national property management association my 4 th of july weekend…

National Property Management Association

My 4th of July Weekend…


IUID Update – Get the Latest and Put it to Work for You!

Session objectives:Learn about the latest changes in IUID

Building a strong asset tracking foundation

Establishing highly precise property data and business systems

By Peter Collins

Founder and President

A2B Tracking Solutions, Inc.


Your Obligation(as Property Administrators)

Implement systems to account for property

ID uniquely

Report periodically

You must do IUID but fear not!


What is it?!

IUID…• The Key


4 Steps to Precise Accountability


11 ID (mark) the item


22 Scan the item


33 Update the item(systems)


44 Track the item

??


11 ID (mark) the item

PROPERTY OF US ARMY

EID: 1U2R7

P/N: ABCDEFGHJKL

S/N: MH12059281873

Where to mark? When to mark? What material or process? How to access items? Quality Check?


22 Scan the item

PROPERTY OF US ARMY

EID: 1U2R7

P/N: ABCDEFGHJKL

S/N: MH12059281873

Custody change Lifecycle event Movement Relationship


33 Update the item

httpshttps

IUID Registry WAWF Property System of Record


44 Track the item

Movement, assembly, warranty, custody, pedigree… anything!


Maintain the data “Create once, use often” Trigger events occur for property that require

updates to the IUID Registry• Receipts, disposals, transfers, deliveries• Significant changes

Part number changes or when mark it added or removed

Updates are performed as they occur or on a semi-annual basis

No more summary reports! Data is accurate, timely, and up to date!


It’s about the dataBack to the transition Identify PIPC that qualifies for upload to the IUID

Registry Mandatory and optional data element identified at

www.uniqueid.org• Leverage existing identification when possible

Generate globally unique identifier (IUID) based upon existing data elements• Construct #1 typically includes enterprise ID (CAGE)

plus unique asset number Initially load IUID’s and pedigee data


1001111010010110…

Get it in!

Property ManagersProperty

Managers

IUID Registry


Virtual UII’s – Require Existing Mark Data

Existing Mark Data CONTRACT NUMBER

DATE OF MANUFACTURE

FAA CERTIFICATION

HULL NUMBER

INTERNAL ASSET NUMBER

ITEM NOMENCLATURE

LOT NUMBER

MANUFACTURER CAGE

MANUFACTURER NAME

NATIONAL STOCK NUMBER

PART NUMBER

Existing Mark Data PROPERTY CONTROL NUMBER

SERIAL NUMBER

SERVICE/AGENCY/COMMAND

SUPPLIER NAME

TAIL NUMBER

TYPE DESIGNATION

IUID

USA NUMBER

USAF NUMBER

USN NUMBER


Life Cycle Events – for the UID Registry

IUID Registry Life Cycle Event Terms ABANDONED CONSUMED DESTROYED DONATED EXCHANGED EXPENDED LEASED LOANED LOST REINTRODUCED RETIRED SCRAPPED SOLD STOLEN

Life Cycle Event Reporting Requirements Data is recorded in one of the following

systems• LTDD• PCARSS• DAISY

DoDAAC, CAGE or DUNS must include• Location

City State Postal Code Other

• Entity which received or provided item


Yes - We know!

DoDI 8320.04 - UID Standards for Tangible Personal Property

June 16, 2008 – establishes “IUID Registry as the master data source for

GFP”

http://uidforum.com/overview.html


Managing Property by Spreadsheets


Inherent Problems

Lack of control over users who view data

Real time data – capture, delay, update (errors)

Sharing key information with team members

Access to real time data over a distributed network

Unsecure – too easy to email

Risky data entry – enabling mistakes, NO RULES

No audit trail – how do we know when information has changed?

Difficult to integrate auto ID such as bar code (IUID is impossible)


Seize the Opportunity!Taking Custody of Property


Custody Transfer

Build in marking and data cleansing into the scope of work

Use the opportunity to IUID mark and report

Eliminate the risk of inaccurate data

Cost this capability into the scope if possible


DoD’s Perspective


The ROI on UID

DoD’s Joint Logistics Board on Item Unique Identification:

$3.2B investment yields over $4B annual return

Greater than 100%


The END…


Backup Slides


IUID Registry – What, Why & How?

Central Data Repository for:

Initial registration of New Procurement, PIPC & Legacy items• First time a UII is recorded into the IUID Registry

UII Updates • Can occur when:

Part number change (rollover, remanufacture, etc.) PIPC custody change, including Return to Government Mark information change Embedded relationship change Life Cycle Event Changes

UID Registry can be updated • Via WAWF, IUID Registry Website, Direct GEX connection


Go get it!

http://www.acq.osd.mil/dpap/pdi/uid/dd1662_transition_instructions.html


Maximize value

Price

Production


What’s New?Updates

USD (AT&L) Memo dated Jan 11, 2010

GFP

CAP

USD (AT&L) Memo dated Dec 30, 2010

Refinement of secondary items in use or in inventory

Include the following items

DoD serially managed items

Sensitive, critical safety, or pilferable items that have item level traceability

at any point in their lifecycle

Depot reparable

Any item decided by the requiring activity

Tries to more clearly define legacy implementation


Get a headache! IUID Guide v2.0 provided by IUID Policy Office

Quality considerations for UII’s v.7

Virtual UII Guide v. 1.2

Guidance for DFARS Clause 252.211-7003

Guidance for DFARS Clause 252.211-7007

ISO/IEC 15434 and 15415

AIM DPM-1-2006

MIL STD 130N

DD1662 Transition Instructions

Documentation Requirements for IUID

Implementation v. 1.1


Mark it!

1001111010010110…

How do you go from

to ??


Challenges to implementing IUIDHow do I mark my items to last the life of the item?

• Polyester label or direct part mark?• DPM includes laser etch, dot peen, ink jet, or chem etch

How do I ensure that the mark meets the format and quality guidelines?

• Verify or validate? What’s the difference?

How do I incorporate IUID into my business process and existing systems?

• Leverage existing information systems for property management

• Maintenance/overhaul, configuration management, inventory control, property tracking

How and when do I send IUID data to the IUID Registry?• IUID Registry web site or direct submission to the IUID

Registry?

Source: Rolls-Royce, Nat Russhard


What you need to know DD1662 is being phased out

GPF is going paperless with IUID Requirement is mandatory for new contracts on Oct 1, 2007 DoDI 8320.04 UID Standards for Tangible Personal Property

• June 16, 2008 – establishes “IUID Registry as the master data source for GFP”

Transition to paperless starts with basics1. Start with baseline DD16622. Generate virtual IUID’s for PIPC and submit to IUID Registry

Prepare to mark with MIL STD label/plate3. Modify contracts with block change

Transition instructions at• http://www.acq.osd.mil/dpap/pdi/uid/dd1662_transition_instructions.html

Discussion of “how” not “why” http://www.acq.osd.mil/dpap/pdi/uid/dd1662_transition_instructions.html

• Effects of IUID and making it happen


IUID vs. RFID


What’s the difference?

Radio Frequency IDentification: RFID• Case and pallet level• Individual container level

Item Unique IDentification: IUID• Item level


Passive Pallet Tag associated to a…

Passive Carton Tag associated to …

8 IUID Packaging Tags each

with 1 associated IUID item

Active Container Tag

associated to

several Passive Pallet

Tags containing unit

level UII data

Relationship of IUID and RFID - Visibility


IUID Background&

Requirementsfor Contractors


IUID Policy 29 July, 2003

Summary: Create a reliable, unique, lifetime

identification mark on each acquired item

Track availability and use of that item Know where item fits in parent-child

group Establish accounting responsibility and

budget discipline Automate reporting (inventory, property-

in-possession, payment for delivery, etc)


Visibility • Financial Compliance and efficiency

Traceability • Identification Permanence / ID standardization

Genealogy • Event tracking (repair, upgrade, model, revision)

Supply Chain Execution • More effective defense system overall

Short Answer:Short Answer:

The DoD wants to inherit all the financial and operational The DoD wants to inherit all the financial and operational benefits that barcode brings to the commercial world.benefits that barcode brings to the commercial world.

UPC CODE

Commercial Department of Defense

ECC 200 2D Data Matrix

Why the DoD Interest in IUID & RFID ?


The IUID Dilemma


2D Data Matrix Format and Syntax

[)> GS

GS

EoT06 17V 1P S19453 1234 786950 RS

ISO 15434Start String

FormatCode(DIs)

RecordSeparator

CAGECode

DI

CAGECodeData

GroupSeparator

PartNumber

DI

PartNumber

Data

SerialNumber

DI

SerialNumber

Data

EndOf

Transmission

GS

RS


Correct IUID Compliance and Operation is:

95% Data Management 5% Marking

• Unique IUID Data (duplication protection)• Event tracking Data (validate, verify, ship, embed, de-embed, register, location)• WAWF Data – DD250’s, DD1149s, DD1662• IUID Registry Data – (Is the IUID there?)• RFID Data – Automating Shipping and the WAWF• Verification File Management Data (Proof of grade of label)• Configuration data Data (Parent-Child embedding)• ERP system integration (import and export of data)• Supplier to Prime data (import and export of data)• Harvest Data (of IUIDs from someone else)• Mobile Computing Data (using and collecting data in a work cell)• Contract Management Data• Reporting Data (work-flow, shop-floor, managerial)


Six Critical Areas of IUID Data


IUID Systems and Hardware Overview

UID DataManage

IUID Registry

Internal PropertySystems

Print and Mark

Scan and Receive&Track to Location

Verification

Validation

Data In

Data Out


A IUID Compliance Success


An IUID Compliance Case StudyLeading DoD prime contractor managing GFP

Property is spread over 100 locations• Thousands of computers, legacy items, test equipment, and plant equipment

Director of Corporate Property initiated IUID compliance objectives

Challenges include• Identifying items that require marking and reporting

High value items over $5000• Creating the virtual UII• Linking unique identifier with acquisition data• Managing embedded relationships

Parent-child• Reporting change in custody and other trigger events

Benefits include• Eliminating the DD1662 reporting process


Steps to Compliance - A Case Study (cont’)

Began by forming a Tiger Team of stakeholders• Corporate property, procurement, and contracts

Education started by networking with industry peers• AIA, NPMA, UID Forums

Steps to completion• Data review and scrub

All property managers were required to review property and categorize GFP versus contract acquired property (CAP) as appropriate

CAP is currently not required to be registered• Goal was to complete property registration to the IUID Registry was May 31, 2006• Drew data from current property management database• Found a comprehensive solution provider to put software, hardware, and services in

place to Create and manage virtual UII’s Opportunistically label with thermal transfer printer for PIPC undergoing change

of custody


How do I get this initiative off the ground?


Achieve IUID policy complianceWhat are your next steps?

• Establish a champion within your organization Part accountant, part ops, part IT geek Coordinate with contracts, know guidelines

• Analyze existing item marking practices• Virtual UII vs. real IUID label?• Identify existing legacy systems

Approx 30 data elements for “birth” records• Base line 1662 for initial reconciliation• Review the IUID 101 – The Basics document that is

posted on the www.uniqueid.org web site• Become familiar with Guide to IUID (v1.6), DFAR

supplement, and the policy Start to define the repeatable process for

Creating UII’s (virtual UIDs) Managing IUID data such as printing, validation, and

reporting Submitting to the Registry

• Update your internal systems to accommodate IUID• Establish a procedure for registering the IUID data• Visit www.uidsolutions.com for resources


Questions ?

Streamlining Property Management for IUID

Peter Collins – Founder and President

www.uidsolutions.com [email protected]


Electronic Tracking Simplified

Principals pioneered automatic data capture technologies such as bar code starting in the 1960’s

Celebrated 15 year anniversary in 2009

• Leader in compliance software for Wal-Mart/Kmart suppliers

Developed UPS tracking technology for the past 10 years

A2B board member participated in early stages of the IUID Integrated Product Team (IPT)

Designed and built IUID lifecycle management software, call UID Comply! ®, with integrated hardware technology for the past 5 years

• Organized a team that comprises over 150 years of developing bar code and marking technology

A2B Tracking Solutions, Inc.


Session Agenda

The difference between RFID and IUID

The challenges in meeting IUID requirements

The areas affected by IUID compliance

Requirements for PIPC and legacy items

Managing the data

The various technologies available to comply

Real-life compliance case study

national property management association my 4 th of july weekend…

Documents