MARADMINS : 253/07
UNCLAS 131953Z APR 07
CMC WASHINGTON DC(UC)
TO AL MARADMIN(UC)
MARADMIN 253/07
MSGID/GENADMIN/CMC WASHINGTON DC CDI/TFSD//
SUBJ/INTERIM PROCEDURES FOR MANAGING EQUIPMENT DATA IN TFSMS//
REF/A/DOC/CMC/21JUN1999//
REF/B/DOC/CMC/26NOV2002//
REF/C/DOC/CMC/14JAN1999//
REF/D/DOC/CMC/15FEB2004//
REF/E/MSGID:DOC/CMC/07MAY1997//
AMPN/REF (A) IS MCO P4400.150E CONSUMER LEVEL SUPPLY POLICY MANUAL.
REF (B) IS MCO 3900.15A MARINE CORPS EXPEDITIONARY FORCE DEVELOPMENT
SYSTEM. REF (C) IS MCO 5311.1C TOTAL FORCE STRUCTURE PROCESS (TFSP).
REF (D) IS MCO 3000.11D MARINE CORPS AUTOMATED READINESS EVALUATION
SYSTEM (MARES). REF (E) IS MCO 4490.1 GROUND CLASS VII MATERIEL
REQUIREMENTS DETERMINATION; APPROVED ACQUISITION OBJECTIVE (AAO).
POC/B.J. MCNAMARA/LTCOL/C-18/LOC: DC CDI TFSD QUANTICO/TEL:
DSN 278-6235/TEL: COML (703)784-6235/TEL: FAX DSN 278-6072//
GENTEXT/REMARKS/1. PURPOSE. TO CLARIFY EQUIPMENT-RELATED TERMS
IN THE TOTAL FORCE STRUCTURE MANAGEMENT SYSTEM (TFSMS), AND TO
PROVIDE INTERIM PROCEDURES FOR CHANGING PLANNED PROCUREMENT QTYS
OR UNFUNDED QTYS TO AUTHORIZED QTYS IN TFSMS. THIS MARADMIN
APPLIES MAINLY TO ORGANIC UNITS BELOW THE MEF LEVEL.
2. BACKGROUND. IN FEBRUARY 2005, TFSMS REPLACED LOGISTICS
MANAGEMENT INFORMATION SYSTEM (LMIS) AS THE OFFICIAL SYSTEM FOR
MANAGING EQUIPMENT-RELATED INFORMATION FOR THE MARINE CORPS. IN
THE PAST, UNIT TABLES OF EQUIPMENT (T/E) IN LMIS CONSISTED OF
AUTHORIZED ALLOWANCES AND PLANNED ALLOWANCES. AUTHORIZED ALLOWANCES
REPRESENTED EQUIPMENT THAT HAD BEEN FIELDED AT THE UNIT LEVEL.
PLANNED ALLOWANCES WERE FOR INFORMATIONAL PURPOSES ONLY AND SIMPLY
INFORMED ORGANIZATIONS OF EQUIPMENT THAT WAS PLANNED FOR FUTURE
PROCUREMENT AND DISTRIBUTION. IN CONTRAST, TFSMS INTEGRATES
ORGANIZATIONAL TE DATA WITH ENTERPRISE-LEVEL ACQUISITION,
PROCUREMENT, AND EQUIPMENT FIELDING DATA. THIS INTEGRATED APPROACH
TO MANAGING EQUIPMENT INFORMATION HAS LED TO TERMS AND PROCESSES IN
TFSMS THAT ARE UNFAMILIAR TO MOST AND REQUIRE CLARIFICATION.
SPECIFICALLY, MANY PEOPLE ARE CONFUSED ABOUT THE DIFFERENCE BETWEEN
APPROVED ACQUISITION OBJECTIVES (AAO), UNFUNDED QTYS, PLANNED
PROCUREMENT QTYS, AND AUTHORIZED QTYS IN TFSMS. THERE IS ALSO
CONFUSION CONCERNING HOW THESE DIFFERENT CATEGORIES OF EQUIPMENT
AFFECT UNIT-LEVEL PROPERTY RECORDS IN SASSY.
3. EQUIPMENT-RELATED TERMS IN TFSMS. IN ORDER TO CLARIFY CURRENT
TERMS IN TFSMS, THE FOLLOWING DEFINITIONS ARE PROVIDED:
3.A. UNIT APPROVED ACQUISITION OBJECTIVE (AAO) - THE APPROVED
WARTIME MATERIAL QUANTITY FOR EACH TAMCN REQUIRED BY A GIVEN UNIT
TO ACCOMPLISH ITS WARTIME MISSION. AAOS ARE ESTABLISHED AT THE
COMPANY / UNIT IDENTIFICATION CODE (UIC) LEVEL.
3.A.1. FURTHER CLARIFICATION. AAOS REPRESENT THE TOTAL WARTIME
REQUIREMENT FOR EACH TAMCN WHETHER THE UNIT HAS RECEIVED THE ITEM
OR NOT. THIS IS NOT THE SAME AS THE TERM "T/E ALLOWANCE." T/E
ALLOWANCES HAVE TRADITIONALLY REPRESENTED THE QTY OF EACH TAMCN
THAT HAS BEEN FIELDED TO EACH UNIT. ACCORDINGLY, THE OLD TERM
"T/E ALLOWANCE" IS SYNONYMOUS WITH THE CURRENT TERM "AUTHORIZED QTY"
IN TFSMS.
3.B. UNFUNDED QTY - THAT PART OF THE AAO WHICH FUNDING HAS NOT YET
BEEN APPROPRIATED FOR.
3.C. PLANNED PROCUREMENT QTY - THAT PART OF THE AAO WHICH HAS BEEN
FUNDED AND PLACED ON CONTRACT BY MCSC EARMARKED FOR A GIVEN USING
UNIT, BUT HAS NOT YET BEEN DELIVERED AND PLACED IN SERVICE AT THE
USING UNIT LEVEL.
3.D. AUTHORIZED QTY - THAT PART OF THE AAO WHICH HAS BEEN PROCURED,
DELIVERED, AND PLACED IN SERVICE.
3.D.1. THE AUTHORIZED QTY IS A CRITICAL NUMBER TO MANY UNITS SINCE
IT IS THE ONLY "ALLOWANCE" QTY THAT IS TRANSFERRED FROM TFSMS TO
SASSY. SINCE THIS IS THE QTY THAT POSTS AS THE "HQMC AUTH" QTY
IN SASSY, MOST UNITS THINK THAT IT IS THEIR TOTAL T/E ALLOWANCE
FOR EACH TAMCN; HOWEVER, IT'S ACTUALLY ONLY THE PORTION OF THEIR
WARTIME REQUIREMENT (I.E. AAO) THAT HAS BEEN RECEIVED BY THE UNIT
TO DATE.
UNTIL FURTHER DIRECTION IS PROVIDED, UNITS MUST CONTINUE TO USE
THE AUTH QTY IN TFSMS FOR CURRENT READINESS REPORTING. UNITS SHOULD
NOT USE THE AAO QTY LISTED IN TFSMS FOR SASSY ACCOUNTABILITY OR
READINESS REPORTING.
3.E. RELATIONSHIP OF EQUIPMENT QTYS IN TFSMS. THE UNIT AAO QTY
REPRESENTS THE TOTAL WARTIME REQUIREMENT (I.E. T/E) FOR EACH TAMCN
FOR EACH GIVEN UIC. THE UNFUNDED QTY, PLANNED PROCUREMENT QTY,
AND AUTHORIZED QTY ARE ALL SUBSETS OF THE AAO.
3.E.1. OVERALL UNIT AAO CALCULATION FOR EACH TAMCN: THE AUTHORIZED
QTY + UNFUNDED QTY + PLANNED PROCUREMENT QTY = UNIT AAO QTY.
3.F. PER REFS (A) THROUGH (E), THE FOLLOWING INTERIM PROCEDURES
MUST BE FOLLOWED IN ORDER TO ACCURATELY REFLECT EQUIPMENT
REQUIREMENTS AND ALLOWANCES IN TFSMS AND SASSY:
3.F.1. ONCE A NEW EQUIPMENT ITEM IS APPROVED TO FILL A WARTIME
REQUIREMENT; DC CDI WILL DETERMINE AAO QTYS AT THE UIC LEVEL AND
MAKE APPROPRIATE ENTRIES IN TFSMS. INITIALLY, ALL AAO QTYS WILL
HAVE CORRESPONDING UNFUNDED QTYS UNTIL OFFICIAL FUNDING IS ALLOCATED.
3.F.2. ONCE FUNDING IS OFFICIALLY ALLOCATED TO PROCURE THAT
PARTICULAR TAMCN, MARCORSYSCOM ENTERS THE PLANNED PROCUREMENT QTYS
AND ADJUSTS THE UNFUNDED QTYS IN TFSMS. PLANNED PROCUREMENT QTYS
SIGNAL UNIT-LEVEL MANAGERS THAT NEW EQUIPMENT IS PLANNED FOR THEIR
UNIT. NOTE:
UNFUNDED
QTYS AND PLANNED PROCUREMENT QTYS DO NOT DISPLAY IN SASSY.
3.F.3. ONCE THE NEW EQUIPMENT ITEM IS DELIVERED AND RECEIVED AT
THE UNIT LEVEL, THE UNIT MUST REQUEST TFSD TO "PLACE THE ITEM IN
SERVICE."
THEY DO THIS BY REQUESTING TO MOVE THE PLANNED PROCUREMENT QTY IN
TFSMS TO THE AUTHORIZED QTY. ONCE THIS ACTION IS COMPLETED AT TFSD,
THE TFSMS AUTHORIZED QTY POSTS AS THE "HQMC AUTH" QTY IN SASSY.
THIS IS A CRITICAL PROCEDURE TO KEEP UNIT-LEVEL ON HAND QTYS EQUAL
TO THEIR SASSY ALLOWANCE FOR EACH TAMCN. IF THIS IS NOT
ACCOMPLISHED, UNITS WILL HAVE ASSETS ON HAND, BUT WILL SHOW NO
ALLOWANCE FOR THE ITEM IN SASSY, THEREBY SHOWING AN EXCESS POSTURE.
MANY UNITS CURRENTLY HAVE TAMCNS IN THIS POSTURE BUT DON'T KNOW
THAT THEY ARE RESPONSIBLE TO
CHANGE THEIR ALLOWANCE QTYS IN TFSMS IN ORDER TO UPDATE SASSY.
4. THE FOLLOWING CRITERIA AND INTERIM PROCEDURES ARE PROVIDED
FOR CHANGING UNFUNDED OR PLANNED PROCUREMENT QTYS TO AUTHORIZED
QTYS IN TFSMS.
4.A. CRITERIA. THE FOLLOWING CRITERIA MUST BE MET BEFORE UNITS
CAN UPDATE AUTHORIZED QTYS IN TFSMS:
4.A.1. ITEMS MUST BE ON HAND AT THE UIC (COMPANY) LEVEL.
4.A.2. AN APPROVED ACQUISITION OBJECTIVE MUST ALREADY BE LISTED
AT THE UIC LEVEL IN ORDER TO CHANGE THE UNFUNDED OR PLANNED
PROCUREMENT QTY TO AUTHORIZED.
4.A.3. AS AN ENDSTATE, THE SUM OF THE AUTHORIZED QTY, PLUS THE
PLANNED PROCUREMENT QTY, PLUS THE UNFUNDED QTY CANNOT EXCEED THE
UNIT AAO QTY FOR ANY TAMCN ITEM ON ANY GIVEN UIC.
4.B. PROCEDURES. IN ORDER TO MINIMIZE THE ADMINISTRATIVE BURDEN
AT THE UNIT LEVEL, UNITS MAY REQUEST TO MOVE UNFUNDED AND/OR
PLANNED PROCUREMENT QTYS TO AUTHORIZED QTYS BY EMAILING THE CHANGE
REQUEST WITH AN ATTACHED SPREADSHEET TO THEIR MEF G-3, VIA THEIR
MSC SUPPLY SECTION. THE MEF G-3 SECTION WILL ENDORSE THE
REQUEST,
SCAN A COPY OF THE COVER LETTER, AND FORWARD THE REQUEST TO
THE APPLICABLE TFSD BRANCH HEAD.
4.B.1. THE ATTACHED SPREADSHEET SHOULD CONTAIN ALL REQUESTED
CHANGES.
SPREADSHEETS CAN INCLUDE MULTIPLE UICS AND TAMCNS. A TEMPLATE OF
THE SPREADSHEET IS AVAILABLE ON THE TFSMS WEBSITE
(https:tfsms-app1.mccdc.usmc.mil UNDER THE "REFERENCES" PAGE TAB,
IN THE "TOOLS/GENERAL" BLOCK TITLED "T/E CHANGE REQUEST FORM."
A USER ID AND PASSWORD ARE NOT REQUIRED. IT IS CRITICAL THAT
REQUESTED CHANGES BE LISTED BY COMPANY-LEVEL UIC AND NOT BY
BATTALION-LEVEL SASSY ACTIVITY ADDRESS CODE (AAC) SINCE ALLOWANCE
INFORMATION IS
MANAGED AT THE UIC LEVEL IN TFSMS.
4.B.2. THE COVER LETTER AND ATTACHED SPREADSHEET SHOULD BE
PROVIDED TO THE APPLICABLE BRANCH HEAD AT TFSD AS FOLLOWS:
4.B.2.A. AVIATION COMBAT ELEMENT - MR. CHARLIE BROWN,
(703)784-6254, DSN 278-6254.
4.B.2.B. COMMAND ELEMENT - LTCOL DENNY A. MIRELES, (730)784-6278,
DSN 278-6278.
4.B.2.C. LOGISTICS COMBAT ELEMENT - LTCOL BRAD J. MCNAMARA,
(703)784-6235, DSN 278-6235.
4.B.2.D. GROUND COMBAT ELEMENT - LTCOL DENNY A. MIRELES,
(730)784-6278, DSN 278-6278.
4.B.2.E. SUPPORTING ESTABLISHMENT - MR. LONNIE R. SANDERS,
(703)784-6279, DSN 278-6279.
4.B.3. NOTE: UNITS THAT RECEIVE TAMCN ITEMS WITHOUT A PREVIOUS
AAO QTY, UNFUNDED QTY, OR PLANNED PROCUREMENT QTY LISTED IN TFSMS
MUST FOLLOW THE FORMAL TABLE OF ORGANIZATION AND EQUIPMENT CHANGE
REQUEST
(TOECR) PROCESS TO HAVE THE ITEM VALIDATED, THEN LOADED AS AN
AUTHORIZED TAMCN AT THE UIC LEVEL. TOECRS MUST BE SUBMITTED TO
APPLICABLE BRANCH HEADS AT TFSD THROUGH THE CHAIN OF COMMAND.
5. THE ABOVE INTERIM PROCEDURES ARE SHORT-TERM SOLUTIONS INTENDED
TO IMPROVE ASSET MANAGEMENT AT THE UNIT LEVEL. THE RAPID INCREASE
OF NEW EQUIPMENT AND ORGANIZATIONS IN RESPONSE TO THE GLOBAL WAR
ON TERROR DEMANDS THAT LEGACY PROCEDURES CHANGE. ACCORDINGLY,
HQMC IS AGGRESSIVELY RESEARCHING METHODS TO IMPROVE EQUIPMENT
REQUISITIONING, DISTRIBUTION, ASSET VISIBILITY, AND READINESS
REPORTING, WITH THE OVERALL GOAL OF REDUCING ADMINISTRATIVE
PROCEDURES AT THE LOWEST LEVEL.
SPECIFICALLY, THE CONCEPT OF POSTING UNIT AAO QTYS AS THE
"HQMC AUTH"
QTY IN SASSY IS BEING ANALYZED. THIS WOULD PROVIDE VISIBILITY
OF TOTAL WARTIME REQUIREMENTS AT THE UNIT LEVEL BUT WOULD ALSO
REQUIRE SIGNIFICANT CHANGES TO CURRENT POLICIES AND
PROCEDURES - MOST IMPORTANTLY SORTS REPORTING. FURTHER GUIDANCE
WILL BE PROVIDED VIA SEPARATE CORRESPONDENCE.
6. QUESTIONS CONCERNING THESE INTERIM PROCEDURES CAN BE DIRECTED
TO THE MSG POC.//