Life-cycle Events and Government Furnished Property
UID compliance is more than just assigning the mark and notifying the IUID Registry. Full compliance also includes ongoing item maintenance and end-of-life disposition, events that require updates and reporting to the Registry.
Let’s take a look at the life-cycle events. The Registry currently accepts 22 different events for removing items from the DoD’s inventory. The events can be broken down into three different categories: 1) disbursement, 2) disposal and 3) a generic category of release and reintroduce. Disbursement includes exchanges and selling of the item to another entity. Disposal includes the destruction or permanent dissolution of items. The third category includes the retirement or declaring excess along with the re-introduction. With each of these life-cycle events, there is a corresponding set of supporting documentation required when submitting data to the IUID Registry.
Regardless of the category, the goal is to update the Registry as these items are removed from inventory. Without this purging, the DoD’s IUID Registry would be bloated with items that have been destroyed or removed from inventory and Registry data would be inflated.
Leverage the Mark to Manage GFP Life-cycle Events
Data management is a must, not only to ensure compliance with UID policy, but also for proper tracking of all custodial items. With the correct data management tool, you will be able to track the life-cycle of all items within your custody, enabling the reporting of changes to the Registry. Collected data not only allows correct reporting on items at the end of a fiscal year but also creates an audit trail.
Once the first stage of compliance is completed, assignment of UIIs as well as physically marking the items, you should take advantage of the mark to handle the following events: inventory movement, change of contract records, return to government and life-cycle reporting. Each transaction involves changing the asset’s custody record along with a Registry update. It is your responsibility to ensure that the Registry has a current list of items in your custody at a given time. When you record one of the transactions mentioned above, take advantage of the mark by scanning it and then recording the action appropriately.
Total Life-Cycle Management
The ability to track the full life-cycle of each UID should be a primary consideration in any UID implementation plan. This includes the creation of the UID, the management of parent/child relationships, maintenance actions that may occur to the item, item end-of-life and all Registry transactions that go with these stages. It is important not only to keep track of UID life-cycle stages, but to allow for the reporting of each stage. Removal from DoD inventory is only one step, but it is critical in ensuring an eventual goal of the DoD IUID Registry – visibility of all items within the DoD inventory.
Other aspects of full life-cycle management include maintenance activity on assets with UIDs, including changes in embedded relationships as parts to a larger assembly are changed. This action will involve a combination of a change of embedded status on the original part as well as a life-cycle event to take that part out of use, followed by an embedded transaction to incorporate the new part. This creates the visibility of the actual assembly at any point during its life-cycle. All of this comes back to utilization of the UID mark. As parts are removed, added or disposed of, the part should be scanned to report the appropriate action, ensuring that transactions are assigned to the appropriate items. This removes the need for data entry with its high likelihood of error.