DLAR 4155.31
AQCO
5 Aug 86
(Supplementation is permitted at all
levels.)
To establish policy, assign
responsibilities, and provide uniform procedures for participation of DLA
activities in the Government- Industry Data Exchange Program (GIDEP)
(hereinafter referred to as the program). This DLAR is applicable to HQ DLA,
Defense Supply Centers (DSCs), Defense Industrial
Plant Equipment Center (DIPEC), and Defense Reutilization and Marketing Service
(DRMS).
A. The Executive
Director, Quality Assurance, HQ DLA (DLA-Q) will provide a member and
participate in the meetings of the GIDEP Program Manager's Government Advisory
Group (GAG).
B. DLA activities will
participate in the GIDEP Failure Experience Data Interchange (FEDI) and such
other GIDEP information exchanges as are useful in the accomplishment of
assigned missions and, in particular, in exchanges of failure experience
information.
C. DLA activities will react positively
and promptly to the receipt of GIDEP ALERTs affecting
applicable items (AIs) as defined herein. Activities
purchasing or managing stocks will review records and inspect stocks as
necessary to assure that items containing ALERT defects are not issued to DLA
customers. Warranty actions will be taken when appropriate. When issued items
may have contained ALERTed defects, customers will be
informed and furnished inspection and disposition instructions. During disposal
actions appropriate precautions will be taken by the generating activity as
prescribed in DoD 4160.21-M, Defense Utilization and
Disposal Manual, chapter IV, paragraph D, to avoid safety problems or the
reentry into the supply system of items containing ALERTed
defects.
D. DLA activities will
prepare GIDEP ALERTs when items purchased or used by
DLA are found to contain defects traced to inadequate controls or use of
improper materials or processing during manufacture and these problems are of
general concern to the GIDEP participants. Where defective items are suspected
to have been caused by the commission of fraud, or a criminal offense requiring
the filing of a report pursuant to the provisions of Federal Acquisition
Regulation (FAR) paragraphs 9.406 and 9.407, GIDEP ALERTs
issued will not identify the actual suppliers or other sensitive information
that would compromise civil or criminal prosecution. In such cases, ALERTs will include only the name of the manufacturer and
generic or part number identified on the questioned items. Activity Counsel
coordination will be obtained on all such ALERTs.
E. DLA activities will
respond promptly to requests for assistance from other GIDEP participants in
the preparation of ALERTs against items or families
of AIs. Requests for assistance which involve items
being investigated for fraudulent or criminal activities shall be coordinated
with the activity Counsel.
F. DLA activities will
watch for interfaces between parts problems reported on GIDEP ALERTs and Quality Deficiency Reports (QDRs)
processed under DLAR 4155.24, AR 702-7, NAVMATINST 4855.8D, AFR 74-6, MCO
4855.5D, Reporting of Product Quality Deficiencies Across Component Lines, or
by other reports. Interfaces noted will be annotated in the right margin of the
DD Form 1938, Government-Industry Data Exchange Program ALERT, and in an
appropriate location on the interfacing report. The ALERT originator will be
informally notified of the interface by a telephone call or memorandum. When
appropriate, GIDEP ALERTs will be prepared to inform
GIDEP participants of QDR reported problems (see paragraphs VII B 8 and 9).
G. Activities will
report diminishing manufacturing sources in the program (see paragraph VII B
10).
H. DLA activity safety
officers will review all GIDEP SAFE-ALERTs for
possible applications to promote personnel safety within the entire facility.
A. Applicable Item. An
item managed, purchased, used, or disposed of by a DLA activity.
B. GIDEP ALERT. A
report of an actual or potential problem with parts, components, materials,
manufacturing processes, test equipment, or safety conditions which may have
multiple applications in Government or industry and be of significance to other
GIDEP participants. ALERTs are not to be used to
report random part failures or failures resulting from applications outside of
published design requirements. An ALERT reporting personnel safety problems
will be identified as a SAFE-ALERT (see GIDEP Policies and Procedures (P&P)
Manual, Section 15). ALERTs are prepared on DD Form
1938.
C. GIDEP Failure Experience Data
Interchange. A current compilation of ALERTs failure
analysis reports and failure data source documents maintained by the GIDEP
Operations Center for use by all GIDEP participants. Paper copies of all ALERTs and failure experience data are forwarded to GIDEP
participants as they are released. Microfiche copies and computerized ALERT
summaries are also available.
D. GIDEP Monitor. An
individual assigned within an organizational element of a DLA activity to
receive and transmit GIDEP information from and to the GIDEP representative, to
be responsible for distribution of GIDEP information within that element, and
to feed back reports of informative uses to the GIDEP representative.
E. GIDEP Participant. A
Government or industry activity which uses or purchases parts, materials, or
processes for the fabrication or maintenance of equipment, and has agreed to
furnish to the GIDEP appropriate information developed in-house in exchange for
GIDEP information received. Industry participants do not have to be Government
contractors.
F. GIDEP
Representative. An individual appointed by the participating organization as
the single contact point for the program. The assigned responsibility of the GIDEP
representative is to function as the in-house GIDEP program control center. A
representative is normally located in the organization where awareness of the
activity's overall programs is possible along with the authority and capability
to determine areas of interest for GIDEP data utilization and data sources for
submission into the program.
G. Quality Deficiency
Report. A Government activity report of a defect or nonconforming condition
which limits or prohibits the product from fulfilling its intended purpose.
Included are deficiencies in design, specification, material, manufacturing,
and workmanship. Procedures of DLAR 4155.24 and SF 368, Product Quality
Deficiency Report, are used for other than medical and subsistence items.
H. Urgent Data Request
(UDR). A rapid means of communication among GIDEP participants to obtain
information not readily available within the GIDEP data interchanges or from
known sources. DD Form 2002, Urgent Data Request, is used. (See GIDEP P&P
Manual, Section 11.)
A. The
program is Government-funded and operated under a charter issued by the Joint
Logistics Commanders (JLCs). Its purpose is to reduce
or eliminate expenditure of manpower, time, and money by making maximum use of
existing knowledge. It is a centralized, computerized, data dissemination,
storage, and retrieval program which promotes the full and voluntary
interchange of data concerning parts, materials, and processes among DoD, other Governmental Agencies, and industry users.
Current participating organizations include industrial and commercial
organizations, and Government Agencies such as the U.S. Army, U.S. Navy, U.S.
Air Force, DLA, National Aeronautics and Space Administration, U.S. Department
of Energy, Federal Aviation Administration, National Security Agency,
Department of Labor, National Bureau of Standards, General Services
Administration, and the Canadian Department of National Defense. Information
accumulated in the following four data interchanges is available to all
participants without charge by agreeing to abide by preestablished
requirements for participation. The UDR system provides the vehicle for easy
communications among participants concerning needs for special technical
information.
1. Engineering Data Interchange.
Contains engineering evaluation and performance test reports, nonstandard parts
justification data, parts and materials specifications, manufacturing
processes, failure analysis data, and other engineering data on parts,
components, materials, and processes. Includes a section of reports on specific
engineering methodology and techniques.
2. Reliability-Maintainability Data
Interchange (RMDI). Contains failure and replacement rate and mode data on
parts, components, assemblies, subsystems and systems based on field
performance information and reliability demonstration tests on operational
systems and equipment.
3. Metrology Data Interchange (MDI).
Contains test equipment calibration procedures and metrology engineering data
related to test systems, calibration systems, and measurement technology.
4. Failure Experience Data
Interchange. Contains GIDEP ALERTs, destructive
physical analysis reports and documents, failure analysis reports, failure case
histories, and failure data source documents containing objective failure
information generated as a result of significant problems identified on parts,
materials, manufacturing processes, or safety.
a. Microfiche copies of
ALERTs and failure experience data issued each month
are furnished when requested. All data is indexed in a computer and may be
addressed from remote terminals. Periodic FEDI summaries, sorted by GIDEP code,
part manufacturer, manufacturer's part number, and the Defense Contract
Management District (DCMD) cognizant of the part manufacturer, may be requested.
b. The GIDEP ALERT
system may be considered a quality deficiency report system in the equipment
manufacturing industry. Data reported on ALERTs are
similar to that resulting from failure analyses made after receipt of an SF 368
or other complaint, DD Form 1225, Storage Quality Control Report, or SF 364,
Report of Discrepancy (ROD), when the nonconforming parts were produced for an
identified time period or production lot. Government activities processing QDRs on parts they have purchased, and are known to be
still in use by contractors manufacturing or repairing equipment for the
Government, should screen files for the last 12 months for GIDEP ALERTs on the same or similar parts. If none are found, ALERTs should be generated. If ALERTs
are found, the originators and the GIDEP Operations Center should be informed
of the QDRs with recommendations the ALERTs be amended.
5. Urgent Data Request (UDR) System.
Provides a convenient means whereby GIDEP participants may solicit assistance
on specific problems from all other GIDEP participants.
B. GIDEP Program
Manager responsibilities have been assigned by the JLCs
to the Office of Assistant Secretary of Navy (Shipbuilding and Logistics).
Management and operational policies and advice are provided by the Government
Advisory Group (GAG) and Industry Advisory Group (IAG). The GAG consists of one
representative of the national headquarters of each Government organization
participating in the GIDEP. The IAG consists of a controlled number of GIDEP
representatives elected by industry participants and special interest members
appointed by the IAG and approved by the Program Manager. Implementing
instructions are published in the GIDEP Policies and Procedures Manual. Data
and information exchanges are accomplished through the Officer in Charge, GIDEP
Operations Center, Corona, California 91720. Security classified and limited
release data are not included in GIDEP.
The principal changes in this
revision consist of identifying the Directorate of Quality Assurance as the
responsible PSE for the GIDEP program and updating policy information reflected
in the latest GIDEP Policy and Procedures Manual. Guidance for the preparation
of ALERTs has been taken out of Section 11 of the
Manual and entered into Section 15. To report Diminishing Manufacturing Sources
and Material Shortages, one must use the General Document Summary Sheet, DD
Form 2000. The list of Data Item Descriptions has been removed from this
regulation. Also, the GIDEP Program Manager is now assigned to the Office of
Assistant Secretary of Navy. Paragraph references to the FAR and Defense
Reutilization and Marketing Service (formerly the Defense Property Disposal
Service) have been updated.
A. The Executive
Director, Quality Assurance, HQ DLA (DLA-Q) will:
1. Appoint the DLA member to the
GIDEP GAG and support attendance at GIDEP meetings.
2. Provide policy and procedural
guidance regarding the GIDEP to DLA activities.
3. Provide consolidated HQ DLA GIDEP
usage reports.
B. The Heads of
Applicable DLA Primary Level Field Activities, Except Defense Contract
Management Command (DCMC) Field Activities and DRMS Activities will:
1. Appoint one GIDEP representative
to function as the central control point for the transfer of information and
data from and to the GIDEP.
2. Provide for the appointment of
GIDEP monitors as needed within operational elements to assure efficient
utilization or transfer of GIDEP information within the activity.
A. The DLA member of
the GIDEP GAG will:
1. Represent DLA at quarterly GAG
management meetings and at special meetings convened by the Program Manager.
2. Furnish advice and
recommendations to the GIDEP Program Manager for making the GIDEP more
effective in accomplishing its basic mission and objectives.
3. Serve on special GIDEP
committees.
4. Review, coordinate as necessary,
and furnish DLA comments to the GIDEP Program Manager on proposed changes to
the GIDEP P&P Manual, charters, and other program documents.
5. Act as the GIDEP representative
for HQ DLA. Review and forward copies of all GIDEP ALERTS to the Engineering
Programs Division, Executive Directorate, Technical and Logistics Services, HQ
DLA (DLA-SE), the DoD Product Engineering Services
Office (PESO) and the Defense Data Management Office (DDMO). Forward copies of
all SAFE ALERTs to the Safety and Health Division,
Office of Installation Services and Environmental Protection, HQ DLA (DLA-WH)
and the Cameron Station Facility and Safety Engineers. Forward copies of other ALERTs which may affect post operations to the Facility
Engineer. Assist DLA GIDEP representatives in the performance of their duties
as requested. Call to the attention of DSC GIDEP representatives or monitors
all GIDEP ALERTs which may be particularly sensitive
to DLA operations.
6. Provide general information
concerning the program to Government and Industrial activities who request it.
Recommend obtaining specific or detailed GIDEP information concerning the
program from the Program Manager or the Operations Center.
7. Furnish requested GIDEP documents
to the Office of the Assistant Secretary of Defense (Acquisition and
Logistics).
8. Provide a consolidated HQ DLA
GIDEP usage report.
B.
GIDEP Representatives will:
1. Be the central control point
within their activity for contacts with GIDEP Operations Center, GIDEP Program
Manager, and other GIDEP participants. Furnish HQ DLA, ATTN: Logistics
Management Division (DLA-QL), a list containing organizational codes and
telephone numbers for themselves and GIDEP monitors assigned to their
organization. Name changes will be forwarded within 30 days after they occur.
2. Arrange with the GIDEP Operations
Center to furnish one copy of the GIDEP P&P Manual and all revisions for
themselves and for each major element having assigned GIDEP monitors, when
monitor use of the representative's copy is not practical.
3. Screen GIDEP ALERTs
and SAFE-ALERTs received to retain those affecting
items purchased or used by their DSC. Route these to appropriate monitor or the
QDR focal point for processing as QDRs under DLAM
4155.2, Quality Assurance Program Manual, section 4-6. Ask quality assurance
specialists (QASs) to report actions taken as a
result of the ALERT (records review, stock screens, warranty actions, scrapped
quantities, costs incurred, and notices to customers when nonconforming items
may have been issued).
4. Furnish one copy of each
SAFE-ALERT to the activity's safety office for consideration of applicability
within the activity and the total installation.
5. Review requests for GIDEP
information from parts-using contractors who do not participate in the GIDEP.
When the information is furnished, encourage each contractor to become a GIDEP
participant. If not satisfied locally, forward the requests to the GIDEP
Operations Center for supplying the information directly to the contractor, or
through the representative, when appropriate.
6. Prepare DLA highlights and
special GIDEP reports of notable uses of GIDEP data. Prepare GIDEP annual
progress reports, in accordance with the GIDEP P&P Manual, section 4, using
DD Form 2166, GIDEP Annual Progress Report.
7. Perform the duties of the GIDEP
monitors if none are assigned.
8. Inform ALERT originators of
actions taken or in progress when it is found that a QDR has been received on
the same parts reported in an ALERT.
9. Prepare GIDEP ALERTs
when part or material failures meeting the requirements for ALERT preparation
are encountered, and assist others in ALERT preparation. Review each ALERT
prepared to assure that information is complete and all necessary internal coordinations have been accomplished. Coordinate the ALERT
with the part manufacturer, assign an ALERT number, and forward the ALERT
together with microfilmable copy of all related
manufacturer's correspondence to the GIDEP Operations Center. When an ALERT is
needed, the assigned engineering support activity (ESA) should be contacted for
engineering assistance and to avoid duplication of efforts. Detailed guidance
for preparing ALERTs is provided in the GIDEP P&P
Manual, Section 15.
10. Assist in the reporting of
Diminishing Manufacturing Sources and Material Shortages (DMSMS) to GIDEP using
the General Document Summary Sheet, DD Form 2000 (see GIDEP P&P Manual,
Section 15). DLAR 4005.6, Diminishing Manufacturing Sources and Material
Shortages (DMSMS) Program, implements the DMSMS Program in DLA.
11. Assist in the preparation of UDRs utilizing DD Form 2002 in accordance with GIDEP
P&P Manual, Section 11. The GIDEP UDR system provides a rapid means of
communication among GIDEP participants to obtain information not immediately
available within the GIDEP Data Interchanges. Responses to each UDR must be
documented and reported to the GIDEP Operations Center using DD Form 2000,
General Document Summary Sheet. Reports should be sent to GIDEP within 90 days
after the UDR is published. If no substantive responses are received within 90
days, a negative report should be sent to GIDEP by letter or DD Form 2000.
12. Review engineering reports, test
reports, and calibration documents generated or purchased by the activity for
possible contribution to each of the applicable GIDEP data interchanges.
Component performance test reports are of interest to the GIDEP. Secure
necessary report releases and forward a clear copy suitable for microfilming to
the GIDEP Operations Center. Refer problems in obtaining releases to HQ DLA,
ATTN: DLA-QL.
13. Review Military Parts Control
Advisory Group (MPCAG) ALARMs and other general
notices concerning parts usage or qualification status. Assure that GIDEP ALERTs are issued when appropriate. Other items will be
forwarded for publication as GIDEP problem information. Information furnished
to GIDEP cannot be security classified.
14. Summarize pertinent followup actions to support the annual progress reports
submitted to the GIDEP Operations Center. The information should include costs
avoided by the use of GIDEP data separately from the costs incurred by special
inspections, warranty actions, and parts scrapped.
C. GIDEP Monitors will:
1. Receive GIDEP ALERTs
and other information from the GIDEP representative and route to the
appropriate action officers for review of procurement quality records and
screening of stocks, when necessary.
2. Instruct action officers to note
records of QDRs or other ALERTs
in the files that reflect problems similar to those in the ALERT being worked.
Assure that appropriate references to the QDRs are
entered on the ALERT and that references to the ALERTs
are entered on the file copies of the QDRs. Send a
copy of the QDR (annotated to reference the ALERT) to the GIDEP representative
so the ALERT originator can be made aware of the QDR.
3. Report to the GIDEP
representative actions taken as a result of ALERTs
received. Include the approximate cost of special inspection of parts, the
quantity and value of items inspected, the quantity and value of items
withdrawn from issuable status, whether the supplier
or manufacturer replaced the items or made local repairs, the disposal method
used, and warranty actions accomplished.
A. GIDEP ALERTs, General Document Summary Sheets, and UDRs will be prepared on DD Forms 1938, 2000, and 2002,
respectively, in accordance with instructions in the GIDEP P&P Manual,
Sections 11, 13, and 15.
B. GIDEP usage will be
recorded and reported to HQ DLA, ATTN: DLA-QL, and the GIDEP Operations Center
annually in January on DD Form 2166. Reports will include usage data statistics
and narrative for the calendar year (see paragraph VII B 6). Records and report
formats will be in accordance with the GIDEP P&P Manual, Section 4,
Progress Reporting. Report Control Symbol DLA(A) 2285(Q) is assigned.
C. GIDEP microfilm data banks will
be retained until recalled or returned to the GIDEP Operations Center.
D. Hard or microfiche
copies of GIDEP ALERTs and SAFE ALERTs
affecting AIs will be retained in open GIDEP
representative files for a minimum of 2 years.
E. Copies of GIDEP ALERTs affecting AIs will be
retained in quality history files in DSCs for a
minimum of 2 years.
F. Copies of GIDEP
SAFE-ALERTs affecting AIs
will be retained by safety officers for a minimum of 1 year.
G. Copies of GIDEP
ALERT summaries will be retained for a minimum of5 years.
H. GIDEP ALERTs and summaries may be destroyed after the retention
periods stated above.
BY ORDER OF THE DIRECTOR
JAMES J. SINGSANK
Colonel, USA
Staff Director, Administration
DISTRIBUTION 4; 5; 9
COORDINATION: DLA-WH, DLA-SE,
DLA-KS, DLA-LR, DLA-LP