Logistics - Transportation

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Logistics - Transportation

• Duane Schultz
• Chief, Transportation Management
• 2009 Summer National Board

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Logistics Directorate

• LG Gary Schneider, Director Logistics and
  Mission Resources
• LGT Duane Schultz, Chief, Transportation
  Management
• Contact Information
• Toll Free 1-877-227-9142 Extension 275
• Commercial 334-953-7748 Extension 275
• FAX [phone]

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Logistics Transportation Overview

• Whos involved with CAP vehicles
• Vehicle management procedures
• Requesting reimbursement for major and routine
  vehicle maintenance
• Vehicle paint request
• Vehicle emergency repair request
• Additional or replacement vehicle acquisition
• Wing purchased or donated vehicle request
• Vehicle screening from DRMO request
• Vehicle disposal procedures
• Decal information
• Vehicle utilization information
• Fleet status

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Whos Involved with CAP Vehicles

• CAP units
• CAP wings
• CAP regions
• CAP-USAF State Directors
• CAP-USAF Liaison Regions
• NHQ CAP-LGT
• HQ CAP-USAF

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Vehicle Management Procedures

• Requesting reimbursement for major and routine
  vehicle maintenance
• Vehicle paint request
• Vehicle emergency repair request
• Additional or replacement vehicle acquisition
• Wing purchased or donated vehicle request
• Vehicle screening from DRMO request
• Vehicle disposal procedures

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Requesting Reimbursement for Major and Routine
Vehicle Maintenance

• Yearly funding is divided by the number of driven
  vehicles on the inventory providing a max per
  vehicle amount which provides some funding for
  each driven vehicle on the inventory
• Fax or e-mail CAPF 70 and vendors repair
  estimate to NHQ/LGT
• 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

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Requesting Reimbursement for Vehicle Maintenance
Continued

• Any additional repair cost after a control number
  is issued must be approved before proceeding with
  the additional repair
• Second estimate for additional repairs 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

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Requesting Reimbursement for Vehicle Maintenance

• Reimbursement for routine maintenance is based on
  additional funding added to the maintenance
  budget. In FY 09 additional funding was added to
  the maintenance budget for routine maintenance..
• Hopefully additional funding will be added for FY
  10 for routine maintenance
• May 08 NEC approved 100 reimbursement for
  windshield and other vehicle glass
• Completed vehicle reimbursement requests received
  by NHQ/LGT after 300 p.m. will be reviewed and
  processed the next working day.
• Vehicle reimbursement requests received on the
  weekend or on holidays will be reviewed and
  processed on first working day after the weekend
  or holiday

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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

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Vehicle Emergency Repair

• Definition Highway Breakdown on weekend or after
  hours, must be called in to NHQ/LGT (Vehicle
  Operator or Wing Transportation Officer may call
  in emergency repair)
• When calling in an emergency, please have the
  following information available
• 1. Wing and assigned vehicle ID number
• 2. Description of maintenance problem
• 3. Repair estimate (Repair shop can fax)
• 4. Callers 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

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Additional or Replacement Vehicle Acquisition

• Wing submits CAPF 175 for each additional or
  replacement vehicle request
• Indicate priority on CAPF 175 if requesting more
  than one vehicle
• Wing CC forwards CAPF 175 to region CC
• Region CC forwards CAPF 175 to NHQ/LGT for
  consolidation
• Funding and vehicle price determine number of
  vehicles
• Consolidated request forwarded by LG Director to
  senior leadership for review and approval
• Region CC notified of results for review, input
  or changes
• Buy is finalized and forwarded to contracting

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Additional or Replacement Vehicle Acquisition

• Recent year vehicle buys have focused on
  replacement of CAP Fleets oldest vehicles.
• A list of the 100 oldest vehicles is compiled
  each year and vehicles are considered for
  replacement based on age and mileage
• Expect this to be the methodology for the
  foreseeable future in order to continue replacing
  the oldest CAP vehicles
• Monthly vehicle usage reporting is also taken
  into consideration when request are received for
  additional and replacement vehicles.
• Monthly vehicle usage reporting very important

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Additional or Replacement Vehicle Acquisition

• Additional vehicle request must be based on
  requirements and allowance standards
• a.k.a., Table of Allowances CAPR 77-1
  (Attachment 2)
• Factors to Consider when requesting additional
  vehicle
• Organization level, Mission, Equipment Type,
  Basis of Issue, Unit size, Monthly Vehicle
  Utilization Rate, Response Time, Area of
  Operation
• Use a CAPF 175 Vehicle Justification CAPR 77-1
  (Attachment 1) to request an additional vehicle

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Additional or Replacement Vehicle Acquisition

• Factors considered when requesting replacement
  vehicle
• Vehicle Age
• Vehicle Condition
• Vehicle Mileage
• Vehicle Repair Cost
• Use a CAPF 175 Vehicle Justification CAPR 77-1
  (Attachment 1) to request a replacement vehicle

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Wing-Purchased Donated Vehicle Request

• Requires region / wing commander request letter
• A completed CAPF 175
• Vehicle information sheet
• Photos of the vehicle
• Send to NHQ/LGT for review and coordination with
  CAP-USAF/LG
• Additional information may be requested
• Maintenance of a wing purchased or donated
  vehicle will be decided at time of Approval
• Wing purchased donated vehicle procedures
  available from NHQ/LGT

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Vehicle Screening from DRMO Request

• Screening Vehicle From DRMO is Based On
• Type of vehicle requested / intended purpose
• Number of vehicles on the S-2 Inventory
• Region / Wing commander requests to screen are
  coordinated through NHQ/LGT to CAP-USAF/LG
• CAP-USAF approval
• Screening procedures available from NHQ/LGT

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Vehicle Screening form DRMO Request Continued

• Caution
• Screened vehicles can be very costly to maintain
  due to condition and age of the vehicle
• Approval or disapproval of maintenance for
  screened vehicles is determined at the time the
  vehicle is approved for screening. 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.
• Turn in of screened vehicle to DRMO can also be
  very costly to your unit
• Battery and fluid disposal
• Transport costs
• Distance to turn-in points are increasing
  
• Available DRMO sites reduced from 68 to 18

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Vehicle Disposal Procedures

• 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
• CAP-USAF decides disposal method for
  DOD-funded vehicles
• They provide disposition instructions for
  vehicles with a book value above 2,000
• Vehicles with a book value of 2,000 or below are
  to be turned into DRMO
• Vehicle value determined and disposal coordinated
  by NHQ/LGT with CAP-USAF/LG
• All vehicle disposals are coordinated with
  NHQ/LGT in order to receive disposal instructions
  

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Vehicle Disposal Procedures continued

• If the vehicle book value is above 2,000 as
  determined by NHQ/LGT the following will be
  requested
• Vehicle disposal request letter from region/wing
  commander
• Copy of vehicle title
• Vehicle photos (front, rear, and both sides)
• NHQ/LGT coordinates vehicle disposal requests
  disposal instructions with CAP-USAF/LG
• Vehicles turned into DRMO require a DD Form
  1348-1A signed and dated by DRMO and a completed
  CAPF 37V completed by region or wing sent to
  NHQ/LGT in order for the vehicle to be removed
  from the S-2 Inventory.
• NHQ/LGT is the only person authorized to add
  or remove vehicle from the S-2 inventory.

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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
• Decal order form available on the Vehicle
  Management portion of the CAP web site
• http//level2.cap.gov/visitors/resources/equipment
  _assets/
• Fax or e-mail the form to NHQ/LGT
• Van rollover dash decals available upon request

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Vehicle Decal Placement
7 Passenger VanRear Decal Placement
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Vehicle Decal Placement
7-Passenger Side Decal Placement
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Vehicle Decal Placement
7-Passenger Side Decal Placement
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Vehicle Decal Placement
12 Pass Van Side Decal Placement
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Vehicle Decal Placement
12 Passenger Van Rear Decal Placement
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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

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Vehicle Utilization Information Utilization
Example

• Vehicle used for weekend cadet encampment
• Departs Friday afternoon at 400 pm
• Returns Sunday afternoon at 400 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

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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

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Vehicle Utilization Information 2008 Utilization
Example
Location Field ID Total Times Used Total Hours Total Miles Driven REQUIRED YEARLY TIME USAGE REQUIRED YEARLY HOUR USAGE REQUIRED YEARLY MILEAGE USAGE
AB-001 OZ400 27 606 1217 48 420 4,200
AB-001 OZ408 103 874 5617 48 420 4,200
AB-001 OZ409 44 182 1970 48 180 2,400
AB-001 OZ441 35 559 8712 72 600 5,700
AB-001 OZ483 22 366 256 48 420 4,200
AB-001 OZ485 149 1479 10,286 72 600 5,700
   
 
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Vehicle Utilization Information

• FY 06,07,08 Vehicle Mission Usage Analysis
• Administrative Times - 41,942- 30
• Hours - 237,262 -
  19.3
• Cadet Activities Times - 48,050 - 35
• Hours - 494,466 -
  40.2
• Mission Support Times - 25,113 - 18
• Hours - 315,216
  - 25.7
• Other Times - 21,505 - 17
• Hours - 182,283
  - 14.8
• Total driven vehicle mileage - 10,039,438

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Current Fleet Status

• Total driven vehicles 937
• Total other vehicles 206
• Total vehicle inventory 1,143

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Current Fleet Status

• Driven Vehicles
• 7-Passenger Vans 192
• 11-Passenger Vans 152
• 12-Passenger Vans 395
• 4WD- SUV/Pick Ups 142
• 2WD- Pick Ups 25
• Comm/Cargo 21
• Sedans 10
• Total Driven Vehicles 937

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Current Fleet Status

• Other Vehicle Types
• Trailers - 198
• Forklifts - 6
• Float Movers - 2
• Total Other 206

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Current Fleet Status

• Average Age of Fleet 10.95 Years
• Driven Vehicles 11 Years or Older 588- 63 of
  Fleet
• Driven Vehicles 10 years or Newer 352 37 of
  Fleet

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• Thank You