Attachment J.14 CDLS User Guide.pdf

CDLS Vendor Guide (Revision A1)

SIR 693KA8-20-R-00008

Revision History

Date Author Revision Summary Revision No.

1/29/2018 DJB Created CDLS USER GUIDE 2

2/14/2018 DJB Modified content to Order Information screen per Earl Maloney

2.1

2/15/2018 DJB Modified Clear Due-In content 2.2

2/16/2018 DJB Added Remarks instructions 2.3

2/26/2018 DJB Modified content based on peer review feedback

2.4

3/1/2018 HER Updated formatting and screenshots A1

3/1/2018 DJB Updated sections based on peer review 2.5 i

MANUAL

CDLS Vendor User Guide

TABLE OF CONTENTS

Overview ....................................................................................................................................ii

Key Terms ...................................................................................................................................ii

CDLS Requirements

Expectations Of Monitoring The CDLS Website

Requesting Access To CDLS Via ACCESSAML

Vendor Logging into AccessAML

Viewing CDLS Orders

Opening An Order Number In CDLS

Understanding Order Information Screen

Add New Shipment To Orders

Clearing Due-In For Orders

Adding Remarks To Orders

Viewing Remarks On Orders

Exporting Order List To EXCEL

Printing Order Information ii

OVERVIEW

The Aeronautical Center Contractor Depot Logistics Support System (CDLS) is an Internet-based requisitioning bridge for the Logistics Center and outside vendors for supply support activity.

These activities consist of ordering, shipping, and tracking equipment. The website provides the ability to research history records for site usage, as well as priority and returns. This manual outlines the steps needed to process orders/orders within the CDLS Web application.

KEY TERMS

AML: FAA Logistics Center

ACCESSAML: Web Portal Application to access CDLS

CDLS: Contractor Depot Logistics Support

DDM: Select a parameter from a “Dropdown Menu”

ER: Exchange and Repair

FAA: Federal Aviation Administration

FAALC: Federal Aviation Administration Logistic Center

IM: Inventory Manager

LCSS: Logistic Center Support System

LRU: Lowest Replaceable Unit

PO: Purchase Order

Pri: Priority

CDLS REQUIREMENTS

CDLS Requirements

Vendors must have an active user account to AccessAML in order to gain access to the CDLS website. The role assigned to that vendor will be approved by the CDLS Application

Administrator.

CDLS application is developed to work with Microsoft Internet Explorer. Using other web browsers such as Google Chrome, Mozilla, etc., may cause some functionality issues within

AccessAML and/or CDLS. Therefore, the preferred web browser is Microsoft Explorer.

Users experiencing issues within the website should contact the FAA Inventory Manager.

They may also send an email to accessaml@faa.gov.

EXPECTATIONS OF MONITORING THE CDLS WEBSITE

Expectations of Monitoring the CDLS website:

- Monitor the CDLS Web-Based Interface Tool for orders throughout the day and process requirements in accordance with designated priority.

Priority 1 - Shipment is to be made within 24 hours after receipt of notification through the CDLS web or by the FAALC IM.

Priority 2 - Shipment is to be made within 48 hours after receipt of notification through the CDLS web or by the FAALC IM.

Priority 5 – Shipment is to be made within 8 calendar days after receipt of notification through the CDLS web or by the FAALC IM.

- Record shipping information in the CDLS web by close of business the same day of shipment.

- Track the returns of repairable assets and annotate information in the CDLS web to include originating site, LRU, date returned and associated shipping information within 24 hours of the return delivery.

- Ensure information is accurately recorded in the CDLS web prior to invoice submission. Orders/Orders will not be deemed as complete for invoice acceptance until shipping, return, and close out information is accurately recorded.

REQUESTING ACCESS TO CDLS VIA ACCESSAML

Step 1: Vendors should Send an email to accessaml@faa.gov that includes the following:

name, business name, contact number and email address requesting permission for CDLS.

User will be added to AccessAML outside server in order for user to request access. User will receive a detailed document on how to request access with temporary login instructions.

Step 2: Go to https://vpn.faa.gov as shown below and Select Proceed.

Step 3: Enter Username and Password. Select from Drop Down Menu (DDM) “AML Users” for the “Domain/Access” field as as shown below.

Step 4: Select “AccessAML” as shown below.

Step 5: Select Continue.

Step 6: Select Request Access and complete the form to submit your CDLS request.

Step 4: Select AccessAML” as shown below.

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StStepep 55:: SeSelelectct CoContntininueue.

Step 7: Select “CDLS - Contractor Depot Logistics Support” from the list of applications and Select Next.

Step 8: Select role needed for CDLS “CDLS – Vendor” and Select Next.

Step 9: Complete the required fields and Select Next.

Step 10: Complete the required section, Additional fields, and Select Next.

1: Job Category: Is a drop down menu (ex. Other)

2: Routing Symbol: Vendors can input State or Company Name.

3: Organization: Is a drop down menu (ex. Other)

4: Division: Is a drop down menu (ex. Other).

5: Branch: Is a drop down menu (ex. Other).

6: Region: Drop down choices if unsure select “Region”

7: Supervisor Name: FAA Point of Contact such as Item Manager.

8: Supervisor Phone: FAA Point of contact phone number.

User should see message stating “ The account registration request has been sent….”

VENDOR LOGGING INTO ACCESSAML

Vendor authenticating into AccessAML:

Vendors should have received an email similar to one below with their login credentials after requesting access to AccessAML/CDLS.

NOTE: If you have no login credentials Refer to section “Requesting Access to CDLS via

AccessAML”.

Step 1: Go to https://vpn.faa.gov as shown below and Select “Proceed”

AccessAML”.

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Step 2: Enter Username and Password. Select from DDM the choice “AML Users” for the

“Domain/Access” field as shown below.

Step 3: Select “AccessAML” as shown below.

Step 4: Select “Continue”

Step 5: Enter your Username and Password and Select Login.

CDLS Vendor Guide (Revision A1) CDLS Vendor Guide (Revision A1)

Users will be required to reset their password upon logging in successfully.

Step 6: Complete the change password fields and Select Change Password.

Note: Follow the password requirements for resetting your password

- Should have at least eight characters

- May not contain user’s account name

- Must contain characters from three of the following types

- Upper-case characters

- Lower-case characters

- Numerical digits

- Non-alphanumeric characters

- Characters cannot be repeated more than once in succession

- Minimum lifespan for password is two days

- Maximum lifespan for passwords is 90 days

- A password used in the last 5 cycles cannot be used

CDLS Vendor Guide (Revision A1) CDLS Vendor Guide (Revision A1)

Users will see a message stating the password was changed successfully.

Step 7: Read the rules of behavior and Select Accept.

Users should now be successfully logged into AccessAML. User should see their login name on the right and list of applications they have access to as shown on the screen below.

Step 8: Select “CDLS - Contractor Depot Logistics Support” to navigate to the CDLS website.

VIEWING CDLS ORDERS

After selecting “CDLS - Contractor Depot Logistics Support “users will be sent to the CDLS website. To view orders as a vendor Select “LCSS Orders” as shown below.

1 2 3 4 5 6 7 8 9 10 11

1: Order #: The purchase order number issued to the vendor.

2: Processed Date: The date order was created and transmitted to the CDLS website.

3: Appto: The system supported by the vendor.

4: NSN: The national stock number associated with the item being sent.

5: Manuf Part#: The part number associated with the NSN item.

6: Quantity: The requested amount needed to fulfill the order.

7: Shipped: The number of items shipped for that requisition.

8: UI: Unit of issue (ex: each, pkg, foot, ream, kit)

9: Priority: The level of urgency for the request to be processed.

Priority 1 - Shipment is to be made within 24 hours after receipt of notification through the CDLS web or by the FAALC IM.

Priority 2 - Shipment is to be made within 48 hours after receipt of notification through the CDLS web or by the FAALC IM.

Priority 5 – Shipment is to be made within 8 calendar days after receipt of notification through the CDLS web or by the FAALC IM.

10: Status: An update on the progress of processing the order. (ex: Pending, Shipped)

11: Remarks: Comments and/or remarks entered by user related to that particular order.

12 13 14

12: Drop down menu displays the specific list of orders based on selection:

:All - Displays all orders

:Pending - Displays only Pending orders

:Cancelled – Displays only Cancelled orders

:Complete – Displays only Completed orders

:Complete ER – Displays only Completed E&R orders

:Partial – Displays list of Partial orders

:Shipped ER – Displays list of Shipped E&R

13. Find A Single PO by Id: Allows the user to search for a specific purchase order by entering the order number.

14. Export Order List to Excel: Allows users the ability to export the records and save to an excel spreadsheet.

1212 1313131313131313 14141414

OPENING AN ORDER NUMBER IN CDLS

Once users have successfully navigated to the CDLS website, users can open an order number by two methods.

Method 1: Users can use their mouse to Select the order number displayed on the LCSS

Current Orders screen as shown below.

Method 2: Users can manually Enter the order number into the field “FIND A Single PO By

Id:”and Press Enter on the keyboard or Select “FIND”

NOTE: This field is Case Sensitive. (See examples below)

Example 1: If user enters “r144964” or another incorrect order number the following message will be displayed:

Example 2: If a user enters “R144964” they will be taken directly to that order information page as shown below:

CDLS VeVendndor G Guiuidede ( (ReRevivisision A A1)1)

CDLS Vendor Guide (Revision A1) CDCDLSLS V Venendodor r GuGuidide e (R(Revevisisioion n A1A1))

UNDERSTANDING ORDER INFORMATION SCREEN

This section will help users understand the details associated with processing the orders for shipment and clearing due-ins in CDLS.

1: Orders: Selecting this option will take user back to the LCSS Current Orders screen.

2: Add New Remark: Allows users to enter remarks specific to that particular requisition and is displayed as part of the order information history.

3: Add Shipment: Allows the vendor to enter shipment information related to that order number and is displayed as part of the order information history.

4: Print: Allows users to print a detailed summary of the order information page including remarks, shipment history and due-in history.

5: Pri: Priority is the level of importance of the order (Priority 1-5).

6: Appto: The equipment supported by the vendor.

7: Tracking Number: The customer order number.

8: NSN: The national stock number associated with the supported equipment

9: Description: General description of the equipment supported contained in IFS

10: Category: The type of equipment that is supported such as Expendable, E&R, etc.

11: Contract #: Division placing the order.

12: Process Date: Date order was processed and submitted to CDLS.

13: Ref #: The purchase order number vendors use to search and process orders.

This number is generated by IFS.

14: Originator: Can be the person/place that requested the equipment.

15: Phone: Contact number of recipient.

16: Location Type: Generally the Facility Type and Location ID, routing address generated from IFS.

17: Mark For: This field will display person/place receiving the equipment.

18: Part #: The part number associated with the NSN item.

19: Serial #: The specific serial number associated with a part number from IFS.

20: Status: The progress of the current order number which includes: Pending, Cancelled, Complete, CompleteER, Partial and ShippedER.

21: Number of Pkgs: Total number of shipments sent to recipient.

22: Qty Ordered: Total quantity ordered by recipient.

23: Qty Shipped: Total quantity shipped by vendor.

24: UI: Unit of issue (ex: each, pkg, foot, ream, kit).

25: Total Weight: The weight entered by vendor when adding new shipment.

26: RMA: Return Material Authorization for equipment being returned to vendor. This field is currently not used. However, vendor can utilize the add remark feature to enter RMA information.

27: SSC: Supply Support Code of region equipment being sent to

28-29: Address: Location where equipment is being sent to generated in IFS.

30: Country Code: Origin of country where equipment is being sent.

31: City: City of country of origin.

32: State: State equipment is being shipped to.

33: Zip Code: Zip code associated with the City and State of origin.

34: Remarks: Keeps a history of all remarks entered regarding the specific order number.

35: Shipment History: Keeps a history of all shipment(s) regarding the specific order number.

36: Due-In History: Keeps a history of all clear due-in(s) shipped regarding the specific order number. This specifically pertains to E&R items.

ADD NEW SHIPMENT TO ORDERS

In order to add shipment information to the order, user should already be on the Order

Information page as displayed below.

Note: The “Qty Ordered” should match the “Qty Shipped”. If not the order information screen will display “Partial” status.

Step 1: Select Add New Shipment

Step 2: Complete all the required fields to add shipment information for the order.

Step 3: Click Save.

Step 4: Complete the required fields for Shipment information pertaining to that particular order number (As shown below)

1: Entered By: Field is auto-filled by user logged into CDLS.

2: Ship Date: Drop down that user enters to select shipping date.

3: Qty Shipped: Number of items shipped for order.

4: Carrier: Drop down choice of delivery service used to ship the order.

5: Carrier Track #: Tracking number associated with order from delivery service company used.

6: Weight (lbs): The weight of the shipment entered by user.

7: Serial #: Serial number associated with the equipment being shipped.

8: NSN: The National Stock Number associated with the equipment being sent.

9: Save: Saves shipment information entered by user.

10: Back: Returns the user to previous page without saving any information.

Shipment information is saved to the order information page.

CLEARING DUE-IN FOR ORDERS

If you shipped an Exchange and Repair (E&R) item, vendors will have a Clear Due-In required on that item. In order to process the Clear Due-In, vendors should follow steps below. The Clear Due-In option only appears after a shipment(s) has been added to the order as shown below. Follow steps below to process a Clear Due-In.

Step 1: Select Clear DueIn

Note: Status is ShippedER

Step 2: Complete all the required fields to Clear Due-In for order. (As shown below)

Step 3: Select Save and Clear Due-In information is saved to the Order Information page.

Figure 1: Due-In information completed

1: Entered By: Field is auto-filled by user logged into CDLS.

2: Ship Date: Drop down that user select for shipping date.

3: Qty Shipped: Number of items shipped for order.

4: Carrier: Drop down choice of delivery service used to return the Due-In.

5: Carrier Track #: Tracking number associated with order

6: Weight (lbs): The weight of the shipment entered by user.

7: Serial #: Serial number associated with the equipment being returned.

8: NSN: The National Stock Number associated with the equipment being returned.

9: Save: Saves shipment information entered by user.

10: Back: Returns the user to previous page without saving any information.

Note: Status changes from ShippedER to CompleteER.

ADDING REMARKS TO ORDERS

Adding Remarks to orders can only be done within the Order Information page. Users can use this feature to communicate any information they deem important to this order. It can be a delay in processing, RMA details, additional shipping information, etc. All information entered in remarks will be displayed on the Order Information screen.

Note: Add New Remark option is ideal for entering RMA information.

Step 1: Select Add New Remark from Order Information page.

Step 2: Enter remarks in text box and Click Save.

Step 3: Remarks have been added to the Order Information page as shown below.

FIGURE 1: Remarks entered and applied to order number R92313.

VIEWING REMARKS ON ORDERS

If an order has a remark, there will be a hyperlink that a user can select under the remarks column on the LCSS Current Orders.

Method 1: If an order has a remark, users can Select the “Remarks” link under remarks column to display the message. A dialog box will open with the remarks for that order.

Figure 1: LCSS Current Orders page that displays remarks links next to the specific order.

Method 2: Users can view the remarks within the Order Information page of the selected order chosen from the LCSS Current Orders list.

Figure 2: Remarks entered for order R92313 displayed on Order Information screen.

EXPORTING ORDER LIST TO EXCEL

Users have the functionality within CDLS to export the order list to an Excel spreadsheet.

Based on your filter method your export will contain the list currently displayed on the LCSS

Orders screen.

Step 1: Choose an option from the DDM to filter a search.

Step 2: Select “Export Order List to Excel”

Example 1: “Pending” option chosen will display list of only pending orders.

Number of Pending orders that will be exported.

Export to Excel function

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rt to ExExcece

Screenshot of Excel export for the 24 Pending orders.

Example 2: “ShippedER” option chosen will display list of only Shipped ER orders

Number of ShippedER orders that will be exported.

Export to Excel function

Example 2: “ShippedER option chosen will display list of only Shipped ER orders

Number of ShippedER orders that will be exported.

to ExExExExExExExExExExExExExcecececececece

Nu

Screenshot of Excel export for the 409 shipped ER orders

PRINTING ORDER INFORMATION

CDLS give users the functionality to print the details of the order. Print option is available on the CDLS Order Information menu. Your computer must be connected to a local printer.

Note: Contact your IT department if you are not connected to a printer in your area.

Step 1: Within the Order Information screen Select Print

Step 2: Select to print the details pertaining to that requisition. All information contained on the Order Information screen will be included in the hardcopy.