DPAS SCR: 02141

• SCR Number
  02141
• Title
  Inbound Serial Number Enforcement for EDI
• DPAS Module
  Materiel Management
• Reporting Organization
  USMC
• State
  New
• History
  4/25/2025
• Description
  Change Request: New System Process

  
  

  Description:

  ELMS must enforce Serialized Item Management (SIM) for designated National Item Identification Numbers (NIINs) across various Enterprise Logistics Management System (ELMS) modules. Data exchanges with external trading partner systems via DLMS EDI/X12 transactions sometimes fail to include required serial numbers for serialized assets. This occurs primarily in, but not limited to:
  

        • 856S (Shipment Notices – Due-In Transactions)

        • 945A (Materiel Release – Advice Transactions)

        • 947I (Inventory Adjustment Transactions)

  The absence of serial numbers in these transactions compromises data integrity and prevents compliance with DoD serialized property management regulations outlined in:

        • DoDM 4140.01 (DoD Supply Chain Materiel Management Procedures)

        • DLMSO Manuals (DLMS Volume 2, Supply)

        • MILSTRAP/DLMS Mapping for EDI transactions

  This System Change Request (SCR) proposes a standardized method to detect, report, manage, and resolve these data quality format issues within ELMS. These changes are required to enforce compliance with SIM policies within DPAS modules and ensure accurate logistics accountability and audit readiness.

   

  Recommended:

  Implement an automated edit-check mechanism within ELMS to identify inbound DLMS EDI transactions missing required serial numbers, route them to an error handling interface for user remediation, and support transaction reprocessing once corrected. This ensures serialized assets are tracked consistently across the enterprise.
  

  Scope: This change applies to all ELMS modules ingesting DLMS EDI/X12 transactions involving serialized asset movement, including but not limited to:

       

        • Receipt and Due-In processing

        • Inventory management and adjustments

        • Inbound shipment confirmations

        • Materiel Release Orders

   

  Requirements:

   

      1.1. Edit Checks for Serialized Transactions. ELMS shall implement automated validation logic for inbound EDI 856S, 945A, and 947I transactions to detect when a transaction line item is for a NIIN that is marked as serialized but lacks an associated serial number(s).

   

      1.1.2 Enforcement Against Serialized NIIN Catalog. The system shall reference the ELMS NIIN Catalog or Master Item File to determine if an item requires serialized tracking before enforcing serial number validation.

   

      1.1.3. Transaction Error Flagging. Transactions missing required serial numbers shall not be ingested into ELMS records but instead flagged as “Unprocessed” and queued for user intervention in the Interface Queue Manager.
  

   

      1.1.4. Error Queue Management Dashboard. ELMS shall provide an enhanced dashboard view in the Interface Queue Manager that displays:

          • Transaction type (i.e., 856S, 945A, 947I, etc.)

          • Originating trading partner

          • NIIN and quantity

          • Serial number missing status

          • Error message: “Serialized NIIN reported without corresponding serial numbers”

   

      1.1.5. Manual Update Interface. The dashboard shall support manual entry of missing serial numbers by the ELMS User after collection from the originating trading partner system.  

   

      1.1.6  Audit Trail Capture. The system shall capture all entries made manually to enhance the inbound EDI transactions:
  

   

          • User ID

          • Date/time stamp

          • Action performed

          • Original vs. updated values

   

     1.1.7  Reprocessing Capability. Once updated with the required serial numbers, the transaction shall be made available for resubmission ingestion using standard processing logic. Successful ingestion will update the transaction status to “Processed” and remove it from the error queue.

   

     1.1.8  System Alerts. ELMS shall provide automated notifications (email or in-system alert) to designated user roles when transactions are flagged as unprocessed due to missing serial numbers.

   

     1.1.9 Metrics and Reporting. The system shall generate periodic reports that include:

       

          • Number of transactions flagged for missing serials

          • Time to resolution

          • Frequency by trading partner

          • NIINs most affected

   

     1.1.10. Configuration Flexibility. Administrators shall be able to update the list of NIINs subject to Serialized Item Management without requiring code changes, using an ELMS catalog or configuration table.    

   

  Mission Critical:

   

   

  Benefits:

  • Meets MARCORLOGCOM's business model
  • Assists in 100% accountability of assets
  • Complies with current audit controls

   

  Frequency: Daily

   

  Users: