Log Preparation Book Board Practical Questions Flashcards
- Public Funds. You’ve just completed your turnover on HMCS CHARLOTTETOWN and you are reading the last LRI checklist for your Public Funds section. Brief the CO on the overall status of the PF section, and any corrective actions you will be taking.
- Received the LRI checklist prior to going into the board.
- No tracking system for DOA – recommend assigning A/HOD to create a DOA binder
- No tracking system for commitments for LCPA / TD requirements – recommend telling Sr FSA to create a spreadsheet to properly track commitments. Have Log Chief follow-up with progress
- Safe combination had not been changed on turnover – recommend changing it ASAP
- Monthly verifications not being done – recommend working with XO in order to make up a schedule for personnel who will be conducting monthly verifications
- Appropriate turnover certificates have not been signed – recommend going through entire checklist and ensuring that all required paperwork is signed by appropriate authorities and all authorities are delegated properly
- Ensure to mention that you would conduct a self-LRI afterwards to follow up on all recommendations (2 months after)
- Operation HONOUR – NO FAIL. PO2 Blue (Supply Tech) comes to you and says that PO2 Red (MSE) is bothering him while they are eating lunch in the mess. Yesterday, PO2 Blue was eating a salad and PO2 Red said “what are you, a girl?” and the rest of the members in the mess at the time just laughed at him. Then this morning, PO2 Blue found a pair of women’s underwear on his chair – he says he knows it was PO2 Red who put them there, and he wants PO2 Red to be punished. He is very uncomfortable about the situation and wants you to do something about it.
- Ask him if he has spoken with the Ship’s harassment advisor to find out the options available to him
- Ask if he would like to sit an Alternate Dispute Resolution with PO2 Red
- Ask if he would rather discuss the situation with a male? Perhaps a different A/HOD or the LogO
- Ensure him that he is correct in feeling uncomfortable and he is correct in coming forward and reporting the situation
- Ensure that you mention the four lines of effort: Understand, Respond, Support, Prevent
- Ensure that he has a Soldier Card, and explain to him the resources that are available for him if he needs support
- Ask him if he feels comfortable staying onboard Ship with PO2 Red – if not, speak with MOC advisor about posting PO2 Red or Blue ashore and finding a replacement for them
- Tell him that Bystander Intervention Training is very important, and it was very inappropriate that the rest of the members in the mess laughed and didn’t stand up for him. Ensure to speak with XO, HODs and CHODs to have training given to all members onboard
- Discuss with HODs and CHODs about leading by example to ensure that this type of behaviour will not be tolerated in their departments at all
- Speak with Cox’n to launch Unit Disciplinary Investigation against PO2 Red
- Mention DAOD 5012, DAOD 5019, Code of Service Discipline, National Defence Act and Operation HONOUR + 4 FragOs
- You have a new MSEO joining your ship, and they hand you a request for religious accommodation – the MSEO is Muslim. What do you do? Would it be different or the same if your XO was allergic to gluten?
- Duty to accommodate for religious reasons. Must do everything possible to provide meals based on religious accommodations without causing undue hardship to the crew. The CO has the ability to deny requests to provide meals with religious accommodations (ie. Halal meals) if it is not feasible due to things such as budgetary constraints, area of operation (can you get Halal meats in the area you are sailing?)
- Allergies are the responsibility of the member, and the Ship does not have the duty to accommodate those personnel. They shall monitor their own food consumption. The CAF cannot ensure that food has not come into contact with the allergen onboard. Member may be landed if allergy is too severe.
- You are sailing and your RHIB motor breaks. There is NNS and a TRANREQ is not authorized. It cannot be locally procured because it can be “remachined.” You are going alongside, how do you have this remachined while alongside? If the contractor you choose finds out halfway through the port visit that they cannot complete the job, what would you do?
- Go through local agent to find companies who are capable of completing the work
- Have the technical authority write a statement of work for the contract
- If going alongside a USN base, see if they have members who you can contract to complete the job
- Complete the security clearance requirement paperwork for personnel to come onboard to work
- Offer the contract to the lowest-price-compliant bidder
- Pay invoice via Annex A or via credit card
- If the contractor finds out halfway through the port visit that they cannot complete the job, award the contract to the next lowest-price-compliant bidder
- Ethical. 50 FMF workers are working on the Ship (joined in a port and are on TD). In order to complete work in a timely manner so that the Ship can be operational on time for their mission, the CO would like them to eat onboard for lunch.
- The options are for the FMF workers to buy meal tickets (SA from FMF’s budget) and not claim their lunch amount on their claim, or to not eat onboard and claim their lunch amount on their claim. They could order food to be delivered to the ship, or have one member of their team go pick up food for them to eat onboard as to not take funding from the crew.
- The impact this would have on the crew would be taking away funds and rations for the Ship’s crew who are actually entitled to meals onboard.
- Would not recommend the FMF workers eating onboard, however, if the CO is requesting it and it is operationally required for the work to continue, and then I would recommend adding the FMF workers to the REAV and feed them their noon meal.
- Operations –
Off the coast of Africa, you are not able to go into port as you are not tasked with an interdiction mission. You have 7 days fresh, 14 days frozen. Duty-paid cigarettes are all gone. USNS will provide fuel at sea. You cannot contact the local agent. CDA has arranged for a team of 3 Logistics personnel to be able to travel to the Embassy. FLS has been redeployed due to danger in the area. CDA has contracted a local translator to sail with you for the mission. Your helo is on 30 minutes notice to fly and therefore cannot be used for anything other than the mission. You have access to a RHIB. You are now under the authority of SOFCOM.
- First steps are to discuss with XO, Cox’n, HODs and CHODs about all requirements for the upcoming week (material, food, pers movements, etc.)
- Put together a team of log personnel to send ashore via RHIB or USN’s helo (preferably pers who are LUSAR or Boarding Party qualified)
- Discuss asking another Canadian / Australian / American ship in the general area to deliver rations and cigarettes to you
- Ask to purchase rations / cigarettes from the USN
- If the AST is sailing with you, discuss potential of them going into port in the closest safe port to procure rations and cigarettes which can then be received by RAS
- As the CDA does not have delegated authority to contract on behalf of the Ship, you will have to go through your own contracting process, with security requirements and clearance in order for a translator to come onboard for the sail
- If you were sailing under CJOC and due to this change in mission, you are now under SOFCOM, the CO, XO and LogO will have to be given new DOAs signed by Comd SOFCOM
- You have a new Log Chief (steward by trade) onboard. You notice that your department’s morale has been low, and that he has been spending the majority of his time in the Exchange. What do you do? You notice that HODs have been coming to you less with issues and have been going to him for everything. What would you do?
The same Log Chief has been dealing with issues within the Department without keeping you in the loop, and has been going to HODs to discuss things without including you in the situation. What do you do?
- Discuss with the Chief that your philosophy for running the Department is to work hand-in-hand and have daily meetings (alongside) and two meetings daily (at sea) in order to ensure you are both on the same page with all happenings within the Department
- In his initial PDR part 1, ensure that you include phrases such as “spending an equal amount of time with all section heads,” “giving the same amount of attention and energy to each section within the department” and make him understand that you expect him not to show any favouritism, and that while he is a Steward by trade, as the Log Chief, he is responsible for all trades within the Logistics Department
- Discuss the importance of making all Sections feel equally important, heard and supported to ensure the department runs smoothly and to keep all members of the department working together and to keep morale high
- Have the same discussion with the Log Chief. If this goes on, consider issuing an IC for failing to follow instructions given in his PDR part 1, for performance issues
- Enforce the concept of having multiple meetings per day and ensure he fully understands the importance of open communication that flows both ways to make the department run as smoothly as possible
- You are sailing and you find out that your program has changed, and you have a new port visit in Japan in 5 days. Walk through the entire process of a port visit from a contracting perspective.
- Contact the local agent
- Create LOGREQ and Annex A
- Disseminate LOGREQ to HODs, XO and CO for review
- Release LOGREQ to CDAO Japan
- Forward Annex A to agent
- Sign 942 Call-Up Against a Standing Offer once agent provides pricing for Annex A
- Move forward with amendments of Annex A / 942 call-up as required throughout the port visit
- As services / goods are received from the agent, ensure Section 34 is provided by the appropriate authority
- Prior to the end of the port visit, ensure the final invoice is received from the agent, and amend the 942 call-up as required
- Have the final invoice signed Section 34 by the appropriate authority
- Send final invoice to Pay Office for payment via DRMIS after reporting the contract in CDMS
What is included in your port visit file?
- LOGREQ
- Annex A and all amendments
- All email correspondence that provides justification and requirement for items on LOGREQ and Annex A
- All delivery notices / packing slips with section 34 signed
- 942 Call-Up and all amendments
- Final invoice signed with Section 34
- CDMS entry page
Port Services Contract file
Port Services Checklist • CDMS entry for port services • CDMS entry for fuel • Annex A priced • Annex D priced • Notification of use of DLSSSOs to N4. Tell them the amount • Initial Port services 942 • Initial fuel 942 • LOGREG (if unclassified/if classified reference date time group) • Ration order • Port Services goods receipt (label them) • Fuel goods receipt • Invoice Port Services • Invoice Fuel • Fuel embarkation meddage • Final CDMS entry. Port Services • Final CDMS entry. Fuel • Contract summary sheet 1x port services. 1 x fuel
Port Planning steps.
- Create Annex A, LOGREQ
- Walk Annex A + LOGREQ around to HODs (possibly CHODs)
- All HODs sign LOGREQ goes to OpsO XO CO
- Sent to TG + Military support base LOGREQ
- Walk Annex A to HODs
- Send Annex A to FLS + Agent
- Send Annex D to FLS + Agent
- Receive priced Annex A and Annex D
- Send 942s to Agent
- Inform N4
- Start contract file
- Fulfil port services checklist
- Come into port
- Get all goods receipt
- Organize file
- Get invoice
- Reconcile and pay
- CDMS entry
- Store contract file
Sailing on TOR. Going to a new port. Outline he process to set up a Port Visit. Considerations --> New port of call --> No FLS --> Military Port --> OP Reassurance -->Fuel, how much?
Port Planning
• Next port of call decided by OpsO
• Liaise with HODS/CHOD with their requirments
• LOGREQ generated sent to military port
• Create an IO for the port
• Annex A (10 days) Annex D (fuel, 5-10 days)
• Annex A has ration order
• Annex A/ Annex D raise 942 / inform N4 contracts/ start contract file
• N4 contracts gives approval / CDMS entry
• Back and forth with Agent of Annex A + D
• Confirm Annexes with HODS + CHODs A/HOD walks around with the HODs/ CHODs 2 days out
• Agent gives priced Annex A + D
• Confirm call up between 942 / contracting N4 contracts / Add to contracts file / CDMS entry
Arrive in Port
• off ship with Annex A
• verify port services / keep goods receipt
• crane on rations/ goods using agent
• Annex A should contain schedule for port services (gash, bilge, blackwater, freshwater)
After port
• Organize goods receipt by services in contract file
• Victualer enters ration order in UNITRAK
• Invoices arrive 3 weeks- 1.5 months after
o Reconcile
o Confirm 942 amount with N4 Contracts. Send the final 942 to N4
o Contract summary Sheet
o Annex D Fuel summary monthly to CJOC
o Fuel embarkation message
Question: You successfully completed your HOD board six months ago and are posted ashore waiting to go to a ship next APS. You receive a phone call from the MOC Advisor to inform you that the current SYO of HMCS TORONTO was in an accident breaking both his legs during a FISHPAT port visit in St. John’s, Nfld. He will be unfit sea for at least four months drawing his HOD tour short. You will be flown to meet the ship the day after tomorrow and will have the opportunity to meet with the SYO before the ship sails two days later. Explain what actions you will take before leaving Halifax and once you arrive on the ground in St. John’s. Keep in mind any action you will take after you join the ship and you sail for the return trip to Halifax.
The candidate must consider all aspects of the SYO supersession schedule and scale it back to meet the timelines that he has in St. John’s. Ref: MARCORD 36-37
Prior to leaving Halifax, the candidate should:
a. Visit MARLANT N8 and FLOG N41 for latest LCI report and visit any other shore organizations such as transfer point or N34 budgets to discuss any outstanding issues or new procedures that the ship may have.
b. Visit HPR Cell and take any HPR with you
c. Visit all MOC advisors for the support trades to discuss any personnel issues that are ongoing in the ship
With the SYO in the hospital in St. John’s:
a. Discuss any personnel issues within the department
b. Review any outstanding/ongoing issues for the near future
c. Review ship’s budget procedures
Prior to leaving St. John’s:
a. Meet with all Senior NCMs in the department to go over your schedule
b. Walk through of department spaces
c. Perform a Public funds Verification and Cash Count. Reconcile DRMIS and on completion change safe combination.
d. Perform a Non-Public Funds Bank Reconciliation and audit of NPF statement.
e. Initiate NPF stocktaking
f. Sign AO hand over certificate
On sailing from St. John’s the candidate should indicate that they will need to complete stocktaking of provision, ammunition and clothing items in addition to completing a sample stocktaking of the warehouse. In addition, they will have to muster NPF F & E and review menus and feeding policy with Senior Cook and Senior Steward.
The candidate should identify what areas they will not be able to address and when they will feel comfortable to sign for the department
Question: It is the day before sailing from Rosyth, Scotland. A ship chandler comes to settle all food purchase. On the invoice you note that the chief stores man has initialed as receiving the provisions and the extensions have been checked and signed as correct. All invoices from the same firm in the past were in US funds, so without further ado you pay $10,000 US. Later on that day your pay writer indicates that in the fine print it was indicated that all amounts were in Canadian funds and the total was $10,000 CDN. The rate of exchange is $1.18 per $1,00. What action would you take
The SYO shall immediately inform CO in writing. The CO may allow the SYO 72 hours to recover the deficiency from the supplier. Obviously we paid $1,800 CDN over so we will encounter a loss of $1,800 CDN. If the matter has not been reconciled within 72 hours the following actions are required:
a. The matter is reported to NDHQ and appropriate Formation – N7
b. Applicable Summary Investigation or Board of Inquiry shall be convened
c. The report of the SI or Board shall be forwarded to Formation HQ within 21 days
< $10 no action is required
$10 - $250 Letter of explanation
$250 - $1,000 Summary Investigation (SI)
> $ 1,000 Board of Inquiry (BOI)
Question: You have been away from home for approximately one week when you get a priority message from your supporting base stating that the wife of a member of the ship’s company does not have any money or means of obtaining pay. It will be at least 10 days before arrival at the next port. What action can be taken to resolve the problem immediately and what advice would you give the member to prevent recurrence?
If the member so desires, send a priority message back to the supporting base authorizing payment to the member’s wife. Protect this amount on the member’s pay account until receipt of the next tape update to the CCPS. In doing so, CSENIOR at Stad or transfer point in Dockyard must be engaged;
b. CO can as well authorize pay allotment for the member in order to face immediate need back home. And upon receiving the priority message and the approval of the CO, the Senior Paywriter can DFT money (advance of pay) in the member’s personal account;
b. Consider Transfer point system with the supporting base
c. If the member is in financial difficulty (debt, etc) any administrative and/or disciplinary action are the primary responsibility of the member’s Divisional Officer. And financial counselling must be provided through appropriate chain of command. Coding via internet or blackberry. DMPAP will then DFT the amount in member’s account.
d. You should consider the following advice to the member:
• Possibility of pay allotment to his wife
• Possibility of sending a money the his wife from the NPOC
• Possibility of engaging SISIP in order to help the member thus SISIP has available some short term financial help
o If necessary to overcome a temporary cash flow problem, make application for a CFPAF loan of up to $1,500. Availability of emergency funds as well through SISIP from $50 to $200 to offset mainly a grocery purchase. Padre or MFRC must be engaged.
• Possibility to help the member with general advice on money management and financial responsibility.
• The CO though the XO may also approve a ship’s fund loan of up to $2000 to be repaid in even instalments in one year.
Question: Prior to extended deployments, how would HMC ships apply to temporary increase the Working Capital to assist in financing of increased merchandise inventory levels and on what term.
- An application for a CFCF (Canadian Forces Central Fund) working capital loan may be submitted to CFPSA (Canadian Forces Personnel Support Agency) through the PSP manager
- The application shall be in the form of a properly substantiated Ship’s Non Public Funds Capital Expenditure request which shall be accompanied by the following supporting documentation:
a. Trial Balance
b. Inventory valuation report
c. Description of the exchange inventory purchasing requirements ( example: needed commodities, quantities and cost
- Ship’s must repay the loan within the normal repayment period 30 days after the end of the deployment. Loans will normally be interest-free up to this period and will be interest bearing at an annual rate of 4% calculated on the balance of the loan remaining at each month-end based on the number of days in the month. Interest must be remitted to CFPSA Ottawa until the loan is fully paid. Any service charge shall be absorbed by the Ship’s Exchange as a Miscellaneous Expenses.
- Upon approval by CFPSA, funds will be made available 15 days prior to departure barring substantiated for earlier transfer.
- Terms of repayment will be promulgated by CFPSA OTTAWA by message.
Question: Let’s say that if a new item was purchased in the NPF Warehouse. What are some considerations that you have to consider?
- When applying a mark-up, one must consider the cost of doing business. Examples are CFCF levies (0.75%), Base Fund levies (2%) and HST (3.3%)
a. Other considerations are wages that you have to pay to sell this items
b. Profit margins
c. Bottom line is that as Logistics Officer, I am the person making the final decision on the selling price of the items.
Question: Normally, as SYO you would balance your cash prior to leaving a foreign port. In one instance, the cash was balanced after the ship had sailed and an overage of $1,000.00 was found in Public Funds. After exhaustive research, the $1,000.00 overage was confirmed. In 3 days, the ship is returning to the same port. What would you do?
1 IAW CFAO 202-4, the SYO shall immediately inform the CO in writing
2 First, if you are up $1,000.00, someone else is down $1,000.00 such as a supplier and therefore that someone is probably looking for his money
3 After having informed the CO, in writing, he may allow a period of 72 hours to permit a vigorous attempt to reconcile the account before a formal report of the overage is made to NDHQ, Command HQ and respective Formation HQ. The chances are good that someone will be waiting for his $1,000.00 when the ship arrives in port in 3 days.
4 But, if the matter has not been reconciled within 72 hours period, the following are required
a. Report the overage to NDHQ, Command HQ and Formation HQ
b. A Summary Investigation(SI) shall be ordered
c. Report of SI shall be forwarded to Formation HQ within 21 days and
d. Deposit the overage in the account of Receiver General of Canada
Question: The Ship’s committee decides to hold a Ship’s Company dance expected to cost $6,000.00. The total ship’s fund equity on the NPF financial statement shows $2,500.00 and the Exchange capital account, set at a minimum balance of $40,000.00 iaw NNPFM and is authorized by the CO, shows a balance of $40,000.00. You explain to the committee that there isn’t enough equity to pay for the dance. The XO then states “no problem, we’ll take it out of Capital”. What would be your advice to the ship’s committee?
- Ship’s Exchange capital is required to provide working capital for the whole exchange operation (retail canteen, warehouse and messes) without which there may be difficulties in purchasing stock and in covering liabilities
- The amount of working capital may not be decreased below $40,000.00 without the approval of the Formation HQ. It is doubtful if such approval is granted.
- It should be noted that higher authorities must approve any expenditure in excess of $5,000.00
- It should be also be noted that expenditures from equity accounts shall not at any time exceed the equity balance, iaw NNPFM article 409 para 5 and
- The candidate should recommend other options such:
a. Each mess contribute to the shortfall on a pro rata basis
b. An entrance fee be charged to cover the excess costs
Question: Frequently suppliers of NPF merchandise provide promotional “deal” in the form of extra stock, over and above the quantity ordered, which of course does not appear on the invoice. Some canteen managers regard the proceeds from these deals as an allowance to cover stock shortages. How do you feel about this, and how would you find out whether any promotional merchandise has been received?
- Promotional deals are offered by suppliers as an incentive to promote sales by offering the potential for increased profit. Such profits should accrue to the benefits or the ship’s Exchange, and ultimately the ship’s fund. There is no way that such deals should personally benefit the Exchange Manager or staff, nor should they be used to compensate for losses or mismanagement;
- Promotional merchandise may be detected by observing the delivery of NPF merchandise compared to delivery slips, by physically mustering bulk stores, by reviewing the statement of supplier’s account, or by talking to suppliers to determine promotion policies; and
- Any freebies, discounts, or extras shall be taken on charge and included in the retail accountability in such a manner as to arrive at the actual cost per unit.
Question: In preparation for a long deployment, how would you come up with your WCF (Working Capital Fund) cash requirement.
- After a review of the ship’s program, discussion with the other Heads of Departments and a review of the Port Information Folio, the candidate should estimate expected disbursements in the following areas:
a. Military Pay
b. Replenishment of provision
c. POL
d. Laundry services
e. LPOs and Miscellaneous purchases
f. Transportation
g. TD/LTA
h. Port services
i. Public grants
j. Port incidentals/telephone allowances
- Extimate expected NPF revenues that can be transferred to the WCF
- Estimate any amount you can expect to be able to charge the AMEX credit card and in summary , the total (1) minus (2) minus (3) should be carried as combination of cash in Canadian and foreign currency.
Question: You have been posted to HMCS VILLE DE QUEBEC, and the turnover is almost complete, except for NPF. As you are auditing NPF, you noticed an unusual number of retail price changes appearing in the books of accounts for the last 2 months. In fact the whole amount comes to $8,000.00. You personally did the stocktaking of the warehouse with the Canteen Manager who provided you with the retail price list. Comparing the 2, it becomes obvious that some fudging has been taking place as you find many errors when you compare the unit retail prices on your stock taking and the lower unit retail prices established by the latest RPC. In just one hour the outgoing SYO leaves for his posting to the USA. When you mention your findings to him his reply is that he couldn’t care less and he doesn’t have time to bother with it. What you do?
- Report your concerns to the CO as part of your acceptance of the department
- Only sign a conditional Handover Certificate for the NPF portion noting areas of concerns on the handing over certificate, and
- Recommend to the CO that the books be verified by MARLANT N7 (PO1 Deschenes) as part of the investigation
Question: Your ship arrives in London on the 15th of the month and berth astern of Canadian Sub. One of your first visitors on board is the designated SYO of the Canadian Submarine; he tells you that he is almost out of cash ($10,000.00 on hand) and that their return to Canada has been delayed. He has completely used his Letter of Credit and AMEX Money Orders, his crew needs their mid-month pay, and the bills for provisions amount to $8,450.00 (which he plans to pay out the available $10,000.00). He doesn’t know how he will pay the crew. You know from your latest cash count that you have $80,000.00 to spare before leaving Halifax. What procedures would you follow?
- I will contact MOG 5 SYO Lt(N) Van Mol to arrange transfer of funds from ship to MOG 5 and MOG 5 SYO to sign for funds using a standard receipt.
- I will pay bills on behalf of MOG 5, using either cash or credit card and SA expenses to the MOG 5 financial coding; and
- I will check with our NPF how much cash their have available and possibility consider that venue as well;
- I will liaise with the CDLS for them to pay bills for the submarine. In all cases a message should be sent out to MOG 5 for authority and CO must be fully informed as there will not be any impact on our ship.
Question: En route to the Caribbean for an extended deployment, the fireman bursts in the NPF storeroom, where you’ve stored any NPF goods including cigarettes and the compartment is flooded to a depth of 2 feet. The EO advices that the sodden goods are likely contaminated by the hull and fire pumps and the ship’s pumping system if left to deteriorate in-situ. The goods cost $5,000.00 and retail for $9,000.00. What action do you take?
- Cordon off the area
- Salvage as much as possible and segregate salvageable items in one area and write-offs items in another
- Consider NPF CIP (Consolidated Insurance Program) for future claim
- I will take pictures by photographing the damaged fireman and the storeroom to adequately illustrate the cause and effect of the damage and as well this will help in the claim process with CIP
- I will determine the amount of the loss and prepare a complete description of the damaged merchandise
- Prepare CF152 write-off report for CO’s signature ( have in mind the CO’s limit is $40,000.00)
- I will try to have a flood sale to get some of the losses back into NPF
- I will report the loss by message to the CFPSA and info MARLANT N7 in accordance with directions pertaining to NPF Consolidated Insurance Program (CIP)
- Complete the Preliminary Report of Loss form, have it signed by the CO and forward to MARLANT N7;
- Then I will advise the CO on ordering a summary investigation
- Following the summary investigation, dispose of the contaminated goods, ensuring that the disposal is witnessed by independent officers. Have the occurrence entered in the ship’s log;
- Complete a Proof of Loss Report. Forward it, together with all documentation including the summary investigation report to MARLANT and N7 and
- Make the necessary entries in the ship’s exchange books of account supported by applicable vouchers, as follows:
a. Miscellaneous expenses (CIP deductible) $500 DR
b. Suspense Account $4500 DR
c. Purchase $5000 CR
