Defense Inventory:

New York Army National Guard Weapons Parts

NSIAD-91-28: Published: Nov 30, 1990. Publicly Released: Nov 30, 1990.

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Pursuant to a congressional request, GAO reviewed the New York Army National Guard's controls over small-arms parts.

GAO found that: (1) Army regulations permitted small-arms repairers to determine the repairs and parts needed, perform the repairs, inspect the results of their own work, and dispose of used parts; (2) the Army did not require accountability for repair parts after issuing them from the warehouses to the maintenance shops; (3) the Army did not document or investigate discrepancies in shop stock inventory; (4) the Army did not apply inventory accuracy standards to effectively control inexpensive small-arms parts; (5) unauthorized individuals could easily access and manipulate the Standard Army Maintenance System; (6) Army regulations did not require strict management of the repair process or strong controls over repair parts, and physical security was inadequate to protect repair parts; and (7) following the arrests of former guardsmen for theft of small-arms parts, the Guard made changes to prevent further thefts, but did not resolve the problems associated with inadequate internal controls.

Recommendations for Executive Action

  1. Status: Closed - Implemented

    Comments: DOD stated that an item from bench stock should be based more on sensitivity, pilferability, or other specialized qualities of the item, rather than entirely on cost. However, the New York National Guard has established a $10 unit cost limitation on all small arms bench stocks.

    Recommendation: Since GAO work at the New York Army National Guard showed that Army regulations were inadequate to control and secure small arms parts, the Secretary of Defense should direct the Secretary of the Army to revise supply and maintenance regulations to require that repair parts exceeding a unit value of $10 be excluded from bench stock.

    Agency Affected: Department of Defense

  2. Status: Closed - Implemented

    Comments: DOD agreed and stated that the Secretary of the Army will direct that procedures be established in Unit Supply Update 14, which is a procedural change update to the Army regulation to ensure appropriate inventory, causative research, and documentation of results are processed and filed by activities maintaining shop stock.

    Recommendation: Since GAO work at the New York Army National Guard showed that Army regulations were inadequate to control and secure small arms parts, the Secretary of Defense should direct the Secretary of the Army to revise supply and maintenance regulations to require that discrepancies in shop stock inventories be documented, investigated, reported and resolved.

    Agency Affected: Department of Defense

  3. Status: Closed - Implemented

    Comments: The Army initiated a review of access codes and accessible data files to ensure that the Standard Army Maintenance System is protected, controlled, and only accessible to authorized personnel.

    Recommendation: Since GAO work at the New York Army National Guard showed that Army regulations were inadequate to control and secure small arms parts, the Secretary of the Defense should direct the Secretary of the Army to revise supply and maintenance regulations to require that the Standard Army Maintenance System be protected to prevent access by unauthorized personnel.

    Agency Affected: Department of Defense

  4. Status: Closed - Implemented

    Comments: The Department of the Army has established an inventory accuracy standard of 85 percent, with a goal of 95 percent, and the standard is applicable to, and was implemented by, the New York National Guard in November 1990.

    Recommendation: The Secretary of Defense should direct the Secretary of the Army to require that inventory accuracy standards that effectively control inexpensive small arms parts be applied.

    Agency Affected: Department of Defense

  5. Status: Closed - Implemented

    Comments: The New York National Guard has taken action to correct physical security problems. Maintenance and repair facilities and repair parts supply facilities have installed cipher coded locks on warehouse doors, issued picture badges to authorized personnel, padlocked the fence outside storage areas, barred ground level windows, and installed burglar alarms.

    Recommendation: The Adjutant General, New York Army National Guard, should require that physical security at repair shops and warehouses be improved to prevent unauthorized access to facilities, including shop supply rooms and warehouses.

    Agency Affected: Department of Defense: Department of the Army: National Guard Bureau, NY

  6. Status: Closed - Implemented

    Comments: DOD stated that the Army has adequate policies and procedures in place. However, the New York National Guard has implemented procedures to ensure that all important steps in the small arms process are properly documented on the repair work orders.

    Recommendation: Since GAO work at the New York Army National Guard showed that Army regulations were inadequate to control and secure small arms parts, the Secretary of Defense should direct the Secretary of the Army to revise supply and maintenance regulations to require that work orders be maintained to show that important steps in the small arms repair process are followed.

    Agency Affected: Department of Defense

  7. Status: Closed - Implemented

    Comments: DOD partially concurred, stating that there should be controls on specific types of nonrepairable items, such as sensitive, pilferable, and other special categories, but not all weapons parts because it would be work-load prohibitive. However, because of internal control problems, its New York National Guard accounts for all parts in the small arms repair process.

    Recommendation: Since GAO work at the New York Army National Guard showed that Army regulations were inadequate to control and secure small arms parts, the Secretary of Defense should direct the Secretary of the Army to revise supply and maintenance regulations to require that for every new part that is requisitioned from shop stock, an old part be turned in and the disposition of the old part be recorded on the work order.

    Agency Affected: Department of Defense

  8. Status: Closed - Implemented

    Comments: The Adjutant General, New York National Guard, has acted to ensure that inventories are conducted annually.

    Recommendation: The Adjutant General, New York Army National Guard, should require that periodic warehouse inventories be conducted and documented and adjustments be reported to higher levels of authority for review.

    Agency Affected: Department of Defense: Department of the Army: National Guard Bureau, NY

  9. Status: Closed - Implemented

    Comments: The Adjutant General, New York National Guard, has directed that units comply with Army regulations. Inventory adjustments and inventory variances are now reviewed in depth to determine causative factors, forwarded to the appropriate management review level for resolution, and filed for a period of 2 years.

    Recommendation: The Adjutant General, New York Army National Guard, should require that reasons for inventory discrepancies be identified and reported as required by Army regulations so that problems can be corrected expeditiously.

    Agency Affected: Department of Defense: Department of the Army: National Guard Bureau, NY

  10. Status: Closed - Implemented

    Comments: DOD concurred with the recommendation and stated that its New York State National Guard has taken action to ensure standard operating procedures in the combined support maintenance shops and the unit training equipment sites have been revised and updated to include separation of duties in the small arms repair process.

    Recommendation: Since GAO work at the New York Army National Guard showed that Army regulations were inadequate to control and secure small arms parts, the Secretary of Defense should direct the Secretary of the Army to revise supply and maintenance regulations to require that key duties and responsibilities be assigned to separate individuals in the small arms repair and supply processes.

    Agency Affected: Department of Defense

  11. Status: Closed - Implemented

    Comments: The Adjutant General, New York National Guard, directed that the duties of the Newburgh warehouse workers be separated. A local standard operating procedure has been published which states that no one individual has access to both the accountable records and warehouse stocks in the same direct support unit.

    Recommendation: The Adjutant General, New York Army National Guard, should require that the duties of the Newburgh warehouse workers be separated to prevent their access to both the inventory records and the warehouse stock.

    Agency Affected: Department of Defense: Department of the Army: National Guard Bureau, NY

 

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