DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

June 11, 2020

MEMORANDUM FOR DISTRIBUTION

SUBJECT: Supply Process Review Committee (PRC) Meeting 20-1, Non-Catalogued Items in 

DLA Systems, May 7, 2020

This forwards the attached minutes of the Supply PRC 20-1, Non-Catalogued Items in 

DLA Systems for your information and action as appropriate.

The Enterprise Business Standards Office point of contact is Mr. Kristopher Fromm, 

email EBSO.Supply@dla.mil. 

THOMAS A. DELANEY 

Director, Enterprise Business Standards Office

DLA Information Operations

Attachment

As stated

DISTRIBUTION:

ODASD(Logistics)

DLMS Supply PRC

Attendees
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 DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

June 11, 2020

MEMORANDUM FOR RECORD

SUBJECT: Joint Defense Logistics Management Standards (DLMS) Supply Process Review

Committee (PRC) Meeting 20-1, Non-Catalogued Items in DLA Systems 

Purpose: The Enterprise Business Standards Office (EBSO) hosted the subject virtual meeting via 

a Defense Collaboration Session and teleconference in compliance with DLA Virtual 

Continuity of Operations (COOP) at DLA Headquarters. 

Meeting documentation: A list of attendees, the meeting agenda, briefing materials, and the 

Action Item Tracker are available on the Supply PRC webpage: 

https://www.dla.mil/HQ/InformationOperations/DLMS/Archives/supply/. Meeting related 

material is hyperlinked to each topic in the meeting agenda file. Action items are due 30 days 

from the date of the minutes unless otherwise specified in the Action Item Tracker.

Brief Summary of Discussion:

1. Opening Remarks: Mr. Kristopher Fromm, Supply PRC Chair facilitated the discussion. 

2. Meeting Topics:

a. Agenda Topic 2 – Non-Catalogued Items in DLA Systems. Ms. Tanya Green, Chief, 

DLA Inventory Management Division, Logistics Operations, led the discussion on an open issue 

with regard to the high number of Component owned non-catalogued items stored with DLA 

Distribution Centers. DLA Distribution currently stores 600,000 Component-owned noncatalogued items; 63,000 of these items have stock on-hand. Additionally, non-catalogued items 

are often not associated with all the data elements needed to effectively store, and receipt/assign 

them to the correct owner account, which can prevent DLA processes from achieving audit 

readiness. The lack of pre-positioned materiel receipts (PMR) can further result in creating new 

non-catalogued items that are being placed into DLA stock. As DLA continues the transition 

from the Distribution Standard System (DSS) to its Warehouse Management System (WMS), it 

is critical that all Components assign non-catalogued items with proper materiel identification. 

Non-catalogued items without proper materiel identification will not have the required materiel 

product master in the WMS property records.

Background: DLA executes custodial responsibility of storage and distribution processes on 

behalf of the Military Services and whole of government customers. Additionally, it was 
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suggested that program managers from the Components request that DLA Distribution store 

stock outside of the accountable property systems of record (APSR) with unknown local 

agreements between DLA Distribution Center activities and Component customers. This is 

based upon agreements between local DLA Distribution Centers and the customer. In efforts to 

perform processes, DLA relies on the accuracy and completeness of owner assigned critical 

attribute assignments of materiel received to include: 

• systemic PMR and/or shipment notification,

• appropriate markings on the exterior package/containment,

• all applicable acceptable documentation/evidential matter, 

• DLA transitions from DSS to WMS – full implementation FY23

• leverage controls designed within WMS to eliminate the front line receiver from 

making critical operational/audit attribute assignments, and 

• systemically accept transactional data from the owner or manager of the materiel. 

Current Process: DLA receipts all materiel, regardless of whether all critical operational/audit 

attributes are provided by the owner/manager. This includes materiel received without PMR 

and/or supporting documentation, where sufficient was research performed, but may still result 

in non-cataloged items. Non-catalogued items that are not accompanied by all the requisite data 

elements needed to effectively store them and for DLA processes to be auditable are sent to DLA 

Disposition Services if they cannot be fully recognized. This occurs for approximately 100 items 

per month.

Mr. John Estep, USMC, asked for clarification with regard to DLA’s plan to automatically 

dispose of items that either are not currently catalogued upon receipt or where no PMR has been 

received, causing an item to become a non-catalogued item within the DLA Distribution System 

(WMS).

Mr. Mike McCool, DLA Program Analyst, Logistics Operations, provided a detailed breakdown 

of sample of XML schemas based on X12 transactions and the data elements that are often 

missing or required to successfully create the DLA product materiel record for receipt processing

(Reference Slide 4). DLA will leverage a new proposed requirement to the Components using 

the DLMS 832N Catalog Data Support transaction along with the existing mandatory 

requirement for the PMR before shipping items to DLA. This will enable all subsequent 

transactions to DLA process correctly and materiel has a product master at time at receipt. Ms. 

Green concurred and emphasized that the preference that materiel is properly catalogued in lieu 

of having to use the DLMS 832N. The DLMS 832N is an option if Services choose to ship noncatalogued and non-compliant materiel.

Future Process: DLA will replace DSS with WMS. WMS requires the existence of a product 

master record to process incoming receipts. Item data must be from its authoritative source to 

determine the correct manager and/or owner. WMS relies on the PMR and/or shipment 

notification to capture operational/audit attributes so the receipts can be posted/receipted in the 

property record, and execute all other storage and distribution related processes. Additionally, 

proper materiel identification is key for reconciliation between WMS, as the APSR for DLA and 
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as feeder system to the applicable materiel owner, and the specific Component inventory control 

points (ICP).

Corrective Actions: DLA will require the Services and DLA’s Enterprise Business System 

(EBS) to send DLMS 832N Catalog Data Support transactions to WMS for Product Master 

creation for DLA Distribution to store non-cataloged items. DLA require the PMRs to identify 

ownership of materiel during the receipt process. Refer to the table illustrating the minimum 

required field/data elements to be submitted on Slide 6. Non-catalogued materiel received 

without PMR/shipment notification will be sent to disposal regardless of the supply condition

when the materiel identification and ownership cannot be determined during the receipt process. 

Preparing for DLA’s transition to the WMS places greater emphasis on the ongoing efforts to 

clean-up non-catalogued materiel stored at DLA Distribution. This effort requires Components 

to provide owner confirmation and the agreed to materiel master identification in DSS for all 

existing non catalogued materiel stored at DLA Distribution.

Conclusion: Ms. Green emphasized that the Component customers and DOD are the primary 

beneficiaries of this proposed process, which satisfies audit readiness, eliminates non-catalogued 

materiel from entering the DLA supply chain reducing manual and workaround cost, and reduces

unnecessary disposal. The Disposal piece is involved because DLA will no longer be in the 

business of cataloguing the customers stock. Previously, DLA accepted this responsibility, 

which has caused the above issues.

To support of the DLA corrective action and way ahead, the relevant guidelines under current 

Federal Laws and Policies are identified on Slides 10, 11, and 12.

Action Item 1. Identify and provide contact information for subject matter experts that have the 

authority to identify Non-Cataloged materiel stored at DLA Distribution. The SME must be able 

to provide appropriate disposition or disposal instructions to DLA in an effort to cleanup, 

properly catalog, and/or correct owner in property records. Work through the Phases of the 

clean-up effort with DLA, per information provided on Slide 8 of the DLA brief.

Action Item 2. Provide 2 SME POCs from each Service: 1 from Inventory Management, and 1 

from Cataloging for participation in an ODASD(Logistics) led Non-Cataloged (Non-NSN) 

Materiel IPT.

Action Item 3. Provide a list of known issues causing a continued increase in the use of local 

stock numbers (LSN), how they are being managed, and the plan to resolve them to 

ODASD(Logistics).

b. Agenda Topic 3 – Navy’s Inventory Management of Non-Catalogued (Non-National 

Stock Number (NSN)) Materiel. Mr. Jon Uphill and Dave Childress, Naval Supply Systems 

Command (NAVSUP) Primary and Alternate Supply PRC members, provided an overview 

outlining the current status of NAVSUP Weapon System Support (WSS) management of noncataloged NSNs, NAVSUP hazardous materiel (HAZMAT) management of non-cataloged 

NSNs, Naval Air (NAVAIR) operating materials and supplies (OM&S), non-NSN materiel, and, 

DLA management of NAVAIR OM&S items. Refer to NAVSUP P-485, Volume 1 and 

NAVSUPWSSINST 4200.42L for internal Navy guidance over nonstandard materiel. NAVSUP 
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defines nonstandard materiel as those items of supply that are not centrally managed or procured 

for supply system stock. Navy noted categories exempt from the Federal catalog system, as 

items procured on a one-time basis and intended solely for local use or consumption.

Background: NAVSUP WSS manages non-catalogued NSNs using the criteria outlined on 

Slide 4. Challenges expressed by the NAVSUP WSS team include multiple contacts for 

commercial and government entity (CAGE) and part number purchases, extensive lead time, 

time consuming manual processing and research across multiple databases, items that have LSNs 

assigned that are not linked to parent weapons systems, items that have no item manager, 

specifications, or characteristics, and several others issues highlighted on Slide 4. NAVSUP also 

outlined unique challenges with management of non-catalogued HAZMAT NSNs, NAVAIR 

OM&S and non-NSN materiel, and DLA management of NAVAIR OM&S inventories with a 

common thread surrounding hindered systemic exchange for materiel data.

Ms. Jan Mulligan, ODASD(Logistics) asked for clarification on the open purchase of HAZMAT 

items. Ms. Kelley Watson, NAVSUP, replied that there is current Navy policy in place that 

requires a surcharge to internal customers if they need to purchase a product where no 

cataloguing exists, causing the assignment of materiel identification based upon individual 

customer attributes.

Current Processes: Mr. Uphill outlined the different types and formats of Navy-specific local 

stock numbers

The WSS procedure flow is illustrated on Slide 10.

Conclusion: Navy expressed concerns that: Nonstandard materiel will create management 

issues for the Navy that will generate additional manual work; Navy ERP and DLA WMS need 

to be synchronized for proper inventory alignment; and if DLA cannot create a connection for 

Non-NSN materiel, Navy will not be able utilize DLA for inventory management.

Action Item 4. Provide the policy documents to ODASD(Logistics) on the process of 

purchasing HAZMAT items and identification of local numbers when orders are placed by 

individual customer. – “Without relief from DoD FMR Reimbursable Operations Policy (aka 51 

percent rule), NAVSUP must continue to manage much open-purchased HAZMAT of other 

activities/tenants/CTRs as LSNs”) (Reference Slide 5)

Action Item 5. Provide the planned exchange process flow between the Hazardous Materials 

Information Resource System (HMIRS) and DLA Warehouse Management System (WMS). 

Will DLA manage HMIRS submissions in WMS?

Action Item 6. Provide Service-level policy and procedures for when to assign an NSN to an 

item and when to handle an item as a Non-Cataloged item. 
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c. Agenda Topic 4– USA Air Force- No brief provided prior to meeting.

Action Item 7. Briefs not provided in time for the meeting: We ask that the Services that did not 

brief prepare a presentation document covering how your Service performs inventory 

management of Non-Cataloged (Non-NSN) Materiel.

1. No more than 30-45 minutes

2. High level processes, and detail when needed, like

3. Where you have pain points in transactional capability or accountability

d. Agenda Topic 5- US Army- No brief provided prior to meeting. 

Action Item 7. Briefs not provided in time for the meeting: We ask that the Services that did not 

brief prepare a presentation document covering how your Service performs inventory 

management of Non-Cataloged (Non-NSN) Materiel.

1. No more than 30-45 minutes

2. High level processes, and detail when needed, like

3. Where you have pain points in transactional capability or accountability

e. Agenda Topic 6- US Marine Corps- No brief provided prior to meeting. 

Action Item 7. Briefs not provided in time for the meeting: We ask that the Services that did not 

brief prepare a presentation document covering how your Service performs inventory 

management of Non-Cataloged (Non-NSN) Materiel.

1. No more than 30-45 minutes

2. High level processes, and detail when needed, like

3. Where you have pain points in transactional capability or accountability

f. Agenda Topic 7 Data Exchange Overview using the DLMS 832N Catalog Data 

Brief. Mr. Fromm, EBSO, briefed members on proposed solutions to address the DOD-wide 

challenges with regard to non-catalogued materiel at DLA, while supporting the Components 

with the cataloguing processes between systems. EBSO recommends the use of the DLMS 

832N Catalog Data Support transaction allowing Components and DLA to communicate 

materiel identification. Currently, the DLMS 832N can transmit a portion of the required data 

elements DLA needs to establish materiel master/cataloguing data required for WMS. The 

DLMS 832N Catalog Data Support transaction can be modified to accommodate the full list of 

required data elements using the existing Proposed DLMS Change (PDC) process. The DLMS 

832N required data locations are listed on Slide 7 for reference.

Mr. Fromm opened up with the following discussion topics related to the management of noncatalogued materiel: (Refer to Slide 4)
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• Does any Component have an issue with providing Catalog Data as a whole?

• Does any Component have an issue with providing a specific data element, or are 

there any that should be added? 

• Transmitting catalog data can currently be done between any set of entities using the 

DLMS 832N, in accordance with the following DLMS note on the IC:

“4. This transaction may be used to add, change, or delete, catalog data 

information in accordance with a trading partner agreement. Not all 

information exchange procedures are applicable to all interfacing parties.”

• Do the Components wish to move forward via trading partner agreement, or should 

we discuss the merits of standardizing catalog data exchange for non-NSN materiel 

on an Inter-Component basis? For example, DLM 4000.25, Volume 2 could define 

the minimum data requirements for catalog data exchange across the DOD for 

materiel that is not cataloged in FLIS.

• Ms. Sylvia Williams (EBSO) made a recommendation for future meetings – for the 

Services to provide the data elements they are using in their material master and 

which are mandatory/optional and cross reference to standard data elements.

• Should a Non-Cataloged Materiel Integrated Process Team (IPT) be established to 

tackle ongoing issues and refine procedures and requirements?

Ms. Rita Williams from the EBSO Catalog Data Standards Group provided an update on the 

status of cataloging in general to move toward faster cataloging actions. Modernization will 

improve flow for all, but also need to re-engineer some processes in order to move forward for 

speeding up the NSN assignment processing. Ms. Williams noted that the use of the XML based 

customer data schema has limits with legacy systems that hampers automation. Cataloging is 

looking at robotics process automation (RPA) activities to get data out there faster and could 

provided some improvement. Business process reengineering is needed to move away from the 

legacy 1960s processes. Mr. McCool noted that the cataloging processes within the Services 

can take time and a comment about the Marine Corps highlighted that they use several internal 

systems before sending to the Federal Logistics Information System (FLIS).

Action Item 8. Provide a list of the key data elements used by your Service for management of 

non-cataloged items so we can compare and coordinate a standardized list for the DLMS IC 

832N Catalog Data Support updates

ODASD(SCI) Update: Ms. Mulligan, ODASD(Logistics), briefly noted two initiatives that the 

ODASD (SCI) will support as a result of SPRC 20-1 meeting:

• Establish the DOD Non-catalogued and LSN IPT; and

• Reduce and slow the increased use of LSN assignments throughout DoD Supply 

Chain. 
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3. Parking Lot Items:

• As we develop the IPT, recommend that SA/LW be included since they regularly 

use LSNs. Emphasizes that IPT should address all LSNs across the board. (Mr. 

Rafael Gonzalez, EBSO)

• Reduce and slow the increased use of LSN assignments throughout DoD Supply 

Chain. (Ms. Mulligan, ODASD(Logistics)

• Improvements to expedite the cataloguing process and assignment of NSNs. (Mr. 

Fromm and Ms. Rita Williams, EBSO)

Next Meeting: The Enterprise Business Process Standards Office thanked all attendees for their 

participation, enthusiasm, and continued support. The next Supply PRC meetings will be 

announced at a future date.

Approved: ____________________

Mr. Kristopher D. Fromm

Supply PRC Chair

Approved:_____________________

THOMAS A. DELANEY 

Director, Enterprise Business Standards Office

DLA Information Operations