REQ 312105 Andrew Porter ePOD Requirements

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Andrew Porter

ePOD Requirements

CALIDUS ePOD

30th September 2013 - 0.1
Reference: REQ 312105











































Introduction

This document is the ePOD Requirements document.

Objective

The primary purpose of this document is to document the requirements gathered from Andrew Porter and Morris Furniture during the sales process, and to present an overview of the process that will be followed in and the work required to the CALIDUS ePOD system.

This document has been written in a manner such that it can be approved by non-technical representatives of Andrew Porter whilst also being of sufficient detail to allow the Functional or Technical Specification phase for this area to begin.

Scope and Limitations

This document is based on the documentation provided by the OBS Logistics Sales team, as well as information gathered at further meetings, at the Andrew Porter site on 25/09/2013 and with Morris Furniture by conference call on 27/09/2013.

  • The changes will be made in the latest version of the CALIDUS ePOD system.
  • The changes have been specified with the Android PDA client in mind.
  • This document covers the processes and change requirements to CALIDUS ePOD only - it does not cover the functionality or changes to any other system or application, such as Co-Pilot or CALIDUS TTM. This functionality should be specified elsewhere, if needed.

Client Requirements

Overview

Company Name:

Andrew Porter Ltd

Business:

Furniture Logistics (No containers, loose product delivery)

Address:

Andrew Porter Ltd
Porter House
Huyton Road
Adlington
Chorley
Lancashire
PR7 4JR

Tel:

01257 482398

Andrew Porter Operational Contacts (In order of project relevance):

There are two separate integrations on this project. No integration methods have been decided, but standard OBSL schema has been proposed. Contacts are listed below:

  • Technical/Integration Contacts
    • 1st Integration – Andrew Porter Bespoke ERP/TMS
      • Paul McQuillan- Provides software and also maintains servers for Andrew Porter – 07789740090
    • 2nd Integration – Specific AP Customer Integration – Morris Furniture Ltd (Microsoft AX System)

Products:

  • CALIDUS ePOD
  • CALIDUS TTM – with E.T.A’s
  • Nokia Maps for use with TTM
  • Android PDA Hardware – Still negotiating with Matthew Turner. AP aware of 4 week lead times. OBSL will be installing on hardware regardless of supply.
  • Co-Pilot – client still to order
  • Device Management Software – Not purchased as yet

Development Agreed:

OBSL have agreed to develop the delivery notes shown in Appendix A. All customer formats other than these listed will be variants on the HSL format only, differing only in Logo and T&Cs.

OBSL have agreed to a bespoke development for Enter Load Notes:

  • Android Device:
    • Add Photo ID and Notes fields to database
    • From Job List, add Notes option to the menu (activated by pressing the Menu button on the device)
    • If selected, display a Notes Screen
      • Allows entry of Notes (unlimited text).
      • Button to take a photo
      • Button to save and a button to exit.
    • All data sent back and stored against the Load record.
  • Admin:
    • Load Screen
      • Allow filter by whether notes have been entered
      • On Select of a Load, on pop-up display:
        • Add Notes field
        • Add Photo button (if one exists). If pressed, display pop-up of photo.
  • DB/DAL
    • Add Photo ID and Notes fields to database and DAL. Allow search based on whether Notes field is populated.
  • PDA/Server web services:
    • Load Update
      • Add Photo ID and Notes

Note Note: The hosting of the system is still to be confirmed by the customer. If required, OBS Logistics can host the system and will be providing a quote to do so.

Data Import

There are two back-end systems:

  • Andrew Porter ERP/TMS
  • Morris Furniture Microsoft AX System

CALIDUS ePOD will be configured so that there are two sites, one for each of the above. This will ensure that Admin users logging on to one site will see only the jobs for their business.

Loads and Jobs will be received received from the existing back-end system, including any standing data.

The proposed mechanism is through the existing CALIDUS ePOD web services, using the existing XML formats. The formats and detailed functional specification and samples have be made available to technical representatives of both Andrew Porter and Morris Furniture for mapping exercises and external system coding. It is not expected that any changes will be required to the CALIDUS ePOD web services, other than related to any new functionality specified here.

Currently, loads can be allocated to a Driver, or a Driver/Vehicle combination.

For Andrew Porter, Loads will be preallocated from the back-end systems in various different ways, depending on the business type:

  • Retail - assigned by vehicle only, to the trailer ID if necessary
  • Home Delivery - assign to vehicle registration

CALIDUS ePOD will be modified to ensure that assignment by vehicle only is possible if required.

Note Note: The allocated user or vehicle will be changeable both through the back end systems and through the CALIDUS ePOD Admin screens, in the case of driver sickness or vehicle breakdown.

All jobs will be sent to the CALIDUS ePOD system with a configuration element known as Job Group - this will define the process to be followed against each job, the terms and conditions displayed, signatures required and POD document produced. The Job Groups will be defined and agreed in advance between the back-end software providers and OBS Logistics.

Note Note: For retail deliveries to one address, there will be one job created per customer, requiring a customer signatures for each.

There is a slight difference between the Andrew Porter process and the Morris Furniture process:

  • The Andrew Porter process is expected to be Loose Product delivery only, where quantities of a particular product are delivered.
  • The Morris Furniture process will require identifying a 'master product' to be delivered (mapped as a Container in CALIDUS ePOD, then identifying the quantity of each pack delivered under this (mapped as Products).

Note Note: These process differences are driven entirely by how the jobs are received. Regardless, both options described below will be available to both clients, if their back-end systems map the data in the correct way - there is no configuration change necessary to enable Loose Products or Container and Products mechanisms.


PDA Login

A driver logs on to a device using their provided user name, password and vehicle. The device will remember the last used User name and Vehicle, but will always require that the password is entered.

Vehicle Checks

When log-in is complete, the device will prompt the driver for the vehicle checks required. These are customer-configurable.

  • Vehicle Checks Sample

    Vehicle Checks Sample


Vehicle checks have been confirmed as required, but the exact format of these checks has not yet been agreed - this will be set up during the Implementation phase of the product. Regardless, the checks will be set up so that they are prompted for each vehicle as the user logs on, and they must be completed before they are allowed to continue with the load.

Note Note: Vehicle checks must be completed before the user is allowed to continue - there will not be an option to postpone Vehicle Checks.

Obtain Workload/Job List

When vehicle checks are complete, the assigned work-list will be downloaded onto the device, showing all the jobs in sequence on a Job List screen.

  • Job List

    Job List


The customer has requested a mechanism by which notes can be entered by the user against the Load. This will be accessible from this screen.

  • The user will be able to press the Menu button on the device and select Notes from the pop-up menu.
  • The device will display a Notes entry form, with unlimited data entry. There will be a button to take a single image, a button to save what has been taken so far, and a button to exit without saving.
  • On completion of all jobs on a load, this information will be sent back with the load information.

There is also a menu item here that allows the user to force a refresh if their Load from the system (although this happens regularly anyway). If any jobs have been added to a Load while the load is in progress, this refresh (automatic or manual) will get the details of the new job and add it to the job list, showing the user a summary of the job(s) added. This functionality can be exploited to fulfil ad-hoc collections, discovered only when reaching the depot.

Job Details

Selecting a job from the Job List will show the user the job report and customer contact details (on a Job Details screen). The user can back out of the selected Job and view any Job on the list.

  • Job Details

    Job Details


When the user has selected their Job, they can choose the Job with the Start Job button. This will mark the Job as 'In Progress' status.

Note Note: No re-sequencing of jobs will be allowed - the system will be configured to ensure that the driver is asked to confirm that they are choosing jobs out of the sequence shown on the job list.

The Job Details screen allows the user to contact the customer (through text or phone), or navigate to the customer's address (available only after choosing to start the job).

A second telephone number is required against the customer and job address information, allowing the user to enter a land or mobile number. The Job Details form will on the device will be modified to display this new number, and to modify the SMS and Call buttons to take best advantage of this.

Note Note: The Andrew Porter back-end system supports up to 3 contact numbers - this will be mapped to the 2 numbers specified above, through the interface and through validation in the back-end contact information data entry form.


The device will use any navigation application installed on the device for this navigation. It is expected that this will be through the Co-Pilot Truck navigation application.

Once the user arrives as the destination, they can indicate this and start processing the Job by clicking Arrive Job button.


Delivery/Collection Process

All jobs will be sent to the CALIDUS ePOD system with a configuration element known as Job Group - this will define the process to be followed against each job, the terms and conditions displayed, signatures required and POD document produced.

The following are the standard tabs that are expected to be displayed:

  • Job Details Tab

    Job Details Tab

  • Containers Tab

    Containers Tab

  • Products Tab

    Products Tab


Note Note: There is an optional User Notes tab that can be displayed, allowing the user to enter any notes against the job before completion.

There is a slight difference between the Andrew Porter process and the Morris Furniture process, driven entirely by how the jobs are received. Regardless, both options described below will be available to both clients, if their back-end systems map the data in the correct way - there is no configuration change necessary to enable Loose Products or Container and Products mechanisms.

Loose Products

Note Note: This is the expected Andrew Porter process.

The Containers tab will show that there are only loose products to be delivered - the user will click on the Loose Products container, and the device will show a list of the products to be delivered, on the Products tab.

Each product on the list can be confirmed as delivered by either:

  • clicking on the item in the list and choosing Deliver from the pop-up menu
  • entering the product code manually and clicking Deliver
  • scanning the product code

When marked as delivered, the item will be removed from the list.

If more than one of a product is to be delivered, this will be shown on the list. The driver can change the quantity by choosing Change Quantity from the pop-up menu - the device will direct them to an exception screen where the quantity can be changed, and a reason code entered as to why the quantity is changed.

If a product can't be found, it can be removed from the list with the pop-up option Cancel. Again, the exception screen will be shown where the driver can enter the reason why.

Note Note: During this exception process, the user can take an image with a description, if desired.

When all products have been confirmed as delivered, the Delivery process will close and the user will be directed to the Job Completion process.

Containers and Products

Note Note: This is the expected Morris Furniture process.

The Containers tab will show that there are a number of Master products to be delivered. Each master product on the list can be confirmed as delivered by either:

  • clicking on the item in the list and choosing Deliver from the pop-up menu
  • entering the product code manually and clicking Deliver
  • scanning the product code

When marked as delivered, the device will show a list of the items to be delivered for this master product.

Each product on the list can be confirmed as delivered by either:

  • clicking on the item in the list and choosing Deliver from the pop-up menu
  • entering the product code manually and clicking Deliver
  • scanning the product code

When marked as delivered, the item will be removed from the list.

If more than one of a product is to be delivered, this will be shown on the list. The driver can change the quantity by choosing Change Quantity from the pop-up menu - the device will direct them to an exception screen where the quantity can be changed, and a reason code entered as to why the quantity is changed.

If a product can't be found, it can be removed from the list with the pop-up option Cancel. Again, the exception screen will be shown where the driver can enter the reason why.

If a none of a master product can be found, or it is refused delivery, it can be removed from the list with the pop-up option Cancel. The exception screen will be shown where the driver can enter the reason why.

Note Note: During this exception process, the user can take an image with a description, if desired.

When all products and containers have been confirmed as delivered, the Delivery process will close and the user will be directed to the Job Completion process.


Job Completion

The Job Completion process consists of a screen displaying the delivered items, any Terms and Conditions, and customer Signature and signatory entry.

  • Customer Signature form

    Customer Signature form


The signatory will default to the customer contact sent through on the job, but this can be changed. If one is not sent through, the driver will be forced to enter one.

The screen displays several tabs, allowing the user to see:

  • Terms and Conditions
  • Containers (Master products for Morris)
  • Products

The Terms and Conditions may differ for each customer, but will appear in the same place on the screen (under the signature). Unlimited T&Cs text can be configured, along with 3 potential check-boxes. Samples have been provided, but the actual wording of the T&Cs will be decided upon directly by the client and customer, and may reference a web site page for access to full terms and conditions.

For example:

  • Andrew Porter T&Cs are likely to be similar to the Customer Confirmation form that is currently in use, as follows:
Any discrepancies or damage must be recorded at the time of delivery. No unchecked signatures accepted.
Delivery Includes Item(s) placing in room of choice, fully installed and packaging removed on the day of delivery (installation does not include affixing wall-mounted brackets).
Andrew Porter Limited can if asked, move household items and furniture to enable a less restrictive route to the area of installation of your product. However, this is done entirely at your own risk with Andrew Porter Limited not being liable for any breakage, damage or loss.
Terms and Conditions as those previously supplied (copy available on request)
  • Morris Furniture T&Cs are likely to be a variation on the following:
PLEASE NOTE THAT THIS ORDER IS SUBJECT TO OUR CONDITIONS OF SALE, AMENDED 1ST FEBRUARY 2008 AND AVAILABLE AT www.morris.co.uk/tandcs.aspx
CLAIMS FOR LOSS OR DAMAGE TO GOODS MUST BE REPORTED TO US AND THE CARRIER WITHIN 3 DAYS OF DELIVERY
  • HSL require a check-box specifying whether the items are not to be unpacked - this will be provided through a check box on the Job Details tab, labelled as "I do not want items unpackaged". This will be unchecked to start.

Note Note: there are configurable processes that require driver entry or a job image be taken before confirmation, but it is not expected that this is part of the processes.


Once signatures are completed, the job will then be sent back to the CALIDUS ePOD server for completion, where all entered data, signatures and images will be stored and the job marked as complete. The user will be returned to the Job List screen and the Job will be removed from the list.


Post-Load

Once all Jobs have been completed, the Load will be marked as completed when the user returns to the Job List screen - the device will send back any load notes and images to the server, and will request an attempt to download a new load for the user and/or vehicle. If one has not been provided, the device will confirm this and allow the user to check again or log off the system.

Report Format

When deliveries are completed, POD documents are available so that they can be provided to the customers or viewed.

The current formats of these documents are shown in Appendix A.

Note Note: The exact customer POD formats that will be used within CALIDUS ePOD are being confirmed for Andrew Porter by Hayley Ashton with the customers directly, using the samples provided already by OBS. For Morris Furniture, Stephen Wheeler will be conferring with the business and confirming the format.


OBS will be providing the following formats:

  • Cavendish
  • Morris Furniture
  • Generic Format (based on the existing HSL and La-Z-Boy formats)

The form elements have been broken down by form type and are shown below.

HSL:

  • Order Number - This will be mapped one or two of the existing references within CALIDUS ePOD, probably Job Code or plus Cust Ref.
  • Delivery / Collection Address - Job or Customer address
  • Delivery Instructions - Job or Office Instructions
  • Delivery Items:
    • Code - Product Code
    • Description - Product Description
    • Quantity - Product Qty
    • No. Items - Count of Product Qty
  • "I do not want the item unpacked" - A T&Cs check-box
  • Signed - removed - part of standard signature
  • Signature - Customer Signature
  • Print Name - Customer Signatory (defaults to customer contact)
  • Date Delivered / Collected - Actual End Date

La-z-boy

  • Printed On: Actual End Date/Time
  • Order No - As above, Job ID or Code
  • Customer Ref - Customer Ref
  • Delivery Address - Customer or Job Address
  • Delivery Instructions - Job or Office Instructions
  • Items
    • Code - Product Code
    • Description - Product Description
    • Quantity - Product Qty
  • No Of Items - Count of Product Qty
  • No Of Boxes - Removed
  • Customer Signature - Customer Signature
  • Print Name - Customer Signatory

Notes:

  • As a single generic note has been created that is based on these formats,
  • The following items are variable:
    • Logo - will be taken from the logo uploaded against the Job Group
    • Terms and Conditions - these may differ for each customer, but will appear in the same place on the documents produced (under the signature). Unlimited T&Cs text can be configured, along with 3 potential check-boxes. Samples have been provided, but the actual wording of the T&Cs will be decided upon directly by the client and customer, and may reference a web site page for access to full terms and conditions.
    • Cust Ref has been added to the HSL format.
    • Number of Boxes has been removed from the La-Z-Boy format.
  • A prototype exists and has been sent to the client for for confirmation with their customers. The below is a sample of this:

REQ 312105 POD 1.PNG
Generic Format, in La-Z-Boy configuration

Cavendish

  • Order No - Job ID or Code
  • Delivery Address - Job Address
  • Invoice Address - Customer Address. Warning Warning: It is to be confirmed whether an invoice address is required.
  • "Must book in..." - Job or Office Instructions
  • "10AM-6PM" - Planned Start/End Time or instructions
  • Load No - Load ID
  • Account No - Customer ID
  • Cust Order No - Job Code or Cust Ref
  • Despatch Date - Sent in from the back-end system, stored in Order Date in CALIDUS ePOD
  • Details:
    • Code - Product Code
    • Quantity - Product Qty
    • Description - Product Description
  • Signature - Customer Signature
  • Print Name - Cust Signatory
  • Date - Actual End Date

Notes:

  • The product descriptions for Cavendish products are very large and multi-layered. This will be sent to CALIDUS ePOD in two existing fields:
    • Description - for the main first-line product description
    • Description_Long - for the additional lines, including the formatting (line breaks, etc).
  • Warning Warning: The long description field may need extending to unlimited to deal with the additional detail. The customer should confirm whether this is required before development begins.
  • A prototype exists and has been sent to the client for for confirmation with their customers. The below is a sample of this:

REQ 312105 POD 3.PNG
Cavendish format


Morris:

  • Load/Order No - Load ID, and Job ID or Code
  • Invoice To - Customer Address. Warning Warning: It is to be confirmed whether an invoice address is required.
  • Delivery To - Job Address
  • Account No - Customer ID
  • Our Ref Number - Job ID or Code, as above
  • Your Ref - Job Code or Cust Ref
  • Delivery Date - Sent in from the back-end system, stored in Order Date in CALIDUS ePOD
  • Time - Removed
  • Agent - Keyed in by
  • Warning Warning: Unknown data "00360402" - To be confirmed by the customer.
  • Details:
    • Code - For the master line, Container ID, each contained pack is Product Code
    • Quantity - Product Qty
    • Description - For the master line, Container Description, each contained pack is Product Description
  • Signature - Customer Signature
  • Print Name - Cust Signatory
  • Date Received - Actual End Date

Notes:

  • Barcodes on this document are used to aid in manual uploading of POD details into Morris' back-end system. If the system is modified to export directly into the Document Management System in use, then these barcodes may be removed. The assumption at this time is that they will be removed from this electronic format.
  • Delivery Date - this is actually the Despatch date and the label will change to reflect that.
  • The repeated Delivery Date will be removed.
  • Several prototypes exist and have been sent to the client for for confirmation with their customers. The below is a sample of this:

REQ 312105 POD 4.PNG
Morris format


Note Note: For all formats produced, best efforts will be made to match the produced format to the sample provided, but differences in production and presentation (i.e. Browser, Email, etc) may result in some small differences. Specifically, the signatures will require more space than allowed in the current sample.


Data Export

When jobs have been completed all the job is updated in the CALIDUS ePOD server, these jobs are then available for exporting to external systems. The standard interface allows for the jobs to be exported to a web service, folder or FTP server in standard XML format. This format, and mapping documents, are available and will be issued after development has been agreed and specified, as the developments contained within this document may result in changes to the XSD.

The standard Job XML format is expected to include:

  • All Job data imported
  • Actual Start, Arrival and End dates and Times
  • All Field data entered by the users when completing the jobs
  • All Signatures and signatory information

This information will be sent for any completed or cancelled job, collection or delivery.

Note Note: Invoicing runs are potentially being driven automatically based on the information passed back to the back-end system on completion of Jobs. This is a function of the back-end system and the interface being written to process these messages - no changes will be made to CALIDUS ePOD to account for invoicing functionality.


For jobs that have been completed, POD documents may need to be sent to the customer. CALIDUS ePOD does this by checking the job's Email address and, if set and the system is configured to do so, it will send an email through the Andrew Porter mail server to the customer address specified. If no address is specified, no email will be sent. Note Note: It is possible to set up an email address against the site, so that all POD documents are emailed to one central place.

Additionally, it may be necessary to link to a document management system (or an external folder area) for PODs to be stored here for automatic or manual uploading. This can be configured in the system, but details must be provided in advance, to ensure that no changes are necessary to the generic export processes that handle this.


Appendix A: Client Documents

HSL

REQ 312105 DN 1.PNG

La-Z-Boy

REQ 312105 DN 2.PNG

Cavendish

REQ 312105 DN 3.PNG

Morris

REQ 312105 DN 4.PNG

Appendix B: Table of SCRs

SCR#SystemAreaDescriptionEstimate (Days)Notes
1 ePOD PDA/Admin Enter Load Notes  7.00  2
2 ePOD Admin Vehicle Checks - no postpone option  2.10  3
3 ePOD Server Load Request - Allocation of loads by Vehicle Only  2.10  3
4 ePOD All 2nd Customer Contact Number  4.20  4
5 ePOD Admin Extended Long Product Description  4.20  4
6 ePOD Admin POD Document Formats  5.60  3


Notes:

  1. All ballpark costs in this document are provided as-is, are legally non-binding and subject to raising a formal change request with OBS Logistics.
  2. This change to be charged as per the contract at £2762.50.
  3. These items have no additional charge.
  4. These items were not part of the original scope of the contract and, if required, will be charged separately.


Appendix C: Document References

C.1 References

Ref NoDocument Title & IDVersionDate
1UG 291094 EPOD Admin User Guide2.04/4/2012
2UG 291097 EPOD Client User Guide3.023/4/2013


C.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.


C.3 Authorised By


Julie Taylor
OBS Project Manager		_____________________________

Hayley Ashton
Andrew Porter Representative		_____________________________

Stephen Wheeler
Morris Furniture Representative		_____________________________
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