eRMS Desk Guide – Section 2
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eRMS Desk Guide – Section 3 – Carcass Turn-Ins 3-1 Effective: 3/10/2017 eRMS Desk Guide – Section 3 – Carcass Turn-Ins Table of Contents Title Page Carcass Turn-Ins 3-2 – 3-5 Carcass Due-In List 3-5 – 3-12 Manual DD1348-1A 3-12 – 3-13 Engineering Investigations/Quality Discrepancy Reports 3-14 – 3-20 Material Turned Into Store 3-21 – 3-26 Beyond Economical Repair 3-26 – 3-30 COMSEC Material Processing 3-30 - 3-31
Transcript of eRMS Desk Guide – Section 2
eRMS Desk Guide – Section 3 – Carcass Turn-Ins
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eRMS Desk Guide – Section 3 – Carcass Turn-Ins
Table of Contents Title Page Carcass Turn-Ins 3-2 – 3-5 Carcass Due-In List 3-5 – 3-12 Manual DD1348-1A 3-12 – 3-13 Engineering Investigations/Quality Discrepancy Reports 3-14 – 3-20 Material Turned Into Store 3-21 – 3-26 Beyond Economical Repair 3-26 – 3-30 COMSEC Material Processing 3-30 - 3-31
eRMS Desk Guide – Section 3 – Carcass Turn-Ins
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eRMS Desk Guide – Section 3– Carcass Turn-Ins The “Carcass Turn-ins” Module of the Electronic Retrograde Management System (eRMS) allows eRMS sites to enter the information, such as, Document Number, NSN, and Serial Number of the retrograde being shipped to either Designated Overhaul Point (DOP) or the Designated Storage Point (DSP) as directed by the Master Repairable Item List (MRIL). The MRIL “ship to” address of the DOP/DSP is automatically printed on the DD1348-1A. It also enables activities turning in retrograde to create and print the Shipping Document DD1348-1A with a Document Identifier (DOCID) of BC2. A BC2 DOCID identifies locally initiated shipment of unserviceable repairable material from one stock point to another as Other Supply Officer (OSO) transfers in a stores account. This module includes Engineering Investigations (EIs, DOCID BEI), Quality Discrepancy Reports (QDRs, DOCID BQD) and Material Turned Into Store (MTIS “F” Condition, DOCID BC2s) and provides Transaction Item Reporting (TIRing) capability. A BC1 may be created but is highly discouraged because the expertise in identification of the item lies within the turn-in activity and the Item Manager. To access the Carcass Turn-ins Module, log in at https://erms.navsup.navy.mil/erms/ eRMS Log In Procedure: If you have one UserID for eRMS, select the ‘Continue to eRMS’ button. If you have more than one UserID, click the ‘Select User Account’ drop down menu and select the appropriate account to complete transactions in eRMS.
eRMS Desk Guide – Section 3 – Carcass Turn-Ins
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Afloat Users Select Nearest ATAC: If you are an afloat user, when you Login you will be directed to select the nearest ATAC as depicted in the following screen.
From the drop down screen, select your next anticipated ATAC offload Site and click on the “Continue” button.
Afloat Main Menu: Next, the Main Menu will appear highlighted (in this example) you have chosen N46433 ATAC San Diego as the nearest ATAC. If it is incorrect, you need to Log Off and make the correct selection. NOTE: The Afloat BC2 creation from this point on is virtually the same as Ashore BC2 creation. There are some manifesting differences between the two that will be addressed in the Manifesting Section of the Desk Guide. Therefore, when the Main Menu appears, follow the directions for Afloat and Ashore BC2 Creation.
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Creating a BC2 Document (Afloat and Ashore): Begin by selecting the “Carcass Turn-Ins” link on the Main Menu.
Carcass Turn-Ins Sub Menu: Next, use the Carcass Due-In List option. Click on the “Carcass Due-In List” link on the Carcass Turn-Ins Sub Menu.
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Carcass Due-in Search Option: Select the Carcass Due-in Search option to search workload by Document Number, NIIN and/or Serial Number instead of displaying the total workload via the Carcass Due-in List.
Carcass Due-in List (CDIL) File: This file defaults to Document Number. However, you may sort by any of the underlined headings. This file is a redesign/replacement of the ASD List. It has been expanded to include a Due-in Data section, an Item Information section and a Due Out Data Section.
Due In Data – This section will be populated by BCM feeds from AWN/NALCOMIS. It will display the date of the BCM, whether it’s an AWN or NALCOMIS BCM, the Action Taken Code, the JCN and the IMA/RMC UIC. Item Information – This section contains the data from the ASDL along with additional information about the NIIN. It also includes a link to read or update comments on the document. Due Out Data – This section will be populated if there is an open Carcass Tracking record for the document number. It will display the Tracking Start Date, whether or not it’s RIP, and the Sequence Numbers from the CXC Parent and Child.
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CARCASS DUE-IN LIST (CDIL) FILE Generally, whenever a DLR asset has been declared beyond local repair capability, a “trigger” is sent to the site’s requisition generating program, which in turn places an electronic requirement on the Supply System for a replacement asset. Once the AO_ (advice codes 5G, 5S, 5V, or 52) requisition is received by the ICP, a file is electronically sent to the site’s CDIL file in anticipation of the NRFI carcass turn-in. When the site generates a carcass turn-in document (generally referred to as a “BC2”), the file is removed from the site’s CDIL file, and becomes a part of the future history of the part from that site to final destination. eRMS is designed to prevent a duplicate document number (of the same DOCID) to be generated, so that if a site manually creates the BC2, the CDIL file will not be populated. (Note: It is possible to create more than one document with the same document number; it is not possible to create more than one document with the same document number with the same DOCID). This is possible so that sites with the Repair & Return (R&R) Module (Section 4) can create a “BMD” DOCID so that an NRFI asset (if it qualifies) can be sent to an internal repair site for R&R.
• Any CDIL file document older than 365 days will be automatically removed from the site’s CDIL file.
• Any new shipment status (within the 365 day window), will remain or be reloaded to the site CDIL file in anticipation of carcass turn-in (BC2).
A site’s CDIL file requires routine maintenance in order to keep the file current. A review of the documents remaining in the open CDIL file may reveal a cancellation, or that the file contains document numbers that should not be processed in eRMS such as arms, ammunition and explosives, uncertified hazmat, etc. These documents should be reversed and subsequently removed from the site’s CDIL file. Each eRMS activity has an assigned TARP Rep who routinely monitors the CDIL file and is available for assistance for its maintenance. Carcass Due-in List Comments Option: Next, if you want to view or update the comment history for a document, click on the Read/Update link under the comment column as shown below. Research Comments: The next screen will appear and any historical comments for the selected document number will appear. If you have additional comments, use the text field “Enter New Comment” and click on the “Submit” button.
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Carcass Due-in List NIIN Option: Return to the Carcass Due-in page and select the NIIN if you want to view the item information and the inventory manager for the item.
Carcass Due-in List Document Number Option: Return to the Carcass Due-in List page and select the Document Number you want to process as shown in the screen below.
Carcass Due-in Search Option: Select the Carcass Due-in Search option to search workload by Document Number, NIIN and/or Serial Number instead of displaying the total workload via the Carcass Due-in List.
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Carcass Due-in List Document Serial Number Entry: Next, this screen will appear, enter the serial number. Click on the “Continue” button.
Carcass Due-in List - Verification of Serial Number: Next, this screen will appear. Click on correct the serial number button to return to the serial number entry page. Click on the “Continue” button.
Carcass Due-in List Document Number – Check Part Number: Next, select the correct part number from the list as shown below. Click on the “Continue” button. It is extremely important that the Part Number selected is exactly the same as on the identification plate of the item being processed for turn-in.
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If the part number does not match any of those listed in eRMS, click on “Part Number does not match” and when prompted, enter the Part Number in the block provided. This option may trigger a “Pass to ATAC” and will generate a DOCID “BC1”. Extensive research must be conducted by the originating activity’s technical personnel before proceeding with this option. Contact the Inventory Manager or your local TARP Representative for assistance, if required. The next screen appears when the “Part Number does not match” option is selected. In this case, select, “Pass to ATAC.”
The following screen will then appear.
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Carcass Due-in List Document Dimensions Option: When you click on the part number, the following screen will appear for you to verify the weight and dimensions. Weight and dimension fields are editable. To calculate the cube of the packaged item in inches, multiply the length, width and height, and divide by “1728”. Round off the result to the next higher number. Once the data are entered and verified, click on the “Continue” button. The dimensions should be as accurate as possible as it can impact transportation arrangements, e.g., a small pickup cannot carry a 1200 pound oversized item.
DD1348-1A Data Verification: Next, you need to verify the data on this screen before preparing the DD1348-1A BC2. If the data is correct, click on “to continue if data is correct” link or “cancel to delete transaction” if not.
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Shipping Document Creation: Next, the DD1348-1A BC2 document will be created. Use the “Print” option on this screen instead of the File “Print” option from the Internet Explorer to print the BC2, and, if a label is required for the item, click on the “ITEM LABEL” link. Select file, then page set up and make sure header and footer are deleted by highlighting and selecting the “delete” button. All four margins need to be set to .25 on the supporting printer. Make sure the printer is set to print two 1348's per page.
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MIL-STD-129P Label Creation:
Manual DD1348-1A Document Creation: If a document does not appear in the Carcass Due-in List file, you can create a manual BC2. Click on the “Manual DD1348” link on the Carcass Turn-ins Sub Menu to begin.
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Manual BC2 Input Screen: The next screen will appear:
If available, use a scanner to prevent manual entry errors to input the document number and national stock number (DO NOT INCLUDE ANY DASHES OR SLASHES). If there is a serial number, enter it (maximum of 32 characters). Change the quantity only if greater than one (defaults to one – do not zero fill). It is very important to enter the correct Serial Number for future reference and research.
The remainder of this process is identical for the Carcass Due-in List process.
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eRMS Desk Guide – Section 3 - Engineering Investigations (EIs)
and Quality Discrepancy Reports (QDRs) What is an EI? Occasionally, higher authority publishes “alerts” called EIs (DOCID BEI) to identify certain DLRs that have extraordinary failure rates, or other operational, or functional “issues.” Generally, EI alerts define the action to be taken with regard to the DLRs at the unit level. The Joint Deficiency Reporting System (JDRS) will provide shipping instructions for returning the DLR, if such action is required. eRMS provides the capability to create the requisite shipping documents and provides a long term activity record, as directed by CNAF message P 141549Z JUN 05, quoted below. What is a QDR? Occasionally an “A” condition asset fails the first time when an install attempt is made. When this situation occurs, the maintenance personnel must prepare a QDR (DOCID BQD). The report provides the details regarding the installation and the type of failure. The QDR is forwarded to the cognizant higher authority. Based upon the information that has been provided, a decision is generally made to ship the DLR to a designated DOP/DSP or other investigating activity. eRMS provides the capability to create the requisite shipping documents, and provides transportation visibility and tracking to final destination.
“… PER REF A (CNAFINST/4790.2/01JUN2001//), SHIPMENT OF EI OR PQDR EXHIBITS SHALL BE ACCOMPLISHED USING THE PREMIUM SHIPPING TOOL ON THE NAMDRP WEB SITE (https://namdrp.navair.navy.mil). UNDER NO CIRCUMSTANCES WILL EI OR PQDR EXHIBITS BE SHIPPED WITHIN THE ATAC SYSTEM. THE COMNAVAIRSYSCOM NAMDRP CLEARINGHOUSE WILL PROVIDE ASSISTANCE IN RESOLVING WEB SITE SHIPPING ISSUES, OVERWEIGHT AND OVER-SIZED EXHIBITS, CONNECTIVITY ISSUES, FEDERAL EXPRESS (FEDEX) WAYBILL ASSISTANCE, AND CAN BE REACHED AT 1-888-832-5972 OR 1-800-464-9232. ASSISTANCE MAY ALSO BE REQUESTED THROUGH THE FEEDBACK FEATURE ON THE NAMDRP WEB SITE. WITH PREPAID COMMERCIAL EXPRESS SHIPPING (FEDERAL EXPRESS), EI AND PQDR EXHIBITS CAN USUALLY BE DELIVERED TO THE INVESTIGATING ACTIVITY WITHIN 3 WORKING DAYS CONUS AND 7 WORKING DAYS OCONUS. UNITS ARE FURTHER DIRECTED TO UTILIZE THE ERMS EI MODULE TO CREATE DD1348-1A SHIPPING DOCUMENTS, MANIFESTS, AND TRACK SHIPPING. ENSURE DD1348-1A AND ANY SUPPORTING DOCUMENTS, I.E. SCHEDULED REMOVAL COMPONENT (SRC), EQUIPMENT HISTORY RECORD (EHR) CARDS, ETC., ARE PROVIDED. CLEARLY MARK EXHIBIT AND ATTACH EI/PQDR LABEL. ENSURE DECALS ARE COMPLETE AND SPECIAL HANDLING INSTRUCTIONS ARE INCLUDED. ANNOTATE SHIPPING DOCUMENTS WITH INVESTIGATION CONTROL NUMBER (ICN) AND MARK SHIPPING CONTAINERS WITH ICN IN RED LETTERS AT LEAST THREE INCHES HIGH. AFTER THE EI/PQDR HAS BEEN SHIPPED, PROOF OF SHIPMENT (POS) DATA MUST BE ENTERED INTO ERMS. THIS WILL PROVIDE THE UNIT WITH PROOF OF SHIPMENT OF THE EXHIBIT AND WILL CLOSE CARCASS TRACKING AT THE ICP. REF B (NAVICP ERMS USERS/MANUAL/01JUL2001//, … https://tarp.navsup.navy.mil/ …PKI required), PROVIDES DETAILED INSTRUCTIONS ON THE USE OF THE EI MODULE IN ERMS.//
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Log in to eRMS.
EI/QDR Carcass Turn-Ins: At the Main Menu, select “Carcass Turn-Ins”.
Carcass Turn-Ins Sub Menu: Next, select the “EI” or “QDR” link.
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EI/QDR Process: On the screen, enter the appropriate document number from the disposition message into the “Document Number” field. Enter the NSN into the “National Stock Number” field. Enter the retrograde part serial number into the “Serial Number” field and click on the “Continue” button.
Check Part Number: Next, the following screen will appear. Verify that the data is correct and click on the correct part number which will take you to the next screen.
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Manual DD1348-1A: This page will appear. Verify the Unit Weight and Unit Cube or enter the information into appropriate fields. NOTE: Optional data stipulates maximum digits and “No decimals”. Click on the “Continue” button.
EI/QDR Address: On the “eRMS Address” screen, enter the 5-digit Unit Identification Code (UIC) into the “Ship to UIC” field and click on the “Continue” button.
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EI/QDR Ship Address: On the “eRMS Ship Address” screen, enter (or verify) all Mandatory Data as follows: 1) the Control Number provided by the disposition message from higher authority into the “EI/QDR Control Number” field; 2) the “Attention of” block any provided Points of Contact or other “attention” information provided by higher authority; 3) verify the 1-digit “Signal Code” (“K”/organic or DoD; “L”/commercial), as defaulted by eRMS or as provided by higher authority; 4) verify the 2-digit “Fund Code” (“26/organic or DoD; “13”/commercial), as defaulted by eRMS or as provided by higher authority; and 5) verify the “Project Code” information as defaulted by eRMS or as provided by higher authority and click on the “Continue” button. NOTE: Depending on the UIC of the Ship Code, the Supplementary Address (ship to activity) may be auto-filled or will require data entry.
EI/QDR Shipping Address Verification: Next, verify that the data on the “Validate Shipping Address” screen and click on the “to continue if data is correct” link. If the data is not correct, click on the “Cancel to delete the transaction” link.
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Item Label Creation: Next, the DOCID BEI or BQD, as appropriate, DD1348-1A will appear as seen below.
Select “Print” to print the BEI document
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Print Item Label: Use the “Print” option on this screen instead of the File “Print” option to print the BEI or BQD, or, if a label is required for the item, click on the “ITEM LABEL” link as shown in the follow-on screen.
This is the screen that will appear next. Click on the “Print” button to print the label.
This is the end of the EI/QDR Section.
Select ITEM LABEL
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eRMS Desk Guide – Section 3 – Material Turned Into Store - “F” Condition
There are instances when, for no apparent reason, NRFI DLR assets are turned in to the Supply Department without requesting/requiring the generation of a replacement requisition. A Commanding Officer’s declaration of an “amnesty” program is a good example of DLR assets being delivered to a designated site … no questions asked. In these rare circumstances, Supply/ASD is encouraged to accept all such assets, and to process them via the site’s eRMS MTIS “F” Condition module to the nearest DOP/DSP IAW the MRIL. The shipping document will be a BC2 (DOCID), but the Management Code (CC 72) will reflect a “C” (Receipt of a non-RFI or RFI DLR) for credit interrogation (non-exchange), vice an “E” (Receipt of non-RFI item returned from an exchange transaction). This alerts the system that the asset is a turn-in only, and that no replacement is required nor will a replacement be requisitioned. The processing procedures are the same for an afloat or ashore eRMS activity and the Type Commander (TYCOM) may be given carcass value credit for the turn-in, based on document UIC. Select Carcass Turn-Ins: At the Main Menu, select “Carcass Turn-Ins”.
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MTIS “F” Condition: At the next screen, click on the “MTIS F-Cond” link.
eRMS MTIS Process: At the next screen, enter the Document Number, National Stock Number (NSN), and Serial Number. The quantity defaults to 1 – do not zero. The Document Number and NSN are mandatory entries.
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Once the data is entered, click on the “Continue” button.
Check Part Number: Next, the following screen will appear. Verify that the data is correct and click on the correct part number which will take you to the next screen.
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Verify Unit Weight, Cube, Length, Width and Height: Enter the correct unit data as shown in this screen (no decimals). These fields are editable.
Verify Data for DD1348-1A: Next, you need to verify the data on this screen before preparing the DD1348-1A BC2. If the data is correct, click on “to continue if data is correct” link or “Cancel to delete transaction” if not.
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Create and Print the DD1348-1A and Item Label: Next, the DD1348-1A BC2 document will be created. Use the “Print” option on this screen instead of the File “Print” option to print the BC2, or, if a label is required for the item, click on the “ITEM LABEL” link.
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This concludes the MTIS-F section.
eRMS Desk Guide – Section 3 – Beyond Economical Repair Certain repair activities, such as Fleet Readiness Centers (FRCs) and Regional Maintenance Centers (RMCs), have been given the authority to declare Not Ready For Issue (NRFI) DLRs as Beyond Economical Repair (BER). These activities generally use this declaration authority during component overhauls, and these assets are subsequently sent to the local DLA Disposition Services as a DOCID BGJ. The originating site, in turn, must approve the change in repair designation, modify the asset designation in their maintenance program, and generate an AO_ replacement requisition to NAVSUP WSS. When the originating site approves the electronic BER request from the repair activity, they will create a DOCID BGJ and send the asset to the nearest DLA Disposition Services site. At the Main Menu, select “Carcass Turn-Ins”.
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This screen will appear. Select the “MTIS F-Cond” link.
The following screen will appear. Enter the Document Number (mandatory), National Stock Number, and Serial Number. The quantity defaults to “1.
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The next screen will appear and you will be required to select the correct part number from the drop-down screen as seen below.
The next screen requires that data be entered for the unit’s weight, cube, length, width and height. Once this data is completed, click on the “Continue” button.
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The next screen will display the data that you have entered and provide the MRIL Shipping Address for the item to be sent to disposal. If the data is correct, click on the “to continue if data is correct” button. If not, click on the “Cancel to delete transaction” button and start over.
If the data is correct, once you click on the “Continue” button the DD1348-1A and label will appear. Quickly verify that they are correct and then press the “Print” button.
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THIS CONCLUDES THE BER PROCESSING SECTION
eRMS Desk Guide – Section 3 – Communications Security (COMSEC) Material Processing
All sites processing COMSEC documents on behalf of the Electronic Key Management System (EKMS) manager are to use the QDR module to ship IAW EKMS direction. COMSEC DLRs MUST remain in the custody of the EKMS manager at all times. COMSEC DLRs MUST be processed in ERMS and the EKMS manager must provide the shipment information to the ASD. COMSEC DLRs are Supply Officer assets and must be processed accordingly. A quick way to determine a COMSEC item is to check the Security Code/CIIC listed on the DD1348-1A shipping document. If "9" is listed, this code identifies an item as a Controlled Cryptographic Item (CCI) IAW DCMS WASH P151700Z JAN 04." The EKMS DLR Manager will accept custody of the NRFI unit, and will ensure serial number and part number match the serial and part number on the MAF/2K. If applicable, the EKMS DLR Manager will issue a replacement RFI unit from his pool of stock spares and transfer local custody of the RFI unit to replace the failed unit. The EKMS DLR Manager will provide a copy of the MAF/2K to the local Supply DLR Manager. The EKMS DLR Manager must notify the Supply Officer and the AIMD Officer (if there is an I-level) of the NRFI unit so a MILSTRIP document, DD1348-1A, can be generated to designate the NRFI unit as Beyond Capability of Maintenance (BCM). A replacement spare can be requisitioned from the supply system. The Supply DLR Manager will create a MILSTRIP requisition, and submit it to the supply system using a RIC of "NRP." The EKMS DLR Manager should, under all circumstances, use the document number provided by the Supply DLR Manager. The Supply DLR Manager will create a manifest to FINAL destination and provide a copy of the manifest to the EKMS DLR Manager. Shipments sent via USPS Registered Mail should use the service type of “Return Receipt Requested’. The Return Receipt will provide a name of the person who signed for receipt which will be used when posting POD. When shipping is completed (by the EKMS DLR Manager), he/she must provide the complete shipping information to the Supply DLR Manager; the Supply DLR
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Manager will post Proof of Shipment (POS) via eRMS by entering the correct Mode of Transportation/SCAC combination (Note: Do not use Mode T and SCAC ATAC for COMSEC shipments). If shipped commercially, no further update or Proof of Delivery (POD) is required. However, if shipped via US Registered Mail (Mode G or H) or turned over by Local Delivery (Mode 9), once the EKMS DLR Manager determines receipt at final destination, he/she will provide the receipt information to the Supply DLR Manager. The Supply DLR manager will obtain receipt information from the EKMS DLR Manager and then post POD in eRMS by entering the name of the recipient and the date received at the final destination. ITEMS OF NOTE:
A. The EKMS QDR is not reported via JDRS since NAVAIR and DOPs are not involved. The EKMS BQD DD1348-1A is created in eRMS for ITV purposes only.
B. The QDR directive field is not very disciplined, but still requires an entry. When the EKMS Manager requisitions a replacement for an NRFI asset, he/she is also directed where to send the retrograde via message from Naval Communications Security Material System (NCMS). EKMS BQD creators must use the DTG of the EKMS disposition message as the authority.
C. eRMS converts all QDRs (by definition) to Carcass Express and all EKMS BQDs should be considered CE, and shipped to final destination (in eRMS). The shipping process is done via SF-153, and this is controlled and tracked by the EKMS Manager, NCMS and COMSEC Material Issuing Office (CMIO). The ITV that eRMS provides is just for Supply personnel and perhaps the applicable TYCOM. All EKMS material is shipped via Registered Mail or DCS (Defense Courier System) (all fall within the USPS weight and size limitations).
D. While BQD turn-in documents look different than a BC2, the condition code for BQD QDR is “L”, but in the case of the NRFI EKMS material, it should be “F”. The BC2 information is almost exclusively extracted from the MRIL, while BQDs are pretty much user-input, except for the P700-CNP data.
THIS CONCLUDES THE COMSEC MATERIAL PROCESSING SECTION.
