REQ 292887 ePOD Requirements
OBS Logistics Ltd
ePOD Requirements Guide
CALIDUS ePOD
7th November 2013 - 1.1
Reference: REQ 292887
Contents
Introduction
This document is intended to drive the collection of information required to implement a new CALIDUS ePOD or eSERV system.
Each section is designed as a reminder of existing functionality within the system, targeting specific areas for more information.
Ample space has been left for comments within the printed document.
System Overview
The CALIDUS ePOD/eSERV system provides functionality to handle the process of Proof of Delivery/Collection/Service electronically. The system aids this process by providing both a management interface and a client application for use completing tasks. The system supports three job types at this point which encompass the functionality to complete many more tasks with them. At this point the system can be used to complete and record Deliveries, Collections and Services.
The software is broken into the following main areas:
- Admin
- PDA Client
- Import/Export
- Database
Server
The CALIDUS ePOD system is hosted on a Windows Server. The minimum configuration is as follows:
- Dual Core 2.0+Ghz processor
- 100Gb Hard Disk Space
- 2Gb Memory
- Gb Ethernet Network
The recommended configuration differs with the number of users on the system and the quantity of data maintained over time. However, the following is a good medium-sized solution:
- Quad Core 2.0+Ghz processor
- 500Gb 7200+ Hard Disk Space (local SCSI RAID or SAN)
- 4Gb Memory
- Gb Ethernet Network
Required Software:
- Microsoft Windows Server 2008 R2
- Microsoft IIS (Web Services)
- Remote Support capability (Microsoft RDS over VPN recommended)
- Microsoft .NET Framework 3.5/4.0
- Database (Recommended Microsoft SQL Server)
Note: The Express edition of Microsoft SQL Server can be used for the system, as the no enterprise-level components are used. However, there are size and connection limitations of the Express product that may limit the number of users or the amount of data that can be comfortably stored over time. OBS Logistics recommends the Web Server edition, which removes size and connectivity limitations without the full Enterprise level costs or tools.
Optional Software:
- For emails to customers or exporting of data, an email server must be set up and the details provided.
- For bespoke importing from Microsoft Excel, this program must be installed on the server.
Required software configuration:
- Administrative user
- 1-3 open ports for HTTP/SOAP traffic. More may be required for secure internet connections (HTTPS).
- Internet access (or local file download capability)
Admin
The CALIDUS ePOD administration software is a web-based application that handles all of the administrative side of the CALIDUS ePOD system.
The purpose of the application can be broken down into the following sections:
- To create and maintain reference data for the system:
- Reason Codes - used for the exception process when cancelling Jobs or changing collected/delivered items or products.
- Service Products - Products used during the Service processes.
- Service Activities - Activities that can take place during a Service
- Vehicles - including Vehicle Check information, last used by, last checked, last location, etc.
- Customers - address information can be stored against customers for reuse, or job addresses maintained ad-hoc.
- Vehicle Products - maintained levels of Van Stock and Site Stock.
- To create and maintain Configuration information for the system:
- Sites - the basic grouping of jobs and loads. Multiple sites can be configured separately on the same system.
- Job Groups - grouping Jobs of similar settings or customer groups together.
- Users - both of the ePOD devices and Admin system itself, including the maintenance of which groups the user has access to view and amend. The Audit trail of communications from a device is also viewable.
- Auto-Export - configuration of automatic import and export processes, for 3rd-party configuration. Supports a generic XML interface and many bespoke interfaces through flat-file and FTP transfer. The Audit trail of transactions is also viewable. Please see the details of import and export in a later section.
- To create Jobs of all types and group them together onto Loads (worklists).
- To assign Loads to Users.
- To Upload Loads and Jobs into the system from Spreadsheet files.
- To view and edit the Jobs and Loads created.
- To print or email a completion report in the configured style (POD, POC, Service/Work Report).
- To view images taken against jobs/items.
- To see basic user tracking information, if available.
- To view results of Vehicle Checks.
- To view Vehicle and Site Product Levels.
- Service-specific functionality includes:
- Service Invoice flagging (to indicate invoicing has taken place).
- Service Job screen with Service-specific search criteria.
The system is built using Microsoft ASP.NET and is hosted on a Microsoft web server running Internet Information Services (IIS), backed by .NET 3.5/4.0.
The system is accessed through a standard web browser.
The system requires JavaScript to be allowed in web pages.
The system has been tested on multiple versions of:
- Microsoft Internet Explorer (8 and above)
- Mozilla Firefox (3 and above)
- Google Chrome
- Opera
The system is also confirmed externally as working with Apple Safari.
PDA Client
The CALIDUS ePOD/eSERV PDA Client application handles all of the operational functionality for the ePOD system. The system is available on the following platforms, with similar functionality across all:
Windows Mobile 6/6.5
Android (2.1 and above)
iOS devices (in development)
Note: Device-specific functionality is noted below with these tags.
The PDA client allows users to connect and receive load data, consisting of a load (worklist) and a series of associated jobs. It provides the functionality to process and complete these jobs electronically in the field. The PDA Client allows processing of Services, Collections and Deliveries. The PDA Client is reliant on a network connection either GPRS or Wi-Fi to retrieve load data, but is not reliant on a connection to complete them, as once jobs are complete, data will be stored on the device until the next time the device has a connection and the application is running. Static data (such as site information) will be stored locally – this is downloaded once during the login process, if a connection is present and the data requires updating.
Functionality supported by the various clients includes:
- Logon
- Initial configuration
- Configuration screen
- Status data download (since last logon)
- Download Loads (Worklists)
- Logon and Load processing without connection
- Load assign by Vehicle ID/User
- Configurable Vehicle Checks
- Barcode Scanning (device-dependant)
- Job List
- Customisable list on screen
- Show all Jobs/Outstanding jobs only
- Choose any job (Resequence)
- Refresh of current work-list
- Configurable Timed Auto-refresh
- Show jobs updated/added/removed
- Force Refresh
- Show In Progress job
- Metrics entry, at Start and End of Worklist
- Job Details
- Show Information of Job:
- Customer Details (Name and Address, Contact Name, Telephone, etc)
- Instructions (force view)
- Allow Call
- Allow Navigation (software-dependant)
- Allow SMS
- Allow navigation to another job
- Cancel Job
- Auto-refresh
- Resequence Checks
- Job Start and Job Arrival Time Capture Functionality.
- Show Information of Job:
- Collection/Delivery
- Identify delivered items (Pallets, Containers, Products) by several methods:
- Enter Container (i.e. Pallet, Trolley, Package) ID manually
- Scan container
- Enter by Grid (configurable)
- Popup of further container and product details
- Collection/Delivery Processing options:
- Container-only
- Container and Product
- Loose products
- Ad-hoc Collection
- Forced positive action against Containers/Products (i.e. must scan, must cancel)
- Configurable Container and Product Grid (not Windows Mobile)
- Configurable level of Error displays
- Identify delivered items (Pallets, Containers, Products) by several methods:
- Service
- Configurable Tabbed processes:
- Activities
- Pre- and Post-work Checks
- Info - key data for that service
- Installed/Removed Products
- MC References Entry (e.g. serial number capture, up to 4 with dialogue)
- Diagnosis entry, plus configurable check box entry (up to 4, dependant on client)
- Validation on entered details
- Allow saving of details mid-job
- Configurable Tabbed processes:
- Signature Capture
- Configurable customer signature
- Configurable Engineer and Driver Signature
- Enter Signatory
- Configurable T&Cs display, with up to 3 configurable check boxes for customer entry.
- Summary of actioned goods
- Enter signature and confirm
- Claused Delivery
- Job Completion Photo
- Configurable entry of paper document or other job photo
- Exception
- Multiple reason codes (Job/Detail)
- Description of exception
- Take image
- Comment on image
- Qty entry on Product exception
- Device-specific configuration options available, such as
- Orientation change
- Scrolling screens
- GPS-Tagging
- GPS-Tracking
Note: Bespoke functionality has been added regarding vehicle collection and delivery.
The system is written in a variety of languages, depending on platform:
- Windows Mobile 6/6.5
- Microsoft .NET Compact Framework, with the intended device configuration of Microsoft Windows Mobile 6.x, and multiple screen resolutions, from 320*240 pixels (QVGA) upwards, in portrait mode only.
- Android (2.1 and above)
- Appcelerator Titanium, for all device configurations.
- iOS devices (in development)
- Appcelerator Titanium, for all device configurations up to iOS 6.0.
The PDA communicates with the main system through Web Services, hosted by the main server. These Web Services are written in C#.NET.
Import/Export
Import of data into the system can be through several mechanisms:
- Web Services standard interface
- Bespoke manual file upload, through CSV or Microsoft Excel file
- Bespoke automatic file upload, through CSV, XML or Microsoft Excel file
The Web Services are hosted as part of the main CALIDUS ePOD server, are written in Microsoft C#.NET and run as SOAP or HTML Web Services. Data is formatted in a strongly-typed XML file, validated by a full XSD. Data can be passed either as a string or as an XML object.
The data defined in this XSD can be modified by development for customers who require additional data sent to and from the CALIDUS ePOD system.
The Bespoke automatic and manual file uploads are written on demand for customers who require it.
The standard Web Services import interface supports:
- Loads
- Jobs (stand-alone or within a Load)
- Collections
- Deliveries
- Containers (Pallets, boxes, etc)
- Products (both within containers and loose products)
- Services
- Standing Data
- Users
- Vehicles
- Service Products
- Customers
- Reason Codes
Export of data from the system can be through several mechanisms:
- Request of data from a Web Service
- Auto-export of data
- Palletforce Extract
Web Services are supplied for external systems to request information on Loads and Jobs, by ID or Date Since. The Web Services are hosted as part of the main CALIDUS ePOD server, are written in Microsoft C#.NET and run as SOAP or HTML Web Services. Response Data is formatted in a strongly-typed XML file, validated by a full XSD.
Standard requested data to export supports:
- Loads (including all Jobs underneath) by ID or Date
- Jobs by ID or Date
- Current Vehicle information
Auto-export of data can be configured to push the XML data automatically to the client system, via 2 mechanisms:
- Web Service
- Flat-file copy, local, remote or FTP
If configured as a Web Service, the Auto-Export process will connect to the defined web service and push the data to it in the XML format defined above. If configured as an Email address, the XML file will be emailed to the defined address.
This process can also (if configured) automatically produce and email Completion Documents (defined POD, POC or Service reports) to customers, on successful completion of a job.
The Auto-export process supports:
- Automatic emailing of Completion reports to customers (if configured)
- Load (header or with all Job information)
- Jobs (Completed or Cancelled) with all details
- Palletforce
- OEM bespoke interfaces
- Other OBS Logistics products
The Auto-Export process is run as a scheduled task on the main CALIDUS ePOD server and are written in Microsoft C#.NET as a Windows Executable Application.
Database
The CALIDUS ePOD database holds:
- Load and Job data for the jobs in progress and completed
- Captured signature data for completed loads
- Image data for cancelled or amended lines
- Image data for document capture
- Standing Data (configuration and system data)
The system is largely database type agnostic, and has been confirmed to run without issues on:
- Microsoft SQL Server 2005/2008/2012 Full and Express editions (native database)
Application is also compatible with
- Oracle 11g databases.
- Oracle MySQL 5.1 community and enterprise editions
Customer Overview
What is the total number of users?
What is the total number of Loads/Worklists per day?
What is the total number of Jobs (Separate Collection, Delivery and Service) per Load?
For ePOD:
What is the total number of Containers per Job?
What is the total number of Products per Container?
For eSERV:
What is the total number of items serviced per service?
Add any other pertinent information here.
General
The system allows for multiple Sites to be served completely separately within the system. You cannot plan Jobs for 2 different sites onto the same Load.
Jobs can be Grouped together - this allows the system to apply different settings to Jobs being processed in Group 1 as opposed to jobs in group 2. For example, group 1 may require a different Completion document (i.e. POD) format to group 2, or different Terms and Conditions, or a different way of processing Collections.
How many sites will there be?
How many Job Groups will there be?
Customers
Will the jobs require defined Customer Codes (i.e. re-used)?
Will the jobs require only Free Entry Addresses (not reused)?
Will the system need to support both (i.e. a customer/invoice address and a different delivery address)?
Products
Are Product Weights required to be held?
- Per Unit?
- Total?
Are product Prices required?
- Per Unit?
- Total?
Is there a pre-defined product list?
Are product quantities to be stored and monitored?
- Vehicle Product Quantities?
- Site Product Quantities?
What are the number and size of the descriptive product fields?
- Description 1
- Long Description
- UOM
What is the total number of products?
What is the total number of products used per service?
Loads
A Load consists of a collection of jobs assigned to a driver or engineer to complete.
Is there a need to have several Loads assigned to one driver? The system allows this - each load is sent to the user as the previous load is complete.
There are 3 types of Jobs. Which are required?
- Collection
- Delivery
- Service
When starting a Load on a vehicle, the system will check and display a number of vehicle checks required before the user can begin.
Are vehicle checks required? If so, what are they?
Information is displayed about each job when it is started:
- Job Address
- Contact information
- Job Instructions
Is any other information required?
The user can make a call the customer or SMS a customer.
The user can Navigate to the customer's address.
Add any other pertinent information here.
Collections
There are several types of collection. Which are in use?
- Containers only (i.e. identifying Pallets only)
- Containers and Products (i.e. identifying containers, then identifying the product within, and confirming the quantity)
- Products Only
- Ad Hoc collection of Products
What details must be visible against the Container? The system currently displays the ID and Description. A long press can be used to view any container weight.
What details must be visible against the Product? The system currently displays the Product, Description and Quantity. A long press can be used to view references and product type.
Add any other pertinent information here.
Deliveries
There are several types of collection. Which are in use?
- Containers
- Containers and Products
- Products Only
What details must be visible against the Container? The system currently displays the ID and Description. A long press can be used to view any container weight.
What details must be visible against the Product? The system currently displays the Product, Description and Quantity. A long press can be used to view references and product type.
Add any other pertinent information here.
Services
What steps are required as part of the Service?
- Pre-work Checks
- Vehicle Info
- Installed Products
- Returned Products
- MC References
- Diagnosis
- Post-work Checks
What fields are required for each step? Mark fields as Key or Variable
Add any other pertinent information here.
Confirmation of a Job
When a job is completed:
- Is the Driver Signature required?
- Is the Customer Signature required?
- Is a different contact to that advised required?
- Is Job Image Capture required?
Add any other pertinent information here.
Exceptions
What exceptions are captured?
- Job Cancellation
- Container not delivered
- Product Quantity Change
- Customer Notes against Containers
- Customer Notes against Products
Are specific reason codes used?
Are images required?
Add any other pertinent information here.
Data Transfer
Import
How will jobs be interfaced?
- OBS Web Service
- Other Web Service
- File Upload (CSV, XLS, etc)
What data needs importing?
- Customers
- Products
- Jobs
- Loads
- Other
Export
How will jobs be interfaced back to you?
- OBS Web Service (ERP Pull)
- Web Service (Push)
- Other Web Service (Bespoke Format)
What data needs exporting?
- Jobs
- Loads
- Completion Documents
Add any other pertinent information here.
Completion Documents
There are several types of Completion documents that can be crea5ted by the system. Which are required?
- Delivery (POD)
- Collection (POC)
- Service (Work Report)
Are there different formats per Job Group?
Do the documents go over a single page?
Are any of the subsequent pages in a different format?
Please provide examples for each format, annotated with requirements. Any required images should be provided.
What format should they be produced in?
- HTML
Should these documents be automatically emailed to the customers?
Is a Document Management System in use?
If so, please provide details of:
- Where the completion documents should be placed
- How they should be named
- Format
- HTML
- Image - what type/compression?
This space should be used to list all new fields required for the Completion documents.
Admin Features
Is the Admin system going to be used?
What for?
- Entering Jobs
- Entering Containers
- Entering Products
- Changing quantities
- Entering Customers
- Assigning Jobs to Loads
- Assigning Loads to Users
- Maintaining Product Quantities
- Maintaining Users
- Viewing Loads
- Viewing Jobs
- Viewing Containers
- Viewing Products
- Viewing/Printing/Emailing Completion Documents
If new fields are required on Completion documents, must they be viewable/editable?
Indicate these below.
Technical Details
Is the system hosted by the Client or by OBSL?
Windows Server:
- Memory
- HD
- O/S
In order to effectively support the system, OBSL must connectivity to the system.
- Remote connectivity to the server [ RDC ] [ VPN ] [ VNC ] [ Other ] ____________
- File Transfer details
The server requires Microsoft IIS to be installed for the application to function.
For emails, an email server must be set up and the details provided.
For importing from Microsoft Excel, this program may need to be installed on the server.
Hosting
The data passed to and from the PDA units is open and unencrypted. This contains details of the delivery address and product information. If this is to be encrypted, the whole message must be encrypted through Secure Socket Layering.
[ SSL ] or [ Open ]
Minimum Database Requirements
- SQL Server 2005/2008 (Min: Express Edition)
WinMo PDA unit requirements
- Windows Mobile 6+
- Screen size required?
Appendix A: Document References
A.1 References
| Ref No | Document Title & ID | Version | Date |
| 1 | UG 291094 EPOD Admin User Guide | 2.0 | 4/04/2012 |
| 2 | UG 291097 EPOD Client User Guide | 2.0 | 4/04/2012 |
A.2 Glossary
| Term | Definition |
|---|---|
| EPOD | Electronic Proof of Delivery. The OBS EPOD system is CALIDUS ePOD. |
| CALIDUS eSERV | The OBS mobile system to complete Service functionality in the field. This is part of the CALIDUS ePOD system. |
| PDA | The mobile device on which the C-ePOD system will run in the field. This can be a Phone, EDA or industrial PDA, running Android. |
| DAL | Data Access Layer. A mechanism for accessing data by the system that is removed from the application, allowing for simplified access and providing protection to the data, as only approved DAL methods can be used to modify it. |
| GPS | Global Positioning System. A mechanism of retrieving accurate positioning information in the form of Latitude and Longitude (Lat-Long) co-ordinates from a device. |
| GPRS, 3G, HSDPA, Data Service | All terms referring to mobile device network connectivity, and the speed at which the device connects to the internet. |
A.3 Authorised By
Tony Walker | OBS Consultant | _____________________________ |
