According to SOCOM Directive 700-2 we are to conduct monthly inventory of All controlled, classified or sensitive Controlled Inventory Item Code (CIIC) items with codes 1-6, 8-9, P, Q, R, S, Y (including all Night Vision Devices and Navigational Devices) regardless of cost will be inventoried on a monthly basis.

 

During the creation of physical inventory add an Inv Mode to create a custom inventory selection of multiple Stock Numbers, CIIC codes, and a Type Asset Codes.  Enable the user to save selected stock numbers and CIIC codes with the ability to name the saved selection.  Enable the user to edit and delete saved selections.  Enable the user to select a previously saved selection which will auto-populate Stock Number, CIIC , and TAC.

 

 

 

SOCOM requirement.

 

Frequency: Hourly

 

The Application Administrator role/user tier is a bit of a misnomer. Additionally, in DLA J64 they refer to our privileged users (Jonathan Gillette, John O'Connor, Dave Czar, etc.) as App Admin but they have no relation to the Application Admin as it is defined in DPAS. For the sake of clarity internally and during audit it would be helpful to change the name of this role. With this change, updating the support url (https://dpas.dape.dla.mil/admin/ ) would be a good idea as since  "admin" implies privileged access to the system.

 

"Application Administrator" role/user tier could be renamed to "Application Support" and the url for the support site could be changed from "https://dpas.dape.dla.mil/admin/" to "https://dpas.dape.dla.mil/support/".

 

The change will assist with the audit support team's goal of clarifying DPAS processes and it will alleviate questions and confusion from the auditors each year.

 

Less questions/confusion during audit and internally when discussing this role.

 

Frequency: Hourly

 

Inventory Activity only shows activity of an asset during the time frame that the asset was attached to the respective warehouse.

 

Open up view capability to show entire asset inventory activity within the LP regardless of where the asset resides for all users.

 

 

 

Allows users to view the full cradle to grave history of an asset to conduct research and documentation for record keeping.

 

 

The current branding of the Defense Property Accountability System (DPAS) primarily associates the application with Property Accountability whereas DPAS has expanded its capabilities to include a full spectrum of logistics functions.  It is recommended that DPAS be re-branded to better reflect it functions.

Re-brand the DPAS as the Enterprise Logistics Management System (ELMS). This new branding will reflect a more inclusive representation of DPAS core functions, and provide applicability beyond the Department of Defense. The re-branding will involve updating the system as well as the systems documentation (design documents, training materials, training videos, desk guides, interface agreements, etc  so that everything align with the ELMS brand.

 

 

 

Re-branding DPAS to the Enterprise Logistics Management System (ELMS) will better portray the increased system's functionality since its inception as a Property Accountability system, and provide Non-DoD users with a system that does not contain "Defense" in its name.

 

Frequency: Hourly

The unit of issue for the stock number is FV that maps to X12-equivalent “Unit of Measure” as Q9 according to the master list conversion file from the DLA site, located at https://www.dla.mil/Defense-Data-Standards/Resources/LOGDRMS-Resources/. The schema currently loaded on the DEDSO website for 846R (004010F846R4RA28_Aug2123_ADC_1454.xsd) and a previous schema being used by DPAS contain a list of allowable “Unit of Measure” values in data element E_355. That list does not contain all of the X12 values listed in the current Conversion Table. DPAS is unable to process any XML:846R transactions containing a value not listed in the incomplete list. This is incorrect and addressed by the DEDSO Team by updating the 846R Schema.

 

The new and latest schema (004010F846R4RA28_Sept0324_DE355_TurnedOff.xsd) for 846R Transaction updated by DEDSO Team updated in DPAS and DAAS systems to allow processing of 846R transactions with “Unit of Measure” as Q9 code value successfully.

 

The 846R Transaction schema (004010F846R4RA28_Sept0324_DE355_TurnedOff.xsd) updated by DEDSO.
https://www.dla.mil/Portals/104/Documents/DLMS/TransFormats/Supplements/4010/004010F846R4RA28_Sept0324_DE355_Turned%20off.pdf

 

Required for the submission of 846R transactions with “Unit of Measure” as Q9 code value.

 

Frequency: Daily

 

An analysis conducted of DPAS TPF transactions for unsuccessful transaction errors and help desk tickets associated - determined the reason that the TPF was not successful is due to the user not establishing the profile correctly. The DPAS Customer Profile process within Materiel Mgmt. provides a repeatable setup process to support the Army's Total Package Fielding (TPF) if the DPAS users creates the correct profile.  The PA modules using the Address Directory process which would also benefit from the recommended changes.  The Customer Profile needs to be configured for the system the Unit is using for Property Accountability.  While most fielding’s are to Units using GCSS-Army, it could be Units using DPAS and in some situations a fielding could be another DoD property accountability system. By having the Customer Profile established correctly, it is estimated that TPF failures could be reduced by 35%-60%.     The problem is applicable to Materiel Mgmt. and Property Accountability modules.

 

ASA ALT is recommending several improvements to DPAS.  These enhancements will enable the DPAS customer to save time (protecting limited resources) with additional input, while reducing common error shortfalls and reduction in the DPAS HDT support.
        b. When a PMR NCK is received, DPAS should provide a method for the user to correct the error and resubmit the PMR and likewise when a Shipment Status NCK is received.  Allow for correction of the error or provide the user with the capability to cancel the fielding returning the inventory.

 

These proposed modifications aim to significantly reduce the man-hours required for searching, reprocessing unsuccessful transactions and HDT support to the user.  These improvements will lead to overall cost savings for the U.S. government and streamline warehouse movements with greater control and accuracy.

 

This solution enhances accuracy for large scale transactions  across the force and provides a total cost savings by reducing man hours and time-to-task required to accurately issue large scale amounts of inventory, while reducing  the DPAS HDT support.

 

Frequency: Daily

 

The Department of the Air Force needs API link from MyGeotab to DPAS for near real-time utilization capturing asset’s OBD.
Current telematics file upload process captures distance reported from a select period and adds the value to the previous meter reading to capture the current meter reading.  Using this process methodology fails to validate the accuracy of the previous meter reading and can lead to compounded errors if file upload continues. Telematics data feed from MyGeotab provides real-time meter reading directly from the asset’s computer. Using this value ensures data integrity by eliminating human data entry and potential flaws.  

Establish daily API feed from MyGeotab to DPAS.  Specific landing points: Mass utilization update. There is no need to build anything for this to happen (utilization should auto populate when opening work orders).
Update the telematics data transfer process to accept Current Meter Reading and not the current Distance value option.  This process will log an Asset Utilization Transaction with an updated Current Meter Reading based on the value directly from the telematics data source in MyGeotab database server via Advanced Programming Interface (API) feed. This feed would transfer one time per day at end of day. Additionally, build a validation check/error report into the process to prevent the assets’ Current Meter Reading record to update if the Current Meter Reading is negative in value compared to the previous meter reading within DPAS. With the validation check, we would require a report or inquiry to show what didn’t update so users can validate bad data and correct discrepancies.

Mandated and critical. Having this capability prevents erroneous data reporting into mandated sources (i.e., FAST).  FAST reports included over 15,000 flags tied to utilization and mileage errors within DPAS.  Using automated telematics is the way forward eliminating errors and adjusting entry format streamlines multiple interface requirements for end-users, ensuring accurate data entry and data integrity.  

Implementing this system change greatly improves DPAS data accuracy for FAST, sustainment budgeting and financial reporting. Combining the data feed into this platform will eliminate redundant data aggregation via multiple website operations that attribute to bad utilization data due to human error. This critical capability prepares the platform for electrification of assets (Future Fleet) by comparing electric vehicle utilization to fuel and mileage/hours. This automation will also improve overall cost savings in manpower and fleet health. Limited change to the system architecture is required due to the preexisting capability of data capture being available. This will simply automate the current process with a direct feed to the platform (preexisting authorization of MyGeotab commercial system communications exists).

 

Frequency: Daily

 

The review/revalidation of Information Owners and alternates (IOs/AIOs) is a topic that is broached each year during our annual SOC1 audit. I propose we provide real-time visibility to Organization IOs so that they can see their existing IO/AIO appointees in DPAS and can effectively review their appointees on a regular basis to make sure they are still appropriate.

Provide functionality that is part of the IO role where a new tab can list existing IO and AIO appointees by the Org's module and Tier. Allow for a print option.

 

Could replace 'IOs by group' request previously logged 2/13/2023 as SCR# 01886.

Support audit compliance by providing Organizations real-time visibility of their appointed IOs/AIOs.

Frequency: Hourly

 

Problem:   AF GFM-A CICPs operate on their contracts for about 5 years, then new contracts may be awarded to the existing contractor or to a new company.  For those AF GFM-A CICPs already transacting in DPAS, this translates to starting over with new conversion spreadsheets and passing data validation and data load performed by the DPAS Implementation Team.  DPAS does not have process(es) needed to copy existing production data to create new CICP entries for the new contracts.  AF GFM-A team proposed an 'easy button' process to copy and paste existing data to create new CICP entries.  The 'easy button' process is not a replacement for the current AF GFM-A DPAS Implementation process; its' an alternative to starting over with conversion spreadsheets.  The new capability would leverage/reuse the existing catalog data in DPAS to reduce implementation time.

 

DPAS will provide a CICP copy capability to copy existing production data from the expiring contract to the new contract.  The copy capability will provide the authorized user a data entry screen for the new contract number, DoDAACs, RIC, etc.  The data entry screen would replace the existing data within the copy function.

 

 

 

New CICP copy capability would reduce AF implementation time, re-use data already in DPAS and reduce DPAS Implementation team time need to validate and reload data.

 

Frequency: Yearly

Problem: Users currently have the ability to receive a part ordered against an asset once it's delivered from LRS. The issue is, when a customer gets the part and doesn't utilize the receive option within DPAS, it causes the ILS-S 1SH transaction to linger in the background in ILS-S creating a mismatch of data between the two systems.

 

Add the capability in DPAS to receive the ILS-S 1SI transaction (represents the customer signing for the part) to close the loop for M&U requisitions.

 

AFI 23-101 Para 5.4.11.5.4.
custodian and clear the DPAS document control record accordingly. (T-1).

 

Maintenance personnel can close a work order without signing for the part. This new feature for DPAS/M&U requisitioning will put the onus on the Logistics community to close the loop for M&U requisitions.

 

Frequency: Daily

Our current messaging architecture requires RabbitMQ as a message bus for communications across DPAS.  RabbitMQ being a Free and Open Source Software (FOSS) requires additional measures to be approved or configured in some environments including on-site installations.  This presents challenges to implementing DPAS in those locations.

 

Implement the SQL Server message bus transport and add configurations to allow SQL Server to be used as the message bus over RabbitMQ.  Though, RabbitMQ is the superior option, some locations don't require the throughput to justify the implementation costs.  The SQL Server implementation is sufficient for these smaller locations and is already an approved portion of DPAS.

 

 

This will reduce the regulatory requirements and overall time spent in implementing DPAS for smaller locations leading to an easier installation.

 

Frequency: Hourly

 

The DPAS enterprise accounting module produces accounting transactions that currently are not reported from the accounting service and database. The existing Materiel Mgmt. CFO reports are generated from inventory transactions within Materiel Mgmt., and do not provide for start/end dates or other report filters that would be beneficial for accounting users. This SCR moves the CFO Reports that DPAS produces (Summary and Detail) to the Accounting Service. This will enable provide for a single location for producing CFO reports.

 

Generate new CFO Summary and Detail Reports for the Materiel Management module as well as the Property Accountability module when it is transitioned to using the accounting service. Reports will be generated using the new Accounting infrastructure and codes, such as the new CFO Codes, new action codes, and GLACs. Requirements include a set of Reporting DB tables and background processes that utilize the Accounting Transaction table in the Accounting Service,

 

DOD Accounting Policies including DOD FMR 7000.14 and SFFAS-Statement of Federal
Financial Accounting Standards

 

DPAS Accounting users will have meaningful, useful CFO reports generated from the enterprise DPAS accounting module that will support OM&S and Fixed Assets

 

Frequency: Weekly

 

Unit Return and Stock Nbr Inquiry does not have the option to select My Queries under Grid Options

 

Enable a end user to create and share frequently used query.

 

 

 

Eliminate the time consumption spent on selecting and moving columns within Unit Return and Stock Nbr Inquiry.

 

Frequency: Hourly

 

Requesting an agreement be setup between DPAS and the new FAMIS-GF system to mimic the FAMIS-WCF agreement with the exception of a new interface system code.

 

Requesting an agreement be setup between DPAS and the new FAMIS-GF system to mimic the FAMIS-WCF agreement with the exception of a new interface system code.

 

Interface needed in order to interface DISA General Fund Capital transactions from DPAS into the new FAMIS-GF accounting system.

 

Prevents the need of manual Journal Vouchers (JVs) to be completed every month.

 

Frequency: Monthly

 

If we have two end items in inventory under the same Custodian and the first end item needs be converted to a component to the second end item as the HA;  the first end Item asset can only be changed to a cost or no cost component via transfer to an HA in a different Custodian from the current Custodian then transfer back to the original Custodian to the intended HA.

 

Enable a end user to convert an end item to a cost or no cost component without making multiple transfers to different Custodians.

 

 

 

Eliminate the time consumption spent on transferring assets and coordinating with other custodian to receive and transfer the asset.

 

Frequency: Weekly

 

Problem:  PA currently links asset to Auth LIN/TAMCN Master Key and does not identify which asset belongs to which Authorization Document Number.  Assigning asset to Authorization Document Number only links asset to Auth LIN/TAMCN Master Key which connects to multiple Authorization Document Numbers.  Users must manually edit Authorization Document Number within Obligation Doc Number text field resulting with typing errors or copy/pasting inconsistencies within field(s).  This causes enterprise data integrity issues.  (Please reference Word Document attachment for specific details)

 

Suggested solutions:

 

Department of the Air Force Instruction 24-302 VEHICLE MANAGEMENT

 

1) Allows accurate asset accountability improving data integrity
3) Solves Unit Type Code mapping issues    

 

Frequency: Daily

 

The picking process in the Warehouse Module allows you to create a pick based on the unit issue process, which you can load a Master Issue List for a given order. We would like to preposition materials in containers using the Master Issue Lists without the unit issue process. These lists are much more user friendly than the SKO process, which has proven confusing and misleading on inventory.

 

Create an option from the Create Pick Plan menu to load a Master Issue List (MIL) template and/ or select a MIL to pick when building your pick plan.

 

 

 

This cuts out several steps for the end user in that we don't need to create multiple orders.

 

Frequency: Hourly

The User Review User Profile Inquiry report contains inaccurate and incomplete information. This makes it challenging for IO/AIO to effectively oversee user roles eliminate unnecessary roles and UICs and carry out a comprehensive annual user audit. The data provided in the report is not reliable which hinders the organization's ability to properly manage user profiles and ensure data accuracy. It is crucial for the accuracy and completeness of the report to be improved in order to support effective user management practices.  The inaccurate information hinders the ability to effectively manage user profiles and ensure the security of the system. It is crucial to address this issue in order to maintain the integrity and efficiency of the system.

 

In order to maintain security and data integrity it is important to display the "Last Login Dt" for each module and echelon associated with the roles. This helps to track the activity of users and ensure that only active roles are being utilized. Additionally roles should be suspended when the associated role/echelon is not accessed for 30 days. For example if a user has an APO role in AUIC FE 2345 and FE1234 but does not access FE1234 for 30 days that specific role would be suspended to prevent any unauthorized access.  This will apply to all Roles/Levels across all modules.

 

Each year IO/AIO is responsible for conducting a user audit and informing the DPAS PMO once it is completed. Monitoring roles and user access such as ensuring there is a separation of duties and preventing unauthorized access to MAs or warehouses is crucial for every agency. Unfortunately the current system tools used for this task are displaying inaccurate information making it difficult to effectively perform these important functions.

 

Displaying correct data is a baseline expectation for a data system. The last login date for each user identification code (UIC) gives the information needed for the Information Officer or Authorizing Official to decide if the UICs are still in use by the user. This helps them figure out if the UIC is necessary for the user to carry out their responsibilities and allows them to remove any UICs that the user is no longer actively using. By monitoring the last login dates the IO/AIO can ensure that access to resources is only granted to those who need it enhancing security and efficiency.  To reduce the risk of unnecessary personal transactions within unassigned UICs it is important to deactivate them. When UICs are not actively assigned to individuals there is a higher chance of unauthorized access and misuse. By deactivating these UICs organizations can ensure that only authorized personnel have access to sensitive information and resources. This proactive approach helps in maintaining the security and integrity of the system ultimately reducing the potential risks associated with unassigned UICs.

 

Frequency: Daily

Role Request forms for all modules do not include a supervisor signature block. This means that without supervisor validation the Information Officer or Authorizing Official has no way to confirm that the user is truly authorized to request the role or Unit Identification Code (UIC). This lack of validation raises the risk of Segregation of Duties violations as well as the possibility of users gaining access to roles and locations that they should not have access to. It is important to ensure that proper authorization processes are in place to prevent these risks.  The Air Force is facing a challenge as it centralizes IO/AIO processes in the new DAF DPAS FMO. When it comes to initial access packages the DD2875 requires supervisor approval to proceed. However for Role Updates only the Role Request form is submitted leaving no clear method to show supervisor approval for the user to obtain the requested role/UIC. This lack of clarity in the approval process could potentially cause delays and confusion within the system.

 

In order for a user to possess the roles/UIC update requested it is necessary to add a Supervisor signature block for approval. This can be done on an AF-specific RR form and the supervisor information does not need to be included in the User Review Inquiry information. This step ensures that the appropriate authority has reviewed and approved the request before any changes are made.

 

Per DPAS IO Guide 2024 Responsibility of IOs/AIOs.  "You will verify that roles being assigned to the user do not conflict with other duties or actions in DPAS or other systems per Separation of Duties (SOD)."

In order to reduce the chances of Segregation of Duties violations it is important to make sure that users only have access to roles and locations that are appropriate for their responsibilities. This will help maintain data integrity within the Air Force communities using DPAS. By implementing these measures we can also improve the accuracy of the annual user audit ensuring that only authorized individuals have access to sensitive information.

 

Frequency: Daily

 

The User Review, User Profile Inquiry, produces a report with inaccurate data.  This inaccurate data restricts IO/AIO ability to accurately monitor user roles, remove unneeded roles, or perform the annual user audit.  Specifically:
3. The "Last Login Dt" reflects the same date/time for all roles and modules.  Require it to reflect the last login date/time for each module and the echelon associated with each role (i.e., Site, AUIC, UIC, MA, Warehouse, etc).  

 

1.  DIsplay the name of the IO/AIO that approved each role in the "Created IO" field.
3.  Display the "Last Login Dt" for each module and echelon associated with the roles.  Additionally, suspend roles when the associated role/echelon is not accessed for 30 days.  For instance, if a user has APO role in AUIC FE 2345 and FE1234, but does not access FE1234 for 30 days, that role would be suspended.

 

Each IO/AIO is tasked with performing an annual user audit and reporting completion to the DPAS PMO, and monitoring roles and user access (segregation of duties, access to unauthorized MAs or warehouses, etc.) is a critical function of each agency.  Presently, the system tools that enable this task display erroneous information.

 

Ensure all DPAS user agencies and IO/AIOs are able to perform the annual user audit, ensure segregation of duties, and remove roles that may be in conflict.

 

Frequency: Daily