a. To provide a Standard Operating Procedure (SOP) for all PBUS-E operators. The objective of this SOP is to provide the end user with the information necessary to use the system effectively, including operation of personal computer equipment. This SOP has 11 sections and 1 appendix. Section 1 states purpose and references for this SOP. Section 2 provides a system summery. Section 3 covers system access. Section 4 is a processing reference guide. Section 5 gives an administration overview. Section 6 discusses the catalog. Section 7 explains the functional processes of the property book. Section 8 states weekly procedure requirements. Section 9 provides Property Book Validation/Reconciliation guidance. Section 10 discusses the MILSTRIP/order function in PBUS-E. Section 11 gives procedures for change of supply sergeants. This SOP supersedes previous SOP and/or Letters of Instruction (LOIs).
b. REFERENCES:
• AIS Manual Global Combat Support System – Army/Supply and Property Module (GCSS-A/T PBUS-E EM)
• DA PAM 710-2-1
• AR 710-2
• AR 735-5
2. SYSTEM SUMMARY:
a. PBUS-E is a web-based, fully interactive, menu driven, automated combat support system designed to provide a CFO compliant, integrated automated property accountability system for both garrison and tactical units. This system provides the Commander/PBO the ability to maintain and manage property book equipment.
b. The Property Book Officer is provided the ability to:
• Perform asset adjustments, lateral transfers, and update authorizations on the property book. • Manage, create, and print unit hand receipt, property book and activity register. • Request and turn-in equipment. • Post supply status and receipt information to the activity register. • Follow-up and cancel supply transactions.
3. SYSTEM ACCESS:
a. PBUS-E is a web-based operating system that utilizes Windows 2000 Professional and a Netscape Communicator browser. Access to PBUS-E is gained through Army Knowledge Online (AKO). Chapter 3 of the End User Manual contains information about the hardware and software used in PBUS-E. It also covers powering the system on and off, logging into Windows and PBUS-E, and home page navigation. Access through AKO is the only approved procedure.
4. PROCESSING REFERENCE GUIDE:
a. Chapter 4 of the AIS Manual Global Combat Support System – Army/Supply and Property Module (GCSS-A/T PBUS-E EM) provides a reference guide outlining each functional area and process used in GCSS-A/T. This section provides examples of the two level menu structure, process screens, and tables.
5. ADMINISTRATION OVERVIEW:
a. Chapter 5 of the AIS Manual Global Combat Support System – Army/Supply and Property Module (GCSS-A/T PBUS-E EM) discusses the capability, use, and function of the administration field. Each sub-section of the administration field provides guidance and detailed data entry instructions, along with process screens and data tables. 1) UNIT LEVEL MESSAGES
i. INCOMING MESSAGES: This screen displays incoming messages for the unit level. Use this screen to review all incoming messages, search for a specific message(s), or delete a message(s) that is no longer needed. From the PBUSE-Module Main Menu, click Administration to display the Administration menu. Click Outgoing Messages to display the Incoming Messages screen.
ii. OUTGOING MESSAGES: This selection provides the capability to send a message directing a cyclic or 100 % inventory and/or a sensitive item inventory be conducted, and to view, search and delete previously sent messages. From the PBUSE-Module Main Menu, click Administration to display the Administration menu. Click Outgoing Messages to display the Outgoing Messages screen with the Directed Inventory tab defaulted
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2) AUTHORIZATION ALERT MESSAGES:. This menu option provides the capability to alert users when the effective date of their authorization document is about to expire and when the new effective date is approaching based on the UIC Parameters Code Table for the Installation Code. From the PBUSE-Module Main Menu, click Administration to display the Administration menu. Click Authorization Alert Messages to display the Authorization Documents screen with the With Current Effective Date About To Expire tab defaulted
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3) ASSIGN USER ROLES: The Assign User Roles function provides the capability to view user records, obtain status of user records, modify/delete user records and add user records. The process provides the capability to the Information System Security Officer (ISSO) and Enterprise System Administrator to review/approve roles, functions and classification requirements for users.
b. The PBUS-E Module defaults to the Administration menu at Login. This section contains information required to assign user rolls, build organizational data, and maintain parameter tables. Additionally one receives alert messages, budget functionality, and logistics planning. Note: The TNARNG will not utilize the budget functionality and logistics planning fields at the present time.
6. CATALOG PROCESS
a. Before making any changes to catalog data, coordinate with your asset manager in the USPFO Property Management Branch.
b. SB 700-20 down loaded from FEDLOG updates the PBUS-E catalog file. This is a process completed automatically under PBUS-E. The update will be accomplished in June and December. PBOs are required to coordinate with the USPFO Property Management Branch (PMB), requesting non-standard LINs for items dropped from SB 700-20 accountability.
c. Reports produced require operator and catalog monitor action when a catalog update occurs. Listings produced include the Catalog Change Notification Listing, the SB 700-20 Delete/Change Listing, and the Catalog Update Exception Listing. FAILURE to work the listings can cause erroneous PBUS-E reporting. Make the necessary corrections to each listing inclusive of catalog changes. Preparation of AARs, Asset Increase (I) and Decrease (D) are required to correct the Delete/Change Report.
7. PROPERETY BOOK FUNCTIONAL PROCESS:
a. This section contains the primary processes required for property book operation. Chapter 7 of the AIS Manual Global Combat Support System – Army/Supply and Property Module (GCSS-A/T PBUS-E EM) explains data entry requirements for authorizations, administrative adjustment reports, asset adjustments, lateral transfers, serial/registration number and lot numbers, unit transfer/task force/split operations and UIC change transactions. The PBUS-E operating system generates most required forms for the PBO, however, in cases where forms required by supply regulations are not generated a manual form must be prepared.
b. Additionally chapter 7 discusses LOGTAADS authorizations and available reports. PBUS-E operators are allowed access to the authorization and balance table, which include both LOGTAADS and non-LOGTAADS, authorized line numbers. LOGTAADS will automatically load authorizations in the unit property book. The Required column reflects current MTOE authorizations and the Authorized column reflects future MTOE authorizations. Tennessee has noted discrepancies between LOGTAADS and USAFMSA data. The PBO needs to compare the property book authorizations with the MTOE each time LOGTAADS updates PBUS-E. PBOs will notify the PBUS-E help desk and this office should discrepancies occur.
8. MILITARY STANDARD REQUISITION AND ISSUE PROCEDURES (MILSTRIP) TRANSACTIONS:
a. Chapter 9 of the AIS Manual Global Combat Support System – Army/Supply and Property Module (GCSS-A/T PBUS-E EM) provides an overview of the MILSTRIP/Order function. Detailed instructions are provided, however, Fund Codes utilized by the TNARNG are not available. Listed below are current Fund Codes which will be utilized:
• PEMA Funded 9B (If the first two positions of MATCAT code on FEDLOG are Alpha Characters)
• CTA Non Expendable CG
• TDA CG
• Individual Clothing AA
• Furniture KE
• Medical (Non Pharmaceutical) CF
• Medical (Pharmaceutical) CE
• Food Service Equipment KH
b. MILSTRIP request will generate an ALV82A diskette in PBUS-E. This diskette will be submitted utilizing IMAP. Additionally PBOs will receive status through IMAP. The IMAP status will be loaded on a diskette and imputed back into PBUS-E.
9. WEEKLY PROCEDURES/REQUIREMENTS:
a. The Unit PBO is required to provide a copy of all supporting documents along with the activity register to the USPFO Property Management Branch weekly. PBOs need to remember the activity register will automatically default to the current date. Units can adjust the period of time covered on an activity register by changing the parameter (setting a condition) to the document numbers of all submitted documents. Documents and the activity register will be mailed with a transmittal sheet to arrive at USPFO by Tuesday of the following week. Transmittal sheets are required to be sequentially numbered, i.e. 03-1, 03-2, etc. Negative reports via e-mail are required.
b. USPFO, Property Management Branch, will verify all transactions on the activity register against the supporting documents. They will stamp each document "posted w/date" and place in the logistical control file (LCF). The Asset Manager will e-mail a memorandum for your record certifying the receipt of the unit transmittal. Asset managers will also indicate the verification of all supporting documents against the activity register.
c. In the event of a discrepancy, the supporting document will not be stamped "Posted", it will be returned with a memorandum for corrective action. Property Management will maintain a suspense copy of all discrepancy documents returned.
10. PROPERTY BOOK VALIDATION/RECONCILIATION:
a. The Property Management Branch will conduct a 100 percent verification of property records of each organization, annually or prior to change of PBO, as outlined in DA Pam 710-2-1, paragraph 9-13. Notification, to unit/activity by Supply & Services Division of annual PBO verification/reconciliation, will be e-mailed in memorandum form 30 days prior to validation/ reconciliation, establishing a cut off date for submitting transactions to the USPFO.
b. The Property Management Branch will maintain a Logistical Control File (LCF) that will contain copies of all documents by automated listing of transactions that change the balance of end items, Components of End Items (COEI) and/or organizational clothing on hand in units and CIF within the state. The unit/activity will provide the USPFO with copies of all documents that are generated and processed internally. USPFO representative will use the control file and the activity register to validate the property records.
c. Unit records will consist of:
1) Active Transaction History Listing
2) Shortage Listing
3) Excess Listing
4) LOGTAADS Listings
5) Due-In Listing
6) Backorder Reconciliation produced by supporting SSA (SARSS 1 Warehouse)
d. Internal review of unit/activity records will begin by comparing accountable records as follows: (1) Compare supporting documents and make copies of missing documents. Signed documents in USPFO Logistical Control File (LCF) that the Unit/PBO does not have closed on their activity register will be annotated “consider document on next validation.” NOTE: Statement of Charges - Cash Collection: Verify collection has been initiated.
(2) Compare unit MTOE/TDA against the Required and Authorized columns, ensuring all authorizations are correct.
(3) Compare the most recent SARSS-1 Reconciliation Listing with units Due In Listing to ensure requisitions are valid, status posted, and submitted for all MTOE/TDA shortages. Submit corrective action as necessary.
(4) Review Lateral Transfer suspense log. Ensure equipment is still needed. Using the Excess and Shortage Listings, lateral transfers will be initiated as required. The Asset Manager and the PBO will cancel directive if no longer applicable.
(5) Review authorization memorandums to ensure they are valid. e. Upon completion of the review, a formal report will be written within seven working days outlining the findings. The unit will have 90 days to respond to the deficiencies outlined in the report. The PBO will have thirty days to ensure an inventory has been conducted and to return the signed Parent Level Listing.
11. CLEARANCE OF SUPPLY SERGEANTS:
a. Prior to the loss of a full-time Supply Sergeant, the questionnaire contained at Appendix 2 will be completed and forwarded to the USPFO-SS.
APPROVED:
RONALD K. HERRINGTON LTC, AV, TNARNG Supply Management Officer
APPENDIX 1
SUBJECT: Clearance of Supply Sergeants
1. On or before the departure of a Supply Sergeant from a unit, the following steps will be taken to protect the departing Supply Sergeant, the Unit Commander, and other interested personnel:
a. Is the latest hand receipt on-hand and signed by the ___Y ___ N commander? COMMENTS:
b. Is the latest Sensitive Item Inventory list/ Memorandums ___ Y ___ N on-hand and signed by the commander?
COMMENTS:
c. Confirm accountability of all property book items by ___ Y ___ N reviewing the ULLS-S4 Commanders Imbalance List
COMMENTS:
d. Are all hand receipts and sub-hand receipts current ___ Y ___ N and signed?
COMMENTS:
e. Are Management Lists current? ___ Y ___ N
COMMENTS:
f. Are component lists current? ___ Y ___ N
COMMENTS:
g. Are shortages on valid requisition? ___ Y ___ N
COMMENTS:
h. Are the appropriate adjustment documents ___ Y ___ N prepared for unaccounted losses?
COMMENTS:
i. Do all current members of the unit have a valid ___ Y ___ N clothing record, organizational clothing and equipment record?
COMMENTS:
l. Has the unit prepared a DA Form 1687 to delete the ___ Y ___ N
Supply Sergeant signature cards?
COMMENTS:
m. Has the vault and keys been signed over to the ___ Y ___ N
Armory Supervisor?
COMMENTS:
n. Have all Hand Receipts where the supply ___ Y ___ N sergeant had direct responsibility been inventoried and updated?
COMMENTS:
o. Are there any outstanding suspense’s? ___ Y ___ N
If so, list below.
COMMENTS:
2. Forward a copy of this clearance form to the following personnel:
