Atch_2_CAVAF_Reporting_Requirements_Document_May_2022.pdf

Commercial Asset Visibility Air Force

CAV AF REPORTING REQUIREMENTS

The purpose of this atachment is to provide Contract Depot Maintenance (CDM) guidance for contractor technical responsibili�es and repor�ng requirements of the CAV AF system. CAV AF is the mandated primary system of record for providing daily status of all Government owned assets located at contractor repair facili�es.

Repor�ng within CAV AF is not limited to end items subject to repair, but includes assets stored within a contractor Inventory Control Point (ICP). CAV AF system down-�me will be iden�fied on the CAV AF homepage banner. Contractors are responsible for ensuring the most current Contractor User Guides are u�lized by their assigned reporters.

NOTE: Contractor User’s Guide can be accessed from the CAV AF homepage.

CAV AF FAMILIARIZATION TRAINING

1. Familiariza�on training for CAV AF repor�ng can be requested by the contractor via the applicable contracts ICP CAV AF system administrator (SA). Assistance, guidance, general ques�ons or specific contract transac�onal repor�ng requirements can be addressed to the CAV AF contract monitor (CM). ICP CAV AF (SA and/or CM) points of contact (See Contractor Responsibility Item #4).

CONTRACTOR RESPONSIBILITY

1. Contractor shall ensure asset record in CAV AF is an accurate reflec�on of physical assets on hand at all �mes.

This shall be accomplished via CAV AF repor�ng daily and/or within one (1) business day of a maintenance ac�on occurrence IAW the applicable CAV AF CDRL.

NOTE: A valid Public Key Infrastructure (PKI) is required prior to accomplishing #2 and #3 of contractor responsibili�es.

2. Each CAV AF reporter shall submit a completed System Authorization Access Request, DD Form 2875, per instruc�ons within 10 days a�er contract award date. All DD Form 2875(s) shall be digitally signed. There must be two CAV AF reporters assigned to ensure contractual repor�ng requirements do not experience a lapse in repor�ng coverage.

3. Reporter(s) shall complete ini�al and annual refresher DoD Informa�on Assurance (IA) CyberAwareness Challenge training and submit a course comple�on cer�ficate with the completed DD Form 2875.

a. Reporter(s) can access IA training on the CyberAwareness Challenge website, using the following website:

htps://public.cyber.mil/training/cyber-awareness-challenge

b. A�er naviga�ng to training simply “Launch Training”.

c. First �me CAV AF Reporter(s) will email ini�al IA CyberAwareness Challenge course comple�on cer�ficates, AF User Agreement Statement (AF Form 4394), and completed DD Form 2875 to point of contact at applicable ICP (see item #4).

d. All follow on refresher course comple�on cer�ficates shall be completed before lapse in cer�fica�on occurs and will be emailed to respec�ve ICP iden�fied in paragraph 4a, 4b, and 4c below.

e. CyberAwareness Challenge course comple�ons are a contractual requirement, and the contractor must comply. Contact your local CAV AF SA if you experience technical difficul�es.

4. Reporters requiring assistance with any CAV AF related access issues should contact their applicable ICP CAV AF System Administrator POC listed below:

a. Robins AFB, GA, call (478) 327-6602 or send email request to: 406scms.cav.af.ar@us.af.mil

b. Hill AFB, UT, send email request to: 420scms.cdm@us.af.mil

c. Tinker AFB, OK, send email request to: 420.scms.�nker.cdm.workflow@us.af.mil

5. To access the CAV AF system, contractor and subcontractor reporters shall follow “Log-in Procedures” as prescribed within the Contractors User’s Guide.

6. Contractor shall ensure accountability of all Government Furnished Property (GFP) within their Enterprise Resource Planning (ERP) or Commercial Off-the-Shelf (COTS) system, which must be reported accurately for same GFP records within CAV AF at all �mes.

7. Contractual Induc�on-at-Risk of end items is prohibited on all repair contracts.

8. Contract/Delivery Order Closure Disposi�on – Government will provide disposi�on instruc�ons to contractor’s reporter. Contractor shall begin shipping assets within 10 days of receiving Government disposi�on instruc�ons and have completed all shipping ac�ons 30 days therea�er. Contractor shall be fully responsible to ensure all corresponding CAV AF repor�ng ac�ons associated with disposi�on occur within one (1) business day of related shipment ac�on.

9. All Na�onal Stock Numbers (NSNs) iden�fied as Nuclear Weapon Related Materiel (NWRM) shall require contractor CAV AF repor�ng for produc�on management, to track and report NWRM end items in repair with Serial Number iden�fica�on within one (1) business day for asset visibility and serial number tracking. When reparable asset is received, Contractor’s reporter shall capture each NWRM asset’s Serial Number. Contractors shall follow all NWRM management requirements outlined in AFI 20-110, NWRM Management, to include, but not limited to packaging, marking, labeling, storage, transporta�on, and receipt of all NWRM assets, with emphasis on Posi�ve Inventory Control (PIC) and records management by the contractor and Government to assure compliance. The successful applica�on of these procedures requires the full coopera�on of all personnel associated with the storage, shipping, transshipping, and receiving of all NWRM assets.

SPECIFIC CAV AF CONTRACTOR TRANSACTIONAL REPORTING REQUIREMENTS

1. “Not-on-Contract” (NOC) receipt transac�ons apply to assets which are associated to a contractor facility DoDAAC and not an ac�ve contract delivery order. Regardless of asset condi�on code status, Not-on-Contract shall be used for the following repor�ng ac�ons:

a. Discrepancy Items – are iden�fied as misrouted shipments, misiden�fied shipments, or damaged end items.

Contractor’s reporter will verify resolu�on weekly to acquire resolu�on to discrepancy within 30-days of receipt transac�on. The contractor shall comply with disposi�on instruc�ons provided by the Government within 10-days and complete all associated repor�ng ac�ons within same period. Contractor repor�ng ac�ons shall be resolved using reversals of individual Record Control Document Numbers (RCDN) or may be accomplished u�lizing a ‘bulk’ shipment ac�on of RCDN.

b. Inventory Control Point Items – are iden�fied as assets stored at contractor facility and are not repair end items or discrepancies items. Movement of assets from “Not-on-Contract” category shall be resolved using reversals of individual RCDN or may be accomplished u�lizing a ‘bulk’ shipment ac�on of RCDN.

NOTE: Contractor is responsible for all “Not-on-Contract” assets ensuring physical asset balances are reflected and CAV AF repor�ng ac�ons occur within one (1) business day of occurrence.

2. CAV AF receipt or repor�ng ac�ons will not be u�lized for Quality Deficiency Report (QDR) items, as there is a separate process and tracking mechanism for them.

3. All Contract Line-Item Number (CLIN) repairable assets shall be receipted in CAV AF under Receipt Type: On Contract. CAV AF generates a RCDN for each unit receipted and allows the reporter to assign a reference or serializa�on number for tracking purposes. Where no reference or serializa�on numbers are u�lized, the oldest RCDNs (listed first) shall always be processed first. Any reversal ac�ons shall be accomplished using the last RCDNs processed.

4. The “Complete Date” entered into CAV AF cannot be dated prior to the DD250 date entered in the same screen. Contractor will validate that the DD250 shipment number and date entered into CAV AF are accurate.

This requirement is also applicable to Condi�on Code H (Condemned) only when specifically directed by the contract.

5. Proper usage of DD Form 1348-1A, Issue Release/Receipt Document in rela�on to CAV AF repor�ng requirements.

a. Receipt Ac�ons: Contractor’s reporter will use Government issued shipment document numbers for CAV AF end item receipt transac�on repor�ng only in the absence of missing DD Form 1348-1A or shipment document number. Contractors are not authorized to generate pseudo shipment document numbers for receipt transac�ons because this creates disconnects in shipment tracking within Government inventory systems.

Note: If the DD Form 1348-1A is missing or no shipment document number is available, contractors are to immediately contact their applicable ICP POC or Supply Planner, who will acquire Government issued shipment document number.

b. Shipping Ac�ons: DD Form 1348-1A shall be used as the shipping document for shipment transac�ons of all end items. A DD Form 1348-1A is also applicable to all Consolidated Serviceable Inventory/Consolidated Reparable Inventory (CSI/CRI) assets regardless of tracking or repor�ng purposes. A Material Inspection and Receiving Report, DD Form 250 or Requisition and Invoice/Shipping Document, DD Form 1149 are not authorized as a shipment document and shall not accompany any material shipments on repair contracts. CAV AF provides a DD Form 1348-1A in a Portable Document Format (PDF). DD Form 1348-1A shipping documents will be prepared for each NSN shipment from contractor’s facility, regardless of des�na�on. The en�re form, complete with bar coding, will be printed on a laser printer as specified under technical considera�ons. It is recommended the PDF be saved at the contractor’s facility prior to prin�ng (Note: The DD1348-1A forms are not saved/stored in CAV AF and cannot be reproduced by the system). The Contractor shall print three copies for shipping. Place one copy on the outside of the shipment container, one copy inside the shipment container, and retain the third copy for the contractor’s records. For end item shipments the DD Form 1348-1A shipment document number shall be comprised as one of the following ac�ons:

i. Back to Depot Shipments:

(1) For a “single” unit NSN shipment, the default shipment document number will be the CAV AF RCDN of item being shipped.

(2) For “mul�ple” quan�ty shipments, it is recommended the CAV AF RCDN of the lead item of the shipment be used as the shipment document number.

ii. Amended Shipping Instruc�ons (ASI): are used to divert material that is due-in from a contractor to a requisi�oner. Government disposi�on instruc�ons will provide a shipment document number to the contractor to be u�lized for CAV AF shipment transac�on repor�ng and the DD Form 1348-1A.

c. In the event CAV AF system is inoperable or is on a scheduled down�me:

i. The DD Form 1348-1A shall be manually completed and generated (printed) by contractor, using the AFPUBS website: htps://www.esd.whs.mil/direc�ves/forms/

ii. When CAV AF is again opera�onal, the contractor shall resume with transac�onal repor�ng ac�ons in a �mely and accurate manner, including comple�ng a DD Form 1348-1A (prin�ng not required if manual DD1348-1A PDF file u�lized) and the shipment process in CAV AF.

6. Upon contract expira�on and/or becoming produc�on complete, the contractor will complete a 100% physical inventory inspec�on. Any assets remaining at the facility within 30 days must be noted in an email request to the Contrac�ng Officer (CO) and Supply Planner for disposi�on instruc�ons by the Government. If none is provided, assets are to be returned to the depot and reported within CAV AF, shipping to the following addresses according to each Na�onal Stock Number (NSN) inventory management loca�on by Source of Supply (SOS) code:

a. FHZ – Tinker AFB, the ship for disposi�on address to SW3211:

TYPE/CODE: A SW3211

DEF DISTRIBUTION DEPOT OF OKLAHOMA

CEN REC 3301 F AVE

BLDG 506, DR 22

TINKER AFB, OK 73145-8000

b. FGZ – Ogden AFB, the ship for disposi�on address to SW3210:

TYPE/CODE: A SW3210

DLA DISTRIBUTION DEPOT HILL

7537 WARDLEIGH RD

BLDG 849W

HILL AFB, UT 84056-5734

c. FLZ – Robins AFB, the ship for disposi�on address to SW3119:

TYPE/CODE: A SW3119

DLA DISTRIBUTION WARNER ROBINS

455 BYRON STREET

BLDG 376

ROBINS AFB, GA 31098-1887

7. Systemic data problems created by contractor’s failure to report data accurately or in a �mely manner are subject to immediate Program Management Review (PMR). Examples of documented system data problems include but are not limited to:

a. Timely repor�ng means compliance with 24-hour requirement for all contractor CAV AF repor�ng of maintenance transac�ons. Actual date informa�on is required for all repor�ng ac�ons. Contractors are not authorized to report all receipt, induc�on, complete and ship transac�ons the same day to ‘catch-up’ due to periodic repor�ng. This affects Government inventory management systems and balances crea�ng D035 Stock Control Supply System (SCSS) controlled excep�ons (associated with same day repor�ng issue).

b. Contractors not using Government issued DD Form 1348-1A document numbers for repor�ng CAV AF receipt transac�ons will cause a data variance to disconnect with Government inventory D035 SCSS. Contractors are required to use DD Form 1348-1A document numbers for end item receipt transac�ons. NOTE: If the DD Form 1348-1A is missing or no shipment document number is available, contractors are to immediately contact assigned Supply Planner and acquire Government issued shipment document number.

c. Overages and shortages, for items which are part of this contract shall be reported by the contractor into CAV AF as received “On-Contract” with actual quan��es received. Any items which are not part of this contract shall be receipted as “Not-on-Contract” with the correct NSN, which represents misdirected or misiden�fied assets.

8. RCDNs are systemically generated in CAV AF and should not be duplicated or fabricated with a suffix for shipment document numbers. RCDN is comprised of the CAV AF Contractors DoDAAC, the Julian date the RCDN was produced, and a four-digit serial number (begins with 0001 each day). This affects Government inventory management systems D035 SCSS controlled excep�ons.

DISCREPANCIES INCIDENT TO SHIPMENT

1. There are transporta�on and item discrepancies, each having different repor�ng requirements. Detailed informa�on for each report is in the per�nent service publica�ons.

2. Discrepancies incident to shipment include misiden�fied items, varia�ons in quan�ty, non-requisi�oned items, lost or damaged parcel post, and items in dubious condi�on. These discrepancies shall be reported and resolved using the DoD web-based applica�on WebSDR link is htps://www.dla.mil/Defense-Data- Standards/Commitees/SDR/.”

This system of repor�ng a Supply Discrepancy Report (SDR), formerly called Report of Discrepancy (ROD), has been developed in compliance with DoD regula�ons 4140.1-Vol 6 and DLM 4000.25, Vol 2, Ch 17 which requires automated SDR processing. In those situa�ons where the SDR ini�ator is unable to gain access to the AF WebSDR, con�nued use of manual forms is permited. A copy of the form will be forwarded through the CAO and Quality Assurance (QA) ac�vity for correc�ve ac�on.

3. Transporta�on discrepancies and item transac�on discrepancies shall be coordinated with the Defense Contract Management Agency (DCMA) Property Administrator and Administra�ve Contrac�ng Officer (ACO) immediately upon discovery for correc�ve ac�on in addi�on to AF WebSDR submital.

4. Contract line items received with missing components (Missing On Induc�on, (MOI)) the contractor shall process a SDR (SF Form 364) immediately upon discovery in accordance with AFJMAN 23-215 and provide a copy of submited MOI SDR form to the ACO within 2 days of discovery.

5. All misdirected shipments of GFP shall be reported to the assigned Supply Planner via email no�fica�on within three workdays. The Supply Planner will consult with issue appropriate disposi�on instruc�ons for the misdirected items.

6. Overages, shortages, and misiden�fied items which are part of this contract and received by the contractor shall be reported into CAV AF with the actual received quan�ty and with the correct NSN. An SDR shall be processed in accordance with standard procedures iden�fied above for these overages, shortages, and misiden�fied items.

GENERAL INFORMATION

Ini�al CAV AF training will be provided by the contrac�ng ICP or Contract Monitor. Any follow up training will be the responsibility of the contractor. Training request and/or ques�ons on CAV AF, please contact CAV AF System Administrators (SA) for contracts issued by respec�ve ICP, from one of the following areas:

a. Robins AFB, GA, call (478) 327-6602 or send email request to: 406scms.cav.af.ar@us.af.mil

b. Hill AFB, UT, send email request to: 420scms.cdm@us.af.mil

c. Tinker AFB, OK, send email request to: 420.scms.�nker.cdm.workflow@us.af.mil