Attachment 7 New Item Request Process and Vendor Item Initiation Process 2022.pdf
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- Solicitation number
- SPE300-26-R-0011
About this file
This document is a training presentation for the Defense Logistics Agency (DLA) STORES 5.8 Item Request system, divided into two main sections covering both the basic item request process and new vendor-initiated functionality.
The first section provides training on the STORES 5.8 Item Request process, explaining that the new automated system reduces item creation bottlenecks, provides centralized visibility of pending requests across customers, vendors, and DLA, and prevents stock number proliferation by requiring demonstrated customer need and customer-initiated requests. The request path flows from Customer to Vendor to DLA Troop Support, with requests moving through six possible status categories: Saved (not yet submitted), Submitted, In Process, Rejected With Recourse, Rejected Without Recourse, and Final Approval. Vendors do not receive initial notification of submitted requests but must check the request list daily; periodic updates are provided online in STORES and via email to the submitting vendor's STORES user ID. Once a customer submits a request, vendors may view and edit it. Vendor-initiated requests for items already on the catalog with changes (description, pack size, part number) are still submitted manually. The training covers detailed system navigation, including contract number selection, item request form completion with mandatory and conditional fields, stock number association using an auto-complete feature, pricing entry (with unit of measure selection required before pricing can be added), and the comparison screen that displays differences between customer and vendor submissions marked with exclamation points. The Status/Comment Log allows vendors and customers to add notes with date, time, and user identification recorded.
The second section, titled "Item Request New Features Training" (May 2022), introduces vendor-initiated item request functionality replacing remaining emailed requests for Prime Vendor contracts (with possible exceptions for Produce and Market Fresh items) upon a pending go-live date. Class I Subsistence item requests now fall into two categories: Customer Initiated and Vendor Initiated. Vendor-initiated requests are entered by vendors for approved reasons including Vendor Part Number Change, Manufacturer SKU/GTIN Change, Pack Size Change, Vendor Discontinued, Manufacturer Discontinued, or Other (requiring vendor description). Only vendors can submit vendor-initiated requests; however, items must currently exist on the vendor catalog or have been present within the last 90 days, and requests must meet Troop Support's pre-defined criteria. Vendors cannot add stock numbers back to catalogs if not present within 90 days; only customers can initiate requests for such items. The vendor-initiated process begins at STORES Catalog Main Menu/Item Request/Create Item Request, where vendors select a Cage Code and enter a valid stock number associated with that cage code's vendor item catalogs, then press Go. A wizard screen guides vendors to select applicable vendor item catalogs and one or more valid reasons for change. The system displays vendor item catalog numbers linked to the CAGE code and indicates whether stock numbers are currently on the catalog, have been active within the past 90 days, or have not been active within 90 days. Vendors then select which catalogs to change or add the item to and select applicable reasons. The detail screen allows vendors to choose between using the existing description or overwriting it with a new description, and when multiple catalogs are involved, vendors can access additional detail via buttons in the top left corner. The training emphasizes that this automated process is for changing or replacing existing items only, not for brand new items, and Troop Support will train vendors and customers on the new process.
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WARFIGHTER ALWAYS 2
Class Overview (Audience: Admin, Vendor, Customer)
• General Overview/Review of Item Request
• New Features/Functionalities in This Release
– New Vendor Based Functionality
– Vendor Initiated Item Request Wizard to initiate a new request
– Ability to elaborate key details of item changes the vendor needs to make
– Ability to submit Vendor Initiated Item Requests to Troop Support
WARFIGHTER ALWAYS 3
Current Process Review/New Process Review (Audience: Admin, Vendor, Customer)
• Existing Item Request Process
– Quick Review
• This new automated vendor initiated request process should replace ALL remaining emailed item requests for Prime Vendor contracts (with the possible exception of Produce and Market Fresh items/catalogs) as of the pending Go-Live date (date tbd)
– This is only for changing/replacing items, NOT for brand new items
• Expectation: Troop Support will train the vendors and customers on this new process
WARFIGHTER ALWAYS 4
Vendor Initiated Item Requests vs Customer Initiated Item Requests
(Audience: Admin, Vendor, Customer)
• What are the categories of Item Requests?
– Class I Subsistence items requests fall into of two main categories:
Customer Initiated and Vendor Initiated.
• What is a Vendor Initiated Item Request?
– These are item requests entered by the vendors due to one or more reasons from a pre-defined list Troop Support approved reasons
WARFIGHTER ALWAYS 5
Vendor Initiated Item Requests, Basic Questions (Audience: Admin, Vendor, Customer)
• Who can submit a Vendor Initiated Item Request?
– Vendors, and only vendors
• Question: Based on previous training, in order to control proliferation of unwarranted requests, don’t all item requests have to come from the customer?
– Now that vendor initiated item request functionality has been built into STORES, the answer is No, but only with an approved exception/reason.
• Question: Based on previous training, don’t all item requests have to have a substantiated customer demand?
– No, in the case of vendor initiated item requests as long as the item is currently on the vendor item catalog OR has been within the last 90 days, AND meets one of Troop Support’s pre-defined criteria, a vendor initiated request may be submitted for Troop Support evaluation.
WARFIGHTER ALWAYS 6
Vendor Initiated Item Requests Valid Reasons (Audience: Admin, Vendor, Customer)
• Troop Support Approved Reasons for a Vendor to Initiate an Item Request
– Vendor Part Number Change
– Manufacturer SKU/GTIN Change
– Pack Size Change
– Vendor Discontinued
– Manufacturer Discontinued
– Other (Vendor will need to describe well to be approved)
WARFIGHTER ALWAYS 7
Vendor Initiated Item Requests, How to Create (Audience: Admin, Vendor, Customer)
• Vendors can now initiate their own item requests:
– For changing existing items on an active vendor item catalogs
– For adding items back onto an active vendor item catalog, with changes, if the item was previously there in the past 90 days
• How to navigate there:
– STORES Catalog Main Menu/Item Request/Create Item Request
WARFIGHTER ALWAYS 8
Vendor Initiated Item Requests, How to Create (Audience: Admin, Vendor)
• From the STORES Catalog Main Menu, select the circled menu items
WARFIGHTER ALWAYS 10
Vendor Initiated Item Requests Wizard (Audience: Admin, Vendor)
• The vendor is redirected to a wizard screen to help guide them to get the request started.)
• This screen will guide the vendor to select those vendor item catalogs containing the selected stock #
• If the item does not currently exist on the vendor’s item catalog, BUT has within the last 90 days, the vendor can select those vendor item catalogs to add it back to
• STORES will prevent the vendor from adding a stock number back to a vendor item catalog if it has not been on the catalog within the past 90 days
– In such instances, the only way to have this stock number added back on the catalog is for a customer associated to this vendor item catalog to initiate a new item request
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