Data Submission Information

  1. Purpose
  2. Who is responsible for submitting IUID data?
  3. What data is required?
  4. How do I provide embedded UID information on new procurements?
  5. When is data required?
  6. How do I submit IUID data via WAWF?
  7. I submit invoices and receiving reports via WAWF for repaired items but they reject at the IUID Registry, what can I do?
  8. How do I submit IUID data directly without utilizing WAWF?
  9. Can I have the IUID portion of a selected file format validated before using it in the production environment?
  10. For the direct submission methods, will there be any status files returned that would need to be processed?
  11. What do I do if I am using a prior version of the XML Schema?
  12. How do I modify data that has already been sent to the registry?
  13. What is the requirement for updating item data in the registry?
  14. Now that the allowable values for the 'Mark Contents' field has been standardized, how to I report marks that are not on the list of acceptable values?
  15. Can I write software or use an API to query the registry?
  16. Who can I contact for more information?
  1. Purpose

    To convey methods of submitting IUID data for newly procured items, items currently owned by DoD (Legacy), and Government Property In the Possession of Contractors (PIPC) to the IUID Registry. It also provides high level guidance on when and what IUID data is required. It is not intended to be an instruction document for populating any of the file formats with IUID data.

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  2. Who is responsible for submitting IUID data?

    New Procurement: Contracting officers shall include the DFARS clause 252.211-7003, Item Identification and Valuation, and a reference to the most current version of MIL-STD-130, in all solicitations and contracts that require delivery of items that meet IUID criteria, as specified in DFARS Subpart 211274. Requiring Activities will identify any other items below the mandatory thresholds that require unique identification, and provide that information to Contracting Officers for inclusion in the solicitation and contract. The prime contractor has the responsibility to furnish Unique Item Identifiers (UIIs) or other DoD recognized unique identification equivalents, and to provide the IUID data, including acquisition cost, of items that are delivered to the Department under a DoD contract. IUID data should be submitted with the shipment notification.

    PIPC: After January 1, 2007, all solicitations and contracts that include Government Furnished Property (GFP) must comply with the new Government PIPC IUID policy requirements. The IUID Registry is capable of receiving IUID data for PIPC and will be used to report GFP in the Contractor's possession, replacing the DD Form 1662, DoD Property in the Custody of Contractors. Voluntary submission of PIPC IUID data to the IUID Registry is encouraged for contracts with GFP that were awarded prior to January 1, 2007. Volunteer contractors should submit data related to Government PIPC subject to the IUID policy requirements to the IUID Registry no later than May 31, 2007 in order for the validation and contract change to be completed prior to September 30, 2007. The goal is that all PIPC be registered in the IUID Registry no later than September 30, 2007 (Policy Update for IUID of Tangible Personal Property including Property in the Possession of Contractors, May 12, 2005).

    Legacy: All program and item managers are responsible for applying IUID policy to existing personal property in inventory and operational use, including items manufactured by organic DoD depots. They are also responsible for recording the IUID data in the IUID Registry for those items that meet the criteria for IUID (IUID Policy Update for Legacy Items and Virtual UII Guide v. 1.0, December 23, 2004). The IUID Registry is capable of accepting IUID data for legacy items.

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  3. What data is required?

    New Procurement: New procurement requirements for IUID data are based on the DFARS clause 252.211-7003, Item Identification and Valuation (JUN 2005), as prescribed in DFARS Subpart 211.274.

    Data submission of IUID data and unit acquisition cost for contract end items should be via Wide Area Work Flow (WAWF) if vendor and government stakeholders are set up in WAWF. Embedded items should be registered via direct file submission.

    PIPC: PIPC requirements for IUID data are based on the proposed DFARS Rule that was published in the Federal Register on March 21, 2006 (DFARS Case 2005-D015) and Guidelines for the Virtual Unique Item Identifier (UII) v. 1.2 (November 28, 2006) or subsequent revisions. Provide IUID data by submitting an IUID XML file, IUID flat file or web entry to the IUID Registry. WAWF has been enhanced with an on-line property transfer capability that allows shipment and receipt of Government PIPC as it moves between DoD and contractors.

    Legacy: Legacy data requirements for IUID data are based on the IUID Policy Update for Legacy Items and Guidelines for the Virtual Unique Item Identifier (UII) v. 1.2 (November 28, 2006) or subsequent revisions. Submit legacy IUID data via a direct submission IUID XML file, IUID flat file or web entry to the IUID Registry.

    All Populations: Appendix A of this document provides a detailed listing of the IUID data elements required for each population. In addition, each entity submitting data should review the following:

    • For the direct submission of IUID XML files, the IUID Elements Structure document provides details on data format for each population. Version 3.3 of the IUID Elements Structure has been enhanced to capture Mark information. At this time, WAWF has not been updated to capture the Mark data but direct submission via the IUID XML, IUID flat file, and via IUID Registry web entry is available.
    • For the direct submission of IUID flat files, the IUID Flat File Specification provides details on data format for each population.
    • The "Guidelines for the Virtual Unique Item Identifier (UII)" dated November 28, 2006 on the website at http://www.acq.osd.mil//dpap/pdi/uid/guides.html provides the most current guidance for submission of virtual UIIs.
    • The IUID website at http://www.acq.osd.mil/dpap/pdi/uid/index.html provides the most current guidance for meeting UID policy requirements.

    Appendix B lists a few common data capture errors to be mindful of when generating records.

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  4. How do I provide embedded UID information on new procurements?

    At this time, the UID data on items embedded in newly procured items cannot be reported via WAWF. After acceptance of the end item, the embedded items' IUID data can be provided by direct submission via the IUID XML, IUID flat file, or the IUID Registry's web entry capability.

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  5. When is data required?

    New Procurement: When a contractor ships items, IUID data must be included in the electronic shipment notification as the contract specifies and as the Requiring Activity requests. WAWF has been enhanced to process the IUID data. A number of solutions for direct submission have been developed to accept IUID data for items that have been accepted by the Government in those cases where the vendor cannot use WAWF for IUID (not all stakeholders are ready to use WAWF).

    PIPC: All data for Government PIPC subject to IUID policy should be submitted to the IUID Registry by September 30, 2007. A number of solutions for direct submission have been developed to accept IUID data for the initial bulk loads and for maintaining the IUID data. WAWF has been enhanced with an on-line property transfer capability that allows shipment and receipt of Government PIPC as it moves between DoD and contractors.

    Legacy: While all Legacy Government items subject to IUID policy must be submitted to the IUID Registry by December 31, 2010, existing serialized assets must be registered by the end of FY 2007. A number of solutions for direct submission have been developed to accept IUID data for the initial load of legacy IUID data and for subsequent updates to maintain the accuracy of all IUID data. WAWF has been enhanced with an on-line property transfer capability that allows shipment and receipt of Government property as it moves within DoD. This capability will be available February 12, 2007.

    All Populations: See Item 8 for further discussion of the direct solutions.

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  6. How do I submit IUID data via WAWF?

    New Procurement: Vendors can submit invoices and receiving reports electronically into WAWF using existing Electronic Commerce methods. Choices include Web interactive forms and electronic submission from Vendor automated systems. Vendors can access the WAWF system via the web interface at https://wawf.eb.mil/ and follow the link called "Self Register to use WAWF (New Users)", where they will be walked through the process of gaining access to the WAWF system.

    Government users, which include inspectors and acceptors, have the ability to review receiving reports, compare products/services to the contract terms, and accept shipments online. Improper documents can be electronically rejected back to the vendor for modification and resubmission.

    Utilization of the WAWF Receiving Report (RR) and the WAWF Combo to capture the IUID data is annotated in the enhanced Vendor guides.

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  7. I submit invoices and receiving reports via WAWF for repaired items but they reject at the IUID Registry, what can I do?

    No UII information should be entered on the receiving report that is provided in the WAWF Receipt and Acceptance function along with the invoice except that the UII of the item(s) should be entered within the description. The receiving report should address the services performed. To provide the UII information to the IUID Registry, a ship notice must be entered via the WAWF Property Transfer function. The ship notice will contain the UII information for the repaired items and update the IUID Registry. An Engineering Change Proposal is being written to simplify the process.

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  8. How do I submit IUID data directly without utilizing WAWF?

    Direct submission is defined as the process of submitting IUID data outside of the WAWF process. It should be used to provide IUID data to the IUID registry only when WAWF is not available. There are five methods that can be used to submit IUID data directly. Electronically, data may be submitted via an X12 Ship Notice/Shipment and Billing Notice (856/857) transaction, an IUID XML transaction, an IUID flat file transaction, or a WAWF IUID Receiving Report/Combo UDF. All four electronic submission methods require access to the GEX. Manually, data may be entered via the IUID Web Entry site. For existing WAWF users, these methods do not replace the current WAWF interaction but are performed in addition to it after the shipment has been accepted to provide IUID data that cannot be provided via WAWF such as data on embedded items.

    Both the X12 and UDF submission formats require adherence to the WAWF interface guides (available for new procurement only). Instructions for obtaining the updated guides can be found at https://wawf.eb.mil/. In addition, the Federal Implementation Convention for the 4010 856 Ship Notice/Manifest and the Department of Defense Implementation Convention for the 4010 857 Shipment and Billing Notice have been modified to include IUID data and are posted on the Fed eBiz website. To separate the IUID X12 transactions destined for the IUID Registry from other X12 transactions, the IUID X12 transactions must have the Application Receiver Code (GS03) populated with the value "UIDREG".

    For the IUID XML data submission method (available for new procurement, legacy, and PIPC), the compressed file (zip), IUID Direct Submission Information, contains the XML format particulars and the IUID Element Structure. Each IUID XML file will be sent to a GEX, which will pass the information on to the IUID Registry.

    For the IUID flat file data submission method (available for new procurement, legacy, and PIPC), the portable document format (pdf), IUID Flat File Specification, contains the flat file format particulars. Each IUID flat file will be sent to a GEX, which will pass the information on to the IUID Registry.

    All direct file submissions must utilize the GEX either directly or via a VAN. If an organization has an existing connection, it must contact their GEX administrator. If there is no existing connection, complete the account setup process found at http://ec.ogden.disa.mil/ecip.htm.

    Note: The filename length (including file extension) for any direct submission file must not exceed 26 characters. Filenames should only contain letters, numbers, underscores, dashes and periods (no spaces). Users are encouraged to embed time and date stamps into the filename to distinguish one file from another thus facilitating the identification of a particular file if issues arise. Timestamps should include hours, minutes and seconds

    The final option is to manually enter the IUID data via the production IUID Web Entry site (available for new procurement, legacy, and PIPC items).

    To do so, each Registry user must register at the production IUID Registry via the website https://www.bpn.gov/iuid. To update a user profile or add access to a user ID in production, visit https://www.bpn.gov/brs/.

    Organizations that wish to explore the functionality of the IUID Web Entry site in a non-production environment may access the IUID Registry practice site at https://wwr.bpn.gov/iuid. Separate registration is required for the production IUID Registry and the practice IUID Registry. To update a user profile or add access to a user ID in the practice site, visit https://wwr.bpn.gov/brs/.

    All direct IUID submissions for new procurement which did not go through WAWF will occur after the Government has accepted the items following current business processes.

    Once a submission method has been chosen, the following chart can be used as an aid to determine what action should be taken to deliver the data to the IUID Registry.

    Submission Method Action Criteria Action

    856/857 X12; GS03 = “UIDREG” (for New Procurement only)

    Currently connected to GEX via a VAN (VAN sends X12 to GEX)

    Use existing connection

    Currently connected directly to GEX

    Sending X12

    Use existing connection

    Sending non-X12 format

    Contact GEX administrator to coordinate X12 connection

    No GEX connection, either directly or via a VAN

    Complete account setup process at http://ec.ogden.disa.mil/ecip.htm

    IUID XML

    Currently connected to GEX via a VAN (VAN sends X12 to GEX)

    Contact GEX administrator to coordinate XML connection

    Currently connected directly to GEX

    Contact GEX administrator to coordinate XML connection

    No GEX connection, either directly or via a VAN

    Complete account setup process at http://ec.ogden.disa.mil/ecip.htm

    IUID flat file

    Currently connected to GEX via a VAN (VAN sends X12 to GEX)

    Contact GEX administrator to coordinate XML connection

    Currently connected directly to GEX

    Contact GEX administrator to coordinate XML connection

    No GEX connection, either directly or via a VAN

    Complete account setup process at http://ec.ogden.disa.mil/ecip.htm

    WAWF RR/ Combo UDF (for New Procurement only)

    Currently connected to GEX via a VAN (VAN sends X12 to GEX)

    Contact GEX administrator to coordinate connection

    Currently connected directly to GEX

    Contact GEX administrator to coordinate connection

    No GEX connection, either directly or via a VAN

    Complete account setup process at http://ec.ogden.disa.mil/ecip.htm

    Web Entry

     

    Access https://www.bpn.gov/iuid
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  9. Can I have the IUID portion of a selected file format validated before using it in the production environment?

    Yes, you may have the IUID portion of a direct submission or end state file validated. Send an email to the Unique Identification Policy Office ( defensepolicysupport@ebpsc.org). Include your name, organization, phone number, email address, and the file format you will be using.

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  10. For the direct submission methods, will there be any status files returned that would need to be processed?

    Currently, no files or acknowledgements will be returned.

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  11. What do I do if I am using a prior version of the XML Schema?

    At this time, the IUID Registry accepts all prior versions of the XML schema. When a schema version is retired, notification will be posted on the IUID website, http://www.acq.osd.mil/dpap/pdi/uid/index.html. At that time, any application or organization using the retired schema will need to modify their process to use an acceptable schema. There are currently no plans to retire any of the earlier versions.

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  12. How do I modify data that has already been sent to the registry?

    The IUID Registry is being enhanced to allow a user to perform corrections for IUID data that was entered via any method but WAWF. Thus, for data entered via the IUID Registry's web interface and direct file submissions; changes may be made as long as they are made within 30 days of the initial data entry. If difficulties making changes are encountered within the 30 day period, a change is needed after the 30 day period, or if the data came via WAWF, please email the Unique Identification Policy Office (defensepolicysupport@ebpsc.org). Include your name, organization, phone number, email address, and a brief description of the requested change. An IUID Help Desk staff member will contact the requestor for execution of the modification, if appropriate.

    Procedures and business rules for reconciling discrepancies are being developed and will be published in first quarter CY 2007. Discrepancies include any finding that the IUID data recorded in the IUID Registry for an item is inconsistent across pedigree data, UII, and the physical mark(s).

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  13. What is the requirement for updating item data in the registry?

    The production IUID Registry is capable of capturing changes in an item's custody, part number, embedded status, and marks. The updates can be made either by submitting an IUID XML file, an IUID flat file, or by using the IUID Registry's web entry. Some of the events that would require one or more modifications to an item's data by either a contractor or the Government are:

    • A part number change due to a Class I or Class II engineering change including the new part number's effective date and the item's new acquisition value in accordance with IUID Policy.
    • Custody changes for Government Furnished Property (GFP). Must comply with the new Government PIPC IUID policy requirements.
    • UII Mark changes as the item marking is modified to comply with IUID policy requirements.

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  14. Now that the allowable values for the 'Mark Contents' field has been standardized, how to I report marks that are not on the list of acceptable values?

    Additional values may be added to the list if approved by the Unique Identification Program Office. Send a request via email to the Unique Identification Program Office (defensepolicysupport@ebpsc.org) containing the requested value along with documentation on how the mark is used and maintained.

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  15. Can I write software or use an API to query the registry?

    There are currently five Application Program Interfaces (APIs) developed that can be used to query the registry:

    • UII Verification - This API takes in one or more UII and checks to see if each is currently in the IUID Registry.
    • Element Retrieval - This API returns the Enterprise Identifier, Serial Number, Part Number and Batch/Lot Number from an item's pedigree for each UII provided.
    • UII Retrieval - In this API, the matching UII is returned - if found - for each set of pedigree data provided. A set of pedigree data requires the Enterprise Identifier and Serial Number and may include the Part Number and/or Batch/Lot Number.
    • UII Validation - This API is used to validate the UII construction from its parts and to determine whether or not a UII resides in the Registry. One or more UIIs may be provided in a single query.
    • UII Retrieval from Marks - By passing in one or more sets of Marks, this API will retrieve one or more UII. For each Mark set supplied, the API will return any associated UIIs for the given Mark set. A Mark set consists of one or more marks but must contain one of the following values for its Content:
      1. HULL NUMBER
      2. INTERNAL ASSETT NUMBER
      3. PROPERTY CONTROL NUMBER
      4. SERIAL NUMBER
      5. TAIL NUMBER
      6. USA NUMBER
      7. ASAF NUMBER
      8. USN NUMBER


    The API Software Users Manual provides guidance and examples for these web services.

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  16. Who can I contact for more information?

    For additional information, please email any questions to the Unique Identification Policy Office via defensepolicysupport@ebpsc.org.

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