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Off-Line Purchases
Renee W. Mosher Logistics Management Specialist
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Purpose

• To provide the Supply Process Review Committee
  a brief an steps the Army has taken to address
  problems associated with off-line purchases
  (i.e., MILSTRIP-type requisitions processed
  outside the Standard Army Retail Supply System).

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Background

• AAA identified 1.2 billion in off-line
  purchases through DLA and GSA from 1 Jan 04 30
  Jan 05
• The problem
• Of the 1.2 billion 812.7 million were
  disbursements without prior obligations
• Funds control and materiel managers typically did
  not become aware of these off-line requisitions
  until after activities placed the order, sources
  of supply filled orders, or financial systems
  received bills.
• IPT formed to identify and resolve problems
• Lead Army G-4
• Team AMC, CASCOM, DLA, GSA, DAASC,

IPT Results
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Initial Analysis

• No Interfaces were built between the off-line
  ordering systems and the Standard Army Supply
  Systems.
• However, if SARSS receives status it builds
  dues-in and will send record to finance.
• SARSS did not receive status due to program flaws
  in off-line systems.
• SARSS errors a transactions to the Manager Review
  File (MRF) if a catalog record is not loaded on
  SARSS catalog.
• Prime Vendor and part numbers need more work.

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Off-line Purchase Applications

• DLA applications/processes
• DOD EMALL - electronic commerce program
• VCC - Virtual Call-in Centers at various DLA
  locations
• Defense Automatic Addressing System Center
  (DAASC) applications/processes
• WEBREQ web-based application
• DAMES PC based application
• DIELOG email based application
• GSA applications/processes
• Advantage on-line purchasing system
• Global internet based site for federal buyers
• Call-in Centers order placed via call-ins
• Offline orders can also be placed directly with
  Prime Vendors

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Common Problems

• 8 Different Entry Points Identified
• No certification or approval of authorized
  users
• No Dollar Cap
• Renewal of each DOD EMALL Accounts
• Allows all priority groups to pass

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DA G-4/ASA FMC Message PublishedFixes Most
Common Problems

• Reduce the number of entry points for MILSTRIP
  transactions (processes).
• Require first 05 in chain of command and
  certification funds officer to establish/renew
  DOD EMALL and GSA accounts.
• Set a dollar limit by item and by transaction for
  DOD EMALL purchases.
• Restrict use of DOD EMALL to Issue Priority
  Group (IPG) 1 transactions only.
• Route all Army off-line non-credit card
  transactions thru DOD EMALL (except for maps and
  Prime Vendor).
• Require renewal of DOD EMALL and GSA accounts on
  a semi-annual basis.

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System Changes

• DLA (DOD EMALL)
• Limit an individual item at 5000.00 per item and
  extended (per document number) value of
  25,000.00
• Hard code media status code to F. Require
  supplement address field be populated, preferred
  method download the AJU DODAAF Table and fill in
  the DODAAC of the RIC support
• For registration, require signature by first 05
  in chain of command and funds certification
  officer
• Message notifying customers accounts will expire
  in 30 days, must re-register with new
  requirements
• Limit orders to IPG 1 only
• Part Numbered items purchased by GPC only

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System Changes

• GSA (Advantage and Global)
• Block all MILSTRIP purchases for Army. Limit all
  purchases to Government Purchase Card (GPC).
• For registration, require signature by first 05
  in chain of command and funds certification
  officer.
• Message notifying customers accounts will expire
  in 30 days, must re-register with new
  requirements.
• Hard code media status code to F. Require
  supplement address field be populated, preferred
  method download the AJU DODAAF Table and fill in
  the DODAAC of the RIC support.
• DAASC (WebReq, DAMES, DIELOG)
• Reject Army requisitions from WebReq, DAMES, and
  DIELOG. Assign a reject code stating Not
  authorized to requisition using this
  application.  Please order through SARSS or DOD
  EMALL.
• Allow Map orders to process.
• Allow contractor DODAAC to pass.
• Stop suppressing the AE status and send to Army.

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DAASC System Changes(Near Term changes in
support of DOD EMALL)

• Until funding approval has been received for DOD
  EMALL, DAASC has implemented the following
  programming changes
• 31 Jan 06
• Implement work around to generate supply status
  transaction to the Army Supply System if
  Supplemental Address SP5200 or Blank.
• 20 Mar 06
• Edit/Modify requisitions input via DOD EMALL
  that will change the media status code to F
  under the following conditions
• If the requisition is IPG 1.
• Supplemental address is valid.
• If requisition is not IPG 1 will be rejected
  with reject reason code NOT IPG 1 IAW Army
  Policy.
• If requisition is IPG 1, but supp address is
  blank or invalid, transaction will be rejected
  with new reject reason code VALID SUPP ADDR
  REQUIRED IAW ARMY POLICY.

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DAASC System Changes

• 11 Apr 06 DAASC implemented the following
  changes
• Reject Army requisitions through WebReq, DAMES,
  DIELOG except for maps and contractor DODAAC.
• Army G-4 received one request from the US Army
  Space and Missile Defense Command to exempt five
  DODAACS for 180 days from the Kwajalein Atoll.
  Will follow-up in June with the Space and Missile
  Command.
• Granted extension for Army Sensitive Support
  Division for one DODAAC to support their
  operation.

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Longer Term Actions

• Link DOD EMALL to Funds Control module to
  provide upfront
• funds check
• If funds are not available, cancel and send
  back to DOD EMALL
• If status not in Army Supply System, an image
  will be sent by the funds control module
• Fix DOD EMALL supplementary address logic so it
  no longer
• defaults to SP5200 if field is blank
• Make supplemental address a required field
  before passing the requisition
• Populate the field with the DODAAC from the AJU
  DODAAF table
• Fix media status assignment logic in GSA to no
  longer default to
• 0, (defined as no status to requisitioner or
  supplementary address)
• GSA has completed the change to hard code hard
  code the media status to F. DOD EMALL requires
  funding.
• Requires the supplement address field to be the
  supporting SSA

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Part Number Update
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Part Numbers

• Issue The Army Standard Retail Supply System
  (SARSS) will only accept standard DOD CAGE code
  part number format from external sources. IAW
  with DOD 4000.25-1-M and AR 725-50.
• All items purchased must have NSN or valid
  standard part number, which consist of a CAGE
  Code and Part Number.
• For the Army Supply System to accept part
  numbered items, the Part Number must be loaded in
  Army Master Data File (AMDF) portion of FEDLOG
  and on SARSS catalog.
• Majority of off-line part numbers not loaded on
  FEDLOG.
• The majority of off-line transactions are either
  non-standard part numbered lines and Long Part
  Numbers (CAGE and PN greater that 15 characters).
• GSA and Prime Vendor has built a unique part
  number assignment process for contract
  requirements.
• Army G-4 IPT is working five options to address
  the part number issue with off-line systems.

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Prime Vendor Update
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Prime Vendor(Off-Line Transactions)

• No status thru DAAS to SARSS today bill is
  first transaction Army sees.
• Starting in March, DAAS will route purchase
  order confirmation file (850/855) to BSM in EDI
  format.
• SARSS legacy systems cannot read transactions
  in EDI format.
• Working to see if DAASC or BSM can re-format
  record in MILSTRIP format.
• Non-Standard Part Number/Long Part Number not
  recognized by current Army systems.
• Customers were allowed to order using
  Government Purchase Card (GPC), MILSTRIP, or
  MIPR policy set restrictions.

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Questions?