EDCRC training Introduction. DocuData Origins EDC RC developed for DocuDepot Grew through –...

EDCRC training

Introduction

DocuData Origins• EDC RC developed for

DocuDepot• Grew through

– Improved process management– More automation – such as billing– Web– ActiveFile software– Imaging on demand– RIMS Link

• DocuData founded June 2000

Management / AdministrativeJames Bastian• The original Docu-Depot• Final decision-maker• Source of strategic informationClifford Besner• Sales and contract-relatedNathalie Auger• Administration• Customer service expert

DevelopersMichel Brazeau• Original developer for Docu Data

Maurice• Primary web developer

Support and trainingErick Paquin• Technical support leadJeffrey Ritchie• Training and implementationElie Romano• Support and marketingNikolay Peeve• IT for Docu-Depot

Sources of Information1. Your operations manual2. Online help http://www.docudatasoft.com/support3. Support@docudatasoft.com - to point you in right

direction (5 minute rule).4. Additional training

Reference material• Available anywhere• Efficient support by e-mailing links• Single use!

PROCEDURES TEMPLATE & OPERATIONS MANUAL

Anatomy of a Procedure(Your Operations Manual)

• Flowcharts with numbered boxes explain the processes

Your Operations Manual• Each numbered

step is explained, click-by-click

• Add details specific to your operations

• Remove optional steps that you do not use

Your Operations Manual• Certain steps are

illustrated

Categories of documents available1. Setting up (system, locations, pricing)2. Training employees3. Setting up new accounts4. Marketing-related5. Training customers6. Order fulfillment (5 steps, with variations)7. Working with data8. Invoicing9. Disposal10.Special projects

Training EnvironmentRecord center barcodes and storage spaces (for placing box and file cards)

Customer site barcodes and storage slots for practicing deliveries

Worksheet to help map locations• What your locations mean

• How to label shelves

Record Center Fundamentals

• How to keep active boxes in the front when pulling a file from a box in the back

Your procedure for Account Set-up• Template accounts to use• Field to pay attention to

Customer start-up package

Web quick reference

Competitor box intake

Sequence of barcodes to scan

Data Imports

Invoicing

Introduction to circulation of items

• Orderly workflow provides logic of EDC

• Security and tracking for customers

• Details in session 3

See “circulation scans.pdf”

Box and File States

TYPICAL RECORD CENTRE WORKFLOW

Circulation Overview

Circulation Overview

Circulation: Orders Tab

1 2 3

4,5,6 7 8,9,10

Statuses (Overview)Orders Deliveries Item Order item

(Blank) Created Pre-Add To Be Picked

Grouped (by time) Closed In Being Picked

Being Picked On truck Selected Picked

Closed Delivered Out Excluded

Returned On Disposal list, etc.

Verified Destroyed, etc.

• Objects have statuses that reflect how far they have progressed in the circulation process.

Statuses – Boxes and Files

Item Available to order

Storage charges

Pre-Add No No •A record for the item exists in the database, but it has not arrived at the record center yet.

In Yes Yes •Item has been brought in on a delivery and is available for retrieval.

Selected No Yes •Item is on an order that has not yet been fulfilled

Out No Yes •Item status becomes ‘out’ when the outgoing delivery is created and closed.•Item remains ‘out’ until it is returned or deleted

On Disposal list, etc.

? Yes

Destroyed, etc. No No •Item is no longer available. Storage charges cease. Record is kept

Orders

• Entered manually, automatically, or by web users• Multiple orders may go on same delivery:

– If a user needs more items, add another order

Statuses - Orders

Status Properties Next step(Blank) •Can be easily deleted

•Picking has not started•Create picking list

*Grouped •Delivery number has been assigned•Delivery is not yet “closed” to go(*Rare for regular orders. Rush orders are created with this status)

•Complete picking and repeat delivery creation

Being Picked

•Can not be deleted, as charges may apply. •Complete picking and perform delivery creation

Closed •Work for the order is done. Work with the delivery.

Orders (Standard and variations)

Picking

Rush orders:Pick and run Regular orders:

Create Picking List

(Also manual picking and upload picking

results)

Orders fromVarious sources

Batch picking of orders (applies to regular, by date, and next trip ship delivery types)

Items to pick

Pick list by

location order

Create picking list(s)

Apply criteria

if desired

Statuses – Order Items

Status Next stepTo Be Picked

•Item is on an order•Item not yet placed on a picking list

•Create picking list including item (Electronic, paper, or pick&run)

Being Picked

•Item is on a picking list •Pick item with PDT and upload, or pick manually

Picked •Items was successfully picked •Perform delivery creationExcluded •Item will not be included in the delivery

•A reason must be provided (e.g. Not in box)•Customer service...•Perform delivery creation

• This is associated to the order (it is different than the status of the item in inventory.)

• You don’t generally need to worry about this• This can be viewed when doing manual picking

Picking

Delivery Creation

• Create deliveries once final pick is fully uploaded

• Multiple orders per delivery– (Delivery # different than order #)

• Next: Sort items by customer key to correct delivery

Create deliveries for one or all routes

Click OK

States - DeliveriesDeliveries

•Prior to delivery creation, orders exist but deliveries do not.

Created •Upon delivery creation, if picking is not complete, delivery is “created”. •(*Rush orders trigger immediate delivery creation)

Closed •Delivery creation, if picking complete, the delivery becomes “closed”.•(*uploading rush pick results closes delivery)

On truck •Truck validation complete

Delivered •Return delivery started but not marked as complete•Or delivery manually set as delivered

Returned •Delivery is completely returned•One or more items not re-filed / shelved

Verified •All items re-filed / re-shelved

Delivery Routes

• For delivers that go on truck• Uses template• Create route report for driver • Efficiently download to PDT for Validation and

Delivery with PDT

1

2 3

Create a new route using the template.

Be sure to click “Add” to catch deliveries to addresses not on

templates

4

Add delivery addresses to your template, and establish their

ordering by applying an estimated delivery time.

Truck Validation

• Download list of deliveries for Route• Confirm matching of bar coded items to

delivery slips

Delivery preparation

Delivery preparation (wireless)

Delivery

• Collect information on Delivery slip

Return

• All deliveries must be returned:– Confirm 0 item returns

• Scan items into the record centre• With PDT or directly through computer

Delivery & Return

Sizing / Staging

Boxes:• Scan (move) boxes of same size to holding

locations for sizing, process control (manageable batches)

Files• Scan (move) files to transit location (bins)

Reshelving / Refiling

Boxes• Scan (move) boxes to available location of

correct size• Verify that holding location is empty

Files• File Refile with PDT• List empty

Verification

Return Verification: • View Not Verified Returns• View Items not verified (by delivery #)

• Delivery Imaging• Delivery Billing• Reconcile process errors

Reconcile process errors

• Where? – Orders->Delivery Maintenance, File->Reconcile Process

errors

• Checklist of things requiring attention

Refile & Verify

Using Refile List

NAVIGATIONSee video tutorial on this topic

Logging in

• Log in to specific building• Access to correct modules• History of actions performed

– Access software– Data changes – Order entry– Delivery creations

Key Software Tabs

• 6 Tabs

• Inventory: – Box, File, Locations– Reports and searches

• Orders– “Circulation” of items in

and out, due to requests.

Working with Modules

• Box module as example– Records and Fields– Navigation mode– Edit mode– Menus and short cuts– Printing Labels– Viewing reports

Key Concepts

• Bar coded items: – Locations, Boxes, Files

• Item States– Where is it? How far has it been processes?– Affects what can be done

• Orders, Deliveries– Order is a request for work. Delivery is fulfillment.

• Safety mechanisms and error messages

LocationsSee location set-up worksheet- session 2

• Box locations (Holding, Pallet, Racking)– Box types– Do not accept loose files

• Transit locations– Accepts boxes and files on deliveries

• Open shelf file locations– Long term storage of unboxed files

Boxes Topic of session 4

• Box Module• Bar Code• States (Pre-Add, In, Out,

Selected)• Location• Moving• Picking

Files Focus of session 7

• File module• File picking labels & Out cards• Inventoried vs. Not• States (Pre-Add, In, Out,

Selected)• Location (In boxes)• Moving, Picking

WORKING WITH THE PDT

PDT (scanner) orientation

• Purpose: – Track and process different lists– Catch common errors before they become

problems• Physical (Power, batteries, logging in, beeps)• Communication

– Cradle– Sending and receiving

Turning ON the unitPress on the red PW button

Scanning the employee bar codePress on the grey button to scan

PDT MenusMain menu

press the number associated to a menu item to access it.

Main menu

Download lists from a computerUpload results to

the software

Work with lists• View PDT software

version• Test-read bar codes• Toggle settings (eg

display alternate locations)

Press F8 (down arrow) to view additional menu option (5 to Log out).

Sub-MenusList number

List description Count of lists

Items displayed in picking listsLine itemBox

LocationBox _ AccountFile reference informationMenu Options

AccountLocationBoxMenu Options

File

AccountQuantity _ DescriptionMenu Options (4 to pick)

HARDWARE SET-UP & GENERAL CONFIGURATION

Server set-up• Data Server

– Server set up by your IT– EDC applications and services set up by DocuData– Deploy ActiveWeb– Scheduled back-up

Workstation Set-up• Access to server• Printer • Thermal label printer• PDT• Wedge scanner• Document imaging scanner

• SQL (pervasive)• Short-cut and configuration file• Access to reports (dsn)

To do listSee “record center configuration.docx”

Complete all 3 sections of document• Part 1: General (set these up yourself)

– Complete “employees.xlsx” and send to DocuData– Set up all employees, as an exercise

• Part 2: IT– Prove your IT provider with this page and ensure all

questions are addressed

• Part 3: Accounting– Review all questions, and discuss with account if necessary– Ensure that information is entered before invoicing