Item Unique Identifier Registry (IUID) - Web Based Training
 

Purpose

Item Unique Identification (formerly Unique Item Identification - UID) is the system of marking and valuing tangible property furnished by the DoD and making the item information available in support of DoD logistics and contracting. The DoD can track the tangible item in maintenance, repair, and/or supply. For small business and commercial items, the expectation is that the items will be marked concurrent with delivery. The policies, standards, and procedures of this system are managed by the UID Program Office.


Background

Unique Identification (UID) is an essential program for the war fighter and for you. It supports DoD operational readiness and benefits your business. DFARS 211.274-1 - General mandates Item Unique Identification (IUID) and valuation as a system of marking and valuing items delivered to DoD that enhances logistics, contracting, and financial business transactions supporting the United States and coalition troops.

What requires an IUID?

Contracts require DoD recognized unique identification (UID) for all property items delivered to the Government if any one of the following conditions is met:

  • The acquisition cost (unit cost) is $5000 or more
  • It is either a serially managed item, a mission essential item, a controlled inventory piece of equipment, a reparable item, or a consumable item
  • It is a component of a delivered item
  • The program manager has determined that UID is required

IUID Registry Responsibility

Your job is to ensure the visibility of government furnished property by submitting the Unique Item Identifier (UII) data elements to the IUID Registry. The IUID Registry is a database operated by the Defense Logistics Information Service. It collects Government Furnished Property IUID information and distributes it to authorized Registry users. You submit the UII data elements to the IUID Registry during the process of creating a Receiving Report (DD250), Reparables Receiving Report, Combo, or GFP Transfer/Receipt using PIEE.


Benefits for the DoD?

UID will improve the time it takes to equip our warfighter.

  • It provides better item intelligence for warfighters for operational readiness
  • It improves item visibility
  • It ensures accurate DoD property valuation and accountability
  • It improves inventory access
  • It lowers item management costs

Benefits for the Vendor/Supplier?

Your participation in the UID Program is a smart business move.

  • It avoids lost property during the transportation process
  • It avoids duplicate requisitions
  • It enables error-free data transfer


Overview of Roles

  • Contractor – This access allows Contractors to input, update, correct and query item data.

  • General Purpose API – This access allows government users to create a system interface with the IUID Registry which will allow them to query all data.

  • Common Access API – This access allows users to create a system to system interface with the IUID Registry which will allow them to query specific data in the IUID Registry (verification, validation, retrieval).

  • Inquiry – VIEW ONLY access to the IUID registry for uniformed military, DOD civilian employees, and DOD-sponsored Contractors.

  • Legacy Submitter – UII input and maintenance access to the IUID registry for uniformed military, DOD civilian employees, and DOD-sponsored Contractors.

  • Data Correction roles – responsible for initiation, review and approval of mass corrections to the IUID Registry.


IUID - PIEE Role List

IUID - Admin Role List

Document Demo Doc Last Updated Notes
Contractor / Legacy Submitter / IUID HAM
User Adding GFP UID Item IUID User Adding GFP UID Item IUID User Adding GFP UID Item December 2017 This is an overview of how a user would Add a GFP UID Item. Contractor, Legacy Submitter and IUID HAM users are able to perform this function.
User Adding Embedded Item IUID User Adding Embedded Item IUID User Adding Embedded Item December 2017 This is an overview of how An IUID user would Add an Embedded Item. Contractor, Legacy Submitter and IUID HAM users are able to perform this function.
User Adding Legacy Item IUID User Adding a Legacy Item IUID User Adding a Legacy Item December 2017 This is an overview of how an IUID user would Add a Legacy Item. Contractor, Legacy Submitter and IUID HAM users are able to perform this function.
User Updating Non-UII GFP IUID User Updating Non-UII GFP IUID User Updating Non-UII GFP December 2017 This is an overview to demonstrate how an IUID user can update a Non-UII GFP. This option is available to Contractor, Legacy Submitter and IUID HAM roles.
Contractor
User Updating UID IUID User Update UID IUID User Update UID July 2018 This is an overview of how an IUID Contractor updates an UID. This demo describes using the Update function to record an item's event.
User Correcting UID IUID User Correcting UID IUID User Correcting UID December 2017 This is an overview of how an IUID Contractor corrects an UID. The correction function is used to modify or remove existing data that was entered in error. The Correction function is the only place where an item's entire record can be deleted permanently.
Contractor / Inquiry / Legacy Submitter / IUID HAM
User Queries - Part I IUID User Queries - Part I IUID User Queries - Part I December 2017 This demo is Part 1 of IUID Contractor Queries. The IUID Registry maintains the history of each item and is accessible for online queries. The query option is available to Contractor, Inquiry, Legacy Submitter, and IUID HAM roles.
User Queries - Part II IUID User Queries - Part II IUID User Queries - Part II December 2017 This demo is Part 2 of IUID Contractor Queries. The IUID Registry maintains the history of each item and is accessible for online queries. The query option is available to Contractor, Inquiry, Legacy Submitter, and IUID HAM roles.
Offline Query Offline Query Offline Query December 2017 This is an overview of the Offline Query functionality within the IUID application. This functionality is available to Contractor, Inquiry, Legacy Submitter, and IUID HAM roles.
All Roles
Inquiry Reports IUID Inquiry Reports IUID Inquiry Reports July 2018 This is an overview of IUID Inquiry Reports. The IUID Registry GFP Summary produces reports that can be requested.
WAWF and UIDs WAWF UID Overview WAWF UID Overview December 2017 This is an overview of a Vendor adding UIDs in WAWF. This is a step by step demonstrating to add the UID.
Adding an Embedded UID Item on a Reparables Receiving Report Add Embedded UID Item on RRR Overview Add Embedded UID Item on RRR Overview February 2017 This is a demonstration for reporting embedded items on a Reparables Receiving Report and Reparables COMBO. This demo explains the purpose of embedded items and Reparables Receiving Report and Reparables COMBO. It also describes the options/actions the user has.


New acquisition deliveries of end items will be submitted via the PIEE Receiving Report. PIEE has added the capability to capture "Mark" information and all associated fields based upon the current IUID Registry data entries, validations and edits for new items. The following documents will have the capability to capture “Mark” information for the new UID (Parent UII and Embedded UII) items.

  • Receiving Report
  • COMBO
  • Receiving Report with Purchase Card as method of payment
  • Energy Receiving Report
  • Energy COMBO

In addition, the letter ‘I’ and ‘O’ will not be allowed within the Line Item number of all document types.

New Information:

  • The routing of XML/Flat Files from the customer to GEX to the IUID Registry will not change.
  • Legacy item XML/Flat File submission via GEX will not change; XMLs must be submitted with schema v5.1.1 and Flat Files with v6.0.
  • All Government Users must enter a valid DoDAAC upon first sign-in if a DoDAAC is not already on their account.
  • The IUID marking requirements will not be changing.

Important Links and Contact Information:

The IUID Registry can be accessed at

https://piee.eb.mil (External Link)

The purpose of this ECP was to update WAWF in order to permit 15 Product/Service ID and qualifier pairs on the following document types (764):

  • Receiving Report
  • Energy Receiving Report
  • Reparables Receiving Report
  • Corrected Receiving Report
  • Purchase Card Receiving Report
  • Micropurchase Receiving Report
  • Property Transfer Document

All WAWF document types have been updated to rename the data elements “Stock/Part Number Type” and “Stock/Part Number” to “Product/Service ID Qualifier” and “Product/Service ID”, respectively (764).

During receipt (via the web or external), if a line item does not contain a National Stock Number (NSN) and there are fewer than 15 Product/Service ID and qualifier pairs, receivers will have the ability to enter one NSN on that line item (778).

  • This applies to all line items (IUID or not).
  • This is limited to the Receiving Report, Corrected Receiving Report, Energy Receiving Report, Reparables Receiving Report, Purchase Card Receiving Report, and Property Transfer Documents.

Permit Multiple Product Service IDs and NSN Extracted to IUID Registry Demos:

Document Demo Doc Last Updated Notes
Permit Multiple Product Service IDs and NSN Extracted to IUID Registry Permit Multiple Product Service IDs and NSN Extracted to IUID Registry Permit Multiple Product Service IDs and NSN Extracted to IUID Registry August 2014 This overview of ECP0764 describes the changes to permit 15 Product/Service ID and qualified pairs of several documents within PIEE.

The PIEE has implemented a new Contract Number Type, “UNIFORM PIID (FAR 4.16)” as well as new PIID format edits for both Contract and Delivery Order Numbers. Specific edits will also apply in the following scenarios below.

For additional information regarding PIID Number Format, please review the demo and/or Word document at the bottom of this page.


Contract Type is "DoD Contract (FAR)"; Fiscal Year is 18 and Later

Contract Number Edits:

  • No special characters allowed.
  • Must be 13 characters in length.
  • Contract cannot contain "O" or "I" at any position.
  • Position 1 and 2 cannot both be numeric.
  • Position 7 and 8 (FY parameter) must be numeric and greater than or equal to 18 and less than 66.
  • Position 9 must be alpha.
  • Position 9 must not be: B, E, I, J, O, R, U, W, X, Y, or Z.
  • Position 10 through 13 in the Contract Number may not be "0000."

Delivery Order Number Edits:

  • No special characters allowed.
  • Must be 13 characters in length.
  • Delivery Order Number may not contain "O" or "I" at any position.
  • Position 1 and 2 cannot both be numeric.
  • Position 7 and 8 (FY parameter) must be numeric and 18 or greater and less than 66.
  • Position 9 must be "F."
  • Position 10 through 13 in the Delivery Order Number may not be "0000."
  • Delivery Order is prohibited when the 9th position of the Contract Number is C, F, H, M, P, or V.
  • For Acquisition, Delivery Order is required when the 9th position of the Contract Number is A, D, or G.

Contract Type is "DoD Contract (FAR)"; Fiscal Year is 17 and Prior

Contract Number Edits:

  • No special characters allowed.
  • Must be 0, 4, or 13 characters in length.
  • May not contain "O" or "I" at any position.
  • Position 1 and 2 cannot both be numeric.
  • Position 7 and 8 (FY parameter) must be numeric and less than 18 or greater than 65.
  • Position 9 must be alpha.
  • Position 9 cannot be: B, E, I, J, N, O, Q, R, T, U, or Y.
  • Position 10 through 13 in the Contract Number may not be "0000."

Delivery Order Number Edits:

  • No special characters allowed.
  • Must be 0, 4, or 13 characters in length.
  • May not contain "O" or "I" at any position.
  • For Acquisition, Delivery Order is required when the 9th position of Contract Number is A, D, or G.
  • Delivery Order is prohibited when the 9th position of Contract Number is C, F, M, P, V, or W.
  • If the Delivery Order is 4 characters, the following edits will be applied:
    • The characters "A" and "P" are prohibited in the first position of 4-characters Delivery Order Number.
    • "0000" is not acceptable value.
  • If the Delivery Order is 13 characters, the following edits will be applied:
    • First 6 positions must be government DoDAAC.
    • Position 7 and 8 must be numeric.
    • Position 9 must be "F."
    • Position 10 through 13 cannot be all zeros.

Contract Type is "Uniform PIID (FAR 4.16)"

Contract Number Edits:

  • No special characters allowed.
  • Must be 13 to 17 characters in length.
  • Contract cannot contain "O" or "I" at any position.
  • Positions 1 and 2 must both be numeric.
  • Position 7 and 8 must be numeric and 16 or greater.
  • Position 9 must be alpha.
  • Position 9 cannot be: B, E, I, J, O, Q, R, U, W, X, Y, or Z.
  • Position 10 through the end of the Contract Number may not be all zeros.

Delivery Order Number Edits:

  • No special characters allowed.
  • Must be 13 to 17 characters in length, inclusive.
  • Delivery Order Number may not contain "O" or "I" at any position.
  • Positions 1 and 2 must both be numeric.
  • Position 7 and 8 must be numeric and 16 or greater.
  • Position 9 must be "F."
  • Position 10 through the end of the Delivery Order Number may not be all zeros.
  • For Acquisition, Delivery Order is required when the 9th position of the Contract Number is A, D, or G.
  • For Property, Delivery Order is required when the 9th position of the Contract Number is A or G.

All other contract types

Contract Number and Delivery Order Number Edits:

  • No special characters allowed.
  • Must be between 1 and 19 characters in length.

PIID Number Format (Contract and Delivery Order Numbers) Demo:

Document Demo Doc Last Updated Notes

NonUII GFP process within the IUID Registry was updated to capture all of the data in the WAWF Property receipt document.

All of the contract data captured in the WAWF Property receipt document will be populated to the contract section of the Non-UII GFP. The Non-UII GFP Query view and the Update Non-UII GFP will show the contract data on the Contract Information section.

When the user views the Non-UII GFP by the line, only the group of items related to the selected line will be displayed. This will cover the following Non-UII Queries:

  • GFP Reconciliation Query
  • GFP Custody By Contract Query
  • GFP Custody By CAGE/DUNS/DoDAAC Query
  • GFP Property Transactions Query
  • Promised GFP Query
  • Non UII GFP Query

All Product/ Service ID Qualifiers and Product/ Service IDs from the WAWF application will be populated to the IUID Registry.


NonUII GFP Treatment Demo:

Document Demo Doc Last Updated Notes
NonUII GFP Treatment NonUII GFP Treatment NonUII GFP Treatment August 2015 This overview of ECP0867 describes the update of the Non-UII GFP process within the IUID Registry. All contract data captured in WAWF Property receipt document will be populated to the contract section of the Non-UII GFP.

An Acquisition Cost is required when converting a Non-UII GFP to a UII GFP.

The Custody data will be required when converting a Non-UII GFP to a UII GFP. The system will not display the Custody page when the Non-UII GFP document contains the Custody data. The Custody data will be populated from the Non-UII GFP to the UII GFP and will be displayed on the Record Info page.

All elements of the custody will follow GFP validation requirements.


Unit Acquisition Cost for UII’d Item from non UII’d Item Demo:

Reference Guide PDF Notes
Unit Acquisition Cost for UII’d Item from non UII’d Item This overview of Acquisition Cost when converting a Non-UII GFP to a UII GFP. (PDF) This overview of Acquisition Cost when converting a Non-UII GFP to a UII GFP.

The purpose was to allow both the Condition Code and Lifecycle Event to be modifiable for all line items within the IUID Registry.

When displaying and updating the Condition Code associated with an item that has a serial number, the IUID Registry will display the Serial Number associated with that item. Condition Code is associated with single item bins.

When displaying and updating data related to a Lifecycle Event of an item where a Serial Number is associated with the item, the IUID Registry will display the Serial Number. The Lifecycle Event may be applied to single item bins or multi item bins.

  • If a Lifecycle Event is Exchanged, Leased, Loaned or Reintroduced - the bin must be a single item and the Serial Number is required.

Condition Code and Lifecycle Event for Non-UII GFP Demo:

Document Demo Doc Last Updated Notes
Condition Code and Lifecycle Event for Non-UII GFP Condition Code and Lifecycle Event for Non-UII GFP Condition Code and Lifecycle Event for Non-UII GFP August 2015 This overview of ECP0869 describes the update to allow both the Condition Code and Lifecycle Event to be modifiable for all line items within the IUID Registry.

The purpose was to enable the revised GFP Attachment and new Registry view. This will require:

  1. Create a GFP Attachment Schema that contains the enhanced GFP Attachment data. (NG)
  2. Develop the transformation code from the GFP Attachment PDF to the GFP Attachment Schema format. (NG)
  3. Modify the IUID Registry to capture and store the GFP Attachment data.
  4. Modify the IUID Registry to display the GFP Attachment so that it looks like the original attachment.
  5. Create a method for the user to electronically access the Attachment data – perhaps an API that transmits the Attachment XML to a consuming system.

GFP Attachment Demo:

Document Demo Doc Last Updated Notes
GFP Attachment GFP Attachment GFP Attachment June 2016 This overview of ECP0901 describes the update to rename GFP Query to GFP Attachments Query.

The “IUID Tool Set”: is an Application tool for facilitating the complete data correction process from submittal to registry interfacing-

  • Input single or multiple entries
  • Eliminate need for helpdesk technician to write code or script
  • Minimize typing inputs
  • Built in measurement system (metrics)

The data corrections functionality has been developed in the IUID web toolset to:

  • Process user data corrections:
    • Submission
    • Queuing
    • Approval
    • Execution
  • Provide controlled access / change management:
    • A Reviewer Validation
    • An Approver Validation (IUID PMO)


Supplemental Information

IUID Toolkit from the IUID Program Office offers direction and instruction to Defense Suppliers. You can learn the details on Policy, Requirements, Registering as an IUID Supplier. The Implementation Roadmap includes guidance on identifying parts, marking and reading UIIs, and data submission to the Registry.

IUID Toolkit (External Link)

Classroom Training (External Link) DAU has 6 regional campuses available to provide UID training.


DoD UID Web Site

For more information about UID, see the DoD UID Web Site:

DoD UID Web Site (External Link)


XML Schema v5.2


Other Documents


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