EDCRC training
description
Transcript of EDCRC training
EDCRC training
Introduction
DocuData Origins• EDC RC developed for
DocuDepot• Grew through
– Improved process management– More automation – such as billing– Web– ActiveFile software– Imaging on demand– RIMS Link
• DocuData founded June 2000
Management / AdministrativeJames Bastian• The original Docu-Depot• Final decision-maker• Source of strategic informationClifford Besner• Sales and contract-relatedNathalie Auger• Administration• Customer service expert
DevelopersMichel Brazeau• Original developer for Docu Data
Maurice• Primary web developer
Support and trainingErick Paquin• Technical support leadJeffrey Ritchie• Training and implementationElie Romano• Support and marketingNikolay Peeve• IT for Docu-Depot
Sources of Information1. Your operations manual2. Online help http://www.docudatasoft.com/support3. [email protected] - to point you in right
direction (5 minute rule).4. Additional training
Reference material• Available anywhere• Efficient support by e-mailing links• Single use!
PROCEDURES TEMPLATE & OPERATIONS MANUAL
Anatomy of a Procedure(Your Operations Manual)
• Flowcharts with numbered boxes explain the processes
Your Operations Manual• Each numbered
step is explained, click-by-click
• Add details specific to your operations
• Remove optional steps that you do not use
Your Operations Manual• Certain steps are
illustrated
Categories of documents available1. Setting up (system, locations, pricing)2. Training employees3. Setting up new accounts4. Marketing-related5. Training customers6. Order fulfillment (5 steps, with variations)7. Working with data8. Invoicing9. Disposal10.Special projects
Training EnvironmentRecord center barcodes and storage spaces (for placing box and file cards)
Customer site barcodes and storage slots for practicing deliveries
Worksheet to help map locations• What your locations mean
• How to label shelves
Record Center Fundamentals
• How to keep active boxes in the front when pulling a file from a box in the back
Your procedure for Account Set-up• Template accounts to use• Field to pay attention to
Customer start-up package
Web quick reference
Competitor box intake
Sequence of barcodes to scan
Data Imports
Invoicing
Introduction to circulation of items
• Orderly workflow provides logic of EDC
• Security and tracking for customers
• Details in session 3
See “circulation scans.pdf”
Box and File States
TYPICAL RECORD CENTRE WORKFLOW
Circulation Overview
Circulation Overview
Circulation: Orders Tab
1 2 3
4,5,6 7 8,9,10
Statuses (Overview)Orders 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 statuses that reflect how far they have progressed in the circulation process.
Statuses – Boxes and Files
Item Available to order
Storage charges
Pre-Add No No •A record for the item exists in the database, but it has not arrived at the record center yet.
In Yes Yes •Item has been brought in on a delivery and is available for retrieval.
Selected No Yes •Item is on an order that has not yet been fulfilled
Out No Yes •Item status becomes ‘out’ when the outgoing delivery is created and closed.•Item remains ‘out’ until it is returned or deleted
On Disposal list, etc.
? Yes
Destroyed, etc. No No •Item is no longer available. Storage charges cease. Record is kept
Orders
• Entered manually, automatically, or by web users• Multiple orders may go on same delivery:
– If a user needs more items, add another order
Statuses - Orders
Status Properties Next step(Blank) •Can be easily deleted
•Picking has not started•Create picking list
*Grouped •Delivery number has been assigned•Delivery is not yet “closed” to go(*Rare for regular orders. Rush orders are created with this status)
•Complete picking and repeat delivery creation
Being Picked
•Can not be deleted, as charges may apply. •Complete picking and perform delivery creation
Closed •Work for the order is done. Work with the delivery.
Orders (Standard and variations)
Picking
Rush orders:Pick and run Regular orders:
Create Picking List
(Also manual picking and upload picking
results)
Orders fromVarious sources
Batch picking of orders (applies to regular, by date, and next trip ship delivery types)
Items to pick
Pick list by
location order
Create picking list(s)
Apply criteria
if desired
Statuses – Order Items
Status Next stepTo Be Picked
•Item is on an order•Item not yet placed on a picking list
•Create picking list including item (Electronic, paper, or pick&run)
Being Picked
•Item is on a picking list •Pick item with PDT and upload, or pick manually
Picked •Items was successfully picked •Perform delivery creationExcluded •Item will not be included in the delivery
•A reason must be provided (e.g. Not in box)•Customer service...•Perform delivery creation
• This is associated to the order (it is different than the status of the item in inventory.)
• You don’t generally need to worry about this• This can be viewed when doing manual picking
Picking
Delivery Creation
• Create deliveries once final pick is fully uploaded
• Multiple orders per delivery– (Delivery # different than order #)
• Next: Sort items by customer key to correct delivery
Create deliveries for one or all routes
Click OK
States - DeliveriesDeliveries
•Prior to delivery creation, orders exist but deliveries do not.
Created •Upon delivery creation, if picking is not complete, delivery is “created”. •(*Rush orders trigger immediate delivery creation)
Closed •Delivery creation, if picking complete, the delivery becomes “closed”.•(*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
Delivery Routes
• For delivers that go on truck• Uses template• Create route report for driver • Efficiently download to PDT for Validation and
Delivery with PDT
1
2 3
Create a new route using the template.
Be sure to click “Add” to catch deliveries to addresses not on
templates
4
Add delivery addresses to your template, and establish their
ordering by applying an estimated delivery time.
Truck Validation
• Download list of deliveries for Route• Confirm matching of bar coded items to
delivery slips
Delivery preparation
Delivery preparation (wireless)
Delivery
• Collect information on Delivery slip
Return
• All deliveries must be returned:– Confirm 0 item returns
• Scan items into the record centre• With PDT or directly through computer
Delivery & Return
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)
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
Verification
Return Verification: • View Not Verified Returns• View Items not verified (by delivery #)
• Delivery Imaging• Delivery Billing• Reconcile process errors
Reconcile process errors
• Where? – Orders->Delivery Maintenance, File->Reconcile Process
errors• Checklist of things requiring attention
Refile & Verify
Using Refile List
NAVIGATIONSee video tutorial on this topic
Logging in
• Log in to specific building• Access to correct modules• History of actions performed
– Access software– Data changes – Order entry– Delivery creations
Key Software Tabs
• 6 Tabs
• Inventory: – Box, File, Locations– Reports and searches
• Orders– “Circulation” of items in
and out, due to requests.
Working with Modules
• Box module as example– Records and Fields– Navigation mode– Edit mode– Menus and short cuts– Printing Labels– Viewing reports
Key Concepts
• Bar coded items: – Locations, Boxes, Files
• Item States– Where is it? How far has it been processes?– Affects what can be done
• Orders, Deliveries– Order is a request for work. Delivery is fulfillment.
• Safety mechanisms and error messages
LocationsSee location set-up worksheet- session 2
• Box locations (Holding, Pallet, Racking)– Box types– Do not accept loose files
• Transit locations– Accepts boxes and files on deliveries
• Open shelf file locations– Long term storage of unboxed files
Boxes Topic of session 4
• Box Module• Bar Code• States (Pre-Add, In, Out,
Selected)• Location• Moving• Picking
Files Focus of session 7
• File module• File picking labels & Out cards• Inventoried vs. Not• States (Pre-Add, In, Out,
Selected)• Location (In boxes)• Moving, Picking
WORKING WITH THE PDT
PDT (scanner) orientation
• Purpose: – Track and process different lists– Catch common errors before they become
problems• Physical (Power, batteries, logging in, beeps)• Communication
– Cradle– Sending and receiving
Turning ON the unitPress on the red PW button
Scanning the employee bar codePress on the grey button to scan
PDT MenusMain menu
press the number associated to a menu item to access it.
Main menu
Download lists from a computerUpload results to
the software
Work with lists• View PDT software
version• Test-read bar codes• Toggle settings (eg
display alternate locations)
Press F8 (down arrow) to view additional menu option (5 to Log out).
Sub-MenusList number
List description Count of lists
Items displayed in picking listsLine itemBox
LocationBox _ AccountFile reference informationMenu Options
AccountLocationBoxMenu Options
File
AccountQuantity _ DescriptionMenu Options (4 to pick)
HARDWARE SET-UP & GENERAL CONFIGURATION
Server set-up• Data Server
– Server set up by your IT– EDC applications and services set up by DocuData– Deploy ActiveWeb– Scheduled back-up
Workstation Set-up• Access to server• Printer • Thermal label printer• PDT• Wedge scanner• Document imaging scanner
• SQL (pervasive)• Short-cut and configuration file• Access to reports (dsn)
To do listSee “record center configuration.docx”
Complete all 3 sections of document• Part 1: General (set these up yourself)
– Complete “employees.xlsx” and send to DocuData– Set up all employees, as an exercise
• Part 2: IT– Prove your IT provider with this page and ensure all
questions are addressed• Part 3: Accounting
– Review all questions, and discuss with account if necessary– Ensure that information is entered before invoicing