IN REPLY

REFER TO DLMSO

DEFENSE LOGISTICS AGENCY

HEADQUARTERS

8725 JOHN J. KINGMAN ROAD, SUITE 2533

FT. BELVOIR, VIRGINIA 22060-622 1

MEMORANDUM FOR: DISTRIBUTION

SUBJECT: Defense Logistics Management Standards (DLMS) Supply Discrepancy Report

(SDR) Subcommittee Meeting, November 19,2002

The attached minutes of the DLMS SDR Meeting 02-2 are forwarded for you information

and appropriate action.

The Defense Logistics Management Standards Office point of contact is Ms. Ellen Hilert,

DOD SDR System Adrrhistrator, at (703) 767-0676, DSN 417-0676 or e-mail

ellen hilert@j~q.dla.mil. 17

Standards Office

Attachment

DISTRIBUTION:

SDR Representatives and Attendees

cc:

Supply PRC
DLMSO November 26, 2002

MEMORANDUM FOR RECORD

SUBJECT: Defense Logistics Management Standards (DLMS) Supply Discrepancy Report 

(SDR) Subcommittee Meeting, November 19, 2002

Purpose: The Defense Logistics Management Standards Office (DLMSO) chaired a 

meeting on November 19, 2002 at the HQC for the purpose of addressing unresolved issues and 

finalizing requirements for completion of Phase I of the DoD WebSDR. GSA presented a 

demonstration of their discrepancy system (E-Resolve), which is still in testing and will be 

implemented in the near future. A list of attendees is shown at Enclosure 1. 

 

Review of Meeting Topics:

A. DoD WebSDR Overview and Demonstration: Ms. Ellen Hilert, DLMSO,

walked the Committee through the various input screens, providing background on previously 

agreed to changes, as well as soliciting new changes/requirements. DoD WebSDR screenshots 

are available at: https://day2k1.daas.dla.mil/websdr/demo_files/demo.htm. (These will be 

updated as corrections/additions are incorporated.) Specific areas discussed are reflected below, 

and details of resolutions shown at Enclosure 2. 

? Discrepancy Codes: The DoD WebSDR site will continue to allow for selection of three 

discrepancy codes per SDR, with the second and/or third passed in SDR transactions using the 

remarks field. In addition the third discrepancy code will not be restricted to packaging as 

previously suggested.

 

? Requirements for the Activity Identification - Initiator. The program will be revised to 

remove the option of entering a RIC for initiator identification. Clear text address will be 

permitted only if no DODDAC is provided and will be forwarded via email. If the customer 

alters pre-filled address pulled from the DODAAF, the corrected address will be passed to the 

action activity. GSA suggested that line 4 should be mandatory. DLMSO agreed to consider 

making this change.

? Requirements for the Activity Identification – To Address/Distribution Address(es): 

Automated system determination of the action activity was discussed in detail with significant 

progress toward resolving open questions. The preferred identification of the To Address will 

be the RIC based upon predetermined rules. Components should review of the updated 

strawman guide and forward any further corrections and additions to DLMSO. 
? Transportation Control Number (TCN) and Recognition of Partial Shipments: The application 

will be revised to display up to 25 TCNs with matching document number/suffix. A message 

will be added indicating there are multiple shipment and the screen will be moved up earlier in 

the process.

? Shipment, Billing, and Receipt Data: Changes and clarification as follows.

? The application currently allows for item identification by CAGE/part number. It uses 

a break-out according to MILSTRIP reflecting the 5 digit CAGE and a 10 digit part 

number. This will be revised to allow for a 5 digit CAGE and a 15 digit part number 

with special characters. The NSN block will be changed to allow entry of either FSC 

and/or NIIN; 4 positions will be allowed for the FSC and 9 positions for the NIIN. 

The FSC may be left blank when NIIN is filled, but not vice versa.

? A new requirement to identify Controlled Inventory Item Code and Flight Critical 

Safety Parts/Critical Safety Item (FSCAP/CSI) was established during the previous 

WebSDR meeting. FLIS interface changes are being worked on, and, will be 

incorporated in near future.

? Incorrect Item Received Data:

? Part number field size for incorrect item identification. Same as above. 

? Item identificationwill be modified to permit: NSN or Cage/Part Number (CAGE may 

be blank) or Description. If CAGE is not entered, a description is required.

? Condition Code selection box will be expanded to allow for a description.

? Distribution Depot Packaging Data: This screen will be changed to “Packaging Data”. The 

USA may request something more specific at a later date. The other Components are not 

currently using the information.

? Pre-Fill Look-Ups: System will be changed to display “Not Found” for any information that 

could not be pre-filled.

? Discrepancy Cost Display and Calculation: Revisions requested since the last meeting were 

not available for display. Clarification will be added to the screen display.

? Transportation Service Order: System will be changed to add this to the list of possible 

transportation numbers in drop down box.

B. Component/DoD WebSDR Interface: DLA, USA, and USN have begun 

working with DAASC to map SDR data to transactions which will feed directly into internal 

Component SDR applications. The Components will continue to work independently with 

DAASC to develop transaction interfaces. The USAF must provide email addresses to which their 

SDRs should be forwarded. GSA will provide the UDF format for interface with their automated 

system.

E. WebSDR Option under WebVLIPS: DAASC is exploring the potential 

benefits of controlling access to the DoD WebSDR website though the existing WebVLIPS 

application. WebVLIPS has recently changed password requirements to allow expired 
passwords (45 days) to be changed on-line without being locked out of system. This may 

overcome the drawback of using WebVLIPS for most WebSDR customers who would be low 

volume, infrequent users. Further research is required to understand DoD security requirements.

F. DAAS On-line History: DAAS is investigating possibilities for improving on 

line access to history. (See details in Enclosure 2.)

G. Phase II Development: The initial deployment of the DoD WebSDR will 

only address submission of SDRs. The Components previously expressed interest in expanding 

the functionality to include capturing disposition/response for customer access and historical 

analysis. This will be pursued at the next meeting. 

H. Wrap-up, Next Meeting: 

Ms. Hilert thanked all the participants for their attendance and contribution to the development of 

the DoD WebSDR application. As there were no USMC representatives in attendance, their input 

should be provided via email. The next meeting will be planned for March, 2003. 

/signed/

_________________________

ELLEN HILERT

DoD SDR System Administrator

Supply PRC Chair

APPROVE: /signed/ 

JAMES A. JOHNSON ___________________

Director, DLMSO
SDR 02-2 Meeting Issue Resolution

Discussion Topics

Issue USA USN USAF USMC DLA GSA DOD WEBSDR Resolution

Discrepancy Codes:

Number of codes supported in 

automated process.

Consider restricting third to the P 

series codes.

Allows 1,

2

nd & 3rd 

mapped to 

remarks

Allows 2,

3

rd mapped 

to remarks

No system 

interface -

email

Allows 2,

3

rd mapped to 

remarks

Allows only 2-

position codes 

in format – map 

4 position codes 

to remarks

Uses 

internal 

GSA 

codes

Leave as is. Allow 3 per 

SDR – 3rd will not be 

restricted to packaging as 

previously suggested. Map to 

remarks per Component 

requirements.

Allow for two digit (P1), do 

not require four digits (P101)

*DAASC Action

Requirements for the Activity

Identification (To, Initiator):

Currently requires that selected 

address lines be filled. The system 

will prefill the address based upon 

the customer-entered RIC or 

DoDAAC. It allows the customer 

to alter the prefilled information or 

to type in a clear-text address. It is 

not clear how to handle this 

information when passing the SDR 

transaction to the action activity. 

Components must specify if we 

need to restrict the current flexibly 

which lets the customer chose to 

use either RIC or DoDAAC.

Currently the application uses the 

TAC 1 (mailing) address.

DODAAC only 

for reporting 

activity

DODAAC –

restrict or 

DAAS 

convert

Will revise to remove RIC 

option for initiator 

identification. Will specify 

clear text only if no 

DODDAC assigned; clear 

text initiator will be 

forwarded via email.

If customer alters address 

from DODAAF, pass 

corrected address; otherwise 

only pass RIC/DODAAC.

* DAASC Action

Materiel Identification:

DoD WebSDR allows for item 

identification by CAGE/part 

number. This may not work for 

customer entries where the actual 

part-number exceeds 10 digits.

New on-line 

submit form has 

field for part 

number. The 

field length is 

15 characters.

Navy uses a 

manufacturer

's part 

number that 

is 32 

characters in 

length

Will revise so that Part 

number identification uses 5 

digit CAGE and a 15 digit 

part number. Part number 

may contain special 

characters. Revise NSN 

block to allow entry of either 

NSN or NIIN. Display as 

FSC and NIIN. FSC = 4 

positions and NIIN = 9 

positions. FSC may be left 

blank when NIIN is filled, but 

not vice versa.

Distribution Depot Packaging 

Data:

USA and DLA are to evaluate 

usefulness and provide 

comments/revisions.

This is 

packaging 

screen from 

AEPS, only 

pop-up if "P" 

discrepancy 

code is used. 

Captures data 

for packaging 

SDRs, 

including the 

Stock 

Readiness 

SDRs 

submitted by 

DLA depots. 

Info to be 

passed in

remarks section 

Change to “Packaging Data”. 

USA may request something 

more specific at a later date. 

Army requires that fields be 

zero-filled if customer does 

not enter data. Not currently 

used by other Components.
Partial Depot/CCP Split:

Improve display for multiple partial 

depot shipments/splits matching on 

document no/suffix. 

DAAS will display up to 25 

TCNs matching on document 

no/suffix. 

Message will be added 

indicating 

There are multiple shipments. 

Move this screen earlier in 

process.

* DAAS Action. 

CIIC:

Joint Recommendation: Add FLIS 

lookup to provide Controlled 

Inventory Item Code (CIIC)

Add Controlled Inventory 

Item Code (CIIC). Pre-fill 

when available from FLIS, 

but allow customer to add 

code if blank.

* DAASC Action

Critical Item:

Joint Recommendation: Add FLIS 

lookup to provide Federal Item 

Identification Guide (FIIG) 

Criticality Code

Will add a check box 

identified as Critical Safety 

Item (CSI)/Flight Safety 

Critical Aircraft Part

(FSCAP). Pre-fill if 

Criticality Code,

Federal Item Identification 

Guide (FIIG) in FLIS has a 

code E or F.

Allow customer to add code if 

blank.

* DAASC Action

Security–How to Control Access 

to DoD Web SDR:

Component preference for 

Password/User ID

Option to adopt Web VLIPS 

?? too restrictive for SDR ??

WEBVLIPS User can now 

change expired password (45 

days) on-line without being 

locked out of system

Need to research further to 

understand what DoD 

security requirements are.

*DAASC Action

Inquiry Options:

Desire standard or ad-hoc inquires 

for DAAS SDR History?

Component recommendations 

needed.

No additional requirements

DAAS On-Line History DAASC investigating 

possibilities for improving 

on-line access to history. 

DAAS maintain 365 days on-

line for LMARS – looking 

into extended time for FMS. 

Looking into using these files 

for SDR process.

Unit Price Clarify data element name 

when price is pre-filled so 

that says “Current Standard 

Unit Price”

*DAASC Action

Pre-Fill Look-Ups Display “Not Found” for any 

info that can not be pre-filled.

Address Lines

GSA suggested that line 4 

should be mandatory. 

DLMSO agreed to take a look 

at this.

Incorrect Item Expand condition code field 

to allow for description

Display material 

identification blocks as above. Require description if 

no CAGE entered.

Transportation Service Order Add to list of possible 

transportation numbers in 

drop down box.

Total Cost Display

USAF recommended revisions to 

separate total packaging cost from 

discrepant material cost.

Corrections have been made 

and will be available shortly 

on updated screen shots and 

test application.
Strawman Business Rules for Automated Distribution of SDRs

SOS Discrepancy Type /

Special Criteria

Action Activity Distribution Copy Distribution

Copy 2

All 

Components

Contractor Shipments/DVD

How to identify: AB_, Direct Delivery 

Notice, posted (DAAS looking into using 

LMARS history file to identify DVD)

ICP

DLA All non-DVD except specific discrepancy 

codes identified below

Shipping depot if 

known and listed as 

DSS depot, otherwise 

ICP

DLA Specific Discrepancy Codes : C1, all Qs, W4 ICP

USA All non-DVD except NAMI ICP

USA Non-Army Managed Items (NAMI)

How to identify: ICP RIC =AJ2 

ICP - NAMI 

USMC All ICP DLA shipping 

depot if 

applicable/known

USN All non-DVD 

 

 

 

 

Shipping depot if 

applicable/known, 

otherwise ICP

USN If shipper or submitter is a commercial 

activity

How to identify: Service Code Q

NAVSUP

USAF All non-DVD Shipping depot if 

applicable/known,

otherwise ICP

GSA GSA NCSC

Other/Exceptions:

All Constructed Document No 

How to identify: “U” in first position of 

serial number

ICP

DLA/USAF

GSA

 

Lateral Redistribution

How to identify: DIC = A4_ w/Distribution 

Code 2 or 3

*DAAS research

DLA Shipping depot if

known

ICP

USA/USN Lateral Redistribution ICP DLA shipping 

depot if known

DLA/USAF

GSA

Redistribution 

How to identify: DIC = A2_

DLA shipping depot if 

applicable/known

ICP

USA/USN Redistribution ICP DLA shipping 

depot if 

known

All Shipments from DRMS

How to identify: A0_, w/RP 4-6 = S9D

DRMO DRMS

All Shipments to DRMS Shipper DRMS

All Material Returns

How to identify: Customer Document 

number/Depot is SDR initiator

ICP Returning activity

N/A National Defense Property, Plant, and 

Equipment (ND PP&E)

How to identify: applicable data content?

DSCR Presumed not 

applicable to 

automated 

process.
N/A Personal Property Shipments

How to identify: applicable data content? 

MTMC Presumed not 

applicable to 

automated 

process.

All Miscellaneous, not specifically addressed ICP

Component Interface -- How and Where to Forward DoD Web Prepared SDR

Component Format Format 

Provided

Receiving 

Application/

Email Address

DAAS Status

USA UDF Y

USN UDF Y

USAF email

USMC

DLA UDF Y If requisition history info is not pre-filled SDR will 

be e-mailed

Research using 842 for BSM

GSA UDF

Other?

Component Implementation Goal

Component Implementation

Timeframe

Is Email 

Acceptable 

Prior to 

Automated UDF 

Interface?

Comment

USA no

USN

USAF

USMC

DLA Jun-Sep 2003

GSA