DEFENSE LOGISTICS AGENCY

	HEADQUARTERS

	8725 JOHN J. KINGMAN ROAD

	FORT BELVOIR, VIRGINIA 22060-6221

**MINUTES FROM SUPPLY PROCESS REVIEW COMMITTEE MEETING 23-3, SEPTEMBER 27, 2023**

SUBJECT:  Joint DoD Defense Logistics Management Standards (DLMS) Supply Process Review Committee (PRC) Meeting 23-3

**Purpose**:  The Defense Enterprise Data Standards Office (DEDSO) convened a virtual meeting of the Supply Process Review Committee (PRC) via Microsoft Teams and teleconference on September 27, 2023. 

**Meeting documentation:**  The meeting agenda, briefing material, and the Action Item Tracker are available on the Supply PRC web page:  https://www.dla.mil/SupplyPRC.  **Please provide responses to open action items within 30 days of distribution by sending to email address**DEDSO.SUPPLY@DLA.MIL.****

**Brief Summary of Discussion:**

1. **Opening Remarks:**Dr. Gail Fuller welcomed attendees and encouraged a spirited discussion on the topics being addressed today. Dr. Fuller introduced Ms. Sarah Winegardner, DEDSO Director and Dr. Lindsey Saul (DLA Chief Data Analytics Officer), Ms. Jan Mulligan and Ms. Stephanie Lopez, Office of the Deputy Assistant Secretary of Defense (ODASD) (Logistics) and Mr. Jerimiah Bennett ODASD (Comptroller).  Ms. Sarah Winegardner thanked the panel and the DEDSO team for hosting the meeting and for their efforts coordinating this event.  Ms. Winegardner provided a strategic outlook of DEDSO moving forward to the DoD Components on the Process Review Committee, such as expanding the timeframes of the PRCs to allow for a strategic technical review discussion, which was led by the Defense Automatic Addressing System (DAAS) team during the second half of the afternoon.  Additionally, Ms. Lopez thanked everyone for their participation and discussion, stating that she is looking forward to hearing more about automation processes.

2. **Meeting Topics:**The Supply PRC meeting is used to inform stakeholders about the ongoing efforts and status on several important topics impacting the DLMS users.  Dr. Gail Fuller facilitated the meeting discussions.  Mr. Rafael Gonzalez, Mr. Donald Landon, Ms. Rita Williams, and Mr. Gary Wooddell provided briefings. The discussion topics and resulting action items are outlined below.  

The Topics Discussed: 

· Overview of PDC 1460 Update to DLMS 846I Asset Status Inquiring/Report for Shop Service Center level Setting & Maintenance Data Elements

· Overview of PDC 1463 Updates Retail Transportation and Supply Receipts and Acknowledgement Process (Transshipments) in the DLMS Environment.

· Review of the DLMS Change Tracker Implementation Template by Systems

· Pipeline Measurement Annual Checkup

· Introduction to the DLMS Data Dictionary

· Defense Automatic Addressing System Technical Review Introduction and Overview

a. **Agenda Topic 1 – Overview of Proposed DLMS Change (PDC) 1460 Update to DLMS 846I Asset Status Inquiring/Report for Shop Service Center Level Setting and Maintenance Data Elements.** Mr. Rafael Gonzalez, DLA J345 Inventory Management, led the discussion by providing an overview of the signed Proposed DLMS Change (PDC) 1460 in his brief.  PDC 1460, Pre-Positioned of Release Order Process, enables a supply process for material owners to pre-position release orders.  As a result, the materiel is not available in the warehouse and expected to be inbound in the future. Mr. Gonzalez asserted it is a straightforward concept, and if an item needs to be issued as soon as possible, it can send a Materiel Release Order, (MRO), which will now have an indicator to enable this process.  The MRO will stay in a hold status waiting for that receipt to take place.  Mr. Gonzalez explained that in addition, there is another indicator that looks for a pending release order, enabling the system to know that the item is being receipted.  

**Action Item 1:** DEDSO to update ADC 1460 with SDR related process regarding the processing of the MRO once items are receipted into stock.  PDC 1460 is currently out for staffing and updates will appear in the ADC version of this change highlighted in green.  Status: Open.

b. **Agenda Topic 2 – Overview of PDC 1463 Updates Retail Transportation and Supply Receipts and Acknowledgement Process (Transshipments) in the DLMS Environment.**Mr. Rafael Gonzalez provided an overview which provided additional details for the second part of his brief, explaining the PDC 1463 and the DLMS 940R Cargo Release Order Process. Mr. Gonzalez stated once approved, the cargo release order process can be used for release orders, when a specific materiel number needs to be shipped to a specific location.  Mr. Gonzalez further outlined the process, stating that all pre-positioned release orders may remain on hold waiting for inbound materiel for 45 days.  After 45 days, the storage activity will attempt to fulfill the order.  If materiel is not available, the order will be denied. Once denied, services may re-submit the release order if necessary, using a suffix or a new document number.  The lack of a Prepositioned Materiel Receipt (PMR) will cause the pre-positioned release order to remain on hold until the 45 days.  Cancellation requests after the receipt has taken place will be rejected.

Mr. Jeff Collins, US Army TACOM, inquired about pre-position release orders by serial number, and how these serial numbers are generated.  Mr. Rafael Gonzalez provided answer stating that the serial number is the human readable manufacturer’s serial number etched into the items.  

Mr. Gonzalez elaborated on the discussion, stating the expectation would be that if one closed the SDR and changed the condition code from suspended to 'A’, the system triggers to release orders. There is no language in this change for that, yet. Mr. Ben Breen, DEDSO, asserted that the components would not want to wait for another receipt to come in, so the system should be programmed in a way that if it is pre-positioned or a materiel release order (MRO), as soon as materiel is present and meets the MRO requirements, it should start filling the request. Mr. Gonzalez agreed and recommended making those changes on the PDC.  Dr. Fuller made note that this action would have to be caught in the Approved DLMS Change (ADC) review, as it has already been signed as a PDC. DEDSO has the action to capture into the ADC.  Ms. Mary Maurer, DAAS, Logistics Metrics Analysis Reporting System (LMARS), asked for clarification regarding timing of the requisition segment closing and the shipment segment opening for the DLMS.  DAAS needs to know for LMARs processing, as DAAS cannot open an MRO with special code. Mr. Gonzalez agreed to schedule a discussion around Ms. Maurer’s question for a deep dive. 

**Action Item 2:** DEDSO will schedule a follow-up meeting with DAAS (Mary Mauer, LMARs) to further examine the impacts to LMARs requirements.  DAAS needs to know when the requisition process is closed and the shipping segment for that requisition begins.  Next steps:  Meeting and further discussion for additional updates to the DAAS LMARs process in ADC 1460. Status: Closed.  In short, how do we adjust for PDC 1460 and 1463 so that the ICP time is accurately recorded versus putting all the time on storage with the MRO waiting to be filled?  Answer:  The pre-positioned MRO will only be seen in the history for LMARS and once released normal tracking time will resume.  See the action item tracker for complete resolution.

c. **Agenda Topic 3- Review of the DLMS Change Tracker Implementation Template by System.** Dr. Gail Fuller, DEDSO, introduced and reviewed the new Defense Logistics Management Standards (DLMS) Approved DLMS Change (ADC) tracker, setting expectations for Components.  Dr. Fuller provided confirmation that the template will be implemented for future ADCs moving forward.

d. **Agenda Topic 4-****Pipeline Measurement Annual Checkup.** Mr. Donald Landon, DEDSO​ provided the history behind the Pipeline Measurement Tools, was introduced in 1968, with a set of standards which were incorporated into DLMS.  Mr. Landon asserted the documents that guided the DEDSO office in the pipeline, and the prime measurement programs utilize the following: DoDM 4140.01 Volume 8 and 10, DoD Supply Chain Materiel Management Procedures: Supply Chain Inventory Reporting and Metrics, Defense Logistics Manual 4000.25 Volume 6 Chapter 4, Pipeline Measurement as well as interfacing with DAAS and the Supply Chain Metrics Group (SCMG).  Mr. Landon explained that the Supply Chain Metrics Group (SCMG) use metrics to find degradation of support and Components.  Mr. Landon provided detailed information of the Implementation Convention 511R Requisition is produced, hits DAAS, then Logistics On-Line Tracking System (LOTS), until the receipt is processed utilizing DLMS Implementation Convention 527R Receipt, Inquiry, Response and MRA at the end.  

**Action Item 3:** DoD Components use the LMARS performance data collection system to review logistic system timeliness and adjust to improve effectiveness.  DEDSO will provide files and tables for review by the Components (via the PRC) to ensure accuracy of LMARS.  This data call was to run from Oct 23- Nov 21.  Status: Open.  DEDSO will hold off on this request until 2024 (Jan-Feb) due to multiple CATMs taskers geared towards metrics and to allow PRC members to focus on action item #4 below (data dictionary).

e. **Agenda Topic 5-****Introduction to the DLMS Data Dictionary​ Concept and Overview**. Ms. Rita Williams and Ms. Amy Zink, DEDSO​, provided an overview of the Supply Data Dictionary on the Scope, Methodology and way forward.  DEDSO is using business terms to bring the Data Dictionary together, like the Logistics Data Resources Management System (LOGDRMS) functionality. The Data Dictionary captured a list of definitions used by the DoD.   The DEDSO team is currently working on a business glossary with the assistance of the DoD Components. 

**Action Item 4:** Components will reach out to DEDSO to schedule future meetings addressing the upcoming DoD Data Dictionary purpose, scope and functionality objectives and involvement across the DoD Components.  The suspense date is November 17, 2024.  DEDSO will reach out to Primary and Alternate Component PRC members as a follow up.  Status: Open. 

f. **Agenda Topic 6- Defense Automatic Addressing System Technical Review Introduction and Overview.**Mr. Gary Wooddell, DAAS​, provided an overview on the technical processes and transactions.  Mr. Wooddell introduced Mr. Doug Mummert who is the DAAS DLMS Subject Matter Expert, who provided an overview of transactional looping.  Mr. Mummert asserted that there has been confusion with new customers on looping transactions.  Mr. Mummert stated that structurally, there needs to be guidance on how transactions are looped and what the intent will be moving forward; usually things are looped by a particular item in a transaction.  Mr. Mummert explained that there are still transactions that require batching and those that have no batch integrity.  DAAS validates based on syntax and ability to route.  DAAS edits fields based on service rules; however, DAAS has internal limits and there needs to be guidance on how customers send transactions.  Mr. Jim Collins, US Army TACOM, inquired about the audit findings on whether all transactions generated from the field were received and verified at the wholesale level, and if possible, to receive a report.  Mr. Mummert clarified stating that most customers will send a DLMS 997 for a failure, but customers do not acknowledge every single transaction-. And he noted a good topic may be whether customers should send acknowledgements for successfully processed transactions. Mr. Jim Collins suggested that if everyone was DLMS compliant, everything would be easier.  DEDSO, requested elucidation regarding DAAS impact on ADC 1007E DLMS 842P PQDR. Mr. Mummert confirmed that this is correct, PDREP will be the primary system to test with as the DLMS 842P transactions will "pass" through DAAS.  Mr. Wooddell then concluded the Technical Review Committee introduction and overview.  

**Action Item 5:**DAAS Team will provide the DLMS 842P requirements planning and testing (technical role) process as the supporting entity to the lead Navy Product Data Reporting and Evaluation Program (PDREP) system for ADC 1007E PQDR DLMS 842P Updates. Status: Open.

**Action Item 6:**DAAS will provide technical POC list by group to DEDSO.  Status: Closed.

g. **Agenda Topic 7 – Wrap Up/Action Items.**Dr. Fuller reviewed ADCs’ and PDCs’ statuses in the pipeline, as well as upcoming PRC’s meetings.  Dr. Fuller and Ms. Winegardner thanked the participants for the great discussion and progress.  The next meeting is tentatively scheduled for March 20, 2024.

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