IN REPLY 

REFER TO 

DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J . KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

February 27, 2013 

MEMORANDUM FOR SUPPLY PROCESS REVIEW COMMITTEE (PRC) MEMBERS 

SUBJECT: Approved Defense Logistics Management System (DLMS) Change (ADC) 1007 A, 

Enhanced Pre-positioned Materiel Receipt (PMR) Data for Product Quality 

Deficiency Report (PQDR) Exhibit Tracking (Supply/MILSTRAP) 

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

Management System (DLMS) and DLM 4000.25-2, Military Standard Reporting and Accounting 

Procedures (MILSTRAP) is approved for staggered implementation. 

Addressees may direct questions to Ms. Ellen Hilert, DOD MILSTRIP Administrator, 703-

767-0676 (DSN 427), or email: ellen.hilert@dla.mil or Ms. Mary Jane Johnson, DOD 

MILSTRAP Administrator, 703-767-0677 (DSN 427), or email: mary.jane.johnson@dla.mil. 

Others must contact their Component designated representative. 

Attachment 

As stated 

cc: 

ODASD(SCI) 

DOD PQDR Committee 

Director 

DLA Logistics Management 

Standards Office 

Federal Recycling Program 0 Printed on Recycled Paper 
Attachment, PDC 1007A

Page 1

ADC 1007A

Enhanced Pre-positioned Materiel Receipt (PMR) Data for 

Product Quality Deficiency Report (PQDR) Exhibit Tracking 

 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: DLA Logistics 

Management Standards Office, Ms. Ellen Hilert, DOD MILSTRIP Administrator, 703-767-0676; 

DSN 427-0676; or e-mail: Ellen.Hilert@dla.mil. 

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Quality Assurance/Receipt and Shipment

b. Primary/Secondary Functional Process: PMR for Quality Deficient Materiel

3. REFERENCE: 

a. Approved DLMS Change (ADC) 1007, New DLMS 842P, Product Quality Deficiency 

Report (PQDR) Data Exchange and Enhanced Exhibit Tracking via Standard Logistics 

Transactions, dated October 1, 2012

b. AR 702–7/AFR 74–6/SECNAVINST 4855.5A/DLAR 4155.24, Product Quality 

Deficiency Report Program.

c. ADC 353A, Revised Procedures for Pre-Positioned Materiel Receipt (PMR) and 

Shipment Status for Retrograde and Directed Discrepant/Deficient Materiel Returns Including 

Corrected Time Standard for Security Assistance/Foreign Military Sales (SA/FMS) 

(Supply/SDR/PQDR/TDR/Retrograde), dated August 25, 2010.

4. APPROVED CHANGE:

a. Brief Overview: This change further enhances the procedures established under ADC 

1007 (Reference 3.a.) for exhibit tracking using standard logistics transactions. PQDR exhibit 

tracking is facilitated by including the PQDR Report Control Number (RCN) in applicable 

DLMS transactions and providing information copies of the receipt and shipment status to the 

Product Data Reporting Evaluation Program-Automated Information System (PDREP-AIS) for 

further dissemination, if needed, to other Service/Agency PQDR applications. ADC 1007 

updated the DLMS 527R Receipt, 856S Shipment Status, and 940R Materiel Release to include 

the PQDR RCN; this addendum similarly updates the DLMS 527D PMR by expanding upon 

guidance included in ADC 353A (Reference 3.c.). This change documentation supplements 

ADC 1007 in response to a recommendation from DLA Distribution.

b. Scenario for Which the Transaction is Used: DLAR 4155.24 (Reference 3.b.) 

requires PQDR submissions for deficiencies detected on new or newly reworked Government 

owned products that do not fulfill their expected purpose, operation, or service due to 

deficiencies in design, specification, materiel, software, manufacturing process, and/or 

workmanship, items suspected or found to be counterfeit, or an unauthorized/unapproved 
Attachment, PDC 1007A

Page 2

product substitution. When further analysis of the reported deficiency is required, an exhibit 

may be requested for shipment to a DOD activity. DLMS PMR procedures specifically identify 

a requirement for a PMR for the return shipment of the exhibit (Reference 3.c.). 

c. Procedures, Transactions, Data Elements, Processing Details in Use Today: 

Preparation of a PMR for the return of the exhibit may be manual or automated. The return 

shipment is tagged with the PQDR RCN.

d. Approved Change in Detail: 

(1) General: The exhibit tracking requirement leverages core logistics transactions for 

the desired exhibit tracking to minimize the manual effort needed to independently update PQDR 

applications with exhibit status. This functionality will be accomplished by including the PQDR 

RCN in the applicable DLMS transaction and by providing a copy of the transaction to PDREPAIS. Upon receipt of the transaction, PDREP would notify any other applicable interfacing 

system via the PQDR Inter-Service Interface (PQDRII). The identification of PDREP will be 

accomplished by inclusion of the PDREP DoDAAC as a “Party to Receive Copy” in the receipt 

and shipment status transaction for dissemination to PDREP by DLA Transaction Services. 

(2) PMR: The activity directing return of the exhibit is responsible for simultaneous 

creation of the PMR when the item is to be shipped to a distribution depot or other DOD storage 

activity. The PMR must cite the PQDR RCN when one is available. There is no requirement to 

identify an information copy of the PMR for PDREP-AIS. Where the supporting AIS does not 

systemically prepare the PMR, the activity directing the exhibit return must prepare the PMR 

manually.

(a) Revisions to DLM 4000.25: Revise Volume 2, Chapter 12 as follows. 

Updates are identified in red bold italics.

“C12.2. CONTROL OF MATERIEL DUE-IN

(Intervening text not shown.)

C12.2.6. Product Quality Deficiency Materiel. When ICPs/IMMs direct materiel 

for return based on a reported product quality deficiency, they shall prescribe use of Supply 

Condition Code (SCC) Q in the disposition instructions to the returning activity. IMMs shall 

establish and monitor due-ins for all returns of potential/confirmed product quality deficiency 

related materiel, citing the document number included in the report. Provide ARIs PMRs for 

the returns to receiving storage activities, under C12.3, citing the due-in document number 

and SCC.

C12.2.7. Product Quality Deficiency Report (PQDR) Exhibit Tracking. When 

establishing a PMR for a PQDR exhibit, the activity directing the return must include the 

PQDR Report Control Number (RCN) to facilitate exhibit tracking. When the receipt is 

processed, the receiving activity will perpetuate the PQDR RCN from the PMR to the

receipt transaction.”
Attachment, PDC 1007A

Page 3

(b) Revisions to DLMS Supplements. The following changes are approved for 

the PMR.

# Location 527D Revision Explanation

1. DLMS 

Introductory 

Note:

Add ADC 1007A to DLMS Introductory notes.

- ADC 1007A, Enhanced Pre-positioned Materiel Receipt 

(PMR) Data for Product Quality Deficiency Report (PQDR) 

Exhibit Tracking 

To identify DLMS 

changes included in the 

DLMS Supplement.

2. 2/N901/90 Revise the DLMS note for existing Qualifier QR: 

QR Quality Report Number

DLMS Note: 

1. Use to cite the PQDR report control number (RCN) when

applicable to directing the return of quality deficient/suspected 

quality deficient materiel and to facilitate exhibit tracking.

Recommended for inclusion in the PMR where an automated 

interface with the discrepancy reporting application is 

available. 

2. Authorized DLMS enhancement; see introductory DLMS 

note 3a. Refer to ADC 353A and ADC 1007A.

Links the PMR to a 

specific PQDR. 

Intent is to provide the 

PQDR RCN when 

available (even if manual

input is needed) rather 

than waiting for a fully 

integrated interface.

When designated as an 

“authorized DLMS 

enhancement,” further 

coordination will not be 

required prior to use.

e. Alternatives: None identified.

5. REASON FOR CHANGE: This addendum provides stronger guidance for the inclusion 

of the PQDR RCN in the PMR than was previously identified in ADC 353A, to include inclusion 

of the requirement in the DLMS manual. This addendum links the use of the PMR specifically 

to procedures for exhibit tracking. 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: 

(1) The use of standard logistics transactions for PQDR exhibit tracking will eliminate 

a great deal of manual effort to update PQDR applications manually for each shipment and

receipt of an exhibit and will ensure a more consistent outcome. 

(2) Identification of the PQDR RCN will facilitate receipt processing and allow for 

systemic population of the PQDR RCN in the receipt.

b. Disadvantages: No known disadvantage.
Attachment, PDC 1007A

Page 4

7. ASSUMPTIONS USED OR WILL BE USED IN THE CHANGE OR NEW 

DEVELOPMENT: DLMS-compliant information systems will be designed with appropriate 

interfaces to facilitate preparation of the PMR for directed return of quality deficient/suspected 

quality deficient materiel citing the PQDR RCN. 

8. ADDITIONAL FUNCTIONAL REQUIREMENTS: Upon successful implementation 

of revised exhibit tracking procedures under ADC 1007, the use of the DLMS 842A/W with 

Discrepancy Code Q11 for PQDR exhibit receipt notification will be terminated. Follow-on 

DLMS Changes may be needed to further refine the exhibit tracking procedures and update 

procedures associated with the PQDR information exchange. 

9. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: Not currently available. 

Implementation may be staggered. Note that the DLMS 842A/W with Discrepancy Code Q11 

for PQDR exhibit receipt notification will not be terminated until implementation of the 

enhanced receipt transaction. 

10. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available.

11. IMPACT:

a. New/Revised DLMS Data Elements: No new or revised data elements.

b. Automated Information Systems (AIS): 

(1) DLMS-compliant applications responsible for preparation of the PMR must include 

the PQDR RCN in the DLMS 527D when directing shipment of exhibits to a distribution depot 

or other DOD activity if a PMR is provided.

(2) The Distribution Standard System (DSS), or other DOD receiving activity, should

systemically perpetuate the PQDR RCN to the receipt transaction from the associated PMR 

when available; otherwise the receiver must be prompted to manually enter the value. 

(3) Upon implementation of the PQDR RCN in the receipt, systemic generation of the 

DLMS 842A/W SDR for PQDR exhibit receipt notification (Discrepancy Code Q11) must be 

discontinued. Components relying on the use of the DLMS 842A/W (transaction or email

distributed by DOD WebSDR) must transition to using the enhanced receipt transaction. 

c. DLA Transaction Services: No revision. An information copy of the PMR for 

PDREP-AIS is not required.

d. DOD EMALL: Requires update to the PMR format to include the PQDR RCN to 

support manual preparation.
Attachment, PDC 1007A

Page 1

Enclosure 1 Proposed Change Concurrence and Comment Resolution

Originator Response/Comment Disposition

1. Army Concur.

If this is adopted, will PDREP-AIS be a 

separate tab in PDREP, or will this

information be fed directly into PQDR 

entries/PQDR history in PDREP? 

Noted.

DLMS Office Response:

This DLMS change adds the PQDR RCN to

standard logistics transactions for use when 

the owner supply system is notified as depots 

receive and ship PQDR exhibits. PDREPAIS will be provided a copy to enhance the 

information available for exhibit tracking. 

The intent is to reduce the need for separate 

actions to update PDREP for these exhibit 

movements.

The further intent is for PDREP-AIS to 

maintain this visibility and share with other 

PQDR applications thru the PQDR II (which 

hopefully will transition to full DLMS PQDR 

transactions in the future).

PDREP Response:

Once its determine that the PDC will be 

approved, PDREP will coordinate with the 

Configuration Review Board (CRB) to 

develop and refine the requirement to 

implement the change in PDREP to handle 

the new incoming data and create the display 

requirements within PDREP. Army has 

members on the CRB and will play a key role 

in determining how the will be used to track 

and monitor exhibits.

For example, the data from the new 

transactions can fill in existing data fields for 

PQDR exhibit & shipment tracking. A link to 

view of all the data received could also be 

provided within the PQDR history page (or 

elsewhere), in the event anyone wanted to see 

the entire transaction. Certainly the intent is 

to integrate the received data into the PQDR 
Attachment, PDC 1007A

Page 2

Originator Response/Comment Disposition

as much as possible so PQDR users don't 

have to 'hunt' it down. 

The PQDR Interservice interface must also be 

able to forward the exhibit data using the 

842P DLMS process to other IT systems that 

may also be processing the same record.

2. Navy Concur.

Navy did receive concerns about the 

implementation timeline from 

COMFRC's NAVAIR Depot 

Maintenance System's (NDMS) staff. 

They acknowledged that they will need 

to implement changes in NDMS to 

comply with this PDC, however, these 

changes cannot be done until at least 

FY14 (after the last FRC transitions to 

IMSP.) The PDC says that 

implementation will be staggered. Did 

you have an idea of the implementation 

schedule that will be requested in the 

ADC?

PDREP Comment: 

Implementation of ADC 1007 would

“essentially would prompt PDREP to 

replace current functionality when

PDREP receives 842A/W type records 

with the SDR Q11 code and a PQDR 

RCN. It requires the unique PQDR 

RCN to be added to the 527 transaction 

which makes it easily identifiable as 

PQDR exhibit data. The new 

transaction type would use the 527 

transaction. The 527 can identify when 

an exhibit is receipted. The 527s could 

come from any system that use the 527s 

and process a PQDR exhibit.

PDREP will need to adapt to receive the 

527 data transaction, receiving the data, 

and updating the appropriate PQDRs 

exhibit tracing info, and if necessary 

push the exhibit tracking info out the 

Noted.

1. ADC is established for staggered 

implementation. FY14 is acceptable.

2. This update to the original approved 

change added clarification for use of the 

PQDR RCN on the 527D used for the PMR. 

This may impact PDREP or Navy ERP 

depending upon which application will 

prepare the transaction in association with 

directed return of deficient materiel to DOD.
Attachment, PDC 1007A

Page 3

Originator Response/Comment Disposition

PQDR Interservice Interface.

3. Air Force Concur. 

PDC 1007A adds a new DLMS 

transaction to the QDR process. ILS-S 

currently does not send the QDR 

(Report Control Number) RCN on any 

transaction. ILS-S would need to 

implement the 842P IAW PDC 1007A.

ILS-S will (also) need to put the RCN 

on the 856S and 940R transactions.

Request 24-month lead time for 

budgeting and planning. 

Noted.

For clarification, this change does not require 

implementation of the 842P. The PQDR 

RCN is known at the time the deficient 

materiel is directed for return to DoD. The 

goal is to include that value in the PMR. 

This change is approved for staggered 

implementation.

4. Marine Corps Concur. Noted.

5. DLA Concur.

1. The site for the DLA QDR home 

page isn't working. Is there a correction 

to it? 

2. Request clarification will the PQDR 

RCN be required to be transmitted back 

on the SDR which is generated at the 

depot at time of receipt. 

1. DLA is in the process of re-hosting the site

under a J33 controlled environment. The 

URL has been removed for the ADC 

references. The intent is for the guidance to 

be made available from the DLA PQDR 

Home Page.

2. SDR transactions with Discrepancy Code 

Q11 indicating PQDR exhibit receipt does 

include the data field for the PQDR RCN. 

Depots are required to capture that field (it 

has been included in remarks pending a DSS 

change which I believe is part of latest 

release). The long term plan is to transition 

away from using the SDR transaction for 

exhibit receipt notification and put the PQDR 

RCN on the receipt transaction itself. Using 

an “SDR” for this purpose is not an 

appropriate business process, but DLA 

required this under initial SDR 

implementation to support legacy 

functionality.

6. DOD EMALL Can you clarify the last line of attached 

PDC? DOD EMALL does not send out 

DLA EBS doesn't systemically generate the 

PMR when applicable to a directed return 
Attachment, PDC 1007A

Page 4

Originator Response/Comment Disposition

a PMR form. (pending major system fix). DLA has an SOP 

telling personnel to use EMALL to manually 

prepare it. The PMR transaction format in 

EMALL does include the new data element,

so it needs to be updated to permit inclusion 

of the PQDR RCN.

7. USTRANSCOM Abstains; there is no impact to 

USTRANSCOM systems based on this 

change

Noted.