Change Request: Process Improvement

Description: When inventorying a SKO'd item, the only stock number that populates is that of the actual SKO, and not the components attached to the SKO.

Recommended: Add the ability to view the list of components attached to the SKO for all physical inventory reports.

Mission Critical: NECC 5200.45

Benefits: This will give the users who utilize SKO's visibility of what components they need to verify and inventory for. Makes it easier for the end user to inventory when the SKO stock nbr is different than the main component item.

Frequency: Daily

Users: NECC-wide

Change Request: Process Improvement

Description: There was a recent request to be able to distinguish between Active and Reserve individuals that are issued gear here at NECC.  Currently, there's no way that we're able to track who's Active or Reserve in any reporting tool and would like to add that capability within DPAS WH.

Recommended: This would have to start when the users are creating the Member Profiles, and allowing the user to select from a drop down whether the issued user is Active or Reserve. We noticed there is a field for Duty Status, however there's no way to be able to input that information. Once the gear has been issued, the user should be able to see this on the DW Issued Receipt form, in addition to all the Issued Inquiry reports where one can either filter this option or export it onto excel and filter as needed. This capability should be added to both the Individual Issue as well as the Unit Issue functions.

Mission Critical: NECCINST 5200.45

Benefits: Having this capability would provide the user with the ability to separate between Active and Reserve members and fully give them visibility when generating reports in DPAS WH.

Frequency: Daily

Users: All users who utilize the Individual/Unit Issue functions.

Change Request: Process Improvement

Description: We've received a request to create an additional (optional) field to the Individual Return process to allow them to specify a return reason/code to ALL issued items within an individual record that are being returned (i.e. transfer, separation, gear refresh, damaged gear, etc.). In result, it would give them the ability to view the return reason code when generating individual return reports.

Recommended: During the Individual Return Process, the user should be able to select an optional return reason/code drop-down box similar to a Not Ret. Reason Code that currently exists. Once the return is complete, they should be able to view the return reason/code in a return report as an optional column within Grid Options.

Mission Critical: NECCINST 5200.45

Benefits: Having this capability would provide the users with the ability to see the reason an item was returned, track reasons for return, and forecast future issues.

Frequency: Daily

Users: All users who utilize the Individual Issue function.

Change Request: Process Improvement

Description: Unable to split physical inventory by facility names when using the inventory segment code inventory mode.

Recommended: Provide the option to select or split a physical inventory by Facility name and /or location id when using the inventory segment code as the inventory mode.

Mission Critical: Army Regulation 740–26 - Physical Inventory Control
Improves the conducting of a PI when materiel is located in different facilities.

Benefits: When using multiple facilities, location id and multiple owning DoDAACs within a warehouse the inventory teams could conduct an inventory more efficiently if the physically inventories that are based on the inventory segment code could be split between each selected facility and location id.  Currently this type of feature is not available when using the inventory segment code as the inventory mode therefore some of our physical inventory that are generally are very large due to the fact the report is being ran across multiple facilities for one owning DoDAAC. This can lead to an increase in inventory time since the report cannot be split by facility.
If the inventory is split by facility one physical inventory can be generated for one inventory segment code and a single owning DoDAAC. The report would be split by facility and provide to each facility manger. Therefore, the inventory team(s) can conduct the inventories in a timelier manner.

 

Frequency: This will be used monthly and in some cases weekly.

Users:  All users who use physical inventory

Change Request: Process Improvement

Description: Currently the physical inventory report and the inventory export file within the DPAS Warehouse module do not show the facility name in which the asset is currently located. If a single warehouse has more than one facility name, it can become hard to know which facility to look in when conducting an inventory.

Recommended: Add the facility name to each line item on the physical inventory report and the inventory export file.

Mission Critical: Provides visibility where the item is located.

Benefits: By adding the facility name to the inventory report and the inventory export file the user will know exactly which facility the asset is in when conducting the inventory. This will save time by not having to revisit DPAS to determine the facility name in which the asset is located.

 

Frequency: Daily

Users: All users using the physical inventory reports to conduct a physical inventory.

Change Request: Process Improvement

Description: Currently the stock number inventory segment code is not available on the inventory grids or the ICN reports.  This makes it difficult for the user to view when the item will be scheduled for a physical inventory.  Our warehouses are connected to an ICP, thus the catalog is managed by the ICP.  It is not known how the ICP is establishing segment codes.

Recommended: Add the inventory segment code value as a grid option on the inventory grids and the ICN inventory reports.  This will provide the WM users with visibility of what inventory the item is a part of without executing multiple reports and merging of data.

Mission Critical: Provides visibility of which inventory the item will be a part of without having to run multiple queries and mergeing of the data.

Benefits: Having the Inventory Segment Code as a grid option would allow better management of materials within the warehouse.

Frequency: Daily

Users: All DPAS users of WM

Change Request: Process Improvement

Description: DODIG/IPA Audit FY23 resulted in a Notice of Findings and Recommendations to NSW due to not being able to submit negative inventories to prove active warehouses that did not contain assets during required inventory periodicities.  

Recommended: Add the statement "Negative Report" to show the Warehouse Physical Inventory Reconciliation Report Detail and Warehouse Physical Inventory Reconciliation Report Summary when a physical inventory is conducted on a Warehouse does not have inventory in the Warehouse.

Mission Critical:

Benefits: DODIG/IPA Audit requirement to create and retain negative report inventory.

Frequency: Monthly

Users: All Users

Change Request: Policy/Regulatory

Description: DPAS does not currently support segregating materiel in its ICP or Warehouse applications by Purpose Code. DPAS was designed to use Owning DoDAAC and Project Code to support the USMC CSP and Storage Command operations. At that time, USMC stated they did not use Purpose Code. Post the initial implementation, USMC requested Purpose Code. To support the immediate need, USMC requested with DPAS agreeing to open / use the Secondary Serial Nbr to identify the purpose. This capability does not allow for systematically segregation / selection of assets by purpose code, thus DPAS needs to add Purpose Code to its ICP and Warehouse applications to bring the system into compliance with DoDM 4140.

Recommended: The recommended solution is to add a Purpose Code field to the DPAS ICP and Warehouse application and to update the DLMS traffic to support it. This change may necessitate changes to the inventory row business key, user processes, inquiries, reports, and interfaces. The change that are implement should ensure that DPAS aligns to DoD regulations, including the restriction against using alpha Purpose Code O. DLMS transactions will be updated to include Purpose Code. With purpose codes being agency specific, DPAS will need to provide the capability for different codes / descriptions / agency.

Mission Critical: DLM 4000.25, Volume 2, September 15, 2024AP2.4. APPENDIX 2.4 - PURPOSE CODES https://view.officeapps.live.com/op/view.aspx?src=https%3A%2f%2fwww.dla.mil%2fPortals%2f104%2fDocuments%2fDLMS%2fManuals%2fDLM%2fV2%2f0202.04-v2a2.04.docx&wdOrigin=BROWSELINK

Benefits: Adding Purpose Code functionality will improve inventory management by allowing better categorization of assets. It will enhance regulatory compliance, improve reporting accuracy, and provide operational clarity by reducing ambiguities in inventory records. This change also positions DPAS for future scalability and system enhancements.

Frequency: Daily

Users: All DPAS users. Approximately 27,000 users.

 

 

 

 

Change Request: Process Improvement

Description: The DPAS Support team is spending a disproportionate time executing user requested catalog data updates due to DPAS not providing system functionality needed to enable the DPAS user to modify catalog attributes. These attributes often times have a financial impact when capital assets are being updated. The goal of this SCR is to enable users to perform the updates as needed with DPAS supporting the financial updates that are needed.

Recommended: Review the business processes and determine when and where fields can be enabled for edit/change by the user(s), where obsolete data can be removed to avoid confusion and other opportunities to improve catalog data integrity instead of submitting help desk tickets or data script requests.

Mission Critical: This SCR will incorporate additional user functionality within the catalog processes. The goal is to reduce customer support while providing the user with a more unified experience.

Benefits: By enhancing the catalog in which users can manage their own stock nbr data, we will save time, improve accuracy and reduce data script requests.

Frequency: Daily

Users: All users who maintain catalog data.

Change Request: New System Process

Description: Currently, the system does not provide the ability to check the On-Hand Inventory status for previous dates. This is due to DPAS being a live system, where assets are constantly moving. As a result, researching inventory history, whether for routine inventory processes or resolving discrepancies, becomes impossible. To address this challenge, I propose the introduction of a Date Field to the Inquiry Screens for LIN/TAMCN, Stock Number, and ICN. This would allow users to pull inventory data for a specific location and view its status (e.g., quantity on hand) on any given date. Alternatively, another solution could be the implementation of a historical repository to capture and store inventory status at different points in time. This would provide a reliable way to track and query the inventory history as needed. The proposed enhancement will improve Users from ALL Agencies using DPAS ability to manage inventory discrepancies, streamline reporting processes, and ensure more accurate inventory auditing.

Recommended: Recommendation 1: Add a Date Field to the Inquiry Screens Introduce a Date Field to the Inquiry Screens for LIN/TAMCN, Stock Number, and ICN. This enhancement would allow users to select a specific date and view inventory data as it appeared on that day, including the status of assets, quantities, and other relevant details. By enabling this functionality, it would be possible to track historical inventory movements, improving visibility and accountability. OR Recommendation 2: Implement a Historical Repository Develop a new historical repository that stores and tracks inventory data at specific points in time. This repository would allow users to pull detailed reports for previous dates to verify status information such as asset counts, quantities, contract IDs, and other key inventory details. By providing access to this historical data, it would become easier to resolve discrepancies and perform inventory audits efficiently. Both options aim to enhance inventory tracking and reporting capabilities, addressing the challenges of monitoring inventory history in a live system.

Mission Critical: This process improvement will help immensely in the researching of discrepancies and researching for inventory accuracy.

Benefits: This will help ALL agencies operating in DPAS as a whole to better manage and verify inventory accuracy and research any possible discrepancies.

Frequency: Daily

Users: Users across all agencies operating in DPAS.