MILITARY SURFACE DEPLOYMENT AND DISTRIBUTION COMMAND

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MILITARY SURFACE DEPLOYMENT AND DISTRIBUTION
COMMAND
FAMILIES FIRST
MS. DONNA JACK CHIEF, PROGRAM DEVELOPMENT BRANCH
SDDC SYMPOSIUM 25 28 April 2005
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AGENDA

• Families First Overview
• Why Families First?
• Families First Benefits All
• Implemented in Phases
• Timeline
• Introduction of Panel
• Phase I Discussion George Thomas (SDDC)
• PowerTrack Discussion Ron Owen (US Bank)
• Defense Personal Property System (DPS) Don
  Tindall (SRA International)
• Questions?

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WHY FAMILIES FIRST?

• DoD has conducted Four Personal Property Pilots
  since 1994 to evaluate improvements in the
  current program (over 10 years)
• Hunter AAF, SAM, MTMC, FSMP
• Evaluation of the four pilot tests identified
  essential features required in a future program
  and comprehensive cost data associated with those
  features.
• June 2002 CDR TRANSCOM recommends to SECDEF
• Improve transportation service provider (TSP)
  performance through best value acquisition
• Streamline the claims/liability process
• Implement an integrated information management
  system

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WHY FAMILIES FIRST? (CONTD)

• DoD has worked in partnership with the moving
  industry and the military services
• July 2002 Three day workshop developed the
  broad outline of Families First. Attendees
  included
• 21 industry representatives from AMSA, HHGFAA,
  MMC
• 14 Service transportation and claims personnel
• 20 functional and management team members from
  SDDCs personal property division
• Continuous Business Process Working Group
  meetings held since workshop to develop program
  details and business rules
• Formal and informal communication with key
  leaders
• Families First includes safeguards to keep costs
  in check

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FAMILIES FIRST BENEFITS ALL
Transportation Providers
Service Members

• Best Value awards through use of Web-Based
  Customer Surveys
• Use of Commercial Tariff for Domestic
• Reduced government unique forms/processes
• Greater operational flexibility
• Improved payments with PowerTrack

• Full Replacement Value Protection
• Service member affects future quality via
  customer survey
• Direct Claims Settlement
• Direct communication with transportation service
  provider
• Simple claims process
• Expanded counseling support thru Web

Services/Agencies

• Reduced storage costs
• Reduced claims costs claims infrastructure
• Empowered families during move process
• Improved service member quality of life
• Enhanced real-time decision support system (DPS)
• Competition Reduces Costs

ALL STAKEHOLDERS BENEFIT
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IMPLEMENTED IN PHASES

• Phase I Currently ongoing
• Central Web Application (CWA) and PowerTrack
• Interim Customer Satisfaction Survey (ICSS)
• Phase II Will begin 1 October 2005
• Full Replacement Value
• Best Value Distribution
• Commercial based Tariff for domestic moves
• Direct Claims Settlement between customer and TSP
• Web Counseling
• Rate Reasonableness
• Defense Personal Property System (DPS)
• Phase III Will begin 1 October 2006
• Direct Procurement Method Moves (DPM)
• Non-Temporary Storage (NTS)
• Intra-theater contracts

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TIMELINE FOR FAMILIES FIRST AND DPS
Phase IPowerTrack/CWA begins 29 Mar 04
Phase ICustomer Surveys Begin 28 Jun 04
DPS/PPSOs Begin Booking Shipments Under New
Tariffs 1 Sep 05
DPS Orientation Web-site Available
Phase III First Shipments Move 1 Oct 06
DPS Receive Initial Proposals 9 Jan 04
DPS/TSPs File Rates under New Tariffs 1 Aug - 31
Aug
DPS Deliver Final Fit Gap Analysis Sep 04
FRV Legislation Passed Nov 04
Open Season Carrier Qualification
Phase II First Shipments Move 1 Oct 05FRV Begins
DPS Award 28 May 04
2003
2005
2006
2004
Oct Dec
Jan Mar May Jul Sep
Nov
Jan Mar May Jul Sep Nov
Jan Mar May Jul Sep
Nov
TOPS Counseling Module turned off Oct 05
DPS Contract Start 7 Jun 04
DPS Release RFP 14 Nov 03
Delivery of DPS Increment 1
DPS User Training Begins
IV V of DPS Increment 1
TOPS Scheduled for turn-off 1 QTR FY 07

• DPS Increment 2
• Claims Management
• Data Analysis
• Mandatory Claims Fields
• Report and Document Generation
• Performance Data Collection
• Historical Data Repository
• Costing of Shipments

• DPS Increment 1
• TSP Qualification
• Customer Satisfaction Survey
• User Management
• Rate Filing and Evaluation
• Counseling
• Minimum Performance Score
• Best Value Scoring
• Shipment Planning, Distribution,
• Management
• TSP Ranking
• Interfaces

Delivery IVV of DPS Increment 2
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PHASE I DISCUSSION
MR. GEORGE THOMAS TRAFFIC MANAGEMENT
SPECIALIST PROGRAM DEVELOPMENT BRANCH
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FEATURES OF PHASE I FOR ELECTRONIC BILLING AND
PAYMENT

• Receive 619/619-1 data electronically from
  Transportation Service Provider
• Weight tickets are provided to PPSOs
• TSPs maintain original hard copy documentation
• Pre-Approvals performed by PPSO on-line
• Quality control checks conducted on data provided
  electronically
• GSA has the ability to view data in CWA and
  PowerTrack to support post payment audit
• Interim Customer Satisfaction Survey (ICSS)
  functionality was launched in June 2004
• Surveys will be primary source used in
  determining shipment awards

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WHAT IS THE CWA?

• The Personal Property Central Web Application
  (CWA) is a web-based Government system used for
• Reviewing and approving services online
• Costing shipments
• The CWA is used in conjunction with the
  Transportation Operational Personal Property
  Standard System (TOPS)

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WHAT IS POWERTRACK?

• In addition to the CWA, PowerTrack has been
  implemented as a part of Phase I
• PowerTrack is U.S. Banks web-based, commercial
  business-to-business payment system
• PowerTrack is used for payment of Transportation
  Provider invoices

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PHASE I PROCESS OVERVIEW
Personnel System
(8) Dispute Resolution
CWA/ TOPS
(3) Approved Requisition Data
(2) BOL
(0) Order
Error Notification (824)
DFAS / Accounting
(7) Adjustments Inv (859)
(12)Payment (810)
(9) Priced BOL (858)
Soldier
(1) Process Request
Carrier
(6) Manual
(8) Dispute Resolution
Power Track
Invoice 619 Data (859)
PPSO
(13) PSI Payment
(10) Approval (13) Certification
Error Notification (824)
(11) Payment to Carrier
(5) Weight Ticket
(4) 619 Inventory List
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ROLES AND RESPONSIBILITIES

• PPSO
• Capture Pre-Approvals in CWA
• Ensure accounting information provided on Orders
  is correct
• Approve invoices and resolve disputes in CWA
• Approve invoices in PowerTrack when necessary
• Transportation Service Provider
• Submit Invoices via EDI or User Interface to
  PowerTrack
• Resolve disputes in CWA
• Resolve Audit Exceptions in PowerTrack
• Certifying Officer
• Review LOAs used on PowerTrack invoices
• Certify PowerTrack Summary Invoice (PSI) on-line

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CWA/POWERTRACK EVALUATION AND IMPLEMENTATION PHASE

• Phase I entered Evaluation Phase 29 Mar 04
• Success Criteria for Evaluation Phase
  Established
• Reduced TSP Prompt Payment Interest (PPI) while
  adhering to pre-payment audit requirements
• Maintained consistent payment cycle times with
  increased workload
• Relayed good accounting data (TAC, MDC, and LOA)
• Resolved systems issues and followed-up with
  releases
• Success Criteria Met
• Phase I completed Evaluation Phase 25 Aug 04

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PHASE I CWA/POWERTRACK PROGRAM UPDATE

• As of 19 April, 2005
• 100 PPSO Volunteer Sites
• 64 Sites Live
• 733 out of 923 Volunteer Transportation Service
  Providers
• 12,827 Shipments Booked in CWA 3,932 invoices
  paid by PowerTrack (for a total of 12.2 million)
• Training plan
• Business Process Overview Self-training module
  available via SDDC web site
• CWA and PowerTrack Conducted via remote
  sessions. Sessions are offered every business
  day.
• On-site training is offered at SDDC on a
  limited basis - upon request
• Training is also offered at PowerTrack and SDDC
  conferences

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PHASE I ROAD AHEAD

• Ensure all Phase I sites participating by 30 June
• Ensure full TSP participation by 30 June
• Automate Prompt Pay Interest calculation and
  posting
• Services to ensure correct Accounting Information
  is relayed on each order
• Services to ensure Accounting Instructions are
  current and PPSOs follow these Instructions
• Finalize Implementation of the Interim Automated
  Back-end Accounting and Finance Process
• Service Members to provide Customer Service
  feedback (ICSS)
• Prepare for Phase II of Families First Oct 05

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GETTING READY - PPSO CHECKLIST

• Make sure computer systems meet the system
  requirements for using CWA and PowerTrack
• Ensure that a Certifying Officer (CO) has been
  appointed for the PPSO
• Get PowerTrack user IDs and passwords
• Register for CWA on ETA
• Test connectivity to CWA and PowerTrack
• Complete training

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GETTING READY - TSP CHECKLIST

• Make sure computer systems meet the system
  requirements for using CWA and PowerTrack
• Sign a PowerTrack agreement with U.S. Bank and
  get PowerTrack user IDs and passwords
• Register for CWA on ETA
• Test connectivity to CWA and PowerTrack
• Submit three successful invoice transmissions to
  PowerTrack
• Complete training for the Phase I

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INTERIM CUSTOMER SATISFACTION SURVEYS (ICSS)

• Survey developed by the Business Process Working
  Group
• Customers evaluate each move
• Surveys can be completed in three ways
• Customer proactively completes the survey on-line
• Customer responds to email reminders with link to
  surveys
• Telephone surveys (if not completed on-line)
• ICSS Survey data will be used to calculate a
  Performance Score for TSPs when Families First
  begins
• Performance Score is an element of the Best Value
  Score (BVS) which is a 100-point scale
• 70 points for Performance (50 points for CSS 20
  points for Claims)
• 30 points for Rates

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ICSS BACKGROUND

• Surveys will be completed on
• Domestic, International HHG UB and
  One-Time-Only Shipments
• NTS, DPM and Local moves
• Data collected but not used in Phase I - II
• TSPs must have statistically valid number of
  surveys
• ICSS was implemented on 28 June 2004
• PPSOs began counseling customers
• Customers started completing
• ICSS reports were available to Service HQ, PPSOs
  and TSPs in January 2005
• CSS will continue to be part of Families First to
  update the BVS of TSPs

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ICSS METRICS
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PowerTrackand Families First
Mr. Ron Owen Senior Government Relationship
Manager U.S. Bank PowerTrack
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TOPICS

• PowerTrack Urban Legends Myth-conceptions
• News You Can Use
• How to Contact Us

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MYTHS AND URBAN LEGENDS

• MYTH PowerTrack is a government-owned or
  controlled system
• FACT PowerTrack is wholly owned by U.S. Bank.
  Furthermore its technology and processes are
  protected by more than 20 issued or pending
  patents in the US, Europe, Australia, Hong Kong,
  Canada, Mexico and Brazil

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MORE MYTHS.

• MYTH Im a certifying officer and disagree with
  an item on my PowerTrack Summary Invoice. I can
  line it off and certify a lesser amount to DFAS
• FACT False. If you detect an error on your
  statement, call PowerTracks Help Desk and report
  it. Making unilateral changes to our invoices
  does nothing but hide a problem on which an
  auditor will extract pain later

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STILL MORE MYTHS...

• MYTH PowerTrack charges for training (or I have
  to travel to get training)
• FACT PowerTrack provides recurring, no-cost
  training opportunities for both buyer and seller
  communities
• Via web-delivered LiveMeeting instructor
• facilitated sessions call or email our Help
  Desk
• to get scheduled
• Via on-demand links on our home page
• requires MediaPlayer or similar

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HERES A MISCONCEPTION...

• MISCONCEPTION PowerTrack pays the seller within
  3 days..
• FACT True, but only partially accurate.
  PowerTracks service level agreement is that we
  will pay sellers within 72 hours after BOTH the
  delivery notice AND the buyers approval are
  present in PowerTrack. No payment occurs until
  both criteria are satisfied. Most sellers are
  paid within 24 hours of this completion criteria
  being present

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AN UGLY RUMOR HERE...

• RUMOR As an overworked PPSO, I can apply the
  PowerTrack HOLD status on invoices requiring
  approval until I can get around to them
• FACT Using HOLD status in PowerTrack should be a
  rare occurrence in any event and never as a
  work-staging tool. Only if you detect a major
  issue with a CWA rated and approved invoice
  should you consider use of HOLD status while you
  investigate

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A MYTHUNDERSTANDING...

• MYTH I can scan my seller invoice into
  PowerTrack
• FACT A keen idea, but were not there yet. There
  are only two ways to add an invoice to
  PowerTrack
• Electronic Data Interchange (859 Transaction Set)
• Manually, using the Create Invoice screen

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UNDERSTANDABLE CONFUSION....

• MYTH EDI is required to participate, and as a
  small carrier I cannot afford the added costs
• FACT While EDI is the preferred communication
  with PowerTrack, smaller companies will find the
  manual web interface a totally acceptable
  alternative for a low volume of invoices
• Current experienced users report invoice entry
  times of 10 - 15 minutes or less
• Quick Reference Guide available and user friendly
• Save as draft enhancement

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A FINAL MYTH

• MYTH PowerTrack delays payments
• FACT PowerTrack does not delay payments. It is a
  system that relies on actions of buyers and
  sellers to trigger payment. If either party fails
  in their job, PowerTrack cannot do its

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NEWS YOU CAN USE

• PowerTrack Quick Reference Guides
• How To for most common buyer and seller
  processes
• Easy-to-follow instructions with screen shots
• Always accessible on PowerTrack Home Page
• Continuously updated print for desktop use, but
  periodically refresh for most current versions
• Help Desk (with real humans, not AVR)
• Toll free (866)-561-6930 for HHG
• Email PowerTrack_at_usbank.com
• Include HHG or Families First as subject
• URL https//www.powertrack.usbank.com/powertrack/

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DEFENSE PERSONAL PROPERTY SYSTEM (DPS)

• MR. DON TINDALL
• SRA INTERNATIONAL

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AGENDA

• Why DPS
• Who will use DPS
• Overall DPS Functionality
• TSP Functions
• Transportation Office Functions
• DoD Customer Functions
• Major Milestones
• Summary

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WHY DPS?

• Replace an aging suite of personal property
  legacy applications
• Provide a single, intuitive, Web-based,
  end-to-end solution and interface
• Award traffic to TSPs based on performance
• Improve visibility to personal property shipments
• Better automate interfaces between TSPs and the
  government
• Attain ad hoc data analysis, forecasting and
  reporting capabilities

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WHO WILL USE DPS?

• DoD Customers the DPS end user
• Service Members
• Civilians
• Their families / representatives
• TSPs the first to use DPS
• TSP Agents
• Transportation Offices
• PPSOs
• Others who manage or influence the program
• SDDC
• Military Services Headquarters
• Other government agencies

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OVERALL DPS FUNCTIONALITY
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DOD CUSTOMER FUNCTIONS

• Self-Counseling
• Online access to all necessary instructions,
  restrictions and calculations
• Online menu-driven determination of entitlements
• Shipment Tracking by Status
• Online inquiry of shipment status
• Online Claims Settlement
• Direct claims settlement between DoD Customers
  and TSPs
• Full Replacement Value (FRV) protection
• Direct Customer Influence on Quality of Service
• Online submission of Customer Satisfaction Survey
  (CSS)

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TSP FUNCTIONS

• TSP Qualification
• Electronic filing of required information
• Email notice updates during approval process
• Rate Filing
• Filing of annual standard rates online
• Email alerts of one-time-only shipments and
  annual filing exceptions
• Online submission of bids on special shipments
• Inbound / Outbound Shipment Management
• Online notification of pending shipments
• Costing of Shipments
• TSP payments through DPS interfaces with
  PowerTrack

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PERSONAL PROPERTY SHIPPING OFFICE (PPSO) FUNCTIONS

• Counseling Support
• Inbound / Outbound Shipment Management
• Flexibility of a Web-based application
• Replacement of legacy systems and manual
  procedures
• Consolidated personal property functionality

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DPS REGISTRATION THROUGH ETA (USING REGISTER
FOR THE FIRST TIME)
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DOD CUSTOMERS DPS MAIN PAGE
 
Claim submission and status of previously filed
claims.  
View shipment status, request extension of
Temporary Storage and reweigh.  
Access to the Personal Property Consignment Guide
in order to retrieve information pertinent to
specific geographical locations.  
Receive shipment entitlements and ability to
process a shipment application for the movement
of personal property.  
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TSPS DPS MAIN MENU
All forms TSP must complete in order to
participate in the Personal Property Program.
Ability to add or remove Agents the TSP will be
working with.
Status of all forms upon initial submission or
revision.
Historical information displaying all forms the
TSP has revised.
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PPSOS DPS MAIN MENU
Access to the Personal Property Consignment Guide
in order to retrieve information pertinent to
specific geographical locations.
Ability to validate shipment applications created
through Self Counseling, create new shipments,
and view the status of shipments assigned to
their specific PPSO.
Process of routing and awarding a personal
property shipment. Ability to view status of
inbound shipments.
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SUMMARY

• Major Milestones
• July 2005 DPS Training begins
• August 2005 TSPs begin filing their annual
  rates using DPS
• September 2005 First DoD Customers begin DPS
  self- counseling
• October 2005 First shipments are picked up
  under DPS
• DPS is on Schedule

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PREPARING FOR DPS

• What you can do now to prepare for DPS
• Visit SDDC Website
• www.sddc.army.mil
• Click Personal Property Programs
• Click Families First
• Information on CWA, PowerTrack and ICSS
• Visit DPS Information Website
• www.dpsinfo.sra.com

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QUESTIONS