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Purchase Order Event Management Overview

<Executive summary of business justification(s), business objective(s), high level project deliverables, project vision, all stakeholders, etc..>

Business Objectives

The need for management information – context

Management information is at the heart of any business that strives for continuous improvement. The principal benefits are that the provision of the right information not simply data:

• Ensures that activity is linked to outcome;
• Effort is focused upon needs of customers;
• The management perspective migrates from providing excuses to delivering results;
• Makes performance a culture of continuous process, instead of occasional ‘snapshots’;
• Promotes communication and collaboration.

CyberTrax™ Purchase Order Event Management – overview and benefits

For CyberTrax™ customers, POEM is designed as a web-based platform that provides management tools and visibility of Supplier PO Events and milestones, from the PO Issued date, to the creation of an ASN. There are several benefits:

• Elimination of redundant data entry, built in documentation (pallet labels, shipping instructions, Proforma Invoices and Packing Lists), Embedded regulatory compliance tools and exception reporting will improve and streamline the overall processes, and provide centralized visibility and automated event management efficiencies across global inbound supply chain stake holder groups;
• Delivery of performance data and BI will support a continuous cycle of improvement within a company’s planning, purchasing, and transportation (inbound Supply Chain) groups;
• Reliability and predictability of inbound supply chain events and improved regulatory compliance management tools, along with improved expectation management.

CyberTrax™ KPI and BI module Jaguar Freight Services

CyberTrax™ Purchase Order Event Management – interface

POEM will be designed to provide the same intuitive user experience associated with the Jaguar Freight Services brand, and will be fully integrated with other CyberChain™ solutions (Cybertrax™, ASN Portal™). POEM is a User Interface providing various users with customizable access types (visibility, edit) for the viewing, monitoring, updating and reporting on Supplier Purchase Orders. POEM facilitates a number of functionalities, principally as it relates to managing Purchase Order Events, and provides a centralized, cloud based process, communication and management solution. In line with Cybertrax™, flexibility, customization and scalability underpin POEM’s architecture.

Project Stakeholders & Roles

• Simon Kaye - CEO - Project Sponsor
• Marc Selter - VP - Product Manager
• Alex Dobrovolsky - Director of Technology - Solutions Architect
• Denise Guastella - CT2 Support Manager
• Kostiantyn Ushakov - CEO/CTO Elcosol
• Perry Lee - CT2 Project Manager
• <TBD> - Elizabeth Arden Engagement/Relationship Manager
• <TBD> - Elizabeth Arden Technical Project Manager

Project Management Plan

<Scope Management Plan, Integrated Change Control Process, Quality Management Plan, Communications Plan>

Project Scope

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Project Dependencies

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High-Level Timelines

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Risks

<Identify internal and external risks to the project: schedule, resources, technical, business, cost, market conditions, external vendors/partners, etc..>

• [External Risk] Elizabeth Arden has 5 ERP systems that may not be able to meet all integration specifications.
• [External Risk] Elizabeth Arden Technical Project Managers will dictate timelines. Jaguar Freight Services has no control over EA resources or schedules.
• POEM is the first project to integrate CT2 with Elizabeth Arden ERP systems.

Assumptions / Constraints

<Identify all assumptions and constraints for this project>

Assumptions

• Critical resources (1 FTE Analyst and 1 FTE Developer) will be fully allocated to this project for its entire duration.
• Elizabeth Arden will provide resources and technical assistance when necessary. Any delays or costs associated with EA resources will not be controlled by Jaguar Freight Services.
• All major requirements would have been identified during the requirements/design phase of this project. Any requirements identified post design-phase will have minimal impact on project schedule and scope.
• All changes will undergo formal change control process.
• All non-working periods (personal vacations, holidays, etc..) will be baked into project plan.
• All resources will have adequate knowledge of business & technology to fulfill their roles & responsibilities with minimal training.

Constraints

Business Requirements

<List each business requirement under a separate heading. Also include process flows (UML, Sequence Diagrams, Swimlane, Flow chart, etc..) as applicable>

Purchase Order Event Management Context Diagram

BR1.0 [Manage Purchase Order Life cycle]

The primary objective of Project POEM is to manage the Purchase Order life cycle of Elizabeth Arden Purchase Orders within CyberTrax2. This includes all domestic EA Purchase Orders that are managed and transported by Jaguar Freight Services.

The life cycle of a Purchase Order is born within Elizabeth Arden's ERP system. The purchase order is a contract between Elizabeth Arden and it suppliers. Once a Purchase Order is "ready" it is then sent to CyberTrax2 where it will await confirmation or rejection by an EA Shipper. If a shipper confirms a PO, then he/she can create an Advanced Shipment Notification (ASN) and proceed through the normal life cycle of an ASN (with some new variations).

BR1.1 [Elizabeth Arden ERP Integration]

Elizabeth Arden employ multiple ERP systems. Purchase orders originate from within Elizabeth Arden ERP systems. These Purchase Orders will need to be imported into CT2. The support for bi-directional updates have yet to be determined by Elizabeth Arden. Imports should be logged so that we can backtrack and troubleshoot interface issues if necessary.

BR1.2 [Review/Update PO]

Elizabeth Arden Suppliers will need the ability to review all uploaded Purchase Orders. They need to be able to review Purchase Orders and then update dates and other elements as necessary. Read-only/edit permissions should be flexible and controlled on a per-supplier basis.

BR1.3 [Purchase Order Fulfillment - open, full, partial, or reject]

Shippers need the ability to confirm or reject purchase orders. Shippers will need the ability to fulfill purchase orders. POs will need to be mapped to specific shippers. All updates to POs must be logged.

• Open Purchase Orders - Purchase Orders that are issued in advance and expires after set interval (either date/time or number of executions).
• Full Purchase Orders - Purchase Orders that can be fulfilled in FULL. Shipper has all items in stock and can ship the entire purchase order.
• Partial Purchase Orders - Purchase Orders that can only be fulfilled partially. Shipper has subset of items in stock and can only fulfill a part of the order.

Order Fulfillment Workflow

BR1.3.1.1 [Open Purchase Orders]

BR1.3.1.2 [Full Purchase Orders]

BR1.3.1.3 [Partial Purchase Orders]

BR1.3.1.4 [Create ASN]

Once a Purchase Order is confirmed & fulfilled. The shipper should have the ability to create an ASN. Most of the information in the new ASN should be populated by the PO data. The ASN will then go through a variation of its normal life cycle. Details for automatic approval need to be determined.

BR2.0 [Communication]

CT2 must be able to send notifications to stakeholders regarding PO updates and events. CT2 should have the ability to send automated notifications as well as ad-hoc communications that are initiated by end-users.

• Automated Notifications
  • Send notification to all stakeholders if:
    • <placeholder for cases>

BR3.0 [Documentation]

CT2 must be able to generate and store standard PO related documents (regulatory compliance, shipping labels, shipping instruction, etc..). Shipping instructions will be stored in the system as-is. However, shipping labels, regulatory compliance documents must be generated from within CT2.

• Templates and layout to be defined

BR4.0 [Reporting]

CT2 should allow for exception reporting for certain PO events (Dashboard reports). Must also implement KPIs from PO metrics (cycle times).

• Download to Excel feature

Purchase Order should be reportable on "Where is" and "Main report"

KPI Dashboards:

• On-time: Ship Date
  • Number of shipments that were shipped on time. Purchase Order may specify a ship date (so that shipments are not delivered too early).
• On-time: Due Date
  • Number of shipments that were delivered on time.
• In Full - Partial Shipments
  • Number of Purchase Orders that were fulfilled in FULL.
  • Number of Purchase Orders that were fulfilled in PARTIAL.
• Lead Times (created to approved, approved to ASN, etc..)

BR5.0 [International Support]

International Suppliers, Shippers, and Planners are in scope for this project. All modes of Transportation will need to be supported.

• Need to sync up with Tira

BR5.1 [International Currency Support]

POEM will need to support multiple currencies.

BR6.0 [SKU Management]

Users will need to be able to manage SKUs/Items within CT2. They need the ability to manually enter in SKU/Items. CT2 must also support SKU updates via an automated process (EDI..?).

BR7.0 [Quality Assurance Module]

Suppliers frequently send their products out to quality assurance vendors for quality testing. CT2 should be able to support this workflow. Supplier can mark an item as "ready for QA", CT2 will send a notification out to the QA vendor. A quality tester can then log back into CT2 to either pass or fail a specific item.

Item/SKU Data Elements

• Hazardous - YES/NO
  • If an item is Hazardous, additional attributes will need to be associated with the item.

Requirements Checklist

<Identify all functional and non-functional requirements. Maintain standard headings. If a specific requirement is not required, note as Not Applicable. Each functional requirement must trace back to a specific business requirement.>

Technical Design & Solution

Mock ups

<Include mock-ups of UI changes, report changes, etc..>

Technology Stack & Architecture

<Include changes to existing Technology Stack & Architecture - new libraries, updated library versions, new software/hardware, new interfaces, etc..>

Technical Diagrams (Flow Chart, Sequence, UML, Systems Architecture, Technical Architecture, Data Architecture, etc..)

<Include architecture diagrams and flow charts>

Web / Application (New/Modified classes, methods, etc..)

<List new or modified classes and methods>

Database (DDL changes - new/modified tables, indexes, stored procedures, etc..)

<Summarize database changes>

Data Elements (Refer to Excel document in Mantis)

Mantis: http://ct.jaguarfreight.com/mantis/view.php?id=3574

Configuration (Config File changes)

<Summarize config changes>

Logging (Log File changes)

<Summarize Log File changes and locations>

External Interfaces (EDI Message(s), external vendors)

<Identify any new external interfaces. Include sample request and reply along with field definitions. Include Source/Target server(s)/webservice(s) and functional accounts. If this is a modification of an existing EDI message, include samples of current message(s) and new message(s)>

Open Questions

[Submitted by Perry (5/23/2012)]

• Determine ALL Elizabeth Arden integration points (P.O. Issued by companies?) Need to figure out where and how many data sources we’ll need to deal with.
• Try to obtain sample Purchase Orders from all EA P.O. Issued by companies..
  • Using sample Purchase Orders, clarify required data elements to support Purchase Order Event Management within CT2. Will EA provide requirements or will JFS provide requirements? Need to verify that their ERP systems have those data elements available.

[Submitted by Perry (5/30/20120)]

• Please confirm definitions for below PO states...
  • Open [Once a PO is created and imported in CT2]
  • Impending [Once a PO has been confirmed by Shipper]
  • Past Due [If a PO has not been confirmed and due date is < X days]
  • Cancelled [If a PO has been rejected by Shipper or rejected by Supplier]
  • In Transit [Once a PO has been fulfilled, ASN created, and shipped]
  • Delivered [Once shipment has been received]

• Who will provide regulatory information?
  • Tax ID
  • Customs ID
  • Regulatory ID
  • Manufacturer ID

• Need samples of required documents..
  • Shipping Labels
  • Shipping Instructions
  • Pro-forma invoices