March 12, 2001

DLMSO 

MEMORANDUM FOR RECORD

SUBJECT: Defense Logistics Management Standards (DLMS) 

Supply Discrepancy Report (SDR) Subcommittee 

Meeting, February 28-March 1, 2001

Purpose: The Defense Logistics Management Standards 

Office(DLMSO) hosted the subject meeting at the McNamara 

Headquarters Complex, Ft. Belvoir, VA. Specific discussion 

topics are noted below. Briefing charts and a list of 

attendees are available at http://www.dla.mil/j-6/dlmso/ 

Committees/SDR/supplySDR.htm

Brief Summary of Discussion:

a. Web Demos/Status/discussion:

(1) Overview Briefings. The DLMSO SDR

chairperson presented an overview briefing of the proposed 

DoD Web-based SDR application, highlighting the point that 

the application would permit all DoD customers to input 

their SDR on-line and have the SDR routed via DAAS to the 

appropriate ICP or Distribution Depot automatically in a 

format acceptable to the receiving activity. Subsequent to 

the DLMSO SDR overview, the Army, Navy, Air Force 

(PassPort), Navy ILCO, DLA (DSC Richmond) and GSA 

representatives presented an overview of web-entry SDR 

applications that are in use or being developed by their 

respective Service/Agency. 

(2) DoD WebSDR Status. The DoD site is 

available for Component viewing at 

http://rand.daas.dla.mil/websdrdemo/. Password/Login 

authorization will be distributed under separate cover. 

The input screens are essentially complete, although finetuning is still underway. Output specifications for the 
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Army and DLA have been provided and are being worked at 

DAASC. The Components expressed continued support for the 

concept of a single DoD web entry point for SDRs. DoD 

EMALL is studying use of this application for EMALL 

customers and the DoD shelf-life program would like to 

hyperlink to the web site when operational. A few of the 

modifications/improvements resulting from the demo are: 

• Consolidation of some information boxes to reduce the 

number of screens required for SDR input.

• Inclusion of additional formats (pdf, doc, txt) for 

uploading attachments and the number of possible 

attachments will be increased to 5.

• Inclusion of final review before submit.

• Restructure of generated SDR control number. The 

control number will be a unique number used for internal 

record management. U.S. customers will have capability 

to create their own SDR report number or use the 

generated number. SA customers will have their SDR 

report number generated from the IL data input: SIO, 

Serial Number, Country, Case.

• Refinement of follow-on processes for automated design. 

As an interim procedure, the DoD SDR web application 

will use SDR type codes to identify each process: 

modification (M), followup (F), cancellation (L), and 

reconsideration (existing suffix R) and the clear text 

name will be reflected in the remarks block. 

Coordination of the new codes will be pursued.

• Correction of condition code data elements to appear 

only for condition code discrepancies. 

• Refinement of the discrepancy code drop-down box to 

allow multiple levels will be reviewed to include 

possible use of a new level to further differentiate 

packaging discrepancies as currently done under the Air 

Force web design. 

(3) Discussion. There are still several key 

issues that require further study/resolution. These are:

• Login/Password for SDRS. Currently Service/Agency 

implementation of unique web applications differs. 

There is no official classification for SDRs and some 

applications are open while others have password/login 

controls. Confidentiality for SA customers is a 

requirement imposed by the DSCA/ILCOs. Although not 
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required for security, a login for domestic customers 

could be used to establish point of contact information 

that could then be used to pre-fill these fields on the 

SDR form. This approach will be studied.

• DoD WebSDR Interface With Component Systems. The Navy 

will provide a format for automated interface. 

Organizations requesting email forwarding of SDRs should 

provide appropriate addresses (establishment of a 

generic SDR address at the ICP is advised). 

• DoD WebSDR Distribution. Discussion resulted in the 

following clarification of rules. Components should 

review and provide additional information.

Condition or 

Shipment Type

[Direct Vendor Delivery (DVD)

or Distribution Depot (DD)]

ICP Action 

Copy

Distribution 

Copy

Distribution 

Copy for 

Packaging 

Discrepancies

SA customer --- ILCO

Constructed Doc No or 

shipper unknown

--- ICP

Lateral 

redistribution; 

substitute item and 

quality discrepancies

--- ICP 

DD-prepared material 

returns

Shipper’s 

Service 

ICP of 

material

DVD DLA DLA ICP

DD DLA DD 

DVD Army Army ICP

DD Army Army ICP DD

DVD MC MC ICP

DD MC MC ICP DD

DVD Navy Navy ICP

DD Navy DD

DVD AF AF ICP

DD AF DD

GSA --- GSA

• Concept Development for SDR Response to Customer. There 

was a general agreement that it would be desirable for 

the DoD WebSDR data base obtain responses to SDRs 

initiated through the site. DLMSO will prepare proposed 

requirements for review by the Components.

• Web Use Restrictions for SA Customers. The ILCOs 

reported that many countries prohibit use of the 

Internet for business purposes for security reasons. 
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DAASC proposed use of the DAMES as an alternative for 

these customers. This would promote electronic input, 

but would not offer the flexible/interactive design 

features of the web application. 

• Passing Action for ILCO to Action Activity. SA SDRs 

cannot be forwarded directly to the depot/ICP/GSA action 

activity without prior review by the applicable ILCO. 

The WebSDR design must incorporate an additional process 

whereby the ILCO indicates that an SDR has been reviewed 

and may now be forwarded for processing. Once reviewed 

by the ILCO, above distribution guidance would apply. 

 

e. SDR Instruction

(1) ADC change 41, SDR Management Evaluation, 

Credit Adjustment Follow-up timeframes, SA Request for 

Reconsideration Timeframes (Staffed as PDC 63) was 

finalized and approved for release.

(2) Formal Change 1 has been forwarded for 

publications review. It will reflect the addition of the 

Army regulation number and revised distribution addresses 

per Interim Change 01-1.

(3) DLMS change proposals were solicited to 

correct outdated or inaccurate information contained in the 

published SDR joint Service guidance.

f. Army SDRs Generated From “Pseudo Receipts” 

(Material Receipt Acknowledgement (MRA) with Discrepancy 

Code F). This is an ongoing problem first reported at the 

SDR 99-1 meeting. Army implementation of the MRA process 

included automatic generation of SDRs for nonreceipt or 

shortage (based upon MRA w/discrepancy code F). However, 

many of these SDRs are prepared while the shipment is 

intransit and submitted without manual review to determine 

shipment status. DLA and GSA reported corrective action by 

the Army has not improved the situation. Improperly 

prepared and/or researched SDRs continue to be submitted. 

The improper SDRs cause unnecessary workload for the action 

activity and, in some cases, have resulted in credits being 

authorized despite a strong suspicion that the material was 

actually received by the Army. As a result, GSA and DLA 

will not process Army SDRs resulting from pseudo receipt 

until assured that only appropriate SDRs are being 

submitted. DLA has indicated that some of the generated 

SDRs reflect confusing quantities instead of the actual 
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quantity ordered/shipped, making it difficult to 

understand/process the SDR. GSA provided a documentation 

package identifying activities involved. DLA has 

forwarded suspect SDRs to CASCOM for investigation. 

ACTION: Army will research a sampling of the GSA shipments 

(to include those for which credit was granted) and DLA 

shipments. The review should concentrate on timing e.g. 

when order was placed; when shipment status was provided; 

date of shipment; when MRA with discrepancy code F was 

created; when SDR was generated/submitted; when receipt was 

posted (if actually received). Additionally, review will 

look into the quantity fields being used for generated 

SDRs. Army will present findings at the Supply PRC 01-1 

meeting on March 21-22 and provide clarification of Army 

procedures for internal review of suspect SDRs. 

g. Uniform Procedures for SA Customer Return Of 

Discrepant Material. Currently the Components employ 

varying methods for return of discrepant material. The 

Navy uses a commercial carrier (Emery Worldwide) after 

completion of a one-year test period; Army is using a 

collect commercial bill of lading to be paid by GBL; and 

the Air Force uses Defense Transportation System to the 

greatest extent possible. It was hoped that some open 

discussion, to include methods employed by overseas U.S. 

customers, would be beneficial. ACTION: DSCA will review. 

Note that procedures for return of discrepant FMS material 

are addressed in MILSTRIP paragraph C6.25. DLMSO requests 

DSCA prepare a DLMS change proposal to update this 

information as appropriate. 

h. SDR Response Codes-DoD Codes, Component Codes, FMR 

Codes. This discussion provided clarification on the usage 

of various codes that relate to SDR responses. Components 

are encouraged to employ the DoD code list as published in 

the instruction, vice unique lists created internally. The 

extensive code list may still be modified as needed since 

there is no evidence of implementation. Use of a DoD code 

list would be helpful in capturing responses on the DoD 

WebSDR database. The FMR code will be added to the ANSI 

EDI transaction to accommodate SA Customers.