Document Flow and Consolidation
Documents in Smart Hub 1 for consideration in Smart Hub 2
Current documents
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Table of Documents and Their Purpose
Document | Purpose | ResponsibilityResponsible | Target |
|---|---|---|---|
Booking Confirmation | Confirm the booking | WG Partner | End customer |
Site Survey | Determine fixed costs associated with the work owing to building properties | WG Partner | End customer |
FMF Pre-Alert | Final Mile Facility Alert of incoming goods | SEKO | Final Mile Facility |
Proof of Delivery | Show that goods have been delivered | Supplier | SEKO |
Proof of Quality | Show that goods have been installed | WG Partner | SEKO |
Amalgamation of Documents for Smart Hub 2
Reason for Amalgamation
Suppliers do not like to fill in forms and therefore there should be a drive to minimise administration.
General Points on Form Format
Which is best?
One URL for each form and select the order reference from a drop down list
Separate email which will take them directly to the form with the order reference number auto-populated
Technical
Each link provided to the supplier could contain an encrypted supplier recognition “token” which would fill in various details about the supplier on the form automatically, eg. name, email address etc. The supplier would then have to confirm that this was correct. If it wasn’t correct and the supplier had to write in their own name etc. it would mean the supplier filling it in wasn’t the one intended (for whatever reason) and that supplier could be recorded for future reference.
Media
Is photo/video media required in these forms any more? Ion Assist may do it all.
Booking Confirmation and Site Survey
Current booking confirmation document
Booking Confirmation from Smart Hub 1
Booking Confirmation from Smart Hub 1 Google Document
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- Farnborough Stakeholders to give basic Booking Confirmation and Site Survey form design with relevant fields shown
Final Mile Facility Pre-Alert
The Final Mile Facility Pre-Alert provides the Final Mile Facility with information about what it should receive as a function of the booking and when it is due.
- Farnborough Stakeholders to give basic Final Mile Facility Pre-Alert form design with relevant fields shown and email format
Proof of Delivery
Proof of delivery shows that the goods have been delivered to the End Customer.
- Farnborough Stakeholders to give basic Proof of Delivery form design with relevant fields shown and detail how it should be used within the system
Proof of Quality
Proof of quality shows that the goods have been installed at the End Customer location and records the quality of the installation. ION Assist will be used as media evidence for this task and the proof of quality may only be some indicators about what to record using ION Assist.
Proof of Quality Documents from Smart Hub 1
Proof Of Quality Documents from Smart Hub 1 Google Document
Proof Of Quality - Meeting Room
Proof Of Quality - Delivery & Assembly (Booth)
Proof Of Quality - Delivery Only
Proof Of Quality - Removal
Proof of Quality - Maintenance & Replacement
Proof Of Quality - Relocation
Proof of Quality - Move
- Farnborough Stakeholders to give basic Proof of Quality form design with relevant fields shown and detail how it should be used within the system
Core Design
All the forms could be based around the established Final Mile Facility Pre-Alert as directed by Farnborogugh Stakeholders to be done as
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