Contract - Migration - 2014 - V 3.4

NFE BUSINESS MIGRATION
- Contract Migration Training
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
Topic Who Start End Dur
Kick-off & Introductions All 9:00 9:30 30

Business Migration - why and how Scott/Stephen 9:30 9:40 10
Functional Blocks Scott/Stephen 9:40 11:00 90
Break 11:00 11:15 15
FWA Template - Deep Dive & Demo Scott/Stephen 11:15 12:30 75
Lunch 12:30 13:30 15
FWA Template - Deep Dive & Demo (cont.) Claudio/Russell 13:30 14:30 60
Break 14:30 14:45 15
iShare site – Deep Dive & Demo Claudio/Russell 14:30 15:30 60
Break 15:30 15:45 15
iShare site – Deep Dive & Demo (cont.) Claudio/Scott 15:45 16:45 60
Wrap Up – Q&A All 16:45 17:00 15
NFE | March 2014 CONFIDENTIAL DHL | Page 2

Agenda for day 2
Key objective: Hands-on practice for participants
Recap Day 1 All 9:00 9:10 10

Hands-on practise - example AFR All 9:10 10:30 80
Break 10:30 10:45 15
Hands-on practise - example LCL, FCL All 10:45 12:30 105
Lunch 12:30 13:30 60
Hands-on practise - example FCL (cont.) All 13:30 14:30 60
Hands-on practise - iShare All 14:30 15:00 30
Break 15:00 15:15 15
Demo: GSC in Production Russell 15:15 16:00 45

iShare Site – Issue Log Claudio/Scott 16:00 17:00 60

Agenda for day 3
Key objective: System/GSC Demo, Hands-on practice with own Contracts
Recap Day 2 Claudio 9:00 9:15 15

Special Scenarios Claudio 9:15 10:15 60
Break 10:15 10:30 15
Hands-on practise - own example All 10:30 12:30 120
Wrap Up – Q&A All 12:30 13:30 60

Agenda
Business Migration
Why: Moving from a Non-standard to Standard Format
How: Service Product Catalog, Forwarding Agreement
Functional Blocks
FWA Template Deep Dive (including practical demo)
Contract Migration iShare site
FWA Creation in SAP (demo only)
FWA Template Hands-On Practise
FWA Template Special Scenarios
Next Steps and Supporting Material
NFE | March 2014 DHL | Page 5

Business Migration: Why?
Current Input and Data Locations New Single Source of Truth

Paper Memory
Files Forwarding Agreement Configuration
• Service Product Configuration
Notes
• TCCS (Agreed Pricing)
• COP (Customer Operating Procedures)
Customer
SOP
Quotation
Email
Rate
sheet
SLA
Logis
+ Standard Terms & Conditions
+ DGF Commercial Conditions

Business Migration: How?
FWA Template
Service Product
Catalog

Business Migration: How? (cont.)
What is the Service Product Catalog?
• The Service Product Catalog is the complete list of the

Service Products offered by DGF
• Each Service Product is a preconfigured bundling of

Services designed to offer a value proposition to the customer.
• *Mandatory Services are required for a Service Product

configuration and cannot be removed.
• *Default Services are suggestions for optimum configuration,

but can be de-selected from a Service Product if not required
by a customer.
• Optional Services can be selected to fine tune a Service

Product to meet a customers needs.

Business Migration: How? (cont.)
What is the FWA Template?

• The FWA Template is the tool currently being used to capture all
customer requirements necessary for the creation of a Forwarding
Agreement (Contract) in the NFE system.
• At a high level, data elements include:

• Business Partners
• Service Product Selection
• Service Configuration
• Customer Operating Procedures (COPs)
• Traffic Information
• Agreed Rates
• The FWA is considered the single source of truth, because it contains

all the information required to manage an FWO (Forwarding Order) from
end to end.
• Because it is a considered the single source of information, IT IS

IMPERATIVE THAT ALL ESSENTIAL DATA IS PROPERLY CAPTURED.
.
Agenda
Business Migration
Functional Blocks
Standardized Components
Data Flow
Gathering Essential Data
Translation from Old to New

Functional Pieces: Standardized Components
A globally standardized approach to business makes us a stronger competitor, because

it improves communication, increases network efficiency, and allows us to better track
key data points that will give us the ability to leverage our position in the transportation
market.
By creating a standard Service Product Catalog that is used

Service
Service Product
Product globally, we create a strong recognizable market position,
Catalog
Catalog because our customer can recognize and understand our
offerings the world over.
Standardized Service Elements give us a means for grouping

Service
Service Element
Element similar Services. This method of organization supports our
Service Product Catalog by making configuration a more simple
process.
Standardized Services are the foundation of our processes.

These are the primary building blocks for our Service Products
as well as being the lynch pin that connects Cost, Pricing, and
Service
Service SOP/COP tasks.
Clearly defined, and maintained at a global level, these Services
will help to ensure that every location understands exactly what
every other location is capable of offering to their customers.

Functional Pieces: Standardized Components (cont.)
Forwarding
Forwarding
Agreement
Agreement
In this illustration we
Transport Charge
can see better the
Service
Service Product
Product relationship between
Calculation Sheet (TCCS)
those components. We
can also see how a
Service
Service Element
Element Service functions as a
“building block” for any
given Service Product,
and how most of the
Service
Service Charge
Charge Types
Types key pieces of data are
tied to the individual
Services.
SOP
SOP Profile
Profile Rate
Rate Tables
Tables From this point we can
now begin to look at
COP
COP SOP
SOP Task
Task
how we translate legacy
services into the new,
standardized NFE
Task
Task Services.
Parameters
Parameters

Global
Global Rate
Rate
Tables
Tables
The Charge Calculation
Country
Country Rate
Rate Sheet (TCCS) uses the
Global
Global Rate
Rate
Tables
Tables Global Rate Tables to
Tables
Tables
generate the Selling
Rates in Quotation
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)

Contract Type Charge Type Rate Type Structure and Values in Contract Auto-
in Template Update
Open-Ended Service Global Linked to Global Rate Table Yes
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
Open-Ended Surcharge Local Not Allowed
Fixed Term Service Global Local Rate Table containing Global Rate No
Table values
Fixed Term Service Local Local Rate Table containing Global Rate No
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
On the Template we indicate:

GRT Deferred… Global Rate Table exists for this Surcharge – recommend to always use it
GRT…. Global Rate Table exists for a default Service or Surcharge – use if possible, but can be set as Local
Local… we cannot be sure a Global Rate Table exists – check with your PCM before set as Global

Functional Pieces: Data flow through NFE System
Consistent flow of data between FWA  FWO  FWSD needs to occur in order to
ensure end-to-end process integration.
FWA (CRM & TM) Forwarding Order (TM) Forwarding Settlement

Document (TM)
• Service Product
o Selected Services
o Incoterms
• Service Product
o Movement Type
o Selected Services
o Traffic Direction
o Stages
o Mode
• SOP & COP’s
• SOP & COP’s
• Tradelane
• Tradelane
o Locations
o Locations
o Zones
o Zones
o Ordered Route • Charge Calculation Sheet
• Charge Calculation Sheet
• Charge Calculation Sheet • Charge Calculation
• Business Agreement
(Contract Account) of Bill-To
• Calculation Sheet Run Completed
Party • Contract Account • Contract Account
DATA FLOW
Functional Pieces: Process for capturing essential data
 Identify key components of contract:  Use service indicators to help select

• Services (in general terms), the proper Service Product. Selection
customer requirements, rates. should be based on:
 Identify key service indicators. • Service Product description
• Commodity, industry sector, • Definitions of mandatory
transit time, etc. Services in the Service Product.
 Select standard Services in selected

Service Product to match customer
requirements.
 Select optional Services (based on
definition) within Service Product to
further refine solution.
 Where possible, contract rates should

 If customer has additional requirements
be captured at an individual Service
not captured by a Service’s SOP, a
level.
COP should be added for that Service.
 Where rates cannot be attached to
 Provide any supporting documentation
individual Services, possible solutions
to be used as attachments or notes
will be discussed in classroom.

Functional Pieces: Gathering essential data (cont.)
Rate sheets are often the

best place to start when
trying to identify services
(and surcharges)
Services can also be found

in the written details of the
contract along with COP’s
and Business Partners.

Functional Pieces: Translation, Primary Mapping Tool
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.
List Extracted from Contract Legacy to NFE Service Mapping Database
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

Functional Pieces: Translation, Additional Steps
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.

FWA Template: Importance of completion
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
This is a fundamental FAS Yes Yes No Yes

shift in perspective, FOB Yes Yes No Yes
because in our current
view we see shipments CFR Yes No No Yes
as single waybill and do
CIF Yes No No Yes
not consider additional
pre-carriage or on- DAT Yes No No Yes
carriage services
DAP Yes No Yes Yes
CPT Yes No Yes Yes
CIP Yes No Yes Yes
DDP Yes No Yes No

Questions

Agenda
Business Migration
Functional Blocks

FWA Header
Service Configuration
Traffic Information
Selling Rates

FWA Template: Header Information
The HEADER is where we capture the high level

information for the FWA (Forwarding Agreement). It
consists of mandatory and optional fields that will provide Mandatory
context for the Services and Rates listed elsewhere: It
tells us who the agreement applies to, when the +
agreement is valid, who/how partners are involved, etc.
Mandatory fields must be completed without Optional
exception, optional fields should be completed where
possible as it will improve effectiveness of the FWA.

FWA Template: Header Information (cont.)
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
Lets take a look at the naming convention and some examples…

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 ….)
1) Product type (AFR, LCL, FCL, O&D, CDZ)

2) Traffic Direction (I or E)
3) Movement Type (ATA, ATD, DTA, DTD, DTP, PTD, PTP)
4) Incoterm (NA, CFR, CIF, CIP, CPT, DAP, DAT, DDP, EXW, FAS, FCA, FOB)
5) 2 letter country code if applicable,
6) Up to 40 character variable used to differentiate between different final
contracts, and used in the final contract description in system
7) If multiple FWA templates are to be uploaded against a single contract then
the code i001 thru i99 at the end is used to indicate this
Example:
Example AFRIATDEXWUS Raw Materials i01 and LCLIPTDEXWUS Raw Materials
i02 will be grouped in one final Contract with description as Raw Materials

Output selection determines the format the FWA will

take when printed or exported in electronic format.
• “Simple” will produce a PDF file in standard layout
• “Table” will produce an Excel file and might be used
for multi-lane RFQ’s or in those instances where the
FWA data might need to be manipulated to support a
customer’s specific format requirement.
Selection will be made from the drop down menu.

Currency, description of requirement

maintained in the header. Selection will
be made from the drop down menu.
Contract Start and End Date,

description of requirement
maintained in the header.
Sales Org, description of

requirement maintained in the
header. Information can be
found in iSell.

Private Notes and External Notes
The Private Notes can be useful for describing

the contents of FWA or its proper use. These
notes will only be visible in CRM.
External Notes are printed on the customer

facing document
Rates Fixed From / To act as a review trigger,

but can be extended through the Contract
Validity period. This only applies for Services
(Surcharges linked to Global Rate Tables will
update automatically)

Employee Sold-To Party ID

Responsible ID and Name
and NAME description of
description of requirement
requirement maintained in the
maintained in the header. There
header. can only be one
Information can party listed as
be found in the Sold-To
iSell. Party.
Utilize iSell ID
or Legacy
account ID.

When using legacy account numbers, proper formatting is essential.

For the last four header fields – Bill-To,

Parties Involved, Role in Contract,
Bill-To (If different from Party
Involved) – it will be more effective to
take a look at examples in full context
of one another to understand their
proper usage.
Examples will be shown with names for
clarity and ease of illustration.
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

For the last four header fields – Bill-To,

Parties Involved, Role in Contract,
Bill-To (If different from Party
Involved) – it will be more effective to
take a look at examples in full context
of one another to understand their
proper usage.
Examples will be shown with names for
clarity and ease of illustration.
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.

FWA Template: Traffic Information (cont.)
Origin Station selection will be made from a

drop down menu (descriptions for each location
can be found by following the link provided).
Origin Country will auto populate based on
selection of Origin Station.
Destination Station selection will be made from

a drop down menu (descriptions for each location
can be found by following the link provided).
Destination Country will auto populate based on
selection of Origin Station.
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.

FWA Template: Traffic Information (cont.)
Traffic Direction, as described in the header,

specifies whether the cargo is being imported
or exported from the perspective of the
agreement party.
Selection is made from drop down menu.
Movement Type describes where the

shipment lifecycle begins and ends from the
perspective of the DGF/Sold-To Party
agreement (i.e. ATA, PTD, DTD, etc.).
Incoterm must be included in the FWA. The incoterm used

cannot be changed in the FWO, so unless absolutely
committed to by customer, select the “NA” option, or create
separate configurations to cover alternative incoterms

FWA Template: Service Configuration
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
Example • Pickup • Delivery

• Main-Leg AFR, LCL, FCL
Service • Terminal Handling • On-Carriage Accessorials
• Main-Leg Surcharges
Elements • Customs • Customs
• Insurance
• Warehousing • Warehousing
DTD
Movement
Type DTW / DTP / DTA
(ORIGDEST product)
DTP / DTA
PTP / ATA
PTD / ATD
WTD / PTD / ATD
(ORIGDEST product)

FWA Template: Service Configuration (cont.)
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.

FWA Template: Selling Rates
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
• Remember! Global Rates for Surcharges will update automatically

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.

Contract Type Charge Type Rate Type Structure and Values in Contract Auto-
in Template Update
Open-Ended Service Global Linked to Global Rate Table Yes
Open-Ended Service Local Local Rate Table containing Global Rate Yes
values
Open-Ended Surcharge Global Linked to Global Rate Table Yes
Open-Ended Surcharge Local Not Allowed
Fixed Term Service Global Local Rate Table containing Global Rate No
Table values
Fixed Term Service Local Local Rate Table containing Global Rate No
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
On the Template we indicate:

GRT Deferred… Global Rate Table exists for this Surcharge – recommend to always use it
GRT…. Global Rate Table exists for a default Service or Surcharge – use if possible, but can be set as Local
Local… we cannot be sure a Global Rate Table exists – check with your PCM before set as Global

FWA Template: Selling Rates – Zones and Locations
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.


Source Destination Source Destination Source Destination
location location location location location location
NZ_AKL_PU_00001 AKL01 or NZAKL AKL01 or NZAKL SYD01 or AUSYD SYD01 or AUSYD AU_SYD_DEL_0002
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).


When using the Transportation Zone sheets:

1) Filter by postal code (you may need to add your own filter to the sheet)
3
2) Select either pick-up (PU) or delivery (DEL) zone based on Service.
3) Copy and paste zone information to the FWA template.
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.

Essential Information Required from Original Quotation.
Data validation checklist for pre-mapping activities – Apply for all quotes of baseline
Key info element Description Example Get data from
Customer Name of Customer Danfoss Business Your migration execution

(Shipper/Consignee) owner
efforts strongly depend on
Legacy system ID Legacy customer ID DKA1234 Legacy system your precise prework
(LOGIS)
 Follow checklist
Business
Sold to: Business Partner ID DKA1234 rigorously for every
Owner &
Business Partner Legacy system quote to achieve highest
Bill to: Business Partner ID DKA1234 Business data quality feasible
Owner &
Business Partner Legacy system  Use same documentation
ISELL employee ID/ SAP employee ID of 123456789 Business format for all
KAM sales employee owner & ISELL
currently responsible for  Store documentation of
customer key info together with
Post Code Postal code of Origin & DK1120 / NZ0602 Business
Orgin/Destination Destination location owner & quote original quote in central
location as key input for
Pickup NFE Zone code DK_CPH_PU_00001 Country DPM Coex migration templates
transportation zone
Delivery NFE Zone code NZ_AKL_DEL_00000001 Country DPM  Start now!

transportation zone
Quote/rates validity Start & end dates of 01/01/2014 – 31/05/2014 Business

date validity for quote & rates Owner

Questions

Agenda
Business Migration
Functional Blocks

Introduction
How to Guide: Country Specific Tracker
How to search for a specific Item
How to create/edit FWA Items
How to fill out FWA Item
How to attach Files to Items
How to open a Ticket in the Issue Log
How to set up a pre alert
Questions

Contract Migration iShare Site: Overview
Top link bar

Direct links to other Web parts
Search Engine
For Quick Search requests
Announcements
Contains Announcements
from Central Team in Bonn
1st Site bar

Contains official Documents (e.g. FWA template, Service Catalog…), Training Materials for Migrators,
Country Mapping and the Contract Migration Contacts.
2nd Site bar

Issue log for all issues which are raised by the Countries during their Migration Process. Menu Points
guides the Migrators to Items by selecting their current Status.
Select main link „Issue Log“ to see all Issues which are posted in the Issue Log.
3rd Site bar

Links to the lists of Country Trackers which are sorted by Region. Plus a link to previous CSI/MNC
Repository.
Direct Link:
http://
ishare.dhl.com/sites/CM1/default.aspx
NFE 2014 Restricted

iShare Site: Country Specific Tracker
Example Scenario:
I‘m a Country Team Member for Belgium and I want to open the specific Migration Tracker
1
1
Access „Contract Migration Main Site“
2
Select „EMEA Tracker Sites“ from the Side bar
3
Select „Belgium“ from the Side bar
NFE 2014 Restricted

iShare Site: How to search for a specific Item
Example Scenario:
I‘m a Country Team member and I want to Search for a Specific Item. Here the different Options.
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)
NFE 2014 Restricted

iShare Site: How to update Items
Example Scenario:
I‘m a Country Team member and I want to Update a Specific Item.
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
NFE 2014 Restricted

iShare Site: How to create Items
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
Please find Information on how

to fill the Item after the next slide
NFE 2014 Restricted

iShare Site: How to update Items
A
In Status Checkbox you have to change the Status if it‘s needed.
M Please find the detailed overview on the next slide
L
A
Already available
B E
Please flag if it‘s a CSI/MNC.

If it is a CSI/MNC Select the CSI/MNC Corporate Name.
B
C
C
D Provide the Legacy ID
Please set logical Naming Convension
E which is useful to filter for Customers in future D
F Provide the Customer Name
G
F
H Provide further Description if needed
I
G
J
Select Migration Product
K
H
Select Migration Traffic Direction
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.
NFE 2014 Restricted

iShare Site: How to Attach Files
In the Issue Log Item or the Migration Tracker Item, 1
you are able to attach files (e.g. the FWA Template, Click on Symbol.
and the Original Quotation)
2
Click on Symbol in new opened
Window
1
3
Select the file you like to attach from your local drive
and press on Button in the new Window.
4
Press to complete.
NFE 2014 Restricted

iShare Site: FWA Item Process Flow
0.1 Not
Started
Country Check if FWA

Team is needed for
Member Current Go Live
Contract
needed
Country Provide needed X X

Team Infromation in
Member FWA Item
Country 2.1 Checked 3.1 FWA 3.4 Escalation 3.5 Escalation

3.3 Escalation 3.6 Escalation
Change Status Clarification clarification BUAG Standard
Team for checking needed needed
BP missing
Rates missing
System Error
missing
Member
Country Country Provide needed X

Provide needed Team Clarification on
1. Ready to Team clarification
Member FWA
be checked Member
Contract Push to right

X 2.2 Checked 3.2 FWA Migration Channel for
Clarification clarification Central Team Escalation
provided provided
Contract Compare FWA
Migration Template against
Problem
Central Team original Qutation
Contract Check if all resolved
X Migration Information has

Central TeamBeen provided
X
Original Qutation Original Qutation
X
Identic to FWA not Identic to
Template FWATemplate
2.3 Checked –
Information
Ready for
Still missing
loading
Contract Try to create Contract Select „3.1 FWA
Migration FWA in Migration Clarification
Central Team SAP System Central Team needed“
Error
occurred
Contract
0.2 Non- Select error type
Migration Which occurred
Applicable 4. Released
/ Duplicates
Central Team
NFE 2014 Restricted

iShare Site: How to update Items...overview of different Status
- Contract has been listed on iShare
0.1 Not Started - Migration for Contract has not started yet
- Contract is not needed

0.2 Non-Applicable / Duplicates - Already covered within another Item
- Country Team Member transferred Data from original Quotation into

FWA Template
1. Ready to be checked - Country Team Member attached FWA and original Quotation to Item
on iShare
- GSC Team checked FWA Template and needs clarification from

2.1 Checked - Clarification needed Country
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
- On Escalation because the Business Partner is missing

3.3 Escalation - BP missing
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
- Contract RELEASED into OFFICIAL SAP SYSTEM

4. Released - COUNTRIES ARE NOT ALLOWED TO MODIFY IT ANYMORE
NFE 2014 Restricted

iShare Site: Issue Log
Issue Log
Gives you a list of all Issues in the Issue Log without any kind of filter
Create new Issue

Click here to create a new Issue in the Issue Log. Please note that this Option is available
for Team Leads Only! If you as a Team Member have a problem please check first the
existing Issues, then get in touch with your Country Team Lead.
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!
NFE 2014 Restricted

iShare Site: Creating a new Item in the Issue Log
Please Note:
1. Country Team Leads only can create new Issue Items. If you are a Team Member please
get in touch with your Team Lead
2. Before you create a new Issue please check if your Problem already has been answered by A
reviewing the issues listed in „Closed Issues“ Give a Title to your Issue.
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
NFE 2014 Restricted

iShare Site: Issue Log Process Flow
Issue raised up
These are the different available Issue Types:
 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
Country Member Fill out Item
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“
Clarification Issue has

provided been closed
NFE 2014 Restricted

iShare Site: Set up a Pre-alert
You can set up a Pre-alert on your Items who will automatically inform you when your
Item has been changed by another user (e.g. GSC Team)
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.
NFE 2014 Restricted

iShare Site: Set up a Pre-alert
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
NFE 2014 Restricted

Questions

Agenda
Business Migration
Functional Blocks
Complete the Template using supplied examples

Complete the Template using country specific examples

Agenda
Business Migration
Functional Blocks
Complete the Template using supplied examples

Complete the Template using country specific examples

Questions

Agenda
Business Migration
Functional Blocks
Cross-Trade or 3rd Party Billing

Buyers or Shippers Consolidation, Door-To-More
ORIGDEST Product
Uncontrolled FCL
All-in Rates

Assemby (Buyers or Shippers Consolidation)
Supplier 1
Consignee
Export Import
Port Port
Supplier 2 Station of
Station Destination
of Origin
Supplier 3
PickUp PreCarriage (LCL) PreCarriage (FCL) Main Carriage OnCarriage Delivery
ORIGDEST Product FCL Product

 Includes LCL Pickup and all other LCL  Includes any additional Pre-Carriage FCL services, as well as FCL
Pre-Carriage Services. Main-Leg and On-Carriage services
 Can be setup with each Supplier as Bill-To  This FWA is used to create a master FCL Export FWO, to which
party, or with only Sold-To (to be combined each of the Supplier FWO’s are attached
with FCL master)  Use origin and destination port codes as usual
 This FWA is used to create Export FWO’s
for each supplier, to execute the pickup
and pre-carriage services
 Use dummy location, eg AKL01 to NZ_NA

Cross trade
Control office OR Customer Country A
3rd country
billing station Country B
Country C
Consignee
Shipper
Export Import
Gateway Gateway
Station of
Station Destination
of Origin
PickUp PreCarriage Main Carriage OnCarriage Delivery

Export FWO Import FWO
 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
 Alternative situation where Country A raises the invoice to Customer C

ORIGDEST Product (Origin or Destination Services)
Shipper Consignee
Station or
Station Port of
or Port of Destination
Origin
Pickup Pre-Carriage OnCarriage Delivery

Export FWO Import FWO
 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 is where we are performing any of the following services:
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.
So we have created an XX_NA dummy location in the system to accommodate this

service product.

Please see below example of the template completed for origin & destination services
So this would read as an Export shipment for EGALY port to world-wide.
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
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

All-In combined rates
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

Questions

Agenda
Business Migration
Functional Blocks
Current co-ex process for Australia, Egypt and Canada

Current process for CSI/MNC
Links for support and issues
Classroom Handout Packs
Trainer Notes

Co-Existence Australia, Canada, Egypt: Objectives
▪ Ensure that from day 1, FWA owned by non-NFE

countries are available for OFR AU, CA, EG:
▪ Clear process from now until April 28th
▪ Clear addressed tasks
▪ Clear milestones

Co-Existence Australia, Canada, Egypt: topics and activities
Main topics and activities
▪ AU – EG – CA will be live with OFR
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

Co-Existence Australia, Canada, Egypt: Preparation Process
Country specific Fill template and Hand

Baseline preparation Go Live!
preparation over to GSC
▪ 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

Co-Existence Australia, Canada, Egypt: Key figures and information
Key take-away Remarks
▪ 706 FWA needed, most impacted counties:

Export to AU-CA-EG - Italy around 90
(customers with more than 3 - Germany around 75
shipment in Q4 2013 - China around 60
▪ Additional contracts in other data sources can be founded which are not in
the baseline but which you want to migrate – Please add them!
▪ 219 FWA needed, most impacted countries:

- United States around 50
Import from AU-CA-EG-LY - Belgium around 25
- Indonesia around 15
▪ Additional contracts in other data sources can be founded which are not in
the baseline but which you want to migrate – Please add them!
▪ First worksheet including customer with more than 3 shipments

Example document for ▪ Second worksheet all other smaller customer (for country review)
countries
Customer List
example

CSI/MNC Migration Responsibilities
AM I SUPPOSED TO..? YES NO

Create CSI/MNC FWA Templates? P
Add the Correct Local Business Partners? P
Add the correct rate and contract validities? P
Add the correct currency? P
Create the webform on the Country Migration Tracker? P
And post the FWA Template and the local background information? P
In the Update the FWA Template when the rates change? P
Country Clarify any queries from GSC Manila?
Liaise with my local KAM on queries?

P
P
Validate the data entered by GSC? P
Advise GSC if new business gets added to the contract? P
Identfy the correct CSI/MNC Corporate entity? P
Create CSI/MNC FWA Templates for other countries? O

CSI/MNC Migration Responsibilities
AM I SUPPOSED TO..? YES NO

Collect all country completed FWA Templates? P
Do a validation against each of them? P
Create an FWA aginst each of the FWA Templates O
Compile all FWA Templates for a single global customer? P
Convert into relevant “GLOBAL” FWA Templates? P
Reach out to countries where we have variations in a customer? P
In GSC Reach out to GCM/RCM/KAM”s to seek final confirmations? P
P
Manila
Maintain the FWA’s in the system?
Decide on translations of services from old world to Service Catalogue? O

Take responsibility for the quality of data from the countries? O
Talk to the countries where I have concerns on data quality in their FWA’s? P
Work exclusively within a CSI/MNC Sector to perform better? P
Take responsibility for the quality of the data in the final GLOBAL FWA P

Movement Types – AFR with Incoterm Approximations
EXW ATA
DTA
DTW
FCA DTD
FCA
DAT
CPT
CIP
ATD
CPT DAP
CIP DDP
WTD

Movement Types – OFR with Incoterm Approximations
EXW PTP
DTP
DTW FAS
FOB DTD
FAS
FOB
CIF
CFR
PTD
CIF
CFR DAP
DDP
WTD

Questions

Agenda
Business Migration
Functional Blocks
How the GSC uses the FWA template to create a quotation

How a Contract is created as a Follow-Up document
How the Contract is linked to the Business Agreement of the Bill-To Party

Helpful Hints and Efficiency Tips
1. Use of Macro – automatic back-up version + clean version

2. Checklist of mandatory information to give to Sales
3. Find people who can ‘read’ contracts
4. Establish solid contacts in Sales and Operations.. Know who to go to.
5. Gather the information… then go to Sales or Operations for details.
6. Make sure the right Employee Responsible is in iSell
7. Followup on any inconsistencies in iSell / LOGIS mapping
8. Practise with simple contracts, then do the big complicated contracts
9. Break it down… by tradelanes, products, etc.
10. Use a tracker to monitor progress.
11. Regional BPM is here to support, as is the central team
12. Search by Service ID instead of Name
13. Create templates with common service configuration to re-use
14. Use the next 6 months to drive selling of NFE services, including standardised dimensions

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NFE BUSINESS MIGRATION

- Contract Migration Training

Topic Who Start End Dur

Kick-off & Introductions All 9:00 9:30 30

NFE | March 2014 CONFIDENTIAL DHL | Page 2

Key objective: Hands-on practice for participants

Topic Who Start End Dur

Recap Day 1 All 9:00 9:10 10

Demo: GSC in Production Russell 15:15 16:00 45

NFE | March 2014 CONFIDENTIAL DHL | Page 3

Key objective: System/GSC Demo, Hands-on practice with own Contracts

Topic Who Start End Dur

Recap Day 2 Claudio 9:00 9:15 15

NFE | March 2014 CONFIDENTIAL DHL | Page 4

FWA Template Deep Dive (including practical demo)

Contract Migration iShare site

FWA Creation in SAP (demo only)

FWA Template Hands-On Practise

FWA Template Special Scenarios

Next Steps and Supporting Material

NFE | March 2014 DHL | Page 5

Current Input and Data Locations New Single Source of Truth

+ Standard Terms & Conditions

+ DGF Commercial Conditions

NFE | March 2014 DHL | Page 6

NFE | March 2014 DHL | Page 7

What is the Service Product Catalog?

• The Service Product Catalog is the complete list of the

• Each Service Product is a preconfigured bundling of

• *Mandatory Services are required for a Service Product

• *Default Services are suggestions for optimum configuration,

• Optional Services can be selected to fine tune a Service

NFE | March 2014 DHL | Page 8

What is the FWA Template?

• At a high level, data elements include:

• The FWA is considered the single source of truth, because it contains

• Because it is a considered the single source of information, IT IS

FWA Template Deep Dive (including practical demo)

Contract Migration iShare site

FWA Creation in SAP (demo only)

FWA Template Hands-On Practise

FWA Template Special Scenarios

Next Steps and Supporting Material

NFE | March 2014 DHL | Page 10

A globally standardized approach to business makes us a stronger competitor, because

By creating a standard Service Product Catalog that is used

Standardized Service Elements give us a means for grouping

Standardized Services are the foundation of our processes.

NFE | March 2014 DHL | Page 11

NFE | March 2014 DHL | Page 12

NFE | March 2014 DHL | Page 13

Open-Ended Surcharge Local Not Allowed

On the Template we indicate:

NFE | March 2014 DHL | Page 14

FWA (CRM & TM) Forwarding Order (TM) Forwarding Settlement

 Identify key components of contract:  Use service indicators to help select

 Select standard Services in selected

 Where possible, contract rates should

NFE | March 2014 DHL | Page 16

Rate sheets are often the

Services can also be found

NFE | March 2014 DHL | Page 17

List Extracted from Contract Legacy to NFE Service Mapping Database