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Supply Discrepancy Reports (SDRs) “SDR Process Overview”
AFSAC SDR Office AFLCMC/WFALB September 2018 For Official Use Only This briefing/presentation/document is for Information Only. No USG commitment to sell, loan, lease, co-develop or co-produce defense articles or provide defense articles is implied or intended.
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Overview What is a Supply Discrepancy Report (SDR)?
International Partner Responsibilities SDR Office Responsibilities SDR Directives Submission Guidelines Supporting Documentation Air Force SDR-A (Automation) How Does SDR Process Work AFSAC Online SDR Submission Wizard SDR Customer Query SDR Monthly Report SDR Metrics How SDR Office Can Help You SDR Office Points of Contact Summary
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What is an SDR? An SDR is process for customer to:
Report shipping/packaging discrepancies Receive a fair and equitable response/resolution Discrepancies include: Condition/Quality Overage/Shortage Non-receipt Incorrect/Wrong Item Received Improper Documentation/Billing Misdirected Shipment Missing Components Improper Packaging Wrong Item Ordered Received Condition Packaging For Official Use Only
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International Partner Responsibilities
Inspect shipment immediately upon receipt Save shipping documents (e.g. DD Form 1348, Receiving Report, Packing Slips) Check for damages/verify quantity Run bench checks/test to identify failures Take pictures to document discrepancies Input SDR for discrepant items promptly Quality … Failed Receipt Inspection Test Received Item Normal Item Only Security Assistance customers can submit SDR claims! For Official Use Only
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SDR Office Responsibilities (Unclassified)
The USAF International Logistics Control Office (ILCO) = AFLCMC/WFALB Section (SDR Office) SDR Office’s Responsibilities are: Process/validate incoming SDRs (Automated and hardcopy) Monitor SDR progress & generate follow-ups To Source of Supply (like ASC, DLA, AFGLSC (ALC), WWRS, PROS, etc) To Country Validate & process Source of Supply SDR replies to customers Provide Source of Supply’s disposition instructions and establish ‘material return suspense dates’ Track SDR exhibit returns from customer notification to receipt at final destination Monitor SDR decisions to ensure required financial adjustments process Process transportation reimbursement on approved SDRs Goal: Obtain fair and equitable SDR resolutions!
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Letter of Offer and Acceptance
SDR Directives Letter of Offer and Acceptance (LOA), Standard Terms and Conditions, Section 5.4 DoD M, Security Assistance Management Manual (SAMM), Ch DLM , Volume 2, Chapter 17, Supply Discrepancy Reporting Detail SDR processing guideline SDR submission/reply codes defined Vol 2, Appendix 7.28 AFMAN , International Affairs and Security Assistance Management, Ch 6.4.5 Letter of Offer and Acceptance “DoD will not accept claims related to items of $200 or less for overages, shortages, damages, non-shipment, or non performance.” (LOA para 5.4)
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SDR Directives (continued)
In accordance with the LOA Standard Terms and Conditions, all FMS customers should be directed to submit an SDR whenever they receive discrepant materiel that meets the dollar and time frame threshold*. Customers should be directed to submit a Product Quality Deficiency Report (PQDR) only when the discrepancy falls outside the SDR criteria and is a Safety of Flight issue. * See slide notes for more information. DoD will not accept claims related to items of $200 or less for overages, shortages, damages, non-shipment, or non-performance. Any claim, including a claim for shortage (but excluding a claim for non-shipment/non-receipt of an entire lot), received after 1 year from passage of title to the article or from scheduled performance of the service will be disallowed by the USG unless the USG determines that unusual and compelling circumstances involving latent defects justify consideration of the claim. Claims, received after 1 year from the date of passage of title or initial billing, whichever is later, for non-shipment/non-receipt of an entire lot will be disallowed by the USG
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SDR Submission Guidelines
Only Security Assistance customers can submit SDRs Separate SDR for every discrepant shipment/suffix For best results…Input into SDR-A Submission Wizard Other submission options: Load into SCIP or STARR/PC Creates skeleton record but SDR invalid until customer s copy of SF364 plus supporting documents to ILCO Send signed SF364 plus supporting documents to ILCO for manual entry Value must be >= $200 If value <$200, but if transportation and PC&H charges increase value to >=$200, SDR can be submitted If <$200, country may submit “Info Copy” SDR Informs action activity of issue(s) w/shipment or item No financial restitution Exception: SDRs for ‘Wrong Item’ and ‘Misdirected Shipments’ will be honored at any $ value Who can submit SDRs? Only SA customers via SDR-A, SCIP, STARR/PC—Submission Wizard available to FMS customers only All other SDR tools accessible to USG and SA users
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SDR Submission Guidelines (continued)
Original SDRs Must be submitted within one year after shipment date Exceptions Billing errors or total non-receipt – NLT one year after shipment or receipt of initial FMS Billing Statement, whichever is later Latent defect items – no time limit—must show proof of design/manufacture defect impacting operability of item Contractor shipment Submit ASAP Warranties take precedence over one-year submission timeline For PROS, shortened warranties are approved by country with price quote (see SAMIS narratives) Some warranties expire if SDR materiel not received at vendor within one year Original SDRs (cont) Must be submitted within one year after shipment date Exceptions Billing errors or total non-receipt - no later than one year after shipment or receipt of initial Foreign Military Sales Billing Statement (DD Form 645A), whichever is later Latent defect items – no time limit For contractor shipments (e.g. PROS SDRs) Warranties take precedence over SDR submission timeline Shortened warranties are approved by country during price quote approval (see SAMIS narratives) Some warranties expire if SDR materiel not received at vendor within one year
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SDR Submission Guidelines
(continued) Resubmitted SDRs Customer may resubmit if disagree w/original SDR decision Within 45 days of original SDR denial date if no materiel return Within 90 days of original SDR denial date if materiel return Must include additional justification (supporting docs) Timeline based on SDR reply/denial date on: Notification of SDR completion SDR-A customer query reply tab Back of SF364 (Report of Discrepancy), block 24C Contested SDRs Customer may contest if disagree w/resubmit SDR decision Within 45/90 days of resubmission SDR denial date Additional justification required Contested SDR decisions are final Resubmitted SDRs If customer not satisfied with original SDR decision, may resubmit; claim must be received: Within 45 days of original SDR denial date if no materiel return Within 90 days of original SDR denial date if materiel return Must include justification (supporting documents) Timeline based on SDR reply date on: Notification of SDR completion Customer query reply tab Back of SF364, block 24C Contested SDRs If customer not satisfied with resubmitted SDR decision, may contest the SDR using above criteria
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Supporting Documentation
ALL SDRs (except non-receipt/billing) must have: Shipping documents that came with asset (e.g. DD Form 1348, Packing Slip, Receiving Report) Photos to support claim Detail description of problem/defect All available test/failure results NON-receipt SDRs freight forwarder statement Billing SDRs billing statement Resubmission/Contested SDRs must include: Rationale for challenging USG denial Additional justification/clarification to support claim ALL SDRs (except non-receipt, billing) must have: Justification – e.g. shipping documents, pictures NON-receipt SDRs - freight forwarder statement Billing SDRs - billing statement Packaging SDRs Carrier’s bill of lading noting damage Shelf Life SDRs Details such as shelf life code, date cured, date packed, date manufactured, serial #, warrant Lot/batch number, serial number, manufacture name, warranty expiration date (if available)
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How Does SDR Process Work?
AFSAC Online CUSTOMER Identifies discrepancy Gathers shipping documents, test results, photos Submits SDR claim in AFSAC Online ‘SDR Submission Wizard’ or signed SF364 to SDR office SUPPLIER Reviews claim Provides decision SDR OFFICE Validates claim Passes to supplier for resolution SDR OFFICE Validates supplier response Notifies customer of action required and/or closure decision Provides disposition instructions Monitors SDR until materiel returned/financial adjustments processed CUSTOMER Receives SDR decision via Complies with closure notice If non-concurs—resubmits within 45 days. For Official Use Only
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AF SDR Automation (SDR-A) https://afsac.wpafb.af.mil
Web-based tools hosted on AFSAC Online SDR Submission Wizard Customer Query (SF 364 and DD form A) Monthly Report SDR Metrics Tutorials and Customer Handbook (no password required) Customer receives notifications/follow-ups SDR receipt acknowledgements SDR decisions Requests for additional information (F-ups at 15, 30, & 45 days) Requests for materiel return (F-ups at 60, 120, & 180 days) Notification of SDR Closure (SDR approval/denial decision) For best results, use Internet Explorer browser For access/display issues, Click on Feedback form in AFSAC Online or Automated 8 major SDR processes Submit SDRs* Validate/process SDR submissions/replies Manual review/actions - exception management Electronic Data Interface (EDI) Communications with DAASC Online Reply Processing Customer Notifications via * On-line Queries/Reports* Automated Follow-Up Processing* General Maintenance Tools for ILCO Implemented 30 November 2005
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AFSAC Online https://afsac.wpafb.af.mil
Select SDR
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AFSAC Online SDR Tools
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SDR Submission Wizard Features
Wizard based screens Online help screens Online validation/edits Select requisition/shipment/ delivery lines to pre-fill data Select up to three discrepancy/ action codes Upload attachments Real-time on-line processing 1st Screen Confirmation that SDR has been submitted. Click “View SDR” to view and/or print SF364 Final Screen NOTE: After your report is submitted, it can be modified using the Corrected Tab.
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Customer Query Features
Enter any combination of these parameters Country/Case/Line/SDR # Doc #/NSN Multiple review categories Open Submission Replies/Not Complete Replies/Complete Click on the “Search” button to see matching SDRs
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Customer Query Features (continued)
Summary includes: Document Number/Suffix Current SDR Status SDR Value Discrepancy Codes SF364 and DD Fm A Printer friendly option Detail tabs in query results Remarks Attachment SDR Replies Requisition/shipping/billing history SDR Dates Hover help on key elements Online help button
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Monthly Report Features
Available 1st day of every month All open and completed SDR status for queried month Materiel return due-in dates on open report Billing adjustments column on completed section of report Completed SDRs show with ‘*’ on 1st month drop off after 3 months Printer friendly option/Excel download feature
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AFSAC Online SDR Metrics
To Access Metrics… Click On Apps Link Or Click View Details
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AFSAC Online SDR Metrics
Select to choose 1 of 13 SDR Metrics Multiple query options Drill-down by country, timeframe, supplier, SOS Query all SDRs or drill-down by Original/Resubmit/Contested Click to build PowerPoint chart Chart backup data available in excel spreadsheet
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AFSAC Online SDR Metrics
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AFSAC Online SDR Metrics--continued
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AFSAC Online SDR Metrics--continued
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AFSAC Online SDR Metrics SDR Activity Summary
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How SDR Office Can Help You?
Provide SDR policy guidance and processing expertise Collaborate with partners to achieve fair and equitable SDR resolutions FMS Customers USAF Country Teams DoD Supplier/Vendors Train partners on SDR processes and automated tools Support/attend country reviews
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SDR Office Points of Contact
Country Leads Dana Rodgers (937) Deborah Johnson (937) Ron Byrd (937) Over-Aged Tammie Smart (937) Contested SDRs Tammy Jaques (937) Financial Closure Tim Hecht (937) SDR Tools & Tech Support Anita Smith (937) Customer Service For Official Use Only
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Summary SDRs submissions FMS customers should:
Failure to submit SDR properly & timely may prevent compensation and/or void contractor warranty timelines Always … Inspect items upon receipt Provide photos and detailed supporting documentation Submit as soon as possible after receipt SDR decisions binding only if issued via official SDR-A reply FMS customers should: Use online tools to submit and manage SDR program Monitor notifications to ensure timely response Input correction into submission wizard to provide additional info Return materiel as directed—provide proof of return to IL Review closure notification s for SDR decisions Utilize detail tutorials available on AFSAC Online (No user id/password required) Click on ‘Tutorials’ in Application Links on left side of page
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To Our Partner Nations … Since 1978!
SDR Process Overview Summary questions about SDR Processing to: Air Force Security and Cooperation Directorate (AFSAC) Delivering Airpower Capability To Our Partner Nations … Since 1978! Priorities: Take care of people Deliver capability Meet commitments Maintain strong partnerships Improve
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