DEFENSE LOGISTICS AGENCY THE NATION S COMBAT LOGISTICS SUPPORT AGENCY

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1 DEFENSE LOGISTICS AGENCY THE NATION S COMBAT LOGISTICS SUPPORT AGENCY Joint Meeting Supply Process Review Committee (PRC) Supply Discrepancy Report (SDR) PRC Joint Physical Inventory Working Group (JPIWG) Proposed DLMS Changes (In Process & Under Development) Enterprise Business Standards Office November 15-16, 2017

2 Agenda Proposed DLMS Changes (PDC) Proposed DLMS Changes Under Development Recent Approved DLMS Changes (ADC) Backup Slides (available for review outside meeting) 2

3 PDCs 3

4 PDC 1241 (May 10, 2017) Procedures for Processing SDRs for Total Nonreceipt of DLA Consolidation and Containerization Point (CCP) Shipments: Clarifies the procedures and responsibilities of all parties in the resolution of nonreceipt SDRs for shipments through DLA CCPs. Significant Changes/Impacts: Submitters will be able to direct SDRs to ICP or CCP first. Forwarding procedures will enable coordination of the SDR for full response. Procedures will leverage the ADC 1217 backward flow to allow the item manager to return an SDR to the CCP for research once the proof of delivery is provided by the vendor. Procedures are applicable to all Components; however, the includes unique requirements for General Services Administration (GSA)-directed shipments. GSA will not provide credit if vendor proof of delivery to CCP is available. Status: ADC being updated to identify necessary changes to DSS and EBS to allow forwarding of DVD-related SDRs. 4

5 PDC 1249 (July 13, 2017) Revised Procedures for Assignment of Materiel Returns Document Number: This change revises rules for document number assignment for directed returns coming into DLA Distribution. This process will allow for an auditable record and ensure all actions are harmonized. Significant Changes/Impacts: Updates/corrects SDR guidance to address DLA Distribution ship-in-place scenario as an exception (because DSS cannot reuse original document number for new PMR) and otherwise retains guidance to direct return on original document number with new transportation control number (TCN). If the SDR doesn t provide a new document number and the customer s system cannot reuse the original document number for the return shipment, the SDR submitter will need to inform the action activity using a Reconsideration Request. The action activity must then assign a new document number for the directed return, cancel the existing PMR, and generate a new PMR for the new document number. Status: DLA J3 Director coordinating new procedures for DLA Distribution receipt process. ADC on hold pending outcome of SDR PRC. 5

6 PDC 1250 (October 30 th, 2017) Standardized SDR Duplicate Criteria: Requires adoption of standard duplicate SDR rejection logic among all DoD SDR Systems to prevent Component system rejections of valid SDRs and eliminate inconsistent business rules. Significant Changes/Impacts: Current rules define a duplicate "as a new submission matching an existing SDR on document number/suffix, discrepancy code, and TCN (if provided)." However, Components were authorized use of more stringent criteria when consensus could not be reached for standardized procedures. PDC will enforce DoD-wide rules allowing multiple SDRs on the same document number to support partial shipment receipts by TCN, concealed discrepancies discovered after initial SDR is reported/resolved. Status: PDC being staffed. 6

7 PDC 1268 (June 27th, 2017) SDR Enhancements for PIID-Related Functionality (Including Base Contract Number) and Contract Number & Secondary Document Number in PMR/Receipt/SDR for Commercial Returns: Updates WebSDR processing of contract information on SDRs to improve data retrieval from EDA. The changes also provide capability to query by base contract number and provide visibility of the base contract number in SDR management reports. Significant Changes/Impacts: PMRs, Receipts, and SDRs associated with commercial returns must be shipped on a controlling contract number and may have a secondary document number Applicable to repairs (MILSTRAP D4M) and returns from assembly, disassembly, reclamation, conversion, or modification (MILSTRAP D4L) Status: ADC being finalized - awaiting Army and Navy concurrence/ comments 7

8 PDC 1273 (September 5, 2017) SDR Disposition Instructions Authorizing Receipt Reversal for Receipts and Associated SDRs Submitted to the Wrong Owner and Use of Reason for Reversal Code on Receipt Transaction: Significant Changes/Impacts: Updates DLA Distribution and Component procedures to authorize use of the SDR process to request a receipt reversal in response to a receipt and associated SDR submitted to the wrong owner. This process only applies to SDRs identifying that no matching prepositioned materiel receipt (PMR) was available for the shipment and, as a result, the receiving activity inadvertently receipted the materiel to the wrong owner account in the DLA Distribution Standard System (DSS). The SDR recipient (wrong owner) will reject the SDR using the following two reply codes. A new reply code will be established to clearly direct the desired distribution center action and facilitate tracking/metrics: Status: ADC being finalized. 8

9 PDC 1279 (November 2, 2017) Material Processing Center (MPC) Transshipment Status: Significant Changes/Impacts: Leverages existing MPC status notification process for arrival of materiel at the MPC and delivery of materiel to the ship Status Codes NL (received) and NW (delivered) Applicable to Navy, Marine Corps, and Coast Guard Distribution Standard System transmits DLMS 870S Supply Status (legacy MILSTRIP AE8) New requirement establishes procedures for the MPC to prepare status notification upon MPC transshipment of materiel to another MPC location Used for tracking materiel and for performance metrics Status: Awaiting Component responses and DLA Distribution estimated implementation date 9

10 PDC 1284 (October 20, 2017) Issue Release/Receipt Document (IRRD) PDF417 Two-Dimensional (2D) Bar Code Part Number Field Length: Significant Changes/Impacts: First of multiple changes required to update the IRRD to better correlate data content to the DLMS This change expands the field length in the 2D bar code for the discrete part number entry to allow a 32-character part number (comparable to FLIS catalog data) Includes additional updates to clarify published guidance for the 2D bar code Status: Awaiting Component responses 10

11 PDCs Under Development 11

12 Draft PDC 1223 Transitioning SDR Transactions to DoDAACs: Updates SDR transaction formats to eliminate use of Routing Identifier Codes (RICs) and use only DoDAACs for all activity identification: action activity, submitter, owner/manager, shipper Significant Changes/Impacts: Awaiting feedback from Army LMP to confirm current functionality and activity identification requirement DSS verified they can accept any type of SDR addressed to a DoDAAC DSS to ensure RIC/DoDAAC list is updated to allow AF ES-S SDRs addressed to a DoDAAC to flow to DSS (currently rejected by WebSDR) EBS will require minimal programming and mapping changes Goal is to achieve full transition of SDR process prior to mandatory date for DLMS compliance by 2019 Status: PDC under development 12

13 DRAFT PDC 1267 Revise DLMS 830D to Accommodate Gross Demand Plan (GDP) for Implementation by all DOD Components and GSA: Authorizes the use of DLMS 830D Demand Data Exchange (DDE) as the primary exchange method for reporting GDP between DOD Components and General Services Administration (GSA). Significant Changes/Impacts: DLMS non-compliant systems will still be able to use the legacy DIC C until DLMS 830D transaction is implemented Revises the procedures to establish that the DLMS 830D DDE projected supply plans have 60 month plan periods, using a 0 (zero) for those months with no plan data, and allow two (2) decimal positions in all quantity fields to include zeros at the end. 830D transaction requires DAAS to populate the appropriate RIC, using FLIS data, and route it to the proper source of supply. Status: PDC under development in coordination with DLA. 13

14 DRAFT PDC 1276 Realignment of Army Total Package Fielding (TPF) Inventory at DLA Distribution Locations and Associated SDR Routing: Clarifies how to identify Army Life Cycle Management Command/Program Manager (LCMC/PM) stock and LCMC/Army Working Capital (AWCF) stock stored in DLA Distribution Centers. Significant Changes/Impacts: Procedures allow the DLA Distribution Standard System (DSS) to report inventory-related actions and discrepancies to the Army Logistics Management Program (LMP) using DLMS logistics transactions Use of the appropriate owner RIC assigned to the LCMC PM or the LCMC AWCF stock at DLA locations provides the ability to separately report this inventory and eliminates current use of pseudo (unregistered) routing identifier codes (RICs) for owner identification and transaction exchange. This change supports the Army/DLA coordinated agreement to synchronize inventory between DLA DSS and Army LMP during FY18. Status: PDC submission being finalized byarmy. 14

15 DRAFT PDC 1283 Revision to Stock Readiness Inspection Timeframes and Inventory Adjustment Supply Condition Code Reclassification Timeframes for Business Days Revises Stock Readiness procedures to change storage activity inspection time standards (specified by Type Inspection Code) from days to business days Updates DLMS/MILSTRAP procedures to change time standards for the storage activity to remediate suspended materiel in SCC L (Litigation), Q (Suspected Quality Deficient), J (In Stock), and K (Returns) when disposition is received via SDR or Storage Quality Control Report (SQCR) response 5 business days for SCC Q and L 30 business days for SCC J and K Status: Under review in EBSO 1

16 DRAFT PDC 1288 Mandatory Supply Status to Requisition Bill-To DoDAAC Requires DAAS to provide mandatory supply status to the bill-to DoDAAC Sent to Bill-To regardless of Media & Status Code DAAS to use legacy AE9 for third party billing Addresses a gap created when an obligation is not recorded against a requisition (e.g. order established outside the requisitioners supply system) or appropriately updated based upon order processing (e.g. price changes) Joint staffing with Supply and Finance PRCs Status: Internal EBSO/DAAS coordination 1 FOR OFFICIAL USE ONLY

17 DRAFT PDC 1290 Transmission of Updated Materiel Release Confirmation (MRC) and Shipment Status Transactions and Revised Mapping for Exception Addressing in the MRC: Expands previously approved process authorizing the shipping activity to send an updated shipment status and MRC Applicable when shipping activity discovers shipment content is misrepresented Originally used for transportation data/prfid, expanded for serial number/uii corrections Adds capability to include detail address lines for an exception ship-to address in the MRC Significant Changes/Impacts: Satisfies a gap resulting from incomplete or inaccurate IUID data resulting from a shipping error Satisfies a gap for Air Force GFP-A initiative whereby the exception clear-text ship-to address is not available to the APSR (optional for other Components) Status: PDC under development (internal coordination) 15

18 DRAFT PDC 1292 Revise DLMS Receipt Processing to Transmit Images to the Defense Automatic Addressing System (DAAS) in Support of DODM , Volume 5, Requirement: Pending update to DODM , Volume 5, Delivery of Materiel, will add a new requirement stating: Send a receipt image transaction to DAAS for all receipts of materiel from the wholesale level, inclusive of depot level reparables, shipped directly from maintenance (organic or commercial), where the receipt was performed internally within a Component AIS without exiting a receipt transaction to the owner through DAAS. Impacts DOD Component systems associated with receipt processing where the receipt is not reported transactionally via DAAS to an external owner (no impact to DLA Distribution Standard System) Logistics Metrics Analysis Reporting System (LMARS) will use receipt image in calculating logistics response time Status: PDC under development; to be held pending formal update to DODM Vol 5 16

19 Backup Slides FOR OFFICIAL USE ONLY 17

20 Recent ADCs 18

21 ADC 1176 (March 29, 2017) Requisitioning under Inter-Service Maintenance Agreement and Revised DLMS 832N Catalog Data Support for Navy Fleet Readiness Centers Significant Changes/Impacts: Modified DAAS to pass (instead of route) requisitions, modifications, and cancellations containing Project Codes 3AB and 3AB and updated the MILSTRIP definitions. Restricts Project Code 3AD to non-consumable items. Revised the requisition format to allow Supply Condition Code identification of reparables induced into maintenance. Revised the Catalog Update transaction to include the following new data elements: Non-Consumable Item Material Support Code Depot Source of Repair Code Item Management Code Status: All Components must implement by December

22 ADC 1181A (February 14, 2017) Implementing the Cause Code for SDRs and Developing a Data Exchange Between WebSDR and Past Performance Information Retrieval System - Statistical Reporting (PPIRS- SR) for Contractor Noncompliance SDRs: Requires all Components to assign cause codes identifying contractor noncompliance. Provides visibility of contractor noncompliance to PPIRS- SR for evaluation of contractor performance. Significant Changes/Impacts: Item manager assigns a cause code identifying contractor noncompliance in final SDR reply, when applicable. This includes informational SDRs. 20

23 ADC 1181A (February 14, 2017) con t WebSDR will determine if the SDR record added, removed, or updated, a contractor noncompliance cause code and will transmit the record to PPIRS-SR (web service or other process to be defined). Contractors may submit challenges to SDR findings of noncompliance via PPIRS-SR. Item managers must be prepared to respond to contractor challenges. DCMA must respond to the action copy of the SDR within 25 days when forwarded via the SDR Reply Code 501. (DSS retains SDR in open status.) DCMA replies with results of their investigation using the 300-series reply code to transfer action back to the item manager. (DSS retains SDR in open status.) Item manager provides final disposition. Status: OSD SCI and DPAP tracking implementation of this ADC due to the departments interests in holding vendors liable. Implementation no later than February 1,

24 ADC 1198 (October 06, 2016) ADC 1198A (September 6, 2017) Management by UII/Serial Number/Capital Equipment/Capital Equipment: Adds new requirement for inclusion of serial number (mandatory) and UII (when available) on SDRs generated for capital equipment/capital equipment candidates for IUID mismatches, shortage/overage, wrong item, and condition misrepresented. Significant Changes/Impacts: Including UII and serial number for condition discrepancies is new requirement: Capital equipment/capital equipment candidates, the serial number will be mandatory and UII provided when available for all discrepant condition SDRs. Adds new requirement for reporting serial number/uii for discrepant condition receipts (all serially managed materiel; not restricted to capital equipment). Status: Working with DLA and Army to finalize design for implementation. 22

25 ADC 1217 (September 27, 2017) WebSDR Process Enhancement for Source of Supply Disposition Response to Storage Activity on Customer-Initiated SDRs: Establishes procedures for the source of supply to request the storage activity/initial action activity take additional actions after that activity has already replied and closed the SDR within the Component SDR system. Significant Changes/Impacts: Allows the source of supply to return an SDR to the storage activity/initial action activity with disposition instructions (e.g., issue reversal or inventory adjustments) using an interim reply thereby providing an audit record for this request and the resulting action. The storage activity will provide a SDR reply confirming action. Alternatively, a new reply code will be available if the initial action activity cannot perform disposition instructions. Status: Target date for implementation is no later than March

26 ADC 1221 (July 29, 2016) Mandatory SDR for DLA Distribution Center Receipts with no PMR: Establishes a requirement for DLA Distribution Centers to send an SDR to the owner/manager when the distribution center processes a receipt without a PMR for materiel owned by that organization Significant Changes/Impacts: DLA Distribution Centers submit an informational SDR using Discrepancy Code Z3 (distribution center receipt not due-in) and Action Code 3B (discrepancy reported for corrective action and trend analysis; no reply required) for receipts lacking a PMR when no discrepancies other than discrepancies are noted WebSDR generates monthly reports by owner/manager listing SDRs containing Discrepancy Code Z3 (as first, second, or third discrepancy code) using standard WebSDR report layout No PMR Report for DLA includes separate section for other miscellaneous owner/managers 24

27 ADC 1256 (September 7, 2017) Automatic Return of Unserviceable Reparable Parts Replaced During Maintenance and Associated Credit Processing Significant Changes/Impacts: Expands the MILSTRIP Materiel Returns automatic returns notification beyond NIMSC 5 reporting to the PICA/SICA. Established Project Code 3HX for repair agent-initiated Automatic Returns Notifications when the repair agent will subsequently requisition a replacement item. The repair agent must wait a minimum of one day after sending the Automatic Returns Notification to physically turn in an unserviceable item to the Principal. The repair agent must perpetuate the Automatic Returns Notification document number in the requisition. The requisition will continue to cite Project Code 3AD. Status: Staggered implementation is authorized. Implementation by December 2019 is required for DLMS compliance. 25

28 ADC 1260 (June 27, 2017) New SDR and SQCR Discrepancy Codes for Identification of Discrepancies Resulting in Corrosion: Adds SDR/SQCR discrepancy codes to identify item corrosion due to inadequate and/or incomplete packing or preservation or improper storage conditions. Adds new discrepancy codes for SDR and SQCR creation: P116 Preservation inadequate or incorrect resulting in item corrosion P216 Packaging inadequate or incorrect resulting in item corrosion For SQCRs creation, add discrepancy code: A6 Improper storage conditions resulting in item corrosion Status: Implemented on August

29 ADC 1269 (August 2, 2017) Revision to Kind Count Condition (KCC) Inspection Requirements at DLA Distribution Centers: Revises MILSTRAP and DLMS Volume 2 to clarify the kind, count, and condition (KCC) inspection process at DLA Distribution Centers. Significant Changes/Impacts: DLA Distribution Centers will not perform bare item part number verification for new procurement except when the materiel is identified as nuclear weapons related materiel (NWRM) or controlled (classified, sensitive, pilferable, and radioactive) Low risk that some customers may report discrepancies not identified during the distribution center receipt due to limited KCC inspection for materiel accepted at origin. 27

30 MM Miscellaneous SDR Back-up Slides

31 Overview SDR Program The supply discrepancy reporting program is designed to promote evaluation, correction, and improvement of logistics operations. To assist DoD Components in their SDR quality programs that must include periodic reviews to assess the accuracy and quality of work processes applicable to supply discrepancy processing. Data collected enables DOD Components to: Identify trends Establish volume and dollar values of SDRs Bring management attention to problems with shipping activities as necessary Improves the requisitioning and distribution process within logistics operations Official SDR guidance is Defense Logistics Manual (DLM) , Vol II, Chapter

32 SDR Information Exchange Integrating Component SDR Applications 30

33 Total SDR Transactions by Month Total Transactions SDR Metrics Overview Daily Average Differences Oct ,737 4,185 (269) -6.0% Sep ,616 4,454 (292) -6.2% Aug ,122 4, % Jul ,813 3,962 (1,027) -20.6% Jun ,648 4, % May ,742 4,153 (239) -5.4% Apr ,770 4,392 (279) -6.0% Mar ,807 4,671 (572) -10.9% Feb ,817 5, % Jan ,557 4,857 (165) -3.3% Dec ,671 5,022 (297) -5.6% Nov ,546 5,318 (6) -0.1% Oct ,035 5,324 (514) -8.8% SDR Submission Type Report Reply CO CN SU? Oct-17 50,856 1,596 1, ,718-1, ,178 46, ,369 1,726 - Sep-17 52, , ,861-1, ,440 49, ,930 2,396 - Aug-17 59, , ,562-1, ,191 55, ,779 2,171 - Jul-17 52, , ,848-1,232-3,010 41, ,800 1,706 - Jun-17 52, , ,408-1, ,012 66, ,071 2,049 - May-17 50, ,708-1, ,480 52, ,780 1,382 - Apr-17 50, , ,618 56, ,221 1,345 - Mar-17 55,384 1,622 1, ,752-1, ,109 49, ,571 1,321 - Feb-17 47, ,055-1, ,297 48, ,883 1,217 - Jan-17 47, ,993-1, ,762 47, ,224 1,296 - Dec-16 49, , ,276-1, ,952 47, , Nov-16 48, ,162-1,021-3,552 54, ,524 1,446 - Oct-16 51, ,674-1, ,305 55, ,844 1,568-31

34 Navy/GSA Drumbeat IPT Recurring meetings between Navy and GSA to discuss support issues including lack of visibility for Navy SDRs. SDRs for discrepant DLA Distribution receipt of Navy requisitioned materiel not reaching GSA. SDRs generated by distribution centers/forward receiving locations operated under DSS require a two SDRs for resolution (flow diagram follows): (1) DLA prepares SDR to owner (Navy) on a storage activity SDR (Document Type 8) asking for disposition. (2) Navy must submit a customer SDR (Document Type 6) to GSA asking for disposition and/or credit. Upon receipt of disposition from GSA, Navy must provide disposition to the receiving activity (e.g. remark/repackage/upgrade condition). Long standing PDREP automated logic for conversion of SDR type and forwarding action was inadvertently lost during PDREP upgrade. Navy reporting 1/3 of GSA-originated stock at 5 forward receiving locations now suspended awaiting disposition causing operational impact. (2K SDRs) Status: Navy focusing on expediting submission of SDRs to GSA for priority operational requirements and recurring vendor problems. Navy to consult with PDREP team to determine if lost functionality can be restored or if there are other options for faster input of the necessary SDRs. DLA will establish a continuous process improvement (CPI) initiative to explore alternatives to the current two-sdr requirement. Note: Other Components impacted; DLA Aviation supporting AF SDRs. 32

35 Current Two-SDR Flow 33

36 34