TE-AAAA ArMA Process.pdf

Customer Request for Repairs

Contractor

Execute Demand Maintenance Orders

(DMO’s)

Execute Preventive Maintenance Orders

(PMO’s)

Operational Work Orders (OWO)

Corporate Information Systems

Technical Exhibit AAAA ArMA Process

Installation Management Command integrates and delivers base support to enable readiness for a globally-responsive Army

We are the Army’s Home Serving the Rugged Professional

DPW / BOID / BOB

UNCLASSIFIED

1 of 25 02 December 2020

DPW ArMA REQUIRED FIELDS

DPW - BOID

UNCLASSIFIED

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DPW ArMA Field Requirements:

ArMA: DMO (A001), OWO (A004)

• Non-FSOS orders – Utilities and other service contracts.

• P1 – Emergency.

• P2 – Urgent.

• P3 – Routine.

• ArMA information shall be input as real time.

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DPW ArMA Field Requirements creation and update:

1. Category – Represents the shop:

Shop or Work center.

Area: Interior or Exterior of the functional location.

2. Channel – the method of receiving the order:

Phone –CALLIN ArMA – WEBORDER Walk-in – WALKIN Email – EMAIL

ArMA ORDER: DMO (A001), OWO (A004)

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DPW ArMA Field Requirements creation and update:

3. Resident - Name of the customer requesting the order.

Non-Resident requests are to be assigned to

Barracks manager.

Capital letters.

4. Alternate Contact Name: Alternate Point of Contact:

Capital letters.

Include Contractor name calling in the request.

Complete name: Last, First name Format: Doe, John

5. Alternate Contact Number:

Telephone number and/or cell number: 10 digit and separated by dashes (-) Format: 123-456-7890

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DPW ArMA Field Requirements creation and update:

6. When creating an order - If resident is not in the system. Must enter the following:

No Contractors First Name – Capital letters

JOHN

Middle Name – Capital letters

JOHN

Last Name – Capital letters

DOE

Email – Work email must be DoD email.

Capital letters john.j.doe.mil@mail.mil

Mobile provide: Enter when resident provides this information (if available).

Notification preference – set to default: Email

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DPW ArMA Field Requirements creation and update:

7. Priority – Select from the following:

Emergency Urgent Routine

8. Assignment Group – Fort Bliss:

DPW Clerk – Fort Bliss

9. Assigned To – name of the clerk responsible for the request.

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DPW ArMA Field Requirements creation and update:

10. Location – Enter the building number and installation name.

Capital letters.

11. Location Details – Additional information:

Capital letters.

Building Number Location or Direction characteristics such as

Room, area, direction (North, South, etc.), etc.

12. GFEBS order number: Order number generated by GFEBS.

DMO

OWO

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DPW ArMA Field Requirements creation and update:

11. Short Description:

Match GFEBS format Ex. Interior Request at Fort Bliss/Fort Bliss/20300.

12. Description – Additional description of the request:

Capital letters.

Brief description of the request.

Include Room number, floor number, etc.

13. Additional Comments – Notes visible to the customer (Resident):

Capital letters for the beginning of the sentence(s) or known acronyms.

Field for requesting more information to the customer or to provide an update.

14. Work notes – Notes visible for DPW and the Service Order Desk.

Capital letters.

Include notes from GFEBS such as dispatching time, notified supervisor of shop, etc.

ArMA ORDER: DMO (A001), OWO (A004)

Interior Request at Fort Bliss/Fort Bliss/20300

Remove and paste new caulking around the sink in Female and Male bathrooms.

DISPATCHED AT 13:30; NOTIFIED CARPENTRY SUPERVISOR MR. MORALES AT 13:28

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1. Category.

2. Channel.

3. Resident.

4. Alternate Contact Name.

5. Alternate Contact Phone.

ArMA ORDER: DMO (A001), OWO (A004)

DPW REQUIREMENTS FOR CREATION AND UPDATE

7. Priority

8. Assignment Group.

9. Assigned to.

10. Location.

11. Location Details.

12. GFEBS Ticket.

System generated

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ArMA ORDER: DMO (A001), OWO (A004)

DPW REQUIREMENTS FOR CREATION AND UPDATE

11. Short Description.

12. Description

13. Additional Comments .

14. Work Notes.

Under the Tab “Notes”

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DPW GFEBS Field Requirements for Closing:

1. Resolution Code – Use when closing the order:

Use only when closing order if GFEBS and ArMA do not interface.

Resolved – Work Order (Service Order).

Resolved – RFI No Work Order. (No Tech necessary).

Not Supported (Out of Scope/not supported by DPW)

2. Cause – Defect causing the request:

Enter Defect Code from GFEBS.

3. Resolution Notes – Visible by the customer:

Capital letter at the beginning of the sentence.

Enter FSOS Notes from GFEBS.

Ex. 2020.11.06 REMOVE DOOR SWEEP AND BROKEN

SCREW.

Ex.2020.11.06 RPL AND FIXED THRESHOLD.

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DPW GFEBS Field Requirements for Confirmation:

4. Cancellation Reason – Visible by the customer.

Provide a brief description of the reason for cancellation.

Ex. “Thank you for placing a request to the

Service Order Desk. Your request is beyond the scope of a maintenance request.”

ArMA ORDER: DMO (A001), OWO (A004)

Thank you for placing a request to the Service Order Desk. Your request is beyond the scope of a maintenance request

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End of Brief

Installation Management Command integrates and delivers base support to enable readiness for a globally-responsive Army

We are the Army’s Home Serving the Rugged Professional

DPW / BOID / BOB

UNCLASSIFIED

1 of 25 02 December 2020

DPW GFEBS REQUIRED FIELDS

DPW - BOID

2 of 25DPW / BOID / BOB 02 December 2020

DPW GFEBS Field Requirements:

GFEBS NOTIFICATIONS: DMO (A001), OWO (A004)

• Non-contractor orders – Utilities and other service contracts.

• P1 – Emergency.

• P2 – Urgent.

• P3 – Routine.

• GFEBS information shall be input as real time.

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DPW GFEBS Field Requirements for Notification creation and update:

1. Priority - Required field:

DMOs, OWOs - Emergency, Urgent or Routine

2. Start Date and End Date - Automatic in GFEBS, and update if needed.

3. Text - Description and Subject long fields:

Description field - Brief Description of the problem starting with a verb and Acronyms established by the Government.

Ex. FWP RPL DR CLOSER BY OFFICE Ex. BOM RPR INOP DOOR TO EXTERIOR MECH RM Ex. MO RPR BROKEN WINDOW DOOR Ex. RPR CLOGGED URINAL #4 IN MALE LATRINE RM126 Ex. Lacking hot water in Room 239.

Ex. Request to clean vents and filters in room 104B.

Subject Long Text field - Include the name of the order requester (if different from the POC), Log events and statuses of the notification. Ex. appointment setup with POC, GFEBS was down, POC not available, etc.

Include events of status of notification, i.e. appointment setup with POC, etc.

Text - Use upper case letters for start of sentence and for acronyms.

Log of events - Shall start with most recent event followed by the later event.

Event format - Shall start with the date followed by the sentence.

Ex: 2018.05.18 Responded, Setup appointment with POC to inspect vents and filters.

Date format - Include year, month, and day. Use periods in between the year, the month and day (yyyy.mm.dd).

Ex. 2018.05.18

Sentence shall start with an action verb followed by the name of item, room number, latrine, floor num., etc.

Ex. 2018.05.20 Inspected vents and filters in room 104B.

Ex. 2020.07.01 RPR TOILET #2 FEMALE LATRINE RM 120

Include room number (if applicable).

No abbreviations allowed. Acronyms are allowed and shall provide a crosswalk list to the government.

4. Functional Location –

Functional location shall be captured at the facility/building number.

Ex. Functional location will be in 48125.0077

GFEBS NOTIFICATIONS: DMO (A001), OWO (A004)

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DPW GFEBS Field Requirements for Notification creation and update:

5. Point of Contact Information - Shall include:

Complete name: Last, First name Ex. Ortega, Mercedes Telephone number and/or cell number: 10 digit and separated by dashes (-).

Ex. 915-568-2121 Complete email address.

Ex. mercedes.ortega2.civ@mail.mil Complete Street Address (if available) Ex. 1733 Pleasonton Road

6. WBS - Verify:

DMOs – verify system populates field.

OWOs – Populate Additional Data Tab.

7. User field - Status of the notification. DPW required codes:

Appointment Req.

Appointment set.

Convert to an IJO Convert to SOO.

Subject to available Funds.

Tied to Existing Order.

8. Planner Group: Customer ID

9. Work center - Main work center (if applicable).

10. Plant – BLIS.

11. Reported by – Identify the order using the following:

WEBORDER, CALLIN, WALKIN, EMAIL, ArMA.

FLWUP and SCHED

12. Malfunction Date - Date customer reported the request when GFEBS is unavailable.

Populate this field with the date of the order request.

13. Sort Field: Enter the ArMA number.

14. Notification shall be converted into an order the same day and time.

mailto:mercedes.ortega2.civ@mail.mil

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1. Priority: Emergency, Urgent or Routine, and Reg. Ops for OWOs.

3. Text fields:

a) Description: Short Description of problem.

b) Full Name of the Order Requester (If different than the POC).

c) Subject Long Text: Log of events and status of notification.

2. Start and End Date.

4. Functional Location.

DPW REQUIREMENTS FOR GFEBS NOTIFICATION CREATION AND UPDATE

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5. POC information.

a) Full Name

b) Street Address (if applicable)

c) Telephone Number

d) E-mail Address

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6. WBS

GFEBS NOTIFICATIONS: DMO (A001), OWO (A004)

13. Sort Field

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8 & 9 & 10. Planner Group, Main Work Center, and Plant = BLIS.

7. User field: Status of notification.

11. Reported by: WEBORDER, CALLIN, WALKIN, EMAIL, FLWP, SCHED.

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GFEBS NOTIFICATIONS: DMO (A001), OWO (A004)

12. Malfunction Date.

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DPW GFEBS Field Requirements for Order and Sub-Order Creation:

1. Priority - Required field:

DMOs, OWOs- Emergency, Urgent or Routine.

2. Start Date and End Date - Update dates to actual start and end date.

3. Functional Location:

Functional location shall be the facility/building number.

DMOs, OWOs, PMOs, PWOs.

GFEBS ORDER: DMO (A001), OWO (A004), PWO (A003)

4. Defect - Enter the defect code.

Defect codes are selected from the list in

GFEBS.

DMOs, OWOs, PWOs.

4a. Short text: Enter code only when directed by Government.

Ex. COVID19 – Cleaning.

5. Notification number.

6. Planner Group - Customer ID

7. Main Work center - Main work center.

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DPW GFEBS Field Requirements for Order and Sub-Order Creation:

8. Text – Subject long fields:

Subject Long Text field: Description of the work required.

The description of the work must be the first lines followed by the log of events.

Log events leading to the completion of the order. Ex. material estimate arrival date, appointment setup with POC, GFEBS was down, POC not available, reference DMO #, etc.

Text – Use upper case letters for start of sentences and acronyms.

Log of events - Shall start with most recent event followed by the later event.

Reference sub-order in main order.

Event format - Shall start with the date followed by the sentence.

Ex: 2018.05.22 Requested assistance for cleaning vents and filters.

Date format - Include year, month, and day. Use periods in between the year, the month and day (yyyy.mm.dd).

Ex. 2018.05.20

Sentence shall start with an action verb followed by the name of item, room number, floor num.

etc.

Ex. 2018.05.20 Inspect vents and filters in room 104B.

In PWOs enter the initial DMO as reference.

Include room number (if applicable).

No abbreviations allowed. Acronyms are allowed and shall provide a crosswalk list to the government.

GFEBS ORDER: DMO (A001), OWO (A004), PWO (A003)

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DPW GFEBS Field Requirements for Order and Sub-Order Creation:

8. Text – Subject long fields: Continuation for PWOs only:

Description of the scope of the Project from

4283 and include 4283 number.

Ex. FE10050J – The scope of the work entails the following … See example to the side.

8a. PWOs – Short text Delivery Order number followed by the

Project title.

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DPW GFEBS Field Requirements for Order and Sub-Order Creation:

9. Operations tab – Enter assigned work center (s):

Work centers (shop numbers).

Activity Type (s) shall correspond to the positions of the work center; update if different.

10. Operation Short Text:

Short description of the performing operation performing the task.

No abbreviations allowed. Acronyms are allowed and shall provide a crosswalk list to the government.

Ex. Request to clean vents.

11. Work Labor Hours:

Estimated/ Planned hours to perform the work per work center, if available.

12. User field - status of the order in GFEBS:

DPW required codes: Convert to IJO, Convert to

SOO, Subcontractor, Awaiting Materials, Supplies received, Cancelled, Awaiting Permit, Awaiting approval, Warranty and Housing crisis 2019.

PWOs: DMOs converted into a PWOs shall have the status code “Convert to IJO”.

Other available Codes - see GFEBS or appendix A.

If not sure, contact DPW.

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DPW GFEBS Field Requirements for Order and Sub-Order Creation :

13. WBS - Confirm this field is populated in every order:

Additional Data Tab:

DMOs : WBS is populated automatically.

OWOs : Enter Government provided

WBS’s for each service provider by FY.

PWOs : Enter WBS from the 4283.

Location tab: Populates automatically as the functional location is entered.

14. Sort Field – Contractor Order Number.

GFEBS ORDER: DMO (A001), OWO (A004), PWO (A003)

15. Sub-Orders Only:

Main order and sub-order must not have the same priority.

Main order must be final confirmed prior creating the sub-order.

Do not technically complete main order until all sub-orders are technically completed.

16. Attachments: Attach documentations to the orders.

Ex: PWO package, Key Memo, Digging permit, etc.

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6 & 7. Planner Group, Main Work Center and Plant

= BLIS.

1. Priority: Emergency, Urgent or Routine.

3. Functional Location.

5. Notification number.

8. Text - shall be in following format:

a) Description: Short Description of problem.

b) Subject Long Text: Log of events.

2. Start Date and End Date.

GFEBS ORDER: DMO (A001), OWO (A004), PWO (A003)

DPW REQUIREMENTS FOR GFEBS ORDER OR SUB-ORDER CREATION

4. – Defect Code

4a. – Short text field - Code

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Double click on “created on”0

11. Work hours.

9 & 10. Work center (Shop), operation short text, Act Type.

12. User Field.

DPW REQUIREMENTS FOR GFEBS ORDER OR SUB-ORDER CREATION

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13. WBS.

GFEBS ORDER: DMO (A001), OWO (A004), PWO (A003)

DPW REQUIREMENTS FOR GFEBS ORDER OR SUB-ORDER CREATION

14. Sort Field

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DPW GFEBS Field Requirements for Confirmation:

1. Actual worked hours for the date confirming.

No lump sums. Ex. 40 hrs. in one confirmation.

Work hours is Total Labor hours worked by each technician. Ex. If the order required two technicians, there should be two lines of confirmations for each technician.

2. Actual Work center(s).

Shop number(s) performing the work.

3. Actual Activity Type(s).

Activity type(s) performing the work.

4. Work Start Date - single confirmation (Start of Execution Date - collective confirmation):

Response start date and time.

5. Work Finish Date - single confirmation (End of Execution Date - collective confirmation): Response end date and time.

Date when work was performed.

Confirmation shall be entered in GFEBS the day work was performed.

6. Confirmation Text: Include number of operators to perform the operation.

Ex. Two technicians in site visit.

Use confirmation field for additional information.

Ex. Cleaned additional vents.

Ex. Cancelled DMO per POC.

7. Final confirmation – Check when work is complete.

8. Technically complete order after labor, materials, equipment and/or subcontract confirmations have been done in GFEBS.

TECO must be completed within 2-weeks after final confirmation and any sub-order created has been TECO.

TECO cannot be done until all sub-orders have been completed.

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1. Actual work hrs.

8. Technically Complete on completed orders.

2 & 3. Actual work center(s) and Act Type(s)

4. Work Start Date

Replaced Additional Vents

6. Confirmation Text.

7. If order is complete, select final confirmation.

5. Work Finish Date

GFEBS ORDER: DMO (A001), OWO (A004), PWO (A003)

DPW REQUIREMENTS FOR GFEBS ORDER CONFIRMATION

Single Confirmation)

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(Option: Collective Confirmation)

Cleaned additional vents

122563 10000123456

6. Confirmation text.

Confirmation num., Order num., Operation num., Plant

1. Actual work hours

1184 BLIS C00100

2 & 3. Actual Work Center(s), and Act Type(s)

7. If order is complete, select final confirmation

07/08/18

5. End Execution Date.

122563 10000123456 0010 2 HR

122563 10000123456 0010 2 HR 1185 BLIS C00380

07/06/18

4. Start Execution Date.

DPW REQUIREMENTS FOR GFEBS ORDER CONFIRMATION

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DPW GFEBS Field MIGO Requirements Confirmation:

1. Goods Issue – Material, Subcontract and Rental equipment.

2. Document type: Other.

3. Movement 261.

4. Material - Shall be itemized and provide a master list part number to government for a crosswalk.

Material: Material(s) used to complete the order.

Ex. One line item for paint.

Subcontract: Service(s) subcontracted to complete the order per company.

Equipment Rental: Equipment rented for the order per company.

Contractor Equipment: Equipment Owned, Financed or Leased. Do not include hand tools or shop equipment anchored to the shop.

5. Use the following part numbers for reporting cost:

Material: 30038687 Subcontract: 30038688 Equipment Rental: 30139872 Contractor Equipment (Owned/Financed/Leased): See DPW Other part numbers might be added during the contract. See DPW.

GFEBS ORDER: DMO (A001), OWO (A004), PWO (A003)

6. Quantity - Total amount in dollars per line item.

Material: Enter total cost for each material line item.

Subcontract: Enter total cost for the service per company.

Equipment Rental: Enter total cost for the rental for the company.

Contractor Equipment: Enter zero cost ($0).

7. Order number.

8. WBS element number – See DPW for the WBS number.

9. Plant – Blis

10. Storage Location - WH1.

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DPW GFEBS Field MIGO Requirements Confirmation:

Equipment Rental - Enter in the following format:

Type Name of Equipment; Rental Rate ($);

Time (hr(s), day(s), week(s), month(s)) Ex. Pressure wash Rental; $56.9; 20 hrs Ex. Man lift rental; $150; 2 days

Contractor Equipment – Enter in the following format:

Equipment – Heavy or specialized equipment to perform the order.

Type Name of Equipment; Time Utilized (hr(s)) Ex. Backhoe 60HP; 20 hrs Ex. Semi-Truck with Flatbed; 2 hrs

GFEBS ORDER: DMO (A001), OWO (A004), PWO (A003)

11. Text field - Enter the following information:

Acronyms are allowed and shall provide a crosswalk list to the government.

Materials - Enter Quantity followed by contractor part number and separated by dot (.).

Contractors number Ex. 2.23546789-4321

Subcontractor Service - Enter in the following format:

Type Service; Labor Rate ($); Time (hr(s)) Ex. Extraction Service; $31.50; 14 hrs Ex. Window installation service; $64; 8 hrs

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4 & 5. Material or Equipment or Subcontractor number.

Example (30038687, 30038688, 30139872, etc.)

3. Movement type = 261

2. Document type:

Other or Order

1. Goods issue

DPW REQUIREMENTS FOR GFEBS ORDER MATERIAL, EQUIPMENT

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6. Itemized Total cost per line item

UOM = $$

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7. Order number.

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11. Text Field:

a) Material: Quantity and Number.

b) Subcontract: Service, Rate and Time.

c) Equipment Rental: Equipment, Rate and Time.

d) Contractor Equipment: Equipment and Time.

8. WBS element.

9 & 10. Plant and storage location.

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End of Brief

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SAF Subj to Avail Funds AWP Awaiting Permit AA Awaiting Approval APST Appointment Set APV Approved AWB Awaiting Bids CANC Cancelled CCC Credit Card Transaction CIJO Convert to IJO CSOO Convert to SOO EXT Extended HC19 Housing Crisis 2019 HLD On Hold INSP Inspection in Progress ITC Issued to Contractor

NFW Non-Fair Wear & Tear NRW Needs Rework NXS Inaccessible NXS1 1st – No Access to Building NXS2 2nd – No Access to Building NXS3 3rd – No Access to Building QAC Quality Assurance check REC Supplies Received RFP Request for Proposal RFQ Request for Quote SHP In Shop SUB Subcontractor WAR Warranty WIP Work in Progress WMAT Awaiting Materials WTST Awaiting Test Result

GFEBS ORDER: Appendix A: User Codes