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EDC RC Overview Introduction to circulation processes
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EDC RCOverview

Jan 23, 2016

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EDC RCOverview. Introduction to circulation processes. DocuData Origins. EDC RC developed for DocuDepot Grew through Improved process management More automation – such as billing Web Client software Imaging on demand RIMS Link Competitive advantage, interesting to other RCs - PowerPoint PPT Presentation
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Page 1: EDC RCOverview

EDC RC Overview

Introduction to circulation processes

Page 2: EDC RCOverview

DocuData Origins• EDC RC developed for DocuDepot• Grew through

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

• Competitive advantage, interesting to other RCs

• Collaborative model (support, change requests, Rims link)

• DocuData founded in June 2000

-High volume, multi-building sites in India-Rims link in Australia-Shared customers with NJ, Toronto, BC, Calgary, Winnipeg (eg. banks, consulting)

Page 3: EDC RCOverview

Consequences:

• We want to share success – Generous with our knowledge and experience– Invite discussion and feedback

• The system works… very well!– Design and experience– Solutions to meet many needs

• Conversions from other systems– Multiple modes of operating:

Page 4: EDC RCOverview

Standard Operating Procedures

• DocuDepot experience– Numbering systems– Location layout– Truck validation

• Systematically reduce complexity– Uniform across employees– Uniform over time– Eg. Left to right, top to bottom

• Common errors– Prevent errors if it is possible and efficient to do so– Catch costly ones early with validations– Tracking mechanisms for fixing errors

Page 5: EDC RCOverview

Circulation Overview

Page 6: EDC RCOverview

Circulation Overview

Page 7: EDC RCOverview

Circulation: Orders Tab

1 2 3

4,5,6 7 8,9,10

Page 8: EDC RCOverview

StatesOrders 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 states that reflect how far they have progressed in the circulation process.

Page 9: EDC RCOverview

States – Boxes and FilesItem

Pre-Add •Item has a record in database, barcode assigned•No storage charged, no history at record center

In •Item brought in on delivery•Available to be ordered

Selected •Item is on an order•It cannot be placed on another order while selected

Out •Item status becomes ‘out’ upon delivery creation•Status remains ‘out’ until returned or deleted

On Disposal list, etc.

Destroyed, etc. •Item is no longer available•Storage charges cease•Records of the item are kept

Page 10: EDC RCOverview

Orders

• Orders are entered in various ways– Via web– Orders module– Recurring order– Tape schedule– Order processor

• Once in the system, Processed the same– By time / 24hrs – Pick and Run– Regular / by date - Picking List

Page 11: EDC RCOverview

States - OrdersOrders

(Blank) •When an order is created, it is assigned an order number•Delivery date is calculated from time order is accepted•Order can be deleted if necessary, unless by-time

*Grouped •By time orders are immediately grouped to deliveries

Being Picked •When order items are added to picking list, state is ‘being picked’, and charges apply

Closed •When delivery creation occurs, the state of the order becomes “closed”

Page 12: EDC RCOverview

Picking

• Picking time -> Pick regular orders– Pick

• Rush order -> Pick and Run– Pick by order in the orders module– Upload in us

Page 13: EDC RCOverview

States – Order ItemsOrder item

To Be Picked •Item is on an order•Item is not yet on a picking list

Being Picked •Item is on a picking list

Picked •Items was successfully picked

Excluded •Order item will not be included in the delivery•A reason must be provided (e.g. File not in box)

Page 14: EDC RCOverview

Delivery Creation

• Once all items have been picked• Multiple orders per delivery possible• Error if orders not being picked• Delivery slip not printed if PDT not uploaded

(repeat)• Visually sort items to delivery slip by

customer key

Page 15: EDC RCOverview

States - DeliveriesDeliveries

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

Created •Delivery creation – picking not complete•(*Rush orders trigger immediate delivery creation)

Closed(Delivery slip prints)

•Delivery creation – picking complete•(*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

Page 16: EDC RCOverview

Delivery Routes

• Applies to physical deliveries by RC• Uses template• Create route report for driver • Efficiently download to PDT for Validation and

Delivery with PDT

Page 17: EDC RCOverview

Truck Validation

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

delivery slips

Page 18: EDC RCOverview

Delivery

• Collect information on Delivery slip

Page 19: EDC RCOverview

Return

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

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

Page 20: EDC RCOverview

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)

Page 21: EDC RCOverview

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

Page 22: EDC RCOverview

Verification

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

• Delivery Imaging• Delivery Billing

Page 23: EDC RCOverview

Action Outgoing items Incoming Items Order Delivery

Request placed for barcode labels (order is placed and barcodes are

printed)

Records created in PRE ADD

N/AOrder is created and has a

number but no statusNo delivery exists yet

Orders placed to pickup boxes from the client

N/AItems are OUT or in PRE ADD at

the customer’s siteOrder is created and has a

number but no statusN/A

Orders placed to deliver items to client

Items are in the SELECTED status

N/AOrder is created and has a

number but no statusN/A

Pick (this is normally done several times before the delivery creation

process)

Items are in the SELECTED status

N/AOrder has a BEING PICKED

statusN/A

Delivery creationItems are in the OUT

statusN/A

Affected orders are in the CLOSED status

Deliveries are created in the CLOSED status. Orders for the same client,

delivery address and cycle are grouped together

Truck validationItems are in the OUT

statusN/A Order is in the CLOSED status Delivery is in the ON TRUCK status

Delivery and Return of items with PDT

Items are in the OUT status

Items are OUT or in PRE ADD at the customer’s site

Order is in the CLOSED status Delivery is in the ON TRUCK status

Return of itemsItems are in the OUT

statusItems are in the IN status Order is in the CLOSED status Delivery is in the RETURNED status

Moving files to transit locations and boxes to holding locations

Items are in the OUT status

Items are in the IN status Order is in the CLOSED status Delivery is in the RETURNED status

Refiling itemsItems are in the OUT

statusItems are in the IN status Order is in the CLOSED status Delivery is in the VERIFIED status

Refiling verificationItems are in the OUT

statusItems are in the IN status Order is in the CLOSED status

If some items have not been refiled the delivery will be in the RETURNED status