PHASE II AMMUNITION CARRIER APPOINTMENT SYSTEM

1. PHASE II AMMUNITION CARRIER APPOINTMENT SYSTEM AIP 9 Distribution Enhancements MR. STEVE LORD SDDC

2. PHASE I/II TEST • PURPOSE: Address the difference in perspective held by Depots/Carriers on installation operations. • Obtain empirical data reference “Free Time” and detention. • Evaluate the Appointment System • Evaluate hours/days of operation per week

3. PROBLEM STATEMENT PHASE I • Carriers Perspective • Depots/installations carriers are not open more than 4 days/week • Trucks/trailers sitting over 3-day weekend waiting to be unloaded – unable to reuse equipment • Losing time and money • Depot’s Perspective • Truckers delaying operations • Trucker late or “no shows” negatively impacting depot budget • Timely detention billing

4. PROBLEM IMPACT • Depot/Carrier disconnect in hours of operation and process perspectives diminishing shipping/receiving effectiveness and efficiency • Military commands are paying additional dollars toward overtime and transportation cost

5. GOALS • Determine feasibility of expanded depot hours of operations • Decrease amount of overtime used • Reduce missed RDDs • Reduce detention costs • Develop standardized procedures for receiving for all depots • Security processing • Scheduling • Increase customer satisfaction • Obtain data on “free time” & detention

6. PHASE I TEST RESULTS • Carrier’s Perspective • Depots/installations are not open more than 4 days/week. Six Sigma test period 17 May-30 July 2004-Depots open 5 days/week with core hours 0700-1400 hours. • Trucks/trailers sitting over 3-day weekend waiting to be unloaded –unable to reuse equipment. Based on data analysis, equipment was not reused as frequently as expected. • Losing time and money. HQ, JMC, guidance mandating carrier appointment with receiving depot for all deliveries. As a direct result, carrier delays are minimized.

7. PHASE I TEST RESULTS • Depot’s Perspective • Truckers delaying operations: Appointment scheduling and carrier receiving form (used during test period) resulted in minimal delays. • Trucker late “no shows” negatively impacting depot budget. Better communication between carrier and depot resulted in an overall 20% reduction in the no-show rate. There was an overall 5% increase in no appointment rate. • Timely detention billing

8. PHASE I TEST RESULTS • Goals • Determine feasibility of expanded depot hours of operation. Data analysis completed – 4 major depots open 5 day/week • Decrease amount of overtime used: Overtime has increased due to extended operations (to accommodate test period) • Reduce missed receiving dates: 20% decrease to an overall average of 2.98 hours (16 Apr 04 meeting with carriers stated taking average of 4 hours)

9. PHASE I TEST RESULTS Goals (Con’t) • Developed standardized procedures for receiving for all depots • Security processing – Developed standard form for carriers • Free time start – Free time starts after 626 inspection • Scheduling Carrier must schedule appointment one workday prior to delivery: Working better increased use of system • Increased customer satisfaction – Based on bi-weekly IPRs with depots and carriers, everyone pleased with progress.

10. PHASE I – FREETIME/DETENTION RESULTS 1 Hour Average weight 765.64 lbs Average time to process 2.52 hours 72 total: 9 met standard (12.5%) 63 over standard (87.5) 2 Hours Average weight 5,786.1 lbs Average time to process 2.38 hours 41 total: 20 met standard (49 %) 21 over standard (51%) 3 Hours Average weight 14,725.86 lbs Average time to process 3.42 hours 36 total: 15 met standard (42%) 21 over standard (58%) 4 Hours Average weight 37,646.05 lbs Average time process 3.6 hours 354 total: 240 met standard (68%) 114 over standard (32%)

11. PHASE II TEST • Dates – 31 Jan 05 – 15 April 05 • JMC Depots (Shipping) • IMA – Ft Sill/Ft Polk (Shipping/Receiving) • Same Goals – Methodology as Phase I applied to JMC shipping and IMA installations • Collect Data – Bi-Weekly • 15 April + consolidate and report

12. PHASE II RESPONSIBILITIES • The Joint Munitions Command (JMC) will: • Develop and provide data input spreadsheet for depot data collection. • Establish Earliest Arrival Date (EAD) and Required Delivery Date (RDD) for ammunition deliveries. • Ammunition Depots will: • Ensure REPSHIPS are transmitted to receiving ASPs NLT 24 hrs prior to delivery date • Ensure all commercial vehicles (carriers) compute their travel time to coincide with ASP hours of operations (Especially shipments CAT I and CAT II munitions)

13. PHASE II RESPONSIBILITIES Ammo Depots (Con’t) • Work with carriers to locate secure holding site in route • Coordinate with the ASPs as required • Support carrier “logging” of installation times

14. PHASE II RESPONSIBILITIES • Surface Deployment & Distribution Command (SDDC) will: 1. Provide carriers with installation carrier data collection forms. Using updated forms that were used in the 17 May – 31 July 2004 phase one test. Drivers to carry forms and installations to initial times 2. Visit with ICW IMA and JMC to update status on all actions taken and required. Date 12 Jan 2005.( Completed) 3. Identify and contact carriers during bi-weekly conferences with JMC/IMA/Carriers and installations.

15. PHASE II RESPONSIBILITIES SDDC (Con’t) 4. Host a mid-test teleconference ICW IMA and JMC to review actions and status of data collection. Tentative date 16 Mar 2005 5. Establish a code system to explain excessive delays (delays>1 hour) and distribute codes to carriers with instructions for reporting. Code system will be integrated into the carrier data collection sheet. (Completed) 6. Provide ASPs access to the Defense Tracking system or Intelligent Rail/Road Information Server(IRRIS) for In-Transit-Visiblity(ITV).

16. PHASE II RESPONSIBILITIES • Installation Management Agency (IMA) Southwest Region Office (SWRO) will: • Conduct initial coordination with selected installation Director of Logistics (DOLs) and brief them on the scope and purpose of program LOI. • Conduct periodic assistance visits to the test installation during the pilot program. • Establish an appointment system using attached Appointment Scheduling Worksheet to be utilized for the pilot. • Develop and provide data input spreadsheet for installation data collection

17. PHASE II RESPONSIBILITIES • IMA test Installations (Fort Polk and Fort Sill) will: 1. Maintain a minimum of core operating hours during the test program. a. Fort Sill: 0630-1400 M-F (6 deliveries daily) b. Fort Polk: 0800-1500 M-F (4 deliveries daily) 2. Develop carrier appointment delivery hours that support the maximum deliveries to be accepted per day. These appointment hours will be posted in the SDDC Transportation Facility Guide. For Example: Hours of operations 0700-1500 daily - max deliveries 3 daily. (the amount of time is a function of the delivery and shipments)

18. PHASE II RESPONSIBILITIES 3. Comply with the data recording requirements such as: initializing date/time stamp and release of driver 4. Maintain data on the following using the attached Appointment System Matrix:) a. Number of deliveries per day (Fort Sill: 6 max daily – Fort Polk: 4 max daily) b. Number of arrivals without an appointment c. Number of late deliveries d. Number of “No Shows” e. Overtime and justification required to support deliveries/shipments f. Detention fees assessed by carriers g. Amount of time required for each shipment (load/unload) and weight.

19. PHASE II RESPONSIBILITIES • Carrier’s will: • All deliveries/pick ups must have a scheduled appointment made 24 hours prior or if less than 24 hours – as soon as possible • Drivers are to only call in to update scheduled changes • Carriers are to have dispatchers arrange all appointments • Provide weekly data summaries to SDDC Customer Service Division • Dispatcher will consult the Transportation Facilities Guide to insure current delivery information is obtained • Participation in Bi-Weekly conference

20. PHASE II RESPONSIBILITIES • Carrier’s Procedures at the Installation: • Annotate date, time and installation representative’s initial on each step of delivery • Arrive at first security checkpoint • Depart from first security checkpoint • Begin 626 inspection process • Complete 626 inspection process • Begin in-transit damage inspection • Complete in-transit damage inspection • Depart to unloading area • Arrive at unloading area • Begin unloading • Finish unloading • Complete paperwork • Installation provides Driver Release • Driver Arrives at security gate • Driver departs security gate

21. SUMMARY The Phase I/II test will : • Evaluate the appointment system for DA implementation • Support standardized procedures and forms • Provides data for “Freetime/Detention” evaluation • Serves as reference point for Freetime/Detention discussion with ATA/NDTA

22. QUESTIONS