DEPARTMENT OF THE ARMY

UNITED STATES ARMY PUBLIC HEALTH COMMAND

ARMY INSTITUTE PUBLIC HEALTH VETERINARY SERVICES

OPERATIONAL RATIONS INSPECTION PROCEDURE (OPRATS IP20)

1 March 2013

Unitized Group Rations – UGR H&S/UGR-B/UGR-E Inspection Database (Lotus Notes)

1.0 PURPOSE: To provide instructions on entering Unitized Group Rations - Heat & Serve 

(UGR-H&S)/UGR-B/UGR-E surveillance inspection data in the USAPHC Lotus Notes UGRH&S/UGR-B/UGR-E Inspection Database.

2.0 SCOPE: This document applies to all Army Veterinary Inspectors (AVI) assigned to post, 

camp, or station with responsibility for entering UGR-H&S/UGR-B/UGR-E surveillance 

inspection reports in the USAPHC Lotus Notes UGR-H&S/UGR-B/UGR-E Inspection 

database.

3.0 DEFINITIONS:

3.1 DLA Troop Support Handbook 4155.2, Paragraph V. Definitions.

3.2 DLA Troop Support Handbook 4155.2, Appendix B, Paragraph H, Definitions.

3.3 DLA Troop Support Handbook 4155.2, Appendix J, Paragraph H, Definitions.

3.4 DLA Troop Support Handbook 4155.2, Appendix K, Paragraph H, Definitions.

4.0 REFERENCES:

4.1 DLA Troop Support Handbook 4155.2

4.2 DLA Troop Support Handbook 4155.2, Appendix B

4.3 DLA Troop Support Handbook 4155.2, Appendix J

4.4 DLA Troop Support Handbook 4155.2, Appendix K

4.5 MEDCOM Regulation 40-28

4.6 MEDCOM Pamphlet 40-13

5.0 PROCEDURES:

NOTE: You must first select what type of UGR inspection you are performing by selecting 

“Create UGR H&S”, “Create UGR B”, or “Create UGR E” from the list of tabs found at the top 

of the page (Figure 1).
OPERATIONAL RATIONS INSPECTION PROCEDURE (OPRATS IP20)

1 March 2013

Figure 1. Selecting Correct UGR Inspection Type. 

5.1 Part I. Inspection Activity Information (Figure 4). 

5.1.1 The Public Health Command District (PHCD will ensure that newly assigned 

AVI’s information is updated by:

5.1.1.1 The UGR-H&S/UGR-B/UGR-E inspection database shares the 

same personnel information with the MRE Inspection database. If the supervisor already requested 

to update PHCD/branch AVI information through the MRE Inspection database, there is no need 

to request an update for the UGR-H&S/UGR-B/UGR-E Inspection database.

5.1.1.2 If an update is still required, point the mouse to the “Memo to 

Database Manager” hot link (Figure 2). This is an email hotlink to the UGR-H&S/UGR-B/UGRE 

Database Manager. Annotate the following required information:

Subject: Add Inspector/Supervisor (new Subject line)

a. Name

b. Section

c. Branch

d. District

e. Region

f. Supervisor/s

5.1.1.3 The UGR-H&S/UGR-B/UGR-E Database Manager Hotline (Figure 

3) is an email to the database manager. Change the subject line as instructed in paragraph 5.1.1.2 

and disregard the note that appears in the email workspace.

Figure 2. Memo to Database Manager Hot Link.

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Figure 3. LN Email Work Page.

5.1.2 Part I (Figure 4). The AVI will complete Part I by pointing the mouse 

anywhere in Part I and left clicking the mouse. The database will automatically fill Part I, 

Inspection Activity Information using the information provided under paragraph 5.1.1.

5.1.2.1 You may manually change the date if needed and may also change 

the inspector name. However, after any manual changes be sure to left click anywhere back in Part 

I for the changes to take.

Figure 4. Inspection Activity Information.

NOTE: The database cannot auto-fill Part I if the AVI’s information was not provided to and 

updated by the MRE Database Manager.

5.2 Part II. Inspected Unit Information (Figure 5).

Figure 5. Inspected Unit Information.

5.2.1 The AVI will select the installation from a pick list. Left click on the down 

arrowhead to draw the pick list (Figure 6).

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OPERATIONAL RATIONS INSPECTION PROCEDURE (OPRATS IP20)

1 March 2013

5.2.2 Highlight the installation from the pick list, then select “OK”(Figure 6).

Figure 6. Installation Pick List.

5.2.3 Manually type in Unit Name and Storage Location of Rations. 

5.2.4 Do not use uncommon abbreviations especially for unit names. 5.3 

Part III. Ration Assembler Information (Figure 7). 

5.3.1 The AVI will select the assembler information from the pick list by 

pointing and left clicking the mouse at the down arrow (Figure 8).

Figure 7. Ration Assembler Information.

Figure 8. Assembler Pick List.

5.3.2 Highlight the assembler from the pick list, then select “OK” (Figure 8).

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OPERATIONAL RATIONS INSPECTION PROCEDURE (OPRATS IP20)

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5.4 Part IV. Inspection Information (Figure 9).

Figure 9. Inspection Information. 

5.4.1 Class of Inspection.

5.4.1.1 The AVI will select Class 5 if the UGR-H&S/UGR-B-UGR-Es 

that will be inspected are coming from the following:

5.4.1.1.1 Shipment from a DLA depot or war reserve (San Diego 

DLA Depot, Norfolk DLA Depot, Albany Depot, Mechanicsburg Depot, Tracy Depot, etc.)

5.4.1.2 The AVI will select Class 9 for cyclic in-storage inspection, prior 

to issue or sale, or whenever there is a change in accountable officers.

5.4.1.3 The AVI will select “Other” only when performing examination 

for transportation damage/obvious defects as outlined in USAPHC OPRATS IP19, IP22, and 

IP24. This is also covered in the DLA Troop Support Handbook 4155.2, Appendices B, J, and K. 

Annotate in the Additional Inspection Comments (See Figure 10) the following statement: 

“Inspected for transportation damage/obvious defects – shipment delivered directly from 

assembler.”

5.4.2 The AVI will select the Type of Inspection lot as defined in DLA 

Troop Support Handbook 4155.2 Appendix B, Appendix J, or Appendix K.

5.4.3 Select type of inspection, use applicable appendices if you have questions on 

type of inspection..

5.4.4 Ration Received From.

5.4.4.1 Do not use abbreviations.

5.4.4.2 Do not annotate the assembler unless the UGR-H&S were

received directly from the assembler. Annotate the actual location the UGR-H&S were received 

from.

NOTE: The yellow highlighted “Ration Received From” indicates a warning. Point the mouse at 

the yellow highlight, left click, and hold. A warning message will appear that is covered by 

paragraph 5.4.4.2 above.

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5.5 Part V. Inspection Results (Figure 10).

5.5.1 The AVI will base the entries on Part V on the inspection results.

Figure 10. Inspection Results. 

5.5.2 Condition Code.

5.5.2.1 The AVI will select the Condition Codes of the lot/s on the 

inspection results and DLA Troop Support Handbook 4155.2Appendix B, Appendix J, or 

Appendix K.

NOTE: The yellow highlighted area provides a definition of Condition Codes A through L. Point 

the mouse the highlighted condition code area left click and hold. A definition window will appear 

(Figure 11).

Figure 11. Condition Code Definition.

5.5.2.3 UGR-H&S/UGR-B/UGR-E condition coded other than A will 

automatically generate an additional information section in the Condition Code block that 

requires the inspector to provide recommendations to the accountable officer. The 

recommendation can include, but is not limited to, the special instructions in the issue and use 

of the UGR-H&S/UGR-B/UGR-E in condition code other than A.

5.5.3 Special Inspection Required. Select “Y” or “’N.”

5.5.4 Storage Condition. Select whether the UGRs were stored under 

refrigeration or non-refrigeration.

5.5.5 Next Inspection Due.

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OPERATIONAL RATIONS INSPECTION PROCEDURE (OPRATS IP20)

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5.5.5.1 The date fills in automatically once Condition Code is selected. 

You may, however, manually change the date. A longer period between inspections based on 

Condition Code assigned should not be manually entered into this block. A shorter period is 

acceptable.

5.5.5.2 To change the next inspection date point and left click at the date 

entry area. A Next Inspection Due window will appear (Figure 12).

Figure 12. Next Inspection Due

5.5.5.3 Select the date, point and left click on “OK.”

5.5.6 Storage Temperature. Select from the three selections the closest 

temperature the UGRs were held at.

5.5.7 Additional Inspection Comments.

5.5.7.1 Annotate additional inspection comments pertinent to the 

inspection on this section.

5.5.7.2 Annotate the narrative recommendation on the lot/s inspected in

this section.

5.6 Lot Information. 

5.6.1 Menu number. Enter the menu number of the module.

5.6.2 Date of Pack (DOP). Enter the numerical date marked on the box. Do not 

use Julian dates on this section. The DOP is also the lot number.

5.6.3 Quantity (modules). On a lot-by-menu number basis.

5.6.4 Comments. Use the comment section for additional lots and narrative 

pertinent to the lots inspected.

5.7 Sampling Results (Figure 13).

5.7.1 Shipping Container Lot Size. Enter the Lot Information Quantity

(modules).

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5.7.2 Annotate the rest of the sampling criteria as obtained from DLA 

Troop Support Handbook 4155.2 Appendix B, Appendix J, or Appendix K.

Figure 13. Sampling Results.

5.7.3 Manually edit the Total Defects and Defects by Component Classification to 

reflect the inspection results.

5.8 Nonconformance Summary (Figure 14).

Figure 14. Nonconformance Summary

5.8.1 To enter nonconformance summary click on “Edit Table” (Figure 15).

Figure 15. Nonconformance Summary Edit Table.

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OPERATIONAL RATIONS INSPECTION PROCEDURE (OPRATS IP20)

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5.8.2 Down arrows are pick lists hot links. Select from the pick list the 

component abbreviation, defect description, and component processor.

5.8.3 Component Code. Enter the embossed or inked processing code on the 

packet or pouch.

5.8.4 Menu Number. Enter the menu number of the meal the defect was found.

5.8.5 Defect Number. Enter the defect number assigned from DLA TROOP 

SUPPORT HANDBOOK 4155.2Appendix B, Appendix J, or Appendix K.

5.8.6 Assembly Lot Number. Enter the lot number marked on the shipping

container.

NOTE: If a component is not listed in this nonconformance summary table, list all pertinent 

information for the component in the Inspector Comment Section (Figure 16).

5.9 Comments and Submission.

5.9.1 Inspector Comments to Supervisor. Enter additional narrative on the 

inspection for the reviewing/approving supervisor on this section (Figure 16).

Figure 16. Inspector Comments to Supervisor.

5.9.1 Submit the report for review. Go back to the top of the report and click on 

“Submit for Review” (Figure 17).

Figure 17. Submit for Review, Accept, 

and Reject Tabs

NOTE: Do not “Submit for Review” a report until all blocks on the report have been completed. If 

awaiting further information to complete the report, leave the report in the draft stage.

6.0 RECORDS, REPORTS, AND FORMS: 

6.1 Supervisor Review and Approval.

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OPERATIONAL RATIONS INSPECTION PROCEDURE (OPRATS IP20)

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6.1.1 The supervisor will review reports within 48 hours of submission and have 

the reports approved within 96 hours.

6.1.2 Click the “Accept” tab for approved reports (Figure 17).

6.1.3 Click on the “Reject” tab for rejected reports (Figure 17). The supervisor 

will place a comment on the “Supervisor Comments to Inspector” section on the reason the 

report was rejected (Figure 18). This informs the inspector of the corrections needed on the 

report.

Figure 18. Supervisor Comments.

6.1.4 Rejected reports should be corrected/edited by inspector and re-submitted for 

review within 48 hours of initial rejection. Supervisors should follow procedures in paragraph 

6.1.1 above.

6.2 Post all inspection reports in the Lotus Notes UGR-H&S/UGR-B/UGR-E Inspection 

database with exception of reports identified in paragraph 6.3 below.

6.3 Do not post UGR-H&S/UGR-B/UGR-E turn-in inspection reports in the database.

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