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      Client onboarding onto Optimise - SOW Documentation

      SOW Support Documentation

      1. Optimise Solution with Audit Module - Overview

      The 7bridges Optimise Solution is designed to allow organisations to understand their logistics spend, aggregating data from multiple logistics providers into a single consistent format to allow review and analysis. Linked with tracking data (where available), the solution is capable of highlighting shipments that arrived late and can summarise expenditure by provider, geography and time period. When linked with original quotes the solution can ensure matching between rate card and invoiced amount, as well as other charge discrepancies. When combined with Audit 7bridges will identify contract breaches and contract leakage, which can then be pursued within the platform.

      2. Solution Details

      7bridges will deliver the Optimise Solution as per your order form.  The platform will create rich reporting based on a living dataset of Logistic Service Provider (LSP) performance and invoiced costs across all providers within scope defined by your order form and corresponding SOW.  When purchased you will be able to leverage the AI powered baseline, optimised & market insights simulation, you will obtain a true picture of current baseline spend, potential optimised spend and further benefit from access to global insights, which will help shape your future supply chain. 

      7bridges creates a living baseline dataset, based on digital twin and AI technology. Our solution provides an invoice dispute portal, status monitoring, and insight analytics for strategic carrier review and required reporting. 

      Creating a Baseline Data Layer immediately ensures full cost control and margin improvement, aligning with your cost saving and performance improvement initiatives. Addition of the Audit module adds invoice auditing of transport providers for both contract breaches and contract leakage (see section 5). 

      3.  Scope Of Implementation

      • 7bridges will implement the Optimise Solution including the audit module as illustrated in Figure 1. (Some implementations may deviate from the illustration, in such cases Figure 1 will be updated and implemented within the SOW)
      • 7bridges will import transport invoices into the 7bridges platform. These invoices must be provided as per the Invoice Policy described in Carrier Onboarding. Alternative formats (unless agreed in advance) will not be accepted. Deviation from agreed formats will extend implementation timeframes and may incur additional cost which will be managed via Change Order Process.  
      • Time period of invoices and LSP’s to be ingested typically include 12 months of historical invoice data of those LSP’s within scope +  Invoices for LSP’s in scope for the duration of the subscription 
      • 7bridges will transform and ingest rate cards for each logistics provider in scope, annual changes to existing rate cards shall be included, but should a rate change result in a different rate card format additional charges for transformation will apply
      • Logistics providers for the Optimise Solution will be included in your relevant SOW
      • 7bridges will configure rules highlighting disputable charges where invoicing, rating, and shipping data support it.
      • Agreed geographies and predicted volumes within the Optimise Solution will be as listed in the Order Form as described Territories 

      4. Deliverables


      Optimise Solution:

      1. Creation and deployment of the Customer 7bridges instance accessible at  - www.CUSTOMER.the7bridges.com with the ability for a user to login with credentials, view invoices, view & access simulations, access reports and dashboards.
        (The above configured using customer specific invoices and data)
      2. Delivery of 7bridges Optimise Solution functionality (if the required data is provided):
        1. Standardised invoice management  
        2. View Harmonised Invoice Data 
        3. View Shipment Level Data, status, reference and shipment details e.g. Tracking ID, Account Number, Ship Date, Service Type, Weight, Pieces/Qty
      3. Forecast & Optimised Network simulation within 7bridges platform as per your subscription (detailed in your order form)
      4. View Network Analysis reports & outputs where data is provided (See Reporting)
      5. Provider page- your Provider & Account Repository (See Providers)
      6. Audit Module (See Audit)

      5. Out of Scope

      • Any custom reports or modifications to standard reports not specifically agreed as part of the implementation and highlighted within the SOW or Order Form
      • Analysis for invoices where the required data is not available in the invoices provided
      • Analysis for invoices where a standardised template cannot be defined, or where a recurring process to supply invoices cannot be setup
      • Highlighting of delivery delays or similar statuses where accurate tracking data for shipments is not available
      • Downloading of standardised data or raw data behind reports
      • Highlighting of delivery delays or similar statuses where accurate tracking data for shipments is not available
      • Reports relating to parcel size or weights where accurate data is not available

      6. Implementation Fees 

      Standard implementation fees will be outlined in the corresponding SOW and Order Form.

      7. Customer Commitment, Impacts & Prerequisites

      The standard Optimise Solution is typically provided within 12 weeks post the kickoff meeting. A standard 12 week implementation plan can be reviewed in Figure 2.  (Your solution timeline may vary from this, in which case you should consider the version in your SOW as the master). To accomplish this delivery objective it is important that the customer agrees and be aware of and adhere to the following:

      Customer Team & Project Leadership

      A successful deployment requires clear identification and commitment from customer personnel across 2 specific areas:

      1. An Executive Sponsor who can provide the necessary escalation path within the provider network in the event data gathering and timelines be challenged by suppliers, providers, or internal teams.
      2. A dedicated Project Lead for all streams of the 7bridges platform, who will act as the main point of contact for the 7bridges Delivery Team

      The customer will be asked to identify the Sponsor & Lead which if already known will be captured in the SOW with the minimum following information.

      Name

      Title 

      Contact Email 

      Contact Phone

      1. Data gathering, quality and completeness:  

      To ensure a complete and accurate baseline it is imperative that data is received in a timely manner and in formats acceptable to 7bridges.  To support this, 7bridges will provide an onboarding playbook which will guide the process to be utilised with LSP’s.

      Each account to be ingested needs to have gone through a pre-audit setup review with the provider.  Providers must be available to answer any clarification questions (e.g. if changes are made to the rate card)

      Additionally:

      • Customer must complete an account landscape document before or immediately after the Kick Off meeting, for which 7bridges will provide a template in advance
      • Customer must mandate specific data fields to be included in invoices to enable audit based on account reviews during the kick-off meeting (evaluating invoices vs rate card)
      • Project Leads commit to providing data and/or instructing providers to provide data as per agreement to 7bridges electronically by email or SFTP
      • Provide 7bridges access to e-billing platforms for retrieval of ongoing invoice information where applicable
      • Provide freight and parcel rate cards for all lanes and consignment sizes used by Customer - these data points will be shared by email utilising the address specified by 7bridges
      • 7bridges best practices are to ensure that rate cards along with one recent sample invoice from each provider is obtained prior to Kick Off meeting to ensure data is sufficient for the Optimise Solution purposes, failure to do so may extend timelines.  
      • Transport invoices should contain all required data in a format that remains consistent. 7bridges will provide the required template and outline the mandatory requirements of the customer/provider - e.g. invoice file naming convention
      • 7bridges may be considered the “invoice gateway” - i.e. the sole recipient of invoices from providers, if this is the case Finance will be able to download the raw invoices within 24 hours of receipt
      • Client needs to ensure that there is commercial agreement from suppliers to provide the required data as a condition of payment


      2.  Invoice & Rate Card Transformation

      • Standard transformation of EDI or CSV format invoices require 4 days to configure into the platform
      • Standard transformation of Rate Cards require 2 days to configure into the platform
      3.  Impact on timelines based on receiving conflicting or unexpected data formats.
      • Timelines and implementation are generally projected based upon receiving the necessary data to build the Optimise Solution for each customer.  It is imperative that 7bridges receive complete data within 10 working days post the Kick Off meeting.  We appreciate that some assistance from 7bridges may be required to assist in the collection of data to this effort we will:
        • Provide a playbook to be followed for the onboarding process of providers
        • Provide recommendations on file format expectations and delivery  processes to receive data to your providers 
        • Meet with those providers who are struggling to supply data in a meaningful way where introductions and direction to those providers have been made by Customer
        • Provide email introduction templates on how to introduce 7bridges to your providers and outlining their responsibilities and timelines

       

      Figure 1 - Optimise Solution with Audit Module Solution

      Figure 2 - Optimise Solution with Audit Module High Level Project Plan