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CPPSO NORFOLK INDUSTRY DAY 2018

The NAVSUP Enterprise 2

Navy Household Goods Organization

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Norfolk handles roughly 35k shipments annually and currently manages over 3000 NTS lots. Service areas include Hampton Roads; Annapolis and Patuxent River MD; Great Lakes, IL; Philadelphia, PA and Crain, IN

FLC Norfolk Program Overview

Role Responsibilities

NAVSUP HQ

Policy - Establish policy - Compliance

NAVSUP Global Logistics Support (GLS) Merging with NAVSUP Effective 1 April 2018

Operational Oversight

- Enterprise execution - Standardization/optimization - Procedures - Performance management - Marketing/Communication

NAVSUP Fleet Logistics Centers (FLC)

Execution JPPSO/Regional management PPPO Operations management

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WHO TO CONTACT

For issues concerning moving/storage of personal property please direct your inquiries to:855-HHG-MOVE. Calls will be routed to appropriate department. After hours emergency calls 855-HHG-MOVE, contact center will transfer if necessary. If these efforts fail following are our Management Team members

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The following slides are intended to give you access to our staff to address and resolve issues.

Remember our team is here to help you as much as we are here to ensure your crews are providing the services our customers deserve

Areas of Concern

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RDML Andy Brown (date here)

Our Number one customer impact area we need your help to

improve continues to be

NAVY BASE ACCESS

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ACCESS CONTROL POLICY

Naval Station Norfolk access for vendors, contractors, sub-contractors or service providers will require: CAC ( if eligible) DBIBS credentials with supporting shipment documentation Day Pass, valid ID and supporting shipment documentation

Naval Station no longer issue NS Norfolk and Regional Contractor Badges to vendors, contractors, sub-contractors and outside service providers.

Naval Station will issue a Day Pass to participants with proper vetting identification and justification for station access such as a GBL.

DBIBS credentials can be issued to vendor staffing and a hard card credential valid for up to 2 years will be issued if sponsored by our office.

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ACCESS CONTROL POLICY

Vendors are required to ensure their staff can perform services on station Clearance procedures cannot be circumvented and service

members should not be tasked with sponsoring TSP crews, equipment or surveyors onto any military installation.

Sponsorship- Please contact our office directly in advance to vet your

regular employees. Do not ask service members to sponsor your crews.

Day pass sponsorship should be requested from our office by providing the crew information and GBL (s) and or Service Order information in advance when possible- hhg_ma_qa@navy.mil Subject: GATE CLEARANCE REQUIRED- Date of planned access.

If advance scheduling cannot be arranged please call 855-HHG-MOVE to be connected to one of our management team members in Norfolk.

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CNRMA INST 5530.14 lists the sources used to vet any person(s) requiring access; The National Crime Information Center (NCIC) Database The Terrorist Screening Database The Sex Offender Registry The Foreign Visitor System – Confirmation Module (FVS-CM) The Department of Homeland Security (E-Verify) The Department of Homeland Security (U.S. VISIT) The Department of State Consular Checks (non-U.S. citizen)

Access Screening

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CRITERIAL TO DENY ACCESS FOR MID-ATLANTIC

Felony conviction of any type within 10 years, or a felony arrest that has not been adjudicated yet (includes “Deferred Findings”).

Misdemeanor conviction or on-base arrest within five (5) years, for any of the below types of crime (includes “Deferred Findings”). Crimes of violence Sexual assault Larceny Drugs Habitual Offender

Sex Offender Registry is permanent denial per OPNAVINST Barment from one Navy Installation includes reciprocal

barment from all Navy Installations.

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Delivery Vehicle Access

A truck driver bringing items onto or picking-up items MUST present a paper Bill of Lading or Service order listing the installation where access is requested AND one of the following: DBIBS credential A One-Trip Pass issued by the installation Pass and

ID Office after a National Criminal Information Center (NCIC) check and the vehicle going through the truck control inspection station

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Drivers and Crews must be vetted If all your crew have a DBIBS cards and have previously been

screened for an individual station; you can bypass the truck control inspection station and proceed directly to station gate. Equipment and staff inspection may still be randomly required at the gate but

no waiting in line to clear the truck control station is required

If your crew have been issued a hard card credential they realistically should only be turned away if some new offence has been registered in the vetting system.

Individual vetting takes time for each individual to be processed where scanning their card takes only moments.

Anyone failing clearance, will not be granted station access Failure to service shipment due to staffing access is not

justification for service failures.

Why DBIBS

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Other Areas of concern

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NAVSUP FLC-N CPPSO INVOICE PROCESSING

For those invoices processed manually; vendors must make

sure any/all invoices have signatures and clearly identify all proper item codes to reduce the processing time. Having to return an invoice to the vendor slows the payment process.

For invoices processed electronically using the TPPS (SYNCADA), vendors need to make sure to view your invoices for accuracy, make any adjustments and put invoice in a completed status. We continue to find some vendors are calling for invoice payment status but it is waiting on the vendor to complete their piece of the process.

As always, any invoices forwarded to the DFAS group (Cleveland, Rome, Limestone), USCG FINCEN, and the Marine Corps Payment Office in Albany, GA stand the risk of being rejected which also delays vendors receiving payment.

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Unpaid Manual Invoice follow up

Vendors should be able to track manual invoices through the

various finance centers directly. Our office will assist in checking the paid status for any manual

invoice submissions but to so we request you provide the specific invoice information to our vendor department at hhg_ma_vendor@navy.mil and attention to the assigned clerk responsible for your agency. Please contact Mr. Price if you are unsure who the assigned clerk is for your agency.

Each invoice takes time to research. The older the invoice, the longer this can

take. Accordingly we recommend developing a relationship with your assigned clerk who should be advising when invoices are submitted for payment.

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NAVSUP FLC-N CPPSO PRE-APPROVALS

In compliance with FIAR, all preapproval are being done by the Shipment Management section at CPPSO-N.

We have not experience a lot of issues resulting in the need to generate a GBL correction notices; but, have seen the increase in customer requests (especially date changes) which most often requires correction notices.

Please send any follow ups or last minute requests to hhg_ma_shipment@navy.mil

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How TSPs Can Help with Pre-Approvals

Details in the notes section…for example Shuttles: Exactly why is a shuttle needed. Low hanging wires or tree limbs, cars

blocking streets, cement island at entrance to apt building and truck can't get in. Crating: Actual dimensions of the item to be crated, what the item is, estimated

replacement value. In some instances when requesting crating on small pieces of marble or glass explain: Why won't a mirror carton suffice for this item.

3rd Party Service Requests: What is the item? Why do you need a 3rd party? Piano's: More description, specific type, a baby grand, versus an upright. If possible

would like to have the Manufacture's name of the piano. Labor charges: How many men times how many items, and what the labor is for. Mini Storage pickups: There are very few mini storage charges will be case-by-case. Attempted Pickup/Delivery: TSP must immediately contact the PPSO if these occur,

thereby giving the PPSO a chance to contact the customer before any charges are incurred.

TVs-Bulky: Need dimensions to ensure it is authorized. A flat screen TV is not a bulky item.

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In line with the change of our Transportation Officer, Norfolk is making changes to our storage management procedures for both SIT and NTS. Vendors and TSPs should be seeing both termination

and conversion notices more often and earlier than historically being issued by our office.

These are intended to provide early notification to your agencies of pending conversion to help improve your timely communication with these customers before losing current contact information to reach them.

Changes in Storage Management

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HEAD PCU

Team Supervisor

5 Examiners 2 Associates

Team Supervisor

5 Examiners 2 Associates

PERSONNEL CLAIMS UNIT NORFOLK

TOLL FREE 888-897-8217 norfolkclaims@navy.mil

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DISCOVERY OF WATER/MOLD

• TSP DUTY TO MITIGATE – Excluded from liability. – Perception of liability.

• NOTIFICATIONS – TSP notifies customer and responsible PPSO. – PPSO assign QA inspector to inspect within 2 days.

• NO MOLD/WATER DAMAGE FOUND: – Containers re-sealed. – TSP and QA inspector makes notation on inventory and continue shipping.

• DISCOVERY OF MOLD/WATER DAMAGE – PPSO will notify MCO. – PPSO update destination PPSO. – TSP procure services of a qualified mold remediation firm. – Provide copy of repair estimate to PPSO and MCO.

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PPSO’S ROLE

Assign QA inspector

Inspect shipment/prepare inspection report of findings

Contact MCO if damages discovered.

Inspect remediation items/prepare inspection report of findings.

Process accessorial service payments related to mold remediation

when approved by MCO.

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MCO’S ROLE

• Determine if remediation proper • Make determination of disposal without remediation.

– Entire shipment or, – Individual items not suitable for cleaning or remediation .

• Determine TSP liability for water/mold damage.

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TRENDS/CONCERNS

TRENDS: • TSP’s generally following the new guidelines and make proper documentation. • TSP’s using reputable mold remediation firms. • TSP in possession of contaminated shipment want to immediately argue liability to

avoid remediation costs. CONCERNS: • Decisions being made without notifying MCO. • TSP’s being told to wipe down items to remove mold and proceed with shipping. • TSP’S not performing joint inspection at pick up from NTS facilities. • Contaminated items being left at members residence because driver in a hurry. • Inspection to determine what must be cleaned doesn’t involve mold specialist. • Failure to provide timely remediation. • TSP’s refusing NTS shipments claiming mold when no mold is present. • Delays in assigned hauling TSPs requesting pullback when unwilling to service

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Executive Move Program

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Executive Move Program Coordinators (EMPC) stood up to personally handle Navy Flag Officers

EMPC will be the central POC between member and TSP Oversee pre-move, pre-approvals, reweighs, etc Tracking all touch points Coordinate with local Executive Move Coordinators

(EMC) at each Fleet Logistics Center DC area Cradle to grave Hands off to the local- EMC, Executive Move

Coordinator on site for system scheduling

Overview

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2018 Peak Season

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Navy focus for Peak Season 2018 Increase use of Code 2’s Customer education and training to manage

expectations Earlier scheduling- We are not anticipating delays

encountered in previous years for Navy customers receiving their orders

Lead time standards set to 21 days but there will still be some short fused requests

Peak Season 2018

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Code 2 Criteria for 2018

> 1000 lbs. < 6000 lbs. Traveling in excess of 600 miles Possible extended RDDs No direct deliveries No bulky items making crating problematic Not solely focused on areas with capacity

challenges Goal is up to 10% of peak season shipments

and maintaining a 3-5% target year round moving as code 2

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Future QA efforts planned to address performance areas

Reweighs and failure to reweigh Missed RDDs Improper inventory preparation Unqualified crews- Insufficient crew assigned Failure to unpack/re-assemble Failure to supply required documentation