Transportation Management Seminar National Board August 2004

1
Transportation
Management Seminar
National Board August 2004

• Duane Schultz
• HQ CAP/LGT

2
Transportation Overview

• NHQ LGT Staff
• Fleet Status
• Vehicle Justification and Utilization
• Vehicle Management Procedures
• Current Transportation Progress
• Current Challenges and Future Needs
• Decal Information

3
National Headquarters Staff
Chief, Transportation Management Duane Schultz
(334)-953-1601 Transportation Technician Jane
Emery (334)-953-2284 Please Dont Hesitate to
Call Us if You Have Any Questions Concerning
Transportation Issues or Need Information We Are
There to Help and Assist
4
Involved In Managing Vehicle Program

• HQ CAP/ LGT
• CAP REGIONS
• CAP WINGS
• CAP UNITS
• HQ CAP-USAF REGIONS
• HQ CAP-USAF/ LG
• STATE DIRECTORS

5
Fleet Status

• Total Vehicle Inventory 995
• Total Driven Vehicles 906
• Total Other Vehicle 89
• Average Vehicle Age 15 Years

6
Passenger Vans

• Total Passenger Vans 697
• 7 Passenger Vans 214
• 12 passenger Vans 380
• 15 Passenger Vans 103

7
Vehicle Justification

• Vehicle Requirements and Allowance Standards
• This Information is Used in Conjunction with
• CAPF 175 Vehicle Justification
• The Information Provided Explains Vehicle
• Requirements and Allowance Standards Based
• On Organization Level, Mission, Equipment
• Type, Basis of Issue, Unit Size, Monthly
• Utilization Rate, Response Time and Area of
• Operation and is Used as a Guide When
• Requesting Replacement or Additional Vehicles
• In the Yearly Vehicle Buy

8
Vehicle Justification

• Vehicle Utilization Criteria
• Vehicle Monthly Utilization Rate
• Vehicle Type Monthly Times Monthly
  Hours Monthly Mileage
• 7 Pass Vans 6 OR
  50 OR 475
• 12/15 Pass Vans 4 OR
  35 OR 350
• 4x4 Vehicle 6 OR
  35 OR 450
• Pick/Up 4
  OR 15 OR 200
• Comm/Cargo Van 1 OR
  15 OR 130
• Sedan 4
  OR 15 OR 400

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Vehicle Utilization Example

• Vehicle is Used for Weekend Cadet Encampment
• Departs Friday Afternoon at 400 PM
• Returns Sunday Afternoon at 400 PM
• Utilization of Vehicle Would be as Follows
• Times Used 1 Hours Used 48
• This is Based on the Encampment Being the
• Mission. Do not Count How Many Times
• the Vehicle is Started and Stopped During
• the Encampment. Total Hours Used is Based on
• the Time from Beginning to End of the Mission

10
Vehicle Utilization 2003 Analysis

• January Thru December 2003 Utilization Summary
• Total Times Used 49,692
• Total Hours Used 418,934
• Total Miles Used 3,881,964
• Total Driven Vehicles 2003 874

11
Vehicle Utilization 2003 Analysis

• Vehicle Time Usage Percentages
• Administrative 32
• Cadet Activities 34
• Mission Support 19
• Other 15

12
Vehicle Utilization 2003 Analysis

• Vehicle Hours Usage Percentage
• Administrative 23
• Cadet Activities 40
• Mission Support 23
• Other 14

13
Vehicle Procedures

• New Vehicle Acquisition
• Vehicle Screening
• Wing Purchased Vehicles
• Donated Vehicles
• Vehicle Disposal
• Major Maintenance Reimbursement
• Emergency Repair
• Paint Requests

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New Vehicle Acquisition

• Yearly Vehicle Buy Provides Better Pricing
• Vehicle Requests During the Year Prior to
• Yearly Buy Will be Included in Yearly Buy
• Provided They are Justified
• Vehicle Acquisition Procedures are Explained in
  Paragraph 2 of CAPR 77-1
• Vehicles Requested Should be Listed in the
• Vehicle Requirements and Allowance Standards

15
New Vehicle Acquisition

• First Quarter of each Year Submit CAPF 175
  Vehicle Justification on Each Vehicle Requested
• Prioritize if More than One Vehicle is Requested
• Wing CC Forwards to Region CC By 20 March
• Region CC Forwards to NHQ/LGT By 20 April
• NHQ/LGT Consolidates Vehicle Requests and Sends
  List to Region CC for Finalization Approval and
  Point of Contact List for Vehicle Delivery

16
New Vehicle Acquisition

• When Finalization and Approval is received from
  Region Commander NHQ/LGT Forwards to CAP-USAF for
  Approval of Vehicle Buy
• When Approved NHQ/LGT Forwards
• to Contracting for Buy
• Pricing and Yearly Funding Determines the Amount
  of Vehicles Purchased in Each Years Buy

17
Vehicle Screening

• Screening Vehicle From DRMO Based On
• Type Vehicle Requested / Intended Purpose
• Number of Vehicles on S-2 Inventory
• Requires Letter Requesting to Screen from
• Region / Wing Commander Coordinated
• Through NHQ/LGT to CAP-USAF/LG
• CAP-USAF Has Final Approval

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Vehicle Screening

• Caution
• Maintenance of Screened Vehicles Could
• Become Very Costly Due to Condition and Age
• of the Vehicle being Screened
  
• Maintenance of Screened Vehicles is the
• Wings Responsibility for a Period of One
• Year from Date Vehicle is Added to the
• S-2 Inventory

19
Wing Purchased Vehicles

• Requires Letter from Wing Commander and
• Completed Vehicle Information Sheet
• Photos May Also be Requested Along with
• Additional Information
• Send Letter and Sheet to NHQ/LGT who will
• Coordinate Approval/Disapproval with
• CAP-USAF/LG

20
Donated Vehicles

• Requires Letter from Wing Commander and
• Completed Vehicle Information Sheet
• Photos May Also be Requested Along with
• Additional Information
• Send Letter and Sheet to NHQ/LGT who will
• Coordinate Approval/Disapproval with
• CAP-USAF/LG

21
Vehicle Disposal

• Vehicles Screened from DRMO (DOD Excess)
• Must be Returned To DRMO
• Vehicles That are Purchased with Appropriated
• Funds (DOD Funded) Requires Disposition
• Instructions from CAP-USAF for Disposal
• of the Vehicle
• When Wing Needs to Dispose of a Vehicle
• Please Contact NHQ/LGT for Assistance

22
Major Maintenance Reimbursement

• Vehicle Rehabilitation Request Form and
• Estimate from Vendor Faxed To NHQ/LGT
• NHQ/LGT Reviews Estimate, Maintenance
• History and Faxes Control Number Upon Approval
• Additional Estimate, Information and Photos
  Maybe
• Requested on Vehicles 10 Years Old and Older

23
Major Maintenance Reimbursement

• Vehicle Repairs are not to be Accomplished
• Prior to Approval and Receipt of Control
• Number Issued by NHQ/LGT
• If Repair Cost Exceeds Original Estimate
• by 300 Please Notify NHQ/LGT Prior to
• Additional Repair
• Completion of Vehicle Repairs, Wing has 45
• Days to Mail Original Paid Invoice to NHQ/LGT

24
Emergency Repair

• Vehicle Repair While Away from Station
• Example Breakdown on Highway
• When Calling in an Emergency, Please Include the
  Following Information
• 1. Wing and Assigned Vehicle ID Number
• 2. Maintenance Problem
• 3. Estimate of Repair (Repair Shop Can Fax)
• 4.Callers Name

25
Paint Request

• Paint Requests Require Two Estimates
• Photographs of Vehicle
• Additional Estimates Maybe Requested on Older
• Vehicles
• Monthly Processing of Paint Requests will
• be Based on Available Funding, Major
• Vehicle Maintenance will have Priority

26
Current Transportation Progress

• CAPR 77-1 1 September 2003
• Ratified at August 2003 National Board
• Vehicle Management Procedure Booklet Available
• and Van Rollover Dash Decals Upon Request
• Same Day Processing of Complete Vehicle
• Rehabilitation Requests Received by NHQ/LGT
• Before 330 PM Central Time

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Current Challenges

• Continuation of Yearly Vehicle Buys
• with Emphasis on Replacement
• of Older Vehicles in CAP Vehicle Fleet
• Continuation of the Civil Air Patrol
• Asset Tracking System (CATS)
• Program Vehicle Module

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Future Transportation Needs

• Funding for Vehicle Routine Maintenance
• Budget Line has Been Added for Vehicle Routine
• Maintenance but is Unfunded at This Time
• Continuation of Yearly Vehicle Buys
• with Emphasis on Replacement of Older
• Vehicles in CAP Vehicle Fleet in order to
• Reduce the Fleets Average Age

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Vehicle Decals
The following slides show placement of the new
decals that are available from NHQ/LGT office A
decal order can be placed by completing the order
form available on the LGT web site and faxing to
our office Due to limited funding we ordered 225
sets and at this time we have about 25 sets still
available and we will ship out on a first come
first served basis until the sets are
depleted More decal sets will be ordered after
Oct 1, 2004
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Vehicle Decal Placement
7 Passenger Van Left Side Decal Placement Right
Side Decal Placement Same
31
Vehicle Decal Placement
7 Passenger van Rear Decal Placement
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Vehicle Decal Placement

12/15 Passenger Van Left Side Decal
Placement Right Side Decal Placement Same
33
Vehicle Decal Placement

Rear Decal Placement
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In Conclusion
Thanks for all the support and help we have
received from the Regions and Wings over the past
year in transportation at NHQ It is always a
pleasure to assist you with vehicle repairs,
issues and information you request With your
continued support transportation can only
continue to improve