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DEPARTMENT OF THE AIR FORCE AFQTP 24-3-100

Headquarters US Air Force 16 February 2021 Washington, D.C. 20330-1030

On-line Vehicle Interactive Management System (OLVIMS)

Dispatch Module Data Standardization

AIR FORCE QUALIFICATION TRAINING PACKAGE

(AFQTP)

Contents

1.1. Overview

1.2. Policy

1.3. Administration

1.4. Purpose

Section 2—RESPONSIBILITIES

2.1. Roles and Responsibilities

Section 3—INTRODUCTION

3.1. Objectives

3.2. Desired Learning Outcome

3.3. Lesson Duration

3.4. Instructional References, Training Aids and Equipment

3.5. Instructor Preparation

Section 4—TRAINEE PREPARATION

4.1. Required Reading

Section 5—KNOWLEDGE LECTURE Section 5A—OVERVIEW

5.1. Knowledge Overview (Lecture)

Section 5B—Request for Services

5.2. Handling Requests:

5.3. Tracking No Vehicle Available (NVA) and No Manpower Available (NMA) Requests

Section 5C—PROCEDURES

5.4. OLVIMS Dispatching

Section 5D—OLVIMS DATA ENTRY

5.5. Standardized OLVIMS Data Entry

Section 5E—OLVIMS TOOLS

5.6. OLVIMS Key Reports

5.7. Special OLVIMS Functions

5.8. Knowledge Evaluation…………………………………………………………………………….21

Section 6—EXPLANATION AND DEMONSTRATION

6.1. Instructor’s Preparation

Section 7—TRAINEE PERFORMANCE AND EVALUATION

7.1. Trainee Performance

7.2. Performance Evaluation

Attachment 1—GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION 23 Attachment 2—BEST PRACTICES 24 Attachment 3---PERFORMANCE CHECKLIST 25

Section 1—OVERVIEW

1.1. Overview.

1.1.1. Air Force Qualification Training Packages (AFQTPs) are written to standardize task knowledge for core tasks identified in the Specialty Training Standard (STS). Each AFQTP contains all core tasks within a specific module/major task heading in the STS. Each module is subdivided into units corresponding with the core tasks.

1.2. Policy.

1.2.1. To better understand AFQTPs, all personnel will read the Career Functional Manager (CFM) Directive, AFQTP located on the Headquarters Air Force (HAF) Ground Transportation SharePoint site:

https://usaf.dps.mil/sites/10826/logr/siteassets/fd/prod/index.aspx#/ground-transportation

1.3. Administration.

1.3.1. Request access for new OLVIMS users IAW paragraph 3.2. of the OLVIMS Dispatch User Guide.

1.3.2. AFQTP Training. Document completion of the AFQTP in the automated training record currently being utilized to document upgrade and qualification training in an application referred to as Training Business Area (TBA). Completion of this AFQTP is required for tasks 2.4.6.5. On-line Vehicle Interactive Management System (OLVIMS) Dispatch Module Fundamentals and 2.4.6.7. Input Request into Automated Dispatch System in the 2T1XX STS.

1.3.3. Hands-On Training. Trainees must receive hands-on/certification training.

1.3.4. AFQTPs standardize on-the-job-training (OJT) by ensuring all aspects of a task are covered sufficiently. They provide additional task knowledge in preparation for hands-on OJT. The AFQTP is a lesson plan used by the trainer/trainee to aid in the training process and by the certifier in the certification process.

1.4. Purpose:

1.4.1. This AFQTP:

1.4.1.1. Sets forth standardized procedures regarding daily duties and responsibilities to ensure standard work is being accomplished and to maintain quality operations in the Ground Transportation Operations Center (GTOC). It is applicable to all personnel assigned as or performing GTOC dispatcher duties.

1.4.1.2. Defines the procedures and responsibilities for OLVIMS data entry.

1.4.1.3. Addresses the disparity of data entries in the OLVIMS Dispatch system.

1.4.1.4. Describes why the data collected is important and the impacts.

https://usaf.dps.mil/sites/10826/logr/siteassets/fd/prod/index.aspx#/ground-transportation

1.4.1.5. Serves as training tool for trainers to use for upgrade training requirements.

Section 2—RESPONSIBILITIES

2.1. Roles and Responsibilities.

2.1.1. GTOC personnel must:

2.1.1.1. Enter standard OLVIMS data as prescribed in this AFQTP. AFI 24-301 requires specific procedures to ensure workload data is entered into OLVIMS in a standard format.

2.1.1.2. Provide the most economical and efficient transportation services possible by thoroughly evaluating and validating all requests for services.

2.1.1.3. Review all requests for consolidation to the maximum extent possible.

2.1.1.4. Document all requests for service received, to include those supported and those not supported.

2.1.1.5. Serve as the focal point for all of Ground Transportation’s requests. It is the dispatcher's duty to seek out, prevent, and report all instances of vehicle misuse.

2.1.1.6. Add Vehicle Control Officers (VCO) as OLVIMS system users and provide training as necessary for submitting transportation requests using

OLVIMS.

2.1.2. Instructor shall:

2.1.2.1. Review the AFQTP with the trainee.

2.1.2.2. Conduct knowledge training with the trainee using this AFQTP.

2.1.2.3. Sign-off the task(s) in TBA or equivalent training record.

2.1.3. The Certifier shall:

2.1.3.1. Evaluate the trainee’s task performance without assistance.

2.1.3.2. Sign-off the task(s) upon successful demonstration of required skills.

Section 3—INTRODUCTION

3.1. Objectives.

3.1.1. To ensure workload data is captured in standard format.

3.2. Desired Learning Outcome.

3.2.1. Upon training completion, trainees will understand the handling and processing of a support request and apply standardized data entry procedures within OLVIMS.

Additionally, trainees will be able to demonstrate the understanding of standardized categories of support and proficiency in OLVIMS responsibilities within the GTOC.

Trainees will also be familiar with the production and analysis of key OLVIMS reports and be proficient in utilizing the special functions features of OLVIMS.

3.3. Lesson Duration.

3.3.1. Recommended instructional and hands-on training time is 20 hours:

3.3.1.1. Trainee preparation. 3 hours

3.3.1.2. Instructor lecture. 2 hours

3.3.1.3. Instructor demonstration. 4 hours

3.3.1.4. Trainee practical experience to build confidence and proficiency. 8 hours

3.3.1.5. Trainee performance evaluation. 3 hours

Note: This is a recommended time; training time may be more or less depending how quickly a trainee learns new tasks.

3.4. Instructional References, Training Aids and Equipment.

3.4.1. AFI 24-301, Ground Transportation.

3.4.2. AFI 24-302, Vehicle Management.

3.4.3. AFMAN 24-306, Operation of Air Force Government Motor Vehicles.

3.4.4. OLVIMS Dispatch User Guide.

3.4.5. Network-Enabled Computer.

3.4.6. OLVIMS Dispatch System

3.5. Instructor Preparation.

3.5.1. Confirm or create the student’s AF Portal account.

3.5.2. Coordinate OLVIMS Dispatch account creation with the NCOIC of the GTOC.

Section 4—TRAINEE PREPARATION

4.1. Required Reading.

4.1.1. Read OLVIMS Dispatch User Guide.

4.1.2. Read AFI 24-301, Chapter 3 and Chapter 5.

Section 5—KNOWLEDGE LECTURE

Section 5A—OVERVIEW

5.1. Knowledge Overview (Lecture).

5.1.1. General Information: OLVIMS Dispatch is a web-based system used by over 250 active Air Force, Air Guard, and Air Force Reserve Ground Transportation units worldwide to manage and maintain the dispatch of pooled vehicles. OLVIMS Dispatch is used to capture, schedule and monitor vehicle dispatch requests and vehicle utilization. It is also used to track Air Force Motor Vehicle Operator Identification Cards and Driver’s Records, to include vehicle qualifications, restrictions, certifications and violations. OLVIMS provides its user community with local and worldwide licensing capability and reports for management decision-making. Although a primary base-level system, OLVIMS Dispatch has upward reporting capability. It provides critical data that directly affects Ground Transportation Career Field manpower. Inputs are mainly in the form of screens, and outputs are in the form of screen displays and hardcopy reports. Currently, OLVIMS Dispatch has the capability to support peacetime, contingency, wartime and training environments.

5.1.2. This chapter describes the procedures and responsibilities for GTOC dispatchers, IAW AFI 24-301. It is applicable to all personnel assigned as, or performing, dispatcher duties in OLVIMS Dispatch.

Section 5B—Request for Services

5.2. Handling Requests:

5.2.1. GTOC Dispatchers will receive requests for services using the standardized AF Form 868, Request for Ground Transportation Support. All requests should originate from commander appointed Vehicle Control Officials (VCOs).

5.2.1.1. Add new VCOs. Users with GTOC NCOIC role will add VCOs as OLVIMS system users.

5.2.1.2. Refer to the OLVIMS user guide for instructions on how to add a VCO as a new employee.

5.2.1.3. Once the VCO is added as an employee, the VCO must log into OLVIMS.

OLVIMS will then notify the VCO to contact the Chief Dispatcher.

5.2.1.4. The Chief Dispatcher of GTOC NCOIC will then go into the ‘‘User Maintenance’’ screen and assign the VCO the “VCO” role.

5.2.1.5. IAW AFI 24-302, Vehicle Management, VCOs act as a liaison between their unit and the host Logistics Readiness Squadron (LRS) for all unit government motor vehicle (GMV) matters. VCOs control unit vehicles and obtain transportation services required to support unit mission requirements.

5.2.2. Making Official-Use Determinations: When questions arise about official use of GMVs, they shall be resolved in favor of strict compliance within statutory provisions and the policies of this instruction. When guidance does not specifically fit a request for transportation support, commanders must document answers to the following questions prior to approving the use of a

GMV:

5.2.2.1. Is the purpose of the vehicle use essential to the successful completion of a Department of Defense (DoD) function, activity or operation?

5.2.2.2. Is the purpose of the vehicle use consistent with the purpose for which the GMV was acquired?

5.2.2.3. If provided, is the GMV transportation used the most cost-effective method of satisfying the requirement?

5.2.3. Priority of Transportation Services: When vehicle transportation is essential to the performance of official business, the government may have a pre-existing arrangement to meet the requirement. These pre-existing services must be used before a dedicated operator or vehicle is used to save resources. The following methods shall be considered, in the order shown, to the extent they are available and capable of meeting mission requirements:

5.2.3.1. Scheduled DoD bus service.

5.2.3.2. DoD specially scheduled leased or owned bus service.

5.3.3.3. Van pools.

5.2.3.4. GMV centrally dispatched “taxicab” operation.

5.2.3.5. GMV individually dispatched to licensed service member or civilian employee.

5.2.4. Priority Support Plan: The LRS commander will approve a priority of services plan in the event of limited vehicle and/or manpower resources or during unusual circumstances; e.g., contingency/exercise support, national emergencies, high deployment tempo. This provides a dispatcher with a decision matrix and/or list of priorities to follow in the event of constrained resources.

5.2.5. Vehicle Assignment: Dispatchers should pay close attention to the requirements of a request and not the requesting VCOs desired vehicle type. Dispatchers should then schedule the most appropriate vehicle type for the requested mission to ensure economical/efficient use of the fleet.

5.2.6. All requests received, supported or not, must be entered into OLVIMS. OLVIMS will capture all requests for critical metric and manpower data used for decision matrixes at a higher headquarter (HHQ) level for budgeting and manpower needs.

5.3. Tracking No Vehicle Available (NVA) and No Manpower Available (NMA) Requests

5.3.1. Dispatchers must enter a status code of no vehicle available (NVA) if the requested vehicle type is the most optimal to support the mission and is not available. Example: A VCO requests a 10K standard forklift to move 463L pallets on the flight line when one is not available. The request will be loaded into OLVIMS as an NVA. The dispatcher will then offer a 10K A/T Forklift. If that is a suitable replacement for the customer, the dispatcher would then load another request for the 10K A/T. This also applies when the dispatcher must arrange a different time for supporting the request. Use of the carry over function can facilitate the duplication of pertinent information in the follow up request.

5.3.1.1. Dispatchers must provide a detailed explanation/annotation in the OLVIMS remarks section as to why the vehicle type requested was swapped out for a different vehicle type or unavailable. This data is very critical to right-sizing the vehicle fleet.

5.3.2. Dispatchers must enter a status code of no operator, if there are no operators available.

Example: GTOC receives a bus request from Security Forces and there are no operators available for the requested day/time. If an operator assigned outside of Ground Transportation Support completes a mission on their behalf, such as pulling the Equipment Support NCOIC, an additional request will be loaded into OLVIMS or the request will be rescheduled to a time when an operator from Ground Transportation Support is available.

Similar to vehicles, anytime Ground Transportation Support is unable to provide a driver, an NMA request will be entered.

5.3.2.1. Dispatchers must provide a detailed explanation/annotation in the OLVIMS remarks section stating the reasoning why a vehicle operator was unavailable for the requested time.

5.3.2.2. If there are excessive NMAs, leadership must conduct an evaluation to determine if an appropriate balance of manpower in Ground Transportation Support that meets the mission requirements exists. The Semiannual Ground Transportation Services Analysis is a way of capturing the balance.

5.3.3. Dispatchers must enter a status code of no vehicle available (NVA) if the requested vehicle type is rented or leased in support of the mission. Example: A customer requests 20 GMV sedans but only 10 are available and ten are rented. The request will be loaded into OLVIMS as 10 sedan NVA.

5.3.3.1. Dispatchers must provide a detailed explanation/annotation in the OLVIMS remarks section as to why 10 rented or leased vehicles were used. This data is very critical to right-sizing the vehicle fleet.

Section 5C—PROCEDURES

5.4. OLVIMS Dispatching:

5.4.1. OLVIMS Dispatch Overview. The OLVIMS Dispatch System is designed to track requests by status, such as New, Pending, Open, Closed, Cancel, No Show, No Driver, No Vehicle, or Invalid Request. Each request will track times pertinent to the request, such as Date and Time Required, Dispatched, Arrived, Picked-up, and Released. Date and Time Required is the only time associated with the dispatch request; all other times will be assigned to the vehicle(s) in the request. The Date and Time Requested is entered by the system and cannot be edited. This time reflects the time when the dispatch was entered into the system, and it is not used for any reports.

5.4.2. Dispatching a New Request:

5.4.2.1. Each dispatch request is associated with a dispatcher. The dispatcher is the user logged into the system. The user will be required to enter a requestor’s name and number for each dispatch. This is the person that contacted the dispatcher, and is not necessarily the person receiving service. Note: Dispatch requests must capture all time associated with the mission (i.e. equipment prep, load time, etc.)

5.4.2.2. Selecting the “New” button from the Dispatch Request Search Screen will display the New Dispatch Request screen.

5.4.2.3. Select the Category and enter the Requester’s information. Select or enter the date and time required for the request.

5.4.2.4. If manually entering the date and time, it must be entered in the same format that the “Calendar” icon uses (3Aug2013 0815).

5.4.2.5. The time will default to the current system time. If the time needs to be changed, click in the text box and edit the date and time.

5.4.2.6. Entered estimated miles, passengers or cargo data will auto fill in the vehicle information area when it is entered and saved. This information can be changed while in edit mode for the requested vehicle.

5.4.2.7. Once all the information on the New Dispatch Request Screen has been entered, select the “Save” button.

5.4.2.8. The status will automatically default to “Pending” and take the user to the Dispatch Request screen. The confirmation number has been assigned; the dispatcher name and the date/time requested are all populated. Note: Each request is assigned a Confirmation Number generated by the system. The Confirmation Number is a unique identifier for each request.

5.4.2.9. Remarks are on the main request screen where they are easily noticed and can be read to prevent important information from being missed.

5.4.2.10. When selecting the “New” button in the Requested Vehicles area on the Vehicles tab the New Requested Vehicle window will appear.

5.4.2.11. Select the appropriate management code and registration number. A vehicle must be loaded into the system under Dispatch Vehicle in the sub menu in order to be dispatched.

5.4.2.12. Each request will track times pertinent to the request, such as Date/Time Required, Dispatched, Arrived, Picked-up and Released. Each dispatch request can have multiple vehicles and operators assigned to it.

5.4.2.13. Each vehicle is dispatched and returned independently. A dispatch request is then closed when all associated vehicles are released. Actual miles, passengers, and cargo are tracked per vehicle for each request. It is important to remember that the status of a request changes to Closed after the Date/Time Released is entered and saved.

5.4.2.14. The GTOC Supervisor/NCOIC is the only role allowed to modify closed requests.

5.4.2.15. When you select the “New” button in the Vehicle Operators area on the Vehicles tab a New Vehicle Operator window will appear in conjunction with the vehicle the user has selected. If the user selects an Employee-ID the last name will populate. For operators that are not assigned to the base and site simply input the last name and click save.

5.4.2.16. Remain Overnight Requests:

5.4.2.16.1. When an operator is on temporary duty (TDY) (over the road/must remain overnight), open and close request in conjunction with the operator’s duty day. Continue this process daily until the operator has returned to base.

5.4.3. Editing an Existing Request:

5.4.3.1. Enter the exact time of arrival, after the operator reaches the pick-up point, in the appropriate block.

5.4.3.2. After the operator picks up passengers/cargo, enter the exact number of passengers/cargo and time in the appropriate block.

5.4.3.3. Dispatch requests must capture all time associated with supporting the mission (i.e. equipment prep, load time, etc.). GTOC Dispatchers will open a request the moment the assigned operator begins preparing for the mission. This includes; inspecting the vehicle, donning protective equipment, retrieving tie-down equipment, etc.)

5.4.4. Closing a Request:

5.4.4.1. An open request is changed automatically to closed status by entering a Date/Time Released in the appropriate block.

5.4.4.1.1. The Date/Time Released should be the based on the time when the operator returns to the work center and returns the vehicle packet into the GTOC.

Note: When closing a Documented Cargo/Priority Service delivery in OLVIMS, after the operator has delivered the part to the customer, the run should be closed. The purpose of this anomaly is to accurately capture delivery times. In order to still accurately capture the manpower associated with the mission, a secondary OLVIMS entry must be loaded for the return trip back to the GTOC.

5.4.4.1.2. If the operator and vehicle are dispatched on a second mission prior to returning to the GTOC, the initial request will be closed and a new request will be opened based on the requirements of the new request. Note: The intent is to capture the total time in-service of the operator.

Section 5D—OLVIMS DATA ENTRY

5.5. Standardized OLVIMS Data Entry:

5.5.1. The following requests, by category, will be standardized for all personnel and documented accordingly. This data must be captured accurately as it directly affects the mission and manpower. Supervisors must review and correct erroneous data IAW AFI 24-

301. Dispatchers must be ensure perfect data accuracy and should not adjust times which would corrupt database integrity and an inaccurate picture.

5.5.2. Category: Taxi.

5.5.2.1. Utilized when general purpose transportation services are provided via an unscheduled, “on-call” basis without appreciable delay and/or the need for prior arrangement/scheduled service irrespective of vehicle type/size. If used, include personal baggage weights.

5.5.2.2. Ref: AFI 24-301, Ground Transportation

5.5.2.3. Reimbursable: No.

5.5.2.4. Taxi requests are on an “on-call” basis. Requests scheduled ahead of time are not taxi requests and should be entered as the more appropriate category of support.

5.5.2.5. All requests for taxi service will be entered into OLVIMS upon receipt of the request and will remain open until the operator returns to the GTOC or is dispatched out on another mission.

5.5.2.6. As a management tool, the Air Force has established a response time goal of 10 minutes for each request. Response times over 10 minutes are considered excessive.

5.5.2.7. The GTOC dispatcher will update all requests appropriately to reflect the actual response time.

5.5.2.8. If the response time is in excess of 10 minutes, document the reason for the excessive response time in the remarks section.

5.5.2.9. Cargo for each passenger will be documented at a standard rate of 10 pounds per passenger.

5.5.3. Category, Aircrew.

5.5.3.1. All scheduled/unscheduled aircrew transportation services irrespective of origin or destination.

5.5.3.2. Ref: AFI 24-301, Ground Transportation

5.5.3.3. Reimbursable: No

5.5.3.4. As a management tool, the Air Force has established a response time goal of 10 minutes for each request; response times over 10 minutes are considered excessive.

5.5.3.5. All requests will be entered into OLVIMS upon receipt of the request and will remain open until the operator returns to the GTOC or is dispatched on another mission, whichever occurs first.

5.5.3.5.1. The Dispatcher will update all requests appropriately as the operator reports arrival at the pickup location, to reflect the actual response time.

5.5.3.5.2. If the response time is in excess of 10 minutes, document the reason for the excessive response time in the remarks section.

5.5.3.5.3. Aircrew personnel will have various types of baggage with them as they arrive and depart. Use a standard of 35 pounds for each person transported to document cargo.

5.5.3.5.4. Use Org Code TDY to capture transient aircrew support.

5.5.4. Category, General Passenger Support.

5.5.4.1. All scheduled passenger movements not meeting another listed category description.

5.5.4.2. Ref: AFI 24-301, Ground Transportation

5.5.4.3. Reimbursable: Review Host/Tenant Agreements.

5.5.4.4. Personnel will have various types of baggage with them as they arrive and depart.

Use a standard of 50 pounds for each person transported to capture the cargo moved.

5.5.5. Category, UDI Support.

5.5.5.1. Utilized when vehicle fleet assets are provided to a properly licensed customer for temporary support of official-use activities. Note: Support is normally limited to 72 hours but can be approved for, up to but not exceeding, 60 days by the NCOIC, GTOC or competent authority delegated by the NCOIC, GTOC.

5.5.5.2. Ref: AFI 24-301, Ground Transportation

5.5.5.3. Reimbursable: Review Host/Tenant Agreements.

5.5.5.4. Compute the total number of miles driven.

5.5.5.5. Be accurate in the number of miles input into OLVIMS.

5.5.5.6. The Dispatcher will input the driver’s name and rank into OLVIMS.

5.5.5.7. Do not input passengers or cargo into OLVIMS for UDI requests.

5.5.5.8. The Date/Time Dispatched, Date/Time Arrived and Date/Time Pickup will have the exact same time on this request so that OLVIMS will not calculate a response time.

5.5.6. Category, Shuttle Service.

5.5.6.1. Provides the capability to transport groups of individuals on official business between offices, on installations, or between nearby installations, is a recognized requirement and is essential to mission support. Shuttle service requirements have pre- determined established routes and scheduled stops/times. Service may be supported with a van or a bus, whichever is most efficient.

5.5.6.2. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.6.3. Reimbursable: No.

5.5.6.4. Utilize a passenger count sheet to capture accurate utilization.

5.5.7. Category, Modified Shuttle Service.

5.7.7.1. A modified shuttle bus service will be a passenger carrier (e.g., bus, van), which is owned, leased or contracted by the AF to transport personnel identified in this paragraph between their place of employment and mass transit facilities.

5.7.7.2. Ref: AFI 24-301, Chapter 3.

5.7.7.3. Reimbursable: Review Host/Tenant Agreements.

5.7.7.4. Note: Modified Shuttle Bus Service has a minimum capacity requirement. See AFI 24-301 Chapter 3 for more information.

5.5.8. Category, Group Transportation Service.

5.5.8.1.. Group transportation service will normally be limited to those situations where there is a need to provide domicile to duty transportation to personnel for different destinations than government installations and sub-installations.

5.5.8.2. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.8.3. Reimbursable: No.

Note: This is a reasonable fare-charging service that requires a vehicle with a minimum of 12-passenger seats to transport military and civilian employees. See AFI 24- 301, Chapter 3 for more details.

5.5.9. Category, Mass Transit Service.

5.5.9.1. Mass transit service is designed to fulfill requirements beyond the scope of shuttle bus service. Mass transit service may be used to provide other “non-duty” types of transportation within a military installation or between sub-installations on a fare basis.

5.5.9.2. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.9.3. Reimbursable: No.

Note: This is a reasonable fare-charging service that requires a vehicle with a minimum of 12-passenger seats to transport military and civilian employees. See AFI 24- 301, Chapter 3 for more details.

5.5.9. Category, Emergency Bus Service.

5.5.9.1. Emergency bus service between residence and place of employment may be provided for military personnel and civilian employees during public transportation strikes and transportation outages.

5.5.9.2. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.9.3. Reimbursable: No.

Note: This is a fare-charging service that requires specific approval authority.

See AFI 24-301, Chapter 3 for more details.

5.5.10 Category, Military Community Activities

5.5.10.1. Bus transportation in support of DoD-authorized Morale, Welfare, and Recreation (MWR) programs, community activity programs, family service center programs, or private organizations may be provided when such transportation can be made available without detriment to the DoD mission. This service is limited to full support of Category A MWR activities, substantial support of Category B MWR activities, and some limited support of Category C MWR activities. The categories of MWR activities and funding support authorized are contained in AFI 65-106, Appropriated Fund Support of Morale, Welfare and Recreation (MWR) and Non-appropriated Fund Instrumentalities (NAFIS).

5.5.10.2. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.10.3. Reimbursable: See AFI 24-301 and AFI 65-106

5.5.11. Category, School Bus Service.

5.5.11.1 Utilized for transportation support of dependent school children to/from schools and in support of authorized school sponsored events (i.e., educational field trips, voluntary after-school activities, Department of Defense Educational Activity (DoDEA) sports programs terminal support).

5.5.11.2. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.11.3. Reimbursable: Review School/Installation Agreements.

5.5.12. Category, Wrecker/Recovery Service.

5.5.12.1 Utilized when an inoperable vehicle requires recovery or to be relocated from its current disabled location. Most often assets will be delivered to Vehicle Management.

Support is irrespective of vehicle type. (ie. wrecker, tilt trailer, lowboy, tug, etc.).

5.5.12.2. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.12.3. Reimbursable: Review Host/Tenant Agreements.

5.5.12.4. Mobile maintenance personnel typically respond and troubleshoot mechanically disabled vehicles on- and off-base and request recovery from dispatch if the vehicle is inoperable.

5.5.12.5. Do not accept requests to move any privately-owned, Non-Appropriated Fund (NAF) activities, Army and Air Force Exchange Services (AAFES), or Defense Reutilization and Marketing Service (DRMS) vehicles unless contacted by Security Forces, the Fire Department or competent authority to do so in an emergency.

5.5.12.6 Do not input passengers on these requests. Annotate operators (primary/safety) in driver fields.

5.5.13. Category, Tractor/Trailer Service.

5.5.13.1. Scheduled/unscheduled cargo movement utilizing tractor/trailer combinations.

5.5.13.2. Ref: AFI 24-301, Ground Transportation.

5.5.13.3. Reimbursable: Review Host/Tenant Agreements.

5.5.13.4. Do not enter passengers for either tractor or trailer.

5.5.13.5. The Dispatcher will update all requests appropriately, as the operator reports accurate times.

5.5.14. Category, Forklift/Material Handling Equipment (MHE) Service.

5.5.14.1. Utilized when MHE is requested with an operator to load and/or unload cargo, scheduled/unscheduled. Vehicles used for this service are typically 2-20K standard or 463L forklifts.

5.5.14.1. Ref: AFI 24-301, Ground Transportation.

5.5.14.2. Reimbursable: Review Host/Tenant Agreements.

5.5.14.3. Enter miles and weight only, no passengers.

5.5.14.4. The Dispatcher will update all requests appropriately, as the operator reports accurate times and passenger counts.

5.5.15. Category, Documented Cargo/Priority Service.

5.5.15.1. Utilized when Priority 01 and 02 ISUs require delivery within 30 minutes. This category will also be used to track priority cargo requested IAW AFI 24-301, Chapter 3.

5.5.15.2. This category will not be utilized during a regularly scheduled sweep. Also, this category will not be used for priority deliveries between two installations due to the distance and time of the delivery.

5.5.15.3. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.15.4. Reimbursable: No.

5.5.15.5. Enter miles and weight only, no passengers.

5.5.15.6. The Dispatcher will update all requests appropriately as the operator reports accurate times.

5.5.16. Category, Documented Cargo/Routine Service

5.5.16.1. Utilized when Documented Cargo scheduled sweeps (to include DIFMS) over designated routes/areas of the installation are conducted. Note: The scheduled sweep delivery times/durations are based on local need and determined by the LRS Commander, in conjunction with the Distribution Section Chief (DSC).

5.5.16.2. This code will not be used for priority/routine documented deliveries between two installations. Use the General Freight category for those requests.

5.5.16.3. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.16.4. Reimbursable: No.

5.5.16.5. Enter miles and weight only, no passengers.

5.5.17. Category, Protocol/Distinguished Visitor (DV) Service.

5.5.17.1. Utilized when requested to transport DVs. Typically DVs are those individuals rated as general officer equivalents or above. Installation Commanders may afford DV distinction on an individual basis.

5.5.17.2. Ref: AFI 24-301, Ground Transportation, Chapter 3.

5.5.17.3. Reimbursable: Review Host/Tenant Agreements.

5.5.17.4. Dispatchers will ensure to select/check the High Visibility block when loading the request in OLVIMS.

5.5.17.5. Enter the customer’s required time in OLVIMS. Do not adjust the times to be early as a part of internal policy. It is the responsibility of Ground Transportation Support to ensure the operator knows the time to be in place at the pick-up location.

5.5.17.6. For large events, dispatchers should consider the use of project function within

5.5.18. Category, Vehicle Servicing.

5.5.18.1. Utilized for vehicle operator inspections, cleaning, fueling and/or moving a vehicle.

This may include actions to deliver and/or retrieve vehicles from Vehicle Management, GSA/rental agencies and vehicle movements in support of UDI/command car positioning requirements.

5.5.18.2. Ref: AFI 24-301, Ground Transportation.

5.5.18.3. Reimbursable: Review Host/Tenant Agreements.

5.5.18.4. Do not enter passengers or cargo on these requests.

5.5.18.5. Input the mileage from when the vehicle leaves the compound to be fueled and washed.

5.5.18.6. Date/Time Arrived and Date/Time required will be the exact same time on this request to ensure that OLVIMS does not calculate a response time.

5.5.19. Category, General Freight

5.5.19.1. All scheduled/unscheduled cargo movements not meeting another listed category description. To include priority cargo delivered off installation. This would also include priority documented cargo missions between installations.

5.5.19.2. Reimbursable: Review Host/Tenant Agreements.

5.5.20. Category, TVO Examination

5.5.20.1. Used to capture examinations conducted by Training, Validation and Operations.

5.5.20.2. Vehicle inspection and servicing in preparation for conducting the examination will be loaded as “Vehicle Servicing”.

5.5.20.3. Examinations will be entered into OLVIMS in order to capture the Examiner’s total time in service. To clarify, the entry must be opened once the applicant starts the Knowledge Test and then be closed once he/she completes the Road Test portion of the examination.

Note: Examinations done over a two day period will require multiple OLVIMS entries.

5.5.20.3.1. To ensure the entry is correctly input into OLVIMS, a vehicle must be loaded into the entry in order for it to be opened/dispatched.

5.5.20.3.2. If an applicant performs unsatisfactorily during any portion of the examination, the OLVIMS entry must be closed to coincide with the time the Examiner terminated the event. When the applicant returns to retake the examination, ensure a new entry is entered into OLVIMS.

5.5.20.4. Reimbursable: Review Host/Tenant Agreements.

5.5.21 Unique Categories: NOT authorized and will be eliminated from OLVIMS soon.

Reports using Org codes and Project codes provide data comparable to the previous use of Base Unique Codes.

5.5.22 Operator Training: Whether consolidated with a request or not, operator training will be captured in the most applicable category.

5.5.22.1. Training, Validation and Operations (TVO) Vehicle Training: For requests where a trainer and trainee are operating the vehicle(s), ensure the Requester’s name reads “TVO”.

This will enable training data to be easily extracted from a delimited report in OLVIMS. In the event that a trainer and trainee support an actual mission requirement, place “TVO/” before the requester or event name in the requester block in OLVIMS.

5.5.23. Capturing Driving Simulator Training in OLVIMS

5.5.23.1. Tracking will be accomplished by having the name of the Requester begin with

SIM.

5.5.23.2. A registration number titled “SIM” followed by the vehicle type must be created.

Example: A simulated 44 passenger bus would be tracked with the registration number “SIM44PAX”, the management code for the vehicle would be the same as an actual 44 passenger bus (B130).

5.5.23.2.1. Create a new vehicle by clicking Dispatch Vehicle under the Operations menu in OLVIMS and selecting New.

5.5.23.2.2. The category for simulator training would mirror the category utilized during real world operations. Example: Simulator training on bus would be tracked under General Passenger Support.

5.5.23.2.3. A standard of one mile will be applied to OLVIMS entries

5.5.23.2.4. A standard of one pound of cargo will be applied to Tractor/Trailer Service

5.5.23.2.5. A standard of one passenger will be applied to General Passenger Support

Note: Simulation training will NOT be counted toward the recommended training hours outlined in vehicle QTPs.

Section 5E—OLVIMS TOOLS

5.6. OLVIMS Key Reports:

5.6.1. OLVIMS Reports: OLVIMS Dispatch provides standard reports to meet management and Major Command (MAJCOM) requirements. Reports can be viewed, printed, or saved to a file. Reports can be created in delimited Microsoft Excel format, an Adobe PDF format or HTML format. From the main menu, select Reports then select the appropriate report. A screen will display with a report’s build page where a Report format can be selected from the list box.

5.6.1.1. Manpower Report: This report is designed to show a summary of all requests supported by the user’s base and site. It will produce totals such as passengers, cargo, miles, total response time, average response time and time in service. The report allows users to enter pertinent manpower information before the report is run so that it can be captured on the report. This is information that is not part of OLVIMS Dispatch’s normal data collection and must be acquired by the user. Once this information has been entered or updated, the user must select the save button at the bottom of the page. The report will remember the last saved information the next time the report is run and users will only need to select submit unless changes are required.

5.6.1.1.1. IAW AFI 24-301, the GTOC NCOIC will ensure workload data is accurately recorded and reviewed. The NCOIC or a designated representative, will conduct periodic reviews of the Manpower Report and take corrective actions to correct discrepancies. Common discrepancies include but are not limited to:

5.6.1.1.2. Passengers on T/T and F/L missions.

5.6.1.1.3. Cleaning/servicing of vehicles not input into OLVIMS.

5.6.1.1.4. Excessive Average TIS. Example: 30 vehicle servicing requests with an average of 9 hours and 22 minutes each).

5.6.1.2. Peak Workload: This is a support analysis report and identifies peak workload times by category. Users have the ability to select a date range for this report.

5.6.1.3. Open Dispatch Report: This report will provide users with a list of pending and open requests. (Status codes 0, 1). The report will be used to determine and schedule future work load requirements. This is a good report to print on a regular schedule to ensure mission critical missions are met and if the system goes down. If you want to just see high visibility requests, select the high visibility run check box. High visibility runs are included when not selected in the default report. The recurring control number box allows only pending requests that have master recurring control numbers assigned to them to return in the report.

5.6.1.4. Closed Dispatch Report: This report will provide users with a list of closed requests. (Status codes 2, 4). The report can be used to show completed requests for a specific time and/or category. The report will show confirmation numbers to help with investigating past reports.

5.6.1.5. Excessive Response Time Report: This report will be used to find requests with excessive response times and is customizable based on the user’s needs. The times used in the request to determine response time for this report is the difference between the Date/Time Required and the Date/Time Arrived at pickup location. The report will include a total number of missions supported in the categories included in the report and the total number of missions that are considered excessive.

5.6.1.6. MICAP Excessive Response Time Report: This report will be used to find only Documented Cargo/Priority Service missions with excessive response times. Excessive response times are missions lasting longer than 30 minutes from the Date/Time Required and Date/Time Released.

5.6.1.7. Suspect Report: This report is designed to be a tool for a GTOC NCOIC to use to monitor and make adjustments within the dispatch office. The purpose of the OLVIMS Dispatch application is not only to have an automated system to make dispatching easier, but to collect data for analysis. The suspect report is designed to point out areas where data is not captured as needed. Ex. If a closed passenger request has no passengers or a cargo request has no cargo, is that correct? Users may select a date range to run this report.

5.6.1.8. Operator Summary Report: This report gives a summary view of assigned vehicle operators. The summary report contains the number of requests by category and statistical information about those missions for any number of employees. This report can be used for performance reports. The detailed report provides more detailed information for each operator. It will include control numbers and could be used to evaluate a specific operator’s performance.

5.7. Special OLVIMS Functions:

5.7.1. Project Function: Project is selected from the Operations tab and is used to load and track large events/activities that require preplanning and/or coordination. Special Projects often require coordination with multiple agencies using multiple categories.

5.7.1.1. Projects are tracked by using locally established Project Names and Project Numbers. The Project Number is unique to each project and unique within the system.

Users can search for existing projects by using the text boxes above the column headers.

5.7.1.2. Common examples of special projects include; Airshows, Noncombatant Evacuation Operations, Exercises (Named), Natural disaster response, Band requests, Large community events, Inspections, Large protocol events (CoC, POTUS)

5.7.2. Carry Over Function: When filling out multiple requests for the same requester, the “Carry Over” will auto fill most of the request information from the current request. Note:

The Carry Over function quickly facilitates the “new” requests after completing an NMA/NVA request.

5.7.3. Recurring Request: Creating a Recurring Request will generate an identical requests within the perimeters set within the original recurring request.

5.8. Knowledge Evaluation.

5.8.1. Trainees must demonstrate the lessons above in the GTOC under close supervision.

Section 6—EXPLANATION AND DEMONSTRATION

6.1. Instructor’s Preparation.

6.1.1. Establish a training location.

6.1.2. Obtain appropriate reference material.

Section 7—TRAINEE PERFORMANCE AND EVALUATION

7.1. Trainee Performance.

7.1.1. Trainees must demonstrate the tasks above to become proficient.

7.2. Performance Evaluation

7.2.1. Trainees must demonstrate the tasks until the trainer is comfortable and confident with trainee’s performance.

7.2.2. Once the trainer is comfortable and confident with trainee’s performance, a task certifier must validate the tasks with the trainee using the standardized performance checklist (Attachment 3).

Attachment 1

GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION

References AFI 24-301, Ground Transportation AFI 24-302, Vehicle Management AFMAN 24-306, Operation of Air Force Government Motor Vehicles AFI 34-1201, Protocol AFI 35-105, Community Relations

Adopted Forms AF Form 171, Request for Driver’s Training and Addition to U.S. Government Driver’s License

AF Form 1800, Operator’s Inspection Guide and Trouble Report

AF Form 2293, US Air Force Motor Vehicle Operator Identification Card

Abbreviations and Acronyms AAFES—Army and Air Force Exchange Services

AFCOLS—Air Force Common Output Level Standards

AFIMSC—Air Force Installation and Mission Support Center

AFQTP—Air Force Qualification Training Plan

CFETP—Career Field Education Training Plan

CFM—Career Functional Manager

DoD—Department of Defense

DoDEA—Department of Defense Educational Activity

DRMS—Defense Reutilization and Marketing Service

DSC—Distribution Section Chief

DV—Distinguished Visitor

GSA—Government Service Agency

GMV—Government Motor Vehicle

GTOC—Ground Transportation Operations Center

HAF—Headquarters Air Force

HHQ—Higher Headquarters

IAW—In Accordance With

LRS—Logistics Readiness Squadron

MAJCOM—Major Command

MICAP—Mission Capable

MHE—Material Handling Equipment

NAF—Numbered Air Force

NCOIC—Non Commissioned Officer in Charge

NMA—No Manning Available

NVA—No Vehicle Available

OJT—On the Job Training

OLVIMS—On Line Vehicle Interactive Management System

STS—Specialty Training Standard

TBA—Training Business Area

TDY—Temporary Duty

UDI—U-Drive-It

VCO—Vehicle Control Official

Terms Accountable Forms—Forms that the Air Force stringently controls and which cannot be released to unauthorized personnel, since their misuse could jeopardize DOD security or result in fraudulent financial gain or claims against the government.

Administrative Change—Change that does not affect the subject matter content, authority, purpose, application, and/or implementation of the publication (e.g., changing the POC name, office symbol(s), fixing misspellings, etc.).

Approval Authority—Senior leader responsible for contributing to and implementing policies and guidance/procedures pertaining to his/her functional area(s) (e.g., heads of functional two-letter offices).

Authentication—Required element to verify approval of the publication; the approval official applies his/her signature block to authenticate the publication. The signature block includes the official’s name, rank, and title (not signature).

Attachment 2

Best Practices

Use of the Signature function in Microsoft Outlook to facilitate GTOC coordination:

By pre-loading common correspondence as “signatures” in Microsoft Outlook, GTOC Dispatchers can quickly select the appropriate response, update pertinent data and send a standardized response quickly to customers.

Sample Approval Letter:

ALCON,

Your request has been processed and approved.

CONFIRMATION NUMBER: XXXXXX

VEHICLE(S):

DATE(S):

If the request is for U-Drive-It support, Please ensure whoever picks up the vehicle(s) has their CAC, valid state driver license, and if necessary an appropriate government motor vehicle license.

Due to the high demand for UDI requests, if you are not here within 24 hours of your requested time, your request will be marked as a "no-show" and the vehicle will be released to other customers.

If you have any questions or concerns, please feel free to contact me.

Sample No Vehicle/Operator Available Letter:

ALCON,

Unfortunately we have no vehicle(s)/operator(s) for the date(s)/time(s) requested. Please feel free to contact me to make other arrangements.

Attachment 3

Performance Checklist

Item Task Reference Para Go/No-Go/Comments

1 Dispatcher can demonstrate ability to make Official-Use determinations and justify decisions.

AFI 24-301 /

AFQTP 24-3-100

5.12 / 5.2.2

2 Dispatcher understands and can demonstrate how to properly load NVA and NMA requests in OLVIMS.

AFQTP 24-3-100 5.3

3 Dispatcher can explain purpose/use of each Support Category in OLVIMS.

AFQTP 24-3-100 5.5

4 Dispatcher understands and can explain the Priority of Transportation Services when determining the most effective and efficient means of meeting requirements.

AFQTP 24-3-100 5.2.3

5 Dispatcher understands and can properly demonstrate how to open and close Remain Overnight Requests.

AFQTP 24-3-100 5.4.2.16

6 Dispatcher is able to access and utilize Key Reports to meet management requirements.

AFQTP 24-3-100 5.6

7 Dispatcher is able to review a Suspect Report, identify discrepancies, and implement necessary corrections to ensure accurate data is being captured.

AFQTP 24-3-100 5.6.1.7

8 Dispatcher can explain and or demonstrate step by step procedures for loading and tracking large events/activities using the Project Function in OLVIMS.

AFQTP 24-3-100 5.7.1 -

5.7.1.2

DEPARTMENT OF THE AIR FORCE AFQTP 24-3-100

Section 2—RESPONSIBILITIES 4

Section 3—INTRODUCTION 5

Section 4—TRAINEE PREPARATION 6

Section 5—KNOWLEDGE LECTURE 6

Section 5B—Request for Services 6

Section 5C—PROCEDURES 9

Section 5D—OLVIMS DATA ENTRY 11

Section 5E—OLVIMS TOOLS 19

Section 6—EXPLANATION AND DEMONSTRATION 21

Section 7—TRAINEE PERFORMANCE AND EVALUATION 21

1.1. Overview.

1.2. Policy.

1.3. Administration.

1.4. Purpose:

Section 2—RESPONSIBILITIES

Section 3—INTRODUCTION

3.2. Desired Learning Outcome.

3.3. Lesson Duration.

3.4. Instructional References, Training Aids and Equipment.

3.5. Instructor Preparation.

Section 4—TRAINEE PREPARATION

Section 5—KNOWLEDGE LECTURE

Section 5B—Request for Services

5.3. Tracking No Vehicle Available (NVA) and No Manpower Available (NMA) Requests

Section 5C—PROCEDURES

Section 5D—OLVIMS DATA ENTRY

Section 5E—OLVIMS TOOLS

5.7. Special OLVIMS Functions:

5.8. Knowledge Evaluation.

Section 6—EXPLANATION AND DEMONSTRATION

Section 7—TRAINEE PERFORMANCE AND EVALUATION

7.2. Performance Evaluation

Attachment 1

References

Adopted Forms

Terms

Attachment 2 Best Practices

Sample Approval Letter:

Sample No Vehicle/Operator Available Letter:

DEPARTMENT OF THE AIR FORCE AFQTP 24-3-300

Headquarters US Air Force 11 October 2019 Washington, D.C. 20330-1030

Ground Transportation Operator Records & Licensing

(OR&L)

AIR FORCE QUALIFICATION TRAINING PACKAGE

(AFQTP)

Contents Section 1—OVERVIEW

1.1. Overview

1.2. Policy

1.3. Administration

1.4. Purpose:

Section 2—RESPONSIBILITIES

2.1. Roles and Responsibilities

Section 3—INTRODUCTION

3.1. Objectives

3.2. Desired Learning Outcome

3.3. Lesson Duration

3.4. Instructional References, Training Aids and Equipment

3.5. Instructor Preparation

Section 4—TRAINEE PREPARATION

4.1. Required Reading

Section 5—KNOWLEDGE LECTURE Section 5A—OVERVIEW

5.1. Knowledge Overview (Lecture)

Section 5B—REQUEST FOR LICENSE

5.2. Processing AF Form 171:

5.3. Updating a License:

Section 5C— IN/OUT-PROCESSING PROCEDURES

5.4. In-Processing Procedures:

5.5. Out-Processing Procedures:

Section 5D—OLVIMS AUDIT

5.6. OLVIMS Audit

Section 5E—SUSPENSION/REVOCATION PROGRAM

5.7. Suspension/Revocation Program:

5.8. Entering a suspension/revocation into OLVIMS:

Section 5F—TRAINER LETTERS

5.9. Standardized Trainer Letter Procedures:

Section 5G—VEHICLE PLAN OF INSTRUCTION (POI)/TRAINING PACKAGES

5.10. Vehicle Training Packages

Section 5H—VEHICLE MISUSE PROGRAM

5.11. Processing Suspected Vehicle Misuse:

Section 5I—OLVIMS TOOLS

5.12. OLVIMS Key Reports:

5.13. Knowledge Evaluation

Section 6—EXPLANATION AND DEMONSTRATION

6.1. Instructor’s Preparation

Section 7—TRAINEE PERFORMANCE AND EVALUATION

7.1.