Annex F Inventory change instructions HQ.pptx

This file is an instructional guide for completing a consolidated maintenance contract inventory for the Defense Commissary Agency (DeCA) Vogelweh Headquarters facility in Germany. The document provides detailed column-by-column formatting requirements and data entry standards for equipment inventory documentation, including specifications for Short Codes (3-letter text), Inventory Numbers (6-digit format), Item Codes (2-letter uppercase text), Object Class Codes (4-digit numbers), Equipment Type descriptions, Manufacturer Names, Model Numbers, Serial Numbers, Year Purchased (YYYY format), DeCA Barcodes (2 letters and 7 digits), Sub-Location descriptions, PM Intervals (1-letter uppercase), Calendar Weeks, and PM Scheduled entries (2-digit numbers separated by commas when multiple intervals apply).

The instructions emphasize strict data integrity requirements, including mandatory completion of the first nine columns with no blanks permitted, use of "Not Found" or "Unreadable" instead of "Unknown" or "Missing," and standardized terminology such as distinguishing between Ventilation Systems (with ductwork and controls) and Exhaust Fans (installed without ductwork). The document specifies that DeCA barcodes are required for all accountable items, particularly equipment, with exceptions for Display and Bakery items. Sub-location entries must reflect actual facility locations with position numbers or CAN addresses for refrigeration units, and color-coding conventions apply where red text indicates items no longer at the store and green text indicates new or updated information requiring COR review. All formatting must be completed using English (US) standards in data processing programs, supporting the maintenance service contract's requirement for comprehensive equipment tracking and preventive maintenance scheduling.