SDD 370536 Security Plus C-TMS Solution Design

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Security Plus

Security Plus C-TMS Solution Design

Solution Design

13th July 2020 - 0.4
Reference: SDD 370536















Introduction

This document is the Security Plus C-TMS Solution Design.

Objective

The primary purpose of this document is to document the requirements gathered from Security Plus through the sales process and through workshops with the customer at the head office and Stoke depot on 30/06 - 01/07/2020.

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


Scope and Limitations

  • The changes will be made in the latest version of the C-TMS and C-ePOD systems.
  • Changes relating to information passed through to CALIDUS TMS from customer systems are subject to analysis and design, which may affect the other changes in this document or generate other work if the process described within this document cannot be followed by the external system.
  • Modifications will be required to the customer systems to achieve the functionality described in this document.


Client Requirements

The current solution comprises customer-developed bespoke systems as follows:

  • Contract Manager - Head office application to create customers and contracts, associated locations, manage status, etc
  • Depot Manager - depot-specific customer based operations. Can't create, just update.
  • Route Manager - creation/amendments of fixed routes.
  • Bag Capture - driver application. Driven entirely by BagTracker app.
  • Reporting - remains.
  • Finance - creation, amendment and issuing of invoices to customers.
  • Customer portals - Must remain, as they have stated that C-PORTAL TTM will not be provided to the customer (security concerns).
  • Bag Tracker - controls the mobile application, generates jobs (orders in C-TMS), uploads to device, keeps track of bags within the depot, runs reports. All functionality bar BlueTooth export to mobile application will remain, and will be extended to generate orders to C-TMS.
  • Money Manager - taking coin orders from customers on the phone, importing coin orders placed over the internet/FTP that are applicable to the depot and processing cash received in bags, if the customer requires that service.


New Solution

Objectives

Aim Aims & Objectives Achieved in Phase 1 via Achieved in Phase 1.5 via
1 Allow Security Plus developers to integrate current system to the TMS for phase 1 Existing and new interfaces As 1.0
2 Fixed route management and easy change as necessary to accommodate changes to existing contracts and new contract take on Through Fixed Route mainteance and manual planning As 1.0, plus PTV Route Optimised (strategic and tactical)
3 Automated billing and charging against adjustable rate cards Through maintainable rate cards and tariffs per customer As 1.0
4 Real time ePOD app and management to allow debrief of routes to affect billing meaning less manual intervention in billing Through C-ePOD As 1.0
5 Configurable ePOD workflow and reason codes per Security Plus contract Through C-ePOD UDF As 1.0
6 Allowing for real time route execution view and full route E.T.A with Arrival departure board for depot use Through CALIDUS Portal TTM As 1.0
7 Configurable DVSA compliant app for vehicle checks/asset scanning/accident reporting Through CALIDUS VEhub As 1.0
8 Cost vs Revenue reporting for planned work and completed work Through configurable data extracts in C-TMS As 1.0
9 Planned vs Actual reporting Through configurable data extracts in C-TMS and views through C-PORTAL As 1.0
10 Access to exports, configurable reporting or database views/exports for reporting on financials or job performance by tools like power B.I or excel or other Security Plus reporting methods Through configurable data extracts in C-TMS As 1.0


Overview of Solution

The following systems will be used in the solution:

  • Contract Manager - Head office application to create customers and contracts, associated locations, manage status, etc
  • Depot Manager - depot-specific customer based operations. Can't create, just update.
  • Route Manager - creation/amendments of fixed routes.
  • Reporting - remains.
  • Finance - creation, amendment and issuing of invoices to customers.
  • Customer portals - Must remain, as they have stated that C-PORTAL TTM will not be provided to the customer (security concerns).
  • Bag Tracker - controls the mobile application, generates jobs (orders in C-TMS), uploads to device, keeps track of bags within the depot, runs reports. All functionality bar BlueTooth export to mobile application will remain, and will be extended to generate orders to C-TMS.
  • Money Manager - taking coin orders from customers on the phone, importing coin orders placed over the internet/FTP that are applicable to the depot and processing cash received in bags, if the customer requires that service.
  • CALIDUS ePOD - workload management, resourcing, job completion.
  • CALIDUS Portal TTM - track and trace, customer tracking alerts, completion report.
  • CALIDUS VEhub - vehicle defect reports, accident reports, equipment tracking.
  • Solution Schematic

    Solution Schematic


Solution Detail

Standing Data

Standing/Static data will continue to be maintained in the current systems

These will pass data along to C-TMS when created, so that the requisite data can be created.

Including but not limited to:

  • Customers - when new customers are created (ACTIVE or INACTIVE), the customer information will be sent to C-TMS immediately.
  • Locations - when locations of the following types are created, the locations will be sent to C-TMS immediately.
    • Depots.
    • Banks.
    • Branches.
    • Customer addresses.
    • Collection/Delivery addresses.
  • Equipment (e.g. site keys).

Note that many of the locations (i.e. collection and delivery locations) could be primarily created and maintained as part of the orders interface.

Note Note: This will require additional work on the Equipment functions within C-TMS, as identified below.


Additionally, the following static data will be maintained within C-TMS:

  • Fixed Route Templates
  • Drivers
  • Vehicles
  • Driver shifts
  • Driver/vehicle availability
  • Transport Units (bag types in this case)
  • Carriers (i.e. one carrier per depot, linking all of the drivers and vehicles based at that depot).
  • Reason codes - these will be kept in line with current reason codes.

Potentially, other interfaces could be created for some of this standing data, making use of the existing interfaces within C-TMS:

  • SCR SCR-370536-3: Additional Standing Data Interfaces - customer work


Transport Orders

Transport order items in C-TMS and containers in C-ePOD will be modified to store value.

SCR SCR-370536-4: Add value to order items

This change includes (but is not limited to):

  • Adding cash value to order items (possibly use units)
  • Importing cash value
  • Displaying cash value on Items screen

Note that the following would be dealt with by other changes below:

  • Sending to EPOD
  • Importing from EPOD

All transport orders will be generated by the existing system and will be sent to C-TMS when created.

SCR SCR-370536-5: Orders interface - customer work

Note that only transport orders where the customer is ACTIVE will be sent to C-TMS.

The orders will consist of:

  • General order information e.g. references, customer, etc
  • The order type
  • Location and contact information:
    • From location
    • To location
  • An indication of the number of bags to be collected or delivered.
  • For deliveries, the specific bag information for the collection.
  • For coin deliveries, the amount of coin of each type to be delivered.
  • For orders that are related to cash processing, it is expected that the system will be modified to allow the import to add that service to the order when importing the order, so that the charge can be generated. This is a potential phase 1 deliverable - this is still being evaluated by Security Plus for feasibility, to be confirmed.


Solution Detail

Standing Data

Locations

All locations of all types will be defined and maintained in this screen, for example:

  • Depots.
  • Banks.
  • Branches.
  • Customer addresses.
  • Collection/Delivery addresses.

This will be modified to maintain a link between equipment and location, to maintain a relationship for the customer site keys. Many keys for one site, although may be a single reference.

SCR SCR-370536-8: Modify Locations and Vehicles to allow equipment to be assigned

Note Note: This is dependent on changes to the Equipment, detailed below.


Resources

Tractors/Vehicles

All vans used by all depots (and their depot/carrier assignment) will be maintained in this screen.

This will be modified to maintain a link between equipment and tractor, to maintain a relationship for the vehicle key, as specified in the change above.

Note Note: This is dependent on changes to the Equipment, detailed below.


Transport/Despatch Unit (DU) Types

Transport units (i.e. bags) will be created as part of the implementation, including but not limited to:

  • 500 - 15K Bag
  • 501 - Cheque Bag
  • 502 - Float Bag
  • 503 - Trunking Sack
  • 504 - 20K Bag
  • 505 - Car Park Vault
  • 509 - General Use Bag
  • 510 - Inner Cash Bag

A full list will be supplied by Security Plus.

Any other bag or unit types may be created if required, for example:

  • 530 - Mixed Coin
  • Barrows
  • Coin bags


Equipment

Equipment will be used to track individual required items for deliveries and collections, primarily:

  • Site keys
  • Vault keys
  • Smoke boxes

The type will define the equipment type, and a unique ID and barcode will be added to ID individual equipment.

SCR SCR-370536-9: Modify Equipment to add a unique ID and barcode


Order Well

Transport Planning

Orders received into the system will be auto-planned through Fixed Routes.

Carrier (executing depot) will be set based on the fixed route provided.


Manual Planning

Trips created from fixed routes can be manually modified after they are created.


Automatic Trip Building and Optimisation

Note Note: This requires purchase of a route optimisation package, such as PTV Route Optimiser or Paragon.

Trips can be optimised based on the orders that have been added to them through the fixed routes.

Trips can be created automatically based on resource availability and time/distance/weight/volume efficiency rather than using the fixed routes.

The optimisation system may also be used for strategic planning (i.e. determining how a new contract's locations will fit within the existing route plans) without affecting tactical (i.e. real time) planning


Transport Resourcing

The trip will be resourced with driver and carrier. Crew can also be assigned. However, crew are expected to be entered by the driver when starting the workload on the mobile device, as per the current process.

Trips ready for execution will be set to status ACCEPTED.

This will trigger the loads being sent to the C-ePOD system.


Note Note: It is requested that the C-TMS planning system be kept separate from the depot operations, for various reasons. In that case, there will be no capability within the depots to manually set trips to ACCEPTED.

In that case, the following processes have been proposed regarding transport resourcing.

Process 1:

When trips are created or modified in C-TMS (through the process of orders being automatically assigned to trips through the route, or from trips being manually modified by any C-TMS user, depot or otherwise), the created trips will be interfaced back to the existing Security Plus systems, showing the trips and stops (locations) with all of the planned orders.

Existing Security Plus systems will then import those trips back in and update their existing data to show the planned trips (the 900 routes) - any orders not planned in this way will be considered on a 999 route (unplanned).

Note that this is likely a required interface in any case, so that existing systems can retain visibility of created trips.

When the users of the existing systems assign a trip to a vehicle or user, this information will be sent to CTMS. This will trigger resource assignment, setting the trip to ACCEPTED status and updating EPOD with the trips.

This will require the following development effort in both C-TMS and customer systems:

  • SCR SCR-370536-10: Export of created/updated trips
  • SCR SCR-370536-11: Import of created/updated trips into existing SPL system data - customer work.
  • SCR SCR-370536-12: Interface to assign resource to trips - customer work
  • SCR SCR-370536-13: Interface to assign resource to trips


Process 2:

Trips will continue to be added to up until a cut-off time for that fixed route.

A process will be created to set the trip to ACCEPTED status automatically within C-TMS.

The system will be modified to allow trips to be accepted without resourcing information.

The trips will be sent to EPOD.

The depot users will use the C-ePOD Admin console to assign trips (loads) to drivers or vehicles.

When the trip is accepted and started on the device, C-TMS will be updated with the driver and vehicle selected.

This will require the following development effort in both C-TMS and customer systems:

  • SCR SCR-370536-14: Automatic process to accept trips based on the cut-off time.
  • SCR SCR-370536-15: Allow C-TMS to accept trips without resource information.
  • SCR SCR-370536-16: Update C-TMS with resource information when started on the mobile device.


Transport Execution

Changes to data sent to and/or stored by C-ePOD.

Including (but not limited to):

  • Keys added as items for loading
  • Summay of individual equipment if set up that way
  • Crew added to Load.
  • Coin sent over as container and contained products.
  • Value of items
  • Insurance liability
  • Vehicle Keys
  • Smoke Box
  • Driver ACC card


SCR SCR-370536-17: EPOD Interface - send additional information
SCR SCR-370536-18: Store additional load/driver/vehicle information


Workload Start

Load Start Metrics

  • ACC Card (Authorised Contractors Card)
  • Crew 1 - ID card 1 - barcode - prepopulated?
  • Crew 2 - ID card 2 - barcode
  • Vehicle Keys - barcode - validated
  • Smoke Box - barcode

Loading Vehicle

Job List

Select Loading job from job list.


Job Details

Loading job must be completed before all other jobs.

Start Job requires scanning of location barcode, configured through pre-job UDF. This will be validated that it matches the value expected (the location code itself) and will allow keyboard override (for the case where barcodes are damaged).


Loading of Items

Scan all advised items to be loaded for delivery.

Including scanning keys for access to the customer destination locations.

Each item scanned is removed from the list.

Coin to be loaded will be selected. The process will show a list of all of the coin bags required to be loaded for every coin order to be delivered. They will not be consolidated. The user will be able to count all of the coin bags required. The user will be required to confirm that all bags are loaded. The user will be able to confirm whether items have not been loaded with a reason code.

Items will be able to be ad-hoc scanned onto the vehicle if desired. The process will allow the user to scan the item. The process will request the user to confirm the type (from a drop-down list) and select the destination.


Completion of Loading

When all items are scanned onto the vehicle, the user will confirm and will be prompted to complete the loading.

The process here is configurable, but could request driver signature, data entry, display of terms and conditions, photo capture, as required.

If receipt printing is required, this will be added to this signature process.

SCR SCR-370536-19: Receipt Printing


Delivery Process

Note Note: C-ePOD separates collections and deliveries into separate jobs. Deliveries are always completed first.


Job List

The user will select the next job from the list of jobs to be delivered from the job list.

Delivery jobs at a location will always be shown before the collection jobs.


Job Details

The process will display the contact and job information:

  • Name
  • Address
  • Contact information
  • Phone (1 and 2)
  • Customer Key information
  • Summary of the number of items to deliver by type.
  • Job/location Instructions - these must be viewed before the job can be started.

The user will start the job - this begins the tracking process against the user (i.e. job in progress).

The user will be able to use any navigation application on the device to navigate to the location. Note that the the device will navigate to the identified GPS point against the location, which may be changed in the C-ePOD Admin console.

When the user arrives at the destination, they will click Job Arrival.

This will then prompt the user to scan the location barcode, configured through pre-job UDF. This will be validated that it matches the value expected (the location code itself) and will allow keyboard override (for the case where barcodes are damaged).


Delivery of Items

Scan all advised items to be delivered.

Warning Warning: How to deal with the insurance liability of delivering only a couple of items?

SCR SCR-370536-20: Partial Collection/Delivery

Note Note: Namely this change will consider insurance liability, therefore identifying value, value limit per customer/location and potentially showing a summary, printing a receipt, etc.

Each item scanned is removed from the list.

Coin to be delivered will be selected. The process will show a list of all of the coin bags required to be delivered. The user will be able to count all of the coin bags required. The user will be required to confirm that all bags are delivered. The user will be able to confirm whether items have not been delivered with a reason code.


Completion of Delivery

When all items are scanned out of the vehicle, the user will confirm and will be prompted to complete the delivery.

The process here is configurable, but could request customer or driver signature, data entry, display of terms and conditions, photo capture, as required.

The customer signature screen will display a list of all of the items (bags) delivered and a list of all the products (coin bags) delivered.

If receipt printing is required, this will be added to this signature process.


Collection Process

Note Note: C-ePOD separates collections and deliveries into separate jobs. Deliveries are always completed first. If there are collections at this location, they will be automatically started for the user. If the user exists, they can choose the collection from the job list to return to the job details screen.

If there is no planned collection at this location, the user can add an unplanned collection - through configuration, they can be automatically prompted to do this, or they can choose to do this from the job list, by choosing the option "Unplanned Ad Hoc Collection". The actual process of an unplanned or planned collection will be the same in all cases, as even planned collections will not plan the individual items to be collected.


Job Details

The process will display the contact and job information:

  • Name
  • Address
  • Contact information
  • Phone (1 and 2)
  • Customer Key information
  • Summary of the number of items to deliver by type.
  • Job/location Instructions - these must be viewed before the job can be started.

The user will start the job - this begins the tracking process against the user (i.e. job in progress).

The user will be able to use any navigation application on the device to navigate to the location. Note that the the device will navigate to the identified GPS point against the location, which may be changed in the C-ePOD Admin console.

When the user arrives at the destination, they will click Job Arrival.

This will then prompt the user to scan the location barcode, configured through pre-job UDF. This will be validated that it matches the value expected (the location code itself) and will allow keyboard override (for the case where barcodes are damaged).


Collection of Items

The user will scan an item to be collected.

The process will request the user to confirm the type (from a drop-down list, defaulted to the type derived from the bag ID).

SCR SCR-370536-21: Custom DU type default

Depending on the bag type, the device will prompt for more information, including but not limited to:

  • Value
  • For Vault collections:
    • Collection Point ID
    • Vault into machine
    • Barrow
    • Value
    • Manual Entry
  • For Coin bag collections:
    • £2 - count of full bags.
    • £1
    • 50p
    • 20p
    • 10p
    • 5p
    • 2p
    • 1p
    • Mixed bags
    • Mixed value
  • Outer/Inner bag collection
    • TBC
SCR SCR-370536-22: Container UDF by Container Type


As each item is scanned and entered, the device will display the item information on the list.

Scan all items to be collected.

Warning Warning:

  • How to deal with the insurance liability of collecting only a couple of items?
  • SCR SCR-370536-23: Coin Bag collection
  • Vault collection
  • SCR SCR-370536-24: Outer/Inner Bag Collection


Completion of Collection

When all items are scanned at the site, the user will confirm and will be prompted to complete the collection.

The process here is configurable, but could request customer or driver signature, data entry, display of terms and conditions, photo capture, as required.

The customer signature screen will display a list of all of the items (bags) collected and a list of all the products (coin bags) collected.

If receipt printing is required, this will be added to this signature process.

As collections are completed, the information will be sent back to C-TMS and stored.

Several changes will be required in this area:

This will be exported to external systems through a standard interface, which may require modification.

SCR SCR-370536-27: Additional information on export

The information will be imported by Security Plus existing systems, for onward processing.

SCR SCR-370536-28: Import order debrief information


Unloading process

At the bottom of the job list, the device will show a single consolidated unloading "Return to Base" job. This will be completed when all other jobs on that device are completed.

Note Note: If the run requires that the user returns to base several times on a run, there may be several unloading jobs - these will be positioned in the correct point in the job list for the user to execute.


Job List

The user will select the unloading job from the job list.


Unloading Details

The process will display the contact and job information:

  • Name
  • Address
  • Contact information
  • Phone (1 and 2)
  • Customer Key information
  • Summary of the number of items to deliver by type.
  • Job/location Instructions - these must be viewed before the job can be started.

The user will not be able to start the unloading job until the collection jobs are completed.

The user will start the job - this begins the tracking process against the user (i.e. job in progress).

The user will be able to use any navigation application on the device to navigate to the location. Note that the the device will navigate to the identified GPS point against the location, which may be changed in the C-ePOD Admin console.

When the user arrives at the destination, they will click Job Arrival.

This will then prompt the user to scan the location barcode, configured through pre-job UDF. This will be validated that it matches the value expected (the location code itself) and will allow keyboard override (for the case where barcodes are damaged).


Unloading of Items

Scan all advised items to be unloaded.

Warning Warning: no insurance liability of delivering only a couple of items as at secure destination

Each item scanned is removed from the list.

Coin to be delivered will be selected. The process will show a list of all of the coin bags required to be unloaded. The user will be able to count all of the coin bags required. The user will be required to confirm that all bags are unloaded. The user will be able to confirm whether items have not been unloaded with a reason code.


Completion of Unloading

When all items are scanned out of the vehicle, the user will confirm and will be prompted to complete the unloading.

The process here is configurable, but could request driver signature, data entry, display of terms and conditions, photo capture, as required.

If receipt printing is required, this will be added to this signature process.


Vehicle Checking and Accident Reporting

The driver will use the C-VEhub application predominantly for:

  • Vehicle defect checks at the start and/or end of a day or trip.
  • Accident reporting.
  • Tracking scans

Note Note: CALIDUS VEhub is a stand-alone system and is available to be configured for the customer's use when required by the customer

Vehicle checks can be configured with customizable checks - core vehicle checks can be enabled or disabled, and custom checks can be added. Multiple configurations can be held, which the driver can selected based on the vehicle types.

Checks include general details, check boxes, taking images associated with checks and a signature at completion.


Accident reports allows drivers to capture the necessary details of any accidents or incidents while on runs. Details of involved participants can be captured, along with images of any damage or incident.


Tracking scans allow drivers to track resource through the scan of any barcode.

This facility of tracking any scanned items is stand-alone, outside of any other CALIDUS system control.


Checks, accident reports and tracking scans are stored with location tags and can be reported within the C-VEhub Admin system.

The Admin system allows users to rectify defects, provide resolution notes and receive alerts based on configurable criteria.


As part of this project, C-VEhub will be created for each depot to access their vehicles and the data entered through the mobile application. C-VEhub Admin access will be provided for every branch.

The drivers will be provided a user-name and password. The users and their passwords must be configured within C-VEhub. It is recommended that these user-names and passwords match between C-ePOD and C-VEhub.

It is expected that C-VEhub will be configured to send email alerts of every defective vehicle check completed to the defined email addresses for each depot.


The C-VEhub Administration system will be used in this operation for visibility of the checks and reports made through the device application, and to control the configuration of alerts.

The Dashboard itself may be used to visualise where equipment was last located. So, the user may select what is being tracked (Vehicles, Vehicles with overdue checks or Tracked Scans) and refresh the map to show the items. The map will show the items being tracked with labels that may be clicked for more information.


Admin Screens:

  • Main Menu

    Main Menu

  • Checks - List

    Checks - List

  • Checks - Details

    Checks - Details

  • Checks - Rectification

    Checks - Rectification

  • Accidents - List

    Accidents - List

  • Accidents - Details

    Accidents - Details

  • Accidents - Details

    Accidents - Details


Device Screens:

  • Main Menu

    Main Menu

  • Vehicle Checks - Details

    Vehicle Checks - Details

  • Vehicle Checks - Checks

    Vehicle Checks - Checks

  • Signature Capture

    Signature Capture

  • Accident Report - Details

    Accident Report - Details

  • Accident Report - Details

    Accident Report - Details


Track and Trace

CALIDUS Portal provides several enquiry and auto-updating screens to allow information to be collated and provided in easy to use formats. The system supports multiple user-defined groups that control the configuration of a user, allowing the control of data access for various different purposes, for example:

  • End customers - end customers can access tracking information about a single consignment through a link - no login is required.
  • Contracts/Owners - trusted customers and internal staff can access the system through a provided user name and password to get at detailed information. Restrictions on the log-in will ensure that they can only see the data that pertains to them.
  • Customer Service Queries - internal staff can access detailed information about consignments from within C-Portal from anywhere, and view, report on and send the information onto the querying party without accessing additional systems.
  • Transport Office - transport staff can use departure boards (and others) to view the now/next transport tasks and prepare pro-actively for them. These views are typically designed for use on large screens or projectors.

CALIDUS Portal is kept updated at all times by CALIDUS TMS of all states of the loads and jobs, for example:

  • The trip itself.
  • The order itself.
  • The sequence of the order on the trip
  • When an order is in transit.
  • When an order is collected and/or delivered.
  • When an order is cancelled.

The messages identify any changes to quantities and reasons for these changes at all stages.


The following is a brief description of functionality available within CALIDUS Portal.


This Trip Order Enquiry screen allows CALIDUS Portal users to track the status and events held against trips and orders, selecting them through a large variety of parameters.

The screens display matching trips or orders, which can then be drilled-down into to see additional details.

  • Order Enquiry Parameters.

    Order Enquiry Parameters.

  • Order Enquiry Results.

    Order Enquiry Results.

  • Trip Enquiry Parameters.

    Trip Enquiry Parameters.

  • Trip Enquiry Results.

    Trip Enquiry Results.

  • Order and Event Details.

    Order and Event Details.

  • Order Info Details.

    Order Info Details.

  • Order Route Details.

    Order Route Details.

  • Trip Details.

    Trip Details.


CALIDUS Portal supports several airport-style screens:

  • Arrive/Depart screen.
  • Order Status screen.

Both screens allow for customised parameter entry, and refreshing data at intervals, making them ideal for overhead displays or continuous transport queries. The recommended screen is the Order Status screen.

The screen allows the user to drill-down or expand on data to get more details, through pop-ups or further details screens.

  • Order Status Screen.

    Order Status Screen.

  • Order Status Parameters.

    Order Status Parameters.


The C-Portal TTM module's Order Status screen can be configured to determine the window for delivery in a +/- number of minutes before the delivery end time. This is accessible from the burger menu on the screen.


The system also supports sending track and trace links to customers with ETA and full vehicle track to door, through a customer tracking gateway.

  • Enter Consignment.

    Enter Consignment.

  • Consignment Tracking.

    Consignment Tracking.

If provided to CALIDUS Portal, this screen can also display the ETA at the location of the order being checked, the signature and a link to view the POD report, when the order being checked is marked as Delivered.


CALIDUS Portal TTM also allows reporting through data extracts.

Each enquiry screen allows exporting of data, usually at most of the following levels (depending on the query)

  • Trip - trip information.
  • Trip/Stop - trip/stop information.
  • Trip/Order - trip/stop/order information.
  • Order - order header information.
  • Order Detail - order header / order detail information.
  • Pallet - order pallet information.


Financial Processing

Trip Cost, Order Cost and Order Revenue

Order revenue will be automatically calculated per order, based on planned or actual quantities and any additional services posted against the orders. This will be generated based on a rate card assigned through a contract between the carrier and the cost centre.

Trip cost will be automatically calculated per trip, based on planned or actual distance and time, fuel and additional costs against the trips. This will be generated based on a rate card assigned through a contract between the customer and the cost centre.

Order revenue will be assigned to the trips and carriers that fulfilled the orders, to determine margin per trip.

Trip cost will be apportioned to the orders on the trips, in order to determine margin per order.

Costs can be exported through the invoicing module of the system, which will generate CSV backing sheets of all charge lines generated against the orders.

These are expected to be completed and imported into the existing financial package used by Security Plus. That package will generate the invoices to the customer.

SCR SCR-370536-29: Import invoice charges

Appendix A: Table of SCRs and Ballpark Estimates

SCR#SystemAreaDescriptionEstimate (Days)Notes
1 SPL Interface Standing Data Interface - customer work  0.00  2
2 TMS Interface Equipment Interface  8.50 
3 SPL Interface Additional Standing Data Interfaces - customer work  0.00  2
4 TMS/EPOD Order Add value to order items  8.50 
5 SPL Interface Orders interface - customer work  0.00  2
6 SPL Interface Costs interface - customer work  0.00  2
7 TMS Interface Costs interface - CTMS work  3.50 
8 TMS Equipment Modify Locations and Vehicles to allow equipment to be assigned  3.50 
9 TMS Equipment Modify Equipment to add a unique ID and barcode  7.00 
10 TMS Interface Export of created/updated trips  2.75 
11 SPL Interface Import of created/updated trips into existing SPL system data - customer work.  0.00  2
12 SPL Interface Interface to assign resource to trips - customer work  0.00  2
13 TMS Interface Interface to assign resource to trips  3.50 
14 TMS Process Automatic process to accept trips based on the cut-off time.  3.50 
15 TMS Resourcing Allow C-TMS to accept trips without resource information.  1.75 
16 EPOD Interface Update C-TMS with resource information when started on the mobile device.  0.00 
17 EPOD/CTMS Interface EPOD Interface - send additional information  8.50 
18 EPOD/CTMS Store additional load/driver/vehicle information  8.50 
19 EPOD Printing Receipt Printing  8.50 
20 EPOD Col/Del Partial Collection/Delivery  8.50 
21 EPOD Device Custom DU type default  2.75 
22 EPOD Server/Device Container UDF by Container Type  7.00 
23 EPOD Collection Coin Bag Collection  0.00 
24 EPOD Collection Outer/Inner Bag Collection  13.75 
25 TMS Interface Create items for outer/inner bag and coin collection  5.25 
26 TMS Interface Store UDF detail entered for export  5.25 
27 TMS Interface Additional information on export  3.50 
28 SPL Interface Import order debrief information  0.00  2
29 SPL Interface Import invoice charges  0.00  2


Note Note:
  1. Any high level ballpark estimates for development are based on the basic information provided and are subject to detailed design and creation of an SCR.
  2. These changes identify customer work required - they are 0 development for CALIDUS systems.


Appendix B: Document References

B.1 References

Ref NoDocument Title & IDVersionDate
1   


B.2 Glossary

Term or Acronym Meaning
Ad Hoc Collection Ad Hoc Collections are collections at a consignee or other point, where the actual items to be collected have not been defined, allowing for a free-form scanning of items.
AI In barcode terms, an Application Identifier; some pre-defined characters in a barcode that define the data content rather than the format.
Asset A traceable DU; the item that is tracked during delivery and collection. This Asset has a type (e.g. Cage, Tet, etc).
Audit Log A log of events that have happened in the C-TMS system. It could include information, error, debug or audit messages. Users are able to search for messages of a certain type, on a certain day and from a certain area of the system.
Backloads Orders that are placed on a pre-existing trip at the end of the trip before returning to the depot. They may be for customers other than the customer that is paying for the full trip and may result in a rebate to the customer, and a charge to the backload order’s customer.
Booking A quantity of a single Product Type on a single DU Type to be delivered from one location to another on particular date but not at a particular time. These records are usually created by the Auto Summary process. These records are displayed in the main view on the Bookings form.
Carrier The carrier completing the trip. Can comprise any carrier configured in the system, but normally Home Fleet (usually a carrier per depot), 3rd-party carriers, supplier-/customer-own transport, own collection, etc.
Case A Case of individual packets of a product e.g. a case of Cornflake packets.
Consolidating Centre A depot that takes delivery of goods from several origins and consolidates them for trunking to outbases (q.v.) or final delivery to destinations. See also Consolidation.
Consolidation In execution terms, this is the act of taking several jobs and combining them into a single execution job. This can be by several criteria but is broadly defined as: Same Location consolidation, where the delivery/collection points are identical; Linked Location, where the deliver/collection points have been configured to be seen as the same point within C-TMS and; Manual (Ad Hoc) Consolidation, where the driver decides that two jobs should be delivered/collected at the same time.
Containerisation The action of taking items and placing them inside another item for tracking purposes. See also Asset.
Cost Centre A part of an organization to which costs may be charged for accounting purposes. For C-TMS, this is used for accounting purposes, and also to generally configure the system.
C-Portal CALIDUS Portal, Aptean's web-enabled external access system to the Calidus systems. Also, any electronic internet-based system designed to access functionality for a particular purpose (for example, customer enquiries, supplier activity, track and trace, etc.)
Cross-Dock Also a specific location at which product is exchanged.
C-ePOD; EPOD, APOD Electronic Proof of Delivery. The Aptean EPOD system is CALIDUS ePOD or Aptean POD.
C-TMS CALIDUS TMS, Aptean's Transport Management System.
CSB This refers to Carrier Self Billing, the process that C-TMS uses to produce and send invoices to carriers.
Customer In 3PL terms, the customer on behalf of which the transport is being operated.
DDL Drop-down list - a series of pre-designated answers to a particular question on a device, rather than requiring the user to key the answer in in full.
Debrief Comprises 3 parts: Trip debrief, where general trip notes and vehicle information is captured; Stop debrief, where actual arrival and departure times against a trip are entered; Order debrief, where actual product and item quantities are entered; Driver/Trip debrief, where additional information is captured from the driver relating to the trip.
Delivery Types This defines the category of the order, and is intrinsically linked to revenue and cost tariffs.
Demurrage; Detention Any time spent loading, unloading or waiting that is outside contractual obligation in execution of a trip. This usually incurs additional charges.
Depot Any location that schedules and controls transport.
Despatch In transport terms, the process of loading and despatching items out of a depot. In this implementation, the process of loading and despatching is predominantly controlled by C-MCS (q.v.). See also Loading.
DMS Document Management Systems: Systems than manage the storage and viewing of (predominantly) scanned documents. Usually these systems also include some automation and indexing routines.
DOT Delivery On Time - see OTIF.
Driver Comprising drivers and crew assigned to a trip.
Drivers Day A schedule of work that a driver would undertake in a day including any rest periods and breaks.
Drop A stop on a trip.
DU Distribution/Despatch/Deliverable Unit - box, tray, cage, tet, etc.; Also Asset, Asset Type.
EDI Electronic Data Interchange - a mechanism by which 2 systems can communicate normally without user intervention.
ERP Enterprise Resource Planning
Fixed Route Template A template in C-TMS that provides a series of timed slots into which orders will fit. This can be used to create fixed routes (q.v.) and also as a template for cross-docking and grouping similar orders together.
Fixed Route In transport terms, a fixed route is a trip comprised of a series of fixed stops that are typically always visited. A C-TMS fixed route template (q.v.) can be used to create these.
Fixed Schedule An order that occurs at a fixed time. Differing from the above, the order will be created in the schedule; Also Milk Run.
Fuel Surcharge An additional charge that may be applied to a Transport charge to reflect the increasing price of fuel.
Isotrak A third party software package that allows users to be informed of the whereabouts of their vehicles using GPS technology. Interfaces with C-TMS in order to provide ‘actuals’ information for trips (i.e. the time a trip arrived at a stop and the amount of pallets that were delivered).
Item A single item for delivery/collection.
Load C-TMS: A trip that encompasses just a vehicle-full of items, or one journey out and back to a depot.
Loading In transport terms, the process of loading and despatching items out of a depot. In this implementation, the process of loading and despatching is predominantly controlled by C-MCS (q.v.). See also Despatch.
Location In C-TMS terms, a trip comprises visits or drops to many locations. A location can be of many different types.
Location Types Usually one of: Depot, Customer, Delivery/Collection Location, Store, etc.
MCS Mobile Control System
OBD On-Board Diagnostics - an automotive term referring to a vehicle's self-diagnostic and reporting capabilities. Also CANbus.
OMS Ref A unique transport movement ID, referring to a single transport movement request.
OPS13 Vehicle Checks; Defect Reporting
Optimisation Route Building and Optimisation
Order Equiv: OMS Ref; a transport movement.
Order Line An order can be made up of different order lines (i.e. an order from one location to another can contain many lines such as 20 ambient pallets and 20 chilled pallets)
Order Status The lifecycle of an order, usually UNSCHEDULED->SCHED-COLL->SCHEDULED->DELIVERED/FAILED/CANCELLED.
OTIF On Time In Full - Metrics to measure successful collection or delivery.
Outbase A depot whose purpose is to deliver to final delivery destination within a geographically-restricted subsection of the whole catchment area; also ROC, RDC.
Payment Monies paid by a cost centre to a third party such as a carrier.
Plan A term used to describe the result from scheduling Orders onto Trips. The first set of Trips may be referred to as ‘Plan A’, with a subsequent, more accurate plan later in the day being referred to as ‘Plan B’.
Post Schedule The period after Orders have been scheduled in the Scheduling Program and then returned to C-TMS. Any subsequent manipulation of these Orders would be Post Schedule manipulation.
Pre Schedule The period before Orders have been scheduled in the Scheduling Program and then returned to C-TMS. Any manipulation of these Orders would be Pre Schedule manipulation.
Product Item Another term for a case or SKU
Product Quantity A quantity of a single Product Item or SKU to be delivered from one location to another on particular date but not at a particular time. These records are created by the inbound Bookings interface process. These records are displayed in the View Detail screen on the Bookings form.
Product Summary Another term for Booking
Product Type The category that a Product Item, Case or SKU falls in to, usually associated with temperature e.g. FROZEN, PERISHABLE, AMBIENT
Reason Codes Of many types: Adjustment, Non-conformance, Order.
Recalculate Distance and Times A C-TMS function that is applied to a trip. The function checks the properties of the trip to ensure that it meets the defined rules for a trip in respect of drive times and driver’s breaks.
Receipt In transport terms, the process of receiving and uploading items into a depot. In this implementation, the process of receipt and unloading is predominantly controlled by C-MCS (q.v.). See also Unloading.
Region Geographical Region. Also, Postal Region. Regions are allocated to Depots and are used to determine ownership of a particular Order.
Resources Drivers, Crew, Tractors, Vehicles, Trailers
Revenue Monies received by a cost centre from a third party such as a customer.
Route A route is a fixed route that is repeated. A Trip is a unique trip, which may be created from a route.
ROC Regional Operating Centre; a depot whose purpose is to deliver to final delivery destination within a geographically-restricted subsection of the whole catchment area; also Outbase.
RDC Regional Distribution Centre.
RPE Regular Pallet Equivalent - This is used to estimate volume and therefore capacity of vehicles within C-TMS.
Schedule A day's plan, usually consisting of 24 hours, not necessarily from midnight to midnight.
Service Levels; Service Types Typically used to determine additional services for an order, or a quicker transport service. This defines the order windows i.e. the collection and delivery windows and offsets relating to the service level, through schedule rules.
Shunt A trunk (q.v.) movement between depots using the trunk network, typically of a much shorter length than a trunk movement.
Sourcing Unit A second entity that can be applied to a Lane, and all charges relating to that Lane will then be applied to the Sourcing Unit and not the Customer.
Stop Also Trip Stop. A stop on a trip. In this solution, Drop is the pre-assigned fixed route drop number, whereas Stop is the generated CTMS stop ID.
Surcharges Any changes applied to an invoice at invoice stage, rather than generated from the order or trip itself. Examples are: Fuel Surcharge/Rebate, Demurrage.
Tariffs Rate Cards, forming the basis of generating trip/carrier costs and order revenue.
TI Transport Instruction – another term for an Order.
TLM Transport Logistics Manager
Tractor The driver cab, pulling the trailer.
Trailer The trailer carrying the goods. Can be several types.
Transport The transport management office.
Trip C-TMS: A selection of work to be completed, specifically a workload that lasts for an entire shift for a driver.
Trip Manipulation The manipulation of Scheduled Trips, whether it be to add a Carrier or to completely recalculate times on the Trip.
Trip Status The lifecycle of a trip
Trunk A route between depots, transporting goods usually to be delivered from the destination depot, but any transfer of goods from the original receiving or originating depot in the network to the final delivery depot (the out-base).
TTM CALIDUS TTM; Track and Trace Module; Aptean's application dedicated to tracking and tracing order events with inputs from several external systems.
Unloading The process of receiving and uploading items into a depot. In this implementation, the process of receipt and unloading is predominantly controlled by C-MCS (q.v.). See also Receiving.
WCS Warehouse Control System
WMS Warehouse Management System


B.3 Authorised By


Stephen Owen
Security Plus Representative		_____________________________

Matt Turner
OBS Logistics Representative		_____________________________
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