Warehouse-IT Software Proposal

Background

Kuepper International is a South African based software development house specializing in the Logistics Industry. Having deployed over 100 systems locally and internationally, our senior partners collectively have 40 years of experience in software design and development. Our 2 flagship products are the Winfreight system (FMS) and the Warehouse-IT system (WMS).


Warehouse-IT

Warehouse-IT is a warehouse management System designed to manage all the operations within a warehousing environment. The system is a windows based application running off a SQL database, deployed in a client-server setup. Below are some key system features:

• GRN Management
• Dispatch Management
• Multiple warehouse\item management
• RFT
• Picking slips and delivery notes
• Stock control
• Item tracking
• Stock movement tracking
• Serial No. tracking
• Faulty items tracking and reporting
• Bulk item re-location
• Comprehensive reporting
• Financials
• Broking Module
• Barcoding and handheld scanner interface.
• SMS interface
• Stock Variances
• Stock take
• Document Imaging

Solution Summary

Company A in South Africa is currently seeking a solution to manage the flow of products through the various stages in the workshop and warehouse cycle. The Warehouse-IT system will run as a standalone application, integrating to the existing on-site system where needed (to include SAP / Accpac / Pastel etc.).


GRN \ Receiving

All products entering the warehouse storage area are received into the system by means of a GRN. The Main GRN detail will be obtained from SAP (Integration), allowing the users to just scan the items by means of a barcode scanner. The system will do the necessary validation and audit checks to ensure all items are received correctly and in full.

Put Away

Once Received, products are consolidated and automatically allocated to a bin location based on various criteria \ rules entered into the system. Typical criteria would consist of Product type, space availability etc.

This process will be carried out with a mobile Scanner (PDA), prompting the user to first scan the allocated bin location and then to scan the products into the allocated bin location. This ensures the products are placed in the correct locations, and are put away in full.

All transaction carried out on mobile scanners are updated in real-time, eliminating the need to dock and download information after the scanning process is completed.


Molding Supply (PD Issue) / Packing Supply (AS Issue)

For the purpose of this document, these 2 processes have been combined to due to similar process requirements.

By means of integration to SAP, a supply order is generated on the Warehouse-IT system detailing product types and quantities. Picking slips for each order are generated and uploaded to mobile scanners, detailing the product location and quantities. Pickers will carry out the pick instruction by accepting \ activating the instruction, and then scanning the specified bin location and product barcodes. This method ensures that the correct quantities of the correct product are picked from the correct location.

Stock items are automatically put on hold once they have been allocated to a picking slip, allowing controllers to accurately see the “Stock on Hand” – “Stock in Pick” split when viewing stock levels.

Picking time should decrease due to the staff not having to locate items in the warehouse before picking. Each user will be required to log into the mobile device before carrying out the pick instructions, allowing the system to track\report on various picking stats:

• Average pick time per instruction.
• Average pick time per user.
• Picks per hour.
• Projected picks per shift.

The picked stock is then moved to the “PD issue” or “AS Issue” location, and a bulk stock movement transaction is processed on the Warehouse-IT system to ensure the stock locations off all items are updated. It is imperative that all stock movements are recorded into the system to ensure stock reporting is 100% accurate.


Distribution Orders

The Warehouse-IT system will list all orders due for dispatch, indicating orders ready for picking, and incomplete orders.

Once the supervisor has selected the orders to be dispatched, these are uploaded to the mobile scanners and the picker carries out the instruction. The process of picking will be much the same as the “PD Issue” & “AS Issue” – the picker will scan the bin location first and then scan the products out of that bin location. Once the correct quantity of products has been scanned, the picker is directed to the next location.

Once the pick is complete, the order is closed and a delivery note is printed. The same picking reports\stats mentioned in “PD Issue” & “AS Issue” are available for this process.

Having many years of experience in the freight industry, and numerous inhouse\dispatch sites – we are able to incorporate a dispatch module to control the out scanning and manifesting of goods leaving the warehouse. Furthermore this functionality can be extended to the distributors to ensure the receive all the goods that were dispatched to them, the result of this is an end to end track & trace system.


Stock Take \ Cycle Counts

Stock takes and cycle counts will be carried out in a similar manner – the supervisor will select either a part count or a full count and the system will then generate a stock take based on the criteria entered. The stock take order will be uploaded to the mobile scanner, detailing each product to be counted and the various locations where the product is stored. The user will not see the current quantity on hand for obvious reasons. Once the scan is completed and the supervisor has closed off the stock take, a discrepancy report will be generated showing all stock variances. Based on this, a re-count order will be generated and uploaded to the mobile devices and the user will again have to scan these items. Supervisor will have access to override system quantities should the stock take prove to be correct.


Implementation

A phased implementation approach will be taken:

• Phase1 (3 Weeks)
o Installation and Configuration of Warehouse-IT
o GRN \ Receiving
o Put Away
o PD Issue & As Issue
• Phase2 (2 weeks)
o Distribution Orders
o Stock Take \ Cycle Count
• Phase3 (2 weeks)
o Distributor Track & Trace


The IT representative from Company A will be required to assist where needed, especially on the integration issues.


Pro-Forma Costing (Discounts on Users and Volume when requested)

Being a locally owned business, Kuepper International is able to offer a cost effective solution.

Item Charge Type Cost (Excl VAT)

Software Rental (20 users) Monthly R20 000.00

Software Rental (10 add-on users) Monthly R8 500.00

Support (8am – 6:30pm) Monthly Included

Support (6:30pm – 8:00am) Monthly R10 000.00

Web Based Distributor Track & Trace add-on Monthly R8 000-00


The monthly rental is a fixed monthly rental based on a 12 month rental agreement. This includes support, installation, training, customization etc.

School Asset(s) Tracker

The system was developed to manage and track the distribution of pay slips and school books\material being sent from the regional Head Office to the various schools in 2 regions (North-West & kwazulu Natal). The system is entirely web based and was deployed to these 2 specific areas due to the rural nature of the school footprint.The system was deployed as part of an outsourced managed service whereby my client was managing the distribution process to curb corruption and misconduct within these communities.

An example of this is as follows:
A school principle was driving up and down between his school and the head office to fetch pay slips and books whenever the need arose (sometimes 3 times a week), and he would then put in a claim for 3 times the distance travelled, and on top of this he was never at the school fulfilling his actual position. They found that some of these principles didn't even have cars but were submitting claims.

The basic process flow of the system would be that the distribution would be created and all the relevant schools would be included. The selection process happened by means of multiple filters allowing the head office to eventually create the distribution. Examples of these filters are : First Language , Highest Grade , Number of learners , etc. Once the distribution was created the commodity would then be assigned to each school, detailing exactly the type of product and quantities to be delivered. Once this was done the system would automatically generate the manifests to each depot, and then to each school. Upon reaching the destination the system was updated and the POD details were entered into the system, including the recording of kilometers travelled by the driver. The system could then generate a distribution summary and also manage the driver claims.

Winfreight Track & Trace Software

The Winfreight Track & Trace system has been designed to manage & track every parcel
throughout the multi-depot delivery process, eliminating misroutes and theft while at the same time streamlining the entire operation. Route & Delivery manifesting is made easy due to the various industry rules that have been built into the system. The system is entirely internet based and can be run across a local network or the internet, making it easy to deploy to new depots. The Key function areas are outlined below:
• Waybill Induction
o All waybills coming into the warehouse are “quick” captured entering the basic
fields only. The waybill is automatically routed, and labels are printed out per
parcel. (1 of 10, 2 of 10, 3 of 10 etc).
o
• Floor Report
o Waybills Due for Manifest – new waybills to be manifested
o Waybills on delivery – manifested waybill on delivery
o Waybill Exceptions – waybills with exception scans
o Waybills delivered – successful deliveries
• Manifesting
o Route manifest – the user will select a route (JHB - DBN) and the system will
automatically display all waybills that should appear on this route. The user then
scans these waybills onto the vehicle and the system will alert the user if they
have missed any waybills or scanned waybills for another route onto this vehicle.
The manifest cannot be closed off & printed until all waybills for that particular
route have been scanned, if a waybill needs to be held back it needs to be
scanned into exception first.
o Delivery Manifest – Once the waybills have arrived at the depot and have been
debriefed, they will go through a similar process as above and a delivery
manifest will be generated. The delivery manifest differs to the route manifest in
that it has place for the client to sign on each line. This step will only apply to
companies that offer a door to door service and not to line haul companies
offering a depot to depot service.
o POD manifest – once POD’s are returned to the depot, they are scanned onto
the POD manifest which is sent back to head office. This step allows the POD
return process to be monitored.
Winfreight Track & Trace
2
• Debriefing
o Route Debrief – When the route manifest arrives at the depot, the manifest
barcode is scanned and the system will display all waybills expected on that
manifest. The staff will then scan all the waybills off the vehicles and the system
will identify any missing or misrouted parcels. A delivery manifest can only be
printed once the route manifest has been debriefed.
o Delivery Debrief – Waybills returning from delivery are either scanned as
delivered (POD) or scanned into exception.
o POD debrief – POD’s returning to head office from the various depots are
scanned back into Head Office.
• Exception Scanning
o Exception scanning is the process of flagging a waybill that needs to be held back
or has a problem. By moving the problem waybill into exception, the remaining
waybills can be manifested without any hassles. This allows the management
complete visibility of all parcels within the delivery process. Typical examples of
exceptions scans are :
Hold for Collection
Awaiting Instructions
Damaged
Incomplete
Clarification for pay
Return to sender
Nobody at home
Refuse to accept
• Track
o Once of the main purposes of the Track & Trace system is to be able to track a
certain waybill or parcel when a query arises. By completing all of the above
steps, the system generates complete tracking. Below is an example of a waybill
that has gone through the entire delivery process:

WAYBILL PARCEL ACTION DATE ACTION USER
12345 12345/1 01/Jul/2009 17:00 Waybill Inducted into system - JHB Joseph
12345 12345/1 01/Jul/2009 19:21 Waybill Manifested onto Linehaul Route JHB –
DBN , manifest no 675432
John
12345 12345/1 02/Jul/2009 03:04 Waybill scanned into Depot from route - DBN Peter
12345 12345/1 02/Jul/2009 10:14 Waybill Scanned onto Delivery Manifest ,
manifest no 675433
Peter
12345 12345/1 02/Jul/2009 13:31 Successful Delivery - POD Peter
12345 12345/1 02/Jul/2009 17:20 Waybill Scanned onto POD manifest - DBN Joe
12345 12345/1 03/Jul/2009 11:00 POD Scanned back into Head Office - JHB Joseph

Track and Trace Update

Example of our work , brokers required to market our systems into SADC region and the UK initially.





RegardsMike ShragaIncreasing Customer Service With Systems TechnologyEmail For More Information On Warehouse-IT

SAPO Track and Trace Tender

We will submit a proposal for the tender based on our current International Post Office installation (Namibia Post Office / Nampost Courier) , I believe the solution should have multiple levels of ROI for the Post Office to

a) Win and Retain New Customers (currently they loose +/- R500m to outside couriers)

b) Empower Entrepreneurs to startup business's using the SAPO network

c) Identify supply chain performance issues and pro-actively manage them

d) Utilize all assets in the supply chain profitably and cut loss units


anything less will just be another tender that will eventually fail and tax payers money lost again.