J-2__MILSTRAP_DHA_BHJ_Desk_Gude_for_Demand_Only_Transaction_Reporting_28_SEPT_2016.docx

MILSTRAP DHA/BHJ DESK GUIDE

FOR

DEMAND ONLY TRANSACTION REPORTING

PURPOSE: Provide direction to Sustainment Execution Contract (SEC) Contract Maintenance Provider (CMP) for reporting Demand Only Transactions.

Demand Only Transactions are required to report local purchase/manufacture/repair of both stock numbered and non-stock numbered material (i.e. material obtained outside of the DoD Supply System).

· DHA. The Document Identifier “DHA” is used for reporting Demand Only Transactions for all stock numbered items. A stock numbered item has a DoD-assigned National Stock Number (NSN) or NAVSUP Weapon Systems Support-assigned Navy Item Control Number (NICN).

· BHJ. The Document Identifier “BHJ” is used for reporting Demand Only Transactions for non-stock numbered items when: (a) the item can be positively identified by the referenced CAGE and part number without the need for additional identifying item characteristics; and (b) the item is required in support of weapon systems/end items for which NAVSUP Weapon Systems Support have program support responsibility.

DEMAND TRANSACTION SUBMISSIONS: Prepare and submit Document Identifier (DI) DHA and BHJ transactions to Navy ERP via DLATS in standard MILSTRAP format as outlined in this document. The preferred method of DHA/BHJ transactions is via OneTouch Support (OTS). OTS requires users to have a valid CAC/PKI and to submit a SAAR for access. Go to https://www.onetouch.navy.mil to request OTS access.

SUBMISSION PROCEDURES

Enclosures

(1) DHA MILSTRAP_SEC

(2) BHJ MILSTRAP_SEC

DHA Submissions

· Submit DHA MILSTRAP transactions for stock-numbered material obtained outside of the DoD Supply System.

· Create a Notepad text file in accordance with Enclosure (1), "DHA MILSTRAP_SEC" for ALL DHAs, regardless of COG. Once complete, upload the file to OTS and email a copy of the Notepad file to the government’s designated point of contract (POC) for LCS-related demand reporting. (POC is subject to change. Current POC is Andy Fajardo, andy.fajardo.ctr@navy.mil.)

· The DHA MILSTRAP lines are exactly 75 card columns (fields) long. There should be a hard return after Field 75, i.e. do not include any additional data, even a blank space after Field 75.

· Always use NRP in Fields 4-6 for DHAs. (This allows Navy's ERP system to see there was a demand, regardless of COG.)

· Do not fill in 65-66 if it is non-repairable; therefore, there should be a blank space for other than 7_ cog.

· Guidance on use of 5G or 5S for Fields 65-66: 5G is your first choice. It means the ship has a broken carcass to turn-in (or already turned it in). The only time to choose 5S is when the broken part is not available because the ship required to keep it installed. (There are technically a couple of other choices, but 5G & 5S cover 99% of cases. For guidance on 5G or 5S please contact Andy Fajardo.)

BHJ Submissions

· Submit BHJ’s for non-stock numbered items when: (a) the item can be positively identified by the referenced CAGE and part number without the need for additional identifying item characteristics; and (b) the item is required in support of weapon systems/end items for which NAVSUP Weapon Systems Support have program support responsibility.

· Create a Notepad text file in accordance with Enclosure (2), "BHJ MILSTRAP" for the BHJ transactions. Once complete, upload the file to OTS and email a copy of the Notepad file to the government’s designated point of contract (POC) for LCS-related demand reporting. (POC is subject to change. Current POC is Andy Fajardo, andy.fajardo.ctr@navy.mil.)

· The BHJ MILSTRAP lines are exactly 80 card columns (fields) long. There should be a hard return after Field 80, i.e. do not include any additional data, even a blank space after Field 80.

· Always use NRP in Fields 4-6 for BHJs.

· All BHJ transactions must contain a part number reference in rp 7-28. When a part number reference is used in rp 7-28, a CAGE must be contained in rp 59-63. (Note: double check the format: if fields are incorrect, the MILSTRAP will be rejected in ERP.)

Upload to OTS

· OTS allows users to upload files and submit them to Navy ERP via DLATS.

· OTS does not have specific functions labeled “MILSTRAP.” Users can utilize the MILSTRIP Upload functions to submit MILSTRAP DHA/BHJ transactions.

· All bold words below are functions the user needs to click to begin.

· Click BATCH TRANSACTIONS: Batch Queries or MILSTRIP Upload

· This function allows the user to upload more than one MILSTRAP requisition at a time. There are two ways in which to upload the requisitions into the application:

· (1) Click File Upload: The user can click the button and browse their computer for the file to upload. User can also drag the file from your computer into the top text box on the page.

· (2) Cut and paste the MILSTRAP transactions directly into the bottom text box

· Select the Standard radio button to indicate what type of MILSTRAP transactions are being processed (always select standard).

· When the MILSTRAP file appears in the text box, click Done; then click Submit.

· Next screen is MILSTRIP Confirmation. Check box to certify that transactions have been properly recorded, then click Submit again.

· User should see “Your MILSTRIP Upload Was Received”.

· A batch number (sample: 1461629061898) will be available for reference.

Notes:

(1) For both DHAs and BHJs, ensure the completed Notepad text files contain just the MILSTRAP transaction lines, i.e. no headers, no field names – just the data.

(2) Julian dates of submitted transactions must reflect the date of material requirement, NOT the date of Demand Reporting Transaction submission. This helps ensure more accurate data is provided to support supply planning forecasts.

(3) DHAs are technically “MILSTRAP” transactions, and the term is used in the above instructions and attachments for accuracy. However, the terms “MILSTRIP” and “MILSTRAP” are often used interchangeably.

· MILSTRAP = Military Standard Transaction Reporting and Accounting Procedures

· MILSTRIP = Military Standard Requisitioning and Issuing Procedures

(4) Using 80 character MILSTRIP format, OTS has the capability to submit up to 3,000 MILSTRIP/MILSTRAP documents of various DOCIDs to the supply system.