AGENDA Objective: To gain a working knowledge of STS and Xata as well as how they interface with other systems and between departments. Training notes: Assumption that this is an AS400 OpCo- not SAP. If you use a different system than is outlined here to perform the same function, cover your system (unless it is being replaced) Laptop connected to projector and internet connection. It is also most effective if participants can be connected and interacting with Systems during session. Test for Transportation 2. There is a lot of information in this FLO Action Workshop to deliver in 60 minutes. This is designed to be a high level overview of the important systems used by the Routing Department so that those in other departments get a working knowledge of these systems. This will be a review for the Transportation managers. Options to make it more interesting: o Deliver only need to know information. o If you have other managers familiar with these systems, divvy out responsibility for delivering segments. o Turn statements into questions and draw knowledge from the participants. Time estimation: 60 minutes Sysco Talent Management 1 8/22/2014
Information Time estimation: 10 minutes COURSE OVERVIEW Do: Cover Objectives, Agenda and logistics. the following questions to review the SIU Course pre-work STS: Introduction: What did you learn/ rediscover in this course? What surprised you about the STS System? What do you still need clarification on from this course? Sysco Talent Management 2 8/22/2014
Sysco TRANSPORTATION SYSTEM (STS) Information Time estimation: 20 minutes STS is a tool to assist drivers in accurately delivering ordered items to each customer on their route. STS verifies that each and every item loaded on the truck/trailer at the warehouse is delivered to the correct stop. The primary objectives of STS include: Ensure vehicle inspections are performed at beginning and end of the route Ensure that all items for a route are delivered at the correct stop Inform the driver where the items to deliver are located in the trailer Display customer and order information to the driver at each stop Record those items rejected by the customer Record the pickup of scheduled returns Record cash and checks received Support uploading of information collected during daily activities at the end of the route Communicate route exception messages to SWMS Driver Check-in STS provides two types of functions: DRIVER OPERATIONS The handheld unit supports the driver s daily activities. STS uses a touch screen display, a laser scanner, and a radio to communicate with the host computer when the driver is at the warehouse. STS also allows drivers to display results of vehicle inspections and allows mechanics an opportunity to correct the defects. HOST COMPUTER SUPPORT The STS host support includes: Receiving route data from Sysco Warehouse Management System (SWMS). Downloading and uploading data to the STS handheld unit (STS, XATA, and EDVIS). Reporting results of the delivery process (shorts, rejections, pickup returns and cash/checks received) to SWMS and Sysco Uniform System (SUS). Displaying results of vehicle inspections and allowing mechanics the opportunity to correct the defects. Displaying route and activity details. 1 2 Sysco Talent Management 3 8/22/2014
KEY POINT 1: HOW STS INTERFACES WITH Sysco s SYSTEMS How does the STS host interface directly with Xata, MNA and SWMS and indirectly with Roadnet and SUS? Customer orders are downloaded into Roadnet nightly where they are built into routes and sent to SWMS for the warehouse to pick and load the routes onto the trucks. Once the warehouse has completed selecting and loading the route it is sent from SWMS to the STS host. The driver then has the route available to download on to the STS handheld to begin the route. When the driver logs onto the route the STS host communicates to Xatanet to provide a DOT log for that driver so that their log shows when their day has begun. At the end of the day all of the delivery data is uploaded back to SWMS for driver check-in to verify any returns to adjust inventory. All invoice adjustments and any money collected is also uploaded and the adjustments are made in SUS. The STS host also communicates with the SAP Maintenance Accelerator (MNA) to transfer any failures from the drivers DOT truck inspections to the fleet shop so that any needed repairs can be scheduled. What are the 3 main features of the handheld unit that support the driver s daily activities? Page 3 How many of the 9 Primary Objectives of the STS system can you recall? Page 3 Sysco Talent Management 4 8/22/2014
KEY POINT 2: DELIVERY ACCURACY The main function of STS is to improve the accuracy of the delivery process by scanning the barcodes of all delivered items as well as make invoice adjustments for returned or refused product. In order for STS to be successful there needs to be commitment from the operations team to ensure that all procedures are being followed and that the system is being utilized fully. In order for the delivery associates to get the full benefit from the system, management needs to make sure that the orders are selected and labeled correctly and that all of the routes flow properly from SWMS to the STS host to be available for the driver to download. It is the delivery associates responsibility to use STS not only to deliver product but to enter any returns, pick-ups or damages as well as record any checks or cash picked up from COD customers. As the driver scans product while making their deliveries on the route every transaction is recorded on the STS handheld for later review if necessary. Every case scanned will show the location and time that it was scanned. For any cases that could not be scanned due to bad or missing labels, a notation of manual entry is added to the time and location of that entry. Significant cost savings can be achieved with STS not only from increase in delivery accuracy but also with proper utilization can save labor cost through automation of the driver check-in process as well as payment processing. Other than assuring the accuracy of the delivered product; what other benefit can we receive from the STS system? Page 4 What is our STS Scan % and utilization? Do: Provide them with your specific numbers What can the Warehouse do to improve the percentages of scan able labels? Do: Provide them with answers if they are not able to (cleaning SOS print heads, etc.) Sysco Talent Management 5 8/22/2014
KEY POINT 3: ELECTRONIC DRIVER VEHICLE INSPECTION SYSTEM (EDVIS) (DOT VEHICLE INSPECTIONS) Along with increasing delivery accuracy the EDVIS function of the STS handheld allows the driver to perform paperless vehicle inspections that adhere to the DOT regulations. Bar-coded inspection labels are placed at all of the required inspection points of the tractor and trailer and as each barcode is scanned a list of all items to inspect appears on the screen and allows the driver to pass or fail those items. All inspection points are timed on the handheld and prevent the driver from moving on to the next inspection point until the required amount of time has passed. This is intended to prevent the drivers from just scanning the barcodes and not actually inspecting the vehicle. Any failed inspections points are uploaded to the Maintenance Accelerator portal for the fleet shop to review and schedule any necessary repairs. Can any of our Transportation supervisors provide us an example of how long that inspection would take? What savings can we realize from using it? Are there any questions you still have on the systems we discussed today? Do: Answer any questions before moving on to the next segment. Sysco Talent Management 6 8/22/2014
Information Time estimation: 20 minutes XATA The primary objectives of XATA include: Keep DOT compliant electronic driver logs Vehicle tracking and diagnostics Driver performance reporting Vehicle performance reporting Driver hours reporting for DIP Route tracking for customer service Fuel tax reporting Why is it important is it that we keep accurate DOT logs? Do: Look for the following answers: Keep from paying fines. Sysco s image of Integrity tied into our Vision statement. Sysco Talent Management 7 8/22/2014
KEY POINT 1: DRIVER LOGS/ DOT COMPLIANCE One of the key functions of the Xata On board computer (OBC) is to keep accurate electronic driver logs to stay compliant with the DOT hours of service regulations. Xata uses GPS tracking of the vehicles along with a minimal amount of driver input on the display to build the drivers logs to eliminate the time and cost of maintaining a paper log book. All driver logs are viewable on the drivers display as well as on the Xatanet website for authorized users to view. Xata tracks any driver log violations as well as how many hours the driver has available for the day or week to help with scheduling and controlling labor costs. The driver logs function of Xata requires the most maintenance from OpCo management to correct errors with drivers not logging in or out as well as correcting any system errors due to lack of connectivity. Having a member of management that maintains the system and the driver s log is crucial to keeping compliant with all of Federal Motor Carriers Safety Administration (FMCSA) guidelines. Who was a delivery driver when we kept a manual record for DOT regulations? How much time can you save with this system? Sysco Talent Management 8 8/22/2014
KEY POINT 2: PERFORMANCE REPORTING What are the five functions we manage with Xatanet in performance reporting? Xatanet has extensive reporting capabilities to help manage fuel, labor, equipment, maintenance and safety. Fuel reports can help assess fuel consumption of the fleet as well as the efficiency of each driver or tractor by providing mpg and idle data as well as speeding miles and the overall driving habits of the driving force. Labor reporting not only helps control driver hours but will also show driver productivity and how they perform based on the goal of the OpCo. Reports on equipment and maintenance can be used to show utilization and vehicle performance as well as diagnostic readings of every tractor to help with vehicle maintenance. Xatanet reports can also be used to increase overall safety by showing driver speeding miles, rapid decelerations, hard brakes, and can help reconstruct an accident if one occurs with second by second vehicle readings. Xatanet has 104 reports available to the user to help with day to day operations as well as increase overall efficiency. It is important to note that if the system is not used properly by the drivers as well as management the accuracy of those reports will be compromised. All of the descriptions and recommended uses of all of the reports is available on the documentation section of Xatanet. With the specific data we receive by our delivery drivers we can coach more effectively. How do the drivers benefit? Say (if not mentioned): The good drivers are rewarded. Sysco Talent Management 9 8/22/2014
KEY POINT 3: INTEGRATION WITH OTHER SYSCO OPERATIONS SYSTEMS What other systems does XATA interact with? XATA integrates directly with Roadnet, STS, and the Where s my Sysco Truck (WMST) application as well as with DIP Fusion for payroll purposes. Let s review- Roadnet is used to build all of the routes using the customer orders for the day and those planned routes are imported into Xatanet using two different methods. For non- SAP companies the routes exports into a text file from Roadnet and then imports those routes into Xatanet. The process is more automated for SAP companies in that the routes are sent to Xatanet using a web services call that eliminates the manual process the router has to perform at the non-sap companies. The imported routes are used by XATA to inform the driver of the route plan as well as allow Xatanet users to see if the driver is ahead, behind or on schedule and allow for actual vs. planned reporting. Currently the only integration that XATA has with STS is that the STS host communicates with Xatanet when the driver logs onto a route at the beginning of the day. The purpose of this is to allow XATA to capture all of the drivers hours on his/her log to remain DOT compliant. This communication can only occur when the STS handheld is connected to the network. Driver hours are also communicated from XATA to the Fusion application for DIP. This is necessary so that the driver s hours that show on the DOT logs match exactly what hours are being used for payroll purposes. If any changes are made to the driver s hours due to errors with clocking in or out it is the responsibility of management to make those corrections in both systems. Finally, the Where s my Sysco Truck application uses the information collected by XATA to create an easy to use platform for checking the status of the in progress routes for the day. XATA provides the driver locations and status of their deliveries and WMST uses that data along with customer information from SUS and route information from Roadnet to create one location for customer service to check on deliveries. In future state this will also be used by customers and their MAs to provide an accurate delivery ETA. What other questions do you have on the XATA system? Do: Answer all questions before moving to Next Steps. Sysco Talent Management 10 8/22/2014
Information Time estimation: 5 minutes NEXT STEPS Do: Handout workshop test for them to complete Individual Action plans set Team up with someone on the Transportation team this upcoming week to give a 10 minute summary report on the STS and XATA systems and what more you still need to know in order to do their current job more effectively. Set up meeting with the SME that can get that missing information. Mark down this specific individual game plan in your Learning Journal. Turn in your test upon completion. Sysco Talent Management 11 8/22/2014