Documents in Smart Hub 1 for consideration in Smart Hub 2

Current documents

Document Flow

Table of Documents and Their Purpose

Document	Purpose	Responsible	Target

Document	Purpose	Responsible	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

The booking confirmation and Site Survey are both designed for the White Glove partner to interact with the end customer to determine when the job will be done and establishing any fixed costs which will be part of the job, eg. flights of stairs.

Site Survey can be done as a function of text and media. The information should be stored in Smart Hub2 in a dedicated server, retrievable at any point in time. A short list of questions regarding the site survey would be desirable when doing the booking, ie on the same form.

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 https://bigdigit.atlassian.net/browse/WG-432 and shown here:

Indigina Product Management

Document Flow and Consolidation