Relief Item Tracking Application (RITA) 1. Cargo Tracking System Scope Cargo Tracking System Scope 2. Role of a Cargo Tracking SystemRole of a Cargo Tracking System 3.History of the Log. Cluster’s Cargo Tracking SystemsHistory of the Log. Cluster’s Cargo Tracking Systems 4.RITA OverviewRITA Overview 5.What Next?What Next?

1.Cargo Tracking System Scope

Cargo Tracking System Scope Scope Transport / Storage services Region of emergency Scope of Tracking

Cargo Tracking System Scope Site /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. Tracking Translates the physical movement of stock into information. Dispatch Plans cargo loads, optimises resources and loads the vehicles

2.Role of a Cargo Tracking System

Role of a Tracking System A Management System takes information and will help 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. Cargo Tracking Systems ARE NOT Management Systems!

Role of a Tracking System A Cargo Tracking System records and reports Tracking information The Logistics Cluster uses Cargo Tracking Systems to record information for two main reasons: Reporting of commodities transported/stored (what has been moved) for management and historical reporting To provide customer service (where are my goods)

Role of a Tracking System Tracking Systems 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 Verify the accuracy of CMRs against actual receipts Reduce the amount of administrative interaction with clients by allowing information to be accessed electronically

3.History of the different Cargo Tracking Systems

Cargo Tracking System History 1.Excel Spreadsheets Used in multiple operations. Quick to build BUT cannot be easily shared, consolidated or reported upon. no inherent error checking cannot support information workflow (notification,..) 2.Joint Supply Tracking (JST) MS Access, used in Lebanon (2006); Mozambique (2007) and Myanmar (2008). Provided basic tracking and reporting functions BUT no detailed cargo movement no customs documentation created not multi-user, no online, and technical issues with MS-Access 3.RITA Proof of concept/Pilot - (Logistics Cluster Tracking Tool (LCTT)) MS Access. Designed as a prototype of RITA, implemented in Haiti (2010) Revision of full data/info architecture in the tool Supports detailed cargo tracking, including automatic notification; and generates customs documentation. First system to retain information between projects, allowing cross-project comparisons to be made

Cargo Tracking System History 4.Relief Item Tracking Application (RITA) Key elements (business logic, processes) being fine tuned in the Haiti deployment before being incorporated into RITA. Key Features Data Ownership: Clients can submit requests online, to be then validated and approved by an operator. (use of Wizards to simplify complex data-entry – particularly around multi-part kits (medical kits, etc). ) Ownership (and responsibility) of the data remains with the client, (encouraging better information – the more detailed the data entered by the client, the more detailed their tracking can be.) Online/Offline Access: Able to operate offline in situations where there is little/no bandwidth. Near Real-time Tracking: Near real-time tracking of goods by individual shipment or for a given organisation) Platform for RITA Independent from Operating System Developed as Open Source

4.RITA Overview

1.The client logs in and creates or edits a request. 2.Once complete, they Submit that request for approval to the RITA operator. 3.The submitted request becomes visible to the RITA operator, where it can be checked for completeness and adherence to the SOPs. If there is a problem, the operator will Reject the request, along with an explanatory note as to why the request was rejected. If there are no issued the operator will Approve the request. 4.If the client’s request is Rejected, the client can view the comments explaining reasons for the rejection. The client can then decide to either Cancel the request; or make the suggested alterations, and re-Submit. 5.If their request is Approved, the client will be able to track the location and status of their goods online. RITA Overview Log-in New request match Cargo Movement request (CMR) form

RITA Overview Operator Main Menu Tracking: Create, edit and manage Storage and Movement Requests Receiving: Approve/Reject customer order; Receive cargo from other Sites Each menu options corresponds to a key job function… Dispatching: Release cargo to the Client; Send cargo to other Sites RITA Operator access

RITA Overview Request Management Filtering: Select a range of requests based on selection criteria Viewpoint: Job-function to be accomplished Result List: Requests matching the selection criteria

RITA Overview Request Management Request Identification Request status, priority & internal comments Consignor & consignee Entry into the log. Cluster system. There are the ways cargo can enter the tracking system: 1.Goods will be picked up from the client/supplier site 2.Goods will be delivered to the Cluster’s warehouse 3.Goods will be transhipped from another country into an airport or seaport. Intended Movement/Storage details. Note that the actual movements will be defined when the cargo is dispatched to the next destination. Request line summary

RITA Overview Line Item Definition Defines whether the item is a Multi-part kit (medical kits, etc; or standard item Individual lines may have a different priority to the overall RequestDescription of the cargo being transported Product code, as known to the ownerStandard nomenclature used for standardised reporting into product families Packaging & handling flags Accounting units (What the beneficiaries will see) Minimum Logistics Units (MLU) (What the warehouse will see) Bundles (What the transporter will see)

Reporting Tracking System Overview 1.Operational Reports 2.Management Reports 3.Public Reports

Sample reporting (public) Tracking System Overview Haiti Dashboard – Manually updated – PDF/Excell Haiti Dashboard – Automatic and Dynamic

6.What Next?

What Next? The initial stages of RITA are nearing completion (end April) Production data from Haiti is being imported into RITA Internet reporting is partially available (test) Field test is planned for May-June 2010