FSD-STORES2-DistributionPriceMgmt-Draft3.pdf

FEDMALL STORES 2.0 DISTRIBUTION PRICE

MANAGEMENT

Functional Specification Title: FedMall STORES 2.0 DISTRIBUTION PRICE

MANAGEMENT

Team: FedMall PMO, STORES 2.0 Implementation Team, STORES PMO, DLA Subsistence Team

Core Process: ServiceNow, FEDS, Commerce, DAAS, and EBS (external interface)

Application: FedMall/STORES 2.0

Associated Requirement:

Ownership and Signoffs Name/Contact Date Version

Functional

Requirement Analyst:

Terryl Benson tbenson@part.net

FedMall Project

Requirement

Manager:

Adam Pepper

Adam.Pepper@dla.mil

FedMall

Configuration

Management Team:

Joe Taylor

Joseph.Taylor@dla.mil

Russell Zinke

Russell.Zinke@dla.mil

Customer Process

Owner:

Evan Newpher-Lockard

DLA Troop Support - Subsistence

Commodity Support Liason – Lead

Evan.Newpher-Lockard@dla.mil

Customer

Requirement POC:

Kevin Burza

DLA Troop Support - Subsistence

Tech Quality/Cataloging Supervisor kevin.burza@dla.mil

FedMall Program

Manager:

James Mette

James.mette@dla.mil mailto:beleazer@part.net mailto:Joseph.Taylor@dla.mil mailto:Russell.Zinke@dla.mil mailto:James.mette@dla.mil was

DISTRIBUTION PRICE MANAGEMENT (DRAFT) Functional Specification

FedMall STORES 2.0 Distribution Fee Management

Functional Specification – DRAFT v2 ii

January 2023

Partnet Development

Team Owner(s):

Brian Polka

Tech/Architecture Lead brian.polka.ctr@dla.mil

Andrew Hayes

Software Engineering Lead andrew.b.hays.ctr@dla.mil

Leigh Hibner

UI/UX Lead leigh.hibner.ctr@dla.mil

Abraham Josiah

Testing Lead ajosiah@amyx.com

James Spak

Task Order PM jspak@amyx.com

FedMall Subject

Matter Experts

(SME):

Richard Campagna

Richard.Campagna@dla.mil iii

TABLE OF CONTENTS

1.0 INTRODUCTION

1.1 SUPPLEMENTAL REQUIREMENTS DOCUMENTATION

1.2 DOCUMENT SCOPE

2.0 OVERVIEW OF DISTRIBUTION PRICE

2.1 PRICING

Tier Pricing

3.0 DISTRIBUTION PRICE COMPONENTS AND USAGE

3.1 DISTRIBUTION PRICE CATEGORY SOURCE CODES

Standardized Distribution Price Categories

3.2 DISTRIBUTION PRICE CATEGORIES

Assigning to a Master Stock Number Record

3.3 DISTRIBUTION PRICES

3.4 ITEM REQUESTS

3.5 CATALOG UPDATES (EDI-832)

System Validation of Distribution Prices

3.6 BASELINE CATALOGS

4.0 DISTRIBUTION PRICE CATEGORY MAINTENANCE

4.1 ACCESS AND MANAGE DISTRIBUTION PRICE CATEGORIES

4.2 ADD A DISTRIBUTION PRICE CATEGORY

4.3 VIEW DISTRIBUTION PRICE CATEGORIES

4.4 EDIT A DISTRIBUTION PRICE CATEGORY

4.5 DELETE A DISTRIBUTION PRICE CATEGORY

4.6 DEACTIVATE A DISTRIBUTION PRICE CATEGORY

5.0 DISTRIBUTION PRICE CATEGORY SOURCE CODE MAINTENANCE

5.1 ACCESS AND MANAGE DISTRIBUTION PRICE CATEGORY SOURCE CODES

5.2 CREATE DISTRIBUTION PRICE CATEGORY SOURCE CODE

5.3 DELETE DISTRIBUTION PRICE CATEGORY SOURCE CODE

5.4 DEACTIVATE A DISTRIBUTION PRICE CATEGORY SOURCE CODE

5.5 DISTRIBUTION PRICE MANAGEMENT REPORTS

5.6 DEVELOPMENT TASKS

6.0 FOLLOW-UP

6.1 ISSUES AND IMPLEMENTATION CONSIDERATIONS

7.0 GLOSSARY OF TERMS

8.0 REVISION HISTORY

iv

8.1 CHANGE HISTORY FOR CONTENT OF THIS FUNCTIONAL SPECIFICATION

8.2 VERSION OF FUNCTIONAL SPEC TEMPLATE (FOR CM USE ONLY)

9.0 REQUIREMENT – FUNCTIONAL SPECIFICATION APPROVALS

9.1 DIGITAL SIGNATURE REQUIRED

v

TABLE OF FIGURES

Figure 1: Distribution Price Usage & Application

Figure 2: Distribution Price Category Maintenance (Current State)

Figure 3: Viewing List of Distribution Price Categories (Current State)

1.0 INTRODUCTION

STORES (Subsistence Total Order and Receipt Electronic System) is the ordering hub for the

Defense Logistic Agency’s (DLA) Subsistence supply chain. Built, updated, and enhanced over the course of several decades to support Subsistence’s unique business requirements, STORES provides customers across the globe with 24/7 access to over 550 catalogs where they can order a variety of food and beverage items, including fresh produce, packaged and canned goods, MREs, and operational rations.

This Functional Specification captures requirements for the utilization of Distribution Prices in

STORES 2.0. These requirements will be a central point of reference in the design and solutioning of these capabilities. Functional requirements and use cases will be reflected in the implementation requirements (Epics and User Stories) that will provide the detailed design and acceptance criteria needed to develop the solution.

The Functional Specification will serve as an agreement between the implementation team

(FedMall, Partnet, Amyx) and the business stakeholders (STORES PMO, DLA Troop Support) where the implementation team agrees to provide the capabilities defined in the Functional

Specification and the client agrees to find the product satisfactory if it does. Finalizing the

Functional Specification will require continued collaboration and input from the STORES business and technical team members, FedMall PMO, and the FedMall implementation team

(Partnet and Amyx).

1.1 Supplemental Requirements Documentation

The following requirements documents are companion documents to the Functional

Specification:

• Catalog Management BRD

The Business Requirements Document (BRD) covered all functional areas associated with Catalog Management, including distribution Price management. The purpose of the

BRD is to provide stakeholders with a consolidated readout of all business requirements and learnings captured by the Integrated Product Team (IPT) during requirements discovery, including business requirements, opportunities to improve business processes in the future state system, and key learnings and notes captured in the working group sessions.

• Requirements Traceability Matrix (RTM)

The RTM is a spreadsheet that will ultimately contain all the functional requirement statements documented in this Specification. It will be used to ensure that the scope, implementation requirements (epics and user stories), and deliverables for STORES 2.0 remain “as is” when compared to the baseline requirements. Thus, it traces the deliverables in the final buildout back to the requirements agreed to in the Functional

Specification.

Once finalized, a requirement # or ID will be added to each requirement captured in the

Functional Specification. These requirements will form the basis of the RTM, which will be managed in a spreadsheet or Web-based application like JIRA or Confluence, that is better suited for capturing traceability linkages, status, and dependencies.

1.2 Document Scope

Distribution Prices have application to features and functions across STORES functional areas, as defined for the IPT Working Groups. This includes Catalog Management, Vendor Item

Catalogs, Access and Account Management, Order Management, and Reporting.

While this Functional Specification describes and relates distribution price usage across the wider STORES application, the primary focus is to document the functional requirements needed to design the STORES 2.0 solution for the application and management of Distribution Price components in Catalog Management. This includes the following:

1) Distribution Price Category Source Code Maintenance

2) Distribution Price Category Maintenance

2.0 OVERVIEW OF DISTRIBUTION PRICE

Distribution prices are charges assessed by STORES vendors for delivery of ordered products.

During the solicitation process, vendors supply proposed distribution prices for generic

Distribution Price Categories for the contract base period and one or two option periods as specified by the solicitation. The price of the product plus the distribution price represents the final price to the customer.

The following diagram shows how distribution prices are currently utilized in STORES:

Figure 1: Distribution Price Usage & Application

All major modules in the current state STORES system provide features and functions for the creation, association, application, or assessment of distribution prices and distribution price components. Figure 1 illustrates how distribution price-related components and data are set up, applied, and verified in the current state system.

NOTE: The term Distribution Fee is used in the current state system. STORES 2.0 will use the term Distribution Price instead of Distribution Fee. Both terms may appear in this document and should be considered synonymous.

2.1 Pricing

Product pricing provided to the government is often determined by the manufacturer of the item and not the vendor so there is little or no variance in the product price on vendor catalogs. This is the case with National Price List (NPL) items, as well as NAPA and MPA items. Distribution prices are used by the vendor to add a profit margin and charges for storage, maintenance, and delivery of the item to the customer. The following table describes how distribution prices are combined with other charges to reflect the final cost to the customer.

Product Price

Also referred to as delivered price, this is the dollar amount the vendor agrees to charge the customer for a particular product (for example, one case of black beans). The cost to deliver the product to the customer is not included in this price; however, any delivery costs from the manufacturer to the prime vendor are factored into this price.

Distribution Price

This includes the vendor markup (profit) and all costs associated with transportation, storage, and maintenance of the product, including delivery from Prime Vendor to customer. Product price is not included in this price. This price reflects the Distribution Price amount charged by the vendor for a product based on its distribution price category and the current vendor contract period.

Unit Price

The Unit Price is the Product Price plus the Distribution Price.

OCONUS Unit Price = Product Price + Distribution Price

CONUS Unit Price = Delivered Price + Distribution Price

Final Cost to Customer

The Final Cost to the Customer includes the surcharge (cost recovery rate) assessed by DLA minus any allowances or rebates provided to the customer by the manufacturer.

Because the costs associated with storing and delivering a product may vary, a vendor is allowed to charge different Distribution Prices based on the region where the items are being purchased.

To do this, the Vendor will create a separate Admin catalog under the original contract/catalog with the same items and then associate it with a region(s) where different distribution prices apply. A contract schedule (base period and options) as well as the applicable distribution prices, are defined separately for each Admin catalog set up by a vendor. See Distribution Prices.

Tier Pricing

Vendors may give price reductions (price deviation) to a contract based on how much of the product is being purchased. To support this, a different pricing tier can be defined per contract period. For example, one tier for the first year and a second tier for the last two years. The vendor may charge $3 a case Distribution Price for a Distribution Category (e.g. dry goods) for the first pricing tier for the first year of the contract and then drop it to $2.90 for the second tier

(final two years of the contract). Pricing tiers make it so you don't have to have the pricing redone over and over. Pricing tiers are currently set up and managed by a member of the

Contracting team in CCM.

3.0 DISTRIBUTION PRICE COMPONENTS AND USAGE

The following sections describe the process and components currently used to set up and apply distribution prices in STORES.

3.1 Distribution Price Category Source Codes

A Distribution Price Category Source Codes is a one-character code used by DLA Subsistence to define a group of standardized distribution price categories that are used by all vendors in the defined group (e.g., “C” for CONUS, “O” for OCONUS, or “S” for Contract Specific).

• “C” - CONUS: Used to define standardized distribution price categories for all distribution prices assessed by vendors on CONUS contracts/catalogs.

• “O”- OCONUS: While a standardized set of distribution price categories have been defined for OCONUS Vendor contracts/catalogs, they have not been entered into

STORES.

• “U”- UGRA: Standardized distribution price categories defined for UGRA menu items.

• “S” - Contract Specific: Used to associate a distribution price category to specific vendor item catalog.

Distribution price categories source codes are defined by the DLA Contracting Team (CS or KO

Admin) in Distribution Price Category Source Code Maintenance and associated with

Distribution Price Categories in Distribution Price Category Maintenance.

Standardized Distribution Price Categories

Standardized distribution price categories are a common set of distribution price categories that are used by all vendors in a particular group—currently defined by the Distribution Price

Category Source Code. CONUS and UGRA contracts are using a set standardized Category

Source Codes. Standardized distribution price categories are assigned to Master Stock Number records through an Item Classification Code. All vendors selling items on a CONUS contract provide a Distribution Price Amount for each Distribution Price Category defined for their

CONUS catalog. This is important because it allows the system and DLA Subsistence team to do an “apple to apple” comparison of distribution prices being charged by vendors for different items and categories of items.

A set of standardized distribution price categories has been defined for OCONUS contracts but they have not been entered into STORES and don’t cover all OCONUS stock numbers. It has been recommended that the standardized categories for OCONUS be entered into STORES. This will allow DLA Subsistence to apply standardized categories to most of the OCONUS catalog items and associate them with contractual pricing agreed to by the vendor in CCM. This approach will allow distribution price checks and comparisons to be performed on the majority of OCONUS contracts/catalogs. The DLA Subsistence team has expressed an interest in seeing

OCONUS contracts adopt standardized distribution price categories.

Contract specific distribution price categories are specific to one vendor and therefore standardization is not applicable.

3.2 Distribution Price Categories

A Distribution Price Category is a general type of item category (for example, Dry Goods, Beef, Fruits and Vegetables). Each Distribution Price Category must be assigned to a Unit of Measure

(UoM) and a Distribution Source Code (Vendor Item Catalog# is also required if source code is contract specific).

The Distribution Price Category provides a one-to-one association with a Vendor Unit of

Measure (UoM) and therefore a separate Distribution Price Category needs to be set up for each way an item is being sold. This is important because there are cases where a specific distribution price category (category of items) is being priced two different ways (e.g., being sold by some vendors by the pound and some vendors by the case). The one-to-one association with the UoM helps ensure that the distribution price on the contract schedule (see Distribution Prices) is going to match what is being sent in on the EDI-832.

Some contracts may need to add some distribution price categories. For example, if a vendor is selling an item per bottle (ea) and per case (cs) they would need a distribution price category for each UoM assigned to the Master Stock Number so that they can provide a different price amount for each UoM.

There are rare instances where instead of having a category added, the Prime Vendor is instead prorating the distribution price amount to match how it must be sold. Using the case and bottles example, the PV will divide the unit of measure they are selling by (e.g., case) by the UoM specified in the contract (e.g., each) to provide the price amount. So, if the price amount for case is $48 then the prorated price amount per bottle would be $4. DLA Subsistence would like to eliminate the need for prorating prices.

Distribution price categories are set up and maintained by the DLA Contracting Team (CS or KO

Admin) in Distribution Price Category Management.

Assigning to a Master Stock Number Record

A Distribution Price Category is assigned to a Master Stock Number Record through an Item

Classification Code (ICC). An Item Classification Code (ICC) is a five-character alphanumeric code grouping of food items associated with Attribute Values. It ties into a Stock Number, Distribution Price Category, and PPI and provides additional defining attributes for the stock number.

The functional requirements for this process are defined in the Item Classification Codes (ICC)

Functional Specification.

3.3 Distribution Prices

The Distribution Price represents the vendor markup (profit) and all costs associated with transportation, storage, and maintenance of the product, including delivery from Prime Vendor to customer. Distribution prices are rolled up into the unit price. These prices are defined for the vendor contract/catalog based on the item and UoM. Members of the DLA Subsistence

Contracting team (CS or KO) enter these Distribution Price amounts for each relevant

Distribution Price Category as defined by the selected Distribution Price Category Source Code

(Contract-specific, CONUS, or OCONUS). The Price amounts are defined separately for the base period and each option period specified in the contract.

This functionality allows Contracting to apply the vendor’s distribution prices based on what was agreed to in their contract. Authorized administrators can select a Standardized Distribution

Price Category Source Code when relating Standardized Distribution Price Categories to a VIC for a contract period. This is currently done in Customer and Contract Maintenance | Add/Edit

Distribution Prices.

The functional requirements for the application and management of Distribution Prices

(currently done in CCM) will be defined in the Access and Account Management Functional

Specification.

3.4 Item Requests

As described in the previous section, distribution prices are set up per contract per option period.

When submitting an item request, the vendor provides the following information:

Field Database Column

Contract # ORIGINAL_CONTRACT_NUMBER

Stock Number ASSOCIATED_STOCK_NUMBER

Distribution Fee Category PP_DISTRIBUTION_CATEGORY

DISTRIBUTION_FEE_CATEGORY

Distribution Fee Price PP_DISTRIBUTION_PRICENUMBER

Distribution Fee per Unit of Measure PP_DISTRIBUTION_UOM

The requirements for the Item Request process will be documented in the Vendor Item Catalog (VIC) Functional

Specification.

The system validates that the Distribution Price Category, Price, and Unit of Measure match what is defined for the contract/catalog in CCM | Add/Edit Catalog. A secondary validation of the pricing is performed by DLA Contracting during the Item Request Approval Process.

One possible approach for populating this information in STORES 2.0 is to pull the Distribution

Price data for the vendor contract/catalog from CCM to populate the item. This way the vendor would only need to verify the information is correct.

3.5 Catalog Updates (EDI-832)

There are currently three versions of the EDI-832 Catalog Update file used by prime vendors to update their STORES catalogs:

• Version 1: Distribution Price Category and Price are not required to be provided in the

EDI-832.

• Versions 2 & 3: Distribution Price Category and Price are required to be provided in the

EDI-832.

Most vendors should be using either version 2 or 3. There EDI-832 version selection (1,2, or 3) in CCM determines if the Distribution Fee Information is checked during ingestion (1 - no | 2, 3 -yes). The STORES 2.0 modernization project may be the right opportunity to standardize on a common EDI version. This effort will require outreach and collaboration with EDI-enabled

Prime Vendors.

The following table identifies the fields in the EDI-832 containing the Distribution Price

Category and Price and the associated columns in the current state STORES database

(PV_832_CATALOG_INBOUND table).

Field EDI-832 Element | Description Database Column

Distribution Fee

Category

SAC04 | The Agency maintained Distribution Price

(storage and/or handling fee) Category Code identifying the charge.

DISTRIBUTION_FEE_CATEGORY

Distribution Fee

Price

SAC05 | The monetary amount of the Distribution

Price (storage and/or handling fee).

DISTRIBUTION_FEE_PRICE

The requirements and specifications for the ingestion/processing of the EDI-832 Catalog Update file into

STORES 2.0 will be documented as part of the External Interfaces workstream.

NOTE: A requirement for STORES 2.0 is for all EDI transactions, including the EDI-832 to be

DLMS compliant.

System Validation of Distribution Prices

To ensure that DLA is being charged correctly, it is important that the pricing passed in the EDI-

832 matches what is defined for the vendor/contract in STORES—whether it is the NAPA allowance /MPA price, Distribution Price, or product price because you need the guarantee that prime vendor verify pricing.

STORES currently performs the following validations of Distribution Price Data when ingesting an EDI-832 Catalog Update file (v2 or v3) from a Prime Vendor:

• Distribution Price Category and Price are included in the file.

• Version 3 also includes the MPA Purchase Date.

The future state system should be enhanced to not only verify that the category and value

(amount) are included in the file but that the category and value matches what is defined for the

Vendor in CCM based on the contract period.

3.6 Baseline Catalogs

The Baseline Catalog process is used by non-EDI Vendors to publish and update catalogs in

STORES. The dataset provided by the vendor in a baseline catalog is largely the same as the dataset passed in the EDI-832 by EDI-enabled prime vendors. This includes the Distribution

Price Category and Distribution Price.

The following table identifies the fields in the Baseline Catalog containing the Distribution Price

Category and Price (WEB_VENDOR_BASELINE_DETAIL table).

Field Database Column

Distribution Fee Category DISTRIBUTION_FEE_CATEGORY

Distribution Fee Price DISTRIBUTION_FEE_PRICE

Like the validation performed on the EDI-832 when it is ingested into STORES, the system also validates Distribution Price Categories and Prices in Baseline Catalogs submitted for publishing.

The functional requirements for Baseline Catalogs will be included in the Vendor Item Catalog

(VIC) Functional Specification.

4.0 DISTRIBUTION PRICE CATEGORY MAINTENANCE

Distribution Price Category Maintenance is used by Tech Quality, Contract Specialists, and other

DLA Subsistence Admins to manage distribution price categories. A Distribution Price Category is a general type of item category (e.g., Dry Goods, Beef, Fruits and Vegetables). Each distribution price charged by a vendor must be associated with a distribution price category.

Distribution Price Categories must be associated with a Distribution Price Source Code or a specific Vendor Item Catalog. A Distribution Price Category Source Code is a one-character alphabetic code representing a group to which a set of Standardized Distribution Price Categories are assigned (e.g., “C” for CONUS, “O” for OCONUS, “S” for Contract Specific).

Figure 2: Distribution Price Category Maintenance (Current State)

4.1 Access and Manage Distribution Price Categories

STORY: As an authorized STORES Admin, I need to be able to access and manage Distribution

Price Categories to ensure that Distribution Prices are correctly applied to items across standardized groups or catalogs.

The application shall…

1. Restrict the access of Distribution Price Categories to the following STORES Admin

Types:

a. STORES Prod - Subsistence Manager - Vendor and Data Maintenance STORES-

203 (Going away in STORES 2.0)

b. Account Administration -All STORES

2. Provide ADMINs with the authorized roles with the following options for managing

Distribution Price Categories:

a. Add a New Distribution Price Category (see Add Distribution Price Category)

b. View all Distribution Price Categories (See View Distribution Price Categories)

c. Edit an existing Distribution Price Category (See Edit Distribution Price

Category).

d. Delete a Distribution Price Category (See Delete Distribution Price Category).

NOTES:

• The roles and permissions defined in the story reflect the current state STORES system.

These may change as requirements for STORES 2.0 are further defined.

• This story will not be able to be completed until admin types, roles, and permissions are created in STORES 2.0.

• Contract Specialists (CS) and Contracting Officers (KO) will be granted edit capabilities while TVLS admins will be granted read-only access.

4.2 Add a Distribution Price Category

STORY: As an authorized STORES Admin, I need to maintain distribution price categories and associations so that a distribution price category can be associated with the correct master stock numbers and applied to the correct vendor contract.

Approved for sizing, prioritizing, and tasking.

1. Require the Distribution Price Category to be associated with a Distribution Price

Category Source Code.

a. (Conditional) If the selected category source code is “S – Contract Specific, require the Distribution Price Category to be associated with a Vendor Item

Catalog.

i. Provide the ability to search/look up the vendor contract.

b. If the selected category source code is “C” (CONUS), or “U” (UGRA), or “O -

OCONUS”, allow user to create one or more standard Distribution Price

Categories for each Master Stock Number Record.

i. Generate and send notification/email to Tech Quality distribution group

(SubsistenceFTSA@dla.mil) each time a distribution price category or

VIC# is added to a category source code.

2. Require entry of a 1-4 character ID by which to uniquely identify the Distribution Price

Category.

3. Require association with a Distribution Price Category Unit of Measure.

4. Require entry of a Category Description.

5. (Optional) Allow a user to enter Examples for the Category (for example, oranges, grapefruits, and limes would be examples for a “Citrus” Category.

6. Allow user to take the following actions:

a. Save the Distribution Price Category once all required information is entered ( see

Table 1: Distribution Price Category Data (DIS_FEE_CATEGORY Table)).

i. Prompt the user to verify the changes: Are you sure you want to save this distribution price category information?

1. User can cancel or accept.

b. Cancel their changes (including leaving the screen without saving their changes).

i. Prompt the user to verify they want to cancel their changes whether clicking cancel or exiting the screen: Are you sure you want to cancel/leave without saving your changes?

The following table details the information saved with a distribution price category in the current-state system. The association with the contract/catalog number is required so that the CS or KO can apply the distribution price prices agreed to by the vendor for each category into

Customer and Contract Maintenance (CCM).

Element

(Label)

Required? Editable? STORES DB Column

Name (Current State)

Data Type Length Description

Source Code Yes No DF_SOURCE_CODE VARCHAR2 1 A one-character alphabetic code identifying a group to which a set of

Standardized

Distribution

Fee Categories are assigned.

(For example:

mailto:SubsistenceFTSA@dla.mil

“C” for

CONUS, “O”

for OCONUS, and “S” for

Contract

Specific)

Contract

Number/VIC

Only when

Source Code

= “S –

Contract

Specific.

Yes CONTRACT_NUMBER CHAR 13 The 13-character identifier for a contract.

Distribution

Fee Category

ID

Yes No DF_CAT_CODE VARCHAR2 4 One-to-four-character identifier for the category.

Distribution

Fee Category

Description

Yes Yes DESCRIPTION VARCHAR2 125 The category description.

Examples No Yes

EXAMPLE VARCHAR2 600

Examples of descriptions.

Distribution

Fee Unit of

Measure

Yes Only if the category is not already associated with a catalog.

UNIT_OF_MEASURE VARCHAR2 2 The measure used by the vendor when selling the item.

Table 1: Distribution Price Category Data (DIS_FEE_CATEGORY Table)

4.3 View Distribution Price Category information

STORY: As an authorized STORES Admin, I need to be able to view all distribution price categories so that I can determine needed updates and associations.

Ready to size, prioritize, and task.

1. Allow a user to view all information associated with the distribution price category

(category, UoM, Description, and Examples [if provided]).

2. Provide option to view distribution price category information in a formatted listing of all distribution price categories associated with a particular source code.

3. Display the information defined in Table 1 (Distribution Price Category Data) for each listed category (NOTE: Examples are optional).

4. Allow the listing to be printed or exported to Excel.

Figure 3: Viewing List of Distribution Price Categories (Current State)

4.4 Edit a Distribution Price Category

STORY: As an authorized STORES Admin, I need to edit a distribution price category so that it accurately reflects the category of items and group to which distribution prices should apply.

Ready to review, prioritize and task.

1. Allow a privileged admin user to edit the following information associated with the

Distribution Price Category:

a. Distribution Price Category Unit of Measure

b. Category Description

c. Category Example (optional)

2. Allow user to take the following actions:

a. Save the Distribution Price Category once all required information is entered.

i. Prompt the user to verify the changes: Are you sure you want to save this distribution price category information?

1. User can cancel or accept.

b. Cancel their changes (including leaving the screen without saving their changes).

i. Prompt the user to verify they want to cancel their changes whether clicking cancel or exiting the screen: Are you sure you want to cancel/leave without saving your changes?

4.5 Delete a Distribution Price Category

STORY: As an authorized STORES Admin, I need to delete a distribution price category so that it is no longer available to be assigned to a distribution price category source code and/or catalog

Ready to

1. Provide a user with the ability to delete a Distribution Price Category only under the following condition:

a. Distribution Price Category has not been saved to a schedule for a catalog

(currently done in CCM | Add/Edit Option Periods)

2. Display a message similar to the following when a user attempts to delete a Distribution

Price Category with Distribution Prices assigned to it:

Cannot delete. Distribution Price Category is associated with a contract/catalog.

NOTE: Delete means remove from UI and from database.

4.6 Deactivate a Distribution Price Category (REWRITE FOR

STATUSES)

STORY: As an authorized STORES Admin, I need to deactivate a distribution price category so that it is no longer available to be assigned to a distribution price category source code and/or catalog # but is still visible in the UI.

USERS: DLA Contracting (CS, KO), DLA Account Admins

1. Provide a user with the ability to deactivate a Distribution Price Category UNLESS it is already being used on an active contract/catalog.

2. Display a message similar to the following when a user attempts to deactivate a

Distribution Price Category with Distribution Prices assigned to it:

Cannot deactivate. This category is assigned to an active vendor item catalog.

• Inactive means the category is no longer available to associate with an ICC or define a distribution price for in CCM (Add item from UI and from database).

• This capability should only be available to high-level STORES 2.0 admins like a Super

Admin.

5.0 DISTRIBUTION PRICE CATEGORY SOURCE CODE

MAINTENANCE

Distribution Price Category Source Codes are one-character alphabetic codes representing a group to which a set of Standardized Distribution Price Categories are assigned (e.g., “C” for

CONUS, “O” for OCONUS, “U” for UGRA, and “S” for Contract Specific). The ability to maintain these codes is limited to Contract Specialist (CS) and Contacting Officer (KO) Admin users. Distribution Price Source Codes determine how distribution prices are grouped and applied.

To help ensure compliance with security audits, it is recommended that access to create and manage Distribution Price Category Source Codes be restricted to users with a “Super User” type role in STORES 2.0.

See Distribution Price Category Source Codes and other relevant sections under

DISTRIBUTION PRICE COMPONENTS & USAGE for more information on these codes.

Element

(Label)

Required? Editable? STORES DB

Column Name

(Current State)

Data Type Length Description

Source

Code

Yes No DF_SOURCE_CODE VARCHAR2 1 A one-character alphabetic code identifying a group to which a set of

Standardized

Distribution Price

Categories are assigned. (For example: “C” for

CONUS, “O” for

OCONUS, and “S” for Contract

Specific)

Description Yes No DESCRIPTION VARCHAR2 50 The description of the source.

Table 2: Distribution Price Source Code Data (DIST_FEE_SOURCE Table)

5.1 Access and Manage Distribution Price Category Source Codes

STORY: As an authorized STORES Admin, I need to be able to access and manage Distribution

Price Category Source Codes to ensure that Distribution Price Categories can be associated with the correct contract or group of contracts.

USERS: DLA Contracting (CS, KO)

1. Restrict access to Distribution Price Category Source Codes to the following STORES

Admin Type:

a. STORES Prod - Subsistence Manager - Vendor and Data Maintenance STORES-

2. Provide authorized Admin users with the following options for managing Distribution

Price Category Source Codes:

a. Create a New Distribution Price Source Code (see Create Distribution Price

Source Code)

b. View all Distribution Price Category Source Codes (See View Distribution Price

Categories)

c. Delete a Distribution Price Source Code (see Delete Distribution Price Source

Code)

• The role and permission defined in the story reflects the current state STORES system.

These may change as requirements for STORES 2.0 are further defined.

• This story will not be able to be completed until admin types, roles, and permissions are created in STORES 2.0.

5.2 Add a Distribution Price Category Source Code

STORY: As an authorized DLA Admin, I need the ability to create a new Distribution Price

Category Source Code so that I can create a group of standardized distribution price category codes.

1. Request the following information when a user adds a Distribution Price Source Code:

a. One-digit unique ID for the Source Code.

b. Source Code description.

2. Allow user to take the following actions:

a. Save the Distribution Price Source Code once all required information is entered.

i. Prompt the user to verify the changes: Are you sure you want to save this distribution price category code information?

1. User can cancel or accept.

b. Cancel their changes (including leaving the screen without saving their changes).

3. Prompt the user to verify they want to cancel their changes whether clicking cancel or exiting the screen: Are you sure you want to cancel/leave without saving your changes?

Refer to Table 2: Distribution Price Source Code Data (DIST_FEE_SOURCE Table) for more information on the data format and validation.

5.3 Edit a Distribution Price Category Source Code Description

STORY: As an authorized DLA Admin, I need the ability to edit the source code description so that it reflects the change.

1. REWRITE FOR EDITING SOURCE code description a Distribution Price Source Code:

a. One-digit unique ID for the Source Code.

Source Code description

ADD CONFIRMATION OF CHANGE OR CANCEL

5.4 Delete Distribution Price Category Source Code

STORY: As an authorized DLA Admin, I need to delete a distribution price source code so that it is no longer available to be assigned to categories and/or catalog #.

ADD CHANGE CONFIRMATION MESSAGE (SEE DELETE DIST PRICE

CAT)

1. Provide a user with the ability to delete a Distribution Price Category Source Code if it meets the following condition: It is not actively being used to group distribution prices.

a. Display the following message if a Distribution Price Category is unable to be deleted: The Distribution Price Category Source Code cannot be deleted because it has associated distribution prices.

NOTE: Delete means remove from UI and from database.

5.5 Deactivate a Distribution Price Category Source Code

STORY: As an authorized STORES Admin, I need to deactivate a distribution price category source code so that it can no longer be used to group standardized or contract-specific distribution price categories but remains visible in the UI.

USERS: DLA Contracting (CS, KO), DLA Account Admins

1. Provide a user with the ability to deactivate a Distribution Price Category Source Code

UNLESS it is being used to group standardized or contract-specific distribution price categories.

2. Display a message similar to the following when a user attempts to delete a Distribution

Price Category Source Code that is being used to group standardized or contract-specific distribution price categories:

Cannot deactivate. This source code is associated with one or more distribution price categories.

* This should only be available to high-level STORES 2.0 admins like a Super Admin.

5.6 Distribution Price Management Reports

The following current state reports are used by DLA Subsistence personnel to evaluate distribution prices and ensure proper application and usage.

Report Description

Pending Distribution Fee

Warning Report

Impacts the weekly review process and saves time by verifying that a submitted unit price is contractually accurate before performing a Fair and Reasonableness.

Initial Catalog Item Verification

Report

Verifies that the vendor has submitted the correct Distribution Fee Category and

Unit of Measure for an item when it is added to the vendor catalog.

Distribution Fee by Stock

Number

Provides Subsistence personnel the ability to evaluate Distribution Fee information across active Vendor Item Catalogs for a specified stock number.

Vendor Price Verification Provides verification for a particular vendor catalog as to whether or not the submitted vendor price matches the sum of the submitted product price and distribution fee.

5.7 Development Tasks

The following development tasks are anticipated for developing an interface for the management of Distribution Price Categories and Distribution Price Category Source Codes in Stores 2.0.

Task Description System(s) Responsible Parties

Populate

STORES 2.0

Database with

• Add STORES 2.0 database tables for managing Distribution Fee Category

Information.

STORES 2.0

(FedMall Enclave)

STORES 2.0

Implementation Team

Distribution Fee

Category and

Source Code

Information

• Populate database with distribution fee category data.

• Distribution Fee data is stored in the following current state database tables:

o DIST_FEE o DIST_FEE_CATEGORY o DIST_FEE_SOURCE

Develop User

Interface to maintain

Distribution Fee

Categories and

Source Codes

• Develop and finalize UI/UX design comps (working prototype, wireframes, storyboards, etc.)

• Implement UI in Development environment o Link UI fields to associated database columns o Code dependencies and data validation logic.

• Test (Full testing will not be possible until all search attributes used for filtering and sorting are developed and defined in the system).

STORES 2.0

(FedMall Enclave)

STORES 2.0

Implementation Team

6.0 FOLLOW-UP

6.1 Issues and Implementation considerations

• Functional Testing: Interdependencies between modules and components being developed for STORES 2.0 and the necessary staggering of solutioning and development activities for those pieces will impact testing strategies. Testing the initial deployments of code may be limited to unit testing combined with a limited set of functional tests. As additional components are developed and deployed, additional functional testing will be possible, including UAT for more mature components.

Acceptance Criteria and Test Cases will need to be closely tracked and assigned to a

Sprint Cycle once they can be verified.

7.0 GLOSSARY OF TERMS

The following table identifies acronyms and terms used within this document.

Term Description

Baseline Catalog Pre-Production catalog that is undergoing updates by the vendor or DLA before being submitted for publishing. It is used by non-EDI Vendors to view and submit changes to products for a given contract. The Baseline interface allows for Vendors to import a catalog file, copy from another Baseline Catalog, or pull a copy from the

Pending or Active Catalogs.

BDFA (Basic Daily Food

Allowance)

BDFA Information is provided monthly to the Joint Subsistence Advisory Board.

BDFA uses a Core Catalog of essential daily nutritional requirements by Service and then looks across all Catalogs per Ordering Point to identify the required measure

(calculates the cost per service member to meet daily allowance).

Catch Weight Item An item that is sold by its weight but varies in weight from one package to another, (i.e., variable weight items).

Catch Weight Multiple Number of units (in LBs) that must be ordered to purchase 1 case of a “catch weight” item (a variable weight item for which vendor submits average case weight, in LBs).

Competitive Pricing Determining a price is fair and reasonable primarily through, but not limited to, comparative price analysis, the use of government in-house records, data obtained from market environment, and/or published commercial indices.

CONUS Within Continental United States (compare to OCONUS).

CS (Contract Specialist) Prepares contract records in the system that align with established contracts.

Reviews all contract and catalog elements to ensure completeness and accuracy prior to review by the KO.

DAAS (Defense

Automatic Addressing

System)

DAAS provides STORES with data mapping and routing services so that inbound and outbound transactions can be converted to the proper file format for ingestion into STORES or partner systems.

Distribution Prices Distribution prices set up per contract per option period. This is important because there is error checking in item request process that is linked back to this information in CCM where the distribution price schedule is set up. Distribution Price categories are tied to a specific unit of measure.

EBS (Enterprise Business

System)

Financial system of record for all STORES transactions.

EDI (Electronic Data

Interchange)

EDI is a standardized message format used to transfer transactional data between

STORES and EDI-enabled partner systems using VANs, such as prime vendors. All

EDI file generation and translation for STORES is handled by DAAS.

FIC (Food Item Code) Three-character code specific to the Navy for identifying an item. FIC not as specific as a stock number. Multiple stock numbers can be associated with one FIC code.

eProcurement DLA developed EProcurement to provide enterprise-level procurement capabilities to replace legacy procurement systems (Pre-Award Contracting System, Electronic

Contract Folder, Procurement Automated Contract Evaluation, and Base Operations

Support System).

The Intended functions of EProcurement are to manage purchase requisition, source and solicit, manage award, manage vendor performance, perform receipt, and process invoice.

FMS (Food Management

System)

FMS is used to refer to any of the Miliary Service Systems used for managing subsistence-related tasks such as sourcing and planning meals. They are as follows:

• Army Food Management Information System (AFMIS)

• Navy Food Management System (FMS)

• Air Force Equipment Management System (AFEMS)

• Marine Corps Food Management Information System (MCFMIS)

FSE (Food Service

Equipment)

Equipment used in the preparation, storage, and serving of food items.

FSOM (First Sunday of

Month)

FSOM is a term referring to how MPA Imports and reports are grouped. Users can select to view records for the upcoming FSOM or previous FSOM.

FSOS (Food Operating

Supplies)

Supplies used by individuals to consume and temporarily store food (includes paper and plastic-based items like cups, plates, and flatware).

GTIN A Global Trade Item Number (GTIN) is a unique and internationally recognized identifier for a product. It appears next to the barcode on a product's packaging.

IAW (In Accordance

With)

Term used in reference to whether an LSN complies with a Service’s Buyers Guide.

ICC (Item Classification

Code)

An ICC is a code representing specific attributes about the item taken from a specification sheet or label. ICC codes allows “like” items to be identified in

STORES.

IDoc (Intermediate

Document)

IDoc is a standard data structure used in SAP applications like EBS to transfer data to external systems like DAAS. EBS supports both inbound and outbound IDocs for

STORES.

JCCoE (Joint Culinary

Center of Excellence)

The JCCoE serves as the focal point for all Army Food Program issues, including lead organization for the Department of the Army (DA) G4 food program.

KO (Contracting Officer) Reviews and gives final approval of all contract and catalog elements.

LSN (Local Stock

Number)

Local Stock Number assigned in EBS. STORES Team maintains a ledger of all

LSNs to manage them. Once an LSN is created, it will never be reused even if retired. Commonly recognized with an “E” in the NIIN portion. Example: 8960-01-

E113663

MLL (Master Load List) The Navy Mandatory Load List (MLL) identifies items that should be on each

Ordering Point. The Navy submits MLLs for each class of ship that DLA manages to ensure Catalogs at ship Ordering Points cover the items. The initial Stock

Number for these items does not change; however, if some items are not provided globally, then the Stock Number is updated with Acceptable Replacements. The

MLL is implemented using a Core Catalog.

Market Fresh Market Fresh (or Market Ready) items include fresh milk, eggs, and bread.

Master Catalog A master catalog is a collection of stock items established and maintained by the

Subsistence Tech/Quality group. The master catalogs specify the exact definition and related details for all Stock Numbers contained within the catalog.

Master Stock Number Primary item identification number tracked in EBS; usually an LSN (vs. NSN).

Pricing Specialist Manages pricing agreements with manufacturers and vendors and ensures the catalog price data is in compliance with those agreements.

MPA (Manufacturer

Pricing Agreement)

An MPA is where manufacturers negotiate a fixed price for every Vendor such as with a Prime Vendor. Vendors allowed a distribution cost. Manufacturers can change prices monthly. Manufacturers reimburse DLA on products purchased. Primarily used OCONUS. Not allowed in conjunction with NAPA.

MPL (Mandatory Product

List)

The Mandatory Products List (MPL) is a listing of items supplied by industries that participate in the Ability One (formerly Javits-Wagner-O’Day Act) Program.

MSNM (Master Stock

Number Management)

<ADD>

NAPA (National

Allowance Program

Agreement)

NAPA is where Manufacturers provide rebates to DLA for volume purchases.

Normally used in CONUS where DLA is not considered a volume buyer relative to other sales. Manufacturers submit a NAPA Catalog with discounts per product.

Mostly CONUS. Cannot give a bottom-line price and then go to MPA and offer a higher price. Agreements with vendors to allow for discounts - usually for CONUS

- different prices based on allowances - can be $10s millions per year - 80% of the items - wants generic numbers. Designated after Stock Numbers assigned.

Agreement Holders will submit their offered discounts by SKU or manufacturer code

NPL (National Price List) Manufacturers provide item prices to government. The price can't be increased without notifying the customer.

NSN (National Stock

Number)

A National Stock Number is simply the official label applied to an item of supply that is repeatedly procured, stocked, stored, issued, and used throughout the federal supply system. One NSN can apply to multiple manufacturers. Rations are NSNs.

OCONUS Outside the Continental United States (compare to CONUS).

OpRats (Operational

Rations)

OpRats include Meals Ready to Eat (MRE) and Unitized Group Rations

(UGRA/B/H&S).

Package Size Number of measures within an intermediate package (example: 12 OZ CN).vi

Package unit of measure Unit by which intermediate package is measured (example: 12 OZ CN)

Packaging Code How intermediate unit is packaged (example: 12 OZ CN)

PCPL (Published

Commercial Price List)

A PCPL is a list of prices put out by the manufacturer that apply to everyone

(depending on their pricing tier). Due to everyone getting the same price, F&R evaluations are not required (no price analysis required). However, DLA still does audits on these items to ensure all prices are being added correctly. A price included in a catalog, price list, schedule, or other form that is regularly maintained by the manufacturer or vendor (established catalog / market prices), is either published or otherwise available for inspection by customers, and states prices at which sales are currently, or were last, made to a significant number of buyers constituting the general public. A government-only price list without commercial sales does not meet the definition.

PPI (Producer Price

Index)

The PPI is the Government-standard for forecasting and managing vendor prices and for tracking inflation.

Produce Fresh fruits & vegetables (FF&V)

Production Catalog Live STORES catalog from which customers can order items.

PRF (Purchase Ratio

Factor)

The PRF is used to translate between UoI and UoM to enable varying items to be compared at a consistent volume or mass. Consists of (2) fraction values where: the denominator is usually 1 representing the UoI; and the numerator that represents the

UoM. For example: 6/1 PRF means there are 6 UOIs in one UOM.

PV (Prime Vendor) Commercial food distribution companies contracted to provide subsistence items.

Most LSNs in STORES are on PV contracts.

SPV (Subsistence Prime

Vendor)

See PV (Prime Vendor).`

TQ (Tech/Quality) Tech Quality operator with primary responsibility to verify the completeness and accuracy of catalog items.

TVLS (Tailored Vendor

Logistics Specialist)

Tailored Vendor Logistics Specialist with primary responsibility to communicate with Vendors to share and/or obtain information applicable to their accounts, catalog items, etc.

UOI (Unit of Issue) Unit by which DLA Troop Support sells an item to the customer (example: “CO” – container).

UOM (Unit of Measure) Unit by which vendor sells an item to DLA Troop Support (example: “CS” - case).

Units per Purchase Pack Number of intermediate or “inner packaging” units within a vendor Unit of Measure

(example: 24 – 12 OZ CN)

VAN (Value Added

Network)

EDI-enabled Vendors use 3rd party VANs to send and receive transactions from

STORE…