UNCLASSIFIED PPCIG Cliff Notes V1.0
United States Transportation Command (USTC) Program Executive Office (PEO) For Distribution Services (DS) Joint Program Management Office (JPMO) For Household Goods Systems (HHGS) Defense Personal Property System (DPS)
DPS Personal Property Consignment Instruction Guide (PPCIG) Cliff Notes
April 3, 2008
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Date DOUG BEAUVAIS, Test Director (Acting) Joint Program Management Office, Household Goods Systems
Date SHERYL NELSON, DPS Test Lead Joint Program Management Office, Household Goods Systems
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UNCLASSIFIED PPCIG Cliff Notes V1.0 (U) Document Tracking Sheet Version # 0.1 0.2 0.3 0.4 0.5 1.0 Date 1 Feb 08 22 Feb 08 25 Feb 08 28 Mar 08 28 Mar 08 2 April 2008 Author’s Name Neal Lenzie David Taylor David Taylor David Taylor William Erbe Doug Beauvais Changed Pages New Various Various Various Editor Various
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(U) Table of Contents
(U) TABLE OF CONTENTS ...........................................................................................IV 1 1.1 1.2 2 2.1
2.1.1 2.1.2 2.1.3 2.1.4
(U) JPMO HHGS SECTION ..................................................................................... 1 (U) Introduction..................................................................................................... 1 (U) Document Overview: ...................................................................................... 1 (U) TECHNICAL REQUIREMENTS ......................................................................... 2 (U) DPS HW and SW Requirements .................................................................... 2
(U) Problem: Notice about IE 7.0................................................................................................ 2 (U) Solution: Notice about IE 7.0 ................................................................................................ 2 (U) Problem: Notice about MS Excel 2003................................................................................. 2 (U) Solution: Notice about MS Excel 2003 ................................................................................. 2
3 3.1 4 4.1
(U) ENTERING THE CONSIGNMENT GUIDE FROM THE HOME PAGE .............. 3 (U) Screen: Home Page; then click on Consignment Guide tab ........................... 3 USER ROLE: SDDC AND PPSO PPCIG MANAGER ROLE ................................... 6 (U) Screen: Consignment Guide........................................................................... 6
5 (U) USER ROLE: ETA REGISTRATION (FIRST TIME USER AND COUNSELING OFFICES) ..................................................................................................................... 12 5.1 6 6.1 7 8 (U) Screen: ETA Home Page – ETA Registration .............................................. 12 (U) USER ROLE: USER ROLE: SDDC REFERENCE........................................... 20 (U) Screen: Query Domestic Consignment Guide .............................................. 20 (U) CREATING AORS AND GEO AREAS............................................................. 22 (U) SOME PPCIG TERMINOLOGY ....................................................................... 29
APPENDIX A – (U) ACRONYMS AND DEFINITIONS .................................................A-1
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1 (U) JPMO HHGS SECTION
1.1 (U) Introduction The Defense Personal Property System (DPS) is replacing the Transportation Operational Personal Property Standard System (TOPS), Personal Property Qualifications Web (PPQ Web), CONUS Automated Rate Transportation System (CARTS), Through Government Bill of Lading (TGBL), Intrastate, TOPS History, TOPS Electronic Data Interchange (EDI), Two Dimensional Military Shipping Label, (2DMSL), and TOPS Remote Site Web Application (TRSWA) systems. DPS will subsume the Central Web Application (CWA), Personal Property Consignment Instruction Guide (PPCIG), and Interim Customer Satisfaction Survey (ICSS), which will improve the management of DOD personal property. 1.2 (U) Document Overview: The Cliff Notes document provides guidance and workarounds for known problems within the Personal Property Consignment Instruction Guide (PPCIG) module of the DPS application. These workarounds were discovered during BETA and Government Acceptance Test (GAT) phase of DPS and are intended to assist the user as a quick reference guide only.
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2 (U) Technical Requirements
2.1 (U) DPS HW and SW Requirements DPS Client hardware and software requirements are as follows: o Hardware256MB RAM or more Color Monitor capable of 1024x768 resolution with High Color (SVGA) Keyboard and mouse Speakers/Headphones [for Learning Media System (LMS)] o SoftwareMicrosoft Windows 2000/XP Internet Explorer 6.0 Windows Media Player 7.1 or higher (for LMS) Adobe Acrobat Reader 6.0 (for Forms) Excel 97 or higher (for Rate Filing) – If you have Office 2000 you will need to download SP2 Microsoft Word
2.1.1 (U) Problem: Notice about IE 7.0
The problem identified is that the User has IE 7.0 and MS Excel 2003
2.1.2 (U) Solution: Notice about IE 7.0
When executing browser Internet Explorer version 7.0, a certificate patch will need to be downloaded to resolve this problem. The patch is available on the bottom of the ETA home page, DoD PKI Root Certificate. The link is: https://support.eta.sddc.army.mil/dodpki/pki_selection.asp
2.1.3 (U) Problem: Notice about MS Excel 2003
If you are using Microsoft Office Excel 2003, confirm that Service Pack 2 has been installed prior to using BidLinx.
2.1.4 (U) Solution: Notice about MS Excel 2003
Install Service Pack 2 to enable the macros needed to run the BidLinx Excel file.
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3 (U) Entering the Consignment Guide from the Home Page
3.1 (U) Screen: Home Page; then click on Consignment Guide tab (U) Problem: If you encounter an error message, “You are not authorized to view this page.” (U) Solution: Try clicking on the Consignment Guide a “second” time. WHEN YOU FIRST LOG IN – YOU ARE PLACED AT THE HOME PAGE:
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UNCLASSIFIED TSP Qualification Cliff Notes V1.0 “IF YOU GET THIS RESULT” CLICK ON THE CONSIGNMENT GUIDE TAB A “SECOND” TIME:
CLICK ON THE CONSIGNMENT GUIDE A SECOND TIME… SEE NEXT SCREEN BELOW FOR YOUR
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UNCLASSIFIED TSP Qualification Cliff Notes V1.0 YOU SHOULD GET THE DESIRED RESULT THE SECOND TIME:
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4 User Role: SDDC and PPSO PPCIG Manager Role
4.1 (U) Screen: Consignment Guide (U) Problem: Unique Counseling Office ID was not created during original request (first attempt) During the creation of a Counseling Office user was not able to create Unique Counseling Office ID during the first attempt. (U) Solution: Allow the creation of the Unique Office ID Due to current functionality, you have to delete the Counseling Office Name that was created. The Unique Office ID did not populate (DPS generated) in the appropriate field (space) as requested by the PPCIG Manager. In order to create a new Counseling Office Name and Unique ID, follow the steps (screen shots) below.
ONCE LOGGED-IN TO DPS. SELECT THE CONSIGNMENT GUIDE TAB TO PROCEED. SELECT THE PPSO/PPPO INFO TAB.
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SELECT THE APPROPRIATE PPSO OFFICE IN WHICH TO CREATE AND ASSOCIATE THE COUNSELING OFFICE. CLICK THE EDIT BUTTON:
THE PPSO PPCIG MANAGER HAS THE ABILITY TO UPDATE THEIR INFORMATION AT THIS POINT, AND PROCEED TO CREATING COUNSELING OFFICES FOR THEIR GBLOC. CLICK ON THE COUNSELING OFFICE TAB TO CONTINUE:
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ENTER COUNSELING OFFICE NAME AND THEN CLICK THE PLUS SIGN
:
COMPLETE THE BLANK INPUT FIELDS, AS DEMONSTRATED ABOVE. NOTE: COUNTRY IS A “MANDATORY” field. CLICK THE SUBMIT BUTTON TO PROCEED.
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YOU WILL RECEIVE YOUR NEW COUNSELING OFFICE AND UNIQUE ID (MAYBE). IF YOU DO NOT RECEIVE YOUR COUNSELING OFFICE UNIQUE ID, CLICK THE DEL/ADD BUTTON AND DELETE THE NEWLY CREATED COUNSELING OFFICE AND “RETRY”.
CLICK OK TO PROCEED
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ONCE YOU CLICK THE DEL/ADD BUTTON, YOU WILL RETURN TO THE PAGE. FOLLOWING THE STEPS ABOVE, AND YOU WILL RECEIVE THE UNIQUE COUNSELING OFFICE ID THE SECOND TIME.
THE UNIQUE COUNSELING OFFICE ID WILL DISPLAY THE SECOND TIME IT IS CREATED. NOTE: THE UNIQUE IDs START OFF WITH THE TWO LETTER STATE ABBREVIATION THAT IS CHOSEN WHEN CREATED.
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SPECIAL NOTE: DPS WILL ALLOW DUPLICATE NAME ENTRIES; HOWEVER, YOUR COUNSELING OFFICE ID WOULD BE DIFFERENT. SDDC DISCOURAGES USING THE SAME NAME FOR COUNSELING OFFICES. PLEASE ENSURE YOU “DO NOT”, REPEAT “DO NOT” DUPLICATE YOUR ENTRIES IN DPS.
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5 (U) User Role: ETA Registration (First Time User and Counseling Offices)
5.1 (U) Screen: ETA Home Page – ETA Registration (U) Problem: ETA Registration can only be accomplished by registering for the “AUTHORIZED” user role only. You will not be granted access to DPS by ETA administrators without Trusted Agent (TA) approval. The Counseling Office can not be created without the appropriate Unique Counseling Office ID. Prior to registering your counseling office in ETA, you must obtain the Unique Counseling Office ID from your “parent” PPSO representative. We hope these brief instructions will help assist you in your registration process. (U) Solution: Follow each screen input field during the registration process. Each Counseling Office has a new Unique Counseling Office ID (ex. DC3598) to use when registering the counseling office. FROM YOUR INTERNET EXPLORER; ACCESS DEFENSE PERSONAL PROPERTY SYSTEM (DPS) BY GOING TO THE ETA HOME PAGE. ETA IS THE “GATEWAY” TO DPS -- CLICK ON “REGISTER FOR THE FIRST TIME.”
ENTER NEW USER REGISTRATION FOR ETA SECTION (NOTE: PLEASE READ ALL INFORMATION CAREFULLY). SCROLL DOWN TO PERSONAL PROPERTY, DPS AND SELECT THE APPROPRIATE USER ROLE (FUNCTION) DESIRED. SCROLL DOWN -- PAGE 1 OF 6
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PAGE 2 OF 6
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PAGE 6 OF 6: SELECT DPS BY CLICKING THE “CHECK BOX” NEXT TO DPS; THEN FROM THE DROP DOWN MENU TO THE RIGHT, SELECT DESIRED USER ROLE (EX. SDDC HQ). SCROLL DOWN TO THE SECTION OF THE PAGE TO SUBMIT YOUR REQUEST. SEE NEXT SCREEN SHOT FOR EXAMPLE.
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CLICK ON THE GENERATE REQUEST FORM BUTTON:
NEW USER REGISTRATION FOR ETA: COMPLETE ALL REQUIRED FIELDS PAGE 1 OF 3:
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PAGE 2 OF 3
PAGE 3 OF 3: CLICK "SUBMIT REQUEST" TO PROCEED.
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NOTE: ENSURE THAT APPROPRIATE DPS SDDC MANAGER OF ABOVE FUNCTION, IS SELECTED FOR THOSE LIMITED PERSONNEL AUTHORIZED!!!
IN THIS EXAMPLE, I SELECTED THE DPS SDDC MANAGER OF ABOVE FUNCTION TO BE “YES” AND SELECTED THE SUBMIT REQUEST BUTTON – RESULT OF ACTION:
CLICK THE OK BUTTON TO CONTINUE WITH REGISTRATION; OR CANCEL TO STOP. FOR ILLUSTRATION; OK BUTTON IS SELECTED – RESULT OF ACTION: YOU WILL RECEIVE THE AUTOMATED REQUEST RESPONSE SUPPLYING YOU WITH A REQUEST USER ID: “PPCI0008” FOR THIS EXAMPLE.
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DPS WILL ALERT THE ETA ADMINISTRATORS FOR ACTION ON NEW REQUEST. ETA ADMIN WILL COMPLETE THEIR CHECKS AND BALANCES; PRIOR TO APPROVING THE REQUEST. ONCE REQUEST IS APPROVED; OR DENIED, YOU WILL RECEIVE ANOTHER E-MAIL WITH YOUR PASSWORD. SPECIAL NOTICE: If you forgot your password, you can re-create one by clicking on the Forgot Password link from the ETA Home Page:
CLICK ON THE FORGOT PASSWORD LINK:
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Enter ETA User ID, and click submit button:
6 (U) User Role: User Role: SDDC Reference
6.1 (U) Screen: Query Domestic Consignment Guide (U) Problem: Selecting ‘All’ value from the State drop down returns with ‘No Results found’ and this is inconsistent with some of the other screens with the same options. Additionally, selecting a specific state and submitting returns with GBLOCs outside of that specific state or AOR. (U) Solution: Allow the creation of a new Unique Office ID (U) Solution: Avoid using the ‘All’ selection in order to view a specific state or region.
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UNCLASSIFIED TSP Qualification Cliff Notes V1.0 SELECT A SPECIFIC STATE AND AVOID USING “ALL” FOR THIS FUNCTION.
CHOOSE A SPECIFIC STATE FOR QUERYING THE CONSIGNMENT GUIDE.
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7 (U) Creating AORs and GEO Areas
(U) During the creation of your AORs and GEO Areas, you are reminded that limited edit and delete functionality exists. Please be “cautious” when creating / selecting your rate areas and creating the AORs. Module enhancements will improve these functions in future software releases. (U) Creating the GEO Area for Alaska and Hawaii When you create Alaska and Hawaii, you must use the OCONUS tab, and select the down arrow opposite country, and pick “United States” and proceed to make your choices. See below for step-by-step example.
Click on the Consignment Guide Tab:
Click on the SDPP tab to the right of the Home tab:
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Click on the OCONUS tab, to create the GEO area for Alaska and Hawaii:
Select Country: UNITED STATES (Ensure you select the United States)
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CLICK ON THE PLUS SIGN TO THE RIGHT OF NEW AREA:
FILL IN BY SELECTING THE CITY STARTING LETTER, CITY (COUNTRY PRINCIPAL DIVISION), RATE AREA (AS APPLICABLE, EXAMPLE US89-HAWAII), RATE AREA EFFECTIVE AND EXPIRATION DATE, DESCRIPTION (IF ANY), AND THEN CLICK SUBMIT BUTTON:
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RESULTS OF SUBMITTING NEW RATE AREA FOR HAWAII (MILILANI):
SELECT THE OCONUS AOR TAB TO CREATE THE AOR FOR ALL REQUIRED CITIES:
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CHOOSE THE UNITED STATES, THEN PROCEED TO THE CREATE THE NEW AOR, BY SELECTING THE PLUS SIGN
NOW SELECT THE APPROPRIATE GBLOC, THEN PROCEED TO SELECT THE AREA (CITY), AOR TYPE [INBOUND (A) / OUTBOUND (B)], ADD NOTES IN NOTES FIELD; SELECT THE EFFECTIVE AND EXPIRATION DATES, THEN CLICK ON THE SUBMIT BUTTON.
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INBOUND (A)
OUTBOUND (B)
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UNCLASSIFIED TSP Qualification Cliff Notes V1.0 THE OCONUS SUCCESSFUL AORS FOR HAWAII AND/OR ALASKA WERE CREATED
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8 (U) Some PPCIG Terminology
(U) These few terms are specific to the PPCIG. Please use as a guideline; the full PPCIG is contained on the SDDC web site at the following hyperlink: https://tops.ppcigweb.sddc.army.mil/ppcig/menu/home/warning.do 8.1.1.1 PPSO/PPPO Management PPCIG manages data related to PPSO or PPPO. PPSO and PPPO are offices identified by GBLOC. The main difference between PPSO and PPPO is that PPSO can handle both Inbound and Outbound shipments, but PPPO can only handle inbound shipments. 8.1.1.2 Counseling Office Counseling Offices are independent business entities in SDDC that only perform Counseling actions. Counseling Offices are subordinate to a “parent” PPSO. Each Counseling Office will belong to one (and only one) PPSO, but it must be subordinate to at least one PPSO. According to SDDC, it is possible for a single installation to have both PPSO offices and Counseling Offices. However, it is important to note that the PPSO office and the Counseling Office are unique and separate entities. Therefore, the Counseling Office located at the same installation (and possibly the same building) will be identified in DPS as a separate organization with the Counseling Office ID. This Counseling Office also shall be set up in DPS as a “child” to the PPSO “parent.” For example: JPPSO-WA (Joint Personal Property Shipping Office, Washington DC Area) is a separate office from the Counseling Office located at Fort Belvoir. PPSO or PPPO can create a new counseling office using PPCIG. Counseling Offices are identified with Counseling Office ID. The ID is automatically generated when a new counseling office is created. The ID is formatted with State/Country code from their address and unique numbers generated by DPS. For example, if a counseling office whose state in its address is Missouri, then its counseling office ID would be something like MO38465. 8.1.1.3 GEO-AREA Management PPCIG provides users ability to create new GEO Areas. A GEO Area must be associated with a rate area with effective and expiration date. Every GEO Area has to be an area of responsibility (AOR), of at least one PPSO. It is possible for two PPSOs to share a GEO Area for different purposes, such as Inbound and Outbound. In PPCIG, there is a free text field that a user can enter a description of AOR for the shared GEO Area. The GEO area will be associated with only one rate area and a rate area can be associated with multiple GEO Areas. If a GEO Area is associated with a rate area, then the GEO Area cannot be associated with another rate area with effective/expiration date that is overlapped with the existing one. The new association must start after the expiration date of the existing association of the GEO Area and rate area.
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UNCLASSIFIED TSP Qualification Cliff Notes V1.0 A GEO Area record cannot be deleted through PPCIG GUI because of potential impacts on other DPS modules, such as Counseling and Shipment Management. 8.1.1.3.1 CONUS-AREA CONUS GEO Area can be defined at two levels. It can be defined as a combination of State and County or State, County, and City. 8.1.1.3.2 OCONUS-AREA OCONUS GEO Area can be defined as a combination of Country, Country Principal Division, and City. The Country Principal Division is available for redundant city name in same country. 8.1.1.3.3 Orphaned-AREA Orphan Area indicates a GEO Area that does not belong to any GBLOC as AOR. PPCIG provides users, including the SDDC Reference and SDDC PPCIG Manager users, the ability to see a list of the orphan records displayed on the screen or in a form within a printable report. Future enhancements will allow the SDDC PPCIG Manager or Reference user to delete from the Orphaned Area. 8.1.1.3.4 AREA-Management Workflow PPSO PPCIG Manager can request to add any GEO Area to become its AOR in PPCIG. The request must be reviewed by SDDC PPCIG Manager or SDDC Manager and he/she will determine whether the request should be approved or rejected. While the request is in review, the status of the request would be shown as Pending in PPSO PPCIG Manager’s Area management work queue. As soon as the request is approved or rejected by SDDC PPCIG Manager or SDDC Manager, the new status will be reflected in the queue instantly.
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Appendix A – (U) Acronyms and Definitions
Acronym/Term 2DMSL 400NG BL BOTO BVS CARTS CFAC CIP CONUS COR COS CPA CSS CWA dHHG DBA DCN DEBX DISA DOD DOT DPM DPS DS DTL DTOD DTR DUNS ETA EDI ETOSSS Description Two Dimensional Military Shipping Label, Domestic Government Tariff Rate Bill of Lading Boat One Time Only Best Value Score CONUS Automated Rate Transportation System Common Financial and/or Administrative Control Certificate of Independent Pricing Continental United States Certificate of Responsibility Code Of Service Certified Public Accountant Customer Satisfaction Survey Central Web Application Domestic Household Goods Database Administrator Document Control Number DOD Electronic Business Exchange Defense Information System Agency Department of Defense Department of Transportation Direct Procurement Method Defense Personal Property System Distribution Services Daily Test Log Defense Table of Official Distances Daily Test Report Data Universal Numbering System Electronic Transportation Acquisition Electronic Data Interchange Electronic Tender of Service Signature Sheet A-1 UNCLASSIFIED
UNCLASSIFIED TSP Qualification Cliff Notes V1.0 Acronym/Term FACTS FF FTR GBL GBLOC GSA HHGs iHHG iUB ICSS IOC ISO IV&V ITV JPMO MC MOTO MPS MVG NAVDITY NMFTA NTS OCONUS OTO PBP&E PEO PMO POV PPCIG PPPO PPQWEB PPSO PVCS PWS Description Financial and Air Clearance Transportation System Freight Forwarder Final Test Report Government Bill of Lading Government Bill of Lading Office Code General Services Administration Household Goods Systems International Household Goods International Unaccompanied Baggage Interim Customer Satisfaction Survey Initial Operating Capability International Standard Organization Independent Validation and Verification In-Transit Visibility Joint Program Management Office Motor Carrier Mobile Home One-Time-Only Minimum Performance Score Multi-Value Group Navy Do-It-Yourself Move National Motor Freight Traffic Association Non-Temporary Storage Outside Continental United States One-Time-Only Professional Books, Papers and Equipment Program Executive Office Project Management Office Privately Owned Vehicle Personal Property Consignment Instruction Guide Personal Property Processing Office Personal Property Qualification Web Personal Property Shipping Office Polytron Version Control System Performance Work Statement A-2 UNCLASSIFIED
UNCLASSIFIED TSP Qualification Cliff Notes V1.0 Acronym/Term QA QC RBT RFQ RR RS RTM SAFER SAT SCAC SDDC SER SIT SME TDL TGBL TGET TOPS TPR TRR TRSWA TSP TSPQP UAT UB USTC VM Description Quality Assurance Quality Control Requirement Based Testing Request For Quote Rate Reasonableness Rate Score Requirements Traceability Matrix Safety and Fitness Electronic Records System Software Acceptance Test Standard Carrier Alpha Code Surface Deployment and Distribution Command SDDC Enterprise Repository Storage In Transit Subject Matter Expert Traffic Distribution List Through Government Bill of Lading Transportation Global Edit Table Transportation Operational Personal Property Standard S t Test Problem Report Test Readiness Review TOPS Remote Site Web Application Transportation Service Provider Transportation Service Provider Qualification Package User Acceptance Test Unaccompanied Baggage United States Transportation Command (USTC) Volume Move
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