DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

December 26, 2018

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 

1280, Administrative Update to Align MILSTRAP/MILSTRIP Chapter 1 

“General” and MILSTRAP Chapter 2 “MILSTRAP Features” with the Defense 

Logistics Management Standards Manual 

The attached administrative change to Defense Logistics Manual (DLM) 4000.25, Defense

Logistics Management Standards (DLMS) is approved for publication. This change incorporates 

background material from MILSTRIP Chapter 1, and MILSTRAP Chapters 1 and 2 into the 

DLMS Manual. The Enterprise Business Standards Office will publish this change in the next 

Formal Change for DLMS Volumes 1 and 2. 

Addressees may direct questions to, Mr. Eric Flanagan, DOD MILSTRIP Administrator, and 

Mr. Rafael Gonzalez, DOD MILSTRAP Administrator, e-mail: EBSO.Supply@dla.mil. All 

others must contact their Component designated Supply PRC representative available at: 

http://www.dla.mil/HQ/InformationOperations/DLMS/allpoc

HEIDI M. DAVEREDE

Director

Enterprise Business Standards Office

Attachment

As stated

cc: 

ODASD(Logistics)
Attachment ADC 1280

Page 1

ADC 1280

Align MILSTRAP/MILSTRIP Chapter 1 “General” and MILSTRAP 

Chapter 2 “MILSTRAP Features” with the Defense Logistics Management 

Standards Manual (Supply)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Mr. Eric Flanagan, 

DOD MILSTRIP Administrator, Enterprise Business Standards Office (EBSO), and Mr. Rafael 

Gonzalez, DOD MILSTRAP Administrator EBSO, e-mail: EBSO.Supply@dla.mil.

2. FUNCTIONAL AREA LOGISTICS AND TRANSACTION CHANGES:

a. Primary/Secondary Functional Area: Supply

b. Logistics and Transaction Changes (Check All That Apply): 

 Category  Category  Category

Billing Physical Inventory Contract Admin

Discrepancies / Deficiencies MILSTRAP DoDAAD

Serialization MILSTRIP MAPAD

Small Arms/Light Weapons MRA LMARS

pRFID Disposition x DLM Publications

GFP DOD BRAC

3. REFERENCES:

a. DLM 4000.25-1, Military Standard Transaction Requisition and Issue Procedures 

(MILSTRIP) 

b. DLM 4000.25-2, Military Standard Transaction Reporting and Accountability 

Procedures (MILSTRAP)

c. DLM 4000.25, Defense Logistics Management Standards (DLMS), Volume 1,

Concepts and Procedures, and Volume 2, Supply Standards and Procedures

4. REQUESTED CHANGE(S):

a. Brief Overview of Change: This change adds content from DLM 4000.25-1, 

MILSTRIP and DLM 4000.25-2, MILSTRAP Chapter 1 “General Information” to appropriate 

areas in the DLMS Manual. This change also adds content from MILSTRAP Chapter 2 

“MILSTRAP Features” to the DLMS Manual (References 3.a., 3.b., and 3.c.).
Attachment ADC 1280

Page 2

b. Background:

(1) This change aligns the DLMS manual (Reference 3.c.) with the MILSTRIP

manual (Reference 3.a.) and MILSTRAP manual (Reference 3.b.) and cancels MILSTRIP

Chapter 1 and MILSTRAP Chapters 1 and 2. The General Information chapters in the 

MILSTRIP and MILSTRAP manuals and the MILSTRAP Features chapter contain background 

information on managing the respective process and much of this same information is published 

in the DLMS manual. This administrative change incorporates the necessary background 

material from the three legacy chapters into the appropriate DLMS manual volume and chapter.

(2) A subsequent DLMS change will cancel the MILSTRIP and MILSTRAP 

manuals. At that time, DLM 4000.25 will be the primary source for DLMS policy guidance for 

the MILSTRIP and MILSTRAP procedures, business rules, data standards, and transaction 

formats.

c. Approved Change in Detail:

(1) Update DLM 4000.25 to incorporate information from DLM 4000.25-1, 

Chapter 1, and DLM 4000.25-2, Chapters 1 and 2. 

(2) This change is administrative in nature and does not change any existing 

DLMS, MILSTRIP or MILSTRAP procedures.

(3) ADC 1274 removed the chairmanship of the Joint Small Arms and Light 

Weapons Coordinating Group from the EBSO. ADC 1274 did not mark the relevant paragraph 

for removal from DLMS Volume 2 (C1.6). Removal of Volume 2, Chapter 1, paragraph C1.6 is 

reflected in the updates to Chapter 1. 

d. Revisions to DLM 4000.25 Manuals:

(1) Update DLM 4000.25, DLMS, Volume 2, Chapter 1 to incorporate 

information from DLM 4000.25-1, MILSTRIP Chapter 1 and DLM 4000.25-2, MILSTRAP 

Chapters 1 and 2, and administrative updates. See Enclosure 1.

(2) Update DLM 4000.25, DLMS, Volume 1, Chapter 1 to incorporate 

information from DLM 4000.25-1, Chapter 1 and DLM 4000.25-2, Chapters 1 and 2, and 

administrative updates. See Enclosure 2.

(3) Update DLM 4000.25, DLMS, Volume 1, Chapter 3 to incorporate 

information from DLM 4000.25-1, Chapter 1 and DLM 4000.25-2, Chapters 1 and 2, and 

administrative updates. See Enclosure 3.

(4) Update the Table of Contents in DLM 4000.25, DLMS Volume 2, DLM 

4000.25-1, MILSTRIP and DLM 4000.25-2, MILSTRAP. See Enclosure 4.

e. Proposed Transaction Flow: There are no changes to transaction flows resulting 

from this DLMS change.
Attachment ADC 1280

Page 3 

f. Alternatives: Maintaining two separate manuals with the legacy 80 record position

procedures requires users to review the MILSTRIP and/or MILSTRAP manual for the core 

procedures, and then the DLM 4000.25, DLMS, Volume 2 for the DLMS enhanced procedures. 

This is not a viable alternative, it is prone to errors in interpretation, and it is labor intensive to 

maintain two sets of manuals. 

5. REASON FOR CHANGE: Contributes to aligning the DLMS with the MILSTRIP and

MILSTRAP manual procedures, and cancelling the DLM 4000.25-1, MILSTRIP and DLM

4000.25-2, MILSTRAP manuals. At that point, the DLM 4000.25, Defense Logistics

Management Standards will serve as the single source for DLMS, MILSTRIP and MILSTRAP

procedures.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Single source for documenting procedures.

b. Disadvantages: None.

7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: This change does not

require any system changes.

8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH

IMPLEMENTATION OF THIS CHANGE: There is no cost/impact to systems. Savings are

in not having to maintain the MILSTRIP and MILSTRAP manuals.

9. IMPACT:

a. New DLMS Data Elements: There are no new DLMS data elements required by this

alignment. 

b. Changes to DLMS Data Elements: There are no changes to DLMS data elements.

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

d. Defense Automatic Addressing System (DAAS): No impact.

e. Non-DLM 4000.25 Series Publications: Components should update their local

procedures as necessary to align with DLM 4000.25. 
Enclosure 1, ADC 1280

DLMS Volume 2, Chapter 1

Page 1

ENCLOSURE 1 TO ADC 1280

Update DLM 4000.25, DLMS, Volume 2, Chapter 1. Removed text is identified by double 

strikethroughs. Updated and relocated text is annotated with red, bold, italics. 

C1. CHAPTER 1

INTRODUCTION

C1.1. GENERAL

C1.1.1. Purpose. This volume provides Department of Defense (DoD) standard 

procedures and electronic data interchange (EDI) conventions to effect supply actions 

using American National Standards Institute (ANSI) Accredited Standards Committee 

(ASC) X12 transactions with the Defense Logistics Management Standards (DLMS).

C1.1.1.1. This volume contains some of the legacy 80 record position 

transaction procedures associated with the respective DLMS transaction to 

ensure the functionality of the Military Standard Requisition and Issue 

Procedures (MILSTRIP) and Military Standard Transaction Reporting and 

Accountability Procedures (MILSTRAP). This is included where necessary to 

operate in a mixed legacy 80 record position and the upgraded DLMS 

environment. Upon full DLMS implementation, any specific legacy procedures 

wording will be removed.

C1.1.2. Defense Logistics Management Standards Volume Access. Use of this 

volume requires simultaneous access to DLMS Manual Volume 1 administrative items 

such as the lists of acronyms and abbreviations, terms and definitions, and references; 

instructions for acquiring access to the DLMS standards data base; specific guidance 

that applies to all DLMS SupplementsImplementation Conventions (IC); DLMS to 

Defense Logistics Standard System (DLSS) cross-references and conversion and both 

functional and technical information that is relatively stable and applies to the DLMS as 

a whole. 

C1.2. POLICY. The DoD policy governing the procedures in this volume are:

C1.2.1. DoD Instruction 4140.01. ”Supply Chain Materiel Management 

Policy”, December 14, 2011

C1.2.2. DoDM 4140.01, “DoD Supply Chain Materiel Management 

Procedures”, February 10, 2014.

C1.3. APPLICABILITY. This volume applies to the Office of the Secretary of Defense, 

the Military Departments, the Joint Staff, the Combatant Commands, and Defense 

Agencies. The manual applies, by agreement, to external organizations conducting 
Enclosure 1, ADC 1280

DLMS Volume 2, Chapter 1

Page 2

logistics business operations with DoD including (a) non-Government organizations, 

both commercial and nonprofit; (b) Federal agencies of the U.S. Government other than 

DoD; (c) foreign national governments; and (d) international government organizations.

C1.4. SUPPLY PROCESS REVIEW COMMITTEE. The Supply Process Review 

Committee (PRC) is the forum through which the DoD Components and other 

participating organizations may participate in the development, expansion, 

improvement, maintenance, and administration of supply requirements for the DLMS. 

The Supply PRC chairperson, in coordination with the DoD Component Supply PRC 

representatives, is responsible for the contents of this volume of the DLMS. 

Representatives to the Supply PRC are identified on the DLA Logistics Management 

Standards Enterprise Business Standards Office (EBSO) Website. See DLMS 

Volume 1, Chapter 1 for a discussion of DLMS PRC functions and responsibilities.

C1.5. SUPPLY DISCREPANCY REPORTING PRC. The Supply Discrepancy 

Reporting (SDR) PRC provides a joint Service/Agency forum to develop, expand, 

improve, maintain, and administer supply discrepancy reporting policy and 

procedures. The SDR PRC chairperson, in coordination with the DoD Component 

SDR PRC representatives, is responsible for the SDR related contents of this 

volume of the DLMS. The EBSO Website identifies the Representatives to the 

SDR PRC.

C1.6 JOINT PHYSICAL INVENTORY WORKING GROUP. The Joint Physical 

Inventory Working Group (JPIWG) recommends guidance and develops program 

enhancements for the physical inventory control of DoD supply system materiel. The 

JPIWG chairperson coordinates with DoD Component representatives for general 

supplies and ammunition to maintain the physical inventory control procedures 

contained in Chapter 6 of this volume. Representatives to the JPIWG are identified on 

the DLA Logistics Management Standards EBSO Website. 

C1.6.. JOINT SMALL ARMS AND LIGHT WEAPONS COORDINATING GROUP. The 

DoD Joint Small Arms and Light Weapons Coordinating Group (JSA/LWCG) supports 

the continuous improvement of the Small Arms Serialization Program (SASP), 

identification of inter-DoD Component problems with inventory management of small 

arms and light weapons, and the formulation of solutions to those problems. The 

JSA/LWCG chairperson coordinates with representatives from DoD Components to 

maintain the SASP procedures contained in Chapter 18 of this volume. 

Representatives to the JSA/LWCG are identified on the DLA Logistics Management 

Standards Website

C1.7. NONCOMPLIANCE. If reasonable attempts to obtain compliance with prescribed 

procedures or resolution of DLMS supply or SDR-related problems are unsatisfactory, 

the activity having the problem may request assistance from their respective DLMS

Supply EBSO PRC representative. For noncompliance issues that impact the 

JSA/LWCG as well as the JPIWG, refer concerns to the Service/Agency representative 

on the aforementioned committees. The request should shall include information and 

copies of all correspondence pertinent to the problem; including the DLMS transaction 
Enclosure 1, ADC 1280

DLMS Volume 2, Chapter 1

Page 3

IC, the document number and the date of the transaction involved. The appropriate 

representative shouldshall take the necessary actions to resolve the issue or problem. 

The actions may include requesting assistance from the Supply PRC chairperson.

C1.8. TRANSACTION REVERSAL. Processing activities may reverse select 

MILSTRAP functional area transactions. See the following DLMS Volume 2 chapters 

for specific details on reversals:

• Chapter 6 for quality control requirements and for additional controls required 

when reversing physical inventory adjustments,

• See Chapter 9 for additional controls required when reversing logistics 

transfer/decapitalization transactions,

• Chapter 12 for additional controls required when reversing prepositioned 

materiel receipt transactions,

• Chapter 13 for additional controls required when reversing receipt 

transactions, and 

• Chapter 14 for additional controls required when reversing issue 

transactions.

C1.9 TRANSACTION REJECTION. DLMS Volume 1, Chapter 4 prescribes the 

procedures for the use of the DLMS 824R Reject Advice Transaction to exchange 

information about functional errors not covered by DLMS status or other type of supply 

transaction, including MILSTRIP and MILSTRAP functional areas. The Reject Advice 

Transaction reports the unique document number, and/or other pertinent information to 

identify the rejected transaction, and codes identifying one or more specific error 

conditions. Where specific reject advice codes are not established to identify the error 

condition causing the transaction to fail, DLA Transaction Services Defense 

Automated Addressing System (DAAS) may use the Reject Advice Transaction to 

provide narrative message rejection of the erroneous DLMS transaction. A combination 

of reject advice codes and clarifying narrative may be used to facilitate interpretation of 

the error condition.

C1.10. MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES.

C1.10.1. Definition. “A broad base of logistics transactions and procedures 

designed to meet DoD requirements to establish standard data elements, codes, 

forms, transaction formats (both legacy 80 record position and DLMS) and 

procedures to requisition, release/issue, and dispose of materiel and prepare 

related documents. It prescribes uniform procedures and time standards for the 

interchange of logistics information relating to requisitioning, supply advice, 

supply status, cancellation, materiel release/issue, lateral redistribution, materiel 

return processes, materiel obligation validation, contractor access to government 

sources of supply, and selected security assistance processes. The provisions 

apply to the Office of the Secretary of Defense, the Military Departments, the Joint 

Staff, the Combatant Commands, and Defense Agencies. It also applies, by 
Enclosure 1, ADC 1280

DLMS Volume 2, Chapter 1

Page 4

agreement, to external organizations conducting logistics business operations 

with DoD including (a) non-Government organizations, both commercial and 

nonprofit; (b) Agencies of the U.S. Government other than DoD; (c) foreign 

national governments; and (d) international government organizations.” 

C1.10.2. Purpose. Prescribes uniform procedures, data elements and 

codes, formats, forms, and time standards for the interchange of logistics 

information relating to requisitioning, supply advice, supply status, materiel 

issue/receipt, lateral redistribution, and materiel return processes. The 

procedures govern the interchange of information for all materiel commodities 

(unless specifically exempted by the Under Secretary of Defense for Acquisition 

and Sustainment) (USD(A&S)) between supported activities and supply 

control/distribution systems of the Department of Defense (DoD) and other 

participating Component activities. Consideration of the requirements of other 

functional areas (exclusive of specific codes and procedures) related to 

requisition and issue processing are included to provide procedural clarity and/or 

to depict procedural interfaces with other standard DoD systems. The specific 

codes and procedures within these related functional areas (such as: priority 

designation, stock control, box marking, shipment planning, shipment 

documentation, communication processing, and contractor shipments) are 

prescribed in the applicable regulatory documents of the standard system.

C1.10.3. Applicability. The MILSTRIP procedures are mandatory for use 

by:

C1.10.3.1. All Component requisitioners authorized to request 

supply support from any Component distribution system and from GSA.

C1.10.3.2. All contractors authorized under Component contracts 

to requisition government furnished materiel (GFM) from the Component.

C1.10.3.3. The Component sources of supply and storage activities 

furnishing supply support to authorized requisitioners, including foreign country 

requisitioners participating in foreign military sales (FMS), Cooperative Logistics 

Supply Support Arrangement (CLSSA), and Grant Aid (hereafter referred to 

collectively as “Security Assistance” or “SA”).

C1.10.4. Exclusions. These procedures are not applicable to the 

following:

C1.10.4.1. Bulk petroleum.

C1.10.4.2. Inter-Departmental and intra-Departmental purchasing 

operations.

C1.10.4.3. Forms and publications. (However, requirements placed 

on GSA and Navy for these items will be submitted in the prescribed MILSTRIP 
Enclosure 1, ADC 1280

DLMS Volume 2, Chapter 1

Page 5

requisition format.) Forms and publications assigned national stock numbers 

(NSNs) may be requisitioned using these procedures.

C1.10.4.4. Communications security (COMSEC) equipment, 

COMSEC aids (keying materiel), and all items including classified Components, 

individual elements and repair that are classified and designated crypto or are 

normally handled through crypto channels.

C1.11. MILITARY STANDARD TRANSACTION REPORTING AND 

ACCOUNTABILITY PROCEDURES. A broad base of logistics transactions and 

procedures designed to meet DoD requirements to establish standard codes, 

formats (both DLMS and legacy 80 record position), and procedures for inventory 

accountability and reporting processes. MILSTRAP prescribes uniform 

procedures for recording inventory management data passed between elements 

of a single Service or Agency distribution system or between the various 

distribution systems of the Department of Defense. The procedures govern the 

interchange of logistics information, and related financial management 

information, for materiel in the supply control/distribution systems of the 

Department of Defense and participating external organizations, unless 

specifically exempted by the Under Secretary of Defense for Acquisition and 

Sustainment (USD(A&S). The financial management aspects of MILSTRAP 

pertain only to financial data produced as a by-product of receipt, issue, and 

inventory adjustment processing.

C1.11.1. MILSTRAP PURPOSE

C1.11.1.1. The forms, formats, and codes prescribed herein were 

developed on the basis of the DoD Components' requirement for standard 

transaction reporting and accountability procedures for item accountability and 

financial inventory of DoD materiel. The prescribed codes are mandatory for 

inter- and intra-DoD Component use when data are interchanged among 

distribution system elements.

C1.11.1.2. The requirements of other logistics functional areas 

(exclusive of the specific codes and procedures) related to MILSTRAP) have been 

considered and are included to provide procedural clarity and/or to describe 

procedural interfaces with other DoD logistics standard systems. Certain 

techniques for deriving financial billing data in the legacy 80 record position 

transactions are provided within the purview of this manual. Financial billing 

procedures are prescribed in appropriate DoD publications.

C1.11.2. MILSTRAP Exclusions

C1.11.2.1. Excluded are supply transactions below the inventory control 

point (ICP) and storage activity level in the distribution system (i.e., transactions 

at post, camp, station, base (or equivalent) level or between post, camp, station, 
Enclosure 1, ADC 1280

DLMS Volume 2, Chapter 1

Page 6

base (or equivalent) and using organizations), unless a DoD Component 

establishes an internal requirement for use at this level. 

C1.11.2.2. As provided in Chapter 10, materiel receipt acknowledgment 

is required below the wholesale level and is not excluded. 

C11.11.2.3. As provided in Chapter 22, asset status reporting is 

required below the wholesale level and is also not excluded. 

C1.11.2.4. Specific commodities excluded from MILSTRAP procedures 

are identified in Chapter 6 under Exclusions:

C1.11.3. MILSTRAP PRINCIPLES AND OBJECTIVES

C1.11.3.1. MILSTRAP holds to the principle that the structure of the 

system provides essential information to inventory control points (ICPs) for the 

exercise of supply and financial management without encumbering the system 

with details peculiar to differing types of materiel. A standard system of this 

design imparts uniformity without limiting the ICP’s internal management options 

for the items of supply it controls.

C1.11.3.2. MILSTRAP establishes standard codes, forms, formats, and 

procedures for the inventory accountability and reporting process, which is 

mandatory for use by Components. These procedures are designed to provide:

C1.11.3.2.1. A standardized coding structure for inventory 

transactions and related management actions that conveys the information 

required for effective inventory management.

C1.11.3.2.2. Uniformity in the interchange of inventory 

accountability information within and between the DoD Components.

C1.11.3.2.3. An integrated system of item accountability which 

permits the accumulation of financial data for financial reporting as an adjunct of 

updating the inventory record.

C1.11.3.3. MILSTRAP is not designed to accommodate every 

transaction relevant to an inventory control system nor does it embody all data 

elements integral to existing systems. Rather, MILSTRAP isolates and 

concentrates on transactions that are fundamental to any inventory control 

system and on related data elements which are interchanged between 

distribution systems or elements of systems with sufficient frequency to justify 

standardization and universal recognition.

C1.11.3.4. The design of MILSTRAP recognizes that supply policy may 

obviate use of a prescribed code or may demand system oriented codes. 

Accordingly, the procedure allows selectivity in the application of codes and 

permits intra-Component assignment of certain supplemental codes within the 
Enclosure 1, ADC 1280

DLMS Volume 2, Chapter 1

Page 7

basic coding structure. Codes established under this option will not duplicate or 

circumvent the intent of codes utilized in the basic uniform system nor must use 

of these codes exceed the confines of applicable distribution system(s).

C1.11.3.5. Legacy 80 Record Position Multiuse Fields. This paragraph 

applies only to users that have not implemented the use of DLMS transactions.

C1.11.3.5.1. Needs for internal Component data are met by allowing 

multiuse data in certain record positions and fields in the legacy 80 record 

position transactions and as defined in the legacy 80 record position format 

appendices. The need for Multiuse fields only pertains to the legacy 80 record 

position transactions. Internal Component data is accommodated as necessary 

in the respective DLMS transactions as defined in the respective Implementation 

Convention(s). 

C1.11.3.5.2. Where legacy transactions are still being used, 

Multiuse record positions will be blank in inter-Component supply transactions, 

unless otherwise stated in this manual. However, internal data may be entered in 

these fields in intra-Component supply transactions. Each Component will define 

internal data and incorporate the data into the appropriate DLMS transaction(s) 

using the DLMS change process. Such data is meaningful only within the 

Component’s system(s).

C1.11.3.5.3. Legacy record positions and fields labeled blank must 

be left blank. Components will not define internal entries in these fields or record 

positions; they are reserved for future assignment by the Department of Defense.

C1.11.4. INVENTORY SEGMENTATION CODES

C1.11.4.1. Information regarding an item’s stock balance will be 

obtained by dividing the inventory of an item into meaningful categories having 

distinctive characteristics. This process is called inventory segmentation. The 

inventory control system (designed to account for items of supply controlled, 

managed, or stocked in the distribution system) is based on the concept of 

inventory segmentation by ownership/purpose, supply condition, and location. 

The coding information indicates who owns the assets (ownership), for what 

purpose the materiel is held within an ownership (purpose), the condition of the 

materiel in terms of serviceability and readiness for issue (supply condition), and 

where the materiel is physically stored (location). These basic data elements are 

required for inventory management, requisition processing, and distribution 

management. This information is also required for preparing financial and supply 

status reports required for management and decision making.

C1.11.4.2. The range of inventory segmentation codes is designed to 

accommodate the distribution system as a whole. The full range of codes may 

not apply to the materiel managed by any one ICP, but use of codes that do apply 
Enclosure 1, ADC 1280

DLMS Volume 2, Chapter 1

Page 8

is mandatory. Codes provided but not required by an ICP will not be used for 

another purpose.

C1.11.4.2.1. OWNERSHIP/PURPOSE CODES

C1.11.4.2.1.1. Ownership codes segment and identify, on the 

inventory control record maintained by other than the owner, the Military Service 

or other activity having title to the assets. This is shown by a numeric code 

assignment (Appendix AP2.3). Purpose codes segment and identify, on the 

inventory control record maintained by the owner, the purpose or reservation for 

which the materiel is held. This is shown by an alphabetic code assignment 

prescribed by the individual Component (Appendix AP2.4).

C1.11.4.2.1.2. To preclude unwarranted sophistication in 

accountability, identification, and reporting of assets, ownership and purpose 

codes—although separate and distinct elements of data—will be entered in the 

inventory control record as a single data element. Accordingly, when one 

Component is accountable for assets owned by another, the entire balance is 

maintained by the accountable activity under the numeric code assigned to the 

owning Component. Further breakout by purpose (alphabetic code) is neither 

prescribed nor intended.

C1.11.4.2.1.3. In summary, any numeric entry reflects 

ownership by another activity and the numeric itself identifies the owner. 

Conversely, any alphabetic entry reflects ownership by the activity maintaining 

the inventory control record and the alphabetic code itself identifies the purpose 

for which the materiel is reserved.

C1.11.4.2.2. SUPPLY CONDITION CODES. Supply Condition Codes 

(SCCs) are part of the Federal Condition Code (Legacy MILSTRAP Appendix 

AP2.5). SCCs segment and identify, on the inventory control record, the physical 

state of the materiel or actions underway to change the status of the materiel.

C1.11.4.2.3. LOCATION CODES

C1.11.4.2.3.1. Location codes segment and identify on the 

inventory control record, the activity where materiel is physically stored or 

located.

C1.11.4.2.3.2. The three-digit routing identifier code (RIC) 

structure established by MILSTRIP provides a standard system for identifying 

activities within established supply distribution systems, including those that 

store materiel. To make use of this existing structure, location codes used to 

identify activities storing materiel correspond to the RICs established by 

MILSTRIP.

C1.11.4.2.3.3. Location codes need not be entered on the 

inventory control record in their RIC configuration. If an alternate means is used 
Enclosure 1, ADC 1280

DLMS Volume 2, Chapter 1

Page 9

to identify the physical storage site for record purposes, the storage record code 

must be directly relatable to the RIC of the storage activity entered on input and 

output documentation.

C1.11.5. INVENTORY TRANSACTION CODING

C1.11.5.1. An inventory transaction is a full description of a supply 

action furnished to or developed by an ICP for use in the management of items 

under its control, from both a financial and supply point of view. In turn, properly 

aggregated inventory transactions form the essential information required by an 

ICP for review and for reporting the results of its management effort to higher 

authority.

C1.11.5.2. Legacy document identifier codes (DIC), Standard DICs 

in the A_ series identify MILSTRIP inventory transactions related to the 

requisitioning and issuing. Standard DICs in the D_ series identify inventory 

transactions pertinent to the inventory accountability and reporting process. The 

D_ series DICs are listed in Appendix AP2.1. In the migration to DLMS, the DICs 

were retained as data in the DLMS transactions as an identifier of the discrete 

transaction purpose (e.g., the type of inventory adjustment or the type of receipt). 
Enclosure 2, ADC 1280

DLMS Volume 1, Chapter 1

Page 1

ENCLOSURE 2 TO ADC 1280

Update DLM 4000.25, DLMS, Volume 1, Chapter 1. Removed text is identified by double 

strikethroughs. Updated and relocated text is annotated with red, bold, italics. Note for Volume 

1, this is Change 8

C1. CHAPTER 1

INTRODUCTION

C1.1. PURPOSE. This Defense Logistics Manual (DLM) prescribes logistics 

management responsibilities, procedures, rules, and electronic data communications 

standards for use in the Department of Defense, to conduct logistics operations. The 

Defense Logistics Management Standards or DLMS, identify processes governing 

logistics functional business management standards and practices rather than an 

automated information system. The DLMS provide an infrastructure for the participatory 

establishment and maintenance of procedural guidance to implement the Department's 

logistics policy by its user community.

C1.2. SCOPE. This manual applies to the Office of the Secretary of Defense, the 

Military Departments, the Joint Staff, the Combatant Commands, and Defense 

Agencies, hereafter referred to collectively as the DoD Components. The manual 

applies, by agreement, to external organizational entities conducting logistics business 

operations with DoD including (a) non-Government organizations, both commercial and 

nonprofit; (b) Federal agencies of the U.S. Government other than DoD; (c) foreign 

national governments; and (d) international government organizations.

C1.3. POLICY

C1.3.1. DLMS procedures, as prescribed herein, must be implemented uniformly 

between DoD Components and other participating external organizations and at all 

levels within each DoD Component. DoD Components must give priority to 

development and implementation of DLMS requirements before the development and 

implementation of intra-DoD Component requirements.

C1.3.2. DoD Instruction (DoDI) 4140.01, “DoD Supply Chain Materiel 

Management Policy,” December 14, 2011, authorizes the publication of this DLM and 

stipulates that it carry the full weight and authority of a DoD manual. DoDM 4140.01, 

“DoD Supply Chain Materiel Management Procedures: Operational Requirements,” 

February 10, 2014, establishes a configuration control process for the DLMS and 

prescribes use of the DLMS to implement approved DoD policy in logistics functional 

areas such as Military Standard Requisitioning and Issue Procedures (MILSTRIP), 

Military Standard Reporting and Accountability Procedures (MILSTRAP), Military 

Standard Billing System (MILSBILLS), Supply Discrepancy Reporting (SDR), and the 

DoD Physical Inventory Control Program (PICP).
Enclosure 2, ADC 1280

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C1.3.3. DoD Directive (DoDD) 8190.01E, “Defense Logistics Management 

Standards (DLMS),” January 9, 2015, assigns responsibilities to the DLMS Program

Enterprise Business Standards Office (EBSO) for direction, management, 

coordination, and control of the process to replace DoD unique logistics data exchange 

standards with approved EDI standards and supporting implementation conventions 

(IC) for DoD logistics business transactional data exchange. Pending full 

implementation of enterprise-wide modernized data exchange standards, this manual 

may reflect legacy processes, formats, data, and mediation. 

C1.4. RESPONSIBILITIES

C1.4.1. Assistant Under Secretary of Defense (Logistics and Materiel Readiness

Acquisition and Sustainment(A&S(L&MR). Develop policy and provide guidance, 

oversight, and direct implementation and compliance with the DLMS, except that the 

Under Secretary of Defense (Comptroller)(USD(C)) will be is responsible for the 

MILSBILLS functional area addressed under Volume 4 of this manual. The Director of 

Defense Procurement and Acquisition Policy (DPAP) Defense Pricing and 

Contracting (DPC) will be is responsible for the Contract Administration functions of 

shipment notification, destination acceptance reporting, and contract completion status 

reporting areas addressed under Volume 7 of this manual. When carrying out their 

responsibility, the AUSD (L&MRA&S), DoD Comptroller, and Director DPCAP, as 

appropriate for their respective functional areas, will:

C1.4.1.1. Direct or approve expansion of DLMS in assigned functional areas 

or application of DLMS in new functional areas.

C1.4.1.2. Provide the EBSO DLMS Program Office with policy guidance for 

development, expansion, improvement, and maintenance of the DLMS.

C1.4.1.3. Resolve policy and procedural issues that cannot be resolved 

within the DLMS infrastructure.

C1.4.1.4. Ensure appropriate coordination with other Office of the Secretary 

of Defense (OSD) staff elements when DLMS policy guidance or directional memoranda 

affect assigned functions of these offices.

C1.4.1.5. Ensure appropriate coordination with other OSD staff elements 

when DLMS policy guidance or directional memoranda affect assigned functions of 

these offices.

C1.4.2. Director, Defense Logistics Agency

C1.4.2.1. Establish and resource the Enterprise Business Standards Office

EBSO, which will report to the Director, Information Operations/Chief Information Officer 

(CIO) (J6), DLA HQ. 

C1.4.2.2. Provide the necessary military and civilian personnel resources.
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C1.4.2.3. Provide the necessary administrative support and services, 

including office space, facilities, equipment, automatic data processing support, and 

travel expenses for DLMS Program Office personnel.

C1.4.3. Director, Enterprise Business Standards Office. Operating under the 

authority of DoDM 4140.01 and DoDI 4140.01, serve as the primary proponent to 

establish procedures, data standards, and transaction formats to promote 

interoperability in the logistics community and associated functional areas. This 

includes the development, maintenance and documentation of corporate level policies 

and procedures for exchanging logistics data between DoD Components, between DoD 

Components and other Federal departments and agencies, and between DoD 

Components and private industry. Participate in cooperative efforts with other 

government entities to develop data exchange standards. Maintain membership in 

external voluntary standards bodies and groups; (e.g., American National Standards 

Institute (ANSI) chartered Accredited Standards Committee (ASC) X12). Administer the 

DLMS for assigned functional areas and receive policy guidance from proponent offices 

of the ASD(LM&RS), DPCDPAP, and the DoD Comptroller, as appropriate. The 

Director, EBSODLMS Program Office will:

C1.4.3.1. Establish a formal change management process for the DLMS.

C1.4.3.2. Establish Process Review Committees (PRC) composed of 

representatives from the DoD Components and participating external organizations for 

each of the DLMS functional areas of finance, pipeline measurement, supply 

discrepancy reporting and supply (to include but not limited to requisitioning and issuing 

procedures, physical inventory, and disposition services). Also, establish PRCs for DoD 

Activity Address Directory (DoDAAD) and Military Assistance Program Address 

Directory (MAPAD). Designate a chair for each PRC.

C1.4.3.3. Designate a program administrator to serve as the DoD focal point 

for the Physical Inventory Control Program. Chair the Joint Physical Inventory Working 

Group (JPIWG) to recommend guidance and develop program enhancements for 

physical inventory control of DoD supply system materiel. 

C1.4.3.4. Ensure uniform implementation of the DLMS by doing the following:

C1.4.3.4.1. Review implementation dates and plans of the DoD 

Components and participating external organizations, and make recommendations for 

improvement.

C1.4.3.4.2. Perform analysis and design functions to implement new or 

revised policy guidance and instructions, provided by OSD proponent offices, and to 

ensure the involvement of Defense Automatic Addressinggn System (DAAS) with 

telecommunications planning in an integrated system design.

C1.4.3.4.3. Develop and recommend, to the appropriate OSD 

proponent office(s), new or revised policy with supporting analysis which identifies and 
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explains process improvements and indicates methods to accomplish identified 

changes.

C1.4.3.4.4. Serve as the Department’s Executive Agent for logistics 

data interchange on behalf of the DLA Director, as delineated in DoD Directive 

8190.01E.

C1.4.3.4.5. Develop, publish, and maintain the Defense Logistics 

Management StandardsSystem manual and related DLM publications consistent with 

the DLM requirements identified in DODI 4140.01, and DoDM 4140.01.

C1.4.3.4.6. Develop or evaluate proposed DLMS changes (PDC) and 

coordinate them with the DoD Components and participating external organizations. 

Provide a copy of all PDCs to the applicable OSD proponent office.

C1.4.3.4.7. Review, evaluate, and recommend improvements to 

curricula of DoD Components and participating external organizations’ training schools 

offering DLMS-related courses.

C1.4.3.4.8. Assist DoD Components and participating external 

organizations in resolving problems, violations, and deviations that arise during 

operations and are reported to the PRC Chair. Refer unresolved matters to the 

applicable OSD proponent office with analysis and recommendations for resolution and 

corrective action.

C1.4.3.4.9. Make available to Office of the Deputy Assistant 

Secretary of Defense (ODASD)(LogisticsSCI) and to DoD Components, a status 

review of all DLMS revision proposals that have not been approved for publication or, 

that if approved, have not been implemented. The status review is updated weekly and 

is available from the Enterprise Business Standards Office EBSO Website on the 

Process Changes Page. 

C1.4.3.4.10. Review and coordinate with the DoD Components and 

participating external organizations all requests for system deviations and exemptions 

and make applicable recommendations to the OSD proponent office based on factfinding status or analysis of accompanying justification.

C1.4.4. Heads of DoD Components and Participating External Organizations. 

Designate an office of primary responsibility for each DLMS functional area identified in 

section C1.3. Use an official memorandum on Service/Agency letterhead (or a digitally 

signed email) to identify to DLMS Program OfficeEBSO, the name of a primary and 

alternate PRC representative for each functional area who will: 

C1.4.4.1. Serve as members on, and fulfill the responsibilities of, the PRC or 

Working Group (WG) for that function, and 
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C1.4.4.2. Provide the DoD Component's or external organization's official 

position on DLMS matters and have the authority to make decisions regarding 

procedural aspects.

C1.4.4.3. Ensure continuous liaison with the DLMS PRC Chair and with other 

DoD Components and participating external organizations.

C1.4.4.4. Submit to the Director, Enterprise Business Standards Office 

EBSO, or appropriate PRC Chair, as DLMS PDCs, all proposed changes affecting 

logistics business processes irrespective of the electronic business technology 

employed following the procedures in Chapter 3 of this volume. Perform the initial 

evaluation of PDCs that originate within the DoD Component or participating external 

organization and return such proposals with the evaluation results.

C1.4.4.5. Perform the initial evaluation of all beneficial suggestions to the 

DLMS originating within the DoD Component or participating external organization. For 

suggestions considered worthy of adoption, submit a PDC to the DLMS PRC Chair in 

accordance with Chapter 3 of this Volume for processing in the normal manner. The 

originator's PRC representative will determine any awards using normal DoD 

Component or participating external organization procedures.

C1.4.4.6. Develop and submit to the PRC and WG Chair, a single, 

coordinated DoD Component or participating external organization position on all PDCs 

within the time limit specified. When a PDC affects multiple DLMS functional areas, the 

designated representative for the PRC identified in the proposal will submit a single 

coordinated response. 

C1.4.4.7. Accomplish internal training to ensure timely and effective 

implementation and continued operation of the approved DLMS. Review, evaluate, and 

update, at least annually, curricula of internal training programs to ensure adequacy of 

training. Furnish a copy of initial and revised training curricula to the appropriate DLMS 

PRC Chair.

C1.4.4.8. Implement the approved DLMS and changes thereto. Provide the 

PRC Chair with status information concerning implementation of approved changes. 

Report Control Symbol (RCS) DD-A&TS(AR)1419 applies for this requirement. Begin 

reporting the first period following publication of the approved DLMS change. Stop 

reporting after identifying the approved change when the change is fully implemented. 

Cite the DoD Component or participating external organization implementing 

publication(s) and change number(s), and identify the operating system or subsystem 

involved. Provide the DLMS PRC Chair a copy of the publication change. Send the 

reports to the DLMS PRC Chair.

C1.4.4.9. Ensure that operating activities supporting the DLMS comply with 

the requirements and procedures published in the DLMs.
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C1.4.4.10. Continually review and revise internal procedures to correct 

misinterpretation and prevent duplication of records, reports, and administrative 

functions related to the DLMS.

C1.4.4.11. Develop supplemental procedures for internal use as needed 

as long as they do not conflict with the DLMS procedures. Review internal 

supplemental procedures and/or implementing procedures issued by the DoD 

Components and participating external organizations to ensure conformance with the 

approved DLMS.

C1.4.4.12. Provide, to the appropriate PRC Chair, copies of supplemental 

and internal procedures, and changes thereto, related to operation of the DLMS.

C1.4.4.13. Report to the PRC Chair, problems, violations, and deviations that 

arise during system operations.

C1.4.5. Process Review Committees. PRCs are joint forums for each of the 

DLMS functional areas responsible for development, expansion, improvement, 

maintenance and administration of the DLMS. PRCs include finance, pipeline 

measurement, supply discrepancy report and supply (to include requisitioning and 

issuing procedures, physical inventory accountability, and disposition services). PRCs 

are also established for DoDAAD, and MAPAD. The PRC representatives are listed on 

the DLMS Program OfficeEBSO Website, “Committees” page. The DLMS PRCs will:

C1.4.5.1. Be administered/controlled by the applicable DLMS PRC Chair.

C1.4.5.2. Consist of representatives from the DoD Components and 

participating external organizations.

C1.4.5.3. Meet at the request of the PRC Chair. The PRC Chair will, when 

possible, announce the meeting and identify the agenda items 30 calendar days in 

advance. The PRC Chair will issue fully documented minutes of these proceedings to 

each participating DoD Component or external organization, and the applicable OSD 

principal staff assistant (PSA), within 30 calendar days after the meeting.

C1.4.5.4. Review and resolve comments on PDCs, deviations, and waivers, 

or other problems and violations, and provide recommendations for implementation or 

disapproval. Refer any action that the PRC cannot resolve to the appropriate OSD 

PSA.

C1.4.5.5. Ensure uniform and effective implementation of DLMS 

requirements by:

C1.4.5.5.1. Conducting periodic evaluations to determine effectiveness 

of DoD/DLMS policies, procedures, and processes.
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C1.4.5.5.2. Conducting reviews of selected DLMS operational areas to 

determine conformance with, and evaluate the effectiveness of, DLMS requirements 

and to interpret or provide clarification of DLMS procedures.

C1.4.5.5.3. Reporting findings and recommendations of evaluations and 

reviews, with comments of the DoD Components and participating external 

organizations, to the applicable OSD PSA.

C1.4.6. DAAS. DAAS serves as the logistics central hub through which all DLMS

transactions pass for selective data edits, business rule application, translation, routing, 

archiving, and data warehousing. The services provided allow the DoD Component 

supply systems to speak the same language, by receiving data (sometimes nonstandard), editing and validating the transactions; and forwarding the transactions, in 

the correct format, to the proper destination. DAAS developed and maintains the 

Defense Automatic Addressing System (DAAS) to provide these services. The DAAS 

manual is available on the DLMS Program OfficeEBSO Website. To ensure that these 

services are effective, DoD Components must route all DLMS transactions to DAAS. 

Key responsibilities for DAAS are to

C1.4.6.1. develop DLMS mapping and conversion processes,

C1.4.6.2. implement Approved DLMS Changes (ADC) and ensure that all 

modifications are incorporated into the, edits, translation rules, and records,

C1.4.6.3. implement DLMS logistics data transmission requirements and 

execute system modification tasks supporting the DLMS documented in ADCs,

C1.4.6.4. provide telecommunications support, archiving and storage, 

translation services, conversion processes, and other services to support DoD 

Component implementation of the DLMS,

C1.4.6.5. capture required data and produce the end-to-end pipeline metrics 

specified by the Pipeline Measurement PRC, and 

C1.4.6.6. develop, host and maintain enterprise applications and databases 

such as the DoDAAD, MAPAD, Web Supply Discrepancy Reporting, and host and 

maintains numerous essential database tables such as the Fund Code Table.

C1.5. DISTRIBUTION OF THIS MANUAL

C1.5.1. Defense Logistics Management SystemStandards Manual. This manual 

is published electronically. No hard-copy document is available. The Defense Logistics 

Manuals are available from the Enterprise Business Standards OfficeEBSO Website

under the header "Defense Logistics Management StandardsDLMS Publications." Any 

further distribution will be accomplished within each DoD Component or external 

organization based upon approved distribution data generated through their internal 

publication channels.
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C1.5.2. Changes. DLMS changes are published electronically and are available 

on the Enterprise Business Standards OfficeEBSO Website under the header "DLMS 

Process Changes."

C1.6. HOW TO USE THIS MANUAL

C1.6.1. Structure of the Manual

C1.6.1.1. Manual Layout. The Defense Logistics Management Standards 

manual comprises seven volumes: Volume 1, Concepts and Procedures; Volume 2, 

Supply Standards and Procedures; Volume 3, Transportation; Volume 4, Finance; 

Volume 5, Reserved; Volume 6, Logistics Systems Interoperability Support Services, 

and Volume 7, Contract Administration.

C1.6.1.2. DLMS Volumes

C1.6.1.2.1. DLMS Content. Each volume of the Defense Logistics 

Management StandardsSystem manual contains its own Foreword, Change History 

Page, and Table of Contents showing procedural chapters with listings of figures, and 

tables and appendices. Each volume of the Defense Logistics Management 

StandardsSystem manual may also contain appendices for related data that apply to 

multiple chapters in the volume; however, use of any of the functional area volumes

requires simultaneous access to the Defense Logistics Management Standards 

System, Volume 1 reference material items (e.g., terms, acronyms, and the DLMS 

change process).

C1.6.1.2.2. DLMS Implementation Conventions. Appendix 7 introduces 

the DLMS ICs that explain the use of the DLMS. The DLMS ICs are available on the 

DLMS Program OfficeEBSO Website DLMS IC page. For each DLMS IC, a hyperlink is 

provided to machine readable formats (X12 and XML) DLMS Change History and 

corresponding DLSS legacy transaction format.

C1.6.1.3. DLMS Reference Material in Volume 1. Volume 1 contains 

appendices with reference items applicable to the entire manual. Reference items are:

Appendix 1 References 

Appendix 2 Terms and Definitions 

Appendix 3 Acronyms and Abbreviations 

Appendix 4 DLSS/DLMS Conversion Guides 

Appendix 5 DLMS to DLSS 

Appendix 6 DLMS Code List Qualifiers

Appendix 7 DLMS Transaction Formats

Appendix 8 Transaction Set 997 Implementation Convention, Functional 

Acknowledgement

Appendix 9 DLMS Change Process Flow Chart

Appendix 10 DLMS Compliance
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ENCLOSURE 3 TO ADC 1280

Update DLM 4000.25, DLMS Volume 1, Chapter 3. Removed text is identified by double 

strikethroughs. Updated and relocated text is annotated with red, bold, italics. Note for Volume 

1, this is Change 8.

C3. CHAPTER 3

CHANGE MANAGEMENT

C3.1. GENERAL INFORMATION

C3.1.1. Guidelines Description. This chapter describes the guidelines for 

maintaining the Defense Logistics Management Standards (DLMS), DLMS 

Implementation Conventions (IC), and procedures. The change management process 

ensures the proper documentation of all proposed or approved changes to the DLMS. 

These guidelines also apply to the legacy 80 record position based systems changes 

(hereafter referred to as “legacy systems or formats”) and changes employing Electronic 

Business (EB) methods other than Electronic Data Interchange (EDI) that are chosen by 

DoD Components for use within their logistics business processes and systems. The 

DLMS will support emerging EB technologies such as: data sharing, automatic 

identification technology, electronic malls, web-based technology, electronic funds 

transfer, etc.

C3.1.2. Structured Collaboration Model. The DLMS change management process 

uses a structured collaboration model as a managed transformation process. On the 

input side, the Proposed DLMS Change (PDC) process factors in relevant DoD level 

policy guidance, DoD Component business requirements, relevant subject matter 

experts and DLA Transaction ServicesDefense Automatic Addressing System 

(DAAS) subject matter and technical expertise. The output side of the structured 

collaboration model, the Approved DLMS Change (ADC) provides new or revised 

business rules, business objects, metadata, and functional requirements to guide 

Component implementation of the ADC.

C3.2. MAINTAINING DLMS IMPLEMENTATION CONVENTIONS. Defense Logistics 

Management Enterprise Business Standards Office (EBSO) coordinates the 

implementation of the DLMS and maintains control of related standards, DLMS ICs 

(also known as DLMS Supplements), procedures, and common support packages (e.g., 

versions of the American National Standards Institute, Accredited Standards Committee 

(ANSI ASC) X12 standards, extensible markup language (XML) based standards), 

participates in the standards-setting process, and ensures compliance with approved 

EDI standards. A DLMS IC is a composite guideline that documents a specific business 

interpretation of an ASC X12 transaction set standard. The DLMS IC defines the 

structure, content, and DLMS business rules for a specific business interpretation; it 
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maps application data requirements into specific data fields within the X12 transaction 

set and establishes parameters for its business usage.

C3.2.1. Change Management

C3.2.1.1. Scope. DLMS change management is the approval/disapproval 

and prioritization of changes to DLMS, achieved through DoD Component coordination 

and consensus, thereby promoting an integrated approach to standardization and 

modernization of DoD logistics business processes. Control of changes includes 

documentation, justification, systematic evaluation, coordination, release, 

implementation, and publication.

C3.2.1.2. Purpose. The change management process ensures that those 

involved in the change process define and evaluate the full impact of a change based 

on at least the following considerations before making a decision to approve and 

implement the change:

C3.2.1.2.1. Functional requirements

C3.2.1.2.2. Change justification

C3.2.1.2.3. Quality assurance

C3.2.1.2.4. Operational readiness

C3.2.1.2.5. Systems interfaces

C3.2.1.2.6. Technical reviews

C3.2.1.2.7. Estimated impact on total life-cycle costs.

C3.2.2. Reporting Requirements

C3.2.2.1. Status Reports. DoDM 4140.01, “DoD Supply Chain Materiel 

Management Procedures: Volume 1, Operational Requirements”, February 10, 2014 

directs DoD Components to provide the DLMS PRC Chair with the implementation 

status of approved changes. Report Control Symbol (RCS) DD-A&TS(AR)1419 applies 

for this requirement. Begin reporting the first period following publication of the 

approved DLMS change. Stop reporting after identifying the approved change when the 

change is fully implemented. Cite the DoD Component or participating external 

organization implementing publication(s) and change number(s), and identify the 

operating system or subsystem involved. Provide a copy of the publication change to 

the DLMS PRC Chair. Send reports to the DLMS PRC Chair.

C3.2.2.2. Status Reviews. Defense Logistics Management Standards Office

EBSO will maintain status of DLMS changes. The report will show the title and change 

number, associated dates, and current status for each DoD Component. The status 

review is updated continuously and is available from the Defense Logistics 
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Management Standards EBSO Website

www.dlmso.dla.mil/eLibrary/changes/processchanges.asp.

C3.3. DLMS VERSION CONTROL

C3.3.1. Version Numbering. The official ANSI ASC X12 version of a standard 

transaction set (e.g., 511) is a key ingredient in the successful application of DLMS ICs. 

The version number is transmitted as a code in the functional group header within an 

interchange envelope. The version is transmitted as a three-position code. Each major 

ANSI ASC X12 standards revision involving the public review process that leads to a 

publication of a set of American National Standards causes the version number to 

increase by one. The predominate DLMS version is 004. The next three positions 

designate the release level within each version, (e.g., 010). The release number of 

each version is identified in the second position of the release level. The initial ASC 

X12 release is release one (010). The predominant DLMS releases are 010 and 030. 

Both version and release numbers are commonly referred to as a version/release, e.g., 

ANSI ASC X12 version/release 004010 (“4010”).

C3.3.2. Multiple DLMS Versions. DLMS may support multiple ICs based on 

different versions/releases of the X12 standard dependent upon trading partner 

requirements. In addition, DLMS may support multiple standards of DLMS ICs within 

each ANSI ASC X12 version/release. Currently some transactions such as the DLMS 

947I support multiple standards; the newer (004030) version/release is used for new 

implementations, while enabling existing implementations to remain at an older 

version/release (004010), until they can be modified to the newer version/release. Older 

version/release DLMS ICs may not have all the functionality of the newer one, so 

Component AIS should plan to modernize to the newer version release (4030). Once 

all Component AIS have modernized to the newer version release, Defense Logistics 

Management Standards Office EBSO will cancel the old DLMS IC via a formally staffed 

DLMS change.

C3.4. DLMS CHANGE PROCESS

C3.4.1. New and Revised Requirements. A new requirement, design 

modification, system deficiency, change in DoD logistics policy, information exchange, 

or an operational emergency can all trigger a PDC. Examples of significant changes 

include those that create substantial life cycle cost savings, correct deficiencies, or 

make significant effectiveness change(s) in operational or logistics support 

requirements. Proposal submission requires inclusion of detailed procedures, and the 

text of revisions for the Defense Logistics Manual (DLM) 4000.25 series of manuals. 

Other changes include, but are not limited to: revisions to formats, codes, procedures; 

or changes requiring interface with other systems, retail level systems, or Federal 

Agencies. For all DLMS changes, two key elements are defining the problem, process 

gap or process improvement desired, and socializing the proposed change within the 

Component subject matter experts and putting forward a recommendation from a set of 
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alternative solutions.1 To aid in ensuring the successful and timely processing of a 

PDC, the submitter should accomplish the following actions prior to its formal 

submission:

C3.4.1.1. Issue Identification. Determine the problem, process gap, or 

process improvement that is desired. The clear and complete articulation of the 

problem, process gap, or process improvement (including available problem examples 

and/or illustrative data) aids in the understanding by all parties involved. It also aids in 

the formulation of solution alternatives, preliminary internal Component socialization, 

and will be essential in the preparation of the draft PDC.

C3.4.1.2. Socialization within the Component. Coordinate with subject 

matter experts of the issue and postulate alternative solutions. A thorough preliminary 

vetting of the problem statement and alternatives by the Component subject matter 

experts provides an internal validation of the problem statement, ensures that all viable 

alternatives have been developed and that there are no unforeseen/undocumented 

detrimental impacts to other processes and process owners.

C3.4.1.3. Initial heads-up: contact with Component PRC representative and 

DLMS PRC chairperson. Early contact with the Component PRC representative and 

PRC Chair allows for a determination if similar solutions have been submitted and 

rejected and why, other applicable solutions from other Components that have either 

been adopted or are proposed, being worked, and are applicable to the stated problem 

resolution.

C3.4.1.4. Strict adherence to DLM 4000.25 PDC instructions. The 

adherence to the instructions for drafting PDCs is the first item of review by the 

applicable DLMS PRC Chair. Following the instructions aids the overall process by 

eliminating rejects back to the submitter for administrative errors, lack of clarity, 

omissions, and incompleteness.

C3.4.1.5. Provide advance unofficial draft copy to DLMS PRC chairperson. 

Providing an advance copy allows the PRC Chair to do a quick review and provide 

feedback to the submitter on any administrative errors, lack of clarity, omissions, and 

incompleteness that should be corrected prior to the submitters staffing the draft 

proposal inside their Component.

C3.4.1.6. Internal Component staffing, review, finalization. Prior to draft PDC 

submission to the DLMS PRC Chair, the final draft proposal should be fully vetted within 

the Component. 

C3.4.1.7. Submit PDC to Component PRC Representative. While anyone 

can initiate a PDC, the Defense Logistics Management Standards Office EBSO only 

accepts draft PDC submissions from the designated Component representative to the 

PRC. Once submitted to the Defense Logistics Management Standards Office EBSO

 1 DLMS Training slides Module 6,

www.dlmso.dla.mil/eapplications/training/dlmsmodules/Module6-ProposedDLMSChanges.pptx
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by the Component PRC representative, the draft proposal is treated as that 

Component’s official position and all internal Component staffing and vetting is 

presumed to have occurred.

C3.4.2. Information Exchanges. PDCs will also be used to effect new or revised 

information exchanges. Information exchange is defined as the process of transferring 

data between two or more applications. The DLMS ICs prescribe the transfer of data 

among applications when transactional business events are communicated. Strict 

adherence to the notes contained in the DLMS ICs is critical to the successful 

communication among applications. The three major categories of notes contained in 

the DLMS ICs are: 

C3.4.2.1 ANSI ASC X12 Standard Syntax and Semantic Notes. These notes 

must be universally adhered to by all users of the X12 transaction set.

C3.4.2.2 Federal Notes. These notes identify the business rules and usage 

constraints to which all Federal Government users of the X12 transaction set must 

adhere in addition to the ANSI ASC X12 Standard Syntax and Semantic Notes.

C3.4.2.3 DLMS Notes. These notes identify the business rules and usage 

constraints to which all DLMS implementing trading partner users of the DLMS IC must 

adhere, in addition to the ANSI ASC X12 Standard Syntax and Semantic Notes and 

Federal Notes.

C3.4.3. Submission. The applicable DoD Component PRC member must 

submit PDCs must be submitted to EBSO Defense Logistics Standards Office through 

the applicable DoD Component PRC member. Defense Logistics Management The 

EBSOStandards Office may also accept proposed changes submitted through joint 

Service/Agency process action teams or the equivalent sponsoring organization.

C3.4.4. Procedures. Appendix 9 is a flow chart that illustrates the process to 

submit a PDC and the processing of the PDC by the applicable DLMS PRC through the 

issuance of an ADC. In summary, processing a change, waiver, or deviation to DLMS 

involves the following steps and the normal associated timeframes (NOTE: The PRC 

Chair may accelerate the change process from the timeframes indicated and may, when 

appropriate, extend them):

C3.4.4.1. Step 1. The PDC sponsor (see C3.4.3) submits a PDC (or waiver 

or deviation request) in the format available on the at EBSO Website

www.dlmso.dla.mil/eLibrary/Changes/processchanges.asp to the Director, Defense 

Logistics Management Standards Office EBSO, or appropriate PRC Chair. The 

instructions are included at the end of the change proposal template. When more than 

one committee is involved, for example, supply, finance, or pipeline measurement, the 

PRC Chairs involved will determine the lead PRC and coordination required.

C3.4.4.2. Step 2. Within 10 calendar days of receipt of proposal, the PRC 

Chair evaluates the proposal and determines appropriate action, (e.g., return for 

additional information, work with PDC sponsor to clarify/amend, accept for staffing). 
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The PRC Chair will verify that the submitter adequately addresses the following items in 

the PDC:

• Identify impact to current business processes

• Identify organizations and systems and respective roles

• Identify new business procedures and associated business rules

• Define new DLMS data elements and/or changes to existing ones

• Define new information exchanges and/or changes to existing ones

• Identify the required implementation timelines by impacted systems

• Identify any impact to existing DoD policy. 

C3.4.4.3. Step 3. If the proposal is accepted for staffing, the PRC Chair 

assigns a PDC number and updates the draft PDC to ensure the following items are 

included, as applicable:

• Insert required changes to DLM 4000.25 series of manuals

• Insert required changes to DLMS ICs

• Assess interoperability impact to DoD global supply chain

• Identify any additional DoD impacts

• Identify and coordinate with OSD on possible DoD policy impacts

• Optimize solution for reuse, effectiveness and efficiency 

C3.4.4.4. Step 4. Once the submitting organization and the DLMS PRC 

Chair are in agreement with the PDC content, the PRC Chair will release the PDC will 

be released to the DoD Component PRC members for coordination. The PRC Chair 

also determines if submission to external standards bodies such as ANSI ASC X12 is 

required. If the PDC includes a change to a DLMS IC that requires review and approval 

by the external standards bodies, the PRC Chair will forward the IC change(s) and/or 

related data maintenance request(s) to those groups/committees for processing after 

the proposal is approved or in conjunction with staffing, as appropriate.

C3.4.4.5. Step 5. The PRC members provide the PRC Chair a fully 

coordinated DoD Component or participating Agency response, including a proposed 

implementation strategy including the desired/required implementation timeline when 

available, by the due date provided in the proposal, normally within 30 days of the date 

on the PDC. If the Component/Agency response is a non-concur, it is incumbent on the 

PRC representative to explain the issue and provide a proposed resolution to the DLMS 

PRC Chair.

C3.4.4.6. Step 6. The PRC Chair may initiate a follow up for non-response 

five calendar days after the due date. Additional follow up may be elevated as 

appropriate.
Enclosure 3, ADC 1280

DLMS Volume 1, Chapter 3

Page 7

C3.4.4.7. Step 7. The PRC Chair will evaluate all comments on the PDC 

within 10 calendar days from receipt of all outstanding comments or in conjunction with 

the next scheduled PRC meeting. If necessary, the PRC will resolve comments and/or 

disagreement and establish an implementation date. If the Component comments 

cannot be resolved by the PRC membership or policy issues exist, unresolved issues 

may be elevated to the applicable OSD proponent for resolution. If the PRC approves 

the PDC, the PRC Chair will establish an implementation date based on consensus. If 

the PDC is disapproved by the PRC, the sponsor is notified of the disapproval.

C3.4.4.8. Step 8. Based on PDC responses, and the interface requirements 

associated with the specific change, the PRC Chair will establish a joint implementation 

date, or when appropriate, either authorize DoD Components and participating 

organizations to implement on a staggered schedule or authorize a limited 

implementation by impacted Components. This information will be included in the ADC. 

PDCs that begin with the 1000 number series will retain that same number in the ADCs.

C3.4.4.8.1. When an implementation date is not known/provided as part 

of the PDC adjudication process, the PRC Chair will include in the ADC a requirement 

for the DoD Components and participating organizations to actively monitor for 

implementation of the ADC and provide implementation dates when they become 

available.

C3.4.4.8.2. When one Component provides an extended 

implementation date, which would delay implementation by the other Components, the 

PRC Chair will attempt to resolve the issue with the appropriate Component or seek a 

methodology that will permit a phased or staggered implementation. When a 

satisfactory implementation date cannot be jointly agreed upon, the PRC Chair may 

refer the matter to the applicable OSD proponent for resolution.

C3.4.4.9. Step 9. The DLMS PRC Chair will prepare the ADC by updating 

the PDC content based on adjudication of Component responses to the PDC. This 

includes the following:

• Formalize changes to DLM 4000.25 series of manuals.

• Formalize changes to DLMS ICs.

• Create SEF and XSD files in support of DLMS IC changes. 

C3.4.4.10. Step 10. When approved, all ADCs are formally incorporated into 

the Defense Logistics Management StandardsSystem manual and posted on the 

Defense Logistics Management Standards EBSO Website. Text changes in the 

manuals are identified by bold italicized 

print.www.dlmso.dla.mil/eLibrary/changes/processchanges.asp Approved DLMS 

changes are also posted with the appropriate DLMS IC on the EBSO Website. at 

www.dlmso.dla.mil/elibrary/TransFormats/140_997.asp. 

C3.4.5. Post-Approved DLMS Change (ADC) Issuance Component 

Implementation Responsibilities.
Enclosure 3, ADC 1280

DLMS Volume 1, Chapter 3

Page 8

C3.4.5.1. Review ADC and determine affected Component organizations and 

systems.

C3.4.5.2. Distribute ADC to affected organizations. 

C3.4.5.3. Affected activities prepare system change requests (SCRs) for 

system developers/integrators. 

C3.4.5.4. Affected system developers/integrators develop rough order of 

magnitude (ROM) estimates of resources and schedules required to implement ADC.

C3.4.5.5. Submit SCRs/ROMs to applicable system configuration 

management boards for prioritization, resourcing and scheduling. 

C3.4.5.6. Perform system lifecycle release management tasks of 

documentation, coding, testing, and release for affected systems.

C3.4.5.7. Make necessary change to affected Component publications.

C3.4.5.8. Conduct necessary training for affected Component personnel.

C3.4.5.9. Provide implementation status updates to the PRC Chair at any 

time, to include full and partial implementation or required deviation. When Components 

are unable to meet established implementation dates, prior coordination with the PRC 

Chair is required. Additionally, the PRC members must provide the PRC Chair a 

semiannual status report on implementation of approved changes (RCS DDA&TS(Q&SA)1419 applies) per the guidance in DoDM 4140.01. The semiannual 

reporting of implementation status is due June 15 and December 15.
Enclosure 4, ADC 1280

Page 1

ENCLOSURE 4 TO ADC 1280

1. Update the DLM 4000.25, DLMS Volume 2 Table of Contents. Removed text is identified by 

double strikethroughs. Updated text is annotated with red, bold, italics. 

TABLE OF CONTENTS

CHAPTER 1 INTRODUCTION

C1.1 GENERAL......................................................................................... C1-1

C1.2 POLICY............................................................................................. C1-1

C1.3 APPLICABILITY................................................................................ C1-1

C1.4 SUPPLY PROCESS REVIEW COMMITTEE.................................... C1-1

C1.5 SUPPLY DISCREPANCY REPORTING PRC.................................... C-2

C1.56 JOINT PHYSICAL INVENTORY WORKING GROUP....................... C1-2

C1.6 JOINT SMALL ARMS AND LIGHT WEAPONS COORDINATING 

GROUP............................................................................................. C1-2

C1.7 NONCOMPLIANCE .......................................................................... C1-2

C1.8 TRANSACTION REVERSAL ............................................................ C1-3

C1.9 TRANSACTION REJECTION ........................................................... C1-3

C1.10 MILITARY STANDARD REQUISITIONING AND ISSUE 

PROCEDURES................................................................................. C1-3

C1.11 MILITARY STANDARD TRANSACTION REPORTING AND 

ACCOUNTABILITY PROCEDURES................................................ C1-5

2. Update the DLM 4000.25-1, MILSTRIP Table of Contents. Removed text is identified by 

double strikethroughs. Updated text is annotated with red, bold, italics. 

TABLE OF CONTENTS

(Intervening Text Not shown)

CHAPTER 1. GENERAL INFORMATION Reserved – See 4000.25, DLMS, 

Volume 2, Chapter 1

(Intervening Text Not shown)

TABLES

Table – Title
Enclosure 4, ADC 1280

Page 2

C1.T1 MILSTRIP Transaction Communication Procedance ..................... C1-11

3. Update the DLM 4000.25-2, MILSTRAP Table of Contents. Removed text is identified by 

double strikethroughs. Updated text is annotated with red, bold, italics. 

TABLE OF CONTENTS

(Intervening Text Not shown)

C1 CHAPTER 1 - GENERAL INFORMATION Reserved – See 4000.25, 

DLMS, Volume 2, Chapter 1

C2 CHAPTER 2 - MILSTRAP FEATURES Reserved – See 4000.25, 

DLMS, Volume 2, Chapter 1