TE 5.6 Instructions for Processing Open MROs 1 .pdf

DEFENSE DISTRIBUTION CENTER

Defense Distribution Center

Instructions for Processing

Open/Unconfirmed Material Release Orders

DDC

9/112009

This document contains the Instructions for processing OpenlCnconfirmed Material Release Orders at the DLA Distribution Centers. Distribution Center Commanders must disseminate and ensure all employees lhat process open/unconfirmed Malerie! Release Orders receive and understand the procedures covered in this document.

TECHNICAL EXHIBIT 5.10

DUC Instruction for Processing Open/Unconfirmed Materiel Release Orders

1. PURPOSE. To define procedures for research and action on over aged open materiel release orders released to Distribution Centers for issue when shipment status and confirmation has not been pro\"ided to the materiel owncr in a timely mmmer.

APPLICABILITY. This instruction applies to all DLA Distribution Center employees that process open/unconfirmed material orders.

3. EF[ECTIVE DATE. Immediately

4.

a. Over Aged tv1RO: An open over-aged MRO is defined as a record in DSS \vithoLlt a mission ship date being recorded and is reported late as of MRO receipt date plus one.

b. A.llowcd Days for Research: Open lines should be researched in priority sequence and research completed with action by day 30 for CONlJS shipments and by day 60 for OCO:,JUS shipments.

c. Site Facility Records: (DSS program ID SAAE) Days Auto Response shall be set to 30 days. This will cause follow-up inquiries received past the date range set on the Site Facilities Record to be sent to the MJLSTRIP Violation Screen (H7 AI IIH7AC) for research of the open/unconfirmed material release order and a manual response. This action is required in order to comply with DoD 4000.25-1-M, :V1ilitary Standard Requisitioning and Issue Procedures (MILSTRIP).

d. Date Shipped: If research in Visual Logistics Information Processing System (VLIPS) inquiry or other contact with the cLlstomer indicates the material was received, use the customers receipt date minus 5 days or last status date posted ofMRO in DSS whichever is greater for CONUS and the last known status date on the DSS record for OCONlJS to close the DSS record and confirm shipment.

e. Force Closure: An alternative to confirming the record as shipped based on the research of physical operations and system records. A Force Closure is an approved :\lILSTRIP shipment status indicator of "BE," that should be passed to the Material Owner as part of the shipment status.

Force Closure provides the option to close selected categories of MROs that were not processed tlu-ough the shipping and record closure modules in DSS. This status code indicates that no positive proof that the material was shipped and received by the customer ean be confim1ed although there are indicators that the material was shipped.

f. Limited Research: Applies to the type of research performed in determining the ship date. This includes those levels of research that \vould indicate \\!lether the material was shipped and/or received by the customer. Research should include at a minimum verifIcation in VLIPS.

Global TranspoI1ation Network (GTK), Air Force Tracker. Carrier Tracking website, and DSS.

5. PROC 1:I}URE.

a. Category A Research tor Resolution/Exceptions to Force Closure: Based on sensitivity. itcrn characteristics, financial system impact, and responsibility for accountabi Iity, reconciliation of specific categories of shipments must be resolved and force closure of the record is not authorized.

1. Full causative research in accordance \\ith "YfILSTRAP and resolution of the open record will be conducted in accordance with Supply Discrepancy Reporting guidelines for the (ollovv'ing items.

a. Category A Forcc Closure Exceptions:

1. Foreign Military Sales MROs \'vith a function of S'·.

2. NSr.;s \\'ith a Hazardous Compatibility Code other than "\'1 or Blank.

3. NSNs with Controlled Item Inventory Codes: D, C, D, E. F, G, J f, K, L 1\,0, S, Q, R, l, 2, 3, 5.

6,8,9.

4. Unique item Tracking NSNs with indicator in C:ilobal Location Record.

). NSNs \\:ith serial numbers under Unique Item Identification in Global Location Record.

commercial venture contract.

8. STO/RDO (A2 to another DDC Distribution

Center).

2. Procedures for Research for Resolution: Research will be conducted to determine the correct record status and physical whereabouts of the material. The record will be confirmed as shipped based on the results ofthe research. Research steps and specific rules for closing the records are listed belov\"o

applicable country is on the suspended list, confirm that the suspension has not been lifted. If it has been lifted, release the :yJRO. If not lifted a hold code should be placed on the FMS \,IRO.

C. Validation or DSS status code, research and action to correct any outstanding exception processing.

d. Visual Logistics Information Processing System (VLIPS) inquiry or other contact vvith the customer.

If the record is an F:;"1S order, the Depot Security Assistance point of contact (or ,mother designee) will contact the applicable freight forvvarder to determine if material has been received.

e. The accountable balance record must be reconciled vvith no unresolved adjustments with a Book to Book, Inventory Adjustment Voucher. or Consolidated Adjustment Voucher.

1'. At a minimum a fourth count inventory must be conducted.

g. A physical check of all staging areas. and open consolidations to that customer must be conducted.

h. A validation of the weight and cube against the lines shipped for all shipments ncar the time of the last known status of the open record.

3. If materiel has been received use the customers receipt date minus 5 days or last status date posted ofMRO in DSS whichever is greater for CONLS and the last kno\vn status date on the DSS record for OCONCS to close the DSS record.

a. use DSS Screen B32R to close records. All records in the TCN should be in the same status and same category of research. Reversing the consolidation is not required; however the correct level of research is required on a line-by-line item basis.

b. Documentation in the form of a memorandum for record, conversation record, screen print from VLIPS, the name oftbe freight flmvarder, telephone num ber) date of discussion, and transportation/receipt information or other documentation should then be scanned into the Electronic Document 'Yfanagement Systems (EDMS) for any future required research.

c. If the material has not been received and research indicates imbalance, repack the material and ship under original open 'YfRO, do not input a neVi MRO \vith a SLti1iX. If an MRO requires a notice of availability, process in accordance with DoD 4000.25-8-M, Chapter 2.10.

b. Category R - Research for Resolution/Approved for Force Closure:

Specific categories may be force closed \\-hen research is inconclusive.

The same rules for research \\'ill apply as listed in Seetion IV. A for Category A Force Closures.

1. Category B records requiring research:

a. NSl\s with a Controlled Item Inventory Code of Pilferable J, I, M, P, V, W, X, y, z.

b. MROs with a total dollar value over S16,OOO

c. All DSS records with status indicators which provide evidence that an operation interrupt OCCUlTed and needs to be resolved.

2. L DSS Screen R32R to close records. All records in the TC"J should be in the same status and same category or research. Reversing the consolidation is not required:

however the cOlTed level of research is required on a line by-line item basis.

3. Documentation in the form of a memorandum i()r record, conversation record, screen print from VLIPS, the name of the freight forwarder, telephone number, date of discussion, and transportation/receipt information or other documentation should then be scanned into the Electronic Document j'vlanagement Systems (EDMS) for any future required research.

c. Category C - Research for Force Closure:

I. Category C records require limited research before closure and are listed as {ollows:

a. If Iinc item does not meet the restriction criteria for full research and the dollar value (unit price x quantity) is under .00. force close the line without research.

b. Issue Priority Group (IPG) I MROs under 5200 with DSS status indicators that do not ref1ect an operation interrupt and the indicator reHects as a bare minimum the material has been successfully picked.

C. [PG II and III \.1ROs with extended dollar value of up to $16,000 with DSS status indicators that do not retlcct an operation interrupt and as a bare minimum the material has been successfully picked.

) Usc DSS Screen B32R to close records. All records in the TC:-J should be in the same status and same category of research. Reversing the consolidation is not required;

ho\vever the correct level of research is required on a line by-line item basis.

6. FORCE C.[.OSURE APPROVAL For F\.1S, NWR\;1 and Controlled MROs, force closure levil! require the written approval from the Distribution Center's Commander or Director. An approval request form is included as Appendix!\. Completed approval req Llests and supporting shipping documentation should be maintained in a history file.

7. RECORDS RETENTION. These records arc considered supporting shipping documentation should be maintained in accordance with the DlA Records Schedule, file number 945.lO Bills of Lading Files destroy after 6 years. For records supporting F\llS force closures the documents will be maintained Ii\.W DLA Poliey Memorandum dated, March 9, 2009, Subject: Foreign :Vlilitary Sales (FMS) Shipment Documentation - Records Retention Policy which states, shipping documentation \vill be retained for 30 years, 2 in active and years in records holding.

8. If action has been taken to close a record and material is found after record the shipment record will be reversed and the shipment processed. If reversal is not possible due to age or other than USAF ALe and LSN Owners the material \\'ill be transshipped using a DIC, ZWT with the exception of DROs.

9. REPORT~G. late line closures will be repolied each month by each distribution center. The report will be submitted in the format outlined in Appendix 13. The report mUSl be completed and sent to Mission Process Compliance Division not later than the 5th of each month. The report should be emailed to

10. REfEREKCES.

Ntl litary Standard Requisitioning and Issue Procedures

(MILSTRIP, DoD 4000.25-1-M)

Military Standard Transaction Accounting and Reporting Procedure

(MILSTRAP, DoD 4000.25-2-:v1)

Supply Discrepancy Reporting Procedures DLAI 4140.55

DLA Memorandum dated April 1997, Subject: Distribution Policy on

Open/Unconfirmed Materiel Release Orders

DLA Memorandum dated Y1arch 9,2009, Subject: Foreign Military Sales (FMS) Shipment Documentation Records Retention Policy

REASO~

Appendix A

Open MRO - Force Closure Approval Request i REQUIST19N NUl\1 B E-,~~R~'~'_:______"__'___'_"'____'___"'_--------i I i PRIORITY:

: DSS STATUS CODE:

NOMENCLATURE:

NSN:

COST/VALUE:

MATERIEL CLASSIFICATION

WHSE LOCATION:

. PACK LANE AREA:

DESTINATION:

-.. -"-,--_...- -"'-"'---"-"" -----i

DATE OF LAST ACTION IN DSS:

GBL/PACKAGE NUMBER:

1-----........ ,-.. ,----------.. -.-... - ,--,-..---- -----1

· CARRlERISCAC:

I CDSTOMERRE-C-E-IPj DATE:

FOR FORCE CLOSURE:

SUBMITTED BY & DATE:

-_.._-- .---..----.-----.. -----'---'-------c

SIGNATURE & DATE APPROVED BY DISTRlBUTI(lN

CENTER COMMANDER OR DIRECTOR:

*** ALL SUPPORTING DOCUMENTATION MUST BE

ATTACHED FOR SUBMISSION; i.e. INQUIRIES FROM

VLIPS, GTN, CARRIER TRACKING SYSTEMS AND OR

PROOF OF DELIVERY.

Appendix B

Monthly Report of Open/Cnconfirmed Materiel Release Orders

Category QTY Open OIL Closed New OIL Total current OIL Last Period This Period This Period End This Period

Category A

A-FMS

A-HCC

A-Controlled

A-UIT

A-DRO

A-RCP

A-STO

Category B B-Pilferable B->16K B-Systems??'?

Category C C-<$25

C-IPG/<$200

C-IPGIP21

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