A.15.01.03.06 Annex F Inventory Change Instructions.pdf
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Defense Commissary Agency
About this file
This document is an instructional guide for completing a consolidated maintenance contract inventory for equipment at a facility. It provides detailed formatting requirements and data entry specifications for an Inventory List and Preventive Maintenance Schedule.
The inventory form requires completion of 12 columns with specific data elements: Short Code (3 letters, uppercase), Inventory Number (6 digits), Item Code (2 letters, uppercase), Object Class Code (4 digits), Equipment Type (text from Item Code list), Manufacturer Name (exactly as on data plate), Model Number (exactly as on data plate), Serial Number (exactly as on data plate), Year Purchased (4-digit year), DeCA Barcode (2 letters and 7 digits), Sub Location/Physical Location (actual facility location), PM Interval (1 letter, uppercase), and Calendar Weeks PM Scheduled (2-digit numbers separated by commas for multiple intervals). All formatting must use English (US) standards in data processing programs. Critical instructions include: using "Not Found" or "Unreadable" rather than "Unknown" or "Missing" for missing data; prohibiting blanks in the first nine columns (using construction date for facility Item Codes); entering exact equipment descriptions from the Item Code list; entering manufacturer information precisely as printed on equipment data plates; providing actual facility locations with position numbers or CAN bus addresses for refrigeration units; assigning mobile handling equipment to Warehouse and displays to Sales Area; and using red text to flag items no longer at the facility (for COR removal) and green text for new or updated items (for COR review and SOMS entry). The Contracting Officer's Representative (COR) assigns inventory numbers for new items.
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Text version
Instructions For Maintenance Contract Inventory Completion
Text 3 digits
Number 6 digits
Text 2 digits
Number 4 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 2
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.
File details come from the government source that posted it. Updated .