Dealing with change is unenviable. Have you ever wished that the change you were forced to react to could be handled by someone else? The Office of the Secretary of Defense (OSD) announced a change in March that will have a demonstrable impact on DoD contractors who are responsible for submitting IUIDs for new acquisitions to the IUID Registry beginning August 2014 only two months away. OSD’s newsletter reads: “Users will no longer be able to submit New Acquisition End Items directly to the IUID Registry.”
It’s that simple.
So what are your alternatives if you’re shipping new acquisitions to the government? You will now be required to submit IUIDs as embedded data elements to your Wide Area Workflow (WAWF) transactions. According to the IUID Registry / WAWF Integration Newsletter, taking effect this August “WAWF will allow for one level of embedded items (up to 100). If an item has more than one level of embeds below the parent, the end item will be submitted via WAWF for acceptance, then the additional child/embedded item information will be entered directly to the IUID Registry via an XML/Flat file.”
Many companies who have the responsibility of invoices and receiving reports submit them through the WAWF. This is simple enough. However, if you are responsible for submitting IUIDs, to-date you have submitted the IUIDs directly to the IUID Registry. Production department weren’t required to provide production data such as item pedigree to the teams responsible for invoicing.
Now that’s changed.
The WAWF and IUID Registry will be inexplicably linked for the foreseeable future. Production data must flow from one side of the business to the other, with shipping and invoicing as your data’s final destination. Now is the time to define new business processes and workflow to expedite data transfer. Too much is on the line to rely on manual entry for all of your IUID data in your WAWF transactions. Fat fingering or copy and pasting production data, is risky at best. If errors occur, shipments get rejected and payments get delayed. I’ve seen this happen first-hand, creating unwelcome fire drills and in an organization.
Consider for the moment that every new acquisition invoice or receiving report requires the entry of IUID data which requires:
- At least eight data elements for every original part number (including issuing agency code, original manufacturer code, lot/batch, and numerous others)
- For each IUID that relates to that part number, two data elements must be entered including the IUID and serial number for each item
For an average receiving report required for a single WAWF transaction that included 20 unique part numbers with 30 IUIDs each, the WAWF user would have to enter 1360 data elements.
Also, adding embedded IUIDs is another layer of complexity. Each primary IUID would have embedded IUIDs linked through to the primary IUID. This can continue for multiple layers. The key is to ensure that the right child IUIDs link to the right parent IUID and this takes significant coordination.
The WAWF training below illustrates this complexity: https://wawftraining.eb.mil/xhtml/unauth/web/wbt/demo/UidOverview.htm
Back to dealing with change. You can have someone handle the upcoming change for you―A2B Tracking is your way forward. A2B’s latest cloud-based portal for managing IUID data and WAWF transactions seamlessly connect production to shipping and invoicing. Once you enter your data, our software we processes it with all of the business rules set in place by OSD. You manage all of your IUID details and WAWF transactions from your web-based portal–all within your control. It is our job is to anticipate and implement the external changes from OSD so you remain in compliance. We’re prepared so you can say, “yeah, that OSD change, we’ve got it covered.”
And all of your WAWF pack and ship data capture requirements for shipment level detail are managed by UC! Web, A2B’s asset tracking and IUID compliance solution. That includes all RFID, MIL STD 129 needs for storing and transmitting for shipment information to the government. We’re on it.