Welcome to the Doobert Transport Coordinator Training

Transcription

1 Welcome to the Doobert Transport Coordinator Training

2 Before we get started Please feel free to ask questions we learn together. There s a lot of information and it may seem overwhelming. But we re here to support you. We re all volunteers united by a passion for animals. Share, network, and market to get more volunteers, monitors & coordinators involved. We always need more!

3 Tonight s Agenda Transporting 101 Legal Requirements Planning your transport route Doobert Software FYI: We will make the slides available to all of you after the meeting. We will add you to the Doobert Sandbox so you can play and setup your own transports while you get comfortable with the process. You can always ask questions by ing us at tc@doobert.com - we re here to support YOU in helping support the organizations.

4 Next Steps We will provide you access to the Doobert Sandbox so you can practice. When you re done with this training and ready to be set up, us at or via the contact form at

5 Transporting 101

6 Types of transports Shelter Medical Rescue Adopter

7 Right Way Wrong Way

8 The Responsible Way - The 5 W s Knowing who you are transporting for Knowing why you are transporting Knowing where you are transporting Knowing when you can transport Knowing what you are transporting

9 Legal requirements

10 Transporting has legal requirements Import/Export is governed by the USDA along with each State having their own laws da.gov/aphis/ourfocu s/importexport PAID TRANSPORT company with good rules to follow

11 Transporting has legal requirements USDA Form 7001 Dates are the key!!!!

12 Transporting has legal requirements Example of State Requirement for Import

13 Who are the people involved in a transport? 1. Transport Coordinator Plan, staff and execute a transport from start to finish. Works with the rescue or shelter group on the animals that need to be transported to ensure they have the appropriate paperwork and that there are recent photos and information on weight and health. Create/send a transport request to volunteers to sign up to cover the route. 2. Volunteers Volunteers include drivers and pilots who participate in a transport and take a leg of the transport moving the animals along in a relay race style from one location to the next to get them to their final destination 3. Transport Monitor Track and facilitate a transport on the day(s) of it's execution. Work closely with the TC to check in with the volunteers, report on progress and any delays, and update the volunteers further in the transport regarding progress and any changes. First point of contact for the volunteers on a transport. When a TM is not available, the TC also monitors, tracks, and reports on the progress of a transport communicating with the volunteers and source/destination groups.

14 What s required to be a transport coordinator? 1. People Skills Ability to talk with people from all sorts of backgrounds, experiences and lifestyles. Understand people s motivation, concerns and needs. 2. Organization Skills You are managing volunteers who each drive a portion of a pre-determined route How do you keep track of paperwork, phone numbers, animals, instructions, etc. 3. Flexibility Things change. Passengers change. Times change. Traffic happens. Construction happens. Weather delays happen. Situations arise that you cannot expect and the volunteers are looking to YOU as the TC to solve the problem.

15 Basic steps in a transport 1. Working with the sending or receiving shelter or rescue looking to initiate a transport. 2. Determining which animal(s), go where, on what day. 3. Plotting the transport and breaking it into legs that volunteers can sign-up for. 4. Posting the transport so it notifies the volunteers. 5. Managing sign-up, questions, changes in routing, etc. 6. Communicating with volunteers to keep them informed while the route fills. 7. Confirming the transport is filled and is ready to execute. 8. Monitoring the transport on the day of, ensuring hand-offs happen and clear communication occurs between the volunteers and sending/receiving organizations. 9. Helping aggregate the pictures to share with the volunteers. 10. Getting ready for the next one.

16 Planning your transport route

17 Your Route and other Important Factors Plan on time in between each leg for watering, pottying, etc. 1 to 1 ½ hours is a normal leg Choose bigger dots on the map Overnights

18 Jackson, MS to Atlanta, GA Choose the BEST Route

19 Jackson, MS to Atlanta, GA Build your Legs

20 Jackson, MS to Atlanta, GA

21 Jackson, MS to Atlanta, GA Times & Miles Round Time up in 5 minute increments 1 h 27 min = 1 h 30 min Round miles up in 1 mile increment 67.3 miles = 68 miles

22 Jackson, MS to Atlanta, GA Building the Run Sheet a. From City, ST to To City, ST b. Time i. Don t forget timezones ii. Don t forget breaks for transfers Leg 1: Jackson, MS to Meridian, MS 8:00 AM CST-9:30 AM CST 93 miles 1 h 30 min Leg 2: Meridian, MS to Tuscaloosa, AL 9:40 AM CST-11:10 AM CST 95 miles 1 h 30 min Leg 3: Tuscaloosa, AL to Birmingham, AL 11:20 AM CST-12:15 PM CST 59 miles 55 min Leg 4: Birmingham, AL to Oxford, AL 12:25 PM CST-1:25 PM CST 62 miles 1 h Leg 5: Oxford, AL to Villa Rica, GA 1:35 PM CST-3:30 PM EST 57 miles 55 min Leg 6: Villa Rica, GA to Atlanta, GA 3:40 PM EST-4:25 PM EST 34 miles 45 min

23 Let s recap!

24 Step-by-Step 1. Working with the sending or receiving shelter or rescue looking to initiate a transport. Follow the law: Transporting within a state or across state line has state and federal regulations; mainly the animals must be examined by a vet within 30 days prior to their transport and receive a Certificate of Veterinary Inspection (CVI) commonly called a Health Certificate (HC). This certifies by a vet that the animal is in healthy enough condition to travel and does not have any visible diseases. Plan ahead: There is no guarantee that a transport will fill so make sure the animal has a safe location while they await transport. Best practice is to allow two weeks from pulling from the shelter to transport. Temporary foster home needs to be located for the animal while awaiting transport. Have a plan: Is this a ground or aviation transport? What is the weather forecast looking like? How many animals are travelling? Are there special circumstances involved with these animals (i.e. not good with other dogs, no paws on the ground)

25 Step-by-Step Determining which animal(s), go where, on what day. Are all of the animals going to the same final location or are there multiple stops along the way? Many transports have splitting off points. How many volunteers are needed for each leg of the journey? Will an overnight location be needed? How will you find a suitable overnight? Where are the best hand-off locations along the route? Plotting the transport and breaking it into legs that volunteers can sign-up for. Use Google maps to arrive at ~60-90 mile legs. Plan mins handoff time between volunteers. Find suitable handoff locations or ask the volunteers to propose them. Did you check for construction or closures? Will they run into traffic at that time on that leg?

26 Step-by-Step Posting the transport so it notifies the volunteers. Doobert does this automatically for you once you publish the transport. Many other groups manually post legs to Yahoo groups and Facebook groups and manually manage the sign-up. Managing sign-up, questions, changes in routing, etc. Doobert manages sign-up for the legs automatically for you. Many other groups manage this manually. Your in the system (and phone number) are given to the volunteers so be prepared for questions about the animals, the route, the times, etc. Be prepared to make changes based upon volunteer suggestions. Longer legs, shorter legs, different routing.

27 Step-by-Step Communicating with volunteers to keep them informed while the route fills. Doobert manages the sign-ups for you automatically. People do not check back daily to see how the route is filling. Good idea to engage them in a FB chat or send an update or text on how things are going. Communicate any changes in passengers, routing, etc. Doobert will automatically notify them of changes you put in the system. Confirming the transport is filled and is ready to execute. Doobert manages the sending of the run sheet once you CONFIRM the transport in the system. This locks in the legs/volunteers and automatically sends them the contact information and meeting locations specified. Verify with your volunteers that all is good to go. People drop at the last minute due to unforeseen circumstances that come up.

28 Step-by-Step Monitoring the transport on the day of, ensuring hand-offs happen and clear communication occurs between the volunteers and sending/receiving organizations. Doobert supports this if you/volunteers mark leg as completed. Some TCs start text groups or FB chats to keep everyone informed. Keep people apprised on changes to the schedule. Helping aggregate the pictures to share with the volunteers. 10. Doobert manages this automatically. Many other groups do it manually. Getting ready for the next one. Reflect on the good/bad of this transport and get ready for the next one!

29 When you re ready, us at

30 Designed BY Animal Rescuers FOR Animal Rescuers Thank you for volunteering to help animals. Now that you understand Doobert, you can explain it to shelters, rescues, or other volunteers! The more people use it the more animals can be saved and find the right home! Got questions? Please use the Help / Support button or us support@doobert.com together we can save more animals