ODS_Customer_Turn-in_Flow_Document.pdf

ODS CUSTOMER TURN-IN

PROCESS FLOW

Revised 2/15/2011

7/5/2012

ODS RESERVE POLICIES REGARDING CUSTOMER TURN-IN PROCESSING

1. The Reserve will pay for shipments to the Reserve when customer requests assistance. The processing procedure is determined by the customer’s ability to issue Bills of Lading for commercial transportation.

2. Customers with capability to issue Bills of Lading (B/L) will be sent a form letter requesting transportation cost estimate and shipment size information. The ODS Reserve Program Office will process information, and then provide Current FY Transportation Account Code (TAC) and Turn-in Authorization/

Shipment Tracking number.

3. Customers needing assistance with transportation arrangements will be sent the Vendor Request for Shipping Instructions form. Customer will complete the Vendor Data section and return form to Program

Office for validation of accuracy and completeness. Completed form will be forwarded to the Defense

Distribution Center (DDC) to coordinate directly with the customer making arrangements for shipment, issue B/L, and charge cost to the ODS Reserve using current FY TAC.

4. Upon receipt, all customer returns will be leak checked at the DDRV Receiving off load point.

Cylinders leaking 8 oz. or more will be sent to warehouse 3 for pumping.

5. Ownership will be determined for each turn-in, if possible, based on paperwork submitted with the turn-in shipment. If ownership cannot be determined, the receipt will be assigned to DLA. Owner/Purpose code “A’ will be used.

6. All cylinders and drums will be scale weighed.

7. Refrigerant and solvent cylinders and drums weighing in at less than half the recovery fill capacity will be considered as empty, and assigned an empty cylinder NSN.

Completed Vendor

Request for

Shipping

Instructions form

DEPARTMENT OF

DEFENSE

OZONE DEPLETING

SUBSTANCES

TURN-IN

PROCEDURES

June 2009

Shipment Tracking

Log (VO Folder)

START

Activity contacts

Reserve for ODS turn-in instructions

DoD and Non DoD

Activities desire to turn in unneeded or recovered ODS

Product Type

Cyl size

#pcs

Wt/Cu

Total Prod wt.

Total wt.

Est Shipping Costs

Does Turn-in activity want DLA to pay for shipment?

ODS Reserve Rep sends email with shipment form for customer completion

When completed form is received, shipment tracking number is assigned and sent to the turn-in activity along with contact and shipment instructions.

DoD activities are authorized to use current ODS FY TAC for billing

Turn-in activity ships ODS to

DDRV using current FY TAC for shipment billing

NO

ODS Reserve Rep provides Turn-in procedures to customer

Record entry in

Shipment Tracking

Log (VO Folder).

Place hard copy into

FY Transportation

Authorization Folder

Send request to DDC

Delivery Management by email or FAX to arrange for pick up of donations at customer site.

DDC Delivery Management delivery@ddc.dla.mil

DDC Delivery

Management contacts

Customer and arranges date and time for pickup

NO

Turn-in activity ships ODS using their own funds

ODS TURN-IN RECEIPT PROCESSING

Customer ODS

Shipment Tracking

Form

Customer

Yes

Send Vendor Request for

Shipping Instructions form for customer to complete the Vendor Data section of form.

Does activity have capability to issue

Bills of Lading?

Yes

Completed ODS

Shipment Tracking

Form

Customer

Vendor Request for Shipping

Instructions form

Review completed form returned by customer for presence of all required information i.e. product type, cylinder size/quantity, special access requirements, etc.

ODS Reserve

Contractor sends cylinder to

Warehouse 3 for pumping

ODS Reserve

Contractor off loads cylinders at

OS-6

ODS Reserve Contractor opens truck doors and performs safety leak check. If gas alert received on detector, the leaking cylinder(s) are located and individually leak checked.

All cylinders/drums are moved to receipt staging area in OS-6 for further processing

Any cylinder/drum leaking > 8 oz per year

Pallets are broken down, cylinders consolidated by size, repalletized as necessary. No mixed NSNs are allowed on a pallet. Integrity of ownership is maintained.

WHSE 3

ODS Reserve

Contractor verifies cylinders/drums/cans contain ODS

Reserve product.

NO

Yes

Is cylinder empty?

Each cylinder/drum is placed on a scale and weighed. Tare weight is determined and is subtracted from the scale weight to determine product weight. On Navy system cylinders, the heavy cap is removed before weighing.

Is valve on non government cylinder open or missing?

Yes

Send to Warehouse 3 for disposal

WHSE 3

Yes

NO

NO

Halon cylinder?

Refrigerant cylinder/ drum less than half full?

Incomplete pallets are held until another incoming receipt with same

NSN can be added to pallet

NO

Yes

NO Yes

Identify and select empty cylinder

NSN for recovery cylinder NSN list, based on cylinder/ drum capacity and type of gas.

Assign condition

Code “F”

Empty recovery cylinder?

COMMODITY SIZE (lbs) EMPTY RECOVERY CYLINDER NSNs

Halon 1202 160 8120-01-356-1781

Halon 1211 200 8120-01-356-1248

Halon 1211 1500 8120-01-356-1249

Halon 1301 117 8120-01-371-0533

Halon 1301 122 8120-01-356-5963

Halon 1301 1000 8120-01-356-5962

R- 11 59 8120-01-356-5960

R- 11 170 8120-01-356-9756

R- 11 1400 8120-01-355-9763

R- 12 45 8120-01-355-4017

R- 12 145 8120-01-355-4018

R- 12 1190 8120-01-355-4019

R- 114 57 8120-01-356-1245

R- 114 165 8120-01-356-1246

R- 114 1360 8120-01-356-1247

R- 500 43 8120-01-357-6774

R- 500 127 8120-01-357-7656

R- 500 1045 8120-01-357-7657

R- 502 44 8120-01-357-6770

R- 502 128 8120-01-357-6771

R- 502 1050 8120-01-357-6769

R- 22 44 8120-01-357-9140

R- 22 128 8120-01-357-9129

R- 22 1050 8120-01-357-9141

2a

NO

Yes

6a

Empty Navy or

Marine Corps system cylinder?

Assigned NSN from table for cylinder type/ manufacturer and size and apply

Condition Code “F”

NO

Yes

SIZE ANSUL KIDDE-FENWAL

10 lb 6830-01-171-7361 6830-01-073-6543

15 lb 6830-01-221-2192 6830-01-284-5852

60 lb 6830-01-252-2428 6830-01-294-4455

95 lb 6830-01-196-8338 6830-01-302-2555

125 lb 6830-01-140-6150 6830-01-275-1637

SIZE NSNs

7 LBS

6830-01-321-6527

7 LBS

6830-01-331-6714

9 LBS

6830-01-160-9653

17 LBS

6830-00-435-9415

NAVY SYSTEM CYLINDER NSNS

MARINE CORPS AMPHIBOUS SYSTEM CYLINDER NSNS

COMMODITY SIZE (lbs) EMPTY CYLINDER SPEC (VIRGIN) GAS

NSNs

Halon 1202 160 8120-01-339-6277

Halon 1202 2000 8120-01-371-0532

Halon 1211 200 8120-00-337-2899

Halon 1211 1500 8120-01-396-2165

Halon 1301 137 &150 8120-00-531-8193

Halon 1301 1123 &1240 8120-01-356-5961

R- 11 59 8120-01-355-9760

R- 11 170 8120-01-355-9761

R- 11 1400 8120-01-531-2122

R- 12 45 8120-01-337-1816

R- 12 145 8120-01-337-6242

R- 12 1190 8120-01-355-4016

R- 114 57 8120-01-354-9400

R- 114 165 (49 x 10) 8120-00-063-3983

R- 114 165 (36 x 12) 8120-01-337-6236

R- 114 1360 8120-01-356-1244

R- 500 43 8120-01-357-6773

R- 500 127 8120-01-357-6772

R- 500 1045 8120-01-357-9137

R- 502 44 8120-01-357-7655

R- 502 128 8120-01-337-6239

R- 502 1050 8120-01-357-6907

Did cylinder come from whse 3 ? NO

2a

Follow Putaway instructions on paperwork from shop.

Refurbished cyls assigned

CC A and Pumped Cyls assigned CC G by whse 3 personnel

Yes

6a

Select Empty

Cylinder from spec gas empty cylinder

NSN list and assign

CC “F”.

HALONS AND FIRE EXTINGUISHERS

Halon 1202 160 6830-01-356-1780

Halon 1202 2000 6830-01-447-3632

Halon 1211 1-5 6830-01-376-8013

Halon 1211 6-10 6830-01-376-8014

Halon 1211 11-20 6830-01-376-8015

Halon 1211 21-60 6830-01-376-8016

Halon 1211 61-125 6830-01-376-8017

Halon 1211 126-200 6830-01-356-1209

Halon 1211 201-340 6830-01-376-8018

Halon 1211 341-1500 6830-01-356-1211

Halon 1301 1-5 6830-01-376-8394

Halon 1301 6-10 6830-01-376-8395

Halon 1301 11-20 6830-01-376-8396

Halon 1301 21-70 6830-01-376-8397

Halon 1301 71-100 6830-01-376-8398

Halon 1301 101-117 6830-01-371-0501

Halon 1301 118-125 6830-01-376-8399

Halon 1301 126-150 6830-01-356-9752

Halon 1301 151-200 6830-01-376-8400

Halon 1301 201-261 6830-01-376-8401

Halon 1301 261-350 6830-01-376-8402

Halon 1301 351-530 6830-01-376-8403

Halon 1301 531-600 6830-01-376-8404

Halon 1301 601-1240 6830-01-356-5958

Determine the proper Halon NSN:

1. Find the scale product wt. in the NSN weight ranges.

2. Select the NSN with the product wt. falling within the weight range.

3. Assign Condition Code “A” to

Receipt.

First Position of

Document Number

A – Army

B – Army

C – Army

D – Air Force

E – Air Force

F – Air Force

G – Army

J – Air Force

K – marines

L – Marines

M – Marines

N – Navy

P – Navy

Q – Navy

R – Navy

S – DLA

T – DLA

U – DLA

V – Navy

W – Army

Z – Coast Guard

Determine Owner/

Purpose (O/P) Code from Document

Number in paperwork

All non DoD material is received in O/P code “A”.

USCG is received in

O/P “7”

O/P Codes

1 = Army

4 = Marines

5 = Navy

6 = Air Force

7 = Other

A= DLA

REFRIGERANTS

R- 11 59 6830-01-355-9754

R- 11 100 6830-01-368-4847

R- 11 170 6830-01-355-9756

R- 11 200 6830-01-367-9554

R- 11 650 6830-01-367-9555

R- 11 1400 6830-01-355-9758

R- 12 45 6830-01-355-4013

R- 12 145 6830-01-355-6648

R- 12 1190 6830-01-355-4015

R- 114 57 6830-01-356-1203

R- 114 165 6830-01-356-1205

R- 114 1350 6830-01-356-1207

R- 500 43 6830-01-357-7650

R- 500 127 6830-01-358-5123

R- 500 1045 6830-01-357-7654

R- 502 44 6830-01-357-6726

R- 502 128 6830-01-357-6727

R- 502 1050 6830-01-357-6905

R22 44 6830-01-357-9131

R22 128 6830-01-357-9129

R22 1050 6830-01-357-9133

Determine the proper refrigerant gas NSN:

1. Determine product fill capacity

wt. (spec gas) of cylinder. This can be obtained from the MFR tag or label

2. Find the product wt. in the NSN listing.

3. Select the NSN with the product

wt. matching the product weight of the cylinder/drum.

4. If mixed refrigerant gas in cylinder, select NSN from the list based on the most prevalent gas.

CFC/Solvent 113

6 oz 6850-01-424 8532

1 pint 6850-01-424-8533

1 quart 6850-01-424-8540

1 gal. / 11 lbs 6850-01-424-8531

100 lbs 6850-01-424-8535

200 lbs 6850-01-424-8536

5 gal. / 60 lbs 6850-01-424-8534

55 gal. / 690 lbs 6850-01-424-8537

Is turn-in product a Solvent?

Determine the proper CFC 113 NSN:

1. Determine product weight of the drum or can.

2. Find the product weight in the NSN listing.

3. Select the NSN with the product wt.

matching the product weight of the drum/can.

Product R113 or CFC 113?

1,1,1 Trichloroethane

6 oz 6810-01-424-8538

1 pint 6810-01-424-9662

1 quart 6810-01-424-9665

1 gal. / 12 lbs 6810-01-424-8539

5 gl / 60 lbs 6810-01-424-9674

55gl / 640 lbs 6810-01-424-9673

Determine the proper 1,1,1 NSN:

1. Determine product weight of the drum or can.

2. Find the product weight in the NSN listing.

3. Select the NSN with the product wt.

matching the product weight of the drum/ can.

Yes

NO

NO

Yes

ODS RECEIPT TAG

NSN: _6830 -- 01 –356--9752

DOC NO: _N62490-7365-0001 SFX: C

QTY: ______5_________ C/C: ___A___ O/P: __5____

DT RCVD: __12/31/2007_ PALLET __1___ OF ____2___

ODS RECEIPT TAG :

NSN: _6830 -- 01 –356--9752

DOC NO: _N62490-7365-0001 SFX: B

QTY: ______5_________ C/C: ___A___ O/P: __5____

DT RCVD: __12/31/2007_ PALLET __1___ OF ____2___

ODS RECEIPT LOG SVC TAG APPLIED:

NSN: __________ ____ ________ ____________

DOC NO: ____________ _________ ____________

QTY: _______________ C/C: ______ O/P: ______

DT RCVD: _______________ NO. PALLET S ________

DT RCVD: ____________ NO. PALLET S ________

ODS RECEIPT LOG

ODS Reserve

Contractor prepares receipt tag label and duplicates information in Receipt Log

Enter Owner/Purpose

(O/P) and Condition

Code (C/C) determined earlier

ODS RECEIPT TAG SVC TAG APPLIED:

NSN: _6830 -- 01 –356--9752

DOC NO: _N62490-7365-0001 SFX:

QTY: ______5_________ C/C: ___A___ O/P: __5____

DT RCVD: __12/31/2007_ PALLET __1___ OF ____2___

Label is applied to colored tag

Receipt Plastic Tag

A labeled plastic tag is wired onto one cylinder on each pallet of the receipt.

Multiple Service/Agency receipts cylinders with the same NSN can be placed on the same pallet, but each

Service//Agency must have its own

Receipt tag.

Colors correspond to a specific Service:

TAG COLOR MIL SVC/Agency

GRAY NAVY

BLUE AIR FORCE

RED MARINE CORPS

GREEN ARMY

WHITE COAST GUARD

BUFF DLA, Non DoD

Receipt cylinder quantity require more than one pallet?

ODS RECEIPT TAG

NSN: _6830 -- 01 –356--9752

DOC NO: _N62490-7365-0001 SFX: A

QTY: ______5_________ C/C: ___A___ O/P: __5____

DT RCVD: __12/31/2007_ PALLET __1___ OF ____2___

Use Suffix Code for each tag applied to multiple pallets. Start with Suffix Code “A” for first pallet, then Suffix “B” for next pallet, keeping the Suffix Code sequence until all pallets have been tagged.

Annotated

Materiel Putwway

Document

DSS prints

Materiel Putwway

Document

DDRV Receiving

Inspector inputs receipt data to DSS IV/N screen and produces material putaway document

All Receipts that have been processed by the ODS

Reserve contractor are held in OS-6 staging pending DSS

Receipt processing by the DDRV contractor.

A copy of the receipt log is provided to the DDRV contractor to aid in data input to the DSS Receiving Screen

The remaining receipt processing actions are the responsibility of the DDRV contractor Receiving Inspector.

ODS Reserve Contractor in OS-5 off loads mule train and fork lifts material to storage location where other material of same NSN is stored.

ODS Reserve contractor loads mule train and

DDRV contractor delivers material to

OS-5.

Putaway document is annotated with putaway location and provided to DDRV contractor for

DSS processing.

OS 5

Location

DDRV

Contractor

6a

DSS creates data set of receipt data for DORRA and stores at the DLA

DDC data center in Ogden UT

DSS RECEIPT

DATA

DSS creates a

D6_ transaction for each receipt processed and

DSS sends the transaction to the

DLA Enterprise

Business System

(EBS)

EBS posts Receipt D6_ transaction data to DLA

EBS records.

End Receipt Processing

By the 5 th of each month, the DDC

FTPs the past month’s receipt data to DORRA in

Richmond

By the 10 th of each month, DORRA updates the

MIS_RECEIPT_FACT

table with new monthly data with the data from

Ogden

* MIS_RECEIPT_FACT

* Note: MIS_RECEIPT_FACT is a historical table containing DLA

Depot DSS receipt transactions

(D6_ and D4_) data and is used by DORRA and other DLA organizations, including the ODS

Reserve, to conduct research and analysis

DDRV

Contractor

DDRV contractor inputs putaway confirmation into

DSS

DSS

EBS