Logistics - Transportation

Logistics - Logistics - TransportationTransportation

Duane SchultzDuane SchultzChief, Transportation Management Chief, Transportation Management 2009 Summer National Board2009 Summer National Board

Logistics Logistics DirectorateDirectorate

LGLG Gary Schneider, Director Logistics Gary Schneider, Director Logistics and Mission Resources and Mission Resources

LGTLGT Duane Schultz, Chief, Duane Schultz, Chief, Transportation ManagementTransportation Management

Contact Information:Contact Information:

Toll Free 1-877-227-9142 Toll Free 1-877-227-9142 Extension 275Extension 275

Commercial 334-953-7748 Commercial 334-953-7748 Extension 275Extension 275

FAX 334-953-1668FAX 334-953-1668

Logistics Transportation Logistics Transportation OverviewOverview

Who’s involved with CAP vehicles Who’s involved with CAP vehicles Vehicle management proceduresVehicle management procedures

1.1. Requesting reimbursement for major and routine Requesting reimbursement for major and routine vehicle maintenance vehicle maintenance

2.2. Vehicle paint requestVehicle paint request3.3. Vehicle emergency repair requestVehicle emergency repair request4.4. Additional or replacement vehicle acquisitionAdditional or replacement vehicle 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

Who’s Involved with CAP Who’s Involved with CAP VehiclesVehicles

CAP unitsCAP units CAP wingsCAP wings CAP regionsCAP regions CAP-USAF State DirectorsCAP-USAF State Directors CAP-USAF Liaison Regions CAP-USAF Liaison Regions NHQ CAP-LGTNHQ CAP-LGT HQ CAP-USAF HQ CAP-USAF

Vehicle Management Vehicle Management ProceduresProcedures

Requesting reimbursement for major and Requesting reimbursement for major and routine vehicle maintenanceroutine vehicle maintenance

Vehicle paint requestVehicle paint request Vehicle emergency repair requestVehicle emergency repair request Additional or replacement vehicle Additional or replacement vehicle

acquisitionacquisition Wing purchased or donated vehicle requestWing purchased or donated vehicle request Vehicle screening from DRMO requestVehicle screening from DRMO request Vehicle disposal procedures Vehicle disposal procedures

Requesting Reimbursement for Requesting Reimbursement for Major and Routine Vehicle Major and Routine Vehicle

MaintenanceMaintenance Yearly funding is divided by the number of driven Yearly funding is divided by the number of driven

vehicles on the inventory providing a max per vehicles on the inventory providing a max per vehicle amount which provides some funding for vehicle amount which provides some funding for each driven vehicle on the inventoryeach driven vehicle on the inventory

Fax or e-mail CAPF 70 and vendor’s repair Fax or e-mail CAPF 70 and vendor’s repair estimate to NHQ/LGTestimate to NHQ/LGT

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 reimbursement amount and a control number will be issued and faxed or e-mailed to the region or be issued and faxed or e-mailed to the region or wing authorizing the repair. wing authorizing the repair. ─ Do not accomplish repairs prior to receiving a Do not accomplish repairs prior to receiving a

control numbercontrol number

Requesting Reimbursement for Requesting Reimbursement for Vehicle Maintenance ContinuedVehicle Maintenance 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− Second estimate for additional repairs will be requiredSecond estimate for additional repairs will be required

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

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

Requesting Reimbursement for Requesting Reimbursement for Vehicle MaintenanceVehicle Maintenance

Reimbursement for routine maintenance is based Reimbursement for routine maintenance is based on additional funding added to the maintenance on additional funding added to the maintenance budget. In FY 09 additional funding was added to budget. In FY 09 additional funding was added to the maintenance budget for routine the maintenance budget for routine maintenance..maintenance..

Hopefully additional funding will be added for FY Hopefully additional funding will be added for FY 10 for routine maintenance 10 for routine maintenance

May 08 NEC approved 100% reimbursement for May 08 NEC approved 100% reimbursement for windshield and other vehicle glasswindshield and other vehicle glass

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 working day. reviewed and processed the next working 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 working day after the weekendprocessed on first working 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 or older Maaco recommended for vehicles 10 years old 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 filed Paint requests received during the year will be filed

and reviewed for approval or disapproval during the and reviewed for approval or disapproval during the last quarter of the fiscal yearlast quarter of the fiscal year

Vehicle Emergency RepairVehicle Emergency Repair Definition: Highway Breakdown on weekend or after Definition: Highway Breakdown on weekend or after

hours, must be called in to NHQ/LGT (Vehicle hours, must be called in to NHQ/LGT (Vehicle Operator or Wing Transportation Officer may call in Operator or Wing Transportation Officer may call in emergency repair)emergency repair)

When calling in an emergency, please have the When calling in an emergency, please have the following information available:following information available:

1. Wing and assigned vehicle ID number1. Wing and assigned 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

Additional or Replacement Additional or Replacement Vehicle AcquisitionVehicle Acquisition

Wing submits CAPF 175 for each additional or Wing submits CAPF 175 for each additional or replacement vehicle requestreplacement vehicle request

Indicate priority on CAPF 175 if requesting more than Indicate priority on CAPF 175 if requesting more than one vehicle one vehicle

Wing CC forwards CAPF 175 to region CC Wing CC forwards CAPF 175 to region CC Region CC forwards CAPF 175 to NHQ/LGT for Region CC forwards CAPF 175 to NHQ/LGT for

consolidationconsolidation Funding and vehicle price determine number of Funding and vehicle price determine number of

vehicles vehicles Consolidated request forwarded by LG Director to Consolidated request forwarded by LG Director to

senior leadership for review and approvalsenior leadership for review and approval Region CC notified of results for review, input or Region CC notified of results for review, input or

changeschanges Buy is finalized and forwarded to contracting Buy is finalized and forwarded to contracting


Recent year vehicle buys have focused on Recent year vehicle buys have focused on replacement of CAP Fleets oldest vehicles.replacement of CAP Fleets oldest vehicles.

A list of the 100 oldest vehicles is compiled each A list of the 100 oldest vehicles is compiled each year and vehicles are considered for replacement year and vehicles are considered for replacement based on age and mileage based on age and mileage

Expect this to be the methodology for the Expect this to be the methodology for the foreseeable future in order to continue replacing foreseeable future in order to continue replacing the oldest CAP vehiclesthe oldest CAP vehicles

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

Monthly vehicle usage reporting very importantMonthly vehicle usage reporting very important


Additional vehicle request must be based on Additional vehicle request must be based on requirements and allowance standardsrequirements and allowance standards

a.k.a., Table of Allowances CAPR 77-1 a.k.a., Table of Allowances CAPR 77-1 (Attachment 2)(Attachment 2)

Factors to Consider when requesting additional Factors to Consider when requesting additional vehicle: vehicle:

Organization level, Mission, Equipment Type, Organization level, Mission, Equipment Type, Basis of Issue, Unit size, Monthly Vehicle Basis of Issue, Unit size, Monthly Vehicle Utilization Rate, Response Time, Area of Utilization Rate, Response Time, Area of OperationOperation

Use a CAPF 175 “Vehicle Justification” CAPR 77-Use a CAPF 175 “Vehicle Justification” CAPR 77-1 (Attachment 1) to request an additional vehicle 1 (Attachment 1) to request an additional vehicle


Factors considered when requesting Factors considered when requesting replacement vehiclereplacement vehicle Vehicle AgeVehicle Age Vehicle Condition Vehicle Condition Vehicle MileageVehicle Mileage Vehicle Repair Cost Vehicle Repair Cost Use a CAPF 175 “Vehicle Justification” Use a CAPF 175 “Vehicle Justification”

CAPR 77-1 (Attachment 1) to request a CAPR 77-1 (Attachment 1) to request a replacement vehiclereplacement vehicle

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

Requires region / wing commander request Requires region / wing commander request letterletter

A completed CAPF 175 A completed CAPF 175 Vehicle information sheet Vehicle information sheet Photos of the vehicle Photos of the vehicle Send to NHQ/LGT for review and coordination Send to NHQ/LGT for review and coordination

with CAP-USAF/LGwith CAP-USAF/LG Additional information may be requestedAdditional information may be requested Maintenance of a wing – purchased or donated Maintenance of a wing – purchased or donated

vehicle will be decided at time of Approvalvehicle will be decided at time of Approval Wing –purchased & donated vehicle Wing –purchased & donated vehicle

procedures available from NHQ/LGTprocedures available from NHQ/LGT

Vehicle Screening from Vehicle Screening from DRMO RequestDRMO Request

Screening Vehicle From DRMO is Based On:Screening Vehicle From DRMO is Based On: Type of vehicle requested / intended purposeType of vehicle requested / intended purpose Number of vehicles on the S-2 InventoryNumber of vehicles on the S-2 Inventory Region / Wing commander requests to screen Region / Wing commander requests to screen

are coordinated through NHQ/LGT to CAP-are coordinated through NHQ/LGT to CAP-USAF/LG USAF/LG

CAP-USAF approvalCAP-USAF approval Screening procedures available from NHQ/LGT Screening procedures available from NHQ/LGT

Vehicle Screening form Vehicle Screening form 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 Approval or disapproval of maintenance for screened Approval or disapproval of maintenance for screened

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

Turn in of screened vehicle to DRMO can also be Turn in of screened vehicle to DRMO can also be very costly to your unitvery costly to your unit• Battery and fluid disposalBattery and 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 ProceduresIf it came from DRMO it goes back to DRMO If it came from DRMO it goes back to DRMO

Vehicle can be physically returned or you may Vehicle can be physically returned or you may request a receipt in-place disposalrequest a receipt in-place disposal

Work with your DRMO representativeWork with your DRMO representative

CAP-USAF decides disposal method for DOD-funded CAP-USAF decides disposal method for DOD-funded vehiclesvehicles They provide disposition instructions for vehicles They provide disposition instructions for vehicles

with a book value above $2,000with a book value above $2,000 Vehicles with a book value of $2,000 or below are to Vehicles with a book value of $2,000 or below are to

be turned into DRMObe turned into DRMO Vehicle value determined and disposal coordinated Vehicle value determined and disposal coordinated

by NHQ/LGT with CAP-USAF/LGby NHQ/LGT with CAP-USAF/LG All vehicle disposals are coordinated with NHQ/LGT All vehicle disposals are coordinated with NHQ/LGT

in order to receive disposal instructions in order to receive disposal instructions

Vehicle Disposal Procedures Vehicle Disposal Procedures continuedcontinued

If the vehicle book value is above $2,000 as If the vehicle book value is above $2,000 as determined by NHQ/LGT the following will be determined by NHQ/LGT the following will be requestedrequested Vehicle disposal request letter from region/wing Vehicle disposal request letter from region/wing

commandercommander Copy of vehicle titleCopy of vehicle title Vehicle photos (front, rear, and both sides)Vehicle photos (front, rear, and both sides)

NHQ/LGT coordinates vehicle disposal requests & NHQ/LGT coordinates vehicle disposal requests & disposal instructions with CAP-USAF/LG disposal instructions with CAP-USAF/LG

Vehicles turned into DRMO require a DD Form Vehicles turned into DRMO require a DD Form 1348-1A signed and dated by DRMO and a 1348-1A signed and dated by DRMO and a completed CAPF 37V completed by region or wing completed CAPF 37V completed by region or wing sent to NHQ/LGT in order for the vehicle to be sent to NHQ/LGT in order for the vehicle to be removed from the S-2 Inventory. removed from the S-2 Inventory.

NHQ/LGT is the only person authorized to add or NHQ/LGT is the only person authorized to add or remove vehicle from the S-2 inventory.remove vehicle from the S-2 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 addressDecals can be mailed to requestors home address Decal order form available on the Vehicle Decal order form available on the Vehicle

Management portion of the CAP web site Management portion of the CAP web site ─ http://level2.cap.gov/visitors/resources/equipment_assets/

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

Vehicle Decal PlacementVehicle Decal Placement

7 Passenger VanRear Decal Placement


7-Passenger Side Decal Placement


7-Passenger Side Decal Placement


12 Pass Van Side Decal Placement


12 Passenger Van Rear Decal Placement

Vehicle Utilization Vehicle Utilization InformationInformation

Monthly 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 Vans12/15 Pass Vans 4 or 35 or 350 4 or 35 or 350

4x4 Vehicle4x4 Vehicle 6 or 35 6 or 35 or or 450450

Pick/UpPick/Up 4 or 15 4 or 15 or or 200200

Comm/Cargo Van Comm/Cargo Van 1 or 15 1 or 15 or or 130130

SedanSedan 4 or 15 4 or 15 or or 400400

Vehicle Utilization Vehicle Utilization Information Utilization Information Utilization

ExampleExample Vehicle used for weekend cadet Vehicle used for weekend cadet

encampment 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 Not how many times vehicle is used during the encampmentduring the 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 Vehicle Utilization Information Information

Vehicle Monthly ReportingVehicle Monthly ReportingCAP Vehicle Usage Reporting CAP Vehicle Usage Reporting

Located on the e-services page on right side under restrictedLocated on the e-services page on right side under restrictedPermissions Required (WSA) Permissions Required (WSA)

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

CAP Vehicle Usage Reporting (CAPF73) System. Used to CAP Vehicle Usage Reporting (CAPF73) System. Used to input monthly vehicle usage data and view vehicle usage input monthly vehicle usage data and view vehicle usage reports. Use the links above to navigate this application. If reports. Use the links above to navigate this application. If you are unfamiliar with a particular module, try clicking on you are 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 If you have a problem entering the monthly vehicle usage information please monthly vehicle usage information please

contact NHQ/LGT contact NHQ/LGT

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 606606 12171217 4848 420420 4,2004,200

AB-001AB-001 OZ408OZ408 103103 874874 56175617 4848 420420 4,2004,200

AB-001AB-001 OZ409OZ409 4444 182182 19701970 4848 180180 2,4002,400

AB-001AB-001 OZ441OZ441 3535 559559 87128712 7272 600600 5,7005,700

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

AB-001AB-001 OZ485OZ485 149149 14791479 10,28610,286 7272 600600 5,7005,700

Vehicle Utilization Vehicle Utilization Information Information

2008 Utilization 2008 Utilization ExampleExample

Vehicle Utilization InformationVehicle Utilization Information

FY 06,07,08 Vehicle Mission Usage AnalysisFY 06,07,08 Vehicle Mission Usage Analysis Administrative Times - 41,942- 30%Administrative Times - 41,942- 30%

Hours - 237,262 - 19.3%Hours - 237,262 - 19.3% Cadet Activities Times - 48,050 - 35%Cadet Activities Times - 48,050 - 35%

Hours - 494,466 - 40.2%Hours - 494,466 - 40.2% Mission Support Times - 25,113 - 18%Mission Support Times - 25,113 - 18%

Hours - 315,216 - 25.7 %Hours - 315,216 - 25.7 % Other Times - 21,505 - 17%Other Times - 21,505 - 17%

Hours - 182,283 - 14.8%Hours - 182,283 - 14.8% Total driven vehicle mileage - 10,039,438 Total driven vehicle mileage - 10,039,438

Current Fleet StatusCurrent Fleet Status

Total driven vehicles 937Total driven vehicles 937 Total other vehicles 206Total other vehicles 206 Total vehicle inventory 1,143Total vehicle inventory 1,143

Current Fleet Status Current Fleet Status

Driven VehiclesDriven Vehicles 7-Passenger Vans 1927-Passenger Vans 192 11-Passenger Vans 15211-Passenger Vans 152 12-Passenger Vans 39512-Passenger Vans 395 4WD- SUV/Pick Ups 1424WD- SUV/Pick Ups 142 2WD- Pick Ups 252WD- Pick Ups 25 Comm/Cargo 21Comm/Cargo 21 Sedans 10 Sedans 10

Total Driven Vehicles 937Total Driven Vehicles 937


Other Vehicle TypesOther Vehicle Types

Trailers - 198Trailers - 198 Forklifts - 6Forklifts - 6 Float Movers - 2Float Movers - 2

Total Other 206Total Other 206


Average Age of Fleet – 10.95 YearsAverage Age of Fleet – 10.95 Years Driven Vehicles 11 Years or Older – 588- Driven Vehicles 11 Years or Older – 588-

63% of Fleet63% of Fleet Driven Vehicles 10 years or Newer – 352 – Driven Vehicles 10 years or Newer – 352 –

37% of Fleet37% of Fleet

Thank YouThank You

Documents

Logistics - Transportation