Attachment, ADC 1060
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ADC 1060
Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1060,
Defense Logistics Manual 4000.25 (DoDAAD/MAPAD/Supply/Finance/Pipeline
Measurement)
1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:
a. Technical POC: DLA Logistics Management Standards Office
b. Functional POC: N/A
2. FUNCTIONAL AREA:
a. Primary/Secondary Functional Area: DoDAAD/MAPAD/Supply/Finance/Pipeline
Measurement
b. Primary/Secondary Functional Process: N/A
3. REFERENCES:
a. DLM 4000.25, Volume 1, Concepts and Procedures, June 5, 2012.
b. DoD 4000.25-13-M, DoD Logistics Data Element Standardization and Management
Program Procedures.
c. DoDI 4140.01, DoD Supply Chain Materiel Management Policy, December 14, 2011.
4. APPROVED CHANGE(S):
a. Brief Overview of Change: This change incorporates the current DLMS data management
practices, data standards, and procedures into the DLM 4000.25, Volume 1, Concepts and Procedures.
b. Background: In 1996, DoD 4000.25-13-M was published under the direction of the Deputy
Under Secretary of Defense (Logistics) to provide guidance and procedures for standardization and
management of data elements used in DoD-wide and joint Service/Agency logistics systems. While the
department’s mission for electronic data exchange (EDI) remains unchanged, all of the data
management procedures in DoD 4000.25-13-M are now out of date. DLA Logistics Management
Standards Office initiated an effort to replace DoD 4000.25-13-M with DLM 4000.25, Volume 5
(new), DLMS Data Management. As the development of DLM 4000.25, Volume 5 began to be
redrafted, it became apparent that the content should be merged into Volume 1 vice Volume 5 to avoid
overlaps between the two volumes. Thus, DLM 4000.25, Volume 5 is no longer reserved for DLMS
Data Management and a separate action will be taken to update the DODI 4140.01 to reflect this
change.
c. Describe Approved Change in Detail: This change incorporates the current DLMS data
standards and procedures into DLM 4000.25 Volume 1. The prior version of this manual included out
of date information, duplication and a less than optimal organization of the material. To address the
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issues, sections were moved, repetitive content was consolidated, and additional information was
added to improve the usability. Detailed changes are at the enclosure. Due to the extent of changes,
DLA Logistics Management Standards Office will take actions to reissue DLM 4000.25 Volume 1.
(1) Table 1 shows the existing layout of DLM 4000.25, Volume 1 and the revised layout
as it is intended to be reissued.
Table 1. DLMS Volume 1 Realignment and Content Updates
DLM 4000.25, Vol 1, Original Location
DLM 4000.25, Vol 1, Revised Location
Chapter 1, C1.4.3.2 Establish Process Review
Committees (PRC)
C1.4.5. Process Review Committees
Chapter 1, added Supply Discrepancy
Reporting to C1.4.3.2 and C1.4.5
Chapter 1, C1.4.6. DLA Transaction Services
(including subparagraphs)
Chapter 1, C1.4.6. (consolidated duplicative
content)
Chapter 1, C1.5.1. Scope of DLMS;
C1.5.2. DoD Component Use
Chapter 1, C1.3.1.
Chapter 1, C1.5.2.2. DLMS ANSI ASC X12
Conversion Guides
Chapter 2, C2.5.2. DLMS ANSI ASC X12
Conversion Guides
Chapter 1, C1.6. DLMS Deviation or Waiver Chapter 2, C2.6. DLMS Deviation or
Waiver
Chapter 1, C1.7. Requirements for New or Revised
DLMS Procedures (including subparagraphs)
Chapter 2, C2.4. Requirements for New or
Revised DLMS Procedures
N/A Chapter 2, C2.1.4. DLMS Data
Management (new paragraph)
Chapter 2, C2.2.1. DLMS Implementation
Architecture
Removed, Defense Information
Infrastructure Common Operating
Environment is no longer applicable as the
DoD CIO has transitioned to the DoD Net-
Centric Data Strategy
Chapter 2, C2.2.2. Global Exchange Service
C2.2.3. Communication
Removed, duplicates DLA Transaction
Service manual
N/A
C2.2 DLMS Implementation Process (new)
Chapter 2, C2.4.1. Transactions
Chapter 2, C2.2.1. Transactions
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Chapter 2, C2.4.2. DLA Transaction Services
Chapter 2, C2.2.2. Transaction Flow
Chapter 2, C2.5.1.1. Electronic Data Interchange
Standards
C2.5.1.2. X12 Based Extensible Markup
Language
Removed, duplicates Chapter 6. (A new
reference sentence was added to C2.5.1.
General Information)
Chapter 3, Change Management Chapter 3, defined DLMS Implementation
Convention and DLMS Supplement as
synonymous. Updated DLMS Change
Process steps to more accurately depict
lifecycle of a DLMS change
Chapter 4, Functional Application Errors Chapter 4, no changes (this chapter is not
included in this ADC)
N/A
Chapter 5, DLMS Data Management (new)
N/A Chapter 6, Standards and Conventions
(new)
Chapter 5, Standards and Conventions Chapter 7, Defense Logistics Management
Standards use of Accredited Standards
Committee X12
N/A Chapter 8, Military Standard
Standards/Defense Logistics Management
Standards Mapping (new)
N/A Chapter 9, Logistics Data Resource
Management System (new)
Appendix 2, Terms and Definitions Added definitions for DLMS Supplement
and Country Code; updated definition for
Implementation Conventions. Defined
DLMS Implementation Convention and
DLMS Supplement as synonymous
Appendix 3, Acronyms and Abbreviations Redefined DLMS as Defense Logistics
Management Standards vice Defense
Logistics Management System
Appendix 4, DLSS/DLMS Conversion Guide Redefined DLMS website to read DLA
Logistics Management Standards Office
Website.
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Appendix 5, DLMS to DLSS Cross-Reference Tables Defined DLMS Implementation Convention
and DLMS Supplement as synonymous
Appendix 6, Defense Logistics Management
Standards Code Lists/Qualifiers
Redefined DLMS as Defense Logistics
Management Standards vice Defense
Logistics Management System. Defined
DLMS Implementation Convention and
DLMS Supplement as synonymous.
Appendix 7, Defense Logistics Management
Standards Transaction Formats
Redefined DLMS as Defense Logistics
Management Standards vice Defense
Logistics Management System.
Administratively update all DLMS
Supplements on the DLA Logistics
Management Standards Office Website to
be identified as DLMS Implementation
Conventions.
Appendix 8, Transaction Set 997 Implementation
Convention – Functional Acknowledgement
Redefined DLMS website to read DLA
Logistics Management Standards Office
Website.
Appendix 9, DLMS Change Process Flow Chart Updated flow chart to more accurately
depict lifecycle of a DLMS change
Appendix 10, Defense Logistics Management
Standards Compliance
Rewrote appendix to define legislative and
policy authority for DLMS compliance.
Established and defined four different levels
of DLMS compliance.
(2) All other changes are administrative in nature. Updates to paragraph numbers and
references are required to realign the reference after the update to the manual.
d. Revisions to DLM 4000.25 Manuals
: Revised DLM 4000.25, Volume 1, Concepts and
Procedures as described in 4.c. (refer to Enclosure 1).
e. Proposed Transaction Flow: There are no changes to any transaction flows as a result of
this change.
f. Alternatives: None.
5. REASON FOR CHANGE: This change is needed to incorporate the updated DLMS Data
Management guidance and procedures into DLM 4000.25.
6. ADVANTAGES AND DISADVANTAGES:
a. Advantages: Publish updated DLMS data management guidance and procedures.
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b. Disadvantages: None.
7. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: No system implementation
required.
8. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH
IMPLEMENTATION OF THIS CHANGE: N/A.
9. IMPACT:
a. New DLMS Data Elements: There are no new DLMS data elements associated with this
change.
b. Changes to DLMS Data Elements: There are no changes to existing DLMS data elements.
c. Automated Information Systems (AIS): None
d. DLA Transaction Services: DLA Transaction Services should update their publications as
needed to reflect this new guidance.
e. Non-DLA Logistics Management Standards Publications: Components should update
their publications as needed to reflect this new guidance.
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Enclosure 1, Revised DLM 4000.25 Volume 1
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
carries the full weight and authority of a DoD Manual. DoD 4140.1-R
, “DoD Supply Chain
Materiel Management Regulation,” May 23, 2003, 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).
C1.3.3. DoD Directive (DoDD) 8190.1, “DoD Logistics Use of Electronic Data
Interchange (EDI) Standards,” May 5, 2000, assigns responsibilities to DLA Logistics
Management Standards Office 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
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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 Secretary of Defense (Logistics and Materiel Readiness
(ASD)(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 responsible for the MILSBILLS functional area addressed
under Volume 4 of this manual. The Director of Defense Procurement and Acquisition Policy
(DPAP) will be 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 ASD (L&MR), DoD
Comptroller, and Director DPAP, 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 DLA Logistics Management Standards 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 DLA Logistics Management Standards
Office, 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.
C1.4.2.3. Provide the necessary administrative support and services, including
office space, facilities, equipment, automatic data processing support, and travel expenses
for DLA Logistics Management Standards Office personnel.
C1.4.3. Director, DLA Logistics Management Standards Office. Operating under the
authority of DoD 4140.1-R 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,
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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&R), DPAP, and the DoD Comptroller, as appropriate. The
Director, DLA Logistics Management Standards 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). PRCs are also established 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. Designate a program administrator to serve as the DoD focal point for
the DoD Small Arms and Light Weapons Serialization Program (DoDSA/LWSP. Chair the
Joint Small Arms and Light Weapons Coordinating Group (JSA/LWCG) to perform the
responsibilities defined in the JSA/LWCG Charter.
C1.4.3.5. Ensure uniform implementation of the DLMS by doing the following:
C1.4.3.5.1. Review implementation dates and plans of the DoD Components
and participating external organizations, and make recommendations for improvement.
C1.4.3.5.2. 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 DLA Transaction Services with telecommunications planning in an
integrated system design.
C1.4.3.5.3. Develop and recommend, to the appropriate OSD proponent
office(s), new or revised policy with supporting analysis which identifies and explains process
improvements and indicates methods to accomplish identified changes.
C1.4.3.5.4. Serve as the Department’s Executive Agent for logistics data
interchange on behalf of the DLA Director, as delineated in DoD Directive 8190.1.
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C1.4.3.5.5. Develop, publish, and maintain the DLMS manual and related
DLM publications consistent with the DLM requirements identified in DODI 4140.01.
C1.4.3.5.6. 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.
C1.4.3.5.7. Review, evaluate, and recommend improvements to curricula of
DoD Components and participating external organizations’ training schools offering DLMS-
related courses.
C1.4.3.5.8. 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.
C1.4.3.5.9. Make available to DASD(SCI) 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 DLA Logistics Management Standards Office Website:
www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp.
C1.4.3.5.10. 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 fact-finding 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. Identify to DLA Logistics Management Standards Office, the name of a primary
and alternate PRC representatives for each functional area who will:
C1.4.4.1. Serve as members on, and fulfill the responsibilities of, the PRC for that
function.
C1.4.4.2. Provide the DoD Component's or external organization's 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, DLA Logistics Management Standards Office, 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.
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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 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 control point for the PRC
identified in the proposal will submit the 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&T(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.
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. Review 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
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inventory accountability, and disposition services). PRCs are also established for DoDAAD,
and MAPAD. The PRC representatives are listed on the DLA Logistics Management
Standards Office 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.
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. DLA Transaction Services
. DLA Transaction Services 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 non-standard), editing and validating the transactions; and forwarding the
transactions, in the correct format, to the proper destination. DLA Transaction Services
developed and maintains the Defense Automatic Addressing System (DAAS) to provide
these services. The DAAS Manual is available on the DLA Logistics Management Standards
Office Website
www.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp. To ensure that these services are
effective, DoD Component must route all DLMS transactions to DLA Transaction Services.
Key responsibilities for DLA Transaction Services are:
C1.4.6.1. develop DLMS mapping and conversion processes,
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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,
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 THE DLMS DEFENSE LOGISTICS MANUAL
C1.5.1. DLMS Manual. The DLMS manual is published electronically. No hard-copy
document is available. The Defense Logistics Manuals are available from the DLA Logistics
Management Standards Office Website www.dla.mil/j-6/dlmso under the header "Logistics
Management Standards 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.
C1.5.2. Changes. DLMS changes are published electronically and are available on the
DLA Logistics Management Standards Office Website www.dla.mil/j-6/dlmso under the
header "DLMS Process Changes."
C1.6. HOW TO USE THE DLMS MANUAL
C1.6.1. Structure of the Manual
C1.6.1.1. Manual Layout. The DLMS 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 DLMS 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 DLMS 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
DLMS Manual Volume 1 reference material items (e.g., terms, acronyms, and the DLMS
change process).
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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 DLA
Logistics Management Standards Office Website
www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp. 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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C2. CHAPTER 2
BUSINESS CONCEPTS AND ENVIRONMENTS
C2.1. OVERVIEW
C2.1.1. Defense Logistics Management Standards. The Defense Logistics
Management Standards (DLMS) provide procedures and data formats to link the various
component organizational elements of the Defense Logistics community including: inventory
control points (ICPs), distribution depots, maintenance depots, transportation nodes, and end
users in posts, camps, stations, ships, and deployed units. The DLMS address the different
functional processes of logistics and provides standards to exchange data across the Military
Services, Defense Agencies, other Federal Agencies, foreign national governments,
international government organizations, and nongovernment participants. As other electronic
business (EB) methods emerge, DLMS will incorporate these new capabilities into the DoD
logistics business processes, as appropriate.
C2.1.2. Purpose. This chapter provides an overview of some of the technologies and
procedures that all participants must implement to employ the DLMS across the range of
participating organizations. This chapter also provides a road map to other parts of the
manual that may provide more details about specific topics.
C2.2. DLMS IMPLEMENATION PROCESS. DLA Logistics Management Standards Office
coordinates DLMS related requirements with the DoD Component focal points and interfaces
with DLA Transaction Services to ensure that requirements are fulfilled. These requirements
are transformed into new or revised DLMS procedures, transactions and data standards.
C2.2.1. Transactions. The DLMS provide descriptive procedures, transactions, and
data formats for computer-to-computer communications. The transactions initiate a logistics
action (e.g., requisition an item, authorize a funds transfer, ship an item). The transactions
are structured and formatted to be transmitted by computer systems without human
intervention.
C2.2.2. Transaction Flow. DLA Transaction Services acts as a central hub for all DLMS
transactions. Transactions flow from the originator's computer to the Defense Automatic
Addressing System (DAAS) operated by DLA Transaction Services. DAAS will edit the
transactions for correct format, retain an image in an interactive data base for user access,
and route the transactions to the correct recipient(s). The receiving computer(s) will process
the transactions and initiate the appropriate logistics action. This action will frequently result
in generation of additional DLMS transactions to other systems and/or responses back to the
originator via DAAS. Refer to DLM 4000.25-4, DAAS Manual for procedures and operations
of DLA Transaction Services.
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C2.3. DLMS DATA MANAGEMENT
C2.3.1. Data management for DLMS provides data standards, syntax, and procedures
necessary to ensure the data at the heart of DLMS transactions is well understood and
interoperable. It prevents overlapping or incompatible uses of data and enables trading
partners to communicate data or carry forward important data through related processes. The
foundation of DLMS data management is based on the guiding principles established in DoD
Directive (DoDD) 8190.1, “DoD Logistics Use of Electronic Data Interchange (EDI)
Standards,” May 5, 2000, and DoDD 8320.02, “Data Sharing in a Net-Centric Department of
Defense.” April 23, 2007. DLMS Data Management is further described in Chapter 5 of this
volume.
C2.3.2. Continued Support For Legacy Data. DAAS will continue to execute the DLSS
error notification processes until DoD has totally implemented the DLMS.
C2.4. REQUIREMENTS FOR NEW OR REVISED DLMS PROCEDURES
C2.4.1. Use of DLMS Procedures. DoD Components must use standards and
procedures prescribed by the DLMS when undertaking development of new or revising
existing logistics systems. If a DoD Component or other participating external organization
requires changes to, or expansion of, the existing DLMS to accommodate technological
innovations planned for new system designs, they must submit PDCs with full justification
and explanation of the intended use following the instructions in Chapter 3 in this volume.
C2.4.1.1. DLMS Enhancements. The DLMS procedures and the supporting DLMS
Implementation Conventions (IC) identify DLMS enhancements that may not have been
implemented by all DLMS trading partners or within legacy systems. Therefore, data
associated with an enhancement transmitted within a DLMS transaction may not be received
or understood by the recipient’s automated processing system. Additionally, DLMS
procedures may not have been developed to support the data exchange. Components
wishing to implement DLMS enhancements must coordinate with DLA Logistics Management
Standards Office and trading partners prior to use. DoD Components must submit a PDC
reflecting required business rules/procedures prior to implementation of DLMS
enhancements already documented in DLMS ICs.
C2.4.1.2. Future Streamlined Data. The DLMS procedures and the supporting
DLMS ICs identify data that may be targeted for elimination under a full DLMS environment.
This data is often referred to as “future streamlined data”. This data is retained within DLMS
during a transition period when many trading partners employ legacy systems or cannot
move to full DLMS capability. DoD Components wishing to streamline data must coordinate
with DLA Logistics Management Standards Office prior to doing so. Components need to
submit a PDC reflecting any revised business rules associated with such termination.
C2.4.1.3. DLMS Data Element Field Size. The DLMS ICs identify ANSI X12 field
sizes and some field size constraints existing under DLSS legacy transactions. Many DLMS
trading partners operating within a legacy system will not be able to support the DLMS
expanded field size. Components desiring to implement an expanded field size under DLMS
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must be aware that the conversion process to the DLSS legacy transactions cannot
accommodate the larger fields. Components must coordinate with DLA Logistics
Management Standards Office prior to use and may submit a PDC to adjust a field size to a
recommended length.
C2.4.2. Submission of New Data Elements. Data elements employed in DoD-wide,
inter-DoD Component, and participating external organization logistics systems’ authoritative
issuances that have not been standardized under DoDD 8320.02, “Data Sharing in a Net-
Centric Department of Defense,” April 3, 2007, will be submitted as proposed DoD logistics
standards following procedures developed under the authority of ASD(L&MR). DoD logistics
standard data elements must be used in design and upgrading of:
C2.4.2.1. DoD-wide and inter-DoD Component automated logistics systems and
authoritative issuances, and
C2.4.2.2. DoD Component systems and issuances.
C2.5. DATA REQUIREMENTS AND FORMATS
C2.5.1. General Information. The DLMS use ANSI ASC X12 transactions for EDI and
X12 based extensible markup language (XML). EDI is widely used in the private sector to
conduct business operations, and also between industry and the Government in acquisition,
transportation, finance, and other functional areas. The DLMS extend this electronic
connectivity to internal DoD logistics operations. The DLMS may also expand to include
other emerging EB methods as they are standardized and approved for use by the DoD. The
standards and conventions are described in Chapter 6 of this manual.
C2.5.2. DLMS ANSI ASC X12 Conversion Guides. Three conversion guides must be
incorporated in DoD systems using ANSI ASC X12 transaction formats to convert DoD data
values established in legacy systems to the corresponding ANSI ASC X12 code values. DoD
applications must convert outbound transactions from DoD code values to ANSI code values
based on the DLMS Conversion Guide definitions. DoD applications must convert inbound
transactions from ANSI code values to DoD code values based on DLMS Conversion Guide
definitions (Appendix 4). The three conversion guides available from a link on the DLA
Logistics Management Standards Office Website
www.dla.mil/j-6/dlmso and Appendix 4 are:
C2.5.2.1. Transportation Mode of Shipment/Transportation Method/Type Code
Conversion Guide.
C2.5.2.2. Type of Pack Conversion Guide.
C2.5.2.3. Unit of Material Measure (Unit of Issue/Purchase Unit) Conversion
Guide.
C2.5.3. Legacy Format to DLMS Cross Reference Tables. A Defense Logistics
Standard System (DLSS) legacy 80 record position format to DLMS transactions cross
reference table provides the following information:
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C2.5.3.1. Cross Reference to Legacy Formats. Cross Reference of each legacy
format Document Identifier Code (DIC) (e.g., A01) to DLMS IC number (e.g., 511R) for legacy
format processes in DIC sequence and DLMS IC sequence. Refer to Appendix 5.
C2.5.3.2. Correlation Tables. MILSTRAP correlation tables in legacy DIC
sequence provide general functional equivalency between each MILSTRAP legacy DIC and
DLMS IC. Details for the correlation tables are provided in Appendix 5, DLMS to DLSS Cross
Reference Tables. The MILSTRAP correlation tables can be viewed at
www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlssdlmscrossreftable.asp
C2.5.3.3. Cross Reference Tables. Cross reference tables for each legacy 80
record position DLSS DIC are available in DIC and DLMS sequence, here:
www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlssdlmscrossreftable.asp
C2.5.4. DLMS Code Lists/Qualifiers. DLMS Code Lists/Qualifiers used to identify DoD
functional data elements in the DLMS ICs are described in Appendix 6. They are accessible
from a link in Appendix 6, DLMS Code List Qualifiers, or here:
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/LQHome.aspx
C2.5.5. Editing
C2.5.5.1. General. Data contained in DLMS transactions must be complete and
accurate for the receiving computer systems to process. The following paragraphs define
principles for maintaining accurate data within the DLMS for all participants.
C2.5.5.2. Edit at Origin. DLMS procedures require recipients to edit and, if
necessary, reject transactions back to the sender. Originating activities should maximize
editing and validation on their own transactions prior to transmission; this can minimize the
expense and delay involved in processing erroneous transactions. Outbound transactions
must meet all DLMS IC requirements. Components may apply more stringent or specific edit
requirements on outbound transactions to meet their business requirements
C2.5.5.3. Use Data Only as Defined. Data elements will carry ONLY the data
specifically defined in the DLMS ICs. Capabilities exist within the DLMS to support DoD
Component unique data. However, DoD Components must submit proposed DLMS changes
following Volume 1, Chapter 3 requirements to address any planned usage of Component-
unique data.
C2.5.6. Error Processing
C2.5.6.1. Transaction Set (TS) 997, Functional Acknowledgement. DLMS use TS
997 when the translator encounters an error that violates ANSI ASC X12 syntax rules. TS
997 may also be used to acknowledge receipt of a transaction set without error when agreed
to between the DoD and a commercial trading partner. Use of TS 997 is discussed in more
detail in Appendix 8 of this manual and in DLM 4000.25-4, Defense Automatic Addressing
(DAAS) Manual.
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C2.5.6.2. DLMS Implementation Convention 824R, Reject Advice. DLMS 824R is
used by the transaction recipient to reject a DLMS transaction that could not be processed
due to erroneous or missing data based on requirements identified in the DLMS IC for a
particular transaction. DLMS 824R is generated as an exception by DAAS and DoD
Component application programs to convey information to the sender’s application process.
Originating sites will possess technical and procedural means to receive the application
advice, correct errors, and retransmit appropriate data. Use of DLMS 824R is discussed in
Volume 1, Chapter 4, Functional Application Errors.
C2.5.7. Change Control. DLA Transaction Services is the designated activity to
perform change management for the translator used to convert legacy DLSS to DLMS or
DLMS to legacy DLSS. DLA Transaction Services will upgrade the translator as logistics
data requirements change and the DLMS are updated to reflect the changes. Volume 1
Chapter 3 discusses the guidelines for maintaining the DLMS and defines the procedures for
processing and recording proposed DLMS changes.
C2.5.8. Enveloping. The DLMS support the bundling of multiple groups of data,
referred to as enveloping. Specifically, multiple transactions can be bundled into a single
DLMS interchange. Multiple transaction sets of a similar type can be placed into a single
functional group, and multiple functional groups can be placed into a single interchange
group. The DLMS use of envelopes is consistent with ANSI ASC X12.6 standards. Refer to
DLM 4000.25-4, Defense Automatic Addressing (DAAS) Manual (Communications) for
details of DLMS envelope usage.
C2.6. DLMS DEVIATIONS OR WAIVERS
C2.6.1. Submission. DoD Components and participating external organizations will not
request DLMS deviations or waivers solely to accommodate existing internal systems and
procedures or organizational environments. When requesting deviations or waivers, DoD
Components and participating external organizations must submit them following the
guidelines in Chapter 3 in this volume.
C2.6.2. Review. The PRC Chairs will consider requests for DLMS deviations or waivers
when the requestor demonstrates that the system cannot provide a workable method or
procedure, or cannot accommodate interim requirements. The Director, DLA Logistics
Management Standards Office will forward unresolved matters to the applicable OSD
proponent office for resolution.
C2.7. COMMUNICATION REQUIREMENTS
C2.7.1. Telecommunication Networks. The method for conveying DLMS transactions
from one activity to another will be by DoD and Federal electronic telecommunications
networks. DoD Components will route all DLMS transactions to DLA Transaction Services.
The Defense Information Systems Network (DISN) is the main network pathway for
transmission of transactions to and from the DAAS. Refer to the DLA Transaction Services
procedures in DLM 4000.25-4 for DLMS-specific capabilities and requirements for
transmitting data within the DISN.
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C2.7.2. Common Communications Approach. All participating activities must use a
common communications approach. DLA Transaction Services procedures (DLM 4000.25-4)
define specific communication requirements. The following paragraphs highlight some of the
key communications requirements:
C2.7.2.1. Data transmission will be via the DISN or other approved alternatives.
C2.7.2.2. Compression algorithms as defined by DLA Transaction Services will be
used.
C2.7.2.3. Transaction set syntax and content will be in accordance with ANSI ASC
X12.6 standards and the DLMS implementation conventions defined in this manual.
C2.7.2.4. Transactions through DAAS are encrypted.
C2.7.2.5. Component activities will maintain copies of all transmissions for at least
one week, and will be able to retransmit them at the request of the receiving party. DLA
Transaction Services will retain a copy of all receipts and transmissions. The length of the
retention periods will vary by the specific transaction set. DLA Transaction Services
procedures define the retention period for each type of transaction set.
C2.7.2.6. DLMS transactions are variable length and in many cases have no
practical maximum size. However, for transmission purposes, an overall maximum size will
be imposed for transaction sets and transmission envelopes (see Chapter 4).
1
C2.7.3. Technical Solutions
. DoD Component activities will have the discretion to
determine the technical means to create the data exchange formats defined above, for
example, using a commercial translator or develop their own software.
C2.8. DLA TRANSACTION SERVICES OPERATIONS
C2.8.1. Functions. DLA Transaction Services is central to all DLMS operations.
2
It
performs numerous corporate functions for DLMS operations including:
C2.8.1.1. Performing basic edits and returning any transactions with errors back to
the originator.
C2.8.1.2. Archiving all received and transmitted messages, to ensure
retransmission capability in the event the original message was lost due to computer or
telecommunications failure.
C2.8.1.3. Generating images, as required.
C2.8.1.4. Holding or forwarding transactions per DoD Component profile for the
recipient.
1
Temporary restrictions at the data element level may be imposed on translation requirements to the previous fixed-length
formats.
2
Complete procedures for DLA Transaction Services are contained in the DLM 4000.25-4, DAAS Manual.
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C2.8.1.5. Executing "suppress" or other national command directives.
C2.8.1.6. Loading transaction data into the Logistics On-Line Tracking System
(LOTS).
C2.8.1.7. Coordinating and providing DoD management information on supply
system performance evaluation.
C2.8.1.8. Performing additional functions for requisitioning, including rerouting
requisitions to the correct source of supply (SOS).
C2.8.1.9. Rerouting other documents using DoD Component rules and records as
appropriate.
C2.8.1.10. Evaluating the "To" address capability for receiving transactions in
DLMS versus DLSS format.
C2.8.1.11. Converting transactions from legacy format DLSS to DLMS and from
DLMS to DLSS, as required.
C2.8.2. DLMS Global Services Provider
. DLA Transaction Services maintains activity
profiles recording EDI capability, compression techniques, encryption techniques,
communications media, and other address data of the DoD Components.
C2.8.2.1. Capabilities. In its role as the DLMS Global Services Provider and as a
DoD distribution point for EDI communications with industry, DLA Transaction Services
maintains an extensive capability to translate between EDI formats and other file structures.
As required, DLA Transaction Services will provide translation between DLMS and
Component user defined formats; between multiple versions of the ANSI ASC X12 standards;
and between other EDI formats, such as XML. In addition, DLA Transaction Services will
support translation between DLSS legacy formats and DLMS formats referred to as
“conversion”.
C2.8.2.2. Transition Conversion Requirements. During a transition period of
indeterminate length, the DoD will operate in a mixed legacy 80 record position/DLMS
environment. DAAS will provide conversion processing between the standard legacy
formats and DLMS to support this transition. Legacy format to DLMS conversion tables have
been developed that facilitate the conversion of data from legacy format to DLMS, and vice-
versa. The conversion tables enable logistics business to be conducted in both
environments. To accomplish the conversion, DLA Transaction Services uses a commercial
“any to any” mapping software package that supports a robust conversion. The Components
are able to use their current format, either legacy format or DLMS, to initiate a transaction.
DLA Transaction Services incorporates and maintains a profile of each organization and
specifies whether the organization is operating in legacy format, DLMS, or both. The legacy
format data elements are retained in DLMS to support the conversion. However, DLMS
enhanced data may not be supported in legacy or transitioning systems, so coordination with
DLA Logistics Management Standards Office is required prior to implementation of DLMS
enhancements.
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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
Services 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. DLA Logistics
Management Standards Office 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 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.
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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. DoD 4140.1-R, “DoD Supply Chain Materiel
Management Regulation”, May 23, 2003 directs DoD Components to provide the DLMS PRC
Chair with the implementation status of approved changes. Report Control Symbol (RCS)
DD-A&T(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. DLA Logistics Management Standards Office 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 DLA Logistics Management Standards
Website www.dla.mil/j-6/dlmso/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
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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, DLA Logistics Management Standards Office 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 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
alternative solutions.
3
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.
3
DLMS Training slides Module 6,
www.dla.mil/j-6/dlmso/eapplications/training/dlmsmodules/Module6-ProposedDLMSChanges.pptx
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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 DLA Logistics Management Standards Office only accepts draft PDC
submissions from the designated Component representative to the PRC. Once submitted to
the DLA Logistics Management Standards Office 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.
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C3.4.3. Submission. PDCs must be submitted to DLA Logistics Management
Standards Office through the applicable DoD Component PRC member. DLA Logistics
Management Standards 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 at
www.dla.mil/j-6/dlmso/eLibrary/Changes/processchanges.asp, to the Director, DLA Logistics
Management Standards Office, 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). 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 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
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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.
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.
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• 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 approved DLMS changes (ADCs) are
formally incorporated into the DLMS Manual and posted on the DLA Logistics Management
Standards Website
www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp.
Approved DLMS changes are also posted with the appropriate DLMS IC at
www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp.
C3.4.5. Post-Approved DLMS Change (ADC) Issuance Component Implementation
Responsibilities.
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 DD-A&T(Q&SA)1419 applies) per the guidance in
DoD 4140.1-R. The semiannual reporting of implementation status is due June 15 and
December 15.
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C5. CHAPTER 5
DLMS DATA MANAGEMENT
C5.1. PURPOSE. The chapter describes the critical factors in developing, managing, and
enabling information sharing through the use of Defense Logistics Management Standards
(DLMS) data management practices. Details about data management concepts, procedures,
and tools are covered in subsequent chapters.
C5.2. GUIDING PRINCIPLES
C5.2.1. Compliance. DLMS conform to DoD policies for data management policies as
noted in the references identified in Chapter 1 (ref., C1.3) and Chapter 2 (ref., C2.3). DLMS
also use standards from voluntary consensus standards organizations such as Accredited
Standards Committee (ASC) X12. DLMS data management helps ensure compliance with
DoD and voluntary consensus standards.
C5.2.2. Interoperability. DLMS data management supports data element coordination
to provide interoperability among logistics trading partners. The use of DLMS procedures and
metadata repository (i.e. Logistics Data Resource Management System (LOGDRMS))
simplifies and enables understanding and accessibility of data elements and their syntactical
representations.
C5.2.3. Data Quality. Data quality deficiency is often due to inconsistent or inaccurate
data usage, or conflicting business rules or business processes. The DLA Logistics
Management Standards Office coordinates data issues under the governance of the Process
Review Committees (PRC). Revisions to the DLMS procedures and component systems are
necessary to harmonize data.
C5.2.4. Revisions to Data Requirements. Revisions to the DLMS and data
requirements are proposed and incorporated under the PRC forum for the respective logistics
functional area. Submit all proposed change requests through the designated DoD
Component PRC representatives. More information on the DLMS PRC process can be found
in Volume 1, Chapter 3 of this manual on the DLMS Website
www.dla.mil/j-6/dlmso/eLibrary/changes/processchanges.asp.
C5.3. GOVERNANCE
C5.3.1. Approach
C5.3.1.1. The process for adding, modifying, and deleting DLMS data elements is
part of the Proposed DLMS Change (PDC)/Approved DLMS Change (ADC) process. The
DLMS PDC and ADC templates provide sections to identify changes to DLMS data elements.
Information on data element proposals should be included in relevant PDC/ADC sections as
appropriate, but common practice is to include data element changes in the description of
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change, the impacts, explanations, and any descriptions of DLMS IC changes. The
PDC/ADC procedures are in Volume 1 Chapter 3 of this manual and at
www.dla.mil/j-6/dlmso/eLibrary/Changes/processchanges.asp
C5.3.1.2. Changes to data representations in DLMS Implementation Conventions
are made when the ADC is published.
C5.3.1.3. Approved data element changes are represented in LOGDRMS upon
the implementation date identified in the ADC. If no implementation date is explicitly
designated, LOGDRMS will be updated concurrent with the date of the ADC.
C5.3.2. Responsibilities
C5.3.2.1. Components. Components contribute to the maintenance of DLMS by
developing and commenting on PDCs and ADCs.
C5.3.2.2. DLA Logistics Management Standards Office. The DLA Logistics
Management Standards Office is the DoD Executive Agent for Logistics Data Interchange
and is responsible for change management concerns and technical issues related to the
implementation of DLMS Data Elements and Information Exchanges as defined by DLM
4000.25. The DLA Logistics Management Standards Office oversees LOGDRMS for
maintaining and presenting DLMS data elements. Prior to staffing a PDC, and again with the
ADC, the relevant PRC Chair coordinates content and quality review of additions and
modifications to data elements among DLA Logistics Management Standards Office staff.
C5.4. METADATA MANAGEMENT. Metadata are the defining characteristics about data
elements of a database or transaction. However, DLMS managed metadata expands beyond
the simple characteristics of data elements or a transaction. It also includes, associated code
values, business rules, transaction formats, and the repository that hold the information.
These data categories reflect distinctions between generic and context-specific definitions as
well as different representations when applied within syntactical standards, or how they’re
used in a particular business transaction. Understanding the relationship among the data
categories and the governing process will improve data quality through the use of consistent
data assets. The details of these categories are described in the subsequent chapters.
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Table C5.T1. DLMS Metadata Categories
Category Explanation
Core Data Element The most general definition of a data element that forms the
basis of more specific DLMS data element (e.g., DoD activity
address code (DoDAAC))
DLMS Data Element and
associated business
rules/code values
The specific DLMS data element coordinated for use in the
logistics community. It may be identical to the core data
element, or a business context-specific version of a core data
element to recognize different contextual uses of a core data
element. (e.g., Bill-to DoDAAC). Some DLMS data elements
have explicit business rules and/or code values that specify their
usage in a business transaction
Accredited Standards
Committee (ASC) X12
Representation
The ASC X12 syntax structures to which DLMS data elements
are mapped in DLMS ICs. (e.g., code BT, Bill-To-Party, qualifies
the X12 entity to which the DLMS element Bill-to DoDAAC is
mapped)
C5.4.1. The following information is recorded in LOGDRMS. LOGDRMS is a publically
accessible website at www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlmsdicdir.asp.
C5.4.1.1 Metadata for each data element, including a definition, minimum and
maximum characters, data type, and authoritative source(s)
C5.4.1.2 Code values and special business rules
C5.4.1.3 DLMS data elements and their relationships to X12 syntax
representations
C5.4.1.4 Mapping of DLMS data elements and code values in the DLMS
transactions
C5.4.2. Developing DLMS Data Requirements: data elements, business rules, and
code values.
C5.4.2.1. Data requirements identified during PDC development (Volume 1,
Chapter 3), are compared against the DLMS elements recorded in LOGDRMS to check if the
element is already supported, needs to be modified, or needs to be added. While preferable
for DLMS data elements to use terms commonly used by subject matter experts, reuse of an
existing DLMS element with the same semantic meaning may take precedence in the interest
of interoperability. Conversely, DLMS data elements may be adjusted from common industry
usage to distinguish concepts that are almost the same but should not be confused as
synonyms. These same concepts are used to develop code values and business rules.
C5.4.2.2. The creation of a core data element occurs when an Approved DLMS
ADC adds a new DLMS data element that does not represent a context-specific version of an
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existing core element. The core element name and definition are derived from the approved
DLMS element and are to be made as generic as possible. It is possible that the Core
element may duplicate the DLMS element if the DLMS element is generic.
C5.4.2.3. When ADCs include mappings of DLMS elements to X12 structures in
the DLMS ICs, LOGDRMS is updated to reflect the use of X12 data elements.
C5.5. COMMUNITIES OF INTERESTS (COI). The orchestration of logistics data
management requires continuous dialog and coordination with the other DoD Components,
Federal agencies, and Commercial communities to ensure shared data is visible,
understandable, and interoperable. The DLA Logistics Management Standards Office staff
participates in various COIs focused on enterprise data standards and interoperability issues.
C5.5.1 DoD Metadata Registry (MDR). Directive DoD 8320.02, “Data Sharing in a Net-
Centric Department of Defense”, April 23, 2007, requires that Data assets must be made
understandable and discoverable by publishing associated semantic and structural metadata
in a federated MDR. DLA Logistics Management Standards Office is the manager of the
Logistics namespace in the MDR. When DLMS ICs are updated by ADCs, an XML schema
is generated from the DLMS IC as an alternative syntactical approach. These XML schemas
are posted to the MDR on a regular basis.
C5.5.2. Country Code Working Group (CCWG). DLA Logistics Management Standards
Office is a voting member of the CCWG. It was established to create and maintain the
configuration management process for the maintenance of the Geopolitical Entities, Names,
and Codes (GENC) Standard for use by the U.S. Federal Government and the Department of
Defense (DoD). GENC is the U.S. Government profile of ISO 3166, modified only where
necessary to comply with U.S. law and U.S. Government recognition policy. The complete set
of entries in the GENC Standard may be browsed and searched from the GENC Discovery
page at earth-info.nga.mil/gns/html/gazetteers2.html
. Federal and DoD Component systems,
including MAPAD and DoDAAD must be in compliance with the GENC Standard.
C5.5.3. Business Enterprise Architecture (BEA). In 2005, the National Defense
Authorization Act mandated the establishment and use of a BEA: An organizational system
designed to provide overarching governance across all business systems, functions, and
activities for 15 End-to-End (E2E) business processes within the DoD. The entire BEA
content is available on the BEA website. BEA compliance is one of the requirements in the
DoD Investment Review Board (IRB) process, which certifies funding for Defense Business
Systems that have an expected total cost of greater than $1 million. The IRB process is
available on the IRB website. The DLA Logistics Management Standards Office has
significant interest in the BEA E2E business processes such as: “Order to Cash”, “Procure to
Pay”, ”Plan to Stock”, and “Acquire to Retire”. Given that all DoD trading partners must
comply with BEA, it is imperative that the relevant BEA content is valid and interoperable with
DLMS. With over 60 published DLMS transactions (e.g., Requisition, Advance Shipment
Notice), including business processes, information exchanges, business rules and data
requirements; DLMS continue to contribute to the BEA development process by incorporating
the logistics business processes, business rules, and data requirements into the relevant E2E
processes, Standard Financial Information Structure, and Procurement Data Standards.
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DLMS policies and procedures are also included in the BEA Laws, Regulations, and Policies
and they are linked as constraints to the various business processes in the architecture
models. In additional to the BEA and DLMS compliance, the Components have additional
processes, business rules and data for managing customers within their respective business
systems.
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C6. CHAPTER 6
STANDARDS AND CONVENTIONS
C6.1. PURPOSE. The purpose of this chapter is to assist the reader in understanding the
basic concepts and semantics of the standards involved in processing logistics transactions:
Defense Logistics Standard Systems (DLSS); American National Standards Institute (ANSI)
Accredited Standards Committee (ASC) X12 (hereafter referred to as ASC X12) Standards;
and Extensible Markup Language (XML) standards.
C6.2. DEFENSE LOGISTICS STANDARD SYSTEMS/MILITARY STANDARD SYSTEMS.
DLSS are commonly referred to as Military Standard Systems (MILS) and are legacy 80
record position, fixed-length, DoD-unique standards for DoD logistics transactions.
C6.2.1. Developed in the 1960s, each DoD logistics transaction was based on the 80-
record position (fixed-length) punch card. Each record position (column) on the punch card
contains a datum as defined in the requirements of that particular transaction. Figure C6.F1 is
an example of two data items, their record positions and their associated values:
Figure C6.F1. MILS Record Position Example
Record Position Name Description
1-3 Document Identifier Code (DIC) A three-position code that indicates
the purpose and use of the document
An example of a DIC is A0A, which stands for domestic shipment/with National Stock
Number (NSN)/North Atlantic Treaty Organization (NATO) stock number
4-6 Routing Identifier Code (RIC) A three-position code used to
represent the recipient of the
document
An example of a RIC is SMS, which identifies Defense Logistics Agency (DLA)
C6.2.2. Since their inception, the DLSS legacy formats have provided the backbone of
cross-functional interoperability between DoD Components and their commercial trading
partners. However, the rigid fixed-length formats are functionally constrained, technologically
obsolete, and unable to support current DoD business goals.
C6.3. ASC X12 STANDARDS. In 2000 the Department of Defense issued a directive that
mandated the use of Electronic Data Interchange (EDI) Standards for the exchange of DoD
logistics business transactions (DoDD 8190.1 “ DoD Logistics Use of Electronic Data
Interchange (EDI) Standards”, May 5, 2000). This means that logistics transactions must
migrate from DLSS legacy standards to the DLMS. DoD adopted the ASC X12 EDI
standards as the basis for the DLMS.
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The ASC X12 standards define commonly used business transactions in a formal, structured
manner called transaction sets. The structure of the transaction set comprises specific
syntax rules for the EDI constructs. The standard defines the data elements, codes, and
segments within each transaction set. Most importantly, it also defines specific rules and
formats for the content of data within the data elements.
C6.4. STRUCTURE OF EDI TRANSMISSION. To allow different types of transaction sets to
be transmitted from one party to another in the same transmission, a hierarchical structure of
headers and trailers allows the data to be segregated logically for easy interpretation by the
transmitter and receiver.
Figure C6.F2. EDI structure Example
4
4
Each layer of the EDI enveloping structure and transaction set detail is described below, beginning with the
outer layer (Interchange Control Header/Trailer) and moving to the innermost layer (Transaction Set Details).
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C6.4.1. Interchange Control Header (ISA) and Trailer (IEA) Segments. Interchange
Control consists of one or more Functional Groups enclosed in an envelope defined by an
ISA Interchange Control Header segment and ending with an IEA Interchange Control Trailer
segment. Details of the envelope:
• Contains the structured mailbox address of the sender and the receiver.
• Contains control numbers and counts of the different types of functional groups
inside.
• Contains a time/date stamp.
• Specifies the format and version of the interchange envelopes.
• Specifies the characters used for data element delimiters (separators) and segment
terminators.
C6.4.2. Functional Group Header (GS) and Trailer (GE) Segments. A Functional Group
is a group of one or more related Transaction Sets within an EDI transmission. Functional
Groups start with a GS Functional Group Header segment and end with a GE Functional
Group Trailer segment. The details in the Functional Group GS/GE envelope are often used
to route the group's transaction sets to the target environment. Functional Group detail:
• Contains a functional group ID (e.g., RN (511), MD (527)).
• Contains transaction set counts and functional group control numbers.
• Contains a time/date stamp of when the group was generated.
• Provides format, version, and release specifications of the transactions within the
group.
C6.4.3. Transaction Set Header (ST) and Trailer (SE) Segments. The Transaction Set
Header and Trailer are used to uniquely identify the transaction set. The transaction set
begins with an ST Transaction Set Header segment and ends with an SE Transaction Set
Trailer segment.
C6.4.3.1. Transaction Set Header. The Transaction Set Identifier Code (ST01) is
the first data element of the transaction set header segment. It is used by the translation
routine of the interchange partners to select the appropriate transaction set definition (e.g.,
511 selects the Requisition transaction set). The Transaction Set Control Number (ST02)
uniquely identifies an instance of the transaction set and is assigned by the originator of a
transaction set. The control number in ST02 must match the control number in SE02. Some
DLMS transactions use the ASC X12 version release 4030 which contains an additional data
element in the ST Segment; the Implementation Convention Reference (ST03) uniquely
identifies the DLMS IC used in the transaction.
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ST* <...data, separated by *...>
<multiple transaction loops and segments>
SE* <...data, separated by *...>
ST* <...data, separated by *...>
<multiple transaction loops and segments>
SE* <...data, separated by *...>
C6.4.3.2. Transaction Set Trailer. The purpose of the transaction set trailer is to
indicate the end of the transaction set and provide the count of the transmitted segments
(including the beginning (ST) and ending (SE) segments). The number of the included
segments (SE01) is used to indicate the end of the transaction set and provide the count of
the transmitted segments (including the beginning (ST) and ending (SE) segment). The
Transaction Control Number (SE02) must match the one in ST02 to ensure that entire
transaction set was received.
Figure C6.F3. Header/Footer Example: ST and SE
C6.4.4. Transaction Set Detail (Data) Segments. A Transaction Set is a group of data
segments, as defined by the X12 Standard, conveyed between trading partners. The
information, in the form of a transaction set, is generally patterned after a conventional paper
document, such as a requisition or invoice.
C6.4.4.1. A Transaction Set consists of a number and name (e.g., 511
Requisition), purpose, Functional Group ID, table listing the included segments, their position
numbers, requirement designation, maximum usage, and loop repeat counts.
C6.4.4.2. The Transaction Set Detail comprises data elements and data segments
specific to the business (requisition) transaction. Examples of data in the detail section are:
identity of ordering activity, item ordered, quantity, order priority, delivery point, and identity of
paying activity.
C6.4.4.3. Data Element
. The data element is the smallest named unit of
information in the standard. A simple data element is equivalent to a field in a data
dictionary. It has a name, a data element number, a brief description, a data type, and a
minimum and maximum length. When a group of two or more simple data elements are
linked together to form a single data element, they are referred to as a composite data
structure.
C6.4.4.3.1. Data Element Types. There are seven types of data elements
identified in Table C6.T1.
Table C6.T1. Data Element Types
Data Element Type Data Element Type Description
AN – Alphanumeric
String
Sequence of letters, numbers, spaces, and/or special characters. The contents
are left-justified and trailing spaces should be suppressed.
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Table C6.T1. Data Element Types
Data Element Type Data Element Type Description
B – Binary Any sequence of octets ranging in value from binary 0000000 to 1111111. This
data element type has no defined maximum length. Actual length is specified by
the immediately preceding data element. The binary data element type may only
exist in the Binary segment and is not used in the DLMS at this time.
DT – Date Used to express the standard date in (CC)YYMMDD format in which CC is the
century, YY is the year, MM is the month (01 to 12), and DD is the day of the
month (01 to 31). DLMS require the use of century to satisfy Y2K compliance.
ID – Identifier Contains a unique value from a predefined list of values maintained by ASC X12,
the DoD, or other responsible organization referenced by the data element
dictionary. All code lists employed under DLMS, including those maintained by
ASC X12 are available via LOGDRMS. The contents are left-justified and trailing
spaces should be suppressed. Identifier type data elements are frequently used
as qualifiers to identify by code the type of information contained in an
associated data element. For example, the identifier type data element,
Product/Service ID Qualifier, may be transmitted with a value of FS to indicate
that the value contained in the associated data element Product/Service ID is a
national stock number. In this instance, the list of valid identifier codes is
maintained by X12. The conventions normally specify which of these values are
permissible entries for the specific use under DLMS.
Nn – Numeric Represented by one or more digits with an optional leading sign representing a
value in the normal base of 10. The value of a numeric data element includes an
implied decimal point. It is used when the position of the decimal point within the
data is permanently fixed and is not to be transmitted with the data. The symbol
for this data element type is Nn where “N” indicates that it is numeric and “n”
indicates the number of decimal positions to the right of the implied decimal
point. If no decimal positions are allowed, the symbol is written as N or N0. A
leading minus sign (-) is used to express negative values. Absence of a sign
indicates positive value. Leading zeros should be suppressed unless necessary
to satisfy a minimum length requirement. The length of a numeric type data
element does not include the optional minus sign. For example, where the
numeric type is N2 (indicating an implied decimal placement two positions from
the right), the value -123.4 would be transmitted as -12340. The length of the
value within the data stream is five.
R – Decimal
Numeric
Contains an explicit decimal point and is used for numeric values that have a
varying number of decimal positions. The decimal point is always carried in the
transmission unless it occurs at the right end of the value. A leading minus sign
(-) is used to express negative values. Absence of a sign indicates positive
value. Leading zeros should be suppressed unless necessary to satisfy a
minimum length requirement. Trailing zeros following the decimal point should
be suppressed unless used to express precision. Use of commas within the
numeric value is prohibited. The length of a numeric type data element does not
include the optional minus sign or the decimal point. For example, the numeric
value - 123.45 would be transmitted as -123.45. The length of this entry is five.
TM – Time Used to express the time in HHMMSSdd format in which HH is the hour for a 24-
hour clock (00 to 23), MM is the minute (00 to 59), SS is the second (00 to 59)
and dd is the decimal seconds. Seconds and decimal second are optional.
Trailing zeros in decimal seconds should be suppressed unless necessary to
satisfy a minimum length requirement or unless necessary to indicate precision.
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C6.4.4.3.2. Data Element Length. Each data element is assigned a minimum
and maximum length, which may be the same. The length of the data element value is the
number of character positions used except as noted for numeric, decimal, and binary
elements. A data element is of variable length unless the minimum and maximum lengths
are equal, in which case it is of fixed length. The length attribute of a data element is
expressed as minimum length / maximum length, e.g., 2/30.
C6.4.4.4. Data Segment. The data segment comprises simple data elements
and/or composite data structure(s) and separators, as an intermediate unit of information in a
transaction set. Each data segment has a unique segment ID and is used to convey a
grouping of functionally-related user information.
C6.4.4.4.1. Condition Designator. The condition designator (or requirement
designator) is used to define the circumstances under which a data element is required to be
present or absent in a particular usage. These conditions are of three basic types:
mandatory, optional, and conditional. Under DLMS, optional and conditional designations can
be further defined as either recommended or required. Condition designators shown in Table
C6.T2 are identified by the symbol as specified in parentheses.
Table C6.T2. Condition Designators
Condition
Designator
Condition Designator Definition
Mandatory (M) The designation of mandatory is absolute in the sense that there is no dependency
on other data elements within the segment or composite data structure. A
mandatory data element must appear in the segment.
Optional (O) The designation of optional means that there is no syntactic requirement for the
presence of the data element within the segment or composite data structure.
Optional data elements may be included or omitted based upon instructions provided
in the DLMS ICs or at the discretion of the transmitting activity (as applicable).
Conditional (X) A designation of conditional defines a special relationship between two or more data
elements within a segment or composite data structure. Relational conditions are
based upon the presence of one of those data elements. The specific relationship is
defined in a syntax note. The first character of the syntax note identifies one of the
following conditions:
(1) Paired (P). If any specified data element is present, then all of the specified data
elements must be present.
(2) Required (R). At least one of the specified data elements must be present.
(3) Exclusion (E). Not more than one of the specified data elements may be used.
(4) Conditional (C). If the specified data element is present, then all other specified
data elements must be present. However, any or all of the data elements not
specified as the first in the condition may appear when the first is not present.
(5) List Conditional (L). If the first specified data element is present, then at least
one of the remaining specified data elements must be present. However, any or
all of the data elements not specified as the first may appear when the first is not
present.
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C6.4.4.4.2. Data Segment Loops. Data Segment Loops are groups of two or
more data segments that represent a block of related information in a Transaction Set.
Different loops may be nested within each other, and loops may repeat up to the maximum
loop occurrences specified within the Transaction Set. In some cases, it may be specified as
having an unlimited number of occurrences (noted as “>1”). Loops can be Unbounded or
Bounded as defined in the X12 Standard.
C6.4.4.4.2.1. Unbounded. An Unbounded loop starts with a specific
segment, and all of the other segments in the loop may be considered children of that
segment. To establish the iteration of a loop, the first data segment in the loop must appear
once and only once in each iteration. Loops may have a specified maximum number of
repetitions. A specified sequence of segments is in the loop. Loops themselves are optional
or mandatory. The requirement designator of the beginning segment of a loop indicates
whether at least one occurrence of the loop is required. Each appearance of the beginning
segment defines a new occurrence of the loop. The requirement designator of any segment
within the loop after the beginning segment applies to that segment for each occurrence of
the loop. If there is a mandatory requirement designator for any data segment within the loop
after the beginning segment, that data segment is mandatory for each occurrence of the loop.
If the loop is optional, the mandatory segment only occurs if the loop occurs.
C6.4.4.4.2.2. Bounded. The characteristics of unbounded loops
described previously also apply to bounded loops. In addition, bounded loops require a Loop
Start Segment (LS) to appear before the first occurrence of the loop and a Loop End
Segment (LE) to appear after the last occurrence of the loop. If the loop does not occur, the
LS and LE segments are suppressed.
C6.4.4.5. EDI fields and records are separated by delimiter characters. The
delimiter for a field and the delimiter for a record are set externally by the Interchange Control
Header (ISA) segment. This means, the EDI parser may not know what the delimiters will be
until it has begun to parse the file. EDI handles this problem by making the first segment,
ISA, fixed length and defining the delimiters in the ISA segment of the EDI interchange. In an
actual interchange, ASCII Hexadecimal characters are used, a graphic representation is used
for print examples.
C6.4.4.5.1. Delimiters
. In ASC X12 EDI interchanges, there are three
delimiters. The delimiters cannot appear as a value in the business transaction; otherwise the
syntax rule will fail.
C6.4.4.5.1.1. Data Element Separator. The first delimiter is the data
element separator. This defines the delimiter between each field within the record. This
character will likely be the most common character used for any given EDI file.
C6.4.4.5.1.2. Component Element Separator. The second, and least
commonly used, is the component element separator. ASC X12 supports the use of sub-
elements in transactions employing a Composite data element such as in the Unit of Measure
(MEA) and Reference (REF) segments. The component element separator delimits the sub-
elements.
C6.4.4.5.2. Segment Terminator. Lastly, the segment terminator defines the
end of each segment within the transaction.
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C6.4.4.5.3. EDI Interchange and Delimiter Example. Figure C6.F4. shows an
example of the EDI data in an interchange.
Figure C6.F4. ASC X12 Delimiters.
ISA*00* *00* *01*1515151515 *01*5151515151
*041201*1217*U*00403*000032123*0*P*\*~
GS*CT*9988776655*1122334455*20041201*1217*128*X*004030~
ST*831*00128001~
BGN*00*88200001*20041201~
N9*BT*88200001~
TRN*1*88200001~
RCD*1*20*EA\2\1~
AMT*2*100000.00~
QTY*46*1~
SE*8*00128001~
GE*1*128~
IEA*1*000032123~
Data Element Separator = * (Asterisk). Defined in the fourth position of the ISA Segment
Component Element Separator = \ (Back slash). Defined in the 3
rd
to last position of ISA
segment
Segment Terminator = ~ (Tilde). First occurrence defines the segment termination
C6.5. XML STANDARDS
. DLMS use XML as an alternative to EDI for exchanging data
between logistics trading partners. XML offers a flexible way to describe and tag content
(data, word, phase, etc.) in a structured way. The XML standard emphasizes simplicity and
usability over the Internet. It is a textual data format with worldwide support. Though
originally designed to focus on documents, it is widely used to represent data structures (e.g.,
DLMS) and is the foundation of web services. XML only refers to the data; the XML Schema
(i.e. XSD file) is used to express the set of business rules to which the XML must conform to
be considered valid. The schema is an abstract collection of metadata components. The
XML instance document is validated against the schema (a process known as the
assessment) prior to sending the transaction for processing. This validation ensures required
fields are present, the elements are in the correct format and valid codes are used (when
defined in the schema).
C6.5.1. Well-Formed. The XML specification defines an XML document as text that is
well-formed; for example, it satisfies a list of syntax rules provided in the specification. Some
of the key criteria are:
C6.5.1.1. It contains only properly encoded legal Unicode characters.
C6.5.1.2. None of the special syntax characters such as "<" and "&" appear except
when performing their markup-delineation roles.
C6.5.1.3. The beginning, ending, and empty-element tags that delimit the
elements are correctly nested, with none missing and none overlapping.
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C6.5.1.4. The element tags are case-sensitive; the beginning and end tags must
match exactly. Tag names cannot contain any of the characters !"#$%&'()*+,/;<=>?@[\]^`{|}~,
nor a space character, and cannot start with -, ., or a numeric digit.
C6.5.1.5. There is a single "root" element that contains all the other elements. The
XML instance document must adhere to all the rules of a well-formed file or it is not XML. An
XML processor that encounters violation of the well-formed rules is required to report such
errors and to cease normal processing.
C6.5.2. In addition to being well-formed, DLMS XML must be valid. This means that it
contains a reference to a schema (XSD file) and that its elements and attributes are declared
in that schema and follows the grammatical rules for them that the schema specifies.
Additional usage information is further described in Chapter 8.
C6.5.3. XML Tags. XML and EDI tag names are similar, but XML fields and records
are handled differently than in EDI. In EDI, data is separated by delimiters. In XML,
documents are comprised of markup code to delimit content. Markup and content are
distinguished by syntactic rules. All strings that constitute markup begin with the character <
and end with a >. These bracketed strings are called XML tags. Strings of characters that
are not XML tags are content.
C6.5.3.1. XML tags define the beginning and end of each section of the XML
transaction. The start tag contains the field or record name. The end tag will use the same
name, but will be preceded by a forward slash. Anything in between the two tags is content.
For example, to define the value 1000 in the quantity field the XML might appear as
<quantity>1000</quantity>. Figure C6.F5 shows the hierarchy:
Figure C6.F5. XML Hierarchy
<segment>
<code>ISA</code>
<element>00</element>
<element> </element>
<element>00</element>
<element> </element>
<element>01</element>
<element>1515151515 </element>
.
.
.
</segment>
C6.5.3.2. XML is self-validating. Each DLMS XML transaction has an XSD
(XML Schema Definition) file. The XSD defines the data types (e.g., string, numeric, binary)
and detailed constraints (e.g., size, optional/required, enumeration value (lookup table), and
format). The process of checking to see if an XML transaction conforms to a schema is
called validation, which is separate from XML’s core concept of being syntactically well
formed. All XML transactions must be well formed or they cannot be parsed. The schema
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ensures the transaction conforms to the process rules. Validation of an instance transaction
against a schema can be regarded as a conceptually separate operation from XML parsing.
In practice, the schema validation is integrated within the XML parser.
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C7. CHAPTER 7
DEFENSE LOGISTICS MANAGEMENT STANDARDS USE
OF ACCREDITED STANDARDS COMMITTEE X12
C7.1. PURPOSE. The purpose of this chapter is to describe Defense Logistics Management
Standards (DLMS) use of Accredited Standards Committee (ASC) X12 standards.
C7.2. IMPLEMENTATION CONVENTION. ASC X12 develops uniform standards for
electronic interchange of business transactions. The main objective of ASC X12 is to provide
standards to facilitate electronic interchange of general business transactions. The standards
provide a broad range of transaction setup upon which trading partners may base specific
implementation conventions (IC). By agreement between trading partners, ICs are
developed to satisfy a specific business interchange. These ICs do not incorporate the full
range of allowable business information in a transaction set but tailor the configuration of the
transaction sets to identify selected data segments and data elements essential to the
business interchange. The Logistics Community has exercised a similar judgment in
developing and defining the DLMS ICs.
C7.3. DLMS IMPLEMENTATION CONVENTION
C7.3.1. The DLMS ICs represent a combination of ASC X12 standards and
implementation guidance specific to the DLMS. The main objective is to provide standards to
facilitate electronic interchange of general business transactions. DLMS ICs identify and
define the segments, data elements, and codes that DLMS trading partners use in each IC.
Most importantly, DLMS ICs specify rules and formats for the content within the data
elements. DLMS ICs address how the standards are implemented. One X12 transaction set
may be used in several different functional areas or repeatedly within the same functional
area. Each separate interpretation of the standards according to a specific usage is called an
application. DLMS ICs are found on the DLA Logistics Management Standards Office
Website: www.dla.mil/j-6/dlmso/eLibrary/TransFormats/140_997.asp.
C7.3.2. Structure. Each DLMS IC consists of a cover page, X12 transaction set table
diagram, segment hierarchy, and notes.
C7.3.2.1. Cover page. The cover pages includes the transaction designation (e.g.,
527R, Material Due-In and Receipt), the purpose of the transaction (brief narrative description
of how this transaction is used), notes (a more detailed description of the transaction within
the scope of the Supply Chain), and a change history (a list of ADCs and a short description
of the enhancement).
C7.3.2.2. X12 Transaction Set Table Diagram. The information here contains an
outline of the X12 standard transaction set. There may be semantic notes, but only high level
information is contained within this section.
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C7.3.2.3. Segment Hierarchy. The segment hierarchy includes a data element
summary with information pertaining to each data element in the segment. In general,
information printed in normal typeface is extracted from ASC X12 standards and information
printed in italics prefaced by “DLMS Note” relates to the DLMS implementation of the
standards.
C7.3.2.4. Instructions on Use of the ASC X12 Standard. In many instances, exact
equivalents are not available to map the DoD information requirements to the ASC X12
standard. Specific instructions on how a particular portion of the standard is used under
DLMS ICs are provided in the form of DLMS notes. The DLMS notes explain what data may
be carried where. The DLMS notes are printed in italics in a gray box. Notes may be
applicable to a transaction set, segment, data element, or a specific code value.
C7.3.2.5. Importance of DLMS Notes. The information provided in DLMS notes is
crucial to understanding the DLMS IC. At times, the ASC X12 data element or code value
name has little similarity to the commonly used DoD name for a piece of information.
Additionally, an ASC X12 data element or code value may be used as a migration code (see
C7.4.1.3) or local code (see C7.4.1.4) to carry DLMS required data not otherwise provided for
by the standard. The DLMS notes explain these circumstances.
C7.3.2.6. Syntax and Semantic Notes. The terms “syntax” and “semantic,” when
used in the context of EDI implementations, refer to the structure and meaning of X12-
formatted information respectively:
C7.3.2.6.1. Syntax is the structure of the data. This includes establishing the
method of encoding a piece of data by its attributes and identifying that data in the transfer.
Defining minimum and maximum field lengths of a data element or the designation of a
relevant code list are examples of syntax requirements.
C7.3.2.6.2. Semantic relates to the meaning of the data transferred. For
example, a semantic note might indicate the relationships in the meaning of one or more data
elements in an instance of the segment.
C7.4. DLMS USE OF ASC X12 CODES. Most DLMS ICs are based on ASC X12
version/release 4010 or 4030. When DLMS uses codes from a higher version/release, it is
referred to as a Migration Code. The X12 standard currently does not allow for use of codes
from a higher version/release, nor does it allow substantially changing the meaning of the
underlying code, hence creating confusion and non-compliance with respect to semantic
equivalence. Although technically regarded as syntactically non-compliant by the X12
standard, the DLMS authorize limited use of higher version/release codes to support
Component data requirements. DLA Transaction Services, DoD Components, trading
partners, and Value Added Networks (VAN) will ensure commercial software products are
configured in accordance with the DLMS IC.
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C7.4.1. Code Sources
C7.4.1.1. Deriving Code Values. Code values associated with data elements may
be derived from several locations. Many of the applicable code values for DLMS data
elements are listed in the DLMS ICs. DLMS will continue to support other legacy code
structures used in the Defense Logistics Standard System (DLSS). Three data elements,
transportation mode/method code (transportation method/type code), unit of issue (unit or
basis for measurement code), and type pack code (packaging code) use conversion guides
to convert the DoD legacy fixed-position code structure to the ASC X12 code structure.
Special processing at the sending node provides conversion from a DoD code value to an
ASC X12 code value for transmission of the transaction set. The sender and the receiver
employ the conversion guide so that the users see only the familiar DoD code values. DLMS
Cross Reference/Conversion Guides are available from the DLA Logistics Management
Standards Office Website:
www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlmsansiconverguides.asp.
C7.4.1.2. References to Code Source. In DLMS ICs, some data elements
reference a significant number of code values that are applicable to a DLMS application.
When the specific codes are not listed in the DLMS IC, a reference to a code source is
provided.
C7.4.1.3. Migration Code. A “migration code” is a code used from a higher ASC
X12 version/release (e.g., 5030) that is used in a lower version/release (e.g, 4010). The
semantic meaning and syntax are consistent with the higher version/release. Use of a
migration code refers to establishing agreement among all trading partners to use a valid X12
code from a higher version/release, with its approved X12 definition, in a lower
version/release of X12. Manual intervention may be needed for some commercial ANSI ASC
X12 parsers to accept the higher version/release code.
C7.4.1.4. Local Code. A “local code” is a code value that is not in the current
version/release, and has not been established in a higher ASC X12 version/release. A data
maintenance action with ASC X12 is in process to establish the code in a higher version/release.
Once approved by ASC X12, the local code becomes a migration code. Manual intervention may
be needed for some commercial applications to accept the local code.
C7.4.1.5. Borrowed Code. Use of a “borrowed code” refers to establishing an
agreement among all trading partners to use a valid X12 code at the correct version but
altering the code’s semantic meaning (i.e., the code is used because it conforms to syntax
rules, even though its intended meaning is different from its use in the identified context).
The borrowed value must be a value that is otherwise unused by the trading partners
allowing its definition to be mutually changed. When a borrowed code is identified for DLMS
use, DLA Logistics Management Standards Office will submit an ASC X12 data maintenance
(DM) action to establish a new qualifier to be approved for use in a higher (future) ASC X12
version/release. The borrowed code may be used indefinitely until DoD migrates to a higher
version of ASC X12; however, it is more likely to be permanent, since migration to higher
versions is very rare.
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C7.4.1.6. DLMS Qualifiers
C7.4.1.6.1. DLMS qualifiers are ASC X12 Data Element 1270 Codes that
identify a DoD code list. X12 Data Element 1271 (Industry Code) is the actual code from the
code list identified (or qualified) in X12 Data Element 1270. DLMS Qualifiers are available
from the DLA Logistics Management Standards Office Website
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/LQHome.aspx. See
Chapter 6 of this volume for more information about how Logistics Data Resources
Management System (LOGDRMS) presents qualifiers.
C7.4.1.6.2. Qualifier values are selected from codes approved for use by
ASC X12 in the version/release applicable to the DLMS IC. At times, there is no suitable
qualifier available within the X12 dictionary and an alternative code must be used to identify
and pass the data associated with the business process (migration or borrowed code).
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C8. CHAPTER 8
MILITARY STANDARD SYSTEMS/DEFENSE LOGISTICS
MANAGEMENT STANDARDS MAPPING
C8.1. GENERAL. This chapter provides an overview of data mapping procedures between
Military Standard System (MILS) and Defense Logistics Management Standards (DLMS)
transactions. MILS official name is the Defense Logistics Standard System (DLSS), however
most users know it as MILS, MILS will be used throughout this chapter.
C8.2. APPLICABILITY AND SCOPE. The data mapping identifies the data content and
location within the MILS and DLMS formats. The DLMS maps are created and maintained by
DLA Transaction Services and support translation of data both from MILS to DLMS and
DLMS to MILS. Because DLMS transactions have the capacity to convey more data than the
MILS, the mapping also highlights the gaps in the DLMS and MILS translation processes
(e.g., information may be lost when translating a DLMS transaction to a MILS transaction
because only values that exist in both DLMS and MILS can be translated).
C8.3. DATA TRANSFORMATION.
C8.3.1. Mapping is a step in a larger process known as data transformation. Data
transformation is the process of converting information from one format to another format.
MILS is based on 80-column card images developed in the 1960s and was the sole DoD
transaction format for decades. The records are fixed length and fields are based on a
column position within the record.
C8.3.2. DLMS currently supports two industry standard formats: X12 EDI and
eXtensible Markup Language (XML). To make data mapping easier between the multiple
formats, DLMS XML uses the EDI X12 element names for the markup tags. For example, if
the EDI element name is “Reference Identification”, “<E_Reference_Identification>” and
“</E_Reference_Identification>”will be used as the beginning and ending tags within XML.
C8.3.3. DLA Transaction Service’s transformation process involves the use of
executable programs to convert transactional data between MILS, DLMS EDI, and DLMS
XML.
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C8.4. MILS-DLMS EDI MAP CONSTRUCT.
C8.4.1. While the DLMS maps are based on the MILS transaction format, multiple MILS
transaction formats may be mapped to a single DLMS transaction. For example, Document
Identifier Codes (DIC) D4_, D6_, DRA, DRB, DRF, DZK, D6T, BAY,C3D, C2_, DX_, Z6T,
Z4S, Z6S, BG1 and BG2 are all mapped to the DLMS 527R Receipt, Inquiry Response and
MRA transaction. Due to this many-to-one relationship, the maps contain conditional
statements defining how MILS elements map to the corresponding DLMS elements. For
example, the national stock number (NSN) element appears in record position 12 to 24 in
both the MILS BG1 and BG2 while other MILS transaction formats use record position 8 to
20, all of which map to a single element (LIN03) in DLMS 527R. The MILS-DLMS maps
comprise two sections:
C8.4.2. MILS Section of the Data Map. The legacy 80 record position MILS format is a
fixed-length data format, meaning each data value resides in a specific range within the
record layout. The MILS section of the map comprises three parts: field name, record
position and conditions for translation (if required).
C8.4.2.1. Field name is the data member within the data structure.
C8.4.2.2. Record position defines the beginning and ending position of the data
value within the data structure.
C8.4.2.3. The translation describes the conditions for mapping the data between
the MILS and DLMS formats.
C8.4.2.3.1. The mapping describes how an individual MILS transaction is
translated to the DLMS. The conditional mapping also provides information about values
within the record.
C8.4.2.3.2. For example, the MILS transaction format is limited to a fixed
number of columns; DLMS are variable length format and do not have the same restriction.
In the MILS quantity field, M is used to designate thousands. The map translates M to 000 so
the value stored in the DLMS is a numeric quantity.
C8.4.3. DLMS Section of the Data Map. The DLMS section of the data map comprises
three parts: DLMS Data Element, Table, and Update information. The DLMS data element
relates back to the MILS field name (if one exists) and its MILS record position. In many
cases the MILS record position will be “none” because the DLMS transaction is an
expanded/enhanced version of the legacy 80 record position MILS transaction. DLMS are
designed to support new elements and features that do not exist in the MILS version of the
transactions. The table column (next to last column in Figure C8.F3.) is an X12 EDI concept
and exists to distinguish among the header, detail, and summary segments of the X12
transaction. DLMS data elements in Table 1 (header segments) contain the transaction
information, receiving location and routing information. DLMS data elements in Table 2
(detail segments) contain the values to be used for processing the transaction. DLMS data
elements in Table 3 (summary segments) contain summary data for the transaction.
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Figure C8.F3. Partial Example of the DLMS 527R Material Due In and Receipt Map
527 MATERIAL DUE-IN AND RECEIPT (D4,D6,DZK,BAY,D6T,Z6T,Z4S, Z6S,BG1,BG2)
Field Name
Record Position
(DLSS)
Conditions
DLMS Data Element
Table
Updated
Transaction Set
Identifier Code
None None ST01=527 1
Transaction Set
Control Number
None None ST02= Serial Number 1
Beginning
Segment
None If RP1=D or BAY
If RP1=E
Unit of used Ind –
Ext Data
If RP1-2=D4, D6,
and RP1-2=Z4, Z6,
or BAY
If RP1-3=DZK and
RP54-55=D4 or D6
BR01=00
BR01= 77
BR01=ZZ
BR02=D4
BR03=()CCYYMMDD
BR06=W1
BR09=()HHMM
1 ADC381
8/10/10
Receiving Location 67-69
If RP1-3≠BAY or
RP1-2=Z4 or Z6
N101=RC
N103=M4
N104=RP 67-69
N106=FR
1 11/1/06
Receiving Location 78-80 If RP1-3=BAY N101=RC
N103=M4
N104=RP 78-80
N106=FR
1 10/1/04
Routing Identifier 72-74 IF RP1-3=BG1 or
BG2
N101=RC
N103=M4
N104=RP 72-74
N106=FR
1
ADC 261
4/25/08
Local Stock
Number
8-20
DLA Navy BRAC-Ext
Data
LIN02=SW
LIN03=LSN
2
ADC 381
8/10/10
National Stock
Number
None
DLA Navy BRAC-Ext
Data
(LIN02=SW)
LIN04=FS
LIN05=NSN
2
ADC 381
8/10/10
Local Stock
Number
None
DLA Marine BRAC –
Ext Data
LIN04=SW
LIN05=LSN
2
ADC
381A1
10/19/10
Materiel Control
Tracking Tag
Number
8-20
DLA Navy BRAC-Ext
Data
LIN02=ZR
LIN03=MCT Tag Nbr
2
ADC 381
8/10/10
Funds
Appropriation
None
DLA RBI - Extended
Data
FA201=18
FA202=Appropriation
2
PDC 434
7/6/11
Number Of
Included Segments
None
None
SE01=Total Number Of
Segments
2
Serial Number
None
Must Equal ST02
SE02=Serial Number
2
Legend:
MILS
Conditions
DLMS
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C8.4.4. XML Mapping. There are no MILS to XML maps. DLMS XML is “EDI based”.
This means the segments, elements, and looping structure of the EDI transaction are exactly
the same in XML as they are in EDI. For example, if the routing identifier code (RIC) is
stored in the “N104” element in EDI, XML will use “N104” as the XML tag name when storing
the RIC value in XML (e.g., <N104>S2B</N104>).
C8.5. USING THE MAPS.
C8.5.1. DLA Transaction Services business rules define the routing of transactions and
the type of transactions used by each communication system (e.g. EDI, XML, MILS). The
DLMS maps are used when the data needs to be transformed between MILS and EDI/XML.
C8.5.2. DLA Transaction Services uses the DLMS maps to translate the input file from
one format to another. Missing data, incorrect data types, values outside the parameters and
many other reasons can cause the transaction to reject. If the transaction is rejected, DLA
Transaction Services sends a notification back to the source system so the transaction can
be corrected and resubmitted.
C8.5.3. Components migrating to the DLMS will need to locate the MILS format within
the DLSS/DLMS cross reference table located at www.dla.mil/j-
6/dlmso/eApplications/LogDataAdmin/dlssdlmscrossreftable.asp. The cross reference will
indicate the correct DLMS transaction for a given MILS transaction. Components should
compare the MILS format to any existing Service unique formats and document any deltas.
The DLMS transactions can be updated in response to changing business needs. If the
Component has a unique requirement, a Proposed DLMS Change (PDC) can be submitted to
have the specific transaction enhanced (see Volume 1, Chapter 3 of this manual).
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C9. CHAPTER 9
LOGISTICS DATA RESOURCE MANAGEMENT SYSTEM
C9.1. PURPOSE. This chapter provides basic information about DLMS data dictionaries
and simple navigation in the Logistics Data Resource Management System (LOGDRMS).
The data maintenance process is described in C5.3 and C5.4.
C9.2. LOGDRMS. LOGDRMS is the online repository of DLA Logistics Management
Standards (DLMS) data elements, definitions, qualifiers, and the DLMS Supplement
(hereafter referred to as DLMS Implementation Convention (IC)) transaction structures.
C9.3. ACCESS. The LOGDRMS website is publically accessible from the DLA Logistics
Management Standards Office Website. There is no logon or common access card (CAC)
requirement to see data on LOGDRMS. Only unclassified, publicly releasable content is to
be provided on LOGDRMS. The link to the LOGDRMS home page is:
www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlmsdicdir.asp.
C9.4. HOMEPAGE. The LODGRMS homepage contains overview information and links to
the suite of directories in LOGDRMS. LOGDRMS contains three views with sub directories.
Figure C9.F1 shows the expanded definition for the three views identified below.
• DLMS Data Element Dictionary/Directory (DEDD)
• Dictionary/Directory of DLMS Qualifiers (Reference Tables)
• ANSI X12 Repository
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Figure C9.F1. LOGDRMS Home Page
C9.4.1. DLMS Data Element Dictionary/Directory. The DEDD is the central directory for
all DoD logistics data elements used in the DLMS. Entries are made for core, domain, and
DLMS data element definitions. Select one of the three elements shown below from the drop
down list and click the search button next to the element to show the details of the element
(Figure C9.F2).
• Core Elements
• Domain Codes and Qualifier Element
• DLMS Element
Core Elements, Domain/Qualifiers, and DLMS Elements are discussed in more detail in the
following subsections.
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Figure C9.F2. DLMS Data Element Dictionary
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Default.aspx
C9.4.1.1. Core Elements
C9.4.1.1.1. This section describes the results of selecting a Core data
element from Figure C9.F2 above. A Core data element is a logical concept that is the
foundation for one or more DLMS elements. The Core data element page (Figure C9.F3) will
display the applicable Core data element, related DLMS data elements, and applicable
domain data (data codes). It will also show associated DLMS IC, numbers with identified
location(s) within each IC.
C9.4.1.1.2. For example, the Core data element “DoDAAC (Department of
Defense Activity Address Code)” (Figure C9.F3.), displays the core definition that underlies
the use of DoDAAC with the DLMS and the associated DLMS data elements (e.g. DoDAAC -
BILL AND SHIP TO PARTY, DoDAAC - BILL TO PARTY (FOR DISPOSAL OF
HAZARDOUS MATERIEL)).
C9.4.1.1.3. Clicking on the “Logistics Qualifier Link” (Figure C9.F3.) will
display the page for a linked qualifier, if there is a qualifier reference table for the element.
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Figure C9.F3. DLMS Core Element Example
C9.4.1.2. Domain Codes. This section describes the results of selecting a Domain
from Figure C9.F2. above. Domain codes are DoD codes mapped to codes of an ASC X12
standard element. The X12 code may or may not match the DoD code, but should be as
close as possible. For example, Unit of Measure (UoM) (core data element) contains set of
measurement values: Cubic Foot, GA-Gallon. “Type of Unit Price Code” has codes
associated with the Core data element, (Figure C9.F4.). Even though every Core Element is
in the Domain drop down list, not every Core data element has Domain codes. The Domain
result page may also link to a DLMS qualifier list.
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Figure C9.F4. Domain Example
C9.4.1.3. DLMS Data Elements. This section describes the results of selecting
a DLMS Element from Figure C9.F2. above. DLMS elements are the functional data
standards for the logistics community and are the basis for identifying transaction data
requirements. For example, the core data element, “Department of Defense Activity Address
Code (DoDAAC)”, is the parent and includes DLMS data variations like “DoDAAC – Bill To
Party” and “DoDAAC – Delivery Address”. The results of the DLMS inquiry will display a list
of DLMS ICs in which the DLMS data element are used (Figure C9.F5.).
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Figure C9.F5. DLMS Data Elements
C9.4.1.4. DLMS Implementation Convention Inquir
y. This section describes
the results of searching a DLMS IC from Figure C9.F2. above. The resulting DLMS IC will
display all associated DLMS data elements, X12 qualifiers, and locations in a particular IC.
The example in Figure C9.F6. shows the results for DLMS IC“004010F511R4RA05”.
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Figure C9.F6. DLMS Implementation Convention Inquiry
C9.4.2. DLMS Qualifiers
. In Figure C9.F7., the DLMS Qualifiers page provides a way
to browse or search for the DLMS managed code lists used in the DLMS IC. The DLMS
Qualifiers represent a combination of DoD logistics functional data elements for which the
authoritative source is DLM 4000.25, DLMS Manual.
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Figure C9.F7. DLMS Qualifiers
C9.4.2.1 Users may enter specific keyword searches to retrieve the desire
Qualifier lists, however the best way to view the information is to click on the “Complete
Listing” tab for a comprehensive view of all Qualifiers, as shown in Figure C9.F8.
Figure C9.F8. Complete DLMS Qualifiers
C9.4.2.2. External qualifiers are DoD codes recognized within the X12 Standard
as being managed by an external source. For most qualifiers in DLMS, the DLA Logistics
Management Standards Office is the recognized code source. The DLMS also use qualifier
codes from other sources such as U.S. Transportation Command (USTRANSCOM) for
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certain transportation related code lists. A qualifier code value will always be the code
transacted. Most of the DLMS qualifiers are registered under American National Standards
Institute (ANSI) Accredited Standards Committee (ASC) X12 Data Element 1270 (Code List
Qualifier Code) and are used in Data Segment LQ identifying the coded entry to its qualifier.
The presence of an asterisk (*) in the qualifier code indicates one of the following conditions:
• The entry represents a conversion guide required or used in the legacy 80 record
position Defense Logistics Standard Systems (DLSS)/DLMS translation
process. www.dla.mil/j-
6/dlmso/eApplications/LogDataAdmin/dlmsansiconverguides.asp,
• The entry shows a secondary sequence of a data code within a qualifier
(alphabetic/alphanumeric code sequence or clear-text name),
• The entry is a guide for cross-reference of DoD Document Identifier Codes (DIC) to
DLMS ICs.
• The entry identifies a DoD managed code list (qualifier not in the X12 DE1270 code
list).
C9.4.2.3. Service and Agency Code Example. Selecting “Service and Agency
Code” from Figure C9.F8. above will display a list of valid codes and associated agency
names and usage criteria. For example, B – US Army, FMS AND GRANT AID USE ONLY
and C – US Army, CONTRACTOR USE ONLY. The results of the inquiry are displayed as
shown in Figure C9.F9.
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Figure C9.F9. DLMS Qualifier 71
C9.4.3. ANSI X12 Repository. The ANSI X12 Repository reflects the ANSI X12
structures of the DLMS ICs, leaving out the notes. The side navigation bar for LOGDRMS
has links to the DLMS IC, segments, composite data elements, simple data elements views.
The structures are hyperlinked to enable browsing up or down the parent/child relationships
of the structures. The details of X12 concepts are described in Chapter 6.
C9.4.3.1. Directory of DLMS Implementation Conventions - A directory of all DLMS
ICs in abbreviated format, i.e., transaction set identifying all ANSI ASC X12 data segments
and simple/composite data elements. This directory also identifies applicable X12 version
and release (Figure C9.F10.). NOTE: The authoritative source for the DLMS IC is located on
the
DLMS IC page.
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Figure C9.F10. DLMS Implementation Conventions
C9.4.3.2. Once a user clicks on “View” link in Figure C9.F10. (e.g., 511R) the
DLMS IC Transaction Set Specifications will be displayed (Figure C9.F11.).
Figure C9.F11. Implementation Convention Transaction Set Specifications
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C9.4.3.3. Directory of DLMS Segments. This directory identifies only those X12
segments that are used in the DLMS ICs (Figure C9.F12.).
Figure C9.F12. Segments
C9.4.3.4. Once a user clicks on “View” link in Figure C9.F12, e.g., “Beginning
Segment”, the Segment Specifications will display (Figure C9.F13.).
Figure C9.F13. Segment Specifications
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C9.4.3.5. Directory of ANSI ASC X12 Simple Data Elements. Figure C9.F14.
shows X12 data elements used in DLMS ICs.
Figure C9.F14. X12 Simple Data Elements
C9.4.3.6. Once a user clicks on “View” link in Figure C9.F14., (e.g., “Commodity
Code Qualifier”), the DLMS Simple Data Element Specifications will be displayed (Figure
C9.F15.).
Figure C9.F15. X12 Simple Data Element Specifications
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C9.4.3.7. Directory of ANSI ASC X12 Composite Data Elements. Figure C9.F16.
lists the composite data elements, which are intermediate units of information in a segment
consisting of two or more simple data elements.
Figure C9.F16. X12 Composite Data Elements
C9.4.3.8 Once a user click on “View” link in Figure C9.F16., e.g., “Composite Unit
of Measure”, the DLMS Composite Data Element Specifications will be displayed
(Figure C9.F17.).
Figure C9.F17. Composite Data Element Specifications
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AP2. APPENDIX 2
TERMS AND DEFINITIONS
ACCESSORIAL COSTS OR CHARGES. Certain expenses incident to issues, sales, and
transfers of materiel. They are defined to include: packing, handling, and crating costs;
transportation costs; port loading and unloading costs; and positioning costs.
FOREIGN MILITARY SALES (FMS). Separate charges added to the standard price
of materiel for each foreign military sales case. The charges cover expenses of packing,
handling, crating, transportation, and supply operations associated with preparation and
delivery of foreign military sales materiel.
LAND. Charges by a carrier for rendering service in addition to the line haul. Such
services may include sorting, packing, cooling, heating, switching, delivering, storage, and
reconsigning.
OCEAN. Those services for which the ocean carrier is not responsible under the
terms of the applicable commercial tariff or Military Sealift Command (MSC) contract rate, but
which are required to complete the receipt and delivery of freight between common carriers,
consignors, or consignees.
ACCOUNTABILITY. (DoD) The obligation imposed by law or lawful order or regulation on an
officer (accountability officer) or other person for keeping accurate record of property,
documents, or funds. The person having this obligation may or may not have actual
possession of the property, documents, or funds. Accountability is concerned primarily with
records, while responsibility is concerned primarily with custody, care, and safekeeping.
ACCOUNTABLE OFFICER. See “Accountability.”
ACCOUNTABLE RECORD. See “Property Accountability Record.”
ACCOUNTING CLASSIFICATION REFERENCE NUMBER (ACRN). A two-position
alphanumeric control code assigned (under DFARS 204.7108) to each accounting
classification used in a single contract.
ACCREDITED STANDARDS COMMITTEE (ASC) X12. Accredited by the American
National Standards Institute in 1979, ASC X12, Electronic Data Interchange, is a voluntary
standards group charged with developing American National Standards for electronic data
interchange.
ACTION ACTIVITY. Any activity required to take action as a result of a supply discrepancy
report (SDR), (e.g., distribution depot, inventory control point/integrated materiel manager,
contract administration office, packaging control point, international logistics control office or
shipping activity).
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ACTIVITY. A unit, organization, or installation performing a function or mission, (e.g.,
reception center, redistribution center, naval station, naval shipyard). (Source: JCS
Publication 1-02, “DoD Dictionary of Military Terms.”)
ACTS OF GOD. Happenings outside the control of humans.
ADJUSTMENT REQUEST. Data forwarded to billing offices to request and provide
information necessary for adjustment of billings. Adjustment requests also include follow-ups
for adjustments for validated discrepancy reports and promised materiel return program
credits.
ADJUSTMENTS, BOOK-TO-BOOK. Mismatches within the storage activity’s management
system between the quantity-by-location and the owner balances.
ADJUSTMENTS, PHYSICAL INVENTORY. The accounting transaction that corrects a book
balance to agree with the quantity of the item in storage. Such adjustments may result from
(1) physical inventory, (2) a potential discrepancy revealed by a materiel release denial or
location survey/reconciliation, (3) capitalization/decapitalization actions, (4) reidentification of
stock, (5) type of pack changes, (6) catalog data changes, (7) supply condition and purpose
code changes, etc.
ADMINISTRATIVE COSTS. General overhead expenses and other costs in operating the
DoD or General Services Administration logistics systems that are incident to the issue, sale,
or transfer of materiel and are not included in the price of the materiel, or as an accessorial
cost.
ADVANCE PAYMENT. Amounts paid for materiel in advance of performance or delivery of
the materiel. Amounts paid for other purposes in advance of the time the amounts are
earned by the payee.
AERIAL PORT OF DEBARKATION (APOD). A station that serves as an authorized port to
process and clear aircraft and traffic for entrance to the country where located. It is identified
by a three-position Air Terminal Identifier Code (Reference DTR 4500.9-R, “Defense
Transportation Regulation”).
AERIAL PORT OF EMBARKATION (APOE). A station that serves as an authorized port to
process and clear aircraft and traffic for departure from the country where located. It is
identified by a three-position Air Terminal Identifier Code (Reference DTR 4500.9-R,
“Defense Transportation Regulation”).
AGENT (Depot Maintenance Interservice Support Agreement). The Military Service
responsible for providing depot maintenance support to the Principal. (Source: OPNAVINST
4790.14A, et.al, “Joint Depot Maintenance Program,” March 31, 1999)
AGREEMENT LINE ITEM NUMBER (ALIN). Identifies an item of supply listed in an
agreement document.
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AMERICAN NATIONAL STANDARDS INSTITUTE (ANSI). The national coordinator of
voluntary standards for the United States and approves a standard only when it has verified
evidence which the standards developer presents, showing that those whom the standard
materially affects substantially agree by consensus to its provisions.
AMMUNITION/EXPLOSIVES. A device charged with explosives, propellants, pyrotechnics,
initiating composition, nuclear, biological, or chemical materiel for use in connection with
defense or offense, including demolitions. Ammunition that can be used for training,
ceremonial, or nonoperational purposes is included.
ANTICIPATED NOT-MISSION-CAPABLE-SUPPLY (ANMCS). A condition which is
anticipated to occur within 15 days in the continental United States (CONUS) or 20 days
outside the continental United States (OCONUS) of the requisition date when the lack of
items or equipment required causes mission-essential systems or equipment of being
incapable of performing any of their assigned missions.
ASSEMBLAGE IDENTIFICATION NUMBER (AIN). AIN is a 2-position numeric ranging from
01-20 and is the second level identifier for medical and industrial kits/sets. It is system
generated at the build manager level based on the number of kits required.
BASIC ISSUE ITEM (BII). Those essential auxiliary items that are required to operate
equipment and enable it to perform the mission and function for which it was designated.
BATCH SERIAL NUMBER. A consecutive number assigned by the paying office to each
batch of contract payment notices. On October 1st, each batch for each accounting point
begins with one. The batch serial number identifies the number of batches transmitted to the
specific accounting point since the first day of the fiscal year.
BILL. A statement of the amounts owed for the transfer or sale of materiel and for the
performance of services incident to the transfer.
BILL NUMBER. An alpha or numeric identifier assigned by the billing office to identify a bill.
The bill number is unique to the billing office DoD activity address code (DoDAAC) and may
not be duplicated within a calendar year.
BILL OF LADING (B/L). The primary document used to procure freight and express
transportation and related services from commercial carriers, including freight forwarders.
BILLED ERROR. An error in a bill, at the bill or detail billing record level, which has one or
more of the following characteristics: duplicates a previous bill or detail record; contains an
error in amount; assigns the wrong billed office, (i.e., designates the billed office in a manner
that violates the requirements of Volume 4, Finance; was not billed under the proper method
(noninterfund versus interfund); or should not have been billed, (e.g., was nonreimburseable,
the requisition was cancelled, or accessorial charge was inappropriate)).
BILLED OFFICE. Any office designated to receive a bill.
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BILLING DISCREPANCY. A discrepancy related to duplicate or multiple billings per
individual shipment or a single billing with no ship line. Such discrepancies are reportable by
security assistance customers on a supply discrepancy report. Within U.S. Government
channels, all billing discrepancies will be processed under Volume 4, Finance.
BILLING OFFICE. An office that prepares bills for materiels and services subject to the
requirements of Volume 4, Finance.
BILL OF MATERIAL (BOM). A list of raw materials/component parts, etc. and at the
quantities of each needed to assemble/manufacture/repair an end item or final product.
BUILD DIRECTIVE NUMBER (BDN). BDN is a 4-position alphanumeric value used to
identify a specific build order of a medical/industrial kit. It is system generated at the build
manager level and serves as the first level identifier.
BUSINESS RULE. A statement that defines or constrains some aspect of the business. It is
intended to assert business structure or to control or influence the behavior of the business.
CAPITALIZATION. The receipt or transfer in of inventories from a different fund or fund
subdivision without charge or income. The inventory increases the transferee's fund equity
(capital) directly and does not increase operational income or expense.
CARE OF SUPPLIES IN STORAGE (COSIS). A program composed of a set of processes
and procedures whose purpose is to ensure that materiel in storage is maintained in ready-
for-issue condition or to prevent uneconomic deterioration of unserviceable materiel. With
proper COSIS, supplies and equipment in storage will be preserved and maintained in a
serviceable condition through inspection and actions taken to correct any forms of
deterioration and to restore materiel to ready-for-use condition. The COSIS includes in-
storage inspection, minor repair, testing, exercising, preservation, and packing of materiel,
and all intra-depot materiel movement to perform those tasks.
REIMBURSABLE COSIS. Those COSIS activities such as testing, exercising,
preservation, and packing of materiel in storage resulting from COSIS inspections and not
funded under discrete pricing and, in general, entails those actions necessary to correct the
problems with the materiel, and/or packaging identified by the routine COSIS. Reimbursable
COSIS Includes the costs for any component parts required in performing minor repairs. This
applies to both receipts from Military Service activities as well as materiel in storage, and
includes both minor repairs and necessary packaging that will maintain the stored materiel in
assigned materiel condition codes. Funding for this work is outside of the scope of the
discrete pricing as defined in the Defense Capital Working Fund
STANDARD COSIS. Standard COSIS inspections are included in the discrete pricing
rate and as a minimum, consist of an annual survey of the materiel in storage. The
instructions in DLAI 4145.4/AR 740-3/AFJMAN 23-231/ NAVSUPINST, “Stock Readiness,”
January 6, 2003, provide specifics for various materiel types and categories.
CASE DESIGNATOR. A unique code used with a country identification code to identify a
particular foreign military sale. It is a three-character designation.
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CENTRAL SERVICE POINT. A representative designated by each Service/Agency to
update the DoD activity address directory (DoDAAD) and military assistance program
address directory (MAPAD) databases and to maintain liaison with DLA Transaction Services
and the DoDAAD and MAPAD System Administrators.
CHANGE NUMBER. The change number is assigned by DLA Transaction Services and
consists of four positions, (i.e., a one-position calendar year code and a three-position serial
number).
CLEAR TEXT ADDRESS. The in-the-clear address of the ship-to and/or the mark-for activity
identified by the military assistance program address code (MAPAC).
COMMUNICATION ROUTING IDENTIFIER (COMMRI). A 7 character code that uniquely
identifies an International Logistics Communication System (ILCS) account, established with
the DLA Transaction Services, to electronically transmit and receive logistics data between
the foreign military sales and the US DoD supply systems.
COMPONENT REGISTRY. The Military Service or Defense Agency system which maintains
visibility of all small arms and light weapons (SA/LW) serial numbers within that Component
and provides the DoD SA/LW Registry with small arms and light weapons status.
CONSIGNEE. The recipient (unit, depot, or person) to whom cargo is addressed or
consigned for final delivery. Activity that is receiving the product.
CONSIGNOR. The person or activity that is the supplier or shipper of a product.
CONSTRUCTED DOCUMENT NUMBER. A document number created and used in place of
the original requisition number when the original number cannot be determined. The
constructed document number may be employed in reporting selected product quality and
supply discrepancies. Under DLMS a constructed document number is identified through the
use of a utilization code.
CONSTRUCTIVE DELIVERY. The delivery of materiel to a commercial carrier, freight
forwarder, United States or international post office, or customer at point of production,
storage, or test. Delivery is evidenced by completed copies of shipping documents, materiel
shipment status of shipping documents, drop from inventory, or a list of deliveries in a post
office.
CONTRACT ABSTRACT. A representation, in machine format, of key elements of
contractual data that are used to establish the contract record in the recipient's database.
CONTRACT ADMINISTRATION OFFICE (CAO). A DoD contract administration service
(CAS) DoD Component that performs assigned functions, or a purchasing office which
retains functions related to the administration of contracts. (Included in this definition are all
geographic and plant-type organizations engaged in the performance of field contract
administration services.)
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CONTRACT LINE ITEM. An item of supply or service on a contractual document usually
identified by a contract line item number (CLIN). (See DFARS 204.7103.)
CONTRACT MAINTENANCE. Any depot level maintenance performed under contract by
commercial organizations, including original manufacturer. (Source: OPNAVINST 4790.14.)
CONTRACT MODIFICATION. Any written alteration in the specifications, delivery point, rate
of delivery, contract period, price, quantity, or other contract provision of an existing contract,
whether accompanied by unilateral action under a contract provision, or by mutual action of
the parties to the contract. It includes: (1) bilateral actions such as supplemental
agreements; and, (2) unilateral actions such as change orders, administrative changes,
notices of termination, and notices of the exercise of a contract option.
CONTRACTOR-FURNISHED MATERIEL (CFM). Materiel that the contractor is contractually
required to provide. The source of supply for CFM may be the commercial market or the
federal supply system when authorized by contract.
CONTROLLED INVENTORY ITEMS. Those items designated as having characteristics
which require that they be identified, accounted for, secured, segregated, or handled in a
special manner to ensure their safeguard or integrity. Controlled inventory item categories in
descending order of degree of control normally exercised are, as follows:
CLASSIFIED ITEMS. Materiel that requires protection in the interest of national
security.
PILFERABLE ITEMS. Materiel having a ready resale value or application to personal
possession and which is, therefore, especially subject to theft.
SENSITIVE ITEMS. Materiel which requires a high degree of protection and control
due to statutory requirements or regulations, such as narcotics and drug abuse items;
precious metals; items which are of a high value, highly technical, or hazardous nature; and
small arms, and ammunition. (See DoD 4140.1-R, “DoD Supply Chain Materiel Management
Regulation,” May 23, 2003”)
CONVENTIONAL AMMUNITION. A device charged with explosives, propellants,
pyrotechnics, or initialing composition for use in conjunction with defense or offense,
including demolitions. Certain ammunition can be used for training, ceremonial, or non-
operational use.
CONTROL POINT. An activity designated by a Military Service, DLA or the General Services
Administration (GSA) to monitor packaging discrepancies for their respective Service/Agency
(S/A).
COUNTRY CODE. 1) Identifies the Geopolitical Entities, Names, and Codes (GENC)
standard. The GENC standard is the U.S. government profile of ISO 3166 (Parts 1 and 2)
names and code elements, with modifications only where necessary to comply with U.S. law
and U.S. government recognition policy. The authoritative source for GENC is
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the Geopolitical Entities, Names, and Codes (GENC) Registry. 2) Country used for
distribution and the physical location used for clear text addressing under DLMS.
CRITICAL SAFETY ITEM (CSI). A part, assembly, installation, or production system with
one or more essential characteristics that, if not conforming to the design data or quality
requirements, would result in an unsafe condition that could cause loss or serious damage to
the end item or major components, loss of control, or serious injury to personnel. Also called
CSI. (See Joint Pub 1-02.)
CUSTODIAL ACCOUNTABILITY. The responsibility of the Single Manager for Conventional
Ammunition (SMCA) to maintain data elements in the wholesale inventory record to reflect by
ownership code the receipt, issue, balance, and other quantitative and financial data
essential for proper control and management of assets which are in the single manager's
custody but are owned by another DoD Component. Custodial accountability includes the
responsibility to initiate and approve adjustment actions and financial liability investigation of
property loss reports.
CUSTODIAL RESPONSIBILITY. The responsibility of a storage activity, depot, or agent,
which is not the designated single manager, to maintain proper custody, care, safekeeping,
receipt, issue, and balance data for stored DoD wholesale materiel.
CUSTOMER COLLABORATION. A confluence of strategic, tactical, and operational time
base quantitative and qualitative sharing of information between DLA and its customer
activities, including, but not limited to, formalized collaboration partnerships, exception
handling by detection and notification, and DLA/customer collaborative demand planning.
CUSTOMER RETURN IMPROVEMENT INITIATIVE (CRII). A DLA program developed to
reduce the likelihood that depots would receive nonconforming returned materiel.
DAMAGE. Partial or total marring of the appearance or reduction in usability of the materiel
for its intended purpose. For security assistance, damage describes a condition creating
impaired item functionality. Applicable to U.S. Postal Service and security assistance
shipments only.
DATA ELEMENT. A basic unit of information in a business transaction.
DATA ITEM. A subunit of descriptive information or value classified under a data element.
DATA MODEL. A visual depiction that identifies data, attributes, and relationships
associated with other data.
DATA SEGMENT. A series of data elements defined and placed in a single group in a
specific sequence. A data segment directory, defines the proper data element sequence for
each data segment and is part of the ASC X12 standards.
DATE PACKED. (Shelf-Life Item). For all items required to be marked with date packed,
the date packed will be that date on which the product was packaged in the unit container,
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regardless of dates of packing, shipping, or additional processing. (See DoD 4140.27-M, “
Shelf Life Item Management Manual,” May 5, 2003.)
DECAPITALIZATION. The issue or transfer out of inventories to another fund or fund
subdivision without expense or reimbursement. The cost of the inventory decreases the
transferor's fund equity (capital) directly and does not increase operational expenses or
income.
DEFENSE LOGISTICS MANAGEMENT STANDARDS (DLMS). A process governing
logistics functional business management standards and practices across DoD. A broad
base of business rules, to include uniform policies, procedures, time standards, transactions,
and data management, designed to meet DoD requirements for global supply chain
management system support. DLMS enables logistics operations to occur accurately and
promote interoperability between DoD and external logistics activities at any level of the DoD
organizational structure. The DLMS supports electronic business capabilities such as: ANSI
ASC X12 EDI, upon which the DLMS transaction exchange was founded; automatic
identification technology, including passive RFID and linear and 2D bar coding: extensible
mark-up language (XML); and web-based technology. The DLMS encompasses
standardization of logistics processes including, but not limited to: Military Standard Billing
System (MILSBILLS), Military Standard Transaction Reporting and Accountability Procedures
(MILSTRAP), Military Standard Requisitioning and Issue Procedures (MILSTRIP), and
Supply Discrepancy Reporting.
DELIVERY TERM CODE (DTC). A code (prescribed in FMS cases) identifying the point at
which the responsibility for moving an item as an FMS shipment passes from the United
States DoD to the purchasing nation or international organization.
DLMS TRADING PARTNER AGREEMENT. A written instrument of understanding
negotiated between trading partners that specifies contractual matters and protocols
regarding Government DLMS transactions. (Reference DLM 4000.25, “Defense Logistics
Management System.”)
DEFENSE TRANSPORTATION SYSTEM (DTS). That portion of the worldwide
transportation infrastructure that supports DoD transportation needs in peace and war. The
DTS consists of two major elements: military (unique) and commercial resources. These
resources include aircraft, assets, services, and systems unique to, contracted for, or
controlled by the Department of Defense. The Defense transportation infrastructure,
including ports, airlift, sealift, railway, highway, intransit visibility, information management
systems, customs, and traffic management that the Department of Defense maintains and
exercises in peacetime, is a vital element of the DoD capability to project power worldwide. It
provides for responsive force projection and a seamless transition between peacetime and
wartime operations.
DEMAND DATA EXCHANGE. A systematic method use for submitting collaborative
customer projected supply plan materiel requirements to DLA.
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DEPARTMENT OF DEFENSE SMALL ARMS/LIGHT WEAPONS (SA/LW) REGISTRY.
DoD central repository for SA/LW serial numbers. The registry serves as the single point of
access for inquires relating to the last known record of SA/LW serial numbers. Serial
numbers are provided by the Component Registries on a scheduled and as required basis.
DEPOT. See “Storage Activity.”
DEPOT MAINTENANCE INTER-SERVICE SUPPORT AGREEMENT (DMISA). A
formalized agreement similar to a contract whereby one Service (the Agent) obligates itself to
provide depot maintenance support for another Service (the Principal). (Source: OPNAVINST
4790.14A, et.al) For the purpose of this manual, DMISA also covers depot maintenance
provided for under inter-Service support agreements not covered by the referenced joint
regulation.
DETAIL BILLING RECORD. The lowest level of detail in a bill. At this level of the bill,
billings for materiel are identified by the transaction number. When more than one shipment
is involved, the partial shipment, identified by a suffix, is the lowest level of detail.
DETERIORATION. A breakdown in composition of an item that makes it inferior in quality
and value.
DIRECT PROCUREMENT METHOD (DPM). A method of personal property shipment in
which the government manages the shipment throughout. Packing, containerization, local
drayage, and storage services are obtained from commercial firms under contract
arrangements or by the use of government facilities and personnel.
DIRECT VENDOR DELIVERY (DVD). (DoD) A materiel acquisition and distribution method
that requires vendor delivery directly to the customer.
DISTRIBUTION DEPOT. See “Storage Activity.”
DISTRIBUTION SYSTEM. That complex of facilities, installations, methods, and procedures
designed to receive, store, maintain, distribute, and control the flow of military materiel
between the point of receipt into a DoD supply system and the point of issue to using
activities and units. (See Joint Pub 1-02.)
DLMS SUPPLEMENT. The composite guideline that documents a specific business
interpretation of an ASC X12 transaction set standard. A DLMS Supplement defines the
structure, content and DLMS business rules for a specific business interpretation; it maps
application data requirements into specific data fields within the X12 transaction set (TS) and
establishes parameters for its business usage for implementation in the DLMS. DLMS
Supplements are also known as either DLMS Implementation Conventions or DLMS Logistics
Implementation Conventions.
DROP FROM INVENTORY. Reduction of the quantitative inventory balance.
DUNS (Data Universal Numbering System) NUMBER. A 9 digit numerical
identifier/number created for an organization by Dunn & Bradstreet. A different DUNS
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number will be assigned for each physical location different address of an organization, as
well as each legal division that may be co-located. A DUNS number is frequently required to
register with the Central Contractor Registration (CCR).
DUPLICATE BILL. An exact duplicate of a previous bill or a bill supported entirely by
duplicate billing records.
DUPLICATE DETAIL BILLING RECORD. A second or subsequent detail billing record for a
single shipment.
DUPLICATE SHIPMENT. A shipment which corresponds exactly to a previous shipment.
EFFECTIVE DATE. The five-position ordinal date (two-position year and three-position day)
when an address (DoDAAD/MAPAD) change becomes effective.
ELECTRONIC MALL (EMALL). An internet-based electronic mall designed to make it easier
for customers to place and track orders and pay for products. For additional information see
the DoD EMALL Website https://dod-emall.dla.mil.
ENEMY ACTION. Those courses of action imposed by the enemy that could affect the
friendly mission.
ENTERPRISE IDENTIFIER (EID). An identifier, which relies on the Data Universal
Numbering System (DUNS) as a primary key for non-DoD entities, and an extended DoD
activity address code (DoDAAC) for DoD activities. DUNS+4, an additional 4-digit suffix to
the DUNS code, allows for the identification of payment location used by business partner
(represented by a DUNS) when that partner has multiple locations. Other alias identifiers
recorded to date include the contractor and Government entity (CAGE) code, the austin-tetra
number, and taxpayer identification number (TIN).
ESSENTIALITY CODE. Indicates that the assembly or component is essential to the
performance of the primary and/or secondary missions of the weapon system and/or end
item. The degrees of assembly and/or component essentiality depend on the effect their
failure would have on a weapon system and/or end item readiness.
EVIDENCE OF SHIPMENT. Any legible movement document or receipt, duly signed by a
carrier representative, which shows that the United States has shipped or released the
materiel in question to a carrier for shipment to the country's designated representative,
constitutes evidence of shipment. Such documents generally show the quantity, national
stock number (NSN), mode date, transportation control number (TCN), notice of availability
(NOA) number/bill of lading (B/L)/parcel post insured, registered number, addressee, vessel,
or flight number (to the extent possible), and name of shipper and carrier to include weight
and cube information, and number of pieces, etc.
EXCEPTION MATERIEL. Security Assistance Program materiel which, due to its peculiar
nature and increased transportation risks, requires special handling in the transportation
cycle and deviation from normal shipping procedures. This includes classified materiel,
sensitive materiel, firearms, explosives, lethal chemicals, and other dangerous and
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hazardous materiel that requires rigid movement control and air cargo of such size that the
item exceeds commercial capability.
EXHIBIT LINE ITEM. An item of supply or service listed on an exhibit or schedule forming a
part of the contractual document usually identified by an exhibit line item number (ELIN).
(See DFARS 204.7105.)
EXPEDITED HANDLING SHIPMENTS. Items identified by special requirements handling
codes (A, B, C, or D) in the requisitions. Items so identified override normal precedence in
processing and moving shipments.
EXPIRATION DATE (Shelf-Life Item). The date beyond which nonextendible shelf-life items
(Type I) should be discarded as no longer suitable for issue or use. (See DoD 4140.27-M,
“Shelf-Life Item Management Manual”).
EXPIRED SHELF-LIFE. The length of time during which an item of supply, subject to
deterioration or having a limited life which cannot be renewed, has expired.
FEDERAL SUPPLY CLASSIFICATION (FSC). The first 4-digits of the 13-digit national stock
number. The FSC relates/separates items of supply.
FINANCIAL DISCREPANCY. The following definition applies to security assistance
discrepancy reporting only. A discrepancy related to administrative and/or accessorial
charges that will be processed by the Defense Finance and Accounting Service – Denver,
Deputy for Security Assistance (DFAS-DE/I).
FIRE. A phenomenon of combustion manifested in light, flame, and heat.
FOREIGN MILITARY SALES (FMS). That portion of the United States security assistance
authorized by the Foreign Assistance Act of 1961, as amended, and the Arms Export Control
Act of 1976, as amended. This assistance differs from the International Military Education
and Training Program in that the recipient provides reimbursement for defense articles and
services transferred. Also called FMS. (See Joint Publication 1-02.)
FOREIGN MILITARY SALES (FMS) CASE DESIGNATOR. A unique designator within a
single country assigned by the implementing Service to each FMS case, to identify a specific
offer to a country. This designator stays with and identifies the sale or offer of a sale.
FOREIGN MILITARY SALES COUNTRY REPRESENTATIVE (CR). The designated country
official (Consulate, Attaché, Director of Movements) duly authorized to control FMS case
transactions.
FOREIGN MILITARY SALES FREIGHT FORWARDER/INTERNATIONAL FREIGHT
FORWARDER. A private firm that serves as a contractual agent for the FMS customer.
These companies, as a minimum, receive, consolidate, and stage materiel within the United
States for onward shipment to the purchasing country.
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FOREIGN MILITARY SALES (FMS) NOTICE NUMBER. A unique number assigned to
control the shipment between the shipper and the consignee.
FOREIGN ORIGIN. Those goods produced or manufactured in a foreign country located
outside the CONUS, its possession, or Puerto Rico. It also includes those aforementioned
that are physically located in bonded warehouses or foreign trade zones within the United
States (U.S.), its possessions, or Puerto Rico, but it does not include foreign produced or
manufactured goods that have otherwise been lawfully imported into the United States, its
possessions, or Puerto Rico.
FREE-ON-BOARD (FOB) DESTINATION. Product is accepted at destination by the
Government. Shipper provides transportation.
FREE-ON-BOARD (FOB) ORIGIN. Product is accepted at origin (source) by the
Government. Government provides transportation with commercial carriers.
GAINING INVENTORY MANAGER (GIM). The inventory manager responsible for assuming
wholesale materiel management functions.
GENERAL AGENCY AGREEMENT (GAA). Pertains to Government-owned ships operated
under cost plus fixed-fee contracts by commercial ocean carriers acting as general agents for
the Maritime Administration, U.S. Department of Commerce, with whom the MSC has
entered into agreements for the exclusive use of such ships.
GLOBAL EXCHANGE (GEX). The Global Exchange eBusiness Gateway is the Electronic
Data Interchange (EDI) hub for Department of Defense. The GEX functions as the single
interface among Government and commercial trading partners conducting electronic
commerce and EDI activities. It provides translation, routing, and archive services for EDI
transactions that are sent between two or more Government systems or between
Government systems and their commercial trading partners. There are two GEX sites
operated by DLA Transaction Services.
GOVERNMENT-FURNISHED MATERIEL (GFM). Materiel in the possession of, or acquired
by, the Government and later delivered or otherwise made available to a contractor. GFM is
property that may be incorporated into or attached to a deliverable end item or that may be
consumed or expended in performing a contract. GFM includes assemblies, components,
parts, raw and processed materials, and small tools and supplies that may be consumed in
normal use in performing a contract.
GRANT AID. Military assistance rendered under the authority of the Foreign Assistance Act
of 1961, as amended, which provides defense articles and services to recipients on a
nonreimbursable (grant) basis.
HANDGUNS. Handguns are divided into one of two major groups depending on the location
of the chamber. Revolvers have a revolving chamber; pistols have a chamber integral with
the barrel. Some handguns include single-shot pistols, revolvers, semi-automatic pistols, and
fully automatic, or machine pistols.
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HAZARDOUS MATERIEL (DANGEROUS GOODS). A substance of materiel that has been
determined to be capable of posing an unreasonable risk to health, safety, and property when
transported. This materiel includes explosives, gasses (compressed, liquefied, or dissolved
under pressure), flammable liquids, flammable solids or substances, oxidizing substances,
poisonous and infectious substances, radioactive substances, corrosives, and miscellaneous
dangerous substances presenting real or potential hazards to life and property. Procedures
for handling this materiel are specified in applicable publications of the Department of
Transportation, the Interstate Commerce Commission, Federal Aviation Agency, U.S. Coast
Guard, U.S. Agriculture Department, U.S. Public Health Service, Intergovernmental Maritime
Consultative Organization, the International Civil Aviation Organization, and in federal or
military documents. Dangerous goods is the term applied to hazardous materiel in
international movement.
IMPLEMENTATION CONVENTION. The composite guideline that documents a specific
business interpretation of an ASC X12 transaction set standard. Conventions define the
structure, content and DLMS business rules for a specific business interpretation; it maps
application data requirements into specific data fields within the X12 transaction set (TS) and
establishes parameters for its business usage for implementation in the DLMS. DLMS
Implementation Conventions are also known as either DLMS Supplements or DLMS Logistics
Implementation Conventions.
INCORRECT ITEM. An item received in lieu of the item requisitioned. This is an erroneous
item shipped due to shipper error and not an intended interchangeable/substitute item. See
also, WRONG ITEM.
INTEGRATED MATERIEL MANAGER (IMM). Any DoD activity or agency that has been
assigned wholesale materiel management responsibility for the Department of Defense and
participating Federal Agencies. Integrated wholesale materiel management responsibilities
include requirements determination, procurement, distribution, overhaul, and repair of
reparable materiel, and disposal of materiel. (See DoD 4140.1-R.)
INTERCHANGEABLE/SUBSTITUTABLE ITEM. An item that possesses such functional and
physical characteristics as to be equivalent in performance, reliability, and maintainability, to
another item of similar or identical purposes, and is capable of being exchanged for the other
item without selection for fit or performance, and without alteration of the item itself or of
adjoining items, except for adjustment. (See DoD 4140.1-R.)
INTERFUND BILL. A bill processed under the interfund billing system. These bills are not
only "bills" but notices to the billed office that its funds have been disbursed and the bill
"paid."
INTERFUND BILLING SYSTEM. An automated billing fund transfer system.
INTERMEDIATE DEFENSE FUEL SUPPORT POINT (DFSP). Bulk fuel storage facility
where product is stored for subsequent issue to multiple end customers.
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INTERNATIONAL LOGISTICS CONTROL OFFICE (ILCO). The central U.S. Military
Service control point in CONUS that monitors requisitions and related transactions for FMS
and Military Sales and Grant Aid (GA).
INTER-SERVICE SUPPORT. Action by one Military Service, or element thereof, to provide
logistic and/or administrative support to another Military Service, or element thereof. Such
action can be recurring or nonrecurring in character, on an installation, area, or worldwide
basis.
INTO-PLANE. A supply technique whereby the U.S. Government contracts with a contractor
to refuel military aircraft at commercial airports. The contractor supplies the fuel, lube oil, and
refueling facilities (storage tank, vehicle, and equipment). The use of Government refueling
trucks, equipment, bladders, etc., is not authorized unless so stipulated in the into-plane
contract. (NOTE: Commercial aircraft under a Government charter may be refueled at into-
plane locations; and occasionally, into-plane locations may be at a military base.)
INTRA-SERVICE SUPPLY. Exchange of materiel, inventory control documentation, and
other management data within or between the distribution systems of a single Service or
Agency.
INTRA-THEATER. Movement of materiel from a point in a theater to another point within the
same theater.
INVENTORY. Materiel, titled to the U.S. Government, held for sale or issue, held for repair,
or held pending transfer to disposal.
INVENTORY CONTROL POINT (ICP). An organizational unit or activity within a DoD supply
system that is assigned the primary responsibility for the materiel management of a group of
items either for a particular Service or for the Defense Department as a whole. Materiel
inventory management includes cataloging direction, requirements computation, procurement
direction, distribution management, disposal direction, and, generally, rebuild direction.
(Source: JCS Publication 1-02.)
INVENTORY LOT/SEGMENT. A sub grouping of the total items in storage for the purpose of
physical inventory counting or location audit. The lot/segment is generally by Federal supply
classification (FSC), warehousing, picking station, or some form of commodity grouping.
INVENTORY, SCHEDULED. A physical inventory that is to be conducted on a group of
items within a specified period of time, according to an established plan. There are two types
of scheduled inventories:
INVENTORY, COMPLETE. An inventory of all conditions of all stock numbers within
specified categories.
INVENTORY, SAMPLE. A sample of items selected from an inventory lot in such a
manner that each item in the lot has an equal opportunity of being included in the sample
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INVENTORY, UNSCHEDULED. A physical inventory which is to be conducted on a specific
item as a result of some unscheduled inventory requirement such as an inventory manager or
locally initiated request, materiel release denial, location survey or location reconciliation
request. There are two types of unscheduled inventories:
INVENTORY, SPECIAL. A physical inventory of a specific item(s) as a result of a
special requirement generated by the location audit program, preprocurement, or any other
reason deemed appropriate by the item manager, Accountable Property Officer (APO), or the
APO designated representative, or the storage activity.
INVENTORY, SPOT. A physical inventory required to be accomplished as a result of
a total or partial materiel denial.
ISSUING AGENCY CODE. The IAC represents the registration authority that issued the
enterprise identifier. The value for the IAC is assigned by the Registration Authority for
ISO/IEC 15459-2, Registration Procedures. The current Registration Authority of ISO/IEC
15459-2 is NEN – Nederlands Normalisatie-Instituut.
ITEM. An item is a single hardware article or a unit formed by a grouping of subassemblies,
components or constituent parts. In the DoD, an item is any article produced, stocked,
stored, issued, or used; or any product, including systems, materiel, parts, subassemblies,
sets and accessories.
ITEM DEFICIENCY. See SF 368
, “Product Quality Deficiency Report.”
ITEM UNIQUE IDENTIFICATION (IUID) OF ITEMS. The application of a set of data
elements that is globally unique and unambiguous, ensures data integrity and data quality
throughout life, and supports multifaceted business applications and users. (See UNIQUE
ITEM IDENTIFIER for additional definitions of IUID related terms)
JOINT COLLABORATION AGREEMENT. A collaborative and coordinated consensus
between DLA and customer activities that cites mutual responsibilities and expectations of
both parties in the process of demand data exchange (DDE).
LATENT DEFECTS. This definition is provided for supply discrepancy reporting of product
quality deficiencies against security assistance shipments. A deficiency in an article that
effects item operability and is not normally detected by examination or routine test, but which
was present at the time of manufacture.
LATERAL REDISTRIBUTION. .The release and shipment of materiel from a post, camp,
station, or base to another similar activity to satisfy a specific demand.
LESS THAN RELEASE UNIT (LRU). A shipment unit that can be shipped without requiring
an export release from the appropriate authority.
LETTER OF OFFER AND ACCEPTANCE. The U.S. document by which the U.S.
Government offers to sell defense articles and defense services to a foreign government or
international organization. The LOA lists the items and/or services, estimated costs, the
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terms and conditions of sale, and provides for the foreign government’s signature to indicate
acceptance.
LOCATION AUDIT PROGRAM. Consists of actions required to assure compatibility
between the assets in storage and the locator records and between the locator records and
the accountable records. Location audit programs may include quantity. This program is
accomplished in two phases:
LOCATION RECONCILIATION. A match between valid storage activity records and
the accountable records, in order to identify and correct situations where items are in physical
storage but not on record, on record but not in storage, or where common elements of data,
including quantity, do not match. Research of mismatches, including special inventories
when required, results in corrective action.
LOCATION SURVEY. A physical verification, other than actual count, between actual
assets and recorded location data to ensure that all assets are properly recorded as to
location, identity, condition, and unit of issue.
LOCATION RECONCILIATION DISCREPANCIES. Location reconciliation discrepancies
are classified into one of four categories as listed below:
a. Owner/Manager Record. Shows balance for storage activity; no location
reconciliation transaction received (Type I Location Reconciliation Error).
b. Location Reconciliation Transaction. Received from storage activity; no
corresponding owner/manager record (Type II Location Reconciliation Error).
c. Mismatch of Data Elements. Mismatch of any of the following (Type III Location
Reconciliation Error):
1). Unit of issue.
2). Ownership/manager identifier.
3). Controlled inventory item code (see DoD 4100.39-M, “Federal Logistics
Information Service (FLIS) Procedures Manual,” Volume 10).
4). Type of pack code (subsistence).
5). Shelf-life code.
6). Date packed/expiration date (subsistence only).
d. Quantity Discrepancy (Type IV Location Reconciliation Error).
LOCATION SURVEY DISCREPANCIES. Location survey discrepancies are classified into
one of three categories as listed below:
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a. Locator Record Deleted. The removal or change of a locator record when there is
a recorded location but there are no physical assets unless the location is being held open for
new receipts (Type I Location Survey Error).
b. Locator Error Established. The recording of locations when assets are physically
found in storage and no locator records exist, or when the recorded stock number disagrees
with the materiel in the location (Type II Location Survey Error).
c. Locator Record Corrected. Changes to the locator record when physical materiel
characteristics differ from any of the following data elements (Type III Location Survey Error):
1). Unit of issue
2). Supply condition code.
3). Controlled inventory item code (see DoD 4100.39-M, Volume 10). Verification
of the code must consist of ensuring that assets are stored in areas providing the degree of
security commensurate with the assigned code.
4). Type of pack code.
5). Lot number or unique item identifier (for ammunition only).
6). Completeness and accuracy of magazine data card (for ammunition only).
LOGISTICS REASSIGNMENT (LR). The transfer of IMM responsibilities from one manager
to another. (See DoD 4140.1-R.)
LOOP. A group of semantically related segments in ANSI ASC X12 Transactions. An
example is the N1 loop, which contains name and address information.
LOSING INVENTORY MANAGER (LIM). The inventory manager responsible for
relinquishing wholesale materiel management functions.
LOT/SEGMENT (INVENTORY). A sub-grouping of the total items in storage for the purpose
of physical inventory counting or location audit. The lot/segment is generally by federal
supply class, warehousing, picking station, or some form of commodity grouping.
LOWEST OVER ALL COST. The aggregate of shipment costs known or reasonably
estimated; (i.e., transportation rate(s), accessorial, drayage, storage, in transit, packing and
crating, unpacking, and port handling costs).
MAINTENANCE (MATERIEL). All action taken to retain materiel in a serviceable condition
or to restore it to serviceability. It includes inspection, testing, servicing, classification as to
serviceability, repair, rebuilding, and reclamation. (Source: JCS Publication 1-02.).
Maintenance, used generically in this manual, also includes evaluation, assembly,
disassembly, conversion, and modification.
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MAJOR DISASTER. Any disaster as a result of enemy action, insurrection, civil disturbance,
flood, fire, hurricane, tornado, earthquake, or other catastrophe which, in the determination of
the President, is or threatens to be of sufficient severity and magnitude to warrant disaster
assistance by the Federal Government under Public Law 91 - 606, “Disaster Relief Act”, 91st
Congress (42 United States Code 58) to supplement the efforts and available resources of
State and local governments in alleviating the damage, hardship, or suffering caused thereby.
MAJOR INVENTORY VARIANCE. Total dollar value of the item overage or shortage for the
stock number exceeds $5,000 or a variance of any value for controlled items.
MANAGEMENT CONTROL ACTIVITY (MCA). A DoD Component, DoD activity, or non-DoD
activity, if participating by separate agreement (e.g., the Coast Guard), designated to receive,
screen, and validate Military Service-initiated and contractor- initiated requisitions for
government furnished materiel (GFM) from the wholesale supply system to support DoD
contracts or requirements. (See DoD 4140.1-R)
MAPPING. A process for diagramming what electronic data are to be exchanged, how the
data are to be used, and what internal application system requires the data.
MATERIEL. All items (including ships, tanks, self-propelled weapons, aircraft, etc., and
related spares, repair parts, and support equipment, but excluding real property, installations,
and utilities) necessary to equip, operate, maintain, and support military activities without
distinction as to its application for administrative or combat purposes. (See Joint Publication
1-02.) Materiel is either serviceable (i.e., in an issuable condition) or unserviceable (i.e., in
need of repair to make it serviceable.) (See DoD 4140.1-R.)
MATERIEL ACCOUNTABILITY. The act of safeguarding, answering for, and exercising
proper quantitative and physical controls over DoD materiel, supplies, and equipment in the
care and custody of DoD activities.
MATERIEL CONDITION. A classification of materiel that reflects its readiness for issue and
use or to identify the action underway to change the status of materiel. (See DoD 4140.1-R)
MATERIEL DENIAL. A transaction notifying the IMM that there is insufficient materiel in
storage to satisfy, in total or in part, the quantity directed for issue and specifying the quantity
that may not be issued. (See DoD 4140.1-R.)
MATERIEL OBLIGATION. The unfilled portion of a requisition (for a stocked or non-stocked
item) that is not immediately available for issue but is recorded as a commitment for future
issue, either by direct vendor delivery or backordered from stock.
MATERIEL RECEIPT ACKNOWLEDGEMENT (MRA). A computer processed transaction or
manual form used to advise that materiel has been received and posted and/or to indicate
that a discrepancy affects the receipt posting/acknowledgement process.
MATERIEL RELEASE CONFIRMATION (MRC). A notification from a shipping or storage
activity advising the originator of a materiel release order of the positive action taken on the
order.
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MATERIEL RELEASE DENIAL (MRD). A notification from a storage site advising the
originator of a materiel release order of negative (warehouse refusal) action on the order.
MATERIEL RELEASE ORDER (MRO). An order issued by an accountable supply system
manager (usually an ICP or accountable depot or stock point) directing a non-accountable
activity (usually a storage site or materiel drop point) within the same supply distribution
complex to release and ship materiel. (See Joint Publication 1-02.) Also used to direct
redistribution and shipment of materiel from a post, camp, station, or base to another similar
organization to satisfy a specific demand.
METADATA. Information describing the characteristics of data; data or information about
data; and descriptive information about an organization’s data, data activities, systems, and
holdings.
MILITARY ASSISTANCE PROGRAM ADDRESS CODE (MAPAC). A code constructed by
the ILCO for security assistance program shipments. MAPAC is used to identify the
consignee in transportation documents and to obtain clear-text address and other shipment
information from the military assistance program address directory (MAPAD).
MILITARY ASSISTANCE PROGRAM ADDRESS DIRECTORY (MAPAD). An automated
database of addresses maintained for each country or international organization.
MILITARY ASSISTANCE SERVICE-FUNDED PROGRAM. Programs which, by their nature,
are security assistance, except that the funding source is a DoD appropriation.
MILITARY STANDARD BILLING SYSTEM (MILSBILLS). A broad base of logistics
transactions and procedures designed to meet DoD requirements to establish standard
codes, forms, formats, (both DLMS and legacy 80 record position) and procedures for billing,
and related adjustments and collections for sales of materiel and related services for logistics
support. It prescribes uniform procedures and time standards for the interchange of logistics
information relating to logistics bills. The procedures govern the interchange of information
for all logistics related financial management of the Department of Defense and participating
external organizations unless specifically exempted by the Assistant Secretary of Defense for
Logistics and Materiel Readiness (ASD(L&MR)).
Military Standard Transaction Reporting and Accountability Procedures (MILSTRAP).
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 Assistant Secretary of Defense for Logistics and Materiel
Readiness (ASD(L&MR)). The financial management aspects of MILSTRAP pertain only to
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financial data produced as a by-product of receipt, issue, and inventory adjustment
processing.
MILITARY STANDARD REQUISITIONING AND ISSUE PROCEDURES (MILSTRIP). 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 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.
MISDIRECTED MATERIEL. Materiel which is improperly addressed and/or shipped to the
wrong destination.
MISIDENTIFIED ITEM. An item for which the label on the container is different than the item
in the container, or tag attached to the item. See also, WRONG ITEM.
MUTILATION. The act of making materiel unfit for its intended purpose by cutting, tearing,
scratching, crushing, breaking, punching, shearing, burning, neutralizing, etc.
NATIONAL ITEM IDENTIFICATION NUMBER (NIIN). The last 9-digits of the national stock
number (NSN). NIIN consists of a 2-digit National Codification Bureau number designating
the central cataloging office (whether North Atlantic Treaty Organization or other friendly
country) that assigned the number and a 7-digit (xxx-xxxx) nonsignificant number.
NONINTERFUND BILL. A bill that requires payment by a method other than the interfund
billing system; (e.g., check payment). An example of this bill is one prepared on an SF 1080,
Voucher For Transfers Between Appropriations and/or Funds.
NONTRACEABLE SHIPMENT. A shipment by a mode or method wherein an audit trail
between the various shipping elements and the consignee is not available or signed delivery
receipts are not required from the consignee. The shipping transportation office normally
makes the nontraceability determination.
NOT MISSION CAPABLE SUPPLY (NMCS). Materiel condition indicating that systems and
equipment are not capable of performing any of their assigned missions because of
maintenance work stoppage due to supply shortage. (See Joint Publication 1-02.)
NOTICE OF AVAILABILITY (NOA). The method by which the U.S. shipping installation will
provide advance notification to the designated FMS country representative (CR) or freight
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forwarder (FF) that the materiel is ready for shipment and, where appropriate, that the
shipment requires an export release under the provisions of AR 55-355, et al.
OFFER OF MATERIEL REPORT (OMR). A report under the Defense Logistics Management
Standards (DLMS) that allows inventory control points and integrated materiel managers to
use a DLMS transaction to provide disposition instructions or to inquire or respond as to the
status of materiel reported as excess or available for redistribution under the DLMS materiel
returns program.
OFFER OR RELEASE OPTIONS. Methods by which countries participating in the FMS
program advise supply sources whether materiel shipments should be released without prior
notice to the CR or FF. The type of offer or release option will be determined as a result of
negotiations between the CRs and the U.S. Military Service at the time the case agreement is
reached.
OFFER/RELEASE OPTION CODES. Methods by which countries participating in the FMS
program, advise sources of supply by coded entry on requisitions whether or not prior notice
to the CRs or FFs is required before release of materiel shipments. The type of offer/release
option will be determined as a result of negotiations between the CR and the Service at the
time the case agreement is reached and will prescribe actions required in regard to
shipments against the case except when the shipping activity determines a need for added
protection and/or controls (DoD 5105.38-M.
“Security Assistance Management Manual
(SAMM)”).
ORGANIC MAINTENANCE. Maintenance performed by a military department under military
control, utilizing Government-owned or controlled facilities, tools, test equipment, spares,
repair parts and military or civilian personnel. Depot maintenance support by one Service for
another is considered organic within the Department of Defense. (Source: OPNAVINST
4790.14A, et.al.).
OVERAGE. Item overage is when the quantity received is greater than that ordered or
shown on shipping document. This type of overage is not evident on delivery but is
discovered when the article is opened and the contents are checked. Transportation
overages reportable under DTR 4500.9-R, are overages of boxes, packages, or freight
(packaged or loose) found to be in excess of the quantity or articles recorded on the bill of
lading or transportation document covering the shipment. NOTE: Overage on
SEAVAN/container that is source-loaded and moved under a shipper's load and count, and
arrives at destination with original seal (s) intact, is a supply discrepancy.
OWNER. The activity holding title to the tangible personal property.
PACKAGING. A generic term that includes the processes of preserving, packing, marking,
and unitization as defined below:
MARKING. Application of numbers, letters, labels, tags, symbols, or colors for
handling or identification during shipment and storage.
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PACKING. Assembly of items into a unit, intermediate, or exterior pack with
necessary blocking, bracing, cushioning, weatherproofing, reinforcing, and marking.
PRESERVATION. Application of protective measures to prevent deterioration;
includes cleaning, drying, preservation materiels, barrier materiels, cushioning, and container,
when necessary.
UNITIZATION. Assembly of packs of one or more line items of supply into a single
load in such a manner that the load can be handled as a unit through the distribution system.
Unitization (unitized loads/unit loads) encompasses consolidation in a container, placement
on a pallet or load base, or securely binding together.
PACKAGING CONTROL POINT. An activity designated by a Military Service which monitors
packaging discrepancies.
PACKAGING DISCREPANCY. Any unsatisfactory condition due to improper or inadequate
packaging (including marking, packing, preservation, or unitization) and which causes the
item, shipment, or package to be vulnerable to loss, delay, or damage, or unnecessary
expense to the U.S. Government, as in excessive packaging.
PACKING, HANDLING, AND CRATING COSTS. Costs incurred for labor, materiel, or
services in preparing materiel for shipment from or between storage and distribution points.
PARTIAL SHIPMENT UNIT. A shipment unit separated at the origin shipping activity into
two or more increments with each increment identified and documented separately.
PAYBACK. When the Single Manager for Conventional Ammunition issues materiel from a
location where the requesting service owns no materiel, the owning service is compensated
for its loss of materiel by a like item and quantity at a location where the requesting service
owns some materiel. The payback of the materiel is accomplished by ownership gain/loss
transactions.
PERSONAL PROPERTY. Property of any kind or any interest therein, except real property.
Tangible personal property includes military equipment, plant equipment, other equipment
(general property, plant and equipment), reparables and consumables. For the purpose of
this issuance, personal property discrepancies identify personal property as household
goods, unaccompanied baggage (personal effects), house trailers (mobile homes),
houseboats, railcars, and privately owned vehicles. (reporting applicable to packaging
discrepancies only not applicable to security assistance (See Joint Travel Regulation,
Volume 1).
PHYSICAL INVENTORY CUTOFF DATE. A date established for striking the property
accountability record balance. This date serves as the reference point for considering the
relationship between pre inventory/post inventory transactions and the physical count
quantity to determine if the count is in agreement with the inventory record balance.
PHYSICAL INVENTORY INFLOAT CONTROL DATE. Established for initiating controls on
all in-process transactions and materiels that could affect the outcome of the inventory.
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PLANT EQUIPMENT. Personal property of a capital nature, consisting of equipment,
furniture, vehicles, machine tools, test equipment, and accessory and auxiliary items, but
excluding special tooling and special test equipment, used or capable of use in the
manufacture of supplies or for any administrative or general plant purpose.
PORT OF DEBARKATION (POD). The geographic point at which cargo or personnel are
discharged. This may be a seaport or aerial port of debarkation; for unit requirements; it may
or may not coincide with the destination. (See Joint Publication 1-02.)
PORT OF EMBARKATION (POE). The geographical point in a routing scheme from which
cargo or personnel depart. This may be a seaport or aerial port from which personnel and
equipment flow to a port of debarkation; for unit and non-unit requirements, it may or may not
coincide with the origin. (See Joint Publication 1-02.)
POSITIONING COSTS. Costs incurred in prepositioning items in the supply distribution
system of a Military Department at locations OCONUS in anticipation of support to other
authorized customers.
POST INVENTORY TRANSACTION. Any transaction, causing an increase or decrease to
the property accountability record balance, dated after the established physical inventory
cutoff date.
POST-POST TRANSACTION. The posting of a transaction to add to or subtract from the
accountable stock record balance subsequent to physical issue or storage of a stocked item.
PREINVENTORY PLANNING. Pre inventory planning is conducted prior to the physical
inventory cutoff date to reduce the potential for inventory inaccuracies through: (1) Actions to
ensure location integrity by resolving such situations as unbinned/loose materiel;
questionable identity of materiel in location; and multiple conditions, shelf-life (including date
of pack/date of expiration), and/or materiel lots stored in a single location; and (2) document
cleanup to ensure to the extent possible that adjustments and transaction reversals are
posted to the record, in-process receipts are stored in location, and related transactions are
transmitted to the IMM prior to the established physical inventory cutoff date.
PREINVENTORY TRANSACTION. Any transaction, causing an increase or decrease to the
property accountability record balance, dated prior to the established physical inventory cutoff
date.
PREPOST TRANSACTION. The posting of a transaction to add to or subtract from the
accountable stock record prior to physical issue or storage of a stocked item.
PRE-POSITIONED WAR RESERVE (PWR). That portion of the war reserve materiel
requirement that the current Secretary of Defense guidance dictates be reserved and
positioned at or near the point of planned use or issue to the user prior to hostilities, to reduce
reaction time, and to assure timely support of a specific force or project until replenishment
can be effected. (See Joint Publication 1-02.)
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PRINCIPAL (DMISA). The Military Service(s) or other Federal Department or Agency(s)
[owner(s)] receiving depot maintenance support from the Agent. (Source: OPNAVINST
4790.14A. et.al)
PRINCIPAL ITEMS. An end item or a replacement assembly of such importance to
operational readiness that management techniques require centralized individual item
management throughout the supply system to include items stocked at depot level, base
level, and using item level. (See DoD 4140.1-R.)
PRIORITY DESIGNATOR (PD). A 2-position numeric code (01 – 15) that identifies the
relative priority of the competing requisitions. As an integral of the UMMIPS, it is used by the
materiel management systems to allocate available stocks among competing requisitions and
is based on the combination of the F/AD assigned to the requisitioning activity and the
urgency of need as prescribed in Volume 2, Supply. (See DoD 4140.1-R.)
PROCESS REVIEW COMMITTEE (PRC). A component body that processes and
recommends the disposition of Defense Logistics Management Standards change requests.
See Chapter 1 for further information.
PROCUREMENT INSTRUMENT IDENTIFICATION NUMBER (PIIN). Identifies contractual
documents. (See DFARS subparagraph 204.70.)
PRODUCT QUALITY (ITEM) DEFICIENCY. A defect or nonconforming condition which
limits or prohibits the product from fulfilling its intended purpose. Included are deficiencies in
design, specification, material, manufacturing, and workmanship.
PROGRESS PAYMENT. Amounts paid for goods or service, not yet delivered, to finance
that portion on which performance has been completed.
PROOF OF DELIVERY. A legible data and signature of the designated receiver listed on the
delivery manifest, certifying the item was received. Proof of delivery must also reflect the
number of cases/containers received to agree with the number shown on supply
documentation and actual weight received within weight-range variation. The proof of
delivery establishes transfer of custody and liability to the receiver (Defense Transportation
Regulation definition). In the case of nonreceipt of SDRs, the DoD ICP/IMM/shipping depot
and the General Services Administration are required only to provide evidence of shipment.
PROPERTY ACCOUNTABILITY. The assignment of duties and responsibilities to an
individual or organization that mandates jurisdiction, security, and answerability over public
property. (See DoD 4140.1-R.)
PROPERTY ACCOUNTABILITY RECORD. The official record of tangible personal property,
including inventory, owned by the Department of Defense that is maintained to identify the
quantities of items on-hand, unit prices, locations, physical condition, receipt and issue
records, authorized stock numbers, item descriptions, and other such information necessary
to properly account for materiel and exercise other inventory management responsibilities.
(See DoD 4140.1-R.)
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PROPERTY RECORD. A formal record of property and property transactions in terms of
quantity and/or cost, generally by item. An official record of Government property required to
be maintained. Also called property account. (See Joint Publication 1-02.)
PROVISIONING ORDER. A written notification to a contractor to deliver spare repair parts
against a line item already contained in a contractual instrument. (Both delivery date and
prices may be estimated on the order subject to later definitized on a supplemental
agreement.)
PURCHASING OFFICE (PO). The office that awards or executes a contract for supplies or
services.
QUALIFIER. A data element that identifies or defines a related element, set of elements, or
a segment. The qualifier contains a code taken from a list of approved codes.
RADIO FREQUENCY IDENTIFICATION. RFID systems consist of an antenna, a transceiver
with a decoder, and a transponder, typically called an RFID tag. Depending on the type of tag
used, the RFID tag may contain a simple “license plate” uniquely identifying the specific tag,
or it may be programmed with application-specific information. The antenna acts as a link
between the tag and the transceiver. Often, the antenna is packaged with the transceiver and
decoder to become a reader, also known as an interrogator. Interrogators can be handheld or
fixed-mount devices. The reader decodes the data and passes that information to a
computer for processing. The information can be used for a wide variety of inventory
management or other identification applications through a central database.
Passive RFID tags have no on-board battery and they provide short communication
ranges (1-5 meters). These tags have a low data bandwidth and cannot initiate
communications, they must be read.
Semi-passive RFID tags have an internal power source for tag circuitry which allows
the tag to complete functions such as monitoring of environmental conditions and which may
extend the tag signal range.
Active RFID tags allow extremely low-level RF signals to be received by the tag and
the tag (powered by its internal source) can respond by generating a high-level signal back to
the reader/interrogator. Active RFID tags can hold large amounts of data, are continuously
powered, and are normally used when a longer tag read distance is desired.
RECLAMATION ACTIVITY. An activity that performs the process of reclaiming required
serviceable and economically repairable components and materiel from excess or surplus
property for return to the proper supply activity.
RECONCILIATION, PHYSICAL INVENTORY. To obtain agreement between the physical
count and record balance by attempting to account for all transactions representing infloat
documents.
RECONCILIATION, SMALL ARMS, & LIGHT WEAPONS. The process of matching records
between the activity(s) having physical custody and/or accountably of small arms and light
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weapons and the Component Registry for the purpose of ensuring that the records are in
agreement and/or adjusting the difference between the records so that the records agree.
RELEASE. A title given to annual updates of standards.
REPAIR AND RETURN. Consignment, without change in ownership, of reparable materiel
from an owning activity to a Government, commercial, or industrial maintenance activity for
repair and shipment directly back to the owning activity. The owning activity is responsible
for negotiating maintenance agreements and preparation of applicable turn-in documents.
The activity having custody of the materiel is responsible for maintaining the property
accountability record (materiel accountability) prior to an assets induction into maintenance
and following its return from maintenance.
REPORT OF DISCREPANCY. See Supply Discrepancy Report (SDR).
REPORTING ACTIVITY. Within the context of MRA, the reporting activity for U.S. Forces is
the activity identified by the ship-to DoDAAC designated in the requisition. The reporting
activity is normally the requiring activity or unit that receives the materiel and posts it to a
record such as a retail stock record, stock record amount property account, etc. For security
assistance shipments, the responsible Military Service ILCO will serve as the reporting
activity. Within the context of MRP, the reporting activity is a Service or Agency organization
that has reported materiel to an ICP/IMM.
REQUIRED AVAILABILITY DATE (RAD). A date specifying when end items and concurrent
spare parts are committed to be available for transportation to a Foreign Military Sales, Grant
Aid, or Security Assistant Program recipient.
REQUIRED DELIVERY DATE (RDD). A date specifying when materiel is actually required to
be delivered to the requisitioner and is always earlier or later than the computed standard
delivery date. A required delivery date cannot exactly equal a computed standard delivery
date.
REQUIRED DELIVERY PERIOD (RDP). A period of time specifying the earliest and the
latest acceptable date materiel can be delivered. (Applies to conventional ammunition
requisitions only.)
REQUISITION. An order for materiel initiated by an established, authorized organization
(i.e., a DoD or non-DoD organization that has been assigned a DoD Activity Address Code)
that is transmitted either electronically, by mail, or telephoned to a supply source within the
Department of Defense or external to the Department of Defense (the General Services
Administration (GSA), the Federal Aviation Administration (FAA), or other organizations
assigned management responsibility for categories of materiel), according to procedures
specified in Volume 2, Supply.
RESEARCH, PHYSICAL INVENTORY. An investigation of potential or actual discrepancies
between physical count and recorded balances. The purpose of research is to determine the
correct balance and determine the cause of discrepancies. There are three types of
research:
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CAUSATIVE RESEARCH. An investigation of discrepancies; i.e., gains and losses,
consisting of, as a minimum, a complete review of all transactions to include supporting
documentation, catalog change actions, shipment discrepancies, and unposted or rejected
documentation occurring since the last completed inventory. The purpose of causative
research is to identify, analyze, and evaluate the cause of inventory discrepancies with the
intention of eliminating repetitive errors. Causative research ends when the cause of the
discrepancy has been discovered or when, after review of the transactions, no conclusive
findings are possible.
POSTCOUNT VALIDATION. A comparison of physical count with recorded balances
or another count, with consideration of transactions that have recently occurred. The
purpose of postcount validation is to determine the validity of the count. postcount validation
research ends when the accuracy of the count has been verified or when any necessary
recounts have been taken.
PREADJUSTMENT RESEARCH. A review of potential discrepancies that involves
consideration of recent transactions and verification of catalog data. The purpose of
preadjustment research is to determine the correct balance. Preadjustment research ends
when the balance has been verified or the adjustment quantity determined.
RESPONSIBLE ACTIVITY. Any activity required to take action as a result of a Supply
Discrepancy Report (SDR); (e.g., ICP, contract administration office, packaging control point,
or a shipping activity of shipments from an RDO).
RETAIL STOCK. Stock held in the custody or on the record of a supply organization below
the wholesale level. (See DoD 4140.1-R.)
RETROGRADE CARGO. A movement of materiel opposite of the normal flow, e.g., cargo
returned from OCONUS to CONUS.
SCRAP. Materiel that has no value except for its basic materiel content.
SEAPORT OF DEBARKATION (SPOD). An authorized point of arrival from a foreign
country or the United States located at a seaport. It is identified by a three-position water port
identifier code (Reference DTR 4500.9-R.
SEAPORT OF EMBARKATION (SPOE). An authorized point of departure from a foreign
country or the United States located at a seaport. It is identified by a three-position water port
identifier code (Reference DTR 4500.9-R.
SECURITY ASSISTANCE ORGANIZATION (SAO). All Department of Defense elements
located in a foreign country with assigned responsibilities for carrying out security assistance
management functions. It includes military assistance advisory groups, military missions and
groups, offices of defense and military cooperation, liaison groups, and defense attaché
personnel designated to perform security assistance functions.
SECURITY COOPERATION CUSTOMER CODES. A two-digit code used by Defense
Security Cooperation Agency to represent the country, international organization, region, or
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program authority associated with transactions recorded in Security Cooperation systems
and associated programs implemented in the Foreign Military Sales. The codes are used to
identify the country, international organization, or account which is (1) the recipient of
materiel or services sold, leased, loaned, transferred, exchanged, or furnished through FMS
programs and (2) the recipient of materiel or services furnished under FMS and Grant Aid.
SEGMENT. Consists of logically related data elements in a defined sequence. A data
segment consists of a segment identifier, one or more data elements each preceded by an
element separator, and ends with a segment terminator. (See Volume 1, Chapter 7, for
additional descriptive information.)
SHELF-LIFE. The length of time during which an item of supply, subject to deterioration or
having a limited life which cannot be renewed, is considered serviceable while stored. (See
Joint Publication 1-02.)
SHELF-LIFE ITEM. An item of supply possessing deteriorative or unstable characteristics to
the degree that a storage time period must be assigned to assure that it will perform
satisfactorily in service.
SHIP-TO/MARK-FOR CODE. A one-position alphabetic or numeric code that identifies the
mark-for address of the activity to receive the materiel. This code will also identify the ship-to
address for materiel/documentation for shipment moving through the Defense Transportation
System (DTS).
SHIPMENT. Movement of materiel from point of origin to destination by any mode.
SHIPMENT STATUS. Informs activities of the actual shipping dates (such as the date
released to the carrier), the release criteria for shipments, or shipment delay notifications.
Also provides for an interface with transportation and for shipment tracing by activities under
DTR 4500.9-R.
SHIPMENT UNIT. One or more items assembled into one unit that becomes the basic entity
for control throughout the transportation cycle.
SHIPPER. Any organization, service, or agency (including the contract administration or
purchasing office for vendors) that originates/delivers materiel to a carrier for movement. The
shipper may be a Military organization or activity, other Government agency, or a
manufacturer or vendor. The functions performed include planning, assembling,
consolidating, documenting, and arranging for movement of materiel.
SHIPPING ACTIVITY. A Service/Agency activity that originates shipments and plans,
assembles, consolidates, documents, and arranges for movement of materiel.
SHIPPING (ITEM) DISCREPANCY. Any variation in quantity or condition of materiel
received from that shown on the covering authorized shipping documents, e.g., DD Form
1348-1A, Issue Release/Receipt Document, or purchase order. Shipping discrepancies
include incorrect and misdirected materiel, receipt of canceled requirements, improper,
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inadequate technical or supply documentation, or other discrepancies as enumerated in ,
Volume 2, Supply, and not the result of a transportation error or product quality deficiency.
SHORTAGE. Item shortage is when the quantity received is less than the quantity ordered
or shown on the shipping document. The shortage is not evident on delivery but is
discovered when the container is opened and the contents are checked. Transportation
shortages reportable under DLAR 4500.15, are shortages of boxes, packages, or loose
articles of freight in a SEAVAN/Military Van (MILVAN), roll on/roll off, or a Container Express
(CONEX) found to be less than the quantity of freight as recorded on the applicable bill of
lading. NOTE: Shortage on SEAVAN/container that is source loaded and moves under
shipper's load and count, and arrives at destination with original seal(s) intact, is considered a
supply discrepancy.
SHRINKAGE. A reduction in size, weight, or substance.
SINGLE MANAGER FOR CONVENTIONAL AMMUNITION (SMCA). The responsibility
assigned to the Secretary of the Army by the Secretary of Defense for the procurement,
production, supply, and maintenance/renovation of conventional ammunition within the
Department of Defense. Specific responsibilities, functions, authority, and relationships are
contained in DoDD 5160.65, “Single Manager for Conventional Ammunition,” August 1, 2008
SMALL ARMS AND LIGHT WEAPONS. For the purpose of DoD small arms and light
weapons reporting, small arms and light weapons are defined as man-portable weapons
made or modified to military specifications for use as lethal instruments of war that expel a
shot, bullet or projectile by action of an explosive. Small Arms are broadly categorized as
those weapons intended for use by individual members of armed or security forces. They
include handguns; rifles and carbines; sub-machine guns; and light machine guns. Light
weapons are broadly categorized as those weapons designed for use by two or three
members of armed or security forces serving as a crew, although some may be used by a
single person. They include heavy machine guns; hand-held under-barrel and mounted
grenade launchers; portable anti-aircraft guns; portable anti-tank guns; recoilless rifles; man-
portable launchers of missile and rocket systems; and mortars.”
SMALL ARM AND LIGHT WEAPONS SERIAL NUMBER. The total series of characters
appearing on the firing component part of small arms or light weapons.
SMALL ARMS AND LIGHT WEAPONS TRANSACTION REPORTING. Reporting of
individual transactions affecting the small arms and light weapons serial numbers' status
within any Component registry.
SOURCE OF SUPPLY. Any Federal Government organization exercising control of materiel
and to which requisitions are directed. (See DoD 4140.1-R.)
SPECIAL PROGRAM REQUIREMENT (SPR). Automated procedure to forecast select
future nonrepetitive requirements that cannot be forecast by the ICP based on demand data
and which have the greatest probability of resulting in the eventual submission of requisitions.
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SPLIT SHIPMENT UNIT. A whole or partial shipment unit separated at a transshipment point
into two or more increments with each increment identified and documented separately.
STANDARD DELIVERY DATE (SDD). A date computed by adding the individual Uniform
Materiel Movement and Issue Priority System (UMMIPS) time standards to the requisition
date.
STANDARDS. The technical documentation approved for use in the DLMS; specifically,
transaction sets, segments, data elements, and code sets. Standards provide the framework
for structuring each DLMS transaction.
STATUS RECIPIENT. Includes, but not limited to, requisitioners, International Logistics
Control Offices/monitoring activities (Security Assistance and Foreign Military Sales (FMS)),
designated MAPAD TAC 4 country designees (FMS), and MAPAD TAC 3 country/in-country
security assistance activities status designees (Graint Aid customers).
STOCK READINESS. A DoD program involving the tasks needed to assure that the proper
condition of materiel in storage is known and reported, that the condition is properly recorded,
and that the materiel is properly provided with adequate packaging protection to prevent any
degradation to lower condition codes. Stock Readiness concerns itself with the in-storage
inspection, minor repair, testing, exercising of materiel, and packaging aspects associated
with these efforts. Stock Readiness includes the elements of COSIS plus the functions
related to the receipt, identification, classification, and packaging of materiel during the
receipt process. Stock Readiness excludes those actions that fall under the area of general
warehouse care and depot maintenance, including the use of proper storage aids,
identification of materiel/storage locations, and rewarehousing actions.
STOCK RECORD ACCOUNT. A basic record showing by item the receipt and issuance of
property, the balances on hand, and such other identifying or stock control data as may be
required by proper authority.
STORAGE ACTIVITY. The organizational element of a distribution system which is assigned
responsibility for the physical handling of materiel incident to its check-in and inspection
(receipt), its keeping and surveillance in a warehouse, shed, tank, or open area (storage),
and its selection and shipment (issue). (See DoD 4140.1-R.)
STORAGE LOCATION. The physical location within a storage activity where materiel is
stored.
SUBSISTENCE TYPE OF PACK CODE. Use only in subsistence requisitions to indicate the
required level of pack to be applied to shipments of perishable and nonperishable
subsistence materiel.
SUBSTITUTABLE ITEM. An item possessing functional and physical characteristics that
make it capable of being exchanged for another only under specified conditions or for
particular applications and without alteration of the items themselves or of adjoining items.
That term is synonymous with the phrase “one-way interchangeability,” such as item B will be
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interchanged in all applications for item A, but item A will not be used in all applications
requiring item B. (See DoD 4140.1-R.).
SUMMARY BILLING RECORD (SBR). A record, used in the interfund billing system, which
summarizes the values of detail billing records and provides other information needed to
support transfers of funds between appropriations.
SUPPLY DISCREPANCY. Errors reportable under Volume 2, Supply. For example any
variation in goods received from data shown on the covering shipping documents (General
Services Administration or Single Line Item Release/Receipt Document; Issue
Release/Receipt Document (IRRD); Requisition and Invoice/Shipping Document; authorized
procurement delivery document or vendor's packing list; or other authorized shipping
document) which is not the result of a transportation discrepancy or product quality
deficiency. Supply discrepancies encompass variations in condition or quantity including
damaged or lost USPS shipments (except lost registered, insured, or certified), item shortage
or overage, incorrect and misdirected materiel, receipt of canceled requirements, improper or
inadequate technical data or supply documentation, and any unsatisfactory condition due to
improper packaging which causes the materiel to be vulnerable to loss, delay, or damage or
which imposes unnecessary expense to the U.S. Government; e.g., excessive packaging.
SUPPLY DISCREPANCY REPORT (SDR). An electronic transmission or manual form used
to report a supply discrepancy. Other types of discrepancies may be reported via SDR only
as specifically authorized under Volume 2, Supply, Chapter 17.
SUPPLY STATUS. Informs activities of action taken or being taken on materiel requisitioned
but not shipped, shipment consignments instructions, or disposition instructions for materiel
offered under the materiel returns program (MRP).
SUPPLY SYSTEM RESPONSIBILITY ITEM (SSRI). These items are furnished by the
supply system when the end item is issued and will be transferred with the end item during
redistribution or other changes of custody unless otherwise specifically directed by the
appropriate authority. This term equates to Components of End Item (COEI).
THEFT. The felonious taking and removal of materiel.
TOTAL ITEM PROPERTY RECORD. The record or record set maintained by the IMM that
identifies the quantity, condition, and value of the items assets for each organizational entity
having physical custody of these assets. The total item property record includes materiel that
is due in, in transit, in organic wholesale repair facilities, in a contractor's custody, on loan, on
hand in wholesale distribution centers, on hand at retail activities, and for reported assets in
the custody of users. (See DoD 4140.1-R.)
TOTAL NONRECEIPT. Complete nonreceipt of item(s) shipped.
TRANSACTION NUMBER (OR TRANSACTION REFERENCE NUMBER). A unique
reference number assigned to a transaction for identification throughout the logistics system
and for the life of the transaction until its retirement is authorized in official audit reports. For
DLMS transactions, this is the document number.
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TRANSACTION SET (TS). The electronic data interchange (EDI) equivalent of a paper
business document composed of data elements and data segments.
TRANSPORTATION CONTROL NUMBER (TCN). A 17-position alphanumeric character set
assigned to control a shipment unit throughout the transportation cycle of the DTS.
TRANSPORTATION COSTS. Costs paid to common carriers or Government activities to
move materiel within the transportation system.
TRANSPORTATION DISCREPANCY REPORT. A form used to report loss and damage to
materiel.
TRANSPORTATION PRIORITY (TP). A number assigned to a shipment that establishes its
movement precedence by air, land, or sea within the DTS.
TRANSSHIPPER. A transportation activity, other than the shipper or receiver, that handles
or documents the transfer of a shipment between conveyances. A transshipper is usually a
consolidation and containerization point (CCP), air or sea port of embarkation, air or sea port
of debarkation, or break-bulk point. A transshipper may perform more than one type
transshipment.
TYPE I SHELF-LIFE ITEM. An item of supply that is determined through an evaluation of
technical test data and/or actual experience to be an item with a definite non-extendable
period of shelf life. (See DoD 4140.27-M.)
TYPE II SHELF-LIFE ITEM. An item of supply having an assigned shelf-life time period that
may be extended after completion of inspection/test/restorative action. (See DoD 4140.27-
M).
TYPE OF ADDRESS CODE (TAC). A one-position alphabetic or numeric code which
designates the use of a DoDAAD or MAPAD address.
UNIFORM MATERIEL MOVEMENT AND ISSUE PRIORITY SYSTEM (UMMIPS). A
structure that establishes time standards, based on the mission and urgency of need of the
requestor, for the supply of materiel from the date of the requisition to the time that the
acknowledgment of physical receipt is posted to the requisitioner’s inventory record. (See
DoD 4140.1-R.)
UNIQUE ITEM IDENTIFIER (UII). An identifier used to uniquely identify an individual asset
used within DoD. The UII may be derived from a DoD recognized IUID equivalent [e.g.,
Vehicle Identification Number] or a composite structure defined by the DoD [refer to UII
Construct 1 and UII Construct 2]. Formation of the UII relies upon two primary methods of
serialization: (1) Serialization within the enterprise and (2) Serialization within the original
part number of the enterprise. Refer to OSD policy and supporting documentation for specific
guidance at http://www.acq.osd.mil/dpap/pdi/uid. Refer to the current version of MIL-STD-
130 for specific guidance on marking of U.S. Military property. The generic term, UII, has
evolved through usage to mean the concatenated UII as a common database key without
regard to the UII data set being used.
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UNIQUE ITEM IDENTIFIER (UII) TYPE. A designator that identifies the specific structure
and syntax of a type of UII. Specific examples of the UII Type are: Vehicle Identification
Number (VIN), UII Construct I (UII 1), UII Construct 2 (UII 2).
UNIQUE ITEM IDENTIFIER (UII) CONSTRUCT 1. This is a concatenated UII based upon
serialization within the enterprise. The concatenated UII Construct 1 contains the IAC, EID,
and serial number.
UNIQUE ITEM IDENTIFIER (UII) CONSTRUCT 2. This is a concatenated UII based upon
serialization within the part, lot, or batch number within the enterprise. The concatenated UII
Construct 2 contains the IAC, EID, original part number, lot or batch number, and serial
number.
UNIQUE ITEM TRACKING (UIT). A program within DoD for tracking selected items to
maintain visibility of each uniquely identified asset for the primary purpose of inventory control
and/or engineering analysis.
USTRANSCOM REFERENCE DATA MANAGEMENT (TRDM). A utility for managing
transportation reference tables utilized by various Department of Defense (DoD) systems. It
distributes the data to systems using a variety of methods according to individual system
requirements and has an application for entering data.
VALIDATED DISCREPANCY REPORT. A discrepancy report in which the authorized
processing point has both accepted for processing and confirmed or has a reason to believe
the discrepancy has occurred. For adjustment purposes, an SDR for non-receipt is
considered validated when the shipping office determines the non-traceability of the
shipment.
VERSION. A title given to the updates (every 3 years) of a Defense Logistics Management
Standard that has officially been approved by ASC X12.
WAR MATERIEL REQUIREMENT. The quantity of an item required to equip and support
the approved forces specified in the current Secretary of Defense guidance through the
period prescribed for war materiel planning purposes.
WHOLESALE STOCK. Stock, regardless of funding sources, over which the IMM has asset
knowledge and exercises unrestricted asset control to meet worldwide inventory
management responsibilities. (See DoD 4140.1-R.)
WIDE AREA WORK FLOW - RECEIPT and ACCEPTANCE (WAWF-RA). WAWF-RA is the
designed program to automate Commercial Invoices and Government Receiving Reports in a
web-based, paperless environment. WAWF-RA electronically captures and coordinates the
four basic pieces of the payment process. WAWA-RA users input their invoices and
receiving reports by transition or via the Internet. These are compared to contracts stored in
the Defense Finance Accounting System (DFAS) - Electronic Document Access (EDA)
system. Once the invoice and receiving reports are approved and processed, payment
transactions are initiated via Electronic File Protocol (EFT) to the contractor’s bank account.
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WOOD PACKAGING MATERIEL (WPM). Wood or wood products (excluding paper
products) used in supporting, protecting, or carrying a commodity (includes dunnage).
Examples of WPM include but are not limited to pallets, skids, pallet collars, containers,
crates, boxes, cases, bins, reels, drums, load boards, and dunnage. Wood packaging made
of exempt materiels but combined with solid wood components must still be treated and
marked. WPM does not include processed wood materiels and manufactured wood
products.
WRONG ITEM. Any incorrect or misidentified item or unacceptable substitute item received
requiring submission of a discrepancy report. See also, MISIDENTIFIED ITEM and
INCORRECT ITEM.
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AP3. APPENDIX 3
ACRONYMS AND ABBREVIATIONS
ACRONYM OR
ABBREVIATION
DEFINITION
AAC Activity Address Code
ACRN
Accounting Classification Reference Number
ADC Approved DLMS Change
ADP Automatic Data Processing
AF Air Force
AFAO
Approved Force Acquisition Objective
AFJMAN Air Force Joint Manual
AFR Air Force Regulation
AIN Assemblage Identification Number
AIS Automated Information System
AIT
Automatic Identification Technology
ALIN Agreement Line Item Number
AMC Air Mobility Command
AMC Army Materiel Command
AMMA Army Medical Materiel Agreement
AMCL Approved MILS Change Letter (i.e. MILSTRIP, MILSTRAP,
MILSBILLS)
ANMCS Anticipated Not-Mission-Capable Supply
ANSI American National Standards Institute
ANSI ASC X12 American National Standards Institute Accredited Standards
Committee X12
AP Abandoned Property
APO Army or Air Force Post Office
APOD Aerial Port of Debarkation
APOE Aerial Port of Embarkation
AR
Army Regulation
AR Acceptance Report
ARI Advanced Receipt Information
ASAM Aviation Safety Action Message
ASC Accredited Standards Committee
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ACRONYM OR
ABBREVIATION
DEFINITION
ASD(L&MR)
Assistant Secretary of Defense (Logistics & Materiel Readiness)
ASN Advance Shipping Notice
ATTN Attention
BAC Billing Account Code
BDN Build Directive Number
BII Basic Issue Item
BL Bill of Lading
BOM Bill of Materiel
BRAC Base Realignment and Closure
CA
Certificate Availability
CAC Common Access Card
CAGE Contractor and Government Entity
CAM Chemical Agent Monitor
CAO
Central Accounts Office(s)
CAO Contract Administration Office
CAP Civil Air Patrol
CAP Contractor Acquired Property
CAS Contract Administration Service
CBL
Commercial Bill of Lading
CCI Controlled Cryptographic Items
CCP Consolidation and Containerization Point
CCR Central Contractor Registration
CCSA Change Control Status Accounting
CCSS
Commodity Control Supply System
CCYYMMDD Century Century Year Year Month Month Day Day
CD-ROM Compact Disk-Read-Only Memory
CJCS Chairman of the Joint Chiefs of Staff
CFL Computers for Learning
CFM
Contractor Furnished Materiel
CFR Code of Federal Regulations
CIIC Controlled Inventory Item Code
CIM Critical Item Management
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ACRONYM OR
ABBREVIATION
DEFINITION
CLIN
Contract Line Item Number
CLSSA Cooperative Logistics Supply Support Arrangement
CMOS Cargo Movement Operations System
CO Contracting Officer
COG Cognizance Code (Navy)
COMSEC Communications Security
COMMRI Communication Routing Identifier
CONEX Container Express
CONUS Continental United States
COSIS Care of Supplies in Storage
COTS Commercial-Off-The-Shelf
CR
Country Representative (FMS)
CR/FF Country Representative/Freight Forwarder
CRII Customer Return Improvement Initiative
CSI Critical Safety Item
CSP
Central Service Point
DAAS Defense Automatic Addressing System
DASD(SCI) Deputy Assistant Secretary of Defense (Supply Chain Integration)
DBR Detail Billing Record
DCMA
Defense Contract Management Agency
DCN Disposal Consolidation Number
DD Department of Defense (i.e., DD Form)
DD Distribution Depot
DDE Demand Data Exchange
DDN
Defense Data Network
DEPMEDS DoD Deployable Medical Systems
DESEX Defense Supply Expert System
DFARS Defense Federal Acquisition Regulation Supplement
DFAS Defense Finance and Accounting Service
DFAS-CO
Defense Finance and Accounting Service, Columbus
DFAS-IN Defense Finance and Accounting Service, Indianapolis Center
DFSP Defense Fuel Support Point
DI DEMIL Instructions
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ACRONYM OR
ABBREVIATION
DEFINITION
DIC
Document Identifier Code
DII Defense Information Infrastructure
DISA Data Interchange Standards Association
DISA Defense Information Systems Agency
DISN Defense Information Systems Network
DLA Defense Logistics Agency
DLAI Defense Logistics Agency Instruction
DLAR Defense Logistics Agency Regulation
DLM Defense Logistics Manual
DLMS Defense Logistics Management Standards
DLR Depot Level Repairable
DLSS
Defense Logistics Standard Systems
DM Data Maintenance
DMISA Depot Maintenance Inter-Service Support Agreement
DMLSS Defense Medical Logistics Standard Support
DNA
Defense Nuclear Agency
DoD Department of Defense
DoDAAC Department of Defense Activity Address Code
DoDAAD Department of Defense Activity Address Directory
DoDD Department of Defense Directive
DoE
Department of Energy
DPAP Defense Procurement and Acquisition Policy
DPM Direct Procurement Method
DRC Disposal Release Confirmation
DRO Disposal Release Order
DSAMS
Defense Security Assistance Management System
DSS Distribution Standard System
DTC Delivery Term Code
DTEB Defense Transportation Electronic Business
DTID Disposal Turn-In Document
DTR
Defense Transportation Regulation
DTRA Defense Threat Reduction Agency
DTS Defense Transportation System
DUNS Data Universal Numbering System
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ACRONYM OR
ABBREVIATION
DEFINITION
DVD
Direct Vendor Delivery
DWCF Defense Working Capital Fund
EAC Edit Action Code
EB Electronic Business
EBS Enterprise Business System
ECSS USAF Expeditionary Combat Support System
EDA Electronic Document Access
EDD Estimated Delivery Date
EDI Electronic Data Interchange
EID Enterprise Identifier
ELIN
Exhibit Line Item Number
EMALL Electronic Mall
EP Exchange Pricing
ESD Estimated Shipping Date
ES/EM
Electrostatic/Electromagnetic
ESP Enterprise Service Provider
ETA Electronic Transportation Acquisition
ETA Estimated Time of Arrival
ETD Effective Transfer Date
ETID
Electronic Turn In Document
EUC End Use Certification
F/AD Force or Activity Designator
FAA Federal Aviation Administration
FAR
Federal Acquisition Regulation
FF Freight Forwarder
FF&V Fresh Fruit and Vegetables
FGS Final Governing Standards
FLIS Federal Logistics Information System
FMR
Financial Management Regulation
FMS Foreign Military Sales
FOB Free On Board
FPDW FLIS Portfolio Data Warehouse
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ACRONYM OR
ABBREVIATION
DEFINITION
FPMR
Federal Property Management Regulation
FPO Fleet Post Office
FRC Fleet Readiness Centers (Navy)
FSC Federal Supply Classification
FSG Federal Supply Group
FV Funds Verification
GA Grant Aid
GAA General Agency Agreement
GBL Government Bill of Lading
GCSS Global Combat Support System
GEX
Global Exchange eBusiness Gateway
GFM Government Furnished Materiel
GIM Gaining Inventory Manager
GSA General Services Administration
HMIRS Hazardous Materials Information Resource System
I&S Interchangeability and Substitutability
IA Industrial Activity
IAC
Issuing Agency Code
IC Implementation Convention
ICAO International Civil Aviation Organization
ICP Inventory Control Point
IDE Integrated Data Environment
IGC Integrated Data Environment and Global Transportation Network
Convergence
ILCO International Logistics Control Office
ILP International Logistics Program
ILS-S Integrated Logistics System-Supply
IMM Integrated Materiel Manager
IMET International Military Education and Training
IPE Industrial Plant Equipment
IMSP Inventory Management and Stock Positioning
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ACRONYM OR
ABBREVIATION
DEFINITION
IPG
Issue Priority Group
IRRD Issue Release/Receipt Document
IRRIS Intelligent Road/Rail Information Server
ISV In-Storage Visibility
IT Information Technology
ITV In-Transit Visibility
IUID Item Unique Identification
JCS Joint Chiefs of Staff
JSA/LWCG Joint Small Arms /Light Weapons Coordinating Group
LCN
Local Control Number
LCN Location Control Number
LIM Losing Inventory Manager
LMP Army Logistics Modernization Program
LOA
Letter of Offer and Acceptance
LOGDRMS Logistics Data Resources Management System
LOTS Logistics On-Line Tracking System
LR Logistics Reassignment
LRO Lateral Redistribution Order
LSN
Local Stock Number
M&S Media and Status
MAPAC Military Assistance Program Address Code
MAPAD Military Assistance Program Address Directory
MAT
Materiel Access Technology
MCA Management Control Activity
MCN Management Control Number
MCMC Marine Corps Maintenance Centers
MCO Marine Corps Order
MDA
Missile Defense Agency
MDN Manufacturing Directive Number
MILS Military Standard
MIL-STD Military Standard
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ACRONYM OR
ABBREVIATION
DEFINITION
MILVAN
Military Van
MILSBILLS Military Standard Billing System
MILSINQ MILSBILLS Inquiry
MILSTRAP Military Standard Transaction Reporting and Accountability
Procedures
MILSTRIP Military Standard Requisitioning and Issue Procedures
MIPR
Military Interdepartmental Purchase Request
MOA Memorandum of Agreement
MOES DoD EMall Manual Order Entry System
MOES MILSTRIP Order Entry System
MOV
Materiel Obligation Validation
MPC Material Processing Center
MRA Materiel Receipt Acknowledgment
MRC Materiel Release Confirmation
MRD Materiel Release Denial
MRO
Materiel Release Order
MRP II Manufacturing Resource Planning II
MSC Military Sealift Command
MSCVAN MSC Leased/Controlled SEAVAN or MILVAN
MSDS Material Safety Data Sheet
MSL
Military Shipping Label
NAMF NATO Missile Fire Installation
NAMI Non-Army Managed Items
NARA National Archives and Records Administration
NATO
North Atlantic Treaty Organization
NAVICP Navy Inventory Control Point
NAVILCO Navy International Logistics Control Office
NAVSUPINST Naval Supply System Command Instruction
NDLR Navy Depot Level Repairable
NIIN National Item Identification Number
NIMS National Inventory Management Strategy
NIMSC Nonconsumable Item Materiel Support Code
NMCS Not-Mission-Capable Supply
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ACRONYM OR
ABBREVIATION
DEFINITION
NO.
Number
NOA Notice of Availability
NOAA National Oceanic and Atmospheric Administration
NRC Nuclear Regulatory Commission
NSN National Stock Number
NSN NATO Stock Number
NSY Naval Shipyards
NWRM Nuclear Weapons Related Materiel
OCONUS Outside Continental United States
OMR Offer of Materiel Report
OPTEMPO
Operating Tempo
OSD Office of the Secretary of Defense
OUSD(C) Office of the Undersecretary of Defense (Comptroller)
OWMR Other War Materiel Requirement
OWRMR
Other War Reserve Materiel Requirement
OWRMRP Other War Reserve Materiel Requirement Protectable
PBL Performance Based Logistics
PC&H Packing, Crating, and Handling
PCH&T
Packing, Crating, Handling, and Transportation
PCO Procuring Contract Officer
PD Priority Designator
PDC Proposed DLMS Change
PIC Positive Inventory Control (USAF)
PICA
Primary Inventory Control Activity
PICD Physical Inventory Cutoff Dates
PICP Physical Inventory Control Program
PIIN Procurement Instrument Identification Number
PKI Public Key Infrastructure
PM
Pipeline Measurement
PMR Prepositioned Materiel Receipt
PO Purchasing Office
POC Point of Contact
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ACRONYM OR
ABBREVIATION
DEFINITION
POD
Port of Debarkation
POE Port of Embarkation
POL Petroleum, Oil, and Lubricants
PQDR Product Quality Deficiency Report
PRC Process Review Committee
pRFID Passive Radio Frequency Identification
PRN Procurement/Purchase Request Number
PWR Pre-Positioned War Reserve
PWRMR Pre-Positioned War Reserve Materiel Requirement
PWRMRP Pre-Positioned War Reserve Materiel Requirement Protectable
PWRMS Pre-Positioned War Reserve Materiel Stock
QSL Quality Status Listing
QUP Quantity Unit Pack
RAD
Required Availability Date
RATTS Radiation Testing and Tracking System
RBI Reutilization Business Integration
RCN Report Control Number
RCS Reports Control Symbol
RDD
Required Delivery Date
RDO Redistribution Order
RDP Required Delivery Period
REPSHIP Report of Shipment
RFID Request for Implementation Date
RHF
Requisition History File
RHICS Regional Hazardous Inventory Control System
RIC Routing Identifier Code
RIP Receipt-In-Place
RMDE Reference Master Data Environment
ROP
Reorder Point
RORO Roll On/Roll Off
RP Record Position
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ACRONYM OR
ABBREVIATION
DEFINITION
S/A
Service/Agency
SA/LW Small Arms/Light Weapons
SAO Security Assistance Organization
SARSS Standard Army Retail Supply System
SBSS Standard Base Supply System
SCA Stock Control Activity
SCAC Standard Carrier Alpha Code
SCC Supply Condition Code
SDD Standard Delivery Date
SDDC Military Surface Deployment and Distribution Command
SDR Supply Discrepancy Report
SDI
Retail Storage and Distribution Interface
SEATO Southeast Asia Treaty Organization
SEAVAN Commercial/Government-Owned/Leased Shipping Container
SECNAVINST Secretary of the Navy Instruction
SF
Standard Form
SHAPE Supreme Headquarters, Allied Powers, Europe
SICA Secondary Inventory Control Activity
SII Special Instruction Indicator
SLES Shelf-Life Extension System
SMCA
Single Manager for Conventional Ammunition
SOF Safety of Flight
SOS Source of Supply
SOU Safety of Use
SPIIN Supplementary Procurement Instrument Identification Number
SPR
Special Program Requirement
SQCR Storage Quality Control Report
SR Stock Readiness
SSA Supply Support Activity
SS&D Supply Storage and Distribution
SSF
Single Stock Fund
SUPPADD Supplementary Address
TAC Transportation Account Code
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ACRONYM OR
ABBREVIATION
DEFINITION
TAC
Type Address Code
TAMMS The Army Maintenance Management System
TAV Total Asset Visibility
TCMD Transportation Control and Movement Document
TCN Transportation Control Number
TDR Transportation Discrepancy Report
TEDB The Army Maintenance Management System (TAMMS) Equipment
Data Base
TEWLS Theater Enterprise-Wide Logistics System
TIN Tax Payer Identification Number
TRDM
USTRANSCOM Reference Data Management
TS Transaction Set
TSDC Transportation to Supply Documentation Correlation
TVR Tailored Vendor Relationships
UDF
Uniform Data File
U/I Unit of Issue
UIC Unit Identification Code
UID Unique Identification
UII Unique Item Identifier
UIT
Unique Item Tracking
UITC Unique Item Tracking Committee
UITDC Unique Item Tracking Designator Code
UMMIPS Uniform Materiel Movement and Issue Priority System
UN United Nations
UND
Urgency of Need Designator
UPS United Parcel Service
U.S. United States
USA United States Army
USAF United States Air Force
USAMMA United States Army Medical Materiel Agency
USCG United States Coast Guard
USDAO United States Defense Attaché Office
USMC United States Marine Corps
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ACRONYM OR
ABBREVIATION
DEFINITION
USN
United States Navy
USPS United States Postal Service
USTRANSCOM United States Transportation Command
VAN Value Added Network
VIN Vehicle Identification Number
WAWF Wide Area Work Flow
WAWF-RA Wide Area Work Flow - Receipt and Acceptance
WCF Working Capital Funds
WebSDR Web Supply Discrepancy Report
WEBVLIPS
Web Visual Logistics Information Processing System
WMR War Materiel Requirement
WP Wash Post
WPM Wood Packaging Materiel
WPOD
Water Port of Debarkation
WPOE Water Port of Embarkation
WPP Weapons Production Program
XML eXtensible Markup Language
XSD
XML Schema Definition
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AP4. APPENDIX 4
DLSS/DLMS CONVERSION GUIDE
AP4.1. Three sets of conversion guides contain a cross reference of DoD domain codes
(data item codes) to American National Standards Institute (ANSI) Accredited Standards
Committee (ASC) X12 domain code values. All three conversion guides must be
implemented in DoD systems using ANSI ASC X12 transaction formats to convert DoD data
value established in legacy system to the corresponding ANSI ASC X12 code values. The
applicable conversion guides are available using the links provided below or from the DLA
Logistics Management Standards Office Website
www.dla.mil/j-6/dlmso/eApplications/LogDataAdmin/dlmsansiconverguides.asp:
CODE TITLE
*9 TRANSPORTATION MODE OF SHIPMENT/TRANSPORTATION METHOD/TYPE
CODE CONVERSION
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=*9
*A TYPE OF PACK CONVERSION GUIDE
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=*A
UNIT OF MATERIEL MEASURE (UNIT OF ISSUE/PURCHASE UNIT) CONVERSION
GUIDE (available in three sorts).
*8 DoD Code Sequence:
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=*8
**8 ANSI ASC X12 Code Sequence:
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=**8
*8* Alphabetic Name Sequence:
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/lqvqcDetails.aspx?code=*8*
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AP5. APPENDIX 5
DLMS TO DLSS CROSS-REFERENCE TABLES
AP5.1. The Defense Logistics Management Standards (DLMS) – Defense Logistics
Standard System (DLSS) (legacy 80 record position format) cross reference tables provide
the following information:
AP5.1.1. A cross-reference of each DLSS Document Identifier Code (DIC) (e.g., A01) to
DLMS Implementation Convention, also known as DLMS Supplement, number (e.g. 511) for
all DLSS legacy processes in two sequences: DIC sequence; DLMS transaction sequence.
DLSS DIC/DLMS Cross Reference Guide (DIC Sequence)
DLMS/DLSS DIC Cross Reference Guide (DLMS Sequence)
AP5.1.2. A Military Standard Transaction Reporting and Accountability Procedures
(MILSTRAP) customer assistance aid consisting of correlation tables between MILSTRAP
legacy DIC series, (e.g. .D4_, D6_, D7_, etc.) and DLMS provides general functional
equivalency between each MILSTRAP DIC and DLMS Implementation Convention. In
addition to identification of the DIC/DLMS basic cross-references, actual physical location of
the applicable transaction type code(s) within each DLMS Implementation Convention and
clarifying information required for defining a valid correlation are provided:
Correlation of MILSTRAP DIC Functionality to DLMS Transactions
(DIC Sequence)
Correlation of DLMS Transaction to MILSTRAP DIC Functionality (DLMS Sequence)
.
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AP6. APPENDIX 6
DEFENSE LOGISTICS MANAGEMENT STANDARDS CODE
LISTS/QUALIFIERS
AP6.1. The Defense Logistics Management Standards (DLMS) Implementation Conventions,
also known as DLMS Supplements, frequently employ a specific combination of data
segments and data elements to convey encoded information. The DLMS Qualifiers represent
a combination of DoD logistics functional data elements for which the authoritative source is
Assistant Secretary of Defense (Logistics & Materiel Readiness) and data elements
developed and maintained by other functional data administrators; but, are used in the
DLMS, (e.g., procurement, finance, contract administration and personnel). Many of the
listed data elements are registered under American National Standards Institute (ANSI)
Accredited Standards Committee (ASC) X12 Data Element 1270 (Code List Qualifier Code)
and are used in Data Segment LQ identifying the coded entry to its qualifier. The presence of
an asterisk (*) in the qualifier code indicates either of the following conditions:
The entry represents a conversion guide required or used in the legacy 80 record
position Defense Logistics Standard Systems (DLSS)/DLMS translation process.
The entry shows a secondary sequence of a data code within a qualifier
(alphabetic/alphanumeric code sequence or clear-text name).
The entry is a guide for cross-reference of DoD Document Identifier Codes (DIC) to
DLMS ICs.
The entry identifies a DoD managed code list (qualifier not in 1270)
AP6.2. DLMS Codes Lists/Qualifiers are available from the DLA Logistics Management
Standards Office Website:
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Log_Qualifiers/LQHome.aspx
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AP7. APPENDIX 7
DEFENSE LOGISTICS MANAGEMENT STANDARDS
TRANSACTION FORMATS
AP7.1. DEFENSE LOGISTICS MANAGEMENT STANDARDS TRANSACTION FORMAT.
Defense Logistics Management Standards (DLMS) transaction formats are stored on the
DLA Logistics Management Standards Office Website
www.dla.mil/j-6/dlmso/eLibrary/TransFormats/140_997.asp.
AP7.2. DEFENSE LOGISTICS STANDARD SYSTEM FORMATS. The DLA Logistics
Management Standards Office Website contains a link to the legacy 80 record position
Defense Logistics Standard System (DLSS) transactions associated with each DLMS
transaction listed. www.dla.mil/j-6/dlmso/eLibrary/TransFormats/140_997.asp.
AP7.2. DEFENSE LOGISTICS MANAGEMENT STANDARDS TRANSACTION USAGE.
DLMS Implementation Conventions, also known as DLMS Supplements, address how the
standards are implemented. One transaction set may be used in several different functional
areas or repeatedly within the same functional area. Each separate interpretation of the
standards according to a specific usage is called an application. See Volume 1, Chapter 7,
Standards and Conventions, for more information on DLMS transactions.
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AP8. APPENDIX 8
TRANSACTION SET 997 IMPLEMENTATION
CONVENTION – FUNCTIONAL ACKNOWLEDGEMENT
AP8.1. This implementation convention (IC) contains the format and establishes the data
contents of the functional acknowledgement transaction set (997) for use within the EDI
environment. This IC is used to acknowledge receipt and acceptance or rejection of a
functional group and the transaction sets (ICs) contained therein based upon EDI translation
software syntax edits. This IC does not cover the semantic meaning of the information
encoded in the ICs. This IC is available on the DLA Logistics Management Standards Office
Website:
www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp.
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AP9. APPENDIX 9
DLMS CHANGE PROCESS FLOW CHART
Begin
Initiator Submits Change Proposal to Component PRC Representative
Component PRC representative coordinates with Component
Component PRC representative s
ubmits to appropriate PRC Chair
PRC Chair reviews
for methodology
,
compliance
, and completeness
PRC Chair consolidates coordination comments and submits proposal
package to director, DLA Logistics Management Standards for
signature
Signed change proposal package approved and submitted to
component PRC members to evaluate and comment
Comments received by PRC Chair
PRC Chair reviews/evaluates comments, coordinates comments with
PRC as required, and completes change proposal package
Approved?
Does change need
ASC X12 approval?
Notification of disapproval
PRC Chair
PRC S/A Member
Initiator
End
Component and DLA Transaction
Services implement change
Change
Approved by
ASC X12?
DLA Logistics Management Standards
determine impact and forward change
request to ASC X12 through
appropriate channels
PRC Chair submits change proposal package for approval
DLA Logistics Management
Standards decide if the
approved change should be
adopted by DoD prior to
ASC X12 approval
DLA Logistics Management
Standards forward unresolved
disagreements to ASD(L&MR/
SCI) for resolution
No
Yes
No
Yes
No
Yes
PRC Chair to
coordinate change
to ADC
Components provide implementation
status updates to PRC Chair
Issues?
Yes
No
All concurrences?
Yes
No
PRC representative provides concurrence/non-concurrence to PRC Chair
DLM 4000.25, Volume 1, Month DD, YYYY
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AP10. APPENDIX 10
DEFENSE LOGISTICS MANAGEMENT STANDARDS
COMPLIANCE
AP10.1. DEFENSE LOGISTICS MANAGEMENT STANDARDS COMPLIANCE
LEGISLATIVE & POLICY AUTHORITY CHAIN. To facilitate interoperability of logistics
business functions across the global supply chain management system, the Defense
Logistics Management Standards (DLMS) prescribe standard logistics business processes,
business rules, information exchange formats and data standards. Transaction based
information exchanges must be executed in the applicable DLMS format, including DLMS
X12 Electronic Data Interchange (EDI) and DLMS eXtensible Markup Language (XML).
Automated information systems executing business processes covered by the DLM 4000.25
series of manuals and interfacing with other systems in the performance of those processes
must assert their compliance with the DLMS.
AP10.1.1. TITLE 10 UNITED STATES CODE § 2222
AP10.1.1.1. Specifies requirements for investment review and certification of
defense business systems before funds, whether appropriated or non-appropriated, can be
obligated.
AP10.1.1.2. Requires establishment of a Department-wide Business Enterprise
Architecture (BEA).
AP10.1.1.3. Requires Business Process Reengineering (BPR) and alignment
to the BEA.
AP10.1.1.4. Requires the establishment of a single Investment Review Board
(IRB) chaired by the DoD Deputy Chief Management Officer (DCMO) and an investment
management process.
AP10.1.2. Office of Deputy Chief Management Officer. The Office of Deputy Chief
Management Officer (DCMO) issues guidance governing the following:
AP10.1.2.1. BEA development, maintenance, and compliance
AP10.1.2.2. IRB rules
AP10.1.2.3. Annual delivery of BEA for the Department of Defense (DoD)
Business Mission Area (BMA) to help defense business system owners and program
managers make informed decisions.
AP10.1.3. Defense Business Council/Investment Review Board. The Defense
Business Council/Investment Review Board (DBC/IRB) oversees the implementation of the
DCMO guidance through:
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AP10.1.3.1. Review of business area functional strategies and approval of the
Components’ Organizational Execution Plans (OEPs) to implement the functional strategies.
AP10.1.3.2. Definition of the Department's target business environment and
approval of the content for the DoD BEA. The BEA specifies the enterprise standards to
which DoD business systems must adhere.
AP10.1.4. DoD Component Chief Information Officers. They must annually assert the
following items for automated information systems under their purview:
AP10.1.4.1. BEA compliance of any business system with a total cost in
excess of $1M over the period of the current future-years defense program (FYDP),
regardless of type of funding or whether any development or modernization is planned.
AP10.1.4.2. BEA certifications using the Architecture Compliance and
Requirements Traceability (ACART) Tool to provide an automated assessment of system
compliance against the data standards, business rules, laws, regulations, and policies
defined in the DoD BEA.
AP10.1.4.3. DLMS compliance for any business system with a total cost less
than $1M over the FYDP, but which executes business processes covered by the DLM
4000.25 series of manuals.
AP10.1.5. Defense Logistics Management Standards. DLMS are authorized by the
following DoD policy documents:
AP10.1.5.1. DoD Directive 8190.1, “DoD Logistics Use of Electronic Data
Interchange (EDI) Standards”
AP10.1.5.1.1. Directs that DLA Logistics Management Standards Office
serve as the Department's executive agent for DLMS change management,
AP10.1.5.1.2. Establishes the American National Standards Institute (ANSI)
Accredited Standard Committee (ASC) X12 as the baseline logistics data exchange standard
upon which the DLMS are based, and
AP10.1.5.1.3. Requires the DoD Components to implement the DLMS in all
AISs that perform business functions covered by the DLM 4000.25 series of manuals.
AP10.1.5.2. DoD Instruction 4140.01, “DoD Supply Chain Materiel
Management Policy” authorizes and directs publication of the 4000.25 series of Defense
Logistics Manuals (DLM).
AP10.1.5.3. DoD 4140.1-R, “DoD Supply Chain Materiel Management
Regulation” directs that the DLMS serve as the primary system governing logistics functional
business management standards and practices.
AP10.1.6. DoD Acquisition and Logistics Functional Strategy, FY 2013
DLM 4000.25, Volume 1, Month DD, YYYY
ADC 1060, Enclosure 1
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AP10.1.6.1. Identifies the DLMS as an enterprise standard,
AP10.1.6.2. Sets the target for Component Automated Information Systems to
be “Fully DLMS compliant by 2019.” This target fulfills the requirement to increase the level
of data and process standardization.
AP10.2 DEFENSE LOGISTICS MANAGEMENT STANDARDS IS A BUSINESS
ENTERPRISE ARCHITECTURE ENTERPRISE STANDARD
AP10.2.1. The DLMS are included in the DoD BEA as a mandatory enterprise
standard of the DoD architecture’s target business environment.
AP10.2.2. The DLMS are a set of artifacts documenting logistics business
management standards whose implementation in automated information systems ensures
interoperability within and across functional domains. The DLMS interpret, prescribe, and
implement DoD policy in multiple functional areas including specifically supply, transportation,
acquisition (contract administration), maintenance, and finance. The DLMS document the
approved standard business processes and the supporting business rules, information
exchanges, and data standards. As an enterprise standard, the DLMS are applicable to all
the DoD Components and by agreement, to external organizational entities 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) State
and Local Government entities; (d) foreign national governments; and (e) international
government organizations.
AP10.2.3. DLMS Business Processes & Rules are published in the DLM 4000.25
series of manuals authorized by DoDI 4140.01. The DLMs are available at: www.dla.mil/j-
6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp The DLMS Information Exchanges supporting
the business rules and processes are available at:
www.dla.mil/j-6/dlmso/elibrary/TransFormats/140_997.asp The DLMS Data used by the
business and processes and conveyed in the DLMS Information Exchanges can be found at:
www.dla.mil/j-6/dlmso/eApplications/LOG.NET/UIL/Default.aspx
AP10.3 COMPONENT CERTIFICATION OF COMPLIANCE WITH THE BEA ENTERPRISE
STANDARD “DEFENSE LOGISTICS MANAGEMENT STANDARDS”
AP10.3.1. The Component ACART certification of a system’s DLMS Compliance is a
two step approach.
AP10.3.1.1. Step 1: Applicability of the DLMS. Determine if the DLMS are
applicable to the system under review. If the DLMS are not applicable to the functional
processes supported by the system under review, then no DLMS compliance certification is
necessary. The determination of applicability is made by reviewing functional business
processes that the system supports and determining whether or not the system under review
exchanges transactional information with other systems to execute its business processes.
AP10.3.1.1.1. Systems that are within the DLMS functional scope are
those that support business functions covered by the DLM 4000.25 series of manuals. The
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system under review may identify DLMS applicability for all or selected individual business
processes supported by the DLMS. A review of the DLM 4000.25 series manuals “Tables of
Contents” is a quick way to identify the specific business processes supported by the DLMS.
AP10.3.1.1.2. Systems that are within the DLMS functional scope and
are dependent on incoming transactions or exiting transactions to support those functional
processes can compare the systems transactions to the transactions identified within the
DLM 4000.25 series of manuals to ascertain the scope of information exchange impacts.
AP10.3.1.2. Step 2: DLMS Compliance Determination. Step 2 begins with the
finding in Step 1 that the DLMS are applicable to functional processes supported by the
system under review. The following describe several levels of compliance. A determination
of Level 1, “Basic DLMS Compliance” is required for a Component to make the assertion that
the system is DLMS Compliant within the ACART tool.
AP10.3.1.2.1. Level 0: DLMS NON-COMPLIANT. A system is declared
DLMS Non-compliant when it
• executes business processes covered by the DLM 4000.25 series of
manuals,
• interfaces with other systems in the performance of those processes, but
does not adhere to the DLMS standard processes, business rules, information exchange
formats, or data standards, and
• there are no active efforts to implement the DLMS.
Transaction based information exchanges must be executed in the applicable DLMS format
including DLMS X12 EDI and DLMS XML. The DLMS are a broad-based body of logistics
management, responsibilities, procedures, business rules, data and information exchange
standards that are documented in the DLMS Manual and Approved DLMS Changes (ADCs)
published and posted to the DLA Logistics Management Standards Office Website.
AP10.3.1.2.2. Level 1: BASIC DLMS COMPLIANCE
. A system is
declared Basic DLMS Compliant when it
• executes business processes covered by the DLM 4000.25 series of
manuals,
• has the capability to interface with other systems using the standard DLMS
transactions (either DLMS EDI or DLMS XML), and
• implements the DLMS basic business function rules and data standards.
• Basic business process rules, formats, and data conform to those
prescribed by legacy MILSTRIP, MILSTRAP, and MILSBILLS.
• At a minimum, the system must be capable of communicating via DLMS
transactions equivalent to the legacy 80 record position transactions, but may not have
implemented all the applicable enhanced capabilities of the DLMS.
While the system has not fully implemented all of the applicable DLMS enhancements, it has
begun doing so, and has detailed plans and actions ongoing to reach full DLMS compliance.
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These systems are characterized as Level 1 and are considered to have reached basic
DLMS Compliance for BEA/IRB compliance certification purposes.
AP10.3.1.2.3. Level 2: ENHANCED DLMS COMPLIANCE. A system is
declared “Enhanced DLMS Compliant” when it
• executes business processes covered by the DLM 4000.25 series of
manuals.
• has the capability to interface with other systems using the standard DLMS
transactions (either DLMS EDI or DLMS XML),
• implements DLMS basic business function rules, formats and data
standards, and
• has implemented the preponderance of applicable DLMS enhancements.
While the system has not fully implemented all of the applicable DLMS enhancements, it has
detailed plans and actions ongoing to reach full DLMS compliance. Systems are
characterized as Level 2 and are considered to have reached Enhanced DLMS Compliance
for BEA/IRB compliance certification purposes.
AP10.3.1.2.4. Level 3: FULL DLMS COMPLIANCE. A system is
declared “Full DLMS Compliant” when it
• executes business processes covered by the DLM 4000.25 series of
manuals,
• has the capability to interface with other systems using the DLMS
transactions (either DLMS EDI or DLMS XML),
• implements the DLMS basic business function rules, formats and data
standards, and
• has implemented all of the applicable DLMS enhancements.
These systems are characterized as Level 3 and are considered to have reached Full DLMS
Compliance for BEA/IRB compliance certification purposes.
AP10.3.2. The IRB will actively monitor Component ACART certifications of a
system’s level of DLMS Compliance. For those systems that are not at Level 3 Fully DLMS
Compliant, the IRB will review Component plans and ongoing actions to ensure the
appropriate resources and priority are being applied to enable the system to be declared
Level 3 Fully DLMS Compliant.
AP10.3.3. As new DLMS enhancements are approved for implementation,
Components must continually update the Component ACART certifications to ensure the
system is remaining current with DLMS. It is possible for a system that was declared Level 3
Fully DLMS Compliant to revert to Level 2 if new DLMS enhancements have not been
implemented. If this occurs, the Component must submit to the IRB detailed plans and
demonstrate ongoing actions for implementing the new DLMS enhancements.
