Planning, Booking & Documentation Mr. Lyons, Mr. Smith, Mr. Goetz 12 October 2017
Disclaimer
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Transportation University encourages a free flow of ideas. In the spirit of this academic setting, the views of the instructors and participants are assumed to be their own and not those of NDTA, USTRANSCOM, or anybody's parent organization/company.
Agenda
•Planning•Booking Process•Documentation Overview•Questions
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Takeaways: A better understanding of SDDC’s capabilities and processes, and the importance of identifying cargo movement requirements early, accurate submission of booking artifacts and key documentation elements.
Transportation Requisition Process
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BLUF: Transportation Requisition Process (R’qmt to ALD) = 38 days
R’qmt V’d & T’dUnit/Shipper Starts ETRRs
COCOM Teams work with Units to push TC-AIMS-II data to IBS Unit
Booking office received ETRRs from COCOM teams
Cargo In-gated at Port
V
PCM
B
DC
T
PCM released; Cargo pushed to
port via rail and/or truck
ALD
IN
SPOE
Dry Cut Off
“Perfect World”
Surface Deployment Process
Force Flow Conference
COCOMValidation
ETRRSDDCTrans
Feasibility
USTRANSCOMValidation
Fort to Port
SPOEOperations
SailingSPOD
Operations
Inland Onward
Movement
FinalDestination
What does Right Look Like
REQUIREMENT: 1400+pcs to include 300 strykers Ft Wainwright, AK to Ft Irwin, CA
SUCCESSFUL WHY?:- Decision to move via commercial means
(D2D) made early by USTRANSCOM- Requirements ID’d and only minimal
changes made- Established battle rhythm to synch effort
(i.e., weekly then daily mtgs)- Collaboration between Commercial partners
and Gov’t personnelCONOPS
Rail/Truck cargo from Ft Wainwright, AK to Anchorage, AK; Load vessel(s); Anchorage, AK to Tacoma, WA; trans ship via truck/rail from Tacoma, WA to Ft Irwin, CA
1-25 Stryker Brigade Combat Team NTC Rotation
Missed OpportunityREQUIREMENT: 368 pcs to include tracked vehicles from Ft Hood, TX to multiple locations in Europe
NOT SO SUCCESSFUL, WHY?:- Requirements ID’d late and documentation
wrong- TPFDD did not match what was loaded- Cargo arrived at port before SDDC sent the
Port Call Message - Carrier’s vessel inbound, cargo at port,
bookings in disarray- Final destination DODAACs missing
SO WHAT HAPPENED?:- Booked cargo to AAFES DODAAC to “trick”
system and allow carrier to accept bookings- From “outside” looked like we had
tanks going to AAFES - Forced unit to send supercargo at 11th hour
because of classified cargo
CONOPSRail/Truck cargo from Ft Hood, TX to
Beaumont, TX for upload and onward movement to Bremerhaven, GE; for on-ward
movement to multiple locations in Europe
1-1 CAV – OPERATION ATLANTIC RESOLVE
Booking ProcessShipper
Submit Export Traffic Release Request (ETRR) in IBS
Sustainment
Commercial Carrier
Booking done to include Liner terms per plan in COA dev. ETRR
for accurate data, Type Movement, Available Date, RDD,
Special Requirements
IBS generates Export Traffic Release (ETR)-
SDDC Booking Office
Container bookings auto-accepted / Breakbulk bookings manually processed by carrier
Booker researches the contract for rates, Available Service, Vessel Flags, Visa Priority,
Carrier Performance, and Cost
Booker selects and generates offer to
carrier via EDI
IBS transmits skeletal record to
GATES and CSS
Carrier has 24 hours (48 hours for HAZMAT) to review auto
acceptance and accept, counter-offer or reject
Acceptance
SDDC BookingTrained & appointed as Ordering Officers (OO) on USC8,GTMO and MM contracts by TCAQProcess requires data entry within one system DTR and USC8 outline acceptable timelines to complete bookingsSDDC BDE OCCAs process container and breakbulk requests for multiple agencies supporting all NORTHCOM/SOUTHCOM, AFRICOM/EUCOM, PACOM and CENTCOM originating cargoAbility to request OTO rate via IBS to complete booking if no rates on fileShipping Instructions (SI) including modifications are built based upon final booking termsBookings processed within IBS-SUS force pre-lift booking modifications that affect SI
Counter OfferRoll/AdvanceVessel Schedule ChangesIncrease/Decrease
IBS-SUS has system control to limit Foreign Flag approval based upon user rolesPre & post lift reconciliations require SDDC OO approval or rejectionPre & post-lift reconciliations are captured within IBS-SUS and Booking Reconciliation Tool (BRT) with audit trail
Shipper Roles/Responsibilities• Shipment Types
• Break-bulk Shipments• Submit ATCMD data no later than (NLT) 48/24 hrs prior to vessel cut-off
• Container Shipments• Submit Shipping Instructions (SI) NLT 48/24 hrsprior to vessel cut-off• Upon receipt of Container Number from vendor or Ocean Carrier if earlier
• Customs Documentation • Submit to ocean carrier at least 3 business days prior to vessel depart port of origin (SPOE) 9
Carrier Responsibilities•Upload accurate/timely LOB via LOB Portal (Next US Govt business day after vessel departure).
•Submit accurate and timely 315 EDI (24 hrs of accomplishment per contract).
•Notify shippers of container numbers once container is stuffed at Port
•Promptly notify the Documentation Branch on any documentation related issues (missing custom documents, missing shipping instructions, etc).
•Promptly notify the Ordering Officer/BRT Team for any booking modifications/changes (Increases, decreases, etc..) 10
Operational IMPACTS
•Un-Manifested Cargo leads to:
•Frustrated Cargo•Delayed Customs Clearance• Invoices delayed• Interest incurring
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Documentation time line process
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Custom Docs 3-5 Days before vessel sail
Dry Container SI Due 48 hoursbefore vessel sail
Reefer Container SI Due 24 hoursbefore Vessel sail
LOB Upload24 hours after Vessel sail
EDI 315 VD 24 hours after vessel sail
Vessel Sail
ManifestShort sail3 days
ManifestLong sail5 days
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