A.09.01.06 Annex F Inventory change instructions HQ.pptx
PPTX presentation 87 KB Posted
- Attached to
- HQ Maintenance Services
- Solicitation number
- HQC01026QE022
- Issued by
-
Defense Commissary Agency
About this file
This file is an instructional guide for completing the consolidated maintenance contract inventory for the Defense Commissary Agency (DeCA) Vogelweh Headquarters facility in Germany. The document provides detailed column-by-column formatting requirements for inventory data entry, specifying exact field lengths, data types, and capitalization standards. Key data elements include: Short Code (3 uppercase letters), Inventory Number (6 digits), Item Code (2 uppercase letters), Object Class Code (4 digits), Equipment Type (text matching an Item Code list), Manufacturer Name and Model Number (exactly as shown on equipment data plates), Serial Number, Year Purchased (YYYY format), DeCA Barcode (2 letters and 7 digits), Sub Location/Physical Location, PM Interval (1 uppercase letter), Calendar Weeks, and PM Scheduled (2-digit numbers separated by commas if multiple entries).
The instructions establish specific data quality standards, including the prohibition of terms like "Unknown" or "Missing" in favor of "Not Found" or "Unreadable," and mandate that blanks in the first nine columns are not permitted. Special provisions address refrigeration equipment positioning using CAN bus addresses, mobile item tracking requirements, and facility-specific instructions for locations such as Germersheim and KCS that require building numbers or warehouse letters. The document requires color-coding for inventory changes—red text for items no longer at the facility and green text for new items or updates—pending Contracting Officer Representative (COR) review. All data must be formatted using English (US) standards in data processing programs. This inventory serves the DeCA maintenance services contract requiring 100% initial equipment inventories and semi-annual updates to support preventive, unscheduled, and emergency maintenance operations.
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Text version
Instructions For Maintenance Contract Inventory Completion
Text 3 digits Number 6 digits Text 2 digits Number4 digits Text Matches Item Code List Text Text Exactly as on Data Plate Text Exactly as on Data Plate Date YYYY format Text Exactly as on Label Text Text 1 digit Number each 2 digits. By multiple separate with a comma Correct cell formatting and required length. All formatting done using English (US) in data processing programs
Detailed Instructions for Completing Consolidated Maintenance Contract Inventory
| COLUMN | INSTRUCTIONS | FORMAT & LENGTH |
| Short Code | When printed on label, no space or dash shall be placed between this and the following 6 digit Inventory Number | Text, 3 letters, Uppercase |
| Inventory Number | When printed on label, no space or dash shall be placed between this and the preceding 3 letter Short Code | Number, 6 digits |
| Item Code | See details at right | |
| Text, 2 letters, Uppercase | ||
| Object Class Code | See details at right | Number, 4 digits |
| Equipment Type | Use description from Item Code list. Normally this is Attachment #2 | Text, length as needed |
| Manufacturer Name | Enter exactly as on data plate to include spaces, slashes and similar | Text, length as needed |
| Model Number | Enter exactly as on data plate to include spaces, slashes and similar | |
| Text, length as needed | ||
| Serial Number | Enter exactly as on data plate to include spaces, slashes and similar | |
| Text, length as needed | ||
| Year Purchased | See details at right | Date, 4 digits, YYYY |
| DeCA Barcode | Purple & white or White tag with barcode on it. For ease of entry recommend use of a handheld scanner | Text, 2 letters & 7 digits |
| Sub Location (Physical) | Enter the actual location at the facility. For installed refrigerated units enter the case Position number or CAN bus address. Mobile items will need to be updated at regular intervals | Text, length as needed |
| PM Interval | See details at right | |
| Text, 1 letter, Uppercase | ||
| Calendar Weeks PM Scheduled | When multiple are needed based on PM Interval then enter with a comma between each | Number, 2 digit |
Detailed Instructions for Completing Consolidated Maintenance Contract Inventory
| SPECIFIC INSTRUCTIONS |
| Do not use the words Unknown or Missing; instead use Not Found when the data element could not be found and Unreadable if present but unable to correctly read |
| Blanks in the first nine columns are not permitted, for facility Item Codes enter the date of construction for the building |
| Under Equipment Type, use the exact description provided |
| A Ventilation System is defined as those which have ductwork and controls (temperature, time, etc). |
| An Exhaust Fan is any fan installed with NO ductwork, regardless of size |
| For items you are unsure of ask the Field Engineer prior to entering data |
| DeCA barcode required for all accountable items, generally equipment only. Exception is the Display, Bakery Dry |
| Sub-location is the actual location in the facility. MHE should be assigned to Warehouse, Displays to Sales Area. When possible add the Position Number or CAN address for refrigeration for ease of locating. In General logical descriptions to functional area. Examples: Technical Room, Deli, Bakery, Attic, Outer Receiving Area and similar. Use room number if available. In Germersheim and KCS include the Building number and or Warehouse letter. |
| If the item is no longer at the store, the text shall be changed to red. The COR will remove the item after review |
| If there is a new item or an update to existing information, the text shall be green. The COR will review and add to SOMS |
| The COR will provide the inventory number for new items. |
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