KYLOC Class IX OCIE Handbook

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KYLOC Class IX OCIE Handbook Powered By Docstoc
					NGMMC Class IX / OCIE / Special Projects

               User Handbook




             Version 1.0
                              Prepared by

                                 KYLOC

                             19 April 2005
PREFACE
       This User Handbook provides the detailed information needed by POC level
personnel ordering military Class IX and OCIE materiel from NGMMC.

        To maximize its usefulness to the POC, a user’s handbook should integrate “how to”
information with regulatory and policy guidance. No two bases will choose to issue identical
policy and regulatory guidance. To accommodate this fact, this handbook is provided to
bases in electronic format, to insert local policy for the individual bases.

        NGMMC provides unparalleled service to the Guardman. Class IX parts and OCIE
materiel are available for order. Units have a choice of ordering for delivery to the base
within three to seven days (routine) or next day delivery (emergency).

        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 Personnel stewardship. A Supply
Personnel order is not reviewed prior to being filled by NGMMC. Scrutiny of the Supply
Personnel 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 Personnel with all of the information tools
needed to provide outstanding service to the unit’s Guardman. The three keys to success are
as follows:

      Understand the mechanics of the program by reading these instructions.

      Know and apply command policies concerning Class IX / OCIE / Special Projects
       materiel.

      Exercise stewardship by providing the Guardman with the materiel he/she needs
       while concurrently thinking like a taxpayer.




                                            ii
CONTENTS
1.0 OVERVIEW ................................................................................................................ 1
2.0 TERMS AND ABBREVIATIONS ............................................................................ 2
3.0 REQUESTS FOR CHANGES TO HANDBOOK .................................................. 3
4.0 POINTS OF CONTACT ............................................................................................ 4
5.0 SYSTEM SUMMARY................................................................................................ 5
6.0 SYSTEM ENVIRONMENT ....................................................................................... 6
7.0 ACCESS TO THE NGMMC SYSTEM ................................................................... 7
   7.1 REGISTRATION .................................................................................................... 7
   7.2 CONFIRMATION OF REGISTRATION ............................................................ 11
   7.3 CHANGES TO REGISTRATION DATA ........................................................... 12
8.0 NGMMC MAIN MENU ............................................................................................ 13
9.0 INVENTORY............................................................................................................. 14
   9.1 SPECIAL PROJECTS INVENTORY ................................................................. 14
   9.2 NON-SPECIAL PROJECTS INVENTORY....................................................... 15
10.0 ORDERING PROCESS ....................................................................................... 19
   10.1 ORDER FLOW ................................................................................................... 20
   10.2 HOW TO PLACE A NGMMC WEBSITE ORDER ......................................... 21
INDEX .............................................................................................................................. 29




                                                                 iii
1.0 OVERVIEW
       The purpose of this user handbook is to provide the (POC) Supply Personnel with
detailed instructions or the processes to be used to obtain and account for CLASS IX parts,
OCIE materiel, and Special Projects materiel from the NGMMC.
2.0 TERMS AND ABBREVIATIONS
    CCDF – Central Clothing Distribution Facility
    CLASS IX – Repair parts
    CML – Commercial
    CSDP – Command Supply Discipline Program
    DODAAC – Department of Defense Activity Address Code
    DSN – Digital Subscriber Network
    ID – Identification
    KYLOC – Kentucky Logistics Operation Center
    MOB – Mobilization Order
    NGB – National Guard Bureau
    NGMMC – National Guard Materiel Management Center
    NIIN – National Item Identification Number
    NSN – National Stock Number
    OCIE – Organizational Clothing Individual Equipment
    POC – Point of Contact
    USER ID – User Identification




                                         2
3.0 REQUESTS FOR CHANGES TO HANDBOOK
      Suggestions for changes to this handbook may be submitted to Col. James Head at-
jhead@ngmmc.com, DSN 745- 3656, or CML 859-293-3656.




                                          3
4.0 POINTS OF CONTACT
       Internet Web Site Address: www.ngmmc.ngb.army.mil or commercial line access at
www.ngmmc.com. Access to this site is password protected. Prospective users must
complete an Application for User Identification (ID), as prescribed by the Program Manager.

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 materiel:

Bluegrass Station
KYLOC, Building 6
5751 Briar Hill Road
Lexington, KY 40516-9721


(See below for phone and e-mail.)

If you have DSN access, please use that rather than a toll free number.

Points of Contact for Specific Questions:

SUBJECT                 NAME                PHONE                   E-MAIL
Facility Manager,       Jack Carpenter      DSN 745-3471/3857       jcarpenter@kyloc.com
Program                                     CML (859-293-
Administration                              3471/3857
Assistant Director      Col. James Head     DSN 745-3656            jhead@ngmmc.com
                                            CML (859-293-3656
Information Systems     Chris Ripy          DSN 745-3342            cripy@ngmmc.com
                                            CML (859) 293-3342
Unit Orders and         Teresa Vance        DSN 745-3939            tvance@ngmmc.com
Shipments to Units                          CML (859) 293-3939
Unit Orders and         Pat Prater          DSN 745-3859            patprater@ngmmc.com
Shipments to Units                          CML (859) 293-3859
Chief, Supply and       Harry Johnson       CML (703) 607-7496      harry.johnson@ngb.army.mil
Services Branch, NGB                        DSN 327-7496
RS-TOPS (NGB)           Bobby Pelath        DSN 327-7458            robert.pelath@ngb.army.mil
                                            CML (703) 607-7458

                                             4
5.0 SYSTEM SUMMARY
       The National Guard Class IX and OCIE distribution system is designed to provide
consistent and responsive support to National Guard enlisted soldiers by allowing units to
order directly from the distribution facility and delivering orders directly to base supply.


   There are several methods of ordering Class IX / OCIE materiel from NGMMC (these
methods vary if the type of item ordered is classified as Special Projects). Most orders will
be requested by contacting NGMMC via phone or e-mail, or using the NGMMC website.
However, some Special Projects items will be initiated in NGB’s RS-TOPS system. Please
reference section 10.0 Ordering Process for details.




                                              5
6.0 SYSTEM ENVIRONMENT
       Use of NGMMC’s website requires an IBM-compatible computer with Microsoft
Internet Explorer version 5.0 with SP1 or higher. AOL users should be aware that the AOL
version number is not necessarily the Internet Explorer browser version number.


       Users are strongly encouraged to test their browser to verify functionality. To verify
the version of Internet Explorer:
   1. Open browser
   2. Click Help.
   3. Click on About Internet Explorer.
   This screen will display the version and service pack information.
Note: You can download the latest version of Internet Explorer from www.microsoft.com.
Please check with your DOIM office before downloading.




                                             6
7.0 ACCESS TO THE NGMMC SYSTEM
       You must have an approved account to use NGMMC’s online catalog.
Note: The following instructions describe how to obtain access only to NGMMC’s Class IX /
OCIE website. This WILL NOT gain you access to NGB’s RS-TOPS system or the Central
Clothing Distribution Facility (CCDF).


7.1 REGISTRATION
You can go online to NGMMC’s website to request access for ordering. To do this:

1. Using Internet Explorer (version 5.0 SP1 or higher), go to www.ngmmc.ngb.army.mil (see
   Figure 7-1).




                                          7
   Figure 7-1: NGMMC Main Menu


2. Click on the Class IX or OCIE button. This will display the login screen for Class IX or
   OCIE, depending upon what you have selected (see Figure 2). You can also click the Class
   IX Access Request button, which will display the Request for Access screen (see step 4,
   Figure 7-3).




                                          8
   Figure 7-2: OCIE Login Page




3. Click the Request Account button. This will display the Request for Access screen (see
   Figure 7-3).




                                           9
   Figure 7-3: Request For Access Page


4. Click the Request Access Form button. This will display the Request For Access Form
   (see Figure 7-4).

   Note: You only need to complete one form to gain access to both Class IX and OCIE. It
   is not necessary to fill out a form for each.




                                          10
   Figure 7-4: Request For Access Form


      In order to receive a user id and password for the online catalog, complete the
   Request for Access form and mail it to:

                           Guard Materiel Management Center
                           MIS Security GMMC Building 6
                           5751 Briar Hill Road
                           Lexington, KY 40516-9721


7.2 CONFIRMATION OF REGISTRATION

       Individuals will need to contact the Point of Contact (POC) to be granted access to
the NGMMC by getting user identification (USER ID) and password from the POC. The
individual will be asked to change the password at first login. It is up to the individual to
remember the password. If the password is lost or forgotten, the POC should be contacted to
get the password reset.



                                              11
7.3 CHANGES TO REGISTRATION DATA

       Changes to any of the registration data must be sent to the POC. Requests sent
directly to any other individual other than the POC will not be honored. This is a fraud-
prevention requirement.




                                             12
8.0 NGMMC MAIN MENU
  Figure 8-1 (below) provides a brief description of the buttons on NGMMC’s main menu.




Figure 8-1: NGMMC Main Menu




                                        13
9.0 INVENTORY
    There are two basic types of inventory available for order from NGMMC – stock
classified as Special Projects and stock NOT classified as Special Projects. The following
describes each type.
Note: All of NGMMC’s inventory is primarily Condition A materiel, but some may also be
classified as Condition B stock. ALL CONDITION B STOCK IS CONSIDERED LIKE
NEW.


9.1 SPECIAL PROJECTS INVENTORY
    Figure 9-1 (below) is a list of the items that are classified as Special Projects. Due to their
sensitive nature, available quantities are not listed on NGMMC’s website. The process for
ordering Special Project items is also slightly different from requesting non-Special Project
items (see section 10.0 ORDERING PROCESS for details).




Figure 9-1: Special Projects Assets List




                                                14
9.2 NON-SPECIAL PROJECTS INVENTORY

   The NGMMC website provides a listing of all non-Special Project CLASS IX / OCIE
inventory. This listing is updated weekly. It is meant to be used as a “catalog” of materiel
that NGMMC has available for issue. To view this list:


1. Using Internet Explorer (version 5.0 SP1 or higher), go to www.ngmmc.ngb.army.mil (see
   Figure 9-2).




                                            15
Figure 9-2: NGMMC Main Menu


2. Click on the Class IX or OCIE button. This will display the login screen for Class IX or
   OCIE, depending upon what you have selected (see Figure 9-3).

    Note: You do not need to login to view the inventory lists.




                                             16
Figure 9-3: OCIE Login Page


3. Click on the LEGACY INVENTORY link (if Class IX), or the OCIE INVENTORY
   link if OCIE. This will display the appropriate inventory listing in a Microsoft Excel
   spreadsheet (see Figure 9-4).




                                            17
Figure 9-4: OCIE Inventory List (updated weekly)



Note: Individual states can submit their own inventory lists (in the format above) to
NGMMC. NGMMC will then provide (via e-mail) the above inventory list filtered to contain
only the items that match those provided on the state’s list. State inventory lists should be
provided to Teresa Vance (tvance@ngmmc.com).




                                                   18
10.0 ORDERING PROCESS
       After you are registered and are provided with the appropriate access to RS-TOPS
and to NGMMC’s Class IX / OCIE website, you are ready to place orders. The following is
a general description and flow (Figure 10-1) of the ordering process as well as specific
instructions on how to order Class IX / OCIE orders.


   There are several methods of ordering Class IX / OCIE materiel (these methods vary
depending upon the type of item ordered (i.e. classified as Special Projects).


   1. Orders for specific Special Project materiel LISTED IN NGB’s RS-TOPS system as
       available for order from NGMMC should be initiated over the Internet using RS-
       TOPS. See the NGMMC RS-TOPS Requestor Handbook for instructions on using
       RS-TOPS.


   2. Orders for Special Project material NOT LISTED in RS-TOPS should be initiated
       via e-mail with the appropriate MOB order attached.


   3. All non-Special Project Class IX / OCIE materiel can be ordered via:
           A. The NGMMC website (www.ngmmc.ngb.army.mil).
           B. Standard e-mail (no MOB order necessary).
           C. Phone call to NGMMC POC.


       Note: Requests for non-Special Project items via e-mail or phone should be directed
       to Teresa Vance or Pat Prater (see section 4.0 Points of Contact).




                                              19
10.1 ORDER FLOW




Figure 10-1 Class IX / OCIE Order Flow




                                         20
10.2 HOW TO PLACE A NGMMC WEBSITE ORDER
1. Using Internet Explorer (version 5.0 SP1 or higher), go to www.ngmmc.ngb.army.mil (see
   Figure 10-2).




   Figure 10-2: NGMMC Main Menu


   2. Click on the Class IX or OCIE button. This will display the login screen for Class
      IX or OCIE, depending upon what you have selected (see Figure 10-3).

       Note: All of the Class IX and OCIE screens are identical, other than the type of
       inventory available for order. To avoid duplication, this manual will use OCIE
       screen shots in the remaining instructions.


                                            21
Figure 10-3: OCIE Login Page


3. At the login screen, enter your user ID and password and click Logon. This will
   display a screen where you will select your dodaac (see Figure 10-4).




                                       22
Figure 10-4 OCIE Dodaac Select Page


4. In the Dodac drop-down box, select the appropriate dodaac and click the Select this
   dodac button. This will display the item search screen (see Figure 10-5).

    IMPORTANT! Be sure the dodaac is highlighted.

    Note: You will not be able to see all DODAACs – only the ones to which you have
    been assigned as determined be the Request for Access Form (see section 7.1
    Registration)




                                        23
Figure 10-5: Item Search Page


5. The item search screen allows you to search by NSN, NIIN, or Nomenclature. Do
   one of the following:

    A. Enter NSN and click Search NSN.
    B. Enter NIIN and click Search NIIN.
    C. Enter all or a portion of an item nomenclature and click Search Nomenclature.

Note: All of the options above will take you to the same results screen (see Figure 10-6).
For simplification, this manual will use the Search Nomenclature button in this example.




                                         24
The results screen will display the item(s) you for which you are searching. The on-hand
quantities will be displayed. If the item is not available, then it will be listed as Out of
Stock.

Note: If you would like to receive notice when the stock is replenished for an item that is
out of stock, please send an e-mail to tvance@ngmmc.com. We will get back to you as
soon as the product is available again.




Figure 10-6: OCIE Item Search Results Page




6. In the Order Qty field for the appropriate item, enter the number you want to order
   and press <Tab> (or click to another field). Notice that the Total Price updates
   accordingly.

Note: You cannot order more than the Qty on Hand listed.


7. Click the Add to Order List button. This will display your Order List screen (See
   Figure 10-7).




                                             25
Figure 10-7: OCIE Order List Page


8. The Order List screen allows you to:

    A. Remove item(s) from your order. Click the Delete Item button next to the item
       you want to remove.
    B. Search for more items to add to your order. Click the Continue Shopping button
       to display the search screen, which will allow you to search and add items to your
       order.
    C. Submit your order to be filled. Click the Submit Order button. This will
       complete your order and take you to the confirmation page (See Figure 10-8).




                                          26
Figure 10-8: OCIE Confirmation Page


9. At the confirmation screen, check your name and ship-to address. If this data is
   incorrect, please contact NGMMC with the correction. The confirmation page gives
   you three options:

    A. Click the Start Another Order button if you want to place another order or
       search for other items.
    B. Click the Exit button to take you back to the NGMMC main menu.
    C. Click the Receipt Page button to view and/or print your order (see Figure 10-9).




                                         27
Figure 10-9: OCIE Order Receipt Page


10. You may want a hardcopy of your order for your files. To print the order, select File
    / Print from the drop-down menu or simply click the Print button.

    Note: From the GMMC Order Receipt screen, you can click Start Another order or
    Exit to the main menu.




                                         28
INDEX
                         how to order, 19
 A                                                     P
access, 7                 I                           password, 22
add item, 26             internet explorer, 6         phone, 4
addresses, 4             internet ordering, 19        poc, 4
availability, 14, 15     inventory list, 14, 15, 18   preface, ii
                         item search, 24              print order, 27, 28
 B
browser, 6                K                            R
                         kyloc, 2                     receipt, 28
 C                                                    registration, 7, 12
changes, 3                L                           request for access form,
cml, 2                   login, 22                       11
condition codes, 14
confirmation, 27          M                            S
contacts, 4              main menu, 13                search, 24
csdp, ii, 2                                           ship time, ii
                          N                           special projects, 14
 D                                                    start new order, 27
                         ngb, 2                       stock, 14, 15
delete item, 26          ngmmc, 2
dodaac, 2                                             submit order, 26
                         ngmmc main menu, 13          suggestions, 3
dodaac, 23               niin, 2, 24
dsn, 2                                                summary, 5
                         nomenclature, 24
dsn, 4                   nsn, 2, 24                    U
 E                        O                           user id, 22
e-mail, 4                order confirmation, 27
emergency shipment, ii                                 W
                         order flow, 20
environment, 6           order list, 25, 26           website ordering, 19
                         order receipt, 28
 H                       ordering process, 19
headquarters, ii         overview, i




                                      29

				
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