Attachment to ADC 388

Page 1

Attachment to ADC 388

Automated Method of Detecting System Downtime or Excessive Processing Times 

in AF BRAC SS&D/IMSP Expedited Requisition Process

and Associated Dual Function MRO Process

1. ORIGINATOR: Service/Agency: United States Air Force, 401 SCMS/GUMC, 937-257-

2713 (DSN 787)

2. FUNCTIONAL AREA: Primary: Supply/ Logistics.

3. REFERENCES: Teleconferences held January through March 2010 jointly with members 

of the BRAC Supply, Storage, and Distribution (SS&D) Inventory Management and Stock 

Positioning (IMSP) implementation team, including representation for Air Force Materiel 

Command (AFMC) Stock Control System (SCS), Enterprise Business System (EBS), DLA 

Transaction Services (formerly DAASC), and DLA Logistics Management Standards. 

4. REQUESTED CHANGE: Revisions subsequent to staffing are highlighted in yellow. 

a. Description of Change: This change request is for the use of Requisition Inquiry 

(DLMS 869A/AF1) and Supply Status (DLMS 870S/AE1) transactions in order to determine 

whether data systems are processing Air Force (AF) BRAC SS&D/IMSP expedited requisitions 

within the required timeframe. When excessive processing time is detected a unique dual 

function materiel release order (MRO) process will be initiated. A new Downtime Detection 

Indicator and business rules are established for this process. This proposal also documents the 

dual function MRO used by the AF to issue DLA assets to the AF (recorded on a post-post MRO 

requisition) and immediate issue of these assets as AF-owned to the maintenance unit.

b. Background: 

(1) As a result of the 2005 BRAC decision, retail supply, storage and distribution 

functions and associated infrastructure supporting the Air Force industrial/maintenance sites 

transferred to DLA. The intent of the directive is to significantly improve combat effectiveness 

while reducing costs by developing a world-class, cost-effective supply chain focused on 

readiness; taking every opportunity to eliminate waste, reduce touches, reduce cost, and improve 

readiness. 

(2) AF maintenance requests for DLA-managed items are processed via the AFMC SCS 

data system. SCS (D035K subsystem) sends a requisition to EBS via DAAS. If stock is 

available, a MRO is transmitted from EBS via DAAS to the Distribution Standard System 

(DSS). If stock for the requisitioned item is co-located with the customer, DSS processes the 

MRO and shipment confirmation, and then “washes” the inventory to AF ownership 

automatically. This closes out the FB-series requisition and triggers billing in EBS. D035K then 

sources the depot maintenance backorder from AF inventory and requests delivery to 
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maintenance. 

(3) A requirement of IMSP for AF depot maintenance orders of DLA-managed items 

that are stocked in co-located DLA storage, is that the time from when the mechanic places the 

order until the issue document is generated in the Distribution Standard System (DSS) must be 

five minutes or less. If data system downtime or excessive delay is detected along the 

requisitioning path, a switch can be set within D035K that will cause requisitions to transmit 

directly to DSS. This logic will allow issue of DLA-owned items to depot maintenance if 

materiel is available. It will generate post-post requisitions and wash MRO confirmations to 

EBS, and will generate wash receipt and maintenance MRO confirmation transactions to D035K. 

(4) Since the SS&D/IMSP software was implemented at the AF sites, system downtime 

and excessive delays have been recurrent within SCS, DAAS, and EBS. System users cannot 

always detect the downtime/delay quickly, necessitating an automatic method of detecting this 

problem. 

(5) The dual function MRO is already programmed and available between AF and DSS.

c. Detailed Procedures: 

(1) A Requisition Inquiry transaction is generated by D035K at scheduled intervals to 

SMS. The transaction contains a unique Downtime Detection Indictor in the beginning segment 

of the transaction and a valid DLA-managed stock number. The document number contains the 

DoDAAC of the requisitioning activity. The document number date and serial number are 

values agreed upon by all involved systems and the same values are always used. The 

supplementary address contains “Y” in the first position, followed by a numeric five-position 

serial number to identify the specific transaction.

(2) D035K transmits the requisition inquiry transaction for expedited processing through 

the SCS Mid-Tier System to DAAS. DAAS sends the transactions to EBS. EBS recognizes the 

unique Downtime Detection Indicator (and, if necessary, the agreed-to document number) and 

responds with a supply status transaction that contains the Downtime Detection Indicator and 

Advice Code BF, indicating no record of the requisition. The status transaction flows will be 

transmitted through DAAS for expedited processing to the SCS Mid-Tier and D035K. 

(3) D035K compares the date/time the inquiry transaction was transmitted to the 

date/time the status transaction was received. It uses this information to determine if the time 

elapsed is acceptable. The actual turn-around time will be based upon the DLA CONOPS with 

AF for expedited processing. It is envisioned that the AF will generate the Requisition Inquiry 

every 15 minutes using the expedited DAAS path, and when all is working properly responses 

will be returned within a 15 minute cycle. 

(4) If the status transaction is not received within an acceptable timeframe, D035K 

automatically sets its switch to send future requisitions for DLA-managed items directly to DSS. 

When D035K starts to receive status transactions within an acceptable time elapsed since the 

inquiry, the switch will automatically be re-set to route new requisitions as normal through 

DAASC to EBS.
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(5) When D035K detects excessive downtime, the system will use its direct connection 

with DSS (Customer Information Control System (CICS) interface) to direct release of DLAowned assets. D035K will send to DSS a Material Release Order (MRO) requesting material 

issue to depot maintenance using the maintenance (M-series) document number1

(6) A receipt transaction is returned by DSS to D035K on the FB document number. 

DSS also returns to D035K a materiel release confirmation on the maintenance document 

number for the immediate release to support the maintenance customer using assets purchased 

from DLA. 

. Appended to 

the MRO are an Air Force depot retail supply document number (FB in positions 1-2) and the 

DLA Routing Identifier SMS. These additional data elements allow DSS to issue the requested 

asset quantity from the co-located DLA-owned stock. If the requested quantity is available in the 

DLA owner balance, DSS will generate a Post-Post Directed MRO Requisition (511R/C0_) to 

DLA EBS, using the FB document number appended to the D035K MRO. Note: the AF has no 

visibility of DLA-owned assets in DSS, so there may be a higher than normal risk of DSS denials

(will need to be evaluated for impact on depot performance metrics). Detail data content (e.g., 

fund code, priority designator, etc) required for construction of the 511R will be hard coded 

within DSS by agreement with the AF. The post-post action will trigger an inventory “wash” 

(issue/receipt in-place with no visual inspection moving assets into AF inventory). Successful 

completion of this action will result in DSS generation of a Materiel Release Confirmation 

(945A) to DLA for the quantity released to the AF. 

(7) If there is insufficient DLA-owned stock available on the owner record balance, DSS 

will deny the requested action and return a Materiel Release Order Denial (Warehouse Refusal) 

(MILSTRIP A6_) on the maintenance document number to D035K via CICS. The denial to 

D035K will contain the DLA Routing Identifier SMS in order to alert the AF application that a 

denial occurred on the initial purchase/post-post action. In response, D035K will backorder the 

maintenance requirement and generate a requisition (511R) to DLA through the normal IMSP 

path. 

(8) If there is insufficient AF-owned stock to satisfy the maintenance order when the 

depot attempts to pick the materiel purchased through the post-post action (inventory wash), DSS 

will deny the request as above, this time using the appropriate AF Routing Identifier-To. A 

warehouse refusal citing Denial Management Code 1 (stock exhausted) or 2 (materiel not 

available in condition requested) will trigger the D035K automatic Supply Discrepancy Report 

(SDR) process allowing the AF to systemically request reimbursement for materiel purchased in 

the initial action.

(9) In the scenario above where an AF denial is created at time of pick due to an 

 1 Air Force use of maintenance document numbers containing pseudo DoDAACs beginning with M is not consistent 

with DoD procedures because the Service/Agency Code M is reserved for the Marine Corps. Originally these 

document numbers were retained within Air Force applications and didn’t interact with DoD systems causing missidentification of the Service. That is no longer true. Alternatives are being investigated; however, due to the legacy 

system constraints this practice may persist until modernization.
Attachment to ADC 388

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inconsistency between the DSS accountable record and the actual quantity/condition of material 

in storage, depot personnel will prepare the appropriate balance affecting transaction to update 

the DSS accountable record. DLA will be notified of the change to their asset position based on 

MILSTRAP end-of-day inventory reconciliation. Note: DLA will be unaware of the 

inconsistency until processing end-of-day reconciliation because there was no denial to DLA 

triggered by the AF release order. Under current EBS processing, DLA may actually perform 

end-of-day reconciliation as a weekly process. 

(10) Update DLMS Supplements as shown at Enclosure 1.

(11) Update DLMS Procedures. Add the following paragraph associated with 

submission of requisition inquiry. 

AIR FORCE (AF) BRAC SS&D/IMSP INDUSTRIAL ACTIVITY (IA) REQUISITION 

INQUIRY USED TO DETECT SYSTEM DOWNTIME OR EXCESSIVE DELAYS AND 

ALTERNATIVE MATERIEL RELEASE ORDER (MRO) PROCEDURES. 

Under a DLA-AF industrial/maintenance site agreement, the AFMC depot retail supply 

activities are authorized use of the requisition inquiry (869A/AF1) transactions to determine if 

any systems in the expedited processing path for requisitioning DLA-managed items are 

experiencing downtime or excessive delays. The time standard for expedited processing is 

currently within 10 minutes. The requisition inquiry transactions will be automatically 

generated by the AF Stock Control System in agreed-upon intervals (planned as a 15 minute 

cycle time). These transactions will always contain a unique Downtime Detection Indicator 

and the same agreed-upon DLA-managed stock number and a document number with the 

same date and serial number. The document number DoDAAC reflects the requisitioning 

activity (FB2029 for Hill Air Force Base, FB2039 for Tinker Air Force Base, or FB2065 for 

Robins Air Force Base). The supplementary address contains “Y” in the first position, 

followed by a numeric five-position serial number to identify the specific transaction. DLA’s 

Enterprise Business System (EBS) always responds to such inquiries with supply status 

(870S/AE1) transactions that contain advice code BF (no record of requisition document). 

The AF SCS uses the time elapsed between generation of the inquiry and the status response 

to determine if the automated post-post requisition process should be initiated. Once initiated, 

the automated post-post requisition process will be terminated when the response time returns 

to the acceptable range.

When D035K detects excessive downtime, the system will use its direct connection with 

DSS (referred to as the Customer Information Control System (CICS) interface) to direct 

release of DLA-owned assets. D035K will use a dual function materiel release order for the 

maintenance customer (M-series document number2

 2

 Air Force use of maintenance document numbers containing pseudo DoDAACs beginning with M is a not 

consistent with DoD procedures because the Service/Agency Code M is reserved for the Marine Corps. 

Alternatives are being investigated; however, due to the legacy system constraints this practice may persist until 

modernization.

) requirement appended with the AF FB 

DoDAAC document number and DLA Routing Identifier. This will indicate to DSS that 
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materiel is to be issued from DLA-owned stock. If materiel is available, DSS will generate a 

Post-Post Directed Materiel Release Order (MRO) Requisition (511R/C0_) to DLA EBS 

perpetuating the AF FB document number. Detail level data content (e.g., fund code, priority 

designator, etc) required for construction of the 511R/C0 will be hard coded within DSS by 

agreement with the AF. The post-post action will trigger an inventory “wash” (issue/receipt 

in-place without physical inspection) moving assets to AF inventory. Successful completion of 

this action will result in DSS generation of a Materiel Release Confirmation (945A) to DLA 

for the quantity released to the AF. DSS will receipt the materiel to the AF under the FB 

document number and instantaneously issue the materiel under the maintenance document 

number.

a. If DLA assets are unavailable on the owner record balance, DSS will deny 

the request and return a Materiel Release Order Denial (Warehouse Refusal) (MILSTRIP 

A6_) on the maintenance document number to D035K via CICS. The denial to D035K will 

contain the DLA routing identifier in to alert the AF application that a denial occurred on the 

initial action. In response, D035K will backorder the maintenance requirement and generate 

a Requisition (511R) to DLA through the normal IMSP path. 

b. If AF assets are unavailable to satisfy the maintenance issue when the 

depot attempts to pick the materiel, DSS will deny the request using the appropriate AF 

routing identifier-to. A warehouse refusal citing Denial Management Code 1 (stock 

exhausted) or 2 (materiel not available in condition requested) will trigger the D035K 

automatic Supply Discrepancy Report (SDR) process allowing the AF to systemically request 

reimbursement for materiel on record, but not physically available.

c. In the scenario above where an AF denial is created at time of pick due to 

an inconsistency between the DSS accountable record and the actual quantity/condition of 

material in storage, depot personnel will prepare the appropriate balance affecting transaction 

to update the DSS accountable record. DLA will be notified of the change to their asset 

position based on MILSTRAP end-of-day inventory reconciliation.

5. Alternatives: None identified.

6. REASON FOR CHANGE: In order to provide the proper level of support to depot 

maintenance activities, the AF SCS requires the ability to automatically detect excessive delays 

or downtime within the systems required to process requisitions. Currently these delays and 

downtime are not always recognized quickly enough to prevent interruptions in parts supply. 

7. ADVANTAGES AND DISADVANTAGES:

 (a) Advantages: 

(1) Improves responsiveness to AF depot maintenance by allowing agreed-upon 

expedited supply of DLA-managed parts. BRAC IMSP software changes dismantled the timely 

ordering process previously provided by AFMC depot retail supply activities. This change will 

restore the data systems’ ability to quickly issue DLA-managed items residing in co-located 

storage locations. 
Attachment to ADC 388

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(2) If required, the down-time detection technique may be replicated for variants of 

expedited processing by other Component IMSP sites. (The post-post requisition/release order 

would not be applicable to other Components.)

 (b) Disadvantages: Potential for increased number of denials due to both DLA and AF 

issuing from DLA-owned stock stored at the ALC co-located depot. Lack of visibility within 

D035K of DLA assets means that denials could occur more frequently that would normally be 

anticipated.

8. IMPACT:

(a) Implementation Schedule: December 2010 

(b) Policy/Procedures: This change authorizes the Air Force to direct issue of DLAowned assets under conditions described in the above change.

(c) Publications: DLMS manual update is required.

(d) DAAS: DAAS must process these transactions using the expedited processing path 

created for BRAC IMSP. DAAS must recognize the new transaction set purpose code so that the 

query and associated supply status response are not recorded in DAAS as live transactions.

 (e) Integrated Data Environment (IDE)/Global Transportation Network (GTN) 

Convergence (IGC). This is a new business process and must be recognized as such by IGC.

(f) DLMS Data: This change establishes a new code value for the Transaction Set Purpose 

Code for use in the 869A and 870S: 

Downtime Detection Indicator (X12 EDI Qualifier 41, Temporary Record). A 

code used in requisition queries and supply status to ensure these transactions are 

recognized as non-production/live data. The code indicates the transaction purpose is 

for system downtime detection associated with expedited transaction processing under 

DLA-Service agreement. The initiating application will track elapsed response time 

between the requisition query and the corresponding supply status so that alternative 

processing may initiated if warranted. 
Enclosure 1 to ADC 388

Page 1

Enclosure 1, DLMS Supplement Updates

Item 

#

Location DS 869A Requisition Inquiry/Supply 

Assistance Request Revision

Reason

1. DLMS 

Introductory 

Notes

Add ADC 388 to DLMS Introductory note 5:

- ADC 388, Automated Method of Detecting System Downtime or Excessive 

Processing Times in Air Force BRAC SS&D/IMSP Expedited Requisition 

Process and Associated Dual Function Materiel Release Order (MRO) Process

Identifies DLMS 

Changes included in 

the DLMS 

Supplement

2. 1/BSI07/20 Add qualifier and DLMS note:

42 Temporary Record 

DLMS Note: Use as a Downtime Detection Indicator to alert processing systems 

that this requisition query is used for system testing to determine elapsed response 

time between the query and the responding supply status. This transaction 

contains a pseudo document number. Authorized DLMS enhancement by 

agreement with DLA only. Refer to ADC 388.

Code to indicate this 

is not a “live” 

requisition query. 

All other data 

content and 

processing will 

mirror standard 

procedures

DS 870S Supply Status

# Location DS 870S Supply Status Revision Reason

1. DLMS 

Introductory 

Notes

Added ADC 388 to DLMS Introductory note 4:

- ADC 388, Automated Method of Detecting System Downtime or Excessive 

Processing Times in Air Force BRAC SS&D/IMSP Expedited Requisition 

Process and Associated Dual Function Materiel Release Order (MRO) Process

Identifies DLMS 

Changes included in 

the DLMS 

Supplement

2. 1/BSR11/20 Add qualifier and DLMS note:

42 Temporary Record 

DLMS Note: Use as a Downtime Detection Indicator to alert processing systems 

that this supply status is used for system testing to determine elapsed response 

time between the query and the responding supply status. This transaction 

contains a pseudo document number. Authorized DLMS enhancement by 

agreement with DLA only. Refer to ADC 388.

Code to indicate this 

is not a “live” 

requisition supply 

status. All other data 

content and 

processing will 

mirror standard 

procedures