MSite User Guide. MSite Delivery Management User Guide. Site Users

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1 MSite User Guide Document FAO MSite Delivery Management User Guide Site Users Date May 2015

2 1 MSITE DELIVERY MANAGEMENT ENABLING MSITE DELIVERY MANAGEMENT Granting a User Delivery Management Permissions Granting a Contractor Delivery Management Permissions Adding a Crane or Gate to a Delivery Management Site Adding a Crane Adding a Gate Available for bookings Key USING MSITE DELIVERY MANAGEMENT Adding a New Booking The Booking Details Panel The Where & When? Panel Details Panel The Material Details Panel The Loading/Unloading Details Panel Browse Bookings The Search Bookings Panel The Bookings List Pending Bookings Daily Schedule Filtering The List View The Calendar View Check Schedule Availability Site Information Edit Site Information REPORTING Delivery Carbon Emissions Site Delivery Carbon Emissions Site Delivery Carbon Emissions Summary Delivery Log Trades On Site GLOASSARY Statuses... 25

3 5.2 Icons... 25

4 1 MSITE DELIVERY MANAGEMENT To access the Delivery Management functionality within in MSite the user must first have Delivery Management permissions, this will enable the Delivery Management option on the toolbar. Clicking this option will move the user to the Delivery Management section of MSite.

5 2 ENABLING MSITE DELIVERY MANAGEMENT Delivery Management must be first enabled on a user account to gain access to the functionality. This user must have site access to a site with Delivery Management enabled. 2.1 Granting a User Delivery Management Permissions To grant a user the ability to access the Delivery Management Functionality, open the Edit User or New User page by either clicking the desired user or by clicking the Add New User option, both of which are displayed on the Users page within System. Once the desired user has been opened/created then click the Role(s) input and grant the user the Delivery Management role along with any other roles required by the user.

6 And also give the user access to the desired Delivery Management site by clicking the Sites input.

7 2.2 Granting a Contractor Delivery Management Permissions To grant a user the ability to access the Delivery Management Functionality, open the Edit Contractor or New Contractor page by either clicking the desired user or by clicking the Add New Contractor option, both of which are displayed on the Contractors page within System. Once the desired contractor has been opened/created then enable the Delivery Management option and select the Delivery Management enabled sites which the users

8 should have permissions for. Fill the rest of the options out as seen fit for that contractor and click add/save. 2.3 Adding a Crane or Gate to a Delivery Management Site A Delivery Management enabled site must have at least a single crane or gate. To add a crane or a gate, the user must have both the Delivery Management and the System Basic roles.

9 2.3.1 Adding a Crane First open the Add New Crane page from Site Configuration option on the System Page. In the Site input select a Delivery Management enabled site, input a unique name and fill in the corrosponding type of crane in the Type input. Set the booking types which are available in the Available for bookings In the Max Operating Wind Speed input the maximum wind speed in which the crane can safely be operated. Upload a suitable image if available. Click Save.

10 2.3.2 Adding a Gate! To add a gate a Delivery Management enabled site must have an existing area First open the Add New Gate page from Site Configuration option on the System Page. Select a Delivery Management Enabled Site and an Area within that site, name it an suitable name and make it available for the required bookings.

11 2.3.3 Available for bookings Key Delivery Bookings Allows the selected option to be used by a delivery booking. Collection Bookings Allows the selected option to be used by a collection booking. Crane Only Bookings Allows the selected option to be used by a crane only booking. None (De-Activated) De-Activates the selected option that it cannot be selected by bookings.

12 3 USING MSITE DELIVERY MANAGEMENT When accessing msite with a user that has Delivery Management the Delivery Management option will be available on the MSite Toolbar. By clicking this option you will move to the Delivery Management functionality within MSite.! If no Contractors have Delivery Management enabled or Cranes/Gates enabled, the following page will be displayed: 3.1 Adding a New Booking To add a booking to Delivery Management navigate to the Delivery Management tab on the MSite Toolbar and then click New Booking.

13 This will load the Create a New Booking Page, this page should look like the one below.

14 3.1.1 The Booking Details Panel Status See Booking Statuses Explained Contractor The contractor that will be full filling the booking, if there is only a single contractor available it will be disabled like in the above image. Booking Date The date the booking will take place (this is automatically generated). What do you want to book Select the type of booking you wish to create (small descriptions are displayed for each type). Contact details of the person making the booking (you) - enter your contact details. Person making the delivery/collection Enter the contact details for the person in charge of the delivery. If the Type of booking is changed you will see the panels below it change this is due to a change in the details that are required for your booking. The reference number will be automatically generated when your booking is submitted.

15 3.1.2 The Where & When? Panel Site The Site where the booking will take place. Gate The gate which will be used for the delivery to access the site. (Disabled when set to crane only booking.) Crane The crane which will be used to move the items. (Can be set not required ). Delivery Collection Method The method to which the item(s) are going to be exchanged (Vehicle/Hand/NA)(Disabled when set to crane only booking) Arrival Date/Time the expected time of arrival for the booking. Check Schedule Availability See Schedule. Delivery Collection Method The method to which the item(s) are going to be exchanged (Vehicle/Hand/NA)(Disabled when set to crane only booking) The inputs which are available to edit in this panel will change dependent on the type the booking has been set to, this is due to a change in the details required for the booking. When clicking the Check Schedule Availability the Daily Schedule calendar will appear atop of the form with the Arrival Date already selected.! The following panels will not be displayed for Crane Only Bookings The Vehicle Details panel will be hidden if delivery method is set to hand.

16 3.1.3 Details Panel Vehicle Type The Type of vehicle which will be used for the booking (See Vehicles ) Vehicle Registration Number The Registration Number of the vehicle in question CO2 Class The approximate emissions class for the vehicle. Haulage Company Name The name of the third party haulage company if one is being used. FORS Member If the haulier is a member of the Fleet Operator Recognition Scheme. FORS Membership Number If the haulier is a member of FORS the membership number is required. Distance from previous stop/distance to next stop The distance between the vehicles last and next stops. Lorry Driver Trained Does the driver posses the correct licenses/qualifications to use the required vehicles. Cetain details are required as they will be need by the site to allow for the details of the delivery to be used elsewhere such as reporting The Material Details Panel

17 Materials Category A list of common categories of materials to be deliverered (if corrosponding category doesn t exist use other). Combustible/Hazardous Materials If any hazardous materials are being transported select them here. Materials Description/COSHH Requirements The materials which are going to moved during the delivery and any COSHH requirements which must be met during the booking. The material details panel will be used by the site to a plan of action, which will be used to move the items once they arrive on site The Loading/Unloading Details Panel Unload Method The type of vehicle which will be require to load or unload the materials on site. Edge Protection The types of edge protection which will available on site. Lifting Plan If a lifting plan is required (if set to Attached a lifting plan must be uploaded using the New Lifting Plan button. Providing these details allows for the site to have an understanding of the bookings need and the availbility of the required resources. Once all of the required fields, shown with a *, are filled in correctly you can now submit the booking. If any of the required fields have been missed they will be shown like the following:

18 If the booking has submit successfully a message will appear reading Your booking was successfully submitted. 3.2 Browse Bookings The Browse Bookings page allows you to find all bookings that fit within a selected criteria, displaying all bookings which are available for the current user to edit The Search Bookings Panel Status Allows for filtering of bookings based on their current status. Reference Number Searches all bookings for the entered value within their reference number. Arrival Date From/To Allows for filtering of bookings based on their expected arrival date/time. Contractor Filters bookings based on the contractor realted to the booking. Site(s) Filters bookings based on the relative site. Gates(s) Filters bookings based on the relative gate. Crane(s) Filters bookings based on the relative crane. Type Allows for only certain types of bookings to be displayed. Records per Page Changes the maximum amount of records displayed per page. None of the fields for filtering are required, as default all records are returned. Once the panels has been submitted the appropriate bookings are returned below.

19 3.2.2 The Bookings List Once the Search Bookings panel has been submitted, the bookings will be returned as seen above. The search will return Reference Number, Status, Type, Arrival Date and Time, Duration, Contractor, Site and Gate This will change based on screen size with only Status, Type, Arrival Date and Time, Contractor and Site being displayed at the smallest supported resolution. 3.3 Pending Bookings The pending bookings page allows the user to view all pending bookings on the site in chronological order. This returns the Reference Number, Status, Type, Arrival Date/Time, Duration, Contractor, Site and Gate for bookings which are in the pending state waiting for approval. 3.4 Daily Schedule The schedule allows you to see all bookings for a selected date in both a list and calendar view Filtering Key This is used for the calendar view o Empty There are no bookings in the selected time slot. o Availability There is atleast one booking in the selected time slot but still booking slots available. o No Availability There are not free booking slots available in the time slot.

20 Delivery Date The date you wish to view the schedule for. State What state the bookings you wish to view are in. Type(s) The types of bookings you wish to view. Site The site you wish to see bookings for. Gate(s) The gate(s) you want to see data for. Crane(s) The crane(s) you want to see data for. Upon on submission a list of bookings which match your criteria will be displayed The List View The list view displays the details of bookings which match you search criteria. The list view displays the Arrival Date and Time, Departure Date and Time, Type, Materials ( Clickin details reveals more information), Delivery or Collection Method, Loading or Unloading Method, Contact, Gate, Crane and Action (displays a quick overview of the booking details) The Calendar View The calendar view displays individual time slots so a user can clearly see a if any slot within their booking window is full. The coloums for this table are the selected gates followed by the selected cranes.

21 3.4.4 Check Schedule Availability The check schedule availability option within new booking will load a modal constructed of the same elements as the daily schedule but in a cascading view instead of the tab view used on the daily schedule page. 3.5 Site Information The site information page allows the user to view the Site Name, Enrolment Type, Location, Manager, Address, Post Code, Phone Number, External ID, Notes, Opening Times, Working Days, Notice Period, Instructions, whether the site has Auto Accept bookings and the maximum bookings per slot for the site. 3.6 Edit Site Information This opens the Edit Site Information page which can also be accessed by editing a site in the Site Configuration page. This requires that the user have the System Advanced role.

22 4 REPORTING Delivery Management introduces three new reports for users with the Reports role. 4.1 Delivery Carbon Emissions The delivery carbon emissions reports are used to calculate the carbon emissions for the deliveries/collections within a selected time window. The emissions values are calculated according to the DEFRA values Site Delivery Carbon Emissions The parameters required by this report are From Date and To Date (only past dates can be selected), Contractor, Site, Booking Type and Include Turned Away Delvieries. Including turned away deliveries will add any deliveries with the turned away status into the report. The report will return the following fields Date, Contractor, Site, Method of Delivery, Contact name, Miles In, Miles Out, Total Miles, CO2 class and CO2 kg. At the end of the report there is a display of the total combined emissions.

23 4.1.2 Site Delivery Carbon Emissions Summary The parameters required by this report are From Date and To Date (only past dates can be selected), Contractor, Site and Include Turned Away Delvieries. Including turned away deliveries will add any deliveries with the turned away status into the report. The report will return the following fields Contractor, Site, Vechicle Type, Load, Miles in, Miles Out, Total Miles and CO2 Emissions. At the end of the report and for each contractor there is a display of the total combined emissions. This report groups the deliveries based on the contractor in charge. 4.2 Delivery Log The parameters required by this report are From and To Date, Site and Gate. This report will show a log of all deliveries which have successfully arrived on site within the date range. The report will return the following fields Gate, Reference Number, Contact for the delivery/collection, Expected Arrival, Actual Arrival Time, Completion Time, Expected Duration Site

24 4.3 Trades On Site The parameters required by this report are From Date and To Date (only past dates can be selected) this is the timeframe in which the employees have to be on site, Contractor, Trade (the same list of trades as available in new/edit employee), Site. This report will return the employee count and hours on site per site, per contractor for each trade. The fields that are returned are; Trade, Contractor, Site, Employee Count and Hours on Site. Also returned is a subtotal of all hours on site and total employee count for each trade. And the end of the report the total hours are displayed for all results within the filter.

25 5 GLOASSARY 5.1 Statuses State/Colour Code New Booking Pending Approved/ Scheduled Arrived On Site Completed Completed (Unplanned) Booking Rejected No Show Turned Away Withdrawn Description Temp state between when a new booking is initialised and before it is submitted. Never appears in lists as bookings cannot be saved, they go straight to a Booking Pending state when submitted or cease to exist if not submitted. A booking cannot be saved so it will automatically move to Booking Pending on submission. Can also move to this state automatically if Auto-accept rules are met. Marked as Arrived On Site by the Delivery Operator once delivery/collection has arrived on site. This is not the final state. Needs to be recorded to allow the site to report the amount of time spent on site by delivery/collection personnel. Marked as Completed by the Delivery Operator once delivery/collection has taken place and the delivery/collection personnel have left site. Needs to be recorded to allow the site to report the amount of time spent on site by delivery/collection personnel. Same as above but denotes that there was not a booking prior to delivery/collection. Marked as Rejected by Delivery Operator if the delivery cannot be accommodated. Marked as Missed by Delivery Operator if the delivery did not arrive. Marked as Missed by Delivery Operator if the delivery arrived on site but was not accepted. Marked as Withdrawn by the Delivery Contractor or Delivery Operator. 5.2 Icons - Delivery Used to show delivery bookings. - Collection Used to show collection bookings. - Crane Used to show crane only bookings. - Gate Used to show gates within Site Configuration. - Delivery Management Used on Contractors to show that delivery management enabled.