LCS SEC Attachment J-1 Desk Guide for Ships 3-M Parts Usage Reporting 25 May 2016.pdf

Ships’ 3-M Parts Usage Reporting Desk Guide

25 May 2016

Purpose: Provide direction to Sustainment Execution Contract (SEC) Contract Maintenance

Provider (CMP) for reporting parts used for LCS Organizational Maintenance Ashore.

References:

1. OPNAV Instruction 4700.7(series), Maintenance Policy for United Stated Navy Ships

2. OPNAV Instruction 4790.4(series), Ships’ Maintenance and Material Management (3-M)

System Policy

3. NAVSEA Instruction 4790.008(series), Ships’ 3-M Manual

Requirement: SEC CMP shall submit Ships’ 3-M PTS transactions at availability close-out in accordance with the Desk Guide instructions provided below. Ships’ 3-M parts submission may be for stock numbered items, or for non-stock numbered items with cage and part number, that were used to perform corrective maintenance on LCS ships.

There are 2 steps to successfully creating and transmitting Ships’ 3-M parts data. Both steps are necessary.

1. Creating the output parts usage text file in PTS/1087 character format. The PTS/1087 format was selected as a means to collect the parts usage data because it is a format that

Ships’ 3-M is already set up to receive and process.

2. Transmitting the file to NSLC. The preferred method is via RADWEB. RADWEB is a website application used to transfer files. Instructions for establishing an account in

RADWEB and usage of the application are included in this guide.

For assistance, please email MECH_NSLC_OARS@navy.mil.

1. Parts Issue Data (PTS)/1087 Character File Structure

A. File is to be in fixed width text format, 1087 characters in width.

B. File name must

i. Be sequentially numbered. Files out of sequence will not be processed into Ships’

3-M.

ii. Have an extension of “.pts” to identify it as a PTS file.

C. File is to conform to the following file structure:

Field Size Position Definition Mandatory or

Optional Notes

UIC 5 1-5

Identifies the activity that originated the availability.

Mandatory

UIC of Activity for which the part is being ordered.

Normally from

Unit's Job Control Number

Work Center 4 6-9

A subcomponent of organization. It may be a department, division, work center or some other component type code.

Mandatory Normally the Work

Center of the Job Control Number.

Job Sequence Number 4 10-13

The sequential number assigned to a job representing its relative creation point with other jobs manifested within a given work center. Used in block 3 of the 2 Kilo.

Mandatory

Normally the JSN of Unit's Job Control

Number. If job was created within a Navy System the contractor should have the JCN under which the job was written. If the contractor was not provided an initial 2K and is creating transaction to report parts without having a job, direction will need to be provided and a job originating code provided for the first position of the JSN.

WCID UIC 5 14-18

The Activity (or Org or

Unit) that actually created the job. The generation UIC of the Work Candidate

Identifier (WCID). The

WCID is the GEN UIC +

GEN SYS + GEN DT +

GEN SEQ NO. It is a unique identifier for the work candidate for all systems.

Mandatory

UIC of Activity which ordered the part. If Job was created within a

Navy System, contractor should have a WCID, else field is optional.

Field Size Position Definition Mandatory or

Optional Notes

WCID System 2 19-20

The system within the UIC that created the job. A single UIC may have more than one job-generating system. For example, a job may be generated by

OMMS NG and by ICAS, each of which resides on the ship. OMMS NG may have a system ID of 00, ICAS may have a system ID of

01. The first 6 characters of the UIC would then be

6856100 or 6856101, depending on which system created the job. The generating system of the

Work Candidate Identifier

(WCID)

Mandatory

WCID System Codes are listed in MMBU

Standard Codes tables under

GENERATING

SYSTEM LOOKUP. E-

Mail

NAVY311@Navy.MiL for current Table

Web site. USE '08" Logistics Data

System for not listed systems. If Job was created within a Navy System, contractor should have a WCID, else field is optional.

The WCID is the

GEN UIC + GEN SYS +

GEN DT + GEN SEQ NO

Prototype 3a

WCID Date 14 21-34

The date/time stamp of the

Work Candidate Identifier

(WCID). The WCID is the

GEN UIC + GEN SYS +

GEN DT + GEN SEQ NO.

A unique identifier for the work candidate for all systems, including Ships’ 3-

M.

(YYYYMMDDHH24MISS)

Mandatory

HH24 is 2 character Hour using a 24 hour clock. MI is 2 character Minute. If

Job was created within a Navy

System, contractor should have a WCID, else field is optional.

WCID Seq No 10 35-44

The sequence number stamp of the Work Candidate

Identifier (WCID). The

WCID is the GEN UIC +

GEN SYS + GEN DT +

GEN SEQ NO. A unique identifier for the work candidate for all systems, including Ships’ 3-M. It will be a variable size field, up to 9 digits, depending on the size of the sequence number.

Mandatory

Right Justify left zero fill this field. If Job was created within a Navy System, contractor should have a WCID, else field is optional.

Manufacturing Data

Sequence Number Key 7 45-51

This is the primary key for the Manufacturer table.

Optional

Urgency of Need 1 52

A code indicating the urgency of need for the ordered parts line item.

Optional

Cost 10 53-62

The estimated cost of the requested item. (available at a later date) Optional

Right Justify left zero fill as an example

0000000.00

Optional Notes

Category Need 75 63-137

Indicates if the material is required by the job or if it is contingent upon the condition of the equipment.

For example, gaskets may always need to be replaced upon disassembly, but bearings are replaced only if they are worn.

Optional

Order Qty 7 138-144 Number of items required to meet immediate needs.

Mandatory

Received Parts Lot

Number 75 145-219

The manufacturing lot number of the part received, if known.

Optional

Ser. No 75 220-294

The serial number of the part actually received, if known.

Optional

Mfr’s Catalog Date 14 295-308

The date the part was manufactured, if known.

Written as; e.g.:

20031031000000 (Note 3)

Optional

Unit Price 10 309-318 The actual cost of the requested item.

Mandatory

Will include the period for cents and be left zero filled.

For example 0071067.50

EIC 7 319-325

The equipment identification code for the configuration item associated with the work candidate against which the parts were ordered.

Mandatory

Believe both EIC and APL should be mandatory but we need to find out if the contractor has the data to populate these values. If not available, report as

NULL.

APL/AEL 11 326-336

The Repairable RIC

(APL/AEL) for the configuration item associated with the work candidate against which the parts were ordered.

Mandatory If not available, report as NULL.

Required Delivery Date 14 337-350 Written as; e.g.:

20031031000000 (Note 3) Optional

Failed Part Report

Required 1 351

A flag that indicates which part, of the ones being ordered, is the actual part that failed causing a work candidate to be generated.

Optional

Unit of Issue Code 2 352-353

Two-character identifier for the unit of measurement or quantity for issue.

Mandatory

Turn In Code 1 354

Indicates if the DLR is available or will be a delayed turn in to Supply.

Optional

Optional Notes

Request No 15 355-369

A tracking number assigned by supply to track that ordered part within the supply system.

Mandatory

Since used by 3M as primary key along with JCN, Contractor will need to be provide information on how to create a request number that is unique per transaction

Work Candidate Status 1 370 The most current supply status for that ordered part.

Optional

Nomen 48 371-418 Mandatory

Order Date 14 419-432

The date that the ordered part was ordered or passed to supply. Written as; e.g.:

20031031000000 (Note 3)

Mandatory Mandatory - Need to know when part was ordered

Rcvd Date 14 433-446

The date the ordered part was issued from R-Supply.

Written as; e.g.:

20031031000000 (Note 3)

Mandatory

Date part given to Activity for whom the part was ordered.

Source Code 1 447 Mandatory

Source Codes are listed in MMBU Standard Codes tables. E-Mail NAVY311@Navy.MiL for current Table Web site.

Work Candidate Part

Number 30 448-477

This is the identifier, when used with the jlmi_cage_cd, for any part that was ordered with no NIIN available.

Mandatory if part ordered by Part Number.

Optional if part ordered by NIIN.

Job CAGE 5 478-482

A code that identifies the manufacturer of the ordered item.

Mandatory (Mandatory if part ordered by Part Number.

Optional if part ordered by

NIIN.)

Commercial And Government Entity

Code

COG 2 483-484

A two-position code prefix to National Stock Numbers to identify and designate the

Inventory Control Point, Office of Agency, that exercises supply management. The first position of the cognizance symbol is numeric and identifies the stores account as

Mandatory when ordering by NIIN , Optional if Cage/Part was method of order.

FSC 4 485-488

The Federal Supply Catalog

Code assigned to the NIIN being ordered.

Mandatory when ordering by NIIN , Optional if Cage/Part was

Optional Notes order.

Non Maintenance

Supplies NIIN 9 489-497

The national item identification number assigned to the ordered part.

Mandatory when ordering by NIIN , Optional if Cage/Part was

Special Material

Identification Code 2 498-499

Special Material

Identification codes (SMIC) supplement the National

Stock Number to record data related to technical integrity or record weapon system applicability. Codes may be assigned to: 1. Source, quality, technical design.

Mandatory when ordering by NIIN (if one pertains - see list from Navy Supply Catalog/MMBU), Optional if Cage/Part was

Fund Code 2 500-501

This will be populated when the order data is returned from R-Supply. It could also be updated when R-

Supply makes a change to that item in supply and provides an updated status or changed code. If the column is not updated in this way then we will h ???

Mandatory

COSAL Type Long Code 3 502-504

A code with a maximum length of 3 indicating the

COSAL type used for the ordered parts line item.

Optional

COSAL Type Long Code 3 505-507

A code with a maximum length of 3 indicating the

COSAL type used for the ordered parts line item.

Optional

Parent Request No 15 508-522

This will hold the original requisition that was submitted to supply. This will provide a link from the substitute or changes back to the original request.

Mandatory

See comments for Request Number - This value should be the same as the Request Number value.

Requisition Number 15 523-537

This will hold the requisition number used on the 1348 or message to order the part from some stock point off of the ship.

Mandatory

Mandatory if from Naval Supply System via MILSTRIP Requisition

Advice Code 2 538-539 This is entered by the user and sent to supply.

Optional

Optional Notes

Last Record Type 50 540-589

This indicates the status of a line item sent to Supply.

This is a value received from Supply during an initial order, and updated as needed by supply. The following values are accepted:

Mandatory

1."Substituted" - A new line item is reported with the old line item being canceled with the new item having a parent of the old and containing the substituted value.

2. A new record is produced if the niin, ui, qty, or fed sub class are changed by supply.

The original record is

"Changed/Canceled" as the status type. And the quantity becomes zero.

The new record will contain the new data with one of the following record types:

"Tech Edit/Issued Pending"

"Unapproved Requirement"

"Received"

"Received (Suffix)" meaning received with a requisitioned suffix.

For above received, qty is updated.

If no changes were made then the original line item is updated with the above record types.

3. “Canceled" canceled quantity updated.

4. "Requisitioned" will have a requisition number with a quantity reported in requisition qty.

5. "Approved/Issued

Pending"

Optional Notes

6. Issued

Rcvd NIIN 9 590-598

This is the NIIN that was actual received. It may be different than the ordered

NIIN.

Optional Optional, the NIIN is populated in the earlier field

Rcvd Qty 7 599-605

This is the actual amount received from Supply. This may be different than the amount ordered.

Mandatory

Canceled Qty 7 606-612 This represents the quantity that was canceled by supply.

Mandatory

Requisition Qty 7 613-619

This represents the quantity ordered by supply and given a requisition number.

Mandatory

Creation Date 14 620-633

Date line item was created in OMMSNG. Written as;

e.g.: 20031031000000 (Note

3)

Mandatory

Organization Code

5 634-638

Organization Code; e.g.:

Unit Identification Code

(UIC) alpha/numeric characters (Note 1)

Optional Optional - This is MILSTRIP Status

Information org_cd

Document Date

14 639-652

Document Date--written as;

e.g.: 20031031000000 instead of a normal Julian date. (Note 3)

Optional Optional - This is MILSTRIP Status

Information doc_dt

DSN

4 653-656

Document Serial Number alpha/numeric characters. Optional Optional - This is MILSTRIP Status

Information Dsn (Note 1)

Document Suffix Code doc_suf_cd 1 657

Document Suffix Code; e.g.:

E, A, etc. alpha/numeric character. (Note 1)

Mandatory

Mandatory - This field can be used for uniqueness if the order on a given request is split over mutliple issuances of material

Status Date 14 658-671

Status date--written as; e.g.:

20031031000000 (Note 3) Optional

Optional - This is MILSTRIP Status

Information sts_dt

Fund Code 2 672-673

Fund code; e.g.: SC alpha/numeric characters Optional

Optional - This is MILSTRIP Status

Information Fc

Service Code 1 674

Service code; e.g.: V alpha/numeric character.

(Note 1)

Optional Optional - This is MILSTRIP Status

Information fc_svc_dsg

COG

2 675-676

Cognizance symbol; e.g.:

1H alpha/numeric characters Optional

Optional - This is MILSTRIP Status

Information cog

Procurement Id Number

13 677-689

Procurement Item

Identification Number

(Contract Number; e.g.:

N0018903M0001) alpha/numeric characters

Optional Optional - This is MILSTRIP Status

Information basic_piin

Call/Serial Number 4 690-693 Call/Serial Number; e.g.: Optional Optional - This is

Optional Notes supmtl_piin 1235 alpha/numeric characters MILSTRIP Status

Information

Cutoff Date

14 694-707

Cutoff date-- written as;

e.g.: 20031031000000: Use for MOV validation (DI

AN_) (Note 3)

Optional Optional - This is MILSTRIP Status

Information cutoff_dt

Delivery Code 1 708

Delivery code alpha/numeric character Optional

Optional - This is MILSTRIP Status

Information delv_cd

Delivery Date 14 709-722

Delivery date written as;

e.g.: 20031031000000 (Note

3) Optional

Optional - This is MILSTRIP Status

Information delv_dt

Avail for Shipment Date 14 723-736

Date available for shipment written as; e.g.:

20031031000000 (Note 3)

Optional Optional - This is MILSTRIP Status

Information dt_avabl_for_shpmt

Shipped Date 14 737-750

Date shipped written as;

e.g.: 20031031000000 (Note

3) Optional

Optional - This is MILSTRIP Status

Information dt_shpd

Document Identifier 3 751-753

Document Identifier; e.g.:

A0A alpha/numeric characters Optional

Optional - This is MILSTRIP Status

Information doc_id

Dept of Defense Act.

Add. Code 6 754-759

Department of Defense

Activity Address Code

(Service Code and UIC) alpha/numeric characters

Optional Optional - This is MILSTRIP Status

Information dodaac_uic

Estimated Shipping date 14 760-773

Estimated shipping date written as; e.g.:

20031031000000 (Note 3) Optional

Optional - This is MILSTRIP Status

Information est_shpg_dt

Minimum Order Qty 5 774-778

Minimum Order Quantity

(AE1; e.g.: see D4 status code) Optional

Optional - This is MILSTRIP Status

Information min_ord_qty

MILSTRIP Req Del Date 3 779-781

MILSTRIP Required

Delivery Date Optional

Optional - This is MILSTRIP Status

Information milstrip_rdd

Mode Of Shipment 1 782

Mode of Shipment; e.g.: see

App 5E, NAVSUP P-485 alpha/numeric characters Optional

Optional - This is MILSTRIP Status

Information mode_of_shpmt

Narrative

783-

Narrative various characters Optional

Optional - This is MILSTRIP Status

Information nartv

Point of Entry

1008-

Point of Entry Optional

Optional - This is MILSTRIP Status

Information pt_of_ntry

Quantity

1011-

Quantity (integer field) Optional

Optional - This is MILSTRIP Status

Information Qty

Reply Due Date

1018-

Reply due date--written as;

e.g.: 20031031000000: Use for MOV validation (DI

AN_) (Note 3)

Optional Optional - This is MILSTRIP Status

Information reply_due_dt

Reversal date

1032-

Reversal date-- written as;

e.g.: 20031031000000: Date of status reversal. (Note 2

& 3)

Optional Optional - This is MILSTRIP Status

Information rvrsl_dt

Routing Identifier From 3 1046- Routing Identifier From Optional Optional - This is

Optional Notes ri_from 1048 (Status was received from) alpha/numeric characters MILSTRIP Status

Information

Routing Identifier

Forwarded 3 1049-

Routing Identifier

Forwarded To alpha/numeric characters Optional

Optional - This is MILSTRIP Status

Information ri_fwd_to

Shipment Tracing Code 1 1052 Shipment Tracing Code Optional

Optional - This is MILSTRIP Status

Information shpmt_tracing_cd

Status Code

1053-

Status Code; e.g.: BA, BM, etc. alpha/numeric characters

Optional Optional - This is MILSTRIP Status

Information sts_cd

Status Origin

1 1055

Status Origin (How the status was input— interactively or through batch.)

Optional Optional - This is MILSTRIP Status

Information sts_orgin

Transportation Control

Number 17 1056-

Transportation Control

Number or Commercial Bill of Lading Number Optional

Optional - This is MILSTRIP Status

Information tcn_gbl_cbl_no

Type of Hold Code 1 1073

Type of Hold Code

(Shipment Hold Code App 8

NAVSUP P-485)

Optional Optional - This is MILSTRIP Status

Information ty_of_hold_cd

Transaction Date

1074-

Transaction Date—

Transaction date in AE1, or date posted, if transaction date missing--written as;

e.g.: 20031031000000.

(Note 3)

Optional Optional - This is MILSTRIP Status

Information trans_dt

Note 1: The fc_svc_dsg, org_cd, doc_dt, dsn, and the doc_suf_cd make up the requisition number; e.g.: V2011632742100A.

Note 2: Cancellation status is the only status that can be reversed.

Note 3: Unless otherwise specified, the format of all dates is YYYYMMDDHHMMSS, e.g. “20051231235959”.

2. RADWEB

Revised Alternative Dataflow (RAD) is a system for file transfer incorporating both satellite and land line technology. It replaces the manual procedures, paper processing, and tape transfer of data previously required for configuration management processes. RAD shortens the time required for data to complete the Navy logistics and supply-processing loop.

The RAD system provides connectivity for public and private shipyards and dial-up access for ships, shore sites, and contractors.

To obtain a RADWEB account go to the Web site http://www.cdmd.navy.mil/index_radweb_overview.htm. In the menu bar at the top of the page select NEW USER. Follow the instructions on the next page for obtaining a RAD Web account.

If you require help with RADWeb send and e-mail to NAVY311@NAVY.MIL requesting Help with RADWeb. Provide your phone number, e-mail addess, and a disrciption of the problem .

The RADWeb Help Desk will contact you.

After the account is granted go to the web site http://www.cdmd.navy.mil/index_radweb_overview.htm and in the menu bar at the top of the page select APPLICATIONS. In the drop down list select RADWEB LOGIN. In the next drop down select LOGIN RADWEB PACIFIC.

http://www.cdmd.navy.mil/index_radweb_overview.htm mailto:NAVY311@NAVY.MIL http://www.cdmd.navy.mil/index_radweb_overview.htm

The site will ask for a CAC Certificate. Select the DOD certificate and enter your CAC PIN if it is requested.

Select the OK button on the Message from webpage screen.

On the Revise Alternative Data Flow Web (RADWeb) screen select Shore

On this screen select RADWeb

On this screen enter your UIC if is not already filled out or select CHANGE UIC if you need to change it. If you are up lining for a different UIC you may need to change your UIC. Selec the

CHANGE UIC on the left hand side of the page if you need to change UICs.

Enter the UIC you will use and select the OK button.

Next enter your USERID and your PASSWORD and select the Submit button.

The options you see on this screen will depend on the access you were granted.

Select the Upload Uplines.

Next Select the Browse Button for PARTS Upline.

This is the next screen. It is the Standard Windows “Choose File to Upload” screen. Browse your files and select the Parts file you desire to up load.

Next select the Upload button .

Select the OK button to up line the selected file.

Select the OK button.

It says the file was successfully up loaded. If the Serial Number of the flle is not the next one in the sequence RADWEB will say that the file is out of Sequence and ask if you want to continue.

Answer Yes.

If you require help with RADWeb send and e-mail to NAVY311@NAVY.MIL requesting Help with RADWeb. Provide your phone number, e-mail addess, and a disrciption of the problem .

The RADWeb Help Desk will contact you.

mailto:NAVY311@NAVY.MIL