The DOT-Chain system has introduced automated claims regarding the completeness and timeliness of foodstuff supplies

The Ministry of Defence’s procurement agency, the State Operator for Non-Lethal Acquisition (DOT), has expanded the functionality of the DOT-Chain IT system: authorized representatives of military units can now generate claims (non-conformance reports) regarding the completeness and timeliness of foodstuff supplies online.

The system will automatically detect discrepancies between ordered and delivered products, log delays, and generate claims automatically in cases of delayed or incomplete foodstuff deliveries.

“Every single hryvnia spent from the Ministry of Defence’s budget will be tracked within a digital ecosystem. In 2025, the DOT plans to allocate nearly UAH 33.1 billion for the procurement of food supplies for the military,” said Glib Kanievskyi, Director of the Procurement Policy Department of the Ministry of Defence of Ukraine.

According to him, implementing automated claims through the DOT-Chain system will strengthen oversight at all stages of the supply process—from order placement to the delivery of products to defenders. This will not only increase supplier accountability but also ensure timely and complete foodstuff provisions for the military.

Previously, an authorized representative from a military unit had to manually create these claims by cross-checking paper documents—comparing what was ordered with what was actually delivered, and when, based on all the expenditure invoices for the consumption period. This information was subsequently forwarded to the DOT, where, after thorough verification, decisions were made regarding the penalties to be imposed on suppliers, including their amount and scope.

“We understand how much time and energy paperwork demands from our defenders. That is why the DOT team is continuously working to maximize the digitization of all processes related to the provision of the Armed Forces of Ukraine,” said Aliona Zhuzha, IT Advisor at DOT.

She added that automating the claims process through DOT-Chain will serve as an additional tool in combating the 'paper army' and improving the overall provision of supplies for the military, as suppliers will be aware that penalties for violations will be imposed much more swiftly. 

Now, authorized representatives from military units immediately receive a ready-made report on violations, which they only need to review (with the option to add comments) and sign. They no longer need to manually perform calculations, search for related paper documents, or fill out corresponding reports—DOT-Chain independently, accurately, and quickly calculates the total penalties based on identified breaches of suppliers’ contractual obligations.

Earlier, the DOT-Chain system introduced the option to submit online claims regarding the quality of food products. Now, with the digitalization of this process, military personnel can submit online claims for all types of violations related to foodstuff supply deliveries—covering quality, completeness, and timeliness. We would like to draw the particular attention of military personnel to the fact that, in accordance with Ministry of Defence Order No. 285, dated May 3, 2024, such claims are no longer required to be duplicated in paper form.