Warehouse Business Continuity Plan

Preparation & Design phase Development & Testing Phase MacMobile BCP:the WHY, the WHAT, the WHEN and the HOW WHAT is MacMobile BCP? BCP stands for Business Continuity Plan. This basically outlines a process to follow in the event our normal systems and processes cannot be followed. WHY MacMobile BCP? The implementation of the MacMobile Business Continuity Plan is to circumvent the impact of SAP downtime in the business. ROLES this impacts on? CIC Order Taking process using the MacMobile system   WAREHOUSE Amending quantities on shipment and despatch accordingly. DISTRIBUTION Driver needs to know how to download shipment and execute order MLP’s MLP Owner and Administrator need to know how to access orders and plan them. MLP Owner, MLP Administrator need to know how to amend quantities on shipment and despatch MLP Driver needs to know how to download shipment and execute order HOW will this work? In the event the business is experiencing SAP downtime; ALL Wet sites and DSD MLP’s will be required to switch from the current SAP system and process to the MacMobile system and process. Training will be conducted with all role players to ensure that users know exactly what needs to be done when required to switch to the MacMobile platform. Your line Manager will communicate the “Go-ahead” when required to do so. ImplementationPlan Preparation & Design phase Development & Testing Phase Communication & Training 28 Nov to 15 Dec MacMobile BCP Implementation SAP Downtime dependent

MacMobile System Training

Set-up MacMobile as a Favourite Step 1:Open Internet Explorer Step 2:Enter http://www.google.co.za or click link Step 3:When the Google Home Page opens; select the “Get Google Chrome” button:

Set-up MacMobile as a Favourite cont. Step 4:When the Google Chrome Download page opens; select the “Download Chrome”button: Step5:Click“Accept and Install”

Set-up MacMobile as a Favourite cont. Step 6: Select ‘Run’ after installer opens

Set-up MacMobile as a Favourite cont. Step 7: When Chrome opens first time; it will prompt for Google account details; skip this by selecting “No Thanks” Step 8: Once Chrome opens; enter http://mlp.abimobile.co.za in the address field:

Set-up MacMobile as a Favourite cont. Step 9: The MacMobile site should open. Enter your MacMobile account credentials to log in: Step 10: Add the MacMobile login as a Chrome favourite

Out of Stocks & Despatching

USER LOG-IN User is prompted to enter their Employee ID and Password, click on Proceed

Out of Stocks and Despatching When you log into MacMobile the following screen will be displayed. In order to view the ‘planned deliveries’ from Roadnet, select the ‘Planned Tab’

Out of Stocks and Despatching The Warehouse Pickers will submit the Picking Slip reflecting out of stocks SAP Picksheet MacMobile Picksheet: Package Type from Roadnet MacMobile Picksheet from Roadnet

Out of Stocks and Despatching Use the below to verify stock picked, and to reflect and remove any out of stocks from the shipment. Shipment number from Macmobile Planned Delivery Date Route ID from Roadnet

Out of Stocks and Despatching cont. Go to the shipment and click on submit Macmobile Shipment number Route id from road net Submit

Out of Stocks and Despatching The Site Controller will be taken to the below screen Add the information from the picking slip into the system please ignore red blocks on the right of the submission screen Input the quantities as per the picking slips Input the driver details as reflected below, and click on the submit button A Confirmation pop up will come up to confirm that this has already been picked. Click on the OK button

Out of Stocks and Despatching Once you have clicked on the okay button, the status will change to Loaded and you will automatically be taken to the loaded screen. Click on the Warehouse Load summary icon (highlighted in RED) to view the Warehouse load summary obtain screen shots from system once roadnet shipments and load summary icon have been added.

Out of Stocks and Despatching Print the Warehouse load summary by clicking on the icon and Keep the document to give to the driver. This will be used by the driver in order to confirm what has been loaded onto the truck. The driver must use this document as a reference when delivering to customers. Print and Store the Warehouse Load summary with the route pack

Out of Stocks and Despatching Click on the ‘Planned Tab’ to repeat the process for the next shipment

SECONDARY DISTRIBUTION: CHECK IN & ROUTE SETTLEMENT

USER LOG-IN User is prompted to enter their Employee ID and Password, click on Proceed

Secondary Distribution Click on the check-in tab to check in the delivery vehicle Once you have clicked on the Check-In tab, the following screen will be displayed

Secondary Distribution Returns will need to be counted and captured on the system Select the ‘Returns Sheet’ option

Secondary Distribution Print two copies (one for the driver and one for the level 2 operator) of the blank returns sheet to capture returns on manually The returns sheets must be given to the driver and level 2 operator to conduct a ‘blind’ count of all returned stock. These must be returned to site control after counting the returns and completing the numbers on the sheets

Capturing Returns and FBR's The Site Controller must capture the returns. Click on check in and submit returns to reflect all returns including FBRs displayed under order variances This will bring up the following screen: The Check-In process is a blind capture. The system only prompts for returned quantities and does not show the expected quantities. Please insert the recorded quantities under Qty. Then click on Submit and confirm by clicking OK FBRs will be captured in trade without a reason code. We need to manually confirm the reason for FBRs and write it down as part of the route pack. All FBR returns can be viewed on the order variances screen

Reflecting Variances To reflect the variances or no variances, click on the approve returns button. Any variances will now be reflected as per the below screen. Where there are variances, the driver may be required to sign an AOD

Reflecting Variances The system will show variances if any exist, with an option to select a variance reason. Please note that order variances are where the Expected Returns do not match the actual Trip Returns. Click on the Update Stock Levels button in order to submit returns into the system. If the user makes any mistakes on the quantities, they are able to click the Change Returned Quantities button in order to make changes

Confirming Variance Quantities Where the driver does not agree, and a recount is conducted and it is found that the original quantity/s were incorrectly captured, the quantities can be changed. In order to change the quantity, click on the CHANGE RETURNED QUANTITES button. Click on OK to confirm.

Confirming Return Quantities Please change the Quantity under New Quantity and click on Submit New Quantities button. PleaseNOTE, the user can only make changes to the quantity once. After submitting the new quantities, the user will follow the normal procedure

Updating the Variance Reasons Please select reasons for the variances and click on UPDATE STOCK LEVELS Change update stock levels to update returns? A pop up box will display once we have confirmed that we are sure we want to update the stock levels of the variances: Trip Returns have now been submitted. Click OK.

Settlement Completion Once completed, and site control has clicked ok, they will be taken back to the check in screen and the checked in shipment will no longer be visible on the list

SECONDARY DISTRIBUTION: COMPLETED – Displaying and printing AOD Once variances have been captured the shipment status will now be changed to completed. Click on the completed tab to view the all variances. Click on the print icon to reflect all check in variances from the settlement.

SECONDARY DISTRIBUTION: COMPLETED – Displaying and printing AOD By clicking on the print icon user is able to view Shipment shortages This will show the Acknowledgement of Debt document with all variances reflected. The AOD can be printed by clicking on the print button through Google chrome directly . The driver and Site Controller will both sign the AOD document and add comments for the drivers acknowledgement of any shortages encountered Once the AOD has been signed where necessary, the site controller will need to confirm that all price delivery notes have been returned as proof of delivery

SECONDARY DISTRIBUTION: COMPLETED: Confirmation of invoices returned Click on the completed tab to view the shipments. Click on the magnifying glass to reflect all the shipment orders that were delivered. This will show priced delivery notes that need to have been signed and returned by the driver to the depot. Confirm, using the customer list, that all price delivery notes have been returned, and are signed. Please NOTE that by clicking on the magnifying glass, the user will be able to view how many price delivery notes the driver should have returned

Despatch 1 Loads: Site Controller Log into MacMobile system via login screen on website link Once picking is completed the picker will bring pick sheets as part of loading documentation Confirm all quantities picked to reflect all out of stocks that are no longer part of the load Print the warehouse load summary that the driver will use for confirming stock on the truck Capture driver and truck details Confirm driver and trucks allocated to the load based on roadnet documentation from planners

Settlement: Site Controller Driver arrives back at deport and proceeds to site control Log into MacMobile system via login screen on website link Go to check in tab and print the returns sheet Confirm FBRS and manually confirm reason as part of route pack Capture and confirm all variances on MacMobile as well as reason for variance Conduct a blind check of all returns and manually capture on returns sheet Confirm all price delivery notes have been returned and signed reflecting proof of delivery Where required driver to sign and AOD

Despatch 2ndLoads: Site Controller Log into MacMobile system via login screen on website link Once picking is completed the picker will bring pick sheets as part of loading documentation Confirm all quantities picked to reflect all out of stocks that are no longer part of the load Print the warehouse load summary that the driver will use for confirming stock on the truck Capture driver and truck details Confirm driver and trucks allocated to the load based on information from LIC and driver