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DEFENSE LOGISTICS AGENCYAMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

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Foreign Military Sales (FMS) Supply Discrepancy Report (SDR) Quality Deficiency Reporting

SDR Focused Topic PRC Meeting 14-1Defense Logistics Management Standards Office

www.dla.mil/j-6/dlmso/

February 11, 2014

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        - Objectives 
        - Overview and Background
        - Service/Agency Processing (Current/Future)
        - Way Ahead

Discussion Topics

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        - Understand current procedures for communicating and processing of FMS quality deficiency complaints
        - Explore alternatives for improved electronic processing
        - Interim
        - Long term
        - Reach consensus
        - Document next steps

Objectives

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        - Security Assistance Management Manual (SAMM) directs use of SDR:

“C6.4.10. Supply Discrepancies. The USG makes every effort to provide the correct defense article or service in the quantity and quality shown in the LOA. In the event of a discrepancy, the purchaser submits an SDR using (Standard Form (SF) 364). Instructions for SF 364 completion, DoD processing timeframes, and responsibilities is found in the Defense Logistics Management System (DLMS) Manual, DLM 4000.25-M, Volume 2, Chapter 17.”

http://www.samm.dsca.mil/chapter/chapter-6
        - DLMS prescribes procedures for submission via SDR and investigation under PQDR procedures

C17.1.7.3.  Product Quality Deficiency.  A product quality deficiency is a defective or non-conforming condition that limits or prohibits the item from fulfilling its intended purpose.  These include deficiencies in design, specification, materiel, manufacturing, and workmanship.  These are reportable on an SDR only by a Security Assistance customer.  All others follow PQDR policy found in DLAR 4155.24/AR 702-7/SECNAVINST 4855.5B, AFR 74-6 Product Quality Deficiency Report Program.  Quality deficiencies reported via SDR will be investigated within the ICP/IMM under procedures associated with Product Quality Deficiency Reports.  PQDR resolution provided via SDR reply to the submitting ILCO will identify the associated PQDR record control number (RCN) as a cross-reference to the PQDR identification used by the ICP/IMM.

http://www2.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp

Background

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        - Discrepancy Codes categorize the product quality deficiency:

	Q1          Product Quality Deficiency

	Q2          Quality deficiency, contractual noncompliance

	Q3          Design deficiency, item requires change in design

	Q4          Contracting deficiency, specification, and/or technical data deficient.

	Q7          Safety hazard

	Q8          Latent defect
        - Narrative instructions provide additional clarification on submission rules:

“C17.5.10.  Product Quality.  Product quality deficiencies relative to Security Assistance shipments are reportable via SDR.  If product quality is for latent defect, the  Security Assistance customer must provide evidence that a receipt inspection was done and the defect could not be detected at that time and that the defect is present for reasons other than deterioration or damage incurred during storage or handling.  Quality deficiencies include deficiencies in design, specifications materiel, manufacture, and/or workmanship.  The submitter must identify by discrepancy code any quality deficiencies (including latent defects) that result in a safety hazard.  Include the following information in the SDR, as applicable:  manufacturer's name; contract/purchase order number; date of manufacture, pack, or expiration; lot/batch number; location of materiel; point of contact information (if other than the preparing official); along with a detailed description of the complaint if needed to supplement encoded information.  Include the following information in all product quality SDR packages, as applicable: photographs, test data, and related documentation.  When submitting a latent defect discrepancy code on the SDR, the report must include substantiating documentation to validate the latent defect such as the applicable test report used to identify the latent defect.  Latent defects must be submitted to the ILCO with substantiating documentation.  Following is a list of potentially applicable forms of substantiating documentation:

  C17.5.10.1.  Receipt tests conducted and test reports (including test equipment model, serial number and software version), or documentation of receipt tests not conducted, and justification for tests not conducted.

  C17.5.10.2.  Subsequent tests conducted and results including test equipment model, serial number, and software version along with test readings.

  C17.5.10.3.  Justification that initial receipt inspection and testing could not have detected the deficiency.

  C17.5.10.4.  Documentation of storage and handling of the item since receipt including type of storage.”

Background

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        - DLMS SDR 842A/W Implementation Convention (IC) defines unique data requirements beyond those associated with supply discrepancies:
        - Specific remarks text fields comparable to PQDR:

                	  	Circumstances Prior to Difficulty

                	  	Description of Difficulty

                	  	Suspected Cause

               	  	 Action Taken

               	  	 Recommendations
        - Other data elements:

		Location of Deficient Material

		Category I or II

		Item New or Repaired/Overhauled

                  		Item Under Warranty

                  		End Item and Next Higher Assembly

                  		Date Deficiency Discovered
        - DLMS SDR Reply (842A/R) IC supports inclusion of the PQDR Report Control Number
        - WebSDR input screens do not carry comparable fields

Background

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        - ADC 1007, October 2012, established a new standard transaction format (DLMS 842P) for exchanging PQDR data between systems
        - New procedures supports tracking of PQDR exhibits by including the PQDR RCN in multiple DLMS transactions and providing information copies to the PDREP-AIS
        - Addendums issued as data and procedures are refined 
        - PQDR RCN applied to prepositioned materiel receipt, receipt, release order, shipment status, and materiel returns shipment status 
        - PDREP coding underway; no specific target implementation date available

Background DLMS PQDR Transaction 

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        - WebSDR interface with Product Data Reporting and Evaluation Program Automated Information System (PDREP-AIS) for FMS quality deficiency SDRs (based upon discrepancy code) developed in 2008 
        - Trial run encountered significant problems and turned off for SDRs that would not normally go to PDREP (non-Navy/Marine Corps)
        - PDREP-AIS is set up to convert quality-related SDRs to PQDRs, while maintaining the original SDR 
        - Ensures Quality Assurance has a chance to review and fix any quality issue that may exist with the materiel to prevent recurrence  
        - When PQDR is closed, its investigation results are placed in the original SDR and the reply sent back to the originator 

BackgroundPDREP Interface

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        - Biggest problem very high volume of SDRs with Q1 were not actually quality issues
        - Educate FMS customers
        - Better prescreening at ILCO required – ILCO doesn’t have the expertise to be a screening activity for PQDRs
        - Processing rules needed for reply with forwarding as SDR to applicable action activity (vice rejection to customer)
        - Reject to ILCO, ILCO adjust discrepancy code and 504 to action activity
        - PDREP SDR reply wasn’t using Reply Codes associated with directed return of materiel (Codes 105, 106 or 107, 108)
        - PQDR may not support data needed for a systemic conversion from the PQDR response to the SDR reply code

BackgroundPDREP Interface – Problems Encountered

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        - Preliminary design didn’t address resubmission/ contested SDR process
        - Credit process concerns
        - Criteria for a  Category 1 versus a Category 2 PQDR not fully understood within ILCO/customer country
        - ILCO looses visibility of the complaint when it is passed to different activities/systems as a PQDR
        - Exclusion rules for procurement/repair work by PROS contractor SDRs not established
        - WebSDR rules can be based upon action activity RICs (FXA, FXB) 
        - Attachment functionality required for PQDR processing

BackgroundPDREP Interface – Problems Encountered

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        - DLA
        - Army
        - The current process for the ARMY differs by command 
        - Navy
        - Marine Corps
        - Air Force 
        - DSCA
        - GSA

Service/Agency Processing(Current/Future)

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        - Standardized approach – everyone on the same page for system development and policy guidance
        - Eliminate process gaps
        - Ensure customer quality complaints reach the right offices with maximum efficiency, minimum delay
        - Ensure data content supports investigation and resolution
        - Ensure resolution is properly communicated to the customer
        - Materiel disposition
        - Credit

Goals

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        - Alternatives for consideration:
        - Fix deficiencies in PDREP interface
        - Form small team to research and document business rules in PDC
        - Additional programming (WebSDR and PDREP)
        - Enhance WebSDR screens for PQDR data
        - Service/Agency ICP responsibility for conversion
        - Systemic 
        - Manual until supported by system
        - ILCOs input quality complaints via PQDR system
        - SCES collects PQDR-related data fields, directs complaints to SDR or PQDR system using appropriate transaction format
        - Update SAMM policy and LOA for customer reporting via PQDR
        - Discussion and consensus
        - Interim?
        - Long-term? 

Determine Way Ahead

(NOTE: This was the last presented slide of the brief)

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        - Service and agency briefing slides follow

Hidden slide

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        - DLAR 4155.24 (Product Quality Assurance Instruction) excludes submission of a foreign military sale item under the Security Assistance (SA) Program after conveyance of title. Quality deficiency data under the SA Program are properly reported on the Standard Form (SF) 364, Report of Discrepancy.  Se DLAR 4140.60/AR12-12/SECNAVINST 4355.17A/AFR67-7, Processing Discrepancy Reports against Foreign Military Sales Shipments.
        - DLA addresses handling of FMS SDRS (Type 7) by the Product and Packaging Specialists in the TQ Deskbook, TQ Job Aides and a TQ Tip

DLA PQDR Input

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        - Z7 is the only way for the FMS customer to report a quality deficiency IAW with Security Assistance (SA) procedures. See DLM 4000.25, Volume 2, Ch. 17 June 13, 2012.”
        - The customer submits a SDR, SF-364 to the respective International Logistics Control Office (ILCO) to notify DLA Distribution of any material discrepancy involving DLA issued material. 
        - The ILCO submits the SF-364 via Web SDR.  
        - FMS Type 7 quality discrepancies will be processed / investigated in the same manner as a PQDR.

Supply Discrepancy Report (SDR) Appendix 43

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        - Product specialist processes SDR as PQDR
        - Validates PQDR
        - Determines if other materiel is affected
        - Issues alerts/stock screenings as appropriate
        - Conducts Investigation
        - Take preventive action, if applicable
        - Sends closing letter/request once investigation is complete
        - TQ Tip and job aids provide guidance on determining if FMS customer is involved, and if so, direction to contact the ILCO and the MSSP.

PQDR Deskbook Chapter 35

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        - US Army Security Assistance Command (USASAC) Department of the Army  

ATTN: AMSAC-OL-LS-CS

54 M Ave, Suite 1

New Cumberland, PA 17070-5096

USA POC: Ms Lisa Ricchiazzi, Tel # 717-770-7950/DSN: 771-7950, lisa.ricchiazzi.civ@mail.mil
        - Air Force Security Assistance Command Directorate (ASACD) Department of the Air Force Air Force Security Cooperation Directorate

1940 Allbrook Drive, Bldg 1, Door 19

Wright-Patterson AFB, OH 45433-5337

Send notices to:  aflcmc.wfiua.incoming@wpafb.af.mil

USAF POC: Ms James Brown, 937-656-1172/DSN: 986-1172, james.brown2@wpafb.af.mil
        - Navy Supply Systems Command (NAVSUP) Weapon System Support (WSS)

700 Robbins Ave

Philadelphia, PA 19111-5096

Send notices to:  NAVSUP.WSS.DLA.PQDR@navy.mil

USN POC: Ms. Barbara Standke, 215-697-5123/DSN: 442-5123, barbara.standke@navy.mil
        - Return to Service/Agency List

FOREIGN MILITARY SALES (US MILITARY INTERNATIONAL LOGISTICS CONTROL OFFICES)

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        - Currently the USASAC does not process QDRs.
        - The USASAC legacy system CISIL does not have the functionality to support QDR management.
        - ALL Quality related discrepancies are submitted on a SF 364 as an SDR, IAW existing regulations/guidance.
        - FMS customer’s may complete and submit SF 368 as additional information, SF 368 is then submitted as an “attachment” into WEBSDR and may be provided offline to requestors. 

USASAC FMS QDR Process

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Navy FMS QDR Process
        - Receive QDR
        - Contract/Commerical Repairable
        - Submit QDR via PDREP to responsible DCMA that administered the contract. NAVSUP WSS is the originator, screening point and action point. DCMA acts as the support point 
        - Organic Repairable
        - Submit QDR via PDREP to Organic Depot. NAVSUP WSS acts as the originator and screening point. Organic Depot is the action point. 
        - Navy Stock (NRP Aviation)
        - Submit QDR as a SDR in PDREP

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Navy FMS QDR Process
        - Navy Stock (N35 Surface)
        - Submit QDR via PDREP to responsible DCMA that administered the contract. NAVSUP WSS is the originator, screening point and action point. DCMA acts as the support point.

DLA Stock

	Submit QDR via WebSDR to SMS

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        - FMS customers currently submit all discrepancies, including quality, via an SDR
        - If customer selects a Q_ discrepancy, required to provide supporting documents, testing results, deficiency details, etc to support claim
        - AF ILCO does not screen Q_ discrepancies to verify PQDR
        - PROS and Worldwide Warehouse Q_ SDRs must be exempt  
        - For Air Force commercial sales, commercial repairs, or organic repairs...
        - AF ILCO passes SDR to AF billing source of supply (via WebSDR)
        - If AF FMS SDR focal point evaluation determines issue is quality related, loads SDR information into JDRS for action
        - When response received from JDRS, AF FMS SDR focal point inputs response into WebSDR to close SDR
        - Disposition instructions and financial adjustments process thru SDR
        - If no contractor or USG fault, SDR is denied
        - JDRS is AF electronic entry point into PDREP
        - Future impact to loading AF quality SDRs directly into PDREP unknown
        - Front end and back end steps currently required by AF prior to loading SDR into JDRS (PDREP)
        - Concern exist as to whether an automatic load into PDREP will produce desired results  
        - For DLA supplied assets, SDR is passed to WebSDR for processing
        - Current SDR-A process passes Q_ discrepancies as 842 A/W SDR transactions
        - New programming required to pass quality SDRs to DLA as 842P PQDR transactions
        - AF FMS customers continue to use Q_ discrepancy codes liberally
        - AF ILCO may not have expertise to determine if SDR should be PQDR versus condition discrepancy
        - Need to clarify how to ‘return materiel’ & ‘issue credit if applicable’ via PDREP process

Air Force FMS Quality SDR Processing(Current/Future)

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GSA FMS Quality Deficiency Processing
        - While the National Customer Service Center (NCSC) is the GSA central receiving point for PQDRs, the research and resolution of PQDRs is retained by Supplier Management within Federal Acquisition Service (FAS)/GSA.  
        - The NCSC does issue credit and arrange returns and reshipments, but at the direction of Supplier Management.  
        - GSA receives PQDRs from both military and civilian customers.  Sources of input include WebSDR, SF368s, email, and telephone calls. 
        - GSA does accept DLMS 842A/W with quality-related discrepancy codes, however the VISION system does not currently handle any of the quality-specific attributes included in the transaction.
        - GSA has not planned for a PQDR interface, but will consider the possibility of establishing such an interface in the future.

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Tentative Replies To The Following Queries for Today’s PQDR Meeting With DLA at 1300:

DLMS SDR 842A/W Implementation Convention (IC) defines unique data requirements beyond those associated with supply discrepancies:

Does the current SCES 842 A/W SCES design support the inclusion of the following Discrepancy Codes  which categorize the product quality deficiency:

Q1   Product Quality Deficiency ?   (Possibly,  will have to confirm)          	  	

Q2   Quality deficiency, contractual noncompliance ?  (Possibly,  will have to confirm) 

Q3   Design deficiency, item requires change in design ? (Possibly,  will have to confirm)

Q4    Contracting deficiency, specification, and/or technical data deficient ? (Possibly,  will have to confirm)

Q7    Safety hazard ? (Possibly,  will have to confirm)

Q8    Latent defect ? Specific remarks text fields comparable to PQDR ? (Possibly,  will have to confirm)

Does the current SCES 842 A/W SCES design support the inclusion of the following other data elements related to  product quality deficiency:

Circumstances Prior to Difficulty?  (Unlikely, will have to confirm)

Description of Difficulty?  (Unlikely, will have to confirm)

Suspected Cause?   (Unlikely, will have to confirm)

Action Taken? (Unlikely, will have to confirm)

 Recommendations? (Unlikely, will have to confirm)

Location of Deficient Material ? (Unlikely, will have to confirm) 

 Category I or II  ?	 (Unlikely, will have to confirm)  	

Item New or Repaired/Overhauled? (Unlikely, will have to confirm) 	  	

Item Under Warranty? (Unlikely, will have to confirm) 	  	 

End Item and Next Higher Assembly? (Unlikely, will have to confirm)

DLMS SDR Reply (842A/R) IC  defines a unique data element, the PQDR Report Control Number, which is  beyond those data elements associated with supply discrepancies: 

Does the current SCES 842 A/R SCES design support the inclusion of the PQDR Report Control Number?     (Unlikely, will have to confirm) 

Approved DLMS Change (ADC)  1007, October 2012, established a new standard transaction format (DLMS 842P) for exchanging PQDR data between systems......

The current SCES design does not support the implementation of the 842P DLMS Transaction Set for PQDR data exchanges

DSCA team will work with our SCES MILDEP reps on requirements and impacts to SCES resulting from these discussions

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Back-up Slides

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DLMS SDR Information ExchangeIntegrating Component SDR Applications 

DSCA Security Cooperation Enterprise Solution (SCES)

Defense 

Automatic

Addressing 

System

(DAAS)

Master 

Repository

Translation

Processing

DLA Enterprise 

Business

System (EBS)

842 

Distribution Standard

System (DSS)

-----------

Incoming Supply 

Discrepancy Report 

 (ISDR)

-----------

Automated Discrepancy

Reporting System

(ADRS)

DoD WebSDR Customers

PDREP-AIS

(Navy/USMC)

842

Air Force Security 

Assistance Command (AFSAC) 

(SDR-A)

842

Army UDF

  (one way)

842

E-mail

On-Line

AF Enterprise 

Solution-Supply 

(ES-S)

(Retail Level)

842XML 

GSA (Vision)

842

Army Web-Based Tool----------

LMP(National Level)

842XML 

842

842

842