TE C 5-1-032 GFEBS Fields Requirements.pdf
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- Sources Sought: Total Maintenance Contract (TMC) – Rheinland-Pfalz, Germany (409th CSB TCC)
- Solicitation number
- W564KV26RA000
About this file
This is a technical reference document establishing required field standards for the Army Maintenance Application (ArMA) system used by the Directorate of Public Works (DPW) at Installation Management Command for processing utilities and other service contracts.
The document specifies mandatory fields and formatting requirements for creating and updating service orders in the ArMA system for both Demand Maintenance Orders (DMO-A001) and Overtime Work Orders (OWO-A004). Required fields during order creation include: Category (shop/work center and area type), Channel (method of receiving order: phone, web, walk-in, or email), Resident (customer name in capital letters, with non-resident requests assigned to barracks manager), Alternate Contact Name and Phone Number (formatted as 123-456-7890), Priority (Emergency/P1, Urgent/P2, or Routine/P3), Assignment Group (DPW Clerk-KAIS), Assigned To (responsible clerk), Location (building number and installation name), Location Details (additional descriptors such as room, floor, or direction), and GFEBS Ticket number. Additional required elements include Short Description (matching GFEBS format), Description (capital letters with brief request summary), Additional Comments (visible to customer), and Work Notes (visible to DPW and Service Order Desk). For new residents not in the system, specific information is required including first, middle, and last names in capital letters, DoD work email address, mobile phone if available, and notification preference defaulted to email. For order closure, the document requires Resolution Code selection (Resolved-Work Order, Resolved-RFI No Work Order, or Not Supported), Cause entry using GFEBS defect codes, Resolution Notes formatted with capitalized sentences containing FSOS notes from GFEBS, and Cancellation Reason with brief description visible to customers. All ArMA information must be entered in real time.
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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
UNCLASSIFIED
1 of 13 18 August 2021
DPW ArMA REQUIRED FIELDS
DPW - BOID
UNCLASSIFIED
2 of 13DPW / BOID 18 August 2021
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.
3 of 13DPW / BOID 18 August 2021
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)
4 of 13DPW / BOID 18 August 2021
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
5 of 13DPW / BOID 18 August 2021
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
6 of 13DPW / BOID 18 August 2021
DPW ArMA Field Requirements creation and update:
7. Priority – Select from the following:
Emergency Urgent Routine
8. Assignment Group – USAG RP:
DPW Clerk – KAIS
9. Assigned To – name of the clerk responsible for the request.
7 of 13DPW / BOID 18 August 2021
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
8 of 13DPW / BOID 18 August 2021
DPW ArMA Field Requirements creation and update:
11. Short Description:
Match GFEBS format Ex. Interior Request at Kaiserslautern Army Depot/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 Kaiserslautern Army Depot/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
9 of 13DPW / BOID 18 August 2021
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
10 of 13DPW / BOID 18 August 2021
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”
11 of 13DPW / BOID 18 August 2021
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.
12 of 13DPW / BOID 18 August 2021
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
13 of 13DPW / BOID 18 August 2021
End of Brief
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