Vessel Tutorial

1. Vessel Tutorial Quick Overview of SEA CardSM Learn How to Reset A User’s Password Learn How To Create An Order Learn How to Approve An Order Open Market

2. Agenda Logging In and Password Reset Vessels-How to Place an Order Vessels-How to Approve an Order Contact Information

3. Logging in and resetting a password

4. Logging In The website address is www.seacardsys.com. Type in the user name and password then click the Login button. The password is case sensitive and must be entered the way it was set up originally. If the log in was successful, proceed to the SEA CardSM Order System.

5. Reset Password If a user tries to log in and is unsuccessful, a Login Failed message appears. Click “Forgot Password?”, type in the user name and click on “Retrieve Challenge Phrase”. NOTE: Repeated unsuccessful Login attempts will result in your account being locked. Please use “Forgot Password” to regain access to your account. If you do not remember your user name, or the answer to your challenge phrase, contact the SEA CardSM support team.

6. Reset Password When a user clicks the “Forgot Password” link, a popup box will appear. The user types in their user name and clicks “Retrieve Challenge Phrase”.

7. Reset Password The challenge question will appear. The user must type their response EXACTLY as they did during the initial account set up. The answer is case sensitive. When the correct response is entered, an email will be sent to the email address on the account with a temporary password.

8. Password Reset The user will return to the website to sign in with their user name and temporary password (hint: copy the password from the email – highlight the password making sure there are no spaces highlighted and copy). The system will prompt them to change their password. The user must type in the temporary password (paste the password copied from the email) and their new password and the new password must be entered a second time for verification. A password should consist of at least 8 characters with 3 alpha and 3 numeric.

9. Recap Items Covered in This Section: • Logging into SEA CardSM • Resetting Password

10. Helpful Information while using DoD-SCOMSM

11. Setting A Default Screen This is the button the user sees if they have selected this screen as default. Throughout DoD-SCOMSSM there are a number of screens/canvases that have a button in the upper right corner labeled “Set as Default Screen”. This button allows the user to select that particular screen as the screen they will always see when they login to the system. This can be changed by the user whenever they wish either by clicking the subsequent “Remove as Default Screen” button or by selecting another screen as the default.

12. Masking a Vessel Vessel Masking Requirements – this option is available for security purposes. The vessel name is masked from the vendor until it is unmasked by the vessel or 48 hours before the fuel delivery date for CONUS. This is for both Contract & Open Market Fuel lifts. First Masking Requirement: • User will select “Mask My Vessel Name From The Merchant Only”. • This hides the vessel name to the merchant as DoD-SCOMSSM. • DoD-SCOMSSM will automatically unmask the vessel name to the merchant 48 hours from the requested delivery date for CONUS Orders and the day of delivery for OCONUS Orders. Second Masking Requirement: • User selects their “Generic Card” from their card drop down list, if one has been requested by DESC. This card would not be associated with anything other than the Branch of Service and complete purchases cannot be placed on this card as there is not a specific unit or vessel associated. • This will mask the vessel name to all parties involved with DoD-SCOMSSM including the HL6 who placed the order. This will allow for complete anonymity from the SEA CardSM Merchant, and SEA CardSM Support Team. • The HL6 will be required to select the vessel that is lifting fuel as DoD-SCOMSSM will not have a vessel associated to the actual order. • HL6 will be notified via email when it’s time to unmask or “assign” a vessel name to the generic order in SCOMS. This is required 48 hours from the requested delivery date for CONUS orders and the day of delivery for OCONUS orders. • If the vessel name is not unmasked within this time frame an email escalation process will be initiated in DoD-SCOMSSM starting at the HL6 level and working its way to HL1 within 24 hours • The merchant cannot input fulfillment details until the HL6 has “assigned” a vessel to the transaction. IT IS CRUCIAL THAT THE HL6 ASSIGNS A VESSEL NAME AT THE PROPER TIME WHEN PLACING A GENERIC ORDER.

13. Action Comments A variety of the screens/canvases throughout DoD-SCOMSSM contain a button labeled “Action Comments”. When this button is clicked, all of the actions (computer generated) and comments (user entered) added to the order, are displayed in this window. When and where the system allows for and/or requires comments to be entered, they are all displayed in “Action Comments”. This is a tool to see who has done what with the order. Any special instructions entered will display here.

14. How to Place an Order Port Search Selecting a Product Creating an Order Submitting an Order Modifying an Order/Unmasking Vessel Searching for an Order Canceling an Order The following section will demonstrate how to search for a port, select a product, create an order, modify that order if need be, submit an order and cancel an order (if necessary).

15. Searching for a port

16. Port Search To enter an order, select “Port Search” from the SEA CardSM Order Management System menu. There are several ways to search. One way to search is by the port State or Province. To select a State or Province click the drop down box labeled State/Province and select the location needed for fueling.

17. Search by Country The user can search by country. Click in the country drop down box and look for the country they need to acquire fuel in.

18. Search by Contract Fuel Type While it is possible to perform an open search on contract fuel type, the system may return an error to the user requiring additional search criteria to be entered due to the number of results that would be displayed (over 30 records). It is recommended that the user selects at least one more factor such as Port Name, Port City, Country or State/Province when using this feature.

19. Search by DESC Contract Number If the user knows the contract number, they can either type in the whole contract number or enter a few of the last digits in the Contract Number box and click on the submit query icon (flashlight). This will bring up all ports with those numbers in their contract.

20. Search by Port City Enter the port city or port name, then click on the submit query icon (flashlight). The fields are smart fields and are not case sensitive. This allows the user to enter the search criteria in upper or lower case and to enter a partial port city name. NOTE: when searching on Port Name, no results may come back as the Port Names are not always the City’s name, the broader the search the larger number of results that will return.

21. Creating an Order

22. Port Selection Click on the shopping cart to create an order. This order will be for Norfolk, IFO 380 delivered by Barge.

23. Vessel Selection BOS Vessel 1 The ordering officer will select their Branch of Service (BOS) from the drop down list. From the “Customer” drop down list, select the vessel name or “Generic Vessel” if the vessel’s name should not be seen by anyone. The card will auto populate with the vessel selection. Select either YES or NO next to Mask Vessel to mask the vessel name from the merchant. PLEASE NOTE: Users assigned to multiple vessels for ordering - insure the proper vessel, port, fuel and bunkering location are chosen. Some contracts offer more than one type of fuel and/or delivery method at a port.

24. Delivery Date Click the calendar icon to chose desired delivery time and date (port local). Use the 24 hour clock when entering all times. After a date and time have been selected, click on CLIN (Contract Line Item Number) and select the CLIN (from the drop down list) for your product. When a CLIN is selected, the product name will display to the right. The CLIN information is displayed in the canvas below this one. Once selected, the rest will auto populate (based on the CLIN and contract) except for quantity. After entering the quantity, click the SUBMIT ORDER icon. BOS Vessel 1 NOTE product name when choosing CLIN

25. Submitting the Order BOS Vessel 1 The system will prompt the user to verify they want to create an order. Click “OK” to submit the order or “Cancel” if the order is not correct.

26. Submitting the Order BOS Once the user has submitted the order, a message will appear letting them know the order was successfully submitted. An email will then be generated and sent from DoD-SCOMSSM to the merchant letting them know an order has been placed.

27. Editing an Order

28. Order Search To find orders placed, select “Customer Order Search” from the main menu. The above fields will appear. Select the Branch of Service and customer (vessel) to search. It is possible to search by any or all of the above fields. Click “Submit Query” icon to execute the search. Note: Only customer service will have access to view all orders. The user only sees orders based on branch of service and level of access.

29. Order Search Continued BOS 123456 Vessel 1 BOS If the user needs to cancel, update or unmask their order after they have left the original order placement screen, click “Customer Order Search” from the left menu to perform the search as displayed in the previous slide, then click the shopping cart next to the desired order.

30. Updating an Order BOS To update an order, click the button labeled Update Order. There are 3 items available for update. The delivery date, the delivery time and the quantity. If the changes required do not fall within those 3 fields, cancel the order and enter a new order that fits the needs of the mission. If changes are made, the user will be required to enter a comment explaining why the order was changed.

31. Canceling an Order BOS To cancel an order, click the “Cancel Order” button. If you want to unmask the vessel, click the “Unmask Non-Generic Card” button and if you want to update the order, click the Update Order button. A popup will appear to ask if you are sure you want to perform the action originally requested. Click “OK” to confirm the action.

32. Unmasking a Vessel Name BOS OM Test Vessel If you wish to unmask the vessel’s name prior to the system’s rules regarding CONUS and OCONUS ports, click the button labeled Unmask Non-Generic Card. This will start the process of unmasking the vessel’s name. Click OK, otherwise DoD-SCOMSSM will automatically unmask the vessel name according to rules for CONUS and OCONUS ports. If the user did not mask the name upon placing the order, the name will always appear and there is no “Unmask” function. If the customer clicks the “Show Customer” Button, they will temporarily be able to see the vessel name in the Customer box. This is only seen by the user.

33. Overview The SEA CardSM System Allows Vessels To Place An Order Before Sailing Into a Port • Items Covered In This Section: • Searching for a Port • Selecting a Product • Creating an Order • Submitting an Order • Updating an Order • Searching an Order • Canceling and Order • Unmasking an Order • Action Comments

34. AO Duties

35. AO Approval The items that will be covered in this section are actions required by the AO (Authorizing Official) to approve a fuel requisition and a requisition for ancillary charges.

36. Approving a Requisition The Authorizing Official (AO) for the vessel ordering/purchasing the fuel will receive an email (see picture above). The subject line will indicate “Requisition Created and Ready for Approval.” The AO associated with this vessel will click the link and it will take them to the DoD-SCOMSSM home page for logon.

37. Approving a Requisition After the AO logs on, if the link is used, they are automatically directed to the order referenced in the email. The AO can also go to the website to sign in and click the SEA CardSM Order System menu item. Then click the Customer Order Search option as it appears to the left. Follow the information previously described in this tutorial for searching DoD-SCOMSSM via menu use/manually.

38. Approving a Requisition BOS 123456 Vessel 1 BOS If the link is not used, the AO can search for an order by using any criteria on this screen. Then the AO clicks the shopping cart next to the order they need to act on in the search results. If there is more than one order, they will be listed by order number.

39. Approving a Requisition Vessel 1 Vessel 1 123456 TDK.OO When the AO verifies fulfillment details and agrees with the data entered by the merchant, they will click “Approve Requisition”. If the fulfillment details are not correct, the AO will click “Dispute Requisition” located next to “Approve Requisition”. 1234567890

40. Approving a Requisition Non-DoD 1234567890 The system will prompt the AO to verify that they want to approve the fuel portion of the order. Ancillary charges are handled with a separate requisition number and separate abilities to Accept or Dispute the charges.

41. Total Obligation Vessel 1 Vessel 1 Z23456 TDK.OO Z123457367SE00 The Total Fuel Obligation Amount for the vessel is in red lettering. This is the dollar amount that should be used to enter the obligation into FPD. The Requisition Number is the number used to generate the Doc Type 35 into FPD for the obligation.

42. Viewing the DD1155 Or SF1449 1234567890 Once the requisition has been approved, click the View View SF1449 button to view the form. Each approved requisition generates its own SF1449. This means that Ancillary charges will have a separate requisition number.

43. Approving Ancillary Charges 1234567890 Non-DoD 123456 If there are ancillary charges, the AO will be required to act on them as they did the fuel portion of the order.

44. Approving Ancillary Charges Ancillary charges can occur for different reasons (see Vessel Manual). For Contract lifts, the allowable ancillary charges are Demurrage, Overtime and Backhaul. All other ancillary charges not permitted under the DESC contract must be handled directly with the DESC Bunker Contracting Officer via a paper SF1449. For price reasonableness and/or confirmation of contract priced items contact the DESC Contracting Officer. If a merchant enters ancillary charges , an automated email will be forwarded to the vessel. The vessel clicks the link in the email to be directed to DoD-SCOMSSM to confirm the relevant details. When reviewing ancillary charges associated with contract, pay close attention to the release language regarding those ancillary charges (see above). The merchant will provide either any ancillary charges that are an exception to the provision in the box provided for exceptions or click the check box next to not applicable (see above). One of these two things is required before the ancillary charges can be submitted for approval by the customer.

45. Approving Ancillary Charges 1234567890 0987654321 The AO will be prompted to enter a line of accounting. This information will be used to bill the appropriate department. If the LOA is unknown, the user should leave the box in the prompt blank to ensure that it is NOT populated on the SF1449. When LOA is known, add the code to ensure the proper LOA appears on the SF1449. Anything that is entered here will appear on the SF1449. Then click OK.

46. Approving Ancillary Charges 1234567890 0987654321 After the AO has approved the requisition for ancillary charges they will be able to view the SF1449. These forms are in PDF format and can be saved to your computer or printed directly from DoD-SCOMSSM using Adobe Acrobat Reader.

47. Disputing a Requisition 0987654321 If the fulfillment details are not correct, the AO has the ability to Dispute the charges by clicking “Dispute Requisition”. A pop up will appear. Click OK to initiate the dispute process.

48. Disputing a Requisition 0987654321 A pop up box will appear. Enter the reason for disputing the requisition. Click “OK” after the dispute reason has been entered.

49. Disputing a Requisition (cont.) 1234567890 0987654321 An email from DoD-SCOMSSM will be sent to the merchant and all appropriate parties stating the order is in dispute. The merchant can then go into the fulfillment screen to correct any errors that may have occurred.

50. Overview Items covered in This Section: • Approving a Contract Fuel Requisition • Creating an SF1449 • Approving an Ancillary Charge Requisition • Disputing Requisitions