Hometown Citizens - Homeland Heroes Logistics - Transportation Duane Schultz Chief, Transportation Management 2010 Summer National Board.

Hometown Citizens - Homeland Heroes

Logistics - TransportationLogistics - Transportation

Duane SchultzDuane SchultzChief, Transportation Management Chief, Transportation Management 2010 Summer National Board2010 Summer National Board


Logistics Transportation Logistics Transportation OverviewOverview

Vehicle management proceduresVehicle management procedures1.1. Requesting vehicle maintenance Requesting vehicle maintenance

reimbursement reimbursement 2.2. Vehicle paint requestVehicle paint request3.3. Vehicle emergency repair requestVehicle emergency repair request4.4. Vehicle acquisitionVehicle acquisition5.5. Wing purchased or donated vehicle requestWing purchased or donated vehicle request6.6. Vehicle screening from DRMO requestVehicle screening from DRMO request7.7. Vehicle disposal proceduresVehicle disposal procedures

Decal informationDecal information Vehicle utilization information Vehicle utilization information Fleet statusFleet status


Vehicle Management ProceduresVehicle Management Procedures Requesting vehicle maintenance Requesting vehicle maintenance

reimbursementreimbursement Vehicle paint requestVehicle paint request Vehicle emergency repair requestVehicle emergency repair request Vehicle acquisitionVehicle acquisition Wing purchased or donated vehicle requestWing purchased or donated vehicle request Vehicle screening from DRMO requestVehicle screening from DRMO request Vehicle disposal proceduresVehicle disposal procedures


Requesting Vehicle Maintenance Requesting Vehicle Maintenance ReimbursementReimbursement

Yearly funding is divided by the number of driven Yearly funding is divided by the number of driven vehicles on the inventory providing a funding amount vehicles on the inventory providing a funding amount per vehicle on the inventoryper vehicle on the inventory

Fax or e-mail CAPF 70 and vendor’s repair estimate (one Fax or e-mail CAPF 70 and vendor’s repair estimate (one estimate) to NHQ/LGT for Major & Routine Maintenanceestimate) to NHQ/LGT for Major & Routine Maintenance

Repair request will be reviewed for full or partial Repair request will be reviewed for full or partial reimbursement amount and a control number will be reimbursement amount and a control number will be issued and faxed or e-mailed to the region or wing issued and faxed or e-mailed to the region or wing authorizing the repair. authorizing the repair.

Do not accomplish repairs prior to receiving a control Do not accomplish repairs prior to receiving a control numbernumber


Requesting Vehicle Maintenance Requesting Vehicle Maintenance Reimbursement ContinuedReimbursement Continued

Any additional repair cost after a control number is Any additional repair cost after a control number is issued must be approved before proceeding with the issued must be approved before proceeding with the additional repairadditional repair− Estimate for additional repair cost will be requiredEstimate for additional repair cost will be required

Region/wing has 45 days to complete vehicle repair Region/wing has 45 days to complete vehicle repair and mail, fax or e-mail a copy of the original paid and mail, fax or e-mail a copy of the original paid invoice to NHQ/LGTinvoice to NHQ/LGT

Be sure that the invoice is marked paid or a paid Be sure that the invoice is marked paid or a paid receipt is provided with the Invoicereceipt is provided with the Invoice

Reimbursement for routine maintenance is based on Reimbursement for routine maintenance is based on additional funding added to the FY maintenance additional funding added to the FY maintenance budget each FYbudget each FY


Requesting Vehicle Maintenance Requesting Vehicle Maintenance Reimbursement Continued Reimbursement Continued

ContinuedContinued 100% reimbursement for windshield and other 100% reimbursement for windshield and other

vehicle glassvehicle glass Max battery reimbursement $ 90.00Max battery reimbursement $ 90.00 Max reimbursement per tire $ 150.00 – ( Set of 4 - Max reimbursement per tire $ 150.00 – ( Set of 4 -

$ 600.00)$ 600.00) Completed vehicle reimbursement requests Completed vehicle reimbursement requests

received by NHQ/LGT after 3:00 p.m. will be received by NHQ/LGT after 3:00 p.m. will be reviewed and processed the next business day. reviewed and processed the next business day.

Vehicle reimbursement requests received on the Vehicle reimbursement requests received on the weekend or on holidays will be reviewed and weekend or on holidays will be reviewed and processed on first business day after the weekend processed on first business day after the weekend or holidayor holiday


Vehicle Paint RequestVehicle Paint Request

Paint request require a completed CAPF 70, two Paint request require a completed CAPF 70, two estimates, and photos of the vehicleestimates, and photos of the vehicle

MAACO recommended for vehicles 10 years old MAACO recommended for vehicles 10 years old or older or older

Additional estimates on older vehicles may be Additional estimates on older vehicles may be requestedrequested

Paint requests received during the year will be Paint requests received during the year will be filed and reviewed for approval or disapproval filed and reviewed for approval or disapproval during the last quarter of the fiscal year during the last quarter of the fiscal year depending on remaining maintenance funds depending on remaining maintenance funds availableavailable


Vehicle Emergency RepairVehicle Emergency Repair Definition: Vehicle Breakdown on the road, after Definition: Vehicle Breakdown on the road, after

hours, on weekends or during holidays.hours, on weekends or during holidays. Must be called in or e-mailed to NHQ/LGT (Vehicle Must be called in or e-mailed to NHQ/LGT (Vehicle

Operator or Wing Transportation Officer may call Operator or Wing Transportation Officer may call ( leave a voice mail) or e-mail in emergency repair)( leave a voice mail) or e-mail in emergency repair)

When calling in an emergency repair, please provide When calling in an emergency repair, please provide the following information in your voice mail or e-mail:the following information in your voice mail or e-mail:

1. Wing and vehicle ID number1. Wing and vehicle ID number 2. Description of maintenance problem2. Description of maintenance problem 3. Repair estimate (Repair shop can fax)3. Repair estimate (Repair shop can fax) 4. Caller’s name and return phone number4. Caller’s name and return phone number 5. Information can also be e-mailed to NHQ/LGT5. Information can also be e-mailed to NHQ/LGT Fax, e-mail or mail completed CAPF 70 and paid Fax, e-mail or mail completed CAPF 70 and paid

invoice receipt within ten days of the emergency invoice receipt within ten days of the emergency repair and it will be reviewed for full or partial repair and it will be reviewed for full or partial reimbursement or disapprovalreimbursement or disapproval


Vehicle AcquisitionVehicle Acquisition Wing Commander submits CAPF 175 for each Wing Commander submits CAPF 175 for each

additional or replacement vehicle request to their additional or replacement vehicle request to their respective Region Commander during the first quarter respective Region Commander during the first quarter of the fiscal year.of the fiscal year.

Vehicle requests should be listed by priority and type. Vehicle requests should be listed by priority and type. Highest priority should be given to mission critical Highest priority should be given to mission critical needs and replacing aging, wrecked or damaged needs and replacing aging, wrecked or damaged vehicles.vehicles.

A yearly list of the 100 oldest vehicles will be created A yearly list of the 100 oldest vehicles will be created and used in identifying vehicles for replacement. This and used in identifying vehicles for replacement. This list may be the criteria used for the yearly vehicle buy list may be the criteria used for the yearly vehicle buy in order to replace older vehicles.in order to replace older vehicles.

Region Commanders will review and prioritize vehicle Region Commanders will review and prioritize vehicle requests and coordinate with NHQ CAP/LGT in requests and coordinate with NHQ CAP/LGT in developing a national buy. The national buy will be developing a national buy. The national buy will be forwarded to the National Commander for coordination. forwarded to the National Commander for coordination.


Vehicle Acquisition ContinuedVehicle Acquisition Continued

Once the CAP coordination is complete the Once the CAP coordination is complete the proposed buy list will be submitted to CAP-proposed buy list will be submitted to CAP-USAF/LG for approval.USAF/LG for approval.

Additional Vehicle Acquisition information can Additional Vehicle Acquisition information can be found in CAPR 174-1 Chapter 5 – Acquisition, be found in CAPR 174-1 Chapter 5 – Acquisition, Control and Disposal of Corporate Vehicles.Control and Disposal of Corporate Vehicles.

Monthly vehicle usage reporting is very Monthly vehicle usage reporting is very important and is taken into consideration when important and is taken into consideration when request are received for additional and request are received for additional and replacement vehicles.replacement vehicles.


Wing-Purchased & Donated Wing-Purchased & Donated Vehicle RequestVehicle Request

Requires request letter, completed CAPF 175, Requires request letter, completed CAPF 175, completed vehicle information sheet, vehicle photoscompleted vehicle information sheet, vehicle photos

Send to NHQ/LGT for review and coordination with Send to NHQ/LGT for review and coordination with Logistics Director for approvalLogistics Director for approval

Additional information may be requestedAdditional information may be requested Maintenance of a wing purchased or donated vehicle Maintenance of a wing purchased or donated vehicle

will be decided at time of approval. If approved for will be decided at time of approval. If approved for maintenance vehicle will not be eligible for maintenance vehicle will not be eligible for reimbursement of maintenance for a period of one reimbursement of maintenance for a period of one year from the date the vehicle is added to the S-2 year from the date the vehicle is added to the S-2 inventory.inventory.

Wing purchased & donated vehicle procedures Wing purchased & donated vehicle procedures available from NHQ/LGTavailable from NHQ/LGT

Additional Procedures for acceptance and disposal of Additional Procedures for acceptance and disposal of donated vehicles will be in accordance with CAPR donated vehicles will be in accordance with CAPR 173-4173-4


Vehicle Screening from Vehicle Screening from DRMO RequestDRMO Request

Acquisition of DOD or other Federal agency Acquisition of DOD or other Federal agency excess vehicles will be done through excess vehicles will be done through coordination with the National Headquarters coordination with the National Headquarters Staff.Staff.

Screening aScreening a vehicle From DRMO is Based On:vehicle From DRMO is Based On: . Type of vehicle requested/intended purpose. Type of vehicle requested/intended purpose . Number of vehicles on the vehicle inventory. Number of vehicles on the vehicle inventory Region / Wing commander request to screen Region / Wing commander request to screen

vehicle is coordinated through NHQ/LGT to CAP-vehicle is coordinated through NHQ/LGT to CAP-USAF/LG for approvalUSAF/LG for approval

Screening procedures available from NHQ/LGT Screening procedures available from NHQ/LGT


Vehicle Screening from Vehicle Screening from DRMO Request ContinuedDRMO Request Continued

Caution:Caution: Screened vehicles can be very costly to maintain due Screened vehicles can be very costly to maintain due

to condition and age of the vehicleto condition and age of the vehicle If approved for maintenance vehicle will not be If approved for maintenance vehicle will not be

eligible for reimbursement of maintenance for a eligible for reimbursement of maintenance for a period of one year from the date the vehicle is added period of one year from the date the vehicle is added to the vehicle inventory. Do not screen a vehicle and to the vehicle inventory. Do not screen a vehicle and hold for one year before performing maintenance. hold for one year before performing maintenance. Wing is responsible for first year maintenance cost.Wing is responsible for first year maintenance cost.

Turn in of screened vehicle to DRMO can also be Turn in of screened vehicle to DRMO can also be very costly to your wing/unit alsovery costly to your wing/unit also• Battery and other fluid disposal Battery and other fluid disposal • Transport costsTransport costs• Distance to turn-in points are increasing Distance to turn-in points are increasing • Available DRMO sites reduced from 68 to 18 Available DRMO sites reduced from 68 to 18


Vehicle Disposal ProceduresVehicle Disposal Procedures Federally-funded or DOD sourced vehicle disposal Federally-funded or DOD sourced vehicle disposal

actions, including method of disposal, is coordinated with actions, including method of disposal, is coordinated with CAP-USAF. If it came from DRMO it goes back to DRMO CAP-USAF. If it came from DRMO it goes back to DRMO Vehicle can be physically returned or you may request Vehicle can be physically returned or you may request

a receipt in-place disposal (work with your DRMO a receipt in-place disposal (work with your DRMO representative)representative)

Contact NHQ/LGT when deciding to dispose of a Contact NHQ/LGT when deciding to dispose of a vehicle vehicle

Once disposal information is received from NHQ/LGT Once disposal information is received from NHQ/LGT the WG/LG can initiate retirement of the vehicle in the the WG/LG can initiate retirement of the vehicle in the ORMS system. The vehicle retirement will proceed ORMS system. The vehicle retirement will proceed through the approval steps. Step 4 is where the through the approval steps. Step 4 is where the USAF_LRLG Region issues the FG Number for turn in USAF_LRLG Region issues the FG Number for turn in of the vehicle and when step 5 is reached the Wing LG of the vehicle and when step 5 is reached the Wing LG uploads the disposal documentation when the disposal uploads the disposal documentation when the disposal is completedis completed


Vehicle Disposal Procedures Vehicle Disposal Procedures continuedcontinued

The disposal documentation will be reviewed in the The disposal documentation will be reviewed in the ORMS final step and the vehicle will then be ORMS final step and the vehicle will then be removed from the inventory. removed from the inventory.

Vehicles turned into DRMO require a DD Form Vehicles turned into DRMO require a DD Form 1348-1A signed and dated indicating receipt by 1348-1A signed and dated indicating receipt by DRMO, this is the disposal document that will need DRMO, this is the disposal document that will need to be uploaded in retirement step 5 by the WG LG.to be uploaded in retirement step 5 by the WG LG.

Remove all CAP markings from vehicles prior to Remove all CAP markings from vehicles prior to disposaldisposal

NHQ/LGT is the only person authorized to add or NHQ/LGT is the only person authorized to add or remove a vehicle from the vehicle inventory.remove a vehicle from the vehicle inventory.


Vehicle Decal InformationVehicle Decal Information

Vehicle decals and decal sets available from Vehicle decals and decal sets available from NHQ/LGTNHQ/LGT

125 sets ordered at the beginning of each fiscal 125 sets ordered at the beginning of each fiscal yearyear

Decal orders shipped until yearly supply is Decal orders shipped until yearly supply is exhausted.exhausted.

Decals can be mailed to requestors home Decals can be mailed to requestors home addressaddress

Fax or e-mail your decal request to NHQ/LGTFax or e-mail your decal request to NHQ/LGT Van rollover dash decals available upon requestVan rollover dash decals available upon request


Vehicle Decal PlacementVehicle Decal Placement

7 Pass Van Rear Decal Placement



7-Passenger Side Decal Placement



12 Pass Van Side Decal Placement



12 Passenger Van Rear Decal Placement


Vehicle Utilization Information Vehicle Utilization Information Vehicle Monthly ReportingVehicle Monthly Reporting

CAP Vehicle Usage Reporting CAP Vehicle Usage Reporting Located on the e-services page on right side under Located on the e-services page on right side under

restrictedrestrictedPermissions Required (WSA) Permissions Required (WSA)

Vehicle Usage Data Entry Vehicle Vehicle Usage Data Entry Vehicle Usage ReportsUsage Reports

CAP Vehicle Usage Reporting (CAPF73) System. CAP Vehicle Usage Reporting (CAPF73) System. Used to input monthly vehicle usage Used to input monthly vehicle usage data and view vehicle usage reports. Use the links data and view vehicle usage reports. Use the links above to navigate this application. If you are above to navigate this application. If you are unfamiliar with a particular module, try clicking on unfamiliar with a particular module, try clicking on the 'About This Page' section available on each page.the 'About This Page' section available on each page.

If you have a problem entering the monthly If you have a problem entering the monthly vehicle usage information please contact NHQ/LGT vehicle usage information please contact NHQ/LGT


Vehicle Utilization InformationVehicle Utilization InformationMonthly Vehicle Utilization Standard Monthly Vehicle Utilization Standard

Vehicle Type Times Hours MilesVehicle Type Times Hours Miles

Pass Vans 6 or 50 or 475Pass Vans 6 or 50 or 475

12/15 Pass Vans 4 or 35 or 35012/15 Pass Vans 4 or 35 or 350

4x4 Vehicle4x4 Vehicle 6 or 35 or 450 6 or 35 or 450

Pick/Up 4 or 15 or 200Pick/Up 4 or 15 or 200

Comm/Cargo Van 1 or 15 or 130Comm/Cargo Van 1 or 15 or 130

SedanSedan 4 or 15 or 400 4 or 15 or 400

LocatioLocationn

Field Field IDID Total Times UsedTotal Times Used

Total Total HourHour

ss

Total Total Miles Miles DrivenDriven

REQUIREREQUIRED YEARLY D YEARLY

TIME TIME USAGEUSAGE

REQUIREREQUIRED YEARLY D YEARLY

HOUR HOUR USAGEUSAGE

REQUIREREQUIRED D

YEARLY YEARLY MILEAGE MILEAGE

USAGEUSAGE

AB-001AB-001 OZ400OZ400 2727 606 *606 * 12171217 4848 420420 4,2004,200

AB-001AB-001 OZ408OZ408 103 *103 * 874 *874 * 5617 *5617 * 48 420 4,200

AB-001AB-001 OZ409OZ409 4444 182 *182 * 19701970 4848 180180 2,4002,400

AB-001AB-001 OZ441OZ441 3535 559559 8712 *8712 * 7272 600600 5,7005,700

AB-001AB-001 OZ483OZ483 2222 366366 256256 4848 420420 4,2004,200

AB-001AB-001 OZ485OZ485 149 *149 *1479 1479

**10,286 10,286

** 7272 600600 5,7005,700

Vehicle Utilization Vehicle Utilization Information Information

2009 Utilization 2009 Utilization ExampleExample

Hometown Citizens – Homeland Heroes


Vehicle Utilization Information Vehicle Utilization Information Utilization ExampleUtilization Example

Vehicle used for weekend cadet encampment Vehicle used for weekend cadet encampment ─ Departs Friday afternoon at 4:00 pmDeparts Friday afternoon at 4:00 pm─ Returns Sunday afternoon at 4:00 pmReturns Sunday afternoon at 4:00 pm

Record utilization of vehicle as follows:Record utilization of vehicle as follows:─ Times used = 1 Times used = 1

● Not how many times vehicle is used during Not how many times vehicle is used during the encampmentthe encampment

─ Hours used = 48 Hours used = 48 ● Time from beginning to end of missionTime from beginning to end of mission

─ Mission = Cadet ActivitiesMission = Cadet Activities


Vehicle Utilization InformationVehicle Utilization Information

FY 07,08,09 Vehicle Mission Usage AnalysisFY 07,08,09 Vehicle Mission Usage Analysis Administrative Times - 39,845- 28.6%Administrative Times - 39,845- 28.6%

Hours – 231,976 – 18.0%Hours – 231,976 – 18.0% Cadet Activities Times – 50,745 – 36.5%Cadet Activities Times – 50,745 – 36.5%

Hours – 508,152 – 39.4%Hours – 508,152 – 39.4% Mission Support Times – 26,923 – 19.3%Mission Support Times – 26,923 – 19.3%

Hours – 366,435 – 28.5 %Hours – 366,435 – 28.5 % Other Times - 21,667 – 15.6%Other Times - 21,667 – 15.6%

Hours - 180,517 - 14.1%Hours - 180,517 - 14.1% Total driven vehicle mileage - 10,003,766 Total driven vehicle mileage - 10,003,766


Improvement 2010 vs. 2009 Improvement 2010 vs. 2009 in vehicle usage reportingin vehicle usage reporting

FY 2009 vehicles unreported FY 2009 vehicles unreported 16031603

YTD 2010 vehicles unreported YTD 2010 vehicles unreported 5656

2009 unreported %2009 unreported %%14.6%14.6

2010 unreported %2010 unreported %%0.6%0.6


FY2010 Unreported vehicles as of August 8FY2010 Unreported vehicles as of August 8 Total number of monthly vehicle reports Total number of monthly vehicle reports

missing by region missing by region

2009 OCT 2009 NOV 2009 DEC 2010 JAN 2010 FEB 2010 MAR 2010 APR 2010 MAY 2010 JUN YTD Total rank

GLR 0 0 0 0 0 0 0 0 1 1 6

MER 0 0 2 0 0 0 2 10 14 28 8

NCR 0 0 0 0 0 0 0 0 0 0 1

NER 0 0 0 0 0 0 0 0 0 0 1

PCR 0 0 0 0 0 0 0 0 0 0 1

RMR 0 0 0 0 0 0 0 0 0 0 1

SER 0 0 0 0 0 0 0 0 0 0 1

SWR 3 1 2 3 3 2 3 4 6 27 7

Total 3 1 4 3 3 2 5 14 21 56


Current Fleet StatusCurrent Fleet Status

Total driven vehicles 944Total driven vehicles 944

Total other vehicles 211Total other vehicles 211

Total vehicle inventory 1,155Total vehicle inventory 1,155


Current Fleet Status Current Fleet Status

Driven VehiclesDriven Vehicles

7-Passenger Vans 2367-Passenger Vans 236



4WD- SUV/Pick Ups 1394WD- SUV/Pick Ups 139

2WD- Pick Ups 232WD- Pick Ups 23

Comm/Cargo 19Comm/Cargo 19

Sedans Sedans 10 10

Total Driven Vehicles 944Total Driven Vehicles 944



Other Vehicle TypesOther Vehicle Types

Trailers - 202Trailers - 202 Forklifts - 7Forklifts - 7 Float Movers - Float Movers - 2 2

Total Other 211Total Other 211



Average Age of Fleet – 10.61 YearsAverage Age of Fleet – 10.61 Years Driven Vehicles 11 Years or Older – 529- Driven Vehicles 11 Years or Older – 529-

56% of Fleet56% of Fleet Driven Vehicles 10 years or Newer – 415 – Driven Vehicles 10 years or Newer – 415 –

44% of Fleet44% of Fleet


Thank YouThank You

Hometown Citizens - Homeland Heroes Logistics - Transportation Duane Schultz Chief, Transportation Management 2010 Summer National Board.

Documents

vehicle breakdown

vehicle maaco

complete vehicle repair

invoice reimbursement

max reimbursement

partial reimbursement

additional repair estimate

additional repair cost