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DLMS Status Update on Government Furnished Property Procedures November 8, 2012

DLMS Status Update on Government Furnished Property Procedures November 8, 2012 http:// www.dla.mil/j-6/dlmso/Default.asp. Table of Contents. Overview of GFP under MILSTRIP/DLMS MILSTRIP Business Rules DLMS Changes in Support of GFM Materiel Receipt Acknowledgment (MRA) /Receipt

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DLMS Status Update on Government Furnished Property Procedures November 8, 2012

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  1. DLMS Status Update on Government Furnished Property Procedures November 8, 2012 http://www.dla.mil/j-6/dlmso/Default.asp

  2. Table of Contents • Overview of GFP under MILSTRIP/DLMS • MILSTRIP Business Rules • DLMS Changes in Support of GFM • Materiel Receipt Acknowledgment (MRA) /Receipt • Perpetuation of GFP Contract Data from Requisitioning and GFM Validation Process through Shipment Status

  3. GFM Requisitioning and MCA Process • DoD 4140.1-R established that each DoD Component authorizing the use of DoD materiel by contractors must establish management control activities (MCAs) to maintain control over all requisitions submitted to the DoD wholesale supply system by contractors and by DoD Component activities when the DoD Component activity requisitions indicate shipment to a contractor • MILSTRIP (legacy and DLMS) prescribe policies and procedures for requisitioning GFM by or for contractors from the DoD supply system. These procedures establish guidelines to requisitioners including contractors and the authorizing Service/Agency (S/A) to obtain GFM from DoD inventories to fulfill contract requirements

  4. GFM Requisitioning and MCA Process • GFM authorized in contracts must be validated by the S/A designated MCA(s) • MCA required to have Routing Identifier Code and/or Distribution Code assigned for identification and to facilitate the ordering and validation process • Contractor required to have DoDAAC assigned for use in requisition process • Distinct contractor S/A Codes used to identify contractors • Contractor S/A codes = C, E, L, Q, U, and Z0 • Army and DLA assign a unique DoDAAC to a contactor for each contract • Air Force and Navy assign a DoDAAC to a contractor that may be used for multiple contracts

  5. GFM Requisitioning and MCA Process • GFM requisitions are defined as a contractor DoDAAC being identified as the ship-to DoDAAC and a Government DoDAAC being identified as the bill-to DoDAAC (or no billing based on signal code) • MCA validates the requisition based on the information provided by the contracting office and determines if the contactor DoDAAC is authorized to receive the materiel and quantity ordered under the terms of the identified contact • Valid requisitions are passed by the MCA to the applicable Source of Supply (SoS) • SoS validates GFM requisitions back to MCA prior to fulfillment action • SoS fulfills MCA validated orders via depot stock or direct vendor delivery processes • Materiel Receipt Acknowledgement (MRA) to supply source and to MCA is required for GFM requisitions • MCA required to keep historical records and generate reports required by DoD 4140.1-R

  6. MCADesignated by Contract MCA Validates Requisition under MILSTRIP/DLMS Established Criteria: DLM 4000.25-1 (Ch 11) DLM 4000.25 (V2, Para C4.2.8) 1. GFM Requisition Standard GFM Requisition Flow(Including Push and Pull Scenarios) a. Supply Status, if rejected 4. AX2 GFM Validation Response 2. Validated GFM Requisition 1(alternate).GFM Requisition (Not via MCA) 5. SoS directs release of materiel from stock (MRO) or procures from a vendor for direct delivery to the contractor location 6, If stock shipment, depot provides Materiel Release Confirmation to the SoS and Shipment Status to the contractor. If direct vendor delivery, the SoS provides shipment statusto the contractor. 3. AX1 GFM Validation Request b. Supply Status(requisition status if approved, rejection status if not) Source of Supply 7. Materiel Receipt Acknowledgement Materiel Release Order – DLMS 940R (A5_ )Materiel Release Confirmation – DLMS 945A (AR_ )Shipment Status – DLMS 856S (AS_)Materiel Receipt Acknowledgment – DLMS 527R (DRA/DRB) or Receipt – DLMS 527R (D6_) All transactions via Defense Automatic Addressing System (DAAS)GFM Requisition – DLMS 511R (A0_, A3_, A4_)[Modification – DLMS 511M (AM_), or Follow-up – DLMS 869F (AT_ )]ICP GFM Validation Request – DLMS 517G (AX1)MCA GFM Validation Response – DLMS 517G (AX2)

  7. “Push” Without Initiating Requisition • MILSTRIP authorizes an alternative process for the SoS to “push” GFM to the contractor • Internal ERP functionality is employed to control delivery of GFM • Raw materials/component parts needed to assemble/ manufacture/repair the end item or final product are identified under terms of the contract • The number or amount of GFM component material needed to accommodate the total number of end items to be manufactured/assembled/repaired is calculated by the SoS • The SoS furnishes the component materiel based upon a schedule or usage • This eliminates the need for separate GFM requisitions for the component material and subsequent MILSTRIP MCA validation • The SoS is responsible for monitoring consumption of raw materiel /component parts against the receipt of end items manufactured/assembled/repaired under the terms of the contract

  8. Source of Supply SoS pushes raw materiel /component parts per contract; monitors schedule and delivery of end items Contractor (or Government Representative) “Push” w/o Initiating Requisition Transaction Flow 1. Materiel Release Order 4. Materiel Receipt Acknowledgement 2. Materiel Release Confirmation 5. Receipt (end item) 3. Shipment Status 5. Delivered assembled/manufactured/repaired end item Distribution Depot All transactions via DAASMateriel Release Order – DLMS 940R (A5_ )Materiel Release Confirmation –DLMS 945A (AR_ )Shipment Status – DLMS 856S (AS_)Materiel Receipt Acknowledgment – DLMS 527R (DRA/DRB) Receipt – DLMS 527R (D6_)

  9. GFP Contract Data in MRA and Receipt • ADC 390, Revise DS 527R Materiel Receipt Acknowledgement and Receipt Functions to Require the DoD Contract Number for Transactions Associated with GFM and CFM, dated January 28, 2011 • Requires inclusion of contract number (and call/order number, when applicable) on DLMS 527R transaction associated with GFM and CFM • Applicable to the MRA (comparable to MILSTRAP Document Identifier (DI) DRA) and to the accountable receipt (comparable to MILSTRAP DI D6_), when appropriate for intra-Service use (e.g., Navy CAV) • Applicable to both pushed and pulled GFM • Contracting Officers must assure the new requirement is implemented in contracts for contractor’s that receive GFM/CFM, or for MCA preparing MRA on behalf of contractors • No implementation schedule available at this time Service/Agencies required to report implementation status to Supply PRC Co-Chairs!

  10. MRA PERCENT OF DELINQUENTS SUMMARY REPORT – CONTRACTORREPORT MONTH: AUG 12 New PDC Required: statistics are misleading because some contractors use the 527R/D6_ Receipt (vice 527R/DRA MRA)

  11. GFP Contract Data in DLMS Requisition and Shipment Status • Approved DLMS Change (ADC) 1014, Revised Procedures for Inclusion of Contract Data in Transactions Associated with GFP and MCA Validation of Contractor Furnished Materiel (CFM) Requisitions (Staffed as PDC 473), dated August 17, 2012 • Requires DLMS-compliant GFP requisitions (DLMS 511R) to carry the 13-position DFARS contract number, as well as the call/order number and CLIN when applicable/directed by Service/Agency (eliminates abbreviated contract number used in MILSTRIP) • Eliminates option for manufacturing directive number (MDN) instead of the contract number on DLA contractor GFP requisitions • Requires perpetuation of requisition contract information through MCA GFP Validation process (DLMS 517G) • Requires the MCA to provide GFP contract information on requisitions forwarded to the source of supply (SoS) • For stock shipments, the SoS must perpetuate the GFP contract information to the Materiel Release Order (MRO) transaction (DLMS 940R) sent to the shipping activity • The shipping activity or SoS, as applicable, must perpetuate the GFP contract information to the DLMS shipment status transaction (DLMS 856S) where it can be captured for the GFP module of the IUID Registry

  12. GFP Contract Data cont’d • Requires inclusion of GFP contract information on all GFP issues/shipments of reparables to contractors (DLMS 867I or 856S) • Requires inclusion of GFP contract information on DLMS transactions prepared by contractors in support of performance-based logistics (PBL) or contractor supported weapon system (CSWS) contracts, for contractor shipment of GFP into DoD inventory • Requires the contract number on the DLMS 856S, Shipment Status, when used for DD 1149 and shipping to a contractor as GFP • Requires hard copy DD 1348-1A (and Distribution Depot transshipment DD 1149) to cite GFP contract information when provided Service/Agencies required to report implementation status to Supply PRC Co-Chairs! Supports requirements identified under DoD I 416102, Accountability and Management of Government Contract Property, April 27, 2012.

  13. Considerations for Future Requirements for GFP Contract Data Requirements under DLMS • S/As may propose GFP contract data be perpetuated to additional transactions: • ADC includes 511R, 511M, 517G, 856R, 856S, 867I, 869C, 869F, and 940R • Data requires interpretation: • GF Segment in requisition used for GFM and CFM contract data • Army CFM follows GFM validation requirements – may be expanded to other Service/Agencies (pending change to DOD 4140.01-M, Volume 10, DOD Supply Chain Materiel Management Procedures) • No requirement for MCA to perpetuate CFM contract data to SoS, so if contract data is carried on the shipment status it will be GFM contract data • Shipment status may be applicable to both incoming and outgoing GFP • Shipments of GFP to contractors • Ship-to activity is a contractor • Shipment of GFP shipped/returned by contractors to Government • Initial shipping activity is a contractor • New data element could be adopted to more clearly distinguish among above various scenarios requiring contract data, if of value to transaction recipients

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