R 222054Z JAN 20
MARADMIN 038/20
MSGID/GENADMIN/CMC L WASHINGTON DC//
SUBJ/INTERIM GUIDANCE FOR THE UTILIZATION OF THE FIELD MARINE CORPS FOOD MANAGEMENT INFORMATION SYSTEM (FMCFMIS) APPLICATION//
REF/A/DOC/ MCO 10110.14N///YMD:07MAR18//
REF/B/MCO 4400.201/YMD: 13JUN16//
REF/C/MCO 4400.150/YMD: 29JAN14//
REF/D/MCO 4400.16H/YMD: 13SEP10//
REF/E/MSGID: CMC WASHINGTON DC L LF /MESSAGE/152043Z NOV 17//
REF/F/MSGID: CMC WASHINGTON DC L LF /MESSAGE/041923Z JUN 18//
REF/G/MSGID: CMC WASHINGTON DC L LF /MESSAGE/241657Z JUL 18//
REF/H/MSGID: DC I&L LF FACILITIES AND SERVICE/DON TRACKER/ 2019-IL_LF-285 OCT 19//
REF/I/MSGID: CMC WASHINGTON DC L EGEM /MESSAGE/241744Z JAN 17//
REF/J/MSGID: CMC WASHINGTON DC L EGEM /MESSAGE/111302Z JUN 18//
REF/K/DOC/MARADMIN 331/15//
NARR/REF A IS THE ORDER FOR THE MARINE CORPS FOOD SERVICE AND SUBSISTENCE PROGRAM. REF B IS THE ORDER FOR THE MANAGEMENT OF PROPERTY IN THE POSSESSION OF THE MARINE CORPS; VOLUME 3 ESTABLISHES COMPLIANCE PROCEDURES FOR SUPPLY RESOURCE MANAGEMENT AND ACCOUNTABILITY PRACTICES. REF C IS THE POLICY FOR CONSUMER-LEVEL SUPPLY. REF D IS THE ORDER FOR UNIFORM MATERIEL MOVEMENT AND ISSUE PRIORITY SYSTEM (UMMIPS). REF E IS THE ORIGINAL MARINE CORPS CLASS I SERVICE REQUEST INVENTORY MANAGEMENT PROOF OF PRINCIPLE FOR FIELD MARINE CORPS FOOD MANAGEMENT INFORMATION SYSTEM (FMCFMIS) MESSAGE. REF F AND G ANNOUNCES CHANGES TO REF E. THESE CHANGES ARE REFLECTIVE OF CHANGES TO THE TRAINING SCHEDULE FOR TRAIN THE TRAINER PLATFORM INSTRUCTION PROVIDED, TO INCLUDE MARINE FORCES (MARFORS). REF H PROVIDES GUIDANCE ON APPROPRIATE ACCOUNTING PROCEDURES, APPROPRIATION (APPN) DATA AND FUND CODES (FC) TO BE USED ON ALL CLASS I REQUISITIONING DOCUMENTS. REF I IS THE UPDATED CLARIFICATION MESSAGE OF DD FORM 577 "APPOINTMENT/TERMINATION RECORD-AUTHORIZED SIGNATURE," AND NAVMC 11869 "NOTICE OF DELEGATION OF AUTHORITY" REQUIREMENTS. REF J GRANTS UNIT LEVEL SUPPLY OFFICERS AND APPOINTED FUND MANAGERS ACCESS TO STANDARD ACCOUNTING BUDGETING AND REPORTING SYSTEM (SABRS) FOR ACTIVITIES PERFORMED BETWEEN THE ACCOUNTING SYSTEM AND BUSINESS FEEDER SYSTEMS. REF K STIPULATES POLICY FOR OFFLINE AND INTERNET-BASED ORDERING.//
POC1/C.E.GIRARD/CIV/DC IL LF/703-604-4511/CHARLES.GIRARD@USMC.MIL//
POC2/C.L.HUDSON/CAPT/DC IL LF/703-604-4171/CHRISTINA.HUDSON@USMC.MIL//
POC3/K.G.BARNES/CIV/DC IL LF/703-604-3658/KENNETH.BARNES2@USMC.MIL//
POC4/S.PEREZ/CIV/DC IL LP/703-604-6283/SAMUEL.PEREZ1@USMC.MIL//
POC5/M.F.GLISSON/MAJ/DC IL LPC/571-256-7117/MATTHEW.GLISSON@USMC.MIL//
POC6/G.A.IBARRA/CWO5/DC PR RFK/703-604-4694/GERARDO.IBARRA@USMC.MIL
GENTEXT/REMARKS/1. This is a coordinated message between Deputy Commandant, Installations and Logistics (DC IL), Logistics and Facilities (LF); Logistics Plans, Policy, and Strategic Mobility (LP); and Deputy Commandant, Program and Resources (RFK). This message promulgates interim guidance for the provision and employment of Field Marine Corps Food Management Information System (FMCFMIS), in accordance with the references. Service level Policies will be updated to reflect the utilization of Marine Corps Food Management Information System (MCFMIS) as a business feeder system for Class I management.
1.a. Situation. FMCFMIS is employed as part of the existing MCFMIS family of system applications. This automated business feeder system provides an enhanced capability for Class I subsistence support including, but not limited to, requisitioning, fiscal accounting for subsistence supplies, inventory management, and financial reporting. As an additional functionality to MCFMIS, the Risk Management Framework (RMF) package will be completed on an annual basis to assess and validate system accreditation. This re-accreditation will be performed by the MCFMIS Program Management Office (PMO). Additionally, General Information Technology Controls (GITC) will be assessed during employment to validate audit controls. GITCs will ensure the proper development and implementation of this application, as well as the integrity of programs, data files, and computer operations.
1.a.1. It is important that coordination between the Financial Management, Food Service, and Supply Management communities remain synchronized through all phases of Class I life cycle management, and that efficient and effective internal controls and procedures are in place. FMCFMIS performs several property and resource management functions as a subset of existing organizational system processes related to the life cycle management of Class I subsistence supplies. This system maintains key supporting documentation and evidential records of life cycle transactions for Class I subsistence support, including Host Nation Support and Contract Feeding requirements approved by Headquarters Marine Corps (HQMC). Class I subsistence supplies are defined as the Marine Corps’ family of field rations (i.e. Packages Operational Rations, Unitized Group Rations, etc.) and A-Ration Enhancements, which include fresh fruits and vegetables.
1.a.2. FMCFMIS provides system capabilities that other Automated Information Systems (AIS) currently do not provide. FMCFMIS integrates supply and food service functionality through a common user interface and relational database, linking AIS with core Class I functions such as meal planning, forecasting, headcount recording, recipe management, nutrition analysis, and subsistence inventory management.
1.a.3. This message contains additional user information, timeframes, and required actions that will help FMCFMIS users during employment of this system application.
1.b. Background. MCFMIS is currently recorded as an approved program in the Future Years Defense Program (FYDP), also executed as the Marine Corps’ system of record for food recipes and menu development. This legacy system interacts with the core Department of Defense (DOD) requisitioning systems, such as Subsistence Total Order and Receipt Electronic System (STORES), as an accountable property system for garrison food service activities. Major software upgrades were applied during fiscal year (FY) 2018 and 2019 to improve data elements of MCFMIS and permit the application of on-hand visibility, funds management, and interface with core business process systems identified in the Military Personnel Marine Corps (MPMC) SIK 1105 Business Process Narrative (BPN). Additionally, a coordinated Proof of Principle (PoP) for FMCFMIS was conducted from 1 Jan 2018 to 31 Mar 2018, and again from 15 April 2018 to 15 July 2018, to affirm feasibility, applicability and standardization of the automated system for accountability and auditability of all Class I subsistence supplies. The FMCFMIS PoP verified system compliance to Financial Improvement and Audit Readiness (FIAR) standards.
2. Mission. The mission provided and published in reference (e) is still in effect. During 1st quarter, Fiscal Year 2019 (FY19), staff actions implemented FMCFMIS as an authoritative database for Marine Corps Class I funds management, to generate requirements, and for resource management and fiscal accountability under a repository system.
3. Execution.
3.a. Concept of Operations. FMCFMIS was employed in a phased approach in order to address performance objectives in a controlled and responsible manner. This method of implementation was coordinated internally between DC IL, LF (G4, Food Service) and DC IL, Logistics Policy and Capabilities Branch, Supply Policy, Advocacy, and Capabilities Section (LPC-2)based on operational mission requirements. Implementation actions were completed among active component commands to achieve Full Operational Capability (FOC), enterprise-wide. Marine Forces Reserve (MARFORRES) will be fielded under a modified schema (system) design during this fiscal year, FY20.
3.a.1. Phase 0 (Jan 2018 – Jun 2018): Planning criteria developed and FMCFMIS PoP performed. This phase is complete. It established system integration methodology and set the conditions for transition and implementation.
3.a.2. Phase I (Jul 2018 – Dec 2018): Initial training and implementation actions performed. This phase is complete. It established minimum requirements for initial operational capability (IOC) of the FMCFMIS application, as well as system access controls. IOC was determined by completion of tasks performed by fiscal or resource managers, Marine Expeditionary Force (MEF) G-4, and intermediate-level supply users.
3.a.3. Phase II (Jan 2019 – Mar 2019): Initial execution of FMCFMIS. This phase is complete. It encompassed actions required to achieve full system integration and validation of procedural requirements.
3.a.4. Phase III (Apr 2019 – Jun 2019): Verification that control procedures for funds management; and recording, reporting, and reconciliation are performed at an acceptable level through formal command analysis. This phase is complete, and will continue to be monitored by Formal Instructors, resident on HQMC Food Management Team, located in each region.
3.a.5. Phase IV (Jul 2019 – Sep 2019). Process Refinement. This was the final phase of implementation. This phase also involved actions required to mobilize local schemas associated within independent organizational privileges. Full operational capability was met on 30 September 2019 for all active component Field Allotment Holders.
3.b. Tasks. All tasks provided and published in reference (e) are still in effect. Additional tasks to maintain critical components of business processes, financial information controls, and full system operational capability within the internal control framework are found in this paragraph.
3.b.1. Field Allotment Holders (Funds Managers), Fiscal (Resource) Managers, and Supply Officers (SupO). Personnel assigned pecuniary liability in accordance with reference (i), include Requisitioning Agents, Fiscal Managers (Supo) with Budget Execution and Requisition Authority for Marine Corps Department of Defense Activity Address Codes (DODAAC), and Field Allotment Holders (Fund Managers) of the MPMC 1105 Subsistence In Kind (SIK) account. These personnel will be appointed in writing via DD Form 577 by the Commanding Officer (CO), or Accountable Official (AO) responsible for the proper execution of funds under the requisite Marine Corps DODAAC identifier.
3.b.1.a. Ensure feeding requirements and transactions are reconciled on a cyclic basis between FMCFMIS (business feeder system) and STORES (procurement system), the Standard, Accounting, Budgeting, and Reporting System (SABRS) - REPORTNET reports, and evidential source documentation; e.g., daily transaction journal reports reconciliation.
3.b.1.b. In coordination with the local comptrollers, G-8 office, ensure timely and accurate detection and correction of discrepancies, errors, and abnormalities.
3.b.1.c. In coordination with the local comptroller’s office/G-8, validate dormant transactions and resolve financial management discrepancies that affect SABRS transactions; e.g., obligations, expenses, and liquidations.
3.b.1.d. Validate open transactions to prevent overstatement or understatement of obligations in the official accounting system. Determine whether requirements exist for subsistence item(s) procured on behalf of the DODAAC identifier.
3.b.1.e. Maintain financial oversight and recording of transactions in SABRS to ensure validity and accuracy of postings in a timely manner. System access is encouraged for resource and managerial oversight. Receipt and acceptance must be recorded within 10 days of receipt.
3.b.1.f. Submit Dormant Account Review Quarterly (DARQ) validations, as required.
3.b.1.g. Ensure audit readiness and support training and education for the supporting activities, in accordance with the MPMC 1105 SIK BPN. Updates shall be captured in documented BPNs impacted by how information and transactions are processed in FMCFMIS.
3.b.2. Delegated Officials. Delegated Officials include Unit Mess Chiefs, and other delegated personnel authorized to request, receipt, issue, or turn-in Class I subsistence supplies. Delegated Officials will be appointed via NAVMC Form 11869. Delegation via NAVMC Form 11869 must include Marine Corps DODAAC identifier and signature by appointed DD577 official who assumes custodial or fiscal responsibility for Class I subsistence supplies.
3.b.3. DC & IL, LF, Food Service.
3.b.3.a. Maintain a Plan of Actions and Milestones (POA&M) for the implementation of the FMCFMIS application.
3.b.3.b. Control and monitor system user access. Authorize system access only for essential personnel appointed to user roles, which require the ability to access controls in FMCFMIS, or those required to view key supporting documentation and evidential reports.
3.b.3.c. Perform an annual (access control) audit of system users against access request documentation to ensure that only authorized persons have access to system records and data.
3.b.3.d. Incorporate policy on requirements and user responsibilities into correlating Marine Corps policy.
3.b.3.e. Coordinate with Training and Education Command and Marine Corps Combat Service Support Schools to update training resources on Class I logistics and incorporate FMCFMIS training into the basic, intermediate, and advanced level curriculum. Updates to Training and Readiness (T&R) events and mission essential tasks will be coordinated between the 33XX Food Service and 30XX Ground Supply Occupational Field Specialist in order to sustain Unit Training Management Programs.
3.b.4. HQMC, Food Management Teams.
3.b.4.a. Manage and monitor regional user accounts within the local and central schema.
3.b.4.b. Assist field activities with the development of training programs for operational forces and supporting establishments.
3.b.4.c. Assist with initial implementation actions and transitional support. Ensure actions are taken for ongoing operational support.
3.b.4.d. Lead actions to ensure all user accounts and privileges are established and incorporated into the appropriate (organizational) schema.
3.b.4.e. Lead actions to ensure all requisitioning and receiving agents are appointed in accordance with reference (k) on internal controls governing offline and internet-based ordering.
3.b.4.f. Lead all required actions to meet IOC criteria during phase I implementation and FOC. IOC criteria is found in paragraph 3.a.2.
3.b.4.g. Perform formal compliance analyses of Class I management activities, this includes providing remedial training to Fiscal Managers, Resource Managers, Field Allotment Holders (Fund Managers), and delegated personnel performing requisitioning, receiving, and warehousing actions.
3.b.4.h. Perform functional area analyses to assess compliance with internal controls and procedures; audit compliance and readiness goals; the proper retention of evidential records; required reports; and conformity to all other directives and guidance listed in this message.
3.b.5. Marine Forces (MARFOR), MEFs, and Supporting Establishments. The annual budget for subsistence support is the responsibility of the Activity Commander (Field Allotment Holder). Command representatives and subject matter expert’s resident in MARFORS, MEFs, and Supporting Establishments will coordinate subsistence support requirements with supporting activities listed in this paragraph. Additionally, the following tasks are necessary for the proper oversight and execution of FMCFMIS.
3.b.5.a. Assist subordinate commands with the development of training programs, for both initial and sustainment training.
3.b.5.b. Assess the performance of personnel transacting within FMCFMIS, as continuous process improvement.
3.b.5.c. Ensure system access controls are in place. These include, but are not limited to the retention of system access forms, annual system user reviews, and appropriate checkout procedures to terminate DD577 appointment for personnel departing the organization.
3.b.5.d. Ensure unit level supply personnel gain access to FMCFMIS in order to perform necessary supply user management actions. System access is encouraged for resource and managerial oversight.
3.b.5.e. Maintain oversight in FMCFMIS to ensure validity, timeliness, and auditability of system functionality.
3.b.6. Intermediate-Level Supply Users (rations warehouse personnel). It is Supply policy that unless directed by higher headquarters, consumer-level supply activities will not store Class I subsistence supplies. Only intermediate-level activities are authorized to store subsistence supplies. Coordination between food service and supply personnel may be required to ensure the following tasks are completed.
3.b.6.a. Enter cost centers and name local vendors by location, operation, and type in order to process enhancement requests and orders.
3.b.6.b. Validate and enter local subsistence prime vendor (SPV) catalogs and STORES catalog items for locally approved A-ration enhancements.
3.b.6.c. Upload the authorized list of enhancements (food items) into FMCFMIS.
3.b.6.d. Download STORES catalog and update prices in FMCFMIS, as required.
3.b.6.e. Merge all catalog items and recipes into Major Subordinate Command (MSC) schemas within the FMCFMIS.
3.b.6.f. Perform wall-to-wall physical inventory for all Class I subsistence supplies in order to maintain on-hand visibility.
3.b.6.g. Update on-hand inventory in FMCFMIS to include lot number, inspection test date, and storage location (cost center).
3.b.6.h. In coordination with the Field Allotment Holders (Funds Managers), manage Class I requisitions for subsistence supplies, to include fresh foods, fruits, and vegetables for supporting exercises.
3.b.6.i. Reconcile with financial management personnel to resolve Unmatched Disbursements (UMD), Negative Unliquidated Obligations (NULO), unfilled customer orders, unmatched obligations and liquidations, etc., in accordance with reference (j).
3.b.7. Major Subordinate Commands.
3.b.7.a. Coordinate with subordinate command Mess Chiefs to input exercise operational feed plans for annual budget requirements.
3.b.7.b. Validate operational feeding plans, purchase order requests for operational rations, and enhancements.
3.b.7.c. Submit purchase order requests to designated requisitioning agent for order processing.
3.b.8. Requesting Units, Command Mess Chiefs, and Supply Representatives.
3.b.8.a. Update exercise data prior to deployment and in accordance with local policy and procedures.
3.b.8.b. Finalize operational feed plan.
3.b.8.c. Create and submit purchase order requests for validation by MSC.
3.b.8.d. Report consumption data by exercise, Special Interest Code (SIC), and category of personnel fed; e.g., service type, entitlement, status, meal card, payroll deduction, cash, etc.
3.c. System User Privileges. As the business process owner for the MPMC SIK 1105 account, DC IL, LF, G-4 Food Service established user privileges for MPMC 1105 sub allotment holders. System user roles and responsibilities remain essentially consistent with the Marine Corps Field Feeding Policy. Due to the functionality of the system, users will be administratively assigned user privileges within a local or central FMCFMIS schema. (Read in two columns).
Command User Privileges
I MEF MEF User_Ration User
II MEF MEF User_Ration User
III MEF MEF User_Ration User
MARFOREUR_MARFORAF Independent Organization
MAGTF-TC, 29 Palms (TECOM) MEF User_Ration User
MCD Fort Lee (TECOM) Independent Organization
MCB Camp Lejeune Independent Organization
MCB Quantico Independent Organization
MCRD Parris Island Independent Organization
MARCENT Independent Organization
MARSOC Independent Organization
4. Administration and Logistics.
4.a. Reconciliation. Field Allotment Holders (Fund Managers) identified in reference (h) will perform reconciliation activities in coordination with the local command budget management or G-8 office. Allotment Holders (Fund Managers) will ensure appropriate action is taken to resolve discrepancies and correct SABRS issues with STORES liquidation in accordance with reference (k). Headcount accountability, budgeting and reporting procedures will be adhered to in accordance with reference (a).
4.b. System Access.
4.b.1. To ensure full functionality of all FMCFMIS capabilities, client computers used to access the FMCFMIS application should be used from the Marine Corps common hardware suite with a current Marine Corps enterprise desktop standard image that has both JAVA 32 and 64 bit installed.
4.b.2. Appropriate coordination with the local G-6/S-6 may be required to ensure proper browser compatibility settings are in place and that the latest version of the Citrix software is downloaded to the client computer used to access FMCFMIS. Users may check the Citrix version by going to the lower right (click on the mini triangle). Right click on the Citrix icon (Black Square) and select “about.” Note the Citrix version should be 4.9 or higher.
4.b.3. New user accounts and additional training assistance may be requested through appropriate MARFOR or regional food management team representative. New system authorization access request forms will be submitted with appropriate appointment identified in paragraphs 3.b.1 and 3.b.2. Maintenance of user accounts will be monitored and locally managed by the regional food management team. User accounts will be reviewed and validated annually.
4.b.4. Regional food management team representatives listed below are available to assist with questions that arise during the implementation process.
4.b.4.a. East Coast Food Management Team (ECFMT) Comm: (910) 450-1078, DSN: 750-1078
4.b.4.b. West Coast Food Management Team (ECFMT) Comm: 760-725-3968, DSN: 365-3968
4.b.4.c. Western Pacific Food Management Team (WPFMT) Comm: 011-81-611-737-7011, DSN: 637-7011
4.c. Per reference (e), train the trainer platform instruction was provided to all Marine Corps Food Management Teams and Command Subject Matter Experts. New system training and additional transitional assistance will be coordinated in accordance with the Unit Training Management Program and appropriate T&R events.
4.d. User reference materials will continue to be incrementally updated and placed on the MCFMIS portal via the MCICOM portal. User reference materials and login procedures are currently available and may be accessed through the MCICOM portal at the following website: https:(slash)(slash)mcicomportal.usmc.mil/
4.e. DC & IL, LF, Food Service will continue to issue release notes on the FMCFMIS application, as well as corresponding procedures, amplifying guidance, appropriate policy updates, and e-mail user notifications throughout the employment of FMCFMIS.
5. Command and Signal. The Marine Corps Food Service program office will compile a list of the most frequently asked questions that will be distributed via separate correspondence. Questions concerning the contents of this message should be directed to LF point of contacts listed above.
6. Release authorized by Lieutenant General Charles G. Chiarotti, Deputy Commandant, Installations and Logistics, HQMC.//