EDC RC Overview
Introduction to circulation processes
DocuData Origins• EDC RC developed for DocuDepot• Grew through
– Improved process management– More automation – such as billing– Web– Client software– Imaging on demand– RIMS Link
• Competitive advantage, interesting to other RCs
• Collaborative model (support, change requests, Rims link)
• DocuData founded in June 2000
-High volume, multi-building sites in India-Rims link in Australia-Shared customers with NJ, Toronto, BC, Calgary, Winnipeg (eg. banks, consulting)
Consequences:
• We want to share success – Generous with our knowledge and experience– Invite discussion and feedback
• The system works… very well!– Design and experience– Solutions to meet many needs
• Conversions from other systems– Multiple modes of operating:
Standard Operating Procedures
• DocuDepot experience– Numbering systems– Location layout– Truck validation
• Systematically reduce complexity– Uniform across employees– Uniform over time– Eg. Left to right, top to bottom
• Common errors– Prevent errors if it is possible and efficient to do so– Catch costly ones early with validations– Tracking mechanisms for fixing errors
Circulation Overview
Circulation Overview
Circulation: Orders Tab
1 2 3
4,5,6 7 8,9,10
StatesOrders Deliveries Item Order item
(Blank) Created Pre-Add To Be Picked
Grouped (by time) Closed In Being Picked
Being Picked On truck Selected Picked
Closed Delivered Out Excluded
Returned On Disposal list, etc.
Verified Destroyed, etc.
• Objects have states that reflect how far they have progressed in the circulation process.
States – Boxes and FilesItem
Pre-Add •Item has a record in database, barcode assigned•No storage charged, no history at record center
In •Item brought in on delivery•Available to be ordered
Selected •Item is on an order•It cannot be placed on another order while selected
Out •Item status becomes ‘out’ upon delivery creation•Status remains ‘out’ until returned or deleted
On Disposal list, etc.
Destroyed, etc. •Item is no longer available•Storage charges cease•Records of the item are kept
Orders
• Orders are entered in various ways– Via web– Orders module– Recurring order– Tape schedule– Order processor
• Once in the system, Processed the same– By time / 24hrs – Pick and Run– Regular / by date - Picking List
States - OrdersOrders
(Blank) •When an order is created, it is assigned an order number•Delivery date is calculated from time order is accepted•Order can be deleted if necessary, unless by-time
*Grouped •By time orders are immediately grouped to deliveries
Being Picked •When order items are added to picking list, state is ‘being picked’, and charges apply
Closed •When delivery creation occurs, the state of the order becomes “closed”
Picking
• Picking time -> Pick regular orders– Pick
• Rush order -> Pick and Run– Pick by order in the orders module– Upload in us
States – Order ItemsOrder item
To Be Picked •Item is on an order•Item is not yet on a picking list
Being Picked •Item is on a picking list
Picked •Items was successfully picked
Excluded •Order item will not be included in the delivery•A reason must be provided (e.g. File not in box)
Delivery Creation
• Once all items have been picked• Multiple orders per delivery possible• Error if orders not being picked• Delivery slip not printed if PDT not uploaded
(repeat)• Visually sort items to delivery slip by
customer key
States - DeliveriesDeliveries
•Immediately prior to delivery creation, orders exist but deliveries do not.
Created •Delivery creation – picking not complete•(*Rush orders trigger immediate delivery creation)
Closed(Delivery slip prints)
•Delivery creation – picking complete•(*uploading rush pick results closes delivery)
On truck •Truck validation complete
Delivered •Return delivery started but not marked as complete•Or delivery manually set as delivered
Returned •Delivery is completely returned•One or more items not re-filed / shelved
Verified •All items re-filed / re-shelved
Delivery Routes
• Applies to physical deliveries by RC• Uses template• Create route report for driver • Efficiently download to PDT for Validation and
Delivery with PDT
Truck Validation
• Download list of deliveries for Route• Confirm matching of bar coded items to
delivery slips
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
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
Action Outgoing items Incoming Items Order Delivery
Request placed for barcode labels (order is placed and barcodes are
printed)
Records created in PRE ADD
N/AOrder is created and has a
number but no statusNo delivery exists yet
Orders placed to pickup boxes from the client
N/AItems are OUT or in PRE ADD at
the customer’s siteOrder is created and has a
number but no statusN/A
Orders placed to deliver items to client
Items are in the SELECTED status
N/AOrder is created and has a
number but no statusN/A
Pick (this is normally done several times before the delivery creation
process)
Items are in the SELECTED status
N/AOrder has a BEING PICKED
statusN/A
Delivery creationItems are in the OUT
statusN/A
Affected orders are in the CLOSED status
Deliveries are created in the CLOSED status. Orders for the same client,
delivery address and cycle are grouped together
Truck validationItems are in the OUT
statusN/A Order is in the CLOSED status Delivery is in the ON TRUCK status
Delivery and Return of items with PDT
Items are in the OUT status
Items are OUT or in PRE ADD at the customer’s site
Order is in the CLOSED status Delivery is in the ON TRUCK status
Return of itemsItems are in the OUT
statusItems are in the IN status Order is in the CLOSED status Delivery is in the RETURNED status
Moving files to transit locations and boxes to holding locations
Items are in the OUT status
Items are in the IN status Order is in the CLOSED status Delivery is in the RETURNED status
Refiling itemsItems are in the OUT
statusItems are in the IN status Order is in the CLOSED status Delivery is in the VERIFIED status
Refiling verificationItems are in the OUT
statusItems are in the IN status Order is in the CLOSED status
If some items have not been refiled the delivery will be in the RETURNED status