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 2. Federal Catalog System

2.1 Background

2.1.1 The Federal Catalog System (FCS) is a Government-wide program established by the Defense Cataloging and Standardization Act, Pub. L. 82-436 to provide a uniform system of item identification; preclude/eliminate different identifications of like items; reveal interchangeability among items; aid in parts standardization; facilitate intra-agency logistics support; and improve Materiel management effectiveness by promoting efficiency and economy in logistics operations.

2.1.2 Under the FCS, a national stock number (NSN) is assigned to Materiel supplies and equipment that is repeatedly procured, stocked, stored, issued, and used throughout the Federal supply system. When a 13-digit 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. NSNs are an essential part of life-cycle management because they provide the logistics information required to manage, move, store, and dispose of Materiel, supplies, and equipment.

2.1.3 A 13-digit NSN comprises the Federal Supply Class (FSC), country of origin, and seven digits that are sequentially assigned and unique to each NSN. For example, 6240 is the FSC for electric lamps. It is used to group like items, which would include fluorescent lamps, incandescent lamps, mercury lamps, and sodium lamps. The next two digits make up the country of origin (COO) code that signifies the country that originally requested the NSN assignment. COO codes 00 and 01 are both used to identify the United States. The remaining seven digits of the NSN are sequentially assigned and are unique to each NSN. The following is an example of an NSN for an electric lamp:

2.2 Determination of Items to be Cataloged

2.2.1 Center SEMOs shall ensure all personal property is cataloged and assigned an NSN.

2.2.1.1 Center Supply Officers shall ensure all items of personal property are assigned an NSN under the FCS. Local stock numbers may be assigned to personal property (except equipment) that are subject to non-repetitive procurement, storage, distribution, or issue and are deemed a one-time requirement (nonrecurring). The term "repetitive" means recurring requirements for personal property of three or more demands on the supply system within a 6-month,180-day period. The following items are excluded from the FCS:

a. Printed forms, charts, NPRs, books, and other publications subject to central administrative or numbering controls within a NASA activity.

b. Fabricated hardware or local manufactured Materiels that are in the research and development stage.

c. Program/Project samples of program Materiel.

2.3 Responsibilities

2.3.1 NASA HQ, Logistics Management Division Supply Program Manager shall develop and implement a sustainable cataloging process meeting the objectives of the FCS.

2.3.2 The NASA HQ Supply Program Manager shall:

a. Provide policy, plans, requirements, and procedures to achieve full implementation and use of the FCS.

b. Interpret and implement FCS concepts, rules, and procedures in the NASA process.

c. Coordinate technical, procedural, and policy aspects of the FCS for NASA cataloging activities with GSA, Defense Logistics Agency (DLA), and other Federal agencies.

d. Provide catalog publications and management products to NASA Centers.

2.3.3 Center Supply Officer and Equipment Management shall:

a. Assign an NSN to all Materiel and supplies that are repetitively purchased, stocked, stored, or issued.

b. Assign an NSN to all equipment items.

c. Screen part numbers of new items against the Federal Catalog System (FedLog) to determine if an NSN already exists.

(1) FedLog is accessed at the NASA Business Systems Portal (bReady) via URL (Uniform Resource Locator): https://bready.nasa.gov/web/bready/.

(2) Catalogers can request access to bReady portal by submitting an Identity, Credential, Access, User Self Service (IDMax) request.

(3) Requests to access FedLog are approved by the Supply Officer and sent by e-mail to the NASA Supply Program Manager.

(4) The FedLog access request needs to contain the individual's name and user identification (UserID). Contractors need to submit contract number and expiration date along with access request.

2.3.3.1 If the part number, item name, manufacturer, characteristics, and specifications are the same, the cataloger can use the existing NSN in SMS or the PP&E System.

2.3.3.2 Only one stock number will be used for an item from purchase to final disposal.

2.3.3.3 If the item is a one-time requirement, the cataloger can assign a local NSN.

2.3.3.4 If the requirement is repetitive and an NSN does not exist, the cataloger should assign a temporary local NSN and submit a cataloging request to GSA e-mailbox, FSS.Cataloging@gsa.gov. Ensure the cataloging request contains the following:

a. Part number - Obtain from customer submitting requirement.

b. Item name - Obtain from Federal Item Name Directory, H6, Federal Item Name Directory. H6 can be accessed at URL: http://catalog.data.gov/dataset/federal-item-name-directory-h6-search-tool.

c. Technical data or specifications - Obtain from customer submitting requirement.

d. Federal supply class - Use Cataloging Handbook H2, Federal Supply Classification Groups and Classes at URL: http://www.dla.mil/Portals/104/Documents/DispositionServices/Receiving/Usable/DISP_h2book%5b1%5d.pdf.

e. Characteristics of an Item of Supply - Physical characteristics consist of everything that enters into the makeup of the item, such as structure, Materiel content, chemical composition, electrical data, dimensions, formation or arrangement of parts, and principles of operation. Performance characteristics consist of the special or peculiar kind of action or service provided by and expected of the item because of its physical characteristics.

f. Commercial and Government Entity (CAGE) - Located at https://cage.dla.mil/.

2.3.3.5 GSA will send the requestor a 13-digit NSN by e-mail. Upon receipt of the e-mail, the cataloger will replace the local NSN with the new NSN received from GSA. They then will update the SMS with the shelf life code, demilitarization code, electrostatic discharge code, controlled inventory item code, hazardous Materiel indicator code, and precious metal code.

2.3.3.6 The cataloger will maintain a local NSN assignment log that can be cross-referenced to the part number and NSN assigned by GSA.

2.3.3.7 The cataloger will submit requests to GSA for changes to the FSC. Change requests may consist of new item names, additions or changes, Federal item identification guide changes, and reference drawings updates or changes.

2.4 Federal Catalog System Products

2.4.1 To adequately participate in the FCS, each NASA Federal cataloging activity will maintain access to catalog products for basic item identification research. The cataloging products below can be accessed at URL: https://www.dlis.dla.mil/PublicHome/H2/default.aspx these products include but are not limited to the following:

a. Federal Logistics Information System (FLIS) Procedures Manual, DoD 4100.39.

b. Master Requirements Directory (MRD).

c. Introduction to Federal Supply Catalogs and Related Publications (C1).

d. Cataloging Handbooks (H-Series).

e. Descriptive and Management Data Products including, Identification List (IL), Proprietary Item Identification List (PIIL), and DD Form 146, Federal Item Logistics Data Record (FILDR).

f. Master Cross Reference Data (MCRD).

g. Management Data List (MDL).

h. Specially tailored publications to include medical catalogs and interchangeability and substitutability (I&S).

i. Current manufacturers' brochures and catalogs.

j. Federal specifications.

k. Military specifications.

l. Qualified Products Listings (QPL).

m. Miscellaneous engineering standards and drawings.

2.4.2 Requests for cataloging products from NASA activities or approved contractors who perform Agency or Center Federal cataloging operations for new changes or deletions to existing requirements are approved by the Center Supply Manager and submitted in writing to the NASA Supply Program Manager.

2.4.3 Agency requirements, including resources, are managed by the NASA Headquarters Supply Program Manager.

2.4.4 Supply Officers shall revalidate and submit their requirements to NASA Headquarters annually by the end of each fiscal year.

2.4.5 Supply Officers shall ensure applicable NASA contracts specify that the Government will provide the management products described in this NPR for cataloging.

2.4.6 Contractors who do not perform logistics cataloging operations can satisfy their cataloging publication and product requirements by direct purchase from the following recommended sources:

a. Superintendent of Documents, U.S. Government Printing Office, Washington, DC, can be contacted for purchase inquiries and order placement.

b. U.S. Department of Commerce, National Technical Information Services, Springfield, VA, can be contacted for inquiries and purchase of H-Series Cataloging Handbooks; DoD 4100.39; DLAH 4140.3; C1 Volumes; Freight, Medical, and Qualified U.S. Contractors Access List.

c. Defense Logistics Services Center (DLSC), Battle Creek, MI, can be contacted for inquiries and one-time purchase of Identification Lists, Lumber Catalog, Medical Catalog, and Federal Item Identification Guides.

2.5 Item Identification and Use of National Stock Numbers

2.5.1 The most important element of a cataloging process is establishing a unique identification for a Materiel item. Proper item identification is a fundamental prerequisite in performing all management operations. The concept of an item of supply is expressed in and fixed by a Federal Item Identification that consists of the minimum data that is adequate to clearly establish the essential characteristics of the item, give the item its unique character, and make use of and differentiate it from every other item of supply used in the Federal Government.

2.5.2 NASA cataloging activities follow four basic steps in the item identification process:

a. Select the item name. The identification data recorded and the Federal Supply Classification assigned an item are governed by the name selected for the item.

b. Classify item. Classification is one aspect of cataloging that is the exclusive responsibility of activity catalogers.

c. Identify descriptive and/or reference data. All descriptive characteristics of the item both physical and performance are identified. Include part number, cage code, and model number.

d. Submit appropriate documentation to GSA for assignment of an NSN for those items meeting the FCS criteria.

DISTRIBUTION:
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This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.