Rita Overview

Relief Item Tracking Application (RITA)

Overview

1. Aims of the Temporary System

3. Tracking System Scope

5. Role of the tracking System

7. Units of Measurement

9. Tracking System Overview

11.What Next?

1. Aims of the RITA Prototype

Aims of the RITA Prototype

1. Provide a basic tracking tool in the event of an emergency

3. Act as a proof-of-concept for various features of the proposed system

5. Provide discussion points around the design features

7. Trigger thoughts on how the development should proceed

2. RITA Scope of Operations

RITA Scope of Operations

Order

Log. Cluster Tracking Systems

Beneficiaries

WMS Bilateral - NFI

WFP – Food + Support Equip.COMPAS

Emergency - NFI

Physical Cargo

Special Operation

Service Level Agreement

CMR

No tracking currently available

Initial Delivery

Point

UNHRD Consolidation & Loading Point

Final Delivery

Point

Systemic Scope


Order


Beneficiaries

WMS Bilateral - NFI


Emergency - NFI

Physical Cargo

Special Operation


CMR


Initial Delivery

Point


Final Delivery

Point

Operational Scope


Order


Beneficiaries

WMS Bilateral - NFI


Emergency - NFI

Physical Cargo

Special Operation


CMR


Initial Delivery

Point


Final Delivery

Point

Warehouse DispatchTracking

Goods Enter

Receive

Goods In

Cargo ArrivalRecorded(Waybill)

Dispatch

Goods Out

Cargo DepartureRecorded(Waybill)

Operator

CMR Management(CMR)

Goods Stored

Function

Warehouse

CMR Tracking

Event

Customer

CMRRequest

Tracking &Reports

Logistics ClusterScope of Service

Goods Exit

Goods Transfer Send ReceiptNote

GoodsReceipt Note

Site Scope


Order


Beneficiaries

WMS Bilateral - NFI


Emergency - NFI

Physical Cargo

Special Operation


CMR


Initial Delivery

Point


Final Delivery

Point

Warehouse DispatchTracking

Goods Enter

Receive

Goods In

Cargo ArrivalRecorded(Waybill)

Dispatch

Goods Out

Cargo DepartureRecorded(Waybill)

Operator

CMR Management(CMR)

Goods Stored

Function

Warehouse

CMR Tracking

Event

Customer

CMRRequest

Tracking &Reports

Logistics ClusterScope of Service

Goods Exit

Goods Transfer Send ReceiptNote

GoodsReceipt Note

Job-Function Scope

Warehouse (Receiving)

The Warehouse function receives and records the physical stock entering the warehouse, either be from an external source (i.e., a customer), or forwarded from another hub.

TrackingTranslates the physical movement of stock into information.

DispatchPlans cargo loads, optimises resources and loads the vehicles

3. Role of the Tracking Application

Role of the Tracking Application

A Management System takes information and will make decisions that need to be carried out by people.

For example:

• A Warehouse Management system will decide where goods are to be stored;

• An Inventory Management system will decide when to order;

• A Dispatch Management system will decide which vehicles to use; what to load; and when to send.


RITA

IS NOT

a Management System!


RITA

records and reports

Tracking information


RITA records information for four main reasons:

• To provide better customer service to the beneficiaries: “When can the aid reach those in need?”

• To provide better customer service to the client: “where are my goods”

• To improve communication between the hubs and the centre: “What goods do we have where?”

• To allow summarised reporting of goods that have been transported (what has been moved): “What tonnage/volume was shipped by air?”


It can also assist in the day-to-day running of a site:

• Match incoming cargo to a Request Number (on the basis of Waybill)

• Allow the warehouse to accurately anticipate arrivals

• Assist with ‘what-if’ planning for dispatches

• Double-check the accuracy of CMRs against actual receipts

• Reduce the amount of administrative interaction with clients by allowing tracking information to be accessed autonomously via the internet

4. Units of Measurement

Lowest Transportable Unit (LTU)

Units of Measurement

The smallest thing that the warehouse / transport agent will see; the smallest things that a person can pick up and carry:

Boxes, drums, etc

What the LTU is NOT:•Vials of medicine•Packets of biscuits•Individual items in a kit

If it makes no sense to put the thing directly on a Pallet, it probably isn’t an LTU

(eg, It doesn’t make sense to put a single vial on a pallet; but it it possible to put a box of vials on a pallet).

Bundles


The way in which the LTUs will be carried:

Loose, Pallets, 20’ sea container, etc

This may change throughout the journey – The goods may be transported on pallets initially, then placed in a sea container, and then finally loose (no bundle)

Accounting Unit (also known as SKU)


The number of things that the owner of the cargo is interested in:

Number of health kits, generators, radios, boats, etc

The Transporter/warehouse/database operator may not be able to see, count or verify the Accounting unit, as they will normally be enclosed within the LTU!!

LTU Vs Bundles


Where the LTUs are not bundled, they are classified as “Loose” cargo.

When LTUs are bundled, we normally carry one or more LTUs per bundle:

• 10 boxes per pallet (‘box’ is the LTU, ‘pallet’ is the bundle)

• 50 bales per pallet (‘bale’ is the LTU, ‘pallet’ is the bundle)

• 600 bales per 20’ container (‘bale’ is the LTU, ’20’ container’ is the bundle)

We can never have less than one LTU per bundle! It is not possible to have 1 box per 2 pallets (this is equivalent to ½ box per pallet!)

LTU Vs Accounting Units (Part 1)

This is were the real confusion begins!

It is usual to have multiple Accounting Units per one LTU:

•2 radio kits per box (‘radio kit’ is the accounting unit; ‘box’ is the LTU)

•5 blankets per bale (‘blanket’ is the accounting unit; ‘bale’ is the LTU)


LTU Vs Accounting Units (Part 2)

BUT!

It is also possible to have one Accounting Unit spread overmultiple LTUs:

• 1 generator spread over 2 crates (‘generator’ is the accounting unit; ‘crate’ is the LTU)

• 2 health kits spread over 5 boxes (‘health kit’ is the accounting unit; ‘box’ is the LTU)


LTU Vs Accounting Units

To recap:

Accounting units are what the owner is interested in; and what will be distributed to the beneficiaries.

LTUs are what the warehouse and transporter will see; what is easily counted without knowing the contents of the item.

Staff on the ground will only know there are 500 boxes on a truck or 30 bales on a pallet.

They will not have the time, resources or the need to check the contents of the LTU!

This version of the tracking system records LTUs and Bundles, NOT Accounting Units.

The next version of the tracking system will record all three measurements


LTU Vs Accounting Units (Example)

The immediate problem:

The CMR, in its present form, does not clearly distinguish between LTU and Accounting unit:

Item Quantity Unit of Measure Package Type Package Qty Total Gross Weight (Kg)Total Gross Volume (m³)

1 500 unit bales 20 1,026.67 4.53

7 2 kit crtn boxes 230 2,340.00 8.26

Description of Items

Blanket 50% wool 50% synthetic fibers

Emerg. kit, trauma profile, Italian



1 500 unit bales 20 1,026.67 4.53



Lowest Transportable Unit Vs Accounting Units

Because of unclear terminology, the operator has to make some assumptions:

“Package Qty” (read as Total number of packages):•500 blankets (accounting units) spread over a total of 20 bales (LTU) = 25 blankets/bale; or 51.3kg/bale (2kg per blanket); or

“Package Qty” (read as number of items per package):•500 blankets (accounting units) at 20/bale for a total of 25 bales (LTU)



Lowest Transportable Unit Vs Accounting Units

To the inexperienced operator, this example could mean either:

•2 kits (accounting units) per box in 230 boxes (LTU) – a total of 460 kits; or

•2 kits (accounting units) spread over 230 boxes (LTU) – a total of 2 kits


7 2 kit crtn boxes 230 2,340.00 8.26



5. RITA Prototype Overview

RITA Prototype Overview

1.Project Definition

3.Site Definition

5.Work-Flow

7.Reporting

Project Definition

Project Name – Appears on

most screens and all reports

Project DescriptionFor Special Operations, the

‘Organisation’ will always be ‘Logistics

Cluster’

Main theatre of operation – Other countries can be

added later

Project contact details – This

information will appear on every report produced

All Requests and Dispatches must fall within these

dates. If the ‘Ended’ date is unknown, it can

be left empty

Financial closure date for the

project

Project categorisation details – these

will become more important

once WMS-related data is being tracked

Add or edit sites that belong to

this project


Site Definition

Site Definition: Name and

distribution type

Only sites with a Prefix can generate

Requests.

Once Requests have been

generated, the prefix cannot be

changed!

Physical location of the

Site

Click this button to

check the Lat/Long

coordinates

Contact details for the Site.

The email address is used

for Synchronising the databases


Site name will appear on all screens and

reports

Storage attributes of

the Site

CMR/ISB/002

TO

Contact Person

Title

Tel/Sat. Phone

E-mail


Ex 24 kit pallets 2 15 2

1 500 unit bales 20 1,026.67 4.53

2 150 set crtn boxes 150 916.67 8.42

3 20 unit plts 10 3,340.00 16.12

4 4 unit wooden bxs 4 908.00 3.04

5 2 unit crate/ctn bx 3 1,180.00 4.15

6 7 unit wooden bxs 7 651.00 2.94

7 2 kit crtn boxes 230 2,340.00 8.26

8 2 kit crtn boxes 62 1,080.00 7.10

9 2 kit crtn boxes 144 2,836.00 14.34

10 250 unit crtn boxes 1 39.67 0.11

CARGO MOVEMENT REQUEST

FROM

Islamabad Military Airport

Peshawar

For Logistics Cluster team use only

Intersos - Humanitarian Aid Organisation

Organization Name

Email to: [email protected]

If you need to request movement for more than 14 lines of commodities, please use several forms. Do not add lines to this spreadsheet


[email protected] - [email protected]

[email protected]

13/06/09

+39.338.12.10.630 - +92.30.09.59.98.74

+92.30.09.59.98.74 Ready to Move Date (dd/mm/yy)

ConsigneeSender

VIATitle Regional Director for Asia and

Middle East / Focal Point for intersos' Humanitarian Operations in Pakistan

Stefano Cordella / Syed Riaz Hussain

Contact Person Syed Riaz Hussain

Focal Point for intersos' Humanitarian Operations in Pakistan


Kitchen set, family type

Tent, multipurpose, 32 sq.m approx

Water pump, diesel, 2 "x2"", wheel moun

Tel/Sat. Phone

INSTRUCTIONS FOR USE: Please complete this form as much as possible and attach a full packing list as a supplement. The form and packing list may be sent electronically to the Logisitcs Cluster. If there is insufficient space in the Load Description area, please use additional forms - please do NOT add lines.

E-mail

LOGISTICS CLUSTER - PAKISTAN HUMANITARIAN RESPONSE

Water purification unit, 4cu.m/hrs

Water tank, collapsible, 1000lt, w/ram


Emerg. kit, supp. to trauma, Italian

(If organization is not in list, please type organization name and country office)

One form per destination

Health Kit

Emerg. kit, diahorrea diseases, Italian

Jerry can, collapsible, with zip, 10lt

Work Flow


Tracking System

Request sent to Site

Record goods arriving on Site

Dispatcher

Draft DispatchReport

Consignee

Goods received note

Final DispatchReport

Partner Receiving

Create / Edit Request


Request Information

Detailed line-item

Information

Edit Request Quantities


Update line-item

Information with actual

stock amounts

Edit Journey


Edit and create

Journeys

Commit Dispatch


Commit the dispatch and

record the Waybill No.

Record Losses, Damages & Delivery


Record losses and damages

in transit

Reporting


1.Operational Reports

3.Management Reports

5.Web Reports

Operational Reports – Request Detail


Operational Reports – Storage Labels


Operational Reports – Dispatch Summary


Operational Reports – Dispatch Detail


Dispatch Report (Draft)


Dispatch Report (Final)


Operational Reports – Dispatch & Delivery Emails


Management Reports


Management Reports – Country & Product


Management Reports – Country, Site & Product


Management Reports – Country, Site, Product & Item


Management Reports – Sender, Site, Product & Item


Web Reports – Dispatched Weight by Sector (1/3)






Web Reports – Dispatched Weight by Transport


6. What Next?

What Next?

What Next?

• This project has resulted in four ‘documents’:• Business Requirements specification;• Technical Specification;• Database Blueprint; and• This prototype system

• Comments and discussion about this temporary system will, if documented, will contribute to the next phase of development

Technology

Rita Overview