TE 5.7 DSS Downtime.docx

Defense Distribution Center Standard Operating Procedures for DSS Downtime

Date: March 5, 2010

Table of Contents

1. Purpose

The purpose of this Standard Operating Procedure (SOP) is to establish written guidelines and processes that will be followed at the Distribution Centers to process Emergency Off-Line Materiel Release Order (MRO) during times when the Distribution Standard System (DSS) system is not functional.

2. Types of Emergency Requisitions

Outlined below are mandatory deliveries categories for exception (A0E/A05) requisitions:

1. Emergency Bearer Pickups

1. Emergency Customer Pick-up (Non Bearer)

1. Same Day Delivery

1. Same Day Local Delivery

1. Same Day Counter to Counter Delivery

1. Mandatory OCONUS Expedited Delivery

1. Mandatory Next Day/Next Business Day Delivery

6. Mandatory Monday through Friday Delivery

6. Mandatory Weekend (Saturday or Sunday) Delivery

6. Mandatory Holiday Delivery 3.

Key Terms

DD Form 1348-2: The DD Form 1348-2 is one of the formats used in the preparation of requisitions and MROs.

Defense Distribution Center Staff Duty Officer: Authoritative officer and coordinator in regards to off-hour issues

Defense Distribution Centers: The Defense Distribution Center's (DDC) worldwide sites responsible for receipt, storage, and issuing of materiel including off loading cargo, processing and routing, inspection, classification, warehousing, packaging and transportation planning.

Distribution Standard System (DSS): is a Warehouse Management System used at DDC’s 24 Distribution Centers that provides core distribution functions, operational support, and customer requests. DSS core functions for DDC Distribution Centers include:

· Workload Planning

· Receiving

· MRO Processing

· Storage

· Stock Selection

· Packing

· Shipping

· Transportation

· Statuses and Reports

DLA Customer Interaction Center (CIC): DLA’s authorized agent to accept and process Exception MROs for DLA owned stock to DDC Distribution Centers where DLA stock is maintained.

DSS Downtime: DSS system downtime refers to various DSS incidents where the system is not available to perform actions necessary to process MROs.

Materiel Release Order (MRO): An order issued by an accountable supply system manager (usually an inventory control point or accountable depot or stock point) directing a non-accountable activity (usually a storage site or materiel drop point) to release and ship materiel.

Service Inventory Control Point (ICP): The materiel owner of Service owned stock held at the DDC Distribution Centers and the authorized agent to accept and process Exception MROs to DDC Distribution Centers where Service stock is maintained.

DSS Location/Owner (QBD/QBO) Inquiry System: The link for accessing locations of materiel when DSS is down: https://ddcnet.ddc.dla.mil/QBD_QBO/Welcome.asp 4.

Off-Line Procedures for DLA Owned Stock:

When the DDC Distribution Centers are unable to access DSS to process Exception MRO off-line processing may be required to process the emergency request and meet delivery to the customer.

If DSS is down at all sites, the DLA CIC agent located in Battle Creek, Michigan (call 1-877-352-2255) shall access the DSS Location/Owner (QBD/QBO) Inquiry System via DDC Intranet to inquire location, balance and condition code of materiel requested. https://ddcnet.ddc.dla.mil/QBD_QBO/Welcome.asp

Scenario #1: If the DLA CIC agent is unable to connect to the DSS MRO Entry Screen, but DSS is functional at the Distribution Center where the materiel is stored, the DLA CIC agent will FAX the MRO information to the Distribution Center ESOC authorizing the Distribution Center to input the MRO via the SMOK screen. The DLA CIC will follow up with a phone notification to verify that the FAX has been received. The Distribution Center will enter the MRO into the SMOK screen and process accordingly.

Scenario #2: If the DLA CIC agent is unable to connect to the DSS MRO Entry screen, and DSS is temporarily down at the Distribution Center where the materiel is stored, the DLA CIC agent will FAX the MRO information to the Distribution Center ESOC authorizing the Distribution Center to process the MRO off-line. The DLA CIC will follow up with a phone notification to verify that the FAX has been received. The Distribution Center will manually work the issue and enter the MRO into the SMOK screen when normal DSS operations resume, coordinating the systemic actions to decrement stock and close out the record with appropriate tracking information.

Attempts will be made to re-direct MROs to other CONUS Distribution Centers where stock is available by the CIC according to the distribution sourcing wheel logic.

Note: These are the only times Distribution Center ESOC personnel are permitted to enter MROs locally into the SMOK screen for DLA owned materiel. The Distribution Center is not authorized to enter MROs for DLA owned materiel when requested by someone other than the DLA Supply Center, DDC, or the DLA CIC. The DLA CIC is responsible to validate the delivery requirement, commercial phone number, and delivery location in the exception data, prior to forwarding the MRO to the ESOC for processing.

The ESOC at the Distribution Center whose DSS system is not functional will be notified via FAX and phone of the requirement to process an Exception MRO off-line. During non-duty hours at the Distribution Center, the Distribution Center Staff Duty Officer (SDO) will be notified of the requirement and will ensure proper staffing reports to process the MRO. If unable to contact the Distribution Center SDO, the HQ Defense Distribution Center SDO will be notified of the requirement and they will facilitate between the DLA CIC and Distribution Center site to process the MRO.

The Distribution Center ESOC will manually prepare the DD Form 1348 and will ensure the DD Form 1348 includes all Exception data, addressing requirements, and inventory location(s) where stock was manually processed from (see Appendix A). The Distribution Center shall access the DSS Location/Owner (QBD/QBO) Inquiry System via DDC Intranet to inquire location, balance and condition code of materiel requested. https://ddcnet.ddc.dla.mil/QBD_QBO/Welcome.asp The Distribution Center ESOC will coordinate all necessary actions within the Distribution Center to prepare the materiel for shipment or customer pickup (bearer pickup), as applicable. The Distribution Center will also manually prepare the necessary documentation (carrier documentation, bills of lading, etc) required to complete shipment and delivery to the customer as required.

Upon shipment of the MRO, the Distribution Center ESOC will maintain a copy of the DD Form 1348, along with a copy of all shipment documentation. The MRO will be immediately input into DSS by the Distribution Center ESOC after the system becomes functional. The ESOC will be responsible to ensure all Document processing is completed. Document processing steps include:

· Manually allocating stock upon entry of the MRO

· Coordination of all systemic processing with appropriate Distribution Center staff to ensure duplicate stock is not pulled for the MRO

· Monitoring DSS MRO status to ensure pick is completed prior to manually force closing DSS records with the appropriate shipment information 5.

Off-Line Procedures for Service Owned Stock:

When the Distribution Center Emergency Supply Operations Center (ESOC) is unable to process an Exception MRO faxed by the Service ICP via the DSS On-Line MRO Processing Screen (SMOK) due to a system outage at the Distribution Center, manual processing may be required to process the MRO and meet delivery to the customer.

The ESOC at the Distribution Center whose DSS system is not functional will be notified via phone, fax, or email of the requirement to process an Exception MRO off-line by the Service ICP. The Distribution Center ESOC will manually prepare the DD Form 1348 and will ensure the DD Form 1348 includes all Exception data, addressing requirements, and inventory location(s) where stock was manually processed from (see Appendix A). The Distribution Center shall access the DSS Location/Owner (QBD/QBO) Inquiry System via DDC Intranet to inquire location, balance and condition code of materiel requested. https://ddcnet.ddc.dla.mil/QBD_QBO/Welcome.asp. The Distribution Center ESOC will coordinate all necessary actions within the Distribution Center to prepare the materiel for shipment or customer pickup (bearer pickup), as applicable. The Distribution Center will also manually prepare the necessary documentation (carrier documentation, bills of lading, etc) required to complete shipment and delivery to the customer as required.

Note: The Distribution Center is not authorized to enter MROs for Service owned materiel when requested by someone other than the Service ICP or DDC. The Service ICP is responsible to validate the delivery requirement, commercial phone number, and delivery location in the exception data, prior to forwarding the MRO to the ESOC for processing.

Upon shipment of the MRO, the Distribution Center ESOC will maintain a copy of the DD Form 1348, along with a copy of all shipment documentation. The MRO will be immediately input into DSS by the Distribution Center ESOC after the system becomes functional. The ESOC will be responsible to ensure all Document processing is completed. Document processing steps include:

· Manually allocating stock upon entry of the MRO

· Coordination of all systemic processing with appropriate Distribution Center staff to ensure duplicate stock is not pulled for the MRO

· Monitoring DSS MRO status to ensure pick is completed prior to manually force closing DSS records with the appropriate shipment information

SP3300-10-R-0020

TECHNICAL EXHIBIT 5.7

DSS Down Time

TECHNICAL EXHIBIT 5.7

DSS Down Time

TE 5.7 DSS Down Time

TE 5.7 DSS Down Time Appendix A

DD Form 1348-2 Issue Release/Receipt Document with Address Label

The DD Form 1348-2 is one of the formats used in the preparation of requisitions and MROs.

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