International Portal REQUIREMENTS

From UG

Contents 1 Info 2 Glossary 2.1 High Level requirement 3 Requirements Summary 3.1 Core need 3.2 Core functionality 4 Requirements Details 4.1 International Shipper functionality 4.2 International Planner functionality 4.3 Agent functionality 4.4 Trucker functionality 4.5 Jaguar operator functionality 4.6 Other roles functionality 4.7 Common functionality 5 Q and A 6 Additional Info 7 Implementation 7.1 Pre Implementation Architect Notes 7.2 Implementation Notes 7.3 Post Implementation Architect Notes

Info

• Related mantis#:
  • 0002629: [Intl Portal] ... <proj>
  • 0002892: [Intl Portal] Implement phase 1

Glossary

High Level requirement

• The International web portal development should take into consideration the growing need for "Third party" access to CT2
• Third Party access refers to customers, shippers, suppliers, agents, truckers etc. to whom partial access of CT2 data (creating records, adding/updating specific fields) is granted.
• Each third party user type is then given some specific functionality (example of possible functionalities are listed in this article for International portal users).

• For example, a third party user type would be customer who could create a record to book a shipment...rather than sending the information to JFS for data entry by JFS staff.

Requirements Summary

JFS would like to have an International Web portal that can be easily configurable and flexible to suit all the third party users including all client companies. There are many different types of users, so each type of user can be specific in terms of configuration. In order to suit the specific needs of users, we should provide a system that can be easily configured through admin module to manage each type of users such as functionality, visibility, ability (alex: to do what?), etc.

Users should be able to manage their own UI setting for their view. For example, user has ability to manage their own view for what fields that he wishes to see on his own list shipments screen.

Core need

Add additional user roles to CT2: International Shipper, Agent, Trucker, etc. Make as flexible as possible.

Core functionality

• Add International Shipper role with related functionality

• option to choose ability to create/edit/delete/view/clone shipments
  • May or may not include a MOT selection by the shipper
• option to select available fields from Admin (subset of fields)
  • Which fields are available for shipper to create/edit or view...etc
• option to create an individual shipper or a group of shippers
• option to have ability to create a report for the shipment that shipper has visibility to
• International shipper should be able to select/manage their own's user interface after the default functionality and value that were set in Admin
• See detail: #International Shipper functionality

• Add International Planner role with related functionality

• option to validate/edit/view shipments
  • Validate/approve could include selecting the MOT
• options for approval
  • Auto approval
  • Manual approval
  • EDI automated validation to approve (future requirement)
  • EDI to validate to upload (import data)
• option to create a planner or a group of planners
• options for fields to update/view shipments
• options for each method of validation of shipments
• option to have ability to create a report for the shipment that planner has visibility to
• See detail: #International Planner functionality

• Add Agent role with related functionality

• option to choose ability to create/edit/delete/view/clone shipments
• option to create CTs, list CTs and list Master that belongs to that particular agent
• option to select available fields from Admin (subset of fields)
  • Which fields are available for agent to create/edit or view...etc
• option to create an agent or a group of agents
• Agent account should be tied to the regional JFS office
• ability to create reports for only specific shipments that agent has visibility to
• See detail: #Agent functionality

• Add Trucker role with related functionality

• option to edit/update/view shipments
• option to select available fields from Admin (subset of fields)
  • Which fields for a shipment that Trucker can see and/or edit
• option to create a trucker or a group of truckers
• See detail: #Trucker functionality

• Add Jaguar User role for extra functionality

• Option to set for view/access shipments right based on filters:
  • Office
  • Geographic
  • PO#
  • PO Issued by
  • Pick up Location
  • Ship to Location
  • Etc
• Option to create master, add to master, change mode, edit fields of shipment
• Option to create documents, upload documents and other ability that operators currently have such as Internal comment, Comment, Query...etc
  • All functionality should be flexible enough to set for operator's shipment accessibility
• Ability to select available fields from admin (subset of fields) as well as ability for edit or view only
• option to create an individual Jaguar operator or a group of Jaguar operators with the same visibility
• Each Jaguar operator should have at least a dashboard to show a list of approved shipments and a list of edited shipments
• Current functionality for jaguar operator should be provided as the options like access right table for each internal user role
• See detail: #Jaguar operator functionality

alex: a lot of functionality identified for Jaguar User already exists....

• Ability to add other roles with related functionality through Admin (possible? feasible?)

• See detail: #Other roles functionality

• Add some new common functionality (any role)

• All CT2 fields should be available to manage on Admin for each role
• List of dropdown option for each field can be limited to each user
• All CT2 from Internal Application - should be designed how to show on International Portal(shipper, planner, trucker, agent, etc).
• Add new field to CT2 as well as on International Portal
• Right access to fields per role and/or per group (edit/delete/view etc)
• User interface view (wizard) should be manageable from the default value by users
• Dashboard functionality should be able to configure on admin for each group of operators and or individual operator
• Milestone visibility and/or accessibility should be set-able from Admin
• Email notification for all milestones should be able to manage in admin
• Comment and Query functionality
• Visibility template (scheme)
• See detail: #Common functionality

Requirements Details

International Shipper functionality

alex: pls note that “International Shipper” here means Shipper for MOT Air and Ocean

• Each shipper can have different abilities and access rights to each shipment and list of shipment
• Each shipper can create shipments one or many modes of transportation even undefined mode
• Each functionality can be set for each shipper's accessibility to use

• For example shipper A can only view shipments for particular shipper's company and belong to particular client company or companies but shipper B can create/edit/delete/view/clone shipments for particular shipper's company and belong to particular client company or companies

• Group of shippers can be created and each shipper can belong to a group of shippers that has the same functionality and the same right for accessibility and visibility- option to create a shipper or a shipper group

• For example, shipper A has ability to edit field1 but shipper B doesn't have ability to edit field1 but field1 can be available to view
• For example, shipper can create a shipment and has ability to select a mode of transportation (Undefined, Air, Ocean) that are available for the option or select undefined mode
• For example, mode can be forced by the portal - the shipment would in this case not be able to select a mode

• customized functionality, MOT, fields, etc can be set as a group of shipper. A shipper that links to the group will have the same ability and visibility as others in the same group.
• Each field can be set to be available for particular shippers
• Ability to create a report for the shipment that shipper has visibility to

• Download to excel feature - option to select which fields should be available for shipper to download to excel (output list)

International Planner functionality

• Each planner can have different abilities for approval of shipments

• options for approval
  • Auto approval
    • This will require some criteria such as all shipments that ship from Location A to Location B, set it auto- approval.
  • Manual approval
    • Single step approval process
    • Double approval process (similar to EA Stamford feature)
      • Provide a location/tab/color code status/filters/possible location to show all shipments that requires an additional finalized approval or validation process.
  • EDI automated validation to approve (future requirement)
    • This can be done by comparing ASN data against client's ERP data
      • For example, data can be PO#, Item code, quatity, date, etc (detailed requirement will be defined in the future)
      • If it is a match, then approve/proceed
      • If it is a mismatch, then "review process to be determined"
  • EDI to validate to upload (import data; similar to SKU to planner mapping upload)
    • JFS can receive daily reports (.xls, csv, .html etc) and upload to the system for approval status to validate ASN data
    • System should be able to validate and update the system from what JFS receives and uploads

• Each planner can have different accessibility of shipments to approve for each mode of transportation

• For example, plannerA can approve ocean shipments only, plannerB can approve ocean shipments for single step process and air shipments for double approval process as a basic planner, plannerC can approve all the modes of transportation that he has some accessibility to as a final approval planner, and plannerD can only view shipments.

• Each field has ability to be set to be available for planner to validate/edit/view
• Ability to create a report for the shipments that planner has visibility to

• Download to excel feature - option to select which fields should be available for planner to download to excel (output list)
• This should be managed in admin to enable/disable reporting on each data element - options for which fields to be available to display when the shipment has been approved for each mode on the shipment display and/or report.
• all CT2 fields such as Airway-bill from export tab, ports, airports, dates from export/import tab, container# from container table, confirmation custom clearance status, etc as it should be configurable to display on the portal as well as the report output list

• option to create a planner or a planner group
  • customized functionality, MOT, fields, etc can be set as a group of planners. A planner that links to the group will have the same ability and visibility as other in the same group.

Agent functionality

• Each agent can have different settings for functionality, visibility, and access rights

• This should be limited to creating a shipment record only for the shippers that would normally handle shipments for example Asia, Europe, Australia, South America, etc.
• Purpose: having agents using CT is to tie up the business relationship, relieve our respective regional office of some data entries, offer them visibility and have the possibility to capture new local business

• Each agent that is local for particular city, country will create a CT record - key in the booking information as well as the packing information and the shipping information
• Each functionality and fields can be set whether it can be available for agent

• option to choose ability to create/edit/delete/view/clone shipments
• option to create CTs, list CTs and list Masters that belong to that particular agent
  • Create CT - Agent ID must be attached to each CT created
  • List CTs, List masters - only those shipments that are assigned to that particular agent
• option to select available fields from Admin (subset of fields)
  • Which fields are available for agent to create/edit or view...etc
  • For example, agent can have the basic ops permission except the accounting, P&L and invoicing but able to key in the booking information & comment as well as the packing information and the shipping information as well as delivery information and comment if any

• option to allow agent to create some documents - there are standard feature that agent can have access but limited to view: Docs tab

• Which doc that agent can create. For example Jaguar Bill of Lading and HAWB must be issued by the respective JFS regional office with some exception (we can allow some countries such as Indonesia but not China for legal issue for their bill of lading. This will remain under a strict control of JFS regional office). The other documents (DO, Pick Up order, Arrival Notice) will be generated by the Agent on JFS behalf with their own letterhead. It should be flexible in terms of who can create which document.

• option to create an agent or a group of agents
• ability to create reports and using Where Is report for only specific shipments that agent has visibility to
• option to choose ability to view/upload uploaded docs

Trucker functionality

• Each trucker can have different settings for functionality, visibility and access rights for fields and shipments

• Some trucker can only view the shipments that he has visibility to, but some trucker can update a field(s) such as Delivery by date field of shipment

• Each trucker can see shipments that associate with the shipments that belong to that trucker company
• option to create a trucker or a group of truckers
• ability to create reports for only specific shipments that that particular trucker has visibility to

Jaguar operator functionality

• Add Jaguar User role for extra functionality

• Each Jaguar user can be a part of a group of operators
• Jaguar user accessibility - level of visibility
• Current functionality for jaguar operator should be provided as the options like access rights table for each internal user role
• Option for each group accessibility
  • Some group can access some fields or some group of info, such as some group has no visibility to P/L tab, but some group does or someone can update some fields that other cannot.

• Option to set for view/access shipments right based on filters such as by office, geographic, PO#, PO Issued by, Pick up Location, Ship to Location, Etc

• This can allow individual jaguar operator see only the shipments that are related to them by the filters setting in Admin
• Option to create master, add to master, change mode, edit fields of shipment and all other current functionality on CT2
• Option to create documents, upload documents and other ability that operators currently have such as Internal comment, Comment, Query...etc
• All functionality should be flexible enough to set for operator's shipment accessibility
• Ability to select available fields from admin (subset of fields) as well as ability for edit or view only
• option to create an individual Jaguar operator or a group of Jaguar operators with the same visibility
• Each Jaguar operator should have at least a dashboard to show a list of approved shipments and a list of edited shipments
  • Dashboard can be configured with shipment visibility per jaguar user in Admin; each user in the same group can have different visibility if they are in the different level of users.

Other roles functionality

• Ability to add more roles in the system

• Customize functionality, ability, accessibility, and visibility to fields and shipments through admin module (Power Admin)

Common functionality

• All CT2 fields should be available to manage on Admin for each role

• The goal is to eliminate data entry by Jaguar operators, so we would like to let third parties update info on the CT2 instead
• Each field can be managed per role or per group of user roles for ability to view only or edit and view
• CT2 mandatory fields can be set in admin
  • If a field is set as a mandatory field, it should show asterisk symbol (*) on the label, so that it can help the user to know which field is mandatory
  • Mandatory field cannot be empty - show error message
  • For example, all fields from GenTab, ContTab, etc are available to set to be available for each type of user such as Dim table is available for shipper to enter when shipment mode is set to ocean and/or air.
  • Err pop-up window should show if at least one of the mandatory fields is empty.
    • Each field should be flexible to be mandatory/optional for some specific group of users.
• For example, mode of transportation should have options for user to edit/view for each role such as shipper A creates a shipment with undefined mode, then planner A approves the shipment with ocean mode or shipper B creates a shipment with ocean mode, then planner B approves shipment with ability to change mode to Air.

• List of dropdown option for field can be limited to each user

• For example, shipper has option to select mode: undefined, Air, and Ocean, on the other hand Planner has option to select mode: Undefined, Air and Ocean, moreover Jaguar operator has option to select mode in detail: Undefined, Air, ocean-FCL, ocean-FCL (AW), ocean-FCL (MLB), ocean-LCL, and ocean-client console

• All CT2 from Internal Application - should be designed how to show on International Portal(shipper, planner, trucker, agent, etc).

• This can be grouped by location displaying similar to the internal application, which is grouped by tab (for example, general, Cont, Exp, Imp tabs...etc.)
• Not all the fields are available for everyone, this should be configurable from admin to apply each user/role

• Add new field to CT2 as well as on International Portal:

• Delivery By date field
  • Meaning: Deadline to delivery to the destination
  • This field can be set by trucker or planner or etc - this should be configurable on the admin
    • For example, this could be for the third party access for the trucker role which trucker role can see on their portal the list of shipments that are undelivered to and from that trucker. A trucker from DD Jone can set the delivery date field.

• Right access to fields per role and/or per group (edit/delete/view etc)

• For example, planner A can be a super planner to approve only ocean shipment but be a basic planner to approve Air shipment. Air shipment will be pending for a final approval by a super planner for Air

• User interface view (wizard) should be manageable from the default value by users

• option to select/manage their own user interface after the default functionality and value that were set in Admin
  • For example, user can select what they would like to see (subset of default shipments) shipments such as only show shipments that ship to a particular location.
  • For example, user can change the view of shipment on their own user interface such as shipper would like to see shipment record that shows MOT, Pick up location, ship to location, and created on date columns on their own shipment list report screen
  • For example shipper A would like to have a view of shipment list that shows CT#, Created On, Pick Up Location, Delivery Location, P.O, qty but shipper B would like to have a view of shipment list that shows CT#, Approved For, Pick up Location, Delivery Location, P.O., SKU, qty, Item Description.

• Dashboard functionality should be able to configure on admin for each group of operators and or individual operator

• International shipments that were entered through portal should be available on the dashboard on Internal application
  • Dashboard to show list of approved shipments to segregate mode of transportation
    • Dashboard for Air shipment - Air statistic (similar idea as Truck-Dom Statistic dashboard)
    • Dashboard for Ocean shipment - Ocean statistic (similar idea as Truck-Dom Statistic dashboard)
  • Criteria of numbers to show on the dashboard
    • Approved, Routed for pick up, book for Air, departed, arrived, and delivered
    • Approved, Routed for pickup, book for ocean, departed, arrived, and delivered
    • If it is possible to make dashboard configuration flexible for which criteria to show, that would be an ideal. Otherwise it is ok.
  • Dashboard should be able to be configured to show number of approved shipments in the specific setting of user's visibility
    • List of shipments for each users can be different by the setting filters in admin
• Each user should have ability to manage their own settings to filter the number of shipments/ list of shipments on the dashboard (dashboard setting - lower level)
  • This allow operator to customize his/her own dashboard
  • This can be set as a subset of shipment visibility default value
• Each group of operators can have different views of dashboards depending on visibility and access setting per each group of users (Admin - upper level)
  • For examples of criteria:
    • Shipment that ships from, delivery to, office
    • Shipment that ships from and to region, country
    • Each user can see shipments that are office or geography specific, or ship to and from location specific
    • Providing filters such as showing only specific mode: AIR for shipments that ship from X to Y - provide option in user setting
    • Providing filters such as showing only specific client company or multiple client companies
    • Providing filters to show only shipments that belong to the particular office such as showing shipments that belong to NY office only
    • Setting can be a combination of office and origin and destination shipment
    • Setting for combination of filters
• fields of shipment list can be updated from dashboard
  • Every field (CT2) should be available on virtual group update
    • This will allow Jaguar operator to update fields one/many shipments all at once

• Milestone visibility and/or accessibility should be set-able from Admin

• Shipments should be able to be segregated by mode such as Air, Ocean
• Milestones option:
  • New
  • Approved
  • Picked up
  • Departed
  • Arrived
  • Delivered
  • Archived
  • Hold
  • Rejected

• Email notification for all milestones should be able to manage in admin for:

• Who will receive a notification
  • For example, if/when an agent creates a new CT record, a notification should be generated and sent to the JFS office that agent is linked to and also if/when an agent updates a CT record, again a notification should be generated and sent to the JFS office that agent is linked to
• When to send/receive a notification
  • criteria should be defined
• Where message should be sent from and to
• Message should be recorded on the log history for the one that send from Query, comment, and Icom from Internal App, comment and communication center from Client App

• Option to set comment and Query functionality in admin

• Comment (option for client, shipper, planner, trucker, jaguar operator, and etc)
  • Option to select ability for each role to enable/disable the comment feature for view only or send/view
  • Option who can view/use this functionality such as Jaguar operator can send a comment to show and/or email to client and or web portal
• Internal Comment
  • This should be for internal message only. For example, if basic planner has internal comment with super planner, no other users can see this message except the basic and super planner who have visibility of this shipment
  • Option to select ability for each role to communicate internally, we can divide it to 2 groups"
    • Internal & External
    • Jaguar operator to Jaguar operator
    • Jaguar operator to Agent vise versa
    • Jaguar operator to Trucker vise versa
    • Jaguar operator to planner vise versa
    • Jaguar operator to shipper vise versa
    • Agent to agent
    • External & External
    • Agent to shipper vise versa
    • Agent to planner vise versa
    • Shipper to shipper
    • Planner to planner
    • Shipper to planner vise versa
    • Etc
  • Option for where to show this Internal comment functionality
    • Internal App
    • Web portal
• Query or communication center functionality
  • This should be an option to be selected to show on each role
  • who should be in the group of communication (need to be defined)
• All Message should be recorded on the log history

• File uploaded Doc functionality

• This should be an option for who can upload and who can view the uploaded docs

• Create docs

• This should be an option for which docs are available for users to create and who can create the doc
  • For example, some agents can create certain types of docs but operator can create any type of docs

• Visibility template Schema

• This will be easily set to be an option to link to the user profile
• option to create a template of user profile setting to apply to many users all at once
• Purpose, it is easy to set the template and apply for many users all at once. Right now, admin has to set user profile one by one...and many of them are having the same setting, this causes time consuming and it is hard to know who is using this template - this case it will be easy to see the report of users who have the same setting.

Q and A

Comments from Simon:

• Shipper has to define MOT when shipper creates a shipment record

• For Undefined MOT by shipper, planner should have ability to approve MOT OR reject and ask shipper to resubmit for new requested MOT
• Provide selected option to Undefined, Air, Ocean-FCL, Ocean-LCL (or Ocean), Air-Ocean (new future mode)

• Planner: reuse the current process?

• For the MOT requested by shipper, Planner can reject MOT to shipper if planner wishes to change MOT with comment
• Then shipper can clone a shipment and request a different MOT
• For update functionality of planner, what field we are expecting for planner to update?

• Agent: give ability to give access to a record that is created by Jaguar office

• For example, a shipment that is required to ship from USA to China (please note it is not for all shipments from US to China, shipment that is created ny NY office to ship from NY to Cheinghai china, we would like to have some field to tag Agent in China. Agents in china in this case can see this shipment that was tagged to them
• Option: Record should be tagged to a specific agent by JG operator, then that particular agent can see this particular tagged shipment to them
• Agent MUST not have any access to P/L tab

• Jaguar operator: see everything

• Visibility can be set in Admin
• Jaguar operator can set what they choose to see only

• Email notification

• This should be manageable on user profile (client My profile)
• Give dashboard idea with alert for another notification or it can replace the email notification

Additional Info

From what I talked to Simon, he said he would like Shipper to be able to create the transport mode, and if the planner agrees...it is ok. If not they can reject it. When I talked to Marc, Marc said it is good to let shipper to create a shipment with mode, then planner can approve the mode that the shipper chose, or can change the mode. (tira)

See Agent.

Implementation

Pre Implementation Architect Notes

Written by Architect after previous section is completed.

Implementation Notes

To be written by Developer or BA by the time UAT is completed. Briefly defines what was implemented and how.

Post Implementation Architect Notes

Written by Architect after previous section is completed.