Tracking shipments and packages for the Inventory Team

[atdservicebot]

Name

cesar m

Describe the problem.

Would like to have a system created to log in shipments. Shipments arrive on a daily basis and we would like to log them in, record date, carrier, to who the package is addressed, how many packages and tracking information. Once recorded, it would send the owner an email the package has arrived and they would need to sign when the package is picked up. We need a better method of recording packages arrived and when they where picked up

Describe the solution you have in mind.

At APD we used to have a system on the share point drive where we recorded when packages arrived and the system would send an email to the owner of the packages. Everyone could view when packages arrived but only my team could make modifications. It would be great to implement a system here to document receipt of packages and pick up.

How will we know that our solution is successful?

Communication would improve in package notification of receipt and confirmation of who picked up package. More information would be readily available to inform package status.

Users

Inventory would be the people entering and modifying the shipment receipts. The person the package is addressed to would be notified a package has arrived. The person that has a delivery pending can look at the share point drive to inquire if any packages are ready for pick up.

Sponsorship

My unit director

Which Strategic Direction 2023 “Mobility” indicators would this new application impact?

['System efficiency and congestion']

Which Austin Strategic Mobility Plan goals would this new application support?

['Innovation — Draw inspiration from forward-looking cities around the world, change the way we think about what’s possible, and set an example for the rest of the country.']

Describe any workarounds you currently have in place or alternative solutions you've considered.

We currently have to write information down and send out emails when packages arrive. If the system generated the emails, it would be much easier. It would also be nice if it was on the share point drive and people can look up to see if the package has arrives.

Is there anything else we should know?

Would like to have this completed in 3-6 months

How have other divisions/departments/cities addressed similar challenges?

Yes, i used to use a system when i worked at APD. This application was on the share point drive.

Requested By Cesar M.

Request ID: DTS23-110105

[ChristinaTremel]

Meeting with Cesar to scope this a little more on 10/24.

[ChristinaTremel]

10/26

• At APD they had a system on the SharePoint drive and it was their database where anytime a package came in, they would go into the file and fill out fields:

  • Package Arrival Form:
    • Who it's for? Would autopopulate based on email
    • Addressed To
    • Received By
    • Autopopulate Date
    • Carrier (UPS, FedEx, Amazon, Other)
    • Packages
    • Description is where they would say more description
    • Scan bar code for tracking number
    • That would send an email to the person letting them know that a package is ready

• That person could then go into SharePoint and see packages that are for him

  • When person is ready to pick up, the inventory manager would go back into SharePoint, type in email, and fill out fields:
    • Picked up by
    • Picked up date
    • Would send an email that says that the package was picked up

• Not tied to inventory at all!

• Would like to see something similar for AMD because all packages are sent to Cesar and his team and they need help managing when packages have been picked up/by who/etc.

• Invited Cesar to the Sprint Review next week and will discuss this further with Brian C

[ChristinaTremel]

1/12/24

Notes during Sprint Review:

• Harrell would like to see the package pickup
• Billy doesn’t know if this would help because FedEx often delivers things to Signs & Markings, but we should discuss solutions