DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

 

July 28, 2015

MEMORANDUM FOR DEPARTMENT OF DEFENSE ACTIVITY ADDRESS DIRECTORY 

(DoDAAD) PROCESS REVIEW COMMITTEE (PRC) AND SUPPLY PRC MEMBERS 

SUBJECT: Administrative Approved Defense Logistics Management Standards (DLMS) 

Change (ADC) 1116B, DoD Activity Address Code (DoDAAC) Contract 

Information Fields (DoDAAD/Supply)

The attached administrative change to Defense Logistics Management System DLM 

4000.25 is approved for immediate implementation.

This document replace ADC 1116A in its entirety. The purpose of this revision is to 

correct a numbering problem with the changes to DLM 4000.25, Defense Logistics Management 

System, Volume 6, Chapter 2. No other procedural or data content changes are included.

Addressees may direct questions to Tad DeLaney, DoDAAD PRC Chair, at 703-767-

6885, DSN 427-6885, or email: DODAADHQ@DLA.MIL. Others must contact their 

Component designated representative. 

 

 

 

for DONALD C. PIPP

Director

Defense Logistics Management 

Standards Office

Attachment

As stated

cc:

ODASD(SCI)

ODASD DPAP (PDI) 

EDA PMO
Attachment, ADC 1116B

Page 1

Administrative ADC 1116B

DoDAAC Contract Information Fields (DoDAAD/ Supply)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Technical POC: Defense Logistics Management Standards Office, DoDAAD PRC 

Chair, Tad DeLaney, at 703-767-6885, e-mail: DODAADHQ@dla.mil. 

b. Functional POC: Defense Logistics Management Standards Office, DoDAAD PRC 

Chair, Tad DeLaney, at 703-767-6885, e-mail: DODAADHQ@dla.mil. 

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: DoDAAD/Supply

b. Primary/Secondary Functional Process: DoDAAD/Supply

3. REFERENCES:

a. DODM 4140.01, DoD Supply Chain Materiel Management Procedures. 

b. DODI 4161.02, Accountability and Management of Government Contract Property.

c. DODI 5000.64, Accountability and Management of DoD Equipment and Other 

Accountable Property. 

d. DLM 4000.25, Defense Logistics Management System, Volume 6, Chapter 2, 

Department of Defense Activity Address Directory. 

4. APPROVED CHANGE(S):

a. Brief Overview of Change: ADC 1116 was withdrawn pending policy conflict 

resolution. Notwithstanding, many of the changes identified in that ADC are still required for 

the DoDAAD and are not affected by the factors which led to the withdrawal of ADC 1116. 

Specifically, changes that need to be made to the Contract Information fields of the DoDAAD 

need to be corrected and updated, especially as it relates to DLA’s DoDAACs (S, SD, U, 2A, 

2AB, 2Y, and 3B Series). Revisions to ADC 1116A are highlighted in yellow. All other aspects 

of this document are carried forward without change.

b. Describe Requested Change in Detail

(1) DLA Transaction Services: Make the following changes to the DoDAAD and its 

various applications as noted below: 

(a) DoDAAD: Change the following within the DoDAAD database itself: 
Attachment, ADC 1116B

Page 2

1. Record Retention: Change the retention time frame for deleted DoDAACs

(and RICs) within the database to six years and three months after the delete date, vice the 

current retention period, before being purged from the database. 

2. Date Field Headers: Change the headers for the following data fields as 

noted below: 

a. Contract Admin Office: Change “Contract Admin Office” field header to 

“Contract Admin Office DoDAAC.” Display as follows in each application (see also Figures 

below): 

 Update Application: “Contract Admin Office DoDAAC” 

 DAASINQ: “CONT ADM OFF DODAAC”

 eDAASINQ: “CONT ADM OFF DODAAC”

 Excel format header: “CAO_DODAAC”

b. Contracting Service/Agency: Change “Contracting Service/Agency” 

field header to “Contract Sponsor DoDAAC.” Display as follows in each application (see also 

Figures below): 

 Update Application: “Contract Sponsor DoDAAC” 

 DAASINQ: “CONT SPONSOR DODAAC”

 eDAASINQ: “CONT SPONSOR DODAAC”

 Excel format header: “SPONSOR_DODAAC”

(b) Changes to DoDAAD Update Application: In addition to the field header 

changes above, make the following changes (see also Figures below): 

1. Contract Information Fields: The Contract Information data elements 

should only be accessible in the Update Application if a contractor series DoDAAC is being 

created, updated, and/or deleted. These series include only the following: 2AB, C, E, HG, L, Q, 

SD, U, and Z0 series DoDAACs. For DLA DoDAACs (S, SD, U, 2A, 2AB, 2Y, and 3B), these 

fields should only be accessible for DoDAACs beginning with the series of: SD, U, and 2AB. 

Ensure that the Contract Information fields for DLA DoDAACs are not usable unless a 

contractor DoDAAC series is entered: “SD,” “U,” and “2AB” only. 

2. Contract Expiration Date: Remove the one year restriction on the Contract 

Exp Date for DLA contractor DoDAACs so that any date (current or future) can be entered for 

DLA contractor DoDAAC series (SD, U, and 2AB). 

3. Contract Admin Office DoDAAC: Make the following additional changes to 

this field: 

a. Make this a required field. 
Attachment, ADC 1116B

Page 3

b. When “Contract Admin Office DoDAAC” field is entered, verify

“Contract Admin Office DoDAAC” field value is a valid DoDAAC within the DoDAAD 

database. If not, display error message “DoDAAC xxxxxx not found” and do not allow save 

unless a valid DoDAAC entered. It should not affect any existing values already resident in the 

DoDAAD for this data element. Only if the DoDAAC is being updated should this edit require 

the field to be updated with a valid DoDAAC. 

4. Contract Sponsor DoDAAC: Formerly the Contracting Service/Agency 

field, remove existing dropdown menu for DLA DoDAACs for the Contract Information field of 

Contracting Service/Agency (now changed to Contract Sponsor DoDAAC); so as to be 

consistent with all other Service/Agency rules (See figures 4.1 and 4.2 below). Current values 

for this field for DLA DoDAACs shall remain in the DoDAAD; however, if/when these 

DoDAACs are updated, the edit will require this field be corrected accordingly (i.e., enter the 

Sponsor DoDAAC). 

a. Make this a required field. 

b. Change data field (or limit the data length that can be entered) to 

VARCHAR(6) vice VARCHAR(9). 

c. When “Contract Sponsor DoDAAC” field is entered, verify “Contract 

Sponsor DoDAAC” field value is a valid DoDAAC within the DoDAAD database. If not, 

display error message “DoDAAC xxxxxx not found” and do not allow save unless a valid 

DoDAAC entered. It should not affect any existing values already resident in the DoDAAD for 

this data element. Only if the DoDAAC is being updated should this edit require the field to be 

updated with a valid DoDAAC. 

Figure 4.1 – DoDAAC Update Application (Current)
Attachment, ADC 1116B

Page 4

Figure 4.2 – DoDAAC Update Application (Change)

4.3 – DAASINQ (Current)

4.4 – DAASINQ (Change)

4.5 – eDAASINQ(Current)
Attachment, ADC 1116B

Page 5

4.6 – eDAASINQ (Change)

 Current Change

 4.7 – Excel Format Column Headers

(2) DLMSO. Make revisions to Manuals and SOP as follows: 

(a) Revisions to DLM 4000.25 Manuals: Volume 6, Chapter 2 of DLM 4000.25 

will include the following changes which will amend the current content of paragraph C2.4.1.2: 

C2.4.1.2. DoD Contractor DoDAACs. DoD contractors will only be assigned 

DoDAACs if they have a contract with DoD that authorizes access to DoD supply 

system materiel or to provide services such as maintenance/repair that require a 

shipping address. Contractor DoDAACs will be assigned by the CSP of the DoD 

Component or Agency that signed the contract with the contractor, except in cases 

where one Component or Agency is providing procurement/contract writing service for 

another Component or Agency. In such cases, the requesting Component/Agency 

CSPs are responsible for exercising due diligence in assigning contractor DoDAACs, 

including coordination with the contracting officer as appropriate. CSPs are responsible 

for assigning the appropriate authority code for a contractor DoDAAC, for monitoring 

contract expiration dates, and for deleting contractor DoDAACs when there is no longer 

an active contract associated with the DoDAAC. In addition to appropriate TAC 

information, CSPs will ensure the following contract information data elements 

are entered for every contractor DoDAAC as follows (for all non-contractor 

DoDAACs, these fields are disabled): 

C2.4.1.2.1. Contract Number (CONTRACT_NO). Enter the 

procurement instrument identifier (PIID). The DoDAAC of the PIID should cross 

reference to a DoDAAC that has procurement authority (i.e., the procurement 

indicator is checked in the DoDAAD). 

C2.4.1.2.2. CAGE Code (CAGE_CODE). Enter the valid commercial 

and Government entity (CAGE) code of the vendor for whom the contractor 

DoDAAC is being created, which should be the same vendor in the contract. 

Even though the edit in the DoDAAD for this field checks against the validity of 
Attachment, ADC 1116B

Page 6

the CAGE Code, CSPs should validate that the CAGE is correct for the vendor 

cited by looking up the CAGE code in the CCR. 

C2.4.1.2.3. Contract Admin Office DoDAAC (CAO_DODAAC). Enter 

the DoDAAC of the contract administration office (CAO) as identified in the 

contract. 

C2.4.1.2.4. Contract Sponsor DoDAAC (SPONSOR_DODAAC). 

Enter the DoDAAC of the primary activity funding the contract on behalf of the 

Service creating the contractor DoDAAC (i.e., if a DLA contractor DoDAAC is 

being created, enter the DLA sponsor DoDAAC). This will be a DoDAAC with 

authority code 00. 

(b) Chapter 2 of DLM 4000.25-1 will include the following change: 

C2.28.13. Deleted DoDAACs and Requisitioning Processing. Obsolete or 

invalid DoDAACs are flagged for deletion and later physically removed from the 

DoDAAD to prevent improper requisition transactions from being processed through 

DLA Transaction Services. Once the delete effective date has passed, the DoDAAC 

shall remain in the DoDAAD master file for six five years and three months before the 

record is physically removed from the master file. New requisitions may not be 

processed against these deleted flagged DoDAACs; however, outstanding Interfund 

bills (with the bill-to authorized in accordance with the DoDAAC authority code) that are 

associated with previously processed requisitions shall not reject due to invalid 

DoDAACs during this period. After the six year and three month five-year period, 

deleted DoDAACs are physically removed from the DoDAAD, DLA Transaction 

Services-maintained DoDAAC table, and all subsequent requisitions or bills will reject 

due to invalid DoDAACs. 

c. Proposed Transaction Flow: There are no new routing rules.

d. Alternatives: None noted. 

5. REASON FOR CHANGE: Correcting changes that were made without approved 

documentation. 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Continuity; establishes proper foundation for future changes. 

b. Disadvantages: None noted. 

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Authorized for immediate 

implementation. Target timeline for DLA Transaction Services updates to the DoDAAD is 30 

days from the publication of the ADC. 
Attachment, ADC 1116B

Page 7

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: N/A. 

9. IMPACT:

a. New DLMS Data Elements: None

b. Changes to DLMS Data Elements: None

c. Automated Information Systems (AIS): DoDAAD; see paragraph 4. 

d. Army and Air Force. Army and Air Force are expected to make the necessary changes 

to their respective DoDAAC applications to mirror these changes to the DoDAAD. 

e. Non-DLM 4000.25 Series Publications: The changes identified in this DLMS Change 

will need to be incorporated into the relevant Component-level DoDAAD management 

publications, including (but not limited to) the following: 

(1) U.S. Army: AR 725-50

(2) U.S. Navy: NAVSO P-1000-2-5

(3) U.S. Air Force: AFI 24-230

(4) U.S. Marine Corps: MCO 4420.4H

(5) U.S. Coast Guard: COMDTINST M4000.2

(6) Defense Logistics Agency: DLAI 1401

(7) Defense Information Systems Agency: DISA Instruction 270-50-10 

(8) USTRANSCOM: DTR 4500.9-R