Transportation_Service_Provider_Metrics_MAY_2018-_Pete.pptx

Transportation Service Provider Performance Metrics Program

Plan Manage Sustain Mr. StFrancis Peters Lead Transportation Management Specialist Performance Metrics Manager May 30, 2019

Plan Manage Sustain

FEMA

Good morning, I’m Jerry Thomas from the Logistics Management Directorate at FEMA. On behalf of the FEMA leadership, we would like to thank you for the opportunity to share FEMA’s efforts in responding to an incident.

5/29/2019

Agenda Background Five Tier Approach Upcoming changes for FY20 TSP Performance Provider Policy Matrix Snap Shot “Performance Metrics Module” TSP Input/Concerns Questions

Here is the agenda that we will follow today. The discussion will be on an overseas event versus a state side event (lower 48 event); specifically Hawaii. Hawaii was the last event in 2014 that had the least amount of destruction, but created one of the largest challenges FEMA’s Transportation Movement Control Group faced due to the response timeline and transportation challenges. Fortunately, minimum resources were deployed because due to the minimum impact. As a result, the state handled the majority of requirements in this incident.

The two pictures on the right are:

(Top) Hurricane Iselle was the strongest tropical cyclone to make landfall on the Big Island of Hawaii in recorded history. Upon making landfall, Iselle brought torrential rainfall and caused strong winds which resulted in widespread power outages and downed trees. The storm caused heavy crop damage, estimated at $66 million (2014 USD), including 60% of the state's papaya that was lost. Hurricane Julio was on the tails of Huricane Iselle, but turned northwest missing the Hawaiian Islands.

(Bottom) Tropial Storm Ana…started as a Category 1 hurricane then was downgraded to a tropical storm. While passing south of Hawaii, Ana produced heavy rainfall on most of the islands. The rains caused the Sand Island water treatment plant in Honolulu to overflow, which sent about 5,000 gallons of partially treated wastewater into Honolulu Harbor.

5/29/2019

Transportation Management Branch implemented on January 1, 2015 the first Transportation Service Provider Performance Metrics Policy in collaboration with FEMA Transportation Benchmarked with DoD & Commercial Industry Spans across over 97+ Transportation Service Providers Abides by FEMA Transportation Standard Tenders of Service Designated Logistics Supply Chain Management System (LSCMS) as the System of Record for all Transportation related TSP Performance Metrics Measures performance for all modes of transportation

Background

The Five Tier Approach The Five Tier Approach:

Tier #1 (FY2015) Establish TSP Performance Metrics Policy Evaluate TSPs Performance on yearly basis Notify TSPs of Service Failures by Memorandums Tier #2 (FY2016) Continue Evaluating TSPs on Performance Identify “preferred” TSPs based on prior year past performance Tier #3 (FY2017) Establish “in formal” partnerships with TSPs to “lean forward” Tier #4 (FY2018) Preferred TSPs will be designated under “Emergency Carriers” to support for the first 72 hours of an incident Switch to “All TSPs” after first 72 hours or if capabilities have been exhausted sooner then 72 hours Tier #5 (FY2019) FEMA has established the Standard Tender of Service section and transactions will occur through the LSCMS system

Upcoming Changes for FY18 Logistics Gateway Portal:

Mandatory Training Requirements Approved FEMA TSP Complete User Forms with Permissions Obtain user accounts and passwords

Expansion of TSP Metrics Program:

Less then Truckloads Truckloads Sea Air Inter & Intra-Modal

Customer Surveys:

Receive feedback from customers Allows TSP to provide feedback

Upcoming Changes for FY20 Policy Revisions and Business Rules:

Refined and clarified for better understanding in today’s Transportation Industry

Contact Information:

Submit correct and accurate information Upcoming Gateway updates: To facilitate the carriers to update their own profile

Privacy Information:

We do not release information for the public Transactions/ employee information Competitors past performance Rates for transportation lanes

Current Metrics Current Metrics:

ITV Reliance Frequency of EDI Transactions Utilization of Logistics Gateway (if company does not have EDI capabilities) Order to Shipping Cycle Time

Transportation Service Provider Performance Metrics Matrix Transportation Service Provider Performance Metrics

PM1: TSP withdraws from commitment PM2: TSP unable to accept transportation tender PM3: TSP fails to meet Required Delivery Date (RDD)* PM4: TSP fails to provide In-Transit Visibility (ITV) PM5: TSP loses or damages shipment PM6: TSP failure to pick up on time

* Only applicable to full truckloads. However, FEMA requires “last” known destination be captured.in the Logistics Gateway Portal

Compliance Rates & Actions

Preferred TSPs Explanation

TSP’s are rated by a “Pass or Fail” for every shipment completed

Eg. A TSP could have successfully completed 50 shipments out of 100 shipments in FY2018 i.e. this means the TSP have an overall compliance rate of 50%

Performance Metrics Module Sample Score Card Provides a high level overview of TSP Performance Allows for identification of TSPs who may require additional assistance to avoid suspension Corrective Actions Review of Errors Tracks total shipments tendered

Performance Metrics Module (Continuation) Analysis That is Done:

Allows for Data Analysis Layered data elements allow for data to be cross referenced Articles and Reference points are provided by shipments Ability to look at period of performance:

Monthly Quarterly Yearly

How to become an Approved Carrier for FEMA Transportation TSP contact FEMA Transportation and request to become a FEMA ‘carrier”.

TSP must be vetted with FEMA Transportation, and must meet all pre-requisite.

Carrier will register with FEMA STOS and to qualify to do business with FEMA.

TSP completes a Logistics Supply Chain Management System (LSCMS) User Request Form and signs a LSCMS System Rules of Behavior and User Security Agreement.

TSP must provide total asset visibility and payments (mandatory for FEMA business).

FEMA may now use the TSP for OTO moves ONLY. OTOs are the only option available to new TSPs until they are able to submit rates for lanes & accessorial to FEMA Transportation in 2020.

Please don’t submit invoice until carrier has received correction notice.

Finance Payment:

Once the carrier receives his trailer/shuttle driver, carrier must provide spreadsheet immediately of all assessorial(s) that need correction notices so that the carrier can invoice immediately.

Once the move is completed, the carrier must invoice as soon as possible, but not to exceed 30 days.

Finance Correction Notices:

Once a correction is received and both parties agree with the dollar amount (Carrier and Transporter) then carrier will invoice in Syncada the correct amount on the corrected BOL The Carrier will invoice as such 704118CS10012345 If there is a dispute in payments, FEMA will generate an E-Bill to pay the difference or Carrier will generate an E-bill to pay the difference

Things Not To Do Shuttle Driver:

Once a shuttle driver arrives at a destination, that move is completed LSCMS must be updated to show delivery

DO NOT INVOICE UNTIL A CORRECTION NOTICE IS RECEIVED

Drop Trailers:

Once a trailers are dropped LSCMS must be updated to show delivery

DO NOT INVOCIE UNTIL ALL ACCESSORIALS ARE TURNED IN AND A CORRECTION NOTICE IS RECEIVED

Input/Concerns Now it’s your turn, as the Transportation Service Provider

What would you like to see incorporated?

What concerns do you have?

How can we help you?

What can we do better?

We strive to provide our customers with premiere world class customer service and we need your partnership!

Mr. StFrancis Peters Performance Metrics Manager Lead Transportation Management Specialist Stfrancis.peters@fema.dhs.gov

(202) 212-4759 Questions image2.png image3.png image4.png image5.png image6.png image7.png image1.png