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Letters of Authorization User Guide

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© 2013 Railinc. All Rights Reserved.

Last Updated: November 2013

LOA User Guide

Revised November 2013 LOA User Guide

LOA User Guide

Revised November 2013 i LOA User Guide

Table of Contents Welcome to LOA ............................................................................................................................ 1

Changes for This Release ............................................................................................................. 1 LOA Processing Notifications ..................................................................................................... 2 User Guide Structure .................................................................................................................... 2

General Users Interface and System Requirements ................................................................. 2 LOA Web Interface ...................................................................................................................... 2

LOA Web Page Layout ............................................................................................................ 3 Getting Started ............................................................................................................................... 7

Register to Use Railinc SSO ........................................................................................................ 7 Logging In .................................................................................................................................... 8 Logging Out ............................................................................................................................... 10

Go to LOA Id ................................................................................................................................ 10 Create LOA .................................................................................................................................. 11 Search LOA .................................................................................................................................. 18

Viewing Search Results ............................................................................................................. 19 Viewing Documents .............................................................................................................. 20 Viewing Submitted LOAs ..................................................................................................... 21 Viewing Approved LOAs ...................................................................................................... 22 Viewing Implemented LOAs ................................................................................................. 23 Viewing Canceled LOAs ....................................................................................................... 26 Viewing Rejected LOAs ........................................................................................................ 28 Viewing Expired LOAs ......................................................................................................... 29 Viewing Draft LOAs ............................................................................................................. 29

Managing LOAs ........................................................................................................................... 31 Approving/Rejecting LOAs ....................................................................................................... 31 Revoking LOAs ......................................................................................................................... 34 Editing LOAs ............................................................................................................................. 36 Cloning LOAs ............................................................................................................................ 37 Revalidating LOAs .................................................................................................................... 38

Confirm LOA ......................................................................................................................... 40 Decline LOA .......................................................................................................................... 41 No Response from Grantor .................................................................................................... 42

Appendix A—Message Type Descriptions ................................................................................. 43 Glossary ........................................................................................................................................ 46 Index .............................................................................................................................................. 47

List of Exhibits Exhibit 1. Notifications Sent During LOA Processing .................................................................... 2 Exhibit 2. LOA Web Application Page Layout (Search page example) .......................................... 3 Exhibit 3. Command Buttons ........................................................................................................... 4 Exhibit 4. Success Message (after LOA submission) ...................................................................... 5 Exhibit 5. Other Message Displays (error message for required field input) .................................. 5 Exhibit 6. Calendar .......................................................................................................................... 6 Exhibit 7. Table ................................................................................................................................ 6

LOA User Guide

Revised November 2013 ii LOA User Guide

Exhibit 8. LOA End User License Agreement ................................................................................ 8 Exhibit 9. LOA Home ...................................................................................................................... 9 Exhibit 10. LOA Application Menu Functions (and other home page tasks) .................................. 9 Exhibit 11. Go to LOA Id Lookup ................................................................................................. 10 Exhibit 12. Create a Letter Of Authorization (top and bottom) ..................................................... 11 Exhibit 13. Unregistered Grantor (Additional Input Fields) .......................................................... 12 Exhibit 14. Create a Letter Of Authorization (Select Categories) ................................................ 12 Exhibit 15. Categories and Subcategories...................................................................................... 14 Exhibit 16. Create a Letter Of Authorization (showing required field for selected category) ....... 14 Exhibit 17. LOA Saved—Confirmation Message ......................................................................... 16 Exhibit 18. LOA Creation—Confirmation Message ..................................................................... 17 Exhibit 19. Notification to Grantor of LOA Submission ............................................................... 17 Exhibit 20. Search for Letters of Authorization ............................................................................. 18 Exhibit 21. Attached PDF Document Window (PDF controls shown near bottom) ..................... 20 Exhibit 22. View LOA (pending) .................................................................................................. 21 Exhibit 23. Actions for Pending LOAs .......................................................................................... 21 Exhibit 24. View LOA(Approved) ................................................................................................ 22 Exhibit 25. View LOA (top of Implemented LOA) ....................................................................... 24 Exhibit 26. View LOA (bottom of Implemented LOA) ................................................................ 25 Exhibit 27. Action for Approved (Implemented) LOAs ................................................................ 25 Exhibit 28. View LOA (for Canceled) ........................................................................................... 26 Exhibit 29. View LOA (rejected) ................................................................................................... 28 Exhibit 30. Actions for Rejected LOAs ......................................................................................... 29 Exhibit 31. View LOA (draft) ........................................................................................................ 30 Exhibit 32. Actions for Rejected LOAs ......................................................................................... 30 Exhibit 33. Tasks for Approver ..................................................................................................... 31 Exhibit 34. Approve or Reject LOA .............................................................................................. 32 Exhibit 35. Confirm LOA Approval .............................................................................................. 32 Exhibit 36. LOA Approved Message ............................................................................................. 33 Exhibit 37. Confirm LOA Rejection .............................................................................................. 33 Exhibit 38. LOA Rejected Confirmation ....................................................................................... 33 Exhibit 39. View LOA (Bottom—for Revoke) ............................................................................. 34 Exhibit 40. Revoke Confirmation .................................................................................................. 34 Exhibit 41. Cancelation Message ................................................................................................... 35 Exhibit 42. Grantor Notification of Cancelation ............................................................................ 35 Exhibit 43. LOA (Grantor contact information) ............................................................................ 36 Exhibit 44. Contact Change Notification ....................................................................................... 36 Exhibit 45. Clone Confirmation Message ...................................................................................... 37 Exhibit 46. Revalidation E-Mail to Grantee .................................................................................. 38 Exhibit 47. Revalidation E-Mail to Grantor (with link to LOA system) ....................................... 39 Exhibit 48. Grantor Revalidate Choice (in LOA) .......................................................................... 39 Exhibit 49. Confirm LOA panel .................................................................................................... 40 Exhibit 50. LOA Revalidation Confirmed ..................................................................................... 41 Exhibit 51. Decline LOA panel ..................................................................................................... 41 Exhibit 52. LOA Revalidation Revoked ........................................................................................ 42 Exhibit 53. Revalidation E-Mail to Grantee (No response from Grantor) ..................................... 42

Welcome to LOA Changes for This Release

Revised November 2013 1 LOA User Guide

Welcome to LOA Railinc uses Letters of Authorization to ensure that appropriate data is sent only to authorized parties. Third-party logistics providers (3PLs) are commonly used in the rail industry. These companies provide different services, including shipment management, asset management, and related application services to companies that are shippers, consignees, or equipment owners.

Letters of Authorization (LOA) is a web-based application that allows users to electronically submit, approve, expire, and renew letters of authorization.

LOA currently interfaces with RailSight. Future plan include expansion to other Railinc applications requiring LOAs (e.g., Umler, Car Repair Billing, Interline Settlement System, and Deprescription).

LOA allows authorized users to:

• Submit LOAs for approval and implementation • Edit LOAs • Revoke LOAs • Renew LOAs

There are currently five basic roles for users, Grantee (Tracing and Other), Grantor, LOA Approver, and LOA Application Administrators. Only the two Grantee roles are available to users outside of Railinc.

Changes for This Release • The LOA application is now linked with Railinc Single Sign On (SSO). This is used

when creating a new LOA. It allows users to initiate permission requests for registered SSO users in their company to specific applications during the LOA creation process.

Welcome to LOA LOA Processing Notifications


LOA Processing Notifications Exhibit 1 shows who receives notifications during LOA processing actions, indicated with the green checkmark ( ) icon.

Exhibit 1. Notifications Sent During LOA Processing

Action Grantee Grantor Approver Appl Admin

associated to the Categories

Schedule

Grantee submits new LOA

Real-time Approve LOA

Real-time Reject LOA (Pending)

Real-time Grantee Cancel LOA (Approved)

Real-time Expire LOA

Daily Application Admin Cancel LOA

Real-time Application Admin Implements LOA

Real-time Revoke LOA

Real-time Expire warning

45,14,7-day warning* Grantee revalidation warning

97, 15, 7, 1-day warning* Grantor revalidation warning

90, 60, 30, 15, 7, 1-day warning* Grantor confirmed/declined revalidation

Real-time Submit Renewal LOA Real-time Approve Renewal LOA Real-time Update Grantor Contact Information * Subject to change

User Guide Structure This document describes use and interpretation of interface elements in LOA.

Railinc Single Sign On (SSO) information is included, and references to the Railinc Single Sign On User Guide added. SSO information for LOA administrators is also in the Railinc Single Sign On User Guide.

Underlined blue links are functional links to go to another location in the user guide.

General Users Interface and System Requirements General user interface information (typical keyboard selection equivalents and shortcuts), as well as system requirements are available in the Railinc UI Dictionary. Application-specific interface information is described in the next section.

LOA Web Interface The LOA interface provides the same navigational tools found in most Windows applications and Internet sites. This section provides basic explanations of the elements and components that assist in moving through the various pages of the application to complete tasks. Mouse and keyboard equivalents are discussed for each element.

https://www.railinc.com/rportal/alf_docs/UI/Railinc_UI_Dictionary.pdf

Welcome to LOA LOA Web Interface


LOA Web Page Layout Each page in LOA has the same structure.

Exhibit 2. LOA Web Application Page Layout (Search page example)

1 Logo—Railinc logo.

2 Application Title—Name of the application.

3 Sign-On Information—Shows the currently logged on user.

4 Navigational Links—Links for the following functions:

• Launch Pad——closes LOA and returns to user’s Launch Pad page.

• Contact Us——opens a page of contact information for Railinc Customer Support.

• Sign Out—logs out of all SSO applications and returns to the Railinc SSO Login page.

5 Main Menu—The options on this menu allow user to perform the various functions of the application. For most grantee users this includes Create LOA, Search LOA, and References.

6 Page Title—This indicates the current function or task being executed.

7 Page content area—The area of the page where data is displayed and tasks are executed (shown outlined with red dashes). These vary and may include a number of different elements, which are described in the next sections.

8 Executables—Command buttons for the displayed content. This sample page shows a Search page with Search and Reset buttons.



9 Legal Links—This area at the bottom left of each page contains links to applicable legal notices, privacy rights, terms of service, and Contact Us.

10 Copyright—This area at the bottom right of each page shows copyright information.

Command Buttons Command buttons are used to execute tasks on web pages. Command buttons are generally at the bottom of LOA content areas. To activate a command button, select the button with a left mouse click, or press spacebar when the button has focus.

Exhibit 3 contains general descriptions of buttons found throughout the LOA interfaces.

Exhibit 3. Command Buttons Name Function Accept Accept LOA system user agreement. Add / Remove Categories

Allows users to add or remove Railinc product categories from an LOA offer.

Add / Remove Marks

Allows users with the other products grantee role to add or remove marks from an LOA offer.

Cancel The system cancels the current action and closes the screen without saving any inputs.

Close The system returns to the page from a Search/Add Mark panel or View LOA panel when no other changes or additions can be done.

Continue Allows users to return to an LOA once categories for it have been selected. Decline Decline LOA system user agreement.

Done The system returns to the page representing the beginning of the current task or subtask.

Edit The system opens the LOA to modify draft, submitted or rejected LOAs. Finish The system closes the current task and returns the user to the previous screen. First Go to the first page in search results. Last Go to the last page in search results. Next Go to the next page in search results. OK Confirms an action or acknowledges an action has taken place. Previous Go to the previous page in search results. Reject Allows the grantor to reject a submitted LOA offer. Renew Button to begin the edit of a 3-year renewal for an LOA. Revalidate Button to begin the edit of an annual revalidation for an LOA. Revoke Button to withdraw a pending LOA or cancel an approved LOA. Save Saves entered data changes. Submit Completes the creation of an LOA by submitting it for review and approval.

Yes/No Responses for LOA confirmation panels, to either continue with the requested action or not (e.g., Cancel LOA).



Message Areas When an action has been requested and confirmed, LOA displays a success message at the top of the content area (Exhibit 4).

Exhibit 4. Success Message (after LOA submission)

Other messages can be displayed in either the content area as boxed text (Exhibit 5).

Exhibit 5. Other Message Displays (error message for required field input)



Calendars LOA uses calendar date pickers (Exhibit 6).

Exhibit 6. Calendar

Use the calendar icon ( ) to open the calendar. The default display is the current month and year. Use the left arrow control to go to the previous month (NOT in the past) and the right arrow control to go to the next month. Alternatively, use the drop-downs to select the month and year. Then within the target month, select the desired date. The calendar closes and the selected date appears correctly formatted in the text box.

Tables Some LOA web pages (e.g., Search LOA results) use tables to display complex lists, and to organize data. Exhibit 7. Table

• The Show drop-down at the lower left, allows the user to display either 10, 25, 50 or 100

entries per page.

• Tables have controls at the lower right. These can include First, Previous, Next, Last as well as page numbers (based on the Show entries setting).

• Heading Links at the top of some table columns provide sorting capability, ascending or descending.

Getting Started Register to Use Railinc SSO


Getting Started The LOA application is accessed using the Railinc Single Sign On (SSO), which can be accessed from the Railinc portal at http://www.railinc.com. The SSO log in is located at the upper right of the page.

Register to Use Railinc SSO Each LOA user must register to use Railinc Single Sign On. It is beyond the scope of this document to describe the use of Railinc Single Sign On. Refer to Railinc Single Sign On and Launch Pad User Guide.

Once SSO registration is complete, the LOA Administrator configures the new ID for LOA.

http://www.railinc.com/

Getting Started Logging In


Logging In To log into LOA:

1. Open the browser.

2. Open the Railinc portal at http://www.railinc.com.

3. Log in to SSO (at upper right).

4. On the Launch Pad My applications portlet (upper left), select Letters of Authorization.

a. If the user has never logged on to LOA previously, the LOA End User License Agreement is displayed (Exhibit 8).

Exhibit 8. LOA End User License Agreement

If Decline is selected, the user is returned to the SSO Launch Pad. If Accept is selected, the LOA Home page is displayed (Exhibit 9).

b. If the user has previously logged into LOA, the LOA Home page is displayed (Exhibit 9).

http://www.railinc.com/

Getting Started Logging In


Exhibit 9. LOA Home

Continue by selecting an LOA application menu item (refer to Exhibit 10). The LOA Home page has the following tabs/menus:

Exhibit 10. LOA Application Menu Functions (and other home page tasks) Home Returns to the LOA Home page (Exhibit 9).

Go to LOA Id Provides a quick search by LOA Id (see Exhibit 11)

Create LOA Opens the Create a Letter of Authorization page (Exhibit 12).

Search LOA Opens the Search LOA page (Exhibit 20).

Reference Opens the LOA User Guide in a new browser window.

Other Tasks (links)

Create an LOA (same as Create LOA on page 11). Search for LOAs (same as Search LOA on page 18). View the User Guide.

Note: Menu content varies based on role-based permissions granted.

Go to LOA Id Logging Out


Logging Out Select the Launch Pad link to end an LOA session. The user returns to the user's Launch Pad.

If multiple SSO applications are open (in separate browser windows), and the users wants to close only one, close the unwanted window using X, or Alt+F4. Do NOT select the sign out link—it ends the entire Single Sign On session (and all applications).

Go to LOA Id From the home page users can directly go to an LOA by using the Go to LOA Id lookup (Exhibit 11).

Exhibit 11. Go to LOA Id Lookup

1. Enter in the LOA Id in the Go to LOA Id Lookup (Exhibit 11).

2. Select Go!. The details page for that LOA is displayed (see Viewing Search Results on page 19).

Create LOA Logging Out


Create LOA When the user selects Create LOA on an LOA page (or the first link on the LOA Home page), the Create a Letter Of Authorization page is displayed (Exhibit 12).

Exhibit 12. Create a Letter Of Authorization (top and bottom)

. . .

To create an LOA:

1. Enter the Grantor’s e-mail address and press the Enter key. If the grantor is already in our system, you can lookup the user via their e-mail address. If the user is not in our system, enter the e-mail address here and press the Enter key then you will be prompted for more details (Exhibit 13).



Exhibit 13. Unregistered Grantor (Additional Input Fields)

2. If unregistered, complete the additional required contact input fields.

3. As needed, modify the Effective and Expiration Dates. By default the effective date is todays date and the effective date is three years in the future. Revalidation of authorization is required every 12 months from the authorization date until the LOA expiration. Either party may terminate this LOA at any time by giving written notice to the other party and Railinc.

4. Press Enter or select the Add/Remove Categories button. The Select Categories page is displayed (Exhibit 14).

Exhibit 14. Create a Letter Of Authorization (Select Categories)

5. Exhibit 14 shows all categories collapsed. To expand a category, select the at the left.

Exhibit 15 shows an example of an expanded category. As needed, the information icon next to a listed role can be selected to display additional details about that role (see Exhibit

16). Select the information icon again to hide these details. Exhibit 17 shows all categories and entries expanded.



Exhibit 15. Example Expanded Category

Exhibit 16. Role with Additional Details Displayed

The individual entries are subject to change. Refer to Appendix A—Message Type Descriptions on page 43 for more information about each entry.



Exhibit 17. Categories and Subcategories Car Hire - CHARM, CHDX , Tank Car Mileage ...

TRAIN26 TRAIN28 1-3 TRAIN28 6-8 TR28CPY 10 TR28CPY 20 TR28CPY 30 TRAIN29 TRAIN61 TRAIN62 TRAIN68 TR69ALL 10 TR69ALL 20 TR69ALL 30 TR69ALL 40 TR69ALL 50 TR69CHG 10 TR69CHG 20 TR69CHG 30 TR69CHG 40 TR69CHG 50 TR69HOM 10 TR69HOM 20 TR69HOM 30 TR69HOM 40 TR69HOM 50 Car Hire Data Exchange(CHDX) SendCar Hire Data Exchange (CHDX) ReceiveCar Hire Accounting Rate Master (CHARM) Payables Car Hire Accounting Rate Master (CHARM) Receivables Deprescription Bid and Offer System Payables Deprescription Bid and Offer System Receivables Tank Car Mileage Equalization Invoices Tank Car Mileage Equalization Reports SWADM 52

Shipper Loading Authority (Circular OT-5) Shipper Loading Authority (Circular OT-5) - Approver Shipper Loading Authority (Circular OT-5) - Reviewer Shipper Loading Authority (Circular OT-5) - Submitter

Equipment Repair Car Repair Billing (CRB) Car Repair Billing (CRB) Website Access Car Repair Billing Data Exchange (CRBDX) Receive Car Repair Billing Data Exchange (CRBDX) Send

UMLER™ (Web Access, Service and UMLER™ Train-II) Umler™ Component Registry Website Access Umler™ Equipment Registry Website Access Umler™ TRAIN II Equipment Updates Umler™ Web Services

Equipment Health (EHMS and DDCT) FindUs.Rail (DDCT) Damaged Defective Car Tracking Damaged Defective Car Tracking DDCT Website Access Damaged Defective Car Tracking DDCT Web Services EHMS Notifications/Subscriptions EHMS Web Services

Early Warning/Maintenance Advisory (EW/MA) System Early Warning Website Access

Freight Rate Information (REN) Rate EDI Network (REN) Access

General Messaging Setup Message Switching TRAIN50 TRAIN51 TRAIN53 TRAIN58 TPMSG51 EDACK51 SWAYB00 TRAIN80 Flip Flop Table

Locomotive Repair Billing (LRB) Locomotive Repair Billing (LRB) MQ Access Locomotive Repair Billing (LRB) Website Access

Tracing Car Location Message (CLM) Waybill(417)

Rail Industry Contact Information - FindUS.Rail FindUs.Rail Website Access

6. Check at least one entry under a category.

7. When all entries matching the grantor's LOA have been checked, select Continue. The Create a Letter of Authorization screen is re-displayed with an additional input field, which varies depending on the selected category. Exhibit 18 shows an example of an additional entry when the Early Warning/Maintenance Advisory (EW/MA) System category is selected.

Exhibit 18. Create a Letter Of Authorization (showing required field for selected category)



8. Complete the additional displayed entry field(s).

9. To assign SSO users to the displayed role, select the Select button. The SSO Search and Select page is displayed (Exhibit 19).

Exhibit 19. SSO Search and Select

10. Select a criteria to search for from the Search drop-down field (Exhibit 20).

Exhibit 20. SSO Search Criteria Drop-down

11. Enter a string of text corresponding with the selected search criteria in the For field. Note the availability of wildcard search characters, as displayed on the page.

12. Select Search to perform the search. Search results are displayed (Exhibit 21).

Exhibit 21. SSO Search and Select (with search results)

13. Select one or more of the listed users to assign them to the selected application category. The users from the Available Users list to the Selected Users list (Exhibit 22). As necessary, selected the users again to move them back to the Available Users list.



Exhibit 22. SSO Search and Select (with found user selected)

14. As necessary, repeat the steps and search for additional users to assign to the application role.

15. When ready, select Finished. The Create a Letter Of Authorization page (Exhibit 12) is re-displayed. At the bottom of the page, an indicator shows the number of SSO users that have been assigned to the selected role (Exhibit 23). If necessary, select the Select button to return to the SSO Search and Select page (Exhibit 19) to edit assigned SSO users.

Exhibit 23. Create a Letter Of Authorization (showing SSO User assigned to selected role)

16. As necessary, repeat steps 4 through 15 to add additional roles to SSO users.

17. Perform one of the following actions:

a. Select Add/Remove Categories to add or remove categories (go to step 5 on page 12).

b. Select Save to save the LOA as a draft. A confirmation message is displayed stating that the LOA has been saved with an assigned LOA number (Exhibit 17).

Exhibit 24. LOA Saved—Confirmation Message

c. Select Submit to submit the LOA. The LOA Home page is displayed with a confirmation message which indicates that the LOA has been created and submitted and has been assigned an LOA number (Exhibit 18).



Exhibit 25. LOA Creation—Confirmation Message

When the LOA is submitted, an e-mail notification is generated to the Grantor (Exhibit 19) as well as to the Approvers.

Exhibit 26. Notification to Grantor of LOA Submission

Search LOA Logging Out


Search LOA When the user selects the Search LOA menu item, the Search for Letters of Authorization page is displayed (Exhibit 20). Exhibit 27. Search for Letters of Authorization

By default, all LOAs generated by the user's "group" (company or subset) are displayed. To confine the search, use criteria to reduce the results to those LOAs wanted. Criteria include:

LOA Id—unique number with one result only (default is blank). Category—Show LOAs for the selected Category only (single selection drop-down). Default is All. Grantor—The name of the company of the Grantor. Grantee—The name of the company of the Grantee. Mark/CIF—The Mark or Customer Identification Number (CIF) or either the Grantor or the Granteee. Effective From/To dates—Period when the LOA became effective. When one date is entered, the other field defaults to the same date. Adjust period as necessary. Default is blank. Expiration From/To dates—Period when the LOAs expire. When one date is entered, the other field defaults to the same date. Adjust period as necessary. Default is blank. Status—Choose value from drop down. Valid values include:

• All (default) • 2nd Party Approved • 2nd Party Rejected • Approved • Canceled • Cancellation Requested • Draft • Expired • Rejected • Submitted

Search LOA Viewing Search Results


To clear the criteria, select Reset. When criteria have been set, select Search to view the results.

Viewing Search Results The Search Results table has several controls for navigation.

• The user can choose to view 10, 25, 50 or 100 entries at a time by selecting the Show drop-down value.

• Use the controls shown in Tables on page 6. These can include:

− First − Previous − Nos. (1–NN), depending on the number of search results − Next − Last

Each results table row has two links:

• Document—Select to display the attached LOA document

• LOA ID——Select to display the entered LOA. The displayed results vary based on the LOA status. Here are some sample statuses, which link to examples.

− Submitted

− Approved

− Implemented

− Canceled

− Rejected

− Expired

− Draft



Viewing Documents Existing LOAs can have documents attached. To view the document attached to an LOA:

1. Select the icon link in the Document column of the row. The document is displayed in a new browser window (Exhibit 21).

Exhibit 28. Attached PDF Document Window (PDF controls shown near bottom)

To print the document, select the Acrobat print icon (or press Ctrl + P), and send to local printer.

2. When finished viewing the document, close the browser window.



Viewing Submitted LOAs Submitted LOAs are those that have been submitted by grantees for approval, but have not yet been approved. To view the details of a submitted LOA:

1. Select the submitted LOA ID link at the left to open the View LOA panel (Exhibit 22).

Exhibit 29. View LOA (pending)

2. Choose an action as shown in Exhibit 23.

Exhibit 30. Actions for Pending LOAs

Close Closes the View LOA panel. Returns to the Search results list.

Revoke Cancels the implemented LOA (Reason text must be added). See Revoking LOAs on page 34.

Clone LOA

Creates a clone of the displayed LOA. Refer to Cloning LOAs on page 37.



Viewing Approved LOAs Approved LOAs are those that have been approved by Railinc, and might or might not have been implemented. To view the details of an Approved LOA:

1. Select the approved LOA ID link at the left of the row. The View LOA panel opens (Exhibit 24).

Exhibit 31. View LOA(Approved)



Note: Near the bottom of the View LOA panel for existing LOAs, the icon link for the attached LOA document is shown. Select the icon to open the document. Refer to Viewing Documents on page 20.

No changes can be made to an approved (but unimplemented LOA), except to withdraw the LOA by selecting Revoke. Refer to Revoking LOAs on page 34.

To exit the View panel, select Close (or X) to return to the search results list.

Viewing Implemented LOAs Implemented LOAs are those that have been approved and have been implemented. To view the details of an Implemented LOA:

1. Select the approved LOA ID link at the left of the row. The View LOA panel opens (Exhibit 25).



Exhibit 32. View LOA (top of Implemented LOA)



2. Scroll down in the panel (Exhibit 26).

Exhibit 33. View LOA (bottom of Implemented LOA)

Near the bottom of the View LOA panel for existing LOAs, the icon link for the attached LOA document is shown. Select the icon to open the document. Refer to Viewing Documents on page 20.

3. Choose the desired action. The following actions are available:

Exhibit 34. Action for Approved (Implemented) LOAs


Revalidate Opens the Letter of Authorization, prepopulated with the current LOA information. Refer to Revalidating LOAs on page 38.

Revoke Cancels the implemented LOA. Refer to Revoking LOAs on page 34.



Viewing Canceled LOAs Canceled LOAs are submitted LOAs that were canceled prior to approval, or approved LOAs that have been Revoked (either after approval or after implementation). To view a Canceled LOA:

1. Select the canceled LOA ID link at the left of the row. The View LOA panel opens (Exhibit 28).

Exhibit 35. View LOA (for Canceled)



No actions are allowed on this panel. Near the bottom of the View LOA panel for existing LOAs, the icon link for the attached LOA document is shown. Select the icon to open the document. Refer to Viewing Documents on page 20. To exit the panel, select Close (or X) to return to the search results list.



Viewing Rejected LOAs Rejected LOAs are LOAs that were rejected by Railinc or the Grantor. To view a Rejected LOA:

1. Select a rejected LOA ID link at the left of the row. The View LOA panel opens (Exhibit 28).

Exhibit 36. View LOA (rejected)



The reason the LOA was rejected is displayed at the bottom of the panel.


Exhibit 37. Actions for Rejected LOAs


Edit Opens the Letter of Authorization, prepopulated with the current LOA information. Refer to Editing LOAs on page 36. For existing LOAs, the attached LOA document CANNOT be changed.

Clone Creates a clone of the displayed LOA. Refer to Cloning LOAs on page 37.

Viewing Expired LOAs Note: No actions can be taken on expired LOAs. The closed LOA can be cloned as described in

Cloning LOAs or a new LOA can be created as described in Create LOA on page 11. Expired LOAs are LOAs that had been implemented, but have reached their Expiration Date without having been renewed, or after a second allowed renewal. To view an Expired LOA:

1. Log on to LOA as described in Logging In on page 8.

2. Search for the LOAs with a Status = Expired or a known expired ID number. See Search LOA on page 18 for instructions.

3. Select an expired LOA ID link. The View LOA for an Expired LOA is displayed.

Near the bottom of the View LOA panel for existing LOAs, the icon link for the attached LOA document is shown. Select the icon to open the document. Refer to Viewing Documents on page 20. To exit the panel, select Close (or X) to return to the search results list.

Viewing Draft LOAs Draft LOAs are LOAs that had been saved but not submitted. To view a Draft LOA:


2. Search for the LOAs with a Status = Draft. See Search LOA on page 18 for instructions.

3. Select a Draft LOA ID link. The View LOA for a Draft LOA is displayed (Exhibit 31).



Exhibit 38. View LOA (draft)


Exhibit 39. Actions for Rejected LOAs

Close LOA

Closes the View LOA panel. Returns to the Search results list.

Edit Opens the Edit Letter of Authorization, prepopulated with the current LOA information. Refer to Editing LOAs on page 36.

Clone LOA

Creates a clone of the displayed LOA. Refer to Cloning LOAs on page 37.

Delete Allows a user to delete a draft LOA. A message is displayed. Select OK to confirm the deletion. A confirmation message is displayed stating that the

Managing LOAs Approving/Rejecting LOAs


draft LOA has been deleted.

Managing LOAs

Approving/Rejecting LOAs Once an LOA has been submitted, it must then be reviewed and either approved or rejected by the Grantor and Railinc.

1. The approver logs into the LOA application as described in Logging In on page 8. The LOA Home page is displayed with a list of Tasks for the Approver (Exhibit 33). The Tasks for Approver page can be displayed at any time by selecting the My Tasks menu item.

Exhibit 40. Tasks for Approver

2. Select the link of an LOA that is listed as “Approve or Reject” in the Task Name column. The Approve or Reject LOA page is displayed (Exhibit 34).



Exhibit 41. Approve or Reject LOA

3. Review the LOA for accuracy.

4. Add notes to the Category information Notes field.

5. Perform one of the following actions:

a. Select APPROVE. The Confirm Approve Confirmation Pop-up is displayed (Exhibit 35).

Exhibit 42. Confirm LOA Approval



Select Yes to confirm the approval. A message is displayed confirming that the LOA has been approved (Exhibit 36).

Exhibit 43. LOA Approved Message

b. Select REJECT. The Confirm Rejection Confirmation Pop-up is displayed (Exhibit 37).

Exhibit 44. Confirm LOA Rejection

Select Yes to confirm the rejection. A message is displayed confirming that the LOA has been rejected (Exhibit 38).

Exhibit 45. LOA Rejected Confirmation

Managing LOAs Revoking LOAs


Revoking LOAs When an LOA is either pending or approved, it can be revoked. To revoke an LOA:

1. Conduct a search for the LOA to be revoked. See Search LOA on page 18 for instructions.

2. In the results table, select the LOA ID link for the LOA. The View LOA panel is displayed.

3. Scroll to the bottom of the panel (Exhibit 39).

Exhibit 46. View LOA (Bottom—for Revoke)

4. Type the Reason for canceling the LOA.

5. Select Revoke. The Revoke Confirmation panel is displayed (Exhibit 40).

Exhibit 47. Revoke Confirmation

6. If unsure about the revocation, select No. Otherwise, select Yes to revoke the LOA. If revoked, the panel closes and the LOA Home page is displayed with a cancelation message for the LOA (Exhibit 41).

Managing LOAs Revoking LOAs


Exhibit 48. Cancelation Message

A notification is sent to the Grantor (Exhibit 42) and Grantee as well.

Exhibit 49. Grantor Notification of Cancelation

The status of the LOA is set to Canceled. Notification is sent to the Grantor, Grantee, and the DCA for implemented categories.

Managing LOAs Editing LOAs


Editing LOAs LOAs with the following statuses can be edited: draft, submitted or rejected.

To edit an LOA:

1. Conduct a search for the LOA to be edited. See Search LOA on page 18 for instructions.

2. In the results table, select the LOA ID link for the LOA to be edited. The View LOA panel is displayed.

3. Scroll to the bottom of the displayed editable LOA (Exhibit 43).

Exhibit 50. LOA (Grantor contact information)

4. Select the Edit button. The Create a Letter of Authorization page is displayed (similar to Exhibit 12).

5. Select the existing text in the appropriate field to be edited. The fields open for editing. Complete the LOA in the same way as a new LOA (see Create LOA on page 11).

6. When finished editing, select Close to return to the search results list. Notification is sent to the Grantor (Exhibit 44).

Exhibit 51. Contact Change Notification

Managing LOAs Cloning LOAs


Cloning LOAs Here is how to clone an existing LOA.

1. Conduct a search for the LOA to be cloned. See Search LOA on page 18 for instructions.

2. In the results table, select the LOA ID link for the LOA. The View LOA panel is displayed.

3. Select Clone LOA. A message appears at the top of the displayed LOA (Exhibit 45).

Exhibit 52. Clone Confirmation Message

4. To begin the submission process for the cloned LOA, select Edit. The LOA is re-displayed and open for edits.

5. Complete the cloned LOA in the same way as creating a new LOA (see Create LOA on page 11).

Managing LOAs Revalidating LOAs


Revalidating LOAs LOAs are by default, good for three years; however, after each one-year period (and after at least 365 days), the LOA must be revalidated by the Grantor to continue for the full three years. The system sends the grantee a notice 97 days prior to the annual anniversary.

Exhibit 53. Revalidation E-Mail to Grantee

Upon receipt of a system e-mail requiring validation of an LOA:

1. Review the information provided in the e-mail. If it is correct, no action is needed. If there are changes in the Grantor information continue with Step 2–7 below.


3. Search for the LOA using its ID number. See Search LOA on page 18 for instructions.

4. Select the LOA's ID link. The View LOA panel opens (similar to Exhibit 25).

5. (If needed), change the grantor contact information. Refer to Editing LOAs on page 36.

6. Select the icon to open the attached LOA document and verify for accuracy. Refer to Viewing Documents on page 20.

7. As needed, obtain a revised LOA document from the Grantor.

Managing LOAs Revalidating LOAs


One week after the grantee receives revalidation notification, the Grantor receives notification with a link to the LOA system (Exhibit 47).

Exhibit 54. Revalidation E-Mail to Grantor (with link to LOA system)

Note: Additional e-mail reminders are sent to the Grantor at 60-, 15-, 7-, and 1-day before revalidation is mandated and cancelation occurs. Grantees are also sent notifications at the 15-, 7-, and 1-day timeframes. (Exhibit 53)

When the Grantor selects the link, the LOA application opens in the browser.

Exhibit 55. Grantor Revalidate Choice (in LOA)

Managing LOAs Revalidating LOAs | Confirm LOA


The Grantor can choose to view the LOA document by selecting its icon. The Grantor can make the following choices:

• Confirm LOA

• Decline LOA

Note: If the Grantor does NOT respond other e-mails are sent to the Grantee. Refer to No Response from Grantor on page 42.

Confirm LOA When the Grantor selects the Confirm link on the LOA browser revalidation, a Confirm LOA panel is displayed (Exhibit 49).

Exhibit 56. Confirm LOA panel

When Yes is selected, the LOA system shows a confirmation response page (Exhibit 50).

Managing LOAs Revalidating LOAs | Decline LOA


Exhibit 57. LOA Revalidation Confirmed

The Grantor must close the browser window. Notifications are sent to both the Grantor and the Grantee.

Decline LOA When the Grantor selects the Decline link on the LOA browser revalidation, a Decline LOA panel is displayed (Exhibit 51).

Exhibit 58. Decline LOA panel

When Yes is selected, the LOA system shows a revoked response page (Exhibit 52).

Managing LOAs Revalidating LOAs | No Response from Grantor


Exhibit 59. LOA Revalidation Revoked

The Grantor must close the browser window. Notifications are sent to both the Grantor and the Grantee.

No Response from Grantor If after the four revalidation e-mails have been sent and the Grantor has not either Confirmed or Declined the LOA, a final e-mail is sent to the Grantee (Exhibit 53).

Exhibit 60. Revalidation E-Mail to Grantee (No response from Grantor)

Grantee should re-contact the Grantor to facilitate a response to the revalidation requests.

Appendix A—Message Type Descriptions



Message Description or Usage I/O Message Switching

RAILROAD REGISTER JCL that updates the mainframe: GCRFUPDC

TRAIN50 Identify violations of edit criteria found in the Group and Detail Level records at an Event Report (TRAIN10)

TRAIN52 TRAIN52 Exception Messages This message is sent to the road from Railinc and identifies the violations of edit criteria found in the Group Level or Detail Level records of the referenced Regional Boundary Crossing Report (TRAIN02). • In the Group Level record of the TRAIN52, space is provided to report up to 5

errors associated with the Group Level record of the Boundary Crossing Report. • The Group Level record of the TRAIN52 is followed by a Detail Level record.

This advises the originating road of errors found in the Detail Level record of the Regional Boundary Crossing Report. Space is provided for reporting up to 3 errors. − If no errors are detected, the Exception fields (indicating the Field in error, a

Separator, and the error Code) will be blank. − If there is only 1 error, the 1st exception will be followed by a comma and

the remaining Exception fields will be blank. − If there are more errors than is provided for, the last Exception field reads

G00–00 (for Group Level) or D00–00 (for Detail Level) indicating that the number of exceptions exceeds the number of fields provided.

TRAIN51 Identify violations of edit criteria found in the Group and Detail Level records of an Interchange Report (TRAIN01/31).

TRAIN53 Identify violations of edit criteria found in the Group and Detail Level records of an Interchange Report (TRAIN03/33).

TRAIN58 Identify violations of edit criteria found in the Group Level or Detail Level records of the TRAIN08 Reports.

TPMSG51 Identify violations of edit criteria found in the Message Header record for all messages sent to the AAR.

EDACK51 Inform transmitting road of message receipt (regardless of type) and may contain exception detected in the Summary record and/or Message Trailer record by the TRAIN II Edit process for TRAIN II input messages.

ISM Message Distribution Table (IM57) Forward & Store

SWAYB00 TRAIN26 Option has no relevance// Notice of Pending Car Hire Rule 15 Liability Transfer

messages is sent to Delinquent Carrier.



Message Description or Usage I/O TRAIN28 Data provided as requested in the TRAIN08, Transfer of Liability Message****** If

Delinquent Carrier indicating acceptance by TRAIN10/08 then Railinc will send a TRAIN28 to Holding Road, Delinquent and Equipment owner. ******************7. If the Delinquent Carrier does not respond to the TRAIN26 Notice of Pending Car Hire Rule 15 Liability Transfer message within the allowed time frame (6 hours for a Class I carrier – 12 hours for all others), the suspended Rule 15 TOL will be posted to the Event Repository and appropriate TRAIN28 messages sent to the Holding Road, Delinquent Road and Equipment Owner. • Option 1 Rule 5 To-Road (Railroad acting as a switch carrier) • Option 2 Rule 5 Owner Cars (Railroad acting as a switch carrier) • Option 3 Rule 5 From Road (Railroad acting as a switch carrier) • Option 6 Rule 15 To-Road (Railroad acting as a line-haul carrier) • Option 7 Rule 15 Owner cars (Railroad acting as a line-haul carrier) • Option 8 Rule 15 From Road (Railroad acting as a line-haul carrier) • 1B Bundle Options (Railroad acting as a switch carrier. Used for bundle options) • 2B Bundle Options (Railroad acting as a switch carrier. Used for bundle options) • 3B Bundle Options (Railroad acting as a switch carrier. Used for bundle options)

TR28COPY If a carrier is setup to receive their own TRAIN28 message then copy is used to send a copy of the 28 to another receiver. (RMI or GBRX, etc.) • Option 10 = Will send a copy if Owner has authorized • Option 20 = Will send a copy if To-Road has authorized • Option 30 = Will send a copy if From-road has authorized

TRAIN29 Option has not relevance******* 6. The Delinquent Carrier may respond with a TRAIN10/08 report type 89 message indicating denial of the Rule 15 TOL. If so, the TOL will not be posted to the Event Repository and a TRAIN29 message will be sent to the Holding Road indicating the denial of the TOL. Car Hire responsibility remains with the Holding Carrier until actual interchange is accomplished

Inbound

TRAIN6X These are the options available for TRAIN6X messages • Option 10 = All equipment • Option 20 = Railroad Owned Equipment • Option 30 = Private Equipment • Option 40 = Trailers • Option 50 = Containers

outbound

TRAIN61 These reports are sent to the assignee of a reporting mark (or an appointed agent) when the Interchange delivery or receipt does not involve the assignee, the reporting time limit of 120 hours has expired, and when the following conditions are met: • An Interchange delivery report is matched with a receipt during the daily LCS

analysis. • An Interchange was reported by both roads but there is a discrepancy in Date and

Time or SPLC. • A delivery record is the only report to be received (one-road reports). • A receipt record is the only report to be received (one-road reports).

outbound

TRAIN62 Only option is 10. This is for owners same as 61 and 63. It also applies to the 120-hour rule.

outbound

TRAIN63 Junction Report to Lessee. outbound TRAIN68 Identify Interchange Reports in error or missing which are detected during continuity

analysis of the Equipment Master (EQMST) file. outbound



Message Description or Usage I/O TRAIN69 TTX cars are considered as Railroad Cars (Option20) outbound TR69ALL To all types of interchanges

• Receive all messages from LCS for chosen option number outbound

TR69ACP Copy of all types of interchanges The ACP must be same options as the TR69ALL outbound TR69CHG To LCS created interchanges

• Receive only changes from LCS for chosen option number outbound

TR69CCP Copy of LCS created interchanges The CCP must be the same option as the TR69CHG

outbound

TR69HOM If the interchange has happened (only on the home road). outbound TR69ONH On hand messages type (Responsible road at the end of previous month). outbound TRAIN80 TRAIN80 Response Messages

The Car Transaction Message (TRAIN80) is sent to the road from Railinc and is designed to provide the UMLER registered owner and/or lessee/appurtenance owner a copy of all records of Boundary Crossings, Car Movements and the Last Commodity transactions reported to the TRAIN IIÒ System by Equipment Initial. Note: Does not include any Interchange data. No records will be sent to the owner or lessee/appurtenance owner when the original input was furnished by an owner/lessee–appurtenance owner. The Car Transaction Message is furnished to all requesting roads when a Regional Boundary Crossing (TRAIN02 or TRAIN10 or TRAIN32), Car Movements (TRAIN03 or TRAIN10 or TRAIN33; all Report Types, except 04, 27, 28, 29, 30, 31, 33, 35, 46, and 47) or Waybill (TRAIN06) for Last Commodity is processed

outbound

FLIP FLOP Table The FLIP FLOP table is used to flip the Sender /Receiver marks. When RMXX send in a messages as

RMXXABCD then we flit the sender code to ABCDRMXX so the systems will accept the message for that railroad. The same happens on the messages we send to RMI. Our system creates a primary address of ABCD and our second table show to send the message to RMXX, so we input RMXX as the primary address and ABCD as

the subaddress. ISS Set-up handled separately by Product Support.

Other Non-Chargeable Setup Fees CRBDX We need to know if you are going to Send Car Repair Billing and/or Receive Car

Repair Billing

CHDX We need to know if you are going to Send Car Hire and/or Receive Car Hire for the client you are working for.

Umler CHARM Car Hire Accounting Rate Master QUERY

SYSTEM QUERY87 Query the Online TRAIN II System

SWADM52 Deprescription does the setup and does not charge for this.

Glossary


Glossary 3PL—Third-party logistics providers.

AAR—American Association of Railroads

Car Hire—Car Hire is a usage charge paid to car owners by railroads for the use of freight cars and appurtenances.

CRB—Car Repair Billing.

DDCT—Damaged and Defective Car Tracking. A damaged car is one governed by Interchange Rule 107. Such cars are badly damaged or destroyed.

EDI—Electronic Data Interchange.

EHMS—Equipment Health Maintenance System.

EMIS/Umler—Equipment Management Information System (formerly the Universal Machine Language Equipment Register [UMLER])

EWMA—Early Warning Maintenance Advisory System.

ISS—Interline Settlement System.

LCS—Liability Continuity System.

LOA—Letter of Authorization.

LRB—Locomotive Repair Billing.

REN—Rate EDI Network.

SPLC—Standard Point Location Code.

Index


Index 3PL, 1 Accept

button, 4 license agreement, 8

actions canceled LOA, 24 draft LOA, 27 expired LOA, 26 implemented LOA, 22 pending LOA, 18 rejected LOA, 26

Add/Remove Catagories button, 4 Add/Remove Marks button, 4 application title, 3 approved LOA

revoke, 31 view, 19

area content, 3 message, 5

button command, 4

calendar, 6 Cancel button, 4 Cancel Confirmation

message, 31 notification, 32 panel, 31

canceled LOA no actions allowed, 24 view, 23

Category section create, 12

Close button, 4 command button, 4 confirm revalidation, 37 Contact Us link, 3 content area, 3 Continue button, 4 copyright area, 4 create LOA, 11 criteria for search, 15 Decline

button, 4 license agreement, 8

decline revalidation, 38 document

close, 17 print, 17 view, 17

Done button, 4 draft LOA

actions, 27 edit, 33 view, 26

edit draft LOA, 33

Edit button, 4 e-mail

LOA cancelation, 32 LOA submission (new), 14 notifications, 2 revalidation to Grantee, 35 revalidation to Grantor, 36

End User License Agreement Accept, 8

Decline, 8 on first login, 8

executables area, 3 expired LOA

no actions allowed, 26 view, 26

Finish button, 4 First button

description, 4 glossary, 43 grantee menu, 9 home page, 8 icon

document link, 17 implemented LOA

actions, 22 Renew button, 22 Revoke button, 22 view, 20

Last button description, 4

Launch Pad link, 3 legal notices, 4 letters of authorization. See LOA link

Confirm, 37 Contact Us, 3 Decline, 38 document, 16 Launch Pad, 3 LOA ID, 16 navigational, 3 Sign Out, 3

LOA application menu, 9 create, 11 edit, 33 End User License Agreement, 8 home page, 8 log in, 8 log out, 10 notifications, 2 overview, 1 revalidate, 35 revoke, 31 search, 15

LOA ID link, 16 search criteria, 15

log in, 8 log out, 10 logo, Railinc, 3 menu

grantee, 9 LOA, 9 Main, 3

message type descriptions, 40

message area, 5 navigational link, 3 Next button

description, 4 No button, 4 notification

LOA cancelation, 32 LOA submission (new), 14

Index


OK button, 4 pending LOA

actions, 18 view, 18

Previous button description, 4 in Search results, 16

privacy statements, 4 Railinc logo, 3 reason (for Revoke), 31 rejected LOA

actions, 26 Edit button, 26 view, 25

Renew button, 4 Revalidate button, 4 revalidate LOA

confirm revalidation, 37 confirmed in LOA, 37 decline revalidation, 38 Grantee e-mail, 35 Grantor choice in LOA, 36 Grantor e-mail, 36 no grantor response, 39 overview, 35 revoked in LOA, 38

revoke LOA, 31 Reason, 31

Revoke button, 4 used, 31

Save button, 4 search

criteria, 15 LOA, 15 Reset, 16

Sign Out link, 3 Sign-On Information, 3 Single Sign On, 7 SSO

registration, 7 status

Canceled, 32 search criteria, 15

Submit button description, 4

table, 6 terms of service, 4 Third-party logistics provider, 1 title

page, 3 title (application), 3 view

approved LOA, 19 canceled LOA, 23 document, 17 draft LOA, 26 expired LOA, 26 implemented LOA, 20 pending LOA, 18 rejected LOA, 25

View LOA panel for approved, 19 for canceled, 23 for draft, 26 for expired, 26 for implemented, 20 for pending, 18 for rejected, 25

web interface page layout, 3

Yes button, 4