PoD Process Flows Overview

This document is intended to outline the transactional process flows in use at Port Of Dover from a Calidus systems perspective.

For further information about using any of the Calidus systems in this document please refer to the individual system user guides.

SYSTEMS IN USE

SYSTEMS

System	Primary Purpose	Primary Device
Bay Diary	To manage bookings on to Warehouse and Container Yard Bays	PC
TCM (Container Yard)	To complete and track movements within the Container Yard	Tablet
Traffic Control	To capture signatures upon departure from the site	Tablet
WMS	To track movements within the warehouse	PC
WCS	To complete movements generated by the WMS in an audited fashion	RF
Portal	To allow PoD customers to create / manage Bookings	PC
Vision	To provide a management level overview of performance	PC

SOLUTION MAP

PROCESS FLOWS

Each of the following sections contains a process flow diagram. Each diagram provides an end to end flow of the system steps required to complete a specific process.

Below is an example of a Process Flow diagram. There is a key to the left of the diagram to explain the segments and shapes used to describe each process flow.

In addition to these diagrams, for each process there is a step by step guide including screenshots for each step involved.

INBOUND

FULL CONTAINER DELIVERY

Goods receipt of a container

4.1.1 VESSEL (IMPORT)

4.1.1.1 PROCESS FLOW

4.1.1.2 EXAMPLE

Step 1 - WMS - Add the Vessel that will be delivering the containers

Step 2 - WMS - Add the Voyage reference for this Vessel's trip

Note - All GRN's linked to this Voyage will be displayed in the Receipts tab

Step 3 - WMS - Add the GRN (1 per container to be delivered)

Note - An EDI inbound flow will create the GRN's with the required information populated

Step 4 - TCM - Locate the Job in WIP and select it

Step 5 - TCM - Available tasks will display. Select the appropriate task to start the move

Step 6 - TCM - A list of suitable storage locations for the container will display. Select the desired location

Step 7 - TCM - The task being completed is summarised. Press Confirm to complete the task

A notification bar displays at the top of the screen to confirm that the task has been completed successfully

4.1.2 ROAD (EXPORT)

4.1.2.1 PROCESS FLOW

4.1.2.2 EXAMPLE

Step 1 - WMS - Add the GRN

Note - An EDI inbound flow will create the GRN's with the required information populated, including pallet details

Step 2 - Bay Diary - Select a Time for the Booking

Step 3 - Bay Diary - Add the Booking (Full Container Delivery) and link the GRN

Step 4 - Bay Diary - "Arrive" the Booking

Step 5 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayed

Step 6 - TCM - Locate the Job in WIP and select it

Step 7 - TCM - Confirm the Vehicle Registration

Step 8 - TCM - Available tasks will display. Select the appropriate task to start the move

Step 8 - TCM - A list of suitable storage locations for the container will display. Select the desired location

Step 9 - TCM - The task being completed is summarised. Press Confirm to complete the task

A notification bar displays at the top of the screen to confirm that the task has been completed successfully

Bay Diary booking status is updated to "Processed"

BREAK BULK (PALLETS) DELIVERY

Goods receipt of pallets

4.2.1 VESSEL (IMPORT)

4.2.1.1 PROCESS FLOW

4.2.1.2 EXAMPLE

Step 1 - WMS - Add the Vessel that will be delivering the containers

Step 2 - WMS - Add the Voyage reference for this Vessels trip

Note - All GRN's linked to this Voyage will be displayed in the Receipts tab

Step 3 - WMS - Add the GRN

Note - An EDI inbound flow will create the GRN's with the required information populated, including pallet details

Step 4 - WCS - Receipt Pallets

Step 5 - WCS - Put-away Pallets

Receipt status updated to "Putaway Confirmed" in WMS

4.2.2 ROAD (EXPORT)

4.2.2.1 PROCESS FLOW

4.2.2.2 EXAMPLE

Step 1 - WMS - Add the GRN

Note - An EDI inbound flow will create the GRN's with the required information populated, including pallet details

Step 2 - Bay Diary - Select a Time for the Booking

Step 3 - Bay Diary - Add the Booking (Inbound) and link the GRN

Step 4 - Bay Diary - "Arrive" the Booking

Step 5 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayed

Step 6 - WCS - Receipt Pallets

Step 7 - WCS - Put-away Pallets

Receipt status updated to "Putaway Confirmed" in WMS

Bay Diary booking status is updated to "Processed"

EMPTY CONTAINER DELIVERY

Receipt of an empty container

4.3.1 ROAD / VESSEL

4.3.1.1 PROCESS FLOW

4.3.1.2 EXAMPLE

Step 1 - TCM - Select either "Inbound Road" or "Inbound Vessel" from the Processes section of the Burger menu

Step 2 - TCM - Add the task header and detail records and confirm the entries (multiple containers can be added against a single booking)

Step 3 - TCM - Locate the Job in WIP and select it

Step 4 - TCM - Confirm the job details

Step 5 - TCM - Available tasks will display. Select the appropriate task to start the move

Step 6 - TCM - A list of suitable storage locations for the container will display. Select the desired location

Step 7 - TCM - The task being completed is summarised. Press Confirm to complete the task

A notification bar displays at the top of the screen to confirm that the task has been completed successfully

OUTBOUND

Sales Order of a full container

FULL CONTAINER COLLECTION

5.1.1 ROAD (IMPORT)

5.1.1.1 PROCESS FLOW

5.1.1.2 EXAMPLE

Step 1 - WMS - Add the Sales Order

Step 2 - Bay Diary - Select a Time for the Booking

Step 3 - Bay Diary - Add the Booking (Outbound) and link the Sales Order

Step 4 - Bay Diary - "Arrive" the Booking

Step 5 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayed

Step 6 - TCM - Locate the Job in WIP and select it

Step 7 - TCM - Available tasks will display. Select the appropriate task to start the move

Step 8 - TCM - Confirm the move details before starting the task

Step 9 - TCM - The task being completed is summarised. Press Confirm to complete the task

A notification bar displays at the top of the screen to confirm that the task has been completed successfully

Bay Diary booking status is updated to "Processed"

Step 10 - Traffic Control - Locate the Booking in Traffic Control, and select Depart

Step 11 - Traffic Control - Capture Signature and then select Depart

A notification bar displays at the top of the screen to confirm that the booking has been departed

Bay Diary booking status is updated to "Departed" and the Departure Time has been set

Sales Order status is updated to "9 - Despatched"

5.1.2 VESSEL (EXPORT)

5.1.2.1 PROCESS FLOW

5.1.2.2 EXAMPLE

Step 1 - WMS - Add the Sales Order

Note - "Request Type" is E and "Customer Ref." is Voyage Reference

Step 2 - TCM - Add the task header and detail records and confirm the entries (multiple containers can be added against a single booking)

Step 3 - WMS - Allocate the order in Sales Order Maintenance Header

Step 4 - TCM - Locate the Job in WIP and select it

Step 5 - TCM - Available tasks will display. Select the appropriate task to start the move

Step 6 - TCM - Confirm the move details before starting the task

Step 7 - TCM - The task being completed is summarised. Press Confirm to complete the task

A notification bar displays at the top of the screen to confirm that the task has been completed successfully

Step 8 - WMS - Despatch the Order

Information pop-up displays to confirm the order has been despatched

BREAK BULK (PALLETS) COLLECTION

Sales Order of pallets

5.2.1 ROAD (IMPORT)

5.2.1.1 PROCESS FLOW

5.2.1.2 EXAMPLE

Step 1 - WMS - Add the Sales Order

Step 2 - Bay Diary - Select a Time for the Booking

Step 3 - Bay Diary - Add the Booking (Outbound) and link the Sales Order

Step 4 - Bay Diary - "Arrive" the Booking

Sales Order status is updated to "5 - Pick List". WCS Tasks added

Step 5 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayed

Step 6 - WCS - Pick the Pallets

Step 7 - WCS - Load the Order

Sales Order status is updated to "9 - Despatched"

Bay Diary booking status is updated to "Processed"

Step 8 - Traffic Control - Locate the Booking in Traffic Control, and select Depart

Step 9 - Traffic Control - Capture Signature and then select Depart

A notification bar displays at the top of the screen to confirm that the booking has been departed

Bay Diary booking status is updated to "Departed" and the Departure Time has been set

5.2.2 VESSEL (EXPORT)

5.2.2.1 PROCESS FLOW

5.2.2.2 EXAMPLE

Step 1 - WMS - Add the Sales Order

Note - "Request Type" is E and "Customer Ref." is Voyage Reference

Step 2 - WMS - Allocate the order in Sales Order Maintenance Header and Generate Pick List

The Picklist will print on the users default printer

Pick tasks are sent to the WCS

Step 3 - WCS - Pick the Pallets

Step 4 - WMS - Despatch the Order

Information pop-up displays to confirm the order has been despatched

5.2.2.3 TAKING IT FURTHER

Sales Orders can be grouped using Pick Waves. This allows them to be Allocated, Picked, and Despatched together

Step 1 - WMS - Open Pick Wave Maintenance

Note - "Order Status" and "Request Type" can be used to filter the results

Step 2 - WMS - Build the Route Load by ticking the relevant orders and pressing Save

Note - The Load number will then be assigned

Step 3 - WMS - Allocate the Route/Load

Step 4 - WMS - Send the Route/Load out for Picking

Picklists will print for each order on the Route/Load

Complete the picks on the RF as normal

Step 5 - WMS - Despatch the Route/Load (all orders will be despatched)

EMPTY CONTAINER COLLECTION

Collection of empty containers

5.3.1 ROAD (IMPORT)

5.3.1.1 PROCESS FLOW

5.3.1.2 EXAMPLE

Step 1 - Bay Diary - Select a Time for the Booking

Step 2 - Bay Diary - Add the Booking (Empty Collection) and enter the Container Type

Step 3 - Bay Diary - "Arrive" the Booking

Step 4 - Bay Diary - Print the Ticket

Note - Print Dialog will open in a new window with Temporary Access Pass displayed

Step 5 - TCM - Locate the Job in WIP and select it

Step 6 - TCM - Available tasks will display. Select the appropriate task to start the move

Step 7 - TCM - Select the location that the Empty Container is stored in

Step 8 - TCM - Select the Empty Container

Step 9 - TCM - Confirm the move details before starting the task

Step 10 - TCM - The task being completed is summarised. Press Confirm to complete the task

A notification bar displays at the top of the screen to confirm that the task has been completed successfully

Bay Diary booking status is updated to "Processed"

Step 11 - Traffic Control - Locate the Booking in Traffic Control, and select Depart

Step 12 - Traffic Control - Capture Signature and then select Depart

A notification bar displays at the top of the screen to confirm that the booking has been departed

Bay Diary booking status is updated to "Departed" and the Departure Time has been set

5.3.2 VESSEL (EXPORT)

5.3.2.1 PROCESS FLOW

5.3.2.2 EXAMPLE

Step 1 - TCM - Add the Outbound Vessel Tasks

Step 2 - TCM - Confirm the tasks

Step 3 - TCM - Locate the Job in WIP and select it

Step 4 - TCM - Select the container that is being moved

Step 5 - TCM - Confirm the move details before starting the task

Step 6 - TCM - Move the container on to the bay and Confirm the task

A notification bar displays at the top of the screen to confirm that the task has been completed successfully

MAINTENANCE

DESTUFFING

Transferring the stock held within a container into the warehouse

6.1.1 ROAD (YARD)

6.1.1.1 PROCESS FLOW

6.1.1.2 EXAMPLE

Note - Before a Container can be "Destuffed" it must have been receipted into the Container Yard (see Inbound - Full Container Delivery)

Step 1 - Bay Diary - Select a Time for the Booking

Step 2 - Bay Diary - Add the Booking (De-stuffing) and link the GRN

Step 3 - TCM - Locate the Job in WIP and select it

Step 4 - TCM - Confirm the move details before starting the task

Step 5 - TCM - Move the container on to the bay and Confirm the task

A notification bar displays at the top of the screen to confirm that the task has been completed successfully

The status of the Bay Diary booking will be updated to "Arrived"

Completing the container yard task will also send the WCS tasks.

Step 6 - WCS - Receipt the pallets

Once all pallets have been receipted a new Container Yard Move will be created to return the container to the yard

Step 7 - WCS - Put-away the Pallets

Receipt status updated to "Putaway Confirmed" in WMS

Step 8 - TCM - Select the task in WIP

Step 9 - TCM - Select a location to return the empty container to

Step 10 - TCM - Confirm the move details before starting the task

Step 11 - TCM - Move the container on to the bay and Confirm the task

A notification bar displays at the top of the screen to confirm that the task has been completed successfully

Bay Diary booking status is updated to "Processed"

PORTAL

UPLOAD SALES ORDERS

Sales orders can be uploaded through the Portal using the Order Upload menu

7.1.1 EXAMPLE

Step 1 - Build a Sales Order File

The file type must be .csv. The below table indicates the required column layout of the file:

Column	Name
1	Order Number
2	Order Date
3	Customer Reference
4	Customer Code
5	Customer Name
6	Delivery Address 1
7	Delivery Address 2
8	Delivery Address 3
9	Delivery Address 4
10	Post Code
11	Country Code
12	Phone Number
13	Email
14	Delivery Date
15	SKU
16	Quantity

Example of a file

Step 2 - Select the file (Choose File) in Order Upload

Step 3 - Locate the file on local drive and select Open

Step 4 - Upload the File

A message will display to indicate that the file has been uploaded.

The PENDING status indicates that the order is still being loaded into the WMS.

A script is running in the background to upload the files into the WMS and create the relevant Sales Orders and Order Line Details

Once the order/s have been uploaded the status is updated to "SUCCESS" in Portal

BOOKINGS

Bay Diary Bookings can be added through the Portal using the Bookings menu. To add any booking type you must first select a Carrier

7.2.1 EXAMPLES

7.2.1.1 FULL CONTAINER DELIVERY

Pre-cursor - In order to add a Full Container Delivery Booking through Portal a Goods Receipt Advice with a unique Advice Note Number must be setup in the WMS

Step 1 - Select the Booking Type fill in the required fields (enter the Advice Note number in Reference) and press Request Slot

Step 2 - Select the desired slot from the available slots

Step 3 - Enter the vehicle and driver information and press Save

A pop-up notification box will display confirming the booking details

The booking is created in the Bay Diary system

7.2.1.2 BREAK BULK (PALLETS) DELIVERY

Pre-cursor - In order to add a Break Bulk Delivery Booking through Portal a Goods Receipt Advice with a unique Advice Note Number must be setup in the WMS

Step 1 - Select the Booking Type fill in the required fields (enter the Advice Note number in Reference) and press Request Slot

Step 2 - Select the desired slot from the available slots

Step 3 - Enter the vehicle and driver information and press Save

A pop-up notification box will display confirming the booking details

The booking is created in the Bay Diary system

7.2.1.3 EMPTY CONTAINER COLLECTION

Step 1 - Select the Booking Type fill in the required fields (enter the ISO Container Type in Reference) and press Request Slot

Step 2 - Select the desired slot from the available slots

Step 3 - Enter the vehicle and driver information and press Save

A pop-up notification box will display confirming the booking details

The booking is created in the Bay Diary system

7.2.1.4 FULL CONTAINER COLLECTION

Pre-cursor - In order to add a Full Container Collection Booking through Portal a Sales Order with a unique Reference Number must be setup in the WMS

The Container number should also be linked to the Order

Step 1 - Select the Booking Type fill in the required fields (enter the ISO Container Type in Reference) and press Request Slot

Step 2 - Select the desired slot from the available slots

Step 3 - Enter the vehicle and driver information and press Save

A pop-up notification box will display confirming the booking details

The booking is created in the Bay Diary system

7.2.1.5 BREAK BULK (PALLETS) COLLECTION

Pre-cursor - In order to add an Outbound Booking through Portal a Sales Order with a unique Reference Number must be setup in the WMS

Step 1 - Select the Booking Type fill in the required fields (enter the ISO Container Type in Reference) and press Request Slot

Step 2 - Select the desired slot from the available slots

Step 3 - Enter the vehicle and driver information and press Save

A pop-up notification box will display confirming the booking details

The booking is created in the Bay Diary system

APPENDIX A DOCUMENT HISTORY

Document History

Version	Date	Status	Reason	Initials
0.1	05/03/2019	In Progress	To record process flows from Calidus systems perspective	CH
0.2	18/03/2019	In Progress	Various changes including addition of ECC flow and example	CH
0.3	18/04/2019	For Review	Added in FCC Vessel process. Document ready for review	CH