Unit Level Item Unique Item Identification (IUID) Marking/Validation Standard Operating Procedure (SOP) (OCT 18)

Transcription

1 Unit Level Item Unique Item Identification (IUID) Marking/Validation Standard Operating Procedure (SOP) (OCT 18) Proponent: Army Materiel Command (AMC) G-3 IUID

2 TABLE OF CONTENTS Paragraph Page References 2 1. Introduction 3 2. Requesting Equipment Detail List (EDL) 3 3. Data Cleansing (Property Accountability) 3 4. Prepare EDL for Ordering Labels MARKING PHASE Ordering IUID Compliant Labels 4 6. Applying IUID Labels Validate IUID Registration 8 7. Verify IUID Registration Validation/Sustainment Unit Level IUID Marking Check Sheet Validation/Sustainment Phase 13/14 1

3 References A. THE HEADQUARTERS OF THE DEPARTMENT OF THE ARMY, ITEM UNIQUE IDENTIFICATION (IUID) LEGACY EQUIPMENT MARKING GUIDANCE, ALARACT 160/2012, 13 JUNE B. THE DOD GUIDE FOR UNIQUELY IDENTIFYING ITEMS, VERSION 2.5, 15 SEP C. THE DOD DIRECTIVE , THE DEFENSE ACQUISITION SYSTEM, 20 NOV D. THE DOD STANDARD PRACTICE, IDENTIFICATION OF MARKING OF U.S. MILITARY PROPERTY, MIL-STD 130N w/change 1, 17 Dec E. TIPS ON ENCODING THE UNIQUE ITEM IDENTIFIER (UII) MARK AND BUILDING THE CONCATENATED UII, 16 MAY THE%20UII.PDF 2

4 1. Introduction This document provides instructions for ordering IUID compliant labels and marking Army Legacy Equipment using a seek and apply methodology. For items that do not currently have and/or has an IUID compliant mark, instructions are given for ordering and applying IUID compliant labels. 2. Request EDL at BDE/BN separate level The unit IUID POC/Property Book Officer (PBO) request EDL by contacting AMC POC at usarmy.redstone.usamc.mbx.iuid@mail.mil to get your current EDL. GCSS-A using the force element FE & the installation (INS) code 3. Data Cleansing (Property Accountability) The IUID label works hand in hand with the GCSS-A & Army War Reserve Deployment System (AWRDS) Army property records. In order for GCSS-A to utilize IUID for transfers, receipts, and inventories, the data within GCSS-A along with the data associated with the IUID label MUST match. See AMC Data Cleansing Guide for ensuring the EDL is accurate and can be used to order IUID labels. 4. Prepare EDL for Ordering Labels MARKING PHASE Do not perform the next steps until the updated EDL, reflecting equipment as Marked, Lease, systems of components and Not Available has been ed to AMC. a. Filter out Items with a UII indicator set in GCSS-A (UII Column N) and items identified as Marked, Leased, systems of components and Not Available (Notes column O); if providing a scan of existing IUID mark, add to the Note column O. AMC will take action to add systems of components to the exception to policy list and resolve issues for items marked and not reflected in GCSS-A. (1) Letterkenny will print the labels in the order they appear on the spreadsheet. To be able to provide labels to Company/detachment elements and to make equipment marking simpler, it is necessary to sort the spreadsheet by UIC, LIN and Serial Number (Figure 3-1): (a) In the upper left hand corner of spreadsheet, click on box to select all (1). (b) In the Data menu (2), select Sort, then in the Sort By drop down box select UIC, then click Add Level (3) and in the new Sort By drop down box select LIN, then click Add Level and in the new Sort By drop down box select SERIAL_NUM and click OK (see Figure 3-1). 3

5 Figure 3-1: Sorting Spreadsheet Data (2) Save the file by name and location to locate for use when completing the Letterkenny AMC Unit Self Marking Spreadsheet (IUID label order form). 5. Ordering IUID Compliant Labels a. Order labels from Letterkenny Army Depot s UIDworks. To order labels: (1) Prior to ordering labels, verify that data cleansing process has been completed IAW AMC Data Cleansing Guide and updated EDL was ed to AMC. 1). (2) In a web browser, go to (see Figure 4-4

6 Figure 4-1: UIDworks Website (3) Download the AMC UNIT SELF MARKING SPREADSHEET and the UIDworks Supplemental Order Form. Click the download link beside AMC UNIT SELF MARKING SPREADSHEET, then click Save button to save the file in a folder on your computer. Click on PureEdge here to open the UID Works Supplemental Order Form and select SAVE AS to save in the same location as the AMC UNIT SELF MARKING SPREADSHEET. The AMC UNIT SELF MARKING SPREADSHEET has two tabs (worksheets) in the file: the Import sheet and the Field Reference sheet. The Field Reference sheet describes what should be entered in each column on the Import sheet. Most of the data will be copied and pasted from the LOGSA EDL that was provided and updated during Data Cleansing. There are two rows of sample data already included in the Import sheet. The sample data is included or reference only, and will be deleted from the sheet before submitting to UIDworks. Before copying and pasting any information, format both spreadsheets (EDL and Order Form) as Text. If not formatted in Text, leading zeroes will be removed and NSNs will be converted to a formula. 5

7 (4) Open the EDL saved after completing steps in paragraph 4. Copy and paste columns from the EDL, columns D through J, into the corresponding columns on the order spreadsheet, columns D through J that was downloaded from the Letterkenny UIDworks website. (5) To fill in Column A of the Letterkenny AMC Unit Self Marking Spreadsheet, select the size of label for each item. See Figure 4-3 for examples of the AMC STANDARD 1/2" and AMC STANDARD 1/4" design templates. Labels should be 1/2 (i.e. AMC STANDARD 1/2") for most items, unless the item is too small for a 1/2" label to be applied without bending/distorting the label. The only item currently known to be too small for the 1/2 label is a 9MM weapon. In column A, enter AMC STANDARD 1/2" for all items except 9MM weapons. For 9MM weapons, enter AMC STANDARD 1/4" in column A. If an item (other than Pistol and Instruments) is encountered that appears too small for a 1/2 label, contact AMC POC at usarmy.redstone.usamc.mbx.iuid@mail.mil to report the item. (6) For Columns B, C, and K of the Letterkenny AMC Unit Self Marking Spreadsheet, copy the information from the first row of the example, down through all other rows that have data. Every row that has data should have 0NDM7 in column B (EnterpriseID). Every row that has data should have LETTERKENNY in column C (EnterpriseName). Every row that has data should have AMC LEGACY ITEM MARKING in column K (Type Program). An example of a completed spreadsheet is shown in Figure 4-2. (7) Once all data has been entered, check to be sure that the sample rows that were in the spreadsheet template are no longer in the spreadsheet. The items shown in Figure 4-2 are sample data and should NOT remain in the completed spreadsheet. If these items are in the spreadsheet, delete them now. (8) Save the Letterkenny AMC Unit Self Marking Spreadsheet as a file in a folder where it can be retrieved later. Most of the data required by UIDworks can be copied and pasted from the LOGSA-provided EDL. All data on the EDL must first be verified for accuracy as part of the data cleansing process and any corrections to GCSS-A records must be reflected. DO NOT SUBMIT UNVERIFIED DATA TO UIDworks! 6

8 Figure 4-2: Example of Entering Required Data for Label Order Design Template EnterpriseID EnterpriseName Serial Number PartNumber NSN Nomenclature USA Number DoD Entity Status UIC Type Program Enter: AMC Standard 1/2 or AMC Standard 1/4 (1/4 is for items too small for 1/2 example: 9MM) Enter: 0NDM7 Enter: Letterkenny Enter: Serial Number from UII Mark spreadsheet/edl (Data verified during data cleansing) Enter: Part Number from UII Mark spreadsheet/edl (Data verified during data cleansing) Enter: NSN Number from UII Mark spreadsheet/edl (Data verified during data cleansing) Enter: Nomenclature from UII Mark spreadsheet/edl Enter: Registration Number from UII Mark spreadsheet/edl (Data verified during data cleansing) Enter: ACTIVE, GUARD, or RESERVE Enter Unit Identification Code from EDL Enter: AMC LEGACY ITEM MARKING Figure 4-3: AMC Label Design Templates The label will have Human Readable information to identify the unit (UIC) and the asset to apply to. The round (or rounded square for 1/4 ) will be removed and applied to the item IAW Paragraph 5.b.(5) below. 7

9 (9) Complete the Supplemental Order Form. The only required information is the shipping information portion of the form. All other fields can be left blank. For National Guard or Reserve units, enter the shipping address of the state representative who has been identified to oversee the marking operations. For Active units, enter the shipping address of the Brigade/Battalion Separate PBO or designated representative. In all cases, choose USPS as the shipping method. (10) Save the Supplemental Order Form by clicking the Save As button on the website. Save the form as a record in a folder where it can be retrieved later. (11) the saved Letterkenny AMC Unit Self Marking Spreadsheet and Supplemental Order Form to usarmy.redstone.usamc.mbx.iuid@mail.mil. The subject line shall read AMC plus the unit designation. For example: AMC 1 st BCT 1AD. (12) When labels are received proceed to Paragraph 6, Applying IUID Labels. Label order job number is located inside the shipping box on the shipping document. 6. Applying IUID Labels If the equipment already has a 2D matrix (IUID mark) on it, DO NOT apply a new label. a. IUID labels shall be applied in accordance with current seek & apply instructions, if available, for the item being marked. To determine if seek & apply instructions exist for the item being marked: (1) Using a web browser, go to: (2) Search for seek & apply instructions using the item s NSN or Part Number. (3) If instructions exist for this item, the search will return a link to view/download the instructions. Follow the instructions to apply the IUID label. b. If no seek & apply instructions exist for the item, apply the label as follows: It is optimal to apply Tesa Secure 6973 at an ambient temperature greater than 50 degrees F. The label material manufacturer recommends a dwell time eight (8) hours following application to allow for curing. Cooler temperatures will affect curing time. (1) Inspect the surface of the material to which the label will be applied. Avoid corroded surfaces. 8

10 (2) Prepare all surfaces that may be contaminated prior to applying labels. Isopropyl alcohol must be used to clean the application zone. Alcohol concentrations of 90% or higher are preferred over lower concentrations; 70% is acceptable. CAUTION: Exposure to, ingestion, and breathing large amounts of isopropyl alcohol (>70%) may be hazardous. Reference Material Safety Data Sheet (MSDS), isopropyl alcohol (80% - 99%) for potential health effects, first aid measures, spill measures, handling and storage, and exposure controls/personal protection at: %20USED).htm (3) Wipe the area with a clean, lint free alcohol-moistened cloth or pad to remove any residue and allow the surface to completely dry before applying the label. Oily surfaces may require multiple cleanings. Isopropyl pads can be requisitioned (NSN ). The label material contains a fragmenting, tamper-proof feature that does not allow the label to be removed in one piece once applied. Use caution when affixing the label as it will be destroyed upon any attempt to reposition once adhered to the component. (4) Select the correct label for the item being marked. Labels provided by Letterkenny Army Depot will have Nomenclature, UIC, Part Number and Serial Number printed on the label (see Figure 54). Verify that the information on the label selected matches the corresponding item to be marked. (5) Once the correct label has been selected, peel the UII from backing by bending and lifting at the edge using tweezers or similar tool. Do not touch the adhesive backing, as oils from skin may prevent the label from adhering properly to the surface. See Figure 5-1. Figure 5-1: Removing label from paper backing 9

11 (6) Affix label to the part in the location specified by the following order of preference: a. In accordance with Seek and Apply documentation, if documentation exists. Otherwise b. If there is sufficient space on the data plate to apply the label without covering any existing Human Readable information, place the label on the data plate (see Figure 5-2, Position A). Otherwise c. Place the label adjacent to data plate at upper right corner (see Figure 5-2, Position B). If space is not sufficient to apply the label there d. Place the label adjacent to data plate at lower right corner (see Figure 5-2, Position C). If space is not sufficient to apply the label there e. Place the label adjacent to data plate at upper left corner (see Figure 5-2, Position D). If space is not sufficient to apply the label there E). f. Place the label adjacent to data plate at lower left corner (Figure 5-2, Position g. The ultimate goal is to place the UII label either on or adjacent to existing data plate without covering any human readable information. Figure 5-2: Label Placement 10

12 (7) Apply pressure by rubbing the entire label surface to thoroughly activate the adhesive and remove air bubbles. The labels can withstand a significant amount of pressure; press as hard as necessary to ensure good adhesion. (8) Label Dwell Time: Label manufacturer recommends label adhesive curing time of 8 hours at an optimal temperature of 50 degrees. During this time, label must not be exposed to liquids. (9) If the label was applied to an item for which seek & apply documentation does not exist, if possible, take a digital photograph showing the location of the label and data plate. Change the image file name to the Part Number of the item, and send the image file to AMC IUID lead at usarmy.redstone.usamc.mbx.iuid@mail.mil. (10) If a label could not be applied due to serial number/nsn on label not matching data plate information or the item was found to have an existing IUID mark, destroy the label and annotate on the Letterkenny AMC Unit Self Marking Spreadsheet that the label was destroyed (column A). Return to paragraph 2, Data Cleansing (Property Accountability), to correct information (if equipment data was incorrect), then order and apply the new label. Any correspondence with AMC about an existing label order MUST refer to Label order Job Number that was provided in your label shipment. The UIC on the human readable has nothing to do with the UII number, if the item was transferred to another unit you must send the label to the gaining unit. (11) After all marking is complete; the updated Letterkenny Order Form to AMC at usarmy.redstone.usamc.mbx.iuid@mail.mil. The updated Letterkenny Order Form MUST indicate which labels were destroyed. AMC will coordinate with Letterkenny to have UII data removed from file to be sent to AMCOM (MCDS). ALL labels MUST be either applied or destroyed and the Letterkenny Order Form must reflect those labels that were destroyed. 7. Verify IUID Registration After allowing approximately five business days, units can verify successful IUID registration of marked items by GCSS-A UII indicator or by accessing Logistics Information Warehouse (LIW) and going to Army IUID Warehouse (AIW) then run a Total Army GCSS-A Report (instruction embedded) and/or by the IUID team mail box and request a current EDL. See Para 2 Requesting an EDL. We will not run a new EDLs if your unit has open unregistered label orders. You must register all labels first. The new EDL will not reflect any labels that are on order. 11

13 8. Validation/sustainment phase (See Validation/Sustainment SOP) Once as much unit equipment has been marked that can be marked (depending on units deployed), units will transition to the Validation/Sustainment phase. This will be determined by AMC by running a new EDL verifying all required equipment has been marked. In the Validation/Sustainment phase, equipment required to be marked but not previously marked will be marked, GCSS-A/hand-held tetherable scanner and ruggedized tablet will be put into operation, existing IUID marks will be read and replaced if determined to be unreadable. At the end of the Validation phase, it is anticipated units will have all equipment requiring IUID marked with machine readable UIIs, all equipment not requiring IUID marked with GCSS-A scanners and tablet bar codes. 12

14 Unit Level IUID Marking Check Sheet Prepare EDL for Ordering Labels Filter out UII entries in UII column N. (para 3. a) Filter out Marked, Leased, Systems of Components, and Not Available entries in Note column O. (para 3. a) Sort EDL (once previous two steps have been completed) by UIC, then by, LIN, then by Serial Number (para 3. a. (1). (b)) Perform Ordering IUID Compliant Labels Go to and download AMC UNIT SELF MARKING SPREADSHEET and the UIDworks Supplemental Order Form. Copy and paste sorted EDL into corresponding columns (D-J) in the AMC Unit Self Marking Spreadsheet (ensure both spreadsheet are in Text format) Complete columns A, B, C and K of the AMC Unit Self Marking Spreadsheet (para 4. a. (6) and 4. a. (7)). Complete the UIDworks Supplemental Order Form (para 4. a. (9)) completed AMC Unit Self Marking Spreadsheet and UIDworks Supplemental Order Form to Letterkenny UID Works at: usarmy.redstone.usamc.mbx.iuid@mail.mil; subject line will read AMC plus the unit designation. For example: AMC 1 st BCT 1AD. 13

15 Applying IUID Labels Obtain materials required for IUID label application: tweezers (utensil to prevent skin oils contaminating label adhesive) and isopropyl alcohol (70% or higher). Ensure location to apply IUID label has been cleaned and dry and that the 50 degree ambient temperature consideration is being observed. Verify/Validate human readable information (SN, NSN, and Nomenclature) on the Letterkenny ordered label matches the equipment data plate information for the corresponding piece of equipment. Apply IUID label on prepared surface either on existing data plate or adjacent to existing data plate in an order of preference from upper right, lower right, upper left, and lower left order; label applied to existing data plates will not cover any human readable information. (para 5 b. (6)) If possible, take a picture of the placement of IUID label for equipment in which Seek and Apply documentation does not exist. Rename picture file to part number and to usarmy.redstone.usamc.mbx.iuid@mail.mil.. updated AMC Unit Self Marking Spreadsheet (order spreadsheet), reflecting any labels destroyed in column A, to usarmy.redstone.usamc.mbx.iuid@mail.mil. 14