Logistics - TransportationLogistics - Transportation

Duane SchultzDuane SchultzChief, Transportation Management Chief, Transportation Management 2011 Summer National Board2011 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

Vehicle Decal InformationVehicle Decal Information Vehicle Usage InformationVehicle Usage 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

Fax or e-mail a completed CAPF 70 and vendor’s repair Fax or e-mail a completed CAPF 70 and vendor’s repair estimate (one) to NHQ/LGT for Major or Routine estimate (one) to NHQ/LGT for Major or Routine MaintenanceMaintenance

Repair request will be reviewed and a reimbursement Repair request will be reviewed and a reimbursement amount will be approved and a control number issued. amount will be approved and a control number issued. The control number approval sheet will be e-mailed or The control number approval sheet will be e-mailed or faxed to the requestor authorizing the repair and faxed to the requestor authorizing the repair and listing the reimbursement amount listing the reimbursement amount

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

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 is requiredEstimate for additional repair cost is required

Requesting Vehicle Maintenance Requesting Vehicle Maintenance Reimbursement ContinuedReimbursement Continued

Mail, fax or e-mail a legible copy of the original Mail, fax or e-mail a legible copy of the original paid invoice/receipt to NHQ/LGT, no later than 45 paid invoice/receipt to NHQ/LGT, no later than 45 days from the issue date of the control number.days from the issue date of the control number.

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 major and routine Reimbursement for major and routine maintenance is based on yearly funding. The maintenance is based on yearly funding. The funding is divided by the number of driven funding is divided by the number of driven vehicles on the inventory. vehicles on the inventory.

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

Requesting Vehicle Maintenance Requesting Vehicle Maintenance Reimbursement Continued Reimbursement Continued

100% reimbursement for windshield 100% reimbursement for windshield 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 4:00 p.m. will be received by NHQ/LGT after 4:00 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 processed on first business day after the weekend or holidayweekend or 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 entire outside of the estimates, and photos of the entire outside of the vehicle.vehicle.

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

Additional estimates on vehicles 10 years or Additional estimates on vehicles 10 years or older may be requestedolder may be requested

Paint requests are approved and processed the Paint requests are approved and processed the last quarter of the Fiscal year depending on the last quarter of the Fiscal year depending on the remaining available maintenance funds remaining available maintenance funds

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

on weekends or during holidays.on weekends or during holidays. Members should contact their wing transportation Members should contact their wing transportation

officer for authorization to complete emergency actions officer for authorization to complete emergency actions (repair, tow, etc)(repair, tow, etc)

Transportation officers contact NHQ/LGT via e-mail or Transportation officers contact NHQ/LGT via e-mail or leave voice mail messageleave voice mail message

Provide the following information in your e-mail or voice Provide the following information in your e-mail or voice mail:mail:

1. Name and unit of assignment1. Name and unit of assignment 2. Vehicle ID Number2. Vehicle ID Number 3. Description of damage or required repair and estimate of cost to 3. Description of damage or required repair and estimate of cost to

repairrepair 4. Telephone number for a point of contact4. Telephone number for a point of contact Fax, or e-mail a completed CAPF 70 along with the paid Fax, or e-mail a completed CAPF 70 along with the paid

invoice/receipt to NHQ/LGT within 24 hours. The invoice/receipt to NHQ/LGT within 24 hours. The paperwork will be reviewed for full or partial paperwork will be reviewed for full or partial reimbursement.reimbursement.

Vehicle AcquisitionVehicle Acquisition

Wing Commander submits CAPF 175 for each Wing Commander submits CAPF 175 for each additional or replacement vehicle request to additional or replacement vehicle request to their respective Region Commander during the their respective Region Commander during the first quarter (Oct, Nov, Dec) of each fiscal year.first quarter (Oct, Nov, Dec) of each fiscal year.

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

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

Vehicle Acquisition ContinuedVehicle Acquisition Continued 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.

Once the CAP coordination is complete the proposed Once the CAP coordination is complete the proposed buy list will be submitted to CAP-USAF/LG for approval. buy list will be submitted to CAP-USAF/LG for approval. Only motorized vehicles will be considered when Only motorized vehicles will be considered when evaluating vehicle request. Refer to CAPR 77-1 for type evaluating vehicle request. Refer to CAPR 77-1 for type of vehicles that may not be owned by CAP.of vehicles that may not be owned by CAP.

Vehicle Acquisition information is located in CAPR 174-1 Vehicle Acquisition information is located in CAPR 174-1 Chapter 5 – Acquisition, Control and Disposal of Chapter 5 – Acquisition, Control and Disposal of Corporate Vehicles.Corporate Vehicles.

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

Approval request letter to acquire a purchased or Approval request letter to acquire a purchased or donated vehicle, CAPF 175 coordinated through Region donated vehicle, CAPF 175 coordinated through Region for signatures, completed vehicle information sheet, and for signatures, completed vehicle information sheet, and vehicle photosvehicle 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 will Maintenance of a wing purchased or donated vehicle will

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

Wing purchased & donated vehicle procedures are Wing purchased & donated vehicle procedures are available from NHQ/LGT upon requestavailable from NHQ/LGT upon request

Procedures after approval for acceptance and disposal Procedures after approval for acceptance and disposal of donated vehicles will be in accordance with CAPR of 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 excess Acquisition of DOD or other Federal agency excess vehicles will be done through coordination with the vehicles will be done through coordination with the National Headquarters Staff. CAPR 174-1 Paragraph 5-3National Headquarters Staff. CAPR 174-1 Paragraph 5-3

Approval request letter to screen vehicle, completed Approval request letter to screen vehicle, completed CAPF 175 coordinated through Region for signatures, CAPF 175 coordinated through Region for signatures, completed vehicle information sheet, and vehicle photoscompleted vehicle information sheet, and vehicle photos

Vehicles acquired through these sources must be in Vehicles acquired through these sources must be in safe, roadworthy condition and of the type that would safe, roadworthy condition and of the type that would support and enhance the mission of CAP and must support and enhance the mission of CAP and must conform to standards detailed in the Table of conform to standards detailed in the Table of Allowances.Allowances.

Screening procedures are available from NHQ/LGT Screening procedures are available from NHQ/LGT upon requestupon request

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 any maintenance reimbursement for a eligible for any maintenance reimbursement 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 actions, including method of disposal, is coordinated with CAP-USAF. with CAP-USAF.

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

Contact NHQ/LGT when deciding to dispose of a Contact NHQ/LGT when deciding to dispose of a vehicle if you have any questions about the disposal vehicle if you have any questions about the disposal procedure. procedure.

The WG/LG initiates the retirement of the vehicle The WG/LG initiates the retirement of the vehicle in the ORMS system. The vehicle retirement will in the ORMS system. The vehicle retirement will proceed through several approval steps. proceed through several approval steps.

Step 4 is where the CAP-USAF Region LR/LG issues Step 4 is where the CAP-USAF Region LR/LG issues the FG Number for turn in of the vehicle. the FG Number for turn in of the vehicle.

Vehicle Disposal Procedures Vehicle Disposal Procedures continuedcontinued

Step 5 is where the Wing LG uploads the Step 5 is where the Wing LG uploads the disposal documentation (DD Form 1348-1A) upon disposal documentation (DD Form 1348-1A) upon completion of the disposal. The Form must be completion of the disposal. The Form must be signed and dated by DRMO indicating receipt of signed and dated by DRMO indicating receipt of the vehicle.the vehicle.

The uploaded DD Form 1348-1A is reviewed in The uploaded DD Form 1348-1A is reviewed in the final retirement step by NHQ and the vehicle the final retirement step by NHQ and the vehicle is then removed from the inventory. is then removed from the inventory.

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

E-mail or fax your decal request to NHQ/LGTE-mail or fax your decal request to NHQ/LGT Van rollover dash decals also available upon Van rollover dash decals also available upon

requestrequest

Vehicle Decal PlacementVehicle Decal Placement

7 Pass Van Rear Decal Placement

Vehicle Decal PlacementVehicle Decal Placement

7-Passenger Side Decal Placement

Vehicle Decal PlacementVehicle Decal Placement

12 Pass Van Side Decal Placement

Vehicle Decal PlacementVehicle Decal Placement

12 Passenger Van Rear Decal Placement

Vehicle Usage InformationVehicle Usage Information

Vehicle Usage Reporting received some upgrades this year and Vehicle Usage Reporting received some upgrades this year and was moved to the Operational Resource Management System was moved to the Operational Resource Management System (ORMS) in May of this year.(ORMS) in May of this year.

Under the vehicles section on the left side of the ORMS home Under the vehicles section on the left side of the ORMS home page select “Vehicle Usage Entry” page select “Vehicle Usage Entry”

Vehicle usage reports will be under the reports section of Vehicle usage reports will be under the reports section of ORMSORMS

When “Vehicle Usage Entry” is selected, the next page has “ When “Vehicle Usage Entry” is selected, the next page has “ Vehicle Usage Entry and Report Instructions” at the top left of Vehicle Usage Entry and Report Instructions” at the top left of the page which provides instructions if you are not familiar the page which provides instructions if you are not familiar with the system for entering monthly vehicle usage information with the system for entering monthly vehicle usage information and reviewing vehicle usage reports just click on the link. and reviewing vehicle usage reports just click on the link.

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

Vehicle Type Times Hours MilesVehicle Type Times Hours Miles

7 Pass Vans 6 or 50 or 4757 Pass Vans 6 or 50 or 475

11/12 Pass Vans 4 or 35 or 35011/12 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

Vehicle Usage Information Vehicle Usage Information Usage ExampleUsage 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 Usage Monthly Report ExampleVehicle Usage Monthly Report ExampleVehicle didn’t meet monthly usage criteriaVehicle didn’t meet monthly usage criteria

CadetCadet MissionMission LastLast AdminAdmin ActivitiesActivities CadetCadet SupportSupport MissionMission OtherOther TotalTotal Total Total ReportedReported Mon Mon MonMon MonMon TimesTimes Admin Admin Times Times ActivitiesActivities Times Times SupportSupport TimesTimes OtherOther TimesTimes TotalTotal Miles Miles Odometer Odometer Year Year TimeTime HourHour MileMile Field IDField ID UsedUsed HoursHours UsedUsed HoursHours UsedUsed Hours Hours Used Used HoursHours UsedUsed HoursHours DrivenDriven Reading Reading Manuf Manuf Make Make Model Model OccOcc GoalGoal Goal Goal GoalGoal

99045 099045 0 0 1 48 2 72 0 0 0 1 48 2 72 0 0 33 120 652 120 652 64585 2002 Dodge Stratus 5 64585 2002 Dodge Stratus 5 4 15 4004 15 400

99012 0 0 0 0 7 120 1 48 99012 0 0 0 0 7 120 1 48 8 168 953 8 168 953 83308 1999 Dodge Caravan 7 83308 1999 Dodge Caravan 7 6 50 4756 50 475

93005 4 25 3 53 1 6 0 0 93005 4 25 3 53 1 6 0 0 8 84 1865 8 84 1865 5034 2011 Dodge Caravan 7 5034 2011 Dodge Caravan 7 6 50 4756 50 475

11067 6 20 1 8 2 16 0 0 11067 6 20 1 8 2 16 0 0 9 44 1238 9 44 1238 6998 2011 Expedition 8 6998 2011 Expedition 8 6 35 4506 35 450

11050 111050 1 1 4 20 6 82 0 0 1 4 20 6 82 0 0 1111 103 286 103 286 15856 2007 Ford E350 1 Ton 12 15856 2007 Ford E350 1 Ton 12 4 35 3504 35 350

26604 26604 3 2 1 1 1 13 0 0 3 2 1 1 1 13 0 0 5 16 159 5 16 159 137305 1999 Dodge Caravan 7 137305 1999 Dodge Caravan 7 6 50 4756 50 475

43003 6 8 7 255 1 10 0 0 43003 6 8 7 255 1 10 0 0 14 273 1065 14 273 1065 86522 1999 Ford E350 1 Ton 7 86522 1999 Ford E350 1 Ton 7 6 50 4756 50 475

29035 2 5 6 15 0 0 0 0 29035 2 5 6 15 0 0 0 0 8 20 247 8 20 247 73226 1996 Ford E350 1 Ton 11 73226 1996 Ford E350 1 Ton 11 4 35 3504 35 350

Vehicle Usage InformationVehicle Usage Information

FY 08,09,10 Vehicle Usage Analysis SummaryFY 08,09,10 Vehicle Usage Analysis Summary Administrative Times - 38,841- 27.6%Administrative Times - 38,841- 27.6% Hours – 233,392 – 16.5%Hours – 233,392 – 16.5% Cadet Activities Times – 52,781 – 37.6%Cadet Activities Times – 52,781 – 37.6% Hours – 538,064 – 38.2%Hours – 538,064 – 38.2% Mission Support Times – 27,561 – 19.6%Mission Support Times – 27,561 – 19.6% Hours – 451,227 – 30 %Hours – 451,227 – 30 % Other Times - 21,143 – 15.2%Other Times - 21,143 – 15.2% Hours - 185,004 - 15.3%Hours - 185,004 - 15.3% Total driven vehicle mileage - 12,448,942Total driven vehicle mileage - 12,448,942

Current Fleet StatusCurrent Fleet Status

Total driven vehicles 994Total driven vehicles 994Total other vehicles Total other vehicles 210210 Total vehicle inventory 1,204Total vehicle inventory 1,204

Vehicles pending disposal - Vehicles pending disposal - 6262 Total 1, 142Total 1, 142

Current Fleet Status Current Fleet Status Driven VehiclesDriven Vehicles

7-Passenger Vans 2387-Passenger Vans 23811-Passenger Vans 15011-Passenger Vans 15012-Passenger Vans 40112-Passenger Vans 4014WD- SUV/Pick Ups 1514WD- SUV/Pick Ups 1512WD- Pick Ups 232WD- Pick Ups 23Comm/Cargo 21Comm/Cargo 21

Sedans Sedans 10 10 Total Driven Vehicles 994Total Driven Vehicles 994Pending Disposal -Pending Disposal - 55 55 939939

Current Fleet StatusCurrent Fleet Status

Other Vehicle TypesOther Vehicle Types

Trailers - 201Trailers - 201 Forklifts - 7Forklifts - 7 Float Movers - Float Movers - 2 2 Total Other 210Total Other 210 Pending Disposal - Pending Disposal - 77

203203

Current Fleet StatusCurrent Fleet Status

Average Age of Fleet – 9.34 YearsAverage Age of Fleet – 9.34 Years

Driven Vehicles 11 Years or Older – 485- 48.8% Driven Vehicles 11 Years or Older – 485- 48.8% of Fleetof Fleet

Driven Vehicles 10 years or Newer – 509 – 51.2% Driven Vehicles 10 years or Newer – 509 – 51.2% of Fleetof Fleet

FY 11 Vehicle Buy Status UpdateFY 11 Vehicle Buy Status Update

Types of vehicle being purchased:Types of vehicle being purchased: Sedan, 7 & 12 pass van, 6 pass pickup, SUV.Sedan, 7 & 12 pass van, 6 pass pickup, SUV. Number of vehicles being purchased: 36Number of vehicles being purchased: 36 Based on funding amount and total costBased on funding amount and total cost Vehicle buy developed from:Vehicle buy developed from: CAPF 175s received 1CAPF 175s received 1stst Quarter FY 11 Quarter FY 11 CAP 100 oldest vehicle listing CAP 100 oldest vehicle listing Repair cost based on book valueRepair cost based on book value

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