B-152580, OCT. 14, 1963

B-152580: Oct 14, 1963

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TO SECRETARY OF DEFENSE: REFERENCE IS MADE TO THE LETTER OF MARCH 5. IN WHICH IT IS REQUESTED THAT AUTHORITY BE GRANTED FOR THE U.S. IT ESTIMATES THAT AN AVERAGE OF 142 GBL'S ARE ISSUED MONTHLY. WE HAVE ANALYZED THE COURIER TRAFFIC OF THE WASHINGTON COURIER TRANSFER STATION FOR THE MONTH OF JANUARY 1963. WHICH IS REPORTED TO BE REPRESENTATIVE OF ITS TRAFFIC GENERALLY. AN EXAMINATION OF THE GBL'S FOR THE 136 SHIPMENTS LISTED SHOWS THAT 109 WERE ACTUALLY TENDERED IN THE MONTH OF JANUARY. 32 GBL'S WOULD HAVE BEEN REQUIRED TO COVER THESE 109 SHIPMENTS. ALTHOUGH PREPARATION OF 77 GBL'S WOULD HAVE BEEN ELIMINATED. A TOTAL OF 141 SHIPPING DOCUMENTS WOULD HAVE BEEN PREPARED BY THE STATION. SINCE THE LETTER STATES THAT AN AVERAGE OF ONLY 142 GBL'S ARE ISSUED MONTHLY ON SEPARATE SHIPMENTS.

B-152580, OCT. 14, 1963

TO SECRETARY OF DEFENSE:

REFERENCE IS MADE TO THE LETTER OF MARCH 5, 1963, FILE DTMS FOD F, FROM THE CHIEF, FREIGHT OPERATIONS DIVISION, DEFENSE TRAFFIC MANAGEMENT SERVICE (DTMS), ADDRESSED TO THE ATTENTION OF OUR TRANSPORTATION DIVISION, IN WHICH IT IS REQUESTED THAT AUTHORITY BE GRANTED FOR THE U.S. ARMY COURIER TRANSFER STATION, WASHINGTON, D.C., TO DEVIATE FROM CERTAIN PROVISIONS OF THE GENERAL ACCOUNTING OFFICE POLICY AND PROCEDURES MANUAL FOR GUIDANCE OF FEDERAL AGENCIES.

DTMS STATES THAT THE COURIER TRANSFER STATION, IN FULFILLMENT OF ITS MISSION, SHIPS CLASSIFIED MATERIAL ON A SCHEDULED FREQUENCY VIA COMMERCIAL AIR AND MOTOR CARRIERS TO OTHER COURIER TRANSFER STATIONS WITHIN THE UNITED STATES, AND ALSO MAKES UNSCHEDULED SHIPMENTS WHEN THE MATERIAL CANNOT BE ACCOMMODATED ON A PASSENGER AIRLINE OR A DEADLINE DATE MUST BE MET. IT ESTIMATES THAT AN AVERAGE OF 142 GBL'S ARE ISSUED MONTHLY, ONE GBL BEING ISSUED FOR EACH SHIPMENT OVER A SCHEDULED ROUTE BY A DESIGNATED COMMON CARRIER FOR EACH DESTINATION INVOLVED.

ACCORDING TO DTMS, THE WASHINGTON U.S. ARMY COURIER TRANSFER STATION HAS PROPOSED THAT THE ISSUANCE OF GBL'S AT ITS ACTIVITY BE REDUCED TO ONE (1) GBL PER MONTH FOR EACH CARRIER INVOLVED. THE PROPOSAL REQUIRES ISSUANCE BY THE STATION OF AN "AIR CARGO TRANSPORTATION REQUEST" TO AIR CARRIERS AND A SIMILAR DOCUMENT TO MOTOR CARRIERS FOR EACH SHIPMENT, USE OF COMMERCIAL FREIGHT BILLS FOR THE MOVEMENTS, RETENTION AND CORRELATION OF CERTAIN DOCUMENTS FOR EACH SHIPMENT, COMPLETION AT THE END OF THE MONTH OF A PREASSIGNED GBL COVERING ALL SHIPMENTS FOR EACH CARRIER AND EACH DESTINATION, AND DISPATCH OF ACCOMPLISHED GBL'S TO THE CARRIERS FOR BILLING. DTMS CONCURRED IN THE PROPOSAL AND STATED THAT CERTAIN ADVANTAGES WOULD RESULT.

WE HAVE ANALYZED THE COURIER TRAFFIC OF THE WASHINGTON COURIER TRANSFER STATION FOR THE MONTH OF JANUARY 1963, AS SHOWN IN INCLOSURE 3 OF THE DTMS LETTER, WHICH IS REPORTED TO BE REPRESENTATIVE OF ITS TRAFFIC GENERALLY. AN EXAMINATION OF THE GBL'S FOR THE 136 SHIPMENTS LISTED SHOWS THAT 109 WERE ACTUALLY TENDERED IN THE MONTH OF JANUARY, WITH DAILY TRAFFIC RANGING FROM ONE SHIPMENT TO A HIGH OF SEVEN. EVEN UNDER THE SYSTEM PROPOSED, 32 GBL'S WOULD HAVE BEEN REQUIRED TO COVER THESE 109 SHIPMENTS, BECAUSE OF THE NUMBER OF CARRIERS AND DESTINATIONS INVOLVED. ALTHOUGH PREPARATION OF 77 GBL'S WOULD HAVE BEEN ELIMINATED, ANOTHER DOCUMENT WOULD BE REQUIRED FOR EACH SHIPMENT, THE AIR CARGO TRANSPORTATION REQUEST IN THE CASE OF AIR AND SOME SIMILAR DOCUMENT FOR MOTOR CARRIERS. CONSEQUENTLY, A TOTAL OF 141 SHIPPING DOCUMENTS WOULD HAVE BEEN PREPARED BY THE STATION, PLUS ADDITIONAL RECORDS AND CORRESPONDENCE TO CORRELATE AND DISPATCH TO THE CARRIERS EACH MONTH THE REQUIRED DOCUMENTATION FOR BILLING.

SINCE THE LETTER STATES THAT AN AVERAGE OF ONLY 142 GBL'S ARE ISSUED MONTHLY ON SEPARATE SHIPMENTS, WHICH OUR ANALYSIS INDICATES WOULD INVOLVE A RELATIVELY WIDE RANGE OF CARRIERS AND DESTINATIONS, THERE IS VERY LITTLE POTENTIAL FOR DECREASING THE ADMINISTRATIVE COST OF PREPARING GBL'S IN THE PROPOSED SYSTEM. ON THE OTHER HAND, THERE WOULD BE INCREASED ADMINISTRATIVE COSTS FOR THE PREPARATION OF THE REQUEST DOCUMENT FOR EACH SHIPMENT, THE CORRELATION AND RETENTION OF CERTAIN DOCUMENTS ON EACH SHIPMENT, AND THE MONTHLY DISPATCH OF GBL'S TO THE CARRIERS. ACCORDINGLY, WE DO NOT BELIEVE THAT DEVIATION FROM THE PROVISIONS OF THE GAO MANUAL, AS REQUESTED, ..END :