RRCIU SIR Section J.11 Asset_ID_Process_and_Procedure_Guide_2D.pdf

FEDERAL AVIATION ADMINISTRATION

January 29, 2013

Prepared by the:

Asset Management Team

National Logistics Organization (ALO-400)

Regions & Center Operations (ARC)

FAA Asset Identification

Process and Procedure Guide

FAA ASSET IDENTIFICATION PROCESS AND PROCEDURE GUIDE

1/29/2013 2

General

1. What is the purpose of this guide?

This guide was written to provide an easy to use "how to" tool to assist you in asset identification including barcoding, tagging, or identifying FAA personal property assets using FAA asset identification standards. It ensures FAA assets are properly identified and managed from the time the asset is initially acquired until it reaches the end of its life cycle and is disposed of.

2. To whom does this guide apply?

It covers FAA headquarters, regions, centers (also referred to as "regions"), and field organizations, and applies to all FAA employees who manage FAA asset acquisitions.

3. What is the governing authority for this guide?

The Federal Property and Administrative Services Act of 1949, as amended (Act of 30 June

1949, 63 Stat. 372), the Chief Financial Officers (CFO) Act of 1990, and FAA Order 4600.27B, dated 3/8/2012.

4. What does this guide cover?

This guide covers all FAA accountable personal property and operating inventory used in the

National Airspace System (NAS) and other FAA personal property assets used in the performance of its mission that is owned or controlled by the FAA. These assets are located within all FAA facilities as well as contractor facilities. In addition:

a) Future acquisitions of NAS systems require vendors to identify and tag all assets to the lowest replaceable/repairable units (LRU), during assembly or at the time deemed most appropriate in order to maintain the warranty or integrity of the assets.

b) Future acquisitions of non-NAS assets or systems, consisting of FAA accountable property, as defined in FAA Order 4600.27B are tagged prior to delivery to or acceptance by the FAA. Non-accountable assets may be tagged and recorded in AITS at the discretion of the property custodian.

5. To whom do “we”, “you”, and their variants refer?

Use of pronouns “we”, “you”, and their variants refer to the agency.

6. What information does this guide contain?

The following two documents are included in this guide:

FAA ASSET IDENTIFICATION PROCESS AND PROCEDURE GUIDE

1/29/2013 3

a) Asset Identification Specification. This document describes the attributes of the FAA asset identification specification as developed by the the Asset Management Team, National Logistics Organization, ALO-400, AML and GS1 US (formerly Uniform Code

Council, Inc.).

b) Asset Identification Contract Data Requirements List (CDRL) and Data Item Description

(DID). This document provides instructions for incorporating CDRLs and DIDs into all

FAA asset acquisitions.

7. How do we request a deviation from these requirements and who can approve it?

Deviations must be submitted in writing to the Asset Management Team, National Logistics

Organization, ALO-400, at 800 Independence Avenue, SW, Washington, DC 20591.

8. What are my responsibilities?

Effective asset management depends on your involvement as well as that of organizations that acquire, develop, own, operate, or replace the agency’s personal property assets.

a) The Vice President of Technical Operations. ATO-W is the focal point and has overall responsibility for the FAA personal property management program. As such the ATO-W sponsors FAA asset identification initiatives.

b) The Vice President of Acquisition and Business Services (ATO-A) has overall responsibility to make sure all applicable contracts and procurements contain applicable clauses from the Acquisition Management System (AMS), requiring newly acquired assets to be properly identified and tagged in accordance with the Asset Identification

Specification.

c) All LOBs and SOs are responsible to make sure proper FAA assets are properly identified as they move through their life cycle.

Version 3.2

Prepared by the:

Asset Management Team

Asset Identification Specification

FAA ASSET IDENTIFICATION SPECIFICATION

1/29/2013 AIS-ii

Revision History

Author Date Version

AFZ-500 11/21/2002 v1.0

UCC

4/15/2003 v1.1

UCC

5/29/2003 v2.0

AFZ-500 6/10/2003 v2.1

AFZ-500 6/24/2003 v2.2

UCC

7/25/2003 v2.3

AFZ-500 11/18/2003 v2.4

AMNSS 12/13/04 v2.5

AMNSS 5/27/06 v2.5.1

AMNSST 6/16/06 V2.5.2

AMNSST 9/21/2009 V2.5.5

AMNSST 7/10/2009 V2.5.4

AMNSST 9/21/2009 V2.5.5

AMNSST 11/18/2009 V2.5.6

AMNSST 2/24/2011 V3.0

ALO-400 10/25/2012 V3.1

ALO-400 1/29/2013 V3.2

1/29/2013 AIS-iii

Table of Contents

1 Introduction ................................................................................................................... AIS-1

1.1 Purpose ...................................................................................................................... AIS-1

1.2 References ................................................................................................................. AIS-1

2 Specification................................................................................................................... AIS-3

2.1 Barcode Standard ...................................................................................................... AIS-3

2.1.1 Unique identification ......................................................................................... AIS-3

2.1.2 Asset labeling ..................................................................................................... AIS-4

2.1.3 Environmental considerations ............................................................................ AIS-4

2.1.4 FAA Order applicability .................................................................................... AIS-4

2.2 Symbology and Printing Requirements for 1-D (Linear) Barcodes .......................... AIS-4

2.2.1 Barcode symbology ........................................................................................... AIS-4

2.2.2 Barcode printing................................................................................................. AIS-6

2.2.3 Print contrast ...................................................................................................... AIS-7

2.2.4 Field overlap ...................................................................................................... AIS-7

2.3 Data Requirements for 1-D (Linear) Barcodes ......................................................... AIS-7

2.3.1 Mandatory Data ................................................................................................. AIS-7

2.3.2 Symbol Syntax ................................................................................................... AIS-7

2.3.3 Human Readable Text........................................................................................ AIS-8

2.4 Asset Label Specifications for 1-D (Linear) Barcodes ............................................. AIS-9

2.5 Symbology and Printing Requirements for 2-D (Data Matrix) Barcodes ............... AIS-10

2.5.1 Data matrix symbology .................................................................................... AIS-10

2.5.2 Data matrix size ............................................................................................... AIS-10

2.5.3 Data matrix symbol quality .............................................................................. AIS-10

2.5.4 Calibration of verification equipment .............................................................. AIS-11

2.5.5 Alternative quality measuring methodologies ................................................. AIS-11

2.5.6 Field overlap .................................................................................................... AIS-11

2.6 Data Requirements for 2-D (Data Matrix) Barcodes .............................................. AIS-11

2.6.1 Symbol Syntax ................................................................................................. AIS-11

2.6.2 Human readable text ........................................................................................ AIS-13

2.6.3 Legibility of human readable text .................................................................... AIS-14

2.7 Asset Label Specifications for 2-D (Data Matrix) Barcodes .................................. AIS-14

2.8 Material Specifications ............................................................................................ AIS-16

2.8.1 Resistance ........................................................................................................ AIS-16

2.8.2 Specular reflection (substrate, laminate & imaging media)............................. AIS-16

2.8.3 Composition ..................................................................................................... AIS-16

2.8.4 Application temperature................................................................................... AIS-16

2.8.5 Service environment ........................................................................................ AIS-16

2.9 Label Placement ...................................................................................................... AIS-16

2.9.1 Label accessibility ............................................................................................ AIS-16

2.9.2 Number of labels .............................................................................................. AIS-17

2.9.3 Application surfaces......................................................................................... AIS-17

2.9.4 Rough surfaces ................................................................................................. AIS-17

2.9.5 Curved surfaces ................................................................................................ AIS-17

2.9.6 Irregular surfaces ............................................................................................. AIS-17

1/29/2013 AIS-iv

2.9.7 Administrative assets ....................................................................................... AIS-18

2.10 Replacement of Labels ........................................................................................ AIS-18

2.11 Unreadable Labels ............................................................................................... AIS-18

3 Government and Contractor responsibilities ........................................................... AIS-20

3.1 Government asset identification .............................................................................. AIS-20

3.2 Contractor asset identification ................................................................................. AIS-20

3.3 Contractor label specifications ................................................................................ AIS-20

3.4 Contractor GS1 Company Prefix ............................................................................ AIS-20

1/29/2013 AIS-1

1 Introduction

1.1 Purpose

This document describes the attributes of the Federal Aviation Administration (FAA) Asset

Identification Specification as developed by the National Logistics Organiation, Asset

Management Team (ALO-400) and GS1 US (formerly Uniform Code Council, Inc.). This specification is in conformance with the GS1 Global Individual Asset Identifier (GIAI) standard.

This specification shall be used FAA-wide for personal property asset identification.

This document also establishes two barcode specifications that define the format, standard, location and definition of the barcode label for identifying FAA accountable personal property and operating inventory used in the National Airspace System (NAS) in the performance of its mission that is owned or controlled by the FAA. The first specification is for a linear, or 1-D, barcode label, which encodes the asset’s GIAI; the second specification is for a data matrix, or 2-

D, barcode label, which encodes the GIAI as well as the CAGE code, part number, and serial number of the asset. The data matrix specification was finalized in July, 2009 after being accepted by both GS1 US and the Department of Defense (DoD).

1.2 References

Table 1 below provides a complete list of all documents and publications referenced in this specification.

Document Reference

FAA Order 4600.XX FAA policy for Personal Property Management

ISO/IEC 15416 Information technology

Automatic identification and data capture techniques –

Barcode print quality test specification – Linear symbols

(See paragraph 12)

ISO/IEC 15417 Information technology

Automatic identification and data capture techniques –

Barcode symbology specification – Code 128 (See paragraph 21)

ISO/IEC 15424:2000 Information technology

Automatic identification and data capture techniques –

Data Carrier Identifiers (including Symbology Identifiers)

Guidelines for Department of

Defense Unique Identification

(UID) Markings using the GS1

System http://barcodes.gs1us.org/dnn_bcec/Documents/tabid/136/

DMXModule/731/Command/Core_Download/Default.asp x?EntryId=51

International Organization for

Standardization (ISO) http:///www.iso.org

GS1 US (formerly Uniform Code

Council, Inc.)

www.gs1us.org

GS1 Global (formerly EAN

International) www.gs1.org

Department of Defense (DoD)

MIL STD-130N

http://www.id-integration.com/docs/specs/MIL-STD-

130N.pdf http://barcodes.gs1us.org/dnn_bcec/Documents/tabid/136/DMXModule/731/Command/Core_Download/Default.aspx?EntryId=51 http://barcodes.gs1us.org/dnn_bcec/Documents/tabid/136/DMXModule/731/Command/Core_Download/Default.aspx?EntryId=51 http://barcodes.gs1us.org/dnn_bcec/Documents/tabid/136/DMXModule/731/Command/Core_Download/Default.aspx?EntryId=51 http://www.iso.org http://www.uc-council.org/ http://www.gs1.org/ http://www.id-integration.com/docs/specs/MIL-STD-130N.pdf http://www.id-integration.com/docs/specs/MIL-STD-130N.pdf

1/29/2013 AIS-2

ISO/IEC 15434 Information technology

Syntax for high-capacity data capture (ADC) media

ISO/IEC 15415 Information technology

Automatic identification and data capture techniques—

Bar code print quality test specification—Two dimensional symbols

ISO/IEC 15418:2009 Information

Technology

Automatic identification and data capture techniques --

GS1 Application Identifiers and ASC MH10 Data

Identifiers and maintenance

ISO/IEC 16022 Information technology

Automatic identification and data capture techniques—

Data Matrix bar code symbology specification

SAE AS 9132 Society of Automotive Engineers (SAE) aerospace industry marking standard

Department of Defense Cataloging

Handbook H2 – Federal Supply

Classification Groups and Classes www.dlis.dla.mil

Table 1: References http://www.dlis.dla.mil/

1/29/2013 AIS-3

2 Specification

This section details the specifications for FAA asset barcode labels, including symbology, printing requirements, data requirements, materials, placement and replacement of labels, and appearance.

2.1 Barcode Standard

Section 2.1 applies to both linear (1-D) and Data Matrix (2-D) barcode labels.

2.1.1 Unique identification

FAA assets are identified using one of two standards. The 1-D, or linear, standard consists of a barcode label that encodes a globally unique number, the GIAI, designed to link the physical asset to attributes about the asset in the FAA database. The 2-D, or data matrix, standard consists of a data matrix barcode which encodes the GIAI as well as the CAGE code, part number, and serial number.

The applicable standard is determined according to the following criteria:

Asset ID

Standard Criteria for Selecting Asset ID Standard

Data Matrix

Equipment that affects the operation of the National Airspace System (NAS).

These assets are also referred to as Exchange and Repair (E&R) assets as they can be exchanged and repaired through the FAA Logistics Center (FAALC).

E&R assets are defined as equipment classified under the following Federal

Supply Groups (FSGs):

58 – Communication, Detection, and Coherent Radiation Equipment

59 – Electrical and Electronic Equipment Components

61 – Electric Wire, and Power and Distribution Equipment

66 – Instruments and Laboratory Equipment

70 - Automatic Data Processing Equipment (Including Firmware), Software, Supplies and Support Equipment

For more information on FSGs, please refer to the DoD Cataloging Handbook

H2.

Linear barcode

All other assets

Table 2: Criteria for determining asset ID standard

It is intended that the asset label and the information in the asset management systems provide all required identification of the asset over its entire serviceable life cycle.

1/29/2013 AIS-4

2.1.2 Asset labeling

The FAA barcode label will be affixed to the asset. It will provide both a machine-readable barcode information and, when space permits, in human readable individual asset reference number in text format. In certain circumstances the barcode label may be directly marked, etched or embedded on the item. The FAA barcode label becomes the “license plate” against which all the attributes of the asset may be recorded and with which the same information may be quickly and easily referenced and/or retrieved.

2.1.3 Environmental considerations

Asset labels must be able to withstand many environments (indoors, outdoors and the extreme heat and cold therein, exposure to solvents, oils, alcohol, etc.). Outdoor environments include locations in the U.S. as well as international locations where FAA assets exist. Labels must also be able to withstand periodic cleaning with water and detergent, and other chemicals used during maintenance, repair, and overhaul. Note: This will apply if the Lowest Replaceable Unit (LRU) is going through this process.

2.1.4 FAA Order applicability

This specification applicable to asset identification as defined in Order 4600.27B.

2.2 Symbology and Printing Requirements for 1-D (Linear) Barcodes

Section 2.2 applies only to linear (1-D) barcode labels.

2.2.1 Barcode symbology

The barcode symbology is GS1-128 which is based on the ISO Standard for barcode symbology specification – Code 128 (ISO/IEC 15417). An example of information available in above-referenced ISO document includes:

Symbology characteristics

Symbol structure

Character assignments o Symbol character structure o Data character encodation o Code Sets o Special characters o Symbol check character

Dimensional requirements o Minimum width of a module (X) o Quiet zone

Reference decode algorithm

Symbol quality o General o Decodability o Quiet zones

1/29/2013 AIS-5

User-defined application parameters o Symbology and data characteristics o Test specification

Transmitted data.

1/29/2013 AIS-6

2.2.2 Barcode printing

For printing, the bars in the barcode and the human readable portion of the asset identification labels should be printed black on a white background. The printed symbol shall be ISO/IEC

Grade 3.0 or better at time of printing. All labels should be printed with a protective surface laminate that results in an ISO/IEC symbol grade of 2.0 or better at the time of lamination. These two parameters are designed to ensure an ISO/IEC symbol grade of 1.5 in the label’s final form.

Labels shall conform to the ISO Standard for barcode print quality test specification

(ISO/IEC15416). Listed below are examples of information available in the above-referenced

ISO document:

Symbols and abbreviated terms o Abbreviations o Symbols

Measurement methodology o General requirements o Reference reflectivity measurements

Measurement wavelength(s)

Measuring aperture

Optical geometry

Inspection band

Number of scans o Scan reflectance profile o Scan reflectance profile assessment parameters

Element determination

Edge determination

Decode

Symbol contrast (SC)

Minimum reflectance (Rmin)

Edge contrast (EC)

Modulation (MOD)

Defects

Decodability

Quiet zone check o Symbol grading

Scan reflectance profile grading

Decode

Reflectance parameter grading

Decodability

Expression of symbol grade o Substrate characteristics

1/29/2013 AIS-7

2.2.3 Print contrast

The print contrast is to be measured per ISO/IEC 15416. Follow the GS1 standard, which is

1.5/10/670 – symbol grade/measuring aperture/wave length; this references the ISO/IEC 15416.

2.2.4 Field overlap

The barcode and the human readable data are separate fields. Each field should not protrude on any other, thereby maintaining the ability to distinguish between them.

2.3 Data Requirements for 1-D (Linear) Barcodes

Section 2.3 applies only to linear (1-D) barcode labels.

This section provides details on the data elements that make up the linear barcode identification standard.

2.3.1 Mandatory Data

The following data elements must be included in the asset label:

1. Application Identifier

2. GS1 Company Prefix

3. Individual Asset Reference

2.3.2 Symbol Syntax

The grammar, structure, and order of the barcode symbol elements are as follows:

<ST><FNC1><AI><GS1 Company Prefix>< Individual Asset Reference><Symbol Check Character><Stop>

The symbol elements are defined in Table 5 below:

Element Data Content Length

<ST> Symbol start character 1

<FNC1> An element built into the barcode providing unique data integrity. It tells the scanning application that the data that follows will be in the GS1 format and that Application

Identifiers will be used to identify the data. It is called:

‘function code one’.

<AI>: Application Identifier. The Application Identifier (AI) for assets is 8004. It tells the scanning application that the data that follows is an asset number. This prevents common errors, like a serial number being mistaken for an asset number.

1/29/2013 AIS-8

<GS1 Company

Prefix>

Unique company identification assigned by GS1 US to members. It ensures the asset number is unique worldwide.

The GS1 Company Prefix can be anywhere from 7 to 10 digits. The GS1 Company Prefix and the Individual Asset

Reference Number (see below) together comprise the GIAI.

Contractors are responsible for using the contractor’s GS1

Company Prefix, which can be obtained by registering with

GS1 US.

>=7 and =<10

<Individual

Asset Reference>

Unique variable length field. The GS1 Company Prefix determines the length of the Individual Asset Reference

Number. The Individual Asset Reference Number may be all numeric or alphanumeric. The GS1 Company Prefix (see above) and the Individual Asset Reference Number together comprise the GIAI. The maximum combined length of the

GIAI is 30 digits.

Note: ALO-400 is not responsible for providing barcode labels. ALO-400 maintains a limited supply of GIAI sequences that are provided on a case by case basis. It is the contractor’s responsibility to obtain and use a GS1

Company Prefix and to generate a unique Individual Asset

Reference Number for each asset.

<=23

<Symbol Check

Character>

A symbol character included within a GS1-128 Symbol, the value of which is used by the barcode reader for the purpose of performing a mathematical check to ensure the accuracy of the scanned data. It is not shown in Human Readable

Interpretation. It is not input to the barcode printer and is not transmitted by the barcode reader. It is built into the symbology.

<Stop> Symbol stop character. 1 Table 3: Barcode symbol elements

2.3.3 Human Readable Text

Human readable text is to appear above the symbol with the exception of the small barcode identified in Table 5, Example C. The human readable text is not encoded; it is represented as follows:

Property of DOT/FAA

Human readable text is to appear below the symbol. The human readable text is represented as follows:

For FAA assets:

(8004) 0602970 XXXXXXXXX

1/29/2013 AIS-9

where XXXXXXXXX is the unique Individual Asset Reference Number assigned by FAA.

For Contractor Barcoded assets:

(8004) NNNNNNN XXXXXXXXX

where NNNNNNN is the Contractor’s GS1 Company Prefix, and XXXXXXXXX is the unique

Individual Asset Reference Number assigned by the Contractor (refer to section 3.4).

NOTE: Parentheses and Spaces are not encoded in the label, and are for human readability only.

2.4 Asset Label Specifications for 1-D (Linear) Barcodes

Section 2.4 applies only to linear (1-D) barcode labels.

The label specifications are provided in Table 4 below. Label samples are also shown in Table 5 below, and are to scale.

Label

X-Dimension

(inches)

Quiet

Zone

(inches) Label Size

(inches)

Bar

Height

(inches)

Human

Readable

Minimum

Character

Height (inches)

A – Large

Barcode 0.0100 .100

2.00 x 0.500 with corner radius 0.25

0.063

(6 pt. True Type

Arial)

B – Medium

Barcode 0.0066 .066

1.38 x 0.375 with corner radius 0.15

0.063

(6 pt. True Type

Arial)

C – Small

Barcode 0.0066 .066

1.38 x 0.25 with corner radius 0.15

0.063

(6 pt. True Type

Arial)

Table 4: Label specifications

Description Sample Labels

A - Large Asset Barcode

(8004) 0602970 123456789

B - Medium Asset Barcode

C – Small Asset Barcode

Table 5: Sample Labels

1/29/2013 AIS-10

The human-readable information on the labels comes from the following sources:

Label Information Source

(8004) GS1 Global Individual Application Identifier – this signifies that the barcode is used for the identification of an asset.

0602970 GS1 Company Prefix assigned to the FAA

123456789 Individual Asset reference assigned by FAA to asset (sample value) Table 6: Sources of human readable information on 1-D labels

NOTE: DOT/FAA text, Parentheses and Spaces are not encoded in the label, and are for human readability only.

2.5 Symbology and Printing Requirements for 2-D (Data Matrix) Barcodes

Section 2.5 applies only to Data Matrix (2-D) barcode labels.

2.5.1 Data matrix symbology

The Data Matrix standard is based on ISO/IEC 15424:2000. For AMS mandated Item Unique

Identification (IUID) marking, the minimum mark is a Data Matrix ECC 200 symbol using

ISO/IEC 15434 syntax and the semantics of ISO/IEC 15418. The two-dimensional symbol shall be the Data Matrix ECC 200 in accordance with ISO/IEC 16022.

2.5.2 Data matrix size

Unless otherwise specified, the module size shall be no smaller than 0.0075 inch (0.19 mm) and no larger than 0.025 inch (0.635 mm). Square symbol sizes shall not exceed one inch (25.4 mm).

The larger dimension of rectangular Data Matrix symbols, as permitted by ISO/IEC 16022, shall not exceed one inch. Deviations from the stated module sizes and maximum overall symbol size shall be specified by contract if required. The data elements shall be encoded in the Data Matrix symbol using the syntax of ISO/IEC 15434. For examples, please see section 2.7 below.

2.5.3 Data matrix symbol quality

The following provide acceptance criteria for all marking procedures that can be used at the

Supplier’s choice:

2.5.3.1 ISO/IEC 15415

The symbol shall have a minimum quality grade of 3.0/05/650 measured with an aperture size of

0.005 inch (0.127 mm) with a light source wavelength of 650 nm ± 20 nm. As an exception, the

ISO/IEC 15415 parameters Modulation (MOD), Symbol Contrast (SC), or both, may measure as low as 2.0, providing the overall ISO/IEC 15415 grade would be 3.0 if the MOD and SC grades are 3.0 or higher. (This allows for lower contrast substrates, high density images, printing, over-laminates and other such limiting factors to the parameters MOD, SC, or both on otherwise well produced images.) Quality (symbol validation and verification) reports shall clearly show that the MOD, SC, or both, are the only parameters measured as low as 2.0, and clearly show that the overall grade would be at least 3.0 if MOD and SC were at least 3.0. Quality reports shall also

1/29/2013 AIS-11

document the synthetic aperture size used. The methodology for measuring the print quality shall be as specified in ISO/IEC 15415, where the overall grade is based on a single scan (not five scans).

2.5.3.2 AIM DPM-1-2006

The symbol shall have a minimum quality grade of DPM2.0/7.5-

25/650/(45Q|30Q|90|30T|30S|D) where:

1. Minimum quality grade = 2.0

2. X dimension range of the application = 7.5-25 mils

3. Inspection wavelength = 650 nanometers ± 20 nanometers.

4. Lighting conditions = Medium Angle Four Direction (45Q) or Low Angle Four Direction

(30Q) or Diffuse Perpendicular (90) or Low Angle Two Direction (30T) or Low

Angle One Direction (30S) or Diffuse Off-axis (D).

2.5.3.3 SAE AS9132

The symbol shall fulfill the visual inspection criteria of “Pass” as defined in AS9132.

2.5.4 Calibration of verification equipment

Due to the absence of a nationally traceable standard to calibrate verification equipment, calibration processes and materials for reflectance criteria provided by the verifier manufacturer are acceptable.

2.5.5 Alternative quality measuring methodologies

If the preceding quality measuring methodologies specified are non-responsive, quality acceptance levels shall be identified within the individual contract or order.

2.5.6 Field overlap

The barcode and the human readable data are separate fields. Each field should not protrude on any other, thereby maintaining the ability to distinguish between them.

2.6 Data Requirements for 2-D (Data Matrix) Barcodes

Section 2.6 applies only to Data Matrix (2-D) barcode labels.

This section provides details on the data elements that make up the 2-D barcode identification standard.

2.6.1 Symbol Syntax

The grammar, structure, and order of the barcode symbol elements are defined in Table 7:

1/29/2013 AIS-12

Data Element Data Content Length

Message Header [)> 3

Record separator (RS) Chr(30) 1

Format Header 05 2

Group separator (GS) Chr(29) 1

Application Identifier 8004

The Application Identifier (AI) for assets is 8004. It tells the scanning application that the data that follows is an asset number. This prevents common errors, like a serial number being mistaken for an asset number.

Company Code Prefix Unique company identification assigned by GS1 US to members. It ensures the asset number is unique worldwide. The GS1 Company Prefix can be anywhere from 7 to 10 digits. The GS1 Company

Prefix and the Individual Asset Reference Number

(see below) together comprise the GIAI. Contractors are responsible for using the contractor’s GS1

Company Prefix, which can be obtained by registering with GS1 US.

>=7 and

=<10

Individual Asset Reference

Number Unique variable length field. The GS1 Company

Prefix determines the length of the Individual Asset

Reference Number. The Individual Asset Reference

Number may be all numeric or alphanumeric. The

GS1 Company Prefix (see above) and the Individual

Asset Reference Number together comprise the GIAI.

The maximum combined length of the GIAI is 30 digits.

Note: ALO-400 is not responsible for providing barcode labels. ALO-400 maintains a limited supply of GIAI sequences that are provided on a case by case basis. It is the contractor’s responsibility to obtain and use a GS1 Company Prefix and to generate a unique Individual Asset Reference Number for each asset.

=<23

Record separator (RS) Chr(30) 1

Format header 12 2

Group separator (GS) Chr(29) 1

CAGE code prefix CAG[space] if Mike Monroney Aeronautical Center

(MMAC) created the mark

MFR[space] if the manufacturer created the mark

CAGE code The Commercial and Government Entity (CAGE) code is a unique identifier assigned to suppliers as well as to government agencies and various organizations.

1/29/2013 AIS-13

Group separator (GS) Chr(29) 1

Original part number prefix PNO[space] 4

Original part number Part number assigned by the asset manufacturer. =<32

Group separator (GS) Chr(29) 1

Serial sequence number prefix SEQ[space] 4

Serial sequence number Serial number assigned by the manufacturer. =<20

Record separator (GS) Chr(30) 1

End of Transmission (EOT) Chr(4) 1 Table 7: 2-D barcode syntax

Legend:

Green rows Message header/trailer

Yellow rows GS1 Asset Identification (AI) syntax.

Blue rows ATA Text Element Identifier syntax. TEIs are specified as 4 character identifiers consisting of 3 alphabetic characters followed by a space.

RED TEXT Literal data

Example:

[)>RS05GS80040602970xxxxx RS12GS CAG 12345GSPNO ABC123GSSEQ 7890RSEOT where RS = record separator, Chr(30)

GS

= group separator, Chr(29) xxxxx = individual asset reference number, not to exceed 23 bytes

EOT

= end of transmission, Chr(4)

2.6.2 Human readable text

Human readable text is to appear above the symbol with the exception of the small barcode identified in 2.7 below. The human readable text is not encoded; it is represented as follows:

Human readable text is to appear to the left of the symbol. The human readable text is represented as follows:

CAG (or MFR) CCCCC

SEQ SSSSSSS

PNO PPPPPPPPPPPPPPP

Where CCCCC is the CAGE code, SSSSSSS is the serial number, and

PPPPPPPPPPPPPPP is the part number.

1/29/2013 AIS-14

Note: The CAGE code will be preceded by CAG if the mark was created by the FAALC, or

MFR if the mark was created by the manufacturer.

2.6.3 Legibility of human readable text

Legibility shall be as required for human readability. For human-readable information, the recommended minimum character height for human readable text is the equivalent of :

Character Height

(Centimeters)

Character Height

(Inches)

Character Height

(Points)

0.2 cm 0.08 in 5.76 pts

Table 8: Recommended human-readable text heights

Letters shall be capitals without serifs (sans-serif) such as Arial, Futura, Gothic, Trebuchet MS, or other sans-serif font. Numerals shall be Arabic except when Roman numerals are used for type designation per applicable Government or industry specifications and standards. Generating characters by automated processes (e.g., dot peen, laser, interactive graphics systems, or stencils) shall be the preferred method.

2.7 Asset Label Specifications for 2-D (Data Matrix) Barcodes

Section 2.7 applies only to Data Matrix (2-D) barcode labels.

The label specifications are provided in Table 9 below. Label samples are also shown, and are to scale.

Size Example

4.2” x 2.5”

Data Matrix and human readable

CAG, SEQ, PNO and UII

1/29/2013 AIS-15

2.5” x 1.5”

CAG, SEQ, PNO and UII

Up to 1.7” x 0.54” (width can be adjusted as necessary to accommodate human readable data)

CAG, SEQ and PNO

Data Matrix only

Data Matrix only with no human-readable text

Table 9: Sample 2-D Barcode Labels

The human-readable information on the labels comes from the following sources:

Label Information Source

MFR or CAG CAGE code Text Element Identifier (TEI). A TEI of

MFR represents that the manufacturer created mark. A TEI of

CAG represents the Mike Monroney Aeronautical Center

(MMAC) created the mark.

1U2R7 CAGE code of the asset (sample value)

SEQ Serial number TEI

MH80312 Serial number of the asset (sample value)

PNO Original Part Number TEI

F100200300400BP Original part number of the asset (sample value) Table 10: Sources of human readable information on 2-D labels

Items shall be individually marked as follows:

1. Data Matrix labels shall be printed with white mark and lettering on a black background or black mark and lettering on a white background.

2. Preferred marking includes Data Matrix with human-readable information.

3. Where space is limited, the linear human-readable information may be abbreviated.

4. To accommodate severe space limitations, human-readable information may be omitted from the item.

1/29/2013 AIS-16

2.8 Material Specifications

Section 2.8 applies to both linear (1-D) and Data Matrix (2-D) barcode labels.

2.8.1 Resistance

The printed barcode image must be resistant to oils and solvents commonly used in the repair of printed circuit boards, such as water, alcohol, trichlorethane and hydrocarbon based solvents.

Labels may be exposed to mechanical scrubbing using these solvents.

2.8.2 Specular reflection (substrate, laminate & imaging media)

Specific attention must be paid to the combination of label substrate (e.g., paper, metal, plastic, glass, ceramic, etc.) laminate (such as lacquer, clear tape, plastic over-wrap, etc.) and imaging media (e.g., ink, thermal transfer resin, photographic emulsion, etching, etc.) such that specular reflection is minimized.

2.8.3 Composition

The substrate for the asset label may be comprised of a variety of materials such as, but not limited to, bare and painted metals (i.e., steel and aluminum), various plastics, printed circuit boards, glass and wood. Note: This will apply if the Lowest Replaceable Unit (LRU) is going through this process.

2.8.4 Application temperature

Labels will be applied at temperatures between 50 and 100 degrees Fahrenheit. Once applied the label must retain adhesive properties over an exposure range of –40F to +200F.

2.8.5 Service environment

During its service life the label may be exposed to direct sunlight, rain, snow, ice, and to various solvents, degreasers, varnishes, oils, detergents, paints, mineral oil, solder flux and environmental temperatures ranging from –40F to 200F. Asset labels must remain affixed to the asset for the entire duration of the asset’s lifetime. Asset labels should be produced so that, when scanned, they will reflect a minimum symbol grade of ANSI 2.0.

2.9 Label Placement

Section 2.9 applies to both linear (1-D) and Data Matrix (2-D) barcode labels.

2.9.1 Label accessibility

Asset identification labels should be located on the asset in a position that is easily accessible and can be read by a barcode scanner while the asset is in normal use. For example, if the rear of an asset is not normally easily accessible while in use, the asset label needs to be located on a side that is easily accessible (e.g., the front of the asset). It is desirable that labels are located close to or adjacent to the manufacturer’s identification markings (serial, model, etc) if that location is also easily accessible for scanning.

1/29/2013 AIS-17

When items cannot be physically marked (in the case that there is no space for a Data Matrix alone) or tagged due to a lack of marking space or because marking or tagging would have a harmful effect, the detailed marking requirements specified in this section shall be:

1. applied to a supplemental container that may or may not provide item protection, becomes a part of the individual item, and is provisioned and managed as a component of that item, or

2. applied to the unit pack in addition to, or in combination with, the identification marking information specified.

2.9.2 Number of labels

Only one FAA asset barcode label is to be affixed to an asset. In the case of replaceable or configurable modules, an asset label should be affixed to each of the lowest replaceable units within the assembly.

2.9.3 Application surfaces

Labels are intended to be applied to flat and curved rigid surfaces, which have been degreased and cleaned with solvent. Labels are not intended to be applied to Teflon, delrin, and their related chemical family. Labels should not be placed over manufacturer labels or any silk-screened text designation on the item. Labels should not be placed over any indicators such as diodes (LED’s) nor placed in a fashion that would detract from the utility of usability for which the item was designed or intended to function.

2.9.4 Rough surfaces

It is recommended that labels be located on clean, smooth, flat surfaces where possible, and on surfaces that provide direct visual access for a scanner and its operator. Labels should not be applied to rough surfaces, since these surfaces reduce adhesive performance.

2.9.5 Curved surfaces

It is recommended that labels applied to curved or cylindrical surfaces are applied along the axis of the cylinder to make the barcode visible and able to be scanned. If it is necessary to apply along the radial axis, the curve radius must not be less than 1.5 inches. This practice will ensure readability.

For Data Matrix symbols applied to a curved surface, the overall symbol size shall not exceed more than 32% of the radius (16% of the diameter or 5% of the circumference) associated with the curvature of the surface.

2.9.6 Irregular surfaces

Labels are not intended for irregular or bumpy surfaces, nor should they be applied to spherical surfaces or surfaces composed of compound curves.

1/29/2013 AIS-18

2.9.7 Administrative assets

On administrative assets such as furniture and equipment, labels should not be located on decorative surfaces or to any surface subject to routine wear and abrasion.

2.10 Replacement of Labels

Section 2.10 applies to both linear (1-D) and Data Matrix (2-D) barcode labels.

It is recognized that some asset labels may be exposed to environments so harsh as to render them unreadable after a period of time. For that reason, those personnel tasked with the inventorying assets, per FAA Order 4600.27B, are to ensure that asset labels are successfully scanned, and in the event of an unsuccessful scan the label must be physically replaced and the

FAA’S Asset Tracking and Management System should be updated with the new barcode information for the asset.

2.11 Unreadable Labels

Section 2.11 applies to both linear (1-D) and Data Matrix (2-D) barcode labels.

When a linear or Data Matrix symbol mark is unacceptable (unreadable, in error, etc.) and cannot be removed or otherwise repaired, replaced or re-worked without deleterious effect to the marked item, it shall be crossed out. Linear barcodes are to be crossed out as shown in Figure 1 below using two diagonal lines crossing each other through the center of the barcode symbol, and also crossing all of the bars making up the symbol:

Figure 1: Crossing out a linear barcode

Data Matrix barcodes are to be crossed out as shown in Figure 2 below using two diagonal lines crossing each other through the center of the Data Matrix symbol and two other lines (one vertical the other horizontal) through the two interrupted frame lines (finder pattern) of the Data

Matrix symbol.

1/29/2013 AIS-19

Figure 2: Crossing out a Data Matrix barcode

Placement of a new label shall follow the FAA-approved procedure as specified in the FAA

Personal Property Management Process & Procedure Guide, or the applicable FAALC documentation.

1/29/2013 AIS-20

3 Government and Contractor responsibilities

Section 3 applies to both linear (1-D) and Data Matrix (2-D) barcode labels.

This section outlines the responsibilities of the Government (FAA) and contractors in the application of this specification to FAA assets.

3.1 Government asset identification

The Government (FAA) is responsible for providing asset identification for all FAA assets as defined in FAA Order 4600.27B. The FAA is required to provide asset identification for all assets (i.e., assets in the field). Labels produced by the FAA for its assets (or produced by a third party specifically for the FAA’s assets) are to conform to the specifications detailed in Section 2 above.

3.2 Contractor asset identification

Contractors are required to provide asset identification for all assets that are delivered. The contractor will also provide an electronic Asset Identification Report per Contract Data

Requirements List and Data Item Description (CDRL/DID), which includes the number on the label applied to the asset against which all the attributes of the asset may be recorded in, or extracted from, the FAA’s Asset Tracking and Management System.

3.3 Contractor label specifications

Labels applied by contractors will follow the specifications detailed in Section 2 above.

3.4 Contractor GS1 Company Prefix

Contractors are also responsible for using the contractor’s GS1 Company Prefix (plus the unique individual asset reference number maintained by the contractor), to meet the labeling performance requirements as specified in this document. If the contractor is not registered with

GS1, the FAA may provide use of the FAA Company Prefix and a sequence of Global Individual

Asset Identifiers.

1/29/2013 AIS-21

Appendix 1. Definitions

The following definitions apply to the terms used in this appendix.

Term Definition

ANSI The American National Standards Institute designates standards submitted by their accredited Standards Development Organizations.

The American National Standards Institute designation is awarded after the opportunity for public review and comment, and a certification by the Standards Development Organizations that due process was followed in the development of the standard. GS1 US is an accredited standards development organization.

Application Identifier The field of two or more characters, at the beginning of a string of data, which uniquely defines its format and meaning. For example, the Application Identifier for assets is 8004; it tells the scanning application that the data that follows is an asset number. This prevents common errors, like a serial number being scanned and mistaken for an asset number.

Asset In general terms, an asset refers to a useful and valuable item that is owned or leased and is being used or is available for use in performance of FAA’s mission.

Individual Asset reference number

A number assigned by the enterprise to an item providing for the differentiation of that item from any other item. The entity responsible for labeling assets is responsible and accountable for not duplicating the individual asset reference number.

HRI Human Readable Interpretation.

ISO Worldwide federation of national standards bodies promoting the development of standardization and whose work results in the publication of international standards.

Life Cycle There are two categories of life cycle:

a. Data. The stages through which data pass, typically characterized as creation or collection, processing, dissemination, use, storage, and disposition.

b. Information System. The phases through which information systems pass, typically characterized as initiation, development, operation, termination, and decommissioning.

Ongoing reference For the purpose of this application guideline the terms and definitions given in Section 8, Glossary of Terms, of the General GS1

Specifications shall apply. The General GS1 Specifications is available at the GS1 US website at www.gs1us.org.

Quiet Zone A clear space on a label, having no machine-readable marks, which precedes the Start Character of a barcode symbol and follows the

Stop Character. Formerly referred to as "Clear Area" or "Light

Margin."

GS1 GS1 (formerly EAN International), based in Brussels, Belgium, is an http://www.gs1us.org/

1/29/2013 AIS-22

organization of GS1 Member Organizations that co-manages the GS1

System and Global Standards Management Process.

GS1 Company Prefix The number assigned to a company by GS1 US. The inclusion of the

GS1 Company Prefix ensures uniqueness throughout the world.

GS1

US GS1 US (formerly Uniform Code Council, Inc.) is a not-for-profit organization dedicated to the development and implementation of standards-based, global supply chain solutions.

X- Dimension The specified width of the narrow element in a barcode symbol; the narrowest nominal width unit of measure in a barcode symbol.

Version 2.3

Prepared by the:

Asset Management Team

Asset Identification Contract Data

Requirements List and Data Item

Description (CDRL/DID)

ASSET IDENTIFICATION CONTRACT DATA

REQUIREMENTS LIST AND DATA ITEM DESCRIPTION (CDRL/DID)

1/29/2013 CDRL-ii

Revision History

Author Date Version

AFZ-500 12/1/2002 v1.0

AFZ-500 10/1/03 v1.1

AFZ-500 11/18/03 v1.2

AFZ-500 3/16/04 v1.2.1

AMNSS 12/13/04 v1.2.2

AMNSS 1/28/05 v1.2.3

AHW 5/9/06 v1.2.4

AMNSST 5/27/06 V 1.2.5

AMNSST 6/16/06 V 1.2.6

AMNSST 5/1/09 V 1.2.7

AMNSST 7/10/09 V1.2.8

AMNSST 9/21/09 V1.2.9

AMNSST 11/18/09 V1.2.10

AMNSST 2/24/11 V2.0

AMNSST 3/26/12 V2.1

ALO-400 10/25/2012 V2.2

ALO-400 1/29/2013 V2.3

1/29/2013 CDRL-iii

Table of Contents

1 Introduction ............................................................................................................... CDRL-1

1.1 Purpose ................................................................................................................. CDRL-1

1.2 Background .......................................................................................................... CDRL-1

1.2.1 Barcode Specification ................................................................................... CDRL-1

1.2.2 Electronic Asset Data .................................................................................... CDRL-1

1.2.3 Fixed File Format .......................................................................................... CDRL-2

2 Instructions ................................................................................................................ CDRL-3

2.1 Statement of Work ............................................................................................... CDRL-3

2.1.1 Asset Identification Report ........................................................................... CDRL-3

2.2 CDRL Items: A0xx Asset Identification Report .................................................. CDRL-5

2.3 Data Item Description (DID)................................................................................ CDRL-5

2.3.1 Example DID ................................................................................................ CDRL-5

2.4 Contract Data Requirements List and Data Item Description (CDRL/DID) ....... CDRL-7

2.4.1 CDRL/DID Fields - Contractors ................................................................... CDRL-7

2.4.2 CDRL/DID Fields – FAA ............................................................................. CDRL-9

2.5 Asset Identification Label .................................................................................. CDRL-11 Appendix A - Unit of Issue ........................................................................................... CDRL-13

1/29/2013 CDRL-1

1 Introduction

1.1 Purpose

This document contains instructions for incorporating the Asset Identification Contract Data

Requirements List and Data Item Description (CDRL/DID) for Linear and Data Matrix Barcodes into all Federal Aviation Administration (FAA) personal property asset acquisition contracts.

1.2 Background

1.2.1 Barcode Specification

The FAA has adopted a barcode label specification, called FAA Asset Identification

Specification, based on GS1 US (formerly Uniform Code Council, Inc.) standards. GS1 US is an international standards based organization that establishes asset identification standards for retail products such as the Uniform Product Code (U.P.C.) as well as other identification standards.

The FAA has adopted the GS1 standard for Global Individual Asset Identifier (GIAI). The GS1

Global Individual Asset Identifier (GIAI) is the unique identifier and the pointer to the business critical information necessary to identify and track individual assets. The GIAI has become a pointer to an ever-expanding library of information stored in electronic databases.