Planning, Booking & Documentation

Mr. Lyons, Mr. Smith, Mr. Goetz

12 October 2017

Disclaimer

2

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

3

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

4

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

11

Documentation time line process

12

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

$

HOTLISTGenerated

Questions?

13