ePOD Guide 2020 by Tarmac

Introduction

2018 saw the implementation of Electronic Proof of Deliveries across our Materials delivery processes. Electronic proof of delivery (ePOD) offers our Customers, Hauliers and colleagues the ability to track loads in real time and access delivery information quicker than ever before.

Since implementing ePOD our Materials business has consistently been sending over 95% of all loads electronically, which is a massive digital transformation. This User Guide contains everything you need to know about our electronic delivery process, both from a Haulier and a Tarmac employee perspective. If a Haulier is experiencing problems with the PODFather application or their device (only if the device is issued by Tarmac) then please ensure they contact the ePOD device helpline on

0345 0711 350 This line is available 24 hours a day, 7 days a week on every day apart from Christmas day.

“New technology, especially if you’re not familiar with it, can be daunting. Our drivers have been fantastic – even with initial apprehension, they’ve listened and really embraced the new way of working, resulting in not a single call from drivers regarding login issues when we switched on for real, which is credit to their willingness to learn.” Kirsty Paton, Transport Account Manager, Scotland “After just a week and a half in, I was made up with ePOD. I can really see the benefits and love the idea of the haulier ticket portal so I can check all my tickets. Change can be tricky, but we’ve had lots of help to get used to it and it now feels like a doddle. It sounds like a small thing, but dealing with paper when it rains can be a real pain. Thanks to ePOD there’ll be no more drying of wet tickets on the cab dash! So far, ePOD is good – if it makes my life easier, then I’m happy.” Graham Thirlaway, a Haulier based out of Coxhoe

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Contents

Site set-up

Device and application

Setting up a new plant

Plant, profit and cost centre creation process

How to get ePOD WiFi for new plants

What is ePOD & how does it work?

Collect tablet How to order devices for a new plant

New Plant Set up for ePOD

Order new driver device ePOD vehicle install scenarios

Request activation Activating a customer for ePOD

Create new vehicle Activating a vehicle for ePOD

Driver training New driver induction

Mobile device usage

How to download the application (external hauliers)

How to log in and out

Driver vehicle check

How to complete a driver query

How to reject an ePOD delivery

How to return an A&A delivery

How to return a RMX delivery

How to complete an Incident Report

Haulier ticketing portal Introduction and how to log on

My Account

Viewing current/planned jobs

Viewing completed jobs

Tracking

Documents

Vehicle checks

Quote Creation Customer guide

Adding an e-mail address to a quote

Order placement Viewing the email addresses against a job: A&A

Copy job functionality: A&A

Changes to copy job functionality: RMX

Adding Driver Site Maps in PODFather

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Ticketing

Delivery

Logging in/out of the site device

Pre loads: A&A

Ticketing an ePOD delivered load : A&A

How to complete an A&A delivery

Ticketing an ePOD delivered load : RMX

How to complete a RMX delivery

Adding an ePOD job (orders screen): A&A

How to create a manual ticket in PODFather 102

Adding an ePOD job (orders screen): RMX

How to create and complete a manual ticket 103

Non sales tickets: A&A

Returned loads: A&A

105

Non sales tickets: RMX

Returned loads: RMX

106

Split loads: A&A

Redirected loads: A&A

107

How to print a delivery note/receipt for an ePOD load: A&A

Redirected RMX loads

108

How to print a delivery note/receipt for an ePOD load: RMX

How to reprint a delivery note/receipt: A&A

How to reprint a delivery note/receipt: RMX

How to convert an ePOD ticket to a non ePOD ticket: A&A

Monitoring of jobs screen to ensure job completion

112

Ticket events BA events and blocks

117

How to add an event to a ticket: A&A

138

How to add an event to a ticket: RMX

141

How to convert an ePOD ticket to a non ePOD ticket: RMX

How to cancel / remove a collect ticket from the batch cabin device: A&A

How to cancel / remove a collect ticket from the weighbridge device: RMX

Ticketing an ePOD zero weight load: A&A

Customer portal

150

Cash sales - delivered/collect loads: A&A

Cash sales - delivered/collect loads: RMX

How to investigate an ePOD ticket not being received by a customer

170

Intercompany receipting: A&A

Intercompany receipting: RMX

Outbound materials: A&A

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How to delete a job in PODFather

144

How to Web Receipt a job in PODFather

147

Invoicing

Haulage Haulier ticketing portal information

177

Driver Behaviour

181

Incident reports

182

Daily vehicle checks

184

Troubleshooting

Process maps

WiFi guide

187

FAQs

188

Device troubleshooting

190

Issues in PODFather - ePOD & Planning

191

Spare devices process

193

Spare devices process

194

ePOD Facts, Questions & Answers

195

PODFather guidance Viewing device health

198

Account settings

199

Tarmac customer service centre high level support

224

Next-working-day exchange process

225

Remote diagnosis triage

226

3rd party driver support process

227

ePOD device problem process – contracted fleet

228

ePOD vehicle install scenarios

229

Existing driver + new vehicle

230

Existing driver + 2nd hand vehicle

231

Existing driver + intercompany vehicle transfer

232

How to reset a user password

206

New driver + new vehicle

233

How to unlock an account

209

New driver + 2nd hand vehicle

234

Setting up a new user in PODFather

212

New driver + inter-company vehicle transfer 235

Actioning an incident report

215

Fleet scheme leaver

236

Sanctions - behavioural

237

Sanctions – equipment breakage/damage

238

Driver induction & training

239

ePOD lost & stolen device process – contracted fleet

240

Reporting PODFather KPI dashboard

218

Hardware warranty claim

241

Plant opening & ePOD setup process

242

Plant closure / divestment process

243

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Site set-up Setting up a new plant

For new plants or mothballed plants being activated, the responsible person needs to place a call with the Tarmac IT helpdesk who will create an incident number. This will start the process for the new plant activation. The Tarmac IT helpdesk will pass the request to the relevant person within their department who will make contact with the requestor to provide details of the form to be completed.

For mothballed plants that already have a plant code, IT are responsible for checking that this exists in PODFather, requesting it to be created if it does not.

Part of this form asks if ePOD is to be active at this plant. Select the relevant options.

If the plant has requested to be active for ePOD Collects, a collect login will be required for the plant device. Again, it is Tarmac ITâ&#x20AC;&#x2122;s responsibility to ensure this exists, passing on the login details to the requester.

Once the new plant code has been created in SAP the plant will then also be automatically added to PODFather. If you experience any issues with this process please email epod.enquiries@tarmac.com

Overall, it is the requesters responsibility to ensure all necessary steps have been completed.

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Site set-up Plant, profit and cost centre creation process

1. User logs a call with the IT Service Desk

2. IT Service Desk to assign to BSM (where applicable)

3. BSM to send the form to the requestor

4. BSM to aquire additional if needed (incl. pre-validate Plant/PC code availability

8. New plant transported to Test AT1

7. BSM/S&D to test in SAP Dev Client 0100

6. BSM to create CR and assign to Sales & Despatch team

5. Notify the requestor to obtain appropriate approvals

10. Business to test end-to-end and provide evidence

11. Change is deployed in the next available release cycle

12. MDM to create MD in PRO: cost & profit centre, materials, set up plant as customer & vendor, and PR approval hierarchy

14. Plant is fully set up in the live system and the requestor is notified

13. BSM/S&D/ Business follow final set-up steps in Misc Additional Data tab

9. MDM create all master data: cost & profit centre in test. Set up as customer & vendor and PR approval hierarchy

IT Service Desk: itservicedesk@tarmac.com Business Solutions A&A, RMX, Contracting (BSM): it.bussol.aaa-rmx-cont.team@tarmac.com Business Solutions Cement & Lime: it.bussol.cement-lime.team@tarmac.com Master Data Management (MDM): data.management@tarmac.com

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Site set-up How to get ePOD WiFi for new plants

For new plants or mothballed plants being activated, the responsible person needs to place a request with the IT service desk for Meraki WiFi with the ePOD SSID activated. IT service desk will raise an incident number that will be used to track the request.

When this has been completed, site users will be able to see the ePOD WiFi on their devices.

IT should make the necessary arrangements to survey the plant to understand the equipment requirements and then should dispatch an engineer to install the equipment.

Please note this WiFi is restricted and does not allow open access to the internet. This WiFi network will only allow data associated with ePOD to be sent and received.

Once installed the equipment will be commissioned and made active on the Meraki dashboard where it will be assigned the ePODÂ SSID.

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Site set-up What is ePOD & how does it work?

ePOD (Electronic Proof Of Delivery) is a paperless delivery system that uses signon-glass technology on Android and Apple mobile devices. ePOD (Electronic Proof Of Delivery) is a paperless delivery system that uses sign-on-glass technology on Android and Apple mobile devices.

All our materials plants are equipped with devices for collect loads to be signed for and completedÂ on.

Tarmac implemented ePOD across the materials business during 2018.

ePOD provides greater visibility and proof-ofdelivery for our materials deliveries, as well as live statuses to our customers.

ePOD is fundamental to our business and to our customers, who expect an improved user experience and enhanced customer service throughout the delivery process. Our fleet have devices to complete delivered loads on. They capture the signature from our customers electronically.

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Customers can track their loads live via the Customer Portal. Once their load has left our plant a notification will be sent direct to the customer to advise their material is enroute. Once the ticket has been completed on either the collect or the hauliers device an electronic version of the signed ticket is emailed to the customer. Or it can be downloaded from the tarmac customer portal.

Collect tablet How to order devices for a new plant

The request should be made through the ePOD Device helpline by calling 0345 0711350. The caller should advise that a new plant is being set-up within the Tarmac portfolio. The caller should advise the ePOD Device helpline of the following: • Plant name • Address • Main contact (name, phone number & email address) • What equipment is required Standard ePOD equipment package: A standard setup for a single plant is one activated device for use by the weighbridge / batch cabin for collect loads, a powered cradle, bracket and pedestal unit, and a security cable. A non activated (buffer) device will be provided to be used in the event of a breakage. Peak Ryzex who provide the ePOD support service will advise you of the equipment costs. Once they have a completed order form and purchase order they will ship the required equipment to site. The cradle and associated charging equipment can be installed by your local fitter. **Please note; The engineer is only permitted to attach the cradle to a desk, if you would like the cradle to be fitted to the wall this will need to be done by your local fitter.

Multiple ticketing points - same building/location

Multiple ticketing points - different building/location If the new plant has multiple ticketing points from the different buildings/locations then a “Standard ePOD equipment package” should be ordered per location. Once the request has been placed with the ePOD Device helpline, they will raise a support desk ticket, which will trigger their internal process. The requestor will be requested to complete an order form and raise a purchase order for the required amount. This will be submitted to the vendor by email for the desired equipment. The quote will include the requested equipment, plus sim cards per device, standard software packages and services. The Purchase Order (PO) for the goods should be raised and submitted back to the ePOD Device helpline along with the details of where they should be shipped to. A contact name and number for the delivery is also required. Peak Ryzex’s (ePOD Device helpline) vendor number is: 168379 Once a PO has been raised and provided to the vendor, the equipment will be ordered.

If the new plant has multiple ticketing points from the same building/location, then multiple activated devices for use by the weighbridges / batch cabins along with all the other associated equipment (powered cradles, brackets, pedestal units, and security cables) will need to be requested, but only a single non-activated (buffer) device will be required.

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Collect tablet New Plant Set up for ePOD

When a new plant comes on line, as part of the IT set up process that Plant must be activated in SAP and Fortek. When a Plant is created in SAP/Fortek it can be configured for both ePOD Deliveries and ePOD Collections. If you select Collections, then you must also request that IT set up the relevant details in PODFather in order for Collect ePOD tickets to be allocated to the correct device. Additionally you must ensure that the site is set up for 10 digit ticketing in order for ePOD ticketing to work correctly.

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All of these are actioned through the IT Site process. You must also ensure the site has numberless tickets for the printer.

Order new driver device ePOD vehicle install scenarios

Existing Scheme Driver (keeps tablet and cradle)

New Scheme Driver (has no equipment)

New vehicle to scheme (2nd hand vehicle but with no equipment installed)

Requires Vehicle USB Power supply & vehicle bracket only

Requires full equipment as per the above list

New vehicle to scheme (brand new with no equipment installed)

Requires Vehicle USB Power supply & vehicle bracket only

Requires full equipment as per the above list

Change within fleet (vehicle already has USB power supply and bracket)

Requires nothing – cradle & tablet held by driver to be fastened to existing bracket

Requires everything from list except for USB power supply & bracket

Existing scheme driver replaces old vehicle with brand new one

Please refer to Document: ePOD-Tarmac-03:V1

Existing scheme driver replaces old vehicle with new to fleet vehicle (but not a brand new one i.e. 2nd hand)

Please refer to Document: ePOD-Tarmac-04:V1

Existing scheme driver replaces old vehicle with vehicle from elsewhere in fleet i.e. intercompany

Please refer to Document: ePOD-Tarmac-05:V1

New to scheme driver receives brand new vehicle

Please refer to Document: ePOD-Tarmac-06:V1

New to scheme driver receives new to fleet vehicle (but not a brand new one i.e. 2nd hand)

Please refer to Document: ePOD-Tarmac-07:V1

New to scheme driver receives old vehicle from elsewhere in fleet i.e. intercompany

Please refer to Document: ePOD-Tarmac-08:V1

Fleet Leaver

Please refer to Document: ePOD-Tarmac-09:V1

Full ePOD Vehicle Equipment Schedule • Tablet • Sim Card • SOTI EDM • Services (24/7/364, NWDE, Staging, etc) • Vehicle USB Power • Vehicle Bracket • Device Cradle

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Request activation Activating a customer for ePOD

Establishing if a customer is active for ePOD Log onto SAP by clicking on the SAP icon, Select 001 ERP Production. Enter your username and password.

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Viewing a Customer’s Details • Use Transaction XD03 (Display Customer) to get into the customer’s details. You can access the transaction using search bar located at top left of SAP screen. Type XD03 then press ENTER or Execute. • You can also select the transaction from the menu if you have it listed.

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• Enter the account number of the customer you wish to view.

• You will also need the following information:• Company Code - 0100 Tarmac Trading • Sales Organisation - In most cases this is 0100 • Distribution Channel • Division • Select

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• The following screen will be displayed • The screen needs to show the Sales Area Data. Select this on the menu bar.

• Select the Shipping Tab

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• If the customer and product line is activated for ePOD it will show on this screen

• If the customer is not active for ePOD you will need to email data management on data.management@tarmac.com

• They will need the customer account number and the division you need activating, ie 03 Asphalt, 07 Aggregates, 04 Concrete etc • Once Activated for ePOD the quote can then be updated

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Create new vehicle Activating a vehicle for ePOD

Log onto SAP by clicking on the SAP icon,Select 001 ERP Production. Entering your username and password.

Viewing vehicle details • Use Transaction ZDSM1 (Central Vehicle File) to get into the vehicle details. You can access the transaction using search bar located at top left of SAP screen. Type ZDSM1 then press ENTER or Execute. • You can also select the transaction from the menu if you have it listed.

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• Enter the vehicle registration number of the vehicle you wish to view • Select

• The vehicle details will be displayed • Select the line you wish to view

• Then select • Choose to view the Comms Tab

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• The following screen will be displayed

• Select

to edit the vehicle details

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• Go to ePOD mode

• Choose Y Yes from the dropdown list.

• Do not select N No or T Tracking Only. These are options for use during the introduction to ePOD and the planning tool. All vehicles should be activated as ePOD • Select

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Driver training New driver induction

Overview Tarmac operate an Electronic Proof of Delivery (ePOD) system. The vast majority of tickets are fully electronic and therefore you will need either an Apple or an Android device with the PODFather application downloaded in order to receive and process jobs. The default Username and Password for the ePOD application is your vehicle registration without spaces, we recommend changing the password on your first log in - please ensure this is something memorable.

The ePOD application records all necessary delivery information and records this against the job and all POD information is visible to our Hauliers, Tarmac and to our Customers, making ePOD a single source of the truth for delivery data. There is a dedicated Haulier Ticketing Portal which you will be granted access to, this holds PODs for all of your delivered loads. You should receive an email containing your login details, if you need this resending then please contact your Haulier Helpdesk. On the rare occasions where a delivery is to be made with a paper ticket then it is essential that valid, readable and printed name and signature are obtained on the paper ticket.

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Safety information You should not make calls from your mobile phone or interact with your ePOD device unless your vehicle is stationary with the ignition off and you are parked in a safe place with your handbrake applied. • No mobile phone shall be used to accept calls whilst the vehicle is moving. • No telematics or ePOD equipment shall be used whilst driving.

• Text messages must only be read when the vehicle is stationary, parked in a safe place and handbrake applied. • Ensure that three-points of contact are maintained by facing the vehicle cab on entry and exit. If you need to alight your cab with your ePOD device then please place this in a safe place (such as a clothing pocket, accessible vehicle pocket or on the floor) so that you can retrieve the device once you are safe.

• All satellite navigation systems must be programmed prior to setting off and must NOT be reprogrammed whilst driving.

User Information There are User Guides available to help you understand how to complete your electronic tickets properly, please remember that failing to follow the process correctly can result in payment delays.

Please use the following links to access more information: • A&A Core Fleet User Guide • A&A External Fleet User Guide • RMX Core Fleet User Guide • RMX External User Guide • Haulier Ticketing Portal User Guide • How to download the application (External Fleet Only)

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Driver training Mobile device usage

Tarmac is committed to ensuring the safety of it’s colleagues, customers, contractors and partners. As part of our continued commitment to safety, we continually review our operations and industry activities to help us find ways to reduce the risk of incidents. The following rules apply to all employees, employed drivers and contractors working on behalf of Tarmac.

When can mobile devices be used? Mobile devices must only be used to process delivery information. Manual interactions are required and these can only take place when vehicles are stationary. Any devices issued by Tarmac as part of the ePOD project are programmed to ensure that screens automatically go blank when vehicle movement is detected. This setting cannot be manually over-ridden. When you are outside of your cab then you must only use the device when you are stationary and in a safe place. It is important that you always maintain a good awareness of your surroundings.

Take care! In order to capture a signature at the point of delivery, you will need to hand the device to the appropriate person on site who is accepting the load. We’ve all heard examples of the seriousness of slips, trips and falls in our business. They happen suddenly and are totally unexpected. The result of a slip, trip or fall can be painful and possibly end in permanent injury that could be life changing. The majority of slips, trips and falls happen during access and egress and this risk can be increased through a number of factors such as wet and slippery surfaces and uneven ground etc. Therefore, IF you need to exit your cab to obtain a signature then you must always ensure that: • You are wearing the correct PPE • Your cab is kept clean and free of hazards • Any spillages are cleared up immediately • Always use provided grab / hand rails • Any defects or risks are reported immediately • Do not jump off raised surfaces • Only carry what you can reasonably handle • Maintain awareness of your surroundings • Maintain 3 points of contact when necessary, do not have the device in your hand whilst accessing or egressing your vehicle.

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Device and application How to download the application (external hauliers)

Downloading the PODFather app inÂ Android Open the Google Play Store on your Android device. You will need Android 4.4 or above to download the required app

Search for PODFather Press on the icon

Press install The app will start to download

Downloading the PODFather app inÂ iOS Open the App Store on your iOS device. You will need to be running IOS 10 on an iPhone 5C or newer to download the required app

Search for PODFather Select get

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Then press install The app will start to download

Device and application How to log in and out

Turning on and logging in You must be logged in prior to arriving at a plant in order to get loaded and receive your ticket. Turn ON the tablet if OFF by pressing the power button.

Select the PODFather app from your home screen.

Logging Off All jobs must be completed prior to logging out, failure to do so will result in delays to the payment process. Switching off your device DOES NOT log you out of the application, please follow the process below to correctly log out.

Press Logout.

Tap on Logout to exit the PODFather Android app.

Tap on the menu button.

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Device and application Driver vehicle check

When you log in to your device you will be prompted to complete a vehicle check. (This will occur every day when you log into PODFather on your device.) Only one option will appear depending on the truck type that has been set up for the vehicle registration used when logging into the device.

Once you have clicked on the Vehicle Check button the below information will be displayed

You will be required to click on the enter signature button. Upon doing this the screen will rotate to allow you to sign to confirm that a vehicle check has been completed, then click on save in the bottom right hand corner of the screen. (You will need to rotate the device to Landscape before signing and save by clicking in the bottom right hand corner.)

Here you will have the option to Start Vehicle Check on the device or choose that you have already completed a vehicle check today, via a defect sheet or other means of recording your daily defect vehicle inspection. If you choose the option that a vehicle inspection has already been completed the below information will be displayed.

You will then be taken back to the previous screen where the enter signature button will now be highlighted in green as below.

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Then click on Complete Job to finish your device login and display the below screen ready for your first ticket of the shift.

If you are wishing to use the device for your daily defect checks, click on Start Vehicle Check

Note: All fields must be completed, including comment if a defect has been highlighted. At the bottom of this screen hit next which takes you back to the signature prompt, enter signature and complete job.

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Device and application How to complete a driver query

If you have a query, if there is nobody available to sign for your load or if you have any safety concerns then press the ‘Driver Query’ button after arriving on site.

Proceed with the delivery Make notes in the comments section and ‘optional’ photo then press proceed, you will then be directed to the Customer signature screen.

Please call your Tarmac representative and proceed as advised, which will be either:

Cancel the delivery If you have been advised to cancel the delivery then you must add notes in the comments section and take a photo before pressing ‘Cancel Delivery’.

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You will then be directed to the returned material workflow.

Press Continue to begin the returns process.

Press Continue to begin the returns process. Continue with the workflow for returned material.

Proceed - No Customer If you have been advised to proceed without a signature then you must add confirmation of this in the comments area. You can then press â&#x20AC;&#x2DC;Proceed - No Customerâ&#x20AC;&#x2122;, You will then be directed to the start discharge screen.

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Device and application How to reject an ePOD delivery

Reject a load received in error If the load has been sent to you in error, for example, if the ticket is cancelled while you are still at the tarmac site, the batcher / weighbridge will cancel this in Fortek, but you will need to remove the ticket from your device. Click on ‘reject load’. You will need to enter a comment as to why the load is being rejected. Enter your first and last name, click enter signature and sign, click save in the right hand corner, then click ‘confirm rejection’

Reject a load after arriving at the customers site Click on ‘driver query’, take a photo for evidence and enter comments of why the delivery is being cancelled (photo and comments required). The driver should call the Tarmac office for further instructions.

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To take a photo click on ‘take photo’ this will open the camera. Click on the camera icon circled in yellow. To confirm the photo click on the tick circled in yellow. To retake the photo click on the retake button circled in red. To close the camera click on the X in the left hand corner of the screen.

Customer rejecting the load The tablet should be given to the customer to review the load, they can scroll down the screen where they then need to enter the customers first and last name by clicking in the relevant box and then click on customer signature, this process still requires completion as this is acceptance that the load has been received on site. The customer can then click on ‘customer query’

The customer will need to take a photo and enter comments regarding the load, they can then click on the ‘reject delivery’ In this instance the driver should call the Tarmac office for further instructions. This will begin the returned material workflow.

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Device and application How to return an A&A delivery

If there is any material to be returned click ‘yes’ enter the estimated amount being returned and click ‘next’. A second signature will be required, the customer will need to complete the name and signature sections, once completed you can click on ‘start return load’. If no one is available or refuse to sign you can click on the ‘customer not available to sign’ button.

If ‘customer not available to sign’ has been selected the above screen will be displayed (take photo is optional) click on ‘start return section’.

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Before you begin the return process you will be required to call the office regarding the location of where to take the returned material, then click ‘continue’.

You can now enter the return location from the drop down field and add comments regarding why there is material being returned.

When you are ready to leave the customers site with the return click ‘start return’.

Click ‘arrive at return location’ when you arrive at the weighbridge.

Is there a weighbridge operator available on site.

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If there is no weighbridge operative on site you will be required to take a photo of the returned material, then ‘complete job’ before going for your next load.

If someone is available on the weighbridge click ‘continue’.

Hand the device to the weighbridge operative who will be able to complete and sign for the returned material, the ‘complete job’.

When the job has been completed the device should display the above screen showing ‘no jobs allocated’ you are now ready for your next load.

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Device and application How to return a RMX delivery

If the customer is wishing to return any material, the driver must call into the shipping office for further instruction. Upon getting the instructions click ‘Yes’ and enter the estimated return quantity. The customer will then be required to summarise and sign for the returned material. You can then click ‘Complete Load’ and this will complete the ticket and carry on with instructions given by the shipping office.

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Device and application How to complete an Incident Report

To complete an Incident Report, click on the icon in the top right hand corner of your device to open up the menu.

Scroll down the menu and select ‘Incident Report’.

Select the unsafe act from the drop down menu, complete all fields on the form including ‘take photo’, then complete job.

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Haulier ticketing portal Introduction and how to log on

Tarmac have introduced a ticket portal that delivers information for all of your loads to one place, regardless of the size of your operation. Additionally, ticket discrepancies will be minimised through the availability of immediate and accurate information.

If you have not already received your login information then please contact epod.enquiries@ tarmac.com. Please note that the Username will be your vendor number and your password should have been supplied by email. The Haulier Ticketing Portal is an online resource and can be accessed from any Desktop or Laptop.

Logging in The Haulier Ticketing Portal can be accessed at the following address:, after your first ePOD ticket has been completed: https://tarmac.the PODFather.eu/login When you visit the above address, the first thing you will see is the Log On screen:

Your username will be your Haulier Code and you will be provided with a password, which you may change when you first login. Enter you Log In details and hit the “Log In” button: Once you have pressed the “Log In” button you will be taken into your dedicated Haulier Ticketing Portal. When you see a green “Success” banner, then you have been logged in.

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Haulier ticketing portal My Account

This tab will show your user details, you can edit your password here.

As you scroll down you will reach your supplier details;

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As you scroll to the bottom of the account page, you can see the option to link a new account; This can be used to link multiple vendor codes to one account. Simply click the link,

You will then need to enter the username and password for the account you wish to link. Once you have done so click Link Account

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Haulier ticketing portal Viewing current/planned jobs

The first screen you will see once you have logged in is the “Jobs” tab. Please note that once you have navigated away from this tab within the portal then you can click on the Jobs tab at the top of the screen.

In this view you will see jobs that are currently in progress as well as jobs that are due to be started. You can get more information on these jobs by using the “Action” buttons on the right hand side of the screen.

Pressing this icon will display live tracking information for the job which is in progress:

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Haulier ticketing portal Viewing completed jobs

If you click on the POD’s tab at the top of the screen you will be able to see all your completed loads.

From your “Completed Jobs” screen you can easily search for specific jobs by using the “Filter” button.

Again, you can get more information on each job by using the “Action” buttons on the right hand side of the screen.

You can search through all your completed jobs at the click of a button and may refine your search by: • Ticket Number • Customer • Site Delivered to (quote number) • Driver or Vehicle Registration

Pressing the pin icon will display the location of where the job was completed.

The green page icon will display the PDF of the completed ticket.

The blue image icon will show any pictures captured during the delivery process. If there are no pictures attached, the icon will be faded blue.

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• See all tickets by date range You can also easily export the information from your search into a spreadsheet. To do this, click export

The info you have in the report at the time of hitting export will be transferred to an Excel spreadsheet.

Haulier ticketing portal Tracking

If you click on the ‘Tracking’ tab, you will be taken to the page shown.

Here you are able to see all trucks assigned to your Log In. Select the driver that you would like to look at.

The ‘Job history’ button will show you a recent history of all activity on this reg, this shows both tickets and vehicle checks completed. To the side of the screen you will be able to see a map with the current location of this vehicle.

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Haulier ticketing portal Documents

If you click on the ‘Documents’ tab, you will be able to see a list of ‘How To’ guides which you can view by clicking on the Blue-View Document icon on the right. OR Download the guide by clicking on the Green-Download Document on the right.

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Haulier ticketing portal Vehicle checks

If you click on the â&#x20AC;&#x2DC;Vehicle Checksâ&#x20AC;&#x2122; tab, you will be able to see all vehicle checks completed by the vehicles in your account. Much like the POD view, you can filter and export this information. You are able to filter by the following;

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Quote Creation Customer guide

The past 5 years have seen massive developments around delivery processes. Customers now expect to know where their deliveries are and when they are due. That is why ePOD (Electronic Proof Of Delivery) is so important. In our daily life we use electronic receipts, smart devices and sign-on-glass technology. Courier companies will now send you early notifications and allow you to track your deliveries online often in real-time on a map.

• Dispatch Notifications with 1 hour delivery times

In contrast Tarmac knows our traditional paper ticketing process was time consuming and inefficient for the customer, the haulier and our internal teams. For us our paper process used outdated & end-of-life technology.

• Contribute to substantially reducing your Carbon Footprint

This is why Tarmac has implemented an electronic proof of delivery (ePOD), in order to improve the experience for all and to provide better customer service throughout the delivery process.

What is ePOD and what does it do? ePOD is a paperless delivery system that uses “sign-on-glass” technology on Android and Apple mobile devices. ePOD will provide greater visibility and immediate “proof-of-delivery” for our Materials business, as well as live statuses updates to our customers.

How will ePOD benefit me?

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• Track and trace each delivery in real-time • Instant POD’s - Delivery documents emailed to customers at time of delivery or available from the Tarmac on-line portal

• Physical documents can no longer be damaged, lost, misread or misfiled • Improved data will accurately record time on site whilst capturing any potential material changes, such as water additions • Electronic signature and name capture • Reduced queries - more accurate Invoicing • Quickly resolved disputes with the utilisation of electronic copies of signatures and photographic evidence For more information, please contact the team mailbox: epod.enquiries@tarmac.com

Receiving an ePOD delivery on your site When our driver arrives at your site, they will confirm the site is safe for them to proceed with the delivery. In the cases of Ready Mix deliveries, the driver will need to record if a conveyor is being used.

The Tarmac driver will hand the device to you and ask you to review the details of the delivery.

Your first and last name will need to be entered, followed by a signature.

Please ensure your signature is clear and fills the signature box.

The driver will now proceed with your delivery.

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In some cases your driver will ask for a second signature. You will be asked for a second signature in the following cases:• Time on site over 30 minutes • Returned material • Factors affecting material specification OR Water Additions You can see what you are signing for on the screen

You can rate your delivery at any of the signature screens

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Your new Tarmac ticket

0000123456

TARMAC TRADING LIMITED CUSTOMER & SITE ADDRESS

TARMAC CUSTOMER

VAT REG: GB143776102 DEPOT

QUOTATION No.

G227

1000001234 / 01

DATE LOADED ORDER No.

CONCRETE DESIGNATION / STRENGTH CLASS

MAX AGG.SIZE mm

C32/40 C40 CUBE PUMPABLE MIN. CEMENT CONTENT kg / m

MAX. W/C RATIO

000 WHERE SPECIFIED

CONSISTENCE CLASS / TARGET

CHLORIDE CLASS

EXPOSURE CLASS

0.4

OTHER REQUIREMENTS

CIIIA

AGG.TYPE

20MM AGG

ACCREDITATION

0000123456

MATERIAL CODE

S3 CEMENT

QUANTITY m³

WRA

VEHICLE REG

VENDOR CODE

AB16CDE

THIS LOAD

7.6

TOTAL SUPPLIED

15.2

B55A L2BAP

ADMIX/ADDITION

BSI

10 Digit Ticket Number

TICKET NO.

03/05/2018

12345/00879

RETURNED QUANTITY

P43 TIME BATCHED

12345

RADIAL MILES

07:49

Recorded time on site for accurate invoicing

COMMENTS

This concrete conforms to BS 8500-2 and customer specification DRIVER WATER ADDITIONS

This load of concrete has been prepared in accordance with your specification and we cannot be held responsible for concrete properties arising from the addition of water in excess of the design water content. ESTIMATED CONSISTENCE .......................

WATER ADDITION ...................... LITRES/KG

ADDITIONAL WATER ADDED AT CUSTOMER REQUEST

DRIVER CONSISTENCY INSPECTION

RESULTANT CONSISTENCE .......................

CASH SALES

TIMES

09:19

TIME ARRIVED ON SITE .................................. WAITING TIME HARD ROAD INSTRUCTION

09:58

DISCHARGE STARTED ..................................

SIGNATURE

JOB AUDIT

03/05/18 03/05/18 03/05/18 03/05/18 03/05/18 03/05/18

DRIVER INITIALS .......................................................... PRINT NAME

07:49 08:06 09:19 09:43 09:58 10:09

Awaiting Dispatch On the Way Arrived at Site Signed by Customer Started Discharge Job Completed

Electronic Signature and Name capture of the person who received the delivery

GOODS VAT TOTAL

TARMAC CUSTOMER

LOAD RECEIVED BY

10:09

DISCHARGE COMPLETED ..................................

In accordance with our conditions of sale, a charge for excessive waiting time may be made This vehicle may leave the road on your instruction and at the driver's discretion, providing you accept responsibility for damage to your own or any third party's property or personnel. Customer agreed.

CASH/CHEQUE RECEIVED BY ..........................................................

Return material quantity visible as soon as POD is complete

VAT RATE

Time-stamps of key events

ADDITIONAL INFO

Used Conveyor: No

Additional Information such as technical monitoring

SUBJECT TO THE CONDITIONS OF SALE OF TARMAC TRADING LTD, APPLICABLE TO GOODS OF THIS KIND AND AVAILABLE FOR VIEW AT www.tarmac.com/termsandconditions

CAUTION

There is a real danger of contact dermatitis or serious burns if skin comes into contact with wet cement mixes such as fresh concrete, mortal or screed Wear suitable protective clothing and eye protection. Where skin contact occurs either directly or through saturated clothing wash immediately with soap and water. For eye contact, immediately wash out the eyes thoroughly with clean water. If swallowed wash out mouth and drink plenty of water.

Tarmac Trading Ltd. Registered in England and Wales No. 453791. Registered Office: Portland House, Bickenhill Lane, Solihull, Birmingham, B37 7BQ. VAT No. GB 143 7761 02.

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FAQS What if I need a paper ticket?

What if I do not want to accept the delivery?

Paper tickets will no longer be generated as part of Tarmac’s delivery process.

You can reject a Tarmac delivery using the device held by the driver.

Customers will receive tickets in electronic format which can be printed at the customers discretion.

How do I log a query against an ePOD Ticket?

Tickets can be accessed with from: • the link provided within the material dispatch notification email • the pdf document provided in the load completion email • the Tarmac Customer Portal.

How do I let you know who to send my electronic proof of delivery to? When you ask for a quote from Tarmac or place your order, you will be able to give us the email address where you would like your tickets to be sent to.

What if I am collecting my material rather than having a delivery from Tarmac? When you collect material from a Tarmac site, you will be asked to sign on a Tablet identical to the ones our drivers carry. A copy of the ticket will be emailed to you. Alternatively, you will be able to ask for a receipt at the plant which you can carry with you in the case you are required to provide proof of the load and weight.

Why do some Proof of Delivery not show a signature? There may be some instances in which a digital signature could not be captured (ie no one is on site to sign). In these instances our drivers will capture a photo of the delivered load.

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You will continue to log invoice queries in exactly the same way as you do today. You will need to quote the invoice number when logging a query with Tarmac. This can be done on the customer portal or by emailing invoicequeries@tarmac. com

Quote Creation Adding an e-mail address to a quote

SAP - Logging On Log onto SAP by clicking on the SAP icon,Select 001 ERP Production. Enter your username and password.

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Updating a quote • Use Transaction ZQ02 (Quotation change) to get into the quote. You can access the transaction using search bar located at top left of SAP screen. Type ZQ02 then press ENTER or Execute. • You can also select the transaction from the menu if you have it listed.

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• Input the correct quotation number. Press Enter or Select execute.

• The SAP Quote will appear.

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• We need to update information in the ePOD section of the quote, This is in the Header Data then under the shipping tab • You can do this 2 ways: • Click the icon shown in the red square in the below image. • Or Double click the word Collect or the Ship To Number in the Ship to Party field

• The Header Data will appear. • Select the Shipping Tab

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• The shipping tab will show the screen below

• If the ePOD box is greyed out, please see activating customer for ePOD. • You may select how the customer receives their dispatch notification and also their POD’s • Enter the email addresses that your customer has given you for each of the fields

• You can also add one mobile phone number to each of the options. Please note, there is a cost to the business associated with sending texts - please only complete where the customer insists we use text rather than email • If the customer wishes to self serve on the portal and NOT receive email, please enter epod.tickets@tarmac.com in the email field. This will enable us to identify that the email address has not been omitted in error.

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Order placement Viewing the email addresses against a job: A&A

Go in to change the job

Once you are in the change screen press F1

The email address box will appear. You can view or amend as required. Press Enter to save changes or 0 on the numeric keypad to escape without saving changes. If you have made changes you will need to press / once back in the order to confirm the changes you have made.

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Order placement Copy job functionality: A&A

If you are copying a job where the email addresses and phone numbers held in the job you are copying are different to what is held in the quote in SAP you will be made aware of this. . You must press Return to continue.

You can press / on the numeric pad or Enter to revert to the data held in the quote, or to remove all email addresses, phone numbers and add new details press N. Press Enter to continue with saving the job. **Note** If you do not have access to SAP contact your Internal Sales Team.

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Order placement Changes to copy job functionality: RMX

If you are copying a job where the email addresses and phone numbers held in the job you are copying are different to what is held in the quote in SAP you will be made aware of this. You must press Return to continue.

You can press F8 to revert to the data held in the quote, or to remove all email addresses, phone numbers and add new details press N. If you select N, after you have entered the new data press F8 to continue with saving the job. **Note** If you do not have access to SAP contact your Internal Sales Team.

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Order placement Adding Driver Site Maps in PODFather

It is now possible to upload PDF documents to PODFather to be included in Workflow information. Please follow the guide below for any customer that has specific site instructions.

Select the customer you want to add the PDF to.

Select the quote the PDF is to be attached to.

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Scroll down to â&#x20AC;&#x153;Upload site map (PDF).

Select the PDF from your documents file.

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The driver will need to view the map before he can start the delivery process.

Note: the driver will need to exit the map by hitting the return button.

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Ticketing Logging in/out of the site device

Sites will log into the PODFather app on the device using their Fortek username and password. If a site has multiple usernames, the one to use is the one that generates tickets.

It is crucial to log out of the PODFather app at the end of every shift to ensure essential updates are installed. Switching off your device DOES NOT log you out of the application, please follow the process above to correctly log out.

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Ticketing Ticketing an ePOD delivered load : A&A

All vehicles are booked in and out in Apollo. Once the vehicle registration No has been entered you will see it is an ePOD job by the presence of the yellow ePOD flag. If the flag does not appear please refer to troubleshooting guide for non ePOD jobs.

When you are ready to generate the ticket press F12. This will send the ticket to ePOD.

Once the ticket has been sent to ePOD you will see the message the ticket has been sent at the bottom of the screen, you will need to press Return to continue

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You will then be asked if the ticket has arrived on the drivers device for delivered loads or the weighbridge device for collectÂ loads

Confirm the ticket has been received on the relevant device. In the event the ticket is not received refer to the troubleshooting guide. For delivered loads, selecting Y and pressing Enter ends the ticketing process. For collect loads you will have the option to print a delivery note, please refer to the collects procedure on how to print a delivery note.

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Ticketing Ticketing an ePOD delivered load : RMX

All vehicles are rostered in to Nimrod. Select the job you want to ticket against and enter the appropriate vehicle details.

Once in the ticketing screen you will see it is an ePOD job by the presence of the yellow ePOD flag. If the flag does not appear please refer to troubleshooting guide for non ePOD jobs.

When you are ready to generate the ticket press enter as usual. This will now send the ticket to ePOD.

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You will then be asked if the ticket has arrived on the drivers device for delivered loads or the plant device for collect loads.

Confirm the ticket has been received on the relevant device. In the event the ticket is not received refer to the troubleshooting guide. For delivered loads, selecting Y here and pressing Enter ends the ticketing process. For collect loads you will have the option to print a delivery note, please refer to the collects procedure on how to print a delivery note.

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Ticketing Adding an ePOD job (orders screen): A&A

Once the material has been selected the yellow ePOD flag appears on theÂ job. If the flag does not appear the order will become non ePOD. Please refer to troubleshooting guide for non ePOD jobs. Continue to populate the details on the job screen.

Once you press / (on Number pad) to save, the ePOD contact details box pops up. The email addresses and phone numbers will pull through from the quote, if no email addresses or phone numbers appear this means they are missing from the quote. If there are no email addressâ&#x20AC;&#x2122; please report it to your sales office.

Advise the customer of how the notification preferences have been set and confirm the email address or addresses we have listed for each preference. If there is a phone number to receive SMS notifications this should also be checked. The email addresses and phone numbers can be altered in this screen, however this will not update the details held in the quote in SAP. If the customer makes a request for a permanent change this will need to be done in the quote. If you need to add or remove an email address you can over type an existing email address or populate any additional fields. Once you are happy the details in this pop up are correct and have confirmed them with the customer press Enter to save the notification details you can then continue with the ticketing process.

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Ticketing Adding an ePOD job (orders screen): RMX

Once the quote has been selected the yellow ePOD flag appears on the job. If the flag does not appear the order will become non ePOD. Please refer to troubleshooting guide for non ePODÂ jobs. Once an ePOD activated customer has been selected a yellow ePOD flag appears on the job Continue to populate the details on the job screen.

Press F8 this will display the summary of loads. Press Enter and the ePOD contact details box pops up. The email addresses and phone numbers will pull through from the quote, if no email addresses or phone numbers appear this means they are missing from the quote. If there are no email addressâ&#x20AC;&#x2122; please report it to your sales office.

Advise the customer of how the notification preferences have been set and confirm the email address or addresses we have listed for each preference. If there is a phone number to receive SMS notifications this should also be checked. The email addresses and phone numbers can be altered in this screen, however this will not update the details held in the quote in SAP. If the customer makes a request for a permanent change this will need to be done in the quote. If you need to add or remove an email address you can over type an existing email address or populate any additional fields. Once you are happy the details in this pop up are correct and have confirmed them with the customer Press F8 to save the notification details. Enter your initials Press F8 to save the job.

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Ticketing Non sales tickets: A&A

These can include but are not limited to:Depot transfers, Stand Downs, Night shift payment, Day work. These will go to the drivers device who will print their name, sign and confirm their acceptance. Confirm with the driver he has received the ticket on his device. In the event the ticket is not received refer to the troubleshooting guide. **Note** Failure to process these tickets may lead to NON PAYMENT to the Haulier

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Ticketing Non sales tickets: RMX

These can include but are not limited to:Depot transfers, Plant wash and yard mixing, Night shift payment & Collect mixing fee. These will go to the drivers device who will print their name, sign and confirm their acceptance.

Confirm with the driver he has received the ticket on his device. In the event the ticket is not received refer to the troubleshooting guide. **Note** Failure to process these tickets may lead to NON PAYMENT to the Haulier

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Ticketing Split loads: A&A

Apollo sends each ticket in turn to PODFather, the information is only sent to the relevant device once all parts of the split have been completed. PLEASE BE AWARE THAT IF ALL PARTS OF A SPLIT LOAD ARE NOT LOADED TOGETHER THE INFORMATION WILL NOT BE SENT TO THE DEVICE. Split loads must only be used when all parts of the split are going to be loaded. A new job will need to be added if this is not the case.

A ticket for each part of the split is created however the customer only signs onceâ&#x20AC;&#x2122; The name and signature is then replicated to the other ticket(s). This is the same for both delivered and collect loads. The existing workflow for each will be applied to the first ticket and replicated to the rest of the tickets in the split.

Once each ticket has been generated you will be asked if the ticket is on the relevant device complete as you would for a single load

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Only the first ticket will be on the device - again complete as you would a single load ticket.

All materials in the split will be listed on the electronic ticket for the customer to verify the details and sign for.

Once the ticket is completed on the device all electronic copies are created with the timestamps, name and signature duplicated from the first.

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Ticketing How to print a delivery note/receipt for an ePOD load: A&A

Collect loads also have the option to print a delivery note. If you select N no delivery note will be printed.

If Y is selected this will print on the tickets in the printer. This is a delivery note only - the ticket needs to be signed for and completed on the weighbridge collect device. It is the ticket completed on the device which will be stored as the signed POD on the system.

You will be asked if the ticket printed OK - select the relevant option. The ticketing process for this load is then complete.

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Ticketing How to print a delivery note/receipt for an ePOD load: RMX

Collect loads have the option to print a delivery note following the ticketing process. Select Y or N. If you select N no delivery note will be printed.

If Y is selected this will print on the tickets in the printer. This is a delivery note only - the ticket needs to be signed for and completed on the batch cabin collect device. It is the ticket completed on the device which will be stored as the signed POD on the system.

You will be asked if the ticket printed OK - select the relevant option. The ticketing process for this load is then complete.

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Ticketing How to reprint a delivery note/receipt: A&A

In the ticketing screen (screen 1) type PRINT at input command and press Return.

You will then be asked for the ticket number you wish to reprint the delivery note for, enter this and press Return.

You will then be asked if that is the correct number you wish to reprint, the ticket number and job details will be displayed, check these are for the correct load you wish to reprint the delivery note for. If you select Y the delivery note will print, if you select N you are taken back to the input command screen where you must start the process again in order to reprint **Note** This is only to reprint delivery notes / receipts that have been completed on the collect device on the same day.

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Ticketing How to reprint a delivery note/receipt: RMX

From the command screen type PRINT and press return.

You will then be asked for the ticket number you wish to reprint the delivery note for, enter this and press Return.

You will then be asked if that is the ticket number you wish to reprint, the ticket number and job details will be displayed, check these are for the correct load you wish to reprint the delivery note for. If you select Y the delivery note will print, if you select N you are taken back to the input command screen where you must start the process again in order to reprint.

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You will be asked if the ticket has printed correctly, select accordingly.

If the Nimrod plant has limited access which is dictated by local management the PRINT command does not work. **Note** This is only to reprint delivery notes / receipts that have been completed on the collect device on the same day.

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Ticketing How to convert an ePOD ticket to a non ePOD ticket: A&A

If the electronic ticket fails to reach the relevant device Press N to generate a non-ePOD paper ticket. ThisÂ will convert the ticket from ePOD to a non ePOD paper ticket. The load will need to be signed for on the paper ticket. A copy will need to remain on site, with a signed copy being sent to the office for scanning. No information will need to be completed on a device. ***Note*** All quotes should be activated for ePOD. In exceptional circumstances there may be contracts where mobile devices are exempt. In these circumstances quotes may be deactivated but only with prior authorisation by the local Area Director. It is only for these deactivated quotes that paper tickets will be produced. Any other paper tickets generated are being monitored and will be raised to the attention of the local CSM.

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Ticketing How to convert an ePOD ticket to a non ePOD ticket: RMX

If the electronic ticket fails to reach the relevant device Press N to generate a non-ePOD paper ticket.

This will convert the ticket from ePOD to a non ePOD paper ticket. The load will need to be signed for on the paper ticket. A copy will need to remain on site, with a signed copy being sent to the office for scanning. No information will need to be completed on a device.

***Note*** All quotes should be activated for ePOD. In exceptional circumstances there may be contracts where mobile devices are exempt. In these circumstances quotes may be deactivated but only with prior authorisation by the local Area Director. It is only for these deactivated quotes that paper tickets will be produced. Any other paper tickets generated are being monitored and will be raised to the attention of the local CSM.

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Ticketing How to cancel / remove a collect ticket from the batch cabin device: A&A

If the ticket generated is for an incorrect customer, material etc you will need to cancel the ticket in Apollo via the events screen - select GW03 Ticket Cancelled and add comments as to why the ticket wasÂ cancelled.

Go into the ticket on the Weighbridge device, type Cancelled Ticket in the customer name and sign your name on the customer signature screen. Press complete job.

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Ticketing How to cancel / remove a collect ticket from the weighbridge device: RMX

If the ticket generated is for an incorrect customer, material etc you will need to cancel the ticket in Nimrod via the events screen - select GW03 Ticket Cancelled and add comments as to why the ticket wasÂ cancelled.

Go into the ticket on the Batch Cabin device, type Cancelled Ticket in the customer name and sign your name on the customer signature screen. Press complete job.

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Ticketing Ticketing an ePOD zero weight load: A&A

All vehicles are booked in Apollo in the normal way. Press F7 to capture the weight, press the up arrow and type . [Del on the number pad] in the gross weight field. Once the job number has been added the yellow epod flag is shown on the screen.

When you are ready to generate the ticket press F12 as usual. You will receive a message indicating it is a zero weight ticket and the ticket will automatically be blocked. Press return and follow the normal ticketing process.

The driver should go to the nominated weighbridge to weigh the load. The weighing site (if a Tarmac site) should add a diary note to the ticket advising of the weight so this can be entered on to the ticket by BA in SAP the next day. If the weighing site is not a Tarmac location, the driver should call the office to get the weight noted in the diary notes.

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Ticketing Cash sales - delivered/collect loads: A&A

Delivered load - Once the ticket has been sent to the drivers device a receipt will automatically be printed for the customer. **Note** No signatures are required on the receipt and all copies should be handed to the driver to deliver to the customer who will sign for the delivery on the drivers device.

Collect load - Once the ticket has been received on the collect device the customer will need to Print and Sign for the collection. A receipt will automatically be printed.

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**Note** No signatures are required on the receipt and all copies should be handed to the customer.

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Ticketing Cash sales - delivered/collect loads: RMX

Collect load - Once the ticket has been received on the collect device the customer will need to Print and Sign for the collection. A receipt will automatically be printed.

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Note** No signatures are required on the receipt and all copies should be handed to the customer.

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Ticketing Intercompany receipting: A&A

You will receive your transferred materials ticket via ePOD.

A notification will be received once the driver has started the job (if this has been set up) this allows you to track your delivery.

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Once the materials have arrived and have been signed for depending on how your notification preferences have been set you will either receive your POD on completion of the delivery or via a summary at the end of the day. **Note** Any receipting of materials will be done as per local existing procedures.

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Ticketing Intercompany receipting: RMX

You will receive your transferred materials ticket via ePOD.

A notification will be received once the driver has started the job (if this has been set up) this allows you to track your delivery.

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Ticketing Outbound materials: A&A

All vehicles are booked in and out in Apollo. Follow the outbound material procedure. When you are ready to generate the ticket press F12. This will send the ticket to ePOD.

Once the ticket has been sent to ePOD you will see the message telling you it was successful at the bottom of the screen, you will need to press Return to continue. You will then be asked if the ticket has arrived on the drivers device for delivered loads or the weighbridge device for collect loads If the ticket has not arrived on the device refer to the troubleshooting guide for information on how to complete the ticketing process.

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Delivery Pre loads: A&A

Follow the existing procedure for processing the load and send to the drivers device. Once the job has been received on the driverâ&#x20AC;&#x2122;s device ask the driver to log out. **Note** If the driver goes into the job and starts it, this will send a notification to the customer, and may also result in the ticket disappearing from the device overnight. The following day the driver will need to log in to his device as per normal and complete their vehicleÂ check. They will now be able to continue with the delivery on their device.

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Delivery How to complete an A&A delivery

Review the job details on screen and then select ‘Start Job’.

Click ‘Arrive on Site’ when you have reached the customers location and are stationary.

Click ‘Proceed’ if it is safe to do so. If it is not safe, or the customer no longer requires the material please refer to ‘Driver query’

Ask the customer for their first and last name, type it in the customer first and last name box. Press Customer signature and hand the device to the customer for them to check the ticket details. If the ticket details are correct, the customer should sign anywhere on the screen, and hand the device back to you.

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The customer will then sign across the screen and click ‘Done’ in the bottom right hand corner.

Press ‘Proceed’.

Click on ‘Start Discharge’ when you are ready to discharge the material.

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Click on ‘Finish Discharge’ when discharge has been completed.

After discharge complete you will be prompted to confirm if there is any material to be returned.

If any of the below occurred during the delivery *on site over 30 minutes *material is being returned a second signature is required. The customer will need to complete the name and signature sections, once completed click ‘Complete Load’. If no one is available or refuses to sign, click ‘Customer not available to sign’.

If at any point in the delivery process, you wish to know how long you have been on the customers site, press the time on site button, located towards the top of the page. This will display how long it has been since you hit arrived at site in hours and minutes.

If you have fully off loaded click ‘Complete Job’ on your device before leaving site to ensure correct payment and charges.

Your device will then display the above screen, showing no jobs allocated. Proceed back to site for your next load.

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Delivery How to complete a RMX delivery

Review the job details on the screen and then select the ‘Loaded’ button.

Fibre addition will default to ‘No’ if there are no fibres added to the mix click proceed, if any fibres have been added click on ‘Yes’, this will then prompt you to enter the number of bags added to the load, click in the box, enter the number of bags, then click ‘Proceed’. *Please note that fibre addition is for any bags of fibres adding at the plant, not the customer site*

Check the temperature with the batcher, if this is below 2 degrees click ‘Yes’ if higher click ‘No’

Check the temperature with the batcher, if this is above 25 degrees click ‘Yes’ if higher click ‘No’

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**Please note answering ‘yes’ to either of these questions will notify the Customer that the delivery has been batched out of specification**

Click ‘Start Delivery’ when you are ready to leave the plant.

Click ‘Arrive on site’ when you have reached the customers site and are stationary.

If you have used a conveyor, or added water please press ‘Yes’. If you press yes for water additions you will be asked to enter the amount of water added. Then click ‘Proceed’

You will be asked a number of questions which the default answer is ‘No’.

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When the customer hands the device back with their signature completed, press ‘Done’ in the bottom right corner.

Click ‘Start Discharge’ when ready to discharge, If there has been any water additions requested by the customer during discharge, click ‘Yes’ and enter the additional water, or if no water was added to the load click ‘No’. Click on ‘Finish Discharge’ once the load has been fully off loaded (photo and comments are optional at this point).

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If there is any material to be returned click on ‘Yes’ and enter the estimated amount. If there is no material to be returned click no and then hit ‘Next’.

If any of the below occurred during the delivery *on site over 30 minutes, *additional water has been added on site *material is being returned a second signature is required. The customer will need to complete the name and signature sections, once completed, click on ‘Complete Load’. If no one is available or refuses to sign click on the ‘Customer not available to sign’.

Click ‘Complete Load’ to finish the delivery on your device before leaving site. This is to ensure correct payment and charges.

Your device will then go to the above screen, showing no jobs allocated. Proceed back to the plant for your next delivery.

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Delivery How to create a manual ticket in PODFather

This isnâ&#x20AC;&#x2122;t required; we just need to state if manual tickets are required the driver is to hand the device to the Tarmac operative who will manually add the ticket to their device. The device will be handed back to the driver at the start job point. The driver should then complete the workflow as per a regular delivery.

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Delivery How to create and complete a manual ticket

If manual tickets are required for any reason, these are no longer to be handwritten, instead they will now be created in the drivers application for a delivered load and on the Tarmac site device for a collectedÂ load.

To complete a Manual Ticket, click on the icon in the top right hand corner of your device to open up the menu.

Scroll down the menu and select the appropriate â&#x20AC;&#x2DC;Manual Ticketâ&#x20AC;&#x2122;.

Press to start the selected manual ticket creation

Fill in the details, all boxes marked with * are compulsory. Without data in these spaces you will not be able to progress with the ticket. For collect loads enter collect in the delivery address field. If you know the job number or quote number add this too, however this data is not compulsory, if you add this it will ensure that the ticket is linked to the correct job and will charge the correct customer. Once all the fields have been populated, select the appropriate response to the cash sale question, press continue.

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If the manual ticket is a cash sale, you will be asked to enter the cash values, Net, VAT, and Gross, click Start Manual Ticket.

For delivered loads pass the tablet back to the driver at the Start Job Screen.

Note: As this is a manual ticket the job screen does not detail the full delivery address. The Tarmac plant / weighbridge operator should ensure that the driver is aware of the full address before leaving the plant.

For collect loads you will then be taken to the customer name and signature screen, the customer must type in their first and last name using the keyboard and click on enter signature. The customer must then sign their name on the tablet and press save in the bottom right hand corner of the screen. Then complete job.

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Delivery Returned loads: A&A

The driver will be prompted to confirm if there is any returned material before completing each ticket. Returned loads are completed on the drivers device.

If they answer Yes, they will be asked to enter an estimated net tonnage. Once they arrive back at the Tarmac site, the driver is asked if the weighbridge operative is available.

If Yes the driver will hand the tablet to the weighbridge operative to enter the actual net tonnage. The weighbridge operative will also have to type their first and last name and sign on the device.

If No, where possible and safe to do so the driver is responsible for capturing the weight on the weighbridge display and take a picture of the returned material once tipped in the designated area before completing the ticket.

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Delivery Returned loads: RMX

**Note** Drivers / Plant staff need to comply to existing procedures including adding an event in Nimrod. The driver will be prompted to confirm if there is any returned material before completing each ticket. An estimated quantity is required before completing the workflow on the device. Returns are not processed through the device but the estimated returned load quantity will be recorded on the ticket. This does not create a blockable event

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Delivery Redirected loads: A&A

Where a load has left our site and is on the way to a customer (site 1) but for multiple reasons we need to redirect the load on to another customer (site 2). The driver should cancel the first ticket by pressing driver query. You will then be required to take a photo and writing a brief explanation in the haulier comments as to why it is cancelled. This will then remove the first ticket from their device. The first ticket issued should have an event added to it so this blocks allowing customer charges and haulier payments to be amended as required.

Select the most relevant event, for example GW01 Redirected. Add the secondary ticket number to comments of the event raised against ticket 1. This needs to come above the paragraph before, they need to do this before they can do the previous step.

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Delivery Redirected RMX loads

Where a load has left our site and is on the way to a customer (site 1) but for multiple reasons we need to redirect the load on to another customer (site 2).

Add a new job for the customer who is accepting the redirected load (If the receiving customer is currently having a pour remember to reduce the overall quantity)

The driver should cancel the first ticket by pressing driver query. They will then be required to take a photo and write a brief explanation in the haulier comments as to why it is cancelled.

NOTE: Copy and paste the quote details from the F1 screen and overtype Name / Site details with the redirected load details with the standard redirect text ***REDIRECTED LOAD*** ***ORIG BATCH TIME*** as per screen shot. Add the customers name in the 3rd row to avoid any future invoice queries.

This will then remove the first ticket from the device.

SAVE the job in the usual way.

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The batcher can then generate the ticket for the second site against the correct job. The second ticket should be generated as if the vehicle is at the plant. Confirm via phone that the driver has rejected the first ticket and received the new second ticket. This ticket is to be completed in the usual way.

The second ticket should also be blocked to allow the office to ensure the correct radials are paid to the haulier across the two tickets. Viewing the load screen clearly shows the â&#x20AC;&#x153;redirected loadâ&#x20AC;?.

The first ticket issued should have an event added to it so this blocks allowing customer charges and haulier payments to be amended as required. GW01 is for redirection â&#x20AC;&#x201C; add the original ticket number to the event comments so the two can be matched up.

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When you tab into the load in the load screen the redirected load and details are clearly visible.

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When the load is received on the ePOD device it is clearly displayed that it is a “redirected Load” and shows the “Orig batch time”

When the customer is required to check the load details and sign for the load they are able to clearly see the original batch time of the load.

“Redirected load” and “Original batch time” are clearly shown on the customer signature page.

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Delivery Monitoring of jobs screen to ensure job completion

The PODFather system is a web based platform that has a live link into our SAP and Fortek systems. The tool supports the order-to-cash functions across the Materials businesses. This includes: • Jobs • Planning • Tracking

• Device Health • Show nearest • POD’s • Vehicle Check • Uploading a site map to a quote

• Reporting

How you can apply for the service If you require access to the system you will need to email epod.enquiries@tarmac.com

Before setting up your account we will confirm your request with your line manager.

We will require your name and job role to enable us to validate your request to access the system. You will also need to supply a list of plants you need access to.

Once approved, your user accounts and passwords will be sent to you by email.

How to access the service Once you have your IDs and passwords, you can log on using: https://www.the PODFather.com

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Your password is case sensitive and must be entered exactly as it appears within your confirmation email. Enter your credentials into the boxes at the top right of the screen.

Getting started with the PODFather home screen You can carry out a number of actions from the home screen • Run Reports • Upload Jobs • View Jobs • View POD’s (Proof of Delivery) • View Vehicle Checks • View Incident Reports

The top menu of the page has a few common actions listed. You can view the additional actions by selecting the 4 grey squares on the top bar.

• Job Allocations • View Booking Changes • Track Vehicles • Route Planner • View Health Details Of Drivers Devices • View Weighbridge Plans • View Customer Details and Account Numbers • Add maps

If at any point you wish to return to the home page, select the button at the top left of the page.

Using the Job Screen to monitor live delivery information You will be taken to this screen. The Jobs Screen will detail all tickets that are on the drivers ePOD devices so can take a while to load. To speed this process up, the screen will default to show only live jobs for the prior 2 days.

Add “Refining your search allows you to override the default” You can use the Jobs Screen in PODFather to monitor your drivers current status. This will help to ensure we have completed POD’s for all our deliveries. We can also use the job screen to help reduce invoice queries by monitoring driver behavior live on the day.

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Ticket numbers will be in either the Jobs Screen when live or the POD Screen when completed.They will never appear in both. Until a driver has pressed Complete Job on the ePOD device, the ticket will be in the Jobs Screen.

On the top toolbar in PODFather - Select Jobs

You will be taken to this screen. The Jobs Screen will detail all tickets that are on the drivers ePOD devices so can take a while to load. To speed this process up, the screen will default to show only live jobs for the prior 2 days.

When you open the Jobs Screen you will see a screen similar to this:

You can see if the job has been allocated to the driver or if the job is on the drivers device. If at any point you wish to return to the home page, select the button at the top left of theÂ page.

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If the status shows as ‘On Handheld’ this means the ticket is on the driver’s device.

If the status shows as ‘Allocated’ this means the ticket is ‘in the cloud’ waiting to appear on the driver’s device.

*The tickets will appear as allocated If the driver is not logged in or still completing his vehicle check.* All tickets appear as ‘Allocated’ for a brief moment before they arrive on the driver’s device.

When a driver logs out of the PODFather app any tickets left uncompleted will return to the allocated status. Ticket will move between Allocated and On Handheld for a maximum of 7 days.

After 7 days, PODFather will no longer send a ticket back to a driver’s device as all tickets should be completed at the time of the delivery. Under Job Type you see the current status of the job on the drivers device.

If you select the blue text you will be able to see the key button presses from the driver’s delivery.

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As you can see the ticket status in the Job screen changes as the driver progresses with the delivery.

When the driver has got to the status of Completed Discharge, the Complete Job button should be pressed on the tablet and then the ticket will appear in the POD screen. You will no longer see the ticket on the Jobs Screen.

Any tickets not completed on the same day as the delivery date will block in SAP when the ticket interface runs overnight. This does not include pre-load tickets. It is imperative that the ticket is completed accurately and fully and in a timely manner. This allows prompt and correct payment to the haulier and accurate invoicing to the customer.

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The job screen can be used to monitor driver behaviour during the day. For example if it is 3pm and the drivers status was Arrived At Site at 9.36am we could chase the driver to complete the ticket correctly. In this example the driver is creating a Time on site charge to the customer that may be incorrect. You can message drivers by using the message function in PODFather.

Ticket events BA events and blocks

GC01 - Load Rejected by the customer When a load of material is rejected by Customer on the ePOD device, the event GC01 will appear in SAP.

The event is generated when the customer uses the customer query part of the drivers workflow.

Customer is required to sign to confirm the rejection, take a picture of the material and also give a reason for rejecting the material.

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The driver must return to the plant with the material. The ticket will be in PODFather and the picture will be available to view. The event appears in SAP like this (ZT03).

Make ticket adjustments as required. Approve the event. Save.

Remove 04 Block

Process the ticket.

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GC02 - Early arrival V Customer requirement This event appears when a driver has arrived at a customers site earlier than Tarmac had planned.

The Event appears in SAP like this (ZT03).

Use the PODFather Logistics tool to investigate the delivery.

The event does not currently block the ticket but can be used to ensure customers are charged correctly.

Make ticket adjustments as required.

GC03 - Late arrival V Customer Requirement This event is generated when a delivery takes place outside of the delivery window the customer asked for.

The Event appears in SAP like this (ZT03).

Use the PODFather Logistics tool to investigate the delivery. Make ticket adjustments as required. The event does not currently block the ticket but can be used to ensure customers are charge correctly should we wish to report on the event.

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GC04 / GC05 - Return Loads This event appears when the driver has triggered the return load part of the drivers workflow.

The Event appears in SAP like this (ZT03).

GC05 Is the confirmed quantity on arrival back at the plant. The plant are required to weigh in the returned material and enter the net weight of the material onto the drivers tablet. (RMX will always show only estimated quantity).

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Make SAP adjustments as required for charging the customer and paying the haulier.

Approve the event.

Save.

Remove 04 Block.

Process the ticket.

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GC09 - Customer cancelled late This event is used when a load of material is cancelled by the customer after the driver has left the plant

The event is most likely to be generated by the plant applying a block to the ticket. The event will appear in SAP like this (ZT03).

Make ticket adjustments as required to the customers invoice and the hauliers payment.

Save.

Remove 04 Block.

Process the ticket.

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Approve the event.

GC99 - General customer comment When a load of material is delivered to a customers site, the person receiving the delivery is able to add comments into the drivers tablet.

This screen looks like this: -

The customer can also add a comment if a second signature is required. The screen looks like this:-

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The event will appear in SAP like this (ZT03).

Make ticket adjustments as required to the customers invoice and the hauliers payment.

Save.

Remove 04 Block.

Process the ticket.

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Approve the event.

GH02 - Driver extra payment claim This is a block applied manually by the plant or admin. This is used to add notes and block a ticket when a driver needs additional payment.

The event will appear in SAP like this (ZT03):-

Action the event (With the required level of approval).

Approve the event.

Save.

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Remove 04 Block.

Process the ticket.

GW01 - Redirected Load This event is added into Fortek by the plant. The Event appears in SAP like this (ZT03).

Make SAP adjustments to the ticket. This could included: â&#x20AC;˘ Charge different customer â&#x20AC;˘ Pay Haulier for additional mileage You can use the PODFather Logistic tool to check tracking and details of the delivery.

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Approve the event.

Save

Remove 04 Block

Process the ticket.

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PE05 - Early arrival against plan This event appears when a driver has arrived at a customers site earlier than planned. The Event appears in SAP like this (ZT03).

Use the PODFather Logistics tool to investigate the delivery.

The event does not currently block the ticket but can be used to ensure customers are charge correctly.

Make ticket adjustments as required.

PE06 - Late arrival against plan This event appears when a driver has arrived at a customers site later than planned.

The Event appears in SAP like this.

Use the PODFather Logistics tool to investigate the delivery.

The event does not currently block the ticket but can be used to ensure customers are charged correctly.

Make ticket adjustments as required.

PE09 - Driver Non-Compliant Delivery This event appears when a driver has not completed the ePOD workflow in the correct manner - this would indicate a potential issue with the delivery and can be investigated to save invoice queries and driver over-payment. • Driver has completed workflow (all button presses) in less than 5 minutes

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• Driver has started job outside of customer site geofence • Driver has pressed “arrived on site” outside of customer geofence but has completed the remaining button presses inside the customer geofence.

The Event appears in SAP like this (ZT03)

Use the PODFather Logistics tool to investigate the delivery.

Make ticket adjustments as required. Approve the event.

Save

Remove 04 Block

Process the ticket.

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PE10 - No customer geo-fence This event appears when the quote data provided by Tarmac is not sufficient to map the customersÂ site.

The Event appears in SAP like this (ZT03).

Make SAP adjustments.

Approve the event.

Save

Remove 04 Block

Process the ticket.

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PE11 - Time on site over 5 hours This event appear when a driver has been on the customers site over 5 hours This time is taken between when the driver says â&#x20AC;&#x2DC;Arrived at Siteâ&#x20AC;&#x2122;

And when the driver opens the customer signature screen, the Event appears in SAP like this (ZT03): -

Use the PODFather Logistics tool to investigate the delivery. Sales may wish to speak with the customer or distribution to the driver. Make ticket adjustments as required.

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Save

Remove the 04 block

Process the ticket. The event is also visible with a flag next to the ticket in PODFather.

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PT07 - Didnâ&#x20AC;&#x2122;t arrive in device This event is system generated and will appear on a ticket that has gone out on a paper ticket. The weighbridge or batching plant have said the ePOD ticket has not arrived on the drivers device.

The Event appears in SAP like this (ZT03).

As you can see the ticket is non ePOD.

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Check past deliveries to the driver in ZT40A in SAP to establish if this is an isolated incident

If driver is receiving lots of paper tickets the issue needs to be raised with the driver / TAM and the plant.

PQ01 - Autoblock: Split load At times Tarmac will deliver 2 or more types of material on one lorry. This is called a Split Load. Split load delivery tickets will block in SAP for action by BA. The event in SAP appears like this (ZT03)

Please check all tickets for split loads and ensure we only charge ‘Time on Site’ on one of the tickets.

PQ03 - Autoblock: Quantity less than capacity This event appears when there is a potential small load charge on the ticket that may need to be removed. .

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This is what the event looks like in SAP (ZT03).

Make ticket adjustments as required.

PZ47 - General Query on ticket This event appears when there has been a block placed on the ticket with action needed by BA.

The Event appears in SAP like this (ZT03).

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Display the ticket in SAP to review the comment.

Action the comments - check diary notes.

Save.

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Remove the 04 Block from the ticket.

PZA1 - Blocked Add on material This event appears when the quote data provided by Tarmac is not sufficient to map the customersÂ site.

The Event appears in SAP like this (ZT03).

Make SAP adjustments.

Approve the event.

Save.

Remove 04 Block.

Process the ticket.

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Ticket events How to add an event to a ticket: A&A

Events are various activities which occur once the ticket has been produced which may or may not affect the sales order to the customer or the payment to the haulier. Events are sometimes referred to as Blocks or G Blocks. All events should be recorded, but not all events will block. The non blockable events are there for information only, should we need to look back at a delivery at a later date.

For information on which events block please contact your local office. Events can be created in PODFather, Apollo and SAP. PODFather events will be raised directly from the tickets as the workflow is being completed. SAP events are created in ZCOD. The events screen is accessed by pressing the delete key from the input command prompt in either screen 1 or 2.

Enter the relevant depot code, press Return,

Enter the ticket number you wish to add the event to and press Enter. Press Enter to remove the red warning and proceed to add an event from the list.

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The blue bar at the bottom of the screen shows your options. You can press the Insert key to add a new event, or to see any events already listed press the Tab key.

You can see the event selected is displayed and you now have the option to add additional comments. Once the comments have been added press Enter.

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You can then see the event listed against the ticket. You can press insert to add another event, or press tab to see details on the event(s) listed.

**Note** Only when selecting an event with a value, you must add this value in the quantity / amount line in order for the event to save.

This is how the screen will look when going to add an event to a ticket which already has events created.

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Ticket events How to add an event to a ticket: RMX

For information on which events block please contact your local office. Events can be created in PODFather, Nimrod and SAP. PODFather events will be raised directly from the tickets as the workflow is being completed. SAP events are created in ZCOD. Events can be raised by accessing the add on screen by pressing F12 in the home screen.

Enter the relevant depot code, press Return, enter the ticket number you wish to add the event to and press F8.

Press Enter to remove the red warning and proceed to add an event from the list.

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You can view existing events or add a diary note, the blue bar at the bottom of the screen shows your options.

Press Tab then Insert to add an event.

Pressing Insert to add a new event will take you to this screen. The available events are listed, select the relevant event by scrolling up and down using the arrow keys or by typing the code, for example GC09 for customer cancelled. Once the required event has been selected press Enter. You can see the event selected is displayed and you now have the option to add additional comments, once the comments have been added press F8.

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**Note** Only when selecting an event with a value, you must add this value in the quantity / amount line in order for the event to save.

This is how the screen will look when going to add an event to a ticket which already has events created. You can press insert to add another event, or press tab to see details on the event(s) listed. Waiting time can only be generated by correctly recording arrived on site and completed discharge on the drivers device. The exception is if a non epod ticket has been generated when waiting time is added at the top of the event screen.

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Ticket events How to delete a job in PODFather

Sometimes you will need to delete a job from PODFather. This may be if the ticket was cancelled in SAP but failed to delete from PODFather. You may also delete a job from PODFather if we can confirm a paper ticket has been signed.

• To delete a job from PODFather, select the jobs screen and input the vehicle reg or ticket number you are searching for. Ensure the date range is also correct.

• Select ‘Search’ and the job/ jobs will appear

• When a job is showing as ‘On Handheld’ we are not able to delete the ticket. The driver is able to reject the ticket at this point direct from their tablet. • We can force a ticket into the ‘Allocated’ status

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• Open a new PODFather screen, select “Account”, then “Drivers” and input drivers reg, and select

• This will push the job through to the ‘Allocated’ status so that when you go back to the jobs screen in your other tab and hit the refresh button, the box to select will be there:

• Now you can select the box and delete the job.

• When deleting a job, you must make sure each one has been investigated, to ensure that you are not deleting the only version of the truth.

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Reasons for deleting a job • It is stuck on the drivers device due to no connection, or error and so a paper ticket was printed. We should always ensure we do have a signed ticket before deleting. • It is an old job from pre epod. • It is a cancelled ticket that wasn’t completed on the drivers device - and the cancellation message did not reach PODFather from Fortek. Any ticket showing as cancelled in SAP can be deleted from PODFather. For this make sure there is another ticket created in ZT40A, and we need to make sure the drivers are aware or being told they are not completing the cancellation process, thus driving better driver behaviour.

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Ticket events How to Web Receipt a job in PODFather

Web receipting is designed for tickets that do not get completed by the drivers. Occasionally we need to intervene to ensure we capture a copy of a ticket. If we monitor the Job Screen proactively, the need to Web Receipt tickets or have ePOD data not received blocks in SAP is vastly reduced. Web receipting should be used with caution as any ePOD data captured by the driver is lost as well as any signature gathered from our customers.

Drivers should always be asked to complete tickets rather than web receipting. For the reasons above, Web Receipting has restricted access in PODFather. Please contact your regional PODFather administrator to see who has access to this function - or to gain you access if it is required by your job role. â&#x20AC;˘ Select the Jobs screen in PODFather. â&#x20AC;˘ Input the vehicle reg or ticket number and make sure you enter the correct date.

Web receipting is in place to make sure we still have a copy of a ticket, even without a signature. Any ticket without a signature could result in an invoice query.

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• After doing all your investigating, and are certain the ticket needs receipting, you can select the ticket like this.

• This symbol is “Web Receipt”, select this and input the customers name and this then will receipt the ticket.

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â&#x20AC;˘ The ticket will then look like this.

â&#x20AC;˘ As you can see the haulier information is removed from the ticket, and there is no customer signature.

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Invoicing Customer portal

How to access the service Once you have your IDs and passwords you can log on using https://online.tarmac.com/ If you require this information to be re-sent, please contact us at data.management@tarmac.com

In the event of you forgetting your Online password, you can request a password reminder by entering your username in the Login field. Selecting the “Email Password” button will prompt an email to be sent to the address recorded against your user account.

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Your login ID and password are case sensitive and must be entered exactly as they appear within your confirmation emails. You can also access the site by visiting Tarmac.com. Select Tools and services and then Tarmac Online.

Getting started with the Home Page The Homepage is tailored to you depending upon your role. The blue menu bar runs across the top of every page, and lists the choices available to you. Selecting the title will take you to the appropriate page.

Navigating the Home Page • Select Home to return to the Home Page at any time. • Select View Quote to view your existing quotes, and request orders. • Select Track Orders to view your orders, and track dispatches. • Select Search PODs to view copies of Proof of Delivery (POD) tickets.

• Select Account to manage your account with Tarmac. This includes checking invoices and credit notes, producing remittance slips, and managing your invoice queries online. You can even export data into a Microsoft Excel file. • Select Reporting to review a summary of your purchases from Tarmac by product, date, delivery location, or quantity. • You can allow access to internal personnel and be in complete control of what information and functionality they can or cannot access: • If you have permitted access to your account details then your credit summary and account status can be displayed on the users home page. • If you have permitted access to track orders then the user will see the five most recently placed orders on their home page.

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Getting Started with the Quote Page • Your Quote Page brings together in one place all the information you need. • The list initially shows all of your quotes. • There are several options to help you find the quotes you need e.g. sorting columns and searching by product.

How to find a quote • Easy ways to sort and filter the data • Any of the columns can be sorted simply by selecting the column heading. • Selecting the heading again toggles between ascending and descending sort • ‘Filter by’ defaults to all products • If you want to review individual products, select from the drop-down list and select ‘Go’ • Use the arrow key at the left of the Filter By drop-down to expand the filter and provide further options

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• These additional filters allow you to find items by: • Product • Buyer • Delivery Town • Selecting the pdf icon will display a copy of the original quote.

Viewing quote details You can view your quote details by clicking on the quote number, this summarises all the relevant information. You can view a PDF version of a quote by selecting the Icon

Requesting an Order Select the ‘Request Order’ button directly beside the quote listed in View Quotes

Requesting an Order • The order details page must be completed to enable us to process your order. • Select the preferred date of delivery by from the calendar picker • Tell us how and at what time you would like the delivery. See the notes and examples to assist you. • The delivery address should be checked and a tick must be entered into the box below the delivery address to confirm that it is the correct address. If the delivery address is incorrect change it to the correct address and place a tick in the box to confirm. • Tell us about any vehicle restrictions and/or safety requirements on your site.

Additional information • Answer the product specific questions and tell us about any other requirements you have for your order.

Contact Details • Order Placer - the person placing the order • Delivery Site - the contact name and telephone number for the person at your site • From the pick list select the method you would like us to contact you by to confirm your order request: • Telephone • Email

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Getting started with Tracking an Order • Your Track Orders Page brings all the information you need into one place. • There are several options to help you find the orders you are looking for e.g. sorting columns and searching by product, date and purchase order number • From this page you can, at a glance: • Check the status of your order • Check the quantity ordered and the quantity that has been despatched. • Selecting the Tarmac Ref will take you into the details of the order.

How to find an Order • Any of the columns can be sorted simply by selecting the column heading. • Selecting the heading again toggles between ascending and descending sort • ‘Filter by’ defaults to all products • If you want to review individual products, select from the drop-down list and select ‘Go’.

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• Use the arrow key at the left of the Filter by drop-down to expand the filter and provide further options • These additional filters allow you to find items by: • Product • Date • Purchase Order Number

Viewing Order Details • You can view your Order details by selecting the Tarmac Ref number • Clicking on the job number will take you to the order details including dispatched loads and quantity delivered, ticket numbers and delivering plant.

Viewing Order Details • You can view the quote related to this order by selecting the Quote Number hyperlink. • For queries regarding your order, select the ‘Contact Us about your Order’ option at the top of the page. • For each despatch you can see the: • POD Ticket Number • Quantity Despatched • Date and Time of Despatch - the time displayed is the time at which the ticket was printed at the production unit - it is not when the delivery actually left the unit, nor when it is due to arrive. • Registration Number of the vehicle delivering the material

• Depot the material has been despatched from • Selecting the Refresh button will update the page with any new despatches related to that order • If your delivery is arriving on one of our ePOD enabled vehicles, you will be able to see detailed delivery tracking information. Select TRACK to access this information

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Tracking your ePOD Orders • You can track all of your orders that are being delivered on one of our ePOD enabled delivery vehicles. • This is real time tracking information that will enable you to see the status of your orders. • You can see the exact location of your due deliveries at any time, as well as all your completed deliveries.

• For each delivery you can see the: • POD Ticket Number • Quantity Despatched • Material description • Delivery status • Delivery ETA • Registration Number of the vehicle delivering the material • Depot the material has been despatched from • For you ePOD deliveries, in most cases, your Proof of Delivery will be available to download immediately.

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• Your Materials Total will detail Total Dispatched today and Total Delivered today, split by material type.

• Under Job Details you will be able to see further detailed ticket information about your delivery, including: • Ticket number • Material Description • The tonnage of the material on each delivery • Delivery date • Delivery time • Order Status • Tarmac Supplying plant

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Viewing your POD’s (Proof of Delivery) You can view Proof of Delivery tickets which have been scanned into our system or those that have been sent direct from our ePOD devices. You are then able to print, save or email the PODs as required. • IMPORTANT: Tarmac’s target for the scanning of POD, is 10 working days from delivery. The POD will often be available online earlier than the target date, but this cannot be guaranteed.

• For you ePOD deliveries, in most cases, your Proof of Delivery will be available to download immediately • There are three searches available: • POD ticket number • Invoice number • Delivery date • There is a separate tab for each search. Each tab includes tips to help you make your search more efficient.

Viewing your POD’s using the Tarmac Ticket Number • If you know the ticket number select the POD ticket number tab. Enter the ticket number in the format shown and select the ‘Go’ button. Note: the search is case sensitive, this means that the first and last letter will always need to be capitals.

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• If you wish to search for more than one ticket number, separate each number with a comma. • For our ePOD deliveries select the on the tracking screen or use the above search.

• All suitable matches for your search criteria will be shown in a list on this page. The list can be sorted by clicking on any column heading. • If you want to view one of the PODs listed, simply select the Ticket Number hyperlink which will open the document.

• If you want to view more than one POD at a time, use the tick boxes at the right of the page to select the PODs you want, then select the View button at the bottom of the page. This will open one Adobe Acrobat file containing all the PODs you have selected.

• If you are also an e-Account user, the invoice number will be shown as a hyperlink. Selecting this link will allow you to view the invoice details, see all the scanned tickets on that invoice, obtain a copy of the invoice or place the invoice in query.

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Viewing your POD’s using the Tarmac Invoice Number • If you know the invoice number of the POD(s) you want to find, select the Invoice number tab. Enter the Invoice number and hit the ‘Go’ button.

• Tip: Our invoice numbers are in the format of 9XXXXXXXXX. Our hardcopy monthly statement shows a prefix e.g. 0100/9XXXXXXXXX. Please disregard this prefix when searching by invoice number.

• All suitable matches for your search criteria will be shown in a list on this page.

• If you want to view one of the PODs listed, simply select the Ticket Number hyperlink which will open the document.

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Viewing your POD’s using the Delivery Date • If you want to find PODs by delivery date, use the Delivery date range tab. You must make an entry in both fields. Use the calendar picker to select a date or if you prefer simply type the date in the format shown, then hit the ‘Go’ button.

All suitable matches for your search criteria will be shown in a list on this page. • If you want to view one of the PODs listed, simply select the Ticket Number hyperlink which will open the document.

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Your ePOD PODâ&#x20AC;&#x2122;s (Proof of Delivery) You can view Proof of Delivery tickets which have been scanned into our system or those that have been sent direct from our ePOD devices.

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ePOD Tickets will also include additional information that is taken direct from our ePOD devices. This information will appear at the bottom of the electronic ticket.

Viewing your Account Your Account Page brings together in one place all the information you need. You can see a snapshot of the current status of your account • The list initially shows all unpaid items, although paid items can be reviewed just as easily. • Copies of Invoices and Proof of Delivery notes can be obtained via this screen. • There are several options to help you find the documents you need e.g. sorting columns and searching by your purchase order number.

• When you are ready to pay there is an option to create Remittance Advice • You can review the progress of queries you have raised and request new queries.

Understanding your Credit Summary Select View Credit Summary link to see a snapshot of the current status of your account. A Pop up will appear showing your account summary.

• When you want to analyse your account you can export the entire list to Excel.

CREDIT LIMIT

Total amount of credit currently available

UNPAID ITEMS

Sales which have been invoiced to you but are not yet paid

UNBILLED GOODS

Value of goods which have been dispatched but not yet invoiced

AVAILABLE CREDIT UNPAID ITEMS added to UNBILLED GOODS and deducted from CREDIT LIMIT OVERDUE VALUE

Total value of items now overdue for payment

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How to find a document • Any of the columns can be sorted simply by selecting the column heading • Select the heading again to toggle between ascending and descending sort • Filter by defaults to ‘unpaid’ • If you want to review paid items, or both paid and unpaid at the same time, select the relevant option from the dropdown and select ‘Go’.

• Use the arrow key at the left of the Filter By dropdown to expand the filter and provide further options. • These additional filters allow you to find items by: • Ticket Number: Proof of Delivery ticket number • Document Number: This could be an invoice or credit note number • Purchase Order: This is your variable purchase order number • You can use wildcard searches for all of the above • Delivery Date: Select the date the goods were received from the calendar picker.

About making payments • You can use your Account page to add up the items you are about to pay. This function produces a printer-friendly Remittance Advice note for you to send with your payment. • Select the checkbox to the right of each item you want to include in your remittance. • To select all the items on a page, select the ‘All’ checkbox at the top of the column. • You can also use the ‘All’ checkbox to clear all the ticks on a page • Repeat this action for each page which has items you want to include • Once you are happy all the items have been selected scroll to the bottom of the page and select the Remittance Advice button

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• The remittance is shown on the screen for you to review and add additional information • This is useful for adding BACS reference for example, or indicating the method of payment you have used • Selecting the ‘Print’ button at the bottom right of the page will send the document to your local printer.

Exporting data to Excel Data can easily be exported to an Excel file

• This automatically opens up Excel in a new window

• Filter the data required and simply the select the ‘Export Data’ button at the bottom of the left of the page.

• Use File>Save As and choose a file format to save a local copy of the file

• The exported list includes additional fields for branch account number so that if you have more than one branch these can easily be filtered and sorted in Excel.

About invoice queries You can: • Review the progress of queries you have already raised with Tarmac • Request queries be raised against new items Review the progress of queries already raised: • The column in the account page list named Query holds information on invoice queries against each item. • Every item currently in query or previously been queried will have a descriptive symbol in this column = Resolved query = Query in Progress • All other items will have a dash (-) in this column • To review the details of a current or resolved invoice query simply select the symbol • Details of the query relating to this item will be shown on screen and will include:

• The Query Number - this is an internal Tarmac reference number. It would be helpful if you could quote this number when contacting us about this query • Query type - categorises the nature of the query, for example Incorrect price, Incorrect order number • Text to describe the nature of your query • Date Created refers to the date the query was first recorded by us. • Points of Contact gives details for your organisation • Query Status will show that the query is either ‘In progress’ or ‘Resolved’ • If resolved, our resolution texts are shown, included the date we resolved the query. • If the item has been queried more than once you will see an initial list to choose from before seeing each query’s details. • There are 2 buttons at the bottom of the page allowing you to either • Back - return to the previous page • Print - send a printer-friendly version of the page to your local printer

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About Raising a Query in the Customer Portal You can create a query request against any Invoice or Credit Note listed on your account as long as the item does not have a current query against it. There are 2 ways to do this: • Query several items at once - all items must relate to the same ‘Query type’ e.g. incorrect price • From the Account page, check the tickboxes next to one or more items you want to query and select the ‘Query Invoice’ button • If you have selected an item which isn’t eligible for a query you will get a message telling you a number of documents are invalid

• Query details section is crucial for us to be able to respond effectively to your query. • You can type as much text as you like in the box titled ‘What is the query with the selected document/s’. Please give as much detail as possible e.g. for a price query the price you were quoted, who by, what date etc. • Select the most appropriate Query Type from the drop-down list. • Point of Contact section

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• Select OK to proceed with creating a query for remaining items • Select Cancel to return to the Account page so that you can review the items you have selected • Query an individual item • Use the link from the Document number to view the item details. From here select the ‘Create Query’ button. • Either of these actions will open a simple form. This will only take you a moment to complete.

• Automatically puts your contact details from your user profile into the Originator field • These details cannot be changed here. If any of your contact details are incorrect, please go to My Profile. • Contact details fields also pre-populate with your details but may be changed • If you are creating the query on behalf of someone else, input their details in the Contact details field.

• When you are happy all details are correct, select the ‘Submit request’ button at the bottom of the page • Alternatively selecting the ‘Cancel’ button will take you back to the Account page and you will lose the information from the form. • Once you have submitted the request the details of the query will be summarised on screen.

• Buttons at the bottom of this page allow you to either • Print a copy of the page if you wish • or Finish will take you back to the Account page • The query is now automatically created in our internal system • From this point, it will be reviewed and appropriate actions taken in the usual manner

Getting started with reports The reports available on Tarmac Online show you a summarised view of either supplies or invoices from Tarmac. The report shows both quantities (e.g. Tonnages) and value. • All the data available from the reports is summarised by month based on either supply date or invoice date (depending on the data being viewed). • The report can show these values by customer branch, site, material supplied or Tarmac supplying unit.

• It is also possible to group materials together either by an entire product group e.g. Asphalt, Concrete, Aggregates or by groups within the product e.g. Macadam’s or Wearing Coarse within Asphalts.

Choosing report parameters The initial screen for the report area is the selection screen. You can use this screen to determine what data you want to see in you report.

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• SECTION 1 – Select date range This is the date range over which you want to view your data. The date is selected by Month & Year. Tarmac Online holds three years of data on your trading with Tarmac. This is current year and the previous two years. • To select the dates for your report select the ‘from date’ and the ‘to date’ from the respective drop-downs. Note: The ‘from date’ must be before the ‘to date’ • SECTION 2 – Select information for your report This is either invoices or dispatches. • Choosing Invoiced Sales – The information shown in invoices will be current to the last time Tarmac sent you invoices. The information shown is based on the date the invoice was issued by Tarmac. The values shown in invoiced sales include values from invoices and credit notes sent by Tarmac. These values are also exclusive of VAT. • Choosing Dispatched Sales – The information shown in dispatches, in most cases, is current to the previous day’s dispatches. The information shown is based on the date that the material was delivered by Tarmac to your site. • SECTION 3 – Select columns In this section you can specify at the level of detail that you wish to view your information. Selecting more columns will show a greater level of information allowing more in depth analysis of your trading with Tarmac. • Customer – this is the branch that Tarmac sold the material to. If you have multiple offices or branches that trade buy from Tarmac you can use this facility to split the sales between each of these branches.

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• Delivery Location – this is the first line of the site address from you quotation with Tarmac. In some cases this may not match the address on the delivery ticket as the address can be changed at the point of ordering at the request or your ordering party. • Delivery Town – this is the town or city on the quotation. In some cases this may not match the address on the delivery ticket as the address can be changed at the point of ordering at the request or your ordering party. • Month – this is the month that either your invoice was sent or the material supplied depending on whether your viewing dispatches or invoices. • Product – this is a high level grouping of products supplied by Tarmac. Selecting this option will allow a high level analysis of trading. • Material Group – this is a grouping of individual materials • Material – this is the list of the individual material supplied by Tarmac • Plant – this is the Tarmac supplying unit. • Selecting the ‘Go’ button will display the report

Report output The output from the report will differ depending of the parameters selected. The greater the number of parameters the more difficult the report will be to handle on screen. If the report has large volume of information this can be viewed online by selecting the next buttons. The best way to view a large amount of data is to export it to excel.

Exporting to Excel The data from reporting can be exported to Microsoft Excel. To export the data from your report select the ‘Export’ button at the bottom of the screen. This will open Excel on your PC if this program is installed. You can then save your data for further manipulation and analysis. Note: To utilise the Export to Excel functionality on Tarmac Online you will need to check the settings on your browser. To find out what settings you will need to change on your browser select the technical requirements under the Export button.

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Invoicing How to investigate an ePOD ticket not being received by a customer

If you receive an invoice query for a copy POD, you can investigate the error to ensure the customer receives all POD’s going forward and to reduce future Invoice Queries.

This is for ePOD only tickets. Any non-ePOD tickets will need to be dealt with as they were pre-ePOD.

Investigating a missing POD • Firstly check the ticket in ZT10 in SAP

• You can see if the ticket was an ePOD ticket

• There are 3 different ticket types you may see: -

View the quote via ZQ03 or via the link in the ticket.

• ePOD - Full ePOD ticket on tablet where we also got a customers signature • Track Only - ePOD would track the drivers tablet but there was no customer signature on the workflow. A paper ticket was given to the drivers and would need to be signed. Pre ePOD Go Live drivers had the option to receive ‘slimmed down’ ePOD workflows on their tablets. This gave them chance to play around with the workflows but also get the paper tickets signed. • Non ePOD - Paper ticket as pre-ePOD • ePOD NO / Track Only

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Checking the quote is correct â&#x20AC;˘ Select the ship to party.

â&#x20AC;˘ And then the shipping tab, check the quote is ePOD enabled and also has an email address.

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• If ePOD enabled is not ticked and the email is greyed out, please try and amend the quote. You need to be in ‘Change Quote’ mode. • You will only be able to tick the ePOD box if the customer’s account is active for ePOD.

• For all ePOD NO and Track only ticket or where the customer / quote was not ePOD enabled, a paper ticket will have been produced. The customer should contact invoice.queries@tarmac.com to raise an invoice query so a POD can be sent out by business admin.

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• If you are unable to do so, please contact Data Management and ask them to update this customers account to be available for all divisions.

ePOD Yes

• There are several places to check to establish why a customer may not have receive a POD. You will need to check: • The • The • The • The • The

quote in SAP order in Apollo status of the ticket in PODFather email data in PODFather email address is correctly typed / spelt

Is there an email the SAP Quote

Is there an email in ZCOD

Is there an email address in the PODFather Data

Has the driver completed the ticket. No = The ticket is in the Job Screen Yes = The ticket is in the POD screen

• The table below shows the different outcomes of not having the email information in each of these systems and the result of drivers not completing tickets: -

YES

Ask the driver to complete the ticket. POD’s will not be emailed to a customer until the driver has pressed ‘Job Complete’ on the tablet

YES

Report issue to IT and email POD from PODFather. This means the customers email details were lost in the data transfer between Tarmac and PODFather

YES

Ask the driver to complete the ticket. POD's will not be emailed to a customer until the driver has pressed 'Job Complete' on the tablet

Resolution / Issue

YES

Check. customers email address is correct and forward POD if needed. If we have the email address in ZCOD and POD Father this usually means the email has bounced back from the customer. Please check and confirm the spelling of the customers email address to ensure it is correct.

YES

Ask the driver to complete the ticket. POD's will not be emailed to a customer until the driver has pressed 'Job Complete' on the tablet Check customers email address is correct and forward POD if needed. If we have the email address in ZCOD and POD Father this usually means the email has bounced back from the customer. Please check and confirm the spelling of the customers email address to ensure it is correct.

YES

YES or NO

If there is no email in the orders system (checking ZCOD) then there will be no email sent to the customer. Send over POD and rectify the error via the quote/ order

YES or NO

If there is no email in the orders system (checking ZCOD) then there will be no email sent to the customer. Send over POD and rectify the error via the quote/ order

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• Firstly follow the process on page 3 to check if the quote has an email address in there.

• Next check ZCOD to see if we had an email in the orders system. Sometimes we may add the email at the point of order.

• If there is no email in ZCOD then the customer will not have received the POD. All orders need to have an email address in for a POD to be emailed to the customer.

• We can also check PODFather to ensure the email data also passed from our system into their system. • Find the POD in PODFather by logging into the PODFather web portal.

• Select here

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•

â&#x20AC;˘ All the data we send to PODFather will appear in a list. The email address should appear here: -

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• As per the table on page 4, if there is no email in PODFather but there is an email in ZCOD we need to report the issue to IT

• If the customer does not wish to have any POD’s emailed they should add the generic email address epod.tickets@tarmac.com

• This is a good opportunity to advise the customer on how to self serve on the Customer Portal, by registering on https://www.tarmac. com/customers-suppliers/tarmac-online/

• If there is no POD and the ticket is still showing in the jobs screen ask the driver to complete to POD so it can be emailed over.

• All the customers tickets should show on here after at least 5 days once the tickets have billed.

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• “ensure the spelling is correct and that there are no spaces at the beginning or at the end of the email address added.”

Haulage Haulier ticketing portal information

Once a new vendor has been set up on the system, an onboarding email should automatically be emailed out to the address we hold on file, this will be the same address that receives their Haulier Self Bill.

If for any reason the Haulier does not receive an email then please follow the following process to onboard them manually:

Haulier Portal Access If a haulier requests access to the haulier portal this can now be done via PODFather. Before triggering the email please confirm the hauliers email address without disclosing the email we store on the system. We have no means to confirm identity etc and so we cannot make any changes or give out any information to individuals.

If the email given does not match what is held in the system then you could prompt them by advising it is “the email to which their Haulier Self Bills are sent”. If they are still unable to answer then we must refer them to the transport team or Logistics Services

Instructions Select the “quadrant” button

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And select â&#x20AC;&#x153;Hauliersâ&#x20AC;?

Use search (this is not a smart search field at the moment so type in details and hit return) to find the haulier in question

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The record has three icons:

Pencil allows you to view the details of the supplier

The red cross shows that no â&#x20AC;&#x153;onboardingâ&#x20AC;? email has been sent previously

Envelope triggers an onboarding email to the email address held against the record

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Below is an example of the email that is sent with username being the vendor code

If you require further details on the user functionality then please refer to the Haulierâ&#x20AC;&#x2122;s version of the User Guide. If you are unable to onboard a Haulier manually and have attempted the above process then please contact epod.enquiries@tarmac.com.

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Haulage Driver Behaviour

To ensure accuracy of data and enable us to pay Hauliers correctly, it is essential that drivers interact with their device properly. All drivers MUST: 1. Log in to PODFather at the start of every shift and out at the end of the shift. • Their username and password by default are the vehicle registration without any spaces. • Failure to log in and out daily will result in us not being able to update their application. This increases the likelihood of problems occuring, which will result in downtime whilst the device is fixed and updated. • Failure to log out means the application will be tracking outside of working hours 2. Press the start job button when they leave the plant to start their delivery. • This will notify the customer that their load is en route, therefore pressing the button at the wrong time makes this notification inaccurate. 3. Press the arrived at site button when you arrive at the delivery location.

5. Always use their best endeavour to collect the customer’s signature. • If unable to collect a signature, the driver should call the office and follow the instructions given. It is recommended that drivers ALWAYS take a photo in circumstances where nobody is available to sign. • This evidence can be used in the event of the customer disputing delivery. 6. Press finish discharge • This is when the time on site recording finishes, used for waiting time calculations. • Note: If significant delays are encountered leaving site then a query should be raised for payment of additional waiting time 7. Press complete the job when ready to leave the site. • This triggers the POD to be sent to the customer. • This provides colleagues with useful information and the vehicle can now progress to its’ next load.

• The information can be used to confirm delivery time in the event of a dispute so it is essential that the button is pressed at the corresponding point in the delivery process. • The arrival time will also start the time on site recording, used in waiting time calculations. 4. Press start discharge. • This allows colleagues, customers and hauliers know that the delivery is proceeding.

COMPLIANCE WITH THE ABOVE WILL MINIMISE THE NEED FOR INTERVENTION / SANCTIONS

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Haulage Incident reports

Drivers are able to use the PODFather App to report Incidents during a delivery. These can be: • Unsafe Acts • Near Hits • Unsafe Conditions

• You will be presented with a list of incident Reports. You can sort these via: -

• If there have been any pictures taken there will be this symbol in the right hand column • Select to see the image pop up on the screen. You can hover over the image to zoom in on the detail • You can see where each Incident Report has been completed. Select the map icon on the right of the page and a map will appear.

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On the top toolbar you can select Incident Reports. This will display a list of all Driver Incident reports from the last 30 days.

• Driver (Vehicle Reg) • Date and Time of report

• You may select several Incident Reports at once using the check box on the left hand side. To clear your selection, click on the ‘deselect’ link in the pink bar. • You may then choose to view or save the Incident Reports. You may save your selected reports in one of two ways: • Create a PDF file with all of the selected POD’s in one file, or • Download a ZIP File which will save each ticket as a separate PDF

• To email a copy of the selected reports, complete the email box at the bottom right of the screen and then click the Email PDF button. An email with a single PDF file containing the selected reports will be sent immediately.

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Haulage Daily vehicle checks

Viewing a driver vehicle checks • PODFather provides an option for drivers to complete a daily vehicle check and record any defects. This is an optional function and the driver may bypass this if they have carried out the vehicle check using an alternative method.

• A copy of completed vehicle checks are available by selecting Vehicle Checks option on the top toolbar.

• You will be presented with a list of Vehicle Checks that have been completed in the last 30 days. There are several options to sort these by.

• However the suggested sort options would be: • Date Signed (including time) • Driver (vehicle registration)

• If there has been a defect reported during the vehicle check, a flag will appear in the right hand column.

• If you click the flag, the defect will be listed at the top of the page.

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Viewing Vehicle Checks • You may select several vehicle checks at once using the check box on the left hand side. To Deselect these you can click on the link in the pink bar. • You may then choose to view or save the Vehicle Checks. You may save your selected Vehicle Checks in one of two ways:

• You can see where each Vehicle Check has been completed.

• Create a PDF file with all of the selected Vehicle Checks in one file or • Download a ZIP File which will save each record as a separate PDF

• Select the map icon on the right of the page and a map will appear showing where the vehicle check was completed.

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Emailing Vehicle Checks â&#x20AC;˘ If you would like to email a copy of the selected Vehicle Check(s) you can do so by completing the email box at the bottom right of the screen. Click the Email PDF button.

â&#x20AC;˘ An email with a single PDF file of all selected Vehicle Checks will be sent immediately

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Troubleshooting WiFi guide

The ePOD devices supplied by Tarmac will automatically connect to the ePOD WiFi installed at Tarmac sites. On some devices, the WiFi symbol will show on the device with an ! over it as shown below:

This doesn't mean that the WiFi is not working or that there is an error. The ! is there because the device and the WiFi network are locked down to only send and receive information. Please note that the ePOD WiFi does not require a password and can be used by third party drivers using the ePOD ( PODFather) application.

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Troubleshooting FAQs

It takes ages for tickets to come through to my device!

What if there is nobody available to sign on site?

The driver can press on the menu button at the top right hand side of their application and then select "Communicate" from the pull out menu that appears. This forces any waiting information through. Sometimes, due to location and infrastructure, turning off the Wifi on the device can help speed up the digital handshake, as the device will then rely on mobile data instead of defaulting via our Wifi.

fter the driver has pressed arrive on site they will A have the option either to proceed (green button) or raise a query (red button). If they raise a query then they will be prompted to call into the office for instructions and they will then be able to use the "Proceed, no Customer" option on their device. They must enter comments in order to use this feature.

What do I do if my Device (Tarmac issued only) or PODFather application are not working properly? Please contact the dedicated ePOD Helpdesk on 0345 0711 350, they are available 24 hours a day, seven days a week with the only exception being Christmas Day.

I have forgotten my password so I can't log in and out daily! In the first instance the driver should contact the ePOD support desk to have his/her password reset. If you are a PODFather web portal user and have administration rights you can reset password by doing the following: In PODFather, click on "Account" in the top right hand side and select the "Drivers" tab. Search for the driver affected and click on the registration to enter their account. Enter the vehicle reg, without any spaces in both password fields and press save, the driver should now be able to login using the default details, it is advisable that they change the password to something memorable upon their first login.

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What if it takes me a long time to get off site after getting the customer to sign for waiting time? he automatic time on site calculation runs from T the "Arrive on Site" to "Finish Discharge" button presses. If the vehicle is held excessively on site after finishing discharge then a query should be raised following the standard process in order to claim the additional time.

I forget my device, can I borrow the spare If one from the Weighbridge? NO, the spare device is only to be issued when instructed to do so by the ePOD Support Desk in response to a enquiry whereby a remote fix cannot be achieved. It is essential that all drivers have their device with them, charged and ready for work as failure to do so may result in Tarmac refusing to load them.

What happens if a device gets broken or damaged?

I can't get the Haulier Ticketing Portal to work properly (filter etc)?

There are spare devices kept at every Batch Cabin and Weighbridge throughout the UK. If a device does not function properly, gets damaged or is broken you should call the dedicated support line on 0345 071 1350. Where possible they will attempt to fix issues quickly over the phone, where this is not possible then they will instruct you to collect a spare device and continue working. You must leave their damaged device with the Weighbridge or Batch Cabin and our suppliers will collect this and then deliver a new spare device on the next working day.

ry asking the user to reload the Portal in a T different web browser, such as Chrome or Firefox. Internet Explorer can sometimes be problematic.

What happens when I sell or change my vehicle? You should take the Device and it’s cradle for use in your next vehicle, unless you are leaving the scheme, in which case these must be surrendered to your Transport Account Manager. The mounting bracket itself will not be de-fitted and is universal, meaning can be used by the new owner to mount a device of their choice.

How much data does ePOD use? As a guideline, a Haulier working for us 9 hours a day, every day can expect to use between .5 and 1gb of data per month. This can be used as a reference point to calculate how much data External Hauliers may require for their fleet.

Why is it so important that we press the buttons at the correct time? Every time a status button is pressed, the system creates a time and map stamp so that we know how each delivery is progressing at any given point. Delivery status notifications are sent to the customer on the basis of the drivers current status so failing to press buttons or pressing them at the wrong time could cause confusion and will miss inform the customer.

I have forgotten my Haulier Ticketing Portal login details! lease contact your Tarmac Representative P or epod.enquiries@tarmac.com to get your password reset.

I have logged in to the Hauier Ticketing Portal but I can only see details for one of my vehicles? You need one login per vendor code in order to have full fleet visability, you can then combine these logins in the "My Account" section of the Portal if required.

I have had login details emailed over but they are for an old vendor code which isn't in use anymore? lease contact your Tarmac Representative or P epod.enquiries@tarmac.com to get the correct details resent.

Please can you send my Haulier Ticketing Portal details to a different email address? Onboarding information can only be sent to the email address that we hold on file for GDPR reasons.

Can you please add my accountant's email address onto my file so that they have access to our data? o, these must be sent to the email address that N we hold on file for GDPR reasons and we cannot add details of a third party organisation to protect the hauliers data. We do not recommend that hauliers share their login details with third parties.

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Troubleshooting Device troubleshooting

ISSUE

THINGS TO TRY

Check the device is charged The device will not turn on Press the power button for 2 seconds and release

The device will not log in

Check you have not entered any spaces in either your username or password

Please press the power button for 10 seconds to force the device to shut down and wait 30 seconds. The device is frozen or will not respond Press the power button for 2 seconds to restart the device.

Ask the Weighbridge Operative to check they have completed the ticket “printing” process.

The ticket has not come through to the device

Confirm which vehicle registration the Weighbridge have included on the ticket.

If all the details are correct then press the icon and select “communicate” from the list that appears.

The screen will not rotate

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Please note that the PODFather app used for ePOD is designed to work in Portrait orientation and the general screens that you interact with will not automatically rotate to Landscape, unless a signature is required.

SCREENSHOTS

Troubleshooting Issues in PODFather - ePOD & Planning

PODFather unavailable In the event that the PODFather website (www. PODFather.com) is not available please contact the Tarmac IT helpdesk by phone (0344 800 5699).

Orders missing In the event that new orders stop appearing in the PODFather Planning screens, please contact Tarmac IT Helpdesk on the above number detailing the specifics of the issue.

Providing an example of: • Missing order number(s) • The last time that PODFather received an update

Tickets not arrived on driver’s device If you print a delivery ticket in Fortek it should now go automatically to the drivers or collect device. Whilst we expect this to happen the majority of the time, it is still possible for a paper ticket to be produced. If when you produce a ticket it automatically prints on paper, do not worry, save the duplicate copies of tickets and send to your area office as you used to.

However, if the ticket data does not show up on the device AND a paper ticket is not generated then there may be an issue that needs to be resolved. Firsty, check in the PODFather “Jobs” screen to check that the ticket has been received by PODFather.

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If a ticket is showing as ALLOCATED then PODFather has been unable to communicate with the vehicles tablet This could be because the driver is not logged in correctly or because there is no connectivity (Wifi or Mobile).

If this still doesn’t work, and it is feasible to do so, call the ePOD Helpdesk on 0345 0711350. If this is not an option, press ‘No’ to the question in Fortek asking if the ticket has arrived on the device and print a paper ticket. Then manually over-ride in Fortek to generate the paper ticket.

Compare the registration in PODFather and if it is correct press communicate to try and pull the ticket through.

If the ticket shows as ON HANDHELD but is not on the drivers device then it is likely that the driver or one of his colleagues is also logged in as the same vehicle and has received the ticket in error.

SAP Plant Code

Name of Weighbridge Operator/Batcher

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Ticket Number

Manually over-ride the ticket and advise the driver of the issue.

Reason for Override

Device issues Spare devices process

All plants will have a collect device and a spareÂ device. All spare devices are not restricted for use to the business units they were issued to ie a tipper driver delivering into a RMX site can use their spare. This will need to be managed by the issuingÂ site. The spare device is to be held at the plant in a secure location which can be accessed should it be needed. The spare will act as a replacement for any damaged, broken, lost or stolen devices from either the plant or core fleet drivers/hauliers.

**Note** Spare devices are not to be used should a driver/haulier forget to bring their device with them. Any driver who turns up to a Tarmac plant without a tablet will not be able to receive a load. Spare tablets are not configured for use and will need to be activated - this can be done by calling the ePOD Device helpline. Once a spare device has been activated the 24 hour swap out process will be instigated. Please refer to process map ePOD-Tarmac01:V1 which details the process for issuing the spareÂ device.

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Device issues Spare devices process

The plant is responsible for the swap out process being completed correctly. If the spare device is required to replace a faulty device due to physical damage or hardware failure, the faulty device must be handed over to the plant in return for receiving the spare device. The receiver of the spare device must call the ePOD Device helpline to activate it. Once the spare device has been activated the user will receive an incident number from the ePOD Device helpline. This should be attached to the damaged/faulty device when the swap out occurs. If the spare device has been activated before 14:00 hrs (Monday to Friday) a courier will attend the plant within 24 hours to deliver the new device and collect the damaged/faulty device at the same time.

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If the spare device has been activated after 14:00 hrs a courier will generally be at the plant within 36 hours (Monday to Friday). If the swap out process is activated due to device damage or failure then the damaged/ faulty device must be present and handed to the courier. Failure to present a device for swap out will result in a failed attempted swap out for which your business unit will be charged. If the swap out process is activated due to a lost or stolen device (Stolen devices will need to be reported to the police and a crime reference No obtained to pass to the ePOD Device helpline) this must be made clear when activating the spare. The courier company will then only deliver a new tablet.

Device issues ePOD Facts, Questions & Answers

ePOD is Tarmac Materials business ticketing system. In our daily life we use electronic receipts, smart devices and sign-on-glass technology. Courier companies will now send you early notifications and allow you to track your deliveries online - often in real-time on a map - it's time that Tarmac followed suit. What are the main customer benefits • Dispatch Notifications with 1 hour delivery times • Track and trace each delivery in real-time • Instant POD’s - Delivery documents emailed to customers at time of delivery or available from the Tarmac on-line portal • Contribute to substantially reducing your Carbon Footprint • Physical documents can no longer be damaged, lost, misread or misfiled

What if the customer still needs a paper ticket? Unfortunately paper tickets will no longer be generated as part of Tarmac’s delivery process. The Customer Portal will hold information about all the deliveries we make, including a copy of the tickets

How does the customer let us know who to send my electronic proof of delivery to?

• Reduced queries - more accurate Invoicing,

When we are asked for a quote by the customer or when the order is placed, the customer will be able to give us the email address where they would like their tickets to be sent to. Customers may also add their email addresses to their purchase orders, if Tarmac receive a PO with an email address details we can use this to update quotes.

• Quickly resolved disputes with the utilisation of electronic copies of signatures and photographic evidence

How long does it take for the customer to receive their ePOD ticket?

• It’ll provide the Tarmac planning teams and the plants instant visibility of load completion meaning we can better utilise vehicles Improving customer deliveries

In most cases the ticket is emailed over immediately. They are also on the Tarmac portal to download. If a customer is set to receive a daily summary these emails are sent around 8pm each evening.

• Improved data will accurately record time on site whilst capturing any potential material changes, such as water additions • Electronic signature and name capture

What if the customer does not want to be an ePOD customer? ePOD is not optional for customers and will be rolled out across the whole of the materials business

What if the customer is collecting material rather than having a delivery from Tarmac? When the customer collects material from a Tarmac site, they will be asked to sign on a Tablet identical to the ones our drivers carry. A copy of the ticket will be emailed to the customer. Additionally, they will be able to ask for a receipt at the plant which they can carry with them in the case you are required to provide proof of the load and weight

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What will my ePOD ticket look like?

Why do some Proof of Delivery not show a signature?

What if the customer wants to update their email address with us?

There may be some instances in which a digital signature could not be captured (ie no one is on site to sign). In these instances our drivers will capture a photo of the delivered load.

If the customer needs to update their email we can do this 2 ways. Update the quote, when a new order (not a copied order) is put into Nimrod or Apollo the new email address will copy over. Any tickets for that new job will go to the new email address. Orders can also amend or update emails addresses on an order by order basis.

What if the customer is not receiving POD’s via email? Check the quote has an email address in it. If there is no email in the quote, add the details and ensure orders add a new job from scratch. Any old jobs still in Nimrod or Apollo will not result in a ticket being emailed over until a new job is added. (see trouble shooting guide, page 170)

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What if the customer wants to update their phone number with us? If the customer needs to update their phone number we can do this 2 ways. Update the quote, when a new order (not a copied order) is put into Nimrod or Apollo the new phone number will copy over. Any tickets for that new job will go to the new phone number. Orders can also amend or update phone numbers on an order by order basis.

How many email addresses can we hold for each customer?

What special equipment will customers need to receive an ePOD delivery from Tarmac?

We can hold upto 5 emails for POD’s and an additional 5 emails for dispatch notifications - this is per quote not per customer. Tickets are also available via the Tarmac portal.

Nothing. All Tarmac hauliers will carry a smart device in order to complete the delivery. Customers will sign the drivers smart device.

How many phone numbers can we text POD’s to? We can hold 1 phone number for POD’s - this is per quote not per customer. Tickets are also available via the Tarmac portal. Please note there is a cost to sending a text message so only do so if the customer is unable to provide an email address.

How many phone numbers can we text for dispatch notifications We can hold 1 phone number for dispatch notifications - this is per quote not per customer. Customers can track every order on the Tarmac customer portal.

How do I log a query against an ePOD Ticket? You will continue to log invoice queries in exactly the same way as you do today. You will need to quote to invoice number when logging a query with Tarmac. This can be done on the customer portal or by emails invoicequeries@tarmac.com.

What happens if I have no signal at a customer’s site? In the event that there is no mobile signal available, we complete the information as usual and the device will automatically submit the information when mobile signal becomes available.

How will this project be rolled out? Does the customer need to be registered for the portal in order to be ePOD? No. All customers will be ePOD regardless of if they have portal access or not.

There is no email address in the quote - what happens to the customers tickets? The delivery will still be an ePOD delivery and the ticket will be available on the portal to download.

Tarmac have a dedicated ePOD Project delivery team who will be out and about in the business throughout 2018. Any further questions should be directed to the ePOD Support Team via e-mail: epod.enquiries@tarmac.com and a member of the team will get back to you.

What if the customer does not want to accept the delivery? You can reject a Tarmac delivery using the device held by the driver.

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PODFather guidance Viewing device health

• Device Health can be accessed by using the additional menu option.

• You can filter by driver by using the drop down list

• You can see • The last time a driver logged in their device • The last time the driver logged out of their device • The last time we received any data from the driver • The battery percentage

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PODFather guidance Account settings

• Account settings can be accessed by using the additional menu option, or via the top menu bar.

• Access here varies by account settings and some user profiles have restricted access.

• You may be able to access • Plant Administration • User Administration

• Driver Administration • Amend PODFather Administrators

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• Plant administration allows you to add Tarmac plants. This function should no longer be needed now there is a link to SAP and PODFather. Any plant amendments should be managed via IT and SAP.

• Driver administration allows you to add Tarmac drivers. All driver details should now be managed by ZDSM1 in SAP. • When searching for a driver ensure you select Show Inactive.

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• If a driver needs their password resetting - It can be done here (see SOP for Resetting user Passwords)

• User Administration allows you to Add new users and update existing users • You may also • Unlock accounts • Reset Password • Add / Delete plants from a users account • Change a users home screen • Change a users job role

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• When searching for a driver ensure you select Show Inactive

• After 30 days of an account not being used, they account will lock. This also happens after multiple incorrect password attempts. • You will see the padlock next to the users name

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• To Unlock an account - Go into the users account and UN TICK here : -

• To add plants to a users profile, do that here: -

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â&#x20AC;˘ You can update the users Home Screen here: -

â&#x20AC;˘ To change the job role of a user, there is a drop down to choose from. Each profile allows access into different parts of PODFather: -

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• If you want to add a new user for PODFather, it can be done here:-

• Once a user has been added you may copy an existing profile. This can also be used if making changes to multiple users at the same time. • Select the profile you wish to copy then select the users who need the same access. • Remember to press Copy

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PODFather guidance How to reset a user password

• Click on the account option on the top toolbar.

• You can find users by looking under • Plants • Administrators • Users • Drivers • You can refine the search by using the filter option that is specific to each search type.

• On occasions when a driver’s device is not connecting, it can be because it has been locked, due to inputting the wrong password • Search for the user you need to update • If the user has been locked due to the wrong password being used, a padlock will appear in the end column

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â&#x20AC;¢ Click on the user you would like to update, the screen below will appear.

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• If the driver needs their password resetting, this needs to be reset to their VEHICLE REGISTRATION NO OTHER PASSWORDS SHOULD BE ISSUED • Enter the details and select SAVE

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PODFather guidance How to unlock an account

Once logged in to PODFather go to the account page.

Select the type of user you wish to unlock – • Users are office employees • Drivers are both hauliers and sites using the app to complete collect tickets • Administrators are office users with more access

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When administrator or user is selected you will get the search screen as below;

If searching in drivers, enter the PODFather ID of the user, this is either the vehicle reg or the sites FORTEK username

a padlock in the locked column indicates the account is inactive, if there is no padlock the account is active.

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If the account is locked, Click on the name under the name column of the account.

You will be taken through to the account page. There will be a tick in the Locked box on the page. Untick this and press save. The account will now beÂ active. Accounts lock automatically lock after being inactive for 30 consecutive days. If the account is not logged into the day it is re-activated, it will lock again and this process will need to be repeated.

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PODFather guidance Setting up a new user in PODFather

There are two methods for creating a new user account, with only those with Administrator rights able to create new records. You can create a new user from scratch or you can copy an existing account.

To access the Account screen, select the “Account” button at the top right corner of the PODFather task bar.

Select “Users”

There are 5 mandatory fields required to set up a base account. • Email address • First name • Last Name • Password • Password Confirm

Select “Add New User”

These fields are highlighted with “*”. “Phone 1” and “Phone 2” are optional fields. Once these are completed the new account can be saved and used with the “Copy User Settings” process below. If needed however you can set up an entirely new user.

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The additional details required are: • Plants • You can allocate multiple SAP plant codes to a user by highlighting the relevant plant code and pressing the “Right Green Arrow” • You can select multiple Plants by using “SHIFT”. • You can select multiple individual plants by using “CTRL” and clicking on individual plant codes. • You can remove plants by using the left pointing arrow in the same way • Role • User or Administrator

• Administrator allows additional privileges in data creation. • Homepage • Allows you to select which screen will load up by default when you log into the PODFather system. • Generic Rules • Allows you to allocate a user to a role profile which controls which areas of the system a user can view and or interact with. • Default Planning Cluster • For those with access to Planning elements, this controls the default Planning Cluster that will load when you access Planning screens.

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Copy User Settings Rather than setting up every user individually, you may use an existing profile and copy it to a new one. For example, a new Planner can be allocated the same role profile as a colleague or former colleague who managed the same area. This means you do not need to allocate individual Plants to every user. To copy a role, select “Copy User Settings” from the “User” tab in “Account” (as above).

Click on “Copy” and the profiles will be updated.

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Select the profile of the user you wish to duplicate in the “From” drop down. Tick as many users as you wish in the “To” menu.

PODFather guidance Actioning an incident report

How to action a Safety Incident / Near Hit reported within the PODFather system. Login to PODFather Web portal.

Click the 4 squares on the top menu bar and then select the “Customer Service” option from the drop down menu that appears:

Allow the page to update and you will see the following:

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Click on the “Events” tab at the top of the page. When the events tab has opened you will see a list of tickets. Each ticket is an individual safety report. Review the list and identify any tickets marked as “open” as per the example below:

To open and view the ticket details click on the number in the “POD #” column. This opens a new window containing the full incident/near hit details. You can also download the document as a pdf file from this window.

Review the ticket. If the ticket has been created as a test, in error, or by someone playing around in the workflow on their tablet you can delete this ticket as it is not required. To delete the ticket, click on the number in the “Event #” column. This opens the event details. At the bottom of the details you will see the options available to you.

Click “Delete” and then confirm your transaction.

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If the ticket is a genuine safety concern/ incident report / near hit, follow the above details and click “Edit Event” and follow these instructions: 1. Status: Change to “Closed” 2. Assigned To: select your own name from the list so we know who has actioned the event 3. Text 1: Enter “Forwarded by email to Sean McGrae & Gavin Francis for entry and completion on Safety Online” 4. Resolver Name: enter your own name 5. Resolution Text: Enter “Thanks for raising a safety concern. Your concern has been forwarded on to the Tarmac Transport Team and will be entered on to the Tarmac Safety Online system so that it can be actioned accordingly. If you have any further queries relating to this concern, please contact your local Tarmac Transport representative.” 6. Resolved By: Enter “Insert Department” into this field 7. Resolved At: Select the date of completion only. Do not enter a time Upon completion, click save at the bottom left of the page. Finally download the pdf file and send in an email to Sean McGrae and Gavin Francis. Ensure you type “ePOD Incident Report” in the email subject header so that they can easily identify the email in their inbox.

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Reporting PODFather KPI dashboard

The PODFather KPI screen is accessed by clicking on the Tarmac logo in the PODFather header bar.

There are three main areas along side a filter section. 1. Weekly Job Performance 2. Weekly Analysis 3. Outstanding Jobs

Filtering The filters allow you to search for specific Customers or Tarmac sites. These fields are â&#x20AC;&#x153;smart searchâ&#x20AC;? fields and will suggest possible options as you type. You can also set the date and the range for your search. You can choose between a specific day, week or month and select a date with which to search. Finally you can select the type of jobs you wish to search for. This can be any combination of the various workflows within PODFather.

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â&#x20AC;&#x192;

Weekly Job Performance This view shows how you are performing against certain key measures

OUTSTANDING The number of tickets incomplete for the day. These are not used in subsequent calculations.

COMPLETE (LATE) Is the number of deliveries that arrived outside of the estimated delivery time. Again, this is not compared to when the customer requested it, but to the estimated time of delivery from despatch.

COMPLETE (FLAGGED) COMPLETE (OTIF) The number of completed deliveries that arrived within its estimated delivery window (OT - On Time). It is important to note that this is not based on the time the customer requested the material, but the time it was estimated to arrive when the ticket was despatched.

This figure captures any delivery that had key events (Returns and Time on Site over 30 minutes).

This also includes deliveries that had no returned material (IF - In Full).

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% SLA This provides a percentage score of OTIF deliveries compared to Late and Flagged deliveries.â&#x20AC;&#x192;

Weekly Analysis

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Outstanding Jobs

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Process maps

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Tarmac

Peak Ryzex MSC

Refer to Document: ePOD‐Tarmac‐14:V1

Refer to Document: ePOD‐PR‐02:V1

NWDE

Cross charge to customer

Repairable under warranty Y/N

Follow Exchange Process

Yes

Hardware resolved?

Yes

Tablet H/W Issue

MSC Follow triage process based on issue

Tarmac Driver / Plant Raises Issue with depot/Depot Calls Peak Ryzex MSC

Yes

Escalated To Technical Services

Vehicle Cradle Issue

Yes

Cradle Power OK

Yes

Repair process

Application resolved

Yes

Tablet S/W Issue

Yes

USB Port power

Escalated To PodFather

Yes

Podfather Console Issue

Buffer replenishment process

Incident Logged and closed

Yes

PEAK RYZEX: TARMAC CUSTOMER SERVICE CENTRE HIGH LEVEL SUPPORT

Peak Ryzex Operations

   

MSC would Feedback and or carry out any agreed software or TS fix with Tarmac Depot. If no device fix can be made an exchange would be carried out

Document ID: ePOD-PR-01:V1 | March 2019

Note: Tarmac Depot need to ensure spare device is charged and checked regularly and any issue Peak‐Ryzex

MSC Handle 1st and 2nd tier support (no Bureau) MSC Manage 3rd tier, Escalation and Comms with depot Incident logging, triage and fix carried out on same call 4 hour resolution from call to fix/exchange (1st 2nd line)

Escalated To Tarmac IT Support

Confirm with Tarmac Depot Replacement device is available and ready for use

Tarmac

Peak Ryzex MSC

Acc Mng to contact Tarmac

Receiving process

Case logged

Replacement request initiated

Faulty Device

Stolen/Lost Device

NWDE

Refer to Document: ePOD‐PR‐01:V1

Triage process

Can Helpdesk support?

Yes

Device shipped to OEM

NFF / Internal fix

Device triage & attempt remote fix

Tarmac to raise PO for replacement device

Yes

PEAK RYZEX: NEXT-WORKING-DAY EXCHANGE PROCESS

Peak Ryzex Operations

225 | ePOD guide Repair process

Exchange request initiated

Remote fix successful

Yes

Working device

Device received back from OEM

Staging process

Customer returns faulty device to P‐R

QC process

Yes

Return to buffer

Shipping process

Device to site

Document ID: ePOD-PR-02:V1 | March 2019

QC pass?

Transit process

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Location Check

Remote Control

Yes

Device Online

CSC Technical Analyst

Check network provider for outage known network area

Health Check: ‐ Signal Cellular ‐ Wifi ‐ Main Battery/usage ‐ Ram Memory ‐ Storage (SD Card)

Locate Device using folder structure or via search function Serial, Asset Mobile no IMEI Select device

If resolution requires remote access an exchange will be required (follow exchange process)

Remote access possible

Connectivity History Current connection Last Connection Last Disconnection Connectivity Logs

PEAK RYZEX: REMOTE DIAGNOSIS TRIAGE

Peak Ryzex CSC

Yes

Device Function Menu functions work as defined. Can settings be updated? Can device make calls (if applicable)

Packages Check packages installed, Pending, missing and versions against staging specification

Yes

Is device online visible on MDM

Yes User Guided (over phone)

Packages: Check packages installed, Pending, missing and versions against staging specification

Applications Check Applications installed,

Health Check: ‐ Signal Cellular ‐ Wifi ‐ Main Battery/usage ‐ Ram Memory ‐ Storage (SD Card)

Send Connection script

Document ID: ePOD-PR-03:V1 | March 2019

Application Function Application work as defined (only applies if MSC providing Application support)

Push missing or updated applications

Applications Check Applications installed, Pending, missing and versions against staging specification

Device Check Make Model Operating System

Tarmac

Peak Ryzex MSC

Hardware Issue

Yes

Driver instructed on downloading PodFather from App/Play Store

CSC Follow triage process based on issue

CSC would Feedback and or carry out any agreed software or TS fix with Tarmac Depot.

CSC Follow triage process based on issue

Yes

Advice user the Peak‐ Ryzex can take no further action

Incident Logged and closed

Application Loaded

Driver to call Peak Ryzex CSC when App installed

Contractor Driver Raises Issue with Depot/Depot Calls Peak Ryzex CSC

Yes

PEAK RYZEX: 3RD PARTY DRIVER SUPPORT PROCESS

Peak Ryzex Operations

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Application resolved

Yes

Escalated To Software Provider

   

TS 3rd Line

Yes

Application resolved

Yes

Escalated To Technical Services

Document ID: ePOD-PR-04:V1 | March 2019

CSC Handle 1st and 2nd tier support (no Bureau) CSC Manage 3rd tier, Escalation and Comms with depot Incident logging, triage and fix carried out on same call 4 hour resolution from call to fix (1st 2nd line)

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15min cut‐off resolution or exchange instigated

User experiences an issue with the device or software

Software Issues

User to report issue to the ePOD Support Line on 0345 0711350

Is the problem resolved?

Refer to Troubleshooting page or User Guide

Is device visibly damaged?

Yes

Refer to Document: ePOD‐PR‐02:V1

NWDE

Was the Problem fixed remotely?

NWDE

Refer to Document: ePOD‐PR‐02:V1

Hardware Issues

Yes

Call the ePOD Support Line on 0345 0711350 to activate the spare device

Collect spare device from the weigh bridge or Batch Cabin upon instruction from support advisor

Collect spare device from the weigh bridge or Batch Cabin

TARMAC: EPOD DEVICE PROBLEM PROCESS – CONTRACTED FLEET

Tarmac

Document ID: ePOD-Tarmac-01:V1 | March 2019

No further action required

Replacement spare tablet to be delivered to the Weighbridge / Batch Cabin on the next working day

NWDE Process instigated

Ensure that damaged / non‐working devices is left at weighbridge / batch cabin

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      

Requires nothing – cradle & tablet held by driver to be fastened to existing bracket 5

Requires Vehicle USB Power supply & vehicle bracket only 3

Requires Vehicle USB Power supply & vehicle bracket only

Tablet Sim Card SOTI EDM Services (24/7/364, NWDE, Staging, etc) Vehicle USB Power Vehicle Bracket Device Cradle

Full ePOD Vehicle Equipment Schedule

Change within fleet (vehicle already has USB power supply and bracket)

New vehicle to scheme (brand new with no equipment installed)

New vehicle to scheme (2nd hand vehicle but with no equipment installed)

Existing Scheme Driver (keeps tablet and cradle)

Please refer to Document ID: ePOD‐Tarmac‐08:V1

New to scheme driver receives old vehicle from elsewhere in fleet i.e. inter‐ company Fleet Leaver

Complete the relevant sections of the form and raise a Purchase Order for the value calculated on the form. Once the PO has been raised, add the PO number to the form and then send the completed form along with a copy of the PO to the email addresses at the bottom of the form.

Document ID: ePOD-Tarmac-02:V1 | March 2019

Please refer to Document ID: ePOD‐Tarmac‐09:V1

Please refer to Document ID: ePOD‐Tarmac‐07:V1

New to scheme driver receives new to fleet vehicle (but not a brand new one i.e. 2nd hand)

Please refer to Document ID: ePOD‐Tarmac‐05:V1

Please refer to Document ID: ePOD‐Tarmac‐04:V1

Please refer to Document ID: ePOD‐Tarmac‐03:V1

Please refer to Document ID: ePOD‐Tarmac‐06:V1

Existing scheme driver replaces old vehicle with vehicle from elsewhere in fleet i.e. inter‐company

Existing scheme driver replaces old vehicle with new to fleet vehicle (but not a brand new one i.e. 2nd hand)

Existing scheme driver replaces old vehicle with brand new one

New to scheme driver receives brand new vehicle

To order equipment for a plant or a vehicle, contact the ePOD Support Desk who will be able to email you the order form.

Requires everything from list except for USB power supply & bracket 6

Requires full equipment as per the above list 4

Requires full equipment as per the above list

New Scheme Driver (has no equipment)

TARMAC: EPOD VEHICLE INSTALL SCENARIOS

Tarmac

ePOD guide | 230

Tarmac

Peak Ryzex

Refer to Document: ePOD‐Tarmac‐02:V1 Bubble 1

Brigade contact Avian to provide ePOD Vehicle install

TAM to raise request with Brigade for full vehicle equipment install

Full ePOD fit‐out required

TARMAC: EXISTING DRIVER + NEW VEHICLE

Brigade

Tarmac PO to Brigade for ePOD install kit

Full Install: Bracket, USB point, cradle & tablet takes place

TAM to call ePOD Device Support line to inform of changes

Vehicle delivered

Assign TPOD number to correct SOTI location

Driver to take Tablet and Cradle from old vehicle

Document ID: ePOD-Tarmac-03:V1 | March 2019

Driver Induction

Tarmac

Peak Ryzex

TAM or nominee to place order for equipment

TAM to call ePOD Device Support line to inform of changes

Peak Ryzex to check request details and process order once PO has been recieved

Heading

To order equipment for a plant or a vehicle, contact the ePOD Support Desk who will be able to email you the order form.

Refer to Document: ePOD‐Tarmac‐ 02:V1 Bubble 2

Installation of Mounting Kit Required

TARMAC: EXISTING DRIVER + 2ND HAND VEHICLE

Avian

231 | ePOD guide Peak to raise request with Avian for full vehicle equipment install

New equipment purchased

Peak Ryzex Vendor No: 168379

Purchase Order Raised

Driver to take Tablet and Cradle from old vehicle

Complete Install: Bracket & USB point

Assign TPOD number to correct SOTI location

Driver Induction Process

Document ID: ePOD-Tarmac-04:V1 | March 2019

Process End

ePOD guide | 232

Tarmac

Refer to Document: ePOD‐Tarmac‐02:V1 Bubble 3

TAM to call ePOD Device Support line to inform of changes

Assign TPOD number to correct vehicle and SOTI location

Driver Induction

TARMAC: EXISITNG DRIVER + INTERCOMPANY VEHICLE TRANSFER

Peak Ryzex

Process End

Document ID: ePOD-Tarmac-05:V1 | March 2019

Tarmac

Peak Ryzex

Refer to Document: ePOD‐Tarmac‐02:V1 Bubble 4

ePOD Install Scenarios

Brigade contact Avian to provide ePOD Vehicle install (kit and engineer?)

TAM to raise request with Brigade for full vehicle equipment install

Full ePOD fit‐out required

Tarmac PO to Brigade to include ePOD install kit

Full Install: Bracket, USB point, cradle & tablet takes place

Peak Ryzex To request PO from Tarmac for device & services

TAM to call ePOD Device Support line to inform of changes

TARMAC: NEW DRIVER + NEW VEHICLE

Brigade

233 | ePOD guide Vehicle delivered

Assign TPOD number to correct SOTI location

New device purchase and provisioned

Peak Ryzex Vendor No: 168379

Purchase Order Raised

eqPO equipment order form completed

Driver Induction

Document ID: ePOD-Tarmac-06:V1 | March 2019

Device delivered to Tarmac for issue to driver

Tarmac issue device to driver once vehicle is delivered

Driver Induction to include ePOD Training

ePOD guide | 234

Tarmac

Peak Ryzex

Refer to Document: ePOD‐Tarmac‐02:V1 Bubble 5

ePOD Install Scenarios

Full ePOD fit‐out required

Peak Ryzex To request PO from Tarmac for device, services and install kit

TAM to call ePOD Device Support line to inform of changes

TARMAC: NEW DRIVER + 2ND HAND VEHICLE

Avian

Peak to raise request with Avian for full vehicle equipment install

Assign TPOD number to correct SOTI location

New device purchase and provisioned

Peak Ryzex Vendor No: 168379

Purchase Order Raised

eqPO equipment order form completed Driver Induction

Process End

Document ID: ePOD-Tarmac-07:V1 | March 2019

Full Install: Bracket, USB point, cradle & tablet takes place

Device delivered to Tarmac for issue to driver

Driver Induction to include ePOD Training

Tarmac

Refer to Document: ePOD‐Tarmac‐02:V1 Bubble 6

ePOD Install Scenarios

Device, Cradle, SIM, SOTI & Services required

Peak Ryzex To request PO from Tarmac for device & services

TAM to call ePOD Device Support line to inform of changes

Assign TPOD number to correct SOTI location

New device purchase and provisioned

Peak Ryzex Vendor No: 168379

Purchase Order Raised

eqPO equipment order form completed

TARMAC: NEW DRIVER + INTER-COMPANY VEHICLE TRANSFER

Peak Ryzex MSC

235 | ePOD guide Driver Induction

Document ID: ePOD-Tarmac-08:V1 | March 2019

Device delivered to Tarmac for issue to driver

Tarmac issue device to driver once vehicle is delivered

Driver Induction to include ePOD Training

ePOD guide | 236

Tarmac

Refer to Document: ePOD‐Tarmac‐02:V1 Bubble 7

ePOD Install Scenarios

Device and Cradle to be returned to Peak Ryzex

TARMAC: FLEET SCHEME LEAVER

Peak Ryzex MSC

Peak Ryzex to update SOTI

TAM to call ePOD Device Support line to inform of changes

Peak Ryzex To add device to buffer stock

Document ID: ePOD-Tarmac-09:V1 | March 2019

Process End

237 | ePOD guide

Undesirable behaviour occurs or comes to light

Decline to load pending investigation and, if proven, a immediate ban

Yes

Was the behaviour unsafe, aggresive or fraudulent?

TARMAC: SANCTIONS - BEHAVIOURAL

Tarmac

Yes

Is this the third or subsequent instance of this behaviour?

Is this the second instance of this behavior?

Is this the first instance of this behavior?

Yes

Driver Induction

Process End

Document ID: ePOD-Tarmac-10:V1 | March 2019

Manage behaviour by monitoring offences, warning haulier to improve performance. If there is no improvement then their agreement /contract will be terminated

Decline to load until reinducted

and

Verbal discussion with the driver/ haulier and where necessary a rectification time agreed

Decline to load until corrective action/investigation completed

and

Verbal discussion with the driver/ haulier and where necessary a rectification time agreed

ePOD guide | 238

Breakage occurs and replacement is issues

Is this the third or subsequent breakage?

Is this the second Breakage?

Is this the first Breakage?

Yes

Manage behaviour by monitoring offences, warning haulier to improve performance. If there is no improvement then their agreement /contract will be terminated

Verbal discussion with the driver/ haulier and explain consequences of future breakages

TARMAC: SANCTIONS – EQUIPMENT BREAKAGE/DAMAGE

Tarmac

Trigger financial penalty

Document ID: ePOD-Tarmac-11:V1 | March 2019

Process End

Replacement spare tablet to be delivered to the Weighbridge / Batch Cabin on the next working day

Faulty tablet to be collected from Weighbridge / Batch Cabin on the next working day

Call the ePOD Support Line on 0345 0711350 to activate the spare device

Collect spare device from the Weighbridge or Batch Cabin

239 | ePOD guide

Notification of new driver received

TAM to ensure that all necessary permits etc are in date

Order Card through prescribed process

Does the driver have a One Card?

TARMAC: DRIVER INDUCTION & TRAINING

Tarmac

Yes

ePOD Training to be provided

Process End

Document ID: ePOD-Tarmac-12:V1 | March 2019

TAM to organise / conduct Company / Site Induction

ePOD guide | 240

15min cut‐off to find or exchange instigated

User realises device is lost or has been stolen

Yes

Lost Device

Has the device been found?

ePOD Device Helpline to attempt locating the lost device and assisting driver to find it.

User to report issue to the ePOD Device Helpline on 0345 0711350

Device Lost

Is the device stolen

Yes

No further action required

Peak Ryzex to replenish buffer once PO is recieved

Collect spare device from the weigh bridge or Batch Cabin upon instruction from support advisor

Report to Police and get a Crime Reference Number

Peak Ryzex account manager to contact Tarmac

Replacement spare tablet to be delivered to the Weighbridge / Batch Cabin on the next working day

Deliver Only Process instigated

Call the ePOD Device Helpline on 0345 0711350 to report theft and activate the spare device

Refer to Document: ePOD‐PR‐02:V1

Document ID: ePOD-Tarmac-13:V1 | March 2019

To order new equipment to replace Lost or Stolen equipment, please complete the relevant sections of the form and raise a Purchase Order for the value calculated on the form. Once the PO has been raised, add the PO number to the form and then send the completed form along with a copy of the PO to the email addresses at the bottom of the form.

Tarmac BU incurring loss to raise PO for new device

Replacement ePOD device will be activated by call handler

Stolen Device

Collect spare device from the weigh bridge or Batch Cabin

TARMAC: EPOD LOST & STOLEN DEVICE PROCESS – CONTRACTED FLEET

Tarmac

241 | ePOD guide

Is the issue with the kit installed in the vehicle or Plant?

Was a device charging issue diagnosed?

Was a CPU issue diagnosed?

Is the screen broken?

Was the Problem fixed remotely?

User to report issue to the ePOD Device Helpline on 0345 0711350

User has a potential warranty claim

Yes

Refer to Document: ePOD‐PR‐02: V1

NWDE

Yes

Is this a plant or driver device / Equipment?

Driver

Warranty call out is arranged and takes place

TAM to Request PO from Regional Transport Admin for £165 in respect of device repair or £65 in respect of Warranty Call Out (Peak Ryzex will advise)

Unit Manager / AOM to Raise PO against their cost centre for £165 in respect of device Plant repair or £65 in respect of Warranty Call Out (Peak Ryzex will advise)

TARMAC / PEAK RYZEX: HARDWARE WARRANTY CLAIM

Tarmac

Remediation takes placed. PO is invoiced against.

Is issue a valid warranty claim?

Yes

Remediation takes place. PO is not used and can be cancelled

Process End

Document ID: ePOD-Tarmac-14:V1 | March 2019

Engineer assesses issue

PO to be sent to Peak Ryzex for the “warranty call out” to be instigated

PO to be sent to Peak Ryzex for the “device repair” to be instigated

ePOD guide | 242

Tarmac IT

Tarmac Operations

PR to raise quote for required equipment

Tarmac receive quote and raise a PO

1 x live tablet, SIM, SOTI, services 1 x spare table, SIM, SOTI, Services 1 x plant bracket, cradle, security cable

ePOD Support desk to pass support ticket to Account Manager

Tarmac Business User to make contact with ePOD Tablet support desk to request new equipment

Plant Opening

Request logged with IT service desk to open new plant or re‐open a moth balled plant

Tarmac IT to send “ New Plant Request Form” to requestor

PR order equipment

PO sent from Tarmac to PR

IT Infrastructure

TARMAC: PLANT OPENING & EPOD SETUP PROCESS

Peak Ryzex

Staging process

WIFi equipment ordered and charge to new BU

QC pass?

Business user requesting equipment to issue tablet. Cradles to be passed to local IT enginner

Business Infrastructure Analyst / IT engineer to install ePOD cradle in plant

Tarmac IT setup Cost Centre, SAP MDM, provision Apollo etc

PR to set up new folder in SOTI for new location

Site visited – WiFi Survey undertaken

Peak Ryzex Shipping process

Devices & Equipment shipped to new site

Equipment received

END

ePOD SSID Broadcast to new operational unit

WiFi equipment provisioned and added to Meraki dashboard

Document ID: ePOD-Tarmac-15:V1 | March 2019

Yes

WiFi equipment installed

Tarmac IT

Tarmac Operations

ePOD Support desk to to identify all devices in plant SOTI folder

Tarmac Business User to make contact with ePOD Tablet support desk to inform of closure

Plant Closure

Request for plant closure logged with IT service desk

Staging process

Equipment Recieved

Plant equipment to be recovered by Business Ops and returned to Peak Ryzex

Plant

Plant or Vehicle Equipment

Vehicle

IT Infrastructure team to recover WiFi and other IT equipment

TARMAC: PLANT CLOSURE / DIVESTMENT PROCESS

Peak Ryzex

243 | ePOD guide No

QC pass?

TAM to recover equipment from leavers and return to Peak Ryzex

Vehicle Scheme Leaver

Is vehicle being re‐allocated to another plant?

SSID to be removed from Meraki

Yes

Refer to Document: ePOD‐Tarmac‐09:V1

Yes

Document ID: ePOD-Tarmac-16:V1 | March 2019

Peak Ryzex to add returned devices to Buffer Stock

ePOD Support desk to make changes in SOTI

Tarmac to ID device TPOD numbers and notify ePOD Support Desk of changes

END