IATA XML e-booking. Functional Specifications <01/06/2011>

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1 IATA XML e-booking Functional Specifications <IATA Cargo> <IDFS> <01/06/2011> DOCUMENT CONTROL & DISTRIBUTION Version History Version Amendment Description Date By 0.1 Original Draft 01/06/2011 A. Graf-Gruber 0.2 Inclusion of As-Is Process 07/06/2011 F. Leger, B. Acheson 0.3 Inclusion of To-Be process 08/06/2011 F. Leger, B. Acheson 0.4 Feedback from DGF and Kuehne & Nagel 09/06/2011 B. Acheson, A. Graf-Gruber 0.5 CXMLTF feedback 09/06/2011 B. Acheson, A. Graf-Gruber CXMLTF face-to-face meeting feedback CXMLTF face-to-face meeting feedback 23/06/ /10/2011 CXMLTF, B. Acheson, A. Graf-Gruber CXMLTF, B. Acheson, A. Graf-Gruber Distribution List Approved copies of this document will be issued to: Name Business Area IATA XML e-booking Functional Specifications v0.7.doc Page 1 of 15

2 Table of Content 1 INTRODUCTION Objective Definitions Messages In Scope of the 2011 XML Developments Additional messages to be considered Background Scope of this paper Which stakeholders are in scope? Which documents are in scope? What is out of scope? General Assumptions BUSINESS PROCESSES As-Is Business Process As-Is business process with allotment As-Is business process without allotment As-Is business process concerns To-Be Business Process To-Be business process with allotment To-Be business process without allotment To-Be business process benefits XML MESSAGE DEVELOPMENTS To-Be Standard Electronic Messages...13 ANNEX 1: MESSAGE SPECIFICATIONS...15 IATA XML e-booking Functional Specifications v0.7.doc Page 2 of 15

3 1 Introduction 1.1 Objective As part of the IATA Cargo XML Task Force developments, this document is intended to give an overview of the business process and electronic message flows that could be implemented to support e-booking between the carriers and their customers allowing the current manual process to be conducted by means of XML messages that can support different requirements. The purpose of the document is not to develop a standard e-booking process. This document will use as a basis the functional specifications that have been drafted by the IATA E-Booking Working Group (IATA EBWG) back in Definitions 1 AIRLINE: The air carrier issuing the air waybill or creating the shipment record and all the other carriers that carry or agree to carry the cargo under the air waybill or to perform any other services related to such carriage (Hereafter referred as Carrier). AIR WAYBILL: A document made out by or on behalf of the shipper, which evidences the contract between the shipper and airline(s) for the carriage of cargo over the routes of the airline(s). ALLOTMENT 2 : An agreement to reserve space for a specific flight(s)/routing for a specific period; Also referred to as Allotment Agreement, Contractual Agreement, Permanent Booking, Allocation, Blocked Space. ALLOTMENT BOOKING 3 : A request for transportation of consignment(s) against that allotment. AD HOC BOOKING 4 : An ad hoc request for transportation of a consignment not against an allotment; Also referred to as Free Sale Booking. BOOKING CONFIRMATION (IATA EBWG): the positive answer from a carrier to a booking request/change BOOKING CHANGE (IATA EBWG): a modification to an existing booking. 1 Definition are as per IATA Cargo Services Conference Resolutions Manual, Resolution 660 Attachment A Interline Traffic Agreement Cargo; Article 1 Definitions, IATA Cargo Agency Conference Resolutions Manual, Resolution 823 Definitions of Terms used in Cargo Agency Resolutions or UN/CEFACT United Nations Layout Key for trade Documents 2002, Appendix 1 Definitions and descriptions of document names, if not otherwise specified. 2 Definition produced by the Cargo XML Task Force. 3 Definition produced by the Cargo XML Task Force. 4 Definition produced by the Cargo XML Task Force. IATA XML e-booking Functional Specifications v0.7.doc Page 3 of 15

4 BOOKING CANCELLATION (IATA EBWG): indication that a previously confirmed booking is no longer needed by the customer CONSIGNMENT: Is equivalent to the term shipment, means one or more pieces of goods accepted by the airline from one shipper at one time and at one address, receipted for in one lot, and moving on one air waybill or one shipment record to one consignee at one destination address. FREIGHT FORWARDER: The party arranging the carriage of goods including connected services and/or associated formalities on behalf of a shipper or consignee. 5 RELEASED SPACE (IATA EBWG): allotment space that has been freed up either by customer notification or based on time out rules by the carrier. This could also be optionally used to free up unused blocked space. SHIPPER: Equivalent to the term consignor means the person whose name appears on the air waybill or in the shipment record as the party contracting with the airline(s) for carriage of goods. SPACE ALLOCATION: is referred in this document as Booking. TIME DEFINITE SERVICE: 1.3 Messages 6 There are various Cargo-IMP messages related to the space allocation and booking processes and some of them will be used to define the Cargo-XML booking standard In Scope of the 2011 XML Developments FVR Message: Schedule and Availability Information Request Message requesting Schedule and Availability Information e.g. for flights routing, dates, periods. FVA Message: Schedule and Availability Information Answer Message replying to a Schedule and Availability Information Request (FVR) Message. FFR Message: AWB Space Message requesting, cancelling, updating a space allocation on flight(s) for a consignment, or cancelling space. FFA Message: AWB Space Allocation Answer Message replying to an AWB Space Allocation Request (FFR) message e.g. confirming, refusing, processing Additional messages to be considered FTR Message: Rate Information Request Message requesting rate information for a specific routing on a specific date. 5 MacAndrews Shipping Dictionary 6 IATA Cargo-IMP IATA XML e-booking Functional Specifications v0.7.doc Page 4 of 15

5 FTA Message: Rate Information Answer Message replying to a Rate Information Request (FTR) message indicating the rate information selected. FOR Message: Allotment Information Request Message requesting the status of an allotment(s) or current allotment information. FOA Message: Allotment Information Answer Message replying to an Allotment Information Request (FOR) providing the status of an allotment(s) or a list of allotments. FUR Message: ULD Space Message requesting cancelling, replacing a ULD space allocation on flight(s), or cancelling space. FUA Message: ULD Space Allocation Answer Message replying to a ULD Space Allocation Request (FUR) message e.g. e.g. confirming, processing. 1.4 Background In the current booking process many airlines allotments, bookings and re-confirmations are handled by phone calls, faxes and handshakes. There are a some electronic Cargo Interchange Message Procedures (Cargo-IMP) messages for space allocation for individual Air Waybill (AWB) consignments and Unit Load Devices (ULDs), but these require detailed knowledge of various carriers proprietary information, e.g. AWB number, schedule, flight detail, product code. In order to promote the use of XML messages in the air cargo industry, it was decided that the Cargo-IMP messages that are key to the air cargo industry be identified and their XML equivalents be developed. The messaging needs to be flexible to accommodate new business practices, product and services and to address new requirements for regulatory and security that have to be implemented rapidly and ideally upfront in the booking process. The message(s) to be developed would include only a minimum of mandatory data elements with most of the other additional data elements being optional. In addition some more open architecture are now available, such as a Web-enabled Internet solution. 1.5 Scope of this paper Which stakeholders are in scope? The stakeholders involved in this specification are: - The Shipper, - The Freight Forwarder at Origin, - The Carrier at Origin, - The Ground Handler at Origin. IATA XML e-booking Functional Specifications v0.7.doc Page 5 of 15

6 1.5.2 Which documents are in scope? Most of the required information to be exchanged between the Carrier and its customers is included in the following documents: Request for information on schedule, availability and rates; Booking Request for and Air Waybill or ULD; Shipper s letter of instruction (SLI). The booking would only be between the freight forwarder and the carrier or between a direct shipper and the carrier at the Air Waybill level. The practice shows that the FOR and FOA messages are being used and needed and thus their functions will be considered at a later stage as an opportunity of an allotment management for future needs What is out of scope? The Allotment would be out of scope of this document. The following bookings are for the time being out of scope of this document: - The booking between two airlines in case of interlining; - The booking between shippers and freight forwarders at the House Waybill level. The practice shows that the FTR and FTA messages are not being widely used or not used at all and thus will not be considered in the development of the XML message. The timing for submitting and answering information is out of scope at this stage and will be bilaterally agreed between the parties. The advertising or marketing process for the carrier to alert existing or new customers of the available space is out of scope of this document. 1.6 General Assumptions For the purposes of this paper, the following functions should be supported: The ability to get information on schedule, availability and rates at allotment level or ad hoc booking level The ability to book a single AWB or ULD as an ad hoc or against an allotment The ability to make available status information on the allotment/contract and booking The ability to cancel and amend a booking Other Considerations: The Customer should be able to Book with or without a valid Carrier Air Waybill number by weight, volume, ULD or position. It is optional for the Customer to specify a Flight number or special proprietary carrier product by name or code. IATA XML e-booking Functional Specifications v0.7.doc Page 6 of 15

7 Unless specified by the product there is an expectation that a flight number would be provided with the booking response (TO BE CONFIRMED). FSU (BKD) Process is described in the Document dealing with Consignment Status messages. Unless specified by the product there is an expectation that a flight number would be provided with the booking response. 2 Business Processes 2.1 As-Is Business Process As-Is business process with allotment The following high level As-Is business process is currently in place in most of the locations: Booking As Is With Allotment Shipper / Forwarder Request Schedule & Availability Consider Schedule & Availability FVR FVA Airline Check Schedule & Availability Provide Schedule & Availability Request Rates Consider Rates Request Allotment / Contract Acknowledge Confirmation Allotment Information Request Consider Allotment Status Information AWB Space Allocation Request Consider/Accept Space Allocation Provided ULD Space Allocation Request Consider/Accept Space Allocation Provided Receive Booking Confirmation FTR FTA FOR FOA FFR FFA FUR FUA FSU(BKD) Check Rates Provide Rates Check Allotment / Contract Availability Confirm Allotment with Identifier Check Allotment Information Provide Allotment Status Information Consider Space Answer Space Consider Space Answer Space Confirm Booking 1. Shipper/Forwarder sends request messages for, or investigates (e.g. through a booking portal), information concerning the flight schedules and availability or contacts the carrier directly, e.g. phone 2. Carrier makes the schedule and availability information available, either through response messages or has already posted the information to a booking portal 3. Shipper/Forwarder sends request messages for, or investigates (e.g. through a booking portal), information concerning the rates (e.g. commodity, ULD) or contacts the carrier directly, e.g. phone IATA XML e-booking Functional Specifications v0.7.doc Page 7 of 15

8 4. Carrier makes the rate information available, either through response messages or has already posted the information to a booking portal 5. After considering the options, the Shipper/Forwarder contacts the carrier (e.g. phone) to make arrangements for an allotment of space (e.g. on a flight, for an amount of weight, a certain destination, a certain day of the week) 6. Carrier and the Shipper/Forwarder sign an allotment agreement 7. Shipper/Forwarder can then send a message requesting information concerning the status of its allotment, e.g. how much has been used up and what is still available, or investigate through a booking portal 8. Carrier makes the allotment status information available, either through response messages or has already posted the information to a booking portal 9. Shipper/Forwarder sends a booking request for a consignment against its allotment using the following Action Codes: Cancel Any Previous Space Allocation (XX) Reporting Sale (SS) Requesting Space Allocation, if Not Available Will Accept Alternative (NA) Requesting Space Allocation, for Wait List (NL) Requesting Space Allocation, Will Not Accept Alternative (NN) Selling Space Allocation Against Allotment (CA) 10. Carrier considers the booking request for a consignment and responds to the forwarder either confirming, refusing or providing an alternative using the following Advice Codes: Cancellation Noted (CN) Confirming (KK) Unable (UU) Unable, Flight Does Not Operate (UN) Wait List (LL) Note: Steps 9 and 10 may be repeated until a satisfactory solution is determined using the following additional Status Codes: Have Requested Space Allocation (HN) Holding Confirmed (HK) Holding Wait List (HL) 11. Shipper/Forwarder sends a booking request for a ULD against its allotment using the Action Codes. 12. Carrier considers the booking request for a ULD and responds to the forwarder confirming, refusing or providing an alternative using the Advice Codes. 13. Carrier in some cases sends the FSU (BKD) message to confirm a booking, e.g. Cargo 2000 route map initialization IATA XML e-booking Functional Specifications v0.7.doc Page 8 of 15

9 2.1.2 As-Is business process without allotment The following high level As-Is business process is currently in place in most of the locations: Booking As Is Without Allotment Shipper / Forwarder Request Schedule & Availability Consider Schedule & Availability Request Rates Consider Rates FVR FVA FTR FTA Airline Check Schedule & Availability Provide Schedule & Availability Check Rates Provide Rates AW Space Allocation Request Consider/Accept Space Allocation Provided ULD Space Allocation Request Consider/Accept Space Allocation Provided FFR FFA FUR FUA Consider Space Answer Space Consider Space Answer Space Receive Booking Confirmation FSU(BKD) Confirm Booking 1. Shipper/Forwarder sends request messages for, or investigates (e.g. through a booking portal), information concerning the flight schedules and availability or contacts the carrier directly, e.g. phone 2. Carrier makes the schedule and availability information available, either through response messages or has already posted the information to a booking portal 3. Shipper/Forwarder sends request messages for, or investigates (e.g. through a booking portal), information concerning the rates (e.g. commodity, ULD) or contacts the carrier directly, e.g. phone 4. Carrier makes the rate information available, either through response messages or has already posted the information to a booking portal 5. Shipper/Forwarder sends a booking request for a consignment against its allotment using the following Action Codes: Cancel Any Previous Space Allocation (XX) Reporting Sale (SS) Requesting Space Allocation, if Not Available Will Accept Alternative (NA) Requesting Space Allocation, for Wait List (NL) Requesting Space Allocation, Will Not Accept Alternative (NN) IATA XML e-booking Functional Specifications v0.7.doc Page 9 of 15

10 Selling Space Allocation Against Allotment (CA) 6. Carrier considers the booking request for a consignment and responds to the forwarder either confirming, refusing or providing an alternative using the following Advice Codes: Cancellation Noted (CN) Confirming (KK) Unable (UU) Unable, Flight Does Not Operate (UN) Wait List (LL) Note: Steps 5 and 6 may be repeated until a satisfactory solution is determined using the following additional Status Codes: Have Requested Space Allocation (HN) Holding Confirmed (HK) Holding Wait List (HL) 7. Shipper/Forwarder sends a booking request for a ULD against its allotment using the Action Codes. 8. Carrier considers the booking request for a ULD and responds to the forwarder either confirming, refusing or providing an alternative using the Advice Codes. 9. Carrier in some cases sends the FSU (BKD) message is used to confirm a booking, e.g. Cargo 2000 route map initialization As-Is business process concerns The issues identified during the As-Is discussions are: Too much human intervention, e.g. phone calls Missing EDI capabilities, e.g. no allotment contract creation Too many EDI message types, e.g. schedule, availability and rate, as well as AWB booking and ULD booking No IATA XML standard messages for booking No clear awareness of what EDI standards should be used 2.2 To-Be Business Process To-Be business process with allotment The following high level To-Be business process is envisioned for e-freight locations: IATA XML e-booking Functional Specifications v0.7.doc Page 10 of 15

11 Booking To Be With Allotment Shipper / Forwarder Airline Request Schedule, Availability /Rates Capacity & Rates Request Check Schedule, Availability & Rates OUT OF SCOPE Consider Schedule Availability & Rates Request Allotment /Contract Capacity & Rates Answer Allotment Contract Request Propose Schedule, Availability & Rates Check Allotment/ Contract Availability Acknowledge Confirmation Allotment Contract Answer Confirm Allotment with Identifier Allotment Information Request Allotment Status Request Check Allotment Information Consider Allotment Status Information Allotment Status Answer Provide Allotment Status Information Space Allocation Request (AWB/ULD) Booking Request Consider Space Consider/Accept Space Alloc. Provided Booking Answer Answer Space 1. The Allotment Agreement process will not be considered at this stage. 2. Shipper/Forwarder send a message requesting information concerning the status of its allotment, e.g. how much has been used up and what is still available, or investigate through a booking portal 3. Carrier makes the allotment status information available, either through response messages or has already posted the information to a booking portal 4. Shipper/Forwarder sends a booking request for a consignment with or without a ULD against its allotment using the following Action Codes: Cancel Any Previous Booking (formerly Space Allocation) (XX) Booking Against Allotment (CA) 5. Carrier considers the booking request for a consignment with or without a ULD and responds to the forwarder either confirming, refusing using the following Advice Codes: Cancellation Noted (CN) Confirming (KK) Unable (UU) as agreed exception procedures are undertaken Unable, Flight Does Not Operate (UN) as agreed exception procedures are undertaken IATA XML e-booking Functional Specifications v0.7.doc Page 11 of 15

12 Note: Steps 7 and 8 may be repeated until a satisfactory solution is determined using the following additional Status Codes (applicable between Carrier to Carrier): Have Requested Space Allocation (HN) Holding Confirmed (HK) Holding Wait List (HL) To-Be business process without allotment Booking To Be Without Allotment Shipper / Forwarder Airline Request Schedule, Availability /Rates Consider Schedule Availability & Rates Capacity and/or Rates Request Capacity & Rates Answer Check Schedule, Availability & Rates Propose Schedule, Availability & Rates Space Allocation Request (AWB/ULD) Consider/Accept Space Alloc. Provided Booking Request Booking Answer Consider Space Answer Space 1. Shipper/Forwarder sends capacity and/or rates request message for, or investigates (e.g. through a booking portal), information concerning the flight schedules, availability and rates (e.g. commodity, ULD) or contacts the carrier directly, e.g. phone 2. Carrier makes the capacity and rate information available, either through response messages or has already posted the information to a booking portal 3. Shipper/Forwarder sends a booking request for a consignment with or without a ULD using the following Action Codes: Cancel Any Previous Booking (formerly Space Allocation) (XX) Requesting Booking (formerly Space Allocation), if Not Available Will Accept Alternative (NA) IATA XML e-booking Functional Specifications v0.7.doc Page 12 of 15

13 Requesting Booking (formerly Space Allocation), for Wait List (NL) Requesting Booking (formerly Space Allocation), Will Not Accept Alternative (NN) 4. Carrier considers the booking request for a consignment with or without a ULD and responds to the forwarder either confirming, refusing or providing an alternative using the following Advice Codes: Cancellation Noted (CN) Confirming (KK) Unable (UU) as agreed exception procedures are undertaken Unable, Flight Does Not Operate (UN) as agreed exception procedures are undertaken Wait List (LL) 5. Note: Steps 3 and 4 may be repeated until a satisfactory solution is determined using the following additional Status Codes (applicable between Carrier to Carrier): Have Requested Space Allocation (HN) Holding Confirmed (HK) Holding Wait List (HL) To-Be business process benefits The benefits identified during the To-Be discussions are: Limited human intervention Complete EDI capabilities, e.g. allotment contract creation Reduced EDI message types e.g. schedule, availability & rate part of one message IATA XML standard messages for booking 3 XML Message Developments In the framework of the XML Developments the following Cargo-IMP will be developed in XML: To-Be Standard Electronic Messages As part of IATA e-freight some standards are recommended. For the sake of consistency the following available standards are recommended for use in an e-freight environment between the exchange of electronic documents between Shippers, Freight Forwarders and Carrier: Document Type Organization Standard Message TO BE DETERMINED IATA XML e-booking Functional Specifications v0.7.doc Page 13 of 15

14 FVR Message: Schedule and Availability Information Request Current Cargo-IMP data elements: - Schedule and Availability Information Request Details FVA Message: Schedule and Availability Information Answer Current Cargo-IMP data elements: - Schedule and Availability Information Request Details - Schedule Information Answer Header - Schedule and Availability Information Answer Details - Availability Supplementary Details - Reason for No Display - Other Service Information FFR Message: AWB Space Current Cargo-IMP data elements: - Consignment Details - Flight Details - ULD Description - Special Service Request - Other Service Information - Booking Reference - Dimension Information - Product Information - Shipper - Consignee - Customer Identification - Shipment reference Information Additional data elements (as optional information): - Security requirements FFA Message: AWB Space Allocation Answer Current Cargo-IMP data elements: - Consignment Details - Flight Details - Special Service Request - Other Service Information - Booking Reference - Shipment reference Information It was suggested to have one XML booking message similar to the Waybill message and to include the response as part of the same message structure to avoid the need for FFA, FNA or FMA messages. This message would include into the booking message, as optional data elements, some of the information available in the XML Waybill message such as the Rating Detail section, Other Charge Detail section, Total Charge Detail section to allow receiving a response that can be a confirmation to that booking. IATA XML e-booking Functional Specifications v0.7.doc Page 14 of 15

15 Annex 1: MESSAGE SPECIFICATIONS * * * * * * * * * * * * * IATA XML e-booking Functional Specifications v0.7.doc Page 15 of 15

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