In Cab Mobility

  Processing Guidelines

In Cab Transport Mobility (TOBY)

TOBY is the acronym given to the TLP Mobility module, purely for ease of use. TOBY provides a flexible facility for the management of paperless operations using Android devices in the trucks. This documentation explains the Server set up, daily process at the server end and the functionality for the driver.

Global Parameters

Two fields must be set up in the Global Parameters if TOBY is to be used. These are in the Transport Parameters section and are;

Transport Mobility To be ticked if TOBY to be used.
Mobility Email Is used for system notifications.

Driver Administration

Any In Cab User of TOBY must be set up as both a Driver and a User within TLP. The setup of the Driver record is identical to the setup of any other Driver record and is described under TLP Menu > Administration > Resources > Drivers.

The only fields that have relevance to TOBY are the user _id itself which must correspond to the first name of the Driver’s User record (see User Administration below). The other field is the tick box named Logged In. If the Driver is logged into the system this box will be set to true. This is then available for use in search filters as required.

User Administration

Any In Cab User of TOBY must also be set up as a User within TLP. The setup of the User record is shown below.

The Driver will log in with his User _id and a password. The default password set when the user record is created is set to “password” as are all other users.

The first name of the User must equal the Driver _id of the User’s Driver record. This field is the link between the login and the job allocation processes. The user must also be set with a role of SYSADMIN in order to have the security levels required by TOBY.

TOBY Administration

TOBY introduces another set of statuses to the Transport Job which allow the user to define the actions they want to take place in the cab and also define the recording of data on the job. The statuses are aligned to Work Types. This provides the ability to have different functionality for different sections of the company (eg: FCL work as against LCL work).

There are two administration functions required before TOBY can be used. These are described below.

Mobility Status

A mobility status record must be set up for every status (stage) you may wish to have on your units. A list of typical statuses are shown below;

Explanation of Fields:

Sequence Statuses follow a sequence. This number determines their position in the sequence. For example Booked is sequence 1 as the first thing that happens to a job is that it is booked into the system.
Status A description of the status that will appear on TOBY units and wherever these are shown.
Cab Status This determines whether the status is set in the cab or directly into a TLP program. If it is set by the driver in the cab this box must be ticked. If not ticked it will not be visible to the driver.
POD Required This determines whether a Sign on Glass Proof of Delivery signature is to be obtained when this status is set by the driver. If so a window for signing will be opened when this status becomes true.
Set Collect This enables you to set the Actual Collection Time on the Job. If true when the driver completes this status the collect time will be set.
Set Deliver This enables you to set the Actual Delivery Time on the Job. If true when the driver completes this status the delivery time will be set.
Set Completed This enables you to complete the job action relating to this movement. When the status is set by the Driver the related Action on the Job is set to Completed. When all jobs on a Movement have been marked as Completed so to is the Movement marked as completed.

Mobility Workflow

Mobility Workflow is provided to enable the user to define the various statuses required to manage the completion of the various types of work carried out. A Workflow record must therefore be setup for every Work Type the company uses.

Explanation of Fields:

Workflow ID Identifies the Workflow record and is the description the drivers will see in TOBY. When a new job is saved TLP applies a Workflow record to every Action on the Job. The Workflow applied is the one with a corresponding Work Type.

Work Type The Work Type this Workflow record relates to Work Stage

Sequence Statuses follow a sequence. This number determines their position in the sequence. For example Booked is sequence 1 as the first thing that happens to a job is that it is booked into the system.
Status A description of the status that will appear on TOBY units and wherever these are shown.
Cab Status This determines whether the status is set in the cab or directly into a TLP program. If it is set by the driver in the cab this box must be ticked. If not ticked it will not be visible to the driver.
POD Required This determines whether a Sign on Glass Proof of Delivery signature is to be obtained when this status is set by the driver. If so a window for signing will be opened when this status becomes true.
Set Collect This enables you to set the Actual Collection Time on the Job. If true when the driver completes this status the collect time will be set.
Set Deliver This enables you to set the Actual Delivery Time on the Job. If true when the driver completes this status the delivery time will be set.
Set Completed This enables you to complete the job action relating to this movement. When the status is set by the Driver the related Action on the Job is set to Completed. When all jobs on a Movement have been marked as Completed so to is the Movement marked as completed.

TOBY – Server Functionality

The use of TOBY has an effect on two prime areas of TLP being Job and Manifest Processing. The effects do not alter the creation of these records but adds to the information stored and automates some processes. Explanation is provided below.

Job Processing

The job entry process remains unchanged by the use of TOBY. The difference the user may notice is that additional information is now available and the updating of job data is more automatic.

The enhancements to the job screen can initially be seen in the History tab

Data is now set automatically into the history as follows.

Mobility Status This is set automatically by the system and is a combination of the current Work Type and Mobility Status.
Collect Time Actual Date & Time The actual date and time are now set automatically by TOBY as per the Workflow setup.
Delivery Time Actual Date & Time The actual date and time are now set automatically by TOBY as per the Workflow setup.
Mobility History A line is inserted every time the driver completes a stage. Each line is date and time stamped and has driver and vehicle details

In addition to this information further data is stored against the Actions.

The Workflow applied to each Action can be viewed under the Mobility tab. This enables you to view the various stages which are date and time stamped when completed with driver and vehicle details applied.

The Proof of Delivery data is now populated automatically and can be viewed within the job. This data is illustrated below, consisting of the setting of the status, date and time stamp and the Sign on Glass signature for viewing.

Manifest Processing

The manifesting process remains unchanged in terms of creation of a manifest and allocation of job items. What has changed is the process of status changes and the managing of those changes. Without the use of TOBY this is a manual task but with TOBY becomes largely automated.

Status changes occur as follows;