TOPS Commodity Tracking System MEETING

Transcription

1 TOPS Commodity Tracking System MEETING March 18-19, 014 USAID Washington Learning Center CARE, Save the Children and CRS

2 Aidmatrix Supply Chain Process Map Strategic Planning Strategic Sourcing Procurement Generate RFQ Procurement Distribute RFQ Procurement Receive Donor/Supplier Acknowledgement Procurement Quote Transportation Warehouse Generate Pre-Receive Warehouse Receive Inventory Warehouse Build Kits Warehouse Distribute Inventory Financial Integrations & Reporting Track Beneficiary Distributions

3 SCM4Good Components Planning Procurement Fleet Management Asset Management Transportation Management Warehouse Management Online Ordering Distribution Reporting Digital Hub Using Today Future Use

4 The Aidmatrix SCM4Good Platform Right now, SCM4Good can be used to help us track commodities from the time we receive title, until the time we dispatch them from our warehouse---and access to this data can be available to anyone who should have it.

5 Take a look.

6 Warehouse Module PreReceives from Procurement POs PreReceives from Internal Transfer Dispatch Receive into Inventory Adjustments to Inventory Dispatch from Inventory Manually Entered PreReceives Warehouse Module 6

7 Pre-Receiving Products Pre-Receive Inventory Pre-Received inventory is inventory scheduled to arrive into the warehouse. 7

8 Pre-Receive Inventory 1. Pre-Receive Inventory User 1 Select Start Pre-Receive Inventory Instructions are available for review 3 Click proceed to 3 Pre-Receive Inventory is used to pre-receive a batch of products through one functional procedure 8

9 Pre-Receive Inventory 3 Step 1 Header Information 1 User 1 Enter or select data for each available field Mandatory fields with * Enter the currency in which the goods are purchased or donated 3 Unit cost conversion is 1 Primary Currency = X Foreign Currency e.g.: 1 USD = 17 Birr Data entered will apply to all products in Pre- Receive 9

10 Pre-Receive Inventory 4 5 Step 1 Additional Information User 4 Enter or select data for each available Receive Transaction field Mandatory fields with * 5 Select the Supplier and Transporter Info if available Not required at Pre- Receive - If either is missing, a new one can be added 6 Click 6 Data entered will apply to all products in Pre- Receive 10

11 Pre-Receive Inventory 4 Step Select Inventory Items 7 User 4 Select the product you are going to receive, specified by Main- and Sub-category 5 Enter Project # and UOM 6 Enter Expected Quantity and Unit Cost Enter any other data necessary in fields by scrolling to the right

12 Pre-Receive Inventory Step 3 Process Inputs 1 User Review header data Review line item(s) to be pre-received 3 Click if there are any mistakes or missing items 4 Click to complete the Pre-Receive 1

13 Receive Products Receive Inventory from a Pre-Receive Where the product has already been registered as a pre-receive, these can be received without re-entering information through... - Pre-Receive Inventory transaction - Procurement module PO s - Internal shipment between warehouses 13

14 Receive Products Receiving Pre-Received Items User Click RECEIVE on the item you are receiving 14

15 Receive Products Receiving Pre-Received Items User After clicking RECEIVE on the Pre-Receive- Summary you begin the Receive Inventory interface Confirm the Receive Date and adjust if necessary Complete or correct all information necessary. It is mandatory to identify the Supplier Name. 15

16 Receive Products Receiving Pre-Received Items User After confirming the Supplier and all other header details, the line item quantity must be confirmed There are three Quantities to confirm: Expected Quantity was entered when the pre-receipt was created 9 10 Qty on the shipping doc Qty actually received 16

17 Receive Products Receiving Pre-Received Items When Expected Quantity is different than Waybill QTY and Total Rcvd QTY Waybill QTY is equal Total Rcvd QTY User Sometimes two or all three of the quantities do not match Scenario 1 Enter both quantities. Click and complete the Receive process. No further quantity entries will be required. 17

18 Receive Products When Waybill QTY is greater than Total Rcvd QTY Receiving Pre-Received Items User Scenario Click and enter more info in next step (adjustment step) as shown underneath Note: 1. Enter here the explanation for the Loss. This can be a mix of Bad/Damage or Adjustments. All fields are mandatory.. The total loss has to match up to the Expected QTY! 3. LAR = 18 Loss Adjustment Report

19 Receive Products Receiving Pre-Received Items When Waybill QTY is less than Total Rcvd QTY User Scenario 3 Click and enter more info in next step (adjustment step) as shown underneath Note: 1. As we received more than the Waybill QTY, the system considers this qty as Excess. Fill in the other mandatory information.. This case does not have to match up to the Expected QTY! 3. The Adjustment page shows three columns to enable more than one adjustment reason. 19

20 Receive Products Receiving Pre-Received Items User After clicking to complete the Adjustment reason page Then you reached the final step You can still click if anything - quantities - require final correction 3 When complete, Click 0

21 Dispatch Inventory Dispatch Inventory Dispatch Inventory is a multi-step process that captures the transaction details and selects the items to be sent out of the warehouse through a shipment or delivery 1

22 Online Ordering Dispatch Order What is it and how it works? The function Dispatch Order is a o request to get inventory (defined items and quantities) dispatched o to one recipient or to multiple recipients. Anyone with the appropriate role can select inventory to be ordered. The order is submitted for approval. Upon approval, the dispatch order becomes available to the warehouse staff, to process as a dispatch.

23 Dispatch Inventory 3 Step 1 User 1 Select Start Dispatch Inventory Select the Recipient from the dropdown 3 Click to proceed > To see details for a recipient, select one and click > To view dispatch wizard instructions, click 3

24 Dispatch Inventory 1 3 Step User 1 Enter or select details to search for inventory items defaults to all inventory Click once the search criteria is complete 3 If you would like to remove the search criteria, click 4

25 Dispatch Inventory Step User 1 1 Enter a Quantity number less than or equal the Current Inventory for the chosen item(s) Click column header to sort Click to save the item(s) Items must be added to the cart before searching again 5

26 Dispatch Inventory Step User The Cart is displayed above the inventory grid as items are added If you need to remove an item click 3 If you need to remove ALL items in the Cart, click 4 Once the Cart is complete, click on the bottom right of the screen 4 Note the Next Step will automatically add any items with a quantity to the Cart 6

27 Dispatch Inventory 1 Step 3 User 1 Enter and select details about the Dispatch > Details apply to the entire Dispatch transaction > Contact is the contact name for the Recipient Click once the form is complete 7

28 Dispatch Inventory 1 Step Review the dispatch header details > The Dispatch Number is auto-generated and uses a pre-configured prefix User Review the line items > The Quantity can be edited > To remove an item, go back and remove from the Cart or enter 0 as the quantity 3 Once the Dispatch is complete, click 8

29 Dispatch Inventory 1 Grid after Dispatch User 1 This grid appears after Dispatch Inventory > It displays the most recent dispatch line items sorted by Transaction Date Actions can be taken on each line item - to edit the details for the line item - To print the Dispatch document for the entire transaction - To attach a document or image to the Dispatch line item 9

30 Dispatch Update Overview SCM4Good extension to support updating a Dispatch with delivery and distribution details Key Features Ability to capture information about when a dispatch was received Ability to trigger returns Ability to capture information about beneficiaries Ability to view calculated inventory at the recipient based on Quantity Received and Quantity Distributed by the recipient see Review>Current Inventory - Recipient 30

31 Navigate to Dispatch Summary 1 1 Select Review Dispatch Summary 1 31

32 Select Update for a Dispatch 1 \ 1 Use Search and Filter Options to locate a Dispatch Click when using search options 3 Click for your selected Dispatch to use Dispatch Update feature 3 3

33 Dispatch Update Step 1 Quantity received by the Recipient Quantity distributed by the Recipient Amount Distributed Instructions - Enter the total amount distributed to date - Example: If you distribute 5, then enter 5, if you later distribute 50 more, then enter 75 (since that is the total to date) Was the Returned Waybill signed by the Consignee? - If yes, select Yes from the drop-down. - If not, select No 6 3 Quantity returned to the dispatching warehouse to go back in inventory 4 Date the dispatch was received by recipient 5 Date the Dispatch Waybill returned by Driver 6 Click 33

34 Dispatch Update Step 3 1 If an adjustment (loss or gain) is made on the dispatch, enter Amount, Reason, and Location Option for secondary adjustment 3 If the item was transferred to another recipient, enter the transfer details 4 Click 34

35 Dispatch Update 3 1 Step 4 1 Number of Beneficiaries served by distributed materials Distribution Date Range 4 3 Waybill Number for materials returned to dispatching location Was the Waybill for the returned materials signed? - If yes, select Yes from the drop-down. - If not, select No 5 4 Upload files to be saved for the dispatch update 5 Click to complete the Dispatch Update 35

36 In a Nutshell: Data about a commodity shipment can be entered into the system as a Prereceive. The receiving program will be able to see that information. Upon physical receipt of the commodities, the pre-receive can be converted to a receive---it is not necessary to manually enter any data other than the confirmed amounts received, the losses, and the reasons for the losses---this should already reduce errors related to manual data re-entry. Following physical inventories, the quantities can be updated in the system, accounting for any losses, excess or damages. Inventory can be checked, and a Dispatch Order can be created, and submitted for approval through the system. Upon approval, a dispatch can be processed (a Dispatch Note, pre-numbered and un-editable, is system-generated). The inventory quantities are automatically reduced by the dispatched amounts. A dispatch can be updated to include beneficiary numbers, actual distributed quantities, etc.

37 Key features we developed with AM to make it work for food commodities: Enhanced receive: allows for better capturing of loss, improved ability to Reconstitute and Dispose System-generated, un-editable numbers for Receive and Dispatch Notes Dispatch Update: allows basic info about a distribution to be captured with the corresponding dispatch

38 Pending Gaps/Pain Points: Limited tracking of food beyond the dispatching warehouse (highest priority, relates to Distribution functionality) Reports: without better tracking of food beyond dispatching warehouse, CSR, RSR and LSR can t be produced with all required info. Visibility of data relationships: limited ability to view grouped data outside of specific reports (e.g. how much food did partner X receive last month at all distribution points?) How are we planning to address them? Distribution Module Improvements to key reports Continue bi-lateral and User Group discussions with AM on key priorities

39 CHALLENGES: Significant effort (and investment) is required to further develop the system so that it is appropriate for our context and fully meets our needs. Despite extensive work done to identify intra-agency and inter-agency requirements in a collaborative way, reaching consensus on the details of the system to ensure it works for all is complex and time-consuming. Change (of system, processes, procedures and even policies) takes time, and needs to be managed very carefully!

40 ON THE POSTIVE SIDE While some staff are resistant, others are really excited to implement the system. Despite difficulties, there remains widespread agreement that a standardized system is needed and we must make it work! The User Group with CARE, SAVE and CRS and the strong collaboration with the Aidmatrix team provide opportunities to achieve much more than we ever could on our own.

41 Benefits of Collaboration By identifying shared priorities, we can combine resources to improve the system in ways that help us all. We can leverage directly, or help Aidmatrix leverage, additional resources to further develop the system. We re not alone! (And that really helps as we work to drive our agencies towards embracing the risks and rewards of applying technology to commodity Management.)

42 Experiences / Learnings / Observations Be Patient Setbacks are inevitable! Flexible if you hit a road block in one area, attack another. An advocate & a cheerleader in your organization Remember The health of your Master Data is a sign of the health of the system don t kill the canary in the coal mine! Have Fun Knowing you are positively impacting the lives of beneficiaries, shaping the future, & making history! It s less about perfection and more about progress we are further along today than we have ever been!

43 Today s investments reap tomorrow s gains!