PLAN FOR IMPLEMENTATION OF SUPPLY DIVISIONAL FUNCTIONAL REORGANIZATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-05599A000200030003-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 82
• Document Creation Date: December 9, 2016
• Document Release Date: July 11, 2000
• Sequence Number: 3
• Publication Date: August 1, 1973
• Content Type: MF

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'-2AUK iV
M [) A? ,' I FOR: Director of Logistics
sUWF. ' Plan for Implementation of Supply Divisional Functional
Reorganization
1. The basic elements of this plan are:
a. A rewrite of mission and function statements and the
covering Supply Division (SD) Instructions for the newly structured
;
25X1A divisional branches and the I
b. A rewrite of key position descriptions;
c. The identification of personnel assig'nriients to specific
positions; and
d. Space layout and design requirements.
2. Attachment 1 is a schedule reflecting plan objectives and the
dates the objectives are to be accor.plished. Milestones, largely concerned
with space reconfiguration and installation of telephones and equipmernt, are
indicated with an asterisk.
3. In establishing space requirements, the engineer II has 25X1
tried to take full advantage of the existing layout to avoid unnecessary
and costly relocation of partitions and the like. As the General Services
Administration (GSA) has an AME work order (No. 73-2034) in the amount of
$5,000 which includes developing; costs for installation of the screen room and
configuration of the contiguous secure area, our current cost estimates have
been limited to the renovations over and above that required for the secure
area.
These are:
a.
Renovations (based on average unit cost
statistics)
$13,000
b.
Conserv-A-File V Equipment for master files
3,000
hone installations
Tele
_2:000
c.
p
TC}TAL
$23,000
?4ch I
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~e
S1JBJhC'T: Plan for Implementation of Supply Division Functional
Reorganization
Note: GSA has been kept apprised of the plan to relocate the screen room and
the added renovation requirements.
4. Attachments 2 and 3 are organizational charts for the SD and the
5X1A which indicate total personnel strength by component.
acrymen_ s an organization chart by positions and recommended
grade structure for the four SD Branches, with Attachment 5 showing projected
personnel assignments by position within the Branches. Assignments to key
and senior grade positions are considered firm; however, some assignments as
projected for lower-graded positions may be subject to change because of the
current SD ranking exercise, possible reluctance of Depot personnel to
relocate to Rosslyn and other factors.
5. Attachment 6 lists the five personnel assigned to or reassigned.
25X1A within the E~ a direct result of the functional merger, i.e., one supply
assistant, two supply clerks and a clerk typist moving from the Receipts
Control Unit of Stock Control to the newly proposed Depot Receiving Branch,
and one suppl officer position relocated from the Field Support Branch
25X1A to the Chief,=Office to handle inventory control.
6. A complete listing of the 23 SD positions to be abolished as a
result of the reorganization is provided by Attach ent 7.
7. The mission and function statements, covering Supply Division
Instructions and key position descriptions required to implement the
reorganization are contained in Attachments 8 through 12. Listed in order,
they apply to the Supply Management, Operations Support Inter-Departmental 25X1
Support and Central Control and Distribution Branches
8. The SD Instructions to be revised and published or rescinded prior
to the scheduled date (1 December 1973) for the merger are listed on Attach-
ment 13.
9. Attachment 14 is the design layout for the SD and the Data Access
Center. Because of space limitations we plan to relocate the Reference Library
on the 10th floor where space is available.
Chief, Plans E4 Programs Staff, Chief, Supply Division, -
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 Approved For Release 2002/
SUBJECT Plan for Implementation of Supply Division Functional
Reorganization
Distribution:
Orig & 1 - Arise
OL/PPS Official
1 - OL/SD
1 - OL/P$TS
OL/P&PS & OL/SD
jw/3357&3442 (2 Aug 73)
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TAB
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 ATTACHMENT I
SUPPLY DIVISION - SCHEDULE FOR IMPLENTING FUNCTIONAL REORGANIZATION
OBJECTIVES DATES
REMARKS
1.
Prepare Implementation Plan 3 August
2.
Space Layout and Design 6 August* Preliminary Design Completed 1 August
3.
Order New Filing Equipment 6 August
4.
Work Order to GSA for Space
Reconfiguration 9 August* Submit through LSD/SMEFB
5.
Request Telephone Plan from
TFB/LSD
9 August
6.
Determine Machines to be Relocated
wit Lhin Supply Division 1 September lay be Possible to Eliminate One Machine
7.
Initiate Formal School and Training
Assignments 1 September
8.
Begin Space Reconfiguration Work 1 November* Allows GSA 83 days from Receipt of Work Orde
9.
Begin OJT Assignments 1 November
10.
Install New Filing Equipment 12 November* Estimated on availability
11.
Brief Area Log Officers on New Follow-up Procedures and Requisitioning by
System 16 November Commodity Class
12.
Begin Telephone Installations 16 November* CCDB and OSB
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OBJEC'T'IVES
13. Relocate and Install Machines
14. Complete Space Reconfiguration and
Telephone Installations
1S. Relocation and Merger of Personnel and
Functions
29 November*
30 November* Estimated 30 Days for GSA to Complete
1 December Scheduled for Saturday - Minimum
Interruption to Work
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POSITIONS TO BE ABOLISHED
SD REORGANIZATION E FUNCTIONAL MERGER
POS. NO. DESCRIPTION GRADE SD COMPONENT
1. 2060 Secretary (Typ) GS-6
2. 2065 Equipment Tech 7
3. 2066 Equipment Spec 13
4. 2082x Supply Asst 7.
5. 2082. 'y Supply Asst 7
6. 2089 Supply Cat Off .7
7. 2107 Supply Asst 9
8. 2112 Supply Clerk (Typ) 6
9. 2123 Supply Asst 9
10. 2125 Supply Asst 5
11. 2364 Supply Asst 6
12. 2261 Supply Clerk (Typ) 4
13. 2229 Supply Clerk (Typ) 5
14. 2382 Supply Asst 6
15. 2221 Supply Asst 6
16. 2221 Supply Asst 6
17. 2234 Supply Clerk 5
18. 2237 Supply Clerk 4
19. 2228 Supply Asst 9
20. 2375 Procurement Asst 9
21. 2124 Supply Asst 7
22. 2118 Supply Asst 9
23.. 2366 Forklift Operator W-6
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SUPPLY MANAGEMENT BRANCH
The functions of the Supply Management Branch are as follows:
1. Using the commodity team concept, exercise control
over and manage depot inventories to ensure balance of supply
with demand, consistent with planned projects, new require-
ments and usage data available.
2. Develop, maintain and revise as required stock
levels based on overall requirements, demand experience,
authorized allowances and specified project or strategic
allocations.
3. Maintain and analyze stock status reports to:
a. Direct redistribution of stocks between depots
and stations as determined by planned requirements,
usage data or need.
b. Identify and take action to dispose of those
items which are determined as excess or surplus to the
needs of the Agency.
c. Initiate stock replenishment actions on periodic
or special need basis.
4. Process all domestic and field requisitions and
determine OL component for supply or procurement action.
5. Maintain the accountable stock records for all classes
of materiel in stock to determine availability, price, location,
sterility and condition of items.
6. Process all action documents for transfer or disposal
of all obsolescent, deteriorated, excess or surplus Agency
stock.
7. Determine which items are in critical supply and
develop control techniques to regulate, and if necessary, to
allocate issues against available stocks.
8. Develop criteria and select new items for inclusion
in the Agency stock system based upon repetitive purchase
demand trends, new equipment or items requirements, and data
obtained from other Agency components.
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9. Develop and implement program of material standard-
ization in conjunction with other Government agencies.
10. Continuous analysis of stock status reports to
identify and take action to remove from Agency stock items
which are relatively inactive, bear high overhead handling
costs and items which can be recommended to procurement as
suitable for contracting out procedures.
11. Approve issue of controlled items against justifi-
able requests.
12. Maintain interface with the Data Access Center
and other internal Logistics components on all matters relat-
ing to supply management in connection with the automated
inventory management system.
13. Develop, refine and coordinate external and internal
supply management control programs and such statistical anal-
yses and financial control reports as may be required.
14. Effect material identification, assign stock numbers
.and price all items within the Agency supply system, and in
conjunction therewith, maintain a catalog reference library
and publish Agency supply catalogs and supplements thereto.
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SUPPLY DIVISION INSTRUCTION SDI 45-74
NO. 45-74 (Revised)
SUPPLY MANAGEMENT BRANCH
References: (a) Logistics Instruction (LI) 1-5 (Revised) -
Mission, Functions and Delegations of
Authority to Chief, Supply Division
(b) Supply Division Instruction (SDI) 1-4
(Revised) - Delegation of Authorities
to Supply Division Officials
(c) Supply-Division Instruction (SDI) 45-67
(Revised) - Standard Codes
Recission: (a) Supply Division Instruction (SDI) 45-74 -
Supply Management Branch, dtd 14 May 68
1.
PURPOSE
This instruction promulgates supply management, catalog-
ing policy and responsibilities set forth in references (a)
and (b).
2. MISSION
Develop and implement policy and procedures for all
phases of supply management including, but not limited to:
creation and maintenance of a master catalog file in com-
puterized, manual, and published forms; management of
personal property inventories ranging throughout the Federal
classification system and management of the Supply Management
Branch (SMB) portion of the stock funds for Headquarters
procurement.
3. DELEGATION OF AUTHORITY
The delegation of authorities to the Chief, SMB is con-
tained in reference (b).
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SUPPLY DIVISION INSTRUCTION SDI 45-74
NO. 45-74 (Revised)
4. LIAISON
Maintain liaison and intercommunication with:
a., Elements of the Department of Defense and
U.. S. Government civilian agencies, bureaus, and
departments on matters pertaining to supply manage-
ment and cataloging functions.
b.. Security Staff, OL, on matters pertaining to
clearances for certain supply management and catalog-
ing personnel in other Government agencies.
cw Defense Logistical Support Center (DLSC) and
General Services Administration (GSA) on matters
pertaining to materiel identification, assignment
of stock numbers, and the Federal Catalog Program.
d.. Cognizant technical offices regarding preferred
items, management control of specialized equipment,
purification of stock, and identification of equip-
ment by type and source.
e.. U. S. Government elements to obtain reference
materiel, such as Public Laws; regulations; handbooks;
and commercial manufacturers for catalogs, brochures,
and price guides.
5. RESPONSIBILITY
a.. Establish stock levels and review points for
Agency stock items.
b.. Assign materiel classification codes andother
management codes consistent with Supply Division
policy.
C. Establish economic order quantity tables to
include variable safety stock factors.
S E C R E T
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SUPPLY DIVISION INSTRUCTION
NO. 45-74 SDI 45-74
(Revised)
d. Initiate requisitions for stock replenishment.
e. Effect depot transfers to position worldwide,
strategic reserve and special project materiel.
f. Review all requisitions to determine stock
numbers., nomenclatures, suitability, substitutability,
availability, and source of supply, and technically
approve each accordingly.
g. Schedule requisitions for depot and/or procurement
action to meet deadline.
h. Prepare monthly financial analysis reports of the
Forms Procurement Account.
i. Prepare excess property lists for circulation
throughout the Agency and review excess materiel list-
ings prepared by other Government agencies to determine
requirements and ensure maximum utilization of property.
j. Review stock status reports for the purpose of
purifying stocked items.
k. Maintain three item identification card files--
one by physical characteristics, arranged alphabeti-
cally, and in FIIN; the second by Agency stock number,
arranged numerically; and the third by Federal stock
number, arranged numerically.
1. Identify materiel and assign stock numbers
(interim or Federal as appropriate).
M. Initiate requests to DLSC for item identification
and stock number research (prescreen).
n. Initiate requests to GSA for assignment of Federal
stock numbers.
S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-74
NO. 45-74 (Revised)
o. Identify materiel and assign stock numbers for
materiel requisitioned, turned in, and reported as
excess.
p. 'Provide data for and publish an Agency Supply
Catalog Sand supplements thereto.
q. Maintain a reference library of Public Laws;
GSA regulations; military field manuals; and manu-
facturers catalogs, brochures, and price guides.
r. Establish fixed prices for inventory items and
publish such prices.
6. ORGANIZATION
For the accomplishment of its mission and responsibili-
ties, the branch has five sections; namely:
The Chief, SMB will ensure that all inclusive internal
procedural instructions are prepared for use as functional
guidelines within each section.
Chief, Supply Division, OL
Distribution: D
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CHIEF, SUPPLY MANAGEMENT BRANCH
I Duties and Responsibilities
The Chief, Supply Management Branch (SMB), under the di-
rection of the Chief, Supply Division, is responsible for the
supervision and guidance of personnel engaged in:
1. Managing and controlling distribution of Agency stock
inventories to:
a. Ensure balance of supply with demand.
b. Provide stockage of items against new require-
ments including those for planned projects.
c. Achieve optimum economy with respect to
utilization of inventory budgets and property procure-
ment allotments (PPA).
2. Maintaining accountable stock records for all classes
of materiel in stock, such records reflecting balances on hand,
prices, locations,
as applicable.
condition codes and allocations
3. Maintaining and developing information for special stock
status reports which reflect item availability, sterility, price,
location, condition, degree of activity, i.e., repetitive, slow-
moving, dormant.
4. Determining, maintaining and revising, as required,stock
levels based on:
a. Developing and refining historical (usage) data
which produces demand factors.
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P project allowances.
c. Identifying new requirements.
d. Stockage of valid strategic allocations.
5. Identifying and taking action to dispose of stocked
items which have become obsolescent or excess/surplus to Agency
requirements.
6. Maintaining an active and comprehensive interface with
other Government agencies, e.g., Department of Defense, General
Services Administration, etc., in:
a. Developing for Agency use the latest techniques
applicable to supply and inventory management.
b. Disposing of excess/surplus or obsolete property.
c. Researching pattern descriptions, nomenclatures,
stock numbers, and identifying new items or items in the
Federal system.
d. Developing criteria to ensure compatibility between
the Agency ADP system and ADP systems used by other agencies
in the fields of inventory management and catalog publi-
cations.
7. Screening requirements against Agency assets and excess
listings from other Government agencies covering materiel avail-
able on a no-cost basis to acquire and direct distribution of
stocks to best sustain Agency operations as economically as
possible.
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8. Developing and implementing control mechanisms for
management of inventory investment and to control stocks of
critical or special items.
9. Developing the inventory budget for and administering
the property procurement allotment for logistics cognizant
items and the administrative stock account. Establishing
controls to determine rates of expenditure, assure sound fi-
nancial control and adequacy of funds to sustain operations.
10. Determining the requirements for and initiating stock
replenishment requisition actions. The C/SMB is the approving
authority for single requisition replenishment actions up to
$50,000 and may redelegate this authority to item managers not
to. exceed $25,000 for each requisition.
11. Collaborating in and implementing policies and procedures
to correct system deficiencies and to effect improvement in
supply management operations.
12. Receiving, screening and editing of requisitions received
from domestic and overseas customers to determine accuracy,
completeness, item identification, item substitution if nec-
essary and source of supply, i.e., from depot stocks or by
purchase action. In connection therewith, determining dates
for completion of procurement action, depot processing and
turnover to Freight Traffic Branch for scheduling of shipment
to meet required delivery date.
13. Performing staff and analytical studies and monitoring
special projects as assigned by the Chief, Supply Division.
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SU PLY MANAGEMENT BRANCH (SMB)
I. Duties and Responsibilities:
1. Serves as the Acting Chief, SMB during any absence of
the Chief, and is responsible for overall direction of the
branch functions and personnel during these periods.
2. In his dual capacity as Deputy Chief, SMB, monitors branch
activities to ensure that all sections are meeting performance
requirements, and assists with the supervision of branch personnel.
3. Developing and refining external and internal supply
management programs and. maintaining interface with the Data Access
Center and the Supply Division (SD) ADP focal point on all matters
relating to supply management requirements and inventory and
requisition control in connection with the automated inventory
management system.
4. Researching necessary data and preparing staff and
analytical studies, financial control and other reports on a periodic
basis and as especially assigned by the Chief, SD.
5. Serving as the primary branch liaison contact with other
Government agencies and with firms in the private sector for the
purpose of:
a. Studying and evaluating supply management trends and
systems to determine what applications can be made to
improve the Agency system.
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b. Providing an effective interface with other Govern-
ment agencies such as GSA, DSA, etc., in terms of materiel
standardization and intra-agency logistics/supply planning.
c. Disposing of excess/surplus or obsolete property.
6. Serving as the accountable officer and supervising and
employing a system of checks and controls in maintaining and
guaranteeing the integrity of the accountable stock records.
7. Developing, evaluating, and implementing internal policies
and operating procedures relating to supply and inventory manage-
ment, and coordinating implementing actions with other OL com-
ponents.
8. Maintaining a constant overview of expenditure rates
against inventory budgets and property procurement allotments,
furnishing explanations as to rates which do not coincide with
prorated estimates, making the required adjustments, or in some
cases recommending courses of action to bring the expenditures
into'line and to avoid exceeding money limitations.
9. Forecasting of requirements for OL cognizant items and
assisting with similar forecasts for items under the technical
cognizance of other offices where required. In this connection,
making recommendations to appropriate technical offices with
respect to materiel' standardization programs to economize and
hold inventory levels at the lowest possible point.
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6UPPLY MANAGEMENT BRANCH
and guidance of the Chief, Supply Management Branch, is respon-
sible for managing depot inventories of all items in the com-
modity classes assigned to the section, and the supervision of
section personnel and functions to ens-ure complete control over
these commodities with respect to the issue, replenishment and
maintenance of required levels of section cognizant items.
I. Duties and Responsibilities:
1. The
under the general direction
2. Coordinating and directing the efforts of the commodity
"team" to provide:
a. Timely screening, item identification and proces-
sing of customer requisitions to meet deadlines and avoid
backlogs.
b. Prompt editing of supply documentation and accurate
posting of supply actions.
c. Proper mix of duties and interface between section
members in assuring full coverage of all functions and free
exchange of information in the work process, i.e., maintain-
ing the work integrity of the section in promoting the team
concept.
d. Rapid and accurate identification of line item re-
plenishment needs, obsolete or excess/surplus materiel,
level and reorder point adjustments and disposal actions.
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3. Reviewing recommendations by stock analysts to determine
validity of and authorize:
a. Substantial or unusual level and reorder point
changes.
b. Declarations of property as obsolete, excess or
surplus.
C. Redistribution of stocks.
d. Introduction of new items into the supply system
based on repetitive purbhase actions or cognizant office
requests.
4. Approving stock replenishment and customer requisitions
not to exceed $25,000 per requisition. Replenishments in excess
of that amount will be referred to C/SMB for higher approval.
5. Reviewing status reports listing slow moving and in-
active items and taking action to effect disposition of such
items.
6. Resolving conflicts of interest with Agency technical
and/or cognizant offices concerning compliance with supply
management procedures by means of conferences and negotiations
with interested parties.
7. Developing requirements criteria relating to selection
and retrieval of inventory management information from the ADP
system. In connection therewith, supervising the use and re-
finement of tools and management codes involving application
of the ADP to permit maximum utilizations and efficiency of
the system.
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8. Establishing and maintaining a materiel standardization
program in coordination with appropriate technical offices and
other OL components to reduce the number of inventory items to
the lowest possible point. This involves:
a. Reviewing analyses on non-technical stock items
to determine extent of common usage.
b. Assessment of stocked items to determine if,
because of price, related overhead costs and other
factors, the items should be purged from the system and
identified As items to be contracted out for direct de-
livery to users.
c. Based on reports from the analyst, other Govern-
ment agencies and technical offices, taking action to
reclassify items as limited standard, obsolete or as
candidates for disposal.
9. Developing criteria and policy for pricing of inventory
items based on replacement costs and reviewing the periodic re-
evaluation of the inventory to ensure adherence to pricing
policy, accuracy of computations and to make such price adjust-
ments as are necessary.
10. Directly supervising actions of the stock editor and
the catalog item identifier in maintaining the accountable stock
records,i.e., the stock status report reflecting balances on
hand, prices, locations, sterility and condition codes and al-
locations, and other supplementary reports.
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11. Screening requirements against Agency assets and excess
listings provided by other Government agencies applicable to
materiel available on a no-cost basis to acquire excess items
needed for valid requirements and to direct delivery and/or
redistribution of stocks to sustain operations as economically
as is possible.
12. Preparing for higher approval and implementing policies
and procedures to correct inventory management systems deficien-
cies and to improve supply operations.
13. Assisting in the development of the inventory budget
and administering the property procurement allotment for
logistics cognizant items within the commodities managed by
the section.
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SUPPLY MANAGEMENT BRANCH
I Duties and Responsibilities
2 A I A 1. Serving as the I Imanager during the
absence of the manager and being responsible for overall section
management and supervision over section personnel and functions
during these periods.
2. Analyzing stock status, procurement activity and manage-
ment reports, and from these periodic overviews, preparing
analyses recommending:
a. Substantial or unusual changes in stock levels
caused by added or decreasing requirements, large "one-
time" issues, substitutions and the like.
b. Declaration of items as obsolete, or excess/surplus
to, the Agency system.
c. Introductions of new items for stock based on
repetitive purchase actions, trends and cognizant office
requests.
3. Initiating stock replenishment requisitions for section
cognizant items based on analysis and/or shortage reports.
4. Resolving problems concerning the receipt, inspection,
and delivery to stock of materiel received as the result of
replenishment requisitions.
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5. Reviewing status reports !fisting slow-moving and inactive
items and recommending action to effect disposition of such items.
6. Assisting with the development of requirements criteria
relating to selection and retrieval of inventory management
information from the ADP system. In connection therewith, using
and refining the tools and management codes involving application
of the ADP to permit maximum utilization and efficiency of the
system.
. 7. Recommending approval of and maintaining a materiel
standardization program in coordination with appropriate tech-
nical offices and other OL components to reduce the number of
inventory items to the lowest possible point. This involves:
a. Preparing analyses on non-technical stock items
to determine extent of common usage.
b. Assessment of stocked items to determine if,
because of price, related overhead costs and other
factors, the items should be purged from the system
and identified as items to be contracted-out for direct
delivery to users.
c.. Based on reports from other Government agencies,
and technical offices developing reports recommending
action to reclassify items as limited standard, obsolete
or as candidates for disposal.
8. By analysis,. assisting with developing criteria and pol-
icy for pricing of inventory items based on replacement costs
and reviewing the periodic re-evaluation of the inventory to
2
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9. Assisting with the direct supervision actions and
efforts of the stock editor and the catalog item identifier
in maintaining the accountable stock records, i.e., the stock
status report reflecting balances on hand, prices, locations,
sterility and condition codes and allocations, and other sup-
plementary reports.
10. Initially screening requirements against Agency assets
and excess listings provided by other Government agencies ap-
plicable to materiel available on a no-cost basis, and recom-
mending acquisition of excess items needed for valid require-
ments and/or direct delivery and/or redistribution of stocks
to sustain operations as economically as is possible.
11. Preparing for higher approval and implementing policies
and procedures to correct inventory management systems deficien-
cies and to improve supply operations.
12. Assisting in the development of the inventory budget
for administering the property procurement allotment for
logistics cognizant items within the commodities managed by
the section.
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CIALIST
ITEM IDENTIFIER
SUPPLY MANAGEMENT BRANCH
I Duties and Responsibilities
1. Screening all customer requisitions, property turn-ins,
and receiving documents processed by the section to ensure that
stock numbers reflected are correct and the items listed are
properly identified, i.e., nomenclatures are clear and have suf-
ficient technical content to ensure accuracy and obviate errors.
2. Maintaining and researching all available supply catalog
reference materiels, including those provided by other Government
agencies (GSA, DSA, etc.) and by commercial sources in the pro-
cess of item identification to verify and/or determine correct
stock numbers, units of issue, prices and pattern descriptions.
3. Assisting the
manager and analyst to properly 25X1A
identify items listed on the stock status and other programmed
reports.
4. Developing information concerning the cross-referencing
of manufacturers part numbers to numbering systems used by the
Federal Government, and keeping the catalog section appraised
of such information as it becomes available.
5. Changing or assigning stock numbers for items listed on
customer or replenishment requisitions as follows:
a. Temporary or "WASH" numbers to items which will
have limited, if any, future transactions and which do
not require catalog action.
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b. Federal numbers to items identified as belong-
ing within the Federal systems.
6. Conducting liaison with the catalog section to obtain
Agency stock numbers for new non-expendable customer or stock
items not within the Federal system.
7. Determining by item identification the sources of
supply, i.e., stock or purchase actions.
8. Assisting the catalog section by preparing interim
description information for new items based on research infor-
mation available. Such information is forwarded to the catalog
section with each request for a stock number.
9. Conducting liaison with customer activities in verify-
ing or clarifying exact requirements for items and in research-
ing and suggesting possible item substitutions.
10. Performing the following stock editing functions during
the absence of the section stock editor:
a. Screening of requisitions to ensure accuracy,
completeness and processing to meet required deadlines.
b. Prompt and accurate editing and posting of supply
documentation controlling the receipt, issue and distri-
bution of stocks.
c. Preparing computer coding data sheets for ADP
input.
d. Maintaining the status reports and accountable
stock records on an up-to-date basis.
e. Scheduling the issue of materiel from the depots.
2
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SECRET
STOCK EDITOR
SUPPLY MANAGEMENT BRANCH
I Duties and Responsibilities
1. Screening of requisitions to determine that they are
properly authenticated, that the cost codes used are valid, the
contents, including sterilities required, are complete and ac-
curate enough to warrant processing.
2. Coordinating with customer activities and other OL com-
ponents as to the practicality of deadline delivery requirements,
making necessary adjustments thereto and scheduling all proces-
sing to meet customer deadlines.
3. Processing of requisitions for supply action to:
a. Determine if items are available from stock
or require procurement action, i.e., military or com-
mercial sources.
b. Approve (or request approval as appropriate)
issue of luxury or controlled items.
c. Check due-ins against requirements and estab-
lish such back orders (due-outs) as may be necessary.
d. Examine possibility of substitutions and recom-
mend to customer activities as to availability and
suitability of substitutions.
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4. Editing of requisitions, property turn-ins, receiving
documents and reports of inventory adjustment to indicate type
of actions to be taken and preparing coding documents in ac-
cordance with financial accounting and ADP procedures to reflect
such information on the stock status, accountable records and
other programmed supply reports. Editing and coding actions
will include making decisions with regard to:
a. Correctness of stock numbers and nomenclatures.
b. Sterility requirements and related factors.
c. Price changes and extended unit prices.
d. Locations by depot.
e. Condition of stock.
f. Allocations, if applicable.
g. Quantities to be received, adjusted, issued
and/or back ordered.
5. Recommending to the I imanager that items, based
on repetitive procurement actions, unit and overhead costs, and
other factors, be replenished, deleted from or added to the supply
system.
6. Maintaining the accountable stock records by preparing
coding documents to reflect proper debit and credit entries con-
cerning receipt, issue and disposal of supplies and equipment.
7. Alerting the
manager and/or analyst of exces-
sive requirements which will deplete stocks below safety levels,
and in such cases, contacting customers involved to negotiate
partial shipments, substitutes or both.
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SECRET
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8. Requesting spot inventories when warehouse refusals
indicate that the balance of stock on hand does not agree with
the accountable records.
9. Performing the functions of the item identifier in re-
searching and assigning stock numbers, correcting nomenclatures,
determining proper item identification, and coordinating with
the catalog section to obtain stock numbers for items not in
the Federal system during the absences of the item identifier.
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TAB
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 S E C R E T ATTACI- tMENT 9
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OPERATIONS SUPPORT BRANCH
25X1A
The functions of the Operations Support Branch are as follows:
1. Functionally review and analyze existing policies and
procedures applicable to operation of the Agency supply system
to maintain supply discipline and system integrity, and to
take corrective action to eliminate deficiencies and to improve
the system as required.
2. Perform extensive liaison with all Supply Division (SD)
elements and with other operating components to determine ef-
fectiveness of the supply system.
4. Prepare and submit annual budget estimates for the
SD, the domestic field depots and for the forms procurement
account.
S. Implement and install functional changes and/or re-
vised supply systems in support of approved policies, proce-
dures'and operations.
7. Monitor and direct supply action for projects which
require special handling and extensive coordination with other
Agency components.
S E C R E T
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 S E C R E T
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8. Develop and administer management tools for evaluat-
ing divisional and system effectiveness such as activity
reports, control mechanisms, work measurement programs and
those statistical analyses as may be required.
9. Review and make recommendations as to implementing
actions required concerning information and directives re-
ceived from higher authority which have an important bearing
on existing policies, procedures and.operations.
10. Evaluate personnel ceiling and allocation of personnel
to assignments within the divisional domestic and overseas
requirements structure. In connection therewith, to make re-
commendations as to personnel qualifications and suggested
training programs.
14. Perform staff studies and special assignments concern-
ing supply support programs as required by the Chief, SD, or
his Deputy.
15. Maintain inventory of Agency motor vehicle
assets and tables of vehicular allowances.
16. Maintain Headquarters Property-In-Use (6805) account.
S E C R E T
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17. Manage the stock procurement funds of the Property
Procurement Allotment (PPA) for all Headquarters commitments.
18. Collaborate with other Agency components to establish
and update strategic reserve stocks.
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 S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-75
NO. 45-74 (Revised)
OPERATIONS SUPPORT BRANCH
References: (a) Logistics Instruction (LI) 1-5, Mission,
Functions, and Delegations of Authority
to Supply Division
(b) Supply Division Instruction (SDI) 1-4,
Delegation of Authorities to Supply
Division Officials
Recission: (a) Supply Division Instruction (SDI). 45-75.
dtd 23 May 68
1. PURPOSE
This instruction promulgates the policy and responsibil-
ities set forth in the references. It pertains to the mission,
delegation of authority, and responsibilities concerning func-
tional review of supply support programs, rendering supply
advice and technical assistance on a worldwide basis and main-
taining records of Agency vehicular assets.
2. MISSION
a. To develop and install approved procedural guidelines
and policies for effective operation of the Supply Division
(SD).
c. Conduct functional analyses and furnish data for
operational reports, briefings, and activity and mate-
riel assets reports.
S E C R E T
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 S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-75
NO. 45-75 (Revised)
d. Develop and maintain SD organic budget.
e. Control Agency motor vehicle assets.
3. DELEGATION OF AUTHORITY
The Chief, Operations Support Branch (OSB), or in his
absence the Deputy Chief, is delegated the following authority:
a. Approve for procurement action or release from
stock, customer requisitions for motor vehicles sub-
mitted in compliance with authorized Table of Vehicular
Allowances.
4. LIAISON
S E C R E T
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 S E C R E T
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SUPPLY DIVISION INSTRUCTION
SDI 45-75
NO. 45-75
(Revised)
b. Publish new, consolidate, revise, and/or
rescind, as appropriate, SDI's and Notices. Such
publications are for the delineation and implemen-
tation of Agency regulations and directives of the
Director of Logistics (D/L).
- L L -/ -r?-_v.. i411u1
eriel assets reports. R11U 111 -
e. Review and prepare a summary of SD branch and
depot weekly "Activity Logs" for D/L and consolidate
branch and depot "Monthly Operations Reports" for SD
operations.
f. Conduct staff studies as directed by the Chief,
SD.
h. Ensure that vehicles requested are within an
authorized CTVA, and the criteria for the replacement
and disposal of motor vehicles are met.
i. Maintain a master motor vehicle (MV) identifica-
tion number register and assign a MV number to each
Agency-owned vehicle; establish and maintain a histori-
cal record for each vehicle assigned a MV number.
j. Audit voucher registers and files and SD imprest
funds.
1.
Maintain and monitor consolidated TVA's (CTVA).
Develop and maintain SD and depot organic budgets.
S E C R E T
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 S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-75
NO. 45-75 (Revised)
M. Maintain the Headquarters Property-In-Use Account
(6805).
6. ORGANIZATION
For the accomplishment of its mission and responsibili-
ties, the branch has three sections; namely:
a.
25X1A b .
C.
7. GENERAL
Chief, OSB will ensure that necessary internal procedural
instructions are prepared for use as functional guidelines
within each section. Such instructions are to be made a sup-
lement to this instruction.
I
Distribution: D
S E C R E T
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Chief, Supply Division, OL
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CHIEF, OPERATIONS SUPPORT BRANCH
I. Duties and Responsibilities:
The Chief, Operations Support Branch, under the general
direction of the Chief, Supply Division, is responsible for the
supervision and guidance of personnel engaged in:
1. Periodic internal review and functional analyses of
Supply Division (SD) operating elements, including depot
activities, to determine that systems employed are creating
maximum efficiency and productivity, and to ensure compliance
with existing policies, regulations and procedures.
ccT
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4
 25X1A
6. Review the ADP listing for the 6805 property-in-use
account to determine if there are any significant changes in
dollar value. Review is conducted on a monthly basis.
7. Analyzing feeder reports submitted by SD elements and
preparing the divisional reports for ultimate submission to the
Director of Logistics.
8. Researching and justifying the requirements for and the
preparation of the SD annual organic budget and analyzing budget
performance on a monthly basis for compliance with the procure-
ment plan and rate of obligations; reprogramming of budget items
as necessary.
9. Preparing statistical and other required reports and
briefing materiels concerning subjects such as special project
status, property procurement allotment, vehicles, space utiliza-
tion, SD objectives, management improvement review (0MB), work
measurement programs, etc.
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10. Acting as SD focal point in coordination on ADP
matters with the Office of Joint Computer Services and OL
components, and furnishing technical advice and guidance to the
Chief, SD, and other SD elements concerning ADP requirements..
and procedures as they apply to SD.
11. Evaluating employee suggestions forwarded to SD for
action; coordinating actions to be taken with appropriate SD
elements.
12. Establish and monitor training programs for SD personnel
and for personnel temporarily assigned to the SD for orientation.
13. Maintaining SD history on a current basis.
14. Maintaining accountable records for the SD as the
accountable officer for the SD 7813 account.
15. Establishing controls over and administering the
stock portion of the property procurement allotment (PPA) for
the Office of Logistics in order to determine rates of expenditure,
insure sound financial control and adequacy of funds to sustain
operations.
Est
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Operations Support Branch (OSB)
I. Duties and Responsibilities:
Under the general direction of the Chief, OSB, the Chief,
is responsible for:
1. Preparation of the Supply division (SD) organic budget
which includes verification and justification of item need as
submitted by Headquarters operating elements and the depots. The
budget also includes the forms, STA and inventory repair accounts.
2. Developing organic budget oriented procurement plans for
each SD element, analyzing the organic budget on a monthly basis
to determine compliance with the plans and with the approved
obligation rate. Reprogramming the budget as needed and justified.
3.. Obtaining and reviewing the quarterly input from all SD
elements concerning the OMB, Circular A-44 Management Improvement
Review Program and preparing for the SD the revised reports com-
mensurate with existing instructions.
4. Receiving and reviewing daily, weekly and monthly feeder
reports for all SD elements for purpose of selecting information
for inclusion in the Divisional reports. Preparing Divisional
reports for submission to the Director of Logistics (D/L) and
such staff studies as may be required.
E1
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5. Preparing annually otas'Lreq,uired all briefing materials
for Divisional presentation, to include statistics from all depots
and branches concerning programs, budgets, property procurement
allotment, personnel, space layout and design, stock on hand,
vehicles, work measurement and activity statistics and special
projects.
6. Developing objectives and action plans to evaluate
productivity and accomplish the objectives. Preparing bimonthly
reports as to progress or shortfall on objective actions plans.
7. Control.ling Agency vehicular assets and maintaining tables
a. Determining that Agency components are within
their CTVA's.
b. Controlling and assigning motor vehicle numbers.
c. Assuring proper documentation is maintained from
receipt to disposal of each vehicle.
d. Verifying and amending; CTVA's to reflect authorized
changes.
25X1A
8. Coordinating input from affected elements and preparing
evaluations of employee suggestions.
9. Preparing SD schedules for training of personnel
temporarily assigned to the Division for orientation purposes,
and coordinating such training with Divisional elements.
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10. Establishing training requirements and programs for
SD personnel, recommending individual assignments to a school
or program, and coordinating with Offices of Personnel and
Training representatives in connection with course availability,
enrollment, etc.
11. Serving as the focal point of contact within SD for
liaison with the Office of Joint Computer Support and other OL
components with respect to ADP procedures and SD ADP systems
,requirements.
12. Furnishing technical guidance and assistance to
Divisional elements on matters related to ADP requirements
and procedures as they apply to SD.
13. Establishing controls over and administering the
stock portion of the property procurement allotment (PPA) for
the Office of Logistics in order to determine rates of expenditure,
insure sound financial control and adequacy of funds to sustain
operations.
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OPERATIONS SUPPORT BRANCH (OSB)
I. Duties and Responsibilities:
1. Serves as Acting Chief, OSB, during any absence of
the Branch Chief and is responsible for overall management
and the supervision over Branch personnel and functions during
these periods.
2. As the Deputy Chief, OSB, assigns work schedules and
monitors Branch activities to ensure that the sections are
meeting performance requirements. Assists in supervising per-
sonnel in all sections.
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 25X1A
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 S E C R E T
ATTACHMENT 10
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INTERDEPARTMENTAL SUPPORT BRANCH
The functions of the Interdepartmental Support Branch are as
follows:
1. Review stock replenishment and customer requisitions
to select proper interdepartmental sources and initiate action
to acquire desired materiel by use of MILSTRIP, FEDSTRIP,
Military Interdepartmental Purchase Request (MIPR), or letter
requests as appropriate.
2. At the request of Central Control and Distribution
Branch (CCDB), make necessary followups to determine supply
and/or shipping status of materiel ordered from interdepart-
mental sources..
3. Submit requests and transfer funds to other U. S.
Government agencies for research and development contracts
and for technical and logistical support.
4. Process and maintain records of all transactions ap-
plicable to:
a. Sale of equipment or materiel to another U. S.
Government agency.
b. Loan of equipment or materiel to another U. S.
Government agency.
c. Acquisition on a loan basis of equipment or
materiel from another U. S. Government agency.
5. Registration and licensing of motor vehicles ob-
tained from interdepartmental or commercial sources.
6. Maintain liaison with the Office of the Joint Chiefs
of Staff, Department of Defense, General Services Administration,
Department of State, and other interdepartmental agencies on
matters concerning routine logistical support to the Agency.
7. Maintain close and continuing liaison with other Supply
Division (SD) elements and Logistics components to provide for a
coordinated and efficient supply support operation, and specifi-
cally with:
S E C R E T
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 46, S E C R E T
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a. Supply Management Branch, SD, concerning proces-
sing of stock replenishment requisitions.
b. CCDB with respect to follow-up status queries
and resolving consequential discrepancies.
C. Operations Support Branch, SD, concerning ac-
quisition of vehicles authorized by tables of vehicular
allowances.
d. Motor Pool Branch, Logistics Services Division,
to request pickup and/or delivery of vehicles.
8. Process discrepancy reports received from CCDB and re-
solve discrepancies resulting from receipt of materiel from
interdepartmental sources.
9. Coordinate with the Office of Finance (OF/AD/L) in
matters relating to payment, of billings and transfers of funds
to other U. S. Government agencies.
10. Prepare and submit requests for amended billings in-
volving. consequential discrepancies.
S E C R E T
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SUPPLY DIVISION INSTRUCTION
NO. 45-93 SDI 45-93
INTERDEPARTMENTAL SUPPORT BRANCH
REFERENCE: (a) Supply Division Instruction (SDI) 45-71 -
Receiving Discrepancy Reporting and
Processing Procedures
RECISSION: (a) Supply Division Instruction (SDI) 45-64
(Revised) - Interdepartment Support -
MILSTRIP, FEDSTRIP and Letter Request
Requisitioning and Billing Adjustments
dtd 7 Feb 68
1. PURPOSE
This instruction promulgates the policy and responsibil-
ities applicable to the acquisition of materiel and/or ser-
vices from elements of the Department of Defense (DOD), General
Services Administration (GSA), National Security-Agency (NSA),
and other agencies, bureaus, and departments of the U. S.
Government, and billing adjustments through the Interdepart-
mental Support Branch IDSB not apply to actions
25X1A initiated by the for which authorities.
and responsibilities are published in separate SDI's.
2. POLICY
a. Logistical support will be as outlined in the instruc-
tions listed below and through mutual understandings with
other elements of the U. S. Government.
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 S E C R E T
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SUPPLY DIVISION INSTRUCTION
NO. 45-93
SDI 45-93
b. Requisitioning, the resolution of discrepancies, and
requests for billing adjustments shall conform to the
policy and procedures of the supplying activity.
3. LIAISON
a. IDSB is responsible for liaison through established
channels with DOD and Federal civilian agencies on matters
of materiel support.
b. Plans and Programs Staff/OL is responsible for
liaison on matters affecting materiel support policy by
DOD and establishing DOD contacts and channels.
c. Security Staff/OL is responsible for liaison on mat-
ters pertaining to clearances for manufacturers to be
awarded contracts by other U. S. Government elements on
behalf of the Agency.
4. -RESPONSIBILITIES
IDSB is responsible for:
a. Intercommunications with U. S. Government elements
in all matters pertaining to materiel support and/or
services.
b. Submitting requisitions, e.g., DD Forms 1348, 1348m,
1348-4, 448, and letter requests supplemented with
Organization Form 2216 as appropriate.
c. Requesting data not immediately available in stan-
dard catalogs and publications, e.g., technical, avail-
ability, and price information.
S E C R E T
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 S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-93
NO. 45-93
d. Reordering and cancelling to the satisfaction of
the requisitioning office, items lost in transit, found
to be erroneous, damaged or defective at the time of or
subsequent to delivery.
e. Submitting requests for billing adjustments involving
consequential discrepancies and advising the Office of
Finance (OF) of such actions.
f Appealing adverse decisions to requests for billing
adjustments. Appeals will be made at the discretion of
the Chief, Supply Division and submitted to the_comptr.ol-
ler of the supply activity through OF.
g.. Furnishing receiving activities, requisitioning
offices, and Budget & Fiscal Branch/OL, copies of
Organization requisition Forms 2216 and letter requests,
including those for cancellations and reordered items.
h.. Furnishing receiving activities receiving reports
(9 part) Organization Form 2216a for each order placed
with U. S. Government supply activities.
i.. Furnishing receiving activities a daily listing of
Government order numbers (Julian date, serial number,
etc.) cross-referenced to the Organization assigned vouch-
er number.
j. Advising receiving activities through the Central
Control and Distribution Branch (CCDB) of action to be
taken when materiel received is discrepant.
k. Furnishing receiving activities Form 1348-1 (ship-
ping document) when discrepant materiel is to be rede-
livered to the supplier.
1. Requesting rent for use of U. S. Government facil-
ities for contractors.
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S E C R E T
 S E C R E T
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SUPPLY DIVISION INSTRUCTION
NO. 45-93
SDI 45-93
in. Registering and licensing, including obtaining DOD
registry numbers, for Agency-owned motor vehicles.
n. Submitting requests and transferring funds to U. S.
Government elements for research and development contracts,
technical studies at universities and routine logistical
support.
o. Submitting requests for the repair and/or modification
of SC-1 materiel by or through U. S. Government elements.
5. PROCEDURES
a. Internal procedural instructions necessary for the
implementation of this SDI are to be prepared by IDSB.
Such instructions are to contain guidelines for:
(1) Preparing, distributing and filing-of documen-
tation and reports.
(2) Providing receiving activities with feeder data
for identifying incoming shipments.
(3) Advising depots of action to be taken in con-
nection with consequential discrepancies per Reference (a).
(4) Contacting U. S. Government activities on matters
related to materiel support and/or services.
(5) Preparing requests for amended billings: appeal-
ing adverse decision to such requests.
b. Reference Material:
(1) DOD Operating Manual, Militar Standard Reguuisi-
t'ioning and Issue Procedure, (short title, MILSTRIP)
DOD 4140. 17-M.
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S E C R E T
 S E C R E T
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SUPPLY DIVISION INSTRUCTION
NO. 45-93
(2) GSA Federal' 'Standard Requisitioning' and Issue
Procedures, s- ort title, FEDSTRIP Handbook .-26.2,
(3) "Issue of Supplies and Equipment, Headquarters,
Department of Army," AR 725-50.
(4) Bureau of Supplies and Accounts (BUSANDA) Oper-
ating Handbook NAVSTRIP, NAVSANDA Publication 408.
(5) Air Force Manual (AFM) 67-1, Part 4, Headquarters
USAF, Washington, D. C.
(6) Defense Supply Agency, Headquarters, "Outline
Procedures for Amended Billings to Defense Stock
Fund Customers Under Specific Conditions," DSAR
7420.2.
Chief, Supply Division, OL
6. ORGANIZATION
To accomplish its mission and function, the IDSB struc-
ture has the below listed sections;
Distribution:
E plus 5 cyc IDSB (additional)
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 25X1A
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SECRET
5. Requisitioning or procuring of supplies and equipment
from source agencies using the ADP FEDSTRIP (GSA) and MILSTRIP
(DSA) formats, such acquisitions to include prior determination
of proper sources, the issue priority involved in each case and
the MILSTRIP transportation requirements if applicable.
6. Receiving requirements for and processing of sales or
loans of property to other Government agencies, and arranging
for acquisition of equipment or materiel from another Government
agency on a loan basis.
7. Submitting requests and transferring funds to other
U. S. Government agencies for research and development contracts
and for technical and logistical support services.
8. Processing of discrepancy reports received from the Central
Control and Distribution Branch, Supply Division( CCDB/SD) and
resolving consequential discrepancies resulting from receipt
of materiel from inter-departmental sources by negotiation with
cleared contacts.
9. Checking with inter-departmental sources on the supply and/
or transportation status of items requisitioned, and advising CCDB
or customer activities as appropriate as to the results.
10. Furnishing technical guidance to Agency components and other
SD elements in resolving problems relating to item identification,
priorities, and action sources in obtaining experimental, non-
stock or unusual items.
11. Registering and licensing of motor vehicles obtained
from inter-departmental and commercial sources.
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12. Coordinating with the Office of Finance (OF/AD/L) on
matters relating to payment of billings and transfers of funds
to other U. S. Government agencies.
13. Maintaining a close and continuous liaison with
Logistics and SD elements in providing an efficient supply support
operation.
14. The Chief, IDSB, has the delegated authority to approve
requisition and other actions up to $50,000. Actions with a cost
exceeding this figure are referred to Chief, SD, for approval.
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TAB
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 S E C R E T ATTACHMENT 11
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CENTRAL CONTROL AND DISTRIBUTION BRANCH
The functions of the Central Control and Distribution Branch
are as follows:
1. Serves as a central control center to receive, process
and take appropriate action on:
a. All incoming requisitions and property turn-
ins received from domestic and field activities.
b. All requests, telephonic or written, concern-
ing status or other information related to items
ordered or turned in.
2. Maintain master voucher and document control logs for
all requisitions and other supply documentation received.
3. Review all incoming requisitions, including cable and
dispatch requests, for accuracy of content,
cost data and completeness and prepare requisitions in proper
format for II requests as required.
4. Perform a modified follow-up and expedite by exception
action on items requisitioned using the guidelines listed below:
a. Follow-up and expedite action will be used for
all requisitions when items requested are:
(1) Required for clandestine operations on
a short deadline basis.
(2) Ordnance, airborne, agent communication
or technical services (except for stock).
(3) For a special communications or para-
military project with a relatively short deadline.
(4) Urgently required medical items.
(5) Perishable or have characteristics that
require special handling.
(6) Administrative items wherein expedite
delivery is politic.
S E C R E T
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b. Requisitions that are for stock, or are
routine by nature will not receive a special or
automatic follow-up and expedite servicing.
c. A follow-up action will be made on any
requisition upon specific request, oral or written,
by a customer activity.
6. Conduct follow-up on requisition and item status with
Supply Division (SD) and Procurement Division (PD) components
to determine status of customer requisitions.
7. Advise customers as to requisition status telephoni-
cally or by using standardized format (Form 1598) on automatic
followups as listed above, or when responding to a direct query
for information. Prepare cable or dispatch advices when required.
8. Upon-notification of consequential discrepancies by
SD depots or customer activities, advise the concerned PD compo-
nent or Interdepartmental Support Branch as applicable, setting
forth in writing full details as to overages, shortages, damages,
estimated costs and carrier liability (if any ascertained), and
follow up to ensure that all discrepancies are satisfactorily
resolved.
9. Maintain liaison with customer activities on matters
concerning funds certifications (PRA or PPA), rescheduling of
priority deadlines, item substitutions and preferred methods
of shipment.
10. Reproduce and distribute action and information copies
of all requisitions, property turn-ins and other supply docu-
mentation.
11. Maintain master voucher files on current basis.
12. Record receiving and shipment information for ADP
system through use of machine terminals.
S E C R. B T
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SUPPLY DIVISION INSTRUCTION SDI 45-62
NO. 45-62 (Revised)
CENTRAL CONTROL AND DISTRIBUTION BRANCH
References: (a) Logistics Instruction (LI) 1-5
.(b) Supply Division Instruction (SDI) 45-71
Recissions: (a) Supply Division Instruction (SDI) 45-62
dtd 16 May 72
1. PURPOSE
To establish policy, responsibilities, and redelegate
certain authorities set forth in the references. It pertains
to the processing of requisitions, expedite and follow-up
procedures, coordinate action taken on consequential discre-
pancies, voucher and document control and distribution and
maintaining the master voucher files.
2. MISSION
To serve as the focal point for the receipt and process-
ing of requisitions, furnishing status information in connec-
tion therewith, and maintaining an appropriate follow-up
system..
3. DELEGATION OF AUTHORITY
The Chief, Central Control and Distribution Branch
(OL/SD/CCDB) is delegated the authority to approve customer
requisitions for nonstock items, except airborne and ordnance,
in an amount not in excess of $50,000.
4. LIAISON
Maintain liaison with intra-Agency requisitioning and
technical offices on matters involving approvals, funds,
priorities, substitutions, and preferred methods of shipment.
S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-62
NO. 45-62 (Revised)
5. RESPONSIBILITIES
a. Maintain voucher and document control registers
and assign voucher and'control numbers for requisi-
tions processed by the Supply Division (SD).
b. Ensure that all requisitions bear appropriate
signatures.
c. Forward requisitions to Supply Management Branch
for review and source determination.
e. Reproduce copies and make distribution of requi-
sitions as required.
f. Prepare requisitions for materiels
acceptable substitutes are available, when deadline
deliveries cannot be met, of estimated revised delivery
dates, and alternate methods of shipment.
h. Coordinate on consequential discrepancies reported
by-receiving activities, forward reports of discrepan-
cies to proper SD or Procurement Division (PD) components
for action and followup to ensure discrepancies are re-
solved.
2
S E C R E T
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 S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-62
(Revised)
i. Establish and maintain master voucher files to
be utilized jointly by SD and PD offices.
6. ORGANIZATION
The OL/SD/CCDB consists of three sections:
a.
25X1A b .
7. GENERAL
Internal procedures necessary for the implementation of
this Instruction shall be prepared by OL/SD/CCDB. Such pro-
cedures are to contain definitive guidelines for:
a. Posting requisition, document control and voucher
number registers;
b. Preparing requisitions in response to or 25X1A
other written requests;
c. Perform screening of requisitions to ensure ac-
curacy and completeness;
d. Reproducing and distributing requisitions;
e. Establishing, maintaining, and retiring of voucher
files;
f. Establishing expedite, followup and customer noti-
fication system;
g. Coordinating receiving discrepancies; and
h. Machine-sensible recording of receiving and shipment
information.
S E C R E T
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 S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-62
NO. 45-62 (Revised)
These procedural guidelines are to be made a supplement to
this Instruction.
Chief, upp y ivision, OL
Distribution: F
Plus: J - MWD (Additional)
4 - OL/SD/CCDB (Additional)
S E C R E T
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CHIEF, CENTRAL CONTROL & DISTRIBUTION BRANCH (CCDB)
I. Duties and Responsibilities
The Chief, CCDB, under the direction of the Chief, Supply
Division (SD), is responsible for the supervision and guidance of
personnel engaged in:
1. Receiving all incoming requisitions for vouchering and
forwarding to Supply Management Branch for processing.
2. Receiving
cable and dispatch requests and prepar-
ing requisitions and other supply documentation in proper format
as required.
3. Receiving and taking action on all requests, telephonic
or written, concerning supply, procurement or transportation
status related to supplies and equipment ordered or turned in.
4. Maintaining the SD master voucher and document control
logs for all requisitions and other supply documentation received.
5. Controlling and coordinating requisitions being processed
within the supply system to ensure that deadlines are met and
customer activities are kept apprised as to item status.
6. Performing a modified follow-up and expediting action on
selected requisitions and/or items ordered using the following
guidelines:
a. When requisitions or items are required for
,clandestine operations on a priority or short deadline
basis.
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d.
Urgently required medical items.
e. When items are perishable or have characteristics
that require special handling.
f. All cases where expedite handling is politic.
g. When follow-up action is requested by a customer.
7. Serving as the focal point to receive reports of conse-
quential discrepancies, forwarding these reports to other OL
components for action and monitoring to ensure the discrepancies
are resolved.
8. Maintaining continuous daily working liaison with customer
activities and OL components such as the General Purchase Branch,
Procurement Division, Interdepartmental Support and Supply Manage-
concerning supply,
purchase and shipping status of items, funds certifications,
(PRA and PPA), rescheduling deadlines, and methods of shipment.
9. Initiating correspondence, cables, dispatches and stan-
ment Branches, Supply Division,
dard form reports in replying to queries from
and on other matters relating to requirements, availability of
assets, substitutions and general supply/procurement support.
and furnishing advice concerning supply/shipment status
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10. Maintaining a centrall Idistribution system to
provide adequate copies of all supply documents required by
customer activities, technically cognizant offices and other OL
components.
11. Serving as a focal point for ADP input actions, viz
operating machine terminals to record receiving and shipping
.information for the ADP system.
12. Maintaining the SD master voucher files on a current
basis.
13. The Chief, CCDB, is also responsible for preparing writ-
ten internal procedural instructions governing branch activities
and for the implementation of SD directives and instructions that
apply to the operation of the Branch.
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 S E C R E T
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25X1A
25X1A
The functions of the
Depot are as follows:
1. Maintain the primary Agency stocks of communication,
administrative, medical, engineering, electrical, housekeep-
ing and photographic supplies and equipment required to sup-
port domestic and overseas activities.
2.. Determine and make recommendations concerning re-
quirements for and reconfiguration of storage space, selection
of specialized cargo vehicles and materiels handling equipment
25X1A and supplies needed to maintain 17 operations.
3. Develop and prepare Agency-wide standards relative. to
storage, preservation and packaging of stocks and operation of
warehouses, storage layout, materiels handling and operating
procedures.
4.. Perform surveillance of stocks on a periodic basis
and carry out maintenance/repair and rehabilitation of stocked
items to include use of preservation methods and repackaging
where required.
S. Maintain and repair special purpose vehicles, mate-
riels handling and other equipment used in depot operations.
7. Schedule and conduct annual (cyclic) physical inven-
tories of stocks, including spot or sampling inventories
where required. To ensure that stocks are effectively con-
trolled and that the stock records accurately reflect quanti-
ties of supplies and equipment on hand. Prepare reports of
inventory adjustment as required.
8. Schedules stock issue, packing and crating and ship-
ment actions to conform with required dates specified by
customers and by the Supply Management Branch to ensure
prompt response to priority and other needs. In connection
,therewith, maintain tight control over processing and status
of all requisition requests to assist with follow-up and
expedite actions.
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9. Receive, inspect and ensure accuracy of all incoming
shipments of materiel for stock or for customer activities,
prepare receiving documents, make preliminary investigation
as to cause and extent of any consequential discrepancies,
and prepare discrepancy reports for forwarding to Central
Control and Distribution Branch.
c. Scheduling of cargo shipments to meet
deadlines.'
d. Preparation and issuance of Government bills
of lading and shipping documents.
e. Documenting materiel for movement via pouch
channels.
11. Conduct liaison with the General Services Administration
and other U. S. Government agencies and authorized commercial
facilities to accomplish the disposal or sale of obsolete, excess
or surplus and unserviceable Agency property, to include delivery
of such property to disposal or sale sites and preparation of
disposal documentation.
12. Conduct liaison with other SD elements and the
Procurement Division/OL concerning receipt, storage, identi-
fication, issue and disposal of supplies and equipment, and
with technically cognizant Agency components such as the
Office of Communications and Medical Services and the Technical
Services with respect to receipt, storage and handling of cog-
nizant and allocated stocks.
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 S E C R E T
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13. Review and prepare appropriate recommendations with
respect to alterations and improvements to existing storage
facilities.
14. Provides space to and supports cognizant Agency
component technical inspection facilities.
15. Plan, coordinate and administer management control
programs involving work measurement tools, storage reports
and such analyses as may be required.
S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-92
NO. 45-92
2. MISSION
Receipt, inspection, storage, surveillance, rehabilita-
tion, issue, packing, and shipment of communication, adminis-
trative, medical, ordnance, and photographic supplies and
equipment to support domestic and overseas activities. Ad-
ditional functions are preparation of documentation pertaining
to receipt, shipment, disposal or sale of Agency property and
the disposal of excess materiel-through established U. S.
Government channels.
3. DELEGATION OF AUTHORITY
The Chief,
delegated those
erence (k).
4.
LIAISON
Q
or in his absence the Deputy Chief
is
,
authorities contained in paragraph 3d of ref-
a. With other Supply Division elements on matters con-
cerning:
(1) Receipt of materiel from vendors or inter-
departmental sources for stock, materiel received
as a result of turn-in actions, materiel intended
requisitions.
(5) Delivery and/or shipment of supplies and
equipment.
(6) Storage and handling of ordnance materiel.
for customer activities.
(2) Processing and status of
(3) Materiel identification.
(4) Inventory discrepancies.
3
S E C R E T
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SUPPLY DIVISION INSTRUCTION SDI 45-92
NO. 45-92
b. With the Procurement Division with respect to
receipt of shipments from vendors, modification and/or
repair of equipment by contract, consequential discrep-
ancies arising from receipt of vendor shipments.
C. With other Government agencies and commercial firms
concerning the transportation of materiel, the packing
of selected items and the disposal or sale of obsolete,
excess or surplus equipment.
d. With technically cognizant Agency offices, i.e.,
Communications, Technical Services, and Medical Services
on matters pertaining to storage and handling of cogni-
zant stocks, allocated stocks and receiving of technical
items.
S. RESPONSIBILITIES
a. Receipt, storage, disposal and issue of supplies
and equipment obtained for support of Agency domestic
and overseas requirements.
b. Surveillance maintenance and rotation of materiel
stored at thelI
c. Packing, crating, boxing, or otherwise readying
supplies and equipment for shipment.
d. Preparation of reports of inventory adjustment
(RIA's) and supply documentation covering receipt,
shipping/delivery and disposal or sale of supplies and
equipment.
e. Maintaining serial number records of weapons and
recording the numbers of serialized equipment when
issued from stock.
f. Maintaining special purpose vehicles and materiels
handling equipment.
S E C R E T
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 S E C R E T
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SUPPLY DIVISION INSTRUCTION
NO. 45-92
SDI 45-92
h. Scheduling inventories and conducting cyclic,
spot and "sampling" inventories of materiel in stock
and preparing inventory adjustments where required.
i. Approving RIA's involving administrative adjust-
ments and such other RIA's specified in paragraph 3d
of reference (k).
j. Develops and maintains standards applicable to
preservation and packaging of materiel.
k. Researches and develops locator and storage
systems.
1. Maintains control over processing and scheduling
of shipments to assure timely delivery and to assist
with followup and expedite procedures.
6. ORGANIZATION
To accomplish its mission and responsibilities, the Depot
has three operating branches and one control unit under the
direct supervision of the Chief, viz:
a. Materiel Facilities Branch
b._ Freight Traffic Branch
Receiving Branch
Office of the Chief)
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SUPPLY DIVISION INSTRUCTION SDI 45-92
NO. 45-92
7. GENERAL 25X1A
The Chief, "will ensure that internal procedures and
instructions are prepared for use as functional guidelines
within each Depot element. Such procedures and instructions
are to supplement this instruction.
Chief, Supply Division, OL
Distribution:
S E C R E T
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~~. FORM NO . REPLACES FORM 36-8
I FEB 55 24 I WHICH MAY L.: USED.
TRANSMITTAL SLIP
-------
DATE
8 April 74
-----
TO:
Acting
------------
Director of Lo istics
ROOM NO.
1206
BUILDING
Ames
REMARKS:
FROM:
C/p&PS/OL
ROOM NO. I BUILDING
1236 Ames
EXTENSION
3357
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