Central Clothing Distribution - NGMMC



Central Clothing Distribution Facility

User Handbook

Version 1.3

Prepared by

KYLOC

19 April 2005

PREFACE

This User Handbook provides the detailed information needed by Unit level personnel ordering military clothing and accessories from the ARNG Central Clothing Distribution Facility (CCDF).

To maximize its usefulness to the Unit Supply Sergeant, a users’ handbook should integrate “how to” information. No two states will choose to issue identical policy and regulatory guidance.

The CCDF provides unparalleled service to the soldier. Uniforms are supplied with organization patches and both name and US Army tapes attached. Units have a choice of ordering for delivery to the armory within 10 days (routine) or within 3-6 days (emergency). The preferred method is via the Internet, but orders can also be placed via facsimile (fax), e-mail, telephone, or US Mail.

The concept of stewardship is a central part of the new way of doing business. To a large degree, its success is dependent on the supply sergeant’s stewardship. A supply sergeant’s order is not reviewed prior to being filled by the CCDF. If the unit has funds available, the order is shipped. Scrutiny of the supply sergeant’s stewardship is an after-the-fact event, using reports provided to headquarters and the annual on-site review as part of the Command Supply Discipline Program (CSDP).

This handbook will provide the Supply Sergeant with all of the information tools needed to provide outstanding service to the unit’s soldiers. The three keys to success are as follows:

Understand the mechanics of the program by reading these instructions,

Know and apply command policies concerning military clothing, and

Exercise stewardship by providing the soldier with the uniforms he/she needs while concurrently thinking like a taxpayer.

CONTENTS

CONTENTS ii

1.0 GENERAL 4

1.1 Purpose OF THE USER HANDBOOK 4

1.2 Background 4

1.3 REFERENCE 4

1.4 Terms and Abbreviations 5

1.5 Requests for and changes to this HANDBOOK 6

1.6 Points of contact 7

1.6.1 DSCP/KYLOC 7

2.0 SYSTEM SUMMARY 9

2.1 OVERVIEW 9

2.2 SYSTEM ENVIRONMENT 9

2.3 Item Catalog 10

2.3.1 CCDF Stocked Items 10

3.0 ACCESS TO THE SYSTEM 11

3.1 REGISTRATION 11

3.2 CONFIRMATION OF REGISTRATION 12

3.3 CHANGES TO DODAAC REGISTRATION DATA 12

4.0 Internet Ordering Process 13

4.1 Introduction 13

4.2 LOGGING IN 13

4.3 ORDERING 16

4.3.1 FOR AN INDIVIDUAL 16

4.3.2 BULK ORDERS 29

4.3.3 ORDER FOLLOWUP 32

4.4 On-Line Document Register 32

4.4.1 General 32

4.4.2 Pending Orders Register 33

4.4.3 Shipped Orders Register 33

4.4.4 Received Orders Register 34

5.0 REPORTS 35

5.1 General 35

5.2 Accessing Online Reports 36

5.3 Online reports 37

5.3.1 Soldier Demand History Report 37

5.3.2 Soldier Order History Report 38

5.3.3 Unit Demand History Report 38

5.3.4 Unit Order History Report 39

5.3.5 Unit Order History Report – Detailed 39

5.3.6 Online Reports Not Generally Used by Units 40

5.4 Manipulating the data 41

6.0 Billing 42

6.1 General 42

6.2 Prebills 42

1.0 GENERAL

1.1 Purpose OF THE USER HANDBOOK

The purpose of this user handbook is to provide the Unit Supply Sergeant with detailed instructions or the processes to be used to obtain and account for military uniforms and accessories from the Central Clothing Distribution Facility (CCDF).

1.2 Background

Establishment of the CCDF was the result of an analysis of the way military clothing is provided to enlisted soldiers of the ARNG. The purpose of the analysis was to reduce the cost of providing uniforms while meeting the following performance requirements.

Allow electronic submission of orders from the unit to the distribution facility.

Issue uniforms with nametapes, US Army tapes, US flags and unit patches affixed.

Ship uniforms to units as soldier kits.

Ship routine orders to arrive at units within 10 business days of ordering.

Ship urgent orders to arrive at units within 3 business days of ordering.

Generate backorders based on original document number.

Facilitate recycling of used, serviceable uniforms.

1.3 REFERENCE

Regulatory guidance for the ARNG clothing program is provided by Army Regulation (AR) 700-84, Issue and Sale of Personal Clothing, dated 28 February 1994. Using its authority as a Reinvention Center, the National Guard Bureau (NGB) secured a waiver of provisions of AR 700-84 governing how support is requested and received from a Clothing Issue Point (CIP) and a later waiver of provisions covering uniform exchange/replacement/turn-in processes. The revision of AR 700-84 now in process will be consistent with this Handbook.

1.4 terms and abbreviations

AAFES – Army and Air Force Exchange Service

AG – Army Green

AGR – Active Guard/Reserve

AO – Action Officer

AR – Army Regulation

ARNG – Army National Guard

ARNGUS – Army National Guard of the United States

BDU – Battle Dress Uniform

CCA- Classification Code “A”

CCB – Classification Code “B”

CCD – Central Clothing Distribution

CCDF – Central Clothing Distribution Facility

CCDUH – Central Clothing Distribution User Handbook

CIP – Clothing Issue Point

CML – Commercial

CSD – Command Supply Discipline

CSDP – Command Supply Discipline Program

DA – Department of Army

DEERS –Defense Eligibility & Enrollment Reporting System

DODAAC – Department of Defense Activity Address Code

DSCP – Defense Supply Center- Philadelphia

DSN – Defense Switched Network

EHWBDU – Enhanced Hot Weather Battle Dress Uniform

EOF – Electronic Order Form

FAX – Facsimile

FEDLOG – Federal Logistics Data

FSC – Federal Supply Class

FY – Fiscal Year

HWBDU – Hot Weather Battle Dress Uniform

IAW – In Accordance With

ID – Identification

ING – Inactive National Guard

LIRMan – List of Issues Report Manager

LTL – Less-Than-Truckload

MOA – Memorandum of Agreement

NGB – National Guard Bureau

NIIN – National Item Identification Number

NLT – Not Later Than

NSN – National Stock Number

OA – Ordering Authority

OIC – Officer in Charge

OST – Order Ship Time

PM – Program Manager

POC – Point of Contact

RDD – Required Delivery Date

SSAN – Social Security Account Number

TBD – To Be Determined

TM – Technical Manual

ULLS-G - Unit Level Logistics System – Ground Module

ULLS-S4 – Unit Level Logistics System – S4 Module

UPS – United Parcel Service

USAR – United States Army Reserve

USPFO – United States Property and Fiscal Office(r)

USPS – United States Postal Service

1.5 requests for and changes to this HANDBOOK

Suggestions for changes to this handbook may be submitted to the KYLOC. Forward your suggestion, with rationale, to your state’s Central Clothing Distribution (CCD) Administrator listed in paragraph 1.6. Suggestions need not be submitted on DA Form 2028.

1.6 points of contact

1.6.1 DSCP/KYLOC

Internet Web Site Address: ngmmc.ngb.army.mil or . Access to this site is password protected. Prospective users must complete an Application for User Identification (ID), as prescribed by the state CCD Administrator.

Informal questions and suggestions for the CCDF may be posted on the Customer Talk bulletin board operated by the CCDF. The bulletin Board can be accessed at ngmmc.ngb.army.mil or by clicking the [pic] icon. No password is required for access to the bulletin board. The POC page Below can be accessed from click on the “Contact DSCP/KYLOC” link.

Mailing Address:

Bluegrass Station

KY LOC, Building 6

5751 Briar Hill Road

Lexington, KY 40516-9721

Shipping address (via the US Postal Service) for returned military clothing:

Bluegrass Station

KY LOC, Building 6

5751 Briar Hill Road

Lexington, KY 40516-9721

Telephone:

To place an order by voice or for any other necessary voice communication with the CCDF: Toll Free: (888) 255-1131 (This is NOT a fax number.)

FAX: (For other than orders) DSN 745-3133; CML (859) 293-3133.

FAX: (For orders only) DSN 745-3670 Toll Free (888) 356-2443; CML (859) 293-3670

E-mail:

Points of Contact for Specific Questions:

|SUBJECT | |PHONE |E-MAIL |

|Director, KYLOC | |DSN 745-3471/3656 |

|Program Administration | |CML (859) 293-3471/3656 |

| | |E-mail: director@ |

|Information Systems KYLOC | |DSN 745-3342 |

| | |CML (859) 293-3342 |

| | |E-mail: webmaster@ |

|Unit Orders and Shipments to Units | |DSN 745-3988/4171 |

| | |CML (859) 293-3988/4171 |

| | |Email: ccdfhelp@ |

A list of State Administrators and contact information for each can be accessed from the CCDF Main Menu by clicking the STATE CONTACTS button.

State Administrator for the Central Clothing Distribution Program:

Mailing Address:

Telephone:

E-mail:

Points of Contact for Specific Questions:

|SUBJECT |POC |PHONE |E-MAIL |

| | | | |

| | | | |

2.0 SYSTEM SUMMARY

2.1 OVERVIEW

The ARNG central clothing distribution system is designed to provide consistent and responsive military clothing support to ARNG enlisted soldiers by allowing units to order directly from the distribution facility and delivering orders directly to the unit via commercial carrier.

The ordering system is Internet-based. Units without an Internet capability can order and check status via facsimile, telephone, or US Mail.

2.2 SYSTEM ENVIRONMENT

Use of the Internet ordering requires a browser version of Netscape 3.0 or higher or Microsoft Internet Explorer version 4.0 or higher. AOL users should be aware that the AOL version number is not necessarily the Internet Explorer/Netscape browser version number.

Users are strongly encouraged to perform a one-time check to ensure that their browser is adequate. The check is as follows:

Log onto the site

Follow the ordering instructions in this handbook (Section 4.3) until the Common Items Screen is displayed.

On that screen, highlight a size other than the size on the top line of the pull-down size box. Watch whether the NSN changes when you highlight the other size.

If the NSN does change, your browser is adequate. If not, the browser must be upgraded before using the Internet ordering capability of the CCD.

Browser issues/problems should be referred to your DOIM before contacting the CCDF.

2.3 Item Catalog

Given the assumption that units placing facsimile and telephone orders do not have access to the Internet, they will need access to a catalog to determine prices and the correct NSN for each item ordered.

2.3.1 CCDF Stocked Items

The CCDF Web Site provides a downloadable catalog of items stocked by the CCDF, including NSNs, listed alphabetically by nomenclature. To access the catalog, follow these steps:

Access the NGMMC’s opening web page at ngmmc.ngb.army.mil or .

Click [pic].

Click [pic].

To view the catalog, click “Catalog0178.xls”. To download the catalog, click “Catalog0178.xls” while pressing the “Control” key. Viewing it and selecting the file print function on the browser can print the catalog.

3.0 ACCESS TO THE SYSTEM

3.1 REGISTRATION

Before a unit can receive support from the CCDF, three actions must be accomplished.

Contact your State Administrator for information on how to become a CCDF user. If you do not know who your Administrator is please contact KYLOC.

The CCDF must be provided with contact and shipping address information for the unit. When a unit first transitions to this support, the State Administrator normally manages the process. To accomplish this, the State Administrator submits a CCDF DODAAC Registration Form (CCDF Form 1).

Ordering access is controlled. This requires that each individual authorized to submit orders be registered with the CCDF. The State Administrator manages this process. Normally, the individual authorized to order for a unit will be the fulltime supply sergeant. An alternate may be registered to order in the absence of the supply sergeant. A “CCDF Request for Access Form (CCDF Form 2)”, or another form prescribed by the State Administrator, is completed by each individual. It is the unit’s responsibility to initiate any required changes by forwarding their request to the State Administrator.

To terminate the CCDF access of an individual, contact the State Administrator.

The State Administrator must input to the CCDF an Ordering Authority (OA) ceiling against which the unit/DODAAC can order. The OA is the dollar amount that the unit is authorized to spend at the CCDF during the fiscal year. The CCDF cannot adjust unit-ordering authority.

3.2 CONFIRMATION OF REGISTRATION

Individuals will be notified that they have been granted access to the CCDF by receiving user identifications (user IDs) and passwords from the State Administrator. If the password is lost or forgotten, the State Administrator should be contacted to have the password reset.

3.3 CHANGES TO DODAAC REGISTRATION DATA

Changes to the DODAAC’s shipping address or any other DODAAC registration data must be sent to the State Administrator. Requests sent directly to the CCDF will not be honored. This is a fraud-prevention requirement.

4.0 internet ORDERING PROCESS

1 Introduction

Use of the Internet is the preferred method of ordering from the CCDF. The CCDF Internet site may be accessed through government-provided or personal Internet accounts. Procedures used to order via fax, telephone, or US Mail are addressed in Section 5.

2 LOGGING IN

Bring your Internet browser up on your computer. On the address line, type ngmmc.ngb.army.mil or, (if you are accessing on a commercial connection) and press Enter. The initial screen is displayed in figure 4.1.

|[pic] |

Figure 4-1. NGMMC Entry Screen

PROBLEMS CONNECTING?

If you are on a military network (RCAS) and are unable to connect using the ngmmc.ngb.army.mil address, try to connect using the address. While a connection to the .com site will likely be too slow for your use, the ability to make that connection validates that the problem connecting to the .mil address is due to problems with the .mil network. If the attempt to connect to .com is successful, contact the .mil help desk at DSN 327-9614, Ext. 1 or 1-800-821-3097, Ext. 1. (Help desk hours are 0600-1800 M-F and 0800-1800 Sat and Sun.) Let the help desk know that they should refer to their ticket as a “CCDF Problem”.

Click the [pic] Icon. The screen in figure 4-2 is displayed.

Figure 4-2. CCDF User Login Screen

Enter your User ID and Password. (Both are unique to the user. To have site access, your unit must be registered and each authorized individual must have applied for and received a user ID and password.)

If the password is lost or forgotten, contact the State Administrator who can solve the problem.

Click the [pic] button. The Main Menu screen is displayed (figure 4-3).

[pic]

Figure 4-3. CCDF Main Menu Screen

This screen provides you with eight options:

• Place an order for military clothing for an individual,

• Place an order in military clothing in bulk,

• Check the status of a previously placed order,

• Get name, e-mail address and phone number of a State Administrator,

• State Admin section.

• Generate reports, and Turn-in Clothing.

3 ORDERING

4.3.1 FOR AN INDIVIDUAL

At the Main Menu, click on [pic].

4.3.1.1 Personal Clothing Request Screen

The Personal Clothing Request Screen, shown in figure 4-4, begins the order process.

|[pic] |

Figure 4-4. Personal Clothing Request Screen

Complete the fields as follows.

DODAAC – The pull down menu lists all the DODAACs for which you are authorized to order. Select the appropriate one for this order. Once you have selected the DODAAC, you can review your financial history for the current fiscal year by clicking the [pic] button. The screen shown at figure 4-5 is displayed.

[pic]

Figure 4-5. Ordering Authority Information Screen

– Current FY OA- The amount that your state has allocated to date to purchase required military clothing from the CCDF

– Adjustments – Used by the CCDF. Used to adjust unit OA based on cancellation of unshipped orders or items and to post credit for unused item returns.

– Returns – Available for State use. Can be used to plus-up unit OA based on prior service enlistments or for other purposes. Should NOT be used to reduce unit OA allocations.

– Orders – This is the FEDLOG value of all Condition Code A items ordered from the CCDF by the DODAAC during the current FY.

– Available Balance - This is the total amount remaining available to your DODAAC for the FY (current FY OA, minus orders, plus adjustments plus returns.)

JULIAN DATE – Insert four-digit Julian date.

FOUR DIGITS - Enter the four-digit document serial from your manual expendable/durable document register (DA Form 2064, ULLS S-4 or other).

GENDER – The default is [pic]. If ordering for a female soldier, select [pic].

LAST NAME – Enter the last name of the person requiring clothing.

FIRST NAME – Enter the first name of the person requiring clothing

MIDDLE INITIAL – If none, leave blank

SSAN – Enter 9 digit Social Security number, WITHOUT dashes

GRADE - Select pay grade (e.g., E-6) from drop down menu

URGENCY - Select the urgency of your order as follows:

- Emergency-Ground – Order must be delivered within 3-6 business days. This order will be shipped the business day after the customer submits it. Delivery time will be the UPS ground standard for the state. For example, PA will receive the order 3 business days after they submit it, FL 4 business days, NV 5 business days, etc.

- Emergency-Air – Order must be delivered within three business days after it is submitted. This order will reach any customer within 3 business days after the customer submits it. This option is VERY EXPENSIVE. Emergency Air service is not available to OCONUS customers.

– Routine – Order must be delivered within 10 business days after it is submitted.

– Deferred – Order can take longer than 10 days but must be delivered by a specified Required Delivery Date (RDD). Note: If this option is selected, also enter the Julian RDD in the box. Deferred orders allow multiple orders to be consolidated by the CCDF and save shipping dollars.

CATEGORY - Select [pic].

TRANS TYPE - Select the appropriate type from the drop down menu. If the soldier is turning in a serviceable or an unserviceable FWT used item and ordering a replacement, select [pic]. If the item being replaced was lost or destroyed without fault of the individual or is Unserviceable NOT FWT, select [Replacement]. If the order is a supplemental issue for a soldier about to enter AGR status or initial issue of an item that does not replace a similar existing item, select [Supplemental]. If the order is for a Prior Service Initial Issue, select [pic]; Non-Prior Service Initial Issue, select [pic]; equipping a soldier for a Service school, select [pic]. Each of these last three types of issue will receive service equivalent to Routine Urgency (10 business days). The difference between this and normal Routine Urgency is that these three transaction types will be guaranteed ten-business day service, even when surges of orders are resulting in late delivery of other routine urgency shipments. In the rare instances when faster service is required, also select either Emergency Ground or Emergency Air Urgency.

When all information has been entered, choose the first page with items you desire to order and click that button. It is recommended that, if you wish to order Like New Free items, you move to that page first.

2 Like New Free Items Screen

The Like New Free items screen (Figure 4-6) lists all items that are available in (like-new) condition. The only sizes that are listed are those in stock. (Not all sizes are available in (like-new) condition at any point in time – it depends on what has been turned in.) Select a quantity and size. Notice that the unit price is zero. Like New Free items are provided as free issue. Also note that the NSN has FSC of “9999”. This is used by the CCDF’s system to distinguish the used item from a new item. Ensure that appropriate Insignia, Shoulder, Sleeve are ordered on the Common Items and/or Male/Female pages. If shoulder sleeve insignia for the left shoulder is ordered, it is sewn free. When the ordering of Like New Free items has been completed, select the appropriate button to proceed to the next screen required for your order. If the Like New Free items are the last items you are ordering, select the [pic] button.

|[pic] |

Figure 4-6. Like New Free Items Screen

Due to system limitations, it is not possible to ensure that all sizes listed on the Like New Free items screen are actually in stock. The stockage position is updated weekly. If an item selected is out of stock, the Order Summary Screen, viewed near the end of the ordering process (Figure 4-7), will indicate the out of stock item and you will have the option of going back and ordering an unused item or of waiting and reordering the Like New Free item later.

Figure 4-7, Order Summary Screen Like New free Out-of-Stock

4.3.1.3 Common Items Screen

The Personal Clothing Request Common Items Screen is shown in figure 4-8.

[pic]

Figure 4-8. Personal Clothing Request (Common) Screen

For each item desired, use the drop down menus to select the quantity and size required. To choose a size, you must click on the size so that it is highlighted in blue! The program automatically selects the correct National Stock Number (NSN), calculates the total price, and populates those fields. If a size is not selected, the item may appear on the order with a Federal Supply Class (FSC) of “0000”. You will not receive it. If a Like New Free item is stocked by the CCDF, it is listed on the page entitled “Like New Free Items”.

The CCDF is not authorized to provide:

Special order personal clothing. Individuals who cannot be fit with standard sizes of military clothing must have those clothing items special-ordered.

Special order requests are submitted by the unit through the USPFO or DOL to DSCP and are not filled by the CCDF

Non-NSN personal clothing (including loose nametapes, embroidered US Army tapes and nameplates)

Maternity Green uniform components or

Organizational Clothing and Individual Equipment (OCIE) including Maternity Camouflage Uniforms.

Nametapes, other than those affixed to uniforms issued by the CCDF, cannot be ordered separately from the CCDF

When you have ordered all of the common items needed by the soldier, go the next appropriate ordering screen or, if finished, click on the [pic] button at the bottom of the screen.

Make sure you order any required organization shoulder patches (insignia, shoulder, sleeve) or sewn-on tabs (e.g. special forces). If tabs are ordered, they will be sewn on at no additional charge, the same as the organizational patch. If ordering the Special Forces patch, ensure that an airborne tab is also ordered.

State Tabs are not stocked or issued. However, if the soldier is entitled to one or more state tabs, select the appropriate number of state tabs on the Accessories page. State tabs will not be provided, but CCDF sewing personnel will sew the Insignia, Shoulder, Sleeve (unit patch) lower to accommodate later (local) affixing of the tab.

UNIT PATCHES

Subdued insignia, shoulder, sleeve (Unit Patch) for wear on the left sleeve is found on the Common Items Screen. Full color insignia, soldier, sleeve for wear on the left sleeve is found on the Male and Female Item screens. Former wartime service unit insignia, shoulder, sleeve for wear on the right sleeve is found on the Accessories Screen. Sewing for shoulder sleeve insignia and tabs worn on the left sleeve is provided and is no cost to the soldier.

4.3.1.4 Male/Female Screens

Based on the gender selection you made on the Personal Clothing Request Form Screen, a listing of authorized male-specific or female-specific items is displayed.

[pic]

Figure 4-9, Men’s and Women’s Clothing Screens

Use the drop down menus to select the quantities and sizes required. The program automatically selects the correct NSN, calculates the total price, and populates those fields.

When all common items needed for the soldier are ordered, go the next appropriate ordering screen or, if finished, click on the [pic] button at the bottom of the screen. Make sure you order any organization shoulder patch and or combat patch (insignia, shoulder, sleeve) or sewn-on tabs (e.g., special forces).U.S. Flag will be added to all orders with items that require U.S. Flag be worn. Sewing is provided free of charge.

4.3.1.5 Accessories Screen

The Accessories screen is shown at figure 4-10. Items available include various types of insignia. This form can also be used to order sewn-on tabs (e.g., special forces). If state tabs are needed, see paragraph 4.3.1.3.

[pic]

Figure 4-10. Accessories Screen

Use the drop down menus to select the quantities and sizes required. The program automatically selects the correct NSN, calculates the total price, and populates those fields.

When all of the accessories needed for the soldier are ordered, go the next appropriate ordering screen or, if finished, click on the [pic] button at the bottom of the screen.

4.3.1.6 Ribbons and Attachments Screen

The Ribbons and Attachments screen is shown at figure 4-11. Use the drop down menus to select the quantities and types required. The program automatically selects the correct NSN, calculates the total price, and populates those fields.

[pic]

Figure 4-11 Ribbons and Attachments Screen

When all of the awards needed for the soldier are ordered, go the next appropriate ordering screen or, if finished, click on the [pic] button at the bottom of the screen.

4.3.1.7 Order Summary Screen

Clicking the [pic] button displays a screen that summarizes the items ordered and their total price (figure 4-12). Check carefully to ensure that you are ordering the correct items and sizes. If any of the NSNs listed begin with “0000”, you failed to click on a size after you selected the item. Click [pic], return to the correct ordering page and select the size. If you fail to correct the error, the CCDF will delete that item and process the remainder of the order. A credit for the deleted item will be posted to the unit’s OA Balance Information Screen (figure 4-5).

[pic]

Figure 4-12. Order Summary Screen

To add additional items to the order or to change/eliminate items or sizes you previously selected, click [pic].

4.3.1.8 Purchase Confirmation Screen

Click on [pic] to display a Purchase Confirmation screen (figure 4-13). Clicking on [pic] transmits your order to the CCDF. From that point on, the only way to change, correct or cancel your order is to telephone the CCDF.

[pic]

Figure 4-13. Purchase Confirmation Screen

The purpose of this screen is to ensure that the CCDF database contains the correct shipping address for the DODAAC. If the shipping address is incorrect, immediately call the CCDF at DSN 745-3988/4171 or, if lacking DSN access, toll free at 888-255-1131 or (859) 293-3988/4171.

If the cost of your order exceeds your remaining OA, or would exceed the state’s ordering limit (even if your unit did not exceed its limit), a warning screen (figure 4-14) will be displayed. The person designated by state policy must be contacted to increase the OA allotment before the order can be processed by the CCDF.

[pic]

Figure 4-14. Insufficient OA Screen

4.3.1.9 Receipt Screen

If you desire to obtain a receipt (CCDF Form 3) for your order (figure 4-15), click [pic] on the Purchase Confirmation Screen.

Use the “File” “Print” function on your browser to print the receipt.

[pic]

Figure 4-15. Receipt Screen.

Urgency Codes found on CCDF Form 3 are as follows:

|CODE |URGENCY |

|1 |Emergency Air |

|2 |Routine |

|3 |Deferred |

|4 |Emergency Ground |

4.3.1.10 Options Upon Completing the Ordering Process

The CCDF’s automated system creates a document register entry for each order. Upon completion of an order, the receipt screen presents three options:

• Confirmation Page (returns to the Confirmation screen),

• Shop for Another Soldier (returns to the Personal Clothing Request screen), or

• Exit the Ordering Screen (returns to the Login screen).

If, after completing the order, you discover a mistake, call the CCDF immediately.

The mistake can be fixed if it is reported before the order is shipped.

4.3.1.11 System-imposed Limitations on Internet Ordering

Two or more sizes of the same item cannot be ordered on a single document unless one is new and the other is Like Free New. Solution: Use multiple fax orders or multiple Internet orders.

Two or more decoration or insignia sets may also not be available for order on a single document. Solution: Use multiple fax orders or multiple Internet orders.

4.3.2 BULK ORDERS

4.3.2.1 Definition

A bulk order is a single requisition for one or more NSNs for either (1) immediate issue to two or more soldiers or (2) for authorized stockage at the unit level to meet anticipated future demands.

4.3.2.2 General

The CCDF ordering system will accept bulk orders from any DODAAC/unit authorized to order from the CCDF. Paragraph 15-2b of AR 700-84 specifically allows unit stockage of up to five sets of rank insignia per enlisted grade and 25 insignia, organization, shoulder and specifically prohibits the ordering of socks for stockage at unit level. Like New Free items may not be ordered in bulk.

No more than 25 Insignia, shoulder, sleeve and no more than ten of any other one item/NSN may be ordered on a single bulk order. If a larger quantity is requested, it will be reduced to 25 or ten by the CCDF before the order is processed and no backorder will be created for the difference between the ordered and the issued quantities.

4.3.2.3 Bulk Ordering Procedure

At the Main Menu screen (figure 4-3), click on [pic].

The Personal Clothing Request Form, configured for a bulk order, is displayed (figure 4-16).

[pic]

Figure 4-16. Bulk Clothing Request Screen

Enter the information requested.

SUPPLY SGT LAST NAME – Self-explanatory.

SUPPLY SGT FIRST NAME – Self-explanatory.

MIDDLE INITIAL – If none, leave blank

When you have completed the form, click [pic].

The Personal Clothing Request (Common) screen is displayed (figure 4-6). If this is needed for your bulk order, complete it as described in paragraph 4.3.1.3. However, instead of selecting a quantity from a drop down menu, enter it in the quantity field. To choose a size, you must click on the size so that it is highlighted in blue.

When finished with the Common Personal Clothing Request screen, select the next required ordering screen, or the [pic] button if the order is complete. [pic] will display a summary of your order. Check carefully to ensure that you are ordering the correct items and sizes. The remainder of the process is the same as that described in paragraphs 4.3.1.7 through 4.3.1.11.

4.3.2.4 Ordering Like New Free Items

Like New Free items may not be ordered in bulk.

4.3.2.5 System-imposed Limitations on Bulk Ordering

No more than 25 Insignia, shoulder, sleeve and no more than ten of any other one item/NSN may be ordered on a single bulk order.

Two or more sizes of the same item cannot be ordered on a single document.

Multiple types of decoration sets and ribbon attachments are not available for order on a single Internet order. Solution: Use multiple fax orders or multiple Internet orders.

Two or more ranks of the same type (i.e., pin-on) rank insignia, multiple branch insignia, multiple miscellaneous insignia, and multiple qualification badges cannot be ordered on a single Internet order. Solution: Use multiple fax orders or multiple Internet orders.

4.3.3 ORDER FOLLOWUP

Within 24 hours after an order is submitted via Internet, fax or telephone, the order should appear on the Order Status screen and on the Pending Order Document Register (see 4.4.2).

Units are invited to monitor order status using the document register or Order Status Screen.

4 On-Line Document Register

1 General

The CCDF maintains a suite of three on-line document registers that automatically post unit orders and any backorders created and enter status. Unit involvement is limited to a requirement to acknowledge receipt. The requirement to maintain a separate document register at unit level is terminated.

The document registers are accessed from the main menu by clicking the DOCUMENT REGISTER button. The Document Register home page (figure 4-17) is displayed. Clicking on their button on this page accesses each of the three registers.

[pic]

Figure 4-17. Document Register Home Page

2 Pending Orders Register

The Pending Orders Register (figure 4-18) lists orders received by the CCDF but not yet shipped. When an order is shipped, the entry automatically migrates to the Shipped Register.

[pic]

Figure 4-18. Pending Orders Register

3 Shipped Orders Register

The Shipped Orders Register (figure 4-19) displays document register entries for orders shipped by the CCDF but not yet received by the unit. When the unit receives the shipment, supply personnel must access the document register and click the RECEIVED button on the appropriate line. At that time, the entry automatically migrates to the Received Orders Register. Orders that have been shipped complete, with no backordered items, will have a ‘X’ suffix on the document number.

[pic]

Figure 4-19. Shipped Orders Register

4 Received Orders Register

Documents acknowledged as received by supply personnel (see. 4.4.3) migrate to the Received Orders Register (figure 4-20) and remain displayed on that register for 30 days following receipt. Concurrently, the document record is posted to the Unit Order History File and may be accessed by using the Unit Order History Report function. Thirty days after the receipt date, the document entry is automatically removed from the Received Orders Register, but the transaction remains accessible by using the Unit Order History Report function.

[pic]

Figure 4-20. Received Orders Register

5.0 REPORTS

5.1 general

Five reports are provided online for the routine use of unit personnel possessing CCDF User IDs:

Soldier Demand History Report

Soldier Order History Report.

Unit Demand History Report

Unit Order History Report.

Unit Order History Report - Detailed

Two additional reports, not normally used by units, are also accessible to them. Unit reports will be available only to those individuals authorized to order for the DODAAC.

2 Accessing Online Reports

To access the online reports, click on the [pic] button on the CCDF main menu screen (Figure 10-1).

[pic]Figure 10-1. CCDF Main Menu

The Clothing Report Engine screen (Figure 10-2) will appear. Select the desired report from the Report Name dropdown menu. Define the period to be covered, using the Start Date and the End Date dropdown menus. Select the DODAAC from the dropdown menu. (The DODAACs appearing on the dropdown menu are those that the user’s LOGIN ID allows them to access.) When the choices noted have been made, click the Run Report button.

Note that the Soldier Demand History and Soldier Order History reports are accessed slightly differently, by entering the SSAN rather than by selecting a DODAAC.

[pic]

Figure 10-2, Clothing Report Engine Screen

3 online reports

1 Soldier Demand History Report

This report (figure 10-3) displays a list of items supplied to a specific soldier identified by SSAN over a specified period of time.

[pic]

Figure 10-3, Soldier Demand History Report

2 Soldier Order History Report

This report (figure 10-4) displays a history, by NSN and quantity, of items issued to a specific soldier, identified by SSAN, over a specified period of time. [pic]

Figure 10-4, Soldier Order History Report

3 Unit Demand History Report

This report (figure 10-5) consists of a listing of clothing items ordered by a specific unit over a specified period of time. The report is generally used to see the volume of items ordered arrayed by type of item. The PGC code aggregates like items (i.e., all combat boots are rolled up on a single line under PGC 01895).

[pic]

Figure 10-5,Unit Demand History Report

4 Unit Order History Report

This report (figure 10-6) displays an order history for a specific DODAAC for a specific time period.

[pic]

Figure 10-6, Unit Order History Report

5 Unit Order History Report – Detailed

This report (figure 10-7) is similar to the Unit Order History Report (10.3.4 above), except that it details the orders by item. Command Supply Discipline Teams desiring a list of all items issued to a unit during a specified period, arrayed by soldier, will likely select this report.

[pic]

Figure 10-7, Unit Order History Report- Detailed

6 Online Reports Not Generally Used by Units

1 General

The following reports are available to units, but primarily intended for the use of commands in monitoring trends.

2 Bulk Order Report

This report (figure 10-8) lists all bulk orders shipped to units in the State in the specified period.

[pic]

Figure 10-8, Bulk Order Report

3 Emergency Urgency Report

This report (figure 10-9) lists the priorities applied by units to their orders for the period selected. Frequent use of emergency (air or ground) urgency by a unit indicates a broken process somewhere. It could be lack of prior planning at unit level, late notification of selection for school training or some other disconnect that imposes unnecessary costs on the supply system and requires a fix. Supply economy and stewardship considerations suggest the need for command attention to the underlying problem(s).

[pic]

Figure 10-9, Emergency Urgency Report

4 Manipulating the data

The reports cannot be sorted online. It is fairly easy, however, to manipulate the data by placing it into an Excel® spreadsheet and then using the Sort function of Excel®. Use the following procedure:

50. Highlight all the data, including column titles, on the online report. (Make sure you remember the total number of rows and the columns involved.)

Right click, select Copy and release the button.

Open a new Excel® spreadsheet.

Highlight the same number of rows and columns on the excel spreadsheet.

Right click, select Paste and release the button.

Keeping the area pasted highlighted, on the toolbar select Format, Column, Auto fit Selection.

To sort the data, on the toolbar select Data, Sort and then select the desired sorting criteria.

6.0 billing

6.1 General

All billing will be by MILSBILLS transactions. DSCP will bill the states monthly for issues to their units. The billing cycle runs from the 16th of the previous month through the 15th of the current month. Since the location where receipt records are maintained is the DODAAC/unit, USPFOs/DOLs must involve the unit in validating that what was billed was actually received. The billing is currently under two different systems at DSCP, the newer BSM system and the older SAMMS system. DSCP has been transitioning clothing items into the newer BSM system for over a year now, and hope to complete soon. This means that currently DSCP has to bill each state two separate bills, one bill to cover all BSM items and another bill to cover all non-BSM items shipped out during the billing cycle.

6.2 Prebills

The USPFO/DOL will receive two monthly reports listing orders shipped by the CCDF during the billing cycle. The List of Issues Report (figure 8-1) displays for each DODAAC, the listing of document numbers for orders shipped the previous billing cycle, the cost of each order, and the total charges by that DODAAC for the month.

[pic]Figure 6-1. List Of Issues Report

The Pre-Billing Report rolls up all issues to units in the state by NSN, with a discrete USPFO document number generated by DSCP assigned to each NSN.

Figure 6-2. Pre-Billing Report

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FOR COMPLETION BY STATE

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