Part I. BPA for implementation of traceability and transparency
5. The generic business process model for traceability and transparency
5.6 Process 5 – Implement traceability with a Product Guardian Value-Chain Partner
Before a traceable asset is transferred to another party, whether it be a transformation value-chain partner or a product guardian value-chain partner (transporter or warehouse), the traceable asset is usually packaged either alone or with other traceable assets into a “logistical unit” for transport or storage. This logistical unit will have a unique ID which is recorded and linked to the ID(s) of all the traceable assets contained within that logistical unit.
The data recorded for logistical units includes origin location, destination location, date/time of collection and/or of delivery. Existing documentation that could provide all or part of this data includes consignment notes, collection confirmations, bills of lading, delivery notes, invoices – either manual or electronic.
Specific illustrations of product guardian processes can be found in the textile and leather value chain examples
later in this document.
Figure 11
Process 5 – Implement traceability with a product guardian value-chain partner – activity diagram
Table 8
Process 5 – Implement traceability with a product guardian value-chain partner – BPD
Name of process Generic Traceability ProcessName of business process activity
5. Traceability with a Product Guardian Value-Chain Partner (PGVCP)
– Starting from Transport which could be to a Transformation Value-Chain Partner (TVCP) or a Product Guardian Value-Chain Partner (PGVCP) (Warehouse)
Process participants Sending Transformation or Product Guardian Value-Chain Partner (a TVCP or PGVCP), Transport Product Guardian Value-Chain Partner (a PGVCP), Receiving Value-Chain Partner (a TVCP or PGVCP)
Input and criteria to enter/begin the process
The traceable asset has been packaged either alone or with other traceable assets into a logistical unit for transport. The logistical unit has a unique ID and the IDs of all of the traceable assets that it contains have been registered and linked to the logistical unit ID.
Parallel Processes None Description of Activities
A step-by-step description of what happens in the process.
Description
Needs to mention all of the participants to this step in the process
Periodicity
Daily, monthly, every 8 weeks, yearly, etc.
Required Documents + Who sends them to Who Includes entry of data into computer systems
Required Other Information / Communication method + Who sends info to Who Examples of emails, pdfs, etc need to be collected
5.1 Is destination a warehouse?
Is the traceable asset being sent to a warehouse by the sending value-chain partner?
5.1.1.1 IF destination of assets is a Warehouse, then Request Warehouse Services
IF destination of assets is a Warehouse – The sending Value-Chain Partner Requests Warehouse Services. Request normally sent by a TVCP to a PGVCP partner
(warehouse), but it could also be from one warehouse to another (so PGVCP to PGVCP)
Depends on value chain and process, could be anything from yearly to daily
Could be on-line request system for warehouse services and may be entered into, or generated by, an ERP system.
Also, could be a process done via emails and pdfs
exchanged between the Sending Value-Chain Partner and the Warehouse Value-Chain Partner
5.1.1.2 Receive Request for Warehouse Services – by a warehouse PGVCP
Request for warehouse services is received by warehouse
“ ” “ ” “ ”
5.1.1.3 Send confirmation of warehouse services
Warehouse sends confirmation of warehouse services to the sending value-chain partner
“ ” “ ” “ ”
5.1.1.4 Receive warehouse service confirmation
Sending value-chain partner receives confirmation of warehouse services from the warehouse
“ ” “ ” “ ”
5.1.2.1 IF recipient of assets is NOT a warehouse – Send notification that goods are being sent/ will arrive
In this case the recipient (“Receiving Value-Chain Partner”) is probably a TVCP although it could be from one transporter to another (i.e. to a PGVCP)
“ ” Could be confirmation of a purchase
order or an invoice
Could be an e-mail and pdfs
5.1.2.2 Receive Notification that assets are being sent received by intended recipient
“Receiving Value-Chain Partner” who is not a warehouse receives the notification.
“ ” “ ” “ ”
5.2.1 Request for Transport Service
The request for transport services is sent from the Sending value-chain partner (TVCP or PGVCP) to Transporter (PGVCP)
“ ” Could be an on-line system for
booking transportation services
Could be an exchange of emails and pdfs
5.2.2 Request for transport service received by Transporter (PGVCP)
The request sent in 2.1 is received by the transporter
“ ” “ ” “ ”
5.2.3 Send confirmation of transport services
Transporter sends confirmation of transport services to the sending value-chain partner
“ ” “ ” “ ”
5.2.4 Receive transport service confirmation
Sending value-chain partner receives confirmation of transport services from the transporter
“ ” “ ” “ ”
5.3.1 Prepare Traceable Asset Information – done by Sending Value-Chain Partner
The Sending Value-Chain Partner (TVCP or PGVCP) prepares documents or electronic information to be given to the transporter and to accompany goods
As often as shipments are sent
Bill of Lading and, for trucking, CMR.
These may be electronic or in paper formats. Invoice may also be required as an accompanying document
Could include exchanges of emails and pdfs
5.3.2 Prepare for taking transporting goods– done by transporter PGVCP
Transporter to make any needed preparations (reserving driver/truck or other)
“ ” May have an automated scheduling
system for drivers
Could also be an email and SMS process or that
combined with an automated scheduling system
5.3.3 Prepare for taking possession – receipt – done by receiving TVCP or PGVCP (after transport)
Make any needed preparations (reserving warehouse space, scheduling reception, transformation processes etc.)
“ ” May be done via entering information
in a corporate ERP system.
Could also be an email and pdfs process
5.4 Physically Transfer Traceable Assets from Sending Value-Chain Partner to Transport PGVCP
Physically give traceable assets and accompanying info to the transport PGVC partner
“ ” Bill of Lading and, for trucking, CMR.
These may be in electronic or paper formats. An invoice may also be required
Could include exchanges of emails and pdfs
5.5 Take Possession of the Goods for Transport– done by receiving transport PGVCP
Take possession of the traceable assets and accompanying information for purposes of transport
“ ” “ ” “ ”
5.6.1 Register Transfer of Traceable Asset – Done by Sending TVCP or PGVCP
Sending value-chain partner registers transfer of traceable assets including date/time/place plus IDs of traceable assets, and/or logistic unit(s), and ID of PGVC transport partner and any other info needed for traceability purposes
“ ” Most likely done by entry into a
computer system.
---
5.6.2 Register Receipt/Possession of Traceable Asset – Done by Receiving Transport PGVCP
Register ID of Value-Chain Partner that ceded goods and info about reception of the assets and the assets themselves
“” Most likely done by entry into a
computer system – could be done on a mobile device. Could be taken from or covered only by Bill of lading or CMR which may be paper documents
---
5.7 Deliver Traceable Assets Transport PGVCP delivers traceable assets to Receiving value-chain partner (TVCP or PGVCP) and registers info about the delivery
“” Most likely done in a computer system
but delivery date, time and receiving person could also be handwritten on a CMR copy or Bill of Lading
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5.8 Is the next value-chain partner a warehouse?
Is the next value-chain partner a warehouse? --- --- ---
5.8.1 IF Next Value Chain Partner is a Warehouse – Store Traceable Assets
If the next VCP is a warehouse, put
traceable assets in storage, record the IDs of sending value-chain partner and the
transporter, and record the location in the warehouse and any other useful information for management (for example any
requirements with regard to temperature or humidity, etc.)
As often as shipments are received
Most likely entered into inventory management system at warehouse
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5.9 Is this the Traceability Exit Point?
Is this the last activity where traceability information is registered for the traceable asset?
--- --- ---
5.9.1.1 IF yes, this is the Traceability Exit Point – Register Exit-Point Information
Register information required upon exit of asset from the traceability system
Depends upon the value chain in question
Should be entered in a computer system
---
5.9.1.2 Go to Process 6 (AD and BPD 6) for exit point verification
IF this is the Traceability Exit Point then go to Activity Diagram and Business Process Description 6 for traceable asset verification
Depends upon the value chain in question
--- ---
5.10 Is the receiving value-chain partner going to transform the traceable asset?
Is the next process a transformation process?
--- --- ---
5.10.1 IF the Receiving value-chain partner will implement a transformation process - Go to Process 4 (AD and BPD 4)
IF the Receiving value-chain partner will implement a Transformation Process - Go to Process 4 (AD and BPD 4)
“” --- ---
5.10.2 IF the receiving value-chain partner will only store or transport the traceable asset then repeat this Process 5 but the Receiving value-chain
IF the next process is transport to another value-chain partner – be it a TVCP or a PGVCP, then repeat this process (5) BUT the “Receiving Value-Chain Partner” in the first iteration becomes the “Sending Value-Chain Partner” in the next iteration.
“” --- ---
partner will become the Sending value-chain partner Output and criteria to exit the business process
The logistics units containing traceable assets are delivered to the Receiving Value-Chain Partner (TVCP or PGVCP) and, if the Receiving Value-Chain Partner is a warehouse, they are placed in storage
Other Observations, in particular related to traceability needs for different activities
If the next process is requesting the transport of traceable assets to another PGVCP or TVCP, restart this process AD5 and BPD5 – changing the
“Receiving Value- Chain Partner” in the first iteration to be the “Sending Value-Chain Partner” in the next one If the next process is the Traceability exit point – go to AD6 and BPD6,
Otherwise, the next process is a next transformation process so go to AD4 and BPD4