What is Provisioning? – An integral part of Supply Chain Management (SCM) and closely aligned with cataloging, “Provisioning” means the process of determining and acquiring the range and quantity of components and repair parts, and support and test equipment required to operate and maintain an end item for sustained period of service. Provisioning starts with provisioning planning with program initiation for the planning and acquisition of components to support a new or existing weapon system or major end item and continues through the system acquisition. Materiel managers (MM) and Primary Inventory Control Activity (PICA) will work with Program Managers (PM) and Product Support Managers (PSM) to address logistics requirements and related supply chain costs within the total life-cycle systems management. They ensure that item technical and logistics data relevant to end item supply support are documented and accessible to DOD and commercial materiel managers responsible for provisioning, follow-on support, and evaluation of supply chain performance. Provisioning responsibility and authority belongs to the Military Services (MS).
Provisioning Stakeholders
- Military Services and Federal Agency-USCG
- Design Control Activity (DCA) Original Equipment Manufacturer (OEM)
- DCA/OEM Subcontractors
- Engineering Support Activity (ESA) – Equipment Specialist
- Provisioner
- DLIS – Provisioning Support
- Primary DLA Managing Supply Chain
- Weapon System Support Manager (WSSM)
Provisioning Requirements Determination
- Provisioning Procedures for Organic Requirements.
DOD Components will compute requirements for provisioned items using the latest end item program or delivery data and projected mature maintenance replacement rates. When using interim contractor support for computing DOD Component requirements for provisioned items, materiel managers will identify the necessary usage data to be collected and delivered by the contractor in a format compatible with the automated system used in the U.S. Government’s requirements determination process.
- Provisioning with Readiness-Based Sparing (RBS).
To determine the inventory investment required for the fielding of a new weapon system, the DOD Components will use RBS methods, where feasible.
- Provisioning with Demand-Based Sparing (DBS).
When use of RBS is infeasible, the DOD Components will use DBS methods. Paragraphs 8.4 and 8.5 of DODM 4140.01 V2 contain the procedures for computing wholesale and retail DBS inventory requirements.
When the DOD Components are the preferred source of supply for a new major system, they will integrate provisioning requirements and activities into the system acquisition process in accordance with performance-based agreements with Program Managers.
Steps in Provisioning – MS identifies a need for a Weapon System – OEM is selected – Provisioning conferences, i.e., guidance meetings, long lead time items conferences, source coding meetings.
Provisioning conference – The provisioning requirements statement or acceptable substitute will be fully coordinated with all participating Services/agencies. It will identify all conferences, as well as products to be available (for example, sample articles, screening results, and documentation) required for the conduct of business of the conference. It gives the MS and the Contractor personnel the opportunity to meet and discuss the specific requirements and data needed to make the technical and supply decisions that are part of the provisioning process. The Program Office, the Contractor's technical people, the Provisioning Team meets to review the drawings and provisioning data.
- DCA/OEM provides “Provisioning technical documentation” (PTD)/ Engineering data for provisioning (EDFP) IAW the contract
- MS ESA requirements and PTD reviews
- DLA Provisioning Support, Cataloging/Screening actions/requirements
- Air Force is mandatory based off system routing
- Navy & Army are as notified/requested
- Marines no longer participate after implementation of Catalyst system
- USCG as requested (reimbursable)
Provisioning Screening. Materiel managers and PICA will work with PM to reduce the variety of parts and associated documentation required by weapon systems or end items through provisioning screening.
- Screen manufacturers’ part numbers and other reference numbers in accordance with DODM 4100.39 to prevent unnecessary or duplicate items from entering the supply system.
- Fill the requirement from existing stocks or through normal replenishment procurement when provisioning screening reveals that a support item or an acceptable substitute item is already established (i.e., already assigned an NSN). This additional provisioning requirement must be coordinated with the materiel manager.
- Facilitate electronic access to Federal Catalog System files by contractors who are performing under current weapon system development or production contracts.
- Use the DLIS Services for additional screening support as needed and to enter new state-of-the-art technology into the supply system by developing new cataloging nomenclature and descriptive methods.
PTD means the data needed for the identification, selection, determination of initial requirements, and cataloging of support items to be acquired through the provisioning process. It includes such things as provisioning lists and logistics support analysis summaries. Descriptive data such as drawings and photographs are referred to as “supplementary provisioning technical documentation.”
EDFP is technical data which provides definitive identification of dimensional, materiel, mechanical, electrical, or other characteristics sufficient for provisioning of the support items of the end item(s) on contract. This data is used to accomplish the provisioning process and is required to perform provisioning for all systems and equipment, as well as to support the Product Support Arrangements. (EDFP must be in readable format, e.g., 2D/3D, pdf, etc... STL / AMF files for AM Items of Production)
Form, fit, and function data means data relating to items, components, or processes that are sufficient to enable physical and functional interchangeability, and data identifying source, size, configuration, mating and attachment characteristics, functional characteristics, and performance requirements.
Information contained in this flier/guide is derived from DODM 4100.39, DODM 4140.01, DFAR, DAU, MIL-HDBK-502A and DLA Provisioning Support; provided by: customeroutreach@dla.mil
GD0003 – Revised JUN2024