IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J. KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 2206<>-6221 

July 16, 2014 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

CONTRACT ADMINISTRATION PRC MEMBERS 

FINANCE PRC MEMBERS 

SUBJECT: Administrative Approved Defense Logistics Management Standards (DLMS) 

Standards (ADC) 1139, Administrative Revision to Federal Implementation 

Convention (IC) 856 Ship Notice/Manifest to Provide Additional E-mail 

Notifications (Supply/Contract Administration) 

The attached administrative change to DLM 4000.25, Defense Logistics Management 

System, is approved for implementation. The Wide Area Workflow (WA WF) Program Office is 

planning to deploy this change in WA WF Release 5.7, targeted for April 2015. 

Addressees may direct questions to the DLMSO points of contact: Ms. Ellen Hilert, DOD 

MILSTRIP Administrator, 703-767-0676, DSN 427-0676, or e-mail: Ellen.Hilert@dla.mil, or 

Ms. Heidi Daverede, DOD MILSTRIP Alternate, 703-767-5111 ; DSN 427-5111 or e-mail: 

Heidi.Daverede@dla.mil. Others must contact their Component designated representative. 

Attachment 

As stated 

cc: 

ODASD(SCI) 

ODASD DP AP (PDI) 

WAWFPMO 

cb~~ DONALD C. PIPP 

Director 

Defense Logistics Management 

Standards Office 

Federal Recycling Program G Printed on Recycled Paper 
ADC 1139

Administrative Revision to Federal Implementation Convention (IC) 856 

Ship Notice/Manifest to Provide Additional E-mail Notifications

1. ORIGINATOR:

a. Submitting Service/Agency: Defense Contract Management Agency (DCMA)

b. Functional POC: DCMA

c. Technical POC: Wide Area Workflow (WAWF) PMO

2. FUNCTIONAL AREAS:

a. Primary: Contract Administration and WAWF Receiving Report (RR).

b. Secondary: E-mail distribution list creation to facilitate RR notifications.

3. REFERENCES: 

a. WAWF Engineering Change Proposals (ECP) 0731 Additional EDI/SFTP E-mail 

Notifications

b. DLM 4000.25, Volume 7, Contract Administration, Chapter 2, Shipment Notification

4. APPROVED CHANGE(S):

a. Brief Overview of Change: This change will add the functionality to provide 

additional e-mail addresses for notifications in the WAWF Receiving Report (RR) transactions, 

which will match the currently available web capability to send additional e-mails when web 

transactions are submitted. The WAWF RR is mapped to the commercial standard (Accredited 

Standards Committee (ASC) X12) 856 Ship Notice/Manifest to provide functionality as an 

electronic data source for shipment information. 

b. Background:

(1) The WAWF is a DOD mandated system that allows the vendor to electronically 

submit receiving reports and invoices, and the Government to inspect, receive, accept information,

and pay electronically.

(2) Currently, via the web input method, WAWF allows for the creation of an e-mail 

distribution list that can be used when the next workflow user requires more than one individual be 

notified of a document submission via e-mail. This functionality does not exist for EDI input 

methods. Under ECP 0731 (See Reference 3.a) this change will add the same e-mail notification 

functionality to the EDI data input method for consistency across input methods.

Attachment, ADC 1139

Page 1
(3) Vendors submitting WAWF documents for creation via EDI or FTP transactions 

will have the ability to reflect that additional e-mails should be sent when the document is 

submitted to the government for workflow processing.

(4) Additional e-mail notifications will be based upon the current web process for 

sending additional e-mail notices when submitting a document.

(5) All changes identified for the Federal IC 856 will also be applied to the Federal IC 

857, Shipment and Billing Notice (also known as the COMBO).

c. Requested Change in Detail: 

(1) Revise WAWF processing and the 856 Ship Notice/Manifest Federal 

Implementation Convention (IC) to incorporate the ability for vendors to identify additional e-mail 

recipients to receive notifications for WAWF RR submitted via EDI. Upon receipt of the vendors 

RR, WAWF will send the e-mail notifications to those designated addressees. 

(2) Vendors who have a need to send additional workflow notices in relation to their 

submitted document may add the e-mails to the EDI transaction. The determination of need is 

determined through company convention, contractual requirement, or non-contractual agreement 

with the government.

(3) Update data fields for 856 X12 transactions inbound to WAWF:

(a) In the N1 segment, of the N1 loop, of the HL03 =V (Address Information) 

loop, vendors will cite the Qualifier FE (Mail Address). For X12 syntax compliance, the 

organization of the e-mail recipient will be identified in the N102. WAWF may optionally store 

this information. Since these e-mail recipients are for additional notifications by WAWF, the 

qualifier NP (Notify Party for Shipper’s Order) will be identified in the N106.

(b) In the PER segment of this N1 loop, the vendor will cite Qualifier CN (General 

Contact) in the PER01 with the e-mail address in the PER04, preceded by the qualifier EM 

(Electronic Mail) in the PER03. If there is more than one e-mail address, the additional addresses 

can be populated using the PER05/06 and PER07/08 pairs. Repeat the PER segment if necessary.

(4) The WAWF inbound transaction process will be updated to capture the e-mail 

address(es) and then forward an “additional workflow notice” to the designated e-mail recipients.

(5) WAWF will validate the basic structure of the e-mail address. 

(a) If the e-mail address is not constructed properly, WAWF will not send the email. An invalid e-mail address will not prevent the document from being submitted successfully 

into WAWF. If the document was submitted successfully into WAWF, the vendor will receive a 

notification via e-mail (current functionality) with an additional message stating the problem with 

the e-mail address. 

(b) If the format of the e-mail address is valid, WAWF will send the e-mail and the 

notification to the vendor will say the e-mail was sent. If an error occurs at the mail server, 

however, and the e-mail ultimately fails, the vendor will not receive any notification of the failure.

Attachment, ADC 1139

Page 2
(6) If the vendor receives notification that an e-mail could not be sent due to the e-mail 

address being formatted incorrectly, the vendor should send an e-mail with the transaction content 

to the correct e-mail address via a manual e-mail process outside of WAWF. The vendor should 

ensure the e-mail address is correct the next time an EDI document is submitted into WAWF.

d. Proposed Transaction Flow: This change does not impact existing transaction flow.

e. Revisions to DLM 4000.25 Manuals: There are no changes to DLMS procedures and 

transactions, since this information will NOT be extracted from WAWF to downstream DOD 

Component systems. 

f. Alternatives: If the 856 Federal IC is not updated, it would require the vendors to 

notify additional e-mail recipients manually via e-mail outside of WAWF. 

5. REASON FOR CHANGE: DLMS changes are necessary to add the functionality to provide 

additional e-mail addresses for notifications in EDI transactions, which will match the currently 

available web capability to send additional e-mails when web transactions are submitted. 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Consistency across all WAWF data input methods for a required 

functionality.

b. Disadvantages: None identified

7. ADDITIONAL COMMENTS TO CONSIDER: Further development/coordination may be 

needed to establish a hierarchy of product/service pairs for transactions directed to DOD systems.

8. ADDITIONAL FUNCTIONAL REQUIREMENTS: Comparable changes must be made to 

the WAWF 857 Shipment and Billing Notice transaction. This transaction is used by vendors 

reporting to WAWF as a combination of shipping and billing information in a single transaction; it 

is not used with DOD trading partners (WAWF separates content into 856 Ship Notice/Manifest 

and 810 Invoice for DOD processing).

9. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: The WAWF 5.7 Release will 

be deployed in April 2015. 

10. IMPACT: 

a. DLMS Data Elements: There are no new DLMS data elements or changes to existing 

data elements, since changes are only being made to the Federal IC. The changes will not be 

extracted to the DLMS 856.

b. Wide Area Workflow: WAWF will be updated to accommodate new data and 

business rules associated with the Federal IC changes to the WAWF 856 and 857.

c. Component Automated Information System (AIS): No impact to Component 

Systems. WAWF will not extract the additional e-mail address distribution to downstream 

systems.

d. DLA Transaction Services: The Global Exchange (GEX) must be updated to 

accommodate the additional data. Vendor transactions will continue to be routed through GEX 

and WAWF-RA channels for translation and transfer to WAWF.

Attachment, ADC 1139

Page 3
e. Non-DLA Logistics Management Standards Publications: The WAWF Program 

Management Office will update the WAWF Guides for 856 and 857 to reflect the changes 

identified by this DLMS Change.

Attachment, ADC 1139

Page 4
Enclosure

Item 

#

Location 856 Ship Notice/Manifest

Federal IC Revision

Reason

1. 2/N1/220 Revise segment level note 1:

1. Use the 2/N1/220 loop in 2/HL/010 address 

loops to identify: a) the party originating the 

transaction set; b) an Automated Data 

Processing Point as specified in the contract for 

a party receiving the transaction set; and c) the 

Ship-To, ultimate recipient, or service 

performance locations when the same address 

applies to all line items in the 2/HL/010 

shipment loops; and d) additional e-mail 

recipients to receive notification of document 

submissions via EDI.

Expand usage of the 

N1 segment in the 

HL03 address loop.

2. 2/N101/220

(Used in 

HL03=V, 

Address 

Information

Loop)

Data Element 98, 

Entity Identifier 

Code

Add new code FE and associated note:

FE Mail Address

Use in the address information loop 

(HL03=V) to identify additional e-mail 

addresses requiring notification of the 

document submission via EDI. Identify the 

organization name in the N102 and the e-mail 

addresses in the PER segment (s).

Add new qualifier to 

identify a set of email addresses to 

receive WAWF 

notifications of 

document 

submissions via EDI.

3. 2/N106/220

(Used in 

HL03=V, 

Address 

Information

Loop)

Data Element 98, 

Entity Identifier 

Code

Add new code NP and associated note:

NP Notify Party for Shipper’s Order

Use when N101 cites code FE to indicate that 

the e-mail recipients identified in the 

associated PER segment are to receive 

notification from WAWF of document 

submission via EDI.

Identify action to be 

taken by WAWF for 

associated address 

information.

4. 2/PER01/270 Add new code CN and associated note:

CN General Contact

Use when 2/N101/220 cites code FE to 

identify additional e-mail notifications.

Enclosure, ADC 1139

Page 1