DEFENSE LOGISTICS AGENCY

                                                  HEADQUARTERS

                                  8725 JOHN J. KINGMAN ROAD

                           FORT BELVOIR, VIRGINIA 22060-6221

**MINUTES FROM SUPPLY PROCESS REVIEW COMMITTEE MEETING 22-2, SEPTEMBER 14, 2022**

SUBJECT:  Defense Logistics Management Standards (DLMS) Supply Process Review Committee (PRC) Meeting 22-2

**Purpose**:  Defense Enterprise Data Standards Office (DEDSO) convened a virtual meeting of the Supply Process Review Committee (PRC) via Microsoft Teams and teleconference on September 14, 2022. 

**Meeting documentation:**  The meeting agenda, briefing material, and action item tracker are available on the Supply PRC web page:  https://www.dla.mil/SupplyPRC.  **Please provide responses to open action items within 30 days of distribution by sending to email address:**DEDSO.SUPPLY@DLA.MIL.****

**Brief Summary of Discussion:**

**1. Opening Remarks:**Dr. Gail Fuller welcomed attendees and encouraged a spirited discussion on the topics being addressed today.  Mr. Rafael Gonzalez thanked the DEDSO Team for hosting the meeting and for their efforts coordinating this event.  

**2. Meeting Topics:**The Supply PRC meeting is used to inform stakeholders about the ongoing efforts and status on several important topics impacting DLMS users.  As part of the meeting, DEDSO elicited input from the DoD Components.  Dr. Gail Fuller, Mr. Rafael Gonzalez, and Mr. Benjamin Breen facilitated the meeting discussions.  Mr. Paul Macias and Mr. Richard Morrow also provided briefings.  The discussion topics and resulting action items are below.  The topics were:

· Purpose Code Overview and Background

· Proposed DLMS Change (PDC) 1415:  New DLMS 536R Transaction to Support Required Acquisition and Valuation Data Elements 

· PDC Template Review

· PDC 1431:  Reimbursements of Lateral Redistributions from a Credit to Buy/Sell Process 

· PDC 1440:  Department of Defense Activity Address Directory (DoDAAD) Name Change  

Mr. Gonzalez also provided a brief overview of the DEDSO Website and how to find the previous Supply PRC minutes on the Committees Webpage.  He also replied to the meeting invite with a link to the DEDSO Website:  https://www.dla.mil/Defense-Data-Standards/. 

**a. Agenda Topic 1 – Purpose Code Recap.**Mr. Gonzalez led the discussion by stating that previously introduced purpose code allowed segregation of materiel when it was needed beyond the line item/NSN condition code.  DEDSO is currently waiting on the submission of a new proposed change where Army will be segregating materiel for foreign military sales (FMS) similar to the intent proposed for the purpose code.  This concept will use a combination of the purpose and project code to determine when an item requires further segregation.  Instead of working on the proposed enhancements, DEDSO will work on expanding this proposal to other programs beyond FMS.  The application of this future concept will still be limited to certain programs to avoid misuse.  Next steps will be for DEDSO to examine the scope and address at the next Supply PRC.  

**Action item 1:**  DEDSO will schedule a separate meeting with Mr. Jim Weiner, DLA, Lauren Ballard, DLA Distribution, and Ms. Tiffany Dew, Army Materiel Command to further discuss segregation of materiel for FMS and potentially for other programs.

**b. Agenda Topic 2 – ADC 1415 New DLMS 536R Transaction to Support Required Acquisition and Valuation Data Elements.**Mr. Gonzalez led the discussion by stating PDC 1415 incorporates a new transaction called DLMS 536R Acquisition and Valuation.  This change was initially submitted by United States Special Operations Command but later expanded to all DoD by DEDSO.  The DLMS 536R Acquisition and Valuation transaction enables two accountable property system of record (APSR) to exchange acquisition and valuation data.  The transaction will also support exchange with the Procurement Integrated Enterprise Environment (PIEE).  The structure of this transaction was developed to support exchange of required data elements found in DoD Instruction 5000.64, DoD Manual 4140.01, Vol 11, and DD Form 3042, APSR Equipment Requirements Checklist. 

Mr. Gonzalez also stated that proper testing must take place between DoD Components and DAAS before these changes are implemented into the DAAS production environment.  In addition, DAAS will capture the results and participants of the testing in a work order. Only DoD Components who have successfully tested transmission with DAAS may use this functionality.  PDC 1415 is currently under formal coordination. 

**c. Agenda Topic 3 – Proposed DLMS Change (PDC) Template.**Dr. Fuller reviewed the new PDC Template focusing on the recent changes.  Dr. Fuller explained that proposed changes are now reviewed and signed by ODASD (Logistics).  In addition, the template requires additional information from the DoD Components as part of their response.  Among the additions, DoD Components must provide any audit information, relevant impacted policies, and system implementation details.  Dr. Fuller further explained the additional information will help DEDSO maintain better visibility of system implementation and insight into audit finding resolution activities.  The new template has been approved by ODASD (Logistics) and it is available on the DEDSO website https://dla.mil/Defense-Data-Standards/resources/Submit-PDC. 

**d.  Agenda Topic 4 – PDC 1431 Reimbursements of Lateral Redistributions from a Credit to Buy/Sell Process.**Mr. Paul Macias provided background for PDC 1431.  The change was initially drafted in Spring 2022 when DEDSO was brought up to speed on Notice of Findings and Recommendations (NFR) between Army and Treasury.  

Mr. Macias stated the objective is to align DLM 4000.25 with changes made to DoD 7000.14-R, Financial Management Regulation, to make lateral redistribution eligible reimbursements standardized as disbursements, preventing recording of negative collections.  Mr. Macias also stated that policy changes are minor, but there may be significant impact on financial systems since they will no longer be able to issue credit for lateral redistributions.  No critical comments from the audience.  Mr. Macias stated the change is currently at ODASD (Logistics) awaiting signature.  DEDSO expects the change to be under formal coordination soon.

**e. Agenda Topic 5 – PDC 1440 DoDAAD Name Changes.** Mr. Richard Morrow detailed changes in naming labels in the DoDAAD graphical user interface (GUI) environment.   This change will rename Department of Defense Activity Address Directory (DoDAAD) to Activity Address Directory (AAD), rename Department of Defense Activity Address Code (DoDAAC) to Activity Address Code (AAC) and change the Type Address Code (TAC) designations to match the name of its core function (Owner, Ship-To and Billing).  No database element names are changing, only the labels on the interface.  

Non-DoD organizations have been using the term Activity Address Code (AAC) for decades.  Approximately 44% of active DoDAACs are federal, state, and local, and are growing at a faster rate than DoD due to programs such as the Department of Agriculture’s school lunch program, which utilizes more DoDAACs than the Marine Corps and Coast Guard combined. 

As DoD implements G-Invoicing, the term used in that system is AAC.  This change would help eliminate confusion as G-Invoicing becomes pervasive.  Defense Pricing and Contracting (DPC) strongly supports migrating to AAC because that is what is used in all their interactions with the greater federal procurement community and would decrease confusion.

The term AAC is currently in use by the technical data (materiel master) community, but they are independent of the order management (customer master) community, and there should be little or no confusion due to context and type of data (1 character vs. 6 characters).

The transportation community has been using Transportation Account Code and Type Address Code for decades.  Using the same acronym in the same functional community creates confusion.  

The change is currently under development but expected to be signed and under formal coordination in the next couple of months.

**f. Agenda Topic 6.  Wrap Up/Action Items**

Dr. Fuller wrapped up the discussion by restating the agenda and open action items, prior to turning the briefing back over Mr. Gonzalez.

Parking lot issue 1:  Plan for a separate discussion for SDR related to PMR, receipted into incorrect owner accounts.  Refer to ADC 1273 Receipt to Wrong Owners. 

Mr. Gonzalez thanked the participants for the good dialog.  The next Supply PRC meeting is tentatively scheduled for March 2023.

3

# image1.png