1 Defense Logistics Agency DOD Activity Address Directory (DODAAD) Reengineering Data Enhancements

2 Outline GSA Effort City validation (standard names) CAGE & Contract # validation Permanent DoDAACs Procurement Authority DODAACs DoDAAD Reengineering

3 Why are we collaborating with GSA GSA Effort Overview/Goals New Fields GEO Location Overview Schedule GSA Enhancements

4 Federal Agencies are a big DOD Supply System Customer DOD is the GSA supply systems single largest customer Federal agencies make up ½ the DODAACs GSA is the last of the big batch inputs GSA wants data replication GSA has some unique data requirements some of which is beneficial to DOD Effort is of mutual benefit to DOD & GSA Why the GSA Collaboration

5 Goals Eliminate batch transaction updates of the DAASC DODAAD authoritative source database Provide GSA the information they need Allow GSA to enter GSA unique data for military DoDAACs (but not change any existing military DoDAAC information) GSA Overview

6 There are 15 new GSA unique fields There are five GSA unique fields that will be derived (system generated) when a DoDAAC is created or updated: Treasury Agency Code State Code City Code County/Province Code EXP_DOM The remaining fields will be entered free-form (e.g., Commercial Phone) or selected via drop down lists New Fields

7 New GSA Fields Support Region Code – Initial contact point for Requisitioner Purpose Code – GSA usage for address Agency Code – Numeric treasury assigned code Bureau Code – Number GSA internal bureau State/Country – FIPS location City Code – GLC assigned city code Export Indicator – Export or Domestic CRP – Consolidated Receiving Point County/Province – GLC assigned code Parcel Post Allow Indicator – Parcel Post Allow (true/false) Inside Delivery – Inside deliver request Contact Point – agency control point Pay Station – Treasury assigned accounting station Commercial Phone number – Commercial telephone number FST Phone number – FST telephone number DSN Phone number – DSN telephone number New GSA Fields

8 GSA needs unique geographical location information: City code Country GSA Region Treasury agency code Etc. DoD CSPs will not input the GSA unique data fields GSA information will be associated by the DoDAAC, but stored in a separate table on the DODAAD GSA will be able to enter GSA unique data for military DoDAACs, but will not have the ability change any existing military DoDAAC data fields GSA Information

9 The GEO Location data contains Country, State, City, County, and Province information It is maintained by GSA, with data derived from Federal Information Processing Std. It will provide two fields from the GLS table: City ID (4 numeric digits) Country Code (3 numeric digits) GEO Location Overview

10 The GSA Geo Location Code (GLC) table is actually three tables in one. The core two table types are used: US and International. The International table (shown below) lists overseas countries and cities. Defense Logistics Management Standards Office

11 The US GLC table contains both a city and county list by state. If the city code is blank, the entry is is a county name. Notice “Marion” appears twice in the list below – once as a county and once as a city. Defense Logistics Management Standards Office

12 The expected implementation of the GSA enhancement is scheduled for July, When the GSA enhancement is complete, DAASC will no longer accept batch transaction updates, but will still provide batch transmissions broadcasts to applications. Schedule

13 City Validation

14 City names are currently free form Problem is there are multiple versions of cities (e.g., Fort Belvior, Fort Belvoir, Ft. Belvoir, etc.) Need to assure proper spelling and consistency for proper delivery Having FIPS city codes available provides some additional capabilities City Validation

15 Solution: City name field will be validated using both USPS and GLC data tables The order the data is entered is important. Country and State will be used to narrow the city search Country selected from drop down will if “United States” Cause State Name drop down to appear for selection After State is selected a city name drop down appears City can be then selected When the user types in the City name, it open a drop down list containing the city which will populate the database from the drop down list (i.e., auto complete) If the name is found, it will be used Names not found will be “added” based on user entry City Validation (cont)

16 City validation benefits Standardization of city names/consistent city spelling Codes will be available for use by applications. When the city is entered, the following will be system generated: City ID (GLC) County (GLC) City Validation (cont)

17 CAGE/Contract # Validation

18 CAGE Validation Requirements: The CAGE data field is currently optional. Simple validation - Check if CAGE exists Steps to fulfill requirement: Need a table of valid CAGE codes supplied by DLIS Compare CAGE Code entered by CSP to DLIS table Error message if CAGE not found or if left blank This will not guarantee the correct CAGE was entered, but it will guarantee a CAGE is entered and that it is a valid CAGE CAGE Validation

19 Contract Validation Requirements: The contract number field is currently optional. Contract information required if the DoDAAC is a contractor (e.g., second position of Army DoDAAC is “C”) Following fields required for contractor DoDAACs: Contract number CAGE code Sponsor Expiration Date Contract Validation

20 Permanent DoDAACs

21 There is a need for Permanent DoDAACs The current rule will allow any DoDAAC to be reused. Need is for use as the Enterprise Identifier which is part of an IUID construct Requirement – need to add a no-reuse flag to the database, and exclude non-reusable DoDAACs from ever being reused for a different activity Permanent DoDAACs

22 Unique Item Identifier (UII) is…. UII is the set of data for tangible assets that is globally unique and unambiguous, ensures data integrity and data quality throughout life, and supports multi-faceted business applications and users. EID LDW9158A Orig. Part No. 1P1234 Serial No. S786950

23 Item Unique Identification (IUID) - How Is It Done? The UII Is derived from discrete component data elements – the UII is not required to be marked on the item as its own data element Issuing Agency Code (IAC) = LD (IAC for DoDAAC) derived using the Enterprise data qualifier Enterprise Identifier = LDW9158A (DoDAAC) Original Part Number= 1234 Serial Number= 674A36458 Coded in the Data Matrix: UII Construct 1UII Construct 2 If the serial number is unique within the enterprise identifier If the serial number is not unique within the enterprise identifier but is unique within the part number LDW9158A674A36458LDW9158A A36458

24 Proposed New Rules for non-expiring DoDAACs Reuse of DODAACs There is no current rule that says a DODAAC that say that a deleted can never be reused. However, DODAACs should not be reused for at least 5 years from the effective date of its deletion, unless it is being reactivated for exactly the same activity that held it previously. Cancelled DODAACs DODAACs that have been used as “Enterprise Identifies” for the purpose of assigning Item Unique Identification (IUID) numbers to items can never be reused. Permanent DoDAACs

25 Actions Required: DLMSO : Issue ADC that incorporates the new rules into DOD M Volume 6, Chapter 2. DAASC: Make the following changes to the DODAAD database and update applications: 1.Monthly get the DODAACs that are used as Enterprise Identifiers on the IUID registry and match them to the DODAAD. Any DODAACs that match will have a new data field flag “Enterprise Identifier Flag” set in the DODAAD database that indicates it has been used as an enterprise identifier for the assignment of item unique identifiers. 2.Establish a “Cancelled/Never Reuse Flag” in the DODAAD Database. This flag will be set by DAASC at the time a DODAAC is deleted if the DODAAC being deleted has the “Enterprise Identifier Flag” set. These DODAACs will never be physically removed from the database. 3.The DODAAD update application will need to be changed to disallow the establishment of a DODAAC which has been previously used. Either of the following conditions will cause rejection of an attempt to add a DODAAC. a. The current date is less than 5 years for the date of the deletion date. b. The Cancelled/Never Reuse Flag is set in the database. c. Add the capability to the DAASC DODAAD INQ to query and view the “Enterprise Identifier Flag” and the “Cancelled Never Reuse Flag”. Permanent DoDAACs

26 Procurement Authority DoDAACs

27 Procurement Authority DoDAACs There is a need to identify DODAACs that have the authority to establish contracts To satisfy the requirement we will add a field to the database and Web update application that will identify those DODAACs A table of DODAACs having Procurement authority will be provided by the Acquisition Community which will be used to do the initial database load – add a procurement authority Flag to those DODAACs. The Acquisition Community will be responsible for: The periodic review to determine if new DODAACs should be flagged or if the flag should be removed from an existing DODAAC. Notifying the appropriate CSP and requesting the procurement authority flag be site or turned off CSP will not be responsible for procurement authority determinations