DLAH
5000.6
MMLSR
4
Mar 87
MARCH 1987
GUIDELINES FOR DLA REPRESENTATIVES AT
PROVISIONING/GUIDANCE CONFERENCES
FOREWORD
(Supplementation is permitted at all
levels.)
It
is the intention of DLA to provide the best possible support to the Military
Services (hereafter referred to as the Services) in meeting its combat
readiness requirements. Serving the Services customer requires skilled and
motivated employees. A high degree of skill/expertise, ability to plan work,
and commitment to the tasks are viewed as key indicators in providing the
required support. This handbook is designed to provide basic information to DLA
supply catalogers/equipment specialists concerning their responsibilities
during attendance at provisioning/guidance conferences. It should not be
construed as policy. It is intended to provide uniform guidance and/or an
explanation of the tasks and requirements necessary to represent DLA.
BY ORDER OF
THE DIRECTOR
JAMES
J. SINGSANK
Colonel,
USA
Staff
Director, Administration
DISTRIBUTION
4 less 7
COORDINATION:
DLA-LP, DLA-LR, DLA-KS, DWSSO
TABLE OF CONTENTS
PAGE
PURPOSE
1
GENERAL
1
DEFENSE SUPPLY CENTER (DSC) ACTIONS AND RESPONSIBILITIES 2
PROVISIONING FOR DLA-OWNED AND OPERATED EQUIPMENT
5
APPENDIX A A-1
PROVISIONING
AND CATALOGING PROCEDURES/TOOLS
APPENDIX B
B-1
DLA/DSC
POINTS OF CONTACT
This
handbook defines the DLA concept of the cataloging responsibilities related to
provisioning conferences and the equipment specialist's responsibility during
guidance conferences. It provides guidelines to ensure that the function is
performed satisfactorily and that the DLA representative does not interfere
with the Services representatives' performance of their assigned tasks. The DLA
representative should strive to become a team member and be totally dedicated
to the task and display a cooperative attitude. He/she should be concerned mainly
with the consumable items that will be managed by DLA. DLA attendance is
primarily in an advisory capacity to the chairperson and to act as a technical
advisor for DLA-managed items.
The
provisions of this handbook address DLA and DSCs. It serves as information for
the supply cataloger/equipment specialist in determining his/her
responsibilities as a DLA representative at provisioning/guidance conferences.
The scope of this handbook encompasses the supply cataloger's/equipment
specialist's responsibilities before, during, and after the
provisioning/guidance conferences and information for DLA representatives at
Service-sponsored guidance conference. The information furnished in this
handbook is not all encompassing. It covers basic responsibilities and
suggested methods designed to maintain a consistently high standard of business
conduct, ethics, and social responsibility.
Over
the past several years, DLA personnel have had little involvement in the
provisioning process prior to the Service submittal of Supply Support Requests
(SSRs) for National Stock Number (NSN) assignment. Prior to October 1983,
participation by supply catalogers was very sporadic. DLA participation has
been by invitation only. The Air Force has recently proposed that DLA play a
consistent and defined role in the total provisioning process. DLA views the
Air Force proposal as a realistic approach to improving provisioning.
Provisioning
is the process of determining the range and quantity of specific items of
supply necessary to operate and maintain an end item for an initial period of
operation. Initially, a DoD Component (Army, Navy, Air Force, Marine Corps)
awards a contract for a required end item. The end item can range from a small
instrument to a complex major item or weapon system. After contract award, a
guidance conference is held. The purpose of the guidance conference is to
ensure that the Contractor and the Government have a firm understanding of the
contractual requirements and to establish funding and task milestones. During
the initial design stage, DoD has a Parts Control Program to promote the use of
standard parts. DLA has established Military Parts Control Advisory Groups
(MPCAG) to assist DoD Components and their contractors in the selection of
standard and preferred parts in assigned commodity classes for use in new
systems and equipment redesign.
Subsequent
to the contractor completing the engineering effort and preparing the proper
provisioning technical documentation (PTD),a provisioning conference is held.
The purpose of this conference is for the Government to select items (spare
parts), to assign Source, Maintenance, and Recoverability (SMR) codes, to
select replacement rates or factors for the selected spare parts, and ensure
the adequacy of technical documentation for supply management and cataloging
purposes. Provisioning conference attendees can be representatives from the
contractor (technical and contracting personnel), the system and end item
manager from the procuring activity, technical personnel from the procuring
activity, a Cataloging and Standardization Center representative, and a DLA
representative. After the completion of the provisioning conference, the
provisioning service completes item technical identification. Those items coded
for support by DLA, are submitted to the proper commodity manager via SSR. Item
Entry Control (IEC) is performed by the appropriate DSC. The DSC establishes
item identification and accomplishes IEC screening, cataloging requirements for
NSN assignment, procurement, and stocking of the requested repair parts.
To
become fully involved in all aspects of the provisioning process. Involvement
will encompass preprovisioning, provisioning conferences, and post
provisioning. This does not imply that DLA representatives are to attend all
provisioning conferences. In many cases, DLA/DSC can provide written
comments/requirements, etc., sufficient for conference use without DLA
attendance. Teamwork is an integral part of our work ethic and team objectives
take precedence over individual objectives. Therefore, the DLA representative
will strive to become a team member, thereby promoting a strong sense of
purpose, dedication to the task, and a sincere desire to provide support to the
Services.
A
list of selected procedures and cataloging tools pertaining to the provisioning
process is contained in appendix A. The DLA representative should have a
working knowledge of these procedures and tools.
a.
CATALOGER'S RESPONSIBILITIES BEFORE PROVISIONING CONFERENCE:
(1)
Notification of conference and invitation to attend/participate are received
via two methods: Letter or message directly from the Services or message from
DLA Weapon System Support Office (DWSSO). Messages from DWSSO are usually
addressed to all DSCs, except Defense Personnel Support Center (DPSC).
(2)
Upon receipt of conference notification, determine a lead DSC. This can be done
by coordinating with other DSC personnel, by phone, to determine which DSC has
preponderance of DLA items applicable to the equipment being provisioned.
Sometimes a firm determination cannot be made, in which case, the responsible
DSC will be selected by mutual agreement. Normally, representatives from only
one DSC will participate in the conference. The DLA participant will represent
all DSCs.
(3)
The lead DSC participant will contact conference chairperson, by phone, to
request applicable data (i.e., Provisioning Parts List (PPL), PTD, etc.). Upon
receipt of data, review and determine need for conference attendance.
(Attendance should not be withheld solely on the basis of not receiving the
applicable data prior to the conference.) The DLA participant should
communicate with the Services' cataloger and equipment specialist to obtain as
much information about the equipment being provisioned as possible (i.e., first
appearance items, problems with PPL, or drawings, etc.).
(4)
Coordinate with Services' cataloger and contractor to determine availability of
equipment such as; microfiche reader, Government publications, etc.
(5)
Determine, by mutual agreement with Services' cataloger, which cataloging
tools, etc., each should bring to the conference. The required tools will
depend on the experience and expertise of the cataloger attending the
conference. It is suggested that the minimum requirement would include: H2-1,
H4-1, H4-2, H6, MCRL 1 & 2, ML-C, and DLAH 4130.1, Defense Integrated Data
Systems (DIDS) Handbook.
(6)
The DLA participant will review the PPL upon receipt of data to determine
correct item names, Unit of Issue (U/I), adequacy of drawings/tech data,
Federal Supply Classification (FSC), and identify potential problem areas, etc.
This review may require communication with other DSCs regarding items identified
as their commodities. The participant should be thoroughly prepared upon
arrival at the conference to represent DLA.
b.
CATALOGER'S RESPONSIBILITIES AT THE CONFERENCE:
(1)
A clean and neat appearance should be maintained at all times. The dress for the
conference is normally a business suit for civilians and duty uniform for the
military personnel.
(2)
Conduct should always be beyond reproach. Attendee should be thoroughly
familiar with DLAR 5500.1, Standards of Conduct.
(3)
A helpful and team member attitude should be maintained. Our part in the team
effort is to assist in establishing the correct item name, FSC, and U/I for all
items of supply, and to ensure we are getting the best technical data
available.
(4)
Arrive at the conference on time; early if possible. It is desirable to be
located next to the Service cataloger and with enough room for cataloging tools
required. Compromises may have to be made, depending on space availability.
(5)
A tour of the facility and inspection of the end item may be scheduled
following the introductions and closed meeting. Be attentive. Information may
be gained which will be helpful during the conference. Carry a note pad. Make
note of any standard parts such as Standard Automotive Engineering hoses or
fittings; whether breakdowns are available for inspection, if necessary.
(6)
Normally, each line item is reviewed by the Service equipment specialist
assisted by their maintenance specialists, to determine the appropriate SMR
codes. Ordinarily the cataloger will not be involved in the SMR coding.
However, the equipment specialist may ask for information concerning
classification and management before coding an item. Be prepared to give such
information if requested. Many equipment specialists and provisioning specialists
do not welcome unsolicited interference in their areas of expertise. The areas
of responsibility are defined at the beginning of the conference.
(7)
The Service and DLA catalogers are solely responsible for determining the
correct Approved Item Name (AIN), FSC, U/I, and adequacy of tech data.
Cooperation between the catalogers is important in maintaining a good flow of
work, with a minimum of delays. One cataloger may check out questionable items
in the H6, or screen additional part numbers, while the other assists in the
PPL review. Drawings must be checked for adequacy, legibility, and to ensure
that all vendor numbers are properly listed on the PPL and have been screened
for NSNs.
(a)
A viewer and microfiche should be set up convienent to the catalogers for
screening part numbers and Commercial and Government Enity Codes (CAGEC).
(b)
When a Wide Area Telephone Service (WATS) line is made available, reference
numbers may be called directly to the Defense Logistic Services Center (DLSC)
for screening against the Total Item Record (TIR).
(8)
Develop unapproved item names for those items not meeting the delimitations of
an AIN, based on physical and performance characteristics. The knowledge of the
Service equipment specialist and maintenance specialist may be helpful in this
development. FSC will be assigned, in accordance with current procedures, based
on the next higher classifiable assembly.
(9)
Review the screening for reference and partial descriptive type item
identifications managed by DLA. Request a copy of the drawing from the Service
to upgrade the item identification.
(10)
Maintain a record, by Provisioning Line Item Serial Number (PLISN), of the
items which do not have drawings, Supplementary Provisioning Technical
Documentation (SPTD), or for which additional data may be required. The record
will be given to the chairperson who will include it as part of the minutes and
request the data be furnished. Any comments, for the record, will be written
and furnished to the chairperson before the end of the conference.
(11)
The catalogers, along with all other attendees, are obligated to challenge any
price that seems unreasonable while reviewing the PPL. Many times the
contractor will resolve the problem before the end of the conference. The unresolved
challenges are recorded for possible further negotiations.
(12)
The DSC attendee is a DLA representative. Therefore, he/she must put forth the
same effort for items which will be managed by other DSCs.
c.
CATALOGER'S RESPONSIBILITIES AFTER CONFERENCE:
(1)
Prepare a clear, concise, and timely trip report in accordance with DLA and DSC
procedures. Report should include authority, purpose, who attended, discussions
and observations, conclusions, and recommendations.
(2)
Take appropriate action to ensure that all corrections, revisions, transfers,
or cancellation actions deemed necessary as a result of information gained at
the conference are completed.
(3)
Monitor SSR problems and resolve discrepancies as required.
(4)
Forward copy of conference minutes to HQ DLA, and other DSCs in a timely
manner, and advise appropriate DSCs of anticipated SSR problems and unique
situations.
PROVISIONING
FOR DLA-OWNED AND OPERATED EQUIPMENT
a.
EQUIPMENT SPECIALIST'S RESPONSIBILITIES BEFORE GUIDANCE CONFERENCE:
(1)
Upon receipt of notification of the contract award the equipment specialist
will determine the need for a guidance conference. He/she will accomplish this
through coordination with contractor and Service. A guidance conference is
usually convened within 45 days after the contract award. The conference
location is at either the contractor or Government facility.
(2)
When a conference is required the equipment specialist will assume full
responsibility for preparation, convening, and conducting the conference. The
preconference preparation includes:
(a)
Establishing conference date. This will require coordination to ensure that
dates do not conflict with participant's schedules.
(b)
Determining conference site. This will require coordination to ensure facilities
are adequate.
(c)
Preparing a message to all participants specifying time and location of
conference. Available lodging and any applicable instructions should be
included.
(d)
Preparing a conference agenda and any other material deemed necessary. Since
the equipment specialist is the chairperson, and fully in charge of the
meeting, it is very essential that he/she be thoroughly knowledgeable of all
aspects of the contract. Be prepared to assume leadership and keep the meeting
in control.
b.
EQUIPMENT SPECIALIST'S RESPONSIBILITIES AT GUIDANCE CONFERENCE:
(1)
A clean and neat appearance should be maintained at all times. The dress for
the conference is normally a business suit for civilians and dress uniforms for
the military personnel.
(2)
Conduct should always be beyond reproach. Attendee should be thoroughly
familiar with DLAR 5500.1, Standards of Conduct.
(3)
Maintain a cooperative attitude. However, keep in mind your responsibilities.
You are informing the contractor of his responsibilities and contractual
requirements in delivery of the equipment in accordance with the provisions of
the award.
(4)
Arrive at the conference site early on the first day to ensure facilities are
adequate and that conference can start on time. Arrive on time, early if
possible, on all succeeding days.
(5)
Conduct the meeting in a professional manner. Ensure that minutes are
accurately recorded.
(6)
Be very specific in the guidance you provide to the contractor. Following are
the data elements discussed with the contractor:
(a)
DD Form 1423, Contract Data Requirements List, contains all the deliverable
data requirements.
(b)
Technical or commercial manuals. The content of the manuals are thoroughly
discussed and the contractor is advised of the correct format and criteria.
(c)
PPL. Preparation of the PPL is usually the most difficult task for the
contractor, especially if he has no previous experience. Take the necessary
steps to ensure an understanding of this task. Request all vendor's part
numbers be included.
(d)
SPTD. Be very firm and detailed on this requirement. This data which includes
drawings, specifications, standards, photographs, sketches, descriptions, etc.,
are a vital requirement in the establishment and maintenance of the cataloging,
supply, and procurement records.
(e)
Performance schedule. This schedule contains specific details of what is to be
delivered and when.
(7)
A list of procedures, specifications, and standards applicable to the
provisioning process is contained in appendix A.
c.
EQUIPMENT SPECIALIST'S RESPONSIBILITIES AFTER GUIDANCE CONFERENCE:
(1)
Prepare a clear, concise, and timely trip report in accordance with DLA and DSC
procedures. Report should include authority, purpose, who attended, discussions
and observations, conclusions, and recommendations.
(2)
Maintain contract surveillance in accordance with DLAR 4100.8, Surveillance of
the Contractual Aspects of the Provisioning Cycle in the Defense Supply
Centers. Act as contracting officer's representative.
(3)
Forward a copy of the conference minutes to HQ DLA and other DSCs.
d.
SERVICES-SPONSORED GUIDANCE CONFERENCE:
(1)
Occasionally, DLA is invited to attend a Service-sponsored Guidance Conference.
The DLA representative should serve in a supportive role. However, he/she
should be very firm and detailed on the SPTD requirements for those items which
will be managed by DLA.
(2)
A clean and neat appearance should be maintained at all times and conduct
should always be beyond reproach.
(3)
Upon returning from the conference, prepare a clear, concise, and timely trip
report in accordance with DLA and DSC procedures. Report should include
authority, purpose, who attended, discussions and observations, conclusions,
and recommendations.
(4)
Forward copy of conference minutes to HQ DLA and other DSCs in a timely manner.
DLAH
5000.6
PROVISIONING AND CATALOGING
PROCEDURES/TOOLS
|
DoD
4100.38-M |
Department of Defense Provisioning
and Other Preprocurement Screening Manual |
|
DoD
4140.26-M |
Chapter 2, Item Management Coding
Criteria |
|
DoD
4140.26-M |
Chapter 4, Supply Support Requests |
|
MIL-STD-1561B |
Provisioning Procedures, Uniform
Department of Defense |
|
DoD-D-1000B |
Military Specification-Drawing,
Engineering, and Associated Lists |
|
MIL-STD-100C |
Engineering Drawing Practices |
|
MIL-STD-1388-1A |
Logistic Support Analysis |
|
MIL-STD-1388-2A |
DoD Requirements for a Logistics
Support Analysis Record |
|
H2-1 |
Federal Supply Classification, Part
1, Groups and Classes |
|
H2-2 |
Federal Supply Classification, Part
2, Numeric Index |
|
H2-3 |
Federal Supply Classification, Part
3, Alphabetic Index |
|
H4-1 |
Federal Supply Code for
Manufacturers, Part 1, Name to Code |
|
H4-2 |
Federal Supply Code for
Manufacturers, Part 2, Code to Name |
|
H4-3 |
NATO Supply Code for Manufacturers,
Part 3, All Sections |
|
H6 |
Section A, Federal Item Name
Directory for Supply Cataloging Alphabetic Index of Names |
|
H2/6 |
Advance Notice, latest revision |
|
H7 |
Manufacturers Part and Drawing
Numbering System Handbook |
|
MCRL-1 |
Consolidated Master Cross-Reference
List, Manufacturers' Part Number to NSN |
|
MCRL-2 |
Consolidated Master Cross-Reference
List, NSN to Manufacturers' Part Number |
|
MCRL-3 |
Consolidated Master Cross-Reference
List, Manufacturers' Code Sequence |
|
ML-C |
Management Data List - Consolidated |
|
DLAH 4130.1 |
Defense Integrated Data Systems
(DIDS) Handbook |
DLAH
5000.6
DLA/DSC POINTS OF CONTACT
HEADQUARTERS,
DEFENSE LOGISTICS AGENCY
ATTN: DWSSO
CAMERON
STATION
ALEXANDRIA,
VA 22304-6100
AUTOVON:
284-6381
COMMERCIAL:
(202) 274-6381
HEADQUARTERS,
DEFENSE LOGISTICS AGENCY
ATTN: DLA-SC
CAMERON STATION
ALEXANDRIA,
VA 22304-6100
AUTOVON:
284-6477
COMMERCIAL:
(202) 274-6477
COMMANDER,
DEFENSE CONSTRUCTION SUPPLY CENTER
ATTN:
DCSC-SLS
PO BOX 3990
COLUMBUS, OH
43216-5000
AUTOVON:
850-3107
COMMERCIAL:
(614) 238-3107
COMMANDER,
DEFENSE ELECTRONICS SUPPLY CENTER
ATTN: DESC-SP
1507
WILMINGTON PIKE
DAYTON, OH
45444-5000
AUTOVON:
986-5435
COMMERCIAL:
(513) 296-5435
COMMANDER,
DEFENSE INDUSTRIAL SUPPLY CENTER
ATTN:
DISC-SCAE
700 ROBBINS
AVENUE
PHILADELPHIA,
PA 19111-5096
AUTOVON:
442-3643
COMMERCIAL:
(215) 697-3643
COMMANDER,
DEFENSE GENERAL SUPPLY CENTER
ATTN:
DGSC-SLP
RICHMOND, VA
23297-5000
AUTOVON:
695-4425
COMMERCIAL:
(804) 275-4425