SITE GUIDE AGGREGATES & ASPHALT
PROJECT BACKGROUND The past 5 years have seen huge developments around delivery processes within the logistics industry. Customers now expect to know where their deliveries are and when they are due. In our daily life we use electronic receipts, smart tablets 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. For example, many if you will be familiar with the Amazon experience. In contrast Tarmac knows our traditional paper ticketing process is time consuming and inefficient for the customer, the haulier and our internal teams. Our existing paper process uses outdated & end-of-life technology. We also know that our competitors are now looking at similar systems for materials deliveries and it is important for Tarmac to stay ahead of the curve and maintain our market leading position. This is why Tarmac are working to implement electronic proof of delivery (ePOD). ePOD (Electronic Proof Of Delivery) is fundamental to our business and to our customers who expect an improved user experience and far better customer service throughout the delivery process.
WHAT IS EPOD? WHAT IS EPOD AND WHAT DOES IT DO?
HOW WILL EPOD EFFECT ME?
ePOD is a paperless delivery system that uses sign-on-glass technology on Android and Apple mobile tablets.
Although this is a huge change in the way both Tarmac and our customers work, not a great deal is changing in the generation of tickets.
ePOD will provide greater visibility and proof-ofdelivery for our materials deliveries, as well as live statuses to our customers. Customers will be able to track their loads live via the customer portal. Once their load has left our site 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 tablet or the hauliers tablet an electronic version of the signed ticket will be emailed to the customer.
All jobs will still be added, amended and ticketed using Apollo. The process of booking in a wagon and ticketing it out will also remain unchanged. There are a few slight changes to the Apollo screens you are used to when generating tickets (detailed in the ePOD Apollo Guide), but on the whole, the process of ticketing remains unchanged. Tickets will continue to be generated by pressing F12, however instead of a paper ticket being printed, an electronic version will either be pushed to the hauliers tablet for a delivered load or the weighbridge tablet for a collect load. The current ticket printers will remain on site. These will be used to print receipts for cash sale customers and for collect customers should they request it. More information can be found in the Apollo guide on this. All cash sale loads will default to print a “receipt”, you will be given the option for account collects.
PAPER TICKETS You will still need paper tickets on site, however these are not the same tickets as you currently use. The new tickets will look almost identical, the only differences being they are no longer pre-numbered and do not have a barcode on. These paper tickets will double as the receipts for collect loads, and be used should we need to revert back to paper PODs should anything error with the new electronic system. The change over of tickets will be coordinated between the ePOD team and the Regional offices. Please note that all existing stockpiles of pre-numbered ticket stationary will be returned to your local business admin teams for checking against the asset register for SOX purposes prior to being destroyed. Please do not destroy or keep any of these tickets once they have been requested for return.
RETURN LOADS A&A returned loads will now be completed on the tablet. The driver will be asked if there is any returned material before completing each ticket. If they answer yes, they will be asked to enter an estimated 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 tonnage returned value. The weighbridge operative will also have to type their first and last name and sign on the device. If the driver answers No to the weighbridge operative being on site, the driver has to tip the material is the designated place and take a photo of the returned material/spoil before they are able to complete the ticket.
TABLETS SPARE TABLETS Along with the collect tablet, each site will also receive a spare tablet. This is to be held on site in a secure location which can be accessed should it be needed. The spare will act as a spare for any damaged, broken, lost or stolen tablets from either the site or hauliers. The spare tablet is not to be used should a haulier forget to bring their tablet with them. Please note that any driver who turns up to a Tarmac site without a tablet will not be able to receive a load. The spare tablet is not configured for use and will need to be activated - this can be done by calling the support desk. Once a spare tablet has been activated the 24 hour swap out process will be instigated.
TABLET SWAP OUT PROCESS The site is responsible for the swap out process being completed properly. If the spare is required due to physical damage to the tablet or hardware failure, the faulty tablet must be handed over to site in return for receiving the spare tablet. The receiver of the spare tablet must call the helpline to activate it. Once the spare tablet has been activated the user will receive a incident number from the support desk. This should be included with the damaged tablet when the swap out occurs.
If the spare tablet has been activated before 14:00hrs (Monday - Friday) a courier will attend site within 24 hours to deliver the new spare tablet and to retrieve the faulty/broken tablet at the same time. If the spare tablet has been activated after 2pm then a courier will generally be on site within 36 hours (Monday to Friday). If the swap out process is activated due tablet damage or failure then the damaged/faulty tablet 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 tablet, this must be made clear when activating the spare. The courier company will then only deliver a new tablet.
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 and the vehicle and driver are in a safe location. • Any tablets 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 overridden. The ePOD tablets comply with the Tarmac Switch Policy. • When drivers are outside of their cab then they must only use the tablet when they are stationary and in a safe place. • When drivers are accessing/egressing their vehicles they must maintain three points of contact and must not do so with the tablet in their hands
OVERVIEW PLEASE REMEMBER TO: • Complete the ticketing in Fortek in line with the standard process as described in the Site Guide to Apollo • Ask the driver if the ticket is on their tablet before they leave site. If the driver has not received the ticket on their tablet • Check they are logged in correctly • Ask the driver to click the 3 bars in the top right hand corner of their tablet and then click “communicate”. This will re-sync the tablet with the server and pull down any available tickets • Check the ticket has been assigned to the correct vehicle registration • Report any issues with the WiFi to the Tarmac IT Support Desk or to the ePOD Support Desk
In the event that the tablet is not behaving as expected then please contact the Support Desk on 0345 071 1350.
TROUBLESHOOTING ISSUE
The device will not turn on
The device will not log in
The tablet is frozen or will not respond
The screen will not rotate
THINGS TO TRY
1. Check the device is charged 2. Press the power button for 2 seconds and release and wait 10 seconds
1. Check you have not entered any spaces in either your username or password
1. Please press the power button for 10 seconds to force the device to shut down and wait 30 seconds. 2. Press the power button for 2 seconds to restart the device.
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.
Any further questions should be directed to the ePOD Support Desk on: 0345 071 1350 or via e-mail: Tarmac_support@peak-ryzex.com
EPOD HELPDESK
0345 071 1350
TARMAC.COM
VERSION 1.0 / SEPT 18
SBN/0918
Tarmac_support@peak-ryzex.com