ACQ-0200
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ACQ-0200
DoD Instruction 8320.03, Unique Identification (UID) Standards for Supporting the DoD Information Enterprise:
States policy and assigns responsibilities for creations, maintenance, and dissemination of UID standards to account for, control, and manage DoD assets and resources
This instruction supports the National Military Strategy of the United States of America and establishes the DoD’s integrated enterprise-wide UID strategy
DoD Instruction 8320.04:
Establishes UID standards for tangible personal property.
DoD Instruction 8320.06:
Established UID standards for external DoD business partners.
Personal Property:
All property (systems/equipment, materials, and supplies), except real property (land and improvements to land (e.g., facilities)), and records of the Federal government.
External DoD Business Partners:
Consist of commercial enterprises, other Federal and State agencies, non-governmental organizations, and domestic and foreign persons and organizations that deliver material to DoD under contracts or other agreements.
Basis for DoDI 8320.04:
The DoD must, of necessity, uniquely identify the items of which it takes title to provide for better asset accountability, valuation, and life-cycle management.
Unique identification provides the DoD the opportunity to differentiate an individual item from all others.
Unique identification of items provides the Department with the source data to facilitate accomplishment the following:
o
Improve the acquisition of equipment and performance-based logistics services for the warfighter,
o
Capture timely, accurate, and reliable data on items,
o
Improve life-cycle asset management, and
o
Track items in the department and industry systems for operational, logistic, and financial accountability purposes.
The first step is to determine which items require IUID.
Item:
A single hardware article or a single unit formed by a grouping of subassemblies, components, or constituent parts.
DoD Instruction 9320.04:
Requires IUID for tangible personal property.
This Instruction includes responsibilities for DoD Components that encompass life-cycle management functions of acquisition, engineering, production, quality assurance, property accountability, and logistics support.
IUID requirements are also identified and expanded upon in a number of other resources, to include:
DFARS 211.274, Item Identification and Valuation Requirements
DFARS 252.11-7003, Item Identification and Valuation
DFARS 252.211-7007, Reporting of Government Furnished Property
MIL-STD-130, Identification Marking of U.S. Military Property
DoD Guide to Uniquely Identifying Items
The IUID requirements are also established by policy within the Defense Federal Acquisition Regulation Supplement, or DFARS. Specifically, section 211.274-2 sets forth for the IUID policy for items. Section 211.274-4 sets forth the IUID policy for reporting of Government Furnished Property.
Section 211.274-5 requires the inclusion of DFARS CLAUSE 252-211-7003 IN SOLICITATIONS AND CONTRACTS, INCLUDING THOSE USING far Part 12 procedures for the acquisition of commercial items, that require item identification or valuation, or both, in accordance with 211.274-2 and 211.274-3. Section 211.274-6 also requires the inclusion of DFARS clause 252.211-7007 in all solicitations and contracts that contain FAR 52.245-1, Government Property.
IUID Policy for Items:
It is DoD policy that IUID, or a DoD recognized unique identification equivalent, is required for all
delivered items, including items of contractor-acquired property delivered on contract line items:
o
For which the Government’s unit acquisition cost is $5,000 or more;
o
For which the Government’s unit acquisition cost is less than $5,000 when the requiring activity determines that IUID is required for mission essential or controlled inventory items; or
o
Regardless of value for any—
DoD serially managed item (reparable or nonreparable) or subassembly, component, or part embedded within a subassembly, component, or part;
Parent item (as defined in 252.211-7003(a)) that contains the embedded subassembly, component, or part;
Warranted serialized item;
Item of special tooling or special test equipment, as defined at FAR 2.101, for a major defense acquisition program that is designed for preservation and storage
in accordance with the requirements of Section 815 of the National Defense Authorization Act for Fiscal Year 2009 (Pub L.110-417); and
High risk item identified by the requiring activity as vulnerable to supply chain threat, a target of cyber threats, or counterfeiting.
The decision tree below is a graphical representation of the DFARS IUID requirements, and can be used by the DoD requiring activity to help determine if IUID applies to the items they will procure.
Embedded Items:
Embedded Items include subassemblies, components, or parts that are integral to the item being delivered. The embedded items that are serially managed by DoD required IUID. This criterion is applied without regard to the value of the embedded item. Each uniquely identified embedded item is contained within a higher assembly known as its parent item. The parent item
may be chosen at any appropriate level of configuration above the level of the embedded item provided that the parent item of a DoD serially managed embedded item is also required to have a UII. This criterion is applied without regard to the value of the parent item.
Parent Item:
The item assembly, intermediate component, or subassembly that has an embedded item with a
unique item identifier or DoD recognized unique identification equivalent.
Unit Acquisition Threshold:
The first IUID criterion identified in the DFAS clause established the $5,000 value as the unit acquisition cost threshold for item unique identification. All items at this threshold or above are required to have item unique identification in accordance with the threshold requirement for establishing property records. This threshold is established in DoDI 5000.64.
Less than $5,000: DoD Serially Managed:
A distinction must be made between “serialized items” and “DoD serially managed” items. While DoD may use an item that has been serialized by the manufacturer, DoD may not manage the item by means of its serial number. When DoD elects to manage an item by its serial number
it becomes “DoD serially managed”. Examples of DoD serially managed items may include reparable items down to and including sub-component reparable unit level; life-limited, time-
controlled, or items requiring records (e.g., logbooks, aeronautical equipment service records, etc.); and items that require technical directive tracking at the part level.
DoD Serially Managed:
DoD serially managed: This means it is a tangible item used by DoD, which is designated by a DoD or Service Item Manager to be uniquely tracked, controlled or managed in maintenance, repair and/or supply by means of its serial number.
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Reparable:
An item of supply subject to economical repair and for which the repair (at either depot or field level) is considered in satisfying computed requirements at any inventory level (DoDI 4140.1-R). A reparable item, typically in unserviceable condition, may be repaired at the field level or forwarded to the designated repair activity for maintenance, repair, modification, or overhaul.
Less than $5,000: Mission Essential:
Item essentiality is a measure of an item’s military worth in terms of how its failure would affect the ability of a weapon system, end-item, or organization to perform its intended functions. The primary use of military mission essentiality is in supply chain management for determining resource allocations, determining degree of management intensity, and communicating essentiality among the DoD Components. An assessment of mission essentiality should include item essentiality and the degree to which it impacts on the overall military mission.
Less than $5,000: controlled Inventory:
The DoD employs item accountability, control, and stewardship procedures to ensure that assets are protected against waste, loss, negligence, unauthorized use, misappropriation, and compromise. Controlled inventory items include classified items (require protection in the interest of national security); sensitive items (require a high degree of protection and control due to statutory requirements or regulations, such as precious metals; items of high value, highly technical or hazardous nature; and small arms); pilferable items (items having a ready resale value or application to personal possession, which are especially subject to theft); and safety controlled items.
Controlled inventory:
Those items that are designated as having characteristics that require that they be identified, accounted for segregated, or handled in a special manner to ensure their safeguard and integrity.
Less than $5,000: Permanent Identification:
This criterion provides the authority for the requiring activity to specify items for item unique identification based on other rationale. Some items that are under the $5,000 threshold and do not qualify for IUID under the stated criteria may benefit from permanent unique identification. The requiring activity that deems it appropriate to provide permanent unique identification for items may require IUID. Government property that will be placed in service in the possession of contractors is an example of items that should be marked with UIIs at the time of acquisition.
Long Description:
This is a decision tree to determine IUID requirements per the DFARS. START is the first box in the upper left. There are a series of five Yes/No questions. If any one of the questions is answered Yes, then DoD IUID is required. The five conditions queried are: DoD serially managed? Unit acquisition cost $5,000 or higher? Mission essentially? Controlled inventory? Permanent identification needed?
In addition to determining which items IUID will apply to, there are also requirements specified in DFARS
252.211-7003, DoDI 8320.04, and other sources for implementing IUID.
Marking Requirements:
o
Once items are identified as meeting the IUID requirements, they will need to be marked in a specific manner.
o
These marking requirements are covered in the “Constructing the Unique Item Identifier
(UII)” and “Requirements for UII Marking” sections, which review the requirements established in MIL-STD-130.
Data Requirements:
o
Once Unique Item Identifiers are assigned, they must be registered in the IUID Registry.
o
The DFARS clause specifies the data elements to be submitted to the Registry.
The IUID DFARS prescription sets forth the rules or policies associated with the assignment of a unique item identifier. DFARS 211.274, Item Identification and Valuation Requirements, contains six subparts.
211.274-1
o
211.274-1 in general, explains why DoD requires IUID
211.274-2
o
211.274-2 is the policy for unique item identification defines the criteria under which items required IUID. It also contains a description of the exceptions to the policy.
211.274-3
o
211.274-3 is the policy for valuation and defines the requirement for identifying the Government’s unit acquisition cost for all items delivered, even if none of the criteria for
placing a unique item identification mark apply. Methods for determining the Government’s unit acquisition cost are defined.
211.274-4
o
211.274-4 defines the requirement for IUID of Government Furnished Property (GFP).
211.274-5
o
211.274-5 prescribes the policy for government-assigned serial numbers.
The clause DFARS 252.211-7003
Is prescribed by DFARS 211.274 for use in contracts when items require unique item identification, valuation, or both.
It also contains an Alternate I for reporting Government unit acquisition cost when items do not require IUID.
It provides guidance for the assignment, marking and registration of UIIs.
A key requirement in paragraph (b) is that items requiring UIIs must be delivered under a Contract Line Item Number (CLIN), Sub Line Item Number (SLIN) or Exhibit Line Item Number (ELIN).
This permits items to be valued, and enables the UII and its pedigree data to be delivered through the Wide Area Workflow – Receipt and Acceptance (WAWF-RA) capability
Paragraph (c) lists the items under $5,00 and DoD serially managed embedded items that are to be marked with a UII.
It also defines the rules for the use of standards for syntax and semantics for encoding the UII is a 2-D Data Matrix and the standard practice for Machine-Readable Information (MRI) marking.
Clause:
A distinct article, stipulation, or provision in a document.
Valuation:
The act of determining or estimating the value or worth; assigning a value to an item.
Wide Area Workflow:
WAWF is a secure web-based system for electronic invoicing, receipt and acceptance.
Exceptions to the DFARS IUID Prescription:
The Contractor will not be required to provide DoD item unique identification if either of the two exceptions shown here apply.
o
The items, as determined by the head of the agency, are to be used to support a contingency operation or to facilitate defense against or recovery from nuclear, biological, chemical, or radiological attack; or
o
A determination and findings have been executed concluding that it is more cost effective for the Government requiring activity to assign, mark, and register the unique item identification after delivery of an item acquired from a small business concern or a commercial item acquired under FAR Part 12 or Part 8.
It is important to note that these are exceptions to having the manufacturing contractor mark the items with a UII. The items will eventually have to be marked as legacy items.
The determination and findings for the small business or commercial item exception shall be executed by:
o
The Component Acquisition Executive for an Acquisition Category (ACAT) I program; or
o
The head of the contracting activity for all other programs.
FAR:
Federal Acquisition Regulations
DFARS:
Defense Federal Acquisition Regulations Supplements
CLIN:
Contract Line Item Number
SLIN:
Subcontract Line Item Number
ELIN:
Exhibit Line Item Number
The table below shows the preferred approaches for identifying the acquisition cost of ite4ms delivered under a contract. Informational SLINs are used to capture the acquisition cost for items to be delivered when separately priced CLINs or SLINs are not practicable.
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Acquisition Cost of Deliverables
Deliverable
IUID or IUID Equivalent
Required
Unit Acquisition Cost
(or Price) Required
Valuation Method
(Contract Type)
CLIN/SLIN Items requiring IUID or IUID Equivalent (Includes items delivered separately as spares)
Yes. All items valued at $5k/unit and above. Use DoD decision tree to determine requirements under $4k per unit value.
Yes
Fixed Price – use CLIN/SLIN values. Cost Type – use contractor estimate costs. DoD will address delta $ from final total price.
Sub-items requiring IUID or IUID Equivalent contained with CLIN/SLIN delivered end-items. (LRU/Spares)
Yes. Application of maintenance plan (e.g. lowest repairable or replaceable unit by DoD); No dollar threshold for applicability.
No
N/A
Other commercially marked items not requiring IUID. (CLIN/SLIN)
No. The DoD shall accept existing commercial markings.
Yes – All delivered
items must be valued
per unit
Fixed Price – use CLIN/SLIN values. Cost Type – use contractor estimates costs. DoD will address delta $ from final total price.
IUID Contracting: There are several Do’s and Don’ts to IUID contracting.
DO
o
Use the clause at DFARS 252.211-7003 in solicitations and contracts that require item identification, valuation, or both (per DFARS 211.274-2)
o
Specify to which line items the clause applies
o
Identify any embedded components that are subject to IUID
o
Include the clause at DFARS 252.232-7003 for the use of WAWF
o
Ensure each deliverable has a separate CLIN, SLIN, or ELIN and a defined delivery schedule
o
Ensure multiple items are only included in the same CLIN when they have the same description, unit acquisition cost, delivery schedule, and funding source
o
Ensure that inspection and acceptance criteria address IUID
o
Include the latest version of MIL-STD-130
DON’T
o
Lump dissimilar units of issue together as a lot
or kit
o
Specify a particular IUID construct which must be used
o
Require that the contractor use Government-assigned identifiers for enterprise, part, or serial number
o
Impose unusual payment or acceptance procedures.
What is a Unique Item Identifier (UII)?
IUID is a system of unique identification, which serves to mark and identify items. In order for the system to serve its purpose effectively, Unique Item Identifiers (UII) have to be globally unique and unambiguous.
The UII is a concatenated set of data elements. These data elements are determined by the serialization construct used by the enterprise marking the item. The Data Matrix is the data carrier for the set of the UII data elements. These data elements have to be identified by data qualifiers (semantics) and then encoded in the Data matrix using a standard message syntax.
UIIs are read to provide specific information for database transactions. UIIs must be encoded properly.
The Data Matrix:
The Data Matrix is the carrier or medium selected to record, transport, or communicate the set of UII data elements.
UII Mark Requirements:
In order for a UII Mark to be compliant with DoD requirements, there are certain specifications and standards that have to be met.
o
Mark Symbology:
As defined by ISO/IEC 16022, the mark symbology is the 2-dimensional Data Matrix which is the medium used to record, transport, or communicate the data
elements of a UII mark.
o
Mark Constructs:
As defined in DFARS 252.211-7003 and MIL-STD-130, mark constructs determine
the serialization used by the enterprise or entity responsible for assigning Unique Item Identifiers to items.
o
Data Qualifiers:
UII data elements are labeled by Data Qualifiers using Data identifiers (as defined by Format Indicator 06 of ISO/IEC 15434 and ANSI MH 10.8.2), Application Identifiers (as defined by Format Indicator 05 of ISO/IEC 15434 and ANSI MH 10.8.2), or Test Element Identifies (as defined by Format Indicator 12 of ISO/IEC 15434 and the Airlines foe America Common Support Data Dictionary).
o
Message Syntax:
Syntax is the way words are put together to form constructions, such as sentences. Within IUID, syntax provide structure and meaning to the data elements encoded in the Data Matrix. The message syntax for IUID is defined in ISO/IEC 15434.
UII Mark Requirement Standards and Guides:
DoD IUID Guide DoD Guide to Uniquely Identifying Items: The comprehensive guide to Item Unique Identification
ANSI MH10.8.2 – Data Identifier and Application Identifier Standard
Airlines for America (A4A) Common Support Data Dictionary (CSDD): The Standard for Airline-
Related Data Qualifiers
UII Mark Requirements: Data Qualifiers:
Data Identifiers (DIs):
o
Format Indicator 06 of ISO/IEC 15434 and ANSI MH10.8.2
Application Identifiers (AIs):
o
Format Indicator 05 of ISO/IEC 15434 and ANSI MH10.8.2
Text Element Identifiers (TEIs):
o
Format Indicator 12 of ISO/IEC 15434 and Airlines for America Common Support Data Dictionary (A4A CSDD)
Semantic Code Table – Examples
UII Data Element
Data Identifier
(DI)
Application
Identifier (AI)
Text Element
Identifier (TEI)
Enterprise Identifier: CAGE
DI 17V
AI (none)
TEI MFR/SPL
Enterprise Identifier: DUNS
DI 12V
AI (none)
TEI DUN
Original Part Number
DI 1P
AI (none)
TEI PNO
IUID Equivalent: VIN
DI 1
AI (none)
TEI (none)
IUID Equivalent: CMTI
DI 22S
AI 8002
TEI (none)
Semantic Code Table – Explanations
Term
Explanation
CAGE
Contractor and Government Entity
CMTI
Cellular Mobile Telephone Identifier
DUNS
Dun & Bradstreet Data Universal Number System
MFR/SPL
Manufacturer’s CAGE (MRF) or Supplier’s CAGE (SPL)
VIN
Vehicle Identification Number
The Record Separator, Group Separator, and End of Transmission are American Standard Code for Information Interchange (ASCII) characters used for communications and printer controls.
ASCII:
The standard code, comprising characters 0 through 127, includes control codes, upper- and lower-case letters, numerals, punctuation marks, and commonly used symbols; an additional set
is knows as an extended ASCII character set.
Any of the following data qualifier formats can be used to encode UII data sets using the syntax of ISO/IEC 15434: Test Element Identifiers (TEIs), Application Identifiers (AIs), Data Identifiers (Dis). This
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interoperability of formats permits enterprises to use their prevailing machine-readable marking processes.
Select each data matrix shown below to see their code:
The DoD IUID Registry is the central online repository for IUID information and serves as an acquisition gateway. When an item is marked, the concatenated UII and its associate pedigree data must be registered in the DoD IUI Registry to include the following:
Concatenated unique item identifier or DoD recognized IUID equivalent
Unique item identifier type
Issuing agency code
Enterprise identifier
Original part number
Lot or batch number
Current part number
Current part number
Effective date
Serial number
Government’s unit acquisition cost
Unit of measure
Parent item concatenated UII (for embedded items only)
IUID data are registered for new and legacy items, and Government Furnished Property (GFP) in the custody of contractors.
DoD IUID Registry:
The DoD IUID Registry is the central only repository for IUID information and serves as an acquisition gateway to identify:
o
What the item is;
o
How and when it was acquired;
o
The initial value of the item;
o
Current custody (government or contractor); and
o
How it is marked.
The registry is maintained by the Defense Logistics Information Service (DLIS) in Battle Creek, MI.
Key Information:
For complete information on data reporting and formats see:
o
https://dodprocurementtoolbox.com/site-pages/overview-iuid-registry
All access to the IUID Registry requires an account. The registry can be accessed via the Procurement Integrated Enterprise Environment website
o
https://piee.eb.mil/
Technical Documentation Categories:
For the purposes of UII marking, technical documentation can be categorized as either engineering drawings, detailed specifications, or National Maintenance Work Requirements (NMWRs).
NMWRs was formerly designated as Depot Maintenance Work Requirements (DMWRs).
Engineering Drawings:
An engineering document or digital data file(s) that discloses (directly or by reference), by means of graphic or textual presentations, or by combinations of both, the physical or functional
requirements of an item. (ASME Y14.100) Its purpose is to capture, accurately and unambiguously, all of the geometric features of a product or a component. The end goals of an engineering drawing is to convey all of the required information that will allow a manufacturer to produce that component.
Detailed Specifications:
Are specifications that specify design requirements, such as material to be used, how a requirement is to be achieved, or how an item is to be fabricated or constructed. A specification that contains both performance and detailed requirements is still considered a detailed specification.
National Maintenance Work Requirements;
The NMWRs include inspection procedures, overhaul procedures, mandatory replacement parts list, and any refurbishing instructions. They are used to accomplish depot-level maintenance.
Many well-established standard practices, which exist for preparation and use of technical documentation had have UII relevancy, include:
Configuration Management (CM) practices such as those found in MIL-HDBK-61 provide for item
identification on data plates or labels.
MIL-STD-31000 standardizes product drawings, which define data plate content and placement.
ASME Y14.100, Engineering Drawing Practices, provides methods for item identification via part identifying numbers.
MIL-STD-130 provides extensive guidance on the marking of property with both human-
readable and machine-readable formats.
NASA-STD-6002 provides detailed guidance on direct part marking.
Product Drawings:
Engineering drawings which provide the design, engineering, manufacturing, and quality support information necessary to permit a competent manufacturer to produce an interchangeable item which duplicates the physical and performance characteristics of the original design without additional design engineering or recourse to the design activity.
Part Identifying Numbers:
The identifier assigned by the original design activity, or by the controlling nationally recognized standard, that uniquely identifies (relative to that design activity) a specific item.
Product Data Supporting UII Marking:
Technical product data will contain provisions for the marking of equipment, although marking through machine-readable information (MRI) may not be the prevalent method used. Product drawings can either be build-to-print, modified build-to-print, or Form-Fit-Function- Interface types.
Build-to-Print:
Parts acquired that are identical to the original parts with only Government-approved changes. While this process is very inflexible for incorporating design changes and emerging technologies,
it does reduce the inherent risks involved with new/changed designs.
Modified Build-to-Print:
Parts acquired that allows process changes that do not denigrate performance or fit; otherwise, it provides a product equivalent in material and the original design. MBTP is used when the supplier has proven past performance and is given flexibility to change manufacturing processes only.
Form-Fit-Function:
Mechanism to link design to performance requirements, i.e., replacing an item/system based on
form, fit, function and interface characteristics. It does not specify material or support characteristics unless they are requirement/interface-driven. Either the design or manufacture
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in process can change to meet requirements. Prior customer approval of changes may or may not be required depending on the demonstrated capability of the supplier.
Reducing Documentation Costs:
Documentation costs can be reduced by leveraging existing part marking processes.
For example:
o
Issuing a global engineering change notice. This would provide instructions on a single drawing on how to mark qualifying items.
o
Change the common documents referenced on drawings rather than changing each drawing.
o
Integrate IUID part-marking work orders into the existing manufacturing processes.
o
Replace/modify existing data plates with UII labels. Existing data plate documentation can be used.
o
For direct part marking, make the engineering decisions for location and type of application based on documented results from previous analysis.
Engineering Change:
An Engineering Change is: o
A change to the current approved configuration documentation of a configuration item;
o
Any alteration to a product or its released configuration documentation. Affecting an engineering change may involve modification of the product, product information, and associated interfacing products.
The criteria for determining which items to mark with a UII during procurement is found in DFARS 211.274-2, latest version.
The criteria for marking legacy items with a UII is found in the DoD Guide to Uniquely Identifying Items.
The UII marking criteria is based on the following considerations:
Dollar threshold $5,000 and over
Dollar threshold less than $5,000
Dollar threshold regardless of value (New production items)
Dollar threshold regardless of value (Legacy items)
Dollar threshold $5,000 and over:
Any item that has a Government unit acquisition cost of $5,000 or more will be marked with a UII.
This includes items from new production and legacy principal end items in operational use or inventory.
Dollar threshold less than $5,000:
When less than $5,000 in Government unit acquisition cost, new production items will only be marked with a UII if they are classified as mission essential or controlled inventory.
Dollar threshold regardless of value (New production items):
DoD serially managed item (reparable or nonreparable) or subassembly, component, or part embedded within a subassembly, component, or part;
Parent item that contains the embedded subassembly, component, or part;
Warranted serialized item;
Item of special tooling or special test equipment, as defined at FAR 2.101, for a major defense acquisition program that is designated for preservation and storage in accordance with the requirements of section 815 of the national Defense Authorization Act for Fiscal Year 2009 Pub. L. 110-417); and
High risk item identified by the requiring activity as vulnerable to supply chain threat, a target of cyber threats, or counterfeiting
Dollar threshold regardless of value (Legacy items):
DoD serially managed legacy secondary item that is a sensitive, critical safety or pilferable item having a unique item-level traceability requirement,
Depot level reparable item, and
Any other serially managed item or any item having a unique item-level traceability requirement
at any point in the life-cycle.
IUID Marking Considerations for New Production Items:
The flowchart below identifies the UII marking criteria considerations for new production items.
DoD serially managed item?:
DoD serially managed item is a tangible item used by DoD, which is designated by DoD to be uniquely tracked, controlled, or managed in maintenance, repair, or supply by means of its serial
number.
Embedded items?:
Embedded items include subassemblies, components, or parts that are integral to the item being delivered.
MDAP special tooling item?
MDAP special tooling is an item of special tooling or special test equipment, as defined at FAR 2.101, for a major defense acquisition program that is designated for preservation and storage in accordance with the requirements of section 815 of the National Defense Authorization Act for Fiscal Year 2009 (Pub. L. 110-417).
Controlled inventory item?:
Controlled inventory item (CII) is an item designated as having characteristics that requires that it be identified, accounted for, secured, segregated, handled or transported in a special manner to ensure its integrity and that it is safeguarded. The list of CII codes includes nuclear-related weapons material, non-nuclear missiles and rockets, arms, ammunition and explosives. CII categories in descending order of the degree of control normally exercised are classified items, sensitive items, and pilferable items.
Warranted serialized item?:
Warranted serialized item is an item an enterprise warrants under the terms and conditions of a contract. The warranted item is assigned a serial number that is unique among all the collective tangible items produced by the enterprise, or each item of a particular part, lot, or batch number is assigned a unique serial number within that part, lot, or batch number assignment within the enterprise identifier.
Mission essential item?:
Mission essentiality is represented by weapon system group codes that indicate how essential each weapon system or end item is to the mission of the Military Service. For a description of the codes, see DoD Manual 4041.01, Volume 2.
High risk traceability item?:
High risk item is an item identified by the requiring activity as vulnerable to supply chain threat, a target of cyber threats, or counterfeiting.
Principal end item contains embedded item with IUID marking?:
Principal items are end items and replacement assemblies of such importance that management
techniques require centralized individual item management throughout the supply system, to include depot level, base level, and items in the hands of using units. These specifically include the items where, in the judgment of the Services, there is a need for central inventory control, including centralized computation of requirements, central procurement, central direction of distribution, and central knowledge and control of all assets owned by the Services.
DoD serially managed secondary item?:
Secondary items are items that are not defined as a principal item and includes reparable components, subsystems, and assemblies, consumable repair parts, bulk items and material, subsistence, and expendable end items, including clothing and other personal gear.
Unique item-level traceability is the requirement at any point in the lifecycle?:
Unique item-level traceability is the requirement to trace life-cycle management events related to acquisition, storage, operation, maintenance, safety, physical security, retirement, and disposal by each individual item, e.g., for a single instance of a stock-numbered item or a single assembly or subassembly.
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Principal end item contains embedded item with IUID marking?
Principal items are end items and replacement assemblies of such importance that management
techniques require centralized individual item management throughout the supply system, to include depot level, base level, and items in the hands of using units. These specifically include the items where, in the judgment of the Services, there is a need for central inventory control, including centralized computation of requirements, central procurement, central direction of distribution, and central knowledge and control of all assets owned by the Services.
Depot level repairable item?:
Repairable item is an item of supply subject to economical repair and for which the repair (at either depot or field level) is considered in satisfying computed requirements at any inventory level.
Mission essential items?:
Mission essentially is represented by weapon system group codes that indicate how essential each weapon system or end item is to the mission of the Military Service. For a description of the codes, see DoD Manual 4041.01, Volume 2.
Controlled inventory item?:
Controlled inventory item (CII) is an item designated as having characteristics that requires that it be identified, accounted for, secured, segregated, handled or transported in a special manner to ensure its integrity and that it is safeguarded. The list of CII codes includes nuclear-related weapons material, non-nuclear missiles and rockets, arms, ammunition and explosives. CII categories in descending order of the degree of control normally exercised are classified items, sensitive items, and pilferable items.
UII Marking Criteria Considerations?
For Government Furnished Equipment, virtual UIIs will be assigned and registered in the DoD IUID Registry in accordance with the provisions of the clause at DFARS 252.211-7007.
A determination from the requiring activity is necessary for the marking of reparable assemblies,
subassemblies, and parts; which are items that can be reconditioned or economically repaired for reuse when they become unserviceable.
Types of Items to Mark:
Expendable and nonexpendable items where traceability of property transfers are required for “each individual item” or “by each by lot” should be marked with a UII. These items typically are:
o
Platforms with installed assemblies, weaponry, and ammunition
o
Uninstalled weaponry and ammunition
o
Second assembly level installed and uninstalled assemblies
o
At any assembly level, either items designated by Serialized Item Management (SIM) or Unique Item Tracking (UIT) Programs; or flight safety and maintenance significant components, serviceable or unserviceable, installed or uninstalled
Expendable:
Property that is consumed in use, or loses its identity in use.
Nonexpendable:
Property that requires formal accountability throughout the life of the item.
SIM:
SIM - DoDI 4151.19, Serialized Item Management, establishes a serialized item management program where the Military Departments and Defense Agencies identify populations of select items (parts, components, and end items) and mark all items in each population with a unique item identifier (UII).
UIT:
DoD 4140.1-R, Supply Chain Management Regulation prescribes requirements and procedures for the uniform management of DoD materiel to include Unique Item Tracking (UIT).
Error Free:
Machine readable UII marking is needed to enable efficiencies in processes that require error-
free item identification to:
o
Significantly reduce the risk of quality failure associated with identification errors
o
Eliminate legibility issues
o
Enable a paperless system
o
Improve the speed and accuracy of data transfer
o
Eliminate data transcript errors
Efficiency:
Need for improved process efficiencies to enable:
o
Improved parts traceability
o
Reduced internal processing procedures
o
Capture of accurate “As Built” data
o
Reduced replenishment costs
o
Generation of electronic log books
When should an item be marked?
The decision to mark an item should be event-drive. Five events are relevant to marking?
o
Manufacture
o
Remanufacture
o
Maintenance
o
Location Changes
o
Accountability Changes
How should an item be marked?
Marking Factors:
o
Item Function
o
Item Geometry
o
Material Type
o
Environmental Criteria
o
Life Expectancy
o
Durability Requirements
o
Mark Location Process Issues
o
Mark Quality Requirements
o
Total Cost
Design Activity:
An organization that has, or has had, responsibility for the design of an item. The design activity can be either a Government or a contractor organization.
UII Design Considerations:
A number of design considerations impact marking design. Along with user inputs, these design considerations are assessed as part of the overall Systems Engineering process for the item under development.
Systems Engineering:
Systems Engineering is an interdisciplinary approach encompassing the entire technical effort to evolve and verify an integrated and total life-cycle balanced set of system, people, and process solutions that satisfy customer needs. One of the key Design Considerations for Systems Engineers.
Item Function:
Safety criticality will require more careful engineering analysis.
Item Geometry:
Curved surfaces are more difficult to mark.
Material Type:
Non-metallic material is not as durable as metallic material.
Environmental Criteria:
Extreme environments require more durable markings.
Life Expectancy:
A mark on a long-life item has to last longer.
Durability Requirements:
Operation and maintenance requirements can degrade mark durability.
Mark Location:
Marks must be located on an item to avoid damage and to provide illumination of the Data Matrix.
Process Issues:
Manufacturing processes may have to be adjusted to prepare marking areas to improve reflectivity and reduce surface roughness.
Mark Quality Requirements:
Data Matrix cell alignment, contrast and size must be controlled to ensure mark quality.
Total Cost:
The total cost of the mark must be considered.
UII Marking Process:
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The flowchart below illustrated the general process for UII marking.
Indirect Marking Methods:
With the indirect marking method, the 2D Data Matrix is placed on either a data plate, name plate, identification plate, label, or tag.
These indirect methods leverage existing technical documentation for the item, which will specify the layout of the plate or label.
Data plates, name plates, identification plates, labels, or tags offer a cost-effective and timely method of UII marking.
The graphic on this page shows five different data plates and/or labels that use indirect marking for IUID. In each case, not that a 2D matrix is included along with the human readable text.
Data Plate Example:
Shown below is an example that illustrates the layout of an identification data plate.
Acquisition Instrument Identification (AII) no.
Example: Contract F3657-80-C-0310
Serial Number:
Example: SER NO 8
Example bar coded AII
Example bar coded Serial Number
Nomenclature (item name and type designation):
Example: RADAR SEARCH LAND MOBILE AN/XYZ-1
Special Characteristics:
Example: 115v/60-200 KHZ
Design Activity Identification (DAI):
Example: DES ACT 12345
Manufacturer Enterprise Identifier:
Example: EID MFR 54321
Example bar coded DAI
Example bar coded Manufacturer Enterprise Identifier
Part of Identifying Number (PIN):
Example: CURR PART NO 55B123456789-10
Example Data Matrix symbol compilation of identification data (UII when applicable)
Example bar coded PIN. The PIN must be shown when a NSN is not available
National Stock Number (NSN):
Example: NSN 5800-00-480-1234
Example bar coded NSN
Government Ownership Designation:
Example: US
Direct Marking Methods:
With the direct marking methods, the 2D Data Matrix is applied directly on a part’s surface by either intrusive or additive methods.
Intrusive direct part marking methods require careful engineering analysis and approvals to ensure that their application does not compromise material integrity.
Intrusive:
Alter the part’s surface.
Additive:
Add a layer of media to the surface using methods that have no adverse effect on material properties.
Non-Intrusive Direct Part Marks:
A non-intrusive mark adds a layer of media to the surface using methods that have no adverse effect on material properties.
The following are examples of the technologies used in these types of non-intrusive direct part marks.
Intrusive Direct Part Marks:
An intrusive mark alters a part’s surface. The following are examples of the technologies used in these types of intrusive direct part marks.
Summary of Capabilities and Limitations of Marking Methods:
Indirect part marking methods are the least expensive and can be readily applied without extensive testing. When indirect part marking methods are not feasible, use direct part marking methods, but with due regard for the engineering analysis and approvals that are required.
Indirect Park Marking:
Advantages:
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o
Generally simpler and less expensive than direct marking.
o
Accomplished by class II ECP or central reference change.
Disadvantages:
o
Markings are more easily separated from the marked items during the life-cycle.
o
If improperly engineered, they may not satisfy the IUID requirement for a permanent mark.
Direct Park Marking:
Advantages:
o
Permanently identifies part for life.
o
Used for parts too small for data plates or labels.
o
Used when part is subjected to environmental conditions which preclude the use of indirect identification means.
o
Identification is required beyond the expected life of part to preclude further use.
Disadvantages:
o
If not applied properly can degrade material properties beyond allowable design limits.
o
Usually more expensive and requires significant engineering if the contractor hasn’t developed standards for DPM. Expenses primarily involve engineer labor.
Marking Technology Database:
In partnership with the DoD, the Government Electronics Information Technology Association (GEIA) has established a database of test reports on marking methods and materials. It applies to indirect and direct part marking methods.
The database is maintained by the University of Alabama in Huntsville, Alabama. It relates methods and materials, is searchable, and retrieves documents. This database is useful tool and should be used to avoid duplicating tests of marking methods and materials. It can be accessed at http://www.uah.edu/rfal/research/uid.
Government Electronics Information Technology Association (GEIA):
The GEIA (Government Electronics Information Technology Association) promotes the interests of the U.S. electronics, communications, and information technology industries, with regard to government markets, requirements, and technical standards, at the federal, state, and local levels. GEIA has been merged with TechAmerica.
Indirect vs. Direct Part Marking:
There are two types of cases when applying a mark to an item: indirect marking and direct part marking.
The flowchart below identifies the process.
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General Process:
Indirect Marking:
o
Mark is placed on a data plate, label or tag, which is attached to the part. With the indirect marking method, the 2D Data Matrix is placed on either a data plate, name plate, identification plate, label or tag. Indirect methods leverage existing technical documentation for the item, which will specify the layout of the plate or label.
Direct Marking:
o
Mark is applied directly on a part’s surface by either non-intrusive or intrusive methods. Intrusive direct part marking methods require careful engineering analysis and approvals to assure that their application does not compromise material integrity.
Considerations for Marking:
Step 1:
o
Understand the requirements
Step 2:
o
Use a team approach
Step 3:
o
Select the appropriate marking equipment
Step 4:
o
Determine the appropriate software support
Cost Considerations:
The most cost-effective marking strategy, particularly for relatively small volume marking requirements, should be determined. An examination of in-house capability versus out-sourcing should be part of the strategy decision.
Organizations predominantly use indirect marking with data plates and labels, which are often the easiest and most-cost-efficient acceptable solution for legacy items. The recurring cost for marking a data plate or label is typically $10 to $20 per item. Blank data plates or labels cost $2 to $5.
For direct park marking, laser etching non-recurring equipment cost is typically less than $100k. Companies are mitigating non-recurring drawing costs by making changes on next-touch basis of
the item to be marked.
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Data Matrix Symbology:
The UII mark symbology is the 2-dimensional Data Matrix defined by ISO/IEC 16022.
The UII data elements are encoded into a Data Matrix symbol using a software package.
The Data Matrix symbol stores from 1 to up to about 2,000 characters.
It can be marked directly on the item surface or indirectly by affixing a label or data plate to the item.
It is readable in 360 with 2D CCD technology
It is applied to items per practices specified in MIL-STD-130.
For labels, the UII string is encoded in Military Shipping Label per MIL-STD-129.
The Data Matrix:
Introduced in 1995
AIM standard released in 1996
Quiet zone required around perimeter
The border is composed of 2 slides forming an “L” pattern and 2 slides altering light and dark elements
The border is known as the finder pattern and used for determining size, orientation, and symbol distortion
Symbol sizes range from 10 x 10 to 144 x 144
Maximum size capacity: 2,335 alphanumeric, 3,116 numerical, or 1,556 bytes
Symbol density
o
Encodes 50 characters in 6mm x 6mm square
Symbol versatility
o
Readable in 360 with 2D CDD technology
Data Matrix:
A Data Matrix is used for item marking applications using a wide variety of printing and marking technologies.
CDD:
A CDD is “Charge Coupled Device.” A CDD is an electronic memory that records the intensity of light as a variable charge. Widely used in still cameras, camcorders and scanners to capture images, CCDs are analog devices.
Data Matrix & Encoding Specifications:
A summary of relevant specifications pertinent to constructing a UII mark is shown below.
Suppliers of bar coding software, marking equipment and vision equipment (readers) have incorporated the requirements of these specifications into their products.
Products that comply with these specifications will be compliant with Department of Defense (DoD) IUID requirements.
Solution providers who provide UII marking services have also incorporated the requirements of
these specifications into their solution offerings.
Solution providers can be located through the Association for Automatic Identification and Mobility (AIM), a global trade association comprising providers of components, networks,
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systems, and services that manage the collection and integration of data with information management systems.
Data Matrix Symbol Specifications
ISO/IEC 16022
Information technology – Data Matrix
bar code symbology specification
Syntax
ISO/IEC 15434
Information technology – Syntax
for high-capacity ADC media
Semantics
ISO/IEC 15418
Information technology – GS1 Application Identifiers
and ASC MH10 Data Identifiers and maintenance
A4A CSDD
Common Support Data Dictionary
Generalized Label Process:
Using a label to mark a UII on an item is a form of indirect part marking.
Barcode software that includes Data Matrix encoding is installed on a computer.
Using this software, the UII data elements are encoded in the Data Matrix symbol.
The encoded UII mark is then sent to a label printer, where the label is printed.
In the final step, the label is affixed to the item in compliance with the instructions on the item drawing or in the manufacturing process specifications.
Using the Mark:
Machine-readable UII marking can enable efficiencies in processes that require error-free item identification throughout the Department of Defense (DoD).
Achievement of efficiencies will require a cultural shift in the Department to use automatic data capture, instead of keyboard entry, as the primary item identification device and the UII as the data key.
These efficiencies can be achieved through use of UII marking.
UII Marking Enterprise Benefits:
UII Marking can result in a number of potential enterprise-wide benefits.
o
Significantly reduces risk of quality failure associated with identification errors.
o
Eliminates legibility issues.
o
Can be an enabler to paperless system.
o
Helps to improve speed and accuracy of data transfer.
o
No data transcript errors.
Items Traceability Events:
The Defense Department has recognized that efficient and effective property stewardship responsibility and traceability practices must be used.
These practices can conserve DoD resources as well as strengthen the join operational capabilities of the Combatant Commands and the Military Departments.
UII Marking contributes in a variety of ways to property steward responsibility and traceability.
Key events for traceability of major end items, general plant and equipment and configuration controlled items by their UII
o
An item is placed in service
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o
A modification is applied to an item which changes its configuration and value
o
An item is transferred from the custody of one DoD Component to the custody of another
o
An item is retired from service
o
An item is disposed of by the owning DoD component
Stewardship:
The requirement placed on an organization or individual who acts as the custodian of another individual’s property by controlling, supervising, and managing the property in their care.
Traceability:
The determination of the history of events (i.e., using tracking data obtained by recording specific events) associated with property items that have been previously recorded.
Tracking by UII in Manufacturing:
The purpose and benefits of UII tracking
o
Identify and control raw stock
o
Identify and control individual items in production flow
o
Eliminate keystroke entry of item identification data
o
Improve process inspections
o
Control shipping
o
Enable integrated manufacturing data environment
o
Identification of problem equipment can be enabled by UII through historical analysis
o
Ordering spares that match the configuration of the end item
o
Better scheduling of maintenance
o
The need for complete replacement of parts and subassemblies can be reduced by having detailed histories of systems and equipment
o
Manufacturing and maintenance data collection systems can be improved through use of automatic data capture enabled by UII marking of configuration control items
Enhancing Business Processes:
Use of UII Marking is also useful in enhancing business processes.
UII can be used in the following:
Warranty management to reduce the burden on the end-user to execute warranties and provide
consistent identification of warranted items.
Root cause analysis can be done at the item level using the UII vice product class or type. Life-
cycle events by UII can be related to failures on the UII item.
Selection of “best” sparing strategy based on “as maintained” configuration, mission and availability for individual UII items.
Quality Standards-Key Aspects:
Quality standards are important for ensuring the usability of the mark for unique identification using automatic identification and data capture and, where absolutely necessary, the backup human-readable information.
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Quality acceptance criteria are used to measure the conformance of the mark with relevant specifications and standards, Identification marking, including machine-readable symbols, must be readable, accurate, durable and reliable.
Readable Marking:
Attention to four basic categories of techniques help form readable marks:
o
Make the individual cells (modules) of the data matrix large to help protect against fata damage
o
Make the dark parts as black as possible and make the lights parts as white as possible to maximally allow for degradation over time
o
Match the dimensions, as closely as possible, to ISO/IEC 16022, including allowing for sufficient quiet zone area
o
Protect the mark with a cover or coating to add resilience to the marks
Accurate Symbols:
Accurate Symbols must conform to the protocols that permit the unique identity data to be interpreted from the symbol content.
The accuracy of the encoded data string and also on the ability to decode the content.
Using the proper syntax and semantics is essential to encoding the data string accurately and correctly.
The marking process must include structured Unique Item Identifier (UII) assignment procedures
for valid input of unique identity data.
Following the appropriate set business rules in Appendix C of IUID Guide permits the UII to be interpreted from the data string content and distinguish it from additional data that may be included in the symbol.
Mark accuracy is best achieved by developing compliant, repeatable encoding and marking processes and adhering to them.
Software and hardware solutions can help to achieve repeatability in the processes and reliability of item marks.
Machine-vision verification systems are described in the MIL-STD-130 referenced quality standards.
These may be used to assist in checking for syntax, semantics and business rule application.
No matter the level of automation in the marking process, process control is the essential element in ensuring valid IUID marking of items.
Syntax:
Syntax for encoded data strings is prescribed by ISO/IEC 15434 Information technology – Syntax for High Capacity ADC Media.
Semantics:
Three protocols for semantics are available – Data Identifiers (from ANSI MH10.8.2), Application identifiers (GS1, also from ANS MH10,8.2) and Text Element Identifiers (from A4A CSDD).
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Additional Data:
Additional data elements may be contained within the same mark as the UII-required elements provided that the encoding protocols are followed and that the added data elements do not introduce ambiguity in the concatenation of the UII.
Durable Marking:
Durable Marking permits usability for the life-cycle of the item to the extent possible under normal operating conditions.
UII Data Matrix symbols must be usable for the life-cycle of the item to the maximum extent possible.
The initial design of a mark should consider symbol size to accommodate for degradation of the readability of the mark over time under conditions of operational use.
Selection criteria for marking methods and materials should include suitability for the intended operating environment.
Testing and Evaluation of marking methods and materials as part of the acquisition process can contribute to the production of durable marks.
Marks that are not durable over the life-cycle will require renewal during the maintenance and overhaul of the items.
This adds needlessly to the sustainment and life-cycle costs of the marked items.
Considerations for Testing and Evaluation of marking methods and materials for mark durability:
o
Environmental testing can simulate normal operating conditions
o
Accelerated testing can simulate life-cycle conditions
o
Data from prior test results for various marking methods and materials should be considered
Data from Prior Test Results:
Data compiled by the Joint Marking Quality Working Group (JMQWG) are accessible from http://www.uah.edu/rfal/research/uid.
Reliability:
Reliability is achieved through controlled, repeatable application of the marking process.
Marking procedures and practices should be a part of the overall quality program.
Monitoring of the procedures and the resultant product should provide assurance of compliance.
Statistical sampling and process control methods can provide a level of confidence about levels of reliability without the need for a 100% inspection of marks.
Key to such an effort is the use of a statistically valid sample size.
Additionally, periodic re-evaluation of the entire marking process enhances reliability.
A marking reliability quality program should include:
o
Training of personnel at each step of the marking process
o
Formal documentation and approval of procedures
o
Calibration and maintenance of equipment used for the marking process
o
Process controls for the marking process
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Durability Considerations:
To maintain readable UII Data Matrix symbols over the life-cycle of the item it may be necessary
to establish maintenance inspection and over-haul procedures to monitor and correct degradation in mark readability.
Error correction coding in Data Matrix symbols provides inherent protection against some symbol damage, such as minor scratches, through Reed-Solomon error correction.
Machine-vision verification systems can quantify the error correction capability of individual symbols.
MIL-STD-130 provides useful information for selection of marking methods and materials, and for meeting the requirements for permanency and legibility of applied marking.
Government and industry organizations have made a concerted effort to share non-proprietary engineering data and test results from their experiences.
A matrix of these data and the accompanying test reports has been compiled by the Joint Marking Quality Working Group (JMQWG) and is accessible from http://www.uah.edu/rfal/research/uid.
Human-readable Information:
MIL-STD-130 Identification Marking of U.S. Military Property includes human-readable information as well as machine-readable information.
What is Verification and Validation?:
Marking verification focuses on compliance with the requirements of the marking specifications and standards.
The emphasis is on verifying the technical compliance with requirements for displaying the specified information.
Marking validation assesses factors that affect the intended use of the marking, specifically item identification.
The emphasis is on the data format and content, and its accuracy and completeness for the intended use.
Verification and validation of human-readable information usually requires visual inspection, simple measurements and comparison to documentation.
Verification and validation of machine-readable symbols requires more involved inspection and measurement for automatic identification technical requirements.
Verification and Validation Requirements:
Verification and validation are the primary means for judging the quality of item identification marking.
Marking verification and validation encompass techniques used to confirm compliance with the specifications and standards, and to assess the usability of the marked data.
MIL-STD-130 provides the general requirements for marking verification and validation, and references other specifications and standards that provide more detailed requirements for machine-readable marking.
The DoD Guide to Uniquely Identifying Items also provide guidance, rules and requirements for IUID compliance and usage.
Verification and Validation Standards:
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Embedded error correction within the Data Matrix can mask many error when checking the symbol with a normal reader.
To ensure the symbol will be useful throughout the lifecycle, verification to one of the following standards is required:
o
ISO/IEC 15415, or
o
ISO/IEC 29158, or
o
AS9132
ISO/IEC 15415 is specifically designed to verify black-on-white or white-on-black symbols.
Both ISO/IEC 29158 and AS9132 are specifically designed to verify the low contract symbols common with Direct Part Marking (DPM) methods.
Verification can be performed on each Data Matrix produced or on selected symbols designated by an appropriate sampling plan.
Verification (checking symbol quality) and validation (check symbol data) are commonly bundled
together into commercially available machine-vision verification systems.
Verification and Validation Tools:
Verification and validation require some tools to properly view and measure machine-readable symbols.
Most parameters can be directly measured under magnification or computed from the dimensional measurements.
Some optical parameters can be measured from a grey-scale, digitized image of the symbol from
a digital camera.
Machine-vision verification systems are frequently used to automate the measurement and grading process to check the production quality of the IUID Data Matrix symbol.
These verification systems, which are different from scanners, examine and grade “A” through “F” eight characteristics about the Data Matrix symbol.
Grades of “B” or higher are required for the mark to “pass” verification.
A Readable, Failing Mark:
Machine-vision verification systems, or verifiers, are different from imagers or scanners used to read Data Matrices.
The error correction capability native to the Data Matrix allows all the data within a data matrix, even a damaged one, to be quickly and consistently read with a scanner.
Once the damage reaches a certain point the Data Matrix will be completely unreadable.
Verifiers are necessary to evaluate the quality of the mark, or how close the mark is to becoming
unreadable.
Purpose of Serialized Item Management:
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SIM was introduced to enhance DoD maintenance operations by using Life-cycle Item Management (LCIM) data to perform engineering, configuration management, and safety risk management.
It also aids in performing property accountability and material valuation functions.
SIM also provides the framework needed to extract value from the Item Unique Identification (IUID) to:
o
Improve
…the effectiveness and efficiency of design and logistics processes
o
Enhance
…weapon system readiness, reliability, and safety
o
Reduce
…ownership cost through enhanced sustainment operations
SIM Benefits:
The implementation of SIM provides some distinct benefits to effective and efficient materiel life
cycle management.
Under the direction of the Joint Logistics Board, a Logistics Item Unique Identification task force was formed to review the implementation of IUID in the DoD logistics process.
Upon completion of the assessment, the task force reported several benefits in the following areas:
o
Product Life-cycle Management (PLM)
o
Intensive Item Management (IIM)
o
Property Accountability (PA)
PLM:
Product Life-cycle Management (PLM) is an evolving set of business principles, organizational constructs and information management systems used in the governance of modern, technically
complex and globally distributed assets.
The PLM working group of the IUID Task Force focused on how IUID for SIM results in more timely, accurate, reliable, and actionable information in the area of PLM.
The task force also looked at how Unique Item Identification (UII) from SIM improves maintenance and material management through tracking if individual items.
These benefits derive from harvesting the serial item data through IUID and utilizing the data to make PLM programs (such as Reliability, Availability, and Maintainability [RAM] analysis) more effective.
In the area of PLM, the IUID Task Force estimated significant benefits.
Unique Item Identification (UII):
A UII is a unique and permanent identifier that is assigned to all items that the DoD buys or owns.
Benefits:
The following benefits of PLM were discovered during the task force review:
o
3-6 percent improvement in readiness
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o
Annual savings of $3-5 billion, for a total estimated savings of $44-66 billion by 2030 (4-
6 percent reduction in field and depot maintenance labor and material costs, and retrograde shipping costs)
o
Minimal risk
IIM:
The Intensive Item Management (IIM) working group of the IUID Task Force noted that IIM requires automated processes to decrease the risk of human error and to facilitate more frequent and expedited inventories of intensively managed sensitive items.
In DoD, we intensively manage items where we cannot afford to lose visibility.
The IUID program enhances current SIM programs by standardizing previously disparate serial number schemas into a globally unique identification program.
PA:
The purpose of Property Accountability (PA) is to ensure items are controlled and tracked from their acquisition through final disposition.
The PA value chain working group concluded that targeted benefits of IUID for functional processes include making the required linkage of department and component-level financial and
logistics data.
In addition to having better control over Government property, PA
o
Improves the availability of mission-critical information to acquisition decision makers
o
Equips the armed forces better for missions
o
Ensures department complies with federal and DoD policy, regulations, and law
Uses of IUID – enabled in SIM in Operations and Maintenance:
The IUID program enhances current SIM programs by standardizing previously disparate serial number schemas into a globally-unique schema.
There are six fundamental uses of IUID-enabled SIM in maintenance:
o
Fundamental Use #1
Associate operators and maintainers to the items they operate and maintain.
For example, the Maintenance Management Information System (MMIS) is able to create a record of association between the operator/crew or maintainer and the SIM item.
This occurs through a scan of the SIM item’s UII and the operator or maintainer’s common access card, or CAC, which also has a machine readable unique identification code.
o
Fundamental Use #2
Validate operators and maintainers are certified on the items they are operating
and maintaining.
For example, MMIS is able to validate the operator or maintainer’s certification to operate or maintain the SIM item.
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o
Fundamental Use #3
Launch maintenance procedures and technical data.
As the operator or maintainer begins to use the item or perform maintenance on it, he/she is able to launch maintenance procedures and technical data in an automated fashion by scanning the SIM item’s UII.
o
Fundamental Use #4
Update parent-child relationships (i.e., configuration) at the point of maintenance as it occurs during disassembly and assembly.
While performing maintenance, the maintainer is able to update parent-child relationships of SIM items.
o
Fundamental Use #5
Record and report the custody and condition of items in maintenance.
The custody and condition of SIM items can be recorded and reported in an automated fashion.
o
Fundamental Use #6
Record maintenance and inspection at the point of maintenance (location, time,
and date) as it occurs.
The MMIS captures and records all maintenance performed by operator and maintainer and all quality assurance and control checks.
Preventative Maintenance and Corrective Maintenance:
Operators and maintainers are required to capture and record all quality checks in the MMIS.
If a fault is detected during an inspection or a routine preventative maintenance procedure, MMIS will provide the appropriate procedures to correct the fault.
Identifying Assets for Corrective Maintenance Using Captured and Recorded Data:
The flowchart below describes how captured and recorded data can identify assets that need corrective maintenance.
The six steps (in yellow) are identified in more detail below
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Asset is Issued for Use:
o
Maintenance records begin when an asset (e.g., a truck, rifle, or aircraft) is issued to an operator for use or to a maintainer to prepare it for use.
o
The asset’s UII is canned along with the individual’s CAC.
o
MMIS verifies that the individual is certified to operate the asset and associates the operator or maintainer to the asset.
o
The operator will then perform preventive maintenance checks and services (PMCS), use
the item, and record usage information as necessary.
Corrective Maintenance:
o
If the individual is certified to perform the corrective maintenance task, he or she should
proceed.
o
If the individual is not certified to perform level of maintenance, verification from an inspector is required.
o
Once verification has been confirmed, the asset will be transferred to a facility equipped
to perform procedures.
Return Asset to Ready Pool:
o
If no faults are detected and the user does not require the asset, he or she must return it to the ready pool.
Login to MMIS:
o
If either PMCS or usage recordation is required, the operator or maintainer must first login to the MMIS with their CAC, and perform the specified tasks.
o
When logging in, the MMIS checks the individual’s credentials to verify that they are certified to perform the specified tasks and launches appropriate electronic maintenance instructions for the operator or maintainer to follow.
Perform the Specific Tasks:
o
The MMIS delivers precision preventive maintenance, tailored to the specific asset based on configuration and usage.
o
If faults are detected during the process, the maintainer inspects, tests, diagnoses, troubleshoots, and identifies the failure mode.
Complete the Task(s) in the MMIS/Log Out and Report Readiness IAW Established Procedures:
o
The MMIS captures tasks performed, who performed them, how long it took to perform them, consumable and expendables used, and updates the configuration if changes were made.
Using Captured and Recorded Data During Corrective Maintenance:
The flowchart below describes how capturing and recording data is used to conduct corrective maintenance once a fault is detected.
The four steps (red border) in the process are identified in more detail below
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Login to MMIS Inspect, Test, Diagnose, Troubleshoot, Identify Maintenance Requirement(s):
o
When the operator or maintainer detects a fault or faults while performing PMCS or during the use of an asset, they login to the MMIS (if not already logged in) to launch appropriate maintenance instructions to inspect, test, diagnose, and troubleshoot the fault.
NOTE: If the operator or maintainer has the capability to repair the fault, the MMIS helps them accurately identify and order repair parts, if needed.
Notify Next Higher Maintenance Activity:
o
If the operator/crew or maintainer does not have the capability to repair the fault they notify the next higher level of maintenance (normally intermediate maintenance) and reports readiness in accordance with established procedures.
Request Parts:
o
The MMIS uses the UII of SIM items to ensure that the correct replacement part is ordered, disassociates the removed part from the asset’s configuration, and associates the new SIM item.
Complete the Task(s) in the MMIS/Log Out and Report Readiness IAW Established Procedures:
o
When all faults are corrected, the operator or maintainer completes any required entries in the MMIS for tasks performed, reports readiness in accordance with established procedures, and logs out of the MMIS.
o
The MMIS then has a record of tasks performed, who performed them, time to complete them, consumables and expendables used, usage information, and the updated configuration of the asset. The asset is now ready for continued use or to be returned to the ready pool.
o
If the asset is returned to the ready pool its UII is scanned so that the MMIS can captured custody information.
Detecting and Rectifying a Fault Under the UID-enabled SIM Process:
In using IUID-enabled SIM, most processes are automated, reducing overhead costs associated with recordkeeping and technical data while increasing accountability and accuracy.
Capturing and Recording D-Level Maintenance:
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The maintenance performed on materiel at the depot is generally more comprehensive in scope
and composition than anywhere else in DoD’s organic maintenance structure.
As such, the effect of maintenance on the attributes of items is greatest in the depot.
It is the ability to capture, update and record these actions in an automated fashion that brings the greatest improvements to the efficiency and effectiveness of depot maintenance.
At a depot-level facility, IUID-enabled SIM data is captured and recorded during the following events:
o
Induction of items into depot maintenance
Items flow into depot maintenance based on a pre-planned master work schedule. The artisan then follows the following procedure:
As a specific item is inducted, an artisan scans its UII to record the acceptance of the item into this or her custody.
The artisan launches electronic work instructions in an automated fashion from this scan. At this point, the artisan is mainly disassembling the item.
As IUID sub-assemblies, components, and modules are removed from the item, the artisan scans their UIIs.
These items are routed to back shops.
These items are routed to back shops.
o
Artisan Scans Their UIIs:
This action disassociates the child sub-assembly, component or module from its parent item, thus automating the configuration update.
o
Maintenance in back shops
When SIM items arrive at the back shops, the following procedure is followed:
SIM items are scanned to record their custody.
A quality inspector inspects and tests the items
The artisan diagnoses and troubleshoots the item, which may require access to technical item, which may require access to technical data.
The inspector scans the UII of SIM items which confirms the inspection (inspector, location, date, and time) and allows for automated access to electronic technical data to aid in the repair decision.
The UIIs of SIM items are scanned as they are removed from their parent item. Now the individual piece parts of the subassemblies, components, and modules are ready to be inspected.
The inspector uses a scan of the UIIs of any SIM items to confirm the inspection and launch technical data to assess the condition of these items and assist in determining which of them should be disposed, reused, or repaired.
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Repair Decision:
Items that cannot be repaired or repaired economically are turned in to the supply system for disposal and the MMIS updates the IUID registry with disposal action.
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Items that can be repaired are further disassembled according to work instructions provided electronically to the artisan.
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Part maintenance and sourcing
The next step in the deport maintenance process involves obtaining components, modules, and assemblies. These will be returned to the main line for final assembly into the end product.
There are three general methods to obtain these parts:
Replace
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Any item that cannot be repaired (i.e., returned to a serviceable condition) is turned into the supply chain for disposal and a replacement part is ordered and received through supply.
Reuse
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This method simply reuses the original item, though the part is usually cleaned at a minimum. SIM items must have their UII checked and reapplied as needed.
Remanufacture
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This method includes remanufacturing, fabricating, or modifying
the original item. In some instances, the artisan might need additional parts to complete this method. They order and receive these parts from the supply chain.
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Reassembly
All the disassembled subassemblies, components, and modules are now ready for reassembly into their final form before being delivered to the main line for reassembly into the end product.
The artisan scans the UIIs of the unique items that they are going to reassemble. This updates the custody of the item in the MMIS.
Item is reassemble.
Quality inspector inspects and tests the item following procedures made
available electronically via the UII scan.
The MMIS records that the item inspection took place, which is confirmed by the scan.
Items that pass the quality inspection are either returned to stock or the
assembly line. Items that fail inspection are re-inducted into the back shop.
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Reassembled:
As the items are reassembled, additional scans are taken as needed to record the parent-child relationship (that is, configuration) of the items as they are assembled. The MMIS provides the artisan with maintenance procedures through these UII scans.
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Final assembly
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The assembly line receives subassemblies, components, and modules either as new items, items from stock, or items that have gone through maintenance in back shops. Final assembly consists of the following steps:
As each unique item is received, the artisan scans its UII so that the MMIS can maintain the custody record.
After all items are received, the artisan begins reassembly, scanning UIIs
as needed to record configuration in the MMIS.
The final assembled items then are inspected by quality. The quality inspector scans the UII which serves to record the location, date, and time of the inspection and provides automated access to electronic inspection and testing procedures.
When items pass this inspection they are ready for issue. Items that fail the inspection are reinducted into the assembly line process.
This portion of the depot maintenance process ends with items being returned to stock in a ready-for-issue condition.
Resolving SIM discrepancies Discovered In Maintenance:
On occasion, SIM items arrive in maintenance as damaged or with the incorrect UII. If this is the case, it is incumbent upon maintenance to:
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Not use discrepant items if they are safety critical, controlled, or classified until the discrepancy is resolved
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Correct the discrepancy within the current maintenance cycle if reasonable
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Record and report the discrepancy if not corrected while continuing to process the item through the maintenance cycle
Resolving discrepancies should not hinder the maintenance process when safety or other risks of using the discrepant item are not present.
Discrepancy Modes:
There are five UII discrepancy modes that could be discovered during maintenance operations.
These discrepancies can be grouped into the following categories;
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Physical mark errors
The following are scenarios in which physical mark errors are discovered in maintenance:
The MMIS indicates the item was previously marked but no mark is evident
There is a problem with the UII’s quality or condition (e.g., location, adhesion, read error, etc.)
The item is supposed to have a UII (per technical data, Federal logistics information system agency, or Service/Agency plans) but the UII is not present
o
Data errors
The following are scenarios in which data errors are discovered in maintenance:
When the item’s UII is scanned its data does not match MMIS data for the item
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An item received in maintenance is not what supply said they were going to send (e.g., wrong item, packaging and item UII do not match, etc.)
Physical Mark Errors:
If the UII is not present or is damaged and cannot be scanned, the maintainer must determine if they can still use the item.
If the item can be definitively identified using human-readable markings or other means, and the correct UII can be determined, it might be feasible for the item to be marked or remarked within the current maintenance cycle (if it is within the authority and capability of the maintenance activity to apply the mark).
But if the item cannot be definitively identified and it is a safety critical, controlled, classified, or other type of item whose use would present risk, then the item should be suspended from use until the discrepancy is resolved.
If using the items does not present a risk, the discrepancy should be recorded and the item should continue through the maintenance process.
Process Diagram:
The following depicts the process for resolving physical mark errors.
When the SIM item’s UII is present and can be scanned, the MMIS compares the scanned data to expected data.
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If the data matches, then maintenance continues
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If the data does not match, then the UII is incorrect or the MMIS is incorrect or both
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If the MMIS is correct but the UII is not, then the resolution is to correct the mark (the same process required to resolve physical mark errors)
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If the MMIS data is not correct and the maintenance activity has the authority to correct
it, then they should correct it and then proceed with maintenance
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If they do not have the authority to correct the MMIS data, they should submit a correct
change request and proceed with maintenance as long as using the item does not present risk
o
If both the UII and the MMIS data are incorrect, then both resolutions must be pursued
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Knowledge Review Questions
Contractual Requirements for IUID are established by the inclusion of which of the following:
MIL-STD-130
DoDI 5000.64
DoDI 8320.04
DFARS 252.211-7000
True or False. IUID only applies to items with unit acquisition cost equal to or over $5,000.
True
False
Which of the following is not included with embedded items?
Serially managed parts installed in a delivered item
Spare subassemblies if serially managed
Serially managed components installed in a delivered item
Serially managed subassemblies installed in a delivered item
True or False. When DoD elects to manage an item by its serial number it becomes “DoD serially managed”.
True
False
True or False. The DFARS prescription for IUID is found in DFARS 211.274.
True
False
A key requirement in DFARS 252.211-7003 is that items requiring UIIs must be delivered under which of the following?
CLIN
SLIN
ELIN
All of the above
True or False. A determination and findings must be executed concluding that it is more cost effective for the Government requiring activity to assign, mark, and register the unique item identification after delivery of an item acquired from a small business concern or a commercial item acquired under FAR Part 12 or Part 8 in order to constitute a valid exception.
True
False
True or False. Multiple items may only be included in the same CLIN when the items have the same description, unit acquisition cost, delivery schedule, and funding source.
True
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False
The ISO/IEC 16022 defines the Data Matrix symbology.
True
False
From the list, which of the following are DoD IUID equivalents? (Select all that apply)
Global Individual Asset Identifier (GIAI)
Uniform Product Code (UPC)
Vehicle Identification Number (VIN)
Manufacturer Identification Code (MIC)
From the list, which of the following are types of UII semantics, or Data Qualifiers? (Select all that apply)
Data Identifiers (DIs)
Application Identifiers (AIs)
Text Stream Concatenates (TSCs)
Group Separators (GSs)
Access to the DoD IUID Registry requires user registration.
True
False
Which of these statements is correct?
MIL-HDBK-63 provides extensive guidance on the marking of property with both human-
readable and machine-readable formats.
For purposes of UII marking, technical documentation can be categorized as either Military Standards, Manufacturer’s Product Descriptions, or Manufacturer’s Maintenance Manuals.
Manufacturing specifications will contain process specifications, which will detail the equipment,
materials, and processes needed to mark items.
The implementation of part marking to uniquely identifying items with machine-readable information (MRI) should never require non-recurring engineering changes.
True
False
From the list, which items are to be marked per IUID policy? (Select all that apply)
Items with a unit acquisition cost greater than $5,000
Items less than $5,000 unit acquisition cost if they are mission essential, controlled inventory, or
DoD serially managed
Items designated by the requiring activity
Embedded items
Nonexpendable property is property that is consumed in use or loses its identity in use.
True
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False
During which of the following activities can opportunities to mark UIIs on unmarked items occur? (Select
all that apply)
Manufacture
Remanufacture
Maintenance
Location Changes
Accountability Changes
Unmarked reparable items should be marked when they undergo maintenance.
True
False
Extreme environments require more durable markings.
True
False
Which two of the following are NOT categories of UII marking methods? (Select all that apply)
Offset
Direct
Indirect
Dye Penetration
Which one of these is a disadvantage of direct part marking?
Permanently identifies part for life
Usually more expensive than indirect part marking
Best for use in harsh environmental conditions
ISO/IEC 16022 is one of the key basic specifications the 2D Data Matrix.
True
False
Which of the following is NOT a recommended step in the UII marking process?
Understand the requirements
Use the team approach
Select least expensive equipment
Make optimum use of commercially available UII marking software
Which of the following types of equipment would NOT be appropriate for a direct part marking method?
Laser Inscriber
Dot Peen Machine
Electro-Chemical Etchers
Label Printer
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Three key business processes where using the UII can be particularly useful are: Food Service Management, Soil Analysis, and Water Purification.
True
False
Which of the following is a true statement?
A machine-readable UII mark can eliminate keyboard entry of part identification.
Property traceability cannot be improved by use of the UII mark.
UII marking on items is voluntary.
The physical parameters of the Data Matrix symbol, encoding/decoding ruls, and Grading criteria are defined by ISO/IEC 16022.
True
False
Which task is NOT one of the procedural steps of the verification and validation process?
Validation of the ability to encode the symbol.
Verification of the ability to decode the symbol.
Measurement and grading of the symbol parameters.
Validation of data syntax, semantics, format and content.
Which statement is true about manual symbol verification? (Select all that apply)
Most parameters can be directly measured under magnification or computer from the dimensional measurements.
Manual techniques can be used for direct parts.
Some optical parameters can be measured from a grey-scale, digitized image of the symbol from
a digital camera.
What is a fundamental use of IUID-enabled SIM in DoD maintenance? (Select all that apply)
Associate operators and maintainers to items
Associate items with management personnel
Record and report the custody and condition of items
Record and report maintenance and inspection at point of maintenance
MMIS records information on which of the following items? (Select all that apply)
Consumables and expendables still avail
Length of time to perform the task
Person who performed the task
Tasks performed
If a SIM item arrives in maintenance as damaged or with the incorrect UII, maintenance must do which of the following? (Select all that apply)
Correct the discrepancy within the current maintenance cycle if reasonable
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Not use discrepant items if they safety critical, controlled, or classified until the discrepancy is resolved
Record an report any uncorrected discrepancies while continuing to process the item through the maintenance cycle
Use the discrepant item and correct the discrepancy at a later time
Preventative and Corrective Maintenance for 100 points
If a fault is detected during an inspection or a routine preventative maintenance procedure, ____ will provide the appropriate procedures to correct the fault.
o
IAW
o
MMIS
o
PCMS
o
QA/QC
Discrepancies and Depot-Level Maintenance for 100 points
Which of the following is NOT a possible method for obtaining parts during the depot maintenance process?
o
Dispose original item and order a replacement
o
Remanufacturer, fabricate, or modify original item
o
Reuse original item
o
Swap out with a similar used item
Preventative and Corrective Maintenance for 200 points
When identifying assets for corrective maintenance, at which stage does MMIS launch the appropriate electronic maintenance instructions for the operator or maintainer to follow?
o
Asset is issued for use
o
Login to MMIS using CAC
o
Perform the specific tasks
o
Return asset to ready pool
Discrepancies and Depot-Level Maintenance for 200 points
If an item’s UII is damaged and cannot be scanned and the item cannot be definitively identified,
and it is a safety critical item whose use would present risk, what is the proper procedure?
o
Suspend the item from use until the discrepancy is resolved
o
Record the discrepancy and then continue the maintenance process
o
Remanufacture, fabricate, or modify the item
o
Swap out an item from a similar piece of equipment
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Preventative and Corrective Maintenance for 300 points
Which of the following does the MMIS NOT does when a new part is requested during corrective
maintenance?
o
Associate the new SIM item
o
Disassociate the removed part from the asset’s configuration
o
Ensure correct replacement part is ordered
o
Track the delivery of the replacement part
Discrepancies and Depot-Level Maintenance for 300 points
Which of the following is NOT source of expected data?
o
Service/Agency’s IUID repository
o
DoD IUID Registry
o
Service/Agency plans
o
Advance ship notices from supply
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