Sub Hand Receipts in GCSS-Army

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1 Sub Hand Receipts in GCSS-Army The organizational structure in GCSS-Army determines your unit s required Sub Hand Receipt (SHR) process. Types of sub-hand receipt processes in GCSS-Army are SLoc as a SHR (MIGO 311) Equipment Package (EPA) as a SHR (ZEPA) Material Assignment as a SHR, from an SLoc SHR to an individual by name (/ISDFPS/MAT_ASSIGN) o Stock to Individuals o Provisions to Individuals

2 SHRs in Structured Organizations Structured organizations are those which have paragraph sub-structure on the organization s authorization document, i.e., MTOE and some TDA. Structured organizations are assigned a Stock SLoc for each paragraph, which is then used as the SHR for that section/platoon. This SHR process is MIGO (311). Instructions for using the MIGO (311) SHR process is located in the EUM+ for Unit Supply.

3 Process Flow Structured Organization GCSS-Army GCSS-Army GCSS-Army Unit Supply Clerk 1 Paragraph Structured Authorization Document (MTOE or TDA). Authorizations at UIC Paragraphs 2 One FE and SLoc for UIC s Property Book DoDAAC. Used for Primary Hand Receipt (Signed by Commander) (ZPBOSTRUC) 3 One SLoc per MTOE/TDA Authorized Paragraph (+/- 17). Used for Sub-Hand Receipts (Managed by Supply NCO) (ZPBOSTRUC) 4 Issue Property to SHR Holders using SLoc SHR From: PHR SLoc To: SHR SLoc (Managed by Supply NCO) (MIGO/311) Hand Receipts Established Legend: Transaction User (Role) Automated Process S&F Mobile Device AIT Process External Process Input/Output/Trigger Decision Step Sub-Process Next Page

4 Typical MTOE Structures in GCSS-Army Typical MTOE organizations: FEs are created for each UIC and its DoDAACs (such as the Property Book FEs highlighted here). The FE structures have relationships that enable reporting to higher-level FEs. Each PB DoDAAC FE has one CDR SLoc and approximately 17 SLocs for sub-hand receipts.

5 Issue to SLoc SHR - MIGO (311) Required Information: Transfer Posting, Other, 311 Material number & Qty Losing and Gaining SLoc Ser# (if any) Batch Reason for Movement 0002

6 Review & Print SLoc SHR s - /ISDFPS/DISP_MAT_SIT Use Materials Management View for SHR SLoc.

7 Review & Print SLoc SHR s - /ISDFPS/DISP_MAT_SIT Material Situation showing property in SHR SLoc. Note: Select a Display Layout that begins with /US_... to render a Unit Supply friendly sorting.

8 Printed SLoc SHR The SHR can be digitally or manually signed.

9 Manage sub Hand Receipts Assign Direct Responsibility to Individuals The /n/isdfps/mat_assign hand receipt process is an option to further Assign material in an SLoc to an individual, by name. The individual must have a personnel record in GCSS- Army, and be assigned to the unit. Can MAT_ASSIGN Stock or Provisions. Materials remain in the SLoc, restricted to the individual. Material is restricted from other movements until returned, e.g., turn in, lateral transfer, etc. For Stock, it is considered a sub-sub-hand receipt. Instructions for using the MAT_ASSIGN SHR process is located in the EUM+ for Unit Supply.

10 Issue to Individuals - /n/isdfps/mat_assign Required Information: Personnel Number(s) FE number for Organizational unit WBS Element for organization s Project Stock Functional Equipment for Stock Personal Equipment for Provisions

11 Issue to Individuals - /n/isdfps/mat_assign Select the Person Select the materials Issue materials Print HR

12 SHR s in Unstructured Organizations TDA Organizations often do not have a paragraph substructure within the TDA authorization document. Most TDA organizational structures in GCSS-Army are assigned one stock SLoc for the Primary Hand Receipt FE (PHR FE) and no SLoc for SHR. These TDA organizations will use Equipment Packages (EPA) for sub-hand receipts (SHR). The SHR process will be ZEPA. Instructions for using the ZEPA SHR process is located in the EUM+ for Unit Supply.

13 Process Flow Unstructured Organization GCSS-Army GCSS-Army GCSS-Army Unit Supply Clerk Un-Structured Authorization Document (TDA). Authorizations at Parent UIC. One FE and SLoc for TDA Property Book DoDAAC. Used for Property Book SLoc. (Managed by a TDA PBO) One PHR FE/SLoc for each TDA Primary Hand Receipt Holder. (PHR FE/SLoc) (Signed by PHR Holder) Issue Property to SHR Holders using Equipment Packages (EPA) From: PHR SLoc To: SHR EPA (Managed by PHR Manager) 1 2 (ZPBOSTRUC) 3 (ZPBOSTRUC) 4 (ZEPA) Hand Receipts Established Legend: Transaction User (Role) Automated Process S&F Mobile Device AIT Process External Process Input/Output/Trigger Decision Step Sub-Process Next Page

14 MTOE vs. TDA Organizational Structures in GCSS-Army Typical TDA Structures in GCSS-Army Most TDA Organizations do not have a sub-paragraph structure like an MTOE unit, but often require many PHRs and many more SHRs below those. Due to a system limitation on the number of possible Stock SLocs within GCSS-Army (four position alphanumeric combinations), an alternative solution for managing property was designed for these hand-receipt-intensive organizations.

15 Issue to Equipment Package (EPA) SHR - ZEPA Display is currently sorted to bring all EPA to top of property list. a. Owning UIC: Default is PB DoDAAC FE, W78HAAPB. b. Gaining UIC: PHR FE specified at beginning transaction - Gaining and receiving UICs are normally the same for a EPA SHR. c. EPA: A system-generated EPA number (050xxxxxxx). d. Status: Defaults to Approved (no approval required for EPA SHR). e. Description: Gaining UIC + The name entered in the Pkg Desc field. f. Loan stat (status): Shows Planned or Active. - You must activate EPA before a SHR can be printed.

16 Printed EPA SHR The SHR can be digitally or manually signed.

17 Sub-Hand Receipts will Impact Inventory Process The Sub-Hand Receipt (SHR) process used, will impact your unit s Inventory process. 1. When using an SLoc as a Sub-Hand Receipt with MIGO (311) Counts Sheets are created by SLoc 2. When issuing materials to Individuals with /ISDFPS/MAT_ASSIGN Counts Sheets are created for the Restricted materials, still by SLoc Note: In reference to 1 & 2 above, units could have two count sheets for an SLoc, one for the unrestricted and another for the restricted materials 3. When using an Equipment Package as a Sub-Hand Receipt with ZEPA Count Sheet is created for the PHR SLoc plus a pdf page for each EPA SHR

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