IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

October 24, 2012 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 1023, 

MILSTRIP References to Requisitioning from Plant Clearance Automated 

Reutilization Screening System (PCARSS) (Supply) 

This change to Defense Logistics Manual (DLM) 4000.25, Defense Logistics Management 

System (DLMS) and DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures 

(MILSTRIP), is approved for immediate implementation. The updated DLMS Supplement will 

be posted to the DLA Logistics Management Standards Web at 

www.dla.mil/j-6/dlmso/elibrary/TransFormats/140 997.asp within 10 days from the above date. 

Addressees may direct questions to Ms. Ellen Hile1i, DOD MILS TRIP Administrator, 703-

767-0676 or DSN 427-0676, e-mail: ellen.hilert@dla.m:il, or Ms. Heidi Daverede, DOD 

MILSTRIP Alternate, 703-767-5111; DSN 427-5111, e-mail: heidi.daverede@dla.mil. Others 

may direct questions to their Service or Agency designated Supply PRC representative. 

Attachment 

As stated 

cc: 

ODASD(SCI) 

ODASD DP AP (PDI) 

cts~~ Director 

DLA Logistics Management 

Standards Office 

Federal Recycling Program 0 Printed on Recycled Paper 
ADC 1023 Attachment, Page 1

Attachment to ADC 1023

MILSTRIP References to Requisitioning from PCARSS

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: DLA Logistics 

Management Standards Office, Ms. Ellen Hilert, DOD MILSTRIP Administrator, 703-767-0676; 

DSN 427-0676; or e-mail: Ellen.Hilert@dla.mil. 

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Supply

b. Primary/Secondary Functional Process: Requisitioning

3. REFERENCES:

a. Federal Acquisition Regulation (FAR) 45.602-1 available at

https://www.acquisition.gov/far/current/html/Subpart%2045_6.html. This guidance prescribes 

reutilization of Government property with specified exceptions, through GSA. 

b. Defense Contract Management Agency Instruction, DCMA-INST 111, Plant 

Clearance, July 24, 2012, available at http://guidebook.dcma.mil/11/index.cfm. This instruction 

requires the Plant Clearance Officer (PLCO) to process requisitions for reutilization, transfer,

and donation based on the requirements of FAR 45.602-1 (Reference 3.a).

4. REQUESTED CHANGE(S):

a. Brief Overview: This change is administrative and is not associated with any system 

updates. The approved change removes placeholders for data elements intended as DLMS 

enhancements to support transactional requisitioning from PCARSS using DLMS requisitioning 

transactions. DLMS requisitioning from PCARSS is not currently identified as a PCARSS 

modernization goal. Additionally, this change updates MILSTRIP to remove the specific code 

value assigned for requisitions applicable to screening via Contractor Inventory Redistribution 

System (CIRS). The CIRS application no longer exists, its screening capability is largely 

replaced by PCARSS. A brief reference to PCARSS requisitioning is added to the MILSTRIP 

and DLMS manual to provide visibility of the alternative requisitioning process.

b. Background:

(1) The PCARSS automates the process for reporting, screening, requisitioning, 

and dispositioning contractor inventory located at contractor facilities. PCARSS allows:

• Acquiring agencies to view contractor inventory, create requisitions, and 

see the status of current requisitions. 

• Plant Clearance Officers (PLCOs) to:

o Create, review and accept, modify, or reject inventory schedules,

o Create and modify plant clearance cases and referrals,
ADC 1023 Attachment, Page 2

o Create, complete, or delegate inventory verifications,

o Create, review, and accept, modify, or reject requisitions, and

o Issue shipping instructions, sale instructions, or other disposition 

instructions.

• Contractors to:

o Create, modify, and submit inventory schedules,

o Conduct sales, and

o Input shipping and disposition information.

(2) The PCARSS eTools supports screening of available property by authorized 

individuals. Users may search for inventory or create alerts to be notified when desired items 

become available. The requisition content does not conform to MILSTRIP 

procedures/formatting. The requisition number used within PCARSS has a unique construct and 

does not relate to the MILSTRIP requisition document number. Detailed information about 

PCARSS requisitioning procedures is available at 

http://www.dcma.mil/itcso/cbt/PCARSS/index.cfm. 

(3) Under MILSTRIP procedures, specific alphabetic codes are reserved for use 

in DOD requisitioning transactions. These code values appear in MILSTRIP legacy formats at 

record position 40 (as the first position of the document number serial number). Additionally, 

the code is carried in DLMS transactions as a discrete data element referred to as the utilization 

code. A code is currently assigned for use in requisitioning excess contractor inventory.

(4) Data elements and associated notes were added to the published DLMS 

Supplements as placeholders in support of the original concept that PCARSS modernization 

would include transactional exchange functionality for requisitioning consistent with MILSTRIP. 

c. Requested Change in Detail:

(1) A MILSTRIP document number embedded code/utilization code is no longer 

needed to support requisitioning excess contractor inventory in association with the obsolete 

CIRS. Under this change the previously assigned MILSTRIP document number embedded 

code/Utilization Code P will be reserved for future DOD use.

(2) The DLMS and MILSTRIP manuals do not currently refer requisitioners to 

PCARSS as a potential source of materiel. A PCARSS reference will be added under this 

change. 

(3) The PCARSS design supports web-based requisitioning, and procedures are 

not consistent with MILSTRIP. Therefore, all PCARSS-associated data placeholders for 

requisitioning under DLMS are hereby eliminated from the DLMS Supplements. 
ADC 1023 Attachment, Page 3

d. Revisions to DLM 4000.25 Manuals:

(1) Revise MILSTRIP DLM 4000.25-1, Appendix 2.7.5.3 to remove references 

to CIRS and reserve the MILSTRIP document number embedded code/Utilization Code P for 

future re-assignment.

“CODE EXPLANATION

 P Use to identify requisitions for excess contractor inventory that has been reported 

on DD 540 series of forms or referred by the Contractor Inventory Redistribution 

System (CIRS) either mechanically or by listing. Reserved for DoD 

assignment.”

(2) Revise the DLMS Dictionary as shown in 4.d.(1).

(3) Revise MILSTRIP requisitioning guidance as shown in Enclosure 1.

(4) Revise DLMS Supplements as shown in Enclosure 2.

e. Proposed Transaction Flow: N/A

f. Alternative: Develop strategy to modify PCARSS to accept DLMS requisitions to 

support transactional requisitioning initiated via standard supply systems. 

Staffing Note: Component feedback on this alternative was not conclusive.

5. REASON FOR CHANGE:

a. Screening via the CIRS previously required by DFARS 245.608-70 is no longer valid 

as CIRS was disestablished; the DFARS requirement was deleted. DOD screening of contractor 

inventory (as defined in the Federal Acquisition Regulation, Part 45 and its associated clause 

52.245-1) is accomplished using PCARSS. DOD contractors are required to use PCARSS in 

accordance with DFARS clause 252.245-7004. PCARSS requisition numbers do not conform to 

the MILSTRIP standard and therefore do not require use of a MILSTRIP document number 

embedded code/Utilization Code.

b. PCARSS does not support use of the 511R for requisitioning and no future 

requirement has been identified requiring PCARSS to accept MILSTRIP requisitions using 

either legacy or DLMS formats.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Removes obsolete and potentially confusing information from 

MILSTRIP guidance.

b. Disadvantages: Requisitioning of contractor inventory cannot be accomplished using 

standard requisitioning transactions.
ADC 1023 Attachment, Page 4

7. TIME LINE/IMPLEMENTATION TARGET: Changes are effective upon issuance of the

approved change.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: No significant cost is associated with this change 

since it is primarily administrative.

9. IMPACT:

a. New DLMS Data Elements: No new data elements are associated with this change.

b. Changes to DLMS Data Elements:

(1) The Utilization Code P is updated to remove the existing definition and 

reserve it for future DOD use.

(2) The following data elements are removed from DLMS dictionary/transaction 

exchange.

• Plant Clearance Officer

• PCARSS Case Number

• PCARSS Excess Plant Property Reference Number (mapped to the 

Schedule Reference Number)

• PCARSS Excess Plant Property Reference Number (mapped to the Line 

Item Control Number)

c. Automated Information Systems (AIS): No impact.

d. DLA Transaction Services: No impact.

e. Non-DLA Logistics Management Standards Publications: None identified.
ADC 1023 Enclosure 1, Page 1

Enclosure 1, Requisitioning Guidance Revisions.

1. Revise MILSTRIP Manual, DLM 4000.25-1, Chapter 2 as follows (preceding paragraph 

shown for placement context):

C2.21. REQUISITIONING DOD EXCESS PERSONAL PROPERTY FROM DLA 

DISPOSITION SERVICES

C2.21.1. DoD activities and, under certain circumstances, authorized Federal 

civil agencies are authorized to requisition excess personal property through DLA Disposition 

Services or directly from a DLA Disposition Services Field Office. Activities shall request, 

through an accountable supply officer, only that property that is authorized by parent 

headquarters or command and shall not request quantities of property that exceed authorized 

retention quantities. Each S/A shall furnish DLA Disposition Services the Federal condition 

codes that are acceptable in relation to the supply condition code being requisitioned. DLA 

Disposition Services maintains a standardized and centralized control and accounting system for 

all excess and surplus personal property locations in the DLA Disposition Services Field Offices, 

and provides visibility of such property through a variety of utilization screening procedures. 

(See DoD 4160.21-M, “Defense Materiel Disposition Manual” for utilization policy and 

procedures.)

(Intervening subparagraphs not shown here)

C2.22 REQUISITIONING CONTRACTOR INVENTORY FROM PLANT 

CLEARANCE AUTOMATED REUTILIZATION SCREENING SYSTEM (PCARSS). 

Acquiring agencies may view excess Government-furnished property (GFP), create 

requisitions, and see the status of current requisitions using PCARSS eTools. Authorized 

users may search for inventory or create alerts to be notified when desired items become 

available. The requisition content does not conform to MILSTRIP procedures/formatting. 

Detailed information about PCARSS requisitioning procedures is available at 

http://www.dcma.mil/itcso/cbt/PCARSS/index.cfm.

(Renumber remaining paragraphs)

2. Revise DLMS Manual, DLM 4000.25, Volume 2, Chapter 4 as follows (preceding 

paragraph shown for placement context):

C4.2.3. Nonreimbursable Materiel. Use the no-charge indicator in non-excess personal 

property requisitions to identify the requisitions for nonreimbursable materiel. Use the 

utilization code in requisitions to the DLA Disposition Services for excess personal property 

requisitions to denote free issue. 

C4.2.4. Requisitioning from DLA Disposition Services. See Chapter 16, Disposition 

Services, for reutilization and marketing requisitioning procedures.
ADC 1023 Enclosure 1, Page 2

C4.2.5. Requisitioning Contractor Inventory From Plant Clearance Automated 

Reutilization Screening System (PCARSS). Acquiring agencies may view excess Governmentfurnished property (GFP), create requisitions, and see the status of current requisitions using 

PCARSS eTools. Authorized users may search for inventory or create alerts to be notified 

when desired items become available. The requisition content does not conform to MILSTRIP 

procedures/formatting. Detailed information about PCARSS requisitioning procedures is 

available at http://www.dcma.mil/itcso/cbt/PCARSS/index.cfm.

(Renumber remaining paragraphs)
ADC 1023 Enclosure 2, Page 1

Enclosure 2, DLMS Supplement Revisions

Item 

#

Location Change Table for DLMS

511M, Requisition Modification

Reason

1. DLMS 

Introductory 

Note

Add ADC 1023 to DLMS Introductory note 6: 

- ADC 1023, Administrative Updates to Remove MILSTRIP 

References to Requisitioning from Plant Clearance Automated 

Reutilization Screening System (PCARSS)

To identify DLMS 

changes included in the 

DLMS Supplement

2. 2/N901/20 Delete the following code and notes:

3H Case Number

DLMS Note:

1. Use to identify the case number of unique excess plant 

property. This number, in conjunction with the Schedule 

Reference Number and Line Item Control Number in N907, 

establishes a digital reference number to completely identify the 

excess plant property. Use only when requisitioning excess plant 

property from the Defense Contract Management Command 

(DCMC).

2. DLMS enhancement applicable to Plant Clearance Automated 

Reutilization Screening System

(PCARSS) requisitioning; see introductory DLMS note 3a.

Removes obsolete DLMS 

enhancement.

3. 2/N907-01/20 Delete the following code and notes:

72 Schedule Reference Number

Federal Note: Use to identify the excess plant equipment program 

number.

DLMS Note: 1. Use with N901 code 3H to identify the excess 

plant property reference number.

2. DLMS enhancement applicable to PCARSS requisitioning; see 

introductory DLMS note 3a.

Removes obsolete DLMS 

enhancement.

4. 2/N907-03/20 Delete the following code and notes:

FJ Line Item Control Number

Federal Note: Use to identify the line item number associated 

with the excess plant property reference number.

DLMS Note: 1. Use with N901 code 3H and N907-1 code 72 to 

identify the excess plant property reference number.

2. DLMS enhancement applicable to PCARSS requisitioning; see 

introductory DLMS note 3a.

Removes obsolete DLMS 

enhancement.

5. 2/N101/180 Delete the following code and notes:

KO Plant Clearance Officer

1. Use when requisitioning excess plant property.

2. DLMS enhancement applicable to PCARSS requisitioning; see 

introductory DLMS note 3a.

Removes obsolete DLMS 

enhancement.
ADC 1023, Enclosure 2, Page 2

Item 

#

Location Change Table for

DLMS 511R, Requisition

Reason

1. DLMS 

Introductory 

Note

Add ADC 1023 to DLMS Introductory note 6: 

- ADC 1023, Administrative Updates to Remove MILSTRIP 

References to Requisitioning from Plant Clearance Automated 

Reutilization Screening System (PCARSS)

To identify DLMS 

changes included in the 

DLMS Supplement

2. 2/N901/20 Delete the following code and notes:

3H Case Number

DLMS Note:

1. Use to identify the case number of unique excess plant 

property.

This number, in conjunction with the Schedule Reference 

Number and Line Item Control Number in N907, establishes a 

digital reference number to completely identify the excess plant 

property. Use only when requisitioning excess plant property 

from the Defense Contract Management Command (DCMC).

2. DLMS enhancement applicable to Plant Clearance Automated 

Reutilization Screening System (PCARSS) requisitioning; see 

introductory DLMS note 3a.

Removes obsolete DLMS 

enhancement.

3. 2/N907-01/20 Delete the following code and notes:

72 Schedule Reference Number

Federal Note: Use with N901 code 3H to identify the excess plant 

property reference number.

DLMS Note: DLMS enhancement applicable to PCARSS 

requisitioning; see introductory DLMS note 3a.

Removes obsolete DLMS 

enhancement.

4. 2/N907-03/20 Delete the following code and notes:

FJ Line Item Control Number

Federal Note: Use with N901 code 3H to identify the excess plant 

property reference number.

DLMS Note: DLMS enhancement applicable to PCARSS 

requisitioning; see introductory DLMS note 3a.

Removes obsolete DLMS 

enhancement.

5. 2/N101/180 Delete the following code and notes:

KO Plant Clearance Officer

DLMS Note: 1. Use when requisitioning excess plant property.

2. DLMS enhancement applicable to PCARSS requisitioning; see 

introductory DLMS note 3a.

Removes obsolete DLMS 

enhancement.
ADC 1023, Enclosure 2, Page 3

Item 

#

Location Change Table for DLMS

869F, Requisition Follow-Up

Reason

1. DLMS 

Introductory 

Note

Add ADC 1023 to DLMS Introductory note 6: 

- ADC 1023, Administrative Updates to Remove MILSTRIP 

References to Requisitioning from Plant Clearance Automated 

Reutilization Screening System (PCARSS)

To identify DLMS 

changes included in the 

DLMS Supplement

2. 2/REF01/105 Delete the following code and notes:

3H Case Number

DLMS Note: DLMS enhancement applicable to Plant Clearance 

Automated Reutilization Screening System

(PCARSS) requisitioning; see introductory DLMS note 4a.

Removes obsolete DLMS 

enhancement.

3. 2/REF04-01/105 Delete the following code and notes:

72 Schedule Reference Number

Federal Note:

Use with 2/REF/105 REF01 code 3H to identify the case number 

of unique excess plant property.

DLMS Note:

1. This number, in conjunction with the Schedule Reference 

Number and Line Item Control Number in REF04-1, established 

a digital reference number to completely identify the excess plant 

property. Use only when requisition excess plant property from 

the Defense Contract Management Command (DCMC).

2. DLMS enhancement applicable to PCARSS requisitioning; see 

introductory DLMS note 4a.

Removes obsolete DLMS 

enhancement.

4. 2/REF04-03/105 Delete the following code and notes:

FJ Line Item Control Number

Federal Note: Use with 2/REF/105 REF01 code 3H and REF04-1 

code 72 to identify excess plant property reference number.

Removes obsolete DLMS 

enhancement.
ADC 1023 Enclosure 3, Page 1

Enclosure 3, Comment Resolution

Originator Response/Comment Disposition

1. DLA Concur. 

The alternative of modifying PCARSS 

certainly seems like a best-case scenario, 

though I don't know the feasibility of 

such a modification.

Noted.

2. Army Army concurs with comments: 

Page 3, b, (2) references PCARRS 

instead of PCARSS

Page 4, f, reference PCARRS instead of 

PCARSS

Noted. ADC corrected.

3. Marine Corps Concur as written and there is no need for 

the alternative solution.

Noted.

4. Air Force Concur without comments. Noted.

5. USTRANSCOM Abstain Noted.

6. Navy Concur Noted.