Codification procedure, testing, changes in technical conditions, sample documents...
Codification of military equipment samples: explanations and sample documents
To codify a new model of PPE, manufacturers must provide five documents:
- Description sheet with the name, purpose and performance characteristics of the OMV sample
- Program and methods for testing a sample of PPE
- Test report of a sample of PPE with protocols confirming each declared characteristic
- Draft Technical Conditions for the Military Equipment Model
- Information on the availability of a set of working design documentation
For the convenience of processing applications, we provide samples of standard documents for the codification of military equipment samples:
- Sample TTC
- Sample PIM
- Sample of the PV act
- Sample protocol
- TU Sample
- Letter to the General Directorate of the Life Support Service of the Armed Forces for consideration by the TDK
Samples of required documents for individual weapons categories:
- Sample documents for UAS developers
- Sample documents for NRC developers
- Sample documents for EW and RER developers
- Sample documents for multi-purpose unmanned surface vehicles developers
Stage 1: Independent work
1. Product creation
2. Development of technical documentation for the product
- Working design documentation (RDD);
- Technical specifications (TS);
- Instructions for operating the product;
- Development of a product testing program;
- Conducting product testing according to the program*
- Preparation of test report
3. Submitting documents to the Ministry of Defense
- Description sheet with the name, purpose and tactical and technical characteristics of the AME sample
- Program and methods for testing a sample of PPE
- Test report of a sample of PPE with protocols confirming each declared characteristic
- Draft technical specifications (TS) similar to the OMV
- Information on the availability of a set of working design documentation (RDD)
- Contact information, e-mail
Stage 2: Review of documents at the Ministry of Defense
1. Registration of a package of documents in the Main Department for Life Cycle Support of Military Equipment (GUSZZHTSOVT)
2. Checking the availability of necessary documents, their correctness, and the compliance of the specified data
3. Verification of technical documentation by a representative of the «military representative office»: provision of conclusions on the verification of working design documentation and approval of the draft Technical Conditions
4. Consideration of a package of documents from manufacturers by a temporary commission at the State Committee for the Safety, Health and Environment: verification of product test results for compliance with the declared performance characteristics
5. Conclusions of the commission with recommendations on the possibility of codifying the OMV model
6. Assigning a NATO nomenclature code and temporary staffing number to a sample of military equipment
If you have additional questions regarding the preparation of the required documentation package, the manufacturer may contact the Main Department for Lifecycle Support of Armaments and Military Equipment by sending an email to: [email protected]
Attention manufacturers of unmanned systems and tactical-level electronic warfare equipment
Updated codification procedure algorithm
When submitting documents for codification of samples of unmanned systems and tactical-level electronic warfare equipment, the requirements of the Resolution of the Cabinet of Ministers of Ukraine dated November 11, 2022 No. 1275 “Some issues of implementing defense procurement for the period of the legal regime of martial law” apply, taking into account the changes made by the Resolution of the Cabinet of Ministers of Ukraine No. 1450 dated December 20, 2024.
Attention ammunition manufacturers
Algorithm for conducting typical tests of serial samples of military equipment
Type tests are carried out on military equipment products, the design or manufacturing technology of which has already undergone the proposed changes.
Stage 1: Preparatory
1.
The developer (manufacturer) of the MET sample agrees with the military representative on a joint decision on the need to conduct type tests (T). In it, he determines the purpose, place and timing of their conduct. In some cases, a joint decision is not drawn up.2.
The developer (manufacturer) develops and agrees with the military representative the program and methods for conducting typical tests.3.
The developer (manufacturer) prepares the material, technical and metrological support for the TV.4.
The developer (manufacturer) prepares the product (batch of products) for the selection of the required number of samples for conducting the TV and notifies the military representative office about this by Notification.5.
The military representative office selects the required number of samples for conducting the test and draws up an Act on the selection of munitions and military equipment products for conducting the test and participates in conducting the test.6.
The developer (producer) issues an order appointing a commission to conduct the TV.
Stage 2: Conducting TV
The commission for conducting the TV in accordance with the TV program and methods conducts them with the preparation of test protocols and other documentation (if necessary).
Stage 3: Registration of TV results
The commission for conducting TV based on their results draws up an Act (report) on the results of typical tests of products (batch of products) of military equipment, which is certified by the signatures of the commission members and approved by the head of the developer's (manufacturer's) enterprise.
Stage 4: Decision-making based on TV results
The developer (manufacturer) makes changes to the documentation for the PPE product if positive results are obtained from the PPE test.
Important!
The scope of testing must be sufficient to assess the impact of the changes made on the performance characteristics of the EW product and be determined by the testing program and methods developed by the manufacturer in accordance with DSTU B 15.211.
Type tests can be carried out both at the manufacturer's own testing facility and at the site of a specialized testing organization (State Research Institute for Testing and Certification of Armaments and Military Equipment). [email protected]). Or at an enterprise that is not a manufacturer of PPE products, but has an appropriate testing base.
If you have any additional questions regarding the military representation, please contact the Main Department for Technical Evaluation and Quality Control of Armaments and Military Equipment by sending an email to: [email protected].
Sample requests from manufacturers for assistance in conducting EW testing
- Letter to the General Directorate of the Life Support Service of the Armed Forces for assistance (without MTZ)
- Letter to the General Directorate of the Life Support Service of the Armed Forces for assistance (from the Ministry of Defense)
The results of the TV are drawn up in the form of an Act (report) and protocols reflecting all test results.
If, according to the results of Type Tests, the effectiveness and feasibility of the proposed changes are confirmed by the results of the Technical Test, then these changes are made to the working design documentation for the AME product in accordance with DSTU B 15.902.
If the effectiveness and feasibility of the proposed changes are not confirmed by the results of the TV, then the proposed changes are not made to the documentation for the PPE product.
Regarding the registration of changes in the Technical Conditions for the type of OMV, please contact the Main Directorate for the Support of the Life Cycle of Armaments and Military Equipment by e-mail: [email protected].
Making changes to technical specifications such as OMV
When and how to make changes to technical specifications such as military equipment: explanations from the Ministry of Defense
The rules for making changes are prescribed in the DSTU standard V 15.902:2023 “Life cycle management system for military equipment. Documentation management. Basic provisions”.
This document determines when and how to make changes to the Technical Specifications.
In particular, in cases of:
1. When changes to the Technical Conditions are made after Type Tests.
2. Making changes to the technical specifications without conducting Type Tests.
There is also an exceptional situation - when an error is detected in the Notice of Change drawn up and agreed upon by all officials.
Option 1: Changes to the Technical Conditions after Type Tests
If the performance characteristics of a serial sample of military equipment are improved, the completeness, operating conditions or new variants are changed, Type Tests of the military equipment product must be carried out. Based on their results, amendments are made to the Technical Specifications.
At the stage of registration of the results of the Type Tests, the manufacturer (developer) draws up a Notice of Change, which, together with the Act (report) of conducting the Type Tests of the AME product, is submitted to the military representative of the Ministry of Defense. Please note that the Notice of Change is approved by the military representative. The Act (report) of conducting the Type Tests of the AME product is approved by the military representative!
The content of the Change Notice indicates what exactly is being changed and how the change is being made. An approval sheet is also drawn up with the signatures of the relevant officials.
Important: if the manufacturer and the developer are different, the notification is issued by the company that holds the design documentation. If the manufacturer makes changes to the technical specifications, he must agree on them with the developer!
The holder of the design documents is an enterprise, institution, or organization where the first copy of the design documentation is stored.
The master copy is the first copy of the design documentation, duly executed and signed with true, established signatures. It is from it that all copies of the design documentation are made.
After approval by the military representative, two copies of the Change Notice together with the approved Type Test Report are sent to the Main Directorate for Lifecycle Support of Armaments and Military Equipment for amendments to the customer's control copy.
Based on the results of processing, the Main Department returns the first copy (verified copy) of the completed notification to the enterprise.
After that, the enterprise holding the design documentation files makes changes to the documentation file, which is stored at the enterprise. They also prepare and send copies of the Notice of Changes to other enterprises that use this documentation.
In the event of a change by replacing sheets or replacing the document as a whole, the replaced sheets (document) remain in storage at the enterprise.
Option 2: making changes to the technical specifications without conducting Type Tests
This need arises, for example, when the method of controlling one of the parameters has changed. Information about this requires changes. Or when an error is corrected that does not affect the performance characteristics of the OMV sample and its operating conditions, etc.
The manufacturing enterprise prepares a Notice of Changes and agrees it with the institution holding the certificates and with those officials to whom the changes specified in the Notice apply.
After approval by the military representative, two copies of the Notice are sent to the Main Directorate for Life Cycle Support of Armaments and Military Equipment for amendments to the customer's control copy.
Based on the results of processing by the Main Department, the first copy (correct copy) of the completed notification is returned to the enterprise.
After that, the enterprise holding the design documentation files acts in the same way as in Option No. 1: makes changes to the documentation file located at the enterprise, and also prepares and sends copies of the Notice of Changes to other enterprises that use this documentation.
Exception: If an error is found in the agreed Change Notice
In case of detection of an error in the Notice of Change issued and agreed upon by all officials, the enterprise shall execute an additional Notice of Change in the same form, in which the designation of the main notice is added «DP». The additional notice is only allowed to correct the error in the Notice of Change, but not the content. The additional notice is approved only by the military representative office and is sent to all subscribers to whom the Notice of Change was previously sent.
Development and adoption of a model of military equipment: regulatory documents
- Order of the Ministry of Defense of Ukraine No. 354 of 05/29/2024 “On approval of the Instruction on organizing the supply of weapons, military and special equipment in the Ministry of Defense of Ukraine during the legal regime of martial law”
Questions and answers
Individual entrepreneurs can apply for weapons codification
The Ministry of Defense clarifies the procedure for codifying military equipment for individual entrepreneurs
The Main Directorate for Lifecycle Support of Armaments and Military Equipment (GUSZZHTSOVT) receives inquiries from manufacturers of weapons and military equipment. Here are answers to the most common questions.
How does the codification process of weapon elements, which are codified through the relevant support services, work?
According to the 'Instruction on the organization in the Ministry of Defense of Ukraine of the supply of weapons, military and special equipment during the legal regime of martial law', approved by the Order of the Ministry of Defense of Ukraine No. 354 dated May 28, 2024, the manufacturer has the right to submit an application to the GUSZZHTSOVT for the codification of a specific weapon sample. In the case of codification of a weapon element, they must first contact the relevant support service.
The support service must carry out the prescribed procedures (documentation check, testing, etc.) of this element and make a decision on its use. After that, the entire package of documents is sent to the GUSZZHTSOVT for a decision on codification.
Does the manufacturing company have the right to transfer the right to manufacture its products to another company?
According to the current legislation of Ukraine, in particular the Commercial Code of Ukraine, the Law of Ukraine 'On the Protection of Rights to Marks for Goods and Services', as well as regulatory acts governing the field of codification of defense products, the right to manufacture and sell products that have already passed the codification procedure may be transferred to another business entity on the basis of an agreement between company 'A' and company 'B', which must include provisions on:
- the scope of transferred rights;
- the responsibility of the parties;
- the conditions for quality control of products;
- the procedure for interaction with codification authorities.
After signing such an agreement, the business entities must notify the GUSZZHTSOVT to update the information in the codification databases by including the company in the list of manufacturers of the relevant products.
Does an individual entrepreneur have the right to apply for codification? What is the process algorithm?
Stage 1: Independent work
- 1. Product creation.
- 2. Development of technical documentation for the product:
- Working design documentation (WDD);
- Technical specifications (TS);
- Instructions for operating the product;
- Development of a product testing program;
- Conducting product testing according to the program;
- Preparation of the test report.
- 3. Submission of documents to the Ministry of Defense:
- Description letter with the name, purpose, and tactical and technical characteristics of the sample;
- Program and methods for testing the sample;
- Test report of the sample with protocols confirming each declared characteristic;
- Draft technical specifications (TS) for the sample;
- Information on the availability of a set of working design documentation (WDD);
- Contact information, e-mail.
Stage 2: Review of documents at the Ministry of Defense
- 1. Registration of the document package in the Main Directorate for Lifecycle Support of Armaments and Military Equipment (GUSZZHTSOVT).
- 2. Checking the availability of necessary documents, their correctness, and the compliance of the specified data.
- 3. Verification of technical documentation by a representative of the 'military representative office': provision of conclusions on the verification of working design documentation and approval of the draft Technical Specifications.
- 4. Consideration of the document package from manufacturers by a temporary commission at the GUSZZHTSOVT: verification of product test results for compliance with the declared characteristics.
- 5. Conclusions of the commission with recommendations on the possibility of codifying the sample.
Contacts
Main Directorate for Life Cycle Support of Armaments and Military Equipment
E-mail: [email protected]
To receive answers to questions, call:
+38 044-454-73-26 (Mo-Fr 9:00-18:00)
Additionally:
Main Directorate for Technical Evaluation and Quality Control of Armaments and Military Equipment
E-mail: [email protected].
State Research Institute for Testing and Certification of Armaments and Military Equipment
E-mail: [email protected]