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ML-SC MODULE 1-4 > Mods 7 -11 > Flashcards

Mods 7 -11 Flashcards

1
Q

What is the purpose of internal stores returns?

A

The purpose of the internal stores return process is to allow ship departments (i.e. internal customers of Naval Stores) to return stores back through the stores system.

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2
Q

Returned items must meet some requirements, list all these requirements.

A

-Excess to allowance (OSI) and in a serviceable condition

  • Requires repairs or replacement must be unserviceable / repairable
  • Items of Stock Type R. A. M and P must be accepted regardless of condition
  • Items of Stock Type X can only be accepted if serviceable
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3
Q

List 5 examples of returns that will need to be managed differently from the ‘standard” (all answers provided)

A
  1. Weapons
  2. Medical
  3. Life rafts
  4. Test equipment
  5. Controlled cryptographic items
  6. Aviation
  7. Crypto equipment
  8. Dangerous goods
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4
Q

Who should complete the documentation for departmental returns?

A

Customer

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5
Q

In addition to the SP114 - Request or Return for stores form, there is another form required that varies according to whether the item is serviceable or unserviceable.

A

An SQ205 is required for what stores?: Serviceable

An SQ205-1 is required for what stores?: Unserviceable

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6
Q

What is the purpose of the external returns process?

A

The purpose of the external stores return process is to allow ships supply chain staff to return both serviceable and unserviceable 10S to supporting JLU / external agencies

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7
Q
  1. List 3 examples of documentation that must be attached to allexternal returns? (all possible are provided)
A
  1. Movement priority label
  2. SQ205 /SQ205 -1
  3. Picking slip
  4. Manifest
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8
Q

List one example of additional documentation that needs to be attached to external returns for
‘specific IOS. (all possible answers provided)

A
    • Dangerous goods declaration
  2. Safety Data Sheets (SDS)
  3. Special handling instructions
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9
Q
  1. Is the following statement, TRUE or FALSE?
    All listed stores items below are acceptable for external return:

• Stock type P, M and R items, both serviceable and unserviceable.

• Stock type X items that are serviceable.

• Stock type A items that are serviceable or subject to special handling and conditions.

• Any item identified as a critical item, either on the picking slip or by the item manager.

A

True

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10
Q

Is ‘JLUs’ an appropriate agency for most external returns?
True or False

A

True

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11
Q

What is register is used to record and track all external returns? (Anything leaving the ship)

A

Outwards Freight Log

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12
Q

Answer the questions below to explain the use and context of the fleet Return Report (FRR)

  1. How is the data on the FRR separated or arranged?
  2. What does the FRR list?
  3. How often is the FRR distributed?
A

1 in order of ship
2 External returns yet to be received by the JLU
3 Daily

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13
Q

Which one of the following is NOT recommended when packing items for transport/storage?

• Protect from further damage.
• Use adequate and appropriate packing material.
• Only pack in boxes if necessary
• Pack fragile items separately.
• Use proper transit cases for valuable or delicate equipment.
• Properly and securely pack.
• Items for different consignees packed separately.
• Do not dispatch in a loose condition.

A

• Only pack in boxes if necessary

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14
Q

In the list of responsibilities below, indicate if it belongs to the Ship (put an S in the checkbox),
JLU/Contractor (put a J in the checkbox)

1 Confirm details in the manifest.

2 Action any discrepancies at this point, to avoid issues down the track.

3 Conduct a 100% check of all returns received, against the manifest.

4 Ensure all paperwork is attached to the consignment/s.

5 Save the Manifest and email copy to the contractor / JLU.

6 Ensure items are packed and secured properly, in accordance with packing and cushioning guidelines and load characteristics checks, and any other relevant policies and procedures.

7 Check and save a copy of the FRR / manifest electronically into their database.

A

1 SHIP
2 JLU/contractor
3 JLU/contractor
4 SHIP
5 SHIP
6 SHIP
7 JLU/Contractor

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15
Q

The JLU contractor will refuse to take custody of any returns which have not been prepared and processed correctly. Which of the following options includes all the correct actions that should be taken if this occurs?

  • Highlight the returns on the manifest; manually amend the ship’s electronic manifest, the manifest and stores will remain on the wharf; Investigate and fix issue.

• Cross off the returns from the manifest; manually amend the ship’s electronic manifest; the manifest and stores should be returned to storeroom; Investigate and fix issue.

-Cross off the returns from the manifest; manually amend the ship’s electronic manifest the manifest and stores will remain on the wharf; Investigate and fix issue.

• Cross off the returns from the manifest: Leave the ship’s electronic manifest as is;

A

Cross off the returns from the manifest; manually amend the ship’s electronic manifest the manifest and stores will remain on the wharf; Investigate and fix issue.

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16
Q

Describe some of the terminology related to loan clothing.

Gratuitous Issue:

Abstract:

Scales of Entitlement:

Loan Clothing:

A

Free Issue

A way of condensing information

Schedule of clothing entitlements across RAN

Clothing provided and exchanged at public expense

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17
Q

List 3 references that you can look at for more info on clothing and bedding in the RAN?

A
  1. ANP 3426-1203
  2. ANP 5421-4703
  3. ESCM V04 S08 CO4
  4. ANP 4426-1203
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18
Q

All members of the RAN are entitled to the same types of clothing. (TRUE or FALSE)

A

False

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19
Q

There are multiple classifications for the issue of clothing entitlements across RAN. (TRUE or
FALSE)

A

True

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20
Q

The Scales of Entitlement document shows the various categories for the clothing and personal loan equipment entitlements of Officers and Sailors according to specialisation, categorisation, types of service and special circumstances. (TRUE or FALSE)

A

True

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21
Q

Generally sailors in different categories may have different entitlements to the types of loan clothing they can receive. (TRUE or FALSE)

A

True

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22
Q

What form is used for personal loan clothing issue? Highlight the correct answer

SA 125 - Personal Loan Clothing Issue Certificate
AE 230 - Exchange Clothing Authority and/or Issue Voucher
Personal Loan Clothing/ Bedding card
SA 205 - Temporary Loan Record
SA 268 - Abstract of Bedding Issues

A

AE 230 - Exchange Clothing Authority and/or Issue Voucher

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23
Q

At the discretion of the Stores Accounting Officer (SAO) or Clothing Store Manager (CSM), direct
Issues of loan clothing may be made to individuals to meet special needs. True or False

A

True - These items are to be recorded in the Temporary Loan Book, Form SA205 - Temporary loan recording

24
Q

Items issued using the Temporary Loan Book, Form SA 205 - Temporary Loan. These issues should not exceed 7 days and are to remain on charge in the Stores Account. The SAO/CSM is to review the SA 205 fortnightly to ensure no items exceed this period. True or False

A

False - It is not to exceed 14 days.

25
Q

Identify the correct sequence of steps for the process of entering loan clothing exchange in the IMS

A

3 - The AE230 is to be attached to the issue voucher. AF230 and issue voucher are to be bundled.

2- The issue number (I. KIT) generated is to be transcribed to the AE230

1 - Once the AE230 has been signed the information is to be posted to the IMS

26
Q

There are 4 situations in which gratuitous issues can occur. In the spaces provided below, describe the different situations in which you would be able to perform a gratuitous issue.

A
  1. On entry/re-entry to RAN
  2. On promotion
  3. Joining a ship (cap tallies)
  4. Replace defective clothing
27
Q

Which of the following lists correctly identifies authorities for gratuitous issues?

DMLO, Promotion Signal, Navy Office Letter, SQ45

AMLO, Kit List, Promotion Signal, Joining a Ship or Establishment, SQ45

Promotion Signal, Kit List, Joining a Ship or Establishment

MLO, Promotion Signal, Kit List, Navy Office Letter, Joining a Ship or Establishment

A

Promotion Signal, Kit List, Joining a Ship or Establishment

28
Q

List two staff authorised to sign the SQ45

A

1 SAO
2. Senior ML-SC sailor (PO/Stores IC

29
Q

In what circumstances is an SQ45 to be raised?

A

If there is insufficient repayment clothing stock to complete a gratuitous issue

30
Q

You would refer to the AN 3426-1203 to check the entitlement of a gratuitous issue?
True or False

A

True

31
Q

Which form is posted to the IMS for post in and post out routine?
• The SA 230
• The Personal Loan Clothing/Bedding Card
• AF036- Navy Loan Clothing Abstract
• The SA 124
• The SQ.018

A

AF036- Navy Loan Clothing Abstract

32
Q

In the table below are three (3) common types of disposal available in the ADF. Write a short description of each disposal type and give examples of the kinds of IOS that might be disposed of in each case.
Auction:
Destruction:
Scrap:

A
  1. This is when the item has resale value and can be sold at auction, e.g. furniture.
  2. This occurs when there is no resale value, e.g. clothing. It involves destroying the item so that it can no longer be used
  3. This method can be used when there is no resale value, however the material the item is made from can be sold for recycling, e.g. brass. The item to be sold as recycling / scrap metal.
33
Q

In your role as an ML-SC Sailor, what is the most common disposal action you will perform?

A

Destruction

34
Q

You have a question about disposals but your supervisor is not available to answer questions.
Where else could you go for information about disposals?

A
  1. ANP 5421-4703 Chapter 7 Disposals
  2. ESCM V04 S07
35
Q

Some items have special requirements when they are being surveyed. List (two) 2 items that have special requirements and briefly describe what those requirements are. (all answers provided)

A
  1. Drugs (S4) - are commonly the target of theft and misuse. As a result, the disposal of this type of item must be observed by a witnessing officer (often the CO)
  2. Drugs of Addiction (S8s) - same as above
  3. Hazardous Liquids and Items - Hazardous liquids and items have special requirements for their disposal. It’s important to know that you won’t be able to dispose of these items locally but they will be taken care of by the Base Services Contract
36
Q

Why is there an approval process in place for disposals?

A

To prevent fraud and needless destruction.

37
Q

What form is used to document / conduct a local survey?

A

AE650

38
Q

During survey, there are five approvals / signatures required on the form identified in above before it can be processed through the IMS. List 3

A

Stores Accounting Officer (SAO)
Inspecting Officer
Witnessing Officer
Supply Chain office personnel (LSSC, POSC, CPOSC).
Financial Delegate

39
Q

Explain the approval process for expending funds for local purchase. (9 steps)

A

1 AB fills in form (AE643) for local purchase of stores

2 AB takes form to LSMPO (previously known as ML-P)

3 LSMPO registers form in ships budget

4 LSMPO gives the form a budget register number

5 AB Takes form to DMLO

6 DMLO approves funds according to Section 23(3) of Commitment Approver

7 AB keeps form and awaits receipt of goods

8 AB accepts the stationery, attaches the receipt to AE643 and gives form to LSMPO

9 LSMPO will conduct CMS (credit card management) requirements

40
Q

What identifies the statement that is the most correct in regards to your responsibilities in expending public finds.

Funds can be allocated for all purchases as long as approval and delegation has been granted by the Commanding Officer.

Expenditure of public funds can be approved by any Officer with the appropriate level of delegations.

As a SMN / AB SMN I have no responsibility in regards to the expenditure of public funds.

It is the responsibility of unit commanders that all purchases are for legitimate unit reguirements and that the expenditure of public funds is justifiable.

A

It is the responsibility of unit commanders that all purchases are for legitimate unit reguirements and that the expenditure of public funds is justifiable.

41
Q

What responsibilities are to be considered when planning a local purchase/procurement? List
2 (all possible answers provided)

A

Ensuring the local procurement is justified and for approved supply items.

Ensuring the local procurement is cost effective

42
Q

Explain what is meant by Commercial Off the Shelf purchasing.

A

Commercial off the shelf purchasing refers to items of supply that are readily available from commercial suppliers.

43
Q

List two examples of stores items that are likely to be purchased through COTS.

A

Tools
Cleaning supplies

44
Q

What document would you refer to in order to identify company / companies that have currents COTS standing offers?

A

ANP 4421-4700-2

45
Q

What current supplier has the Standing Offer for COTS?

A

Blackwoods

46
Q

Complete the table below to indicate the required frequency for assurance stocktakes for the following sensitive asset types.

A
47
Q

List the 3 physical actions to be completed before stocktake is conducted.

A
  1. All issues are finalised, i.e., all items out of stores have been issued to the relevant Unit
  2. All receipts are stowed
  3. All paperwork is posted to the IMS.
48
Q

There are six main steps in the stocktaking process. Complete the list of steps below.

A
  1. Obtain stocktake count sheet
  2. Go to bin location
  3. Identify item
  4. Count, weigh or measure the item
  5. Record the quantity
  6. Repeat steps 2 - 5 until all items are mustered.
49
Q

List four (4) common errors that can lead to stock discrepancies

A

-Incorrect Stowage
- Unit of Issue error
- Re-referenced numbers not actioned
- Incorrect counting techniques utilised

50
Q

List three possible actions to be taken on initial discovery of a discrepancy.

A

Recount those items where discrepancy occurred
Check surrounding bins
Check other bins with similar or identical item

51
Q

You have completed the stock count. What step does the supervisor need to carry out?

A

Compare the count sheet against the balance sheet

52
Q

If discrepancies exist, list the certain procedures that need to be followed: (should be 3 procedures)

A
  1. Investigate
  2. Recount
  3. Report
53
Q

If a stocktake discrepancy cannot be rectified, what form must be completed?

A

SQ018

54
Q

After investigations have been carried out, where does the SQ018 get registered in?

A

Registered in the Stores adjustment Register

55
Q

Once the SQ018 has been raised, there are certain signatures you require. List one (1) who signs the form.
(possible answers below)

A

-SAO
- MLO

ML-SC MODULE 1-4 (2 decks)

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