Alpha Character in the 11th position of Document Number

Enterprise

DoDEA

New

Submitted: 28 Jan 2021

Description
Provide DPAS functionality to allow the system to generate document numbers with an Alpha Character in the 11th position:

• DoDM 4160.21-V1, October 2, 2019 provides guidance to agencies to process turn-in documents in the DLA Disposition Services web-based Electronic Turn-in Document (ETID) System.  The ETID system generates the document number with alpha character “T” in the 11th position of the document number.
• DoDEA is required to use this system, to process 1348-1A in order for the DLA Disposition Services (DLA DS) contracted transportation to pick up turn-in property; per the guidance there is no way for DLA DS or DoDEA to track the property if the 1348-1A isn’t generated in their system.
• The DPAS system does not support document numbers with an Alpha Character in the 11th position.  This has become issue with DoDEA, turn-in documents due to inability to generate identical turn-in document numbers sequence in order to match the document numbers for transaction recondition for audit review/readiness, and the tracking of turn-in documents. DoDEA requires DPAS system to support incorporating the Alpha Character in the 11th position of the document number.

Recommended
Provide system functionality to auto generate or manually process document numbers with the ability to populate the 11th position with Alpha character. Consider inter-face with DPAS and DLA Disposition Services.

Mission Critical
This request is functionality mission critical for the tracking and reconciliation of turn-in documents number. The DoDM 4160.21-V1 guidance doesn't mandates agencies to use DLA Disposition Services web-based Electronic Turn-in Document (ETID) System to process/generate the 1348-1A document. DoDEA is using the ETID system because when contracted transportation pick up property, there is no way for DLA DS to track the property if is not in their system.

Benefits
The benefit of adding this feature will allow the user to track the transaction with identical data document numbers. It will provide accurate documentation, provide reconciliation/audit trail and allow the user to reduce the amount of time generating additional documents outside of DPAS to explain the circumstance of discrepancy between documents numbers for same transaction.

Users
Yes: This issue affects 100% of all DoDEA's property accountability functional users require to utilize the DLA Disposition Services for the disposal /turn-in process.