CAVAF Guide.pdf

Version 10.1.0, November 2022

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CONTRACTOR USER’S GUIDE

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Table of Contents

Overview

Purpose of CAV AF

User Mission Responsibilities

Tips Repair

Contractor’s Primary Responsibilities

Technical Considerations

Login Procedures

Main Menu

Contract Asset Repair

Receive – On Contract

Induct (M)

Awaiting Parts

Re-Induct (M)

Complete (A)

Instructions for TT&E Stand Alone CLINs

Instructions for TT&E CLINs (when repair CLINs are listed in the order)

Ship

Proof of Shipment

Beyond Economic Repair (BER/MUL)

Survey/Scrap (H)

Reverse

Bulk Processes

Condition Code Changes

Repair Reports

Repair Item-Action

Repair History

Condition Counts

Awaiting Parts

Proof of Shipment

RTAT Reports

Due-In Reports

Government Furnished Material (GFM)

Requisition

Create A3

Modify A3

Cancel A3

Follow-Up A3

Material Distribution

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Material Receipt

Modify/Reverse Material Receipt

Transfer Material

Issue Before Turn-In

Issue Material Before Turn-In

Reverse Issue Before Turn-In

Turn-In Material After Issue

Reverse Turn-In After Issue

Turn-In Before Issue

Turn-In Material Before Issue

Reverse Turn-In Before Issue

Reverse Issue After Turn-In

Transfer

Ship

Reverse a GFM Shipment (‘Reverse A5’ link)

Note: This screen image will be updated after the v10.0 release

GFM Reports

Contract Allowance Report

Bondroom Inventory

Bondroom Issuance

Zero Issued NIINs

Source of Material

Requisition Report

Requisition History

Loaned Property

GFM/Loaned Property Allowances

Creating GFM/Loaned Property Requisitions

Shipments and Transfers

Utilities

Utilities-Item Maintenance Screen

Utilities-Report of Discrepancy Screen

DLA-TS DoDAAC Lookup

Air Force Supply Discrepancy Report (SDR)

PUBLIC KEY INFRASTRUCTURE (PKI)

ACRONYMS

GLOASSARY OF TERMS

Summary of Changes Table of Contents

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Overview

Purpose of CAV AF

CAV AF is implemented at government and commercial repair sites to monitor and track progress of repair items through the repair process. CAV AF is a World Wide Web based application available to each component’s ICPs and accessed through an Internet connection.

CAV AF was designed to allow a wide range of transaction reporting, eliminate financial/inventory imbalances, operate in a fully automated mode, and provide specific carcass tracking and accountability while material is at the commercial repair activity. CAV

AF also provides the means to track material in transit to and from the contractor’s repair site and allow daily transaction reporting while minimizing impact on the commercial repair activity.

User Mission Responsibilities

The CAV AF system is designed to process transactions from the contractor's facility to a government facility. The purpose of these transactions is to allow the Government to maintain asset visibility throughout the repair cycle at a Commercial Repair Facility. Entering timely and factual data to the system, as well as sending the interface transactions to the

Inventory Control Points (ICPs), is the contractual responsibility of the contractor.

The CAV AF application is utilized by the Air Force Sustainment Center (AFSC) Contract

Depot Maintenance (CDM) Offices located at Hill AFB, Tinker AFB and Robins AFB, or

Inventory Control Point (ICP), and the respective contractors under their contract depot maintenance (CDM) control. The CAVAF application is also utilized by the NWRM and

Cryptologic communities. The application is accessed via the company’s Local Area Network

(LAN) or through a commercial Internet Service Provider (ISP). Maintenance and application upgrades are accomplished by NAVSUP BSC, the Department of Defense (DoD) management agency. Users will not have to take any unusual actions for these changes to take effect.

Upgrades will be transparent to the user and will be maintained by the Air Force Material

Command administrator (HQ AFMC/A4NL).

If a user has suggested changes for this User’s Guide, submit a completed change request using

Air Force Form 847, Recommendation for Change of Publication (http://www.e-publishing.af.mil/shared/media/epubs/AF847.xfdl) to the applicable AFSC CDM Office CAV

AF Center Representative (CR), who would review the request, and if approved, would sign and forward the form to the HQ AFMC/A4RX CDM Management Office via email. The change request will be evaluated, and if approved, will be incorporated into the next published version of this document.

Tips Repair

• DD250 Number must have either a blank or “Z” in the last position.

• The Repair Cycle Document Number (RCDN) is a sequentially numbered unique document number that has been assigned for EACH repairable received by the contractor. It is comprised of the CAV Reporter’s DoDAAC, the Julian Date the document number is produced, and the four digit serial number.

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• The transaction repair sequence is programmed to accomplish transactions in the following appropriate order or sequence:

o Receive o Induct o Awaiting Parts (if needed) o Re-Induct (if needed) o Complete o Ship

The CAV AF system is designed to process transactions from the contractor's facility to a government facility. The purpose of these transactions is to allow the government to maintain asset visibility throughout the repair cycle at a commercial repair facility. Entering timely and factual maintenance and supply transactions into CAV AF is critical to the management of repair requirements and the management of world-wide asset distribution.

CAV AF transmits data daily to Air Force internal data systems for financial and asset tracking. Inaccurate or lack of reporting will cause significant loss to the Air Force.

Contractor’s Primary Responsibilities

The Contractor’s primary responsibilities are shown in the order that each task must be performed:

Repair

a) Receive

b) Induct (if applicable)

c) Awaiting Parts (if applicable)

d) Re-Induct (if applicable)

e) Complete (if applicable)

f) Ship

GFM

a) Receive End Item (Repair Side)

b) Induct End Item (Repair Side)

c) Create Requisition

d) Receipt Material

e) Issue Material

f) Transfer Material (if applicable)

g) Turn-In Material

h) Ship Material

i) Complete End Item (Repair Side)

j) Ship End Item (Repair Side)

1. Contractor reporting requirements to CAV AF shall be accomplished daily and/or within 24- hours of a supply or maintenance action occurrence IAW the applicable CAV AF

CDRL, CAV AF version 8.0 or higher Contractor Users Guide and applicable references within the contract (i.e., Appendix B). Accurate and timely reporting of maintenance and supply transactions into CAV AF is critical to the management of repair requirements and the

6 | P a g e management of world-wide asset distribution. CAV AF transmits daily to Air Force internal data systems for financial and asset tracking. Inaccurate or lack of CAV AF reporting will cause significant loss to the Air

Force. Contractor shall ensure asset record in CAV AF is an accurate reflection of physical asset on hand at all times.

2. Proper usage of DD Form 1348-1A, Issue Release/Receipt Document in relation to

CAV AF reporting requirements.

a. Receipt Actions: Contractor will use government issued shipment document numbers for

CAV AF end item and GFM receipt transaction reporting 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 transactions because this creates disconnects in shipment tracking within government inventory systems.

When receiving more than requisitioned, process a SF 364, Supply Discrepancy Report (SDR) and return the additional assets.

GFM Transactions (audit trail):

Material Receipt – All GFM requisitions with associated Supply Discrepancy Reports (SDR) shall be receipted with proper discrepancy code, as follows:

i. ‘A‘ – indicates supply system sent an alternate number, however; according to the receiver it was not a suitable substitute. Contractor shall report discrepancy using AF

Web Supply Discrepancy Report (SDR).

ii. ‘E’ – received broken or unserviceable.

iii. “F’ – has a quantity shortage.

NOTE: Above actions may constitute increase to Table of Allowance (TOA) based on SDR.

Contractor shall contact PMS to ensure TOA increase occurs in timely manner.

CAVAF GFM Requisitions – Contractor is responsible for ensuring all Government shipped GFM requisition shipments are receipted in a timely manner. Action requires continual surveillance of open

GFM requisitions every 30-days.

Turn-In Transaction - All GFM Issue transactions of ERRC ‘T’ coded assets require a corresponding

GFM Turn-In transaction from repair line to the bond room; for same or alternate NIIN within 30-days for asset accountability and to prevent D035A, Stock Control and Distribution Wholesale, system from generating a false future buy. Turn-in transactions require material condition code status:

i. Consumable Items – must be condition code ‘A’ or ‘H’.

ii. Exchangeable Items – must be condition code ‘A’, ‘F’ or ‘H’.

b. Shipping Actions: DD Form 1348-1A shall be used as the shipping document for shipment transactions of all end items and GFM. A DD Form 1348-1A is also applicable to all Consolidated Serviceable Inventory/Consolidated Reparable Inventory (CSI/CRI) assets regardless of tracking or reporting purposes. DD Form 250 or DD Form 1149 are not acceptable or authorized as a shipment document, and shall not accompany any

7 | P a g e material shipments on repair contracts. DD Form 1348-1A shipping documents will be prepared for each NSN shipment from contractor’s facility, regardless of destination. The entire form, complete with bar coding, will be printed on a laser printer as specified under technical considerations. Three (3) copies of the DD Form 1348-1A should be printed.

(**Note: Follow paragraph #4 instructions in Technical Consideration section (Page

7) if unable to produce and print in PDF.)

Place one copy on the outside of the shipment container, one copy inside the shipment container, and one copy to be kept at the contractor’s facility. The printing must occur prior to the shipping button being depressed; this is your only opportunity to print the DD

Form 1348-1A. For end item shipments the DD Form 1348-1A shipment document number shall be comprised as one of the following actions:

c. Back to Depot Shipments:

(2) For “multiple” quantity shipments, it is recommended the CAV AF RCDN of the lead item of the shipment be used as the shipment document number.

d. Amended Shipping Instructions (ASI): Are used to divert material that is due- in from a contractor to a requisitioner. Government disposition instructions will provide a shipment document number to the contractor to be utilized for CAV AF shipment transaction reporting and the DD Form 1348-1A.

e. For GFM shipments, contractors shall create the shipping document number consisting of the contractor’s six-digit ‘EZ’ DODAAC, four-digit Julian date and four digit serial number.

NOTE: In the event that the CAV AF system is inoperable, a DD Form 1348-1A shall be manually generated (printed) by the contractor. When CAV AF is again operable, the contractor shall complete a DD Form 1348-1A and the shipment process in CAV AF.

GFM transfers to another contract, if done by contractor is one item at a time, however, the Contract

Monitor can transfer several NIINs at once. The Contract Monitor can also transfer to a different

DODAAC; however, the contractor will need to receive the GFM on the gaining contract under the user id for the new DODAAC. The contractor will get a message on the GFM Contractor Menu telling them they have a DD Form 1348 awaiting printing as indicated in the screen below.

Technical Considerations

1. Contractors accessing CAV AF shall present a valid DoD PKI certificate to log into

CAV AF. Contractors working at DoD facilities who have a common access card (CAC), should already have a PKI certificate. Contractors working outside of DoD facilities can purchase a valid DoD PKI certificate through one of three External Certificate Authorities

(ECAs). A listing of ECAs and additional information on purchasing a valid DoD PKI can be found at the following web site: http://iase.disa.mil/pki/eca/. Each contractor employee accessing CAV AF will need an Identity Certificate only; an Encryption

Certificate is not required.

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

http://iase.disa.mil/pki/eca/ http://iase.disa.mil/pki/eca/

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2. Utilizing subcontractors in the repair of government assets in partnership by the awarded prime contractor shall conform to all applicable reporting requirements contained within this contract. Inherently, the awarded prime contractor shall bear sole responsibility for all reporting actions.

3. CONTRACTOR RESPONSIBILITY OF CAV AF HARDWARE AND SYSTEM

ACCESS: It is the contractor’s responsibility to ensure systemic connectivity with CAV

AF system is achieved and reporting capability is successful. When contractor experiences connectivity problem after receiving initial contract delivery order they should contact the Inventory Control Point (ICP) CAV AF System Administrator (SA) within 24-hours.

4. ACCESSING PDF FILES CREATED BY CAV AF (e.g., 1348-1, CAV AF Reports, etc.):

a.) Google Chrome - ActiveX Filtering isn’t used by default. Chrome uses its own preview instead.

Take a look at the settings by clicking those three dots in a row to the far right of the URL address bar. Select Settings from here. Then click on the Privacy and Security link on the left side of the page. Next select the arrow off to the right of Site Settings. Scroll down until you see Content. Select the arrow to the far right of the Pop-ups and Redirects if it says blocked then unblock this if you are able. If you are not able to do this, then select the arrow to the right of the Additional Content

Settings. Scroll down until you see PDF documents. Click the arrow to the Right of PDF Documents then turn on the slider to the left of Download PDF files instead of automatically opening them in

Chrome. This option will at least let you download the PDF in order to view it. b.) MS Edge - First, make sure you’ve turned off CAVAF opening in Internet Explorer mode. Open your settings menu in an Edge window (the three dots in the top right corner > Settings/gear icon). Go to Default Browser on the left menu. Check if CAVAF is listed in the "Internet Explorer mode pages" section of the page. If so, remove it by clicking the trash can icon. Then go to Cookies and Site Permissions on the left menu. Scroll to PDF Documents. Turn the Always Download PDF Files toggle to ON. Restart your browser. The next time you arrive to a CAVAF page that renders a PDF form, like a DD1348 or

Repair Report, the expected behavior is that the page will present an option to download the form.

To render PDFs in the browser window, go to Pop-us and Redirects within the Cookies and site permissions section of your browser settings. You can add www.cavaf.com to the “Allow” section though the likelihood is that your organization may manage this browser and will Block all redirects.

If both of these Edge options do not work, you can temporarily designate Edge to open CAVAF in

Internet Explorer Mode. Open your settings menu in an Edge window (the three dots in the top right corner > Settings/gear icon). Go to Default Browser on the left menu. Click Add next to “Internet

Explorer mode pages”. Enter this complete URL – do not shorten it: https://www.cavaf.com. Click

Add. CAVAF will operate in Internet Explorer mode for the next 30 days. Every 30 days you’ll need to repeat this process. On day 31, when users navigate to the site, they will not see an

Internet Explorer (IE) banner. The site is no longer loaded in IE mode and the steps above need to be repeated.

Login Procedures

To login to CAV AF:

1. Go to https://www.cavaf.com . A Windows Security window will open presenting the

Public Key Infrastructure (PKI) login screen.

2. Select the appropriate certificate and click OK. A prompt for the CAC or ECA PIN will appear.

https://www.cavaf.com/

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3. Enter the correct CAC/ECA PIN and click OK. *Note: If an ECA is required and has not been received, the ‘Choose a digital certificate’ will appear with no information in the box (i.e., no Name or Issuer). Hit the cancel button and the CAV AF Login page will appear. The non-PKI access to CAV AF will be available for a short transitional period but all users must acquire PKI certification.

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4. The Commercial Asset Visibility 10.0.0 Banner appears. Click OK.

5. The user will be required to select a user role from the dropdown menu. System

Administrators assign user IDs for contractors. Select the (GFM) Contractor role and click OK.

Main Menu

The Main Menu provides an overview of the screens available in CAV AF for the Contractor.

The remainder of this manual will display each function shown on the menu and indicate how to enter data for each function.

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Repair Status

This section contains all the transactions needed to track the repair of an item through the repair cycle, from receipt of the repairable item at the contractor’s site to the shipment and proof of shipment of the repaired item from the contractor’s site.

Repair Reports

This section contains all reports associated with the Repair Item. The MMD Report and

Inventory Labels are directly associated with the receipt of an item into the repair cycle.

Government Furnished Material (GFM)

Government property that may be incorporated into, or attached to, a deliverable end item or that may be consumed or expended in performing a contract. It includes assemblies, components, parts, raw and processed materials, and small tools and supplies that may be consumed in normal use in performing a contract.

Utilities

This section contains functionality to assist the user in maintaining the system environment and contains useful links to supporting capabilities and information.

Contract Asset Repair

NOTE: WHEN A STAND-ALONE TT&E CLIN (MEANING NO REPAIR CLIN IS

LISTED IN THE ORDER) IS INCLUDED IN THE DELIVERY ORDER, RECEIVE

ALL ASSETS ON THE TT&E CLIN FIRST. WHEN BOTH TT&E AND REPAIR

CLINS ARE LISTED ON THE ORDER, ONLY THE REPAIR CLIN WILL BE

ADDED TO CAV FOR THE REPAIR. (SEE INSTRUCTIONS FOR TT&E STAND

ALONE CLINS AND REPAIR CLINS FURTHER DOWN IN THIS GUIDE)

Receive – On Contract

This function allows the contractor to report a receipt On Contract. In order for the contractor to receive an item at their facility, these actions must be followed:

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1. Remove the DD Form 1348 from the outside of the container. Make a note of the document number, the Routing Identifier Code (RIC), and the NSN. An example of a

DD Form 1348 is provided which shows where the document number, the RIC, and the

NSN are located on the form.

NOTE: If there is not a DD Form 1348, contact the Production Management Specialist.

2. Click RECEIVE on the main menu under REPAIR STATUS.

NOTE: All contract exhibit item receipts should be processed against an existing contract

CLIN in the appropriate condition code (cc) above the delivery order quantity. If at time of induction an item is to be repaired on a different CLIN a reversal and new receipt should be processed.

3. The RECEIPT MENU screen displays different types of available receipts based on the variables assigned. Click ON CONTRACT if the material is on contract (F Condition). In the majority of cases, this is what the contractor will select.

The SELECT CONTRACT screen will appear. Select the CONTRACT NR/CLIN from the dropdown list or enter the information manually before clicking SUBMIT.

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4. One of the two RECEIPT ON CONTRACT screens will appear.

If Shipment Notification(s) do not exist:

If Shipment Notification(s) do exist:

Note: This screen image will be updated after the v10.0 release.

Enter the following data taken from the DD Form 1348:

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• DOCUMENT NR: FROM THE RECEIPT DOCUMENT, either use the drop down screen to select the document number or type it in depending on the screen option.

• DUPLICATE DOCUMENT NUMBERS ARE NOT PERMITTED. In order to process a document number that has already been submitted, use a suffix at the end of the document number.

• QUANTITY: Enter the quantity being received.

• RECEIVED FROM: Enter the routing identifier.

• RECEIPT DATE: Enter the date the quantity was received.

• UNIT OF ISSUE: Enter the two-letter designation that indicates the count, measurement, container, or form of the item.

• FSC (OGDEN ONLY – MANDATORY FIELD): Although the field is not marked as mandatory, the FSC must be entered in the FSC field.

• Take the first four characters of the NSN and enter them into the FSC field.

• CONDITION CODE: Enter the condition code based on the shipment document received.

Click SUBMIT.

5. Enter REFERENCE NR and/or SERIAL NR as an additional means of tracking. The user may put information which is not necessarily a Reference Nr or Serial Nr. in this field.

This will assist the user in identifying the item later. Example, NWRM Information, Workload, Purchase Order #, Job Order #, etc.

NOTE: The number of lines available for entry of the Reference Nr and Serial Nr equal the number of quantity or quantities received.

6. The RECEIVE UPDATE screen appears indicating a successful receipt, listing the assigned Repair Cycle Document Numbers (RCDNs), corresponding Ref #s, and Serial #s.

The contractor has the option to print the MMDs or print the Labels for the RCDNs created. **Note: Follow paragraph #4 instructions in Technical Consideration section

(Page 7) if unable to produce and print in PDF.

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Receive – Not on Contract

To report the receipt of an item that does not have contractual coverage, follow these steps:

1. Removed the DD Form 1348 from the outside of the container. Make note of the document number, RIC, and NSN.

2. Click RECEIVE on the main menu under REPAIR STATUS.

NOTE: All contract exhibit item receipts should be processed against an existing contract

CLIN in the appropriate condition code (cc) above the delivery order quantity. If at time of induction an item is to be repaired on a different CLIN a reversal and new receipt should be processed.

3. Click NOT ON CONTRACT if the material is not on contract.

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4. The RECEIPT NOT ON CONTRACT screen appears

Enter the following data taken from the DD Form 1348:

• DOCUMENT NR: The document number

• QUANTITY: Enter the quantity being received

• RECEIPT DATE: Enter the date of the receipt

• NIIN: Enter the nine character number from the NSN. The NIIN is positions five through 13 of the NSN.

• RECEIVED FROM: Enter the routing identifier

• UNIT OF ISSUE: Enter the information from the dropdown box

• CONDITION CODE: Enter the condition code.

• Click SUBMIT

5. The REFERENCE NR – SERIAL NR INPUT screen appears giving the option to enter

REFERENCE NUMBERS and/or SERIAL NUMBERS. For instance, the contractor’s internal work order or part number may be used in this field. See section 4.1 for more information.

NOTE: The number of lines available for entry on this page is equal to the number of quantity or quantities received.

The RECEIVE UPDATE screen appears indicating a successful receipt, listing the assigned

RCDNs, corresponding Reference #s and Serial #s.

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Induct (M)

This transaction will move the asset to a Condition Code M. Only items received on contract that are currently in Condition Code F can be inducted. To induct an item, follow these steps:

1. Click INDUCT (M) on the main menu.

2. The SELECT CONTRACT screen appears.

Select the CONTRACT NR/CLIN from the dropdown list or enter the applicable data manually. Click SUBMIT.

3. The list of RCDNs available appears on the SELECT ITEMS screen.

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4. Select RCDN from the list, type in the last eight digits of the RCDN, type in the complete

REFERENCE NR, or type in the complete SERIAL NR. Click SUBMIT.

5. The INDUCT screen will appear displaying read-only information relating to the item at the top of the screen. NOTE: The data in this screen images is not same data as the previous screen – For informational purpose only.

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On the lower half of the screen, enter the following information as needed:

• INDUCT DATE: The default value is the current date. If necessary, change this date to reflect the actual date the material was inducted.

• ESTIMATED COMPLETION DATE: This field is optional.

Click SUBMIT.

If a successful Induction was accomplished the INDUCT UPDATE screen appears indicating a successful induction.

Awaiting Parts

This transaction will move the asset to Condition Code G. If an asset has been inducted and repair parts are not available, it can be placed in Awaiting Parts (G)

1. Select AWAIT PARTS (G) from the MAIN MENU.

2. Select the CONTRACT NR/CLIN from the dropdown list or enter the applicable

CONTRACT NR/CLIN and click SUBMIT.

3. Select RCDN from the list or enter the applicable CONTRACT NR/CLIN and click

SUBMIT

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4. The AWAIT PARTS screen appears.

• AWAIT PARTS DATE: Enter the date the part was put into Await Parts.

• FURNISHED BY: Select information from the dropdown list.

• Enter any optional information

• Click SUBMIT

5. The PART INFORMATION screen appears.

Enter the appropriate information and click SUBMIT. Only a PART NUMBER is required.

There is no field for NIIN, but a NIIN can be added in the REMARKS field.

NOTE: When the item becomes supportable, select the REINDUCT (M) transaction. If only some of the parts come in but it is still short, then two transactions are required. REINDUCT

(M) the asset then input another transaction for AWAIT PARTS (G) listing only the parts which are short.

Re-Induct (M)

This action reports the re-induction of material into the repair process after being delayed (e.g., awaiting parts). Only items currently in Condition Code G (Awaiting Parts) can be re-inducted and will move the item back to Condition Code M.

1. Select REINDUCT (M) from the main menu. The SELECT ITEM screen appears.

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2. Select the CONTRACT NR/CLIN from the dropdown list or enter the applicable

CONTRACT NR/CLIN and click SUBMIT.

3. The SELECT ITEM screen appears.

Select the RCDN from the list or enter the last eight digits of the RCDN, REF NR, or the SER

NR. Click SUBMIT to continue.

4. The REINDUCT screen appears.

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Enter the applicable information:

• REINDUCT DATE: The default value is the current date. If necessary, change this date to reflect the actual date the item was put into the Reinduct status.

• ESTIMATED COMPLETION DATE: If an estimated completion date was entered at

Induction or Awaiting Parts, it will carry forward to the REINDUCT screen and cannot be cleared, but it can be revised.

• Click SUBMIT to continue.

Complete (A)

Only items currently in Condition Code M (Inducted) can be completed. This transaction will move the item from Condition Code M to Condition Code A. To complete an item, follow these steps:

1. Click COMPLETE (A) on the main menu.

2. The SELECT ITEM screen appears.

Select the CONTRACT NR/CLIN from the dropdown menu or enter the data manually and click SUBMIT.

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3. To complete an item, select the item from the list, type in the last eight digits of the RCDN, type in the complete REFERENCE NR, or type in the complete SERIAL NR and the click

SELECT.

The COMPLETE screen appears displaying data in read-only format on the upper portion of the screen.

The lower portion of this screen allows the user to enter the following information as needed:

• COMPLETE DATE: The default value is the current date. Accept the default or enter the actual date the item was completed.

• DD250 NUMBER: DD250 NUMBER and DD250 DATE must be entered.

NOTE: The repair NIIN may be changed (upgraded) upon completion of the repair process.

Select the ‘upgrade NIIN’ or leave blank, this is only available if the Contract Monitor has authorized the use of an upgrade NIIN.

4. Click SUBMIT

NOTE: The DD250 NUMBER and DATE blocks must be filled in with correct information.

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Instructions for TT&E Stand Alone CLINs

Perform “Receive” transaction on the TT&E CLIN. Use the shipping document number received with the asset (ASSETS WILL STAY IN RECEIPT UNTIL TT&E IS COMPLETE)

When TT&E is accomplished and a repair CLIN is added, ship in place using the contractors EZ

DODAAC to the appropriate repair CLIN.

• Wait one day for transactions to process in D035, then receive on the appropriate repair CLIN using the RCDN shipping document number.

• Once assets are on the appropriate repair CLINs, the contractor can Induct, Complete and Ship.

• If no assets will be repaired due to No Fault Found (NFF) or Beyond Economical

Repair (BER), ensure TT&E costs are on the TT&E CLIN. The asset will either ship in place using the contract administrative ‘FA’ DODAAC, or ship back to the government, depending on the disposition of the asset.

NOTE: The government ensures the TT&E costs are amortized on all repair CLINs when possible.

Instructions for TT&E CLINs (when repair CLINs are listed in the order)

When a contract/delivery order requires TT&E for repair CLINs, contracting usually requires the highest repair CLIN is funded along with the TT&E CLIN. In this case, the following process will be followed:

The contractor will:

• Receive ALL assets under the funded REPAIR CLIN. TT&E CLINs will not be added to

CAV for this process. All assets will sit in receipt until a modification is completed showing the results of the TT&E. At that point, other repair CLINs may be added to CRMS and

CAV. The contractor will ship the assets in place to the appropriate repair CLIN using the contractors EZ DODAAC. Wait one day for transactions to process in D035, then receive on the appropriate repair CLIN using the RCDN shipping document number.

• Once assets are on the appropriate repair CLINs, the contractor can Induct, Complete and Ship.

NOTE: The government ensures the TT&E costs are amortized on all repair CLINs when possible.

If an asset is determined to be No Fault Found (NFF) or Beyond Economical Repair (BER) during

TT&E, the asset will stay on the original repair CLIN it was received under. The asset will either ship in place using the contract administrative ‘FA’ DODAAC, or ship back to the government, depending on the disposition of the asset.

Ship

Note: In the event where no contract directed disposition is provided; when shipping an asset directly to a specific base, other than the depot, the contractor must request

25 | P a g e government provided individual disposition instructions. The PMS / IMS will provide disposition instructions that will include the appropriate FB#### shipping document number for use. The RCDN, using the contractors EZ#### will not be used as the shipping document number for this type of transaction!

NOTE (additional): In the situation where an asset is condemned at a contractor’s facility and will not be returned to the government, the contractor will ship the asset in place using the Contract Administrative ‘FA’ DODAAC in the “Ship To” block. When creating the DD1348-1 Shipping document, use the RCDN as the Shipping Document

Number. This will alleviate any intransits from occurring.

Ship records the shipment of an item back to the Government. Items currently in F, J, H, or A

Condition Codes can be shipped. In order to ship an asset, follow these steps:

1. Click SHIP on the main menu.

2. The SELECT CONTRACT screen appears

Select from the dropdown list of CONTRACT NR/CLIN or enter the applicable data manually and click SELECT.

To ship an item, select the RCDN from the list, type the last eight digits of the RCDN, type in the complete REFERENCE NR, or type in the complete SERIAL NR and click

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3. The DD1348 INPUT screen appears.

A DD1348-1 Shipment Document is required prior to shipping the item. Read-only data will be populated at the top of the screen. The lower portion allows the Contractor to enter the following information as needed:

• SHIP TO DODAAC: Required field enter the six position DODAAC of the activity to receive the shipment.

Note: When processing a shipment of a scrapped asset, where the asset will be scrapped at the contractor’s facility, change the “Ship to” address to the contract administrative ‘FA’ DoDAAC. When creating the DD 1348-1 shipping document use the RCDN as the shipping document number.

• PROJECT CODE: Conditional field; enter as instructed in contract or by government direction.

• CONDITION CODE: Required field; if changed, Condition Cd Change Remarks is required.

• MARK FOR: Required field; enter plain text of where item is going (e.g., Ogden ALC

Hill AFB UT) or as instructed in contract.

• SIGNAL CODE: Required Field; enter the one digit code that identifies the "ship to" and "bill to" activities. Accept the default value (‘M’) unless provided a different

Signal Code.

• SHIP TO DOCUMENT: Required field; value is alphanumeric and must be at least fourteen positions and is generally constructed using the DoDAAC of the shipping activity (6), a Julian date (4), and a document serial number (4). For ‘single’ shipped items the default value is the RCDN of the item being shipped. For ‘bulk’ shipments the default value is blank. It is recommended that the RCDN of the lead item of the shipment be used for bulk shipments. A one character alpha suffix code (the fifteenth position) may be used if required to ship the same NIIN of a CLIN.

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• FUND CODE: Conditional Field.

• CONDITION CODE CHANGE REMARKS: Required field if Condition Code is changed.

• DD1348 DATE: Required Field; the default value is the current date.

NOTE: The value cannot be a future date or predate the previous repair action.

• NOMENCLATURE: Optional Field; may be left blank.

• RDD (REQUIRED DELIVERY DATE): Conditional field; enter as instructed in contract or by government direction.

• PRIORITY CODE Required Field, accept the default or click the dropdown arrow to choose other codes.

• DISTRIBUTION CODE: Conditional field; enter as instructed in contract or by government direction.

• REMARKS: Optional Field; may be left blank.

4. The DD1348 SCREEN appears with a .pdf rendered that the Contractor may print. Once the form has been printed, click the button that reads “Confirm DD1348 Printed and Begin

Ship”. **Note: Follow paragraph #4 instructions in Technical Consideration section

(Page 7) if unable to produce and print in PDF.

5. The SHIPMENT screen appears

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Enter the shipment date (required), DD250 Number, Warranty Expiration Date, DD250 Date, Condition Code (required) and any change remarks. The shipment date defaults to the current date. If the Condition Code is changed, Change Remarks are required. Click SHIP when ready.

NOTE: The shipment transaction will ONLY be produced if the SHIP button is clicked and the final screen is submitted

Proof of Shipment

If the Contractor wishes to assign a transporter to the shipment, select PROOF OF SHIPMENT from the main menu.

1. The SELECT CONTRACT screen appears

Select from the dropdown list of CONTRACT NR/CLIN or enter the applicable data manually and click SELECT.

2. Select the RCDN from the list, type the last eight digits of the RCDN, type in the complete

REFERENCE NR, or type in the complete SERIAL NR and click SELECT.

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3. The next screen will prompt to select a CARRIER from a dropdown list. If you are not using a carrier listed in this dropdown, you are required to enter new carrier information in the provided field(s). A CARRIER NAME is then required. Click SUBMIT.

Beyond Economic Repair (BER/MUL)

• From the MAIN MENU, select BER/MEL process, click SUBMIT.

• Choose a CONTRACT NR from the dropdown list or enter the CONTRACT NR/CLIN manually and click SELECT.

• Choose the RCDN from the list, click SELECT.

• Enter the BER/MEL DATE (default is today’s date), click SUBMIT.

NOTE: This transaction does not have any effect on reports and does not change the condition code.

Survey/Scrap (H)

NOTE: WHEN PROCESSING A SHIPMENT OF A SCRAPPED ASSET, WHERE

THE ASSET WILL BE SCRAPPED AT THE CONTRACTOR’S FACILITY,

CHANGE THE “SHIP TO” ADDRESS TO THE CONTRACT ADMINISTRATIVE

‘FA’ DoDAAC. WHEN CREATING THE DD1348-1 SHIPPING DOCUMENT USE

THE RCDN AS THE SHIPPING DOCUMENT NUMBER.

This transaction will move the item into Condition Code H. While this transaction must be done to condemn an asset, the asset must be shipped out after this transaction has been

30 | P a g e performed. In most cases, the contractor will have to get disposition from the Production

Management Specialist (PMS) before performing the shipping transaction. Once disposition instructions have been received the contractor should refer to the shipping section of this manual to ship the item. To condemn an asset, follow these steps:

1. From the main menu, click SURVEY/SCRAP (H) under the Repair Status column.

2. The SELECT ITEM screen appears.

Choose a CONTRACT NR from the dropdown list or enter the CONTRACT NR/CLIN manually and click SELECT.

3. Select the RCDN from the list, type the last eight digits of the RCDN, type in the complete

4. The SURVEY/SCRAP screen appears.

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• SURVEY SCRAP DATE: Accept the default date or enter the actual date of the condemnation.

• DD250: DD250 NUMBER and DD250 DATE must be entered (if condemnations are billed).

Click SUBMIT.

NOTE: The DD250 NR and DD250 DATE blocks must be filled-in with the correct information if condemnations are billed per contract specifications.

Reverse

This transaction will reverse the most recent transaction for the item chosen and move it to its previous status. If a receipt is reversed, the RCDN will be permanently deleted from the contractor’s visibility. To reverse a previously reported action, follow these steps:

1. Click REVERSE under the Repair Status in the main menu

2. The SELECT ITEM screen appears.

Select the CONTRACT NR from the dropdown menu or enter the CONTRACT NR/CLIN manually. Click SELECT.

3. Select the RCDN from the list, type the last eight digits of the RCDN, type in the complete

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4. Under the Reversal screen the specific action to be reversed will be displayed on the ‘To reverse line’ above the read-only information. The RCDN, Reference Nr, and Serial Nr will be displayed as well as all applicable action dates.

To finalize the Reversal, click REVERSE.

Bulk Processes

To complete actions on multiple items at once, it may be necessary to complete a BULK

PROCESS. To access these processes, click BULK PROCESSES under REPAIR STATUS in the main menu. The BULK PROCESSES menu screen will appear.

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Bulk Induction (M)

If the contractor has several of the same NSNs to induct under the same contract delivery order, the user may Bulk Induct. To bulk induct follow these steps:

1. Click on BULK Processes from the MAIN MENU under Repair Status.

2. Click on BULK INDUCT (M).

3. The BULK INDUCT - SELECT CONTRACT Screen appears. Select the CONTRACT

NR from the dropdown menu or enter the CONTRACT NR/CLIN manually and click

SUBMIT.

4. The BULK INDUCT - SELECT ITEM screen appears. Select the applicable NIIN/CC from the dropdown list and click SUBMIT.

When the selected range of items to Bulk Induct shows on the screen, the Contractor must confirm that this is the range to be inducted. If correct, click SUBMIT to confirm the induction.

5. Select all the RCDNs or a portion of the RCDNs listed and click SUBMIT.

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6. The BULK INDUCT CONFIRM QUANTITY screen appears. Select Estimated

Completion Date in click on SUBMIT.

7. When the BULK INDUCT CONFIRM QUANTITY is successful, the One or Multiple was Bulk Inducted Successfully message will appear on the MAIN MENU.

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Bulk Complete (A)

If the contractor has several of the same NSNs to complete under the same contract delivery order, the user may Bulk Complete. To bulk complete follow these steps:

1. Click on BULK COMPLETE (A)

2. The SELECT ITEM Screen appears.

Select the CONTRACT NR from the dropdown menu or enter the CONTRACT NR/CLIN manually. Click SELECT.

3. Select the applicable NIIN/CC from the dropdown list

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Click SUBMIT.

4. Select all the RCDNs or a portion of the RCDNs listed and click SUBMIT.

5. The BULK COMPLETE CONFIRM QUANTITY screen appears. When the selected range of items to Bulk Complete by NIIN shows on the screen, the user must confirm that this is the range to be completed.

• DD250: DD250 NUMBER and DD250 DATE must be entered.

• The repair NIIN may be changed (upgraded) upon completion of the repair process. Select the ‘Upgrade NIIN’ or leave blank, this is only available if the

Contract Monitor has authorized the use of an upgrade NIIN.

• If correct, click SUBMIT to confirm the completion.

NOTE: The DD250 Nr and Date blocks must be filled-in with the correct information.

Bulk Shipment

If the contractor has several of the same NSNs to ship under the same contract delivery order, the user may Bulk Shipment. To bulk ship, follow these steps:

1. Click on BULK COMPLETE (A)

2. The BULK SHIP - SELECT CONTRACT Screen appears.

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Select the CONTRACT NR from the dropdown menu or enter the CONTRACT NR/CLIN

3. Select the applicable NIIN/CC from the dropdown list

4. Select all the RCDNs or a portion of the RCDNs listed and click SUBMIT.

The BULK SHIP CONFIRM QUANTITY screen appears. When the selected range of items to

Bulk ship by NIIN shows on the screen, the user must confirm that this is the range to be completed.

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5. The BULK DD1348 screen appears.

NOTE: Each item to be shipped under the bulk process must be going to the same place.

Fill in the DD Form 1348 with the following:

• SHIP TO DODAAC: Required field; enter the six position DODAAC of the activity to receive the shipment.

• MARK FOR: Required field; enter plain text of where item is going (e.g., Ogden ALC

Hill AFB UT) or as instructed by contract/order.

• SIGNAL CODE: Required Field; enter the one digit code that identifies the "ship to" and

"bill to" activities. Accept the default value (‘M’) unless provided a different Signal Code.

• SHIP TO DOCUMENT: Required field; value is alphanumeric and must be at least fourteen positions and is generally constructed using the DoDAAC of the shipping activity (6), a Julian date (4), and a document serial number (4). For ‘single’ shipped items the default value is the RCDN of the item being shipped. For ‘bulk’ shipments the

39 | P a g e default value is blank. It is recommended that the RCDN of the lead item of the shipment be used for bulk shipments. A one character alpha suffix code (the fifteenth position) may be used if required to ship the same NIIN of a CLIN. DO NOT reuse or duplicate Ship to

Document Numbers on different NIIN/CLINs.

• DD1348 DATE: Required Field; the default value is the current date. NOTE: The value cannot be a future date or predate the previous repair action.

• PRIORITY CODE Required Field; accept the default or click the dropdown arrow to choose other codes.

• CONDITION CODE: Required field; if changed, Condition Cd Change Remarks is required.

• DISTRIBUTION CODE: Conditional field; enter as instructed in contract or by government direction.

• REMARKS: Optional Field; may be left blank.

• CHANGE REMARKS: Required if the Condition Cd is changed.

6. The BULK DD1348 SCREEN appears displaying the printable DD1348. Select to EDIT, SHIP, or PRINT the DD1348. **Note: Follow paragraph #4 instructions in Technical Consideration section (Page 7) if unable to produce and print in PDF.

7. The ship selection will result in the BULK SHIPMENT screen appearing displaying data in read-only format on the upper portion of the screen. The lower portion of this screen allows the user to enter the following information as needed:

• SHIPMENT DATE: The default value is the current date. If necessary, change this date to reflect the actual date of shipment.

• DD250: DD250 NUMBER and DD250 DATE must be entered (if it wasn’t automatically entered from completion).

• Click SUBMIT.

Note: The DD250 Nr and Date blocks must be filled-in with the correct information.

Bulk Reverse

This transaction will bulk reverse the most recent transaction for the item chosen and move it to its previous status. To perform a bulk reversal on multiple items, those items must share the same most recent action. If a receipt is reversed, the RCDN will be permanently deleted from the contractor’s visibility. To reverse a previously reported action, follow these steps:

1. Click on BULK REVERSE

2. The BULK REVERSE MENU Screen appears.

Choose the action you wish to reverse (Inductions, Completions, Shipments, Survey/Scraps)

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3. The BULK REVERSE - SELECT CONTRACT screen appears

Select the CONTRACT NR from the dropdown menu or enter the CONTRACT NR/CLIN manually. Click SELECT.

4. If you are prompted to specify a NIIN/CC, select the option from the dropdown list on the following screen and click SELECT.

5. Select all the RCDNs or a portion of the RCDNs listed and click SUBMIT.

6. The BULK REVERSE CONFIRM QUANTITY screen appears.

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When the selected range of items to Bulk ship by NIIN shows on the screen, the user must confirm that this is the range to be completed. To finalize the reversal, click SUBMIT.

Bulk Scrap

This transaction will move items into Condition Code H. While this transaction must be done to condemn assets, the assets must be shipped out after this transaction has been performed. In most cases, the contractor will have to get disposition from the Production Management

Specialist (PMS) before performing the shipping transaction. Once disposition instructions have been received the contractor should refer to the shipping section of this manual to ship the item. To condemn assets, follow these steps:

1. Click on BULK SCRAP

2. The SELECT CONTRACT screen appears

Select the CONTRACT NR from the dropdown menu or enter the CONTRACT NR/CLIN

3. Select the applicable NIIN/CC from the dropdown list.

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4. Select all the RCDNs or a portion of the RCDNs listed and click SELECT.

5. The BULK SCRAP CONFIRM QUANTITY screen appears.

• SURVEY SCRAP DATE: Accept the default date or enter the actual date of the condemnation.

• DD250: DD250 NUMBER and DD250 DATE must be entered (if condemnations are billed).

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Click SUBMIT.

NOTE: The DD250 NR and DD250 DATE blocks must be filled-in with the correct information if condemnations are billed per contract specifications.

Condition Code Changes

To change the condition code on an item, follow these steps:

1. Click CONDITION CODE CHANGES under REPAIR STATUS in the main menu

2. The SELECT CONTRACT screen appears.

Select the CONTRACT NR/CLIN from the dropdown list or enter the applicable CONTRACT

NR/CLIN and click SELECT.

3. Select RCDN from the list, type in the last eight digits of the RCDN, type in the complete

REFERENCE NR, or type in the complete SERIAL NR. Click SUBMIT.

4. The CHANGE CONDITION CODE screen appears.

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The Contractor will be prompted to select a new CONDITION CODE from the dropdown menu. If the CONDITION CODE is NOT changed to A or F, CONDITION CODE CHANGE

REMARKS are required. When ready, click SUBMIT.

Repair Reports

Repair Reports are located on the Main Menu:

Repair Item-Action

Report by CLIN listing all CAV AF transaction details. Selecting the Display Option of “NOT

SHIPPED” will print a current status of an asset and list the dates of every transaction that has been input for a RCDN that is still on hand. Clicking the box to Remove Page Breaks will shorten the length of this report. **Note: Follow paragraph #4 instructions in Technical

Consideration section (Page 7) if unable to produce and print in PDF.

Repair History

This report provides a detailed snapshot of each transaction, sorted by CLIN. The data can be filtered to include specific Doc Id, NIIN, RCDN, Transmitted, Untransmitted, and Transaction

Dates.

Condition Counts

Listed by contract, this report identifies the number of assets in each phase of production.

Awaiting Parts

This report can only be viewed if an asset is in AWP for a specific CLIN.

Proof of Shipment

By CLIN, lists all items with a Proof of Shipment.

RTAT Reports

Repair Turnaround Time – counts the number of assets for a specific category and reports an average flow days.

Due-In Reports

This report provides visibility of repair asset shipments to the repair contractor DoDAAC and the applicable shipment status.

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Government Furnished Material (GFM)

The GFM functionality of CAV AF is designed to manage, control, and report assets that are used or consumed in the repair process. If the Contractor is authorized GFM, the GFM option will appear on the Main Menu.

GFM Menu page is broken down to seven categories (Requisition, Material Distribution, Issue, Turn-in, Shipping, Condemnation, Loaned Material Utilities, and Utilities). Each category comes with functions users can utilize relating to the categories.

Requisition

The requisition column allows the user to Create, Modify, Cancel, and Follow-up a GFM

Requisition. Before a requisition can be created the Contract Monitor must have built an allowance table in CAV AF for each NIIN authorized on appendix B of the contract.

Create A3

This function is accessed from the GFM Menu by clicking on the Create link under Requisition.

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1. Enter NIIN or CAGE-PART NR.

2. Select DoDAAC/CONTRACTNR or enter APIIN.

3. Designate an Allowance Type

4. Click SUBMIT to continue or RESET to start over.

5. Fill in the applicable information

6. Click SUBMIT to continue or RESET to start over.

DOCUMENT TYPE:

1. A0A: Domestic Ship with NSN.

2. A01: Overseas Shipment with NSN.

3. A3A: CM Requisition Domestic Shipment with NSN.

4. A31: CM Requisition Overseas Shipment with NSN.

5. A0D: Domestic Shipment with Other (Parts Kit).

6. A04: Overseas Shipment with Other (Parts Kits).

7. RI (ROUTING IDENTIFIER) TO: Defaults to the Routing Identifier RIC of managing SOS (determined by SOS for NSN from DO43).

8. MEDIA STATUS: “0” [Pre-populated Field].

9. QUANTITY: quantity to be requisitioned.

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10. DEMAND CODE: “R” default value.

11. SUPPLEMENTARY ADDRESS/SIGNAL CODE:

a. MSD (AF) Material (other than Budget Code 9)

i. Ship to Requisitioner: Supplementary Address – Blank; Signal Code

‘C’ (bill fund code).

ii. Ship to Subcontractor: Supplementary Address – EZ DoDAAC of a

Subcontractor; Signal Code ‘L’ (bill fund code).

b. GSD (Non-AF) Material (Budget Code 9).

i. Ship to Requisitioner: Supplementary Address – FB2391, Signal

Code ‘B’ (bill supplementary address).

12. FUND…