CARMAC User Guide 6-12-08.pdf

U.S. Department of Homeland Security U.S. Customs and Border Protection

Office of CBP Air and Marine

Computerized Aircraft Reporting and Material Control

(CARMAC) System User Guide

(For Official Use Only)

Revised December 5, 2007

CARMAC SYSTEM USER GUIDE

COMPUTERIZED AIRCRAFT REPORTING

AND MATERIEL CONTROL (CARMAC) SYSTEM

INTRODUCTION

I. DEFINITION

The Computerized Aircraft Reporting and Materiel Control (CARMAC) System is a multi-faceted equipment/aircraft and materiel tracking system designed to fulfill the automation of supply and maintenance support of the U.S. Customs Service Air Program, and responds instantaneously to all transactions as they occur.

II. PURPOSE OF GUIDE

This guide provides information and instructions necessary to accomplish all CARMAC functions.

III. APPLICABILITY

This guide is applicable to authorized users of the CARMAC System. Authorized users are defined as personnel whose duties require knowledge and use of the system.

IV. FORMAT

The format used is a quick, easily accessible reference. Illustrations of screens are provided to aid the user.

V. PREPARATION AND DISTRIBUTION

The contents and distribution of this guide are the responsibility of the Administrating Contractor.

VI. INDEXING

The guide has a MASTER TABLE OF CONTENT and is divided into sections with a section table of content for easy access.

VII. USE OF GUIDE

This guide is to be used by authorized CARMAC System users. Suggested changes to the guide should be forwarded to the Administrating Contractor's Logistics Manager as they are determined. This guide will be updated as required.

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AND MATERIEL CONTROL (CARMAC) SYSTEM

CARMAC SYSTEM USER GUIDE

COMPUTERIZED AIRCRAFT REPORTING

AND MATERIEL CONTROL (CARMAC) SYSTEM

GENERAL

A. The materiel portion of the CARMAC System provides comprehensive inventory control.

Information available includes stock location, condition of item, inventory type, average unit price and replacement cost. In addition, complete part number history is tracked and serial number tracking can be invoked on any part number. Procurement tracking provides detailed information on requisitions including the vendor, cost and object class/line item.

B. The equipment/aircraft portion of the CARMAC System tracks status hours, flight hours, landing, cycles, maintenance man-hours, work orders and consumption data. It provides an accurate and simple method of keeping up with inspections, service bulletins, air worthiness directives and time compliance components. Long range projections are also provided to assist maintenance personnel in scheduling equipment/aircraft operations.

C. The system is protected by sign-on and password procedures which are designed to maintain data integrity and to eliminate the possibility of unauthorized access. Security levels established in this system allow the CARMAC System to control which transactions and functions of a transaction a user may access.

D. All transactions which commit funds, interface with the appropriate budget systems.

This includes entries of fuel costs, transportation cost, requisitions and requisition certifications.

E. In addition to the on-line features, printed reports are available to aid maintenance and supply personnel in their effort to keep the U.S. Customs fleet in an operational ready status.

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AND MATERIEL CONTROL (CARMAC) SYSTEM

CARMAC SYSTEM USER GUIDE

COMPUTERIZED AIRCRAFT REPORTING

AND MATERIEL CONTROL (CARMAC) SYSTEM

MASTER TABLE OF CONTENTS

Introduction ................................................................................................................ ii General ....................................................................................................................... iii Master Table of Contents ........................................................................................... iv

1. SIGN-ON/SIGN-OFF PROCEDURES ..............................................................1-1

1.1. GENERAL ................................................................................................................................ 1-1

1.2. SIGN-ON PROCEDURES (from the IT Production Menu)..................................................... 1-1

1.3. SIGN-OFF PROCEDURES (from CARMAC) ........................................................................ 1-1

2. MATERIEL CONTROL OPTIONS...................................................................... 2-2

2.1. GENERAL ............................................................................................................................... 2-2

2.2. JA - SUPPLY ACTIVITY MENU........................................................................................... 2-3

2.3. JB - PART SERIAL NUMBER MAINTENANCE................................................................. 2-5

2.4. JC - PART NUMBER MAINTENANCE................................................................................ 2-8

2.5. JD - FY REQUISITION ADJUSTMENT ............................................................................. 2-12

2.6. JE - REQUISITION MAINTENANCE................................................................................. 2-15

2.7. JG - DIFM RECORD MAINTENANCE............................................................................... 2-21

2.8. JH - REQUISITION INQUIRY............................................................................................. 2-23

2.9. JI - SITE FROM SITE RECEIPT .......................................................................................... 2-26

2.10. JJ - PART SERIAL NUMBER INQUIRY ............................................................................ 2-29

2.11. JK - STOCK RECEIPT/ISSUE.............................................................................................. 2-31

2.12. JM - STOCK ISSUE .............................................................................................................. 2-34

2.13. JN - SITE-TO-SITE ISSUE ................................................................................................... 2-37

2.14. JO - REQUISITION ADJUSTMENT/CERTIFICATION .................................................... 2-40

2.15. JP - TRANSACTION HISTORY .......................................................................................... 2-44

2.16. JQ - PART INQUIRY............................................................................................................ 2-46

2.17. JR - BULK FUEL RECEIPT ................................................................................................. 2-48

2.18. JS - BULK FUEL CERTIFICATION.................................................................................... 2-51

2.19. JU - TURN-IN........................................................................................................................ 2-53

2.20. JV - INVENTORY ADJUSTMENT...................................................................................... 2-56

2.21. JW - STOCK RECORD CHANGE ....................................................................................... 2-59

2.22. JX - VENDOR INQUIRY ..................................................................................................... 2-63

2.23. JY - CERTIFICATION.......................................................................................................... 2-65

2.24. JZ - IN-HOUSE REPAIR ...................................................................................................... 2-69

2.25. J1 - ADJUSTED REQUISITION INQUIRY......................................................................... 2-71

2.26. J2 - STOCK TRANSFER ...................................................................................................... 2-73

2.27. J4 - SHIPMENTS - NO RETURNS ...................................................................................... 2-76

2.28. J5 - CERTIFICATION INCREASE OR DECREASE .......................................................... 2-79

2.29. J6 - FORFEITED/DONATED PROPERTY.......................................................................... 2-81

2.30. J7 - INVENTORY SUMMARY............................................................................................ 2-83

2.31. J8 - TRANSFERRED PROPERTY ....................................................................................... 2-85

2.32. J9 - TRANSPORTATION INPUT ........................................................................................ 2-87 iv

AND MATERIEL CONTROL (CARMAC) SYSTEM

2.33. FUEL - FUEL CERTIFICATION ......................................................................................... 2-90

3. AIRCRAFT REPORTING OPTIONS ................................................................. 3-2

3.1. GENERAL ............................................................................................................................... 3-2

3.2. MA - MAINTENANCE ACTIVITY MENU .......................................................................... 3-3

3.3. MD - DIVISION MONTHLY CONTROL RECORD ............................................................ 3-5

3.4. ME - COMPONENT MAINTENANCE ................................................................................. 3-7

3.5. MG - STATUS UPDATE ...................................................................................................... 3-11

3.6. MH - EQUIPMENT MAINTENANCE................................................................................. 3-14

3.7. MI - EQUIPMENT ITEM INVENTORY.............................................................................. 3-18

3.8. JJ - PART SERIAL NUMBER INQUIRY ............................................................................ 3-20

3.9. MK - WORK ORDER MAINTENANCE ............................................................................. 3-22

3.10. ML - COMPONENT REMOVAL......................................................................................... 3-26

3.11. MM - COMPONENT INSTALLATION/REMOVAL.......................................................... 3-28

3.12. MN - SERVICES ENTRY..................................................................................................... 3-32

3.13. MO - COMPONENT UTILIZATION................................................................................... 3-35

3.14. MQ - AIRCRAFT INSPECTIONS........................................................................................ 3-37

3.15. MX - EQUIPMENT UTILIZATION..................................................................................... 3-40

3.16. MY - CONSUMPTION INQUIRY ....................................................................................... 3-45

3.17. MZ - UTILIZATION INQUIRY ........................................................................................... 3-47

3.18. M1 - MAINTENANCE INQUIRY........................................................................................ 3-49

3.19. M2 - AIRCRAFT SYSTEMS INQUIRY .............................................................................. 3-51

3.20. M4 - EXCEPTION TIME UPDATE ..................................................................................... 3-53

3.21. M5 - REGULAR TIME UPDATE......................................................................................... 3-55

3.22. TT - CONFIGURATION CONVERSION ............................................................................ 3-57

4. USE CODE MAINTENANCE OPTIONS............................................................. 4-2

4.1. GENERAL ................................................................................................................................ 4-2

4.2. UA - USE CODE MAINTENANCE MENU ........................................................................... 4-3

4.3. UB - VESSEL USE CODE....................................................................................................... 4-5

4.4. UC - AIRCRAFT USE CODE.................................................................................................. 4-7

4.5. UD - CONFIGURATION MAINTENANCE........................................................................... 4-9

4.6. UE - CONFIGURATION BROWSE...................................................................................... 4-13

4.7. UN - SENSORS USE CODE.................................................................................................. 4-15

4.8. UO - OTHER USE CODE...................................................................................................... 4-17

4.9. US - SHOP USE CODE.......................................................................................................... 4-19

4.10. UV - VEHICLE USE CODE .................................................................................................. 4-21

5. REPORTS................................................................................................................. 5-2

5.1. GENERAL ................................................................................................................................. 5-2

5.2. AVAILABLE REPORTS .......................................................................................................... 5-2

APPENDIX A - - Report Management and Distribution System (RMDS) APPENDIX B - - Report Samples v

AND MATERIEL CONTROL (CARMAC) SYSTEM

TABLE OF CONTENTS

1. SIGN-ON/SIGN-OFF PROCEDURES ................................................................................ 1-1

1.1. GENERAL ...................................................................................................................................................... 1-1

1.2. SIGN-ON PROCEDURES (FROM THE ITS PRODUCTION MENU) ................................................................... 1-1

1.3. SIGN-OFF PROCEDURES (FROM CARMAC).............................................................................................. 1-1

1.4. SIGN ON ERRORS………………………………… ……………………………………………………….1-

1.5. PART CATEGORIES................................................................................................................................... 1-22

1.6. WORK ORDER CATEGORIES……………………………………………………………………………..1-

AND MATERIEL CONTROL (CARMAC) SYSTEM

1. SIGN-ON/SIGN-OFF PROCEDURES

1.1. GENERAL

The terminal must be in CICS to access the CARMAC System. The system is secured by sign-on names (user ID) and passwords. Initial sign-on will be assigned by the Administrating Contractor. The password will be chosen and assigned by the user.

1.2. SIGN-ON PROCEDURES (from the ITS Production Menu)

1. Type the letter E and press the ENTER key and the the CICS-VS logo will appear.

2. Press the CLEAR key and type ESSN and then press ENTER. (The logon screen will appear.)

3. Type in your User ID as assigned and press RETURN or TAB.

4. Type in your password and press ENTER. (If the password is a temporary/expired code, proceed to step 5; otherwise continue with step 6.)

5. To change the temporary/expired password assigned, type the new password/new password and press ENTER. Access will be gained to the system and the unique password will be within your control ONLY.

(a) The password will expire in sixty days.

(b) The password is required to be at least five positions but not more than eight positions.

(c) This is your unique password and should not be shared with anyone.

(d) This password will be revoked if the User ID is not used within ninety days. The

Customer Service Center must be contacted to reset the password.

6. Type the appropriate transaction id and press ENTER, to access CARMAC.

1.3. SIGN-OFF PROCEDURES (from CARMAC)

1. Press the CLEAR key.

2. Type ESSF LOGOFF and press ENTER and the ITS Production Menu will appear.

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AND MATERIEL CONTROL (CARMAC) SYSTEM

1.4 SIGN-ON ERRORS

INVALID USERID

If an invalid USERID is input, the following message will appear on the screen:

ERROR: Userid unknown

If you wish to enter the CARMAC system, type in the correct userid.

INCORRECT PASSWORD

If the incorrect password is typed in the following message will appear on the screen:

ERROR: Wrong password entered, type correct password

If you wish to enter the CARMAC system, type in the correct password.

Your password will be revoked after three consecutive failed attempts. Please contact the Customer Service Center for assistance. One of the Customer Service Representatives will reset your password so you can assign a new password. The Customer Service Center will require your mother's maiden name for user id verification.

FORGOT PASSWORD

If you forget your password, call the Customer Service Center for assistance. One of the Customer Service Representatives will reset your password so you can assign a new password.

The Customer Service Center will require your mother's maiden name for user id verification.

1.5 PART CATEGORIES

AIRFRAME: The structural components, including the framework and skin, of such parts as the fuselage, empennage, wings, landing gear, and engine mounts. For CARMAC purposes, this will include airframe and fire control accessories, which are items of equipment required for the operation of the aircraft that cannot be considered as integral parts airframe or engine, such as wheels, brakes, hydraulic equipment, and anti-icing equipment. Other examples of items that pertain to the structure of the aircraft are the fuselage bulkheads and deckplates, tires, windshields and windows, rudders, wings, stabilators, props and rotors, cabin pressurization systems, seats, and fire protection systems.

COCKPIT AVIONICS: Those items that are electronic, electrical, instrument, flight/navigation control, either as independent equipment or as integrated systems.

Specifically, those items that are normal components of the aircraft navigational, routine communications (not secure voice) and flight instrumentation systems, not associated with the special requirements of the U.S. Customs Air Program mission (normally CARMAC Type 1 items only), including electrical wiring, harnesses, connectors, electrical/electronic hardware for the instruments, etc.. This includes the LTN-92 system and components (as part of the navigational system) and all weather radars.

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AND MATERIEL CONTROL (CARMAC) SYSTEM

MISSION AVIONCS: Those items, components, black boxes that have been installed in the aircraft to assist the Customs mission in detection, tracking and interdiction program, such as FLIR, SATTRACK, SATCOM, OTAR, ASARS, law enforcement and special radars, secure communications equipment, VCR’s, SVA Console components, etc.

(normally Type 3 assets).

ENGINES: Those items directly associated with the aircraft powerplant system, excluding the instrumentation, props. And rotors. For some aircraft, this includes several independent sub-assemblies called modules, which by design, can be replaed individually but make up a part of the full engine assembly. For the purposes of CARMAC, this category will include the engine accessories, such as fuel heaters, internal filters, main gearboxes, and any items directly on the engine other than the props and rotors. Those items not directly mounted as part of the engine shall be categorized as airframe components.

MISSION EQUIPMENT: Those items not considered as part of the airframe, engine, cockpit or mission avionics, but are installed in the aircraft for use by the aircrew personnel. These include nightsun, night vision goggles, personal equipment such as helmets, vests, life preservers, gun racks, and survival gear such as life rafts.

SUPPORT: This category is a catch all of the items/part numbers in CARMAC not falling in any of the above categories, to include but not limited to Services such as calibrations, software, publications, on-site computer repairs; Ground Support Equipmetn (i.e. all government furnished property/Type 6 items), cleaning supplies, building supplies, etc.. Normally, these items are all charged to the applicable A1 line item. In some cases, the requisition created for a service must be classified as another category, such as a requisition for a subcontractor to repaint and aircraft or refurbish the interior, which falls into the Refurbishment category.

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AND MATERIEL CONTROL (CARMAC) SYSTEM

1.6 WORK ORDER CATEGORIES

ROUTINE MAINTENANCE (RMM): All parts, materials, and supplies and manhours required during normal maintenance, upkeep, cleaning and inspections of the aircraft or equipment, regardless of where the item is used.

REFURBISHMENT (REF): Those parts and materiels issued and manhours consumed in support of reconditioning, rejuvenation or revitalization of the aircraft, such as repaints and interior refurbishments.

MODIFICATION (MOD): Special rework incorporation changes to or conversion of the aircraft or of specific systems. Includes the maintenance expended and items (parts) consumed in support of modifying the aircraft with additional capabilities not previously on-board the aircraft and the relocation of an existing system on the aircraft while in service.

ACQUISITION (ACQ): This category relates to all maintenance functions, including parts/materieals and manhours, issued/utilized when a purchased/seized/loaned aircraft is initially inducted into the Customs fleet (i.e. aircraft acquisition) in preparation for meeting Customs requirements and FAA standards. This excludes any mission-type equipment installations (i.e.mission avionics which is classified as Modification). This category will also be used when removing aircraft components that will be stored (i.e.

become Type 2 stock) for reinstallation when a loaned aircraft is returned to its owning agency. After the aircraft is classified as Full Mission Capable and is flyable, maintenance expenditures thereafter will fall into the other categories, such as Routine Maintenance.

ACCIDENT REPAIRS (ACC): Pertains to the repair or rework of an aircraft required to return it to an airworthy status resulting from crash damage, accident or incident (ground or in-flight).

500 HOUR INSPECTION (500): This category is used to capture all of the parts, materiel and manhour costs associated with the depot maintenance level/500 hour phase program for the UH-60 aircraft.

NIGHT VISION GOGGLES (NVG)

AVIATION LIFE SUPPORT EQUIPMENT (ALS): This cateogory relates to aviation life support systems, oxygen masks, life vests, rafts, etc..

PLANNED DEPOT MAINTENANCE (PDM): P3 SLDM Program/Greenville.

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AND MATERIEL CONTROL (CARMAC) SYSTEM

CORROSION (COR): Those maintenance actions associated with corrosion control of this aircraft.

MISCELLANEOUS (999): All others.

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AND MATERIEL CONTROL (CARMAC) SYSTEM

SECTION 2. MATERIEL CONTROL OPTIONS

TABLE OF CONTENTS

2. MATERIEL CONTROL OPTIONS

2.1. GENERAL

2.2. JA - SUPPLY ACTIVITY MENU

2.3. JB - PART SERIAL NUMBER MAINTENANCE

2.4. JC - PART NUMBER MAINTENANCE

2.5. JD - FY REQUISITION ADJUSTMENT

2.6. JE - REQUISITION MAINTENANCE

2.7. JF - MATERIEL REQUEST

2.8. JG - DIFM RECORD MAINTENANCE

2.9. JH - REQUISITION INQUIRY

2.10. JI - SITE FROM SITE RECEIPT

2.11. JJ - PART SERIAL NUMBER INQUIRY

2.12. JK - STOCK RECEIPT/ISSUE

2.13. JM - STOCK ISSUE

2.14. JN - SITE-TO-SITE ISSUE

2.15. JO - REQUISITION ADJUSTMENT/CERTIFICATION

2.16. JP - TRANSACTION HISTORY

2.17. JQ - PART INQUIRY

2.18. JR - BULK FUEL RECEIPT

2.19. JS - BULK FUEL CERTIFICATION

2.20. JT – JCN INQUIRY

2.21. JU - TURN-IN

2.22. JV - INVENTORY ADJUSTMENT

2.23. JW - STOCK RECORD CHANGE

2.24. JX - VENDOR INQUIRY

2.25. JY - CERTIFICATION

2.26. JZ - IN-HOUSE REPAIR

2.27. J1 - ADJUSTED REQUISITION INQUIRY

2.28. J2 - STOCK TRANSFER

2.29. J4 - SHIPMENTS - NO RETURNS

2.30. J5 - CERTIFICATION INCREASE OR DECREASE

2.31. J6 - FORFEITED/DONATED PROPERTY

2.32. J7 - INVENTORY SUMMARY

2.33. J8 - TRANSFERRED PROPERTY

2.34. J9 - TRANSPORTATION INPUT

2.35. FUEL - FUEL CERTIFICATION

2.36. MATR - MATERIEL REQUEST BROWSE/UPDATE

2.37. WAR – AIRCRAFT STATUS

2.38. REPT– SITE REPORTS

2.38. REPT– SITE REPORTS

COMPUTERIZED AIRCRAFT REPORTING AND MATERIEL CONTROL

2. MATERIEL CONTROL OPTIONS

2.1. GENERAL

A. When sign-on procedures have been properly completed, the specified CARMAC transaction screen appears.

B. It is important for the user to use the tab key and not the cursor movement keys to advance to fields for data input. The tab key will position the cursor at the exact place in the desired field to begin input. If it is evident to the user that a typographical error has been made, the cursor movement keys may be used to return to the error to type in the correct data.

C. The cursor will stop at all fields where data entry is allowed.

D. The data entered in some fields are edited against tables built in the system to ensure validity, and some fields require an entry. If invalid data is entered, or if required data is not entered, an error message will display to instruct the user of the required action. In certain cases if invalid data is entered, a browse screen will return with valid data for that field.

E. This system design contains a split screen format. The input screen is at the top and the results of the requested input are returned to the bottom screen. You may view the results of one transaction (displayed on the bottom of the screen) while accessing and viewing another option screen. This is done by keying the transaction code in the NEXT TRANSACTION field after keying in the data necessary for the current transaction.

F. The site you are signed on to will automatically display in the location field. In some transactions, if you wish to view data for another site in your division, you may key in the desired site designation over the one displayed.

G. The integrity of data entered is the responsibility of the user.

H. In order to provide an audit trail, every entry made that updates information in the system will record the entry to the appropriate transaction file.

I. Descriptions of the function keys are provided at the bottom of each screen. Throughout this system, the ENTER key completes a transaction, the F7 key browses backward and the F8 key browses forward.

J. If unable to perform a function using the instructions that appear on the screen and in this guide, contact the Administrating Contractor's Logistics Manager.

2.2. JA - SUPPLY ACTIVITY MENU

A. GENERAL

1. The Supply Activity Menu will appear after "JA" is entered on a blank screen or in the Next Transaction Field from another CARMAC transaction.

2. The menu will list all of the transactions available in the CARMAC System related to supply activities.

3. If a customer is not authorized to access the CARMAC System, a message indicating unauthorized access will be sent to the screen instead of the menu screen. Access to the transactions available on this list vary depending on your sign-on.

4. You can bypass the Supply Activity Menu by typing the two letter designation of the option you wish to access from a blank screen.

B. FIELDS

1. Next Transaction--Enter the transaction code you wish to access.

** SUPPLY ACTIVITY MENU ** 39 HLA JUNE

JB-PART SRNO UPDATE JK-RECEIPT/ISSUE JT-JCN INQUIRY J2-STOCK TRANSFER

JC-PART MAINTENANCE JL- JU-STOCK TURN-IN J3-

JD-FY REQN ADJUST JM-STOCK ISSUE JV-INVENTORY ADJUST J4-OTHER SHIPMENTS

JE-REQ MAINTENANCE JN-SITE/SITE ISSUE JW-STOCK REC CHANGE J5-CERTIFY ADJUST

JF-MATERIEL REQUEST JO-REQ ADJ/CERTFY JX-VENDOR INQUIRY J6-FORFEIT/DONATE

JG-DIFM MAINTENANCE JP-TRANS HISTORY JY-CERTIFICATION J7-INVENTORY SUMMRY

JH-REQ INQUIRY JQ-PART INQUIRY JZ-IN-HOUSE REPAIR J8-TRANSFERS IN

JI-SITE/SITE RECPT JR-BULK FUEL RECPT J1-ADJUSTED REQ INQ J9-TRANSPORTATION

JJ-PART SRNO BROWSE JS-BULK FUEL CERTFY NEXT TRANSACTION:__

****** ENTER TRANSACTION CODE, DEPRESS "ENTER" 02/21/2003

1753 CST

2.3. JB - PART SERIAL NUMBER MAINTENANCE

A. GENERAL

1. This option is used to load serial numbers or to change serial numbers. You may add (A), change (C), delete (D), or inquire (I) with this option. Enter the letter designation for the action desired in the Action field. Access to this option is limited to the Program Management Office.

2. The (A) add action is used to initially assign a serial number to a part number. The part can either be located in supply or it can be installed on a piece of equipment.

3. The (C) change action is used to change the serial number already assigned to a part number. If the item is in the GFP System, the serial number will be automatically changed there also.

4. The (I) inquire action is used to determine the location of a specific part/serial number currently in the system.

5. The (D) delete action is used to delete a serial number from the serial number database only. A serial number can be deleted if it has been closed, if it is in supply, or if it is installed on a piece of equipment.

B. FIELDS

1. Part Number--Required entry for all actions. This number must be on the Part Database.

2. FMC--This is a required entry only if the part number entered has more than one FMC.

3. Serial Number--Required entry for all actions. This number is obtained from the manufacturer's identification plate or it is a locally assigned identification number.

4. Remarks--Required entry for the add and change actions. A brief explanation of why this action is being done should be entered here.

5. Bin Location--Required entry for the add action, if the serial number being added is currently in supply. Do not enter the ID number and control number.

6. ID Number--Required entry for the add action, if the serial number being added is currently installed on a piece of equipment. Do not enter the bin location.

7. Control Number--Required entry for the add action, if the serial number being added is currently installed on a piece of equipment. Enter a control number or "NONE".

8. New Serial Number--Required entry for the change action. Enter the correct serial number from the manufacturer's identification plate or from a locally assigned identification number.

9. Document Number--Required entry for the add action, if the serial number being added is in a hold bin location.

ACTION(A,C,D,I): _ ** PART SERIAL NUMBER MAINTENANCE ** 39 HLA JUNE

REQUIRED FIELDS: AOB: ___

PART NUMBER: ____________________ FMC: _____ PART SERIAL NUM: _______________

REMARKS: ________________________________________

ENTER BIN LOCATION OR ID NUMBER AND CONTROL NUMBER FOR ADD:

BIN LOCATION: ____________ DOCUMENT NUMBER: ______________

ID NUMBER: _______ CONTROL NUMBER: ________

SERIAL NUMBER CHANGE:

NEW SERIAL NUMBER: _______________ NEXT TRANSACTION: JB

07/12/1999

1756 CST

2.4. JC - PART NUMBER MAINTENANCE

A. GENERAL

1. This option is used to establish parts records and for part number record maintenance.

You may add (A), change (C), delete (D), or inquire (I) with this option. Enter the letter designation for the action desired in the Action field.

2. A part number can be deleted by the Program Management Office only. If any of the following conditions exist, the part number cannot be deleted: if any requisitions exist; if any stock inventory records exist; if the part number is serial tracked and there are multiple FMC's; if there are open serial numbers; if the part number is the prime to existing substitutes; if there are any components installed on a piece of equipment with that part number.

3. This option may also be used to browse the Part Database. There are four browse options: part number, NIIN, national stock number, or nomenclature. All of the browses are invoked by using the (I) inquire option and then entering any portion of one of the four browse fields. The browse will begin with the item closest to what was entered. The browse can continue forward or backward.

4. To inquire information on a specific part number, use the (I) inquire option and enter a complete valid part number. All the information associated with that part number will be returned to the bottom screen. The last activity date for the part number also will be displayed on the bottom screen. If the FMC is required, the system will indicate this with a message.

5. To change information for an existing part number, use the (C) change option and enter only the data to be changed. The unit of issue can only be changed if there has not been any activity on the part by any site.

6. Only the Program Management Office can change the part number/FMC usable-on codes and serial tracking indicator. Please refer to the field instructions for further information concerning any change to the serial tracking indicator or usable-on codes.

7. Only the Program Management Office can change an existing ATA Code. For substitue parts, the ATA Code is extracted from the Prime Part Number.

8. The prime part number and serial tracking indicator cannot be changed at the same time.

B. FIELDS

1. Part Number--Required entry for all actions. This number should be entered as it appears in the Master Cross Reference List (MCRL) or on the manufacturer's price list.

2. FMC--This is a five-digit number that identifies the part manufacturer and is entered only to identify duplicate part numbers. When a number is not entered, the system will enter zeros in this field. If an entry is made in this field for a new part, it must be 00000.

3. NIIN--The 5th through 13th positions of the National Stock Number (NSN). The system will not accept a number in this field when adding a part; it will insert the number automatically from the NSN.

4. Nomenclature--Required entry for the add action. The part description from the DOD Management Data Listing or the manufacturer's price list. This description must begin in position one of this field.

5. National Stock Number--Required entryfor the add action. The stock number assigned to the part number in the Management Data Listing. The first four digits of this number must be numeric.

6. Unit of Issue--Required entry for the add action. Enter the unit of issue; i.e., EA., BX.

This must be a code contained in the unit of issue table. Changes to this table should be coordinated with the Program Management Office. Do not enter the unit of measure.

7. Recovery Code--Required entry for the add action. Identifies whether an item is repairable (R), nonrepairable (N), or a service (S).

8. Source Code--Identifies the supply depot that manages the part number; i.e., S9I, S9G, N32. If the item is purchased from a commercial source, enter COM.

9. Service Code--May be used to identify the DOD service the part comes from; i.e., A = Army, N = Navy, AF = Air Force, M = Marines. Enter COM if commercial.

10. SM/R Code--Source Maintenance and Recoverability Code is used to identify the source of spares, repair parts and support equipment, and levels of maintenance authorized to repair and to overhaul.

11. RIC--Routing Identifier Code is a 3-digit code representing an address of a supply activity.

12. ATA Chapter--Required entry on the add action for prime part numbers. Please input a valid Airline Transport Association chapter number as assigned by the Program Management Office.

13. ITAR--Required entry for the add action. If the part is an International Trade and Arms Regulations controlled, then enter a ‘Y’, otherwise enter an ‘N’. Only the PMO office is allowed to change this field.

14. Serial Tracking--Required entry for the add action. If the part number being added is not linked to any other part number, an 'N' must be entered. The Program Management Office can enter a 'Y'. Serial Tracking cannot be established if there are outstanding receipts for repair requisitions. If the part number being added is linked to another part number, the serial tracking indicator must be the same as the prime part number. If the Program Management Office is changing the indicator from an 'N' to a 'Y', there should be no outstanding repair requisitions. The system will automatically change all linked part numbers to the same indicator. If the Program Management Office is changing the indicator from a 'Y' to an 'N', the part number cannot be linked to any other part number.

All serial tracking on this part number will be deleted regardless of the FMC.

15. Usable-On Codes--Required entry for the add action. Every part number must have at least one usable-on code. These codes must be on the Usable-on Code Database. A usable-on code can be removed by the Program Management Office via the change option by placing an asterisk (*) in the first position of the field followed by the useable-on code. The Program Management Office may also replace one code for another with the change option by performing a removal (* + useable-on code) in a useable-on code field and entering the replacement code in the adjacent field. A maximum of 13 useable-on codes can be displayed.

16. Prime #--Enter a prime number only if the part number entered is a secondary or substitute number. To change a part number from a substitute to a prime, enter a C (change) in the Action field, enter **DELETE** in the field, and press the ENTER key.

The prime part number FMC only needs to be entered if requested by the system.

17. Remarks--Enter any pertinent remarks concerning the part. This is a permanent field kept on the part record.

18. Part Status--This status cannot be entered for the add action. If supply receives information that the part number is being replaced or is no longer available, this information can be entered here with the change action. An 'R' indicates the part number has been replaced with the part number contained in the Replacement Part Number field.

An 'X' indicates the part number is no longer available. The Program Management Office can reset this status by entering an '*'.

19. Replacement Part #--This field must be entered if the Part Status is 'R'; it is optional if the Part Status is 'X'. The replacement part number must be linked to the part number in some way. A replacement part number cannot be entered if the part number is a prime number with substitutes linked to it.

20. FMC--If an entry is made in the Replacement Part Number Field, an entry can be made in this field. If no entry is made, '00000' is assumed.

21. New Part Number--The part number can be changed only by the Program Management Office. Enter the new part number. A serial tracked part number cannot be changed if multiple FMC's exist for this part. All of the information contained on the old part number will be carried on the new part number. All requisitions, component records, serial number records, and GFP records will be modified to contain the new part number.

22. New FMC--The new FMC can be entered only by the Program Management Office.

Enter the new FMC.

ACTION(A,C,D,I): _ ** PART NUMBER MAINTENANCE ** 39 HLA FEBRUARY

PART NUMBER: ____________________ FMC: _____ NIIN: _________

NOMENCLATURE: ______________________ NATIONAL STOCK NUMBER: _________________

UNIT OF ISSUE: __ RECOVERY CODE: ___ SOURCE CODE: ___ SERVICE CODE: ___

SM/R CODE: _____ RIC: ___ ATA CHAPTER: ___ ITAR: _ SERIAL TRACKING: _

USE-ON CODES: _______ _______ _______ _______ _______ _______ _______ _______

_______ _______ _______ _______ _______ PRIME #: ____________________ _____

REMARKS: ________________________________________

PART STATUS(X,R): _ REPLACEMENT PART#: ____________________ FMC: _____

NEW PART NUMBER: ____________________ NEW FMC: _____ NEXT TRANSACTION: JC

04/16/2004

1115 CST

2.5. JD - FY REQUISITION ADJUSTMENT

A. GENERAL

1. The site will be notified by the Program Management Office if access is permitted to this option. A security violation message will display for unauthorized sites.

2. This option is used to move a portion of committed funds for a requisition into a different fiscal year. The amount being committed for the new fiscal year cannot exceed the total received price on the original requisition. This is because the Navy will always bill in the fiscal year that the work was done in, not the fiscal year of the document.

3. A receipt on the original requisition must be processed before this transaction can be completed.

4. Using the (A) add option of this transaction actually establishes a requisition in the fiscal year entered. This requisition is used for the tracking of funds in the correct fiscal year only; no receipt can be made using this requisition. The requisition number is the original requisition number with FYXX (XX= the year) appended to the number.

5. Once this requisition is established, adjustments can be processed against it using the JO transaction.

6. The (C) change option can only be used if the original requisition is still open. The amount is the only field that can be changed. If a negative amount is entered, it decreases the amount in received not billed for the new fiscal year and increases the amount in received not billed for the original fiscal year. If a positive amount is entered, it increases the amount in received not billed for the new fiscal year and decreases the amount in the received not billed for the original fiscal year.

7. A (D) delete can only be used if there are no JO adjustments to this new fiscal year requisition, and if the original requisition is still open.

8. To inquire (I) data for an adjusted requisition, enter the original requisition number and the fiscal year. The system will append the requisition number with FYXX (XX = the fiscal year entered). The adjusted amount, fiscal year, contract, object class, line item, fund code, budget plan, project code, vendor and vendor totals (obligated, outstanding, received not billed, and certified) will be displayed on the bottom screen.

B. FIELDS

1. Requisition--Required entry. Enter the original requisition number.

2. Amount--Required entry for the add or change options. Enter the total commitment amount for the add. For the change, enter the amount you wish to adjust with either a positive or negative amount. The amount on the adjusted requisition cannot be greater than the total received price on the original requisition.

3. FY--Required entry. Enter the fiscal year of the new requisition (the fiscal year that the commitment is being moved to).

4. Contract--Required entry for the add option. Enter the contract number of the vendor the commitment is being moved to.

5. OCC--Required entry for the add option. Enter the object class code the commitment is being moved to.

6. LI--Required entry for the add option. Enter the line item designation the commitment is being moved to.

7. Fund Code--Required entry. The default fund code established by Headquarters will automatically display. This value can be overridden by keying in the necessary fund code.

8. Budget Plan--Required entry. The default budget plan automatically appears on the screen. This value can be overridden by keying in the necessary budget plan.

9. Project Code--Required entry. The default project code will automatically display. This value can be overridden by keying in the necessary code.

ACTION(A,C,D,I): _ ** FY REQUISITION ADJUSTMENT ** 39 HLA JUNE

AOB: ___

REQUISITION: ______________ AMOUNT: _____________

FY: ____ CONTRACT: ____________ OCC: ____ LI: __

FUND CODE: 112 BUDGET PLAN: OM650 PROJECT CODE: 000

NEXT TRANSACTION: JD

07/22/2002

1312 CST

2.6. JE - REQUISITION MAINTENANCE

A. GENERAL

1. This option is used to establish a requisition record for requisition maintenance actions.

You may add (A), change (C), delete (D), or inquire (I) with this option. Enter the letter designation for the action desired in the Action field.

2. When a requisition record is added it provides the basis for the Supply Activity report which lists the status of outstanding requisitions. Vendor data inputs from this transaction are also applied against the appropriate vendor file in the outstanding field.

3. If a requisition is added and Procurement is X'd, a Request for Procurement (FORM 212) will automatically print at the Program Management Office. If a procurement requisition is deleted, a Procurement Cancellation will automatically print.

4. The quantity requisitioned on a new buy will be added to the order balance. The quantity on a repair requisition will be added to the repair balance. A requisition delete will subtract the quantity from the appropriate balance.

5. The (C) change option is used to modify or change a requisition should the part number, priority, unit price, status, quantity, order for, date ordered, required date, job control number, or description change. Enter only the data items you wish to change. (A Once a receipt has been processed the job control number cannot be changed. (B If the unit of measure is different than the unit of issue, the stocking quantity can be changed only if no receipts have been processed on the requisition. The Program Management Office can change the quantity or stocking quantity in that situation. The Program Management Office can also change the requisition type. (C The quantity cannot be changed on a repair requisition, (D Only PMO can change the quantity and unit price on a P.O.

Requisition.

6. The (D) delete option is used when a requisition is canceled or no longer required. To delete a requisition having receipts, the receipts must be deleted by entering the receipt number in the Receipt No. field and the bin location it was received into. When a requi-sition is deleted, the computer will reduce the total requisition value out of the vendor's outstanding dollar amount. If a receipt is deleted, the computer will adjust the stock in-ventory and take the receipt value out of the vendor's received not billed column and place it back into outstanding.

7. Changes or deletes can be made only for requisitions created with this option.

8. A receipt delete will be coded as a JE I on the transaction history record.

9. To process a part number change on a new buy, the old and new part number must be linked. A JE K transaction will be written for the old part number and a JE C will be written for the new part number.

10. Requisitions will process only if the authorized level is not exceeded. Requisition availability and repair availability can be determined by processing a Part Inquiry - All AOBs (JQ) transaction. Problems or questions about the authorized level should be directed to the Program Management Office.

11. Authorized level edits will be bypassed for stock items with a total purchase price less than or equal to $300.

12. The Program Management Office can enter a requisition even if the authorized level is exceeded; a warning message will display informing the user of this situation.

13. If the entered vendor is dissapproved and the requisition procurement type is ILS or Procurement, a notification message will display on the screen. If the entered vendor is conditional, the requisition can only be processed with a Purchase Order.

B. FIELDS

1. Req#--Required entry for all actions. The document number is assigned to each order.

For a requisition made to an ILS vendor, the first digit is the Julian year; the next three digits are the Julian day; the next two positions are the site designation; and the last two digits are a sequence number.

2. Req. Type--Required entry for the add action. This field classifies the requisition as a new purchase (Buy), an exchange, or a repair. The valid codes are 'B' for buy, 'R' for repair, and 'E' for exchange. The requisition type cannot be changed with the change action.

NOTE: To process a repair requisition, an item must be in a NRFI location and the recovery code for the part number must be an 'R'. The system will move the item from its NRFI locations into a repair status except for Procurement Type Requisitions. To process an exchange requisition, the recovery code for the part number must be an 'R', the unit of measure must be equal to the unit of issue, and there must be an existing site record.

3. Quantity--Required entry for the add action. The amount ordered in reference to unit of measure (U/M).

NOTE: Serial tracked items and exchanges can only be entered with a quantity of one.

4. Unit Price--Required entry for the add action. The price per unit as shown on the Management Data Listing, the manufacturer's price list, or the vendor's quoted price.

NOTE: If the requisition amount exceeds the obligated amount, an error message will display. You cannot complete the requisition until the obligation of additional funds.

5. U/M--Required entry for the add action. This is the unit of measure for the item being ordered as supplied/available from vendor/source of supply. This entry does not have to be the same as was entered when the part record was established with the JC option. This must be a code contained in the unit of issue/measure table. Changes to this table must be coordinated with the Program Management Office.

6. Pri--Required entry for the add action. Enter the priority; i.e., 02 = AOG, 05 = work stoppage, 12 = stock or routine.

7. Procurement Type--Required entry for the add action. One type must be selected by typing an 'A' for APATS, 'P' for Procurement, ‘T’ for Third Party, or 'I' for ILS. The procurement type cannot be changed with the change action.

a. APATS--If the item is being procured through a U. S. Customs Air Branch contract.

b. Procurement--If the item is being procured through an ILS vendor without a call number.

c. Third--If the item is being procurred through a Third Party Vendor.

d. ILS--If the item is being procured through an ILS vendor and a call number is established.

8. Part Number--Required entry for the add action. This number must be on the Part Database.

9. FMC--This is a required entry only if the part number entered has more than one FMC number.

10. Call No.--Required entry on the add action for a requisition to an ILS vendor (ILS is X'd). The first digit is a 'C'; the next three digits are the Julian day; the next two positions are the site designation; and the last two digits are a sequence number. The maximum total for all requisitions under one call number is $2,500.00.

10. Model Type--Required entry for the add action if procurement is X'd.

11. Fund Code--Required entry for the add action. The default fund code established by Headquarters will automatically display. This value can be overridden by keying in the necessary fund code. The fund code cannot be changed with the change action.

12. Budget Plan – Required entry for the add action. The default budget plan automatically appears on the screen. This value can be overridden by keying in the necessary budget plan. The budget plan cannot be changed with the change action.

13. Project Code--Required entry for the add action.