Despatching using Mobile Technology

1
Despatching using Mobile Technology

• EBF
• Stirling
• 3 March 2006
• Steve Atkins
• Head of Finance Systems
• Forestry Commission

2
Mobile Despatching - What is it?

• Allow Hauliers/Customers to connect to FC systems
  to
• - Receive PINs
• - Record Despatches in SRP
• Uses technology available on mobile telephones
• Involves 3 separate solutions
• Text message (SMS) input
• Interactive Voice
• Wireless Application Protocol (WAP)
• All options include confirmation of PIN by SMS

3
Mobile Despatching - Why do it?

• Problems in out-of-hours service in some areas
• Improved service to customers
• Respond to increasing timber production
• Faster turnaround of despatch approval
• Potential savings in operational costs for both
  customers and FC

4
Mobile Despatching - Why use mobiles?

• Technology is currently available in field
• Hauliers do not have ready access to Internet
• Minimal investment by FC and Hauliers
• Expandable and scalable solution
• Technology of the future
• Options for further development

5
Mobile Despatching - How does it work?

• Allocate short codes to products
• User enters short code and DRN
• Validated against SRP
• Success or Failure notified by SMS
• WAP version provides screen confirmation
• Recorded in SRP as if keyed in

6
Mobile Despatching - What does User need?

• Mobile telephone or PDA with mobile
• Access to WAP service (if required)
• To have mobile number recorded on the system
• Regular notification of products
• Brief training session on how to use

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Mobile Despatching - SMS Option
SMS Option
User keys in requirements
35 19451
Represents the product
SEND
Represents the Despatch reference (U3b, Advice
note etc.)
Send to appropriate mobile telephone number
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SMS Option - Process Text Message

• Message processed - checks include
• validate phone number of sender
• short product code against contract
• DRN number against customer
• Same process as keying into SRP (though initially
  against prototype)
• If successful message returned with details of
  PIN and Product
• If unsuccessful message returned saying what
  failed
• NOTE Content of message to be considered during
  trial

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SMS Option - Return Text Message
SMS Option
Successful Message
Your request is successful. PIN 1212. DRN
19451 Coupe Id 12345 Timber Red Logs Contract
399.06
No record found for this Drn or invalid Drn
Unsuccessful Message
SAVE
Recipient should save message as this will be
required in any security check
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Mobile Despatching - Interactive Voice
Interactive Voice Option
Calling 01835824810 PIN Int Voice
User makes call to predefined number
19451
35
Enter Product then key
Enter DRN then key
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Interactive Voice - Process Request

• Request processed - checks include
• validate phone number of sender
• short product code against contract
• DRN number against customer
• Same process as keying into SRP (though initially
  against prototype)
• If successful system will tell you so and send
  Text message to confirm
• If unsuccessful system will ask you to contact
  office direct or re-input
• NOTE Voice message content to be agreed during
  trial

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Mobile Despatching - WAP Option

• WAP Wireless Application Protocol
• Allows access to information through mobile or
  PDA
• Effectively an internet connection to a server
• Most mobiles have WAP capability - though may not
  be used or configured
• Very quick and inexpensive method of accessing
  system
• Can use mobile or PDA with telephone connection
• Users will be sent bookmark of server address

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Mobile Despatching - WAP Option
WAP Option
Your Mobile number will be automatically stored
Stock Code
35
GSMNO
On connection to server this screen will appear
447721558127
Enter Stock and DRN codes
DRN
19451
Okgtgt
Scroll down and press OK
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WAP - Process Request

• Request processed - checks include
• validate phone number of sender
• short product code against contract
• DRN number against customer
• Same process as keying into SRP (though initially
  against prototype)
• Message will be displayed on screen in 4-5
  seconds
• Request confirmed by text message
• NOTE screen/message content to be agreed during
  trial

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Mobile Despatching - How will it be developed?

• Staged approach
• Stage 1. Proof of concept
• Stage 2. Initial Testing on prototype
• Stage 3. Field trials
• Stage 4. Develop Link with SRP
• Stage 5. Further field trials
• Stage 6. Implementation on FC infrastructure
• Ongoing review throughout process

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Outline of Development Process .
SRP
The core of the system is SRP, our Sales Order
Processing system.
17
Prototype development.
SRP
Prototype
for the field trials well create a prototype
system that will allow us to connect by mobile .
18
How prototype will work .
SRP
Prototype
well download product and other despatch data
from SRP into the prototype database .
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Involvement of Hauliers and Customers ...
SRP
Prototype
Customer
Haulier
well inform Hauliers Customers of the
products and DRN data .
20
During the field trials ..
SRP
Prototype
well take the live SRP system out of the
process.
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Input during trials .
Prototype
Text, Voice and WAP Input
Haulier
Hauliers Customers will input uplift requests
via mobile or WAP .
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Checking input during trials ..
Prototype
Security and other checks
Haulier
Haulier/ Customer
Well validate mobile numbers and process
uplift requests .
23
Despatch confirmation during trials ...
Prototype
SMS to Confirm or Reject
Haulier
Customer
3rd Party
SMS to Hauliers if uplift request successful or
not - optional link to Customers or 3rd party.
24
Manual SRP update during trials..
SRP
Prototype
Well extract despatches input to prototype and
update SRP manually .
25
Review Process .
SRP
Prototype
Haulier
Customer
3rd Party
...Well carry out a formal review of the field
trials..
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If trials successful .
SRP
Prototype
Haulier
Customer
3rd Party
Remove Prototype despatch against SRP.
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Mobile Despatching - Potential Problems

• Inability to Use (dyslexia or other issues)
• Mobile phone coverage
• Delay in response due to Service problems
• Entry of incorrect short codes/DRNs
• Failure to uplift approved load
• Uplift of different load
• System performance (SRP/Mobile network)

28
Mobile Despatching - How we tackle problems!

• Inability to Use (dyslexia or other issues)
• System is optional is and current facilities
  would still be available
• Mobile phone coverage
• Similar conditions currently exist but can raise
  awareness assess in trials
• Delay in response due to Service problems
• Assess in trials, advise on using other service
  and include in functionality
• Entry of incorrect short codes/DRNs
• Training and further validations - to assess in
  trials
• Failure to uplift approved load/Uplift of
  different load
• Will assess in trials and consider a cancellation
  facility
• System performance (SRP/Mobile network)
• Assess in trials and take action within FC area
  of responsibility

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Organising Despatches - Existing Processes
Production Department
Wood Suppliers
Processor Logistics Manager
Stock Data
Customer Orders
Agree Delivery Schedule
Request PIN
Haulier
Timber Uplifted and paper trail begins!
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Integrating Solution into Existing Processes

• Need to analyse arrangements of Customers
  Hauliers
• Information included on weekly delivery schedule
• Can this include short Product Code?
• Should FC deal direct with Hauliers on new codes?
• Need to analyse process between FD office and
  Hauliers
• Do Hauliers have all relevant information?
• Does FD add value?
• What additional information is required?
• Industry-wide approach would be beneficial
• Similar system for all parties
• Re-use technology and systems
• Include in XML transfer using eFIDS

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Mobile Despatching - General Costs

• Each party will pick up their own costs
• Hauliers currently use mobiles to contact FC
• Contracts may have inclusive calls or texts
• Expect new system to reduce costs for both
  parties
• Will advise Hauliers on tariffs and equipment if
  required
• Will keep under review as part of trial

32
Mobile Despatching - Operating Costs

• SMS Service
• 1 x text to FC from Haulier (10p max if charged)
• 1 x text from FC to Haulier (4p max)
• Interactive Voice
• Call to FC from Haulier (est. 10p max if charged)
• 1 x text from FC to Haulier (4p max)
• WAP
• GPRS call to FC from Haulier (1-2p if charged)
• Dial-up call to FC from Haulier (5-10p if
  charged)
• 1 x text from FC to Haulier (4p max)

33
Mobile Despatching - Benefits

• Hauliers/Customers
• No need to contact FC by phone/fax
• Reduced Costs
• Service Always Available
• Forestry Commission
• Security maintained in despatch process
• Reduced operational costs
• Forest Industry
• Standard Approach to Despatching
• Reduced Costs

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Mobile Despatching - Where we are now?

• Proof of Concept completed
• Using Justfones infrastructure
• Demonstration of 3 solutions
• Initial testing conducted
• Changes made to system

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Mobile Despatching - Future development

• Allow WAP from Offices of Hauliers/Customers
• Copy SMS to Customer or 3rd party
• Email to Customer or 3rd party
• XML to customer or third party
• Direct link to Weighbridge

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Mobile Despatching - Field Trials to cover

• Usability of each solution
• Mobile phone coverage
• Assessment of Type of mobile used
• WAP usability
• Speed of system
• Accuracy of product selection
• Failure to uplift

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Mobile Despatching - Next steps...

• Initial feedback from FD and Hauliers/Customers
• Agree Hauliers Customers to be involved
• Agree structure of codes and contact numbers
• Agree Roles and Responsibilities in trial
• Configure mobiles and PDAs if required
• Agree contracts and data requirements
• Field trials at West Argyll using Justfone
  infrastructure
• Ongoing Review of results

38
Mobile Despatching - Conclusions

• Trial must assess usability of solution
• Technology not regarded as a major problem
• migration from current to new practices may be
• Need open assessment of options before further
  development
• Potential for expansion of functionality to other
  areas
• Reduced costs for FC and Customers
• Reduced costs for industry generally

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Despatching using Mobile Technology

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