MAPAD PRC Meeting Minutes, August 28, 20075

requirement should be replaced with a COMMRI requirement. The Tri-Service
Group will determine if the COMMRI should be an optional or mandatory data
element.

t) ACTION ITEM: DAASC (Mark Minch) to supply a list of the COMMRIs
currently in use within the MAPAD to the Tri-Server Group at the 26 September
2007 meeting.

s) ACTION ITEM: The Tri-Service Grouip will determine if TAC 9 should be
eliminated and replaced by a new field “Cross Reference MAPAC”.

t) The issue of POC information was discussed, and it was decided the three POC
fields should be: Organization, Telephone, and Fax. ACTION ITEM: DLMSO
needs to update FRD accordingly.

u) The FRD currently states the MAPAC records should be deleted immediately.
However, it appears MAPAC records are retained for approximately 5 years.
ACTION ITEM: DAASC needs to verify how long MAPAC records are
currently retained and send this information to all participants. ACTION ITEM:
DLMSO needs to update the FRD with the timeframe to retain records based on
the information discovered by DAASC. Note: DAASC to complete by the 26
September, 2007 Tri-Service meeting.

v) ACTION ITEM: DLMSO/DAASC will work together to draft the MAPAC
record layout and provide a copy to all attendees by 26 September.

w) ACTION ITEM: DAASC needs to verify if lines 6 and 7 of the address
information are currently used, how they are used, and by who. Note: DAASC
has subsequently determined there are approximately 471 MAPACs with
information in lines 6 and 7, some of which appears to be shipping addressin
formation. The CSPs need to provide DAASC with updates to these records since
only 5 lines can be printed on a standard military label. It is suggested the
reengineered MAPAD be limited to 5 lines. This will be discussed at the next Tri-
Service meeting.

x) ACTION ITEM. There was a discussion that the special instructions text is
currently used to identify MAPACs for classified shipments (TACs A, B, C, and
D) where the freight forwarder is cleared by DSS for “hardware only”. All agreed
that this process will continue, however the issue of whether a Special
Instructions Indicator (ST) to specifically identify the “hardware only” clearance
is a better solution will be addressed at the next Tri-Service meeting.

The goal is to complete all action items by the end of September, 2007.

Enclosures


oO

e

h)

i)

D

k)

MAPAD PRC Meeting Minutes, August 28, 20074

the MAPAD manual by DLMSO, if it is decided to have the POC information in
the MAPAC.

ACTION ITEM: DLMSO and DAASC will jointly develop a training program
for the reengineered MAPAD.

ACTION ITEM: The CSPs agreed that anyone of the three of them should be
able to update any MAPAD record and that they will coordinate with each other
when making changes. This will be added to the FRD by DLMSO.

ACTION ITEM: The FRD will be updated by DLMSO to add two fields to the
MAPAC record: "Updated By” and" and “Updated Date" to track the user ID of
the person who last updated the MAPAC and the date the change was made for
audit purposes.

ACTION ITEM: DLMSO needs to update the MAPAD FRD to include a drop
down list for FMS Services (page 20). This field will be used to record who
sponsored the record (e.g., Navy Sponsored).

ACTION ITEM: Bob Hammond (DLMSO) asked to be included in the next Tri-
Service meeting. Meeting date scheduled for September 26 and 27 and DLMSO
will participate.

ACTION ITEM: DLMSO needs to update the FRD to include a field for
"Special Instructions”.

ACTION ITEM: CSPs need to decide if a new data element for the “FMS Case
Number” is required. If it is required, Mr. Hammond recommended that this data
be carried in the special instructions field to limit the impact on using legacy
systems.

m) ACTION ITEM: The Tri-Service Group will do a review of the special

n)

9)

p)

ry)

instructions data to determine if there is an opportunity to develop some standards
that the CSPs could select from and encoded list rather than hand typing.
ACTION ITEM: It was suggested that the MAPAD be revised to tie the special
instructions to each MAPAD affected. DAASC will advise the group of the
feasibility of doing this by 26 September 2007.

ACTION ITEM: It was suggested that the CSPs see all the special instructions
for a country but the shipper only sees the special instructions for the MAPAC to
whom the material is being shipped. DAASC will advise the group of the
feasibility of doing this by 26 September 2007. Note. This action is only valid if
action item n above is feasible.

ACTION ITEM: TAC M addresses must always have a POC office and phone
number for the shipper to call at the receiving activity. Initially this field will be
optional. DLMSO will add this to the FRD.

ACTION ITEM: DAASC no longer mails supply shipment status to addresses
in the TAC 4. The only way to currently get status from DAASC is by a COMRI.
The Tri-Service Group will determine if TAC 4 is needed or if the address


MAPAD PRC Meeting Minutes, August 28, 20078

Enclosure 2

MAPAD Process Review Committee Meeting
HOSTED BY
DLMSO

MAPAD CHAIR: Mr. Bob Hammond, DLMSO
703-767-2117 or DSN 427-2117

AUGUST 28, 2007

0900 — 1600 HOURS EDT

Meeting Agenda

Administrative Remarks, Introductions, Agenda & Meeting Goals

Review of the MAPAD FRD


IN REPLY
REFER TO

DEFENSE LOGISTICS AGENCY
HEADQUARTERS
8725 JOHN J. KINGMAN ROAD
FORT BELVOIR, VIRGINIA 22060-6221

DLMSO. September 14, 2007

MEMORANDUM FOR MILITARY ASSISTANCE PROGRAM ADDRESS
DIRECTORY (MAPAD) PROCESS REVIEW COMMITTEE

SUBJECT: Military Assistance Program Address Directory (MAPAD) Process Review
Committee (PRC) Meeting Minutes, August 28, 2007

The attached minutes to subject meeting are forwarded for information and action. You
will be notified of the next meeting. The Defense Logistics Management Standards
Office point of contact is Robert Hammond, 703-767-2117, DSN 427-2117.

Dapitle C, PIP:

Director

Defense Logistics Management
Standards Office


MAPAD PRC Meeting Minutes, August 28, 20072

Purpose: The Defense Logistics Management Standards Office (DLMSO)

hosted subject meeting in Fairfax, Virginia. Specific discussion topics are noted below.
A list of the attendees is show at Enclosure 1. The meeting agenda is provided at
Enclosure 2.

Brief Summary of Discussion: Mr. Bob Hammond, Chair, MAPAD PRC

facilitated the discussion:

Review of Meeting Topics:

1) Overview. DLMSO began the meeting by briefing the concept for the reengineered

2)

MAPAD whose technical architecture will mirror that of the reengineered DODAAD
providing for real-time update of the MAPAD via the Web and real-time access by
application systems via data replication. Everyone is looking forward to the
enhanced capabilities. The principle purpose of the meeting was to review the draft
functional requirements document (FRD) which was sent out to the meeting
participants in advance. Central Service Points (CSPs) from each service were
represented.

The following general topics were discussed:
a) The first discussion item was the process for updating MAPACs. The

representatives of the three Military Service CSPs all agree that the use of the
Web new update application to maintain MAPAD addresses to support the
movement of non-classified material will be a significant improvement. The
addition and changes to addresses for the shipment of classified items require that
the Defense Security Service (DSS) verify by inspection and written certification
that the freight forwarder’s facility to which the items will be shipped meets
security requirements and that there are personnel working for that freight
forwarder at the facility with the appropriate security clearances. Clearly, the
customers taking delivery of ‘material have the strongest relationship with the
CSPs. The CSPs agreed that they could serve as the central point for the update
of addresses for shipments of classified items with the following reservations and
conditions.

i) The CSPs all had some concern that there could be workload increases that
would tax their resources. Bob Hammond indicated that in the past 30 days
he was only aware of three requested changes; however, it was decided to
gather information on volume to make a resource assessment. Action Item:
DLMSO requests DAASC take a look at the most recent 6 months of
MAPAD updates and provide statistics for addresses requiring clearance,


b)

c)

MAPAD PRC Meeting Minutes, August 28, 20073

Note: This has been provided by DAASC and is currently being reviewed by
the CSPs.

ii) That the CSPs are provided all the necessary documentation from the
applicable country requesting the change and from DSS certifying that the
freight forwarder has met the security requirements for the addresses requiring
update and that the information be timely. Action Item: The documentation
requirements and process to ensure the CSPs have everything they need, will
be discussed at the DSCA hosetd Tri-Service meeting which has been
scheduled for 26/27 September 2007. DSCA took the action to schedule the
meeting. Mr. Hammond requested that DLMSO receive an invitation to the
meeting.

There was a discussion of country codes and it was explained that the 2" and 3
characters of the MAPAC are the country code for that MAPAC and the MAPAC
will continue to be constructed using the FMS Country Code Standard. The
reengineered MAPAC will contain a separate field for Country Code. The
Country Code field will updated through the use of a dropdown box from which
the user will select the appropriate country name. DAASC will then place the
appropriate 2 and 3 character ISO country codes into the data base in the Country
Code field, based on the country name selected. Like the DoDAAD, the FIPS 10-
6 country code, the MILSTRIP country code and the FMS country code will also
be transparently stored in the database. The Country Code table used for the
dropdown will be the same one currently used by the DoDAAC.

There was a discussion that requests for MAPAC changes come from freight
forwarders, country representatives and others. It was agreed that all MAPAC
change requests will now come from the CSPs.

Each page of the FRD was covered in detail and the following action
items/decisions were taken during the discussions.

a)
b)
c)
d)

e)

ACTION ITEM: All participants need to review TAC definitions in the MAPAD
FRD, and provide feedback to DLMSO by September 26, 2007.

ACTION ITEM: DLMSO needs to update the MAPAD Manual once the
MAPAD reengineering is complete.

ACTION ITEM: DLMSO needs to add TAC 9 to the list of TACs used by FMS
in the FRD.

ACTION ITEM: Tri-Service Group needs to review adding a restriction to the
MAPAD to require a specific POC (organization/phone number).

ACTION ITEM: Based on the review (see action item d above) by the Tri-
Service Group the requirement that every country have a POC should be added to