NASA Procedural Requirements

NPR 4100.1F Effective Date: March 07, 2017 Expiration Date: March 07, 2027

Subject: NASA Supply Support and Materiel Management (Revalidated with Change 2, on March 7, 2022)

Responsible Office: Office of Strategic Infrastructure

Appendix A. Definitions

NOTE: For definitions related to equipment, see NPR 4200.1, NASA Equipment Management Procedural Requirements; for definitions related to disposal, see NPR 4300.1, NASA Personal Property Disposal Procedural Requirements.

Accountability (Property). The ability or need to account for personal property by providing a complete audit trail for property transactions from receipt to final disposition.

Activity Address Code. A six-position code composed of numbers, letters, or a combination of both assigned for use on requisition documents submitted to Government supply sources to identify the requisitioner, the consignee, and the payee. The code identifies the Transportation Account Code (TAC) information for mail, freight, and billing. TAC 1 contains the mail delivery address; TAC 2 contains the freight delivery address; and TAC 3 contains the billing address.

Backorder. A commitment by supply made to a customer and recorded in supply records to issue at a later date an item which was not available upon initial customer demand.

Bench Stock. A stock of low-cost, repetitively used, consumption-type supplies and repair parts, established at or near points of consumption/use to ensure continuous and uninterrupted operations. Bench Stocks are generally restricted to maintenance, repair, or fabrication-type activities.

Business Objects (BOBJ). Part of the NASA PP&E System where the user performs equipment searches and generates reports.

bReady Portal. Agency Web site that captures all financial information and offers capability to extract reports from system.

Cataloging. The process whereby each item of supply, Materiel, and equipment is named, assigned a Federal Supply Class, described to identify all known characteristics and performance data, and ultimately assigned a National Stock Number (NSN) or Non-standard NSN.

Consumption Item. Items that are either consumed in use or lose their original identity during use by incorporation into or attachment upon another item. Consumption items consist of such supplies as maintenance parts, raw Materiels, office or housekeeping supplies consumed in use, or other similar items.

Compensating Controls Review (CCR). Assess the performance in the areas of Logistics Management Operations consisting of supply, equipment, disposal, storage/warehousing, contract property management, mail management, transportation, and fleet management, as well as compliance with established laws, regulations, policies, and requirements. NASA CCRs are intended to assess a Center's LMO programs by identifying potential strengths and weaknesses and providing specialized technical or management support to ensure that strengths are leveraged and that weaknesses are remedied. Center strengths that the CCR Team identifies as logistics management best practices will be shared for potential Agency-wide implementation.

Contractor. For the purpose of this NPR, any non-NASA entity or individual working on a NASA installation or offsite with access to NASA equipment.

Demand. A request for issue of an item. A demand may be recurring or nonrecurring.

Direct Delivery. The process of acquiring an item from a source of supply and issuing directly to the customer.

Disposal. The processes involved in the removal of personal property from use and from NASA PP&E system because of trade-in, transfer to another Federal agency, donation, sale, or abandonment/destruction. NASA's disposal policy is outlined in NPD 4300.1.

Economic Order Quantity (EOQ). The amount of an item to buy that fulfills the EOQ Principle. The EOQ is expressed in months of supply and is derived from an EOQ table.

Economic Order Quantity (EOQ) Principle. A method for determining replenishment order quantities to minimize the cost to buy an item and the cost to hold that item.

Equipment. A tangible, durable, nonexpendable asset that is functionally complete for its intended purpose. Equipment is not intended for sale and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment includes all items of NASA personal property that are configured as mechanical, electrical, or electronic machines, tools, devices, and apparatuses that have a useful life of 2 years or more and is not consumed or expended in an experiment. Equipment does not include supplies, Materiel, real property, and software.

Electrical, Electronic, and Electromechanical (EEE) Component. Microcircuits, transistors, diodes, capacitors, resistors, transformers, relays, switches, connectors, wire and cable, and more. EEE parts used by NASA are selected to be designed and manufactured to achieve optimum safety, reliability, maintainability, on-time delivery, and performance of hardware.

Error. Error. A record to count discrepancies of 10 percent or more or a dollar variance of 10 percent or more of the extended value of an inventoried line item.

Excess. Classification assigned to Materiel for which no requirement exists.

Federal Supply Classification (FSC). A system developed in the Federal Cataloging System for use in classifying items of supply. The structure of the FSC consists of groups subdivided into classes within each group. Each class covers a relatively homogeneous area of commodities with respect to physical or performance characteristics, or the items included are usually requisitioned or issued simultaneously.

Federal Property Management Regulations. Contains regulatory policies for supply management activities.

Flight Hardware. Property that is certified for use in space flight operations.

Fiscal Year. The 12-month period from October 1 through September 30.

Inventory (noun). A formal listing of all accountable property items owned by NASA, along with a formal process to verify the condition, location, and quantity of such items.

Inventory (verb). The actions leading to the development of a listing; for example, an inventory of NASA equipment needs to be conducted annually using an actual physical count, electronic means, and/or statistical methods.

Inventory Adjustment. A transaction processed to adjust Materiels inventory records and any imbalances between such records and quantities in stock.

Issue. The process of distributing Materiel from inventory to customers for use or consumption.

Long Supply. Items in stock with a level exceeding the authorized stock level including lead time and safety stock but excluding quantities declared excess.

Materiel. Supplies, parts, components, assemblies, and items that are held in inventory prior to issue that do not meet the criteria for controlled equipment.

NASA Employee. NASA civil service personnel.

NASA Property, Plant, and, Equipment (PP&E) System. The Integrated Asset Management (IAM) System used throughout the Agency to identify, control, and account for Government-owned equipment acquired by or in use by NASA and its onsite NASA contractors under NFS 1852.245-71. The PP&E System consists of the following components: Systems, Applications, and Products (SAP); Equipment, Disposal, and Business Objects (BOBJ). The SAP component contains the following modules: Asset Accounting (containing the Asset Master Records (AMR)) and Plant Maintenance (containing the Equipment Master Records (EMR).

NASA Supply Management System (SMS). NASA program developed for the administration of NASA supplies and Materiel and described in this NPR.

National Stock Number (NSN). The official label applied to an item of supply that is repeatedly procured, stocked, stored, issued, and used throughout the Federal supply system. It is a unique item-identifying series of numbers. When a NSN is assigned to an item of supply, data is assembled to describe the item. Some data elements include information such as an item name, manufacturer's part number, unit price, and physical and performance characteristics. The use of NSNs facilitates the standardization of item names, supply language, characteristics, and management data and aids in reducing duplicate items in the Federal inventory.

Perpetual Inventory Control. The circumstance where the record for each item reflects every quantitative change for the item, providing at any selected time in the system cycle the on-hand balance of that item.

Personal Property. Property of any kind or any interest therein, except real property, acquired by NASA including property in transit in Government conveyances or common carriers; storage for stock or disposal; undergoing maintenance, repair, modification, or service test; and acquired by donations or any other method.

Physical Inventory. The process of physically sighting and counting quantities of Materiels held in inventory by a Center, reconciling the count with the recorded balance, and processing the necessary documents to adjust the inventory records and the financial accounts.

Program Stock. Materiel supplies or equipment acquired for a specific aircraft, program, or project. NASA owns the Materiel; however, Logistics is storing the inventory until the using organization requests the Materiel, supplies, or equipment be issued for its intended purpose.

Property Accountability. The process of maintaining custodial responsibility of personal property through a record of transactions, systematically maintained, which at any given time discloses item identification, quantity, cost, location, and custodial assignment to either Center personnel or contractor.

Property Disposal Officer (PDO). The PDO, designated by the Center Director, is responsible for the Center's screening, redistribution, and marketing activities of NASA-owned excess, surplus, and exchange/sale personal property. This includes transfer, exchange, sale, and abandonment or destruction of NASA-owned personal property, as well as acquiring other Federal agencies' excess personal property for NASA's use in order to reduce NASA's new procurement and infrastructure costs. (See NPR 4300.1.)

Property Survey Officer. An individual designated by the Center director to investigate the circumstances and make findings and recommendations relating to lost, damaged, destroyed, or stolen Government property listed on a Property Survey Report.

Property Survey Board. Composed of two or more members (with alternates as appropriate), and a chairperson, assigned to investigate and make recommendations to division directors and other appropriate Center officials concerning the loss, damage, or destruction of controlled equipment exceeding $5,000 in acquisition value. It is recommended that a representative from the Chief Counsel and the Security Officer be members of the Property Survey Board.

Property Survey Report. A report of administrative action taken to investigate and review the loss, damage, destruction, or theft of Government property; to adjust the property records; to assemble pertinent facts; and to determine the extent or absence of liability for such loss, damage, theft, or destruction.

Repetitive Demand. A reoccurring request for issue of an item. A demand may be recurring or nonrecurring.

Replenishment Lead Time. The period between initiation of a reorder and its receipt in stock.

Repair Part. A part needed to return a higher-level assembly or component to a serviceable or operational condition.

Returnable Container. Any carboy, cylinder, drum, reel, or other container that is designed to hold Materiels or products and that is to be returned to a vendor when the contents have been removed or consumed.

Returns. Turn in of unneeded Materiels from operating personnel for inclusion in the Center's Materiels inventory.

Review Point. The point, in units of issue, at which the usage history of an item is analyzed to determine if it should be reordered or its reorder deferred. The review point is usually the sum of lead time stock plus safety stock.

Safety Stock. A quantity included in the normal stockage objective to provide added assurance against stock out conditions.

Shelf-Life Item. Item possessing deteriorative or changeable characteristics so that a storage period is assigned to that item to ensure that the item will perform satisfactorily upon issuance.

Special Item. An item having such unique qualities, properties, or features as to require special physical and managerial controls.

Standby Stock. Materiel held to support emergencies.

Stores Stock. Materiel being held in inventory by the Center that is repetitively procured, stored, and issued on the basis of recurring demand.

Sub-installation. A subset of Materiels managed (by a property custodian) that are tracked independently of the remaining installation Materiels.

Supply and Equipment Management Officer (SEMO). NASA Civil Servant designated by the Center Director to provide functional management and leadership for implementation of effective equipment, supply, and disposal management at a Center.

Supply Officer. NASA Civil Servant designated by the SEMO to provide management of supply operations at a Center.

Supply Point. Any facility or area, regardless of location, that normally functions as a point at which Materiel is held and subsequently issued or otherwise made available for use or consumption, including warehouses, stockrooms, bonded storage, self-service facilities, shop stores, cribs, bench stocks, and sales stores.

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