What is one word that can make any officer groan, that will strike fear into the heart of anyone? A word so trivial, yet so powerful, and has so much responsibility associated with it? I’ll give you one guess…
Inventory.
Yes, inventory. Not all inventories are huge and scary and take days, like the Change of Command Inventory. Sometimes, inventories are small, daily checks on sensitive items when you’re in theater (PCCs and PCIs anyone?) or quarterly checks, 10% cyclic inventory – you get the picture. With so many ways to conduct inventories, here are my observations about Army inventories.
The Army Regulation 740-26, Physical Inventory Control, is what governs Army inventories. Other pertinent regulations include AR 735-5, Policies and Procedures for Property Accountability; and AR 710-2, Supply Policy Below the National Level. This is not a complete list, but some that I believe could be useful references.
Property accountability is a daunting task, but very important. When should you be prepared to conduct an inventory? Listed below I will share the different types of Army inventories.
# 1 Change of Primary Hand Receipt Holder (PHRH), also known as Change of Command Inventory – This inventory just makes sense. Why would you take command of a unit without checking all the equipment, and seeing if everything you are signing for is indeed there? When you take command, you have 30 days to complete this inventory. It’s not guaranteed that you can get put on orders to do this, so you may want to at least try to get retirement points. If you need more than 30 days, you can make a request in writing to have it extended.
# 2 Annual/Cyclic Inventories – Annual inventories are 100% inventories conducted every year of all the property assigned to the unit. If the annual inventory is not to be conducted, you have several options for cyclic inventories. The first is a monthly 10% inventory. The second is a quarterly 25% inventory, and the third is a semi-annual 50% inventory. I have found that most units conduct a 10% cyclic every month, which seems to be easiest and can be done by an officer in the unit (such as a PL, or XO). Doing a cyclic inventory may be most efficient and the best way to catch small discrepancies.
# 3 Sensitive Item Inventories – These inventories will be done every quarter for sensitive items (think NVGs and GPS) and CCI. Explosives, firearms and other hazmat will be done monthly. Sensitive item inventories tend to stress people out the most, because they must be done by serial number and any discrepancies must be reported immediately.
# 4 Split Hand Receipt Inventories and TPE Inventories – These are deployment-specific inventories. Split HR inventories are done when a unit deploys. In the ARNG, left behind equipment gets signed over to the rear detachment or that state’s USPFO. TPE inventories are done in theater for Theater Provided Equipment.
There are ways to deal with lost equipment. A Financial Liability Investigation of Property Loss (FLIPL) is done and assigns liability to the responsible party. It also adjusts the property records. An investigating officer will be assigned to conduct the investigation, and they will write their recommendation. The commander will give a time limit on the investigation, so it gets done within a reasonable amount of time.
Final Thoughts
Inventories make the property world go round, and they are a tool for the commander to ensure that supply discipline is being utilized. Inventories may be a pain, but they are necessary and can prevent a world of hurt later on. Make sure you conduct your inventories when necessary.
What are your experiences with conducting inventories? Any tips or strategies? Please let me know in the comments below.
Chuck Holmes
Former Army Major (resigned)
Publisher, Part-Time-Commander.com
Email: mrchuckholmes@gmail.com
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I have never minded counting inventory and taking stock. What drives me nuts is when people don’t take responsibility and refuse to put things where they belong. Not only does it throw off a count but then you have to reorganize. I am glad that you mentioned PHRH because too many new people stepping into the job might consider this a waste of time and then get frustrated when it’s their watch and something is missing. Inventory and quality control are vital to any smooth-running operation.
If always done correctly, inventories should never be as difficult as they seem. If records are kept properly of items being checked out, this will help keep better control. Personally, I would try to do a quarterly inventory on all. If not possible, I would try to split them evenly. One one quarter and the next, so on and so forth.
It is something that needs to be done, so you may as well smile and do it.
Inventories are by no means difficult, but for most officers they are a real pain in the you know what.
If you have a great supply NCO, inventories will be a lot less painful. However, the time they take and the general suck of having to get a physical hands on of your equipment, is just not fun to think about.
Candace, you had mentioned the monthly 10% inventory. I would think that most leaders would utilize this method as it seems it would take much less manpower and much fewer headaches. Inventory always sucks, but if it is done in a systematic and controlled pattern, it can be much easier.