DLMSO 

 MEMORANDUM

FOR RECORD

SUBJECT: Defense Logistics Management Standards (DLMS) Supply

Process Review Committee (PRC) Meeting 98-3,

October 13-14, 1998

Purpose: The Defense Logistics Management Standards Office

(DLMSO) hosted the Supply PRC meeting 98-3 on October 13-14,

1998, at the Headquarters Complex, Ft. Belvoir, VA. Specific

discussion topics are noted below. A list of attendees is shown

at Enclosure 1. 

Brief Summary of Discussion: Ms. Ellen Hilert and Ms. Mary

Jane Johnson, Supply PRC Co-Chairs, and Ms. Vermella Savage,

MILSTRIP Administrator, provided opening remarks and facilitated

discussion of agenda items below.

Review of Meeting Topics:

a. Report on DLMS Implementation Convention (IC) Status.

 DLMSO reported that all of the DLMS supply ICs have been fully

approved under ANSI version 4010. Copies of the approved ICs are

available from the DLMSO web site at www.dlmso.hq.dla.mil. [The

approved version of three MILSTRAP ICs reported as unavailable at

the time of the meeting have subsequently been posted.] Status of

all the DLMS ICs is available from the IC status report on the web

site. 

b. IC Public Comment. During the public comment phase

of IC evaluation the Air Force recommended that numerous ICs be

modified to include point of contact information and to expand

beginning segment code values with codes to be used in the event

of partial transmission. No action was taken on these

recommendations although the Air Force personnel involved were

advised that their comments would be discussed with the Supply

PRC for future consideration. DLMSO explained that both

recommendations could have a negative impact and finalization of

the 4010 ICs was not delayed for a full evaluation. 

Action: The Air Force will consider submission of DLMS change

proposals.
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c. Review of Federal IC 824, Application Advice.

Unlike the other ICs reviewed and approved by the PRC, the 824

did not originate under the DLMS. It is a federal IC which is

currently out for Electronic Data Interchange Standards

Management Committee (EDISMC) ballot. DLMS functionality must be

incorporated within the IC so that it can be used to pass

application advice, e.g., reject status, to DLMS users. The PRC

reviewed the IC in detail noting shortfalls and potential

implementation problems. The IC must be used to support

rejection of MILSTRAP transactions which are not otherwise

accommodated under the DLMS. However, full DLMS to DLSS

conversion is not possible due to lack of perpetuated data from

the original transaction. Additionally, the federal IC supports

functionality not currently addressed under the DLMS, such as

acceptance with error or acceptance with data change. The IC

also duplicates the functionally of the DLMS status transactions.

 DLMSO will consider possible enhancement of DLMS to take

advantage of the IC format.

Action: DLMSO will document recommended changes to the IC and

forward to the EDISMC. Enhancement of the DLMS will be deferred

for a later version.

d. Implementation Status of Approved DLSS/DLMS Change

9A w/Addendum, Validation of F/AD I Activities. This change

established an automated process to validate F/AD I requisitions

using a table of authorized activity DoDAACs maintained at the

Defense Automatic Addressing System Center (DAASC). Beginning on

September 1, 1998, requisitions reflecting unauthorized use of

the associated priority designators were captured for output to a

report. DAASC provided sample report data for the PRC noting

that counts may be slightly inflated due to the inclusion of

rejected transactions. Rejected transactions will be used in

future reports. The actual reports are expected to be available

on the DAASC web site within a week. DLMSO requested Component

points of contact (POC) for publication in MILSTRIP. [POC names

were later provided by LTC Covas.] LTC Covas reported progress

in scrubbing the list of valid activities and noted that numerous

unit DoDAACs (e.g. Special Operations Forces) must still be added

to the list. Components must also ensure procedures for rapid

notification to support deploying National Guard units authorized

use of FAD I. LTC Covas briefly discussed the current phase of

DoD=s continuing efforts to ensure equity among organizations

competing for reparable resources. Refer to Enclosure 2 for

additional information. 

Action: DAASC will add DI Code APR, Material Obligation
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Validation Reinstatement Request, to the list of requisition

transaction validated under change 9A. DLMSO will incorporate

the additional code when preparing the MILSTRIP Interim Change.

Components will be advised when reports are available for review.

 Evaluation/continuation of the test phase (surveillance via

reports vice automatic downgrading) will be discussed at the 98-4

PRC meeting.

e. Air Force Project Code Validation Initiatives.

Ms. Pat Cronin, HQ USAF/ILSP, explained recently enhanced DAASC

validation of Air Force requisitions to preclude use of

invalid/expired CJCS Project Codes. The Air Force also directed

DAASC to perform additional edits to further ensure appropriate

use of issue priority group 01/02. Although aware of a

potentially negative impact on logistics response time, the Air

Force pursued this action independently to ensure Air Force

compliance with DoD material management policy. Monthly reports

spotlight noncompliance and training deficiencies. A dramatic

reduction in the number of rejects has demonstrated the success

of the program. The Air Force recommended the DAASC validation

be expanded DoD-wide. Briefing charts are provided at Enclosure

3.

Action: The Air Force PRC representative was asked to document

the procedures and submit a DLMS change proposal.

f. Weapons System Coding. In February 1998, the Air

Force requested use of the Standard Reporting Designator (SRD)

with a one-digit Service code (SRD+) and the essentiality code

to identify weapons systems within the Federal Logistics

Information System (FLIS). DLA (Margaret Gandy, DLSC), AFMC

systems design and DLIS personnel are working jointly to develop

the requirements. Due to a conflict in schedule, a requested

briefing was not available. 

Action: Air Force/DLA/DLIS will report status at the 98-4

meeting. Additionally, DLA will report results of the DLA study

conducted by the Data Networks Corporation Team (Task Order

>Assessing the Feasibility for Providing Integrated Data Access

to Weapon System Data=). 

g. Outstanding DLSS/DLMS Changes: A review of

current change proposals and requests for (revised)

implementation dates (RFID/RRFIDs) revealed that numerous

Component responses are still outstanding. The DLMSO web site

provides a quick reference for those changes discussed. 

Specific action items associated with individual changes are

noted below.

(1) AMCL 154 (MILSTRIP), FMS Requisitioning

Procedures. DLMSO will issue a RRFID. Per PRC request at the
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98-2 meeting, the requirement has been coordinated with the

MILSBILLS Administrator prior to restaffing for a new

implementation date.

(2) AMCLs 12 (MILSTRAP) and 43 (MILSTRIP),

Maintaining Accountability During Maintenance Actions. The PRC

reviewed draft revisions to the approved change during the 98-2

meeting. DLMSO is currently preparing the RRFID. 

(3) AMCL 5 (MILSTRAP) and 13 (MILSTRIP), Date

Packed/Expiration Date for Subsistence Items, and MILSTRAP AMCL

27D, Subsistence Exclusion. DLA will verify validity of this

requirement. The PRC agreed in March to table discussion

pending additional research.

(4) Proposed DLMS Change 23 (MILSTRAP), New

Supply Condition Code (SCC) X, Unserviceable (Waste, Military

Munitions). DLMSO will prepare an RFID. To prevent

implementation delays due to a conflict with the Air Force=s

unauthorized use of code X, the code value V will be substituted

in the RFID.

(5) AMCL 41 (MILSTRIP), DAASC Reject of

Requisitions With Invalid Ship-to and Mail-to Addresses in the

MAPAD. Mr. Brown, representative for DAASC, suggested the

Components consider use of a DAASC-initiated narrative reject

message as an interim measure. This would allow an earlier

implementation date since Components could implement the change

procedurally without delaying for associated programming

changes. 

(6) AMCL 49A (MILSTRAP), Reconciliation and

Follow-up Procedures for Dues-In After Logistics Reassignment

(LR). It was agreed at the 98-2 meeting that this change should

be restaffed for a new implementation date although partial

implementation has already occurred. Ms. Day, DLA, suggested

that DLA should investigate cancellation since the consumable

item transfer (CIT) program, which this change was designed to

facilitate, has been effectively completed. Potential future

uses of the procedures might not justify the programming

expense.

(7) Withdrawal of AMCL 21, (MILSTRIP),

Requisitioning from Reclamation. Withdrawal of this change was

recommended by the PRC during previous IC review. Ms. Day

requested that the formal withdrawal memorandum, prepared by

DLMSO, be withheld pending DLA review of possible impact on

distribution depot procedures.










MEMORANDUM FOR SECRETARIES OF THE MILITARY DEPARTMENTS

CHAIRMAN OF THE JOINT CHIEFS OF STAFF

UNDER SECRETARIES OF DEFENSE

DIRECTOR, DEFENSE RESEARCH AND ENGINEERING

ASSISTANT SECRETARIES OF DEFENSE

GENERAL COUNSEL OF THE DEPARTMENT OF DEFENSE

INSPECTOR GENERAL OF THE DEPARTMENT OF DEFENSE

DIRECTOR, OPERATIONAL TEST AND EVALUATION

ASSISTANTS TO THE SECRETARY OF DEFENSE

DIRECTOR, ADMINISTRATION AND MANAGEMENT

DIRECTORS OF THE DEFENSE AGENCIES

DIRECTORS OF THE DOD FIELD ACTIVITIES

SUBJECT: Department of Defense Reform Initiative Directive #XX - Adoption of ANSI

X12 Commercial Standards in DoD Business Systems

A Joint Service/Agency Committee was established in response to Management

Reform Memorandum #11 to address issues and concerns relating to the conversion of

DoD business systems to use of commercial identifiers. The Joint Service/Agency

Committee recently recommended that the scope of the commercial identifiers be

expanded to include the full range of commercial standards that have been documented

and approved by the American National Standards Institute (ANSI) X12 Standards

Committee. The rationale for this recommendation is that the existing DoD-unique

transaction formats are impediments to business process changes required to support the

war-fighting mission. Adoption of commercial standards is a prerequisite condition for

process re-engineering, incorporating many commercial practices and a greater reliance on

the commercial sector for required products and services. Replacing DoD’s proprietary

formats with the X12 standards will also serve as a necessary stepping-stone to moving

our automated systems towards international open systems standards.

To ensure that the Department exploits available commercial standards through an

integrated approach to its business system upgrades, I am directing that the Joint

Electronic Commerce Program Office (JECPO) form an Integrated Product Team (IPT)

to develop a comprehensive implementation plan in conjunction with the Military Services

and Defense Agencies. The plan shall identify a phased implementation approach to

migrate to commercial standards to simplify DoD interfaces with the private and federal

civilian sectors, and to enable the required changes to the Department’s logistics business

processes.

Services and Agencies will support the JECPO in the development of the phased

implementation plan. IPT points of contact shall be identified to the JECPO within thirty
days. Services and Agencies will execute and fund implementation through process

improvements and business system upgrades.

The Under Secretary of Defense for Acquisition and Technology, in coordination

with the DoD Chief Information Officer, shall provide policy and procedures to effect use

of ANSI X12 standards for all new and planned business systems within ninety days.

The JECPO shall provide monthly progress reports on these efforts to the DoD

Deputy Chief Information Officer, and Director, Defense Reform Initiative. This Directive

supersedes Management Reform Memorandum #11.

John J. Hamre

.
WHAT: Paperless Logistics Data Call Meeting 2

WHEN: 23 September 1998, 0900-1215

WHERE: Defense Logistics Management Standards Office (DLMSO)

 Jefferson Building; McLean, VA

WHO: See attached list of attendees

MEETING SUMMARY:

Dennis Thomas, who chaired the meeting for DLMSO, opened the session by recapping actions

associated with the data call to date. The original requirement for the data call is derived from

National Performance Review (NPR) Goal #7, which directs a 50% reduction in paper transactions

through electronic commerce and electronic data interchange initiatives. Management Reform

Memorandum (MRM) #2, 21 May 97, directed the DoD acquisition community to prepare a plan for

migrating to a totally paper-free environment in contract writing, administration, finance, and auditing.

A 29 Jul 97 addendum to MRM #2 added logistics to the paperless effort. The original data call to

Service and Defense Agency logistics chiefs, issued 30 Jun 98, requested historical and projected

transaction counts within the DoD logistics environment. In their responses to the data call (Aug and

Sep 98), the Services indicated they were unable to comply with the data call as written and proposed

alternative data counts. Thus, the primary purpose of this meeting was to reach consensus among

Service and DLA representatives as to specific logistics data they would track and report as indicators

of progress toward a paperless DoD logistics environment. A secondary purpose also emerged:

soliciting success stories to assist the Logistics Reinvention Office of the Deputy Under Secretary of

Defense, Logistics (DUSD (L) LR) in characterizing progress toward reengineering DoD logistics.

Lively and productive discussion ensued on a number of topics, including:

- the ultimate goal of the data call

- NPR Goal #7

- general strategies to satisfy NPR Goal #7 and MRM #2 requirements

- specific candidate logistics data to track/report as indicators of progress toward a paperless

environment, including: materiel issues/receipts, discrepancy reports, national stock number

application process, logistics system reports, government bills of lading, etc.

- internal workings of logistics systems unique to each Service

- logistics reengineering success stories requested by DUSD (L)

REVISED DATA CALL:

DLMSO agrees to gather paperless MILS transaction data processed through the Defense Automatic

Addressing System. The Services and DLA are relieved of this requirement of the original data call.

Service-unique, non-MILS transaction data submissions, though still required, need not be as extensive

as required by the original data call. Request the Services and DLA identify (and report on in their

quarterly reports) a representative sample of their Service-unique, non-MILS transactions

which, when aggregated, help afford a more comprehensive view of DoD progress toward a

paperless logistics environment.
1. Agreed upon paperless logistics metric:

After lengthy discussion, the Service/Agency representatives remaining in attendance agreed on one

logistics data element they felt comfortable tracking/reporting as a DoD-wide indicator of progress

toward a paperless environment: logistics reports. Based on the agreement reached, request data in

this area be reported by each Service and DLA according to the following format:

LOGISTICS REPORTS

Service/Agency: Quarter Ending: POC:

1. # of logistics systems (Note 1)

2. total # of reports produced (Note 2)

3. # of total reports which are digital capable (system level)

4. # of total reports required to be produced in paper format (Note 3)

Note 1: Include only those logistics systems which produce reports for Line 2.

Note 2: Include only system standard, recurring, or automatic reports. That is, do not include ad hoc

or inquiry reports.

Note 3: Due to statutory or other requirements, not because of personal preference for printed reports.

As defined in the original data call, respondents are reminded that, for the purposes of this reporting

effort, data is to be reported from “logistics systems” in the following logistics process areas:

requirements determination, supply management, transportation, maintenance, reutilization and

marketing, and other logistics processes. Request the first quarterly report be submitted to

DLMSO not later than 29 Jan 99 covering the quarter ending 31 Dec 98. Subsequent reports will

be due the last duty day of Jan, Apr, Jul, and Oct, each covering the preceding quarter. E-mail

submissions are acceptable and will be considered official. 

2. Other proposed paperless logistics metric(s):

We consider the logistics reports metric agreed to above as a first step in this data call effort. We

believe additional DoD-wide metrics would provide a more comprehensive snapshot of progress

toward a paperless environment in DoD logistics. The Services and DLA are encouraged to consider

other candidate metrics they would feel comfortable tracking/reporting as indicators of progress toward

a paperless environment. Service and DLA representatives should be prepared to propose and

discuss candidate metrics at our next meeting, scheduled for 17 Nov 98.
3. Logistics reengineering success stories:

Request the Services and DLA each provide accounts of logistics processes successfully

reengineered. The submissions can describe progress toward a paperless logistics environment or

successful reengineering of a logistics process in general. Consider completed success stories as well

as those currently in progress or anticipated in the future. The Navy is currently working with DUSD

(L) LR to develop a website where these logistics reengineering success stories can be posted. Either

the Navy (Steve DeWeese, OPNAV N4T) or the reinvention folks at DUSD (L) will advise all

concerned when the website is ready to accept success story inputs..