Route Builder Donation Manager Section 2: Routes. 9/30/2014 SAVERS Ginine Mizerski

Size: px

Start display at page:

Download "Route Builder Donation Manager Section 2: Routes. 9/30/2014 SAVERS Ginine Mizerski"

Dwain Walton
6 years ago
Views:

1 Section 2: Routes 9/30/2014 SAVERS Ginine Mizerski

2 Table of Contents 1. Introduction Prep Work Bad addresses Postal Code Forecast Route Worksheet Create Routes OTHER 3.1 Creating Routes Assigning Trucks and Drivers Add On s Adding Savers Stores to Routes Create Route Manifest Create Manifest Generate GPS Files for Download Create Route Manifest for back-up file DM April 2014 gmizerski Page 1

3 1. Introduction: As a Route Builder with your Charity you will be responsible for creating routes for your drivers. There is a small amount of prep work that can be done the day/night before to help you create routes more quickly and efficiently the next day. We will first give you tools for your prep work including using the Zip Code Forecast Report, researching bad addresses and a Routing Worksheet. We will then walk you through step by step instructions for creating and printing the routes for your drivers. 2. Prep Work: Prep work done the night before will ultimately save you time when it comes time to create routes for your drivers. In order to successfully create routes, the following should be done prior to creating routes. Assign any new trucks, drivers and helpers in the ADMIN section. Best practice is to try to create routes AFTER scheduling has stopped, otherwise pickups scheduled after creating routes will be Add-On s. (*See section 5.1*) 2.1 Bad addresses: Bad addresses are those addresses within Donation Manager that the system was not able to find valid GPS coordinates for. Invalid or bad addresses can be obtained at Address Mgmt > Address Validation. It is very helpful to do a regular clean-up of these so that they do not show up as excluded stops in your Driver Manifest later. (*See section 4.1*) Note: Please see detailed instructions in DM HelpFile-AddressMgmt-AddressValidation. 2.2 Zip Code Forecast: This is used to determine the amount of trucks needed for the next day. Some things you may need to take into account when combining or splitting postal codes are whether there are Special Pickups scheduled. Special Pickups are typically larger pickups that require additional resources or planning. 1. Navigate to in tool bar. 2. Select from drop down list. 3. Click the calendar, and select tomorrow s date. 4. Click on. (NOTE: This report will show the date selected plus the next six calendar days.) DM April 2014 gmizerski Page 2

4 5. Scroll down to locate the dark green bar which contains the total pick-ups for tomorrow s date. Total Pickups Scheduled 6. Divide the number of stops listed by the number of stops you have assigned per truck route. Note: The number of stops per truck route may vary per Charity; including factors like distance to start route, concentration of houses within route and if there are Specials included in route. EXAMPLE: IF you would like to assign 70 stops per truck route, THEN, use formula, 323/70=4.61. After rounding to nearest number you know that (5) trucks are needed for tomorrow s pick-ups. 2.3 Routing Worksheet: 1. From the Zip Code Report analysis it was determined you will need 5 trucks for tomorrow s pickup run. Let s first review the details from this report. o Zip Code will need to be split since 122 pickups may be too many for one Driver. o The scheduled pickup for is a Special Pickup and will need to be added to a route that has less pickups since it will require extra time and a Helper assigned. This is a Special Pickup This zip needs to be Split DM April 2014 gmizerski Page 3

5 2. Enter the 5 TRUCKS in the truck column 3. Assign a Driver (and a Helper, if applicable) for each truck 4. View the Zip Code Report to determine what postal codes will need to be split and which postal codes can be combined together to total five routes for the day. In order to distribute routes evenly, we did the following: Split zip Split Zip Pickup is Special and we assigned to Senior Truck /Driver with fewer routes You are now ready to construct the routes in Donation Manager. DM April 2014 gmizerski Page 4

3. Creating Routes: 3.1 Route Creation: 1. Navigate to in tool bar. 2. Select from drop down list. 3. Select the date by clicking on calendar and selecting date.

Note: This loads the postal codes of the donors that have registered for pick up for the date selected. 5.

IF: the number indicated in the Total field is too many pickups for one truck (as you determined under

6 3. Creating Routes: 3.1 Route Creation: 1. Navigate to in tool bar. 2. Select from drop down list. 3. Select the date by clicking on calendar and selecting date. 4. Click on. Note: This loads the postal codes of the donors that have registered for pick up for the date selected. 5. The route split field will default to (1). IF: the number indicated in the Total field is too many pickups for one truck (as you determined under Step 2.3 #4 on your Routing Worksheet that two of the postal codes would need to be split), THEN, enter in the number of trucks required for pickups in Route Split field. Split Split DM April 2014 gmizerski Page 5

7 Location-DM-Routes 6. Create Routes: You are now given the choice to: i. Create Routes Allows you to add collection locations to a route with home pickups. ii. Create Collection Location Route Allows you to create a separate route to assign collection bins and ADS s to be picked up. 6a 6b DM April 2014 gmizerski Page 6

8 6c 6d DM April 2014 gmizerski Page 7

7. Assigning Trucks and Drivers Screen: (This brings up next step/screen in process which is to assign trucks, drivers and helpers) Split manually at 30/15 Split Evenly Please Note: The system will

If the total number of pickups in the fields doesn t add up, the total for that postal code will appear in red.

9 7. Assigning Trucks and Drivers Screen: (This brings up next step/screen in process which is to assign trucks, drivers and helpers) Split manually at 30/15 Split Evenly Please Note: The system will automatically split the number of routes per postal code. You can change the number of pickups per route in the Pickups field shown above. If the total number of pickups in the fields doesn t add up, the total for that postal code will appear in red. Update the number of pickups by route so they equal the total number of pickups for the postal code. For this example, we split postal code evenly and split at 30/15. (Please reference the Route Worksheet completed earlier in example #2.3) Column Heading meanings: CL Stops these are the collection locations (aka bins) that have been scheduled for a pickup. (note: this is reserved for future functionality) Specials these are stops outside the scheduled area for the day. Note special routes will appear in red and can t be split. Pickups these are the number of regularly scheduled pickups DM April 2014 gmizerski Page 8

10 3.2 Assigning Trucks and Drivers: 1. Select a Truck from the Truck drop down. (Note: If you used the Routing Worksheet in Section 2.3 it will aid you in assigning Trucks and Drivers for the routes.) o If you plan on having a single driver/truck pick up from different postal codes, select the same truck for each of the routes in order to combine those pickups into the same route manifest for the driver. 2. Select a Lead Driver from the DRV1 drop down. o Select the same first driver on multiple routes in order to combine those pickups into the same route manifest. 3. Optionally, select a second Driver from the DRV2 drop down. o This field can be left blank if there is not a second driver. 4. Optionally, select a Helper from the HLP1 drop down. o This field can be left blank if there is not a second driver. Note: You will get warning message if DRV1 is assigned to more than one truck or if a postal code has not been assigned a driver or truck. Once a truck and driver is input, the next time within that session that the truck is used, the driver and helper are automatically filled in. 5. When finished assigning trucks, drivers and helpers, click the Validate button. Note: If an error appears, Click ok, Fix errors, Click the Validate button again. DM April 2014 gmizerski Page 9

Location-DM-Routes 6. After clicking on Validate, if there are no errors, you will see this screen: Note: This allows you to review your information and make any necessary changes. 7.

11 Location-DM-Routes 6. After clicking on Validate, if there are no errors, you will see this screen: Note: This allows you to review your information and make any necessary changes. 7. Confirm that Truck, Lead Driver, Second Driver and Helper selections are accurate. o To make changes to your routes, return to the previous page by clicking the o Edit Routes button. To change how postal codes are split, or to start over, you must click the Rebuild Routes button, however, if you select, ALL routes will need to be rebuilt. 8. Click the Finish Routes Button. a. Note: The Finish Routes button completes this process. After clicking on Finish Routes, you will see this message at bottom of screen: DM April 2014 gmizerski Page 10

12 4. OTHER: 4.1 Add On s: Add On s are any pickups scheduled after you have completed creating routes. You can pull up report using instructions below but these pickups will need to manually be added to a truck route. Please Note Once you have created your routes, then ONLY those pickups added AFTER routes are created will be reflected on this screen. 1. Navigate to in tool bar. 2. Select from drop down list. 3. Select today s date by clicking on calendar and selecting date. 4. For each Add On, select the route/driver that will be making the pickup. 5. Click on Update. This pop-up screen will appear: Once updated, the Add On will be removed from the Add On list. If routes have already been optimized, you must re-optimize the route that Add On was included in by selecting the specific route. Optimize then Generate GPS Files. (See page 11) 6. The Driver must be notified that he/she has been given an additional pickup for the day. The system does NOT automatically update the Driver s route for the day. 4.2 Adding Savers Stores to routes Overview: Stores can now be added to routes on the Manifest, AFTER route creation and BEFORE optimizing. This helps to improve the route optimization as it takes into consideration the ultimate end point of the day and the store where the truck will be unloaded at. DM April 2014 gmizerski Page 11

Select one of the Stores by double clicking on the line item.

13 1. Navigate to in tool bar. 2. Click on from drop down list. 3. Click on box in Drop-Off column. Note: Clicking on Drop-Off box will pull up store information for the Charity as seen below: 4. Select one of the Stores by double clicking on the line item. Note: Selected store will be added as the next to last stop on the driver s manifest. The stop will show the Store information including the Store Name, Address, Lat/Long and be identified as the Drop Off Location. DM April 2014 gmizerski Page 12

14 5. Create Route Manifest-GPS Files for Download 5.1 Create Manifest: 5. Navigate to in tool bar. 6. Click on from drop down list. This brings you to the Route Manifest page which includes a Totals Box with Total Stops, Excluded Stops and Unassigned Add Ons. 7. Click the calendar button and select date to create manifest for. 8. Click on Load Manifest Button. This will open all routes for that day. If the warning icon appears in the Excluded Stops column, you ll need to go through address validation in order for all stops to be included on the route. (Note: See the Address Mgmt>Address Validation Help File for additional documentation about how to validate addresses.) DM April 2014 gmizerski Page 13

15 Location-DM-Routes 5.2 Generate GPS Files for Download: 9. First check Select Box next to Route Details to select all. 10. Click on Optimized Radio Button in Generate GPS Files Box If your office would like to create the most optimized order to perform the route. 11. Click the Generate GPS Files Button. 12. All the selected rows will now be locked and appear in orange. (Note: This process will take some time. Be patient! Go get a cup of coffee. The routes will be created one at a time. When all the GPS files are created the rows will turn from orange to white and be unlocked. ) 13. In the GPS Files column, identify which icon your GPS system needs: Generates a CSV file which Microsoft Excel can open. Is used for most GPS systems provided by Savers. 14. RIGHT Click on the chosen icon to download the GPS file and select Save Target As. 15. Choose a location, file name and click Save. 16. Import the file into your GPS system using the system s instructions. DM April 2014 gmizerski Page 14

16 5.3 Create Route Manifest for back-up file: 1. Make sure Select Box is checked to select all. 2. In the Driver Manifest Report Box you can choose the features of your report. a. Click on YES Radio Button for Phone if you would like the Donor s phone number (if provided) to show on Driver Route manifest. b. Click on YES Radio Button for Cover Sheet if you would like a cover sheet that summarizes driver routes to print with Driver Route Manifest. c. Click on YES Radio Button for Donation ID if you would like for the Donor s Id to show on Manifest. (Donation ID s are typically only used with Comet Tracker) d. You can sort order by Stop # (which only applies to routes that have been optimized) or Address. e. Choose layout for report. 3. Click the Create Driver Route Manifest button. DM April 2014 gmizerski Page 15

Location-DM-Routes This brings up a report featuring a Cover Sheet (if selected) for the truck/driver and a page for each postal code and all the stops within that postal code.

17 Location-DM-Routes This brings up a report featuring a Cover Sheet (if selected) for the truck/driver and a page for each postal code and all the stops within that postal code. 4. At top of report in the Report Navigation Tool Bar, Click on Export. The Export tool produces a drop-down list for options to save your file. DM April 2014 gmizerski Page 16

Grocery Rescue Excel Import

Grocery Rescue Excel Import Owner of this document is: Scott Wiacek swiacek@feedingamerica.org Purpose of this document This document demonstrates how to collect data from Grocery Rescue Routes onto a