THE OFFICE OF THE ASSISTANT SECRETARY OF DEFENSE
WASHINGTON, D.C. 20301-8000
PRODUCTION AND
LOGlSTlCS
(L/EP)
Defense Energy Program Policy Memorandum (DEPPM) 89-1
MEMORANDUM FOR DEFENSE ENERGY POLICY COUNCIL
SUBJECT :
Petroleum Quality Information System (PQIS)
References:
(a) Logistics Management Institute (LMI) Report
AL628R1, "Petroleum Quality Information
System Requirements and Recommended
Design," December 1987
(b) LMI Report AL628TR1, "PQIS Aviation Turbine
Fuel Prototype User's Guide and Reference
Manual," February 1988
PURPOSE:
This DEPPM establishes the requirement for PQIS.
BACKGROUND: PQIS is planned as an automated information management
system that integrates dissimilar Government and private sector
petroleum product quality control and surveillance data into a
standardized format. PQIS information would be available to DoD
logistics and technical personnel for their use in identifying,
investigating, and resolving fuel related equipment problem
experienced within DoD.
At the request of the Energy Policy Directorate, OASD(P&L), the LMI:
(1) reviewed existing petroleum quality control monitoring programs,
systems, and forms currently in use in the Military Services and the
Defense Logistics Agency, Defense Fuel Supply Center (DFSC), and used
these findings to develop functional requirements for alternative
methods of designing PQIS (reference (a)), (2) developed a prototype
PQIS and installed it at DFSC on a trial basis, and (3) prepared a
draft PQIS prototype users manual (reference (b)), and provided it to
DFSC to assist them in operating the prototype system.
DISCUSSION: During March-May 1988, the Energy Policy Directorate
conducted a survey of potential PQIS users to determine the
requirement for:
(1) PQIS in general, (2) alternative system designs
for PQIS, and (3) standardization of petroleum quality data.
m
All respondents agreed on the need for PQIS in tracking DoD fuel
quality trends.
m
All respondents agreed on the need to develop a standardized,
automated fuel quality test form for data entry to PQIS.
Formatting this form on a PQIS data entry disk, fuel quality data
would be electronically encoded as close to the point of origin
as feasible, e.g., at the refinery and laboratory. The form
would use the American Society for Testing and Materials
Form D1655 as a guide, also capturing essential data elements
found on Government forms currently in use. Also, the form would
be flexible enough to report results from atypical tests.
Adoption of an automated means for reporting automated fuel
quality test data would be a major step forward in transitioning
to a paperless Defense fuel acquisition process. The capability
to enter data at DFSC automatically should be present.
m
Respondents addressed recommendations concerning: PQIS
costs/benefits, interaction with other data bases, size of the
system, and origin of test reports. These are addressed below in
responsibilities.
POLICY: DFSC shall be responsible for designing the PQIS. A
centralized PQIS database shall be maintained at DFSC. PQIS users
shall have access to the database for performing analyses. A
standardized, automated method of entering petroleum quality data to
PQIS shall be developed. As appropriate, work with the American
Petroleum Institute to develop U.S.-wide Electronic Data Interchange
standards for fuel quality. These data shall be electronically
recorded and validated as close to their source as feasible.
RESPONSIBILITIES: In accordance with reference (a) and Enclosures 1
and 2, the following steps shall be taken to make PQIS operational:
1.
The Director, Energy Policy, OASD(P&L) shall:
a. Finalize the PQIS prototype users manual (reference (b)),
with input from the Commander, DFSC. (complete)
b. Develop a standardized, automated method of entering
petroleum quality data to PQIS in coordination with the Military
services. (LMI AL628)
2.
The Commander, Defense Fuel Supply Center shall:
Phase I
a. Utilize and evaluate the PQIS prototype and prototype users
manual, and advise the Director, Energy Policy, OASD(P&L) of
necessary improvements.
b.
Prepare PQIS system design specifications. (DLA DL903)
C. Develop a cost/benefit analysis for the hybrid
micro/minicomputer PQIS design alternative.
d. Report to the Defense Energy Policy Council (DEPC) on DFSC
full implementation by September 1, 1989. Pending DEPC approval,
Phase II is executed.
Phase II
e. Develop PQIS operational software packages, based on the PQIS
system design specifications (above) in coordination with the
Military Services.
f.
Develop a PQIS users manual.
g. Distribute the PQIS users manual and operational software
packages to PQIS users by August 1, 1990.
h.
Establish PQIS in an operational mode by October 1, 1990.
3. Defense Energy Policy Council Members shall identify to Director,
Energy Policy, within 30 days of the date of this DEPPM, individuals
with whom the Directorate for Energy Policy, OASD(P&L), and DFSC can
consult in executing the above responsibilities. Also, these
individuals will participate in a review of the proposed system at
the end of Phase I (see paragraph 2.d. above) prior to entering Phase
II.
Enclosure
ENCLOSURE 1
PETROLEUM QUALITY INFORMATION SYSTEM SURVEY QUESTIONS
Numbers below represent respondents' composite preference for the specific item listed
(% percent)
1. What products are you interested in:
11
56
F76
56
FS1
MG1 1 1
JP4
JP5
67
DF1
33
FS2
11
MG3
11
44
FS4
JP8
67
DF2
11
MG4
11
11
MUP
11
DFA
33
FS5
Jet A
56
11
MUR
11
Jet A1 44
DFW
33
FS6
Other
Jet B
44
NSF
33
FSL
11
RJ-4
11
2. What sources of data are of interest:
DD Form 250-1 or DD Form 250/AFTO 456
78
Loading report
67
Transfer report
78
Discharge report
DoD laboratory reports
67
Problem test reports
Dormant storage reports
78
3.
What system functions would you require:
56
a. Dataentry
b. Data validation
56
c.
Print test report
67
d. Desktop publishing
44
e.
Retrieve test data
Data: Test report
Summary data
Specific test data
Statistical data
Other
Type: Refinery
Destination
Storage tank
Test date
Test value range
Other
f. Statistical analysis
Weighted averages
Trends
Distributions
Other
56
89
67
78
78
100
89
67
67
56
78
44
44
JP-10
JP-7
JPTS
JP-9
RP-1
Lube Oils
IF0
FSII
Coal
22
22
11
11
11
11
11
11
11
PETROLEUM QUALITY INFORMATION SYSTEM SURVEY QUESTIONS
d.
Data storage/transfer capability
44
Magnetic tape
22
Disc cartridge,
Floppy disc
89
7. What other computer support is available to you
a. Hardware
Minicomputer
Mainframe computer
Other
b. Software
Database management
Statistical analysis
Programming languages
Other
c. Data storage/transfer
Magnetic tape
Disc cartridge
Floppy disc
DDN
8.
44
44
11
44
33
56
0
56
33
33
44
PQIS Alternative Evaluation. Numbers below represent composite ranking of
alternatives by all respondents.
Please rank the alternatives in order of preference (1,2,3,4,etc.):
Microcomputer Systems
Stand-alone system
Local area network
Decentralized system
Wide area network
Minicomputer System
Mainframe Computer System
Micro/Minicomputer System
Micro/Mainframe System
Micro/Mini/Mainframe System
4.0
5.0
3.6
4.6
6.0
7.4
3.5
5.0
2.1
PETROLEUM QUALITY INFORMATION SYSTEM SURVEY QUESTIONS
4. Downloading requirements
5.
6.
a. Test reports
All reports
Specific reports
44
67
b. Data elements
All test results
Specific tests
Other
67
56
11
Resident database content
a.
Current test data
Loading
Transfer
Discharge
Problem reports
Dormant storage
56
44
56
78
78
b.
Historical test data
Loading
Transfer
Discharge
Problem reports
Dormant storage
56
44
56
78
78
What microcomputer equipment do you currently have:
a. Computer Hardware (specify manufacturer & model number)
22
PC XT(8086/8088)
89
PC AT(80286)
0
386(80386)
11
Other
b.
c.
Computer Storage
Main memory
Extended memory
Floppy disc
Hard disc
Disc cartridge
Computer Software
Database management
Data analysis
Statistical analysis
megabytes
megabytes
kilobytes
megabytes
megabytes
89
56
56
ENCLOSURE 2
PETROLEUM QUALITY INFORMATION SYSTEM (PQIS) SURVEY COMMENTS
The following synopsizes comments received from potential PQIS
users in response to a February 22, 1988, memorandum from the
Director, Energy Policy, OASD(P&L), to the Defense Energy Action
Group, requesting same.
A glossary of acronyms related to each
respondent is provided at the conclusion of this paper.
A. General
1. LMI did a thorough job of researching and analyzing computer
systems and their capabilities. Army supports PQIS and will use
the system when it is available. (BRDEC)
2. PQIS could be advantageous to Navy in reviewing quality data
and transaction histories (when working quality/use waivers) and
evaluating performance of quality surveillance responsibilities
at petroleum terminals. (CNO)
3. PQIS is needed urgently by Navy for the identification,
investigation, and resolution of fuel related airframe and engine
equipment problems of the fleet.
If updated regularly, PQIS
would improve Navy’s efficiency and response time in resolving
these problems, and would ensure the currency of dormant storage
trending data. (NAVAIR)
4. Distribution of PQIS software to personal computer-equipped
end users should be hastened. (NPO)
5. Use of PQIS by the Air Force would be limited to the
following: (a) annual review of summary reports for JP-4 and JP-8
fuels, (b) identification (by DFSC) of fuel suppliers, shippers,
and terminals experiencing fuel quality problems, and (c)
resolution by DFSC, Air Force, and other Military Service3 of
such problems. Based on this limited degree of Air Force usage,
PQIS should be scaled down. (AFSC)
PQIS is a system that will be extremely useful in tracking
6.
fuel quality trends. (DLA)
B. System Design
1. The micro/mini/mainframe systems option appears to be the
best alternative when considering data entry and validation, data
storage and retrieval, and data analysis. (BRDEC)
2. The micro/mini/mainframe hybrid PQIS would have all the
capabilities needed by Navy. (NAVAIR)
3. The micro/mini/mainframe hybrid PQIS is not required.
RATIONALE: Air Force requires only annual summary data for JP-4
and JP-8. For Air Force needs, PQIS can be limited to: (a) fuels
in dormant storage, (b) current year data, and (c) summary data
for past years. (AFSC)
4. PQIS should be designed as a centralized system for petroleum
product quality data storage, retrieval, and analysis. (BRDEC)
5. DFSC should be responsible to maintain PQIS as a centralized
data base for all fuels.
RATIONALE: Assigning DoD Components the
responsibility to manage PQIS data for individual petroleum
products (i.e., decentralization) would: (a) result in a greater
cost to the Government due to duplication of effort at each data
management location (requiring more manpower overall) to maintain
separate data management staffs than would be required at one
central location and (b) unnecessarily complicate data entry,
validation, and transmission by terminal operators who need to
input and receive data on a wide range of petroleum products.
(CNO)
6. PQIS should become a centralized system. RATIONALE: DFSC
should retain responsibility for PQIS as part of its role as the
single integrated materiel manager for bulk petroleum fuel. (NPO)
It may be advantageous to link PQIS with DFAMS transactional
7.
inputs.
RATIONALE: Both systems would be on-line at petroleum
terminals. (CNO)
If PQIS were linked to DFAMS, this would justify centralized
0.
systems management (including data entry). RATIONALE: PQIS and
DFAMS would be colocated at DFSC. (NAVAIR)
9. PQIS should be capable of receiving data from DFAMS.
RATIONALE: Much of the contractor data and storage location data
is maintained in DFAMS. Because payments are made through DFAMS,
the linking of these two systems would also provide a method for
determining receipt of procurement test reports. (DLA)
10. Attention should be given to obtaining correlating
information from PQIS and DFAMS, in order to check the
completeness of PQIS. RATIONALE To ensure data completeness,
PQIS should have a mechanism for cross-checking refiners'
deliveries of petroleum products to DoD and the volumes and
number of shipments for which DFSC is paying these refiners.
Navy has not had success in its efforts to obtain such
correlating data from DFAMS, however. (NAVAIR)
C. Data Entry: Standardization and Automation
1. A standardized method of recording petroleum product quality
data throughout DoD is needed. (BRDEC)
2. Standardization (with automation at the earliest possible
point of data entry) of DoD petroleum product quality data units,
format, and reporting procedures should be pursued. (CNO)
3. PQIS data should be encoded electronically as close to the
point of origin as possible. RATIONALE: Ensure that the database
up-dated on as close to a real time basis as possible.
(NAVAIR).
4. Fuel quality data entry should be automated (e.g., using a
PQIS data entry disk) and performed as close to the source as
practicable (e.g., at the refinery and the Region). RATIONALE:
Neither DFSC nor the Military Services headquarters are staffed
to key-in this data to PQIS. Data entry timeliness and integrity
could be accomplished by requiring data entry on a disk: (a) by
the refinery personnel under the product acceptance provisions of
the contract with the refiner, (b) at fuel transfer points and
final destination by Regional quality assurance representatives,
and (c) at DoD laboratories by Military Service laboratory
personnel. (DLA)
An automated fuel quality test form should be developed using
5.
ASTM D1655 as a guide. All fuel quality data could be
transferred easily to the PQIS computer, avoiding all manual data
entry at all points -- including fuel suppliers. (AFSC)
6.
An automated, uniform petroleum quality control test report
should be: (a) developed in coordination with ASTM and (b)
flexible enough to permit recording of results from atypical
tests, i.e., new tests or nonstandard tests performed in
conjunction with Unique fuel quality problems. (DLA)
7. If an automated, uniform petroleum quality control test
report were developed to replace the DD250 and DD250-1 in fuel
procurement, DLA would want to consider automating the DD250
throughout all DLA Centers. (DLA)
D. Special Concerns
1.
A cost/benefit analysis of PQIS should be performed. (CNO)
2.
PQIS operating costs should be shared by all users of the
system. One method could be to treat the procurement test
reports as technical data and have DFSC charge for the
procurement and distribution of the data as a stock fund type
item. (DLA)
3. PQIS should be limited, at first, to dormant fuel stocks.
RATIONALE: This will provide an opportunity to optimize the
system’s operations using a moderately-sized data base. (DLA)
4. PQIS should be capable of receiving input from the waivers
and deviations files maintained by DFSC. RATIONALE: A waiver,
deviation, or exception can affect the types of fuel quality
tests performed and/or the test limits. (DLA)
If DLA’s DMINS is to be used in conjunction with PQIS, there
5.
may be limitations with regard to DBASE III data transfer and the
number of users of the system. (DLA)
Attention should be directed to a recurrent problem
6.
experienced with JP-5, i.e., irregular transmission of test
reports by overseas refineries. (NAVAIR)
7. PQIS should eventually include laboratory reports from ship
and Naval air station monthly fuel samples. RATIONALE:
Completeness. (NAPC)
8. Where "laboratory quality control test reports" are used as a
source of PQIS data, in the case of the Air Force, the only
reports that may be used are generated quarterly under the
direction of the Laboratory Branch, Energy Management Division,
Air Logistics Center, San Antonio, Texas (SA-ALC/SFTL). To be
useful, the SA-ALC/SFTL reports should be compared to suppliers*
reports for the same batches of fuel. (AFSC)
Glossary of Respondent Acronyms
AFSC Aero Propulsion Laboratory, Air Force Wright Aeronautical
Laboratories, Air Force Systems Command, Wright-Patterson Air
Force Base, Ohio (Fuels and Lubrication Division)
BRDEC U.S. Army Belvoir Research, Development and Engineering
Center, Fort Belvoir, Virginia (Fuels and Lubricants Division)
CNO Office of the Chief of Naval Operations, Pentagon,
Washington, D.C. (Petroleum and Transportation Management Branch)
DLA Defense Logistics Agency, Cameron Station, Alexandria,
Virginia (Defense Fuel Supply Center)
NAPC Naval Air Propulsion Center, Trenton, New Jersey
NAVAIR Naval Air Systems Command, Washington, D.C.
NPO Navy Petroleum Office, Cameron Station, Alexandria, Virginia