May we take this opportunity to thank everyone that took part in our Digital Pen Questionnaire.
The results of the importance of digitizing the following forms are:
Inventory = 115 points
Survey = 110 points
Waybill = 100 points
Service Specification = 76 points
Crate Docket = 64 points
Archive Docket = 63 points
Warehouse Movements = 62 points
Self Storage Licence = 29 points
The results of the importance of adding the following sheets to the Waybill are:
Crewsheet = 119 points
Vehicle Defects = 86 points
Timesheet = 83 points
Questionnaire = 80 points
Although no forms have been designed at present we have been in further discussions with Destiny to discuss the technicalities and to get some draught costs on our ideas. The first thing we had to take into consideration was whether to use Dynamic or Non-Dynamic forms.
A Dynamic form is where data is passed from Move Administer to Destiny in the first instance. This then allows Destiny to not only print this data onto the digital forms but also merge and display it once data has been received from the Digital Pen.
A Non-Dynamic form has no interaction from Move Administer and cannot print onto the digital forms. However, Move Administer can print data onto the digital forms, but please note, this data cannot be merged or displayed with the data received from the Digital Pen.
Due to the fact that there is not a huge requirement for data to be transferred, printed and merged from Move Administer to Destiny, and the fact that a Dynamic form adds £1,500 to the form design, we have decided to go with Non-Dynamic forms.
Therefore, we would like to explore the design, digitizing and implementation of the following:
The Inventory
We see this being a single page form where Move Administer prints your company branding. Once the data has been sent from the Digital Pen to Destiny it can then be exported for import into Move Administer in the format of a Customer Inventory, together with a PDF of the completed handwritten digital form which can be stored in the Customer Repository.
The Survey
We see this being a multi-page form that probably has more pages than you will ever need, but due to the minimal cost involved in adding additional pages we believe it best to cater for everyone’s needs, and should you chose not to use a certain page or pages then simply do not complete them.
Unfortunately, we do not see value in adding a page for the Service Specification due to it mainly being a duplicate of your Survey forms. However, we do believe in making use of some of the questions asked from it.
We do however see value in adding a single page to deal with the Agility (MOD) contract, merging the 2 current pages into 1.
Once the data has been sent from the Digital Pen to Destiny it can then be exported for import into Move Administer in the format of a Customer Quotation with Events, together with a PDF of the completed handwritten digital form which can be stored in the Customer Repository.
The Waybill
We see this being a 3 page form consisting of a Waybill, Questionnaire and Worksheet (name subject to change).
Even though Crewsheet came out on top as a form to digitize and make part of the Waybill, we do not see value in digitizing this form. What we propose is that you continue to print your Crewsheets from Move Administer, however, they will be altered to no longer print any declarations (which will form part of the Worksheet page of the Waybill).
As the Waybill and Questionnaire will be forms presented to the Customer they will require your company branding (especially the Waybill, as confirmed by QSS for those who have obtained BSEN12522), therefore printed by Move Administer.
The Worksheet would contain the necessary declarations from the Crewsheet and we propose to add sections such as time sheet, vehicle defect, accident report, container usage, etc.
Once the data has been sent from the Digital Pen to Destiny it can then be exported for import into Move Administer, however only as a PDF of the completed handwritten digital form which can be stored in the Customer Repository.
The Warehouse
We see this being a single page form to record container movements within the warehouse(s). Once the data has been sent from the Digital Pen to Destiny it can then be exported for import into Move Administer where the relevant containers have their locations updated. A PDF of the completed handwritten digital form can be stored in a newly created Warehouse Repository section.
The Archive Docket, Crate Docket & Self Storage Licence
We have decided that the cost currently outweighs the number of users of Archive Administer, Crate Administer and Self Storage Administer, especially as the Dockets would need to be Dynamic forms.
Costs
It was suggested at the meeting on February 21st that we become the single point between you and Destiny for ordering Pens and Stationery, to which we agree. However, we will not supply mobile telephones.
Digital Pen
The cost with a 2 year 2nd line support contract with Destiny (we being 1st line support) will be £490.00. The cost for years 3 onwards is merely an annual 2nd line support contract with Destiny (currently £70.00 per pen).
Stationery
Once forms have been designed we can get a more accurate printing cost, but we don’t see this being any more than a normal print run of 1,000 sheets, however, these can only be printed by Anoto licenced printers.
Pen Administer
We obviously see the need to develop a Pen Administer module which will enable the import of data exported from Destiny. Please note that the following costs are estimates and actual costs will be provided before any financial commitment from you will be required.
The Inventory – A cost of £350.00, with an annual support contract of £115.50.
The Survey – A cost of £900.00, with an annual support contract of £297.00.
The Waybill – A cost of £350.00, with an annual support contract of £115.50.
The Warehouse – A cost of £350.00, with an annual support contract of £115.50.
Mobile Telephone
You can obtain a list of compatible mobile telephones from here. We do not believe that a mobile telephone is required for the Warehouse form and that the docking station will be suffice.
Where Next?
Well the attendees of our recent meeting gave the following feedback on the advantages of using Digital Pens within the workplace: “Improved paper trail for documentation”, “Speed and prevention of documentation loss”, “Saving on surveyors time”, “Knowledge that important paperwork is instantly saved”, “Immediate transfer of data from point of collection to our databases”, “Time saved avoiding manual data entry of survey, job and inventories”, “Instant communication”, “Nothing ever goes missing”, “Speeding up processes”, “Improved staff efficiency”, “Clients receiving quotations quicker”, “Will result in more accurate volumes”, and we hope you also share these views.
You now have an idea of where we would like to take this technology together with the cost of investment required. We are looking for a minimum commitment from 10 companies per form.
To entice early commitments we will offer a considerable discount on Pen Administer mentioned above, but before then we really would like to have your feedback. Please, email us your feedback together with which forms you are interested in. We really want to take this forward, but we cannot do it without you, please, your feedback is crucial to this proceeding.
