Training Guide. For Third Party Logistics Services for

Transcription

1 Training Guide For Third Party Logistics Services for

2 Table of Contents Introduction to the Freight Program 3 Managing Freight 4 Purchasing 5 Logistics 6 System 9 Frequently Asked Questions 19

3 Introduction to the Freight Program Enable Midstream has retained the services of a third party logistics provider to develop and implement a freight management program that will improve and enhance both Enable Midstream s costs and efficiencies for all freight related activities. Enable Midstream selected Ardmore Power Logistics, a Third Party Logistics provider dedicated to the energy industry to incorporate the new freight program. Effective December 15, 2014 Enable Midstream will be utilizing Ardmore Logistics as our 3 rd Party Logistics supplier. The Ardmore Logistics program will provide a full range of freight management services to Enable Midstream and all vendors. The program supports both inbound and outbound freight movements for all Enable Midstream offices, operating plants and repair/storage facilities for all shipments from parcels through and including heavy haul shipments. The following training guide is intended to introduce the user to the processes and systems with which Ardmore will be managing Enable Midstream's freight program.

4 Managing Freight Ardmore Logistics serves as Enable Midstream s 3PL provider. The directive of Enable Midstream is the creation of efficiencies and total value through the professional management of our freight transactions. Ardmore Logistics reduces freight cost through unbundling vendor-managed freight, carrier contract negotiation, shifting modes, ensuring vendor compliance and combining shipments. In particular, the unbundling of vendor managed freight and the control of unnecessary expediting provide the greatest opportunity for freight cost reduction. From a service standpoint, Ardmore Logistics is a single call source for all transportation needs. Enable Midstream has access to Ardmore 24/7 for support of all routine and expedited shipping needs. The major tool for creating shipments, carrier selection and the consolidation of freight spend is the online routing guide found at freight.enablemidstream.com. A later section of this document illustrates the ways Enable Midstream s vendors and employees will use the guide to make shipping arrangements. Vendors should be instructed to go the route guide to arrange shipments in the text of Enable Midstream's purchase order. Once at freight.enablemidstream.com, they will be asked to enter the relevant purchase order and will proceed to enter their shipment. Enable Midstream personnel will be issued or may later request log in and passwords to the freight.enablemidstream.com system. Once logged in, the system will capture the user s primary outbound shipping address and default cost accounting. In addition to the online routing guide, Ardmore provides toll-free customer support at all times at For the purpose of this training document, we will be focusing on the routing guide. Later in the training guide, you will find examples showing how Enable Midstream users interact with the online routing guide.

5 Purchasing Unbundling Freight Enable Midstream spends approximately 80 percent of its transportation dollars on shipments moving from vendors to company facilities. Today this activity is largely managed and billed by Enable Midstream's suppliers. The greatest opportunity for savings lies in unbundling the cost of this freight from the cost of material purchased by Enable Midstream. Purchasing will play a major role in accomplishing the unbundling of freight. Using the freight program, Enable Midstream buyers can require vendors to quote with freight included as well as excluded from the cost of goods (most appropriate for project evaluations). Ardmore Logistics will provide Enable Midstream with the market cost of the freight. Using this information, the buyer can make an informed decision to select freight collect terms, and capture the savings achieved. Savings created in the unbundling process include: sales tax savings, reduction of commodity exposure, elimination of vendor markups and leveraged discounts from Ardmore s contract carriers. While most purchases can benefit from freight collect terms it is important to ask the vendor to quote both ways in order to validate savings for high dollar purchasing decisions. Purchasing Owning Freight The freight component of a purchase is made up of two major elements - the location at which Enable Midstream takes ownership of the material and risk along with control of the carriage (the freight). In the term 'Origin Collect freight both ownership and carriage are in the hands of the purchaser as soon as the material leaves the vendor's shipping dock. Accordingly, risk and the cost of transportation factor into the purchasing decision. Where possible and assuming no unfavorable sales tax treatment, purchasers should consider asking vendors for Destination Collect freight terms. This term represents the most favorable combination of cost and risk for Enable Midstream. International shipping is supported by the freight program. Due to the variety of factors and the greater array of commercial options, we recommend contacting Ardmore Logistics for support as you select your freight terms. Directive is given on the homepage of the freight.enablemidstream.com to contact Ardmore Logistics for international shipping needs.

6 Logistics Shipping Ardmore Logistics supports Enable Midstream shipping activities through the online route guide at freight.enablemidstream.com to and through a continuously manned toll-free customer service line at Most shipment requests will be placed using the online route guide which will provide carrier selection, load tendering and bill of lading creation for parcel and motor freight shipments. Truckload, air, over dimensional, international, project work and expedited shipments are supported through the toll-free number. To arrange a truckload, air, dimensional, international, project work or expedited shipments call We will require basic shipping information including: addresses, contact individuals, material weight and dimensions, ready time and on site required date. Using that information Ardmore Logistics will select the carrier most appropriate to the shipment and best able to meet the service requirements. Service options vary greatly in cost for specialized shipments and project work. Ardmore will provide recommendations for specialized shipments to allow the user to select the right mix of speed, service and cost. Advance notification of critical shipping needs/project activities coupled with accurate weight/dimensions will assist in pricing optimization. Complex project activities play a key role in Enable Midstream s Supply Chain activities. All transportation functions including project management (pipeline construction and compressor moves) are capabilities of the freight program. Ardmore is available at any hour of the day or night; Ardmore Logistics is a one-call resource for Enable Midstream and its supplier base for all shipping needs.

7 Logistics Freight Claims Over, Short or Damaged Material It is imperative that any overage, shortage, or damage be notated on the delivering carrier s bill of lading at the time of receipt. This notation must be made prior to signing the BOL verifying delivery. If a camera is available, take pictures of the damaged material. In the case of extreme damage, notify Ardmore Logistics prior to unloading. Note the damage on the bill of lading presented by the carrier making the delivery. Note any carton damage as well as any merchandise damage that is visible. Preserve the shipping carton and the material until the claim is resolved. Keep a copy of the delivering carrier s BOL and return the original to the carrier s driver. Scan and send the Bill of Lading, the invoice, and a completed Claim Information form (shown below) to claims@ardmorelogistics.com. Freight Terms: Lost or Damaged Material When material is delivered with damage, the freight terms determine whether the material is owned by Enable Midstream or the shipping vendor. Shipments with 'Origin' terms are owned by Enable Midstream and refusing such shipments even when damaged, may expose Enable Midstream to further loss. When damaged shipments are found to have 'destination' terms; shipments may be refused although in some cases receiving the material may prevent further damage. Concealed Damage If concealed damages are discovered subsequent to delivery to the job-site or warehouse, immediately notify Ardmore Logistics. Carriers will deny concealed damage requests if they are not notified hours after delivery. Concealed damages are those product damages discovered at delivery after unpacking, where the carton/packing material reflects no damage and is noted as such. On shipments that are not unpacked at delivery and/or no exceptions taken, those damages must be reported within 15 days of delivery. Circumstances such as promptness of notification, delivery environment and product type are all considered. Concealed damage claims can be difficult to resolve when not promptly filed.

8 Claim Request Information Shipper Information: Name: Address: City, State, Zip: Contact #: Consignee Information: Name: Address: City, State, Zip: Contact #: PO# / WO# / Job#: Carrier Involved with Claim Information Name: Pro/tracking #: Purchase Price: Was Value Declared on Carrier BOL? Date shipment received damaged: Was damage Visible/Concealed/Lost? If Visible, was Delivery Receipt noted with damage? Date Damage reported to carrier and Ardmore: Reason For Claim: Please describe damage reason for claim/loss:

9 Logging in Freight.Enablemidstream.com System Enable Midstream employees who prepare material for shipment will need to visit the web site address freight.enablemidstream.com. A user name and password is required to access the system for internal clients (coding purposes). To obtain a user name and password, go to freight.enablemidstream.com to and click the icon Registered Users: Login. Underneath the button you will see a link which reads If you do not have a user name and password, you can request one by completing the form located here.

10 Logging in Enter your name, employee identification, company number, plant Code, charge code, address and contact information. A user name and password will be sent to you via with 24 hours. Use the initial user name and password to log into the system. Click My Profile to customize the password.

11 System Parcel Shipments With a user name and password, you will be able to log in directly to the address verification screen. The user can enter origin and destination address information. Clicking the submit button at the bottom of the page will take you to the material verification screen where you will enter the shipment weight. Using the information you have provided the system will verify the proper mode of transportation.

12 System Parcel Shipments On the mode verification page the system will show the recommended mode and service for your shipment. When shipping a parcel shipment (0-125 lbs), please use UPS s lowest cost option unless there is a need for expedited delivery. If so, you may choose the desired service level (Next Day, Second Day, etc.). Transit times and costs associated with each service level will be provided to assist you in making the optimal choice. Should you require expedited service for your shipment; the system will ask you to confirm the reason for expediting freight before continuing.

13 System Parcel Shipments At the bottom of the mode verification page, you will notice a field for a purchase order or cost reference. The default cost reference you provided when setting up your user name will automatically populate during the scheduling process, however, you may override if you wish to charge an alternate cost center. For intra company moves where the recipient is responsible for the charges, the system allows the user to make the coding adjustment.

14 System Parcel Shipments After confirming the mode you are now ready to tender the shipment. At this point you will enter shipment info such as packaging type, weight, and dimensions and then select any additional services desired. Finally, check the box at the bottom of the page indicating you are ready to ship and press submit.

15 System Parcel Shipments A pre-populated UPS tracking number will be assigned to shipment and the scheduled pickup date and delivery date will be visible. Click on the.pdf icon to print your shipping label. You may directly affix this to your parcel and tender it to your parcel carrier. If you have any questions with the freight.enablemidstream.com system or need assistance in ordering UPS supplies or scheduling a daily UPS pickup, please contact Ardmore Logistics at or immediate assistance.

16 System Parcel Shipments

17 Freight.Enablemidstream.com System Motor Freight Shipments Shipments above the weight range for parcel shipping but less than truckload quantities will typically be shipped motor freight. The process of address verification and material verification are similar to that of a parcel shipment. Once the system identifies motor freight as the appropriate mode of shipping you will have the opportunity to either confirm the selected mode or select that it requires special handling. Shipments requiring special handling will be managed direct by Ardmore Logistics.

18 System Motor Freight Shipments Your default cost center will automatically populate during the scheduling process, however, you may override if you wish to charge an alternate Purchase Order number. On the shipment tendering screen, you will supply the shipment and packaging information which will help create the bill of lading. Once you have completed entering this information, and if you are ready to tender the shipment to a carrier, press submit and the pickup request will be electronically sent to the carrier.

19 System Motor Freight Shipments After the shipment is submitted the carrier name and information indicating the shipment has been tendered to the carrier will appear. To print your bill of lading, click on the PDF icon.

20 1. What added services will Ardmore Logistics provide to Enable Midstream? Answer: Ardmore Logistics is a full service logistics provider managing freight movements for Enable Midstream. The freight.enablemidstreamfreight.com site supports all parcel and motor freight shipments while the Ardmore Operations staff handles all expedite, truckload and international shipments. Ardmore is a single resource to support all freight and shipping functions. 2. Is there a specific person at Ardmore that I should talk to? Answer: Jason Gus (jgus@ardmorelogistics.com) serves as the Enable Midstream Account Manager. All Ardmore associates are available to assist with any shipping need at Can I reach someone 24 hours a day and seven days a week? Answer: Yes. In addition to coverage during normal business hours, Ardmore maintains coverage around the clock at Can Ardmore Logistics manage job site deliveries and heavy haul shipments for Enable Midstream? Answer: Yes. 5. How do I register for the freight.enablemidstream.com site? Answer: Click Enable Midstream Users: Login at the top of the screen. A message will appear which reads If you do not have a user name and password, you can request one by completing the form located here. Please click this link and populate the required fields. You will then be ed a User Identification and Password. 6. How do I change the password that is sent? Answer: Log into the system with the initial password, click My Profile and enter a new password. 7. What if I forget my password? Answer: Click the Enable Midstream Employees: Login icon. A link will appear in the middle of the page which reads Click Here to retrieve forgotten User ID or Password. 8. What type of training is available for the freight.enablemidstream.com website? Answer: Click the icon labeled Training/Usage Video on the top of the route guide to access a comprehensive instructional video that provides a narrated step by step process for system training. A user can also download a PDF training guide from this screen.

21 9. How does the Freight Program impact UPS and FedEx Shipments? Answer: All parcel shipments are routed through the freight.enablemidstream.com site. 10. What are the primary functions of the route guide? Answer: The online route guide will be able to quickly identify the appropriate carrier for their shipment, generate bills of lading, receive pre-assigned pro numbers, and request pickups for all parcel and motor freight shipments to directed to Enable Midstream. An additional benefit is the visibility of inbound freight for the Enable Midstream locations as well as PO look ups and associated freight charges. 11. What information will be required when I access freight.enablemidstream.com? Answer: The Enable Midstream Purchase Order, the ability to confirm the origin and destination points and the size and weight of the shipment. The ship date, ready time, and packaging information will be helpful to complete and print the Bill of Lading. 12. What information do I need to supply to Ardmore Logistics when arranging a truckload shipment? Answer: Origin and destination locations, shipping characteristics of freight, special handling requirements, cost object and requested delivery date. 13. What is the process for handling a damaged shipment? Answer: Collect freight terms indicate responsibility falls upon Enable Midstream once the shipment leaves the vendor dock. If material is damaged upon arrival, mark the bill of lading with detailed description of the damage, take pictures and contact Ardmore Logistics at Are there any geographic limitations for the Ardmore services (including international)? Answer: No. 16. Can Ardmore be used for something purchased through a P-Card? Answer: Yes, if you use the P-card scenario put the required information on the concur expense report to help track and identify this expense to Enable Midstream and Ardmore Logistics.