Logistics - Transportation

1. Logistics - Transportation Duane Schultz Chief, Transportation Management 2010 Summer National Board

2. Logistics Transportation Overview • Vehicle management procedures • Requesting vehicle maintenance reimbursement • Vehicle paint request • Vehicle emergency repair request • Vehicle acquisition • Wing purchased or donated vehicle request • Vehicle screening from DRMO request • Vehicle disposal procedures • Decal information • Vehicle utilization information • Fleet status

3. Vehicle Management Procedures • Requesting vehicle maintenance reimbursement • Vehicle paint request • Vehicle emergency repair request • Vehicle acquisition • Wing purchased or donated vehicle request • Vehicle screening from DRMO request • Vehicle disposal procedures

4. Requesting Vehicle Maintenance Reimbursement • Yearly funding is divided by the number of driven vehicles on the inventory providing a funding amount per vehicle on the inventory • Fax or e-mail CAPF 70 and vendor’s repair estimate (one estimate) to NHQ/LGT for Major & Routine Maintenance • Repair request will be reviewed for full or partial reimbursement amount and a control number will be issued and faxed or e-mailed to the region or wing authorizing the repair. • Do not accomplish repairs prior to receiving a control number

5. Requesting Vehicle Maintenance Reimbursement Continued • Any additional repair cost after a control number is issued must be approved before proceeding with the additional repair • Estimate for additional repair cost will be required • Region/wing has 45 days to complete vehicle repair and mail, fax or e-mail a copy of the original paid invoice to NHQ/LGT • Be sure that the invoice is marked paid or a paid receipt is provided with the Invoice • Reimbursement for routine maintenance is based on additional funding added to the FY maintenance budget each FY

6. Requesting Vehicle Maintenance Reimbursement Continued Continued • 100% reimbursement for windshield and other vehicle glass • Max battery reimbursement $ 90.00 • Max reimbursement per tire $ 150.00 – ( Set of 4 - $ 600.00) • Completed vehicle reimbursement requests received by NHQ/LGT after 3:00 p.m. will be reviewed and processed the next business day. • Vehicle reimbursement requests received on the weekend or on holidays will be reviewed and processed on first business day after the weekend or holiday

7. Vehicle Paint Request • Paint request require a completed CAPF 70, two estimates, and photos of the vehicle • MAACO recommended for vehicles 10 years old or older • Additional estimates on older vehicles may be requested • Paint requests received during the year will be filed and reviewed for approval or disapproval during the last quarter of the fiscal year depending on remaining maintenance funds available

8. Vehicle Emergency Repair • Definition: Vehicle Breakdown on the road, after hours, on weekends or during holidays. • Must be called in or e-mailed to NHQ/LGT (Vehicle Operator or Wing Transportation Officer may call ( leave a voice mail) or e-mail in emergency repair) • When calling in an emergency repair, please provide the following information in your voice mail or e-mail: 1. Wing and vehicle ID number 2. Description of maintenance problem 3. Repair estimate (Repair shop can fax) 4. Caller’s name and return phone number 5. Information can also be e-mailed to NHQ/LGT • Fax, e-mail or mail completed CAPF 70 and paid invoice receipt within ten days of the emergency repair and it will be reviewed for full or partial reimbursement or disapproval

9. Vehicle Acquisition • Wing Commander submits CAPF 175 for each additional or replacement vehicle request to their respective Region Commander during the first quarter of the fiscal year. • Vehicle requests should be listed by priority and type. Highest priority should be given to mission critical needs and replacing aging, wrecked or damaged vehicles. • A yearly list of the 100 oldest vehicles will be created and used in identifying vehicles for replacement. This list may be the criteria used for the yearly vehicle buy in order to replace older vehicles. • Region Commanders will review and prioritize vehicle requests and coordinate with NHQ CAP/LGT in developing a national buy. The national buy will be forwarded to the National Commander for coordination.

10. Vehicle Acquisition Continued • Once the CAP coordination is complete the proposed buy list will be submitted to CAP-USAF/LG for approval. • Additional Vehicle Acquisition information can be found in CAPR 174-1 Chapter 5 – Acquisition, Control and Disposal of Corporate Vehicles. • Monthly vehicle usage reporting is very important and is taken into consideration when request are received for additional and replacement vehicles.

11. Wing-Purchased & Donated Vehicle Request • Requires request letter, completed CAPF 175, completed vehicle information sheet, vehicle photos • Send to NHQ/LGT for review and coordination with Logistics Director for approval • Additional information may be requested • Maintenance of a wing purchased or donated vehicle will be decided at time of approval. If approved for maintenance vehicle will not be eligible for reimbursement of maintenance for a period of one year from the date the vehicle is added to the S-2 inventory. • Wing purchased & donated vehicle procedures available from NHQ/LGT • Additional Procedures for acceptance and disposal of donated vehicles will be in accordance with CAPR 173-4

12. Vehicle Screening from DRMO Request • Acquisition of DOD or other Federal agency excess vehicles will be done through coordination with the National Headquarters Staff. • Screening avehicle From DRMO is Based On: . Type of vehicle requested/intended purpose . Number of vehicles on the vehicle inventory • Region / Wing commander request to screen vehicle is coordinated through NHQ/LGT to CAP-USAF/LG for approval • Screening procedures available from NHQ/LGT

13. Vehicle Screening from DRMO Request Continued Caution: • Screened vehicles can be very costly to maintain due to condition and age of the vehicle • If approved for maintenance vehicle will not be eligible for reimbursement of maintenance for a period of one year from the date the vehicle is added to the vehicle inventory. Do not screen a vehicle and hold for one year before performing maintenance. Wing is responsible for first year maintenance cost. • Turn in of screened vehicle to DRMO can also be very costly to your wing/unit also • Battery and other fluid disposal • Transport costs • Distance to turn-in points are increasing • Available DRMO sites reduced from 68 to 18

14. Vehicle Disposal Procedures Federally-funded or DOD sourced vehicle disposal actions, including method of disposal, is coordinated with CAP-USAF. If it came from DRMO it goes back to DRMO • Vehicle can be physically returned or you may request a receipt in-place disposal (work with your DRMO representative) • Contact NHQ/LGT when deciding to dispose of a vehicle • Once disposal information is received from NHQ/LGT the WG/LG can initiate retirement of the vehicle in the ORMS system. The vehicle retirement will proceed through the approval steps. Step 4 is where the USAF_LRLG Region issues the FG Number for turn in of the vehicle and when step 5 is reached the Wing LG uploads the disposal documentation when the disposal is completed

15. Vehicle Disposal Procedures continued • The disposal documentation will be reviewed in the ORMS final step and the vehicle will then be removed from the inventory. • Vehicles turned into DRMO require a DD Form 1348-1A signed and dated indicating receipt by DRMO, this is the disposal document that will need to be uploaded in retirement step 5 by the WG LG. • Remove all CAP markings from vehicles prior to disposal • NHQ/LGT is the only person authorized to add or remove a vehicle from the vehicle inventory.

16. Vehicle Decal Information • Vehicle decals and decal sets available from NHQ/LGT • 125 sets ordered at the beginning of each fiscal year • Decal orders shipped until yearly supply is exhausted. • Decals can be mailed to requestors home address • Fax or e-mail your decal request to NHQ/LGT • Van rollover dash decals available upon request

17. Vehicle Decal Placement 7 Pass Van Rear Decal Placement

18. Vehicle Decal Placement 7-Passenger Side Decal Placement

19. Vehicle Decal Placement 12 Pass Van Side Decal Placement

20. Vehicle Decal Placement 12 Passenger Van Rear Decal Placement

21. Vehicle Utilization Information Vehicle Monthly Reporting CAP Vehicle Usage Reporting Located on the e-services page on right side under restricted Permissions Required (WSA) Vehicle Usage Data Entry Vehicle Usage Reports CAP Vehicle Usage Reporting (CAPF73) System.  Used to input monthly vehicle usage data and view vehicle usage reports.  Use the links above to navigate this application.  If you are unfamiliar with a particular module, try clicking on the 'About This Page' section available on each page. If you have a problem entering the monthly vehicle usage information please contact NHQ/LGT

22. Vehicle Utilization Information Monthly Vehicle Utilization Standard Vehicle Type Times Hours Miles Pass Vans 6 or 50 or 475 12/15 Pass Vans 4 or 35 or 350 4x4 Vehicle 6 or 35 or 450 Pick/Up 4 or 15 or 200 Comm/Cargo Van 1 or 15 or 130 Sedan 4 or 15 or 400

23. Vehicle Utilization Information 2009 Utilization Example Hometown Citizens – Homeland Heroes

24. Vehicle Utilization Information Utilization Example • Vehicle used for weekend cadet encampment • Departs Friday afternoon at 4:00 pm • Returns Sunday afternoon at 4:00 pm • Record utilization of vehicle as follows: • Times used = 1 • Not how many times vehicle is used during the encampment • Hours used = 48 • Time from beginning to end of mission • Mission = Cadet Activities

25. Vehicle Utilization Information FY 07,08,09 Vehicle Mission Usage Analysis • Administrative Times - 39,845- 28.6% Hours – 231,976 – 18.0% • Cadet Activities Times – 50,745 – 36.5% Hours – 508,152 – 39.4% • Mission Support Times – 26,923 – 19.3% Hours – 366,435 – 28.5 % • Other Times - 21,667 – 15.6% Hours - 180,517 - 14.1% • Total driven vehicle mileage - 10,003,766

26. Improvement 2010 vs. 2009 in vehicle usage reporting FY 2009 vehicles unreported 1603 YTD 2010 vehicles unreported 56 2009 unreported % %14.6 2010 unreported % %0.6

27. FY2010 Unreported vehicles as of August 8 Total number of monthly vehicle reports missing by region

28. Current Fleet Status Total driven vehicles 944 Total other vehicles 211 Total vehicle inventory 1,155

29. Current Fleet Status Driven Vehicles 7-Passenger Vans 236 11-Passenger Vans 150 12-Passenger Vans 367 4WD- SUV/Pick Ups 139 2WD- Pick Ups 23 Comm/Cargo 19 Sedans 10 Total Driven Vehicles 944

30. Current Fleet Status Other Vehicle Types • Trailers - 202 • Forklifts - 7 • Float Movers - 2 Total Other 211

31. Current Fleet Status • Average Age of Fleet – 10.61 Years • Driven Vehicles 11 Years or Older – 529- 56% of Fleet • Driven Vehicles 10 years or Newer – 415 – 44% of Fleet

32. Thank You