21R0202 - Attachment A6 Content of Email Notifications.pdf

Attachment 6 – Content of Email Notifications

Each email notification will contain a subject line referencing the fuel order, Vessel Name, Port Location and Action Required. Email notifications are issued for the following Actions and the respective contents should be included:

1. Back Dated Fuel Order Request

a. This order is back dated over 15 days and requires your approval.

b. Display remarks entered by Ordering Officer.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

2. Back Dated Fuel Order Approval

a. This order is back dated over 15 days and has been approved.

b. Display remarks entered by HL1, HL2 or Contracting Specialist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

3. Counteroffer Proposed

a. The fuel supplier has counteroffered your fuel request.

b. Display original date, time and gallons and the details the merchant has entered.

c. Display comments from fuel supplier.

d. Provide link to EAS home page which shall prompt user to enter login credentials.

e. When the user is successfully logged in to the EAS, the order shall display.

4. Counteroffer Accepted

a. The Ordering Officer has accepted your counteroffer.

b. Display comments from HL6.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

5. Counteroffer Declined

a. The Ordering Officer has declined your counteroffer.

b. Display comments from the HL6.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

6. Declined

a. The order has been declined by the fuel supplier.

b. Display comments from the fuel supplier.

c. The order cannot be fulfilled by the fuel supplier. You must place another fuel order.

d. Provide link to EAS home page which shall prompt user to enter login credentials.

e. When the user is successfully logged in to the EAS, the order shall display.

7. Disputed

a. The order has been disputed by the Accountable Official. The DLA Energy Contracting

Officer has been notified and will provide a resolution to the dispute.

b. Display comments entered by the Accountable Official.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

8. Fulfilled and Required Approval

a. The order has been fulfilled by the fuel supplier and the delivery details have been submitted for your approval.

b. Display comments from fuel supplier if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

9. Contract Order Acknowledged

a. The order has been acknowledged by the fuel supplier. Fuel will be delivered on {insert date] and [enter time] requested.

b. Display comments from fuel supplier if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

10. OM Order Accepted

a. The order has been accepted and awarded by [enter fuel supplier name]. Fuel will be delivered on [enter date] and [enter time].

b. Display comments from fuel supplier if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

11. Order Approved

a. The fuel delivery was approved by the Accountable Official.

b. Display comments from the Accountable Official if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

12. Order Awarded

a. The DLA Energy Contracting Officer has made an award on the fuel request [enter order number and port name, delivery date and delivery time].

b. Display comments from DLA Energy Contracting Officer or warranted ordering officer if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

13. Order Cancelled

a. The fuel request was cancelled by the Ordering Officer.

b. Display comments from the Ordering Officer if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

14. Order Modified

a. The fuel order was modified by the Ordering Officer.

b. Display [revised date, time, and quantity] and comments from the Ordering Officer.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the order shall display.

15. RFQ Placed

a. An RFQ has been submitted. You may submit a quote between [enter quote window date and times].

b. Display comments from Ordering Officer if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the quote shall display.

16. Order Award Price

a. The price submitted by [successful fuel supplier name] was awarded by the DLA Energy

Contracting Officer. The awarded price was [enter price] per [enter applicable unit of measure].

17. Order with Fuel Typical

a. Quote from [enter fuel supplier name] has submitted a fuel typical. Please review and update status on the quote based upon your determination on fuel accepted or declined.

b. Display comments from the fuel supplier if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the quote shall display.

18. Request for Quote

a. Please review the fuel request for quote.

b. Display comments from the Ordering Officer if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the quote shall display.

19. Vessel Name Masked

a. The order has the vessel name masked.

b. Provide link to EAS home page which shall prompt user to enter login credentials.

c. When the user is successfully logged in to the EAS, the update order screen shall display.

20. Vessel Name Unmasked

a. The order must have the vessel name unmasked before fuel can be delivered.

b. Provide link to EAS home page which shall prompt user to enter login credentials.

c. When the user is successfully logged in to the EAS, the update order screen shall display.

21. OM Request for Quote Cancelled

a. The request for quote has been cancelled.

b. Display comments from the Ordering Officer if any exist.

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the quote shall display.

In addition to the information above. Each email will list the following data elements relevant to the order when available:

a. Requisition number

b. Delivery start and end time

c. Invoice received date

d. Invoice number

e. DRN number

f. Fuel supplier name

g. Contract number

h. CLIN

i. Product

j. Quantity

k. Standard unit price

l. Total obligated amount

m. Delivery method

22. Report Generation

a. [enter name of report] is available for review. Click the link to view the report.

b. Display [enter the parameters used to create the report].

c. Provide link to EAS home page which shall prompt user to enter login credentials.

d. When the user is successfully logged in to the EAS, the report shall display.