Husbanding Service Provider (HSP) User’s Guide HSP... · Husbanding Service Provider (HSP) User ... Port visit entries into LogSSR are required to be submitted after the completion

Husbanding Service Provider (HSP)

User’s Guide

LogSSR Entries

Via Company Access Codes

14 September 2012

5th

Edition

LogSSR HSP User’s Guide

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THIS PAGE INTENTIALLY LEFT BLANK


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Introduction

The Logistics Support Services Repository (LogSSR) is a U.S. Navy website maintained by

Naval Supply Systems Command to capture port visit information for Navy, Coast Guard,

Military Sealift Command, Army and other government vessels. One of the key data sets

captured by LogSSR is data received by husbanding contracts issued by the Fleet and Industrial

Supply Centers (FISCs) to assist in managing the contracts and utilizing port visit costs and

information to better plan for future ship visits.

All data submitted to the website meets U.S. Navy information technology and security

requirements and has restricted access. For inquiries of gaining entry into the website or

database, please email the LogSSR administrator at [email protected].

This user’s guide is designed to assist in entering port visit information primarily from invoices

against husbanding contracts. The following pages provide a walk through of the screens for

entry. LogSSR is a standardized data system that captures data in a standardized format. Some

current husbanding contracts do not have all data in the same format, so this guide is designed to

assist in entries that may not fit the exact line item. This system is a unique database and

captures data after a husbanding action is complete. Information entered needs to be from the

actual invoices when the action (generally port visit) has concluded (not estimates before the port

visit was executed as was captured previously from some other systems).

All future husbanding contracts meet a standard set of Lot Line Items (most current contracts are

built as Contract Line Item Numbers), which were derived based on the LogSSR & contract

standardization initiative. The standard set is close to the current LogSSR line items and the

third edition of this guide will provide the new standardized line structure.

mailto:[email protected]


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Login Screen

LogSSR meets all U.S. Navy security requirements, which requires a Personal Key Infrastructure

(PKI) validation for anyone entering the website, along with background investigation and

approval for access. Husbanding Service Providers (HSPs) generally do not have PKI Login

availability and use an access code assigned to their company to enter port visit information. For

additional information on obtaining a PKI and gaining access to your company’s submission

data, contact the LogSSR Administrator via the LogSSR questions hotlink. Obtaining a

contractor PKI access may or may not be available.

A unique Logistics Support Services Repository (LogSSR) Access Code will be provided to all

Husbanding Service Providers (HSPs) with at least one active contract. HSPs should take proper

safeguards to protect their access codes from unauthorized use. If you have not been provided

with an Access Code, contact the LogSSR Program Manager at [email protected], or

your contracting officer. The website URL can be found at:

https://www.navsup.navy.mil/portal/page/portal/logssr/index.jsp

A shortcut has been built and will be redirected at the following:

https://www.navsup.navy.mil/logssr

The access code does not provide access to LogSSR, but opens a separate web page allowing

your company to enter data from your contracts. You will not have visibility of other contracts

or any information inside LogSSR.

The following pages/screen shots are a complete walk-through of the Port Visit Form. All

entries are for a fictitious port visit by the USS Abraham Lincoln CVN-72. The HSP Company,


https://www.navsup.navy.mil/portal/page/portal/logssr/index.jsp



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“Doran Inc,” contract, and all data entries are also fabricated for instructional purposes only and

production of this guide.

The Services Menu consists of several steps that can be completed to make up a single Port Visit

submission. With the exception of the first category, "Port Info", data must only be entered

under the service categories applicable to the port visit.

Not all Service Menu items will have entries and may be skipped. This may be done by either

clicking on the next pertinent Services Menu category in the "Services Menu" window pane or

clicking on the PREV or NEXT Buttons found at the top or bottom of each page.

LogSSR contract line item number (CLIN) data entry must correspond to the CLIN identified in

your contract. Not all contracts currently match the LogSSR exactly which is why there are

additional fields to utilize as needed.

Port visit entries into LogSSR are required to be submitted after the completion of the port visit

using the final invoices at the time of the port visit completion. All substantiating documentation

should be emailed at that time to [email protected]. Any changes or updates after

the entry need to be emailed to LogSSR at [email protected] with the substantiating

documentation attached referencing the port visit identification (ID) number. The LogSSR

administrator will update the port visit and attached the documentation. Additional details on

this process are described at the port visit submission later in the document.

Any questions/comments on this guide may be directed to the LogSSR Program Manager using

the “Ask a Question about LogSSR” link on the log in screen here

https://www.navsup.navy.mil/logssr.

DO NOT USE YOUR BROWSER BACK/FORWARD BUTTONS TO NAVIGATE

THROUGH THE SERVICES MENU

By clicking the browser “back” or “forward” buttons you lose the data within the data record.

Use the links within the browser to go from one area to another.

Once you use the company access code, a permanent port visit identification number is assigned

to the entry. Once you review the entry for submission (last web page for summary), you will

see the port visit identification number in red at the top of the screen. For all correspondence

after with LogSSR, please use the ID number to reference the entered record.





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Port Info Screen


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Note: All fields marked with an asterisk (*) must be completed. You cannot move to any other

screen until the required fields are completed.

The Port Info screen provides the basic information relating to the port visit. There are several

drop down lists on this page that provide standardized data to ensure information and entries

match and are not duplicated. Using the access code provided to your company, this screen

automatically shows your company name. The next drop down list shows your active contracts.

If for some reason your contract is not listed, email LogSSR to have the contract added. In some

instances, companies have “single visit contract” assigned to be able to enter single purchase

orders without a regional contract. This simplifies the entry process for single visit contract

awards.

Please include your name under the “Name” field and contact information under email and

phone number. This information is designed to be able to contact the person that made the entry

in case there are any clarifications on data entered. Your company’s information is already

captured with the access code entry into the website.

If your company has multiple contracts, all of these will be input under the drop down

“Contract” field. If you are entering a one-time ship visit contract (such as a purchase order),

you will likely have the ability to choose something similar to “FISCY Single Visit Contract –

Doran” that identifies the contracting office and your company. If you are trying to enter a visit

that is not supported by anything listed, contact LogSSR via email of the needed information and

we will update the database.

Ports, countries and ships are entered in the database. You will only find one data point for each

item. For example, under Romania, you will find Constanza, which could be spelled Konstanza

or Constanta; or under South Korea, you will find Pusan (Busan) as it is spelled both ways

depending on the source. The drop down lists force the selection of the port in the database

capturing data in the standardized format. For units, U.S. Navy, U.S. Coast Guard, Military

Sealift Command and Army ships are included as well as several other units that may use a

husbanding contract. These can be located by typing in part of the unit name. Any units in the

database will filter to the top that have the typed data in the name. For example, if you type

“lake”, all units with the typed text will come to the top of the list (e.g., USS LAKE

CHAMPLAIN, USS LAKE ERIE, USCG HENRY BLAKE). By selecting the unit, it will show

up in red above the box and tie all data of that unit into the database (class of ship, unit

identification code, service assigned, etc).

All line items with asterisks by the line are required to be entered before you can move to the

next screen. After the Port Info page is complete, you may “jump” directly to another service as

needed.


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1. Husbanding Service Screen

DO NOT USE YOUR BROWSER BACK/FORWARD BUTTONS TO NAVIGATE

THROUGH THE SERVICES MENU

You can add additional items not classified on the form by clicking the "add entry" link under

“Other Service Name” at the bottom of the page. These services must be related to the Service

Category that you are working under.

The Contract Line Item Number (CLIN) listed in LogSSR must match the CLIN identified on

the contract under which the order is placed. A CLIN is not required for entry, but if a CLIN

was referenced in the Contract, it must be included in the entry. Comments can be added for

clarifying information by the vendor that may not be captured by the standard line item.

If the item is a Port Tariff enter the word “TARIFF” in the CLIN entry box.


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You must enter a “Qty” & “Unit Cost (USD)” AND/OR “Add. Lot/Visit Costs (USD)”. If the

“Add. Lot/Visit Costs (USD)” field is used; annotate what the additional lot costs were in the

comments field for that specific CLIN.


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3. Trash Services Screen

You may go directly to any Services Menu category by either clicking on that Services Menu

Item in the "Services Menu" or clicking on the PREV or NEXT Buttons found at the top or

bottom of each page.


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Trash Services Screen with Error

The above screen shot indicates a “Qty” & “Add. Lot/Visit Costs (USD)” conflict error. Note

how the data entry field is “highlighted” in red. This indicates that a "Unit Cost (USD)" entry

must be made before proceeding.

Some items have different metrics due to the region the contract was issued. Capture

information under the appropriate metric.


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4. Fleet Landing Screen

You can add additional items not classified on the form by clicking the "add entry" link under

“Other Service Name” at the bottom of the page. These services must be related to the Service

Category that you are working under. However, the Unit of issue is a fixed “Unit of Issue” based

on the Service Menu Item and cannot be changed. Any difference between the CLIN unit of

issue identified in your contract and LogSSR can be entered in the comments field. The “Add.

Lot/Visit Costs” will be used to report the total cost of that CLIN as identified in the contract and

the invoice.

Fleet Landing may have a “Fleet Landing Lot” as a package of services (such as tent, chairs,

tables, etc). This is an example of an item that does not fit the standard item and can be added

under “Add Entry”.


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5. Brow Services Screen

Note: The Contract is the authoritative source for identifying Unit of Issue and Unit costs. Any

discrepancies between LogSSR and the contract are easily identified by using the Comments

field.


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Brow Services is categorized to capture all services related to renting and placing brows. If

forklifts and/or cranes, for example, are used for brows, they should be placed in this category.

If they are purely for non-brow support, then they go under “Airport/Cargo” in section 17. When

in doubt (such as used for both, but not differentiated under the order), place under “Brow

Services”.


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6. Ship Movement Screen

Additional information provided in the comments field will assist ships in identifying what types

of resources are available and in passing their requirements more efficiently to HSPs. Some

information that may be useful would be details of the service, minimum order requirements,

different units of issue, clarifications on lot costs, etc.

You can provide details you want in the database in this field or general information on the entire

port visit under the “Port Info” webpage.


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7. Water Taxi Screen

Additional information that may be better served by an attachment, such as schedules of water

taxi support provided to the ship, can be sent as an attachment to be loaded to the record. This

information may help other ships plan and provide better requirements to you for support for

future port visits.


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8. General Charter and Hire Screen

The above screen, the General Charter and Hire Service menu is the most comprehensive Service

Menu and may include many of the common requirements a ship needs to conduct a port visit.

Any charter and hire services (services attributed directly to port visit support are funded by the

fleet) not delineated in other locations should be added in this area. Port tariff items tend to fall

in this category. Service menu items under 01-07 are all funded by the same source.


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9. Ship Utility Services - CHT Screen

Category 9 should include any charges related to providing CHT removal.


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10. Ship Utility - Potable Water Screen

Pipeline charges will generally support pierside potable water services. Barges, truck, or other

types of potable water support (other than bottled water) generally will go in the “Other Than

Pipeline” line.


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11. Other Ship Utility Screen

Any services related to providing utilities (other than water or sewage) should be entered under

this category.


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12. Land Vehicle Screen

Any support for moving passengers through vehicles (except water based, such as water taxis)

will be categorized in this section. Vehicles supporting non-passenger requirements, such as

cargo, will be categorized under section 16, “Port Handling Costs”.

If there are unique costs associated with the line items that may not be intuitive, please clarify in

the comments, or add as additional entries. For example, costs that may not be captured under

the contract statement of work (fuel for vehicles, drivers, damage) would fall under this service

menu category relating to transportation of personnel.


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13. Communication Screen

The unit of issue for cell phones is generally one cell phone per day. For example, if five cell

phones were provided for three days at $3 per day, it would be 15 EA @ $3 for a total of $45.

Additional entries might include replacement phones, SIM cards or other non-standard support.


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13. Anti-Terrorism Force Protection Barriers Screen

All force protection items are grouped and funded in the same manner, data has been broken out

into three web pages: barriers, personnel, and supplies. All charges related to Force Protection

Barriers would fall under this section, floating or on land.


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15. Anti-Terrorism Force Protection Personnel Screen

All Force Protection Services related to personnel charges should be entered in this section.


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16. Anti-Terrorism Force Protection Supplies Screen

All other Force Protection Charges (other than Personnel or Barriers) should be listed here.


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16. Port Handling Costs Screen

Passenger transfer support through airports, mail, cargo support, or other general support to the

ship will go under this category.

Vehicles primarily used for transporting personnel should be entered under service menu 11, any

vehicles used for transporting supplies or mail should be entered on in this service menu.

(Note: Transportation costs for provisions would be captured under service menu 17-Provisions)


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17. Provisions Screen

All food charges (except receptions, reception support would be under 19/20- Other Port

Serv/Incidentals) would go under this category. Support specifically for provisions would also

be captured in this menu (transportation, fees, inspection, etc).


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18. Fuel Screen

All fees supporting delivery of bulk fuel for the ship will be listed here. Small fuel support (such

as for vehicles or force protection boats) would be charged under the supported categories vice

here.

Please clarify any fuel support that are not classified as Marine Gas Oil or F76, such as jet fuel

(Jet A-1, JP-5, etc).


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19/20. Other Screen

If charges do not fit in any other categories, they can be placed here. Additional ship support,

such as Morale, Welfare & Recreation; receptions, repairs, etc., would be captured in this

section.


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21. OOTW/Exercises Screen

If your contract has Operations Other Than War CLINs, all related charges would be listed in

this category. This service menu will rarely have an entry as it would be supporting a

requirement other than a ship port visit.


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22. Attachments Screen

Unless you are a registered PKI user, you will not be able attach an invoice to your Port Visit

submission. Please e-mail your invoices in Portable Document Format (.pdf) to

[email protected] with “Port Visit Invoice” in the subject line.

Adobe Acrobat 9 Pro is the primary program we currently use for managing PDF files. We

recommend researching Adobe’s products that may provide simpler management of your

documents.

The email submission is the validation process to support HSP inputs that are not under a

registered PKI. No port visit submission through the public portal will be valid without the

substantiating documentation (invoice) emailed to the LogSSR account. Any additional

supporting documentation such as estimates, port visit cost report, subcontractor quotes, etc, can

be added under a PKI or email submission.

Please see the information later in this guide on submitting attachments.



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23. Review & Submit Screen


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The previous page, “Review and Submit” is a final listing of all the items you entered. It may

take a few moments to load, so please be patient. It provides sub-totals of all services by

category as well as a Grand Total for the entire port visit submission at the bottom right of the

screen. This Grand Total should match the total shown on the HSPs invoice. If there is a

discrepancy, you can go back and correct it by either clicking on that Services Menu category in

the "Services Menu" window pane or clicking on the PREV Button found at the top or bottom of

the page.

We recommend you print this screen to a PDF for your records. This includes the port visit ID

you need to reference the port visit when submitting substantiating documentation or any

changes that are required in the future. When you visit this screen, a temporary record is

recorded of the data entered until you “submit” the data to the LogSSR queue.

If you agree that the data is accurate and valid, click on “Submit Port Visit” to submit it for

review. You will then see the following screen indicating that your Port Visit data was

successfully submitted. You may now click "Return to Port Visit Form" to complete another

Port Visit submission or close your browser if you are done.

Submitted Screen

Once submitted, the HSP cannot make any changes. Any changes or corrections must be

emailed to the LogSSR email account with substantiating documentation referencing the Port

Visit ID number in the subject line. If there are substantial changes, you may be asked to

resubmit your port visit in its entirety (we will delete the original if this is the case). All port

visit information contains a full audit trail of dates submitted, edited and confirmed into the

database with information of the personnel making the changes.

All questions or clarifications need to be directed to the Program Manager or Project Officer

through the LogSSR email account or by phone. Contact information is on the LogSSR page.


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E-mail Submission

The above is an example of the correct email format for the submission of substantiating

documentation when you make a LogSSR entry. Please ensure you provide contact information,

and use the Port Visit ID number in the subject line. Additional guidance/clarifications are as

follows:

1. When emailing your supporting documents to the LogSSR inbox all attachments are required

to be in the form of a PDF. Attachments sent in word or excel will not be accepted.

2. Each different type of document must be a separate PDF. For example, PVEs and Invoices

cannot be together in one PDF attachment. In addition, all Reconciliation Invoices must be sent

on a separate email also in PDF format. One reconciliation per PDF.

3. Labeling of documents must be consistent. Each document needs to clarify what the

document contains and the Port Visit ID at the end: Invoice - 15500 (Please use the Port Visit ID

number that corresponds with your entry).

4. If you are sending Reconciling invoices for port visits that have already been entered into

LogSSR, label that PDF as Recon Invoice - 15500. (Please use the Port Visit ID number that

corresponds with your entry)


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Another important item that needs addressed is the utmost diligence with regard to Classified v

Unclassified documents. Please be sure that all documents do not show classified markings

before they are sent to the LogSSR inbox.

Also, when sending Reconciliation PDF's please do not include Personally Identifiable

Information (PII) or Medical Information of personnel. This information is restricted from

distribution and can even be illegal to distribute. Any information that contains names, dates of

birth, social security numbers or hospital/doctor information needs to be deleted before it is sent

to the LogSSR inbox. These documents should not be distributed beyond the local requirements.

If you are providing updated information, please be clear on the changes. For example, text in

the email of the updated information or an attachment that clearly states the changes (change to

previously submitted line item, or new charge not captured before) with a new total for the entire

LogSSR entry. The new total ensures we have the correct information before confirming into the

database.

A copy of the email is retained in the port visit record to show when the data was sent.


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Points of Contact

All inquiries can be sent to the LogSSR email account at [email protected] or to the

following:

LogSSR Program Manager: LT Sean Payne, [email protected]

Phone: 1-717-605-2067

Program Manager can answer most user issues regarding inputs, functionality and details

of the program.

LogSSR Project Officer: Ryan Celesnik, [email protected]

Phone: 1(717) 605-4128

Project Officer manages the information technology portion of the program (web related

issues, security issues).

Mailing Address:

LogSSR Program Manager (N72E7)

Naval Supply Systems Command

5450 Carlisle Pike

P.O. Box 2050

Mechanicsburg, PA 17055




Documents

Husbanding Service Provider (HSP) User’s Guide HSP... · Husbanding Service Provider (HSP) User ... Port visit entries into LogSSR are required to be submitted after the completion