TPA_Template_May13_Revised.doc

Revised Septempber 2012 EDI Technical

TRADING PARTNER GUIDE

FOR DEFENSE TRANSPORTATION

Defense Transportation EDI Program

Military Surface Deployment and Distribution Command

Automated Transportation Systems Division, SDDC-G6-IMA

1 Soldier Way Scott Air Force Base, IL 62225-5006

PREFACE

Electronic data interchange (EDI) is the computer-to-computer exchange of routine business documents in machine-readable form by using strictly defined public standards.

The Code of Federal Regulations expressly permits Government activities to use EDI in lieu of paper-based transactions. The Department of Defense (DoD) Transportation EDI Technical Trading Partner Agreement (TPA) presented here specifies the conditions under which a DoD Transportation Component, and a commercial entity can establish an exchange of routine business transactions using electronically generated information. DoD Transportation Components, and any commercial providers of products or services that participate in EDI transactions are considered to be EDI trading partners.

This Electronic Data Interchange (EDI) Technical Trading Partner Agreement (TPA) is NOT a “carrier qualification” requirement, nor part of the Department of Defense (DoD) carrier qualification process. The TPA is a requirement stipulated by specific Military Surface Deployment and Distribution Command (SDDC) contracts for transportation services. The governmental signature on this document does NOT qualify nor imply carrier qualification has been successfully completed. The governmental signature ONLY stipulates the recognition that DoD and it’s commercial trading partner(s) are entering into an agreement to conduct business through the use of EDI.

This EDI Technical TPA applies/will apply to the electronic exchange of transportation data and other transportation related information between DoD Components, and their trading partners (TP). The EDI TPA provides potential EDI trading partners with information and guidance in the following subject areas:

An Introduction to DoD Transportation EDI

DoD Transportation Technical TPA, Addendum A (Administrative for EDI Processing)

DoD Transportation Technical TPA, Addendum B (EDI Transaction Set Matrix)

DoD Transportation Technical TPA, Addendum C (Administrative for OCI Processing) DoD TPA Filing Instructions, Appendix 1 (Filing Instructions)

The completion and submission of the EDI Technical TPA is required IF a trading partner is going to conduct EDI and electronic business (EB) with DoD. The EDI Technical TPA is submitted to the SDDC EDI Technical TPA Coordinator as listed in Appendix 1, section 4 of this document.

The main text of the actual trading partner agreement presents general guidelines and instructions for all commercial EDI trading partners. Detailed instructions for completing the TPA and Addendums A, B and C are presented in Appendix 1. All questions should be directed to the Military Surface Deployment and Distribution Command’s Information Management Integration office EDI Technical TPA administrator listed in Appendix 1, section 4. Once the TPA and Addendums A and B have been executed, copies of the applicable transaction set implementation conventions can be downloaded and may be incorporated as additional addendums to the agreement.

The TPA document is available through SDDC’s Public Portal:

www.army.mil/sddc For further information concerning this EDI Technical TPA, contact:

Military Surface Deployment and Distribution Command

Attn: Automated Transportation Systems Division 1 Soldier Way Scott Air Force Base, IL.62225-5006 Telephone: (618) 220-5673 Tina Woodbury or (618) 220-5781 Sherry Verdu AN INTRODUCTION TO DoD TRANSPORTATION EDI

BACKGROUND

DoD’s EDI Direction

In a May 1988, policy memorandum Deputy Secretary of Defense William H. Taft IV directed DoD Components to make “maximum use of EDI in all business-related transactions.” Since then, the transportation community has used Transportation Data Coordinating Committee (TDCC)/American National Standards Institute (ANSI) EDI transactions to exchange information between automated information systems. The DoD transportation community has developed and sustained initial EDI capability in the freight area: transportation rates, commercial bills of lading (GBLs) and carrier invoices; and for ocean cargo: booking, receipt and lift data. As a means for more efficiently advancing those efforts, the Defense Transportation (DT) community established the DTEDI committee to guide it through the areas of EDI development into long-term EDI implementation and maintenance plan. The DTEDI committee has been instrumental in resolving problems, facilitating requirements, communication and coordination. The DTEDI committee, with its established administrative and technical procedures, provides a strong basis for addressing the issues associated with the life-cycle process. The DTEDI committee was renamed the Defense Transportation Electronic Business (DTEB) committee during the summer of 2001 in order to better describe it’s increased responsibilities.

With the experience it has gained by developing EDI processes and managing their coordination through the DTEB committee, the Defense transportation community has laid the ground work for expanding EDI applications to all facets of transportation and adapting to changing business and technological environments.

DTEB PROGRAM ADMINISTRATION

LEAD AGENT

Since 1987, responsibility for the oversight of transportation EDI projects has changed hands several times. Consequently, in January 1995, the Deputy Under Secretary of Defense for Logistics, DUSD(L), assigned United States Transportation Command (USTRANSCOM) responsibility for the program. Since then, USTRANSCOM has assumed the chair of the DTEB committee.

DTEB Committee Composition

Chaired by USTRANSCOM the DTEB Committee consists of:

Technical Secretariat, manages DM work requests, publishes DTEB Implementation Conventions (ICs), represents technical interests at ANSI X12 meetings, and coordinates ICs with the DTEB.

Members, who coordinate DTEB programs with other Defense EDI initiatives, initiate transportation business process improvements, support DTEB ICs and ANSI X12 standards maintenance, improve the quality of DTEB data, and serve as the Functional Work Group for transportation. Membership is comprised of all Military Services, Defense agencies, USTRANSCOM and its component commands, and other Federal agencies.

Task Groups, which are established and disbanded by motion of the DTEB Committee. The Automated Carrier Interface (ACI):Rail; ACI:Motor; and ACI:Ocean are task groups under the DTEB and conduct their own meetings to discuss business practices and the technical EDI solutions used to support them.

Work Groups which are established as needed by motion of a Task Group.

Centralized Trading Partner Management

In order to provide a single focal point for industry, USTRANSCOM has designated SDDC to administer formal agreements with commercial trading partners for Defense Transportation. SDDC is responsible for establishing, cataloging, and maintaining EDI Technical TPAs with all commercial carriers that conduct electronic business with DoD. Currently it maintains more than 300 TPAs.

Implementation Conventions (ICs)

All DTEB committee members agreed, and plan to migrate all systems to ANSI X12, Version 4010 or higher. When the ICs for DoD transportation business requirements have been published and are available to all trading partners on the DTEB website (http://www.transcom.mil/dteb/). To verify the IC implementation status, contact SDDC-G6-IMA, Tina Woodbury or Sherry Verdu.

Revised June 2012 EDI Technical TRADING PARTNER

AGREEMENT

For Defense Transportation Defense Transportation EDI Program

Military Surface Deployment and Distribution Command

Automated Transportation Systems Division, SDDC-G6-IMA

1 Soldier Way Scott Air Force Base, IL 62225-5006

EDI TECHNICAL TRADING PARTNER AGREEMENT

FOR DEFENSE TRANSPORTATION

1. PURPOSE AND SCOPE: THIS ELECTRONIC DATA INTERCHANGE (EDI) TRADING PARTNER AGREEMENT (TPA) for Department of Defense (DoD) Transportation (Personal Property, Freight, Cargo Operations, Air, Ocean, and Passenger), is made by and between DoD Components, i.e. SDDC, MSC, AMC, USTC, DoD shippers, and their commercial trading partners. It sets forth the terms and conditions governing the conduct of EDI transactions sets associated with the acquisition, movement, invoicing, and payment of transportation and related services from commercial providers.

In entering into this TPA, the parties represent their desire to facilitate purchase and payment transactions (Transactions) by electronically transmitting and receiving data in agreed formats in substitution for conventional paper-based documents and to assure that such Transactions are legally valid and enforceable as a result of the use of available electronic technologies for the mutual benefit of the parties.

2. REFERENCES: This TPA covers arrangements for transportation, invoicing and related services governed by federal law and federal agency regulations and is subject to the provisions of those applicable laws and regulations. This TPA does not replace, invalidate or render obsolete other statutory, regulatory and procedural guidelines that are binding on commercial trading partners providing transportation and related services to the DoD.

3. GENERAL TERMS AND CONDITIONS: The parties to this TPA agree as follows:

a. Documents. Each party may electronically transmit to or receive from the other party any of the transactions sets (herein referred to as "Documents") listed in Addendum B and any other transaction sets which the parties by written agreement add to the Addendum. Any transmission of data which is not a Document shall have no force or effect between the parties unless justifiably relied upon by the receiving party.

b. Standards. All Documents shall be transmitted in accordance with approved implementation conventions, currently, ANSI EDI X12 standards. DoD Components and commercial EDI trading partners will adhere to published DoD or Federal EDI implementation conventions (ICs) for specifications governing the use of those standards whenever and wherever applicable when electronically exchanging transportation or transportation-related data unless otherwise agreed to by all trading partners.

c. Change in Standards. As existing EDI standards are updated by ANSI/UNEDIFACT, the DoD will determine if those updates are applicable to its EDI transportation program. If it is necessary for the DoD to upgrade to a new version or release of a standard or interim implementation convention, all affected commercial EDI trading partners, will be informed of the effective implementation dates when the new standards will be effective via the DTEB website and via contract modifications. DoD will coordinate these implementation dates and may grant a reasonable transition period during which both the current applicable and upgraded standards can be used.

d. EDI Testing. When initiating a new electronic trading partner relationship, all parties will continue paper submissions in parallel with electronic submissions until the minimum number of successive, error-free transmissions of data are received and accepted by a DoD Component, and the Trading Partner is satisfied with the integrity, accuracy and reliability of the electronically transmitted data, for both syntax compliance and data quality, validity and completeness. Each DoD Component will establish their respective, specific, testing requirements. Following the test process, both parties need to agree on a date when EDI operations can proceed.

e. Syntax Compliance. All trading partners receiving EDI communications will check the transactions for compliance with DoD EDI implementation conventions for lost or altered data. For each applicable transaction set, upon request by the originator, the recipient shall transmit a corresponding functional acknowledgment transaction set (ANSI X12 Transaction Set 997) by the end of the business day in which it was transmitted. This functional acknowledgment is used to notify the originator that the transaction set(s) were received and whether or not any validation errors were discovered.

f. EDI Value-Added Networks. Commercial EDI Trading Partners may exchange Documents and business data with their DoD Components through third-party networks (commonly referred to as EDI value-added networks (VANs)) provided those networks can be connected to the EDI VAN used by DoD (typically use DISA or DLA-managed GEX). Each party shall be responsible for the costs of the EDI VAN with which it contracts. Each party shall be liable for the acts or omissions of its EDI VAN while transmitting, receiving, storing or handling Documents or performing related activities for such party: provided, that if both the parties use the same EDI VAN to effect the transmission and receipt of a Document, the originating party shall be liable for the acts or omissions of such EDI VAN as to such Document. Continued omissions or transmission errors shall result in temporary suspension of EDI transmissions and additional testing should be conducted.

g. Transaction Receipt. All trading partners shall, at a minimum, collect, review, and translate the contents of their EDI mailboxes/directories each business day. EDI transactions shall be deemed received when the transaction is retrievable and translatable from the electronic mailbox of the recipient. In this TPA, "translatable" refers to the process of converting from an EDI format specified by the DoD EDI implementation conventions into a data file format recognized by the user's application system(s). The transaction is considered not received if syntax errors are found during the translation process or if the transaction does not provide the agreed to business application data. A functional acknowledgment as mentioned in paragraph 3.e. above shall constitute conclusive evidence that a Document has been properly transmitted and received. Documents which have not been properly received shall not give rise to an obligation between the parties to this TPA.

h. Record Retention. Keeping in mind statutory limitations on filing claims arising in the course of transportation, e.g. 31 U.S.C 3726, DoD Components will adhere to applicable regulatory records retention requirements and commercial trading partners will adhere to their internal records retention requirements when operating in an EDI environment. Records retention requirements apply to both paper and electronic records. If records are maintained on a computer, the trading partner shall retain the computer data on a reliable medium throughout the retention period. Trading partners may transfer computer data in machine-readable form from one reliable computer medium to another, or to paper, so long as conversion procedures maintain the integrity, reliability, and security of the original computer data.

i. Signatures. Each party shall adopt as its Signature a discrete electronic identification consisting of symbol(s) or code(s) which are to be affixed to or contained in each Document transmitted by such party. Each party agrees that any Signature of such party affixed to or contained in any transmitted Document shall be sufficient to verify such party originated such Document. Neither party shall disclose to any unauthorized person its Signatures or the Signatures of other parties. Compromise of signature security shall be reported to the other trading partners immediately upon discovery.

j. Security. Each party shall establish procedures to safeguard the integrity of EDI Documents and to protect it from unauthorized access or use. Under no circumstances shall a commercial EDI trading partner sell or trade any shipment information for purposes other than those associated with providing the requested transportation services.

k. Confidentiality. No information contained in any Document or otherwise exchanged between the parties shall be considered confidential, except to the extent provided in paragraph 3.i. above, or by written agreement between the parties, or by applicable law or DoD procurement regulations or subject to Privacy Act Regulations.

l. Validity; Enforceability. Any Document properly transmitted pursuant to this TPA shall be considered, in connection with any Transaction, and any other written agreement described in section 3 of this TPA to be a "writing" or "in writing"; and any such Document when containing, or to which there is affixed, a Signature ("Signed Documents") shall be deemed for all purposes (a) to have been "signed" and (b) to constitute an "original" when printed from electronic files or records established and maintained in the normal course of business.

The parties agree not to contest the validity or enforceability of Signed Documents under the provisions of any applicable law relating to whether certain agreements are to be in writing or signed by the party to be bound thereby. Signed Documents, if introduced as evidence on paper in any judicial, arbitration, mediation or administrative proceedings, will be admissible as between the parties to the same extent and under the same conditions as other business records originated and maintained in documentary form. Neither party shall contest the admissibility of copies of Signed Documents under either the business records exception to the hearsay rule or the best evidence rule on the basis that the Signed Documents were not originated or maintained in documentary form.

m. Suspension of EDI Operations. DoD Components may temporarily suspend all or a portion of the EDI operations contemplated by this TPA if the commercial EDI trading partner fails to abide by terms of this TPA or the operating instructions published by the various DoD Components and set forth in this TPA or its Addendums; or fails to correct its EDI performance failures. Notice of suspension shall be given electronically and shall be effective upon receipt or at a date specified in the notice. Suspension of EDI operations shall have no effect on transactions occurring prior to the effective date of the suspension or upon required performance of transportation services under contract. Suspension of EDI operations will be canceled as soon as necessary corrective action is taken to ensure the integrity of EDI transactions and DoD transportation operations.

4. FORCE MAJEURE: No party shall be liable for any failure to perform its obligations in connection with any Transaction or any Document, where such failure results from any act of God or other cause beyond such party's reasonable control (including, without limitation, any mechanical, electronic or communications failure) which prevents such party from transmitting or receiving any Documents.

5. GOVERNING LAW: This TPA shall be governed by and interpreted in accordance with applicable federal statutes, regulations, administrative rulings and decisions.

6. DISPUTE RESOLUTION: Any controversy or claim arising out of or relating to this TPA or the breach thereof, shall be considered for settlement in accordance with alternative disputes resolution procedures (e.g. negotiation, mediation, arbitration). However, nothing in this paragraph or elsewhere in this TPA precludes resolution of issues related to carrier and/or contractor performance by Carrier Review Boards convened under the provisions of SDDC Regulation 15-1. Moreover, nothing in this paragraph or elsewhere in this TPA precludes settlement or claims between the parties in accordance with the DISPUTES clause of a contract entered into under the Federal Acquisition Regulation, or in accordance with procedures set forth in 41 CFR 101-41.5 "Claims By the United States Relating to Transportation Services"; 41 CFR 101-41.6 "Claims Against the United States Relating to Transportation Services; and 41 CFR 101-41.7 "Reconsideration and Review of General Services Administration Transportation Claims Settlements" for transportation services under Commercial Bills of Lading (CBLs), or elsewhere as provided for by law.

7. EFFECTIVE DATE: The effective date of this TPA will be the last signed date shown on the signature page of this TPA. The effective date of any Addendum, if later than this agreement, will be governed by Paragraph 9 below.

8. EXPRESS AGREEMENT REVIEW: This TPA and all Addenda may be reviewed by the parties and changes, additions or deletions made as agreed to by the parties.

9. WHOLE AGREEMENT: This TPA and its Addenda executed by the parties constitutes the entire agreement and evidences their intent to create binding obligations pursuant to the electronic transmission and receipt of Documents and data. No change in the terms and conditions of the TPA shall be effective unless approved in writing and signed by the parties hereto. As the parties develop and implement additional EDI capabilities, additional Addenda may be incorporated into this TPA. Each Addendum will be signed by the parties and dated and appended to this TPA. The date of the last signature will, unless otherwise specified, be the effective date. This TPA is for the benefit of, and shall be binding upon, the parties and their respective successors and assigns.

Nothing in this TPA shall be deemed to modify or amend the provisions of, or to apply to, any contract between trading partners executing this TPA which (i) exists on or prior to the date of execution of this TPA, unless and until an appropriate Modification or amendment has been executed between such parties to implement or incorporate the provisions of this TPA into such contract, or (ii) is entered into after the date of execution of this TPA, unless such contract contains a provision to implement or incorporated the provisions of this TPA into such contract.

10. SERVERABILITY: Any provision of this TPA which is determined to be invalid or unenforceable will be ineffective to the extent of such determination without invalidating or affecting the enforceability of the remaining provisions.

11. TERMINATION: This TPA shall remain in effect until terminated by either party with not less than 30 days prior written notice, which notice shall specify the effective date of termination; provided, however, that any termination shall not affect the respective obligations or rights of the parties arising under any Documents or otherwise under the TPA prior to the effective date of the Termination.

12. CERTIFICATION. I, the undersigned official, certify that I am authorized to commit my organization to the terms and conditions of this Agreement. I further certify that the TPA signature page is signed with knowledge of the law that whoever, in any matter within the jurisdiction of any department or agency for the United States, knowingly and willfully falsifies, conceals, or covers up by any trick, scheme, or device, a material fact; or makes any false, fictitious document, paper or electronic, will be subject to the provisions and penalties prescribed in the criminal law of the United States, i.e. 18 U.S.C. 1001.

Authorized Corporate Representing DoD

(Carrier) Official

Typed name and title Typed name and title

Carrier SCAC:______________

DUNS Number:_____________

Taxpayer ID: _______________

Date:______________________ Date:_____________________

ADDENDUM A

ADMINISTRATIVE INFORMATION

FOR

EDI TRANSACTION PROCESSING

All the information requested below must be provided to validate this EDI Trading Partner Addendum. Instructions for completing this addendum are attached, Appendix 1.

1. Commercial Identification. Provide your company name, standard carrier alpha code (SCAC) and your Dunn and Bradstreet Number (DUNS) or DUNS + 4.

(Company Name) (SCAC)

(DUNS or DUNS +4)

2. TP POCs. Provide the following information regarding your points-of-contact/EDI coordinators.

Management or Functional POC Technical POC

Name:__________________________ Name:____________________________ Address:________________________ Address:__________________________ Telephone:____________________________ Telephone:______________________________

FAX: ________________________________ FAX:__________________________________

E-mail:_______________________________ E-mail:_________________________________

3. VAN Information. Provide the following information regarding your EDI value-added network (VAN):

EDI VAN Name:____________________________________________________

VAN Technical Point of Contact: Name:_________________________________

Address:______________________________

Telephone:_____________________________

FAX:______________________________

Contract expiration date:____________________________________

4. X12 Identifier Codes.

a. Provide the type of code that describes your ANSI X12 Identifier (ISA05, Interchange ID Qualifier). Qualifier codes are listed in the data element dictionary of the ASC X12 Standards.

Interchange ID Qualifier:__________

b. Provide a unique code that will serve as your ANSI X12 Identifier Code in the ISA Data Interchange Control Segment (ISA06), Interchange Sender ID. This should be coordinated with your EDI VAN.

Sender Identifier Code:_________________

c. Provide a unique code that will serve as your ANSI X12 Identifier Code in the ISA Data Interchange Control Segment (ISA08), Interchange Receiver ID. This should be coordinated with your EDI VAN.

Receiver Identifier Code:_________________

(Note: The Receiver Identifier Code is normally the same as your sender code if you are using a single EDI VAN for all EDI processing.)

d. Provide the type of code that describes your ANSI X12 Application Sender/Receiver Identifier Codes. (GS02 Application Sender’s Code/GS03 Application Receiver’s Code.)

Application Sender’s Code:_________________

Application Receiver’s Code:_______________

5. Authenticating Signatures.

Date Date

Signature of Authorized Signature of DOD Representative

Carrier Official

Printed Name Printed Name

Title Title

Carrier SCAC

Carrier DUNS/DUNS+4

Taxpayer ID Number

ADDENDUM B

DOD TRANSPORTATION EDI TRANSACTIONS

Commercial carriers are encouraged to conduct their business with the Department of Defense (DoD) using electronic data interchange (EDI) techniques. However, each carrier must first complete an EDI Technical Trading Partner Agreement (TPA) and Addendums A and B.

The DoD's following American National Standards Institute (ANSI) X12 public transaction sets are in use by SDDC. (Note: Not all transaction sets apply to all systems, nor are they at the same X12 Version level.) Please mark those transactions you plan to trade with SDDC.

· 214: Shipment status message from carriers to GTN/DoD shipping activities

· 219: Transportation service request from DOD shipping activities

· 220: Transportation service response to DOD shipping activities

· 300: Reservation (Booking Request)(Ocean) from DoD shipping activities to ocean carrier.

· 301: Confirmation (Ocean) from ocean carrier to DoD shipping activities

· 303: Booking cancellation (Ocean) from a shipper/forwarder

· 304: Shipping instructions for the ocean carrier

· 310: Invoice from ocean carriers to US Bank

· 315: Shipment status message from ocean carriers to SDDC/DoD shippers/GTN

· 404: Rail carrier shipment information

· 601: Customs

· 602: Transportation Services Tender

· 824: Application advice from DoD shipping activities to trading partners

· 856: Receipt/Shipment Consolidation/Due-in

· 858: Shipment information from DoD shippers to carriers:

FRT = Freight Bill of Lading

PP = Personal Property Bill of Lading

SPE = Small Package Express

TCMD = Transportation Control & Movement Document

· 994: A TDCC application acknowledgment, which will be replaced by the ANSI X12.824

· 997: Functional acknowledgment

· 998: Set cancellation

· Others you may require. Please provide: __________________________

As DoD implements more transaction sets, the DoD components will notify SDDC, who will notify the applicable Trading Partners. The TPA and/or its Addendums must be updated and resubmitted accordingly. The latest Addendum to be received and accepted will supersede and replace all previous submissions.

If exchanging invoices with DFAS-IN, DFAS-IN will notify their commercial trading partners directly, of any changes in DTRS ability to process transaction sets.

ADDENDUM C

ADMINISTRATIVE INFORMATION

FOR

OCI TRANSACTION PROCESSING

All the information requested below must be provided to validate this OCI Trading Partner Addendum. Instructions for completing this addendum are attached, Appendix 1.

1. Commercial Identification. Provide your company name, standard carrier alpha code (SCAC) and your Dunn and Bradstreet Number (DUNS) or DUNS + 4.

(Company Name) (SCAC)

(DUNS or DUNS +4)

2. TP POCs. Provide the following information regarding your points-of-contact/OCI coordinators.

Management or Functional POC Technical POC

Name:__________________________ Name:____________________________ Address:________________________ Address:__________________________

Telephone:____________________________ Telephone:______________________________

FAX: ________________________________ FAX:__________________________________

E-mail:_______________________________ E-mail:_________________________________

3. OCI X12 Identifier Codes (to be completed by SDDC EDI Personnel).

a. Provide the type of code that describes the ANSI X12 Identifier (ISA05, Interchange ID Qualifier) that will be used for the OCI transactions. Qualifier codes are listed in the data element dictionary of the ASC X12 Standards.

Interchange ID Qualifier:__________

b. Provide a unique code that will serve as the ANSI X12 Identifier Code in the ISA Data Interchange Control Segment (ISA06), Interchange Sender ID. This should be determined by SDDC EDI personnel.

Sender Identifier Code:_________________

c. Provide a unique code that will serve as the ANSI X12 Identifier Code in the ISA Data Interchange Control Segment (ISA08), Interchange Receiver ID. This should be determined by SDDC EDI personnel.

Receiver Identifier Code:_________________

(Note: The Receiver Identifier Code is normally the same as the sender code.)

d. Provide the type of code that describes the ANSI X12 Application Sender/Receiver Identifier Codes. (GS02 Application Sender’s Code/GS03 Application Receiver’s Code.)

Application Sender’s Code:_________________

Application Receiver’s Code:________________

4. Authenticating Signatures.

Date Date

Signature of Authorized Signature of DOD Representative

Carrier Official

Printed Name Printed Name

Title Title

Carrier SCAC

Carrier DUNS/DUNS+4

Taxpayer ID Number

APPENDIX 1

DOD EDI TECHNICAL TPA FILING INSTRUCTIONS

(INSTRUCTIONS FOR COMPLETING THE EDI TECHNICAL

TRADING PARTNER AGREEMENT (TPA) AND ADDENDUM)

SECTION 1

THE PROCESS

PROCESS INITIATION

The EDI TPA, to include Addendums A and B for EDI reporters or Addendum C for OCI reporters, will be sent to SDDC at the address listed in the Preface of this document.

Carriers seeking to do business with DoD via EDI or OCI, must be a DoD approved carrier and registered in the CCR, prior to submitting a TPA for consideration.

Each commercial OCI trading partner must complete the EDI TPA and Addendum C to establish an EDI relationship with the DoD Transportation Community. OCI trading partners are not required to complete Addendums A and B.

Each commercial EDI trading partner must complete the EDI TPA and Addendums A and B to establish an EDI relationship with the DoD Transportation Community. Each commercial EDI trading partner must also complete separate Addendums for all transaction sets/DoD Component (i.e., SDDC/shippers) combinations that require different EDI trading partner information to be exchanged with DoD. Trading partner information, as specified in the Addendum A includes EDI points of contact, EDI VAN information, interchange ID code, and application ID code.

For example, a carrier that uses the same EDI point of contact (POC), EDI VAN interchange sender ID code (mailbox ID), and application ID code for receiving shipment information from DoD shippers using Transaction Set 858 and for sending invoice information to DFAS-IN using Transaction Set 859, needs to complete one TPA and one Addendum A and one Addendum B, checking the boxes that indicate 858/SDDC (shippers) and 859/DFAS-IN.

Another carrier that requires different POCs, EDI VANs, interchange ID codes, or application IDs for receiving the 858 than for sending the 859, needs to complete one TPA, one Addendum A, one Addendum B, for receiving the 858 from shippers, and one set of Addendums for sending the 859 to DFAS-IN.

Once SDDC has received the TPA and appropriate Addendum(s) from the carrier, it will coordinate a governmental signature and enter the appropriate information into the EDI TPA translator. SDDC will then return signed copies to the carrier. Trading partners may not begin live EDI data transfers or OCI data entry until the TPA has been properly executed by SDDC.

In most cases, the DoD EDI trading partner(s) will require the carrier to participate in an EDI test process to certify that the carrier is EDI capable with the individual trading partner for both syntax and data quality compliance. Following successful completion of the test process, the DoD trading partner will notify SDDC and the carrier via email that identifies the date that EDI operations will begin, and the transaction sets and standards versions that have been certified. EDI operations with live data between trading partners will not commence until the TPA has been properly executed by SDDC.

The EDI test process requirements may differ among DoD trading partners. DoD trading partners are responsible for publishing and distributing instructions pertaining to its EDI/OCI operating procedures including its testing process.

CHANGE/UPDATE PROCESS

After a carrier has established a formal EDI/OCI relationship with a DoD trading partner, trading partner information contained in current Addendums, on file at SDDC, may be modified including a change in reporting from OCI to EDI, the addition of transaction set/DoD component combinations, and a change in EDI VAN or EDI VAN contract. When a carrier submits an updated Addendum, it must be completed in its entirety. When approved, it will replace any and all previous submissions.

To initiate an Addendum change, the carrier must notify SDDC and all applicable DoD trading partners of proposed changes to the Addendum via letter and updated Addendum(s) if applicable. The letter should contain the current trading partner information and the proposed changes. DoD trading partners may require additional EDI testing, especially if new transaction sets or trading partners are added to the Addendums, or if there is a change in EDI VAN or EDI VAN contract.

Modified trading partner information applies to all transaction set/DoD component combinations listed on the Addendums. As stated earlier, any transaction set/DoD component combinations that require different trading partner information requires a new Addendum to be filed with SDDC. Copies of new Addendums will be forwarded to the appropriate DoD trading partner(s).

TERMINATION PROCESS

SDDC may terminate a carrier's TPA via written notice if a carrier is disqualified from providing transportation services to DoD. Thereafter, all EDI operations between the carrier and any DoD trading partner will cease.

SUSPENSION PROCESS

EDI operations with any particular DoD trading partner may be suspended by that trading partner if the carrier fails to adhere to cited operations, requirements, or procedures, see TPA, paragraph m. The DoD trading partner will notify SDDC and the carrier via written notice if it suspends EDI operations with a carrier.

SECTION 2

COMPLETING THE TRADING PARTNER AGREEMENT (TPA)

An authorized carrier official will review the Trading Partner Agreement (TPA), sign and date it, and type in their name, company title, SCAC and DUNS number on the last page of the TPA. When approved, the DOD signature blocks will be completed.

COMPLETING ADDENDUM A -

Administrative Information for EDI Transaction Processing Most of the entries are self-explanatory. Refer to this section for clarification.

Block 1. Commercial Identification. Enter your official Company name and Standard Alpha Carrier Code (SCAC). Enter your Data Universal Number System (DUNS) identification number from Dun and Bradstreet. The DUNS is a unique nine character company identification number. Trading partners may assign an additional 4 characters to uniquely identify an affiliate or division. Either a DUNS or a DUNS + 4 number can be used.

Block 2. TP POCs. Enter your Trading Partner Points of Contact. Enter the appropriate information for your management or functional POC (optional). You must enter the appropriate information for your EDI Technical POC. If both POCs are the same person, enter “Same”.

Block 3. EDI VAN Information.

a. Enter the name of the EDI Value-Added Network (VAN) with whom you have a signed agreement for EDI services. (The company who will be responsible for sending, receiving, and translating your EDI transaction sets.)

b. Enter your EDI VAN’s technical point of contact’s name, address, telephone and FAX number.

c. Enter the expiration date of your contract with this VAN.

Block 4. X12 Identifier Codes. These are unique codes that you must coordinate with your EDI VAN and trading partner. They will serve as your ANSI X12 Identifier Code in the ISA Data Interchange Control Segments; the ISA05 ID Qualifier, the ISA06 Sender ID and the ISA08 Receiver ID.

Block 5. Authenticating Signature Codes. For information and understanding. No entry required.

When completed, enter the date, printed name and company title and have an authorized carrier official sign it. When the TPA has been approved, the DOD signature block will be completed.

A xerox copy of the government signed TPA will be returned to the trading partner for their files.

COMPLETING ADDENDUM B -

DOD Transportation EDI Transaction Sets

The list identifies the ANSI X12 transaction sets currently implemented in the DoD. Check only the blocks for each transaction set and trading partner for which you are prepared to test and implement in the near-term. Remember, you can submit additional addendums for additional transaction sets and trading partners in the future.

Note: When a carrier submits updated Addendum B, it must be completed in its entirety. When approved, it will replace any and all previous submissions.

COMPLETING ADDENDUM C -

Administrative Information for OCI Transaction Processing Most of the entries are self-explanatory. Refer to this section for clarification.

Block 1. Commercial Identification. Enter your official Company name and Standard Alpha Carrier Code (SCAC). Enter your Data Universal Number System (DUNS) identification number from Dun and Bradstreet. The DUNS is a unique nine character company identification number. Trading partners may assign an additional 4 characters to uniquely identify an affiliate or division. Either a DUNS or a DUNS + 4 number can be used.

Block 2. TP POCs. Enter your Trading Partner Points of Contact. Enter the appropriate information for your management or functional POC (optional). Enter the appropriate information for your OCI Technical POC. If both POCs are the same person, enter “Same”.

Block 3. X12 Identifier Codes. These are unique codes that IBS OCI personnel will assign. They will serve as your ANSI X12 Identifier Code in the ISA Data Interchange Control Segments; the ISA05 ID Qualifier, the ISA06 Sender ID and the ISA08 Receiver ID in the EDI transactions that are created.

Block 4. Authenticating Signature Codes. For information and understanding. No entry required.

When completed, enter the date, printed name and company title and have an authorized carrier official sign it. When the TPA has been approved, the DOD signature block will be completed.

A xerox copy of the government signed TPA will be returned to the trading partner for their files.

DOD Transportation Components/Users:

FREIGHT (DOMESTIC)

SDDC/Shippers (CONUS Freight) - Represents Military Surface Deployment and Distribution Command (SDDC) and/or Shipper Systems which interface through the Global Freight Management System (GFM), as potential DoD trading partners. These shipper systems include: Cargo Movement Operations System (CMOS), Distribution Standard System (DSS), Global Transportation Network (GTN), Industrial Logistics System (ILGS), Electronic Transportation Acquisition (ETA), and others.

OVER OCEAN (SURFACE CARGO)

SDDC/Shippers (Ocean Cargo) - Represents SDDC and/or Shipper Systems. These shipper systems include: Integrated Booking System (IBS), Global Air Transportation Execution System (GATES) (replaced Worldwide Port System (WPS)) and Pipeline Asset Tool (PAT).

The purpose of establishing a Trading Partner relationship with SDDC and/or Shipper systems would be to transmit ship schedule data (323), to receive reservation (300) and cancellation (303) data, to transmit confirmation (301), to receive shipment data/transportation shipping data (858-FRT) and to report shipment status data (315).

PERSONAL PROPERTY

SDDC/Shippers (Personal Property) - Represents SDDC and/or Shipper Systems which interface through the Transportation Operational Personal Property Standard System (TOPS) or the Worldwide Household Goods Information System Transportation (WHIST), as potential DOD trading partners.

The purpose of establishing a Trading Partner relationship with SDDC and/or Shipper systems would be to transmit tender data (602) for automated shipment costing, to receive shipment data (858-PP) (i.e. Government Bills of Lading), and to transmit shipment status information (213/214).

SECTION 4

SDDC POINTS OF CONTACT

SDDC EDI Technical TPA Coordinator

Military Surface Deployment and Distribution Command

Attn: Tina Woodbury 1 Soldier Way, SDDC-G6-IMA

Scott AFB, IL 62225-5006

(618) 220-5673 SDDC EDI Point of Contact Military Surface Deployment and Distribution Command

Attn: Sherry Verdu 1 Soldier Way, SDDC-G6-IMA

Scott AFB, IL 62225-5006

(618) 220-5781 SDDC OCI Point of Contact

Military Surface Deployment and Distribution Command

Attn: Martin Leehane

1 Soldier Way, SDDC-G6-IMA

Scott AFB, IL 62225-5006

(618) 220-5214

SECTION 5

EDI TRADING PARTNER GUIDE FOR DEFENSE TRANSPORTATION

TERMS AND ABBREVIATIONS

AMC

Air Mobility Command

ANSI

Accredited National Standards Institute

ASC

American Standards Committee

CBL

Commercial Bill of Lading

CFM

CONUS Freight Management System

CMOS

Cargo Movement Operations System

EDI

Electronic data interchange

DFAS-IN Defense Finance and Accounting Service - Indianapolis Center

DLMSO

Defense Logistics Management Standards Office

DM

Data Maintenance

DoD

Department of Defense

DSS

Distribution Standard System

DTEB

Defense Transportation Electronic Business

DTEDI

Defense Transportation EDI Committee

FRT

Freight

GBLs

Government Bills of Lading

GBLOC

Government Bill of Lading Office Code

GTN

Global Transportation Network

GT

Guaranteed Traffic

IC

Implementation Conventions

ILGS

Industrial Logistics System

MSC

Military Sealift Command.

SDDC Military Surface Deployment and Distribution Command

POC

Point of Contact

SCAC Standard Carrier Alpha Code

TDCC

Transportation Data Coordinating Committee

TP

Trading partners

TPA Trading Partner Agreement

TOPS Transportation Operational Personal Property Standard System

USTRANSCOM United States Transportation Command

VAN

EDI value-added networks

WHIST Worldwide Household Goods Information System

Transportation

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