DoD Activity Address Directory (DoDAAD) Process Review Committee (PRC)

1. DoD Activity Address Directory (DoDAAD) Process Review Committee (PRC) 10 April 2013

2. Agenda • Welcome • PRC 101 • PRC Webpage • DoDAAC Management • PDCs • DoDAAD Workflow • Compliance Matrix Data Call • Free Form usage • Country Code update • Open Discussion

3. Welcome • Opening remarks • DCO Info – URL, dial-in number, etc. • Admin Info – restrooms, cell phones off, etc. • Introductions – “who’s who in the zoo.” • Expectations

4. PRC 101Why are we here? • DoDD 8190.1– DoD Logistics Use of Electronic Data Interchange (EDI) Standards • “Use the DLMS as a process improvement enabler in new, replacement, and legacy logistics business systems as a part of the DoD Component ongoing and planned modernization programs.” • “Report on major milestones at least semiannually…to the DLMSO on the progress migrating logistics business processes to the DLMS.” • DoD 4140.1-R– DoD Supply Chain Materiel Management Regulation • DLMSO: “Establish a Process Review Committee (PRC) composed of representatives from the DoD Components and participating external organizations for each of the DLMS functional areas of contract administration, finance, and supply (including reutilization and marketing). PRCs are also established for the DoDAAC and the MAPAC functions. Designate a Chair for each PRC to serve as the DoD control point” (AP11.3.2.3). • Components (AP11.4): • “Serve as members…on the PRC.” • “Provide the DoD Component’s or external organization's position on DLMS matters and have the authority to make decisions regarding procedural aspects.” • And more… • The PRC (AP11.5). • DLM 4000.25

5. PRC 101 Process Review Committees MANAGED TRANSFORMATION PROCESS Structured Collaboration Model INPUTS OUTPUTS • OSD Policy Guidance • Trading Partner Requirements & SMEs • DLA Transaction Services SMEs & Technical Expertise • Business Rules • Business Objects • Meta Data • Functional Requirements Components Implement Artful Negotiation & Consensus Building Proposed DLMS Changes (PDCs) Approved DLMS Changes (ADCs) http://www.dla.mil/j-6/dlmso/About/committees.asp

6. PRC 101Who we are DoDAAD Process Review Committee OSD / DLMSO / DLA TS DoDIG DIA GSA USPS FAA Army Air Force NSA USSOCOM WHS* USSTRATCOM DISA DCAA DTRA DoDEA USTRANSCOM NGA MPSA DFAS DeCA DARPA DSS USUHS AAFES Marine Corps Navy DLA DCMA Coast Guard DoDAAD *WHS manages several DoD agencies

7. PRC 101What we are

8. PRC Webpage • PRC Info • References • SOP • Points of Contact • Templates • Training http://www2.dla.mil/j-6/dlmso/Programs/Committees/DoDAAD/dodaad.asp

9. DoDAAC Management • DoDAACs are managed by CSPs and Monitors by Series and/or MAJCOM(s). • DoDAAC Series are tied to MILSTRIP Service and Agency Codes. • MAJCOMs are assigned/maintained by the Services/Agencies. • Every DoDAAC should be managed by a CSP. • Every CSP/Monitor shall be appointed in writing, and if they will be accessing the DoDAAD, they will have an approved SAR on file with DLA Transaction Services. • Access restrictions are based on Series and/or MAJCOM(s).

10. DoDAAC Management (continued) • CSPs/Monitors should not create, update, or delete DoDAACs outside their Series/MAJCOM(s). • CSPs/Monitors should not create DoDAACs for customers of other Services/Agencies (point of sale/service validation).

11. DoDAAC ManagementCSPs and Monitors

12. DoDAAC ManagementCSPs and Monitors

13. DoDAAC ManagementCSPs and Monitors

14. DoDAAC ManagementCSPs and Monitors

15. DoDAAC ManagementCSPs and Monitors

16. DoDAAC ManagementCSPs and Monitors

17. DoDAAC ManagementCSPs and Monitors

18. DoDAAC ManagementCSPs and Monitors

19. DoDAAC Management (continued) • “Pulling” DoDAACs from eDAASINQ by Service/Agency should yield DoDAACs within that S/A’s Series and/or MAJCOM(s).

20. DoDAAC Management (continued) • “Pulling” DoDAACs from eDAASINQ by Service/Agency should yield DoDAACs within that S/A’s Series and/or MAJCOM(s).

21. DoDAAC Management (continued)

22. DoDAAC Management (continued)

23. DoDAAC Management H Series MAJCOMs

24. DoDAAC Management

25. DoDAAC Management

26. DoDAAC Management • Changes / Benefits: • Provides proper table framework for SARs for CSPs and Monitors across all Series. • Enables rule that limits CSPs to their own Series. • Creates MAJCOMs for H Series to enable item 1 and proper management. • Every DoDAAC will be managed by a CSP. • Enables traceability/auditability of all DoDAACs to a Service/Agency. • Consolidate Special Programs under their managing Agency. • Removal of LESO as an Agency (DLA Office under DDS). • Remove of CSG as an Agency (Air Fore office under AFMC). • Deletion of “Tricare/Micro Defense Electronics as a Service. • Creation of US Central Command (reserving H94 series) • Provides foundation for DLMS Service Designator Table as a new data-element which enables further breakdown of Service and Agency Codes.

27. DoDAAC ManagementService & Agency Codes

28. DoDAAC ManagementService Designators

29. DoDAAC ManagementService Designators

30. DoDAAC ManagementService Designators

31. DoDAAC ManagementService Designators

32. Proposed DLMS Changes • PDCs • 1046: Routing Identifier Code (RIC) and DoD Address Code (DoDAAC) Relationship (DoDAAD) • 1061: Re-issuance of DLM 4000.25 Volume 6, Chapter 2 (DoDAAD)

33. DoDAAD Workflow Background • Briefly discussed after the 2010 PRC. • Highlighted as an agenda topic at the 2011 PRC that DLMSO would lead An effort to develop this capability. • Requirements were gathered from interested stakeholders, and a Functional Requirements Document (FRD) was drafted. • Intent was to develop an expanded capability to existing DoDAAD update application that would allow for the routing of requests from the originator (customer) through the appropriate authorities for approval(s) to the CSP(s) for final approval and update to the DoDAAD. • The Workflow would assure data integrity and authority, and enable archiving of requests.

34. DoDAAD Workflow Initial Submitter DoDAAD System • Workflow process operates outside of the firewall • Only someone with a SAR (CSP or monitor) can bring record through the firewall • Only CSP can save data into Production DoDAAD System

35. DoDAAD Workflow Current status • Stakeholder interest • Funding • SAR access • Additional workload

36. Compliance Matrix Data Call • Background • The DoDAAD a. The DoDAAD is the authoritative database for DoDAAC (and RIC) data. b. Hosted by DLA Transaction Services. c. Updated, in near real-time, by Service/Agency CSPs. d. DLA Transaction Services makes authoritative DoDAAD data available: (1) Near real-time updates via data replication and web services (2) File transfers (3) Daily transaction broadcasts of changes (adds, changes, deletes) (4) Copies and updates are also available from the DLIS via the Master Data Capability (MDC) data replication and web service. While not the authoritative source database, it is current within hours and is a mirror image of the DoDAAD.

37. Compliance Matrix Data Call • Background (continued) • OSD GFPWG. At the most recent Government Furnished Property Working Group (GFPWG) meeting, one of the DoD Components made a presentation making the following observations about the DoD Activity Address Directory (DoDAAD) information: a. Criticality of DoDAAD Data: Virtually every acquisition, supply, distribution, transportation, and financial system/application makes use of DoDAAD information to some degree. b. Multiplicity of DoDAAD Copies Exist: Nearly all systems/applications depend on a local copy of the DoDAAD to support their systems/applications processing. c. Consistency of DoDAAD information across systems/applications: Local copies of the DoDAAD exist due to constraint of legacy systems/applications; even the new ERPs use local copies to ensure continuity of operations processing. Local database DoDAAC data content may differ from the information in the DoDAAD for one or more of the following reasons: • Source information is from other than the DoDAAD. • Data is from the DoDAAD but updates are acquired infrequently. • Data is from the DoDAAD but data values are changed locally.

38. Compliance Matrix Data Call • Background (continued) 3. Optimal Environment. To assure data quality and integrity across all systems, the following are goals: a. All systems/applications should be using data from the DLA Transaction Services database that originates the updates made by the DoDAAD CSPs or the MDC copy DoDAAD database. b. Data values for data elements contained in the DLA Transaction Services databases should not be changed on local databases. If errors are identified the applicable CSP should be notified to make corrections to the authoritative database hosted by the DLA Transaction Services. • Data Call • ODASD (SCI) and the Chair of the GFPWG requested a data call be made to the Components to identify the potential for differences between the authoritative database and that used by systems/applications for their daily business processing.

39. Compliance Matrix Data Call • Data Call (continued) • What systems use DoDAAD data? • What is the source of that data? • If the source is the DoDAAD, by what means is that data received (i.e., web services, file transfers, DLIS MDC, etc.)? • Frequency of the update? • Does the system allow local changes to DoDAAD data?

40. Compliance Matrix Data Call • Data Call Results • 32 Services/Agencies • 8 responses (4 which were “no input”) • Only 10 Systems identified: • Distribution Standard System • Defense Agencies Initiative (DAI) • Advance Procurement Suite (APS) • Contract Management Information Database (CMID) • Defense Agencies Initiative Financial System • Procurement Desktop Defense (PD2) • Oracle Federal Financials • OSU - Enterprise Center, LLC (DODAAC = HGC056) • Prism • Tricare Claims Management (TCM) replaces TIFMS/FRDM • Others? Yes.

41. Free Form Use • Free Form usage is being misused. Original intent was to support: • Messages – e.g., “CALL NAVSUP GLS TRANSPORTATION” • Unsupported formats – e.g., Zip code before city name in overseas address • Problems caused by misuse: • City, state and zip line of address do not match city, state and zip fields • City, state and zip fields left blank • Systems using the DoDAAD data are only using element fields and not address line • Solution: • Fix overseas format issue for countries that required the zip to proceed city name • If free form checked, limit address lines so a valid address cannot be entered

42. Country Code Update • Background: • FIPS 10-4 Standard withdrawn by NIST in 2008 • ISO 3166 Standards identified as the logical way forward, but not directly implementable by U.S.G. due to Public Law 80-242 and U.S.G. recognition policies • Country Codes Working Group (CCWG) to serve as a Federal Government forum for coordinating requirements for country and subdivision codes, and managing the content of the country codes registry • Geopolitical Entities, Names, and Codes (GENC) Standard established as the U.S.G. implementation (profile) of the ISO 3166 Standard • GENC Edition 1.0 released December 2012 • Provides country-level names and codes • Provides mapping for migration from FIPS 10-4

43. Country Code Update (cont.) • GENC released content update March 2013 • DoD Guidance: • The DoD issued guidance directing all DoD Components to transition to a U.S. Profile of ISO 3166 • Initial Memorandum from Undersecretary of Defense for Acquisition, Technology, and Logistics (USD/AT&L) dated June 6, 2011, directs DoD to implement a U.S. Profile of ISO 3166-1, Country codes (either digraph or trigraph) by September 30, 2012 • Conjecture: • AT&L will issue new guidance memo in 2013 • Guidance will mandate implementation of GENC by December 2014

44. Open Discussion Topics • Open Discussion

45. Points of Contact • Director DLMSO • DC Pipp 703.767.0670 • DoDAAD PRC Chair & System Administrator • Tad DeLaney 703.760.6885 • DoDAAD PRC Support • Dale Yeakel 703.767.8632 • Larry Tanner 614.310.6059 • DoDAADHQ@dla.mil • DLA Transaction Services DoDAAD Central Control Point • Lisa Tonkin TransSvcsDoDAAC@dla.mil

46. Thank you for coming!