Collaboration with Service Providers Through the OTM Portal

Anirban Roy

OTM SIG Conference, APAC

Dec 9-10, 2015

Agenda

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User Management

Pre-tendering and Tendering

Appointment Schedule

and Tracking

Self-billing

Capacity Management and

Sourcing

Carrier Portal Benefits

Carrier

Collaboration

Methods

Carrier Collaboration Methods

Communication through EDI

Communication through email, fax

Offline communication through phone

Allowing carrier to access the OTM

Carrier Portal

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What does OTM Provide?

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Powerful domain

called SERVPROV

Automatic user creation

on creating service

provider in the main

operational domain

Automatic association

with related objects

Existing VPD for

related accessExisting access control list

Default menu for major

functionalities

SERVPROV User Management

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• SERVPROV.DOMAIN NAME-SERVPROV ID – Complex to remember

• Multiple carrier IDs depending on geography but same carrier

• Use “Manage Association”

• Simple user ID associated with multiple OTM Service Provider IDs

• Reverse functionality, i.e., same carrier but different users

depending on the source region

• Use dispatch location concept

• Mark “Dispatch By Region” on the service provider page for this to

work

• Create location with related responsible region

• Again perform “Manage Association”

• Remember: Same corporation ID for all service providers and

dispatch locations

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SERVPROV User Management

SERVPROV Menus and Screen Sets

• OTM provides default menu for service provider but…

• Allows creation of custom menus

• Allows creation of custom screen sets

• All screens sets and menus created in the operation domain are accessible

• How do I add?

– ADMIN role available for SERVPROV domain

– Use regular “Manage User Access” screen to add the menu

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Pre-tendering and Tendering

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• Pre-tendering

– Mainly for ocean carriers

– Lack of capacity

– Needs visibility well in advance

– Pre-built shipment information during sales order creation

• How to do this:

– Create the pre-tendering flow with custom statuses and custom actions

– Have relevant screen sets with related default statuses

– In SERVPROV domain, the screen sets should be attached to menus

– No change in VPD required. Default VPD already caters to see only

shipments for the associated carrier

Pre-tendering and Tendering

• Tendering

– Seeded functionality

– Use the “Online Booking/Tendering” page to accept or

decline final tenders

– Same page used for responding to spot tenders

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Schedule Appointment by Carrier

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• Appointment Scheduling page allows users to search for location

• No ‘View’ or ‘Edit’ available for location

• Allows only appointment scheduling

• Tender should show ‘Accepted’ status for carrier to provide window for pick-up

• Alternative:

– Provide a slot to the carrier during pre-tendering

– Carrier views appointment time slot during pre-tendering confirmation

– During actual movement, carrier suggests alternate slot in the event of any change

Track and Trace

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• Standard feature uses ‘Buy Shipment Events’

• Carriers have the ability to add shipment tracking events

Self Billing – Operational Domain

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• Invoice created in OTM from the shipment

• Verified by carrier for approval

• How to do this:

– Define which carrier will be enabled for self-billing

– Handle using attribute (flex fields)

– Use agents to control the generation of invoice based on events

Self Billing – Carrier Side

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• VPD needs to be changed to include invoice visibility

• Best practice

– Copy the existing SERVPROV VPD and add invoice-related statement

– Create a different user role for SERVPROV and add the new VPD

– Use this user role while creating the carrier users in OTM

• Use custom screen set and menu to handle in the carrier login

• Change manager layout to give only view access, except for a comments field

• Carrier acceptance auto-approves the invoice and creates voucher

Self Billing – Carrier Side

• Rejection moves the invoice to

operational user’s bucket

• Modify as per carrier comment and

send it back to carrier for approval

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Capacity Management

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• Capacity limits defined for each carrier for planning

• Capacity limits can change based on situation

• Carrier allowed to change capacity to provide more visibility for planning

Response to Sourcing Bid

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Carriers can send

response via email

Better still,

response to the bid

can be sent

through the carrier

portal

Reduces delays in

the sourcing

process

Complete

transparency with

entire process

tracked in the

system

Utilized Regularly in Projects

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User

associations

used regularly for

3PL

implementations

Pre-tendering

and tendering are

regular

processes

Shipment

tracking used in

almost all

projects where

carrier has

access to a portal

Self billing fast

becoming the

norm in

implementations

across Europe

and catching up

in other parts of

the world

Carrier Portal Benefits

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Not all carriers are EDI-enabled

Communication using email, phone and fax cannot be tracked unless and until

entered into OTM

Carrier portal simplifies communication as well as processes with carriers

All communications tracked

Quicker response to tenders and self billing verification with delay notifications

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