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ADC 131

DLMS Submission of Electronic DD Form 1225, SQCR

1. ORIGINATOR

a. Service/Agency: Defense Logistics Agency (DLA) and Defense Logistics Management 

Standards Office (DLMSO)

b. Sponsors: 

(1) Supply Process Review Committee, Chair: Ellen Hilert, DLA DLMSO, J-6251, 

703-767-0676 (DSN 427), ellen.hilert@dla.mil

(2) Defense Logistics Agency, Vickie Albert, HQ DLA-J3731

2. REFERENCE: 

a. The guidance for submission of SQCRs is joint Component publication: DLAI 

4145.4/AR 740-3/AFJMAN 23-231/NAVSUPINST 4400.100/MCO 4450.15, Stock 

Readiness, available at http://www.dla.mil/dlaps/dlai/i4145_4/i4145.4_file1.htm

b. Under Secretary of Defense (AT&L) memorandum: Migration to the DLMS and 

Elimination of the Military Standard Systems (MILS), December 22, 2003

3. FUNCTIONAL AREA: Primary: Supply

4. REQUESTED CHANGE

a. Title: DLMS Submission of Electronic DD Form 1225, SQCR

b. Description of Change: This change creates two new DLMS transactions for use 

within the stock readiness function to pass DD Form 1225, Storage Quality Control Report, data 

between distribution depots and Inventory Control Points. It will eliminate use of a DLA-unique 

transaction and, eventually, eliminate the current process of exchanging hard-copies of the DD 

Form 1225 between the distribution depots and Service ICPs. This change includes a DLMS 

Supplement (DS) 842SQ, SQCR, and a DS 842SR, SQCR Reply. A single Federal 

Implementation Convention (IC) 842S will encompass both formats. Data content from the 

DLA unique transactions and data elements associated with the form only are included in the 842 

formats. In addition, DLMS enhancements to include unique identification (UID) of items and 

point of contact information consistent with DLMS usage are also included. Mapping to the 

current CD5/CD4 transactions used to exchange SQCR information between DLA Distribution 

Standard System (DSS) and the ICP is provided. DAAS conversion will not be required for 

implementation and will be evaluated separately for feasibility.

c. Background: Following is an overview of the current procedures for creating the SQCR.

(1) At the Distribution Depot (DD) users complete an online version of the SQCR

through two screens in the Depot Standard System (DSS) that capture the existing 

DD 1225 data. Through DSS, DLA users have the ability to: add; change ; inquire;

delete; and close SQCR records. 
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(2) DLA-Owned Material: The SQCR data is transmitted to the ICP to establish the 

Customer Depot Complaint System record using a CD5 transaction indicating a 

Document Type 5. The ICP disposition instructions are returned to DSS using the 

CD4 transaction. (BSM is temporarily using the CD4/5 interface, but will transition 

to the 842 during DLMS migration.)

(3) Component-Owned Material: When a component ICP is involved, processing the 

DD-1225 data for non-DLA managed materiel uses the same two screens as DLA 

material and an additional screen. The DLA depot completes the SQCR in DSS and 

prints the DD Form 1225 which is either mailed or faxed/E-mailed to the non-DLA 

ICPs. The disposition instructions from the non-DLA ICPs are not transmitted 

automatically to the DLA depot. The DLA depot personnel must update and close 

SQCR records for non-DLA managed materiel in DSS.

d. Procedures: Modify DOD 4000.25-M, Defense Logistics Management System Manual 

as follows:

(1) Update DLMS manual front matter. The following definitions are taken from DLAI 

4145.4, et al, and provide background to understand the purpose of stock readiness 

and usage of the SQCR by the Components.

Terms and Definitions:

Stock Readiness. A DOD program involving the tasks needed to assure that the proper 

condition of materiel in storage is known and reported, that the condition is properly 

recorded, and that the materiel is properly provided with adequate packaging protection 

to prevent any degradation to lower condition codes. Stock Readiness concerns itself 

with the in-storage inspection, minor repair, testing, exercising of materiel, and 

packaging aspects associated with these efforts. Stock Readiness includes the elements 

of COSIS plus the functions related to the receipt, identification, classification, and 

packaging of materiel during the receipt process. Stock Readiness excludes those actions 

that fall under the area of general warehouse care and depot maintenance, including the 

use of proper storage aids, identification of materiel/storage locations, and rewarehousing 

actions.

Care of Supplies in Storage (COSIS). A program composed of a set of processes and 

procedures whose purpose is to ensure that materiel in storage is maintained in 

ready-for-issue condition or to prevent uneconomic deterioration of unserviceable 

materiel. With proper COSIS, supplies and equipment in storage will be preserved and 

maintained in a serviceable condition through inspection and actions taken to correct any 

forms of deterioration and to restore materiel to ready-for-use condition. The COSIS 

includes in-storage inspection, minor repair, testing, exercising, preservation, and packing 

of materiel, and all intra-depot materiel movement to perform those tasks.

 (a) Standard COSIS. Standard COSIS inspections are included in the discrete pricing 

rate and as a minimum, consist of an annual survey of the materiel in storage. The 

instructions in DLAI 4145.4/AR 740-3/AFJMAN 23-231/ NAVSUPINST 

4400.100/MCO 4450.15, Stock Readiness, provide specifics for various materiel types 

and categories.
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 (b) Reimbursable COSIS. Those COSIS activities such as testing, exercising, 

preservation, and packing of materiel in storage resulting from COSIS inspections and not 

funded under discrete pricing and, in general, entails those actions necessary to correct the 

problems with the materiel, and/or packaging identified by the routine COSIS. 

Reimbursable COSIS Includes the costs for any component parts required in performing 

minor repairs. This applies to both receipts from Military Service activities as well as 

materiel in storage, and includes both minor repairs and necessary packaging that will 

maintain the stored materiel in assigned materiel condition codes. Funding for this work is 

outside of the scope of the discrete pricing as defined in the Defense Capital Working 

Fund.

Acronyms and Abbreviations:

COSIS Care of Supplies in Storage

DD Distribution Depot

SQCR Storage Quality Control Report

(2) Update DLMS procedures, Volume II. Insert new Chapter 21, Stock Readiness

Program, to provide general procedures and provide a cross-reference to the prescribing joint 

Component guidance (Enclosure 1).

(3) Publish DLMS Supplement (DS). Add new DS 842S, SQCR. Mapping and 

associated notes for ANSI ASC X12 formats are identified at Enclosure 2. An equivalent 

XML transaction will be created upon approval. 

5. REASON FOR CHANGE: These new DLMS transactions will provide the capability to 

replace the paper copy DD Form 1225, Storage Quality Control Report, and the DLA–unique 

transactions used to communicate SQCR information between the Distribution Depot and the 

DLA Inventory Control Point. Supports migration to the DLMS.

6. ADVANTAGES AND DISADVANTAGES

a. Advantages: Supports implementation of this process in within DLA and will add a

degree of automation to a process currently being done using paper forms. Will provide a 

migration target for Services modernization efforts.

b. Disadvantages: None specifically identified.

7. IMPACT Publication(s):

a. DOD 4000.25-M, DLMS, a Federal IC does not exist and will need to be developed and 

submitted to the EDISMC/Logistics Functional Work Group for coordination/approval.

b. Joint Component guidance should be updated to reference electronic version of DD 1225 

as acceptable alternative to hard copy form.

Enclosure