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							                                            Excess

Introduction:
In an effort to streamline the redistribution and disposal of excess DoD assets, DPAS and the
Defense Reutilization and Marketing Service (DRMS) have created an interface to link DPAS sites
with the pr ogram used by DRMO activities for receiving assets. At DRMO, DAISY has been
designated as the system for redistribution or disposal of resources, including Information
Technology (IT) (or ADP) resources previously handled by the Defense Information Technology
Management System (DITMS). The DPAS to DAISY interface provides an automated link between
the pr operty book and the Disposal Activity.

There are two types of transactions sent by the Command. T he EXCESS transaction is sent to
inform the Disposal Activity that an asset is available for redistribution. The PRENOT IFICAT ION
(Potential Excess) transaction is sent by the Command to inform the Disposal Activity that an
asset will become available for redistribution at some point in the future. While the Prenotification
transaction is not a mandatory transaction, it does allow the Disposal Activity to prepare with
work planning when and if large quantities of property are arriving at the site. It also helps to
ensure that the proper paper wor k is generated when items are tur ned in. It should be noted
that PRENOT IFICATION transactions can not be created for bulk assets.

Throughout the Prenotification/Excess and Withdraw processes, a status is kept for each
Document number and the associated assets. As the document passes through the different
stages of the process, the status is automatically updated in DPAS. You can v iew the excess
status by going to Inquir ies/Asset Management/Excess Asset in DPAS. The Process
Status Code tells the current status of the Document/Asset. Assets are tied to a pa rticular
Document Number so the status should be the same for both document and asset. A list of all
Process Status codes are included at the end of this document.

Commands are allowed to designate assets to other organizations or designees, but must rece ive
approval from DRMO to transfer these excess items. This request must be identified during the
initial excess process. With the current release, only donations to school organizations can be
designated in the DPAS excess process. All schools requesting donation need to be in the DRMO
Computers for Learning (CFL) database. Visit the CFL Website         for more info. If you are
requesting to donate assets to an agency other than approved school, contact your DRMO for
assistance.

A Command can withdraw an asset provided the Disposal Activity has not processed the
accepting transaction in DAISY. A withdraw transaction can be sent for either the EXCESS or the
PRENOT IFICAT ION transaction type.

When a Command has a Memorandum of Agreement (84KB)                 with the servicing Disposal
Activity (DRMO/FRA), the asset may be marked as "Excess" but remain at the Command site until
redistribution. This will be know n as "Excess in Place". Any assets that reside in DPAS will be
removed from the DPAS property books, but will remain the responsibility of the Comm and
where the asset is located.
DAISY Interface Benefits:
1.   DoD has more descriptive information available to be able to better describe the assets that
     are available, thus the Depar tment should obtain greater redistribution. Prior to the interface,
     all DRMS had available was the description printed on the DD Form 1348-1A. Today they
     have nomenclature, utilization data, device code descriptors, manufacturer, part number, etc.

2.   Reduces DRMS workload. Most of the data is fed to their system electronically. All you need
     to do is enter the Document Nbr and Qty.

3.   One Excess/Redistribution Process. There is only one process for redistribution you must
     understand w hereas before they had to deal with IT assets differently than non-IT assets.

4.   Reduction in System Costs. Savings to the Depar tment by eliminating the DoD IT system
     (DITMS) and eliminates the cost of feeder systems maintaining multiple interfaces to support
     excessing/redistribution.

5.   Savings to the DoD with the “Excess In Place” feature. Eliminates 1st Destination
     Transportation costs to the DRMO w here feasible.

6.   DRMO Wor kload Forecasting Prenotification feature provides “earlier” screening of assets that
     will become excess and assists DRMO with wor kload forecasting w hen used.

7.   Increased Asset Control. With the interface, there is an end to end business process that
     maintains visibility of the asset as it moves from one system to another and from one holder
     to another.

8.   Reduces keyboar d input. DPAS user no longer must perform Decrease Actions (in most
     cases). They are electronically fed to DPAS from DAISY based upon the receipt input by the
     DRMO personnel.

SETUP:

Before the Command can interface with the Disposal Activity, the Excess System Code for the
Unit Identification Code (UIC) must be set to reflect the interface. This is set on the Actbl
UIC/ UIC screen. Select the Actbl UIC/ UIC option from the Master Data menu option on the
menu bar of your page. On the Search Cr iteria page, enter a UIC and select Search. On the
Search Results page, click the Update hyperlink next to the UIC. If the UIC is not interfacing
with the Disposal Activity, the Excess Interface field should be set to N/A. When the Excess
Interface field is set to EXCESS IN PLACE, the UIC is interfacing with the Disposal Activity and
there is a Memorandum of Agreement (MOA) to allow the Command to excess the assets at the
Command site (Excess In Place). When the Excess Interface field is set to NOT EXCESSED IN
PLACE, the UIC is interfacing with the Disposal Activity, but no Memorandum of Agreement
exists to allow the Command to excess the assets at the Command site. Navy sites must
contact the FISC Norfolk DPAS Support Office          to turn the interface on and must fax
them a copy of the MOA if applicable.

The Address Directory Add/ Update/Delete process will allow you to pre-build information about
the reporting installation‟s address information, including POC, phone numbers and email
address. To access this process, select Address from the Master Data option on the menu
bar. You will select the UIC and a n Address T ype (RE for Reporting). Valid entries are stored to
the Address Directory table. T he information on this table should be maintained with current
information at all times.
Processing Information:

PRENOTIFICATION TRANSACTIONS:

The Prenotification transaction is forwarded to the Disposal Activity via the automatic Export
process. When DPAS receives the Acknowledgement record from the Disposal Activity during the
Import process described below, and there are no errors, the status code is updated to „RP‟
(Prenotification Acknowledged). Should DPAS receive an Acknowledgement record where there
is an error, the Process Status Code is updated to „RR‟ (Record Rejected). When you correct the
rejected record, the status code will be reset and the process will star t again. Rejected records
are listed on the DPAS Excess Actions Report w hich is automatically generated and placed in your
Custodian Reports window whenever there is excessing activity for that site.

Prenot ificat ion transact ions cannot be created for bulk assets or for assets already in
an excess or prenotification status.

EXCESS TRANSACTIONS:

On the Search Criteria page, you can search for a specific Asset Id, Stock Nbr, Serial Nbr or
Custodian Nbr. You can browse for Stock Nbrs or Custodian Nbrs. Only assets with the same
Stock Nbr may be excessed together. Once you have performed the excess function, you
can generate your T urn- In Form and print it out. The transaction is submitted to DAISY when
the next export cycle is run.

When you create an excess transaction for an asset, and a prenotification transaction was not
previously created for that asset, a recor d is written to the Asset Redistribution table, with an
Excess Item Number created for that recor d. If the prenotification transaction had been
previously created for that asse t, the Status Code is updated for that asset. In either case, the
Status Code is updated, a Disposal Tur n-In Document Number is created, and an „Add‟
transaction is inserted into the Excess Impor t Interface table for submission to the Disposal
Activity.

After the excess transaction is forwarded to the Disposal Activity via the automatic Expor t
process, the Status Code is updated. When DPAS receives the Acknowledgement record fr om
the Disposal Activity during the Import process, described below, and there are no errors, the
Status Code is updated. Should DPAS receive an Acknowledgement record where there is an
error, the Status Code is updated to “RR” (Record Rejected). Rejected records will be reflected
in the Excess Actions Repor t. When you correct the rejected record, the status code will be reset
and the process will star t again.

When DPAS receives a recor d indicating acceptance of the asset by the Disposal Activity, and the
quantity being accepted is not equal to the quantity submitted, the transac tion will be
suspended. You will then need to contact the Disposal Activity to take care of the discrepancy.
If the quantities match, all assets, other than non-property assets, are automatically dropped
from the Asset Master table. Assets excessed using the “Excess In Place” process, are not
removed from the Asset Redistribution table until the asset is physically removed from the site.
At that point, you will need to remove the asset from the Asset Redistribution table by using the
Excess in Place Delete process. For Non-property book assets, providing there are no
documentation errors, no further action is necessary.

NOTE: Bulk Assets are automat ically suspended upon receipt by DRMO and must be
dropped manually by the User.
NOTE: Assets marked with Condit ion Code of A through H and a value of $800 and
under may be “Batchlotted” by DRMO and will not be automatically dropped from
DPAS.

NOTE: If the quant ity of items received by DRMO for a part icular Document Number
(DD For m 1348-1A) does not match the quantity physically turned in, none of the
assets will be automat ically dropped in DPAS. You will need to manually decrease
them.

NOTE: Excess transactions cannot be created for assets already in an excess status.

EXCESSING IT ASSETS:

When a Stock Nbr represents an Information Technology (IT) item, you must select an ACC of
“K- IT Equipment/Hardware” w hen entering that Stock Nbr in the Catalog process. When the
ACC is set correctly, you must select the IT Device Code. This data element will be validated
against codes stored in the IT Device Code table. T he IT Device Code table is currently updated
quarterly.

You must then add a Mfr Name, and/or CAGE Cd, Mfr Model Nbr or Mfr Par t Nbr.

All other data elements, as required in the DPAS Asset Receiving, Asset Update, Asset Decrease
and Excess screens, are validated as the data is entered.

As of October 24, 2003, DRMOs are required to process all IT assets separately unless they are
$800 or less, regardless of the Supply Condition Code. Once processed, they will be
automatically dropped from the books.

For DRMO requirements and additional information on tur ning in IT assets to DRMO, go to the
DRMO IT Asset information page.

CORRECTING REJECTED TRANSACTIONS:

It is imperative that you use valid, accurate data when excessing assets. Failure to
do so will result in transactions being rejected and the assets turned in will not
automat ically drop from your property book.

Common reasons for assets being rejected by DAISY:

  1.   Invalid Document Number
  2.   Special characters in the Remar ks field (even commas and dashes)
  3.   Invalid DODAAC
  4.   Invalid RIC From code
  5.   Quantity turned in and quantity on the DD Form 1348-1A do not match
  6.   The asset turned in does not exist in DPAS (user deleted from DPAS before DRMO
       processed DD Form 1348-1A)
  7.   Missing required data elements in DPAS
  8.   No Excess date entered when excessing the asset in DPAS

Assets rejected by DAISY are annotated on the Excess Actions Report, but the reason may not be
clear to you. The Rejection/Error codes are listed in a table at the end of this document. The
best course of action would be to call the Disposal Activity to ascertain the cause of the rejection.
Most pr oblems involve making a correction to your turn-in document in DPAS. In all rejection
cases, the entire document is rejected by DAISY, even if only one asset had an error.

Depending on the nature of the problem or error, there are two courses of action. In most
cases, the error will only result in your assets not being automatically dropped from the proper ty
book. For these cases, you will only need to manually drop the assets from DPAS associated with
the rejected document by using the Asset Disposition process. For example, if you used the
wrong RIC From code, your DRMO may manually correct the DD Form 1348-1A and enter it in
DAISY, but no XR-1 (Acknowledgement) transaction will be sent back to DPAS, so your assets will
not be dropped automatically. The other option available is to withdraw all assets from excess
that are associated with that document number, fix the error, then re-excess each asset. This is
a lot of work just to allow DAISY to automatically drop the assets, that you could have done
yourself in a matter of minutes. Another example: if you are turning in 5 assets on one
document number and you go ahead and manually decrease one of them before DRMO
processes the assets in DAISY, none of the other 4 will be dropped automatically. So you only
need to drop the other 4 assets manually.

There may be a few instances where it is necessary to withdraw the assets and fix the d ocument
and re-excess the assets. An example of this is if the Document Number sent by DPAS does not
match the document you presented to DRMO. An incorrect DODAAC may also require the items
to be re-excessed with a corrected document. In or der to make the changes, the asset(s)
associated with the document number must be Withdrawn using the Excess process in DPAS,
then the document must be corrected and the assets must be re-excessed. In the future it is
believed that DAISY will be able to accept change transactions and will no longer require rejected
documents and assets to have to be re-excessed.

As stated in the section entitled EXCESS TRANSACTION, DRMOs are not required to individually
process assets $800 and under in Condition Codes A-H. Keep in mind that this means you will
have to manually decrease these items from your proper ty book once the DRMO has accepted
the assets and signed/stamped the tur n-in document. There is currently no indication on the
Excess Actions Report that lists document numbers that were batchlotted. A solution is being
devised to give you some sort of indication of w hich documents were batchlotted and ma y be
available at a later date.

WITHDRAW TRANSACTIONS:

Changes cannot be sent to the Disposal Activity. When a change occurs or a record is rejected
by DAISY, you must withdraw the excess or prenotification transaction, fix the discrepancy, and
then re-excess.

If the Return Acknowledgement (RN) recor d has already been received from DRMO and the
record has been suspended in DPAS, you cannot withdraw the excess transaction and will need
to contact the Disposal Activity for resolution.

Bulk managed assets are automatically suspended upon receipt from DAISY and you will need to
delete these assets utilizing the Asset Disposition program in DPAS.

EXCESS IMPORT PROCESS:

In the Excess Import process, DPAS will convert the file format used by the Disposal Activity into
a fixed-length standar d file format for use by DPAS.
The Excess Actions Report will identify those transactions by Document Number that are rejected
by the receiving Disposal Agency. The last par t of the report will also show the Document
Numbers for those assets automatically dropped from the proper ty book upon receipt by DRMO.

The Excess Actions Transaction Update process will match the turn-in document number and
quantity sent by the Disposal Activity with the original turn-in document number and quantity
sent by the Command. When an exact match is made, the process will check the Excess In Place
indicator on the transaction sent by the Disposal Activity. If the Excess In Place indicator is equal
to „Y‟, the Process Status Code is updated to "EP" (Excess In Place) on the Asset Redistribution
table. If the Excess In Place indicator is not equal to „Y‟, the process will call the Asset
Disposition process to remove the end item, and will then delete the transaction from the Asset
Redistribution table.

Table 1 – Process Status Code Values and Definitions - Excess Import Interface Table

Code Value Definition

    FP - File row ready for processing
    FR - File row rejected
    FS - File row suspended
    RP - Transaction row ready for processing
    PR - Transaction row processed and reported
    PX - Transaction row ready for delete

Process Status Code Values – Asset Redistribution Table

Code Value Definition

    PR - Prenotification transaction ready to send
    PX - Prenotification transaction sent to Disposal Activity (AE1 sent)
    RP - Prenotification transaction acknowledged by Disposal Activity (AFX received – no errors)
    ER - Excess transaction ready to send
    EX - Excess transaction sent to Disposal Activity (AS3 sent)
    RE - Excess transaction acknowledged by Disposal Activity (AFX received)
    EC - Excess transaction accepted by Disposal Activity and item not Excess In Place (XR1
    received – qty matched – not Excess in Place)
    ES - Excess transaction accepted by Disposal Activity but suspended within DPAS (XR1
    received – qty mismatch or bulk asset)
    EP - Excess transaction accepted by Disposal Activity and item is Excess In Place (XR1
    received – qty matched – Excess In Place)
    RR - Transaction rejected by Disposal Activity (AFX received – errors exist)
    WR - Withdraw transaction ready to send

Table 2 DAISY Rejection Error Codes:

If a record has been rejected, the rejected record will be displayed on the Suspended Excess
Actions Repor t (DP9N011D)

Error Code 20 - Duplicate Add's (Item Nbr xxxxxxxxxxxxxxxxxx already exists)

Error Code 22- Delete Error's (Item Nbr xxxxxxxxxxxxxxxxxx does not exist)

Error Code 30 - Mandatory Field Missing Error
Error Code 33 – Invalid DODAAC

Error Code 99 - All Other Errors (Text explaining error) DODAAC invalid in pos 1-6 of document
number, RIC is invalid, and Designee Cd is invalid, etc…

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