IUID: an end-to-end look at cross-functional relationships

Defense AT&L, Nov-Dec, 2007 by Kimberly Meyer

Data Delivery

Once the IUID requirement has been included on the contract or in the implementation plan, there are two main processes involved in implementation itself: item marking and delivery of item data. Delivery of data, our third key task in the end-to-end, cross-functional examination of IUID, is accomplished through the IUID Registry where all IUID data are captured and stored. The registry will contain information on new acquisitions as items are delivered and accepted, and on legacy items as they are marked. The registry is the repository of IUID information and will contain all the pedigree information on the item, including a description of the item, its original owner, its initial value at acquisition, whether any major modifications have been made, its serial and part numbers, acceptance information, and any embedded items.

Once items are marked, there are several data-entry methods. For new items, the primary method is through WAWF Use of electronic invoicing was mandated by law in the 2001 National Defense Authorization Act, subsequently codified in DFARS 52.232-7004 and implemented contractually through the clause at DFARS 252.232-7003, "Electronic Submission of Payment Requests." The DFARS specifically mentions WAWF as one of the accepted methods for electronically invoicing.

Though WAWF is the primary method for new procurements, it is not used by depot maintenance facilities marking legacy items and is still not used by all contractors; however, recent DFARS updates mandate its future use by all contractors. Those entities not employing WAWF can enter data into the IUID Registry through electronic data interchange input by direct electronic submission or manually via the UID Web entry site at <www.bpm.gov/iuid>. When marking legacy items at a depot maintenance facility, each Service has its own rules and processes for entry into the registry, and most use an interim system to collect data from the depot marking entities to then transmit to the registry. Once IUIDs are entered into the registry, the data will facilitate effective and efficient accountability and control of DoD assets and resources in support of DoD business transformation and warfighter mission fulfillment. The end goal is to enter data once and reuse them often, reducing the need to manually enter data in many different systems. As DoD systems move towards a more net-centric environment, the registry will

* Support life-cycle visibility for tangible items by integrating financial, maintenance, and accountability systems

* Enhance quality of information available for configuration management, systems engineering, logistics support, and operational planning

* Enable paperless management of DoD property.

We're Not There Yet

By April 2007, over 1.3 million items had been entered into the IUID Registry, but there are many more items still needing to be marked and registered, particularly legacy items already in the Department's inventory. Estimates place the total number of items requiring IUID marking at over 100 million.