Master Delivery Schedule Supplier Guide February 2016
Summary 1. About the Master Delivery Schedule... 2 2. Requirements for Venue access during Lockdown... 3 3. System Login... 4 4. Create a Schedule Request... 6 4.1 Simple Delivery Request... 6 4.2 Milk Run Deliveries Request... 9 4.3 Request Special Windows Deliveries... 10 4.4 Request Deliveries for Others Suppliers... 10 4.5 Schedule Approval Flow... 11 5. Display Performed Schedule... 12 5.1 View Schedule Ticket... 12 5.2 Edit Schedule... 13 5.3 Request Logistics Support... 12 5.4 Copy Schedule... 13 5.5 Cancel Schedule... 13 5.6 Cancel Logistics Support... 13 5.7 Export to Excel... 12 6. Automatic Communications System... 14 7. Glossary... 15
1. ABOUT THE MASTER DELIVERY SCHEDULE The Master Delivery Schedule (MDS) will provide schedule information for the access of all vehicles that will deliver or collect loads in a Olympic or Paralympic Venue. All incoming requests must be identified in the MDS before delivery or collection of materials in Venues, thus meeting the Rio 2016 security requirements. This system will allow suppliers to request a date and time for access into Venue, receive notifications of approval or rejection of these request, allow the MDS team to manage these incoming requests, approving or rejecting them. Schedule must be requested 48 hours before delivering to enable the MDS team to manage the requests. The MDS team will work with the goal of processing schedule requests within 24 hours of your request. The supplier will receive an automatic email immediately after approval or rejection of the request. If it is approved, the email will contain the schedule ticket in an attached PDF. The presentation of this printed ticket is required to access the Venue. The system can be accessed by the link http://mds.rio2016.com, and your guide will be available for download on the supplier s portal of the Rio2016: http://portaldesuprimentos.rio2016.com/documentos-downloads/
2. REQUIREMENTS FOR VENUE ACCESS DURING LOCKDOWN During the lockdown period, vehicles for delivery or collection of materials or providing services, must comply with the following security requirements: 1. All vehicles must have a schedule record in the Master Delivery Schedule (MDS). 2. All vehicles must have a vehicle pass known as VAPP. 3. The driver and assistants must have a valid accreditation for the Olympic or Paralympic Games, known as OIAC and PIAC respectively. 4. All goods and materials loaded must have previously scanned and the vehicle sealed for security. 5. All drivers must have all the necessary documentation to access, including the Secure Load Pass. 6. All vehicles are subject to a security check at the Vehicle Screening Area (VSA).
3. SYSTEM LOGIN All schedule requests should take place in the MDS, a web-based system, to enable access into the Venue. To do this, all users must be registered and approved by the MDS team for accessing the system. To login, users must enter their email into "Login", their password in the "Password" field, and then fill out the captcha with existing alphanumeric code in the box. If the user wants to recover his password, he may do so by clicking on the "Forgot your password? If the user wants to request access to the system, he may do so by clicking on "New Supplier", which then opens a screen for registration request, where the supplier must complete all fields, which are:
International supplier - The supplier must mark this field if he is an international provider; CNPJ / Registration Number; Address; City; Neighborhood; Zip code; E-mail - The registered email address will be the supplier s login and the address used to send automatic emails, including scheduling tickets, required for Venue entry; Commercial phone; Cell phone; Description of deliverables; Is the supplier VCP certified? - Only certified suppliers in the Vendor Certification Program (VCP) should click on the "Yes" option, which entitles the supplier to perform its own load s scanning and sealing, dispensing the need to go through a MSS facility before delivery on Venues, during their lockdown periods; Preferred delivery Compound - The supplier must choose between the options "Food and Beverage", "Broadcast", "Logistics" or "Clean and Waste". The most common type of product that the supplier will deliver should guide this choice. For example, if the supplier normally delivers beverages, the "Food and Beverage" option should be selected. The registration request will be subject to approval of the system administrators and the user will receive an email immediately after the approval by requesting to change your password.
4. CREATE A SCHEDULE REQUEST A supplier can create requests for simple deliveries or milk runs to himself or to other suppliers, reserving an available delivery window or by requesting a special window for any Venue registered in the system. For venues that are on lockdown period, schedule requests that are not from certified warehouses will generate an automatic schedule in a MSS (Material Screening Site) for scanning and receiving the vehicle s security seal. The supplier shall attend to the MSS in the time indicated in the automatically generated schedule, and then in possession of the document "Secure Load Pass" continue to Venue delivery. Each schedule request is identified by a unique code. For example, a request for Milk Run at three different venues, associated to a MSS, should be identified as follows: MSS 1: MSS 113 Venue 1: 113.1 Venue 2: 113.2 Venue 3: 113.3 4.1 SIMPLE DELIVERY REQUEST Fields with an asterisk (*) indicate mandatory fields. All requests must be submitted up to within 48 hours before the delivery. Schedule Register 1. Log in using the address https://mds.rio2016.com. 2. Click on the "Register" button. 3. The information (Supplier, Email and phone) will be displayed on the field.
4. Select the "Simple" option in "Type" button. 5. Fill in the field "Entry Reason". If the supplier wishes to deliver materials, he should choose the "Delivery" option, on the other hand, if he wants to collect materials from the Venue, the "Collection" option must be chosen. 6. Choose the Venue where the delivery will take place on the "Venue" button. 7. Choose the Compound where the delivery will take place on the "Compound" button. 8. Choose the date when delivery will take place on the "Date". 9. Choose a delivery window available to the Venue, Compound and date that best meets the needs, on the "Time" button. 10. The "VCP" button is automatically populated with the supplier s VCP status. 11. If the supplier has VCP status, the supplier must choose "Yes" if the delivery originates from a VCP certified warehouse or "No" if the delivery originates from a warehouse, which is not VCP certified. 12. Fill in the field "Load description" with the description of the load to be delivered to the Venue s compound. 13. Fill in the field "Quantity" with the amount of material to be delivered to the Venue s Compound. 14. Fill in the field "Weight" with the best available estimate of the weight to be delivered to the Venue s Compound. 15. Fill in the field "Package Type" with the predominant type of package delivery to the Venue s Compound.
16. Fill in the field "Vehicle type" with the type of vehicle to be used on the delivery. 17. Choose an option on the "Has hydraulics ramp?" indicating if the vehicle that will make the delivery has a hydraulic ramp or not. 18. Choose an option on the "Labor for support request (For loading and unloading)" button indicating whether it is necessary to have any logistics support for loading and or unloading or not. 19. Choose an option on the "Equipment support request" button indicating whether any equipment is necessary or not for loading and or unloading this delivery. 20. Fill in the "Logistic support description" only if you choose the "Yes" in the "Labor for support request (For loading and unloading)" button or "Equipment support request". 21. The field "Transfer Order" is for internal use only to the Rio2016, being not required filled by the supplier 22. The field "MSS Required?" will always be pre populated. The filling will be "no" when the supplier is part of the VCP program, the button "Warehouse certificate" is filled with the value "Yes" and the Venue chosen is in lockdown. Otherwise, this button will be filled with the value "Yes"
23. Fill the field "MSS" only if the "MSS required?" button was filled with the value "Yes". The supplier shall indicate which MSS he wants to go through before delivering to the Venue, in order to be scanned, receive the security seal and acquire the Secure Load Pass. 24. The field "MSS Time" will always be automatically filled, in case when the field "MSS required?" is filled with the value "Yes" and when an option has been chosen on the "MSS" button. The software will perform calculations considering the MSS processing time and the travel time to the Venue aiming to assign a date and time for being processed at the MSS. 25. Fill the field "Rio2016 contact with the contact s name at the venue to make the delivery. 26. Click on the "Save" button. 4.2 MILK RUN DELIVERIES REQUEST "Milk Run" is a generic term for a vehicle making several deliveries in multiple Venues before returning to its point of origin. A vehicle carrying out milk runs, will only requested to go through the MSS before the first delivery. To facilitate this operation, the load of the vehicle will be inspected and sealed in the Venue, whenever it moves to the next destination. This operation will only occur in Venues that are in lockdown. For security reasons, the software will not allow scheduling of milk runs where origin is a Venue that is not in lockdown and the destination is a Venue, which is in lockdown period. The software will also not request special windows for milk runs. Milk Run model deliveries are restricted to suppliers registered on the tool.
1. Follow exactly the same steps as in the simple delivery procedure until the "Delivery type" button is displayed. 2. On the "Delivery Type", choose "Milk Run" option. 3. Follow exactly the same steps as in the simple delivery procedure until the "Save" button is displayed. 4. Click on the "Save" button. 5. If the supplier wishes to carry out a new scheduling request on this milk run, click on the "Request another Milk Run Schedule". 4.3 REQUEST SPECIAL WINDOWS DELIVERIES User may request special windows deliveries if there are no windows available which fit his needs. The software will not allow the user to request special window in milk runs. This requisition must go through the MDS team s approval. 1. Follow exactly the same steps as in the simple delivery procedure until the "Schedule date" button is displayed. 2. Choose the "Special Window" option. 3. Fill in the field "Schedule date" with the desired date for delivery. 4. Fill in the field "Schedule Time" with the desired time for delivery. 5. Fill the field "Justification" explaining clearly and summarizing why the delivery must on the date and time requested in the special window. 6. Follow exactly the same steps as in the simple delivery procedure and save the schedule by clicking on the "Save" button. 4.4 REQUEST DELIVERIES FOR OTHER SUPPLIERS The supplier may request a schedule for other suppliers that need to enter the Venues. You can also take advantage of a suppliers VCP status that is performing a schedule request and avoid a passage via the MSS. For this, the supplier must go through the full security scanning and sealing at the warehouse of the certified supplier.
1. Follow exactly the same steps as in the simple delivery schedule until you reach the "Supplier Name" button is displayed. 2. Click on the "Other supplier" button. 3. Fill in the field "New Supplier with the name of the supplier for whom the schedule request is being created. 4. Fill in the field "E-mail" with the supplier s email for whom the schedule request is being requested. All automatic emails related to request scheduling will be sent to this email account, including emails approving the schedule, which will contain the schedule ticket. This ticket allows access to the Venue. 5. Fill in the field "phone" with Other supplier s phone number. 6. Follow exactly the same steps as in the simple deliveries procedure and save the schedule request by clicking on the "Save" button. 4.5 SCHEDULE APPROVAL FLOW After submitting the schedule request, the MDS team will assess, approve or reject it. If approved, the supplier will receive an automatic email. This email will contain the schedule ticket, which must be printed and delivered to the security agent at the Venue. If the supplier is required to go through a MSS before delivering, the approval email will also contain the schedule ticket to be printed and delivered to the security agent at the MSS. The ticket will contain various information including the number of the schedule, the approval or rejection information and the address of the Venue:
5 DISPLAY PERFORMED SCHEDULE 5.1 VIEW SCHEDULE TICKET The supplier can view a schedule ticket with status "approved" in the printing format by clicking on the "Print Ticket" button, which will be enabled only when the schedule has been approved. 1. Log in using the address https://mds.rio2016.com. 2. Click on the "Search" button. 3. Run the filters to see schedules you require. 4. Click on the "Print Ticket" button on the schedule line with the ticket you want to view. 5.2 EDIT SCHEDULE The supplier can edit a schedule by clicking on the "Edit" button, located on the schedule line in the Grid table. In doing so, it opens a screen, where only the fields "Supplier", "Venue", "Compound", "Time", "Date", "VCP", "Warehouse Certificate", "Required MSS", "MSS","MSS date" and "MSS time" will not be editable. 5.3 REQUEST LOGISTICS SUPPORT The supplier may request logistics support at any time while the scheduling is not yet approved. 1. Log in using the address https://mds.rio2016.com. 2. Click on the "Search" button. 3. Run the filters to see schedules you require. 4. Select the check boxes of the schedules you wish to request logistics support. 5. Click on the "Request Logistics Support" or "Request Logistics Support" button on the schedule line whose logistics support request to cancel.
5.4 COPY SCHEDULE The supplier can copy a previous schedule, using all the information that has been fulfilled, except the fields "Delivery type", "Date schedule", "Schedule hours", "Warehouse Certificate", "Required MSS", "MSS", "MSS date" and "MSS Time". On this occasion, it will open a screen for schedule registration with the information already filled out, as stated above. 1. Log in using the address https://mds.rio2016.com. 2. Click on the "Search" button. 3. Run the filters to see schedules you require. 4. Click on the "Copy" button on the schedule line with the information you want to take on a new schedule. 5.5 CANCEL SCHEDULE It is recommended that once identified that the supplier no longer will need a private delivery window; this one should be canceled to allow other suppliers to use them. The supplier may cancel a scheduling at any time, regardless of their approval status. 1. Log in using the address https://mds.rio2016.com. 2. Click on the "Search" button. 3. Run the filters to see the schedules you require. 4. Check the scheduling boxes that you want to require. 5. Click on the "Cancel scheduling" or "Cancel" button in the row of the schedule you want to cancel. 5.6 CANCEL LOGISTICS SUPPORT It is recommended that once identified that the supplier will no longer need logistics support, this support request is to be canceled to allow the mobilized resources to be used on other deliveries. The supplier may cancel logistics support requests at any time while the schedule is not yet approved. 1. Log in using the address https://mds.rio2016.com. 2. Click on the "Search" button. 3. Run the filters to see the scheduling you require. 4. Check the scheduling boxes whose logistics support request to cancel. 5. Click on the "Cancel Logistics Support" or "Cancel Logistics Support" button on the schedule line whose logistics support request to cancel. 5.7 EXPORT TO EXCEL The supplier can export to Excel the schedule list that appears on the schedule screen by clicking on the "Export" button. 1. Log in using the address https://mds.rio2016.com. 2. Click on the "Search" button. 3. Run the filters to see schedules you require and lick on the "Export" button.
6 Automatic Communications System In addition to the email sent automatically when the schedule is approved, there will be other occasions when the MDS will automatically send emails to the supplier, which are: Schedule request received Schedule approval Schedule rejection Registration application received Change of password Registration approval Registration rejection Registration activation Registration deactivation Special window rejection requested Special window approval
7 GLOSSARY Cluster Compound Lockdown Milk Run MSS VAPP - Venue Access Permit Parking VCP Vendor Certification Program Venue VLM Venue Logistics Manager VSA Vehicle Screening Area Window breaker It is the pool of venues by region. Internal area of the venue where the operations of specific functional areas are concentrated. It refers to the phase of operations when Games time Accreditation Access by persons, vehicles control measures, and security-screening operations should be implemented and activated. Delivery/collection methodology where the vehicle will pass in sequence for various destinations Material Screening Site Where vehicles without proof of safe load, will have their materials screened and the vehicle sealed. VAPPs allow a vehicle to pass through the soft security measures around venues and parking privileges inside the Immediate Outer Perimeter. A delivery VAPP will only entitle a vehicle to remain at the venue during the delivery or collection of goods not to park for prolonged periods. The certification program for suppliers that allow a faster and more efficient safety program when these suppliers arrive at the venues during the Games Time. Suppliers must first register and be approved as a certified vendor. Location, generally one of great importance, operated by Rio 2016 and/or its partners/agencies (normally by a multi-functional team), located within a security perimeter and officially used to stage the Rio 2016 Games. VLM is the Venue Logistics Manager that is responsible for the logistics operation at the venue. VSA is a dedicated area where vehicles, drivers and occupants are screened to ensure all vehicles, personnel and deliveries are free from prohibited items prior to entering the Venue perimeter. It is a feature linked to the suppliers that have been granted the privilege to deliver at specials times outside of the normal delivery window.
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