Operating Guidelines on
Smart Card Module for
POL Tank Trucks
HINDUSTAN PETROLEUM CORPORATION LIMITED OPERATIONS & DISTRIBUTION DEPTT.
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011
INDEX
Section. # Topic Page #
1 Objective 2 2 Scope 2 3 Modality 3 4 Elements 3 5 Basic primer on TT Database 5 6 Basic primer on SMS Functionality 5 7 Operating Guidelines 7 8 FAQ s 10 Annexure – 1 Typical Layout Annexure – 2 Screen shot of CMR Annexure – 3 Smart Card Design Annexure – 4 List of Locations
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011
1.1. The primary objective of the project is to capture the real timings of reporting, entry & exit of POL tank trucks (TTs) thru’ smart card readers installed at the points of above events.
1.2. Basis above inputs, we are able to send SMS confirmation to consignee dealers based on the physical exit timings of the loaded tank trucks (TT) from the dispatching POL depots / terminals.
1.3. Another critical mission is to capture the Reporting time of POL tank trucks, which is being used as a key input for OLA [Optimisation Logistics Assistant], the TT Scheduler module. 1.4. Further, the time difference between the TT entry time & TT exit time will also enable us to accurately ascertain the TT cycle time, which is a vital productivity parameter of POL locations. 2.1 Only TTs for HPCL deliveries shall be covered under the module. 2.2 All TTs carrying MS & HSD to dealers on delivered basis, either for Retail or, DS Customers – thru’ either co. owned TTs or, contracted TTs shall be issued the pre‐printed Smart Cards, at HPCL cost. 2.3 All SKO TTs which carry ex‐MI supplies to retail SKO dealers, who have dealership agreements with HPCL, shall also be provided printed smart cards, at HPCL cost. 2.4 For TTs carrying products to DS consumers on exMI basis shall also be issued blank smart cards on trip basis, i.e. configured for each trip as and when these TTs report & the cards can be collected back, after it shows the cards at exit gate. This way all the three timings – R1, R2 & R3 can be captured for each truck. 2. SCOPE 1. OBJECTIVE
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011
3.1. Basically TT smart card module achieves its functionality thru’ the existing IMS module, which is an online application to manage & execute dealer indents, as well as scheduling of trucks. 3.2. The entire TT Smart Card system operates from the central server kept at IS‐HQO, and communicates on the HPCL network with the Smart Card Readers installed at each location. 3.3. The smart card application collects all the 3 reader outputs from each location & populates the timings data into an interface table in IMS module, from where IMS picks up the required data.
3.4. Therefore, it is essential that the communication & data transfer between the Smart Card module and IMS is uninterrupted at all times, to achieve the desired objective & functionality of Smart Card project. 4.1. Basic components of the module are as follows :
a) Smart Cards : to be issued for each TT and which carries the details of the TT like Regn No., Transporter Name, Explosive License validity etc.
b) Smart Card Readers :3 nos. – One each for capturing reporting, entry & exit timings of the TT
c) PersonalisationReaders : 1 no. – To configure a new Card for TT d) 8‐port Network Switch : 1 no. – all 2 readers are connected to
the HPCL network thru’ this switch. If this is switched off, onward communication of timings’ data stops.
e) Solus Access Control System for TTs’ : Application software for running the entire module, including polling of data from the readers, communicating to IMS module & report generation. This is loaded at our central server at IS‐HQO. f) UPS : which powers the readers & network switch. 4. ELEMENTS 3. MODALITY
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011 4.2. The readers are positioned as per the following principles :
a) All the readers shall be positioned in such a manner as to offer equal visibility of the display panel by both the TT crew and security / HPC staff.
b) Reporting Reader (R1) : Shall facilitate access by the TT crew at all times round the clock including idle shift hours, to show its smart card to register reporting of the TT. The crew need not enter the depot / terminal premises to register TT’s reporting time. Hence, the R1‐reader shall preferably be positioned in a window / wall opening at the TT gate / Main Entrance gate which are manned 24x7 by the security staff.
Locations which do not have an existing system of round the clock reporting of TTs, and allow reporting only during the morning / operating hours, shall draw plans to facilitate anytime reporting of TTs, as suggested above.In many such locations, reporting readers might have been positioned in the Planning Room window, so as to facilitate showing the card in front of planning clerk / officer, and which shall be re‐positioned after the modifications to security cabin/ window as suggested above.
c) Entry Reader (R2) : Shall be inside the depot / terminal and as close to the entry gate as possible. Location where TAS barrier gate is very close to entry gate, may position the R2 reader by the side of the TAS reader. However, in cases where distance between TAS barrier gate & entry gate are more than 15‐20 mtrs., the R2 reader shall be positioned close to the Entry Gate. In the later case, height of the reader shall be at a level where the driver after getting down for the security / access control checks, can show the card.
d) Exit Reader (R3) : Shall be inside the depot / terminal and as close to the exit gate as possible. Location where TAS barrier gate is very close to exit gate, may position the R3 reader by the side of the TAS reader. However, in cases where distance between TAS barrier gate & entry gate are more than 15‐20 mtrs., the R3 reader shall be positioned close to the Entry Gate. In the later case, height of the reader shall be at a level where the driver need not come down from his seat to show the card, while driving out. A typical lay‐out of the readers are shown in Annexure1.
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011 4.3. The personalization reader & as well as its software shall be available at a PC in Planning Room itself so as to facilitate configuration of new / ex‐ MI TTs which do not have its smart cards issued earlier.5.1. As per prevalent practice, tank trucks used for product despatch on delivered basis, are to be mandatorily entered in JDE TT master, and cannot be entered at the stage of load building. 5.2. Now by design, the IMS TT database also refers to the TT master of JDE. Which means that if a TT is not present in the JDE TT Master, it can not be selected in the IMS TT database of any location.
While JDE TT Master is an universal database [means common to all locations], IMS TT database is location specific and shall be individually selected for that specific location. It follows that a TT plying in 2 POL locations has to be selected into respective IMS TT databases of both the locations. Also, as mentioned above, the TTs has to be `selected’ from JDE TT database, and cannot be entered manually.
5.3. Now, if timings w.r.t. a TT thru’ the TT Smart Card module need to be captured into the IMS, it must be part of the IMS TT database.
5.4. It follows from the above that if a TT used for exMI delivery for SKO or DS products, need to be part of the TT Smart Card module, necessarily the TT details need to be entered in JDE TT master. [Conventionally, tank trucks used for exMI deliveries are not entered in the JDE TT master, and such TT nos. can be entered directly at the stage of delivery document preparations.] 6.1. SMSs to the consignee dealers are sent to a mobile no. of the dealer as configured in its CMR. The `SMS engine’ is a part of JDE, and is triggered to the dealer, provided a valid R3 data is received into IMS after generation of the sales order (invoice).
6.2. As per procedure, CMRs are prepared / updated by respective Sales
5. BASIC PRIMER ON TT DATABASE
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011 Officers. However, viewing rights are available to the Installation in‐ Charges,
6.3. In the CMR, there are 2 fields named `IMS1’ and `CELL’. While there may be multiple IMS1 fields for a customer, there is only one CELL field. Significance of IMS1 mobile no. is to validate an incoming indent SMS to a particular customer, while CELL mobile no. is for sending the load despatch confirmation.
A screen shot of the CMR – Address Book page is shown in Annexure 2.
6.4. As per the revised modality effected recently, the load confirmation SMS after receipt of R3 data in IMS is sent to the mobile no. listed under the CELL field, as well as the mobile no. under IMS1 field from which the IMS indent had been received. 6.5. In coordination with IS, steps have also been taken to rationalize the nomenclature & functionality of mobile no. fields in CMR. Under the proposed system, we will only have 3 fields and 3 mobile nos. for each Dealer ‐ DLR, MGR1 & MGR2. And it will enable indent receipt & SMS confirmation from / to at least 2 nos. including DLR. 6.6. As is clear from above, it is absolutely critical to update & verify the correct mobile nos. in CMR periodically, in order to ensure the objective of SMS confirmation to dealers. Retail Regional Managers thru’ respective Sales Officers shall undertake at least a quarterly verification of the mobile nos. of all its dealers in respective CMRs.
6.7. As per the DND policy of Deptt. of Telecom, Retail Regional Managers shall also be required to obtain necessary written declarations from all dealers that they do want to receive SMS confirmations on their mobile nos. and authorize HPCL to send such SMSs on regular basis. Validity of such declarations shall be for a longer duration like 2‐3 years etc., and shall be renewed accordingly.
6.8. Location Incharges of O&D Locations, thru’ respective Planning Officers also shall verify the updated mobile nos. in the CMR once in every quarter, and suitably take up with the RMs / Sales Officers for any anomalies found. Such verifications & any communications thereon, shall be documented & records maintained.
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011 7.1. Each TTs shall be issued a preprinted Smart Card of given design, as given in Annexure3. The cards are specific to a particular tank truck, but not specific to any TT crew. If any particular TT is black‐listed, or, withdrawn from the contract for whatsoever reason, the card shall be retrieved from the transporter & destroyed.
The Smart Cards are being printed & configured for the locations by the concerned vendor of TT Smart Card module. Location Co‐ ordinators to liaison with the vendor, for timely issual & keeping controls on the smart card inventory for that location. 7.2. Security staff shall be alert enough to ensure that TT crew is showing its smart card at appropriate readers – at R1 while reporting, at R2 while making entry as well as at R3 while exiting from the location. 7.3. Normally each card reader will display the system date & time [this time is the application server time & cannot be set locally] on the display panel, as well as amber LED will glow, showing the power on healthy state.
7.4. While a valid smart card is shown, a single long beep sounds to acknowledge the reading event, the green LED indicator will glow, as well as display of the TT Regn No. & Transporter Name on the reader panel. For an invalid Smart Card, the LED will remain red & the two beeps will sound.
7.5. In case a TT reports to the location for the first time and to be given a load, a blank smart card pre‐configured for that location can be issued to the TT, and continued for few days, till such time the printed smart card for that TT is issued by the vendor. All our locations have been issued 20 nos. blank Smart Cards each ‐ pre‐configured for respective locations.
7.6. It shall be kept in mind that TT Smart Card system achieves its objectives thru’ the IMS module. Therefore, it is a pre‐requisite that all the TTs which are issued smart cards are necessarily part of the IMS TT database of respective location. 7. OPERATING GUIDELINES
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011 As explained earlier, if a TT no. is not available in the IMS TT database, then, even after swiping at R1 reader, TT no. will not reflect in the IMS as an `available TT’. Conversely, if a TT is part of the IMS TT database of a location, but has not swiped at R1 reader, the TT will not be shown as an `available’ TT and no loads can be assigned to the TT thru’ IMS. The earlier system of manually making a TT available in IMS by the Planning Officer has been discontinued, and for making such TT available for load building in IMS, the right is escalated to the level of the Location inCharge. 7.7. Smart Cards shall be carefully handled by TT crew. A separate pouch with transparent frontage is also being arranged for safe carriage & handling of the card. As the card need not be taken out from the pouch for showing, it will ensure better life to the smart cards. The pouch will also have the capacity to carry multiple cards [like I/Cards, TAS cards etc.] and will come with a lanyard to enable hanging from the neck &avert misplacement of cards. 7.8. In the event of misplacement of Smart Cards by TT crew, location shall take following actions : a) Inform the vendor with TT details for issual of a new Smart Card b) Meanwhile, to enable utilizing the TT for loads, configure a blank smart card, everytime it reports for the load. The configuration & issual of blank smart cards will take place only during the operating hours, and no allowance for early reporting will be allowed for such TTs. The blank cards shall be collected back by the security while going out.
c) Levy the following penalty on the transporter, before allowing the TT entry for taking its next load : Only Smart Card : Rs. 500 /‐ Smart Card alongwith holding pouch : Rs. 750 /‐ The penalty amount shall be credited to the revenue account code 731090 [Non‐M&R Purchases/Supplies] of respective location, and the same code is also to be debited to pay the vendor for replacement cards / card pouches.
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011 7.9. At the end of day’s / shift’s loading, Planning Officer shall also take out the TTwise detailed Report as well as Summary Report to know the status of defaulting TTs which had not shown its smart card at any or, some of the readers. These TT crews shall be consistently counselled & punitive actions like deferred loading etc. shall be taken so as to ensure elimination of such lapses by the crew. 7.10. Location Co‐ordinators, who are usually the TAS officers at automated locations, shall closely monitor the functioning & upkeep of various components of the TT Smart system. Coordinator shall be liasoning with the vendor, who is also responsible for comprehensive AMC for the Smart Card system. In case of any issue related to Solus application, maintenance or, malfunctioning issues, the same is to be reported to the vendor’s team, as well as informed to the Zonal Coordinator.
7.11. For any issues pertaining to the IMS interface / updation of TT availability in IMS, the same is to be logged onto the ISHelpdesk as per the prevalent modality. 7.12. For any requirement of printing of smart cards for new TTs / against damaged cards, the same shall be taken up by the Location Co‐ordinator with the vendor, with a copy to respective Zonal Coordinator.
7.13. Complete control on issual / retrieval of Smart Cards and periodic inventory shall be properly documented & maintained by the Location Coordinator.
7.14. The successful SMS to various dealers shall also be monitored thru’ the report in the webpage interface to be provided by IS Deptt. shortly. Corrective action as required for failed SMS messages shall be initiated by the location.
7.15. Zonal Coordinators, who are also the Zonal TAS Champions shall be the interface of monitoring effective running of TT Smart Card module, by carrying at least weekly checks on the deviations on usage of readers as well as successful SMS %ages amongst its locations. Zonal Coordinators are also required to report on the deviations / usage patterns / any other operational issues to the HQO coordinators on a monthly basis, and to ensure continual improvements.
Roles of Location Coordinator
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011
What is it
TT Smart Card module captures the timings of reporting, entry & exit from the installation. Under this system, 3 nos.Smart Card Readers pick up the following timings of a TT based on the card swipes :
R1 Reporting Time R2 Gate In
R3 Gate Out
What is the end objective
Primary objective is to capture accurate timings of reporting, entry & exit of TTs. Related objective is to send SMS confirmation to consignee dealers on real time as soon as a loaded TT exits the installation. So, after R3 swipe, SMS to be triggered to the dealer.
Any other objectives
X R1‐ time is used by IMS to reflect a TT’s availability in IMS, and a key component in scheduling of TTs. X R2 –will be used for determining a TT’s cycle time [R3 – R2] How it is different from the earlier system Earlier, SMS was being sent to dealers as soon as invoice was generated in JDE. Both for automated [where invoice is generated after loading] as well as non‐ automated [where invoice is generated before the TT enters the installation], the actual exit time of TTs were much later than the time of sending SMS.
What is the change now being made
Since physical exit timings [R‐3] are now available in JDE, the option for sending the SMS is now linked to R‐3 time, instead of `document generation time’.
What is it’s relation with Biometric Access Control system
No relations at all. The objective of the latter is access control for personnel for security purpose, while objective of the TT Smart Card module is access
control for tank trucks for monitoring timings.
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011
How is the flow of data between different systems
The three readers [R1, R2 & R3] are connected to the Solus Access Control application provided by the vendor, M/s. Schneider Electric. All the 3 timings are then pushed into HPCL’s IMS [Indent Management System ] module, which uses R1 to reflect the list of TT availability, and then sends R3 timings to JDE. What happens if a TT does not swipe at R1 reader but enters the depot for loads
The TT no. will not be shown as a TT available in IMS, neither the planning officer will be able to enter the TT manually into IMS. This authority will then be escalated to the level of Installation in‐Charge. Such TT crew shall be systematically counselled& records kept for such violations. What happens if a TT swipes at R1, but does not swipe at R2 & R3 readers but takes away the load As of now, nothing will happen. However, shortly without an R3 (exit) swipe, the entry swipe (R1) during the next load will not be registered. Such TT crew shall be suitably warned for the violations. In such cases, R3 swipe for the previous load will have to be manually entered in IMS at escalated levels.
Further, R2 swipe will also be linked to enabling R3 swipe so as to ensure compulsory swiping of all readers by any TT. A TT swipes at R1 reader, but it does not reflect as an `available’ TT in IMS The TT no. is not part of the IMS TT database of that location. The TT has to be selected into the IMS TT database, before it can be recognised into IMS.
TT crew shows the smart card more than once at the reader – whether
multiple swipes will be registered at the report.
Any no. of swipes after the first swipe by the same smart card within a period of 1 minute at a particular reader will be ignored by that reader. Beyond 1 minute, however, subsequent next swipe will be recognised as an unique swipe. R1/R2/R3 R1/R2/R3 R3 SMS Level 1 Level 2 Level 3 Solus Application SQL Server I M S Oracle Readers E R P JDE
Smart Cards for POL Tank Trucks
ISSUE :1 | November, 2011 A reader acknowledges a valid Smart Card, but its details [R1/R2/R3] does not appear in the reports. Network connection for the reader shall be checked. Which reports shall be monitored by the location planning officer The Access Control Summary report for the day includes total no. of R1, R2 & R3 unique swipes for the day. Ideally, all the 3 values shall be equal. Any difference shall indicate non‐swipes at the corresponding readers by some TTs which shall be further checked in the `Tank Truck wise Reports’.
This TT Smart Card system is also termed sometimes as `TT Proximity
Card’. Which one is correct.
Functionally both are one and the same. However, technically the card being used by our TTs are `Smart Card’, and not a `Proximity Card’. While Proximity Cards operate on 125 kHz frequency, the Contact Less Smart Cards (CLSC) operate on 13.56 MHz frequency. The Smart Cards are `smarter’ in true sense, as these offer higher storage capacity, better encryption & support multiple applications.
Smart Cards shall be in custody of our security staff, or, are these be handed
over permanently to the respective TT crew / Transporter.
For TTs delivering product on delivered basis, pre‐printed smart cards shall be issued on `one time basis’ to the TT at HPCL cost, and handed over to the permanently to the TT crew after maintaining detailed records in the register, and acknowledged receipt from the crew as well as the Transporter.
For TTs making ex‐MI supplies to DS consumers, printed smart cards shall not be issued, and blank cards configured for each trip can be issued on reporting & collected back during exit.
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