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HeadquartersUnited States Army EuropeWiesbaden, GermanyArmy in EuropePamphlet 25-72*HeadquartersUnited States Army Installation Management CommandEuropeSembach, Germany2 July 2018Information Management: AutomationLife-Cycle Management of Automation Equipment*This pamphlet supersedes AE Pamphlet 25-72, 5 March 2014.By Order of the Commander:KAI R. ROHRSCHNEIDERBrigadier General, GSChief of StaffOfficial:DWAYNE J. VIERGUTZChief, Army in EuropeDocument ManagementSummary. This pamphlet prescribes procedures for the life-cycle management of automation equipmentin USAREUR and provides information about the roles, responsibilities, and procedures related to thatprocess.Summary of Change. This revision— Updates organizational names, office symbols, telephone numbers, and other administrativeinformation throughout. Identifies the overarching responsibilities for life-cycle management of commercial off-the-shelf(COTS) information-technology (IT) equipment in USAREUR (para 4). Clarifies that the COTS-IT life-cycle replacement (LCR) management process is not applicable totactical systems, logistics systems, and certain mission-command systems (para 6a(2)). Clarifies hybrid-computer authorization requirements (para 6c). Updates the process for documenting and modifying COTS-IT automation-equipment authorizations(paras 7 and 8) for USAREUR and provides revised formats for requesting increases or decreases (figs 2and 3) to those authorization documents (that is, automation tables of equipment).1AE Pam 25-72 2 Jul 18
Updates the COTS-IT LCR management process (paras 9 thru 12). Adds procedures for turn-in processing of COTS-IT equipment that was or is used for processingclassified information (para 13b). Adds excess automation-equipment reporting, redistribution, and turn-in procedures (paras 13 and 14).Applicability. This pamphlet applies to HQ USAREUR staff offices and units and USAREUR majorsubordinate commands (glossary).Records Management. Records created as a result of processes prescribed by this pamphlet must beidentified, maintained, and disposed of according to AR 25-400-2. Record titles and descriptions areavailable in the Army Records Information Management System at https://www.arims.army.mil.Forms. AE and higher level forms are available through the Army in Europe Library & PublishingSystem (AEPUBS) at http://www.aepubs.eur.army.mil/.Suggested Improvements. The proponent of this pamphlet is the Policy and Programs Branch;Programs, Policy, and Projects Division; Office of the Deputy Chief of Staff, G6, HQ USAREUR (mil537-6262). Users may suggest improvements to this pamphlet by sending an e-mail to the USAREURG6 (AEIM-A) at l.mil.Distribution. This pamphlet is available only electronically and is posted in AEPUBS athttp://www.aepubs.eur.army.mil/.CONTENTSSECTION IGENERAL1. Purpose2. References3. Explanation of Abbreviations and Terms4. ResponsibilitiesSECTION IIINFORMATION TECHNOLOGY LIFE-CYCLE-MANAGEMENT OVERVIEW5. Commercial Off-the-Shelf Information Technology Life-Cycle Management Process6. Equipment Applicability and Life-Cycle-Replacement DurationsSECTION IIIAUTOMATION TABLES OF EQUIPMENT IN USAREUR7. The Automation Table of Equipment8. Modifying USAREUR Automation Tables of Equipment2AE Pam 25-72 2 Jul 18
SECTION IVCOMMERCIAL OFF-THE-SHELF INFORMATION TECHNOLOGY PROCUREMENT9. Overview of Commercial Off-the-Shelf Information Technology Procurement10. Out-of-Cycle Procurement Process11. USAREUR Life-Cycle Replacement Procurement Process12. USAREUR Life-Cycle Replacement Delivery-and-Issue ProcessSECTION VEXCESS REPORTING, TURN-IN, AND REDISTRIBUTION13. Excess Reporting and Turn-in14. Excess Equipment – Requesting Retention or Redistribution15. Turn-In of Automation Equipment While Still Under WarrantyAppendixA. ReferencesFigures1. Commercial Off-the-Shelf Information Technology Life-Cycle Management Timeline2. Request for an Increase to the Automation Table of Equipment3. Request for a Decrease to the Automation Table of Equipment4. Requesting Changes to Authorization Documents5. LCR Procurement Process6. Format of the Asset-for-LCR Worksheet7. LCR Delivery Process8. Excess Equipment Turn-in Process9. Excess Equipment Redistribution ProcessGlossarySECTION IGENERAL1. PURPOSEThis pamphlet provides USAREUR guidance to HQ USAREUR staff principals, unit commanders, andunit staff officers (that is, deputy chiefs of staff, G6 (G6s), S6s, information management officers(IMOs), and other information-technology (IT) managers) on—a. Establishing, updating, and using unit automation tables of equipment (ATOEs) (that is,authorization documents).b. Managing the commercial off-the-shelf (COTS)-IT life-cycle replacement (LCR) process.c. Procuring new COTS-IT equipment.d. Conducting the redistribution process (report, turn-in, redistribute, and disposal) for excess COTSIT automation equipment.3AE Pam 25-72 2 Jul 18
2. REFERENCESAppendix A lists references.3. EXPLANATION OF ABBREVIATIONS AND TERMSThe glossary defines abbreviations and terms.4. RESPONSIBILITIESa. HQ USAREUR Staff Offices and USAREUR Major Subordinate Commands (MSCs)(glossary). HQ USAREUR staff offices and USAREUR MSCs will do the following:(1) Send annual requests to modify the unit ATOE to the USAREUR G6 by 1 March each yearand out-of-cycle requests within 30 days after identifying a requirement. Requesters must provide avalid justification to the USAAREUR LCR Program Manager (PM) for all ATOE authorizationdecreases and increases (paras 7 and 8).(2) Provide a list of warranty-expired equipment pending turn in to the USAREUR G6 COTS-ITPM and the USAREUR G6 Excess and Redistribution PM using the USAREUR template for the Assetfor LCR worksheet (para 11b(3)(a)) by 30 days after expiration or identification as excess (para 11b).(3) Initiate other out-of-cycle excess reporting, turn-ins, and warranty-issue actions within 30days after identifying the issue (paras 11 thru 13).(4) Draw USAREUR Consolidated Buy (CB) equipment from the USAREUR G4 StagingFacility within 30 days after notification of availability and issue that equipment to the appropriate usingunit or staff office (para 11).b. USAREUR G3/5/7. In accordance with AE Supplement 1 to AR 25-1, the USAREUR G3/5/7must review and approve or disapprove unit ATOE submissions and changes before the changes maytake effect.c. USAREUR G4. The USAREUR G4 will operate the USAREUR G4 Staging Facility to receive,issue, redistribute, and dispose of IT equipment according to procedures in paragraphs 10 through 12.d. USAREUR G6. The USAREUR G6 will—(1) Send ATOE-review notifications or Task Management Tool (TMT) taskings toHQ USAREUR staff offices and units and USAREUR MSCs by 30 October each year.(2) Review unit ATOE-modification requests and send consolidated recommendations to theUSAREUR G3/5/7 by 30 April each year for G3/5/7 review and approval or disapproval.(3) Prepare and send the USAREUR CB package to the USAREUR G8 according to the fundingguidance for the particular fiscal year (FY). The package must be sent in time for the G8 to approvefunding and for the G6 to make the purchase before 1 October (that is, before the start of the next FY).e. USAREUR G8. The USARUER G8 will review and approve or disapprove funding for theUSAREUR CB and document that review on the staff action summary (SAS) (AE Form 1-10A) that theUSAREUR G6 sends with the package.4AE Pam 25-72 2 Jul 18
SECTION IIINFORMATION TECHNOLOGY LIFE-CYCLE MANAGEMENT OVERVIEW5. COMMERCIAL OFF-THE-SHELF INFORMATION TECHNOLOGY LIFE-CYCLEMANAGEMENT PROCESSFigure 1 shows a timeline for the usual cyclical events (that is, the annual ATOE adjustment phase; theUSAREUR CB for COTS-IT LCR procurement and delivery phase, and the excess IT equipmentredistribution and disposition phase) that constitute the COTS-IT life-cycle management process.a. In the current FY—(1) HQ USAREUR staff offices and USAREUR MSC G6s and S6s will update their ATOEs(para 8).(2) The USAREUR G6 will prepare and process a COTS-IT LCR procurement action to bepurchased by 30 September (para 9).Figure 1. Commercial Off-the-Shelf Information Technology Life-Cycle Management Timelineb. In the following FY—(1) The USAREUR G4 Staging Facility will receive the LCR equipment requisitioned in theprevious FY and coordinate with organizational property book offices (PBOs) to issue the equipment(para 10).(2) HQ USAREUR staff offices and units and USAREUR units will identify and then turn in theexcess equipment (that is, equipment displaced by the LCR-purchased equipment) to the USAREUR G4Staging Facility (para 11).5AE Pam 25-72 2 Jul 18
(3) The USAREUR G6 will initiate coordination with HQ USAREUR staff offices andUSAREUR units to begin the next LCR procurement for the new FY by repeating the steps insubparagraph a above.c. During the ATOE-adjustment process and COTS-IT LCR procurement process, the most criticalstep is for HQ USAREUR staff offices and USAREUR MSCs (units, G6s, and S6s) to complete theATOE review and adjustment process by the suspense date identified for that FY. Timely submissiongives the USAREUR G6 enough time to prepare an acquisition package, obtain authorization andfunding approvals for the COTS-IT LCR purchases, and contract a purchase before the Army-wideComputer Hardware, Enterprise Software, and Solutions (CHESS) CB period ends in September, whichis also the last month of each FY.d. During the COTS-IT LCR equipment delivery and excess reporting and turn-in process, the mostcritical step is for units to provide accurate information to the USAREUR G6 IT PMs to screenserviceable equipment for reutilization (para 12).e. USAREUR organizations (that is, unit hand-receipt holders (HRHs), PBOs, IMOs, MSC G6s orS6s, the USAREUR G4, and the USAREUR G6 PMs) must closely coordinate among one anotherthroughout the entire LCR management process to ensure effective COTS-IT equipment support.6. EQUIPMENT APPLICABILITY AND LIFE-CYCLE-REPLACEMENT DURATIONSThis pamphlet is intended to govern the live-cycle management of only select COTS-IT equipment(a below) and defines the anticipated life-cycle durations for broad categories of that equipment. Selectequipment (that is, hybrid computers (c below)) have special applicability and authorization procedures.a. Applicability. For the purpose of this pamphlet, COTS-IT automation equipment managed in theUSAREUR LCR process includes desktop and notebook computers, printers (glossary), multifunctionalprinting devices (MPDs), and digital senders.(1) Leased copiers (glossary) are not managed by the USAREUR COTS-IT LCR program. Unitswill comply with USAREUR Leased-Copier Program policy and tactics, techniques, and procedures(AE Supplement 1 to AR 25-1) to request adding or deleting leased-copier authorizations or conductingLCR of a leased copier.(2) Tactical systems, logistics systems, and certain mission-command systems are not managed bythe USAREUR COTS-IT LCR program. Procurement and LCR of IT equipment for those systems mustbe coordinated through the office of the program of record (that is, the Army-level PM at the applicableprogram executive office for that Army- or DOD-enterprise system) and comply with the approvalprocesses of AR 25-1 and AE Supplement 1 to AR 25-1.b. Life-Cycle Durations and LCR Ratios. For USAREUR, and unless otherwise specified inAR 25-1, COTS-IT LCR equipment will be refreshed as follows:(1) USAREUR will replace notebooks and desktop computers every 5 years. Therefore, unitsshould receive and replace approximately 20 percent of their total ATOE computer requirements eachyear through the USAREUR CB.6AE Pam 25-72 2 Jul 18
(2) USAREUR will replace printers, MPDs, and digital senders every 5 years. Therefore, unitsshould receive and replace approximately 20 percent of their total ATOE organizational-printerrequirements (that is, not including leased-copier requirements) each year through the USAREUR CB.c. Special Rules for Hybrid Computers in USAREUR. A hybrid laptop is still considered anotebook computer, but is subject to the special authorization conditions identified in (1) through (3)below. Once authorized, USAREUR organizations and units will request, requisition, and conduct LCRof hybrid computers according to the usual ATOE-based procedures (paras 9 thru 12).(1) Authorizations for hybrid laptops require approval of the USAREUR COTS-IT PM, and theATOE authorization entry must clearly identify the notebook as a hybrid.(2) In addition to the COTS-IT program (laptop) authorization, hybrid laptops (that is, those witha subscriber identity module (SIM) card) require a tablet authorization according to Commercial MobileDevice (CMD) Program policy and procedures. Therefore, a complete ATOE authorization for a hybridlaptop requires approval by both the USAREUR COTS-IT PM and the USAREUR CMD PM and theauthorizations must be clearly listed and cross-referenced in both ATOE sections.(3) When authorized, a hybrid notebook will replace the applicable existing authorized andon-hand notebook or desktop computer and the displaced equipment may not be retained in addition tothe hybrid laptop for that same mission requirement.SECTION IIIAUTOMATION TABLES OF EQUIPMENT IN USAREUR7. THE AUTOMATION TABLE OF EQUIPMENTAn approved ATOE shows the total automation-equipment authorization for a unit or staff office and isused for COTS-IT LCR planning.a. The ATOE will include the total number of nontactical desktop and notebook computers, MPDs,digital senders, and leased copiers (for tracking and visibility only) that a HQ USAREUR staff office orUSAREUR MSC is authorized.b. The ATOE does not include requirement data for tactical systems, logistics systems, and certainmission-command systems (para 6a(2)), and does not provide authorizations for leased copiers. Unitsshould, however, update the ATOE each year to ensure it always shows any existing leased-copierauthorizations.c. To comply with AR 25-1, paragraph 3-2b, all HQ USAREUR offices and units and USAREURMSCs must have an ATOE approved by the USAREUR G3/5/7. The USAREUR G3/5/7 approval willuse a baseline (that is, the starting amounts before any G3/5/7-approved justifications for exceptional orexternal mission requirements (d below)) of the modification tables of organization and equipment(MTOEs) and tables of distribution and allowances (TDAs) recorded in the Army Force ManagementSystem for that unit.d. The final USAREUR G3/5/7-approved ATOE may be adjusted from above MTOE and TDA totalsaccording to the Common Table of Allowances 50-909 (CTA 50-909) (app A) authorizations (listed intable number 75), unit personnel strength, and external mission requirements.7AE Pam 25-72 2 Jul 18
e. Each USAREUR unit must establish a unit ATOE and then modify and update the ATOE (withdecreases, increases, or both) annually based on MTOE and TDA changes and any exception requests.8. MODIFYING USAREUR AUTOMATION TABLES OF EQUIPMENTa. Current ATOEs. Current approved unit ATOEs are available on the USAREUR G6 SharePointlibrary at ogram/sitepages/home.aspx.b. Mandatory Annual ATOE Adjustment. Unit ATOEs must be adjusted and updated if the unit’sMTOE or TDA authorizations increase or decrease by more than 10 percent in that FY or if units arebeing deactivated.c. ATOE Adjustment Process. USAREUR MSCs and HQ USAREUR staff offices and units mustsend all requests to modify the ATOE to the USAREUR G6 (AEIM-A) by 1 March each year for the G6to obtain approval from the USAREUR G3/5/7 to change the ATOE and for the change to take effect inthat year’s LCR process.(1) In October of each year, the USAREUR G6 COTS-IT PM will notify (by e-mail or through aTMT tasker) USAREUR MSC G6s and S6s and HQ USAREUR staff offices of the required ATOEupdates for the new FY.(2) Based on the USAREUR G6 notification, units and organizations must send a completeupdate of the ATOE and any requests to modify the ATOE by 1 March.(3) In May of each year, the USAREUR G6 will use the USAREUR G3/5/7-approved ATOE toprepare a COTS-IT LCR acquisition package for recommended approval.d. Requesting an Increase to ATOE Requirements and Authorizations. Valid justifications forrequesting an increase in ATOE requirements and authorizations include a change to a unit’s MTOE,TDA, mission requirements, or any combination. To request an increase, units must—(1) Prepare a memorandum using the format in Figure 2.(2) Send the signed request memorandum using the United States Army Europe (USAREUR)Requirements Validation System (URVS) for USAREUR G3/5/7 review and approval. To meetcontractual guidelines and suspense dates, all COTS-IT ATOE change requests must be approved by 1April of the current FY for those requirements to be included in the annual COTS-IT LCR procurementin that FY with delivery in the next FY.e. Requesting a Decrease to ATOE Requirements and Authorizations. Valid justifications forrequesting a decrease in ATOE requirements and authorizations include a change to the unit MTOE, theunit TDA, or both, or a unit deactivation. To request a decrease, units must—(1) Prepare a memorandum using the format in figure 3.(2) Send the signed request memorandum by e-mail to the USAREUR G6 COTS-IT PM.f. Procedures for Changing COTS-IT Equipment Authorization Documents. Figure 4 shows theprocess for requesting a change to a COTS-IT authorization document.8AE Pam 25-72 2 Jul 18
Organizational LetterheadAEXX-XXDD Mmm YYYYMEMORANDUM THRU Unit PBO, APO AE 09XXX-XXXXFOR USAREUR G6 (AEIM-A), Unit 29351, APO AE 09014-9351SUBJECT: Request to Increase Life-Cycle Replacement Requirements and Authorizations1. Requesting Organization and Location. The unit name or staff office, location, requests the followingincrease to its current automation table of equipment (ATOE) and therefore life-cycle replacement (LCR)authorizations.Equipment TypeHybrid notebook with SIMNotebookDesktopBlack-and-white (BW) printerColor printerDigital senderMultifunctional printing device (MPD)Current ATOE Authorization#######New Requirement (Total)#######2. MTOE and TDA Information for New Equipment.UICParaLinePositionDescriptionNIPR / SIPR /OtherLaptop /DesktopBW / ColorPrinterMPDDigitalSender3. Change in Mission Requirement. Xxxxxx4. Requirements Summary (include make and model). Xxxxxx5. Cost of Requirement.DescriptionxxxxxxxxxxQuantity##Unit Price xx xxTotal Price xx xx6. Justification. Xxxxxx7. Consequence if Not Funded. Xxxxxx8. Remarks. Xxxxxx9. POC. The POC is Rank Lastname at military 314-537-xxxx, civilian 0611-143-537-xxxx, or e-mail:first.mi.last.mil@mail.mil.FIRST MI. LAST (lieutenant colonel, GS-14, or above)Rank, BR (if civilian, line not used)Commander (or Director)Figure 2. Request for an Increase to the Automation Table of Equipment9AE Pam 25-72 2 Jul 18
Organizational LetterheadAEXX-XX (Office Symbol)DD Mmm 20YYMEMORANDUM THRU Unit PBO, APO AE 09XXX-XXXXFOR USAREUR G6 (AEIM-A), Unit 29351, APO AE 09014-9351SUBJECT: Request to Decrease Life-Cycle Replacement Requirements and Authorizations1. Requesting Organization and Location. The unit name or staff office, location, requests the followingdecrease to its current automation table of equipment (ATOE) and therefore life-cycle replacement (LCR)authorizations.Equipment TypeHybrid notebook with SIMNotebookDesktopBlack-and-white (BW) printerColor printerDigital senderMultifunctional printing device (MPD)Current ATOE Authorization#######New Requirement (Total)#######2. MTOE and TDA Information for Equipment to be Eliminated.UICParaLinePositionDescriptionNIPR / SIPR /OtherLaptop /DesktopBW / ColorPrinterMPDDigitalSender3. Change in Mission Requirement. Xxxxxx4. Requirements Summary (include make and model). Xxxxxx5. Cost Reduction (if reduced requirement is approved).DescriptionxxxxxxxxxxQuantity##Unit Price xx xxTotal Price xx xx6. Justification. Xxxxxx7. Consequence if Not Approved.
Jul 02, 2018 · throughout the entire LCR management process to ensure effective COTS-IT equipment support. 6. EQUIPMENT APPLICABILITY AND LIFE-CYCLE-REPLACEMENT DURATIONS. This pamphlet is intended to govern the live-cycle management of only select COTS-IT equipment (a below) and defines the anticipated life-cycle
