Frequently Asked Questions are categorized below. This section is updated often so be sure to visit frequently.
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Questions related to DPAS, policy, training and common issues
Go to the online training site: http://dpaselearning.golearnportal.org
Once you are at the login page you may register by following the directions under the "Is this your first time here"? section and selecting the Create new account button.
There are a few different ways to do a screenprint.
General access questions and issues, DPAS security and role related questions.
Internet Explorer Issues:
Users are encouraged to create a reoccurring Outlook reminder to log into DPAS every 15 days. This will ensure a user keeps an active account and avoids suspension or deletion.
All DPAS users must abide by the following automated account aging parameters:
NOTE: The user must reach the DPAS "Message of the Day" page to count as a valid login.
Account resets may take up to three business days to complete. Users are encouraged to maintain active accounts.
To gain access to DPAS, new users must successfully complete the DD Form 2875, and sign a User Agreement Form. Prior to filling out the Web DD2875 you must:
Failure to meet this requirement may cause delays in filling out and processing the form.
The DD Form 2875 used to request access to DPAS has been enhanced with a question and answer session or "Wizard" to make it easier for you to fill out the form. The Wizard launches when the form is opened and contains a series of pop-up windows with various information requests. The form is automatically populated based upon the responses entered into the Wizard. There are several new benefits:
Once you are done filling out the form, on the menu, select File/Save As.... Find the location on your PC and save the file. You are strongly advised to do this prior to digitally signing the form. Keep this copy as a draft. Digitally signing the form will lock all the fields you filled out. If you discover an error after signing the form and need to make corrections to it, start with your previously saved draft. It will re-launch the Wizard so you can make corrections. If you try to make corrections to a signed form, the form will be invalidated and unacceptable.
Every time the DD2875 is opened prior to digitally signing, the Wizard is launched. If you already entered data on the form, most query screens will be pre-populated with that data. Click OK, or select Enter, to retain the data and move on to the next screen. Default or previously entered data will be highlighted on each screen. Typing will overwrite highlighted data on the screen.
If you open the form after it is signed and saved, a message will pop up. This message states that they user, and or the supervisor, has signed the form. The Wizard will not run once the form is signed by the user.
When you are finished filling out the DD2875 make sure to review it and verify that your information is correct. You are strongly advised to save a draft copy to your PC before you digitally sign it.
You must have a Common Access Card (CAC) or be Public Key Infrastructure (PKI) enabled to digitally sign this form.
Prior to signing, errors on the form can be corrected in one of two ways:
To digitally sign the form:
Questions and issues related to My DPAS and Master Data. This also includes Government Furnished Property (GFP) Contractors and Contracts.
There are primarily two types of loans - loans within Web DPAS and loans outside Web DPAS.
You navigate to Master Data/Contractor or Master Data/Contract and enter the required information.
To switch between UICs you will need to navigate to MyDPAS/Site Actbl UIC Updt. The Search Criteria page displays. You use the drop-down list to select the UIC that you want to switch to, highlight it and select it. The page will refresh showing your selection and if is correct you select the submit button to switch to the requested UIC.
AO-Actbl Prop Officer - The Accountable Property Officer responsible for the construction in progress
DE-Destination - The ship to address of the disposal activity
FO-Financial Officer - The Financial Oficer handling the construction in progress
RE-Reporting - The address of the activity for which the excess is being reported
01-DODAAC TAC(1) used for MAIL - Reserved for future use
02-DODAAC TAC(1) used for FREIGHT - Reserved for future use
03-DODAAC TAC(1) used for BILLING - Reserved for future use
CW-CIP Project POC - THe address of the person responsible for managing hte construction in progress
LD-LOAN - DODAAC - The address of hte loaning government activity
LC-Loan - CAGE - The address of the contractor possessing GFP
LE - Lease - The address of the leaser
TD-Disposition - Transfer - The ship to address of the gaining activity
DN-Destination Other - Address for warranty/service/subscription
1. Take the Menu path: Master Data/Actbl UIC/UIC and go to the APO tab. Set the UIT Interface drop-down to "YES".
In addition to the UIT Interface being set to "YES" the following business rules need to be applied in order for the UIT Reporting interface to work correctly:
Questions related to general asset management actions such as Receiving, Update, Transfer, and Disposition of assets. These also include Pending Transactions, Excess, Loans, and Wide Area Workflow (WAWF).
The cause for "Error 125 - No record(s) match search criteria or you do not have appropriate security access" can vary depending on the Search Criteria page you are on. For example, the Excess Search Criteria page does not have Component and End Item searching but the Transfer Search Criteria page does. Some possible causes are:
Finding the asset:
There are several reasons an asset cannot be transferred or deleted/disposed of.
To receive an asset you will need to navigate to Asset Management/Receiving and begin the receiving process by entering the required data and proceeding through all the tabs in the Receiving process.
Questions related to Stock Numbers, Manufacturer Part Numbers, Pending Catalog Transactions and Reference Publications.
The Item Description can be up to 256 alpha/numeric characters.
When adding an stock number to the catalog you use the Accounting Required Code (ARC) to designate whether it is expendable, non-expendable or durable.
Type Designation (Type Dsg) is only available for Military Equipment. When adding a stock number to the catalog this field is a drop-down list consisting of the lowest level asset classification consisting of the Mission/Design/Series, Type/Model/Series or Vessel Class of assigned to an asset. (e.g. E-2C, F-14A, AH-1W, SSN 21)
Questions related to the Inventory Management Plan, Generating Inventories, Managing Inventories, Conducting Inventories, Scanner Functions and Reconciling Inventories.
Navigate to: Inventories - Generate Inventories. Then select the Type of inventory you want to generate.
While generating an inventory, why do I get error message: "49 - Record(s) does not exist or user does not have access to record(s)" when I know I have access to the custodian or location that I am trying to initialize? Outside of not having security access to the custodian or location, the most common reason you receive this error is that the custodian or location already has an inventory generated that is in open status.
Navigate to: Inquiries - Inventory - Inventory Header. Enter your UIC and select the Search button. A list of all inventories generated on the UIC will display. Note the Inventory Process Code (Inv Process CD). If it starts with an "O", it is an open inventory. If it starts with a "C", it is a closed inventory.
If you find that the inventory you are trying to generate is in Open status, verify that no one else is conducting the inventory. Once you have determined that no one is actively conducting the inventory, the inventory can be closed or cancelled. This can be done by navigating to: Inventory - Manage Inventories.
Reconciling inventories in Web DPAS consists of addressing all of the overages and shortages after an inventory has been conducted. The first step in reconciling inventories conducted with a scanner is to print your Reconciliation Report. It is automatically generated once the completed inventory is uploaded from the scanner. This can be done by navigating to: Forms-Reports - View Forms/Reports.
The next step is to begin the process of reconciling your inventory. Navigate to: Inventory - Manage Inventories - Reconciliation.
Questions related to the equipment used for AIT such as scanners and printers, software for scanners, labels, RFID, IUID, and PDCD data uploads and downloads.
The application is downloaded from Web DPAS by using the AIT - PDCD Sftwr Install menu. It is moved from the PC onto the scanner by using Microsoft ActiveSync or Windows Mobile Device Center.
An inventory can be downloaded by navigating to: AIT - Download to PDCD.
An inventory can be uploaded by navigating to AIT - Upload from PDCD.
No. It will not currently work with Windows 7 Internet Explorer version 10. If you are running on IE 10 and are experiencing issues, please contact the DPAS Call Center.
If you did not use a document number during the process you will not be able to generate either form. You need to use a document number even for custodian to custodian processes if you want to generate either form for it.
If you are not the originator of the report you do not have the authority to delete it.
Please confirm the date that your depreciation is scheduled to run. If that date has passed, please call the DPAS Call Center, 1-844-843-3727, and they will research it with you.
Overview: All of the detail costs records are recorded in the Construction In Progress (CIP) Cost Table. The costs are added to the CIP Project's Acquisition record in the Dollar Amount and Total Cost fields. The costs are also added to the "TOTAL Project Cost" field on the CIP Project Table.
As assets are created (CIP is relieved), there is a column on the CIP Project table that shows the dollar amount of assets created.
If you want to delete a CIP, on the CIP Project, check the Total Project Cost and Assets Created Cost to determine if the value is greater than the cost to be deleted. If it is not, then the error is received.
Fix: You would either delete one of the assets which were created, or adjust the price of one of the assets created, to allow for the deletion of the cost. This is only possible if the asset has not been capitalized. If all the assets have been capitalized (they assigned the costs to the asset and placed the asset on the property book) then the user will have to do a work around.
Work Around: If all the assets on the CIP have been capitalized, you will need to reduce the cost of the asset capitalized (on the property book), then write-off the cost they wanted to delete at the time they close the project. This will give them the same accounting treatment.
To activate depreciation:
As defined by the Property and Equipment Policy Office, Military Equipment Accounting (MEA) assets are used directly by the Armed Forces to carry out battle field missions.
The Project Number in DPAS is formerly known as the Program ID from CAMS.
To find the Project Number in DPAS:
You attest to your programs by navigating to the Accounting/CIP/Attestation. You can search for your Project Number on the Search page and then attest to your programs. You are also able to add and delete attestations in this section of Web DPAS.
Maintenance & Utilization Officer - The Maintenance & Utilization (M&U) Officer role is often assigned to the person in charge of maintaining the Maintenance Activity. Users with this role can setup prerequisite components for M&U processes, create Work Plans, Schedule Preventive Maintenance for the creation of Work Orders and monitor the progression of Work Orders for the maintenance of assets. This role can also maintain utilization and warranty/service/subscription data for assets.
Maintenance & Utilization Specialist - The Maintenance & Utilization (M&U) Specialist role has the ability to create and maintain Work Orders. The creation of Work Plans and Maintenance Teams is also included to support the Work Order process. Additionally, the user can maintain utilization data for assets. This role usually provides support to the M&U Officer.
M&U Data Inquiry - The Maintenance & Utilization (M&U) Data Inquiry role has the ability to find information that is important in the M&U processes. Users with this role will have access to all M&U data records; including asset information, work plans, work orders, warranties, service agreements, usage and historical data. The use of inquiries allows this role to define specific search criteria and view data in real-time or exports it to review and manipulate on their PC.
M&U Reports and Forms - The Maintenance and Utilization (M&U) Reports and Forms Generation role has the ability to export and view important information throughout the M&U process. DPAS reports utilize predefined searches and allow the resulting data to be extracted to the user's PC for review in Microsoft Excel.
Users wanting to use the Maintenance and Utilization (M&U) application should contact the DPAS Call Center and request to talk to a Level II DPAS Support Desk agent to obtain the information needed to establish a Maintenance Activity. Once a Maintenance Activity is established, users can be granted access to it and the Property Administrator can assign their assets to the Maintenance Assignment process. User access is similar to that of the Property Accountablity application. Users will be granted "roles" by Maintenance Activity, thus if a user has been assigned to more than one Maintenance Activity, they could have different roles within each. Asset access is controlled by the Maintenance Activity the user is associated with. In some instances, the user could be assigned to an Equipment Pool that further restricts what assets the user can update/view. DPAS security controls what Maintenance Activity a user is granted access to. Equipment Pool access is controlled by the personnel associated with Maintenance Activity that has been granted access to the role that contains the process that associates users with an Equipment Pool. The M&U capabilities include associating assets with an Equipment Pool, establishing PM Schedules, Reporting Utilization / Fuel Consumption and Generating and Managing Work Orders.
In the M&U module: