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Contract - Migration - 2014 - V 3.4
Contract - Migration - 2014 - V 3.4
Contract - Migration - 2014 - V 3.4
Instructor Names: Stephen Smith, Scott Ross, Russell Dhu and Claudio Daltin
Date: 20-22 May 2014
Agenda for day 1
Key objective: how to complete FWA Template (including functional knowledge and support material) and how to use the iShare site
Business Migration
Why: Moving from a Non-standard to Standard Format
How: Service Product Catalog, Forwarding Agreement
Functional Blocks
Rate
sheet
SLA
Logis
FWA Template
Service Product
Catalog
Business Migration
Functional Blocks
Standardized Components
Data Flow
Gathering Essential Data
Translation from Old to New
Forwarding
Forwarding Services are created
Agreement
Agreement as a Local Rate Table,
Link
Link to
to Local
Local
Global
Global Rate
Rate Rate
Rate populated with Global
Service
Service Product
Product Table
Table (GRT)
(GRT) Table
Table Rate Table values
Configuration
Configuration
Surcharges remain
Charge
Charge linked to the Global
Surcharges
Surcharges Rate Table, and are
Calculation
Calculation Sheet
Sheet
therefore subject to
change (if the Global
Rate Table changes,
Services
Services the value in the
Quotation will change)
Open-Ended Service Local Local Rate Table containing Global Rate Yes
Table values, updated by GSC with Template
values
Open-Ended Surcharge Global Linked to Global Rate Table Yes
Fixed Term Service Global Local Rate Table containing Global Rate No
Table values
Fixed Term Service Local Local Rate Table containing Global Rate No
Table values, updated by GSC with Template
values
Fixed Term Surcharge Global Linked to Global Rate Table Yes
Fixed Term Surcharge Local Link to Global Rate Table is broken (Fix No
Rates) creating a Local Rate Table
containing Global Rate Table values,
updated by GSC with Template values
DATA FLOW
NFE | March 2014 DHL | Page 15
Functional Pieces: Process for capturing essential data
The most efficient means for mapping legacy services to NFE Services will be the
mapping database currently being developed by PCM. This tool will allow you to filter by
ACE code or description to determine which Service ID and Service Description you’ll need
for your FWA.
Post-carriage by truck
Fuel surcharge
Post-carriage by barge
Freight rate + equipment
Origin THC
BAF
CAF
Suez surcharge
Aden surcharge
PSS
Doc Fees
ISPS
ENS/ICS
Import Customs Clearance
Pre-arrival Notification
If you cannot find the Services or Surcharges you need in the service catalog, additional
steps may be required.
List Extracted from Contract Examples in Green are those items that are easy to locate and map in
the Legacy to NFE Service Database.
Post-carriage by truck
Fuel surcharge Examples in Amber are items that can be found in the Service Catalog,
Post-carriage by barge but may require some interpretation, because naming is slightly different.
Focus on:
Freight rate + equipment
• What does the service need to accomplish
Origin THC • What does the charge cover
BAF • Stay focused on definitions, descriptions, and context.
If you’re unsure that the mapping relates to your source contract service,
CAF
check with the central NFE team via the iShare issue log
Suez surcharge
Aden surcharge Examples in red are items that can’t be found in the Service Catalog or
the Legacy to NFE Service Database, either because they have not
PSS
been mapped or there is not enough context to help make a definitive
Doc Fees determination.
ISPS Either PCM or the contract owner could be contacted for additional
information or confirmation.
ENS/ICS
As additional Services/Surcharges are found, the central NFE team
Import Customs Clearance should be notified via the iShare issue log so that the Database can be
Pre-arrival Notification
updated.
Depending on Incoterms,
it’s possible that one
office might complete Export FWO Import FWO
their FWA, but if the other created in origin country created in destination country
location fails to complete
Export FWA Import FWA Export FWA Import FWA
their corresponding FWA created at created at created at created at
we will not be able to origin destination origin destination
complete the shipment
EXW No Yes No Yes
and we will fail the
customer. FCA Maybe Yes No Yes
Functional Blocks
As each FWA Template can contain only one product and service
configuration, you might need to create multiple FWA Templates for one
customer which will then be created together as one Contract in system.
The Contract Description is therefore first used to differentiate each
FWA Template
You might also have situations where you need separate Contracts in
the system, for example: same product and service configuration but
different rates for finished goods versus raw materials. In this case the
Contract Description is also used to group the FWA Templates into
one contract and define the final Contract Description in the system
The field has a 40 character limit and should be initially formatted as:
1 2 3 4 5 6 7
AFRIATDEXWUS00001i01 ( AFR I ATD EXW US “name” i01 ….)
Example:
Example AFRIATDEXWUS Raw Materials i01 and LCLIPTDEXWUS Raw Materials
i02 will be grouped in one final Contract with description as Raw Materials
1) The Sold-To customer, Ebos Auckland, books all their own shipments and is also the
Bill-To Party
2) The Sold-To customer, Ebos Auckland, books all their own shipments, but we
handover imports and Bill-To Schenker
3) The Sold-To customer has other suppliers who book shipments and get billed using
the contract of the Sold-To customer.
4) The Sold-To customer has subsidiaries who book shipments using the contract of
the Sold-To, BUT they do not get billed…the Bill-To is (in this example) the Sold-To.
Warning! Origin and Destination Station codes are different depending on Product:
DGF Locations (5 part alpha-numeric designation, e.g AKL01) for Air and LCL Products or
Port LocCodes (5 part alpha designation, e.g NZAKL) for FCL Ocean Service Products.
Now that we’ve included our Movement Type and related details we can see how it will have a
direct impact on the Services that we select in our Service Product configuration.
Stage
Pre-carriage Main-leg On-carriage
Categories
Source / Source Destination Source Destination Source Destination
Destination location location location location location location
Locations NZ_AKL_PU_00001 AKL01 or NZAKL AKL01 or NZAKL SYD01 or AUSYD SYD01 or AUSYD AU_SYD_DEL_0002
DTD
Movement
Type DTW / DTP / DTA
(ORIGDEST product)
DTP / DTA
PTP / ATA
PTD / ATD
WTD / PTD / ATD
(ORIGDEST product)
The Service Configuration page is arranged, vertically, in stages to make the process of locating
and selecting the required Services and Surcharges easier. The grouping moves from Pre-Carriage, to
Main-Leg, and finishes with On-Carriage Services.
1) Service Configuration begins with selecting the appropriate Service Product based on customer
requirements.
2) After a Service Product is selected, available Service Elements will appear in bold color, while
those Service Elements that are NOT applicable will appear as grey.
3) When available Service Elements are expanded a similar pattern continues to illustrate which
Services/Surcharges can be selected: Services/Surcharges in bold black are available for selection
and those that are in grey are not.
4) To configure the necessary Services/Surcharges select the “X” from the drop down menu in the
adjacent cell to the right.
Standardized COP’s can be attached to a Service/Surcharge, by selecting the appropriate item from
the dropdown menu. Definitions for each COP are available on the COP Master List tab. For detailed
COP’s that are not covered by the pre-configured listings, you can select the “See Attachment for
Specifications” item and include the full details of your COP in an external attachment along with your FWA
template.
For each selected Service a rate table will appear on the Selling Rates tab of the FWA template. For
each Service the configuration of fields for the rate table(s) may vary, but each field will always have a
header description that will provide instruction for proper use and completion.
Rates or other relevant information should be entered in the blank cells below the examples shown
in grey. There is only one row preconfigured for each rate table, but if additional rows are needed to
accommodate additional trade lanes, they can be inserted .
If “GRT Deferred” is indicated, then the Service/Surcharge is supported by a Global Rate Table and
the Global rate should be used by default.
• Select Rate Type = Global, and leave all other fields in the row empty
• Local rate type (agreed rates) will only be accepted with proper approval.
If “GRT” is indicated, then the Services is supported by a Global Rate Table but not mandatory.
You have the flexibility to either:
• Use global rates: select Rate Type = Global, and leave all other fields in the row empty, or
• Enter local rates: select Rate Type = Local and fill local values
If “Local” is indicated, then the Service/Surcharge might NOT have values in the Global Rate Table.
Unless you know for sure there are values in the Global Rate Table, always select Rate Type = Local and
complete the values
• If Local rates are used for any Service/Surcharge where the rate table includes weight breaks, it
is important that rates are indicated for all breaks. If none are specified for a given break in the
customer agreement, then you can use the rate from the previous (lower) weight break.
• If Local rates are used for any Service/Surcharge and the agreed rate structure or calculation
method does not match the standard structure, then you must select the “Create Local TCCS”
COP related to the Service and then attach the agreed rates, rate structure, calculation method,
and illustrated example as an external attachment to be included with the FWA template.
Open-Ended Service Local Local Rate Table containing Global Rate Yes
Table values, updated by GSC with Template
values
Open-Ended Surcharge Global Linked to Global Rate Table Yes
Fixed Term Service Global Local Rate Table containing Global Rate No
Table values
Fixed Term Service Local Local Rate Table containing Global Rate No
Table values, updated by GSC with Template
values
Fixed Term Surcharge Global Linked to Global Rate Table Yes
Fixed Term Surcharge Local Link to Global Rate Table is broken (Fix No
Rates) creating a Local Rate Table
containing Global Rate Table values,
updated by GSC with Template values
Pre-carriage
Source Destination
Location Location
NZ_AKL_PU_00001 AKL01 or NZAKL
Main-leg
Source Destination
Location Location
AKL01 or NZAKL SYD01 or AUSYD
On-carriage
Source Destination
Location Location
SYD01 or AUSYD AU_SYD_DEL_0002
Most Services and Surcharge rate tables will require the use of a Source Location, Destination Location, or
combination of both. To properly understand how this information is used, it must be viewed in the context
of transportation stages.
• There are three stages: Pre-carriage, Main-leg, On-carriage
• For each stage there is a Source and a Destination. Source is defined as where the freight
movement begins for each stage and Destination is defined as where the freight movement ends for
each stage.
Pick-up and Delivery rate tables require the essentially the same details, but the information
is formatted differently for each, because they are in different stages.
• Pick-up: Destination Location refers to the DGF Location where the freight is being
delivered to after pick-up. It does NOT refer to the ultimate destination of the cargo.
Selection is made from the drop down menu.
• Delivery: Source Location refers to the DGF Location from which the delivery is
being executed. It does NOT refer to the ultimate origin of departure. Selection is made
from the drop down menu.
• Transportation Zone: These can be located in the country specific Transportation
Zone sheets (a link will be provided).
2 1
Air and LCL Service Products: Source and Destination are configured as DGF Location to DGF
Location. Format is alpha-numeric (i.e. AKL01) and selection is made from drop down menu.
FCL Service Products: Source and Destination are configured as Port to Port. Format is alphabetic (i.e.
NZAKL) and selection is made from drop down menu.
Data validation checklist for pre-mapping activities – Apply for all quotes of baseline
Business Migration
Functional Blocks
Search Engine
For Quick Search requests
Announcements
Contains Announcements
from Central Team in Bonn
Direct Link:
http://
ishare.dhl.com/sites/CM1/default.aspx
1
1
Access „Contract Migration Main Site“
2
Select „EMEA Tracker Sites“ from the Side bar
3
Select „Belgium“ from the Side bar
a
Use the Search Engine
You have a specific „Legacy ID“
(Example for Legacy ID BE M2020)
b
Use the Topic specific filter function
You have the „Customer Name“ (Example for „Customer Name“= Coca Cola
or other data you can filter for. Note: You are able to set further filter e.g. for the Migration Product)
1a 1b
1
Open the iShare Item
1a
Open the iShare Item via Symbol from the Tracking List
1b
Open the iShare Item via Symbol direct in the Item
Example Scenario:
I‘m a Country Team member and I want to add a new Item in my Country specific Tracker.
1
Press to create a new Item
A
Already available
B E
I
Flag if a local TCCS is Required
J
Flag if FWA contains a COP
K
Use Chat Box to interact with GSC Team
L
Please attach FWA Template and if available the Original
M Quotation and supporting documents
M
Press Button to save your changes.
3
Select the file you like to attach from your local drive
and press on Button in the new Window.
4
Press to complete.
Contract
needed
Error
occurred
Contract
0.2 Non- Select error type
Migration Which occurred
Applicable 4. Released
/ Duplicates
Central Team
2.2 Checked - Clarification provided - Country Team Member provided has the needed information
2.3 Checked - Ready for loading - GSC Team can try to load FWA
- Load failed
3.1 FWA clarification needed - GSC Team needs clarification from Country
3.2 FWA clarification provided - Country Team Member has provided the needed information
3.4 Escalation - BUAG missing - On Escalation because the Business Agreement is missing
3.5 Escalation - Standard Rates missing - On Escalation because standard rates are missing
3.6 Escalation - System Error - On Escalation because GSC received a System Error
Issue Log
Gives you a list of all Issues in the Issue Log without any kind of filter
Open Issue
Contains Issues which have been created by a Team Lead, but haven‘t been actioned by the
Contract Migration Central Team
Under Examination
Contract Migration Central Team is dealing with the Issue. Maybe pushing to further
channels for clarification.
Closed Issues
Contains already answered Issues. If an Issue occurs please check these Items first as
there might already be a documented answer or solution!
I
H
B
Select your Region to receive a timely response.
A
B
C
Issue Types:
Select the type of Issue from the Drop Down Menu.
Template usage
C
Template error
iShare Site Problem D
D Unclear Services or Products
Missing Mapping of existing Services Describe your Issue in Detail.
Rates
Baseline
Training Schedule / Session E
Provide an example if available.
F
If CM Global Team needs further clarification and
E you provided this further clarification then (and
ONLY then) change the Status to „Clarification
Provided“. Other Status are for Global Team ONLY!
G
F Find the response by NFE Team if available.
H
G You can attach a file if it‘s needed.
I
Press Button to safe the Issue Item
I
Template usage
Create new
Country Member Template error
Issue Item
iShare Site Problem
Unclear Services or Products
Missing Mapping of existing Services
Select Issue Rates
Country Member
Type Baseline
Training Schedule / Session
Save Issue by
Country Member
pressing OK
Contract
Issue
Migration
Examination
Central Team
X
Further
clarification Under
needed from All needed Revision
Country Information
Received
Inquire the
Contract Contract Push Issue to
Required
Migration Migration the right
Information to „NFE
Central Team Contract Provide Central Team Channel
Team Response“
Migration Feedback to
Central Team Country
Provide further New Input
Country Member
details received
Change status to
Country Member „Clarification
provided“
1
Open the Tracker you want to set up a Pre-alert for.
Note: if you want to use this option you have to set up a Pre-alert for every Country tracker you are working on.
2
Select Symbol.
Afterwards Select „Alert Me“ from the drop down menu.
1 1
Type in the Pre-alert Title
2 2
Check if you are in Users Box. Otherwise
add your email address.
3
Select „Existing items are modified“ in
3
Change Type section
4
Select „Someone else changes an item
last modified by me“ in Send Alerts These
4 Changes section
5
Select „Send e-mail immediately“ in When
to Send Alerts section
5
6
Press Button to start the Alert
Business Migration
Functional Blocks
Business Migration
Functional Blocks
Business Migration
Functional Blocks
Supplier 1
Consignee
Export Import
Port Port
Supplier 2 Station of
Station Destination
of Origin
Supplier 3
Country C creates the Export FWA for Sold-To in Country C, tradelane from country A to country B, Incoterms DDP
Country C will raise a cross-trade FWO
Country A will create an Export FWO (linked to the cross-trade FWO)
Country A will issue the intercompany billing to the country C ( based on the external customer tariff)
Country C has the responsibility to issue the 3rd party customer invoice to the 3PB Bill to partner
Shipper Consignee
Station or
Station Port of
or Port of Destination
Origin
ORIGDEST product is used when a customer only requires pre-carriage or on-carriage services, for
example:
Import Documentation
Customs Clearance
Delivery
Use dummy locations for tradelane, eg
ORIGDEST for on-carriage services in Shanghai, tradelane is CN_NA to SHA01
note: ORIGDEST is used for transactional movements. Use the pure Customs or Warehousing
products for non-movement billing, eg monthly warehousing fee
This additional service has been created in the NFE Service Configurator to enable the
invoice/billing for customers that are not
doing the main-leg transportation with DHL, but require Pickup/Delivery, Customs &
Warehousing, invoiced on a transactional basis.
This services can be performed on the Pre-Carriage or On-carriage stages of the freight
movement
Unlike previous services and products where we need to outline the specific trade-lane
(i.e. Ocean Connect) but for Origin & Destination services the requirement to enter
specific trade-lanes was removed.
The Main factor in this product is these rates are set locally by the country and are fixed
charges independent of the cargo ultimate destination.
For customs clearance we generally only charge a flat fee per clearance. So the cargo’s
origin or destination is irrelevant.
Please see below example of the template completed for origin & destination services
This Dummy Location is available for use with both FCL, LCL & AFR products.
This allows us to set the “local charges” for customers without naming all trade-lanes.
Please consider the below points of consideration for the origin & destination service product:
• This product cannot have any Main-Leg freight involved which you want to invoice in
addition to these charges.
• Export & Import origin & destination services require separate templates to be created
following the naming rules presented yesterday.
Uncontrolled FCL service has no rate tables, and can be used in two different ways:
The customer has a contract with the Shipping Line and the Shipping Line will bill the
customer directly, so we are only charging a management fee… but we also need the
FCL service to actually execute the shipment
FCL Uncontrolled $0.00 per TEU
Management Fee $100.00 per Shipment
The customer has a contract with the Shipping Line, but we will bill the customer and pay
the shipping line.
FCL Uncontrolled $1150.00 per TEU (as per Shipping Line contract)
Management Fee $100.00 per Shipment
Remember! that in order to execute the services, they must be in the FWA
If a customer has an all-in door-to door rate of $2.30 per kilogram, this includes:
Pickup $0.00
Export Customs $0.00
Airfreight $2.30 per kilogram
Import Customs $0.00
Delivery $0.00
You do not need to select the surcharges with a $0.00 value, as we do not execute these –
only ensure the cost is included in the services
Also consider whether it’s possible to convert the all-in rate back to the basic services – the
reduced list of default services might anyway meet customer requirements for simplified
quotations
Business Migration
Functional Blocks
Scenario on
▪ Proper FWA need to be in place also for non-NFE countries
April 28th
▪ Service Catalog version adopted will be the current one (no
additional or new training needed)
▪ It is essential that
Deployment
Community will lead
this process to avoid
multiple last minute
calls on Day 1 for
missing FWAs
▪ Be sure to have FWA available on Day 1
▪ Focusing on the really needed FWA to reduce extra effort
Target in updating FWAs once new service catalog will be released
▪ Keeping process monitored from now to be sure that the
most impacted countries will provide FWAs in time
▪ Analyzed impact: FWA ▪ Send lists to RDM ▪ Creation of FWA ▪ Follow same COEX
needed for OFR contacts by Global Template (current procedures and
traffics affecting Go Team (Feb 19th) version 3.0) to be create FWA template
Live countries owned ▪ Lists distributed to pushed to GSC as soon as a
by non NFE countries Country contacts for following current booking request
for customer with at validation, COEX process: for come up
least 1 shipment per enrichment and this cluster the
month (219 FWA planning by RDM ref iShare COEX
needed for ‘Import (Feb 21st) website will be
from’ and 706 for used
‘Export to’) ▪ Collection of (April 20th)
feedback and related
▪ Prepared list of each plan for releasing by
single country RDM to be pushed
▪ Onboarding call with to C. Daltin/S. Smith USE THIS
RDM community (Feb 28th) LINK TO
(Feb 19th) UPLOAD THE
FWAs
http://ishare.dhl.com/sites/nfefwa/default.aspx
Customer List
example
Take responsibility for the quality of the data in the final GLOBAL FWA P
EXW ATA
DTA
DTW
FCA DTD
FCA
DAT
CPT
CIP
ATD
CPT DAP
CIP DDP
WTD
EXW PTP
DTP
DTW FAS
FOB DTD
FAS
FOB
CIF
CFR
PTD
CIF
CFR DAP
DDP
WTD
Business Migration
Functional Blocks