Logistics Cluster Tracking Tool (LCTT)

Overview The Logistics Cluster Tracking Tool (LCTT) was developed for Logistics Cluster to act as an temporary system should an emergency occur before the final tracking tool is ready. The final tracking tool – the Relief Item Tracking Tool (RITA) will expand the functionality of the LCTT, and make it available on the internet. All discussions and comments from the LCTT will contribute to the final shape of RITA.

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

1. Aims of the LCTT

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 RITA Provide discussion points around the design features Trigger thoughts on how RITA development should proceed

2. Tracking System Scope

Tracking System Scope Systemic Scope

Tracking System Scope Operational Scope

Tracking System Scope Site Scope

Tracking System Scope 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 System

Role of the Tracking System 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.

Role of the Tracking System The Tracking System IS NOT a Management System!

Role of the Tracking System The Tracking System records and reports Tracking information

Role of the Tracking System Tracking information is recorded 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?”

Role of the Tracking System 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

4. Units of Measurement

Lowest Transportable Unit (LTU) Units of Measurement 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).

Bundles Units of Measurement 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)

Accounting Unit (also known as SKU) Units of Measurement 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!!

LTU Vs Bundles Units of Measurement 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!)

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) 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! Units of Measurement

5. LCTT Overview

LCTT Overview Project Definition Site Definition Work-Flow Reporting

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 LCTT 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 LCTT Overview Site name will appear on all screens and reports Storage attributes of the Site

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

Create / Edit Request LCTT Overview Request Information Detailed line-item Information

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

Edit Journey LCTT Overview Edit and create Journeys

Commit Dispatch LCTT Overview Commit the dispatch and record the Waybill No.

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

Reporting LCTT Overview Operational Reports Management Reports Web Reports

Operational Reports – Request Detail LCTT Overview

Operational Reports – Storage Labels LCTT Overview

Operational Reports – Dispatch Summary LCTT Overview

Operational Reports – Dispatch Detail LCTT Overview

Dispatch Report (Draft) LCTT Overview

Dispatch Report (Final) LCTT Overview

Operational Reports – Dispatch & Delivery Emails LCTT Overview

Management Reports LCTT Overview

Management Reports – Country & Product LCTT Overview

Management Reports – Country, Site & Product LCTT Overview

Management Reports – Country, Site, Product & Item LCTT Overview

Management Reports – Sender, Site, Product & Item LCTT Overview

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

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

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

Web Reports – Dispatched Weight by Transport LCTT Overview

6. What Next?

What Next? What next? This project has resulted in four ‘documents’: Business Requirements specification; Technical Specification; Database Blueprint; and The LCTT Comments and discussion about this temporary system will, if documented, will contribute to the development of the Relief Item Tracking Application (RITA).