STANDARD WORK INSTRUCTION Title PRTD Spot Bid Review
STANDARD WORK INSTRUCTION Title: PRTD Spot Bid Review Process: Shipment Management Doc#: DCEMR-SWI-EX-001 Rev#: 6. 0 01/15/18 Date: Work Instruction Steps S E Q 1 a 2 a Major Step (What) Reason (Why) PRTD Coverage- PRTD queries are only to be monitored Monday-Friday 7 am-7 pm CST and on Saturday coverage. If an approved expedite notification is received during afterhours, the shipment may be processed normally and put out to bid. If it is not awarded, the shipment will not be followed up with until PRTD coverage hours. 1 Navigating the Menu Links to Buy Shipment a) Navigate: Shipments > Buy Shipments 2 Pull Spot Bid Query a) To the left, picture 2 a shows a list of the queries that are associated to PRTD. Monitor all To review shipments that open or had gone to broadcast or spot bid, review the shipments in Spot following queries: Bid process • PROGRAM-SCO: SPOT BIDS FOR REVIEW b) Select this query in the saved query field and select Execute Query. * Note: Expedites and regular TL shipments going through Spot Bid process will show on this query. You can identify these by Transport Mode column on the Shipment screen. 3 Reviewing PROGRAM-SCO: SPOT BIDS FOR REVIEW query a) Once the query is pulled up, you will be able to review all shipments that have gone, or are still going through the spot bid or broadcast process. Identify the shipments that are in NO RESPONSE status under Secure Resources. Proceed to next step for instructions on how to review these shipments. *Note: Shipments in NO RESPONSE status indicate that the shipment has already gone through the Spot Bid/Broadcast tender and either received no bids, or the bids submitted are above the 50% threshold. 2 b 3 a Key Point (How) Buy Shipment Search Screen Identify shipments that need to be followed up with Spot Bid Tender (Regular TL): Truckload (TL) shipments that do not get accepted through the ordinary tender process will automatically go to Spot Bid. During Spot Bid, the shipment is sent out to a group of carriers to allow them to submit their lowest bid (cost) to cover the shipment. The Spot Bid will be open for 30 minutes. When the Spot Bid ends, the system will automatically award the shipment to the lowest bidder, as long as it falls no more than 50 percent of the last contracted rate. Spot Bid Tender (GRND EXPD): Approved expedites shipments should be manually put out to Spot Bid tender for 30 minutes. During this process, the shipment is put out to bid to a group of expedite carriers to allow them to submit bids. When the Spot Bid ends, the system will automatically award the shipment to the lowest bidder, as long as it falls no more than 50 percent of the last contracted rate. *Note: Current operations only support Spot Bid functions for USA domestic shipments. TL Intra-Mexico shipments automatically go to Spot Bid if not accepted by preferred carriers. For these shipments, the load planner must communicate with the business unit and insert user on how to proceed, as there is no bid process available to Mexican Carriers. Safety Prepared By: Freddy Ibarra Quality Reviewed By: Melinda Jedziniak Cost Approved By: Elric Wanner Delivery Date: 04/06/15 Morale * This printed document is an uncontrolled document, unless in a controlled location * Page 1
STANDARD WORK INSTRUCTION Title: PRTD Spot Bid Review Process: Shipment Management Doc#: DCEMR-SWI-EX-001 Rev#: 6. 0 01/15/18 Date: Work Instruction Steps 4 c 4 b SE Q Major Step (What) 4 Reviewing Online Booking and Tendering a) Access the Online Booking and Tendering Screen by right-clicking on the Shipment ID b) Smart links will appear. Click on the Online Booking/Tendering option c) Once on the Online Booking/Tendering Finder screen, proceed by clicking search at the bottom of the screen d) On the Online Booking/Tendering screen, you will be able to review the tender history of the shipment. To proceed to review the Spot Bid, look at the Tender Type column and proceed to identify the most recent Spot Bid (would be the one furthest to the bottom). Once identified, click on the corresponding ID hyperlink. e) Once in the Online Booking/Tendering Spot Bid screen, you will be able to review the bids submitted by carriers. Identify the lowest bidder and proceed to next step. To identify bids 5 Requesting BU approval for bid. a) After identifying the lowest bid, follow the Standard Email Response under the Premium Tender Desk section to follow up with Business Unit. If no bids were submitted, proceed with the appropriate standard response. b) Add remarks to the shipment, providing details that the bids are being reviewed and have escalated to the Business Unit. To communicate bids to business unit for approval 6 Awarding Bid a) Once bid approval is received, proceed to award shipment by following the Award Bid SWI. To book shipment with carrier 4 d 4 e Key Point (How) Reason (Why) DCEMR-SWI-EX-019 Award_Bid (PRTD). pptx Additional notes on Next Slide. Please Read. Safety Prepared By: Freddy Ibarra Quality Reviewed By: Melinda Jedziniak Cost Approved By: Elric Wanner Delivery Date: 04/06/15 Morale * This printed document is an uncontrolled document, unless in a controlled location * Page 2
STANDARD WORK INSTRUCTION Title: PRTD Spot Bid Review Process: Shipment Management Doc#: DCEMR-SWI-EX-001 Rev#: 6. 0 01/15/18 Date: Work Instruction Steps ADDITIONAL NOTES Tender Response Open Signifies that the shipment has a “spot bid tender” currently active. No further action needed unless there is a bid OR the start time is within 4 hrs. If the carrier who bid is not automatically awarded the shipment, it means the bid is above threshold. OR if there is no bid and the start time is within 4 hrs, email the Business Unit Escalation contact copying in the Insert User and XPO DL to advise of this rate amount and wait for approval before awarding it to that carrier. OR to wait for further instructions if there is no bid. No Resources Tender has not been accepted and needs to go through broadcast tender. This should automatically be done by OTM. If it isn’t, LP must manually broadcast the tender and open a JIRA ticket to investigate why this didn’t automatically happen. Declined The tender has been declined by the carrier and shipment should automatically go through broadcast tender. Refresh screen. If still in declined status, LP is to change service provider to next listed carrier taking into consideration the allocations set up on the lane. Open a JIRA ticket to investigate why this didn’t automatically happen. Max Retenders Tender has timed out after OTM had retransmitted the tender to the carrier. Shipment should automatically be spot bid. If it isn’t, LP must manually spot bid the tender and open a JIRA ticket to investigate why this didn’t automatically happen. No Response Shipment went through broadcast/spot bid tender, but carriers did not submit a bid. There are instances where carries submit a bid yet the shipment is not awarded to any carrier. This is because the bid the carrier(s) submitted falls too high above threshold. Emerson currently holds the threshold (price allowance) to be no more than 50 percent above the original contracted price. If a carrier submits a bid within 50 percent or less, the shipment will be awarded to them automatically. **** Be sure not to provide the specific threshold information to carriers. Safety Prepared By: Freddy Ibarra Quality Reviewed By: Melinda Jedziniak Cost Approved By: Elric Wanner Delivery Date: 04/06/15 Morale * This printed document is an uncontrolled document, unless in a controlled location * Page 3
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