DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD, SUITE 2533 

FT. BELVOIR, VIRGINIA 22060-622 1 

IN REPLY 

REFER TO DLMSO 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE MEMBERS 

SUBJECT: Approved Addendum to Approved Defense Logistics Management System 

(DLMS) Change (ADC) 225A, DOD WebSDR Requirement for Information 

COPY 

The attached change to DoD 4000.25-M, Defense Logistics Management System 

(DLMS) and DLAI 4140.55, AR 735-1 1-2, SECNAVINST 4355.18A, AFJMAN 23-215, 

Reporting of Supply Discrepancies, is approved. This change establishes a second, more 

pro-active procedure to obtain an information copy and is supplemental to the ADC 225 

process. The target implementation for this change is July 2007. The original 

information copy procedure under ADC 225 is still targeted for DLA Enterprise Business 

System (EBS) implementation in August 2008. 

Addressees may direct questions to the DLMSO points of contact, Ms. Ellen 

Hilert, Chair, Supply Process Review Committee, 703-767-0676, DSN 427-0676, or 

e-mail: ellen.hilert@,dla.mil, Mr. Robert Harnrnond, 703-767-2 1 17, DSN 427-2 1 17 or 

e-mail: robert.hammond@dla.mil. Others must contact their Component designated 

representative. n 

Director 

Defense Logistics Management 

Standards Office 

Attachment 

cc: 

DUSD (L&MR) SCI 

SDR Subcommittee 
ADC 225A 

DOD WebSDR Requirement for Information Copy 

1. Originator 

 a. Service/Agency: DLA 

 b. Originator: Ellen Hilert, DLMSO, DOD SDR System Administrator, phone: DSN 427-0676 / 

Commercial 703-767-0676, e-mail ellen.hilert@dla.mil 

2. Functional Area: Primary: Supply/SDR

3. Reference: DLMSO memorandum dated January 22, 2007, subject: ADC 225, DOD 

WebSDR Requirement for Information Copy

4. Requested change 

 a. Title: DOD WebSDR Requirement for Information Copy 

 b. Description of Change: Blue highlighting identifies changes subsequent to the proposed change 

coordination. 

 (1) This change establishes new procedures for WebSDR/DAAS creation/transmission of an 

information copy of an SDR to support DLA Enterprise Business System (EBS, formerly called BSM). 

DAAS/WebSDR will generate an information copy of the SDR and forward to EBS (routing identifier 

SMS) when no previous information copy was provided and the reply created by a storage site identifies 

DLA as the source of supply (SoS)/owner/manager (Routing Identifier EBS or S9_). This process is 

applicable to shipments from storage sites, primarily Distribution Depots, to a customer where the storage 

site had initial action on the SDR. 

(2) This change also adds a data field to identify the owner/manager to the WebSDR report and 

reply screens. 

(3) This new process should be designed in such a way that it can be expanded to additional 

SDR systems on behalf of other sources of supply should they identify a need to receive an information 

copy prior to accepting an SDR reply for the initial action activity (e.g. Distribution Depot). 

 c. Background: Paragraphs 4.b.(1) thru (3) are repeated from ADC 225.

 (1) DLA EBS design for SDR processing requires a basic report to be posted before a reply can 

be accepted. WebSDR currently sends an information copy of the original report when the SDR is 

created on-line and the SoS is known to be “SMS.” Due to a lack of available historical data at DAAS, 

WebSDR cannot always identify the SoS and provide the required information copy as was originally 

planned when WebSDR was implemented. DLA has taken action to overcome this gap by programming 

the Distribution Standard System (DSS) (DSS/ISDR programs) to fill in the missing SoS on SDRs replies 

when that information is available in DSS. WebSDR will then create an information copy of the reply for 

the SoS. However, when DSS sends a reply to WebSDR for EBS managed material with the added SoS, 

the replies are rejecting. EBS will reject responses where WebSDR did not send an original (DLMS 

transaction Beginning Segment code 00 or 22). 
 (2) EBS has no way to correct this problem without a major system overhaul, as the current 

processing is deeply imbedded in the system. Many examples have been provided to DAAS which 

indicate the A5_ transactions are passing through DAAS, however for some reason DAAS does not 

always capture that A5_ information. Therefore, DAAS is not always providing prefilled shipping 

information as was expected by DLA system programmers. Due to EBS systems limitations, DLA is 

requesting DAAS/WebSDR develop programming to correct this transaction exchange gap. 

(3) This same issue will be applicable to SDRs which do not originate on WebSDR, but are 

originated within a Service application and may be transmitted electronically without the SoS. Since the 

number of these is expected to grow over time, this requirement will support the long-term process. 

(4) With the logistics reassignment of national stock numbers from DLA SAMMS to DLA EBS 

and termination of the SAMMS, the volume of SDRs being processed by EBS is increasing substantially 

and requires a more proactive approach. The new process will eliminate the need for EBS to trigger the 

creation of the information copy each time one is needed. In addition, the new procedure can be 

implemented independent from EBS program changes which allows for an earlier implementation. 

(5) DD Kuwait/Southwest Asia (DDKS) may use WebSDR to create replies for customer SDRs 

(document type 7). The current reply screen does not permit identification of the SoS in those cases 

where this information is not available from DAAS history. EBS would reject those DDKS replies since 

no information copy would be generated under the new procedure. 

(6) It may be that SDRs routed to storage sites which are not Distribution Depots, (e.g. a NIMS 

site) would also generate a reply transaction via web or other Service application, identifying the source 

of supply, and for which this information copy procedure will be needed to support EBS. 

 d. Procedures: 

(1) Requested programming changes include the following: 

 (a) Information Copy. When DAAS/WebSDR receives a customer SDR (document 

type 7) reply from a storage site with a DLA SoS identified (EBS or S9_), DAAS/WebSDR will verify 

that an information copy has been provided to EBS. If there is no record that an information copy has 

been provided, DAAS will generate an information copy following current rules for preparation of the 

EBS information copy. The information copy will be forwarded and then the reply will be forwarded 

separately in the next cycle (approximately a 15 minute delay to ensure that the information copy is 

processed first). 

 (b) Report and Reply Screens. The web report and reply screens will be updated to 

include capability to identify the owner/manager by direct input. The field will be populated when the 

owner/manager is already available. The input field will be labeled “Owner/Manager” to support multipurpose use for different document types. The help screen will provide the following guidance: 

“Owner/Manager. Use to identify the source of supply, e.g. inventory control point/item manager, which 

directed shipment from a storage location or a vendor when used on customer-reported discrepancies. 

Use to identify the owner/manager to whom the SDR is directed for resolution on distribution 

depot/storage site-reported discrepancies.” 

(2) Insert the following subparagraph into the joint Component guidance and DLMS manual in 

the existing section for DAAS processing business rules: 

DAAS SDR Processing. 
 Under DLMS, SDRs shall be integrated with standard logistics transaction processing through 

DAAS. DAAS shall perform the following actions ............... 

 DAAS will respond to DAAS-directed rejected reply transactions indicating no matching 

original report or information copy of the SDR is found in the automated application (Reply Code 926), 

by providing an information copy of the original report to the activity which rejected the reply. 

Unmatched requests for an information copy will be returned by DAAS reject (Reply Code 926) to the 

sending organization (ADC 225 implementation pending). DAAS will create and forward an 

information copy to the DLA source of supply for of all customer SDRs based upon the storage site 

reply where an information copy was not previously provided (ADC 225A). 

 e. Alternatives: Continue manual process: EBS currently receives a significant number of DLMS 

842A/R transactions that are rejecting due to the situation described in this change. The work around for 

processing the rejected SDRs into EBS is all manual and very labor intensive. Also refer to ADC 225 for 

original reply code 226 procedures. 

5. Reason for change: 

 a. EBS currently does not have capability to make a system change at this time to eliminate this gap. 

Providing pre-filled information on the original SDR report was identified as a DAAS responsibility; 

however, there are a significant number of examples indicate missing A5_ information at DAAS or 

inability to properly interpret the SoS. DAAS also appears to be better able to make the necessary system 

changes to eliminate the gap. 

 b. This change will improve DAAS/WebSDR processing/business rules by ensuring WebSDR sends 

the original report or an information copy to EBS on all SDRs where the SoS is SMS. This will eliminate 

the current labor intensive process of manual look-up on SDRs that reject in EBS due to a missing report. 

This will turn this manual process into an automated process and supplement the ADC 225 process 

would. (ADC 225 requires that the receiving owner/manager trigger the information copy generation by 

sending a Reply Code 226 to DAAS/WebSDR.)

 c. The capability to allow direct input of the owner/manager will improve data capture since the SoS 

is not always known. The capability to identify the owner/manager on the reply screen mirrors the 

Defense Distribution Depot function to insert the owner/manager on the reply so that DAAS/WebSDR 

may generate the information copy when needed by DLA. 

 

6. Advantages and Disadvantages: 

 a. Advantages: This will improve SDR processing by eliminating manual processing in EBS for 

those SDRs which are rejecting due to receiving a reply where no original was received. This will save 

DLA manpower and time. Currently EBS is receiving approximately 75-100 transactions per month 

which fall into this scenario. There is a major advantage in this new procedure over the original ADC 225 

in that it can be accomplished prior to implementation of the original process and is more advantageous in 

that it shortens the delay for providing the information copy and eliminates the necessity to send and 

process the additional reject transaction to trigger the information copy. The original process is still 

considered a valid requirement as it will be used to trigger missing information copies for older SDRs 

(those submitted prior to the new process implementation) and may be used by other SDR systems when 

necessary to obtain a copy of an SDR. 
 b. Disadvantages: Uses limited programming resources to support a Component unique process. 

7. IMPACT: 

 a. Data Content/Procedures: This change request will impact DAAS/WebSDR processing, but will 

not impact the transaction format or Component processing. The information copy preparation under this 

change is requested as a high priority change for immediate implementation. This expedited 

implementation of this new procedure will support close-out of the DLA legacy system, SAMMS, which 

will significantly increase the number of missing information copy original reports in EBS. It will also 

stem the number of backlogged reply transactions awaiting implementation of the Reply Code 226. The 

reply screen update to add the new field may be provided concurrent with implementation of the new type 

codes. The report screen update may be made subsequent to this. 

 b. Publications: Impact to DOD 4000.25-M, DLMS publication