1. Routing Identifier Code (RIC) Availability
Eric Flanagan
Enterprise Business Standards Office
May 17, 2017

2. Overview Introduction and Problem Statement
DOD Policy Affecting RIC Availability
Component-Specific RIC Availability Challenges
DoDAAC Routing Update
Recommended Courses of Action

3. Introduction and Problem Statement
The Enterprise Business Standards Office is developing proactive strategies to mitigate the risk of the Components running out of RICs due to DOD policy changes.
To date, only the Air Force is reporting a RIC availability issue.
However, the Navy and possibly the other Components are at risk of exhausting available RICs if the Components comply with emerging DOD Policy.

4. Key Drivers of Potential RIC Shortages
Changes in DOD Government Furnished Property (GFP) Policy
Changes in DOD Records Management (RM) Policy
Supply System Design Limitations

5. DOD Policy Overview
A Contractor DoDAAC Can Only Have a Single Contract Number
DODM , Volume 9, DOD Supply Chain Management Procedures
“…From the date of publication of this volume, manage all new contracts requiring contractor access to the DoD supply system using a unique DoD activity address code (DoDAAC) for each contract at each contractor location recorded in the Central Contractor Registry, consistent with the provisions of subparts (c)(2) and (b)(1) of Reference (f).”*
Contractor DoDAAC Document Retention Period Requirement
“The assigned DoDAAC must not be re-assigned to any other contract or contractor location until the contracting officer has closed the originally assigned contract and its contract document retention period as expired in accordance with Federal Acquisition Regulation (FAR) 4.805, Storage, Handling, and Contract Files (Reference (b)).”
*Federal Acquisition Regulation (FAR)

6. DOD Policy Changes DOD Records Retention Policy
Contractor DoDAACs must be retained until the document retention period has expired in accordance with FAR
FAR paragraph (a) states the following:
Agencies must prescribe procedures for the handling, storing, and disposing of contract files, in accordance with the National Archives and Records Administration (NARA) General Records Schedules (GRS) 1.1, Financial Management and Reporting Records.
GRS 1.1, Item 10 (DAA-GRS ) Retention Period is 6 years after final payment.
Note 3 states that the Comptroller General has the right to require an agency to retain any portion of these records for up to 10 years.
DOD R, Financial Management Regulation (FMR), Volume 1, Chapter 9, “Financial Records Retention” increases the six-year NARA minimum to 10 years.
*Federal Acquisition Regulation (FAR)

7. How DOD Policy Affects RIC Availability
DOD Policy Impact Conclusion:
The one contract number to a DoDAAC policy necessitates an increase in the number of contractor DoDAACs assigned to support operational requirements.
An increase in assigned contractor DoDAACs requires a corresponding increase in RICs, which can lead to a shortage due to fewer possible permutations.
The increased document retention period diminishes the Components’ ability to reuse DoDAACs and more importantly, RICs.
Important Note:
DODM , Volume 9 does not clarify whether Components must retain contractor RICs in accordance with FAR

8. ADC 1116, Contractor DoDAAC Assignment Unique to a Contract Number (Cancelled)
Approved DLMS Change (ADC) 1116 was the EBSO’s attempt to implement the unique contract number requirement contained in DODM , Volume 9.
Required every unique contractor DoDAAC to have a single contract number association.
When a contract option is exercised, the contractor DoDAAC would be updated to reflect the new period of performance (PoP) authorized under the contract.
When the contract PoP is completed, the authority code for the contractor DoDAAC would be automatically modified to authority code 05 to prevent requisitioning, but allow other subsequent logistics pipeline transactions to process.

9. Approved DLMS Change 1116 (continued)
Once contract closeout occurs, the CSP would enter the date in the contract closeout date field of the contractor DoDAAC, which will delete the contractor DoDAAC effective that date.
The CSP provides the contract closeout date via direct input to the DoDAAD pending development of an automated interface with the Electronic Document Access (EDA) system.
The contract close out date will normally be posted to EDA via the DLMS 567C, contract completion status.
The DoDAAD Update Application would be modified to ensure that no deleted (inactivated) contractor DoDAAC could be reused/reactivated for another contract within the contract documentation retention period, except in cases where it was deleted/de-activated in error.

10. Component-Specific Challenges
Navy: The Navy non-concurred with ADC 1116 for the following reasons:
The Navy has sufficient RICs available to continue basic NAVSUP processes and has an efficient process in place to recycle RICs to meet perceived future demands.
However, Navy does not have sufficient RICs to support the one contract number-to-a-DoDAAC requirement*.
Air Force: The Air Force Stock Control and Distribution System (D035) is hardcoded to use E-series RICs as the sole Service/Agency (S/A) identifier for Air Force contractors.
The E-series RICs are used in conjunction with the EZ-series repair, maintenance, overhaul contractor DoDAACs**.
*Navy Enterprise Resource Planning’s (Navy ERP) 4-position plant structure (A/N + RIC) is cited as a contributing factor.
**Restricting Contractors to use the E-series limits utilization of the F and J series RICs that are assigned to the Air Force.

11. Component-Specific Challenges (continued)
DLA: DLA concurred with ADC 1116, but stated that the DoDAACs’ contract information is simply overwritten after contract closeout, which is non-compliant. Army: No feedback received. USMC: No feedback received.
*Federal Acquisition Regulation (FAR)

12. DoDAAC Routing Update
EBSO is considering options to transition RIC-based transaction exchange to DoDAAC-based transaction exchange.
DAAS is performing an assessment to determine the impact of DoDAAC routing on its operations and current capabilities.
Component feedback and preferences are requested.

13. DoDAAC Routing Update Transition to DoDAACs means:
Enforcing a one-to-one DoDAAC-to-RIC relationship
Changes to non-DLMS applications (e.g. FLIS interfaces)
Elimination of RICs assigned without a corresponding DoDAAC
Adoption of an alternative approach for identifying SAP plant codes

14. DoDAAC Routing Update Implement DAAS functionality to support:
Transaction routing by DoDAAC
Use DoDAAC for all entities currently configured for a RIC:
DMARS WebVLIPS LMARS/MRA LOTS LDG WebSDR
Authorize early implementation on an intra-Component basis or within pre-coordinated trading partner systems (e.g. Air Force GFP-Accountability Capability Initiative)

15. Recommended Courses of Action
EBSO and DAAS meet regularly to assess impact and develop technical requirements and document consensus into PDCs.
Coordinate focus group meetings with the Components to identify barriers to implementation, exchange ideas, and form consensus.
Obtain clarification from DASD(SCI) and DPAP whether Components are authorized to reuse RICs after contract closeout, but during the contract documentation period.

16. Recommended Courses of Action (continued)
Develop DLMS changes that contain long-term solutions to proactively transition from RIC-based routing to DoDAAC-based routing.
Implement DLMS compliant solutions for remaining legacy systems to include contractors and foreign military sales customers.

17. Questions?
Component feedback?