Relief Item Tracking Application (RITA)

Relief Item Tracking Application (RITA)

Overview Aims of the Temporary System Tracking System Scope Role of the tracking System Units of Measurement Tracking System Overview What Next?

Aims of the Temporary System

Tracking System Scope

Role of the tracking System

Units of Measurement

Tracking System Overview

What Next?

1. Aims of the RITA Prototype

1. Aims of the RITA Prototype

Aims of the RITA Prototype Provide a basic tracking tool in the event of an emergency Act as a proof-of-concept for various features of the proposed system Provide discussion points around the design features Trigger thoughts on how the development should proceed

Provide a basic tracking tool in the event of an emergency

Act as a proof-of-concept for various features of the proposed system

Provide discussion points around the design features

Trigger thoughts on how the development should proceed

2. RITA Scope of Operations

2. RITA Scope of Operations

RITA Scope of Operations Systemic Scope

RITA Scope of Operations Operational Scope

RITA Scope of Operations Site Scope

RITA Scope of Operations Job-Function Scope Warehouse (Receiving) The Warehouse function receives and records the physical stock entering the warehouse, either be from an external source (i.e., a customer), or forwarded from another hub. Tracking Translates the physical movement of stock into information. Dispatch Plans cargo loads, optimises resources and loads the vehicles

3. Role of the Tracking Application

3. Role of the Tracking Application

Role of the Tracking Application A Management System takes information and will make decisions that need to be carried out by people. For example: A Warehouse Management system will decide where goods are to be stored; An Inventory Management system will decide when to order; A Dispatch Management system will decide which vehicles to use; what to load; and when to send.

A Warehouse Management system will decide where goods are to be stored;

An Inventory Management system will decide when to order;

A Dispatch Management system will decide which vehicles to use; what to load; and when to send.

Role of the Tracking Application RITA IS NOT a Management System!

Role of the Tracking Application RITA records and reports Tracking information

Role of the Tracking Application RITA records information for four main reasons: To provide better customer service to the beneficiaries : “When can the aid reach those in need?” To provide better customer service to the client : “where are my goods” To improve communication between the hubs and the centre: “What goods do we have where?” To allow summarised reporting of goods that have been transported (what has been moved): “What tonnage/volume was shipped by air?”

To provide better customer service to the beneficiaries : “When can the aid reach those in need?”

To provide better customer service to the client : “where are my goods”

To improve communication between the hubs and the centre: “What goods do we have where?”

To allow summarised reporting of goods that have been transported (what has been moved): “What tonnage/volume was shipped by air?”

Role of the Tracking Application It can also assist in the day-to-day running of a site: Match incoming cargo to a Request Number (on the basis of Waybill) Allow the warehouse to accurately anticipate arrivals Assist with ‘what-if’ planning for dispatches Double-check the accuracy of CMRs against actual receipts Reduce the amount of administrative interaction with clients by allowing tracking information to be accessed autonomously via the internet

Match incoming cargo to a Request Number (on the basis of Waybill)

Allow the warehouse to accurately anticipate arrivals

Assist with ‘what-if’ planning for dispatches

Double-check the accuracy of CMRs against actual receipts

Reduce the amount of administrative interaction with clients by allowing tracking information to be accessed autonomously via the internet

4. Units of Measurement

4. Units of Measurement

Units of Measurement Lowest Transportable Unit (LTU) The smallest thing that the warehouse / transport agent will see; the smallest things that a person can pick up and carry: Boxes, drums, etc What the LTU is NOT: Vials of medicine Packets of biscuits Individual items in a kit If it makes no sense to put the thing directly on a Pallet, it probably isn’t an LTU (eg, It doesn’t make sense to put a single vial on a pallet; but it it possible to put a box of vials on a pallet).

What the LTU is NOT:

Vials of medicine

Packets of biscuits

Individual items in a kit

If it makes no sense to put the thing directly on a Pallet, it probably isn’t an LTU

(eg, It doesn’t make sense to put a single vial on a pallet; but it it possible to put a box of vials on a pallet).

Units of Measurement Bundles The way in which the LTUs will be carried: Loose, Pallets, 20’ sea container, etc This may change throughout the journey – The goods may be transported on pallets initially, then placed in a sea container, and then finally loose (no bundle)

Units of Measurement Accounting Unit (also known as SKU) The number of things that the owner of the cargo is interested in: Number of health kits, generators, radios, boats, etc The Transporter/warehouse/database operator may not be able to see , count or verify the Accounting unit, as they will normally be enclosed within the LTU!!

Units of Measurement LTU Vs Bundles Where the LTUs are not bundled, they are classified as “Loose” cargo. When LTUs are bundled, we normally carry one or more LTUs per bundle: 10 boxes per pallet (‘box’ is the LTU, ‘pallet’ is the bundle) 50 bales per pallet (‘bale’ is the LTU, ‘pallet’ is the bundle) 600 bales per 20’ container (‘bale’ is the LTU, ’20’ container’ is the bundle) We can never have less than one LTU per bundle! It is not possible to have 1 box per 2 pallets (this is equivalent to ½ box per pallet!)

Where the LTUs are not bundled, they are

classified as “Loose” cargo.

When LTUs are bundled, we normally carry

one or more LTUs per bundle:

10 boxes per pallet (‘box’ is the LTU, ‘pallet’ is the bundle)

50 bales per pallet (‘bale’ is the LTU, ‘pallet’ is the bundle)

600 bales per 20’ container (‘bale’ is the LTU, ’20’ container’ is the bundle)

Units of Measurement LTU Vs Accounting Units (Part 1) This is were the real confusion begins! It is usual to have multiple Accounting Units per one LTU : 2 radio kits per box (‘radio kit’ is the accounting unit; ‘box’ is the LTU) 5 blankets per bale (‘blanket’ is the accounting unit; ‘bale’ is the LTU)

LTU Vs Accounting Units (Part 1)

This is were the real confusion begins!

It is usual to have multiple Accounting Units per one LTU :

2 radio kits per box (‘radio kit’ is the accounting unit; ‘box’ is the LTU)

5 blankets per bale (‘blanket’ is the accounting unit; ‘bale’ is the LTU)

Units of Measurement LTU Vs Accounting Units (Part 2) BUT! It is also possible to have one Accounting Unit spread over multiple LTUs : 1 generator spread over 2 crates (‘generator’ is the accounting unit; ‘crate’ is the LTU) 2 health kits spread over 5 boxes (‘health kit’ is the accounting unit; ‘box’ is the LTU)

LTU Vs Accounting Units (Part 2)

BUT!

It is also possible to have one Accounting Unit spread over

multiple LTUs :

1 generator spread over 2 crates (‘generator’ is the accounting unit; ‘crate’ is the LTU)

2 health kits spread over 5 boxes (‘health kit’ is the accounting unit; ‘box’ is the LTU)

Units of Measurement LTU Vs Accounting Units To recap: Accounting units are what the owner is interested in; and what will be distributed to the beneficiaries. LTUs are what the warehouse and transporter will see; what is easily counted without knowing the contents of the item. Staff on the ground will only know there are 500 boxes on a truck or 30 bales on a pallet . They will not have the time, resources or the need to check the contents of the LTU! This version of the tracking system records LTUs and Bundles, NOT Accounting Units. The next version of the tracking system will record all three measurements

Units of Measurement LTU Vs Accounting Units (Example) The immediate problem: The CMR, in its present form, does not clearly distinguish between LTU and Accounting unit:

Units of Measurement Lowest Transportable Unit Vs Accounting Units Because of unclear terminology, the operator has to make some assumptions: “ Package Qty” (read as Total number of packages): 500 blankets (accounting units) spread over a total of 20 bales (LTU) = 25 blankets/bale; or 51.3kg/bale (2kg per blanket) ; or “ Package Qty” (read as number of items per package ): 500 blankets (accounting units) at 20/bale for a total of 25 bales (LTU)

Lowest Transportable Unit Vs Accounting Units

Because of unclear terminology, the operator has to make some assumptions:

“ Package Qty” (read as Total number of packages):

500 blankets (accounting units) spread over a total of 20 bales (LTU) = 25 blankets/bale; or 51.3kg/bale (2kg per blanket) ; or

“ Package Qty” (read as number of items per package ):

500 blankets (accounting units) at 20/bale for a total of 25 bales (LTU)

Units of Measurement Lowest Transportable Unit Vs Accounting Units To the inexperienced operator, this example could mean either: 2 kits (accounting units) per box in 230 boxes (LTU) – a total of 460 kits; or 2 kits (accounting units) spread over 230 boxes (LTU) – a total of 2 kits

Lowest Transportable Unit Vs Accounting Units

To the inexperienced operator, this example could mean either:

2 kits (accounting units) per box in 230 boxes (LTU) – a total of 460 kits; or

2 kits (accounting units) spread over 230 boxes (LTU) – a total of 2 kits

5. RITA Prototype Overview

5. RITA Prototype Overview

RITA Prototype Overview Project Definition Site Definition Work-Flow Reporting

Project Definition

Site Definition

Work-Flow

Reporting

RITA Prototype Overview Project Definition Project Name – Appears on most screens and all reports Project Description For Special Operations, the ‘Organisation’ will always be ‘Logistics Cluster’ Main theatre of operation – Other countries can be added later Project contact details – This information will appear on every report produced All Requests and Dispatches must fall within these dates. If the ‘Ended’ date is unknown, it can be left empty Financial closure date for the project Project categorisation details – these will become more important once WMS-related data is being tracked Add or edit sites that belong to this project

RITA Prototype Overview Site Definition Site Definition: Name and distribution type Only sites with a Prefix can generate Requests. Once Requests have been generated, the prefix cannot be changed! Physical location of the Site Click this button to check the Lat/Long coordinates Contact details for the Site. The email address is used for Synchronising the databases Site name will appear on all screens and reports Storage attributes of the Site

RITA Prototype Overview Work Flow Tracking System Request sent to Site Record goods arriving on Site Dispatcher Draft Dispatch Report Consignee Goods received note Final Dispatch Report Partner Receiving

RITA Prototype Overview Create / Edit Request Request Information Detailed line-item Information

RITA Prototype Overview Edit Request Quantities Update line-item Information with actual stock amounts

RITA Prototype Overview Edit Journey Edit and create Journeys

RITA Prototype Overview Commit Dispatch Commit the dispatch and record the Waybill No.

RITA Prototype Overview Record Losses, Damages & Delivery Record losses and damages in transit

RITA Prototype Overview Reporting Operational Reports Management Reports Web Reports

Operational Reports

Management Reports

Web Reports

RITA Prototype Overview Operational Reports – Request Detail

RITA Prototype Overview Operational Reports – Storage Labels

RITA Prototype Overview Operational Reports – Dispatch Summary

RITA Prototype Overview Operational Reports – Dispatch Detail

RITA Prototype Overview Dispatch Report (Draft)

RITA Prototype Overview Dispatch Report (Final)

RITA Prototype Overview Operational Reports – Dispatch & Delivery Emails

RITA Prototype Overview Management Reports

RITA Prototype Overview Management Reports – Country & Product

RITA Prototype Overview Management Reports – Country, Site & Product

RITA Prototype Overview Management Reports – Country, Site, Product & Item

RITA Prototype Overview Management Reports – Sender, Site, Product & Item

RITA Prototype Overview Web Reports – Dispatched Weight by Sector (1/3)

RITA Prototype Overview Web Reports – Dispatched Weight by Sector (2/3)

RITA Prototype Overview Web Reports – Dispatched Weight by Sector (3/3)

RITA Prototype Overview Web Reports – Dispatched Weight by Transport

6. What Next?

6. What Next?

What Next? What Next? This project has resulted in four ‘documents’: Business Requirements specification; Technical Specification; Database Blueprint; and This prototype system Comments and discussion about this temporary system will, if documented , will contribute to the next phase of development

This project has resulted in four ‘documents’:

Business Requirements specification;

Technical Specification;

Database Blueprint; and

This prototype system

Comments and discussion about this temporary system will, if documented , will contribute to the next phase of development