Attachment 9- Item Request Process Training - Vendors.pptx

DLA Information Operations STORES Item Request Training

DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

WARFIGHTER FIRST

D Guidance 26-Jun: Would like to see a refresh of this title slide. Should be able to see representation of all services and civilians (i.e. humanitarian effort). Director would like for us to bring him a few recommendations of possible design refreshes.

STORES 5.8 Item Request Training

WHY IS THIS NEW PROCESS NEEDED?

Reduces Item Creation Bottlenecks Will allow for internal DLA tracking and elimination of possible bottlenecks throughout the request process Provides Customers, Vendors, and DLA with centralized visibility of all pending requests Reduces the Proliferation of Stock #’s There must be a demonstrated customer need Requests must be initiated by the customer Helps ensure that the RIGHT ITEM is being provided

STORES 5.8 Item Request Training

REQUEST PATH

CUSTOMER VENDOR DLA TROOP SUPPORT

REQUEST PROCESS

Throughout the item request path, requests can be in one of the following categories:

Saved by the customer, but not yet Submitted Submitted by the customer In Process (may be with the Vendor or DLA) Rejected With Recourse (rejected back for changes) Rejected Without Recourse (rejected back, item not allowed for some reason) Final Approval

STORES 5.8 Item Request Training Vendor Notifications Vendor will NOT receive initial email that Customer has submitted a request Should check request list DAILY Periodic updates will be made to keep the vendor abreast of their request status after they have submitted their item info Updates will be provided online in STORES and can be checked at any time Updates will be generated by e-mail to requestors (based on the STORES userID of the submitting Vendor)

STORES 5.8 Item Request Training

Once a Customer creates and submits a new Item Request the Vendor may now view and edit the request Request originating from the Vendor for an item already on the catalog that has a change (description, pack size, part number, etc.) will still be submitted manually

STORES 5.8 Item Request Training Vendor Access to STORES Catalog

Select Item Request – View/Modify Item Request

Contract Number Selection and Supported Services Screens

Search by Description or Contract Number

Select a filter from the drop-down menu.

The Item Request Summary will display.

Click the Item Number link in the Request Number field to view the Item Request.

STORES 5.8 Item Request Training The Item Request Form displays.

The user completes all of the required fields.

* Denotes a mandatory field.

** Denotes a conditional field.

Select Request Information ? For Help (next screen)

Select the Associate button next to the Associate Existing Stock Number field to check to see if this item is in the system already and if so, associate the stock number to the item.

STORES 5.8 Item Request Training Associate Existing Stock Number Enter stock number or description – Auto-complete returns the first 15 stock numbers.

If a number exists for the item, click the Select button and the details for the stock number will display with ‘NOTE: Any fields currently populated on the request form will be overwritten’ will display.

Click the Associate button to associate the stock number to the request item selected.

To Enable Add/Edit Pricing, please select and save first: Price by Unit of Measure

STORES 5.8 Item Request Training

The Item Request – Comparison screen displayed ! Denotes a change from the initial Customer request

STORES 5.8 Item Request Training Item Request – Status/Comment Log displayed.

New Comment Field – open field for adding relative information to the request.

Viewable by – Drop-down menu to select the permissions to view this comment.

Add to Log button – submits the comment to be recorded to the log with the date/time and user recorded.

Select the ‘Close’ button to return to the request form.

STORES 5.8 Item Request Training

Submission to DLA and Checking Status Once all fields have been filled out and all documents attached the request can be submitted to DLA The Comment/Status Log will be useful to checking status as the request moves forward and comments can be added here The Comparison screen will show differences between the Customer’s request and the Vendor’s submission image4.png image5.png image6.png image7.png image8.png image9.png image10.png image11.png image12.png image13.png image14.png image15.png image16.png image17.png image1.jpg image2.png image3.png