I-Portal REQUIREMENTS

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Mantis

Mantis 3547 http://ct.jaguarfreight.com/mantis/view.php?id=99
Code Branch To Be Determined
DEV Environment To Be Determined
QA Environment To Be Determined
SIT Environment To Be Determined


Introduction

The primary objective of International Portal (I-Portal) is to create a platform for CyberTrax2 to transform into Software-As-A-Service (SaaS) system that Jaguar Freight Services can offer as a fee-based service to external clients. Clients would be able to manage all aspects of their shipments from within CyberTrax2 for both domestic and international shipments. The portal should provide client users with the ability to create shipments, approve shipments, track shipments, etc.. This will streamline a business process of submitting and approving shipments and seamless communication at Elizabeth Arden. It is proposed to provide a web portal that can expand to cover other modes of transportation for international shipment as an additionfrom truck domestic shipments portal. Required software is a tool that allow a supplier to enter an Elizabeth Arden international traffic order as well as planner to approve shipments for transportation and additional features for automated system.


The portal must be web accessible, secure, user-friendly, flexible, and scalable. The portal must also take into account data visibility rules (Clients will only be able to edit/view their own data) and system performance. This portal is mimic from ASN portal (Trucking domestic portal for Elizabeth Arden)


There are a number of features that should be postponed and released in phase two. This was done to launch international portal with core features with/without automated Purchase Order Event Management as soon as possible.

Functionality Overview

High Level Deliverable

  • Flexible Entitlements Management System
  • Flexible admin functionality for each user role
    • Shipper
    • Shipper/Supplier from POEM
    • Planner with different kinds of approval process
    • Auto approval
    • Auto reject
  • Flexible admin for different workflows
  • User Interface Templates
  • Flexible templates for users what fields are available/unavailable read or write access
  • User visibility
  • External user Specific Reporting
  • Search/where is record(s) report
  • Download to Excel
  • Sorting ascending/descending
  • Internal user Specific Reporting
  • Dashboard/KPI
  • Download to Excel
  • Optimize current CT2 Client performance

Summary

  • Existing ASN portal should support two additional user roles for international shipments:
  • Shipper (a.k.a. Supplier)
  • Planner (a.k.a. EM)


Core Shipper User Functionality:

  • Manual creation
  • Create CT record
    • upon shipment type selected, info will be required
  • Edit CT record
    • upon shipment type selected, some info will be read only some is available to edit
  • Delete CT record
  • View CT record
  • Clone CT record
    • upon shipment type selected, some info will be read only some is available to edit
  • Notifications
  • Appropriate visibility
  • Automated Purchase Order Event Management
  • See POEM
  • Edit CT record
    • some info will be read only some is available to edit
  • Delete CT record
  • View CT record
  • Submit to create CT record
  • Notifications
  • Appropriate visibility
  • Flexibility admin for shipper's functionality


Core Planner User Functionality:

  • Single approval process
  • View CT record
  • set "approval status" on selected CT record with/without info required
  • notifications
  • appropriate visibility
  • Double approval process
  • View CT record
  • set "approval status" on selected CT record with/without info required
  • notifications
  • appropriate visibility
  • Special case approval
  • MOT: Air requires the top management to approve. This is an additional case from single or double process that will require an authorized person to approve. This should have another area for admin setting for who has this authorization to do this special case request.
  • Auto approval
  • After record creation X hrs
  • Flexibility admin for planner's functionality
  • Flexibility for Admin to manage PO Issued by for other E0. Client company as well as mapped to E1. Client company


Client Functionality and Changes:

  • should not be affected
  • shipment becomes available on client for client visibility rule including E1. client company mapped with PO.Issued by


Core Jaguar User and Cybertrax Internal Functionality:

  • non jaguar user profile will have 3 roles defined
  • Client
  • Shipper (International portal and Domestic portal)
  • Planner (International portal and Domestic portal)
  • Jaguar User will see new additional fields
  • Jaguar User will see only shipments on Live tab when the CT has been approved by a planner or auto approved by system with rule set in admin
  • Jaguar User will see shipment with MOT or without MOT
  • Logic will be provided for each use case such as:
    • Jaguar user can edit MOT
    • MOT becomes read only field by approval process for MOT from portal
    • System automatically assign MOT with some criteria
  • constraint on how many lines commodity table might have
  • some fields might become read only
  • additional report
  • dashboard report for approved shipments by modes with ability to create a group shipment
  • validation
  • Jaguar User will be able to create a group from list of shipment
  • etc

Project Stakeholders & Roles

  • Simon Kaye - CEO - Project Sponsor
  • Marc Selter - VP - Product Manager
  • Alex Dobrovolsky - Director of Technology - Solutions Architect
  • Montira Renfrew - CT2 Systems Analyst/ CT2 Project manager
  • Konstantin Ushakov - CT2 Software Developer (Elcosol)
  • Denise Guastella - CT2 Support Manager

Project Scope

<Identify in-scope and out-of-scope items>


Out-Of-Scope

  • SAS 70 & ISO27001 Compliance
  • Web Application Penetration Tests
  • High Availability (HA) Disaster Recovery environment(s)
  • 100% integration of both Internal CT2 & Client CT2
  • Functional & Non-Functional gaps in Internal CT2


Project Dependencies

  • POEM project
  • DR/KPI project


High-Level Timelines

<High-level milestone dates>


Risks

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

  • Flexibility to implement to support many different workflows require more time
  • [Extermal Risk] Without customers' requirements or feedback, it will be hard to guess what to implement and this is high risk in term of cost, resources that we offers something that they do not want
  • [External Risk] Elizabeth Arden can have different workflows inside the company for different users, systems may not be able to meet all the workflows. Need to make all different workflows to meet a few workflow standard as to avoid implementing too complex and too specific workflow for each individual users.

Assumptions / Constraints

<Identify all assumptions and constraints for this project>

Business Requirements

Figure 1: Supplier/Shipper automatically generates CT record(s) by submitting P.O. to ASN portal. See diagram below.


Figure 2: Reject CT that was submitted from POEM


Figure 3: Supplier/Shipper manually generates CT record(s) similar workflow as Truck-Dom portal. See diagram below.


Figure 4: Supplier/Shipper generates CT record(s) for LDP shipments. See diagram below.

200


Figure 5: Supplier/Shipper generates CT record(s) for USA inbound shipments. See diagram below.

File:USAInbound.JPG


Figure 6: Supplier/Shipper generates CT record(s) for International shipments: Ocean. See diagram below.

File:OceanShipment.JPG


Figure 7: Supplier/Shipper generates CT record(s) for International shipments: Air. See diagram below.

File:AIRshipment.JPG

BR 1. Core International Shipper Functionality

BR 1.1 Creating Shipper User and Shipper Profile

Admin - all CTs are created by specific Shipper user must have:

  • MOT
  • Include mode [Y/N]
    • IF [Y]
      • THEN Default MOT is selected and information for shipment is required for particular mode
    • IF [N]
    • THEN MOT is read only when it is available on the view shipment
      • MOT is not available for shipper to edit, only when planner or Jaguar operator assign the MOT
  • NOTE: Upon shipment creation, shipper must provide information for all possible MOTs up front. See information below.
    • Shipper must know Shipment type whether it is USA inbound, LDP, or International (Intl)
      • THEN information for particular one will be required. So if it is International shipment, no Truck info to be provided only Ocean information. 
One example of use cases:

MOT> Truck (Ship from and ship to within US and Canada) or International

IF it is Truck , question shipper whether it is LDP or USA inbound shipment?
    IF it is LDP, THEN E0. client company is not equal to EA DOM PORTAL(other), THEN question whether it will be shipped by ocean(truck-ocean) or truck or air(truck-air)
         IF it is Ocean, THEN container detail is required such as how many containers and what size per container
         IF it is Truck, THEN question how many trailers? and what size of each trailer? option: 48", 53", or LTL (Less than truckload)
         IF it is Air, THEN no other info required.
    THEN --> NON TMS
    IF it is USA inbound, THEN E0. client company is EQUAL to EA DOM PORTAL, THEN question whether it will be FTL (Full truck load) or LTL (Less than truck load) or the combination, how many trailers and size will be asked.
         IF it is LTL and one line item, no other information is required.
         IF it is FTL, question how many trailer and what size for FTL? option 48", 53", or LTL
         IF it is FTL and LTL, how many FTL and LTL and what size of each FTL
    THEN --> TMS

IF it is International, question shipper whether it is Air or Ocean?
   IF it is AIR, no other info required
   IF it is OCEAN, question whether it is FCL or LCL
        IF LCL, no other info requires
        IF FCL, Question how many containers? and what size per container? Option: 40 HQ, 40 DV, 20 DV, 45 DV
  • E0. Client Company
  • Relationship: one to many (one shipper: many E0. Client company)
    • Phase I: Start with one shipper: one E0. Client company
    • one portal: one shipper: one E0. Client company
  • Shipper
  • Relationship: single selected, one shipper company
  • Shipments Weight in [LB/KG]
  • Default value
    • LB only
    • KG only
    • KG and LB
  • Currency in [USD/EUR/GBP/HKD]
  • Default value
    • single select or multiple select option
  • CT Creation
  • IF POEM = [Y] THEN requested P.O. are automated available to submit to create a CT record
  • IF Manual = [Y] THEN apply manual record creation
  • IF POEM and Manual = [Y] THEN allow automated and manual CT record(s) creation


NOTE: These parameters must be defined in the Shipper Profile which is a part of the Client Profile:

1) located in "Edit user profile" window and specify role and additional specific info
2) link to UI mock-up see []


Shipper's role for current user role profile appoints through selecting shipper user role and identify shipper account on additional tab on the separate Shipper/Supplier Role Profile section:

  • functionality - when shipper roles is assigned for the user role then user is a Shipper.
  • Specific shipper profile must be defined:
  • MOT - enable/disable
  • E0. Client company - mandatory
  • Shipper - mandatory
  • CT creation - mandatory
  • Shipments Weight in [LB/KG] - mandatory
  • Currency in [USD/EUR/GBP/HKD] - mandatory


USE CASES for shipper's profile

Shipper MOT:

  • MOT: defined MOT default to be read only [Air or Ocean or Truck-Dom]
  • IF MOT = Truck DOM, THEN direct to Truck-Dom portal
  • IF MOT = Air or Ocean, THEN direct to International portal, provide necessary info regarding MOT
  • NOTE: Future - combine to be one portal for Truck-Dom and International portal. Or if it can be easily combined from the beginning THEN do it but to ensure that will not affect Truck-Dom current functionality
  • MOT: defined MOT option to be able to edit [Air, Ocean, Truck-Dom, Truck-Ocean, AND Truck-Air]
  • IF MOT = Air and Ocean, THEN give ability for shipper to assign MOT [Air or Ocean]
  • IF MOT = Truck-Dom AND Air AND Ocean, THEN give ability for shipper options/menu to select Truck-DOM OR [Air and Ocean] International Portal
  • NOTE: Future - combine to be one portal for Truck-Dom and International portal. Or if it can be easily combined from the beginning THEN do it but to ensure that will not affect Truck-Dom current functionality
  • MOT: No MOT defined. Shipment will be created [without MOT] but provide all possible info to help planner approve shipment with MOT.
  • Detail will be required for possible use cases for planner to approve.


Shipper E0. Client Company:

  • E0: defined E0 default to be read only [E0. Client Company]
  • IF E0.Client Company = EA DOM PORTAL, THEN default to EA DOM Portal
  • E0: defined E0 for multiple E0. Client Company to edit such as Elizabeth Arden and Coty
  • IF EO.Client Company = Elizabeth Arden AND Coty, THEN give option to 2 portals; one for Elizabeth Arden portal, and the other is Coty portal
  • NOTE: Multiple E0. Client companies - Multiple portal environments for each E0. Client Company each portal


Shipper Shipper (T1):

  • Shipper (T1): [one:one]
  • value - must be selected one from the list of Shippers. This list reflects the set of records from "Admin > Address Book > Transportation" with T1="Yes".


Shipper CT creation:

  • CT creation: Option dropdown
  • POEM Only
  • Manual Only
  • POEM and Manual
  • value:
    • IF POEM is selected, THEN apply POEM automated workflow to shipper Refer POEM admin and not allow to create CT manually
    • IF Manual is selected, THEN enable manual process/workflow of CT record(s) creation to shipper
    • IF POEM and Manual is selected, THEN allow both automated and manual CT record(s) creation


Shipper Shipments Weight in:

  • Shipments Weight in: option from drop down list for single select:
  • LB only
  • KG only
  • LB and KG


Shipper Currency:

  • Currency: this is currency options for setting default value for shipper to view or edit
  • [ ] EUR () Default value
  • [ ] GBP () Default value
  • [ ] HKD () Default value
  • [ ] USD () Default value
  • Default value MUST be one currency among selected currencies

BR 1.2 Create CT record

Automated CT record creation

[a] Shipper/supplier submits purchase order with quantity and some handful of information from POEM to generate CT record(s) and pass through generated CT record(s) to ASN
[b] CT record(s) that were passed through ASN will display on NEW tab for both shipper and planner portals
[c] Shipper can edit CT record(s) on allowed field(s) until planner applies approval process
[d] Upon saving the modified information entered, an automatic validation notification will "pop up" asking the user to review the following information that they entered, including the shipment CT records. To go back to edit or proceed to save. Read more here: CT preview and disclaimer screen
[e] Upon user clicking on save on CT preview and disclaimer screen: automatic confirmation will "pop up", reconfirming the information. Read more here: CT confirmation screen
[f] CT record(s) was submitted through POEM or modified by a shipper company through ASN portal should display for ALL users who are a part of the same shipper company
[g] ASN ID field should be needed upon save for CT records creation. One ASN can be contained many CT records.
  • Supplier/shipper should be able to provide all the information that will help planner to make approval for the mode. Shipper will provide container info for ocean shipment and trailer info for truck shipment.
  • It allows shipper to create 1 ASN for multiple line items that will ship together such as upon creating 1 ASN, shipper enter 5 commodity line items; 1 CT per line (validation per line)
    • If this ASN ID is international shipment for ocean and shipper knows right away that he will be shipping this ASN by ocean for 2 FCL and 1 LCL:
      • line 1 (CT 1) and 2 (CT 2) are shipped in 1 FCL,
      • line 3 (CT 3) and 4 (CT 4) are shipped in 1 FCL,
      • and the 5th line is shipped by LCL as it is less container load.
  • Once the planner view the records on new tab, planner should be able to see which CTs were created at the same time in 1 ASN...and it will help the planner approve easier in term of approval shipments for all CTs or just partial ASN by approve CT1 and CT2 together as they ship in 1 FCL and reject the rest or approve the rest if they wish, but this needs to be treated as the same container CT records to be together...so planner can view it easily whether which one is created to move with which CT record....etc.
  • Approval process, if CTs are shipped together in one container, this must be either approved or rejected together. It cannot be separated shipment within a container for approval. Approval status: Approve or Reject. If it is rejected then shipper has to re-create those shipments to ship separately if they wish.
  • If status is rejected THEN feed back info to POEM as well as send out notification
[e] See figure below
Figure BR 1.2.1 Edit and View CT record that was submitted via POEM by shipper

Manual CT record creation

[a] Shipper will be able to add Cybertrax 2.1 Client (glossary)#Shipping request once the product is ready to ship.
[b] See detailed definitions of shipments fields in Cybertrax 2.1 Client (data dictionary).//// Update data dictionary is needed
[c] They can enter a number of lines of PO/SKU’s for only one E.M. at a time, including the piece price per PO/SKU.
[d] System will create one CT record per commodity line.
[e] Upon saving the information entered, an automatic validation notification will “pop up” asking the user to review the following information that they entered, noting the disclaimer. Read more here: CT preview and disclaimer screen
[f] Upon user clicking save:
[g] Records created by a shipper company should display for ALL users who are a part of the same shipper company
[h] ASN ID field should be needed upon save for CT records creation. One ASN can be contained many CT records.
  • Supplier/shipper should be able to provide all the information that will help planner to make approval for the mode. Shipper will provide container info for ocean shipment and trailer info for truck shipment.
  • It allows shipper to create 1 ASN for multiple line items that will ship together such as upon creating 1 ASN, shipper enter 5 commodity line items; 1 CT per line (validation per line)
  • If this ASN ID is international shipment for ocean and shipper knows right away that he will be shipping this ASN by ocean for 2 FCL and 1 LCL:
    • line 1 (CT 1) and 2 (CT 2) are shipped in 1 FCL,
    • line 3 (CT 3) and 4 (CT 4) are shipped in 1 FCL,
    • and the 5th line is shipped by LCL as it is less container load.
  • Once the planner view the records on new tab, planner should be able to see which CTs were created at the same time in 1 ASN...and it will help the planner approve easier in term of approval shipments for all CTs or just partial ASN by approve CT1 and CT2 together as they ship in 1 FCL and reject the rest or approve the rest if they wish, but this needs to be treated as the same container CT records to be together...so planner can view it easily whether which one is created to move with which CT record....etc.
  • Approval process, if CTs are shipped together in one container, this must be either approved or rejected together. It cannot be separated shipment within a container for approval. Approval status: Approve or Reject. If it is rejected then shipper has to re-create those shipments to ship separately if they wish.
  • If status is rejected THEN send out notification to shipper so that shipper can re-create ASN
  • Shipment type is required for shipper to enter specific information needed.
    • Shipper should provide all information for all the IF MOTs use case possibility. Shipper does not assign the MOT. Shipper is providing all possible info upon creation ASN to help Planner to approve with MOT!
    • Shipper only know SHIPMENT TYPE (this is a new field that will be paring with MOT) upon creation:
    • Question to shipper upon creating ASN: 
1)	Shipper must know right away whether it is USA DOM, TRUCK-AIR(LDP), TRUCK-OCEAN (LDP), or International shipment. THIS IS CALLED “SHIPMENT TYPE” not MOT. On new tab, shipment type column must be showing. 
2)	For International shipment(it is still a question mark??? at that time as shipper does not know how to move shipments so information must be  provided as much as he can to help planner to approve with MOT either AIR or OCEAN(FCL, LCL). MOT will be available once planner approves! And it will show on MOT column as AIR, Ocean FCL, Ocean LCL, Truck-Air, Truck ocean, Truck Dom.

Shipment Type     | MOT pairing              
USA DOM           | Truck DOM
LDP               | Truck Ocean
LDP               | Truck Air
INTL              | Air
INTL              | Ocean
[j] See figure below
Figure BR 1.2.2 CT record that was created manually by shipper

[k] Step for CTs creation:
  • Upon creating shipment(s) to ASN, shipper clicks ‘’Add’’. On Create Shipment page, information is required:
  • Shipper: Default from the profile – read only
  • Pick Up Location: Copy from shipper [Y/N] if it is [N] then select pick up address.
  • Ship to Location: Select ship to location address
  • PO Issued by: Select from drop down list (This list depends on E0. Client Company: this should be managed from admin PO Issued by per E0.client company)
  • Created by: Default from user profile by system – read only (Name, date time stamp)
  • Pick up Instructions: text box
  • Commodity Description: text box
  • Cargo Available:
  • Cargo Due: display for view
  • Last update date and time: System – read only
  • Earlier ship date: calendar field - Default the same date as cargo available date
  • Latest ship date: calendar field
  • Pick up Trucker Name:
  • Est. Pick up date:
  • Act. Pick up date:
  • Delivery Trucker Name:
  • Est.Delivery date:
  • Act.Delivery date:
  • Shipping type: upon type selected, required fields display to be filled with questions to shipper


Figure BR 1.2.2.1 CT record that was created manually by shipper for LDP Ocean container shipments

File:LDPOcean.JPG

Figure BR 1.2.2.2 CT record that was created manually by shipper for LDP Truck Dom shipments

File:LDPDom.JPG

Figure BR 1.2.2.3 CT record that was created manually by shipper for LDP Air shipments

File:TruckAir.JPG

Figure BR 1.2.2.4 CT record that was created manually by shipper for USA Inbound Truck Dom shipments

File:USADom.JPG

Figure BR 1.2.2.5 CT record that was created manually by shipper for International shipments

File:Intl.JPG

CT preview and disclaimer screen

This screen is for the operator to "review" and "confirm" that the information they entered is correct.

This screen should contain the following information:

CT confirmation screen

This is a confirmation to the supplier of the information they just entered and should contain the following information:

Constraint on the number of lines in Commodity table in CTs created by Shipper User

Commodity table in CTs created by Shipper may have only ONE line.One line one CT. Many lines many CTs in one ASN

Show all addresses

  • Ship to Location
  • Pick up Location

Mark validation clearly

1) Add red star to required field 2) Add note to the screen "Both Loose Pkgs and Plts cant be zero at the same time on one line."

BR 1.3 View list of CT records as a shipper

  • Shipper can view records that anyone in their company created.
  • Columns heading should have mouse over label (description).
  • Shipper should have ability to print the CT record that they view (print friendly)
  • View CTs table definitions:
  • Columns for New Tab:
    • CT Record
    • Created On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
    • CBM
  • Columns for Approved Tab:
    • CT Record
    • Approved On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
    • CBM
  • Columns for Hold Tab:
    • CT Record
    • Approved For
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
    • CBM
  • Columns for Rejected Tab:
    • CT Record
    • Rejected On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
    • CBM
  • Columns for Delivered Tab:
    • CT Record
    • Created On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
    • CBM
  • Columns for Archived Tab:
    • CT Record
    • Created On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
    • CBM


  • Default order: Latest CT on top
  • Sortable?: Yes, ascending and descending,throughout all the shipments for all pages
  • Search feature: See #Search_feature_on_List_CTs
  • Action buttons per tab definitions:
    • Action Buttons for New Tab: Add, Copy or Clone, View, Edit, Delete
    • Action Buttons for Approved Tab: Copy or Clone, View
    • Action Buttons for Hold Tab: Copy or Clone, View
    • Action Buttons for Rejected Tab: Copy or Clone, View
    • Action Buttons for Archived Tab: Copy or Clone, View
    • Action Buttons for Delivered Tab: Copy or Clone, View

BR 1.4 Edit CT record

What CTs Shipper may edit RULE

  • Shipper user may edit only records she created

When to lock CT record for edit by Shipper RULE

  • Shipper may edit an existing CT before it is approved or placed on hold or rejected by a planner.
  • Shipper may edit an existing CT before it is locked based on ship date for each mode.
  • The criteria should be set in admin module such as Air and Ocean shipments are locked X days before a ship date


BR 1.5 Delete CT records

What CTs Shipper may delete RULE

  • Shipper user may delete only records she created

When to lock CT record for delete by Shipper RULE

  • Shipper may delete an existing CT before it is approved by a planner, placed on hold by a planner or rejected by a planner.
  • Shipper may edit an existing CT before it is locked based on ship date for each mode.
  • The criteria should be set in admin module such as Air and Ocean shipments are locked X days before a ship date


BR 1.6 Clone CT Record

  • Not applicable for shipment that was submitted via POEM. Enable for only manual CT record creation.

Field for text box/area that must be read only on Add/Clone shipments

  • Shipper
  • Pick up Location
  • Ship to Location
  • Created By
  • Total Value

Clone feature Exception

  • Cargo Available Date: This should be the current date, do not copy the clone date
  • E0.Client Company: This should be the same as it is set on Shipper user profile, do not copy the clone E0.Client Company
  • MOT: This should be the same as it is set on Shipper user profile, do not copy the clone MOT
  • NOTE#1: Make E0.Client Company and MOT fields for all the shipments that were created by shippers to be READ ONLY fields on the internal application. Not allow operator to change E0.client company and MOT from the individual CT, group CT, etc.
  • NOTE#2: For the group case that contained some shipments that created by shipper, should have some validation and show err message that E0. client company/MOT cannot be changed if operator tries to change the E0.client company and/or to MOT to different company or MOT that was set as shipper user profile.
  • Prevent user to clone CT with unapproved and archived addresses.

BR 2. Core International Planner Functionality

Planner user has an attribute PO issued by that regulates what CTs planner may see/authorize.

  • A planner user can see/authorize one or one to many PO issued by. This is exist currently under planner user profile admin setting.
  • A planner user can see/authorize shipment with/without modes of transportation
  • A planner user can be set to authorize shipment as single or double approval process
  • "PO issued by" can be add/set under Admin > Transportation > PO Issue by
  • An auto-approval process can be defined for particular shipments with PO. Issued by, MOT, E0. Client company for example. System automatically approves CT record(s). No need a planner role.
  • Logic defined:
    • PO. Issued by
    • MOT
    • E0. Client company
  • Admin: Set up PO Issued by to be mapped to E1.Client company. This will apply to client visibility role on Client application


BR 2.1 Creating Planner User and Planner Profile

Admin is required for:

  • Set up a planner role with PO Issued by and type of user (basic or super user) for double approval process if required
  • This is located at Users admin > User Profile > Planner role > Authorization/Planner/EM Role > Authorize CTs with PO Issued By:> [Super planner if required]
  • Set up PO Issued by company
  • This is located at Transportation admin > PO Issued by
    • Name
    • Approval process:[dropdown]
      • Single
      • Double
      • Auto
  • Cargo Due Date feature [enable/disable]
  • Set up Auto Approval process admin
  • This can be located at the same area as PO Issued by if necessary
  • Shipper [combo box to allow multiple select]
  • Add,Edit, and Remove functionality for setting:
    • PO Issued by
    • E0.Client company
    • MOT auto assign
    • These 3 can be set upon Add or Edit.
    • Display list of combination:
      • Shipper<>: <PO issued by>, <E0. Client Company>, <MOT auto assigned>
      • One shipper can have many combination of <PO issued by>, <E0. Client Company>, <MOT auto assigned>. This can be listed in a table


USE CASES for planner's profile

Planner MOT:

  • MOT: Default MOT read Only derived from Shipper
    • Allow planner to approve a shipment with default MOT
  • MOT: Select MOT
    • Allow planner to approve a shipment with MOT assigned for shipment with/without MOT assigned by shipper

Automated Approval process:

  • With MOT pre-defined (Admin)
  • Without MOT pre-defined such as undefined mode (Admin)


BR 2.1.1 Auto Approval process

Admin module must provide some setting for particular shipper and E0. Client company for shipments that will skip planner process and system automatically approve the CT record with MODE assigned that can be set in Admin

Figure 2.1.1 CT record for automating shipment approval process by system


BR 2.1.2 Manual pproval process

Planner role must be set under admin module with required information for types of approval process and for what PO Issue by company.

Figure 2.1.2 CT record for manual shipment approval process by planner(s)


BR 2.2 View list of CT records as a planner

  • [a] Planners may view only all records they have visibility to.
  • [b] Visibility is defined through PO issued by CT field defined in Planners profile.
  • [c] Planners should have ability to print the CT record that they view (print friendly)
  • [d] View CTs table definitions:
  • Columns for New Tab:
    • CT Record
    • Created On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
  • Columns for Approved Tab:
    • CT Record
    • Approved On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
  • Columns for Hold Tab:
    • CT Record
    • Approved For
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
  • Columns for Rejected Tab:
    • CT Record
    • Rejected On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
  • Columns for Delivered Tab:
    • CT Record
    • Created On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
  • Columns for Archived Tab:
    • CT Record
    • Created On
    • Pick Up Location
    • Delivery Location
    • PO
    • SKU
    • Qty
    • Piece Price
    • Total Value
  • Default order: Latest CT on top
  • Sortable?: Yes, ascending and descending, throughout all the shipments for all pages
  • [d] Search feature: See #Search_feature_on_List_CTs
  • [e] Action buttons per tab definitions:
    • Action Buttons for New Tab: Set approve status (approve, hold, reject) & View
    • Action Buttons for Approved Tab: Set approve status (approve, hold, reject) & View
    • Action Buttons for Hold Tab: Set approve status (approve, hold, reject), View and Set Approved for Pick Up On:
    • Action Buttons for Rejected Tab: View
    • Action Buttons for Archived Tab: View
    • Action Buttons for Delivered Tab: View

BR 2.3 Authorize CT records

[a] Planner may authorize records by setting a status: Approve, Hold or Reject.With or without additional required field(s)

[b] This would be for the entire quantity entered. If CT may be approved with another quantity then:

  • planner should reject this CT
  • planner should notify shipper about this situation
  • shipper should create another CT with new quantity (clone CT feature might be used to speed up this)

[c] Every time status is changed system will:

  • request Planner to post comment except for setting "Approve" Status; feature allows the planner to note “why” this shipment was placed on hold (this is for the suppliers benefit as well).
  • comment will be recorded in the authorization status history
  • send a status notification to the supplier

[d] Shipment(s) that is approved by a planner must effect CT's Authorized fields on General Tab on Internal App as below:

  • Authorized by: planner name
  • Authorized on: Approved on date
  • Authorized MOT: Truck

Approve Status

[a] This status indicates that the CT is approved to ship immediately.

[b] This status cannot be changed to any other status.

[c] Once this status is set to a CT, it will show on internal live tab.

[d] Once this status is set to a CT, it will show on the TM shipments page.

Reject Status

[a] This status indicates that the CT cannot ship.

[b] This status cannot be changed to any other status.

Hold Without Approved For Pick Up On Date Status

[a] This status indicates that the decision has been postponed.

[b] This status can be changed to Reject, Approve or Hold with a date status.

Hold With Approved For Pick Up On Date Status

[a] This status indicates that CT will be in Hold status until "Approved for Pick Up On:" date. On that date Status will automatically change to Approved Status.

  • CT record that has an "Approved for pick up on" date, will show on the internal live tab, TDS, TMS & quick link 72 hours before the current "Approved for pick up on" date set by planner.

[b] Status can be changed to Approved, Rejected or Hold Without Approved For Pick Up On Date Status

[c] This date maybe changed to another date or cleared as many times as required but is subject to #Approve for pick up on date constraint constraint - see below.

[d] This date is affected Cargo Available date. If the hold with date is set, cargo available date is automatically updated to the same day as the hold with date.


Approve for pick up on date constraint

  • If this date is currently blank then it can be set to today or any day in the future
  • If this date is already set then it can be set to any date in the future unless the following is true:
    • currently set date is less than 72 hours in the future. In this case date can not be changed (because this MUST not be changed as Jaguar operator probably set up a truck to pick up product already).
    • Warning message: CT#XXXXXX: This date cannot be changed as the previous date is within 72 hours of today's date

BR 3. Core Jaguar Functionality

Once CT record has been approved from ASN portal, it will become available to Jaguar operator on Internal Application. KPI/Dashboard for approved shipment is needed for easy way of accessing, viewing, updating, or even create a group.


BR 3.1 Dashboard for approved shipments for I-portal

  • Separated tab for each mode for total number of CT records that have been approved
  • Undefined
  • Air
  • Ocean
  • Truck-Dom
    • For current Truck-Dom Stat Dashboard, leave it the way it is for now as it shows number of approved, routed, and picked up and it is helpful for Jaguar operator. The additional dashboard should be created to show number of Approved shipment only for MOT listed above for the first phase. See #Figure 3.1.2 Dashboard for approved CT records
  • Admin to enable/disable is required for I-portal Approved CT records
  • Dashboard functionality
  • total number [hyperlink] to HTML report for detail CT records
    • CT# [Hyperlink]
    • Filter should be provided
    • Update field functionality
      • Create a group functionality should be added
    • Download to excel

Figure 3.1.1 Approved CT records are available for Jaguar operator to view and update

400

Figure 3.1.2 Dashboard for approved CT records


BR 4. Core Client Functionality

  • Once CT records are available on Internal Application, it should also be available on shipment list on Client Application as well with client visibility rule for CT records.

Functionality on client application should stay the same. CT record should be able to access via quick link if client has visibility to that particular record. Other functionality on client application currently should apply to the CT records that are available on client application as well.

  • Provide ability for client on client application to be able to create a CT record with limited functionality [not on phase I: TBD].

BR 5. Misc Functionality

Planner comments screen

Authorization History

Notification feature

Auto: Receipt for created CT by Supplier

Manual: Receipt for created CT by Shipper

Planner Notification Emails

Status notification Approved
  • Planner approved
  • Auto approved
  • Jaguar assigns Trucker
Status notification Manual Reject without a comment
Status notification Manual Reject with a comment
Status notification Auto-Reject
Status notification Hold without a date
Status notification Hold with a date

Notification when trucker assigned by Jaguar

System Auto-Reject Email Notification

One user with multiple roles feature

Creating CT records by cloning feature

Admin for a load

  • Truck - Trailer Per Load
  • Air
  • Ocean
  • Standardize CT record per line item

Search feature on List CTs

History Log

Constraint for Archived Tab for Shipper and Planner

  • Shipment should move from Delivered Tab to Archived Tab when its shipment actual delivery date pass 180 days.

Shipment accessibility

  • All the shipments that are created new by shippers, put on hold without a date, on hold with a date more than 72 hours, or rejected by planners SHOULD NOT be showing on the internal Trucking Live shipment list. Not allow Jaguar operator to access these shipments on anyhow such as through shipment list, quick link, virtual group and CTs that are listed on the NPA view new requested address. These shipments must not be showing for Jaguar operator to update or edit fields, because these shipments can be rejected by planners which Jaguar operators should not get involved.

Email confirmation for shipper account created

Email confirmation for planner account created

Support Link

Web Portal Search Line Download to Excel

SKU column width and Copy feature

When 2 planners set ANY Status to the same record at the same time

2 different planners at the same time, set 2 different status to the same CT record. The system replaces the last value set, add warning message to advise user to refresh their browser as another user has already set a status.

Automatic Shipment Rejection Function

  • System will automatically rejects all the shipments on New Tab that have Created On Date value greater than X days compared to today date.This is managed via Admin>Client> Shipper Portal for auto reject feature. This should be the same for all modes. Truck-Dom is using this feature currently.
  • Rejected shipments will be moved to the Rejected Tab.
  • E-mail notification will be sent out to notify the shipper who created the CT record that “This shipment has been automatically rejected by the system, due to X days of inactivity. Please contact the appropriate purchasing group for any further information.” See #
  • This status will be recorded on the history log

Automatic Shipment Approval Function

Functional/Non-Functional Requirements

<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.>


Application Requirements Complete (Started/InProgress/Complete) Comments
CyberTrax2 Internal Application User Interface Requirements
  • User Admin to manage entitlements
  • Approved shipment dashboard
  • Internal application
Reporting Requirements
  • Dashboard: Approved shipments that are separated tabs by mode
  • Filter
  • Ability to update fields as well as creating a group (Need to be added)
User Access / Security Requirements InProgress
  • New EA Shipper, Planner Roles to support International shipments (Extended from Truck-Dom)
Logging Requirements
  • Any action occurs on client application, shipper and planner portal, who, when, where, and description should be logged on the update log and system log
  • History log from portal should be appear on CT update log as well with order of event: CT creation, CT approval status (history), CT TMS status (Truck-DOM), etc.
Group/Master Requirements
  • Allow Jaguar to create group from update field feature on the dashboard and virtual group.
Filtering Requirements
  • NO REQUIREMENTS AS OF YET
Archiving Requirements InProgress
  • same logic as currently.
CyberTrax2 Client Application User Interface Requirements
  • Shipper Interface
  • Planner Interface
Reporting Requirements InProgress
  • Download to excel from shipment list with searching and sorting abilities
  • Exception Reports
  • Automated notifications
  • Dashboard KPIs
User Access / Security Requirements InProgress
  • Shippers should only be able to create/view/edit their own company CT records
  • Planners should only be able to view/update CT records regard available PO Issued by company
  • Client users should only be able to view their own CT records (Client visibility rule)
Logging Requirements InProgress
  • History for some updated fields in particular such as Pick up Trucker Name
  • All dates should have H button to view log of dates update. History log for each date assignment (update)
  • History log for authorization status
Group/Master Requirements InProgress
  • NO REQUIREMENTS AT THE MOMENT
Filtering Requirements InProgress
  • Search/Filter capabilities on shipment list
  • Sort capability on shipment list
Archiving Requirements InProgress
  • Same logic as there are currently for portal and client application
Non-Functional Requirements Performance Requirements InProgress
  • < 3 second response time
Capacity Requirements InProgress
  • Additional International Users - should not have impact on system
Support / Maintenance Requirements InProgress
  • Level 1 Support should be managed by:
  • EA DOM Team for EA DOM
  • Export and Import team for International shipments
  • Level 2 Support would be escalated to Denise & team.
User Guides
  • I-portal user guide should be created
Training InProgress
  • NO REQUIREMENTS AT THE MOMENT
Log(s) Accessibility InProgress
  • NO SPECIAL REQUIREMENTS AT THE MOMENT
Testing Requirements InProgress
  • NO REQUIREMENTS AT THE MOMENT
Security Requirements InProgress
  • 128-bit SSL supported only.
  • Only support Mozilla 10.0.2+ and IE 8+
On-Boarding / Migration Requirements InProgress
  • Provide User Entitlements
  • Setting Full list of EA Shippers with PO and without PO mapping
  • Setting full list of EA International planners with all PO issued by
Deployment Requirements InProgress
  • NO REQUIREMENTS AT THE MOMENT

Technical Design & Solution

Mock ups

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

See Step of shipment type: File:CreateCTSteps.pdf

See I-Portal USE CASES

File:SemiTrailer.JPG

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>

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)>

Questions

Admin Panel:

Q1. Should Air and Ocean (I-portal) be separated from Truck Dom portal?

  • Suggest to separate 2 portal for now between International portal and Truck domestic portal. Navigate to the right portal upon MOT requested.


Q2. Roles for shipper and planner, who can do what? how many workflows should we provide?

Shipper: should be flexible in term of MOT assigned functionality
  • MOT can be set as a default for read only for shipper
  • MOT can be set to be edited field for shipper to assign
  • MOT not required for creating shipment as other roles can assign MOT
Planner: should be flexible in term of MOT assigned functionality
  • MOT can be set by planner (required/not required field)
  • MOT can be set by Jaguar operator
  • If MOT is set as a default read only from shipper profile, planner should derive this from shipper with read only.
Relationship for shipper and E0.Client company
  • Phase I (one:one), future phase (one:many) such as EA and Coty
    • NOTE for the future phase, if there is one to many, then there should be option to navigate to each E0.Client Company to separate portals
Relationship for shipper and MOT
    • Phase I, allow one:many as shipper can create AIR , Ocean shipments in the same portal


Q3. What is about Truck-Air and Truck-Ocean?

Suggest not to include Truck Air and Truck Ocean for the first phase. Future phase we will add in (This is needed to be analysis more in detail)


Q4. How do we know what channel for each ocean record planner is wishing to ship to such as FCL, LCL

Ocean mode on ASN
  • Once ocean shipment is approved, then system automatically assigns Ocean-FCL, Ocean-LCL, Ocean Client Console, etc.
    • Rules or logic should be provided in Admin upon shipment commodity detail/ container/...etc for each rule. DO NOT HARD CODE it. This should be editable on UI if rules change required.


Q5. E0.Client Company?

Start with one E0.client company (Elizabeth Arden) but future we should be able to provide this to more than one E0. Client Company for shipper to create CT records


Q6. Who will assign MOT? Shipper? Planner? Jaguar? Do we have to give all the ability for all roles to assign/edit?

YES. We must create a powerful flexible admin in order to please in Role ability requests


Q7. Approval process should be set on admin?

Suggest to YES as we should provide Planner role for the approval process (single or double approval process)(Double approval process: Basic or Super)
Suggest to have auto approval process admin functionality as well separated from Planner role admin as shipments that need auto approval process, do not need a planner role


Q8. What fields that should be read only, editable for shipper, editable for planner, editable for Jaguar operator, view page for both shipper and planner?

List of fields should be defined as well as mapping. Label should be consistent for all MOTs.
  • Standard common fields should be provided to be consistent
  • NEW tab for shipper
    • READ only
    • Editable
  • NEW tab for planner
    • READ only
    • Editable
  • View window for shipper and planner


Q9. I-portal, address should be provided all listed in the system.

Suggest if it is separated portal do below.
  • If mode is assigned to Air or ocean, provide all addresses.
  • If mode is assigned to Truck Dom, provide only USA and Canada Addresses
Suggest if international and Truck dom are in one portal
  • All addresses should be listed


Q10. Currently create shipment Truck DOM - one line item = 1 CT (work well for TMS). for International--> what should it be (Will we use Descarte system for routing shipment same as TMS? and how as one CT can have many lines items? Should each line = each CT then Jaguar consolidates all the CT (line items) together to ship together by group/master?

YES, for one line item = 1 CT for international shipment as well. Each line = each CT, then Jaguar operator will consolidate all the CTs together and create a group and ship in together. This can be done through virtual group as well as dashboard functionality. Group create feature must be added to these 2 places.
Jaguar will route international shipment through internal application (not integrate with TMS at the moment)


Q11. Cont Tab for each mode for i-portal? not on one page--> separate shipment detail for each mode on Cont tab? Any fields should be there for MOT selected? as Air and Ocean modes--> require fields can be different, should we make it common for both Air and Ocean?


Q12. Summary, What data feed from POEM should be available on ASN?

Need to specify. Awaiting for feedback from POEM


Q13. How to specify what CT record is from POEM or from manually created.

it should be specified such as functionality...or flag..or etc.
  • Such as lock CT record information from POEM on ASN and only allow planner to approve, hold and reject only. If reject, re-open PO...etc


Q14: Client Role to create shipment, requirements will be required. Will records that client created should be appear on the portal as well? where and what is the work flow?

This is not on phase I.
  • Suggestion: to provide very limited functionality for client to create shipment.
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