Attachment 4 Virtual Industry Day Question AFSAC Online Contractor Work Bench Demonstration R1.pdf

Virtual Industry Day Question AFSAC Online & Contractor Work Bench Demonstration REV 1

1. How or when will AFSAC demonstrate the proposed or actual AFSAC Online/Contractor Workbench and describe more fully the interface and data posting expectations?

Answer 1: Video and demonstration of current capabilities are provided at the below link. Please provide follow up questions and or industry feedback on technology solutions to support the

Government’s Market Research efforts via email to Sarah.Harris.11@us.af.mil and

Michael.Logue@us.af.mil.

AFSAC Online and Contractor Work Bench Demonstration Video

Additionally, the attached PDF document PROS Sample Data Flow Requirements is provided as a sample method to interface directly to the USG systems. Please review to assist the USG in Market Research.

mailto:Sarah.Harris.11@us.af.mil mailto:Michael.Logue@us.af.mil https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWUzNzcwNjMtZDlmZi00MWU3LWEzZWQtZWU1MzZjMGQxYWYy%40thread.v2/0?context=%7b%22Tid%22%3a%2221acfbb3-32be-4715-9025-1e2f015cbbe9%22%2c%22Oid%22%3a%2239d4e7e7-3ac9-4609-b484-f2fc97fd18ed%22%2c%22IsBroadcastMeeting%22%3atrue%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWUzNzcwNjMtZDlmZi00MWU3LWEzZWQtZWU1MzZjMGQxYWYy%40thread.v2/0?context=%7b%22Tid%22%3a%2221acfbb3-32be-4715-9025-1e2f015cbbe9%22%2c%22Oid%22%3a%2239d4e7e7-3ac9-4609-b484-f2fc97fd18ed%22%2c%22IsBroadcastMeeting%22%3atrue%7d i

PROS SAMPLE DATA FLOW

This sample document is provided to support PROS VI Market Research. This sample document is provided to demonstrate the strategic interface capability needed for a potential Contractor Delivered Software Solution capable of interfacing directly with Security Assistance Management Information System (SAMIS). This sample document directs XML usage, however alternate solutions are acceptable to meet current industry best practices as the Market Research needs to support agile software solutions over the lifecycle of this acquisition effort. The

Government requests industry feedback for continued Market Research and requirement development.

ii

TABLE OF CONTENTS PROS “SAMPLE” DATA FLOW

I. CONTENT AND STRUCTURE

A. Interface Testing

B. Types of Transactions

1. "Electronic Records" - Figure 1:

2. "Status Codes" - Figure 2

3. Common Data Requirements or “AFSAC Types” - Figure 3

4. "USG Requisition"

a. Figure 4a:

b. Figure 4b:

c. Figure 4c:

5. "Text Message" or "Narrative"

a. Figure 5a:

b. Figure 5b:

6. "USG Requisition Modifier" - Figure 6:

7. "USG Follow-Up" - Figure 7:

8. "USG Cancellation Request" - Figure 8:

9. "Contractor Status" - Figure 9:

10. "Contractor Shipment" - Figure 10

11. "Contractor Freight Tracking" - Figure 11

12. "Contractor Invoice" - Figure 12

13. "Contractor Transaction Rejections/Errors” - Figure 13

14. “PROS Exchange Log” - Figure 14

15. "USG Error Codes" - Figure 15

16. "USG Invoice Error Codes" - Figure 16

II. GENERAL CONCEPTS

A. Terminology and Conventions

B. Types of PROS Orders

1. Normal Supply Order (Doc ID A0_)

Table 1 - Standard Item Identification Code (SIIC)

2. Package Buy (Doc ID A05)

3. Maintenance Order (Doc ID C0R)

4. Unscheduled Maintenance Order (Doc ID XDW) iii

5. Task Order (Doc ID C0S)

6. Price and Availability (P&A) Request (Doc ID C0P)

C. Level of Service (Urgency) and Lead-time Tracking

Table 2 - LOS Upgrade

D. Narrative Data

E. Transaction Errors

Table 3 - Contractor Error Cross-reference Matrix

Table 4 - SAMIS Sort Sequence

III. DATA FLOW

A. Pre-Processing Stage

1. Contractor reports unplanned in-shipment (XDW)

B. Order Stage

1. USG passes materiel order (Doc ID “A0_” or “C0_”)

2. Contractor acknowledges order (AE-BD)

C. Research Stage

1. Contractor updates item identification (AE-BH)

2. Contractor rejects (CY, GY, CJ) cross referenced item or X3 Quote Delay

3. Contractor reports delay for technical data or clarification

4. Contractor reports status for expanded support (AE-X9)

5. Contractor rejects due to non-response from country (AE-D3)

D. Purchase Stage

1. Contractor reports request for quote (RFQ) initiation (AE-BZ)

2. USG passes follow-up (Doc ID “AF_”)

3. Contractor answers follow-up (Figures 9 or 10

4. Contractor answers customer question (AE3-XQ/RQ)

5. USG passes "modification request" (Doc ID “AM_”)

6. Contractor confirms modification (AE-BK)

7. Contractor rejects modification (AE-B2)

8. USG requests cancellation before quote (AC_)

9. Contractor confirms cancellation (AE-BQ)

10. Contractor rejects order (AE-CG)

11. Contractor cancels requisition for standard item from a directed source (AE-CA)

12. Contractor repeatedly cancels same PN/NSN (AE-CU) iv

E. Quote Stage

1. Contractor quotes price

2. Contractor adjusts quantity to meet vendor minimum

3. USG responds to price quote (AT-OK/OH)

4. Contractor reports price approval actions (AE-X5/R5)

5. USG requests cancellation after quote (Doc ID “AC_”)

6. Contractor confirms cancellation (AE-BQ or AE-NF)

7. Contractor quotes revised price (AE-PR or AE-IR)

8. USG responds to revised quote, Figure 7

9. Contractor advises of warranty terms (AE-XH/RH)

10. Contractor advises of DTS processing (AE-XK/RK)

11. Contractor requests PROS PMO assistance (AE-X4/R4)

F. Contract Stage

1. Contractor reports contract award (AE-BV and AE-IV)

2. USG requests cancellation after contract (AC_, Figure 8)

3. Contractor denies cancellation request (Doc ID “AU_” or AE-B8)

4. Contractor confirms cancellation--no termination cost (AE-BQ)

5. Contractor reports delay to approve termination cost (AE-X6/R6)

6. Contractor confirms cancellation with termination cost (AE-B4)

G. Maintenance Decision Stage

1. Contractor reports in-shipment of scheduled reparable

2. Contractor reports maintenance price (AE-PQ/PR)

3. USG responds to price quote (AT-OK/OH, Figure 7)

4. Contractor reports price approval delay (AE-X5/R5)

5. Country requests cancellation (Doc ID “AC_”)

6. Contractor responds to cancellation request (AE-B4)

H. Completion Stage

1. Contractor reports shipment (AS3, Figure 10)

2. Contractor reports invoice

Table 5 - Fill Fee Decrement Scale

Table 6 - Billing Sequence

Table 7 - Invoice Submission

I. Post-Completion (SDR) Stage v

Figure 1: Electronic Records

Figure 2: Status Codes

Diagram: XML Schema Flow

Figure 3: XML Common Data Requirements

Figure 4a: XML Supply Requisition Schema

Figure 4b: XML Service Order Requisition (C0P, C0R, and C0S) Schema

Figure 4c: XML Requisition Part Detail (Supply and Maintenance) Schema

Figure 5a: XML Narrative To Contractor Schema

Figure 5b: XML Narrative From Contractor Schema

Figure 6: XML Requisition Modifier to Contractor Schema

Figure 7: XML Follow-up To Contractor Schema

Figure 8: XML Cancellation Request To Contractor Schema

Figure 9: XML Status From Contractor Schema

Figure 10: XML Shipment Status From Contractor Schema

Figure 11: XML Freight-Tracking From Contractor Schema

Figure 12: XML Invoice From Contractor Schema

Figure 13: XML Transaction Rejection/Error to Contractor Schema

Figure 14: XML “PROSExchangeLog” Schema

Figure 15: PROS USG and Contractor Error Codes

Figure 16: PROS IV Invoice Error Codes or "USG Invoice Error Codes"

Example: Conversions of Navy Price Quote/Revisions

PROS Data Flow, 6 May 2011

I. CONTENT AND STRUCTURE

A. Interface Testing

Testing between USG and PROS contractor shall be conducted after contract award in accordance with scenarios and schedules provided by the US government (USG) to ensure PROS contractor’s Management Information System (MIS) is fully operational. A MIS interface checklist shall be provided upon contract-award.

B. Types of Transactions

This document explains the electronic transactions passed between the USG and the PROS contractor to establish and track an order through its lifecycle. These transactions follow Extensible Mark-up Language (XML) standards. The text below details each stage in the life of an order and describes the transactions used. The form and content of these transactions are further detailed in Figures located at the end of this Appendix:

1. "Electronic Records" - Figure 1: Lists and describes the various records named in this document and gives the appropriate XML Figure number to use. Most are standard military logistics transactions with familiar document identifiers. Some are program unique.

2. "Status Codes" - Figure 2: Explains the significance of status codes that appear in the XML Figures. Many of these are unique to the PROS program. The PROS contractor uses these codes to report actions affecting PROS orders.

NOTE: All schemas are in "*.xsd" format and may be best viewed in Microsoft Internet Explorer TM or other XML compatible software.

3. Common Data Requirements or “AFSAC Types” - Figure 3: XML AFSAC Types to/from

Contractor Schema

4. "USG Requisition"

a. Figure 4a: XML Supply Requisition (A01, A02, A04, and A05) Schema

b. Figure 4b: XML Service Order Requisition (C0P, C0R, and C0S) Schema

c. Figure 4c: XML Requisition Part Detail (Supply and Maintenance) Schema

5. "Text Message" or "Narrative"

a. Figure 5a: XML Narrative to Contractor Schema

b. Figure 5b: XML Narrative from Contractor Schema

6. "USG Requisition Modifier" - Figure 6: XML Requisition Modifier to Contractor Schema

7. "USG Follow-Up" - Figure 7: XML Follow-up to Contractor Schema

8. "USG Cancellation Request" - Figure 8: XML Cancellation Request to Contractor

Schema

9. "Contractor Status" - Figure 9: XML Status From Contractor Schema (includes price quote)

10. "Contractor Shipment" - Figure 10: XML Shipment Status From Contractor Schema

11. "Contractor Freight Tracking" - Figure 11: XML Freight-Tracking From Contractor

Schema

12. "Contractor Invoice" - Figure 12: XML Invoice From Contractor Schema

13. "Contractor Transaction Rejections/Errors” - Figure 13: XML Transaction

Rejection/Error to Contractor Schema

14. “PROS Exchange Log” - Figure 14: XML between systems that defines the daily reconciliation between USG and contractor’s systems. Used to insure number and types of records have been received and successfully transmitted between the systems.

15. "USG Error Codes" - Figure 15

a. Defines the validation and compatibility error codes and associated edits which may cause the USG to reject a transaction back to the PROS contractor.

b. NOTE: Error codes shall be developed and provided at contract award, but should not impact price proposal preparation.

16. "USG Invoice Error Codes" - Figure 16: List of errors when specific data elements of the invoice record do not pass SAMIS edits.

An automated file transfer protocol (ftp) for Standard Carrier Alpha Codes (SCAC) shall be provided to the PROS contractor. It shall not be included in the Data Flow and establishment of the ftp feed shall be coordinated between USG and PROS contractor.

II. GENERAL CONCEPTS

A. Terminology and Conventions

1. The terms “transaction” and “record” are used interchangeably in this document. They refer to detail records in an XML transaction set. All transactions contain an “FMS Document Number”—a 14 position identifier uniquely assigned to each PROS order.

2. Transactions shall be passed back and forth between the USG and the PROS contractor on a daily basis, at minimum. The Security Assistance Management Information System (SAMIS) shall provide orders and receive contractor status for Air Force orders (these carry document numbers beginning with “D”), Navy orders (document numbers beginning with “P”), and Army Orders (document numbers beginning with “B”). For simplicity, this Appendix shall use the term “USG” to represent United States Government SAMIS system. Transactions are passed in bundles containing common XML type transactions. Figures 3-14 detail the specific XML Schemas intended for use with this program. Although most usages are standard, some are unconventional. The simplified content expressed in these Figures is not necessarily final. The Government reserves the right to utilize additional schemas and codes as deemed necessary. Refer to the following web sites for additional background as well as USG guidance and standards on XML schemas: "http://www.xml.gov/" and "http://www.w3.org/2001/XMLSchema".

3. The Data Flow shall reference specific paragraphs with the Performance Work Statement (PWS) as a direct relationship to the contract requirements. When the Data Flow refers to a specific type of transaction, it shall normally be in abbreviated form, based on the document identifier code. Thus, a supply order may be called an “A0” and a contractor status may be called an “AE.” When speaking of supply status, it is often important to specify the particular status code. For brevity, an AE status transaction with a status code of “BV” may be referred to as an “AE-BV” or simply a “BV” status. When speaking of a price response (which the USG passes on an “AT” document), the status code is critical. The term “AT-OK” means an AT document with a status code of “OK”. Figure 1 details the standard and unique document identifiers used in this program and explains which XML Schema they apply to, and defines coding instructions not covered in paragraph III. Figure 2 details the common and unique status codes.

http://www.xml.gov/ http://www.w3.org/2001/XMLSchema

B. Types of PROS Orders

The PROS contract provides for (1) supply of materiel and equipment, (2) maintenance support of materiel and equipment and (3) Task Orders. For simplicity, these categories shall be called supply, maintenance and services. The term “materiel order” is sometimes used to refer to both supply and maintenance orders. Both deal with similar data and follow a similar process involving item research, price validation, responding to various logistics transactions and, shipping. Under PROS IV, service orders are adapted to the same high-level process as materiel orders, but skip many of the processing steps. There are varieties of each type of order, which expand the number of orders to the following six:

1. Normal Supply Order (Doc ID A0_)

This is a single requisition for a particular item. As with all orders, the USG passes supply orders to the PROS contractor using XML (Figure 3a). A normal supply order shall have a document identifier (Doc ID) of “A0_”. The order record identifies a specific item using either a National Stock Number (NSN) or a manufacturer’s part number. When a part number is used, there is always additional data, such as manufacturer’s Commercial and Governmental Entity (CAGE) code or a technical order reference.

Commercial catalogs may be cited and text remarks or narrative are likely (Figures 4a-4c). These codes can also be conveyed for an NSN. The following Doc IDs apply:

a. A01 – order for an NSN/NIIN (National Item Identification Number)

b. A02 – order for a part number with tech order reference

c. A04 – order for a special designated item

d. A05 – order for a part number item that requires text instructions

Standard Item Identification Code ("SiicType"), see table 1 below, is provided within the AFSAC Types XML schema when the requisition or service order is passed to PROS Contractor. If it is not contained in the original order and PROS Contractor research determines the A05 part number or C0R maintenance order is a standard item, PROS Contractor shall pass the "Standard Item Identification Code" back to SAMIS in the media status code field of the AE-BZ transaction. If the code is “F”, the contractor must also notify the applicable ALC and request approved source information via X1.

Table 1 - Standard Item Identification Code (SIIC)

SIIC Definition XML Schema C Standard Supply item transferred to contractor by USG cancellation "SiicType" provided within the AFSAC Types Schema (Figure 3)

D Standard Supply item directly transferred to contractor by USG PMO

R Standard Maintenance item processed to contractor 0 Non-standard supply or maintenance item 4 US Air Force pre-approved Standard Supply item transferred to contractor A US Army Standard item code passed from contractor to USG on AE-BZ "MediaAndStatusC ode" provided within the Status From Contractor Schema (Figure 9)

F US Air Force Standard item code passed from contractor to USG on AE-BZ N US Navy Standard item code passed from contractor to USG on AE-BZ

X Other US Service (GSA, DLA, etc…) Standard item code passed from contractor to USG on AE-BZ

2. Package Buy (Doc ID A05)

This is a specialized supply order. A package buy lists a number of 2 to 10 items/quantities grouped together for economic purchase. This requisition has a unique unit of issue of "PK". Individual quantities and stock numbers are detailed in the narrative or text lines (Figures 4a-4c). The items are bought from a single source and shipped in a single package.

3. Maintenance Order (Doc ID C0R)

Maintenance orders contain the same item detail as a supply order and follow a similar process. A key distinction is the use of two price quotes. The first quote (“IQ” status – Figure 9) covers the cost of receiving and inspecting the item. The second quote (“PQ” status – Figure 9) covers the cost of the required maintenance. If the initial quote is accepted, the contractor provides shipping instructions direct to the maintenance vendor. The contractor uses freight tracking transactions (Doc ID “XD_ Figure

11) to report the receipt and return of such materiel.

4. Unscheduled Maintenance Order (Doc ID XDW)

An unscheduled maintenance occurs when the contractor receives the reparable item before receiving a maintenance order. The contractor maintains a central receiving site for this purpose. The contractor reports receipt with an XDW transaction (Figure 11) and the USG creates the C0R maintenance order (Figure 3b). In conjunction with the XDW contractor shall process an XDA transaction with CVI code “1” to indicate receipt of carcass at warehouse and must ensure the XDA ship date matches the XDW receipt date. When the initial quote is approved, the contractor forwards the item to the maintenance vendor and processes an XDB transaction with CVI code “2” and the date shipped to vendor. In all other respects, unscheduled maintenance follows normal maintenance process.

5. Task Order (Doc ID C0S)

Task orders carry a text description in lieu of item data and, unlike all other orders; they contain cost information in the narrative or text (Figures 3d and 4a-4b). This is a breakout of Contract Line Item Numbers (CLINs) and associated costs. The requisition is dropped as soon as a requirement is made known to the PROS PMO and the CLIN is assigned systemically based on the contract option year period at time of input. The contractor replies with a price quote (AE-PQ Figure 9) for proposal prep costs. If the Task Order is cancelled by customer, the contractor shall receive prep costs only and bill/invoice accordingly. If customer agrees with the price quote, the contractor submits a Technical Implementation Plan (TIP) and a price revision (AE-PR Figure 9) that contains the cost or price data, including an estimated amount for travel expenses where applicable, with a comprehensive cost for the Task Order Request for Proposal (RFP). The next step involves the paper process of negotiating Task Order with USG Contract Negotiator/Contracting Officer resulting in a signed Department of Defense Form (DD) 1155. After the DD1155 is signed, contractor shall process an AE-PR entering the agreed to negotiated price which results in an AE-BV indicating the on contract action with the estimated ship date for all deliverables. Unless there is a re-negotiated price requiring another AE- PR, after all tasks are completed and deliverables provided, the contractor shall final bill/invoice for total costs. Price quotes and price revisions for Task Orders should only contain the CLIN that requires funds, zero or negative value CLINs will be rejected back to contractor and will not process for approval.

6. Price and Availability (P&A) Request (Doc ID C0P)

P&A requests are orders for pricing information (Figure 3b) and reflect item description data similar to an A05. The contractor obtains price and availability data and provides to the country and USG using a “PA” status or if a revised quote is received an update is provided with a “PB” transaction. If the contractor requires additional information from the customer the contractor shall X2 the requisition and if no response within 90 calendar days the contractor will D3 cancel earning a research fee. If the customer decides to proceed with ordering the item within 60 calendar days the P&A fee is waived and the contractor shall receive an A0_ type supply order with a replacement document number (cross reference to P&A document number in SAMIS narrative), with the same part number or national stock number and quantity. After the price quote has been processed for the replacement A0_ supply requisition the contractor shall pass a “NF” type cancellation to complete the P&A request. If the customer does not order the item(s) within 60 calendar days of “PA”/”PB” notification, an automatic AC_ cancellation will be processed and contractor shall respond with an AE/BQ transaction to establish the P&A fee. The contractor shall bill for the P&A fee and complete the order. If contractor receives the AC cancellation request and has a replacement requisition with a quote, contractor shall reject the cancellation with an AE/B8 transaction. If contractor has processed an AE/BQ but determines there is a replacement requisition with a price quote, then contractor shall pass an “NF” transaction to complete the P&A request and shall not bill for the P&A fee.

C. Level of Service (Urgency) and Lead-time Tracking

1. The PROS contract recognizes the special urgency of certain materiel orders and pays for the higher level of effort involved in filling them quickly:

“U” – Urgent “R” – Routine

2. The USG tracks the turnaround time (TAT) on all materiel orders. This is the time from contractor receipt (AE-BD) of the order to the time of shipment (AS3). In technical terms, TAT equals the number of calendar days between Date Order Received (date of BD status transaction) and Date Shipped (reported on the AS shipment transaction) MINUS Delay Days (days the contractor was delayed). Since certain delays are outside the contractor’s control, there are special status codes to stop and restart the “TAT clock”. These codes are documented in Figure 2. In general, “X_” status codes signal the beginning of a delay. They stop the TAT clock. “R_” status codes signal the end of the delay.

They restart the TAT clock. Both status transactions must be accompanied by text narratives that copy a communication to/from the contractor. For example, if the contractor needs the country to approve a price, the “X5” status shall be passed with a corresponding dated copy of the contractor’s message to the country in the narrative or text message XML. When the customer responds, the “R5” status shall be passed with a corresponding dated copy of the customer’s reply in the narrative or text message XML. If a Level of Service upgrade is requested by customer via an AM modifier transaction, the clock is not stopped and depending on how many calendar days the requisition has been sitting on original LOS, contractor may not get a higher level of service fill fee (table 2 below). If the AM modifier is submitted after the requisition is on contract and it does not change the shipping requirements or project code, there is no change in level of service, no delay, and no restarting of the TAT clock, however, contractor shall receive an expedite fee and TAT shall only be impacted if a delay “X_” status is processed. See paragraph III.D.5 for specific processing of the AM modifier transaction.

Table 2 - LOS Upgrade

Routine Urgent on or after day 30 for Supply and day 40 for Maintenance if upgrade does not change level of service, requisition is treated as higher level of service but contractor shall only receive Routine fill fee

Routine Urgent before day 30 for Supply and day 40 for Maintenance

If level of service is upgraded, contractor receives higher level of service fill fee

D. Narrative Data

1. As mentioned above, a narrative is sometimes mandatory. The contractor shall pass the USG copies of all communications to the customer relevant to a particular order.

2. The USG shall commonly send narrative messages with the order and subsequent narratives when necessary.

E. Transaction Errors

The USG shall validate all transactions received from the contractor. Erroneous records shall be passed back to the contractor with one or more error codes in the XML transaction. A list of these errors and their definition are provided in Figure 13. Because transactions must occur in a strict path or processing order as shown in Table 4 below, SAMIS employs sequence edits that determine when a specific type of transaction can process. For example if an AE3/X2 status for customer clarification has been processed through SAMIS to the FMS customer but the customer has not responded and the PROS contractor attempts to process a price quote (AE3/PQ), SAMIS shall reject the price quote transaction back to the PROS contractor with an error code of “PR05 - Quote status with outstanding ‘X’ code” as shown in Table 3. SAMIS is looking for an AE3/R2, closing out the open X status, prior to an AE3/PQ processing.

Each scenario is explained in Table 3 below. The SAMIS Sort Sequence list is provided in Table 4 to assist the PROS contractor in accurately processing transactions.

Table 3 - Contractor Error Cross-reference Matrix

Error

Error Notice to

Contractor

Type

Transaction

Reason for Error

PR01

PARTIAL 'CG' NOT

PERMITTED.

SAMIS received an AE3/CG from contractor for quantity less than current quantity. Partial CG cancellations are not authorized and contractor must either resubmit for total quantity or request AC cancellation for a partial AE3/BQ quantity cancellation.

PR02

STATUS CODE IS

INVALID FOR PROS.

Status not in the Data Flow

Received an AE3 supply status transaction that is not an acceptable response in accordance with the Data Flow, e.g., AE3/BG is not a standard PROS Contractor supply status.

CG

PR05

PRICE STATUS WITH

OUTSTANDING X

CODE

PQ/PR or

IQ/IR

SAMIS checks the incoming price transaction against the X delay status fields to verify there is a matching R status to complete the delay. If there is an open delay, contractor must close it with a corresponding R supply status code and resubmit the PQ/PR or IQ/IR after the delay has been closed.

PR07

ROUTING

IDENTIFIER CODE

(RIC) IS NOT A

VALID SOURCE OF

SUPPLY (SOS)

CY

Contractor passed a CY with a USG source of supply but the three digit code is not a valid Routing Identifier Code (RIC) of either “FLZ”, “FGZ”, or “FHZ”.

Contractor must correct the RIC and resend the transaction.

PR11

B4 STATUS FROM

PROS WITH NO

REQUEST FOR

CANCELLATION (NO

AC).

B4

SAMIS checks the history file to make sure an AC3 cancellation request from country has been input and sent to contractor. Contractor cannot respond with an AE3/B4 if there is no request from customer for cancellation.

PR12

AE-B4 STATUS

(TERMINATION

COST) RECEIVED

WITH OUT PRIOR R6

SAMIS received an AE3/B4 but the X6 transaction is still open and SAMIS is expecting an AE3/R6 to complete the delay when the AC is sent to contractor. Contractor is must pass SAMIS an R6 either before or at the same time as the B4 to close the delay and allow SAMIS to set up cancellation/termination fees when the B4 is received.

PR14

QUOTE CONTRACT

LINE ITEM NUMBER

(CLIN) NOT IN

AGREEMENT WITH

SAMIS RECORDS.

SAMIS checks the incoming transaction CLINs against a table for contract option year CLIN and if the CLINs do not match it is rejected to contractor for correction. Contractor must resubmit with the correct contract option year CLIN before SAMIS shall allow the price adjustment to process.

PR15

SAMIS PROS FEE

AND QUOTE PROS

FEE ARE NOT IN

AGREEMENT.

SAMIS checks the incoming transaction CLIN dollar values against a table for contract option year CLIN values and if the values do not match it is rejected to contractor for correction. Contractor must resubmit with the correct contract option year CLIN dollar value for fee before SAMIS shall allow the price adjustment to process.

PR16

EXTENDED VALUE

DOES NOT EQUAL

VENDOR’S CHARGE

TIMES QUANTITY

(QTY) PLUS FEES.

SAMIS checks incoming transaction and calculates price fields by adding material CLIN value and fee value and matches to total value in transaction Contractor must resubmit with the corrected total value before SAMIS shall allow the price adjustment to process.

PR17

B4 (TERMINATION

CHARGES) AND

SAMIS HAS NO

COMMITTED VALUE

OR 'BV' STATUS.

SAMIS checks value of incoming AE3/B4 for termination costs and verifies that there was an AE3/BV and material CLIN committed in SAMIS prior to receiving the AE3/B4. SAMIS shall not allow an AE3/B4 unless there is a prior AE3/BV transaction posted. Contractor must submit an AE3/IV or AE3/BV and there must be an X6/R6 notification to customer. Once all of these steps have been taken contractor may resubmit AE3/B4.

PR18

STATUS OF 'B4'

WITH VENDOR’S

TERMINATION

COST-ZERO.

SAMIS checks value of incoming AE3/B4 for termination costs and validates that the field is greater than zero. An AE3/B4 must have a termination value otherwise SAMIS is expecting an AE3/BQ cancellation. Contractor must correct the dollar value of the AE3/B4 and resubmit or submit an AE3/BQ.

PR32

'CY' WITH PRICE,

SOURCE OF SUPPLY

(SOS) OR NATIONAL

STOCK NUMBER

(NSN) MISSING.

CY

SAMIS received an AE3/CY and one of two required data elements were missing. SAMIS checks the cross-reference three digit source USG ALC RIC and the item description which is the part number or national stock number. If any of these data elements is blank or not a recognized data element SAMIS rejects the transaction and contractor must correct and resubmit to establish a research fee.

PR46

CAN NOT PROCESS.

NO HISTORY

RECORD FOR THIS

ORDER IN SAMIS.

All Transactions

Contractor has sent a status or shipment transaction but the requisition document number does not match any history record in SAMIS. Contractor must correct the document number and if valid resubmit the transaction.

PR49

PRICE QUOTE ('PQ')

RECEIVED FOR A

PARTIAL QUANTITY

(QTY) AND AC1 NOT

ANSWERED

PQ/IQ or

PR/IR

Partial quantity quote and there is an open AC cancellation request in SAMIS that has not been answered. Contractor needs to either send a B8 or BQ status in response to cancellation request then they must resubmit the PQ/PR or IQ/IR.

PR52

PRICE QUOTE OR

REVISION

CONTAINS A NON-

NUMERIC VENDORS

UNIT-PRICE.

The material CLIN dollar value has a non-numeric character in the field either a special character or alpha character. Contractor must correct the dollar value and resubmit.

PR53

PRICE QUOTE OR

REVISION CONTAINS

A NON- NUMERIC

PROS FEE.

The fill fee CLIN dollar value has a non-numeric character in the field either a special character or alpha character. Contractor must correct the dollar value and resubmit.

PR54

CLIN-VENDOR HAS

BLANKS OR SPECIAL

CHARACTERS.

BV/BZ/BH

The vendor CAGE value has special character s like $/!/# etc... Contractor must correct the CAGE and resubmit.

PR57

PRICE QUOTES AND

PRICE REVISIONS

ARE NOT

PERMITTED AFTER

PARTIAL

DELIVERIES.

Price revision after partial delivery not allowed unless there is a prior X4, then the PR shall go on a PMO exception of PR23 for review prior to approval. If contractor has to make adjustments due to additional funds required for shipment SAMIS is expecting an explanation of the PR in the form of an X4 DAMES message and narrative to the PMO for approval. Contractor must process an X4 status first and then resubmit the PR/IR.

PR60

SHIPMENT

WITHOUT PRIOR

AE-BV STATUS

AS3

SAMIS received an AS3 but there is no history of prior AE3/BV. Contractor must first send the AE3/BV transaction and after it posts in SAMIS they shall need to resend the AS3.

PR61

CANCEL QUANTITY

EXCEEDS THE

UNSHIPPED

QUANTITY.

BQ/B4

SAMIS received AE3/BQ or AE3/B4 and the quantity is greater than the total quantity in SAMIS. SAMIS calculates the total open quantity plus any shipped or delivered quantities and shall reject the cancellation if the quantity is greater than any open or unshipped quantity. Contractor must adjust quantity to match SAMIS and resubmit.

PR62

BQ AND NO

REQUEST FOR

CANCELLATION (AC)

SENT.

BQ

SAMIS received an AE3/BQ but there is no AC cancellation request from customer in SAMIS.

Contractor must send notification to customer if they cannot fill requisition after quote or customer has requested cancellation in narrative form. Once the AC request has been received by contractor they can resubmit the AE3/BQ with fees if it is after quote or with blank value if it is received prior to vendor quote.

PR63

INVALID UNIT OF

MEASUREMENT.

All Status Codes except

Shipment

Transaction

A supply status transaction other than a PQ/PR/IQ/IR has been received that either does not match the unit of issue (unit of measure).

Contractor must correct unit of issue on transaction and resubmit.

PR64

SHIPMENT STATUS

RECEIVED WITH

OPEN DELAY

STATUS.

ASH or AS3 shipment status received with from contractor and there is an open delay status code (X_) in SAMIS. If there is an open delay contractor must close the open X status with a matching R type status and then resubmit the AS3.

PR65

THE DATE SHIPPED

IS NOT BETWEEN

001 THRU 366 OR

YEAR OR THE SHIP

DATE IS GREATER

THAN TODAY'S

DATE.

AS3 or ASH received with a vendor ship date that is not within the calendar year date or greater than the day it was received in SAMIS. Contractor must correct the date shipped and resubmit the AS3.

PR66

BAD CASE OR LINE.

SAMIS has received a supply status transaction AE3 but the CASE designator does not match the CASE in SAMIS that the requisition was input with.

Contractor must correct the CASE to match SAMIS and resubmit the transaction.

PR67

DOCUMENT

IDENTIFIER CODE

INVALID.

A transaction was received from contractor but the document identifier code was other than AS3/ASH or AE3. Contractor must correct the document identifier and resubmit.

PR68

PURCHASER

CONSIGNEE

SERVICE CODE

A supply or shipment transaction was received and either the first position of the requisition document number or supplementary address code does not match the purchaser consignee code in SAMIS. The transaction must be corrected to match the current purchaser consignee service code and resubmit.

PR69

PROJECT CODE

BK

Contractor has sent a response to an AM modifier request but the project code does not match the one submitted on the AM modifier request. Contractor must correct and resubmit the transaction.

PR70

NO OPEN RECORD.

Contractor sent a supply status or shipment transaction but there is no open requisition with this document number in SAMIS – Requisition is completed in SAMIS. Contractor must contact PROS PMO to obtain approval to process the transaction because it involves a manual effort.

PR71

UNIT PRICE

Contractor sent a supply status or shipment transaction but the unit price field contained either alpha or special characters. The unit price field must be numeric. Contractor must correct unit price and resubmit transaction.

PR72

QUANTITY NOT

VALID.

Contractor sent transaction with blank or non-numeric quantity field. Quantity field must be numeric and cannot contain alpha or special characters. Contractor must correct and resubmit transaction

PR80

ONLY ONE PRICE

QUOTE ('PQ')

ALLOWED.

PQ/IQ

Contractor has sent either a PQ or IQ and SAMIS already has one posted in history. Contractor must change the status to a price revision (either PR or

IR) and resubmit.

PR87

PRICE QUOTE ('PQ')

AFTER REQUEST

FOR CANCELLATION

('AC_').

Price quote/revision received after AC not answered in SAMIS. There is an open cancellation request from customer, SAMIS expects either an AE3/B8 to reject the request or an AE3/BQ to cancel the open AC request. Contractor needs to close the cancellation request and if it has been rejected with an AE3/B8 contractor may resubmit.

PR89

PROS STATUS

RECORD WITH AN

INVALID UNIT OF

MEASUREMENT.

Invalid Unit of Issue (Unit of Measure) for Price Request. The unit of issue (unit of measure) in SAMIS does not match the valid unit of issue codes.

Contractor must correct unit of issue and resubmit.

PR90

FOLLOW-UP-POINT

(FUP) MUST NOT BE

'FXB'.

CY/GY or

X1/R1

Contractor has sent a supply status but the follow-up point is not the correct routing identifier code.

Contractor must correct the transaction and resubmit

PR93

OVERSHIPMENT BY

THE PROS

CONTRACTOR.

AS3/ASH

Shipment transaction received from contractor has a quantity that exceeds the calculated shipment by SAMIS. The quantity cannot exceed the open quantity (quantity ordered minus any prior shipments). This usually occurs if a prior attempt to reverse a shipment did not correctly process in SAMIS. Contractor must correct or reverse erroneous shipment before they can send correct

AS3/ASH.

PR99

'BV' STATUS

CANNOT PROCESS,

AFO HAS NOT

APPROVED FUNDS.

BV/IV

Received BV but there is open price approval request in SAMIS - either PQ or PR has not been approved by financial prior to receipt of BV. Contractor must wait on the AT5/OK transaction before sending the

AE3/BV.

PRBD

INITIAL STATUS

FROM PROS WITH A

BAD (INVALID)

ESTIMATED

SHIPPING DATE

(ESD).

BZ

Bad ESD date within transaction - received with either date prior to submission date or blank ESD field. Contractor must correct the date and

PRBV

ON CONTRACT

('BV') STATUS

RECEIVED WITH AN

INVALID ESTIMATED

SHIPPING DATE

(ESD).

1. Bad ESD date within transaction - received with either date prior to submission date or blank ESD field; or BV received after approval of Expedite and the ESD is not better than original ESD; or

2. ESD is blank; or prior to date received.

Contractor must correct the ESD and resubmit

PRD3

NO RECORD OF

DELINQUENT X2

D3 Received D3 for either X2 or XH that is less than 90 calendar days old. Rejected to contractor.

Contractor must wait until the date of the first

X2/XH that is unanswered is over 90 calendar days old and resubmit if not response received from country.

PRDS

PSEUDO ASH

TRANSACTION FOR

NON-DTS

REQUISITION

ASH

Contractor sent ASH transaction without prior XK/RK indicating there is a DTS item being held in warehouse for DCMA approval. Contractor must have an XK in SAMIS prior to the ASH.

PRIQ

DOC-ID NOT 'C0R'.

Contractor sent either an IQ or IR status but the requisition document identifier in SAMIS is not a repair document identifier of "C0R". This may occur if the IQ/IR is put in with the wrong document number, contractor must correct the document number and resubmit.

PRND

MISSING BD

BZ

Contractor sent AE3/BZ status but SAMIS has no record of contractor receipt (AE3/BD). Contractor must send AE3/BD then resubmit the AE3/BZ.

PRNR

STATUS CODE OF

'GY' RECEIVED AND

THE ORDER IS NOT

A REPAIR ORDER.

GY

Contractor sent an AE3/GY to transfer a repair item to USG source of supply but the requisition document number in SAMIS does not have a repair document identifier of "COR". This may occur if the GY is put in with the wrong document number, contractor must correct the document number and

PRPA

NOT A VALID PRICE

AND AVAILIBILITY (P

& A) ORDER.

PA

Contractor sent an AE3/PA P&A price status but the requisition document identifier in SAMIS is not "C0P" for a P&A request. This may occur if the PA is put in with the wrong document number, contractor must correct the document number resubmit.

PRPB

NOT A VALID

UPDATE TO A PRICE

AND AVAILIBILITY (P

& A) STUDY.

PB

Contractor sent an AE3/PB P&A price revision status but the requisition document identifier in SAMIS is not "C0P" for a P&A request. This may occur if the PB is put in with the wrong document number, contractor must correct the document number and resubmit.

PRQ1

FOR PROS REPAIR,

QUANTITY MUST BE

'1'.

XDW

Contractor has sent an unscheduled maintenance transaction with document identifier of "XDW" but the quantity field is either greater than "1" or blank or zero. All repairs in SAMIS must have a quantity of "1". Contractor must correct XDW quantity and

PRSO

SHIPMENT WITH

NO OPEN ORDER.

ASH or AS3

Contractor has sent a shipment transaction but the requisition is completed in SAMIS. Contractor must contact the PROS PMO to correct SAMIS if there has been an error in processing prior transactions.

PRTB

THE SUM OF COST

COMPONENTS

DOES NOT ADD UP

TO THE QUOTE

TOTAL COST.

CLIN breakout on Price Quote or Price revision does not add up to the total price received on the PQ/PR. Contractor must correct the fill fee and material CLIN values and resubmit.

PRTW

CONTRACT LINE

ITEM NUMBER

(CLIN) IS DIFFERENT

THAN THE ONE

SENT TO PROS.

PQ/PR

Task Order quote or price revision received with wrong CLIN. Task Order CLINs are pre-established in SAMIS prior to the quote or revision. If contractor changes CLIN they must negotiate with PROS PMO prior to submittal of the price request.

PRX5

OPEN 'X5'.

Open X5 Delay Status - contractor has not submitted R5 before sending on-contract transaction. Close open delay with R5 and

PRXN

DELAY OR

RESPONSE

WITHOUT

NARRATIVE

Any 'X_' or 'R_' status

Contractor has sent a delay (X) or response (R) status but no accompanying narrative was received.

Contractor must retransmit the status (X or R) and narrative together to SAMIS to ensure receipt on the same day.

PRXR

INVALID DELAY

STATUS.

Any 'X_' or 'R_' status

The Start/Stop Date within transaction is not valid -either date is blank/non-numeric or future date.

If more than one type of status transaction is received by SAMIS on the same day, a sort sequence is performed which allows the transactions to process in a sequential manner based on the advice/status code. Table 4 details which transactions are processed in what order. For example if an X_ delay status and an AS3 are received on the same day, SAMIS shall process the X_ delay status first and the AS3 second, but the AS3 shall reject due to the open X_ status received on same day.

Table 4 - SAMIS Sort Sequence

Seq = Sequence; DID = Document Identifier Code; and Status = supply status in SAMIS:

PROS Transactions - SAMIS Sort Sequence

Seq DID Status Seq DID Status Seq DID Status Seq DID Status

01 AE_ BK 18 AE_ R4 35 AE_ PB 52 AE_ VC

02 AE_ B2 19 AE_ R6 36 AE_ PR 53 AE_ CY

03 AE_ X1 20 AE_ R7 37 AE_ X5 54 AE_ D3

04 AE_ X2 21 AE_ R8 38 AE_ R5 55 AE_ D7

05 AE_ X3 22 AE_ R9 39 AE_ BM 56 AE_ BQ

06 AE_ X4 23 AE_ R0 40 AE_ BV 57 AU_

07 AE_ X6 24 AE_ RH 41 AE_ B5 58 AE_ B4

08 AE_ X7 25 AE_ RK 42 AS_ 59 AE_ B8

09 AE_ X8 26 AE_ RQ 43 AE_ CA 60 AE_ GY

10 AE_ X9 27 AE_ BD 44 AE_ CB 61 AE_ NF

11 AE_ X0 28 AE_ BZ 45 AE_ CE 62 AC_

12 AE_ XH 29 AE_ BH 46 AE_ CJ 63 AK_

13 AE_ XK 30 AE_ IQ 47 AE_ CK 64 AF_

14 AE_ XQ 31 AE_ IR 48 AE_ BF 65 AT_

15 AE_ R1 32 AE_ IV 49 AE_ CG 66 AM_

16 AE_ R2 33 AE_ PQ 50 AE_ CU 67 XDW

17 AE_ R3 34 AE_ PA 51 AE_ CP 68 AE_ SP

III. DATA FLOW

(Unless otherwise stipulated, required status/transactions shall be transmitted within 5 calendar days.)

A. Pre-Processing Stage

1. Contractor reports unplanned in-shipment (XDW)

This step relates to maintenance orders only. Countries have the option of sending reparable items directly to the PROS contractor’s central receiving point before a maintenance order is established.

The PROS contractor shall report such receipt to the USG with an "XDW" (in- shipment) transaction (Figure 11) within 5 calendar days of receipt of the item. At the same time the XDW is transmitted, contractor shall also submit an XDA with a CVI code of “1” (see paragraph II.B.4 above)

B. Order Stage

1. USG passes materiel order (Doc ID “A0_” or “C0_”)

The USG passes the contractor an XML Requisition Transaction (Figure 3a). If acknowledgement is not received in five calendar days, the USG shall send an AF “follow-up” transaction (Figure 7). If the contractor didn’t receive the requisition transaction, the contractor shall reply with an AE-BF status (Figure 9). The USG shall re-transmit the order.

2. Contractor acknowledges order (AE-BD)

The contractor acknowledges receipt of each new order using an "AE3" record with a "BD" status code (or "AE-BD" for short) (Figure 9). The contract requires this response be provided to the USG in 5 calendar days. Receipt of this status starts the TAT clock.

C. Research Stage

The contractor shall research every order to avoid buying/repairing items disqualified by the contract.

Beyond that, the contractor shall research part numbered (P/N) orders to determine if it cross-references to an actively managed –Air Force (AF) NSN. If not actively managed by AF, the contractor can proceed to paragraph D. For an AF FMS supply item, if a matching AF NSN is identified, the contractor shall reject it back to USG with an AE-CY transaction that contains the cross-referenced NSN. For AF maintenance orders, the contractor shall reject the order using an AE- GY transaction, i f ALC maintenance capability exists. For non-AF FMS orders the contractor shall not reject them but use processes in place under Item Research section defined in the Performance Requirements. The contractor shall research NSN orders to determine if the NSN is obsolete or terminal. If item is obsolete or terminal, the contractor shall reject the order only if an actively managed substitute NSN exists. If purchase is allowed, the PROS contractor shall follow procedures provided in the Item Research section of the Performance Requirements. The PROS contractor reports research actions using DIC "AE" status code as defined in paragraphs 1 and 2 below:

1. Contractor updates item identification (AE-BH)

The contractor uses an AE-BH transaction (“AE3" with status code "BH") to update the item identification field of an order. This transaction shall include the revised part number and Commercial and Government Entity (CAGE) code and/or revised National Stock Number (NSN). For example, when a P/N order is matched to an NSN, the contractor shall report an AE-BH. If correspondence with the customer indicates an error in the original stock number, the contractor shall correct the error with an AE-BH (narratives are required with this transaction to document the reason for the item identification change, Figure 4a).

2. Contractor rejects (CY, GY, CJ) cross referenced item or X3 Quote Delay

a. Contractor rejects AF FMS P/N order (AE-CY or AE-GY) - For an AF FMS requisition if a P/N is matched to an AF ALC actively managed or in stock NSN, the contractor shall reject a supply order using an AE-CY transaction back to the ALC for support. Similarly, the contractor shall reject AF FMS P/N maintenance orders with an AE-GY, when ALC repair capability exists. The item identification field shall show the cross-referenced NSN. The AE-CY also applies to disqualified items (both P/Ns and NSNs). In each case, the contractor receives a research fee, and the final step is an invoice (paragraph H.2 below) (Figure 12).

b. Contractor rejects unscheduled maintenance order (AE-GY) - In the special case of maintenance orders received after materiel has been turned in (see paragraph III.A.1) and current ALC repair capability is identified, the contractor shall reject the order using an AE-GY transaction. The "GY" status code is unique to PROS. It receives the contractor a "research” fee and re-routing or shipment reimbursement. Navy does not anticipate using unscheduled repair.

c. Contractor rejects (AE-CJ) AF FMS NSN supply order – If an AF FMS requisition NSN is matched to a “substitute” NSN that is actively managed for Air Force use, the contractor shall reject the order using an AE-CJ transaction. The item identification field shall show the replacement NSN. This type rejection receives the contractor a research fee.

d. Contractor rejects (AE-CJ) X3 Quote Delay – For all requisitions a CJ cancellation may also apply when the Contractor has identified a source to provide quote and customer is not willing to wait the time beyond the allowable 120 contractor days as extended time or X3 is over 30 calendar days with no response from country.

3. Contractor reports delay for technical data or clarification

a. Requests for AF Depot tech data (AE-X1/R1) - to purchase certain NSNs, the contractor may require item technical data, to include standard item approved sources, maintained at an AF Depot. The contractor shall transmit the request and report this to the USG using an AE-X1 transaction in a DAMES message format to the managing ALC. The contractor shall send the USG an AE-R1 transaction on the day the data is received. There are a number of X_ and R_ "delay" status codes prescribed in this Data Flow. All require narratives to substantiate the delay and shall be received in SAMIS at the same time as the X or R status code. If the status is received without the narrative, it will be rejected to a contractor error (520) code of PRXN – DELAY OR RESPONSE WITHOUT NARRATIVE.

b. Requests for country clarification (AE-X2/R2)

The contractor may have to query the customer for additional information. Typical instances are when a P/N is in error or relates to a country unique tech order. Sending requests for additional information shall be reported to the USG with an AE-X2 transaction and a narrative. If follow-up messages are sent, the contractor shall signal this with additional AE-X2 transactions. Contractor shall send the USG an AE-R2 (with narrative) when the country's response is received. All require narratives to substantiate the delay and shall be received in SAMIS at the same time as the X or R status code. If the status is received without the narrative, it will be rejected to a contractor error (520) code of PRXN – DELAY OR

RESPONSE WITHOUT NARRATIVE.

4. Contractor reports status for expanded support (AE-X9)

Contractor advises customers of new manufacture. In these instances Contractor shall notify the customer and the USG with an AE-X9 supply status and narrative. All require narratives to substantiate the delay and shall be received in SAMIS at the same time as the X or R status code. If the status is received without the narrative, it will be rejected to a contractor error (520) code of PRXN – DELAY OR

5. Contractor rejects due to non-response from country (AE-D3)

If the country fails to respond after two follow-up messages (90 calendar days from date of original X2) the contractor may reject the order using an AE-D3 transaction. The contractor receives a research fee but is not counted against contractor. AE-D3 rejections are not counted as "contractor cancellations".

If contractor submits an AE-D3 and there is either no history of an X2 type delay or the age of the X2 is less than 90 calendar days old, the transaction shall be…