FSD-STORES2-StockNumberMgmt-Draft3.pdf

FEDMALL STORES 2.0 STOCK NUMBER MAINTENANCE

Functional Specification Title: FedMall STORES 2.0 Stock Number Maintenance 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 STOCK NUMBER MAINTENANCE (DRAFT) Functional Specification

FedMall STORES 2.0 Stock Number Maintenance Functional Specification – DRAFT v2 ii

October 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

1.3 ABBREVIATIONS AND TERMINOLOGY

2.0 STOCK NUMBER MANAGEMENT OVERVIEW

2.1 STOCK NUMBERS

2.2 STOCK NUMBER LIFECYCLE

2.3 ITEM TYPES

2.4 VENDOR ITEM CATALOGS

3.0 STOCK NUMBER CREATION AND ASSIGNMENT

3.1 ASSIGN STOCK NUMBER TO ITEM OF SUPPLY IN E-SERIES SPREADSHEET

3.2 ENTER STOCK NUMBER IN ENTERPRISE BUSINESS SYSTEM (EBS)

3.3 PASS STOCK NUMBER DATA FROM EBS TO STORES 2.0

3.4 INGEST STOCK NUMBERS INTO STORES 2.0

3.5 CREATE MASTER STOCK NUMBER RECORD

Functional Requirements

3.6 FINALIZE MASTER STOCK NUMBER RECORD

4.0 MASTER STOCK NUMBER MAINTENANCE

4.1 FUNCTIONAL OVERVIEW

4.2 ACCESS CONTROL

4.3 MASTER STOCK NUMBER SEARCH

4.4 VIEWING MASTER STOCK NUMBER RECORDS

4.5 MASTER STOCK NUMBER COMMENTS

4.6 MASTER STOCK NUMBER STANDARDIZATION

4.7 MASTER STOCK NUMBER RECORD STATUSES

4.8 STOCK NUMBER DATA AND USAGE

Packaging Data Status Data Weight Data Subcat/Service Core Data Other Data Acceptable Replacements Data ICC Data MPA Data

4.9 DEVELOPMENT TASKS

Dependencies

5.0 STANDARDS MAINTENANCE ON ACTIVE PRODUCTION CATALOGS

iv

5.1 MASTER STOCK NUMBER NOT ON PRODUCTION CATALOGS

Functional Requirements

5.2 MASTER STOCK NUMBER ON PRODUCTION CATALOGS

Functional Requirements

5.3 PRODUCTION CATALOG UPDATE HISTORY BY STOCK NUMBER

Functional Requirements

5.4 DEVELOPMENT TASKS

6.0 UGRA MENU MAINTENANCE

6.1 UGRA MASTER MENU MAINTENANCE

Functional Requirements:

6.2 UGRA VENDOR MENU MAINTENANCE

Functional Requirements:

6.3 DEVELOPMENT TASKS

7.0 USE CASES

7.1 CREATE PRELIMINARY STOCK NUMBER RECORD IN STORES

7.2 FINALIZE STOCK NUMBER RECORD

7.3 BASIC STOCK NUMBER SEARCH

7.4 ADVANCED STOCK NUMBER SEARCH

7.5 STOCK NUMBER COMMENTS

7.6 DEFERRED USE CASES

8.0 FOLLOW-UP

8.1 ISSUES AND IMPLEMENTATION CONSIDERATIONS

9.0 GLOSSARY OF TERMS

10.0 REVISION HISTORY

10.1 CHANGE HISTORY FOR CONTENT OF THIS FUNCTIONAL SPECIFICATION

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

11.0 REQUIREMENT – FUNCTIONAL SPECIFICATIN APPROVALS

11.1 DIGITAL SIGNATURE REQUIRED

v

TABLE OF FIGURES

Figure 1: Stock Number Utilization in STORES

Figure 2: Stock Number Process Steps with Anticipated Development

Figure 3: Stock Number IDOC in EBS

Figure 5: STORES Master Stock Number Maintenance Page

Figure 6: Basic Search for Specific Stock Number

Figure 7: Basic Search Combining Filter & Sort By Option

Figure 8: Query Builder (Advanced Search)

Figure 9: Abbreviated Table View

Figure 10: Comments Log in STORES (View Only Access)

Figure 11: MSNs not on Active Prod Catalogs (Search)

Figure 12: MSNs on Active Prod Catalogs (Search)

Figure 13: Production Catalog Update History By Stock Number

Figure 14: UGRA Master Menu

Figure 15: UGRA Vendor Menu Maintenance

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 Managing Master Stock Number records 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 not only stock number management, but manufacturer maintenance, core catalog, and pricing and distribution fees. 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.

• Master Stock Number Record Data Definitions Due to the large amount of information contributing to a master stock number record, the field-level specifications (such as label, usage, data type, length, description, etc.) are provided in the following companion spreadsheet to this Functional Specification:

o MasterStockNumberRecordDataDefinitions.xlsx

• Master Stock Number Search Functions Search filters, advanced search clauses, sorting options, and summary data for search result sets are documented in the following companion spreadsheet to this Functional Specification:

o MasterStockNumberSearch.xlsx

• UGRA Menu Data Identifies and defines data involved with maintaining UGRA Master and Vendor menus.

o UGRAMenuMaintenance.xlsx

1.2 Document Scope

This Functional Specification is intended to capture requirements statements, use cases, design considerations, and assumptions needed to design and develop the STORES 2.0 implementation of the following current state Master Stock Number Management modules, utilities, and components:

1) Master Stock Number Maintenance Screen:

a. Master Stock Number Search

i. Basic and Advanced Search Queries

b. Search Results and Display

i. Abbreviated Table View (including records selection and export)

ii. Navigating search result records

c. Stock Number Record Details

i. The display of fields and the capturing of data used to populate the stock number record. Some data sources for the stock number record will not be developed as part of this scope of work and therefore testing of data capture will be limited to inputs from the Test user. However, stock number records will be imported from STORES for testing purposes so that the display of data can verified even if data source is not yet developed.

d. Master Stock Number Comments

i. View, add, edit, and export functions.

Full development and testing of system-generated comments may not be possible until the component used in triggering the creation are implemented (for example, FIC assignment or change, or Navy MLL assignment or change).

2) Stock Number Research and Evaluation Tools

a. Master Stock Number Not On Active Production Catalogs (Query)

b. Master Stock Number On Active Production Catalogs (Query)

c. Standards Maintenance on Active Production Catalogs

d. Production Catalog Update History by Stock Number

e. Instructions Provided by Tech Quality

3) UGRA Menu Maintenance

a. Master menu maintenance

b. Vendor menu maintenance

Requirements and development tasks for the interface to ingest inbound master stock number catalog records from EBS will be documented in the STORES 2.0 Interfaces Functional Specification.

The development tasks identified above are dependent on the successful migration of the STORES database structure and test data to a STORES 2.0 database instance in the Dev/Test environments.

1.3 Abbreviations and Terminology

The following abbreviations are used throughout this Functional Specification:

• TQ = Tech Quality (DLA Subsistence Team responsible for the creation of LSNs and maintenance of stock number records.)

• MSNM = Master Stock Number Maintenance (Usage is most often in reference to the Master Stock Number Maintenance screen (page) used in STORES to manage stock numbers.)

• MSNR = Master Stock Number Record (The stock number and all data associated with it by Tech Quality or other sources.)

Refer to the Glossary of Terms to identify other acronyms, abbreviations, and terms used in this specification.

2.0 STOCK NUMBER MAINTENANCE OVERVIEW

Stock Number management is critical to the mission of the DLA Troop Support Subsistence Team. Much of what STORES does is focused on building stock number records, associating them with items of supply, and then propagating them to STORES catalogs and trading partner systems so that they can be ordered and received by Military Service customers.

Figure 1: Stock Number Utilization in STORES

2.1 Stock Numbers

Stock numbers are 13-digit alphanumeric identifiers issued by the STORES Tech Quality/Cataloging team to uniquely identify subsistence items of supply. All items available for purchase in STORES catalogs must be associated with an active stock number.

Stock numbers originate in DLA EBS and can either be a Local Stock Number (LSN) issued specifically for use in STORES or a National Stock Number (NSN) imported from FLIS or Equipment Type.

LSNs vs. NSNs Although LSNs and NSNs are very similar in form and function, there are some key differences that affect how they are used in STORES.

Local Stock Number

(LSN)

LSNs are issued in EBS based on a ledger (E-Series spreadsheets) maintained by the DLA Subsistence Tech Quality team. LSNs are used much more widely than NSNs in STORES and provide more specific and detailed information for a particular subsistence item of supply. Once an LSN is created, it will never be reused even if retired. Can be differentiated from an NSN by the “E” in the NIIN portion. For example: 8960-01-E113663

• LSNs are very specific and are more widely used in STORES (tens of thousands active LSNs vs. less than 250 active NSNs)

• They are created/managed by TQ Team using their Class I food knowledge

• Once an LSN is active, it is fully standardized and ready to be added to a vendor item catalog

• STORES assigns LSNs today based on item information from the vendor.

• All NAPA/MPA catalog items are LSNs.

National Stock Number

(NSN)

A National Stock Number is 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 more than one manufacturer

• NSNs are mainly used for Operational Rations (OpRats)

• TQ has worked to reduce the number of NSNs in STORES (around

8K NSNs in STORES but less than 250 are active (orderable) in the system)

• NSNs are more generic in nature than an LSN

• NSNs come in from FLIS or Equipment Type

• NSNs are not used in Prime Vendor catalogs

LSN Format The structure and format of STORES LSNs is detailed below:

Element Sequence Description Federal Supply Class

(FSC)

8950********* Established by DoD/FLIS depending on what the product is (for example: 8950=Condiments and Related Products whereas 8905=Meat, Poultry, and Fish). Subsistence team uses around 15 FSCs to identify items in STORES.

Country of Origin ****01******* Two-digit country code (01 – domestic).

E-Series Number ******E40**** Established based on use/sale of product. E62 is used for NAPA items. E40 identifies generic items.

Unique ID *********#### Given/established by TQ to uniquely identify an item of supply.

The NIIN (last nine digits of the stock number) must be unique from other NIINs and must never change for that item of supply.

See Assign Stock Number to Item of Supply in E-Series Spreadsheet for more information on the E-Series spreadsheets used to establish an LSN and associate it to an item of supply.

2.2 Stock Number Lifecycle

The following diagram and process description provide a simplified view of how stock numbers are created, applied, and propagated in the current state system.

PROCESS DESCRIPTON:

1. TQ assigns stock number to vendor item in E Series spreadsheet.

2. TQ enters stock number into EBS, creates an eMaterial number, and then links the two numbers.

3. EBS sends Master Catalog file to STORES via DAAS with stock number.

4. Master stock number record is automatically created in STORES.

5. TQ updates Master Stock Number record in STORES with all needed information.

6. TQ assigns stock number when reviewing an item request (or provides to CS for assignment to item in Baseline Catalog process).

7. Vendor submits item for publishing via a Baseline Catalog (or in an EDI-832 Catalog

Update).

8. System validates that stock number is valid and matches standards.

9. Item is approved by TVLS and CS as part of catalog approval process.

10. Item is published to production catalog in weekend catalog run.

11. Catalog Update is sent to EBS via DAAS.

12. Pricing information, such as the PRF, is updated in EBS.

2.3 Item Types

When completing a Master Stock Number record in STORES, a member of the Tech Quality team will associate the stock number with one or more item types, as appropriate:

Item Type(s) Description LSN Non-Food LSN used to order non-food items like FSE and FSOS items.

LSN LSNs are used widely on Prime Vendor (PV) catalogs.

LSN NAPA NAPA item LSN NAPA MPA NAPA MPA Item. All MPA items must also be NAPA items.

LSN Market Fresh NSN used on Market Fresh Catalog. Market Fresh (or Market Ready) items include fresh milk and fresh bread.

NSN NSNs are most likely to be used in Rations-based catalogs.

NSN Market Fresh NSN used on Market Fresh Catalog. Market Fresh (or Market Ready) items include fresh milk and fresh bread.

LSN MPL LSN included in the Ability One program.

LSN NAPA MPL NAPA item included in the Ability One program.

LSN NAPA MPL MPA NAPA MPA Item included in the Ability One Program.

Refer to the Glossary to identify an acronym or term and its meaning.

2.4 Vendor Item Catalogs

Stock numbers are added to vendor item catalogs during the baseline catalog update process or via an EDI-832 Catalog Update sent from the Vendor. For more information on the Item Request and Baseline Catalog Update processes, refer to the Vendor Item Catalog BRD.

STORES currently supports the following types of Contracts/Catalogs.

• D90## - Soda

• D91## - Soda: Coca-Cola BIB

• D92## - Soda: Pepsi Cola BIB

• D93## - Soda: Coca-Cola Cans/Bottles

• D94## - Soda: Pepsi Cola Cans/Bottles

• D95## - Water Market - Fresh

• DA### - Prime Vendor

• DCA## - Cargo Ship

• DN### - Non-Food (FSOS)

• DPA## - Market Fresh - Produce

• DQ### - QCOG - (Ship Stores)

• DUA## - Market Fresh - Eggs

• DVA## - Market Fresh - Dairy

• DWA## - Market Fresh - Bread

• 16. DZ7## - UGRA Rations

• 17. GFM## - GFM Ration Handling

• 18. MR## - Ration - MRE

The E-Series number associated with the stock number identifies the type of catalogs to which the item can be added. Tech Quality also uses the E-Series number to associate an item to the correct subcatalog types (see Subcat/Service Core Data).

3.0 STOCK NUMBER CREATION AND ASSIGNMENT

Stock number creation is managed by the Tech Quality (TQ) and Catalog team in an Excel spreadsheet. Providing the stock number with all necessary information for it to be orderable in STORES requires TQ to input stock number information into EBS and STORES.

The following diagram details the proposed stock number creation, assignment, and update process for STORES 2.01. The process steps are color coded to indicate if development is required and if functional requirements for the development effort are included in this document or will be included in a separate Functional Specification.

Figure 2: Stock Number Process Steps with Anticipated Development

The orange and red process steps are described in this section of the Functional Specification.

3.1 Assign Stock Number to Item of Supply in E-Series Spreadsheets

The first step in creating a new stock number is to reserve and assign it to an item of supply. This is currently done using the E-Series spreadsheets. LSNs are associated with a specific E-Series # based on its intended use or sale of the item. The following list identifies currently supported E- Series numbers used in STORES.

• E01: Emergency Requests (and roll–up billing costs, prompt pay codes, etc.)

• E02: DDDE Germersheim (Germany assigns/maintains numbers)

• E05: USDA School Lunch Program Items

1 It is anticipated that most external processes currently used to create the stock number in EBS and transmit the stock number information to STORES will remain in place for the initial launch of STORES 2.0. However, these processes and interfaces will be examined in more detail and documented as part of the requirements gathering process as they may be impacted by future enhancements.

• E08: Prime Vendor Non-Food (FSOS) Items

• E09, E19, E29, E39 E40: Prime Vendor Food Items

• E10: Operational Rations UGRA

• E11, E22: Market Ready- CONUS

• E12: Market Ready- OCONUS

• E13: National Contracts

• E21: Produce: CONUS

• E31: Produce: OCONUS

• E36: Navy 7730 Items

• E59, E60, E61 and E62: NAPA/MPA Brand Name Items

• E86: BDFA Primary Items

• E90: BPAs

• E92: AAFES items (special project)

• E95: Special for Army CONOPS

The E-Series spreadsheets are maintained by the DLA Subsistence Tech Quality (TQ) team. The primary purpose of the spreadsheets is to obtain the last four (4) digits for an LSN, which also creates a unique NIIN. The spreadsheets also capture additional information for the LSN obtained from a Food Technologist based on the specification and label provided by the vendor in the item request2. This information will be used by the TQ team to complete the stock number record in the master stock number catalog.

Requirements

The following requirement(s) are considered in scope for the initial MVP launch of STORES 2.0.

Requirement # Requirement (The application shall…) Notes/Elaboration Support the current STORES LSN format and process for assigning LSNs.

The intent of this requirement is to communicate that STORES 2.0 will support the current-state format for NSNs and process for creating LSNs.

2 All requests to add a new item to a STORES catalog must be initiated by the customer through the Item Request process. The customer and vendor work together to provide all the item information and documentation needed for the request to be approved. See the Vendor Item Catalog BRD for more information.

It is not anticipated that changes will be needed to this process for the initial launch of STORES 2.0. FedMall Implementation team will work with required parties to confirm this assumption.

Deferred Requirements

The following Business Process Reengineering (BPR) opportunity was identified by the DLA Troop Support Subsistence team during requirements discovery. Although it is currently considered out of scope for the initial standup of STORES 2.0, it will be included in the requirements elaboration process to estimate the level of effort involved with its implementation.

Requirement W Requirement (The applications shall…) Notes/Elaboration Incorporate E-Series Spreadsheet into

STORES 2.0

• The FSC needs to be defined as the first 4 position numbers (determined by DoD/FLIS depending on product).

• The 01 is a country code Identifying US E Series Number (or SUBS ID) based on type of item (Prime Vendor, Market Fresh, etc.).

• TQ needs ability to add/edit/delete LSN Subs ID (series) 3 position alphanumeric ID which represents positions 7-9 of the stock number, enter/edit a description for each Subs ID.

Must prevent deletion of subs id if subs id included in ANY master stock numbers).

• TQ needs a 4-position numeric serial number counter 0000-9999.

Required changes to the current state processes identified in sections 3.2-3.4 are not currently known and therefore are not documented in this specification.

The STORES 2.0 Implementation team is working with SMEs from DAAS, DLA Subsistence, FedMall PMO, and STORES PMO to identify any process or technical changes required for STORES 2.0. The findings are being captured and the outcomes will be reflected in an External Interfaces Functional Specification.

3.2 Enter Stock Number in Enterprise Business System (EBS)

A stock number must be recorded in EBS before creating the stock number record in STORES.

EBS is the system of record for STORES financial transactions. When recording the stock number in EBS, Tech Quality will link it to an EBS Material Number and a Unit of Issue.

The following is an example of an EBS IDOC record created after TQ finishes entering the stock number record in EBS:

Figure 3: Stock Number IDOC in EBS

Requirements for this process step are not included in this document. The STORES 2.0 Implementation team is working with SMEs from DAAS, DLA Subsistence, FedMall PMO, and STORES PMO to identify any process or technical changes required for STORES 2.0. The findings are being captured and the outcomes will be reflected in an External Interfaces Functional Specification.

3.3 Pass Stock Number Data from EBS to STORES 2.0

Only subsistence material updates are sent to STORES from EBS. The following logic housed in EBS is used to determine if an IDOC update is considered subsistence material and therefore sent to STORES.

• If Material Type = “DLA1” or “SUBS” AND ICC is populated.

• If Material Type = “DLA1” or “SUBS” AND Profit Center value is in the 502000-

5022999 range.

Any IDOCS not meeting these conditions will not be sent to STORES. More detailed information on the EBS routing logic for STORES updates can be accessed in the following supplement to this Functional Specification:

• FS_TQ-INT-0316_SAP.docx

The following diagram shows the current state process for the creation and routing stock number files in EBS.

EBS currently sends a confirmation email to the TQ team every hour (at 15 past the hour) detailing the stock numbers that were sent to STORES in the last hourly batch. This allows TQ to verify that stock number entries completed in EBS were successfully processed and sent to

STORES.

The following is an example of stock number records provided in the email to the Tech Quality team:

The DLA Tech Quality team is provided with read and write access to the SAP batch job and tracking tables in order to troubleshoot any potential errors during job execution, and to edit the job variants.

3.4 Ingest Stock Numbers into STORES 2.0

STORES 2.0 must be able to ingest the Master Stock Number Catalog files sent from EBS via

DAAS.

891001E627698MILK ALT, SS, OAT (NON-DAIRY), SWT,

0000100CO 000000C77 N

895001E627699CARDAMOM, GRD,

0000100CO 000000C77 N

895001E401516SPICE BLD, CHIPOTLE CHILE PEPPER, GRD,

0000100CO 000000C77 N

891001E128557CHEESE, PROV, NAT, SL, FZN,

0000100LB 000000C77 N

The specification for the current state interface between EBS and STORES is defined in the following Interface Control Document (ICD):

• TQ-INT-0316: Send Catalog Data from SAP to STORES

Requirements

Requirement # Requirement (The application shall…) Notes/Elaboration Provide an interface for importing Master Stock

Number Catalog file from EBS with updated LSN information, including the eMaterial #, and UoI.

3.5 Create Master Stock Number Record

When a new master stock number is received and ingested into STORES 2.0, the system must automatically create a new master stock number record and set the status to “Being Built”3. This preliminary record in the master stock number catalog will be populated with the following fields (references are to current STORES database):

Column Name DATA Type Size Description

STATUS_EFF_DATE* DATE 7 Date the status became effective (should reflect date the stock number was created in the STORES 2.0 database).

STATUS_ID* NUMBER 1,0 Numeric identifier of the stock number status. This value will be 1 (“Being Built”) for initial creation.

STOCK_NUMBER CHAR 13 The thirteen-digit stock number passed from EBS.

UNIT_OF_ISSUE CHAR 2

The units in which the item is requisitioned from and billed by DLA.

EBS_MATERIAL_MASTER VARCHAR2 9

Nine-character EBS Unique Identifier for a stock number item which is considered equivalent to stock number in STORES.

* Not included in file from EBS. Field populated based on the database insertion process.

3 All stock number records in STORES must originate in EBS and then be sent to STORES. Tech Quality cannot create a new Stock Number record directly in STORES. All stock number records are created during ingestion and processing of the stock number catalog update file from EBS.

The requirements and development tasks for this interface are being documented in:

• STORES 2.0 External Interfaces Specification

Functional Requirements

Requirement # Subsistence Requirement (the application shall…) Functional Requirements Automatically create a preliminary stock number record in STORES 2.0 when a new stock number (LSN or NSN) is received from EBS.

Set the status of the stock number record to “Being Built”. (This prevents the stock number from being added to a catalog until after TQ has completed the record and set the Status to “Active”.)

Implementation and verification of this requirement is dependent on the completion of the interface receiving master stock number records from EBS. The requirements and development tasks for that work is being documented in:

• STORES 2.0 External Interfaces Specification.

3.6 Finalize Master Stock Number Record

Once the preliminary stock number record is created in STORES, a member of the TQ team will update the stock number record with all required information needed to add it to a Vendor Item Catalog, including setting the status to Active. The functional requirements for the user interface needed by TQ to complete the stock number record is documented under Master Stock Number Maintenance.

The fields available to populate a Master Stock Number record are documented in the following companion spreadsheet to this Functional Specification:

• MasterStockNumberRecord.xlsx

Requirement

Requirement (The application shall...) Functional Requirements

Provide interface for TQ to populate Stock Number with all required fields (depends on level of standardization).

4.0 MASTER STOCK NUMBER MAINTENANCE

4.1 Functional Overview

Master stock number records simplify the process of adding items to a catalog by allowing vendors to populate new records with information from the master stock number record. Master stock numbers also ensure that the same item is defined consistently across STORES catalogs.

The system must provide a user interface for privileged users to maintain master stock numbers.

Users with the Tech Quality role can perform all functions needed to maintain basic stock number information, which also consists of entering and maintaining additional crucial information related to stock numbers. This includes providing the ability to designate stock numbers as belonging to relevant stock number groups and maintaining pertinent information for each group. The following is an example of the Master Stock Number Maintenance page as it currently exists in STORES:

Figure 4: STORES Master Stock Number Maintenance Page

4.2 Access Control

Only approved DLA Subsistence team members belonging to the Tech Quality Cataloging team shall be provided with full access needed to update (edit) Master Stock Number records. Other STORES Subsistence users (Admins) as well as vendors with the Catalog role should be able to view but not edit this data. The one exception is DLA Subsistence users working with NAPA and MPA items. They will need to be able to associate manufacturer information with NAPA and MPA LSNs. This access is currently provided through the Data Maintenance – NAPA – MPA role in STORES.

The level of access needed by Tech Quality Admins to manage stock number records is currently provided through the Maintain Master Catalog permission, which is only granted to users with the Data Maintenance - Tech Quality role.

The requirements for controlling access to Master Stock Number Maintenance are being documented as part of the Access Management Functional Specification.

4.3 Master Stock Number Search

Subsistence users need to be able to conduct basic searches for a specific stock number or advanced searches that target stock number records matching a defined set of attributes.

Figure 5: Basic Search for Specific Stock Number

Figure 6: Basic Search Combining Filter & Sort By Option

Figure 7: Query Builder (Advanced Search)

Requirement # Requirement (The application shall…) Notes/Elaboration

Provide Basic Search features that allow the user to target the search to a specific stock number.

This is the default option in STORES.

Helpful when the user knows the stock number they are looking for. An example is when Tech Quality is using the application to finalize new stock numbers.

Provide Basic Search Filters that allow a user to display all stock numbers of a particular type (for example, only LSNs or only market fresh items).

Currently supported search filters are documented in:

• MasterStockNumberSearch.xlsx.

o Search Filters (worksheet)

• Allow a filter to be selected before executing the search.

• Only display items matching the selected search filter.

• When using Search Filters, allow the results to be limited to stock numbers matching a selected status:

• Being Built

• Active

• Flagged/Phasing Out

• Discontinued

• Retired

For Basic Searches, allow users to select an item attribute by which to sort the search results. Sort search results numerically (0-9) and then alphabetically (A-Z) based on selected Sort by Option.

For example, if selected Sort By option is Extended Item Name, then a stock number with an extended item name of “1/2 SHT CAKE CHOCO” would appear before a stock number with extended item name of “4 IN. SEEDED HAMBURGER BUNS 30 PK” and before a stock number with extended item name of

“ALMOND PASTE”.

• Allow Sort By options to be combined with selected Filter unless searching for a specific stock number.

• Allow Sort by Options to be selected before executing a search or after.

Currently supported sort by options are documented in:

• MasterStockNumberSearch.xlsx.

o Sort Options (worksheet)

The search query in this example will return all Active LSNs with a standardization level of High that were set to Active status before October 30, 2023.

Provide Advanced Search features that allow the user to target the search more narrowly to stock numbers matching a set of defined attributes and values (search clauses).

For example, users can set up search clauses to limit the result set to only LSNs set to be retired before 12/31/2023.

This is the Query Builder functionality in

STORES.

• Allow one or more search clauses (attribute, operator, and value) to be defined before executing a search query (advanced search).

• Allow users to narrow the search result set by applying additional search clauses.

• Allow up to fifteen search clauses to be used in Advanced Search.

Allow Advanced Search queries to be saved for re-use.

Users need the ability to save advanced search criteria (clauses, operators, values) so that frequently used queries do not have to be re-entered every session.

Currently supported search clauses, filters, and sort options are documented in the following companion document to Functional Spec:

• MasterStockNumberSearch.xlsx

4.4 Viewing Master Stock Number Records

STORES provides two modes of viewing stock number records and associated information after conducting a stock number search:

Single Record/Full Details:

The first mode is the default view of stock numbers and allows access to all data associated with the record. It is used by Tech Quality when updating a stock number record. This mode also displays an “at a glance” summary view of the data associated with the current record (helpful when cycling through a group of records).

Figure 4: STORES Master Stock Number Maintenance Page provides an example of this view.

Multiple Records/Summary Details

This mode (labeled Abbreviated table view in STORES) allows users to view a subset (summary) of stock number information for multiple stock number results. This tabular view is helpful for item comparisons and cycling through large groups of records to find a particular attribute or detail.

Figure 8: Abbreviated Table View provides an example of this view.

Figure 8: Abbreviated Table View

Requirement # Requirement (The application shall) Notes/Elaboration

Allow users to view all data associated with a selected stock number record (single record/full details).

• Apply this view by default, to basic searches

• Display summary information for the currently selected stock number. This information is documented in the Master Stock Number Record spreadsheet (Stock Number Details (Summary) tab).

• Allow users to cycle through records when multiple records are returned in the search results.

Allow TQ Admins to update information associated with a stock number record (see MasterStockNumberRecord.xlsx for editable fields and conditions).

Current state role and permission granting this access is documented in Access Control.

Provide users with the option to display search results in a table grid showing summary information for all stock numbers.

See MasterStockNumberSearch.xlsx (Table View Data worksheet).

• Allow users to sort records by column heading.

• Allow users to filter records based on a particular attribute.

See MasterStockNumberSearch.xlsx (Search Filters worksheet).

• Allow users to view all data associated with a record in the list.

• Allow users to navigate through pages of records when multiple records are returned in the search.

Allow records in abbreviated table view to be exported to Excel.

When exporting records to Excel, include all fields associated with the stock number record, not just the summary data viewable on the page.

Currently supported search clauses and filters are documented in the following companion document to Functional Spec:

• MasterStockNumberSearch.xlsx

4.5 Master Stock Number Comments

Tech Quality users can use the Master Stock Number Comments Log in STORES to note information related to the management and maintenance of Master Stock Number details within STORES. This same functionality will be needed in STORES 2.0.

Figure 9: Comments Log in STORES (View Only Access)

Comments are important for capturing and communicating information important to the maintenance and lifecycle of the stock number. This includes identifying items that are in accordance with (IAW) or not IAW Service requirements, or items with a waiver from these requirements. Comments are also added automatically by the system when certain updates are made to the record, including status changes.

Requirement # Subsistence Requirement (The application shall…) Notes/Elaboration Allow users with the Catalog Vendor or Tech Quality role to view comments associated with the current stock number in MSNM (as permitted by their role).

Note: Tech Quality, Subsistence users, and Vendors should be allowed to view all system-generated comments for the item. Comments added by Tech Quality can only be viewed if allowed by the author.

Display the following information for each comment:

• Comment text (body)

• Viewable by (shown to TQ

Admins only)

• Date/Time of Comment

• User (who entered the comment)

Allow Tech Quality to add a comment to a stock number record.

Require TQ Admin to select who the comment should be viewable by:

• TQ/Sub/Vend

• TQ/Subsistence

• Tech Quality

• Hidden (Viewable in

MSNM by TQ but not included in reports)

Allow Tech Quality users to edit information associated with a comment they authored.

Editable information:

• Comment text (body)

• Viewable By

Allow Tech Quality to delete a comment they authored. Deleted comments are no longer viewable for the item in MSNM.

However, the system should retain a history of all comments including those that are deleted in case they are needed for admin or management reporting purposes.

Automatically generate a comment based on specific events or updates to the stock number record, as described in MasterStockNumberComments.xlsx.

Users should be able to differentiate between system-generated comments and comments entered by

TQ.

Allow TQ, Subsistence users, and Vendors to export comments in Excel format.

TQ will look at usage to determine application for STORES2

4.6 Master Stock Number Standardization

Certain fields within a Master Stock Number Record are considered standardized if they match the manufacturer specifications and packaging labels for the item. This information is provided by the manufacturer when a new item is requested in STORES. The Tech Quality team completes these fields in MSNM based on the packaging information received from the manufacturer.

Standardization Levels

High Level (Outer Packaging) Low-Level (Inner Packaging)

High level standardization is preferred. This includes all the packaging fields (including UoM) and ensures the item provides as much information as possible.

Reserved for NAPA/MLL items. Stock # is linked to one Vendor SKU (UPP, UoM, PRF all left blank).

Manually set by TQ.

The following table identifies standardized fields in a master stock number record and whether they are required for High-Level or Low-Level Standardization.

Field Label DB Column Name Required Fields (High-Level)

Required Fields (Low Level)

Item Name DSCP_ITEMNAME Yes Yes

Item Description DSCP_DESCRIPTION Yes Yes

Units per Purchase Pack

(UPP)

UNITS_PER_PURCHASE_PACK Yes No

Package Size PACKAGE_SIZE Yes Yes

Package Unit of Measure PACKAGE_UOM Yes Yes

Package Code PACKAGING_CODE Yes Yes

Vendor Unit of Measure UNIT_OF_MEASURE Yes No

Purchase Ratio Factor (PRF) RATIO_DENOMINATOR

RATIO_NUMERATOR

PRF_STANDARDS

Yes No

Standardized fields are currently managed under the Packaging tab in MSNM. For more information, see Packaging.

A more detailed description of each standardized field can be found in the following companion document to this Functional Specification:

• MasterStockNumberRecord.xlsx.

4.7 Master Stock Number Record Statuses

The status-related fields associated with a stock number record are used to manage and communicate information about the lifecycle of a stock number. Stock number status is important as it tells all users involved in the process where the stock number is in the process.

All changes to the status of a stock number record must be set manually by TQ, except for the change from discontinued to retired.

Status Description Being built • LSN is in the process of being created, standardized, etc.

• Not allowed to be added to a catalog yet.

• TQ changes status from being built to active once all required info is added.

Active LSN is ready for use: standardized Ready for use on a catalog.

Flagged/Phasing out

LSN is on an active catalog but is eventually going to disappear and not be used.

LSN can be added to a catalog.

Discontinued Stock number is not allowed to be added to catalogs but may still be present on existing catalogs.

Retired • LSN is obsolete and not on any current catalog

• LSN cannot be added to any future catalogs

• IF an LSN is in the “discontinued” status, and falls off current catalog, the system will automatically move the LSN from “discontinued” to “Retired” status

• System automatically runs this report and preforms every two weeks

Status is most often changed when there is a manufacturer change to the product (NAPA items), such as packaging sizes or SKU. Tech Quality can specify a date when they would like status to become effective.

Requirements for stock number statuses are documented in Status.

4.8 Stock Number Data and Usage

A Master Stock Number record can be comprised of a large and diverse set of data. This data is organized into eight groups (or tabs) as currently implemented in STORES.

There are three types of fields associated with a Master Stock Number record:

• Optional: The data may or may not apply to the item record.

• Mandatory: The data always applies to the item record and must be defined.

• Standardized: If a standardized field is used, the data in the field must be matched by the LSN when a vendor submits a catalog update.

The data associated with a stock number record is currently captured in several ways depending on the item type, catalog associations, and other usages. This includes direct updates to the record by Tech Quality, system applied values based on input by Tech Quality, and auto-populated data received from data imports, such as UoI and EBS Material Number from EBS, EBS, and NAPA MPA information received in monthly imports).

Packaging Data

The packaging information associated with a stock number is necessary for customers to determine needed amounts or quantities, pricing, and other details (important for customer recipes). These fields are required for standardized items and should not change once set by TQ.

For more information on the fields associated with standardized items. see Item Standardization.

Req # Functional Requirements (The application shall…) Notes/Elaboration Display packaging related fields as defined in

MasterStockNumberRecord.xlsx.

Automatically populate fields according to the conditions defined in MasterStockNumberRecord.xlsx

• Unit of Issue

• Evaluation Unit of Measure unit of measure for each master stock number.

Allow TQ Admin to add/edit packaging data as defined in MasterStockNumberRecord.xlsx.

Automatically concatenate the extended item name and extended item description into the 80-character Standardized Description.

Removes the need for TQ to manually enter Standardized Description.

Detect when the concatenated extended item name and extended item description result in a truncated 80-character Standardized Item Description.

• Provide indicator if Standardized Item Description is truncated (result of combining item name and extended item description).

Each packaging-related field is documented in detail in the following companion spreadsheet:

• STORES2-MasterStockNumberRecord.xlsx.

o Refer to Packaging (tab) worksheet.

Design Considerations

• Confirm if the denominator used to calculate the PRF (RATIO_DENOMINATOR) is always “1”.

If it is, determine if it should be removed from UI (or set to 1 by default).

• Determine the feasibility of allowing decimals (non-integers) to be used in calculating the PRF. For example, an item weight might be 2.5 LBS (not 2 LBS and not 3 LBS).

• Utilization of commercial PRFs/UOI/UOM/Package Codes. (SPV Enhancement request)

• Provide users with access to glossary of terms and abbreviations. New function to display and explain abbreviations or some type of glossary.

• Provide customers with read-only access to Master Stock Number screen?

Should vendors/customers also have access to this screen or just the underlying reports generated from the master stock number screen?

• Provide predictive text fields that will suggest abbreviations when typing in description.

Status Data

The Status data for a stock number record is important as it communicates to everyone involved where the stock number is in the process. This is also where TQ can identify and add a replacement stock number for the LSN. Replacement stock numbers are used to replace the current stock number when it is retired.

Req # Subsistence Requirement (The application shall…) Notes/Elaboration

Support the application of Statuses to a master stock number record:

• Being Built

• Active

• Flagged-Phasing Out

• Discontinued

• Retired

See Stock Number Statuses for more information on these statuses and their usage.

Only Allow Master Stock Numbers with Appropriate Status(es) to be published in a Vendor Item Catalog. Prevent master stock numbers with a status of Being Built, Discontinued, or Retired from being added to vendor item catalogs.

Verify that “Active” Stock Numbers contain all required information and standardizations. Only allow standardized, fully defined stock numbers to be moved into an Active status.

Allow stock number status changes to be scheduled. Allow users to set a future pending date and associated pending status for a stock number.

Automatically change a stock number to active when the active date is reached. System should automatically move the pending status to the active status when the pending date is reached.

Detect when a stock number record with a status of “Discontinued” no longer exists on a production catalog and automatically changed the status to “Retired”.

Allow Tech Quality to associate a replacement LSN for the item. Used in cases where a stock number is being phased out.

See Design Considerations below for enhancement opportunities.

This association is currently for reference/informational purposes only. If replacement LSN is not currently on a vendor’s catalog, they will need to add it through the item request process and then remove the discontinued LSN from existing catalog(s) through the catalog update process (more information will be provided in the Vendor Item Catalog (VIC) Functional Specification.

Each packaging-related field is documented in detail in the following companion spreadsheet:

• STORES2-MasterStockNumberRecord.xlsx.

o Refer to Status (tab) worksheet.

Design Considerations

• Determine if STORES 2.0 can automatically recognize, remove from catalog, and send out an email when stock numbers are discontinued/phased out/retired.

o Requirement/enhancement wording captured from SPV: Streamlined process to replace items that are being phased out from our supply chain for an item that has the same pack/price and function.

Weight Data

The item weight information associated with a stock number record is important to ensure customers receive the right amount of product when ordering variable weight items. Catch weight settings are used for items sold by the pound (LB) but may vary in weight from package to package (for example, case weights may not be exactly the same). TQ team defines the limits and the system sets a range based on those limits. Vendors must then comply with the defined range.

Requirement # Requirement (The application shall…) Notes/Elaboration Capture item weight information. TQ needs to be able to specify the item weight data and ranges for a stock number.

So that pricing can be accurately calculated for items with slight variations in their weight.

Capture catch weight data and ranges for an item. TQ needs to be able to mark catch weight items and set the upper and lower ranges for the catch weight unit and multiplier.

So that pricing can be accurately calculated for items with slight variations in their weight.

Each weight-related field is documented in detail in the following companion spreadsheet:

o Refer to Weight (tab) worksheet.

Subcat/Service Core Data

The Subcat/Svc Core tab is used to associate the LSN to the appropriate subcatalog type(s) and core catalog projects. The functional requirements and associated details for Sub Catalogs and Service Core information associated with a Master Stock Number record will be documented in the following STORES 2.0 Functional Specifications:

• Core Catalog Will cover Service Core Items including project definition and associations and resulting application in MSNM.

• Manufacturer Maintenance Will cover association of manufacturer information to NAPA/MPA Items.

• NAPA Functional Specification Will cover NAPA specific requirements and implementation details.

• MPA Functional Specification Will cover NAPA specific requirements and implementation details.

While the requirements for the underlying functions provided under the Subcatalog/Serv Core tab will be documented elsewhere, the requirements needed for the layout and design of the UI elements (including fields) are documented in the following companion spreadsheet:

• STORES2-MasterStockNumberRecord.xlsx.

o Refer to Subcatalog/Serv Core (tab) worksheet.

DLA Subsistence users involved with managing NAPA-MPA items will need access to the Associate Manufacturer screen (see Access Control).

Other Data

The Other tab contains miscellaneous fields that may or may not apply depending on the stock number or type of item.