Commander's Quick Reference Guide to theCommand Supply Discipline Program
1.Purpose. Identify key aspects of the Command Supply Discipline Program (CSDP). Commanders must become actively involved in their units to ensure successful development, implementation, and maintenance of the CSDP.
2.Facts. Commanders' time is valuable and finite. Knowing unit logistical aspects allows preservation of their time and increases unit efficiency and cohesion.
a. Hand receipts. Before signing the primary hand receipt, ensure all property has been accounted and signed for. This includes shortage annexes, maintenance, requisition documents, and sub-hand receipts. The incoming commander will conduct an inventory of property listed on the primary hand receipt within 30 days before assuming command. The inventory will be completed before the new primary hand receipt holder (PHRH) assumes duties or outgoing PHRH departs (whichever is first). When inventory cannot be completed, a written request for an extension will be requested from the next higher command. A maximum of 2 extensions (15 days each) may be granted by the next higher commander, major United States Army reserve command, or State Adjutant General.
b. Delegations of authority (Department of the Army [DA] Form 1687). Delegation of authority is a method used to multiply a commander's ability to accomplish specific tasks by authorizing designated Soldiers to perform actions delegated by the commander.
c. Food records and signature cards (DA Form 577). Commanders need to verify that unit food records are accurate and update unit signature cards. Food records give a snapshot of the subsistence program and the quantities of food. Updated signature cards, with a copy of the assumption of command, authorize key personnel to act for the commander to support the unit and Soldiers.
d. Review of the unit's CSDP records. Commanders need to review CSDP records for accuracy, timeliness, and correction of deficiencies. Commanders should also keep on file all inventories to include monthly, quarterly, cyclic, prescribed load list, sensitive item, physical, serial number, key register, hazardous material, and previous unit logistic inspection results. These reports and findings can be used to identify logistical strengths and weaknesses within the unit.
e. Unit funds and purchase accounts. Review each account and ensure the funds allocation is correct. Review past purchases, requests, and allotments for the unit and make necessary adjustments. Knowing what a unit spends
The CSDP is a compilation of existing regulatory requirements brought together for visibility purposes. It is directed at standardizing supply discipline throughout the Army. Also, the CSDP is meant to simplify command, supervisory, and managerial responsibilities. Simplification is accomplished by outlining the various requirements for responsible personnel, by streamlining requirements, and formalizing follow-up procedures. Command emphasis is vital to the success of any CSDP. This handbook discusses the importance of CSDP to commanders and gives commanders the necessary tools to implement a CSDP. Further, it addresses the relationship between good logistical processes and operational achievements which are reached by stressing good supply discipline. Commanders must implement and enforce effective programs to ensure resources are being used without fraud, waste, or abuse. It outlines routine and scheduled tasks commanders must adhere to in order to develop, implement, and maintain an effective program.
Command Emphasis on the Command Supply Discipline Program: Why Is a Command Supply Discipline Program Important to a Commander?
The input of the company's senior leader, within a battalion or higher echelon, dictates how leaders and subordinates respond to requirements. In the absence of leadership, or CSDP emphasis, important requirements are left undone and result in wasted time and the depletion of dollars and resources. Commanders at all levels must enforce supply discipline to have a successful CSDP program. The following are considerations for commanders:
- The CDSP is a command responsibility. Commanders are required, by position, to ensure all government property within their command is properly used and maintained.
- A CSDP can assist in recognizing both superior and inferior performance regarding supply discipline. When administered properly, a CSDP can identify logistical problems and allows for timely corrective action.
- Commanders must ensure that supervisory, direct, and custodial responsibilities are carried out in accordance with Army Regulation (AR) 735-5, Policies and Procedures for Property Accountability, para 2-8.
- The CSDP helps standardize supply discipline and ensures compliance with DA supply policy and procedures.
- Army supply conservation is essential. Ensure the proper items and amounts are used to accomplish a task or mission.
- The CSDP is the commander's program and will be implemented using existing resources such as the local inspector general, supply and logistics officer, and logistic personnel within the unit's chain of command to conduct evaluations.
- Enforcement of supply discipline is accomplished through a combination of command emphasis, leadership, training, and administrative and disciplinary measures.
Command Emphasis on Accountability
Accountability is the proper tracking and record keeping of property, documents, and funds. Commanders are obligated to ensure the person keeping records of property, documents, or funds is in compliance with DA supply policy and procedures. Command emphasis on accountability directly impacts unit readiness. Property accountability includes expendable, nonexpendable, durable, and locally purchased items. Accountability challenges have increased due to the current operational tempo. However, commanders and leaders must ensure the challenges are met by maintaining accountability.
Commanders must account for all property acquired by the Army, regardless of its source. This includes material purchased with the Army Purchase Card/Government Purchase Card and fabricated property. Commanders must ensure accounting is complete and accurate by conducting supervisory evaluations. (This checklist guide is located at AR 710-2, Supply Policy Below the National Level, Appendix B, table B-1.)
Accountability and responsibility carry specific duties. Financial liability can be assessed against any person who fails, through negligence or misconduct, to perform those duties, and where such failure is the proximate cause of a loss to the U.S. government in accordance with AR 735-5, para 2-9a.
Commanders must recognize that military discipline goes hand-in-hand with supply discipline. The commander has several tools available to use as a deterrent or for corrective action. Disciplinary measures include reprimands, adverse efficiency reports, and Uniform Code of Military Justice action. Corrective action can lead to positive reinforcements within local standing operating procedures, unit recognition, and unit awards.
Supply discipline starts at the lowest level by maintaining and enforcing equipment accountability and management of all classes of supplies. Irresponsible practices and behavior diminish combat power for all units and reduce the ability to sustain requirements on the battlefield.
Several key aspects of internal management controls requiring the commander's special attention include property accountability at the unit level, the property book office, the supply support activity, and shop supply list. Validation of these controls is required and can be accomplished by utilizing the CSDP.
Implementing Command Supply Discipline Program
The CSDP is a four-fold program addressing the following:
- Responsibility of commanders and supervisory personnel to instill supply discipline in their operations.
- Guidance for evaluating supply discipline.
- Feedback through command and technical channels for improving supply policy and for improving procedures to monitor supply discipline.
- Follow-up to ensure supply discipline is maintained.
Command Supply Discipline Program responsibilities and guidance
Responsibilities and guidance for the CSDP is covered by AR 710-2, para 1-10. Army Command/Army Service Component Command/Direct Reporting Unit and equivalent commands must appoint a CSDP coordinator to ensure the CSDP is implemented by all subordinate elements. This command-level function oversees the program, provides recommended changes, and accounts for any uniqueness within the command. CSDP inspections are part of the organizational inspection program. Commanders should review the unit's CSDP results, look for positive trends to maintain, and create plans to improve negative trends.
Responsibilities and guidance for subordinate commanders include the following:
- Implement an aggressive CSDP using existing personnel and resources to avoid duplication or fragmentation of efforts.
- Provide the necessary emphasis to ensure the success of the CSDP to include annual officer professional development, noncommissioned officer development, and open unit forum.
- Appoint in writing a CSDP monitor to oversee the unit program. The CSDP monitor is the senior logistician to the commander in the headquarters.
- Recognize both superior and inferior performance regarding supply discipline.
- Use the results of CSDP evaluations to determine candidates for the Army Supply Excellence Award Program.
- Conduct prompt corrective action or commendatory comments as noted on evaluations and inspections.
Responsibilities and guidance for CSDP monitors include the following:
- Assist in establishing and using the commander's CSDP.
- Check subordinate units to ensure the commander's guidance for implementing CSDP is followed.
- Review the results of the evaluations to identify strengths and weaknesses throughout the command.
- Keep the commander informed on the status of the CSDP.
- Recommend what areas require increased command emphasis.
Responsibilities for company commanders, supervisors, and managers (supply sergeants) include the following:
- Become familiar with applicable regulatory requirements including the ones located in Appendix B of this handbook.
- Use the CSDP listing as a guide/checklist to routinely perform duties (AR 710-2).
- Report to the immediate higher headquarters any applicable requirements within the CSDP that cannot be completed.
- Ensure the strictest compliance with the CSDP. This includes but is not limited to the following:
- All property belonging to, arriving in, or departing from the unit is accounted for, cared for, and safeguarded.
- Required inventories are conducted within the prescribed time frames utilizing the most current supply catalog, training manual, or other applicable publication accounting for components. This will include cyclic, sensitive, and durable tools inventories according to DA Pamphlet 710-2-1, Using Unit Supply System.
- Hand receipts are updated with the supporting property book office as directed.
- All property is inventoried prior to change of hand receipt holder. During inventories, all property within the organization, to include property not accounted for on hand receipt, must be accounted for and must be reported to the appropriate property book office. During inventories, all registration/serial numbered items must be verified.
- Proper receipt should be obtained for property turned in.
- A report should be submitted to higher headquarters and the commander following the discovery of any loss of, damage to, or destruction of any government property.
- Sub-hand receipt all property not directly under immediate control.
- Sub-hand receipted property outside of the unit is in accordance with regulatory guidance throughout the unit supply section.
- Anticipate and plan for materials needed in a timely manner.
- Continue to teach subordinate supply discipline at all times.
The following are essential components of feedback through proper channels:
- Keep the command informed daily about the current status of the CSDP.
- Report to higher headquarters any applicable requirements within the checklist that cannot be completed.
- Review the results of the CSDP evaluations in order to identify supply strengths and weakness throughout the command.
- The evaluated organization/activity will receive a copy of the findings from the CSDP evaluation from higher headquarters.
The following actions ensure the integrity of the CSDP:
- During the out-brief to the commander, the CSDP monitor will establish a suspense date for resolution of each discrepancy.
- In the case of repeat findings, the chain of command will be notified of the problem upon completion of the evaluation in order to reestablish compliance.
- The evaluator will also retain a copy of the evaluation and use it for follow-up on corrective actions during the next periodic evaluation.