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

Chapter 1. General Information

1.1 General Information for Supply Management

1.1.1 This chapter sets forth comprehensive requirements for the acquisition, documentation, utilization, accountability, maintenance, and inventory of stocked equipment, material and supplies.

1.1.2 General

1.1.2.1 NASA Materiel and supplies are Government property and are to be used exclusively for official business. Accountability measures identified in this NPR ensure that each item of Materiel and supply stored in inventory is accounted for from acquisition to disposal.

1.1.2.2 Supply Management is administered according to NPD 4100.1. Internal controls identified in this NPR apply to managing NASA-owned Materiel and supplies until they are issued or transferred for disposal and recorded in the Agency's disposal system (DISPOSAL). These internal controls provide for effective and efficient accountability of all Materiel and supplies procured, received, stored, and issued to support NASA mission requirements and institutional operations.

1.1.2.3 The SAP Supply Management System (SMS), hereafter referred to as the SMS system, is the system of record used to identify and account for inventory classified as store, program, and standby stock.

a. Centers shall record and manage supplies and Materiels held by contractors, for which a Center retains accountability under 48 CFR, ch. 18 in SMS and as described in this NPR.

b. The SMS is the official record that is maintained to identify supplies and Materiel. Each item record provides the quantity of items on hand, unit price, location, physical condition, receipt and issue records, authorized stock numbers, item description, and other information necessary to properly account for and identify Materiel supplies and equipment in inventory.

c. Use of any other system as the official record is not authorized unless a waiver is granted by the Director, Logistics Management Division.

1.2 Roles and Responsibilities

1.2.1 The Assistant Administrator (AA) for the Office of Strategic Infrastructure (OSI) serves as the Agency institutional authority for logistics management. The AA oversees the implementation, integration, and Center compliance with NPD 4100.1. The AA for OSI provides executive management direction and ensures through advocacy with Center Directors that adequate resources are maintained to accomplish the Supply Management functional objectives.

1.2.2 The Director, Logistics Management Division at NASA Headquarters is the functional manager for all matters pertaining to NASA supply and Materiel management. The Director provides functional management, leadership, and assistance in implementing an effective supply management program.

1.2.3 The NASA HQ Supply Program Manager, under the authority of the NASA HQ Logistics Management Director, provides leadership, policy and procedural development, functional oversight, improvements, assistance, and advocacy for all SMS functions.

1.2.4 Center Directors shall:

a. Provide management direction and the resources necessary for supplies and Materiel inventory controls and accounting requirements.

b. Appoint a Supply and Equipment Management Officer (SEMO).

c. Appoint an Inventory Adjustment Officer who will be responsible for review and approval of inventory adjustment reports.

1.2.5 Center Operations Directors or equivalent NASA Officials shall review and approve retention and continued storage of Materiel and equipment with no demands or utilization for 24 months. The Supply Officer selected by the SEMO generates an aging report of Materiel and supplies in inventory with no demand in 2 years for submission to the Center Operations Director or equivalent for approval of continued retention.

1.2.6 Division Directors or Equivalent NASA Officials, as authorized or delegated by the Center Director, are the primary officials responsible for Materiel and supplies ordered and used by their organizations. Division Directors or equivalent NASA Officials shall:

a. Ensure Materiel and supplies purchase and use are in accordance with Federal regulations, NPRs, and NPDs.

b. Identify personnel authorized to order Materiel supplies and equipment on behalf of the organization.

(1) Designate individuals authorized to order tools, personal protective equipment (PPE), and controlled (classified, sensitive, and pilferable) items.

(2) Ensure tools are controlled and accounted for after issue to requesting organization.

c. Ensure contractors authorized to order supplies, Materiel, and equipment on behalf of the organization do not have a conflict of interest when providing recommended sources for acquisition of Materiel supplies and equipment.

d. Ensure Materiel supplies and equipment stored in the organization are used for official NASA business.

e. Ensure all Government property issued to or used by employees is properly used and cared for and that proper custody and safekeeping are provided.

f. Protect Materiel and supplies from loss, damage, destruction, and theft. Initiate a NF 598, Property Survey Report when Materiel or supplies are lost, stolen, damaged, or destroyed as required by paragraph 1.2.8 of this NPR and NPR 4200.1, NASA Equipment Management Procedural Requirements.

g. Ensure funding is available when personnel request Materiel supplies and equipment.

h. Review the listing provided by the SEMO of equipment, Materiel, and supplies held in storage and provide retention justification in writing every 24 months for launched, inactive, and canceled projects and programs:

(1) Consider cost to hold Materiel with no usage in 24 months when justifying retention. Only retain those items that have a current or future usage.

(2) Report Materiel supplies and equipment items as excess according to NPR 4300.1, NASA Personal Property Disposal Procedural Requirements when no longer required to meet mission requirements.

(3) Ensure Materiel in storage is drained and purged of fluids and hazards prior to storage.

(4) Ensure periodic maintenance of Materiel and equipment is accomplished to prevent deterioration of items in storage.

(5) Ensure all items placed in storage on behalf of the organization are serviceable.

i. May allow purchase of office supplies with the organizations Government-wide commercial credit card if authorized by Center Procurement policy. Center organizations can acquire office supplies through General Services Administration (GSA) Advantage.

(1) Center organizations can use GSA Advantage to search specific information (i.e., National Stock Number (NSN), part number, common name), review delivery options, place orders directly with Federal Supply Schedule contractors, and pay for orders using the Government-wide commercial purchase card.

j. Ensure storage areas are approved by the Supply Officer and correct any deficiencies identified in annual walk-through.

1.2.7 The SEMO is the principal official appointed by Center Directors for functional administration of supply/Materiel management at the Centers and sub-installations. The SEMO shall:

a. Ensure Center supply policies and procedures are developed in accordance with this NPR.

b. Appoint a Supply Officer to serve as the functional manager responsible for executing the responsibilities outlined in this NPR.

c. Review supply inventory accuracy and issue effectiveness metrics and approve corrective actions to improve metric outcomes when the standard is not achieved.

d. Approve supply inventory schedule.

e. Approve and submit the supply Materiel aging report to the Senior Logistics Manager and Center Operations Director or their equivalent for approval to retain Materiel contained in the report.

f. Share joint responsibility with the Center's Deputy Chief Financial Officer for the accuracy of Materiel financial reports.

g. Ensure that senior Center management is kept advised of significant supply Materiels control and management matters.

h. Provide NASA Supply Program Manager with a copy of the Statement of Work for any Center Logistics Contract awarded by the Center.

i. Ensure procedures are developed to ensure all Materiels and supplies ordered or stored are assigned an NSN or a local stock number when authorized by this NPR.

1.2.8 The Supply Officer is responsible for managing and overseeing the Center supply management program under the direction of the SEMO and Center Senior Logistics Manager respectively. The Supply Officer shall:

a. Ensure that Center policies and procedures necessary to comply with this NPR are developed, implemented, and approved by SEMO and Center Senior Logistics Manager.

b. Designate a Precious Metals Monitor responsible for maintaining surveillance over the acquisition and control of precious metals and critical Materiels in storage.

c. Designate and approve storage areas and supply points that provide security, preservation, and protection of Materiel inventories.

d. Develop procedures and policies to prevent unauthorized access to stored Materiel.

(1) Identify personnel authorized to withdraw Materiel supplies and equipment.

(2) Conduct an annual storage area walk through to ensure organizational storage areas comply with Center policy and procedures.

(3) Document deficiencies and provide to applicable director for the owning organization.

e. Designate an Activity Address Code (AAC) Coordinator to submit Center requests for addition, changes, extension, and deletion of AACs to HQ NASA Supply Program Manager.

f. Promote economy in acquiring, retaining, and using Materiel.

g. Ensure the integrity of the Agency supply records, accounts, and reports.

h. Ensure Materiels and supplies are physically inventoried as prescribed in this NPR.

i. Ensure Materiels that are no longer required for the performance of NASA programs are transferred to disposal using the NASA Property, Plant, and Equipment (PP&E) Disposal Module.

j. Ensure inventory records are retained according to NPR 1440.6, NASA Records Management.

k. Participate in Government-Industry Data Exchange Program (GIDEP) per NPR 8735.1, Exchange of Problem Data Using NASA Advisories and the Government-Industry Data Exchange Program (GIDEP). Develop local supply procedures that at a minimum include processes and procedures to:

(1) Screen aircraft, project and program inventory, and customer requests against GIDEPs.

(2) Tag and segregate nonconforming inventory identified in GIDEPs

(3) Obtain written disposition instructions from Materiel owner/users.

(4) Maintain an electronic file of disposition instructions.

l. Ensure that an NF 598 is submitted as required by NPR 4200.1 and the criteria below for the following:

(1) Hand tools or other pilferable items more than $100 unit cost or $500 total cost are lost or stolen.

(2) Supply system stock records are adjusted when in excess of $2,500 for pilferable items.

(3) Supply system stock record adjustments that exceed $50,000.

(4) Ammunition, explosives, weapons, hazardous, biological, International Traffic in Arms Regulation (ITAR) Materiel, drugs, or classified losses regardless of cost.

(5) Repetitive cases of loss, damage, or destruction, even though none by itself would warrant processing a Property Survey Report.

(6) Hand Tools and Other Pilferable Items. When negligence is suspected, a Property Survey Report is initiated for all tool losses regardless of unit cost; however, a report is not required for hand tool losses when the unit cost is less than $100, the total cost is less than $500, or no negligence is involved. This guidance does not prevent the initiation of a Property Survey Report when the loss is less than $100/500 and it is apparent that there have been systematic losses of tools over a period of time. This $100/500 limit also applies to other pilferable items.

m. Monitor supply inventory accuracy and issue effectiveness metrics and recommend improvements to SEMO when the metrics are not achieved.

n. Ensure only personal protective equipment approved by the Center Director or designee is stocked and issued by Center Logistics.

o. For all aircraft operated by NASA Centers and subordinate facilities, including Unmanned Aircraft Systems (UAS), Centers shall determine and document sparing requirements based on intended use, system reliability, component and parts availability, tempo of operation, and mission criticality.

1.2.9 Each employee is responsible for Government property per, Standards of Ethical Conduct for Employees of the Executive Branch, 5 CFR, pt. 2635. Any employee who observes crime, fraud, waste, or abuse, or who receives an allegation of crime, fraud, waste, or abuse, from any source will report such observation or allegation to the Office of Inspector General as required by NPD 9800.1, NASA Office of Inspector General Programs.

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