisition cost < $500 • DoD-funded supplies <$500 = 1 year useful life Radios and computer CPUs will be managed as equipment but with an assigned useful life.

  22. Property DRMS Excess Personal Property • Titled to CAP • MUST be used for valid mission requirements • Must exercise normal stewardship • CAP must account for DRMS-excess at all times • Applies to expendable and non-expendable • Must return to DRMO when no longer needed

  23. Sources of Property DRMS-excess Proposed change: • Mark DRMS-sourced property “DRMO”, return when done • Only track equipment & operational supplies in ORMS • Online “individual issue” form for individuals receiving DRMS excess • Used to recover DRMS-excess from departing members • Entries drop off after 3 years

  24. Sources of Property CAP Corporate Property • Purchased w/ non-federal funds • CAP owns • Disposed at wing/CC discretion • Must be tracked in ORMS

  25. Terms Explained • Non-expendable property - Property that: • is complete in itself • is of a durable nature • has a continuing use • is not consumed in use • does not become a fixture or lose its identity as a component of another item • has an expected service life of one or more years • has an initial unit acquisition cost of more than $500 • Expendable property – all property that does not meet the criteria for non-expendable property

  26. Control 2-1. Operational Resource Control • Proper use and care • Title • All property should support the mission • If not required, re-assign or dispose • “Units may not store excessive quantities of property”

  27. Control • 2-2. Command Accountability • Assignment, issuance, control, care, use, protection • Authority to manage may be delegated to property management officers • Commander is property management officer if none appointed

  28. Forms 2-4 Applicable CAP Forms • CAPF 37A, C, D, E, V – obsolete All info now available in ORMS • CAPF 37, Individual Issue Receipt Good for 14 days • Online CAPF 111, Expendable Property Transfer Sheet Documents expendable property transfer between units • Online CAPF 111A, Expendable Property Issue • DD Form 1348-1A, Issue Release/Receipt Document.

  29. Annual Physical Inventory 2-16. Performed to ensure property is safeguarded and managed effectively • Required by DoDGARs • Conduct inventory 1 Jul – 15 Sept • Checklist contained in ORMS • Commander, supply or comm officers verify condition, location and need for property • Results recorded in ORMS • Missing or damaged condition initiates RoS

  30. Acquisition 2-7. Acquiring Property • The ‘burden’ of possessing property • Transportation • Space to store it • Security • Paperwork to issue it • Maintenance • Ensuring appropriate use • Report of Survey if lost • Assessments ($$$)

  31. Acquisition 2-8. Table of Allowances • Evolving • List of “what’s required” • Sets type and quantity that may be acquired • Vehicles • Comm • Other property • Will be used to limit DRMO withdrawals • Reviewed biennially IAW SOW • Found in ORMS • Recommend changes to NHQ/LGS

  32. Acquisition 2-9. Purchasing Property • Corporate vs Federal vs State/local • See wing legal officer about state or local gov’t funds • CAPR 70-1 CAP Acquisition Regulation • NHQ inputs Fed-funded then transfers • Appropriated funds at wing level - thing of the past • Enter into ORMS • Source: corporate or state-funded • Upload scanned copy of receipt

  33. Acquisition 2-10. Property Donations • Complicated - donation laws/IRS • Must be IAW CAPR 173-4 • Consult wing legal officer FIRST • If > $250, enter into ORMS • Source = “donated” • Include any donor stipulations in Remarks • Upload scanned receipt into ORMS

  34. Acquisition 2-11. Found-on-Base Property • Source unknown • Treat as Federally sourced 2-12. State/Local-Gov’t Funded Property • Track in ORMS regardless of value • Source is “state funded” • If state wants it back track as “state-owned” • Record disposal instructions in Remarks

  35. Control Control • Assign • Transfer • Issue • Inventory • Retire

  36. ORMS 2-13. Operational Resource Management System (ORMS) • Combines CATS & CEMS database inventories • Better search & sort • Ability to assign components • Online annual inventory • Online individual issue • Online Report of Survey submission

  37. ORMS 2-13. Operational Resource Management System (ORMS) • CAP’s official property record • Permissions are based on duty position • WSAs can’t amend permissions • Everyone has read-only access • Property tags • PCN – default property tag number

  38. Control 2-14. Transfer • Allocate property to another unit • OOO going away • Must be accepted by gaining unit w/I 10 days • CAPF 111 documents transfer of expendable property 2-15. Assignment • Make a component of another piece or property • Aircraft, vehicle, repeater site, kit • Must be unassigned before transferred

  39. Control 2-16. Issuing property • Issued on hand receipt • Must be “received” in ORMS within 7 days • CAPF 111a for expendable issue • Able to print form showing all property issued • Shows value at time of issue • Annual validation required • New current value assigned upon validation • Units may upload documentation of efforts to recover issued property

  40. Control 2-20. Annual Physical Inventory • Conducted in ORMS • Proposed: Freeze if inventory not completed by deadline • Selecting condition of “Missing/damaged” automatically initiates RoS • Inventory can be completed before RoS is finished • Remote functional checks permitted • Issued items must be validated • Unit progress report available • Commanders certify in ORMS • On loan property must checked during inventory

  41. Control 2-21. Changeover inventory • New CC, LG(S) or Comm • Re-validation of issued items not required 2-22. Property Storage • Safe. neat, organized • Large stocks not permitted – no stockpiling 2-23. Records and files • Keep old paper records IAW 10-2 • Upload scanned documents into ORMS (receipts, 1348s, etc.)

  42. Control 2-23. Property Permanently Installed Offsite • Location must be indicated in ORMS 2-24. Property On-Loan • Issued on CAPF 37 • Scanned copy uploaded into ORMS • Revalidated every 60 days • Physically checked during annual inventory • Contact info in remarks section 2-25. Property Out for Repair • Record details in Remarks section • Indicate condition

  43. Control 2-26. Unit Deactivation • Recovery within 30 days • Goes to 000 for 30 days then automatically to 001 • Locations and conditions must be updated 2-26. Property Recovery • Upload documentation into ORMS • RoS if unable to recover

  44. Property Loss or Damage 2-27. Reporting Property Loss or Damage • Change ORMS condition to “missing/damaged” • Cursory searches permitted but loss must be reported within 7 days of discovery • Automatically notifies CC and LG/DC

  45. Property Loss or Damage 2-28. Reports of Survey • Required for all non-expendable and DRMO-excess • Investigator should be impartial (may be from same unit) • Designated in ORMS – receives RoS permissions • Detailed discussion to follow with flowchart and ORMS demo

  46. Property Loss or Damage 2-29. Assessments • Region commander makes the assessment • Wing commander makes assessment recommendation • Based on depreciated value shown in ORMS • Assessment not required if unit/individual replaces/repairs item • Appeals go to CAP/CC – 30 days to appeal • See RoS flowchart & ORMS demo

  47. Government-Sourced Property 3-1. Federal-excess property • Requests coordinate at NHQ with CAP-USAF/LG 3-2. DRMS Screener Authorization • Up to 4 permitted • Submitted through SD • Accomplished annually • Copy uploaded into ORMS • Online screening preferred 3-3. Obtaining DoD-excess Property • ToA driven • Not listed in ToA? Written request required • Need CAP-USAF coordination requirements

  48. Government-Sourced Property 3-3. Non-expendable items • Track in ORMDS • Upload scanned 1348-1a–write property tag number on it 3-4. Expendable items (Acquisition cost < $500) • Mark “DRMO” • Record receipt on CAPF 111 • Prefer not to track it in ORMS but may • If tracked in ORMS, must have property tag

  49. Government-Sourced Property 3-5. Disposal • Initiate retirement in ORMS – upload documentation • Must be turned within 30 days of CAP-USAF approval • ETID preferred

  50. Acquisition, Control and Disposal 5-3. Acquisition of DoD or Other Federal Excess Vehicles • Only permitted in coordination with CAPNHQ • Must conform to ToA • Must be safe and roadworthy 5-4. Vehicles Donated by State and Private Sources • Only permitted with free and clear title • IAW CAPR 173-4