Change Request: Process Improvement
Description:
The current design of the ELMS does not fully support the end-to-end business and audit requirements necessary for compliant execution of Foreign Military Sales (FMS) cases. Key gaps exist in the areas of standardized requisition integration, serialized asset tracking, inventory segregation, shipment documentation, and financial transaction recording. These deficiencies hinder the Marine Corps’ ability to demonstrate transaction-level traceability, chain-of-custody, and cost recovery for FMS case materiel as required by DSCA guidance, DoD FMR) and USMC Financial Improvement and Audit Readiness (FIAR) controls. In particular, the lack of system automation to generate or ingest certain DLMS EDI transactions (e.g., 511R, 945A, 856S) and the absence of a case-level audit dashboard prevent effective oversight of asset movements and related financial postings. This condition increases the risk of improper FMS billing, misstatement of inventory balances, loss of asset accountability, and material noncompliance with DoD auditability standards. This SCR falls under the classification of a Significant Deficiency in internal controls, with the objective of enabling full life cycle traceability, audit trail retention, and compliance with FMS and FIAR standards through enhancement of ELMS FMS integration and reporting capabilities.
Recommended:
The following outlines the 21 FMS SCR requirements supporting enhancements to the ELMS system. Each requirement includes a uniquely identified statement, affected modules, and references to authoritative guidance from DLMS or DoD manuals.
1. The system shall enable creation of FMS case records, impacting the ELMS Core/All module(s), to support compliance with DLM 4000.25, aligns with DoD FMR Vol 15, and MILSTRIP procedures for FMS.
2. The system shall allow linkage of FMS metadata to assets, impacting the ELMS Core/All module(s), to support compliance with DLM 4000.25-1, Appendix AP1.16 - FMS Case Designators.
3. The system shall support entry and validation of LOA conditions, impacting the ELMS ICP Material Management and M&U module(s), to support compliance with DLM 4000.25-1, Chapter 2 - MILSTRIP Requisitioning Policies.
4. The system shall enable inventory reservation by FMS case, impacting the ELMS Inventory Control module(s), to support compliance with DLM 4000.25-1, Chapter 3 - Supply Status.
5. The system shall generate transfer documentation (e.g., DD1149), impacting the ELMS IC module(s), to support compliance with DoD Manual 4000.25-M, MILSTRIP formats.
6. The system shall support FMS-specific asset ownership, impacting the ELMS IC module(s), to support compliance with DLM 4000.25-2, Logistics Data.
7. The system shall generate/transmit DLMS 511R, impacting the ELMS Inventory Control module(s), to support compliance with DLM 4000.25-1, Appendix C1.1.5 - Requisition (511R).
8. The system shall generate DLMS 856s shipment status, impacting the ELMS Warehouse Management module(s), to support compliance with DLM 4000.25-1, Appendix C1.2.1 - Shipment Status (856S).
9. The system shall generate DLMS 945a shipment confirmation, impacting the ELMS Warehouse Management module(s), to support compliance with DLM 4000.25-1, Appendix C1.2.4 - Warehouse Confirmation (945A).
10. The system shall support DLMS inbound message processing, impacting the ELMS DLMS Gateway Integration module(s), to support compliance with DLM 4000.25-1, Chapter 4 - Transaction Processing.
11. The system shall integrate MRO with warehouse pick logic, impacting the ELMS Warehouse Management module(s), to support compliance with DLM 4000.25-2, Appendix AP2.5 - MRO Processing.
12. The system shall capture TCN/BOL/TAC/transportation mode, impacting the ELMS Warehouse Management module(s), to support compliance with DTR 4500.9-R, Part II – Cargo Movement.
13. The system shall generate DD1348-1a, impacting the ELMS Warehouse Management module(s), to support compliance with DLM 4000.25-2, Appendix AP2.6 - Transportation Data Submission.
14. The system shall interface with DAI for trust fund obligations, impacting the ELMS Financial Interface module(s), to support compliance with DoD FMR Vol 15, Chapter 4 - FMS Trust Fund Accounting.
15. The system shall reconcile LOA line-item costs, impacting the ELMS Financial Interface module(s), to support compliance with DLM 4000.25-1, Appendix AP1.18 - Price Challenges and Reconciliation.
16. The system shall implement SIM enforcement for FMS, impacting the ELMS Property Accounting module(s), to support compliance with DLM 4000.25-1, Chapter 6 - Serialized Item Tracking.
17. The system shall track all FMS transactions in audit logs, impacting the ELMS All Modules module(s), to support compliance with NIST SP 800-53 AU family – Audit and Accountability.
18. The system shall provide FMS dashboard/reporting, impacting the ELMS Analytics module(s), to support compliance with Not in DLMS; aligns with DoDI 5000.76 and audit readiness policy.
19. The system shall enable FMS audit package export, impacting the ELMS Reporting/Archiving module(s), to support compliance with DLM 4000.25-1, Chapter 5 – Shipment and Financial Documentation.
20. The system shall restrict access to FMS records, impacting the ELMS Access Management module(s), to support compliance with NIST SP 800-53 AC family – Access Control.
21. The system shall enable role-based segregation of FMS roles, impacting the ELMS Role Management module(s), to support compliance with NIST SP 800-53 AC-5 – Separation of Duties.
***End of Requirements***
The attached FMS process flow provides an end-to-end lifecycle for handling foreign sales using ELMS and DAI in compliance with DLMS and DoD FMR. Implementing this integrated approach enables traceable, accountable, and auditable FMS support—streamlining execution, reducing errors, and ensuring compliance with security cooperation policy.
Mission Critical:
Benefits:
- Meets MARCORLOGCOM's business model
- Assists in 100% accountability of assets
- Complies with current audit controls
ADHOC
Users:
Process affects Materiel Manager, WH Managers and ICP
