OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE

 3500 DEFENSE PENTAGON

 WASHINGTON, DC 20301-3500

 

 

 SUSTAINMENT

MEMORANDUM FOR RECORD

SUBJECT: Administrative Approved Defense Logistics Management Standards Change 1240B, 

Defense Logistics Management Standards (DLMS) Appointment Letter and Official 

Response Form Standardization

The attached approved administrative change is effective immediately. This 

administrative change revises and clarifies the documentation requirements for appointment 

letters and formal comment responses. 

The Defense Enterprise Data Standards Office (DEDSO) point of contact is Don Landon, 

e-mail: Donald.1.Landon@dla.mil. 

Sarah Winegardner

Director, Defense Enterprise Data 

Standards Office

Attachments:

As stated

DISTRIBUTION: 

SUPPLY PROCESS REVIEW COMMITTEE (PRC)

FINANCE PRC 

SUPPLY DISCREPANCY REPORTING (SDR) PRC 

PRODUCT QUALITY DEFICIENCY REPORTING (PQDR) PRC

DOD ACTIVITY ADDRESS DIRECTORY (DODAAD) PRC 

MILITARY ASSISTANCE PROGRAM ADDRESS DIRECTORY (MAPAD) PRC

cc:

ODASD (Logistics)

OUSD (Comptroller)
 OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE

 3500 DEFENSE PENTAGON

 WASHINGTON, DC 20301-3500

 

 

 SUSTAINMENT

Attachment, ADC 1240B 

Page 5 

Administrative Approved Defense Logistics Management Standards 

Change 1240B, Defense Logistics Management Standards (DLMS)

Appointment Letter and Official Response Form Standardization

1. ORIGINATING POC INFORMATION: 

a. Technical and Functional POC: Don Landon, email: Donald.1.Landon@dla.mil. 

2. REASON FOR CHANGE: 

a. Bottom Line Up-Front: 

(1) This change reenforces the requirement to appoint designated Defense 

Logistics Management Standards (DLMS) Process Review Committee (PRC)/Working Group 

(WG)/Configuration Management Board (CMB) primary and alternate representatives using 

correspondence on official letterhead. 

(2) This change also requires responses to formal review of proposed DLMS 

changes by using the attached DoD Component Official Response Form (Enclosure 2). 

b. Background: 

(1) The official Letter of Appointment identifies authorized PRC/WG/CMB 

representatives to represent their DoD Component or participating organization in all matters for 

the DLMS to include proposed and approved DLMS changes (PDC/ADC), data calls, or other 

tasks. 

(2) The DoD Component Official Response Form standardizes PDC comment 

collection to provide visibility and auditability.

(3) Both documents will serve as an audit trail to the authority for the content of 

the correspondence in accordance with Volume 8 of DoDM 4140.01 and Volume 1 of DLM 

4000.25. 

3. CHANGE IN DETAIL: 

a. Technical Details for Appointing PRC/WG/CMB Representatives: DoD 

Components and participating organizations will use an officially signed Letter of Appointment 

(with official letterhead) to appoint primary and alternate PRC/WG/CMB representatives. These 

representatives will have full authority to make decisions on behalf of the organization’s position 

concerning DLMS matters. Enclosure 1 has an example Letter of Appointment. 

(1) Primary and alternate PRC/WG/CMB representatives (O-5/O-6/GS-14/15 or 

equivalent level) must be authorized by an individual senior to them in their chain of command 

and cannot be self-appointed. 
Attachment, ADC 1240B

Page 2 

(2) Utilize or follow the fillable Official Appointment Letter template found on 

the DLMS website. 

(3) The Official Appointment Letter must be signed (digitally or in wet ink) and 

must include the DoD Component or participating organizations official letterhead. Nonstandard appointment letters will be returned for correction.

(4) Distribution: The primary and alternate PRC/WG/CMB representative will 

send signed Letters of Appointment via email to the appropriate DLMS functional area below: 

(a) Supply PRC/Joint Small Arms WG – DEDSO.Supply@dla.mil

(b) SDR PRC – DEDSO.SDR@dla.mil

(c) PQDR PRC – DEDSO.PQDR@dla.mil

(d) Finance PRC – DEDSO.Finance@dla.mil

(e) DoDAAD PRC – DoDAAD@dla.mil

(f) MAPAD PRC – MAPAD@dla.mil

(5) PRC/WG/CMB administrators will retain official Letters of Appointment and 

coordinate annual revalidation with primary and alternate PRC/WG/CMB representatives. 

Annual revalidation will initiate on the first business day of February each year. 

(6) When a primary and/or alternate PRC/WG/CMB representative changes, 

DoD Component/participating organizations are required to submit a new officially signed letter 

to the DLMS functional area group email listed above as soon as possible. 

b. Revised Method for Providing Formal Responses on PDCs: DoD Components and 

participating organizations will use the highlighted drop-down box within the DoD Component 

Official Response Form (Enclosure 2) to indicate the fully coordinated position on a PDC. 

Official responses received without a properly completed DoD Component Official Response 

Form will be returned for correction. Provide comments as needed and select from the four 

options: 

• Concurrence without Comment 

• Concurrence with Comment 

• Non-concurrence 

• No comment 

(1) Distribution: Send the completed DoD Component Official Response Form 

to the appropriate DLMS functional area e-mail listed above. 
Attachment, ADC 1240B

Page 3 

(2) The DLMS PRC/WG/CMB Chair will: 

• Retain official correspondence and DoD Component Official 

Response Form for each DoD Component in a DLMS change file.

• Adjudicate all comments and non-concurrences. 

• Document adjudication results in the ADC comment matrix. 

c. Alternatives: None. 

4. IMPLEMENTATION TARGET: ADC 1240B supersedes ADC 1240A and is effective 

immediately. 

5. TECHNICAL IMPACT: N/A

6. PUBLICATION/POLICY IMPACT: 

a. Defense Logistics Manual (DLM) 4000.25: Add DoD Component Official Response 

Form for Official Responses as shown in Enclosure 2 to Volume 1 of DLM 4000.25. Additional 

updates to DLM 4000.25 will incorporate the contents of this ADC.

b. Non-DLM 4000.25 Publications: Both the Official Letter of Appointment template 

and DoD Component Official Response Form are available at the DLMS website referenced

below. 

7. ASSUMPTIONS: N/A

8. FINANCIAL IMPROVEMENT AND AUDIT REMEDIATION (FIAR), MATERIAL 

WEAKNESS, AND AUDIT-RELATED INFORMATION: N/A

9. END-TO-END TESTING REQUIREMENTS: N/A

10. REFERENCES: 

a. DLM 4000.25, Defense Logistics Management Standards, Volume 1, Concepts and 

Procedures 

b. DoD Manual 4140.01, Volume 8, DoD Supply Chain Materiel Management 

Procedures: Materiel Data Management and Exchange

c. DLMS website: https://www.dla.mil/Defense-Data-Standards/
Enclosure 1, ADC 1240B

Page 1

Enclosure 1 ADC 1240B, Official Letter of Appointment
Enclosure 2, ADC 1240B 

Page 1 

Enclosure 2 ADC 1240B, DoD Component Official Response Form

PAGE LINE # PARA Critical or 

Substantive COMMENT RECOMMENDED CHANGE

DEDSO Action 

Officer REJECT 

or ACCEPT

DEDSO 

Action Officer Comments

DEDSO Applied Recommended 

Change

Y or N

SUBMITTER: ENTER NAME, POSITION, CONTACT INFORMATION, COMPONENT

DATE: MM/DD/YYYY

PDC #: XXXXXX

Official DoD Component Response Form

Names of all systems impacted by the PDC and points of contact for each system:

Component Input

DoD Component Directions:

•	Row 2, Enter PDC Number.

•	Row 3, Enter Date. 

•	Row 4, Fill in the PRC Component Name, Position, Contact Information & Component. 

•	Row 6, Select 1 Official PDC Response via the Dropdown option.

•	Rows 13 -17, provide comments as stated.

•	Rows 20 & downward, place only one comment per row. Enter your comment, justification, and recommended changes. Confirm that the completed document accurately represents your Component’s 

position.

•	Once form is complete, Primary or Alternate PRC Member is to send form back to DEDSO via email, within the 30 day timeframe.

CLICK HERE

SELECT ONE OFFICIAL PDC RESPONSE VIA DROPDOWN BELOW

Component Coordination Comments

Types of Coordination Comments:

(1) Critical. Critical comments are those that identify violations of the law or contradictions of Executive Branch policy or of policy established in DoDDs, DoDIs, DLARs, or policy DLAIs. Unnecessary risks to Audit 

Readiness; DLA materiel; waste or abuse of DLA appropriations; or imposition of an unreasonable burden on a coordinator’s resources. When a coordinator has one or more critical comments, that coordinator’s 

coordination will reflect a nonconcur. 

(2) Substantive. Substantive comments are made when a section in an ADC or PDC appears to be or is potentially unnecessary, incorrect, misleading, confusing, or inconsistent with other sections, or when a 

coordinator disagrees with the proposed responsibilities, requirements, and/or procedures. A substantive comment is usually not sufficient justification for a coordinator to nonconcur on an ADC or PDC. Several 

substantive comments, when taken together, may be grounds for a nonconcurrence. 

DO NOT include administrative comments!

List any information relevant to Financial Improvement and Audit Remediation, notices of findings and recommendations, material weaknesses, corrective action plans, audits, etc. Coordinator Comment and 

Justification:

Names of all Component publications impacted by the PDC:

Estimated implementation timeline and completion date for each system:

Is funding required for this change? If so, when is funding anticipated?