Container Management System

Background
Hidaya Foundation ships containers filled with in-kind donation items to partner organizations. It
is necessary to have a web based application to manage the communication and documents
related to the containers with the partner organizations.

Roles

Admin
Hidaya Manager
Partner Manager

Workflow
When there is enough in-kind items to fill a full container (usually 40 feet high cube), a container
is ordered to be delivered to Hidaya warehouse. Hidaya may either choose to purchase the
container or rent it from the carrier.
Once the container is delivered to the warehouse, it is filled with in-kind items. The in-kind items
are either donated to Hidaya by the general public or items purchased by Hidaya for the Partner
Organization. Pictures of all the items that are loaded into the container are taken. An itemized
list of contents loaded into the container is recorded.
A booking is made with the shipping company for the container. A summarized Container
Clearing Invoice is generated and posted inside the container door and the container is sealed.
It is now shipped to the port for sail to the destination port.
A detailed Container Clearing Invoice is generated with the values of in-kind items shipped. This
along with Bill of Lading is emailed to the Partner Organization to clear it from customs at their
end.
When the container reaches the destination, the representative of the Partner Organization
clears the container from the Customs by paying the fees. It is then trucked to the Partners
warehouse.
The items are unloaded from the container and inventoried. It is matched with the information
provided in the Container Clearing Invoice document. Any discrepancy is noted and
communicated to Hidaya for clarification. If it went missing at the Customs clearance time, a
missing report is filed with the Customs authorities for investigation.

Requirements
Admin interface
There must be an admin interface to manage Hidaya Manager users and Partner Manager
users.

Hidaya Manager interface

The Hidaya Manager must be able to do the following functionalities:
1. Manage Partner Org details, representative name, email, telephone, address,
website, etc.
2. Manage in-kind donation categories, and default values
3. Manage Containers
a. Each container will have Container #, Seal #, Container ID,
Estimated Time of Departure (ETD), Estimated Time of Arrival (ETA), Departure
Port, Arrival port, Pickup date, Arrival Date, Customs Cleared Date, BOL #,
Partner Name, owned or rented, status (loading, in-transit, in-customs, customs
cleared), etc.
b. For each in-kind donated items, enter Category, Description,
Quantity, Is Qty Exact (check-box), Unit Value & Total (computed)
c. For each in-kind purchased item, enter Description, Quantity,
Value. Must be able to upload multiple pictures of each item.
d. Upload documents related to the Container like Bill of Lading
(multiple containers may be booked in one BOL if they are sent at the same
time), Booking details, Container Inspection Form and Purchase documents (if
Hidaya owned).
e. Upload general pictures and captions for each.
f. Enter costs associated with the container and upload related bills,
invoice and other documents. Must allow entering data in multiple currencies.
g. Generate Container Clearing Letters and related documents as
they are done currently. See sample documents for details.
4. Generate reports by year for Tax filing (Schedule M - detail and summary) See
sample document for details.
5. Generate reports for web site. See current report on the website for details.
6. Generate reports by container
7. Search for specific items sent
8. Dashboard to have bar graphs showing the number of containers sent and their
in-kind values for every year.

Partner Manager interface

The Partner Manager must be able to view and update certain data related to containers
shipped to them. If any containers are in-transit to the Partner, it should show in the dashboard
for easy access. He should be able to perform the following tasks:
1. View details of container including pictures, list of items, BOL docs, Booking
docs, etc.

2. Update certain fields like date of arrival, customs cleared date, status, and any
other fields which pertain to the partner.
3. Generate Container Clearing Letters and related documents for clearing the
container from the customs.
4. Enter costs associated with the container and upload related bills, invoice and
other documents. Must allow entering data in multiple currencies.
5. Acknowledge the receipt of every item in the container and note any missing
items or discrepancy in the item count.
6. Generate acknowledgement letter to Hidaya noting the in-kind value of the
container received by Partner.