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NPR 4100.1F
Effective Date: March 07, 2017
Expiration Date: March 07, 2027
Printable Format (PDF)

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

Responsible Office: Office of Strategic Infrastructure

| TOC | ChangeHistory | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | ALL |

Chapter 4. Inventory Transactions

4.1 Issue and Backorder Management

4.1.1 Issues from store and standby stock are made only on the authority of the official who requested that the item be placed in stock.

4.1.2 Issues from Program Stock are made only to individuals authorized by the owning organization. The Supply Officer shall develop procedures to identify authorized recipients of Program stock.

4.1.3 Supply Officers shall develop a procedure to manage backorders. Backorders are requests for issue of Materiel, supplies, and equipment that are not available at the time requested through Online Supply Catalog and Reservations (OSCAR) or the Center Supply Management System. Backorder management procedures will include a monthly backorder reconciliation process between the customer and Supply Management functions. The process will include providing customers a product that shows all backorders for the organization, status of orders, cancelation of backorders no longer required, cost of items on order, and a process for crediting obligated funds back to the organizations when authorized.

4.2 Stock Control

4.2.1 Stock Control personnel conduct stock replenishment using Material Requirements Planning in SMS. Prior to submitting orders for Materiel from external sources, Centers will verify that the Materiel is not available from disposal assets that are serviceable or reusable. Orders from GSA, DLA, and other Government supply sources are to be accomplished according to 41 CFR, subpt. 101-26.2, which provides detailed ordering procedures. Centers will have an Activity Address Code (AAC) assigned prior to ordering from Government sources of supply.

a. Centers obtain AACs by submitting an NF 1603, FEDSTRIP/MILSTRIP Activity Address Code Data according to 41 CFR, subpt. 101-26.3.

b. The Supply Officer shall designate an AAC coordinator.

c. The Center AAC Coordinator shall submit all requests from Centers for assignment, change, extension, and deletion of AACs to NASA Supply Program Manager, Headquarters Logistics Management Division.

d. To obtain an AAC for NASA contractor activities, the Center AAC Coordinator shall submit an NF 1603, along with the data required by Authorization to use Government supply sources, 48 CFR § 51.102subpt. 51.1, 48 CFR subpt. 1851.102 and the contractor cage code to the NASA Logistics Manager Division Supply Program Manager. The NASA Supply Program Manager is the Agency AAC point of contact and shall perform the following:

a. Submit Center-approved requests for assignment, changes, extensions, and deletions of AACs to GSA.

b. Advise the requesting Centers of AAC assignments and changes.

c. Maintain a current, consolidated record of AACs and supporting documentation for all NASA activities.

4.2.2 Replenishment of Store Stock. Requirements for implementing the Economic Order Quantity (EOQ) principle of stock replenishment are in the GSA Handbook, The Economic Order Quantity Principle and Applications, NSN 7610-00-543-6765, in the GSA Supply Catalog. Exceptions from the EOQ table values may be made for specific items when they meet one of the following:

a. Have a shelf life less than the specified EOQ criteria.

b. Are for standby or involve planned requirement for a special one-time project, such as construction Materiels for a major building renovation.

c. Can be acquired from excess.

d. Are necessary due to limits on storage space or funds.

4.2.3 Program Stock can be replenished when funded and authorized by the program or project manager. Authority to replenish Program Stock may be delegated in writing to the SEMO by the program or project manager.

4.2.4 Stock Control replenishes Standby Stock if the responsible Organization Division Chief or equivalent certifies that replenishment is necessary. A blanket certification may be given to the SEMO, subject to review every 2 years.

4.3 Special Item Controls

4.3.1 Certain items have unique features, qualities, or properties that require special controls. Supply Officers shall establish special inventory controls and procedures for identification, storage, issue, and, where necessary, turn in, requisition, and disposition of such items in accordance with NASA policies and procedures (this NPR, as well as NPR 4200.1 and NPR 4300.1)

a. Medical equipment, supplies, medicinal alcohol, drugs, and first aid kits will be ordered only if approved by the Chief Medical Officer. First aid kits cannot contain drugs.

b. Photographic film and tools shall be approved by the Division Chief or equivalent. The ordering organization is responsible for identifying employees authorized to order tools for their organization.

c. Supply Officers shall develop procedures to ensure requirements weapons; ammunition; and biological, radioactive, nuclear, hazardous, classified, sensitive, and explosive Materiels are secured, ordered, and issued to authorized personnel only.

d. Supply management with a hazardous Materiel storage facility shall develop procedures as required by NPR 8715.3 and include the following provisions:

(1) Hazardous Materiel storage process to ensure the conditions of Materiels in storage are assessed at least quarterly.

(2) Process to determine when hazardous Materiel should be removed from active inventory and disposed of.

4.4 Return to Inventory

4.4.1 Return of items to stocks will be accepted by Supply. Supply Officers shall determine condition, packaging, marking, and documentation criteria for items returned to stocks.

4.4.2 The Supply Officer shall develop procedures to determine when credit may be granted for turn-in of Materiel that is serviceable and ready for issue. Procedures will allow credit only for returns that can be identified to the appropriation and accounting classification coding (i.e., organization, program, project, or functional category) of the activity to which the original issue was made. Credit will not be allowed for free issue, items filled through excess, items not obtained through Logistics, items that cannot be returned to inventory due to poor condition or obsolescence, or issues made prior to the beginning of the previous fiscal year.

4.5 Adding Line Items to Inventory

4.5.1 Supply Officers shall create a process to add items to inventory. Requests will provide justification for stockage under specified criteria and will be approved by the Center SEMO following review by the Supply Officer to ensure that line items have sufficient demands or anticipated future demands to warrant stockage . The Supply Officer shall review requests for stockage to ensure that line items have sufficient demands or anticipated future demands to warrant stockage. Items qualifying for stockage shall be approved by the Center SEMO. The individual requesting that the line item be added to stock will be notified of the decision to stock or not.

4.6 Retaining Inventory

4.6.1 Stock Control annually reviews Store Stock items for retention or elimination that have been in inventory for at least 12 months with no demands.

4.6.2 Every 2 years, the Supply Officer shall provide a list of items in Program Stock to the controlling Directorate Chief or equivalent for review and justification for retention of equipment, Materiel, and supplies in storage for projects/programs that have launched or are cancelled. If items are retained for a program and that program is canceled, the items will not be held unless another program is identified, and continued retention is justified by a Directorate Chief or equivalent. Programs and projects that have launched or are canceled shall turn all residual inventory over to Logistics for disposition and or retention The Supply Officer will generate a supply Materiel aging report of Materiel and supplies in inventory with no demand in 2 years along with program or project retention justification for submission to the Center Operations Director for approval of continued retention. The SEMO may levy storage charges for items retained in Program Stock.

4.6.3 Every 2 years, the Supply Officer shall provide a list of items in Standby Stock and an indication of the need for retention to the controlling Division Chief or equivalent for review. The justification for retention should state the purpose for which contingency items are being held and that the items need to be available immediately to meet emergencies. The SEMO may levy storage charges for items retained in Standby Stock.

4.6.4 Supply Management activities not using SMS will follow the requirements for retention of inventory per 41 CFR, §101-27.304.

4.6.5 Review of the economic retention limit will occur at the same time as the review for continued stockage. Months of supply will be computed on the previous 12-months' demand history.

4.6.6 The economic retention limit may be increased when:

a. The item is of special manufacture and relates to an end item of equipment that is expected to be in use beyond the economic retention time limit.

b. Costs incident to holding an additional quantity are insignificant and obsolescence or deterioration of the item is unlikely.

c. An item can be held in stock without incurring greater costs for carrying the stock than the costs for disposal and resulting loss of investment.

4.6.7 The economic retention limit should be reduced when:

a. The related end item of equipment is being phased out or an interchangeable item is available.

b. The item has limited storage life, is likely to become obsolete, or the age and condition of the item does not justify the full retention limit.

4.6.8 The reasons for any increase or decrease to the economic retention limit will be documented.

4.6.9 Items marked for deletion will be issued until stock is depleted or transferred to disposal.

4.6.10 Supply may hold Materiel items on a temporary basis for a user activity and temporarily store Materiel, supplies, and equipment, such as seasonal items and items for a planned work or job order until they are actually needed. The nature of NASA operations occasionally makes it desirable to temporarily store user-owned items in appropriate storage facilities for a specified period. The specific period for the temporary storage and the reason for storage will clearly be stated as to why items cannot be currently used or retained in the user's organization. Temporary storage will not exceed 1 year. SEMOs are authorized to approve retention beyond 1 year and to charge for storage if after 1 year the Materiel has not been utilized for its intended purpose by the owning organization. Hazardous, electrostatic discharge, personal items, official or personal files and records, and unserviceable or contaminated Materiel will not be temporarily stored under this program.

4.6.11 Bench Stock. NASA Centers are authorized to establish and maintain Bench Stock, which consists of low-cost, repetitively used, consumption-type items located at or near points of use to ensure uninterrupted operations. Bench Stock located in close proximity to the user reduces the user's need to constantly requisition repetitively required items from a central supply. With the concurrence of the Center SEMO, a using activity may identify specific items and the desired maximum and minimum stock quantities and establish a Bench Stock operation. Bench Stocks are not to be used as a repository for excess items that cannot otherwise be justified for retention in authorized Stores, Program, or Standby Stocks. The specific requirement for establishing and operating a Bench Stock is as follows:

a. The using activity and the SEMO shall jointly determine the location of Bench Stocks and the items and the quantities of the items to be maintained in the designated Bench Stocks.

b. The maximum quantity maintained per line item should not exceed a 60-day supply.

c. Records identify:

(1) Stock or part number.

(2) Name.

(3) Unit of issue.

(4) Unit price.

(5) Stock level (maximum and minimum quantities to be stocked).

(6) Stock resupply point of the items maintained therein.

d. An organization shall assign a Bench Stock Monitor in writing to the Supply Officer.

(1) The monitor will be responsible, at a minimum, for:

(a) Recommending Bench Stock additions and deletion items.

(b) Tracking, issuing, controlling access to, and ordering replenishment of Bench Stock.

(c) Creating controls to ensure only authorized users are issued items from the Bench Stocks.

(d) Managing Bench Stocks within designated usage thresholds. The using activity may request approval from the SEMO to temporarily exceed the threshold.

| TOC | ChangeHistory | Preface | Chapter1 | Chapter2 | Chapter3 | Chapter4 | Chapter5 | Chapter6 | Chapter7 | AppendixA | AppendixB | AppendixC | AppendixD | AppendixE | ALL |
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