Active Premier Transportation Management APT. Carrier User Guide

Transcription

1 Active Premier Transportation Management APT

2 Table of Contents Introduction... 2 Active On-Demand Contact Information... 2 Accessing APT... 2 Receiving and Responding to Request for Quotes... 5 Shipment Award Notification... 6 Accepting/Declining a Shipment... 7 Shipment Status Communication... 8 Carrier Payment Processing Carrier Performance Evaluation Search Shipment History Bid History User ID Administrator Document Change Log This document contains confidential information provided for the sole purpose of permitting carriers to participate and learn Active On-Demand s system. In consideration of receipt of this document, the recipient agrees to maintain such information privileged and confidential. No information contained within this document will be conveyed in any manner (written, electronically or verbally) to any person outside the group not directly responsible for evaluation of its contents for the stated purpose, except that there is no obligation to maintain the confidentiality of any information which was known to the recipient prior to receipt of such information or which becomes publicly known through no fault of the carrier, or is received without obligation of confidentiality. Upon written request, the recipient will return this document and all copies to Active On-Demand. Effective: July 29, 2012 Revision 010 Page 1

3 Introduction Active On-Demand is a service offering designed to manage all modes of on-demand transportation (airfreight, ground expedite, air charter, and truckload) for our customers. Active On-Demand s operating philosophy is to provide a well executed multi-mode bidding system that will empower market forces to drive to the right balance between pricing and resource availability as each ascends and descends in importance over time. The value we will provide our customers is quality service and resource availability at reasonable prices through positive carrier relationships. We will accomplish this through working with a core group of quality premium transportation providers and establishing a level playing field for them to participate in. Active On-Demand will manage our customer s on-demand freight needs by acting as the single point of contact for all unplanned transportation requirements. Our commitment to our customers is to quickly provide on-demand transportation options across multiple modes and execute flawlessly! Active On- Demand has identified a core carrier base and will work through them to fulfill our customers on-demand transportation requirements. Active On-Demand secures on-demand transportation services through a realtime bid/quote system. Request for quotes are sent to the core carrier group via or posted on the Active On-Demand website. This document will review how the bid/quote process will work as well as describe how Active On-Demand and our core carriers will communicate shipment status via updates in APT or . Active On-Demand Contact Information Operations Center Phone: Fax: ptm@activeaero.com Accessing APT To access APT go to and click on the Log In link, then select the APT link from the list of system options. Or enter in your browser address field. Effective: July 29, 2012 Revision 010 Page 2

4 This will bring up the APT login screen. Enter your Username and Password then click on the Login button. If you do not have a username and password and are interested in utilizing APT to respond to RFQ s and update shipments, contact Active On-Demand at (888) User Profile You will be required to change your password when you logon for the first time and once every 90 days via the link that is sent to you from Active On-Demand. You can update your password and information from the My Profile link along the menu items at the left side of the screen. Enter your new password and select the Update button. There are multiple tabs within My Profile. The time zone drop down list in the System Preferences tab. It allows you to select the time zone you reside in as your profile. The Display Profile Time setting determines how times are displayed on your screen when you are viewing shipment information. If you would like to view all times in your profile time, select Yes. To view all times in local time, based on shipper and consignee locations, select No. The Application Settings tab allows you to select a sound that will play when new shipments are available for quoting and awarded to you. The User Roles, Company Associations, and Account Status tabs are only visible if you have the Administrator Rights for your company. To return to the Status Board from your profile, select the APT link at the top of the screen. Be sure to click Update on each tab if any changes were made. Effective: July 29, 2012 Revision 010 Page 3

5 My Messages The My Messages link will open and display messages sent to all carriers from Active On-Demand. If there are new messages that have not been opened the My Messages text font will be bold with a number next to the link indicating the number of new messages. To view messages click on the My Messages link. Once you have read the message click the Acknowledge button to remove the message from the list of new messages. To view old messages click on the History button. To leave My Messages and return to the Status Board click the APT link at the top of the screen or the Status Board Link on the left menu. Customize Your APT Screen View Selecting the Customize link from the left menu will display options to change the font size, font family, and background color of your APT screen. First select the desired font size, font family, and background color, then click the See Changes on Big Window to show the view the selected settings on your APT screen. To save the selected settings click the Save in My Profile button, or click the Restore System Defaults to go back to the original settings. Effective: July 29, 2012 Revision 010 Page 4

6 Receiving and Responding to Request for Quotes Once Active On-Demand receives a request for premium transportation, we will determine the possible mode(s) and request bids from carriers across/within mode(s). The request for a quote will be initiated by the Active On-Demand Coordinator and will appear on the carrier status board and/or notify the carrier via . APT Status Board The Status Board Page has various tabs along the top of the screen that displays all tasks that are due and/or overdue, shipments in the bidding process, shipments your company has declined, shipments that you are currently running, and shipments recently awarded to your company. To respond to new shipments via the New/Open RFQs Page, click on the blue shipment number to expand the bid request and display the shipment information in order to provide a quote or decline to bid. Enter your quote by completing the Quote Amount, unit type, ETA at Pickup, ETA at Consignee, Team Trip, Dispatcher Name, and Notes. **The equipment type you select must be what is used on the run. Note: Quotes where the calculated speed (distance / quoted hours) exceeds 60 mph will be rejected. An error message will be displayed and new times will be required to resubmit the quote. Once the quote information has been entered, click on the Add Quote button in order to send your quote to Active On-Demand. If you do not have equipment to move the shipment, select Add Decline. The declined shipment will move to the declined page of the status board. In the event a truck becomes available, you can bid on the shipment from that page. After the quote is added, the load will turn black on your status board so you know you have bid on the load. If you click on the blue shipment number to expand the load, your bid will be moved down to the Past Activity section. This is where you will retract a bid in the event the equipment is no longer available before it is awarded to you. Click on the Retract Bid link. The Retract Bid link will change to Un-retract Bid. If selected in error, click on the Un- Retract Bid button to restore the quote. Effective: July 29, 2012 Revision 010 Page 5

7 RFQ Response To respond to an Active On-Demand request for quote from , click on the link in the . This will display shipment information needed in order to provide a quote. Enter your quote by completing the following fields: Quote: Amount: All quotes must include all known accessorial charges fuel, border crossing, special permits, etc. Note: Quotes where the calculated speed (distance / quoted hours) exceeds 60 mph will be rejected. An error message will be displayed and new times will be required to resubmit the quote. ETA To Shipper: The time your vehicle will be at the shipper to pick up the cargo. ETA To Consignee: The time you will arrive at the final consignee based on ETA to Shipper and transit time. You may submit a bid that does not meet the need time at the consignee. Team Trip: Click yes or no to indicate if team service will be provided. Dispatcher Name: Name of person who submitted the quote. Unit Type: select the unit type you are quoting for this trip. Note: Add any additional information regarding your quote. Carriers may also elect to decline to bid by clicking on the Decline button. If electing to decline to bid you must select one of the Decline Reasons from the drop down box. Once the quote information has been entered click on the Bid button in order to send your quote to Active On-Demand. Shipment Award Notification When you are awarded a shipment, notification will be communicated on the APT Awarded page, Tasks page, and/or sent via . In APT, awarded shipments are displayed on the Awarded tab. The Status column will show Confirm Award. The Tasks tab will show Confirm Award in the Task column. If a shipment that you have submitted a quote on is awarded to another provider or is cancelled, the shipment will disappear from the status board and an is sent as notification. Effective: July 29, 2012 Revision 010 Page 6

8 If receiving notifications via , click on the link within the to respond. Accepting/Declining a Shipment To accept a shipment in APT, click on Confirm Award on the Tasks or Awards tabs. This will prompt you to enter your unit and pro number. It will also change the status to running. To accept a shipment via , click on the Confirm Award button at the bottom of the page that opens from the links. *** To decline an awarded shipment, you must call Active On-Demand *** Once you have confirmed the award and entered your Unit and Pro number you can click on the Cargo page to view details on the shipper, consignee, and shipment containers/weight/dims. The Cargo page will also restate the information submitted on your accepted quote. Effective: July 29, 2012 Revision 010 Page 7

9 Shipment Status Communication During the lifecycle of the shipment the carrier will be required to provide, at minimum, the following information as to the status of the shipment: Ground Expedite Milestones Pick Up In Transit (min every 4 hrs) Delivery Arrival at Shipper Position and Position Date/Time Arrival at Border (As required) Bill of Lading/Packing Slip No. Miles to Consignee Cleared Border (As required) Number of Pieces Updated ETA to Consignee Arrival at Consignee Total Weight Departure from Shipper ETA to Border (As required) Updated ETA to Consignee POD (Name of signer for the shipment) POD Time Air Freight / Air Charter Milestones Pick Up In Transit Delivery Arrival at Shipper ETD from Origin Airport Cargo Arrival at Consignee Bill of Lading/Packing Slip No. Aircraft Depart from Origin Airport POD (Name of signer for the shipment) Number of Pieces ETA to Destination Airport POD Time Total Weight Aircraft Arrival at Dest. Airport Departure from Shipper ETA Out for Delivery Cargo Out for Delivery Status updates will display on the Tasks page. You will get a 15-minute warning that an arrival update is required. You will have 15 minutes after the update is required to complete the task. You can also update the shipment via the Running Page in APT (directions below). Shipment status updates may be requested by Active On-Demand via phone or if not provided by carrier in a timely manner. If the updates are not completed timely, you will receive penalties (discussed in the Evaluation section of the manual). Status Updates via the Running Page Open the load that is going to be updated. Click Times from the top of the screen. This will open the shipment milestones. Click Open to expand the field. Input the data as the item is completed. For example, when you are awarded the shipment, input your carrier pro and unit number; when the driver arrives at the shipper, complete the Arrived at Origin fields, etc. Please note: If there are multiple legs (i.e. border crossings) there will be multiple milestones to update. Example: Leg1 one from the shipper to the border, Leg 2 from the border to the delivery, and Leg 3 for the POD. Effective: July 29, 2012 Revision 010 Page 8

10 Filtering the Shipments The status board can be filtered by shipment status allowing Dispatch users to display Awarded and Running shipments and Accounting/Billing users to display shipments in billing statuses. To set your filter click the Edit My Filter link at the top middle of the screen. Select the shipments statuses you wish to see on the Shipments Page and click the Update My Filter button. Click on Status Board from the left menu to return to the main page. Will display Awarded and Running Tracking Updates Active On-Demand requires updates at a minimum of every 4 hours on ground expedites. Click on the Tracking link, then Add to enter a tracking update. Enter the information requested and click Add Tracking Record. **Please note** APT will calculate an ETA based on miles entered at 50 MPH. The later of the entered ETA or the calculated ETA will populate in the ETA field. A clock will appear next to the load on the shipments board to indicate that an update is required. The task will also show on the Tasks page giving you 15 minutes to complete the update. We also give you the ability to snooze tracking updates. A good example would be a driver picking up in Detroit, MI on a Friday and delivering a shipment to Toledo, OH on Monday morning. We would require 4 hour updates over the weekend. You can snooze the tracking updates at the location the driver will be for the weekend and provide a time of when you plan on the driver moving on Monday morning to make the delivery. will appear next to a snoozed shipment. You will be required to provide an update at the time you say the driver will be back up and running. Effective: July 29, 2012 Revision 010 Page 9

11 Shipment Notes The Notes screen provides the history of all notes entered on the shipment by PTM coordinators and carriers. To add a note, enter your text in the Note field and click on the save button. Active On-Demand Coordinators will receive an alert on their screens when the note is saved. A note from AOD will be displayed on your Tasks page to alert you that a new note has been entered. Carrier Payment Processing Once shipments have been delivered, Active On-Demand will audit the shipment and update the shipment to Settlement status (the status will change to Settlement on the Running Page). Carriers can then review and accept or dispute shipment charges within 72 hours. To review shipment charges, click on the ID number to open the shipment. Once opened, click on the Charges link at the top of the screen. Adding/Disputing Shipment Charges To add accessorial charges, click on [Add/View Charges]. Select the milestone the charge applies to, charge type, enter amount according to your contract (positive or negative), and a short comment. Then click Add Charge. After all the charges have been modified, the Accept button will be greyed out and the Confirm Modified Charges button will illuminate. Click Confirm Modified Charges. This will move the load to disputed status for review by Active On-Demand. Effective: July 29, 2012 Revision 010 Page 10

12 Accepting Shipment Charges To accept the shipment charges as quoted, go to the Charges tab as described above, select Accept. The system will auto accept your quoted dollar amount if you do not add any additional monies within 72 hours. Invoicing The charge that is validated on the Charges tab will be your electronic invoice. The Settlements tab will list all the shipments that will require a hard copy POD/BOL. The Charge Settlement column lets you know if you still need to validate the charge. Once you upload the POD/BOL, it will trigger payment. Clicking on the shipment number will take you to the Charges tab on that shipment. **IMPORTANT** If you wish to have a number other than the pro number displayed on the check, you MUST override the number displayed and click Update. Select POD BOL as the document type, browse for the appropriate file, and click Upload Document. Once you upload the document, it will be displayed in the Shipment Documents area and it will trigger payables to process payment. Effective: July 29, 2012 Revision 010 Page 11

13 Carrier Performance Evaluation All Carriers will be evaluated based on their on-time, communication, and updating performance for each leg of the shipment. On-time performance will be measured on when the carrier indicated they would arrive at the point of pickup or delivery (ETA/Need Time) vs. when they actually arrived. Communication will be evaluated based on how proactive the carrier was in communicating the status of the shipment throughout the lifecycle of the shipment. An evaluation will occur after each shipment leg has been completed and a score will be assigned to that carrier for each shipment based on the criteria mentioned above. The overall evaluation score is an average of all loads for a rolling 90 day period. Reviewing Performance Evaluation Scores To view the evaluation on a shipment, click on the Evals tab once in the shipment. The following depicts the scoring criteria: On-Time - 70 points possible: On-Time Pickup 7 pts Acceptable = 7 points Not Acceptable = 0 points On-Time Delivery 63 pts Acceptable = 63 points Not Acceptable = 0 points Communication - 20 points possible: You will earn 10 points at the pickup side and 10 points on the delivery side if you keep us updated of deviations. Updates 10 points possible You are required to update the shipment in a timely manner. We provide you with notification that updates are due on your Tasks page. If the Arrive at Origin, Arrive at Destination and tracking updates are not completed timely, you will be autodinged one point per delayed update. Total points possible per shipment is 100 points. Effective: July 29, 2012 Revision 010 Page 12

14 Reviewing Performance Evaluation Scores Carriers are required to review all shipment evaluation scores that are less than 100 points. To view evaluated shipment records click on the Eval Dispute report along the left hand side. The Carrier Evaluation search page will display. Select the date range and click Search. It is recommended to pull the last 90 days since that is the data your score is based on. All shipment records that have been evaluated will pull up. If the score is less than 100, you have the ability to dispute the score. Input the reasoning behind the dispute and click Update. This will trigger PTM to review your response. When PTM reviews it, the PTM Accepted? column will be a Yes or No. Yes means PTM accepts your response and the points have been added back. No means that PTM deems the points should remain deducted. If that column is blank, PTM has not reviewed your response yet. Search Shipment History The Search link allows you to search for open and completed shipments. To search for a shipment with the PTM shipment No., type the PTM No. in the Shipment Lookup box along the left hand side of the screen. Tab out of the field. The shipment will pull up. The Search page allows users a more detailed search since individual fields can be selected. To complete a search, enter your search criteria in the fields provided. Then select Search. Search results will be displayed in a new window. You can click on the Shipment numbers in the search results window to view shipment details. Effective: July 29, 2012 Revision 010 Page 13

15 Bid History The Bidding Stats is found in the Reports link from the menu on the left. It will allow you to access a quick summary of shipment requests sent for a selected date range. To view bid history enter a date range and click Run Report to view the results. You can also view the details behind the numbers above, by running the Bidding Stats Detail report. Effective: July 29, 2012 Revision 010 Page 14

16 User ID Administrator One person per company will have User Administrator privileges to add and/or remove users as needed. Only admin users will have the below abilities. Adding Users: 1) Click on Users along the top of the screen 2) To add a user, click 3) Enter in the information required in red. UserName should be the first initial last name (ex: Joe Smith would be jsmith). Must have a valid address. 4) Click Add 5) The User ID has been created, but not complete. 6) Click User Roles Bidding Admin controls the regional (state/country) filters and hazmat filter. Bidding User allows a user to bid on a shipment User Administrator maintains the users for the company 7) Select appropriate User Roles (most likely Bidding User for new dispatchers). 8) Click Update Effective: July 29, 2012 Revision 010 Page 15

17 9) Click System Preferences Time Zone is required: You can change this to show the time zone of your company. Display Profile Time: a. If Yes is selected, all time zones will show the time you selected in the time zone field. It does not matter if the shipment is picking up in CA and delivering to MI, the time zones will show the selected time zone. b. If No is selected, the time zones will be displayed local to the shipper and consignee. If the shipment is picking up in CA and delivering in MI. The shipper will display in Pacific and the consignee will show Eastern. Default System of Measurement: your preference Display Profile Units of Measure: Should flag as Yes. Starting Application: select Provider Status Board Refresh Rate: I suggest you leave this at 1 minute. The quicker the system goes out to get new loads, the quicker you get to bid on them. 10) Click Update 11) Click Application Settings RFQ sound File: Is the sound the application will make for each new load offer. Awarded Sound File: Is the sound the application will make for each new award. Communication: If you want the that is attached to this User to receive s for RFQ (new load offers), Awards (award notifications), Tracking (4 hour tracking update reminders), Charge Validation (reminder to validate your charges within 72 hours of delivery) select as you see fit. 12) Click Update 13) Click Company Associations You can only select enter your company name. 14) Tab out of the field (your full company name on file should populate) 15) Select Add 16) Click Account Status 17) Click Reset Password (this will send an to the user to set their password) 18) Click OK on the popup confirmation. Effective: July 29, 2012 Revision 010 Page 16

18 Removing Users: The User Admin tab will list all the employees that have a User ID. 1) Click on the User Name you want to remove. This will take you to their profile. 2) Go to the Account Status tab 3) Select Disabled 4) Click Update 5) Go to the Company Associations Tab 6) Click Delete to remove the person from your company contact list. **NOTE** If the person is still working for your company, you do not have to delete the company from the User Profile. If you leave the company, they will still be a contact. They will no longer have access to the website. Resetting Users: 1. Enter the User ID in the User Lookup field. 2. Go to the Account Status Tab. 3. Click the blue Reset Password link. This will send the reset to the user so they can create a new password. On-line training is available once your application has been approved and user ID s have been issued. Effective: July 29, 2012 Revision 010 Page 17

19 Document Change Log Revision Effective Date Updated By Changes Made Draft S. Harding Working Draft 00 4/5/2007 K. O Brien Initial Release 01 4/18/2007 S.Harding Updated Adding/Disputing Shipment Charges directions. 02 7/19/2007 K. O Brien Updated status board split into RFQ Page and Shipments Page with filtering capability on Shipments Page. Updated Carrier Payment Processing. 03 8/2/07 S.Harding Updated the website address. Added the 72 hour requirement for validating charges. Updated the eval directions. 04 9/11/07 S.Harding Updated with changes for 1.4 Launch. 05 9/28/07 S. Harding Updated with changes for 1.5 Launch. 06 6/5/08 S. Harding Removed reference to SmartMSG 07 1/26/09 S. Harding Updated with changes for APT Release 1.12 enhancements. 08 3/26/10 S. Harding Updated with changes for APT Release 3.4 enhancements. 09 3/20/11 S. Harding Updated with changes for APT Release 4.0 enhancements and updated the search page functions. 10 7/29/12 S. Harding Updated with changes for APT Release 6.0 enhancements /12/12 S. Harding Added User Admin directions 12 2/28/13 S. Harding Updated changes for APT Release enhancements. Effective: July 29, 2012 Revision 010 Page 18