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 [
[File:PoD-Process-64.png|800px]]
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 |
|
|
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 |
