Manual

INITIAL CONFIGURATION

Once you have registered for My Transport Planner and before you can start planning jobs, you will need to set up the system with information about your company.

Initial configuration is a quick process and there are just three sections that must be set up before you can start planning:

Company Details
Depots
Resources

You can find out more about these three items in their respective sections in these instructions.

Once these three sections have been completed, you can start using My Transport Planner to plan your work. Select ‘START PLANNING’ to plan your work or ‘SAVE & LOG OUT’ to save the configuration and plan later.

COMPANY DETAILS

Company details identify you as a customer within My Transport Planner.

During the registration process you will have already entered your name, your position in the company, contact number and set up your username (email address) and password. You should also have read and have accepted our Terms and Conditions.

The first time that you use My Transport Planner, you are required to enter your company name and email address. This is the email address we will use to send you correspondence.

Finally, you need to enter the company postal address. You can type this in manually or enter your postcode and select your address from the drop-down list.

You can then enter your company registration number and VAT number, select CONTINUE and you will be returned to the Initial Configuration Screen – unless you have finished set-up.

Once this information has been completed, together with Depots and Resources, you can start using My Transport Planner to plan your work.

To edit Company Details, select ‘COMPANY’ from the main menu bar and then select ‘COMPANY DETAILS’ from the drop-down menu.

Select the fields that you wish to change and make your changes.

Once you have finished, select ‘SAVE’ at the top right of the screen.

DEPOTS

A depot is any location to which your resources may be allocated to and is where they begin and end their journeys. (A resource is a driver/vehicle combination used for transporting your goods and services {for further information see Resources}).

A depot name can be any label that makes it easy for you to identify, such as ‘Northern Depot’ or ‘Darlington’ for example.

From the Initial Configuration screen, select the ADD button at the right hand side of ‘Depots’ and then select ADD in the centre of the screen to create your depots.

Once you have entered the name, you can type in the address manually or else enter the postcode and select the correct address from the drop-down box.

NOTE: IT IS IMPORTANT THAT THE POSTCODE IS CORRECT as this is used to geocode the location so that we can perform accurate calculations.

Once you have added all your depots, select ‘CONTINUE’ from the summary screen to return to the Initial Configuration screen unless you have finished.

Once this information has been completed, together with Company Information and Resources, you can start using My Transport Planner to plan your work.

To add a depot, select ‘COMPANY’ from the main menu bar and then select ‘DEPOTS’ from the drop-down menu to display the depots screen.

Select ‘ADD’ button at the top right of the screen and enter the required information to complete the fields.

Once you have entered the name, you can type in the address manually or enter the postcode and select the correct address from the drop-down box.

NOTE: IT IS IMPORTANT THAT THE POSTCODE IS CORRECT as we use this to geocode the location so that we can perform accurate calculations.
Once you have completed all the required information, select ‘SAVE’ at the top right of the screen to add and save your depot.

Once you have added and saved all your depots, select ‘CONTINUE’ from the summary screen to return to the Initial Configuration screen.

To edit a depot, select ‘COMPANY’ from the men menu bar and then select ‘DEPOTS’ from the drop-down menu to display the depots screen.

Select the depot that you wish to edit by clicking on the three vertical dots to the far right of the depot name and select ‘Edit’.

Select the fields that you wish to change and make your changes.

Once you have finished, select ‘SAVE’ at the top right of the screen.

My Transport Planner allows you to assign resources to a depot. This assignment tells My Transport Planner where the resource’s journey starts and ends. If you only have one depot, then there is no need to assign a resource to a depot, My Transport Planner will automatically allocate it. However, if you have more than one depot, then it is important to assign each resource a specific depot.

This assignment is carried out in the Resources section but, when you open the depots screen as above, the number of assigned resources is shown to the right of the depot address.

To view the resources that are assigned to a depot, click on the three vertical dots to the far right of the depot name, and select ‘See assigned resources’.

The Resources screen will then be displayed, showing the resources that are assigned to the chosen depot.

To delete a depot, select ‘COMPANY’ from the main menu bar and then select ‘DEPOTS’ from the drop-down menu to display the depots screen.

Select the depot that you wish to delete by clicking on the three vertical dots to the far right of the depot name and select ‘Delete’. You will be asked to confirm the deletion. Select ‘YES’ to delete the depot or ‘NO’ to cancel the action

RESOURCES

A resource is a driver/vehicle combination used for transporting your goods and services.

A resource name can be any label that makes it easy to recognise, and it is usual to use either the vehicle registration number, or a driver’s name.

From the Initial Configuration screen, select the ‘ADD’ button at the right-hand side of ‘Resources’ and then select ’ADD’ in the centre of the screen to create your resources.

Resources may be imported directly into My Transport Planner via an Excel spreadsheet or they can be entered manually.

We have created an import spreadsheet template to make it easy for you to import your resources, or you may use the output from your own system.

Our import template can be downloaded from My Transport Planner from within RESOURCES by selecting ‘IMPORT’ at the top right of the screen and then selecting ‘DOWNLOAD TEMPLATE’ at the bottom right of the ‘Resources Import’ screen.

The template should be completed with your resource information and then saved to your PC so that it can be uploaded to My Transport Planner. A description of each field together with detailed information, can be found in the Description of resource fields table.

You can import your own file of resources into My Transport Planner from your own planning system, which should be an Excel file. We suggest that you familiarise yourself with the instructions in the import template or in the Description of resource fields table, even if you use your own file, so that you know what information is required,

Selecting BROWSE then allows you to select your import file or template to bring your resources into My Transport Planner.

Once you have selected your file you will see a message informing you that your upload has been successful. Select ‘NEXT’ and the field mapping screen is displayed.

The process for mapping resource fields is the same as that for mapping jobs. Instructions can be found in the FIELD MAPPING section below.

Once field mapping is completed a summary of your import will be displayed.

Selecting ‘FINISH’ will complete the import and your resources are now available for planning.

If you are entering resources during the initial configuration, select the ADD button at the right-hand side of ‘Resources’ and then select ‘ADD’ in the centre of the screen to create your resources as above.

If you want to enter more resources following initial configuration, then select ‘COMPANY’ from the main menu bar followed by ‘RESOURCES’ from the drop-down menu. After that, select ‘ADD’ in the centre of the screen to access the ‘New resource’ screen.

Each resource has a number of fields that are used to create rules within My Transport Planner which determine how it can be used whilst planning work. These are listed in the Description of resource fields table

Once you have completed all the required information, select ‘SAVE’ at the top right of the screen to add and save your resource.

To edit a resource, select ‘COMPANY’ from the main menu bar and then select ‘RESOURCES’ from the drop-down menu to display the ‘Depots’ screen.

Select the resource that you wish to edit by clicking on the three vertical dots to the far right of the resource name and select ‘Edit’.

Select the fields that you wish to change and make your changes.

Once you have finished, select ‘SAVE’ at the top right of the screen.

My Transport Planner allows you to assign resources to a depot. This assignment tells My Transport Planner where the resource’s journey starts and ends. If you only have one depot, then there is no need to assign a resource to a depot, My Transport Planner will automatically allocate it. However, if you have more than one Depot, then it is important to assign each resource to one depot.

To assign a resource to a depot, you can either include the name of the depot within your import spreadsheet in the ‘Depot’ column or they can be allocated manually from the ‘Edit Resource’ screen as above. Just select the assigned depot by selecting it from the ’Depot’ drop-down menu.

The resources that are assigned to a depot are displayed on the ‘Resources’ page, accessed by selecting ‘COMPANY’ from the main menu bar and then ‘Resources’ from the drop-down menu. The assigned depots are displayed on the third column from the left.

There may be occasions when one or more resources are not available, for example, when a vehicle is being serviced. My Transport Planner needs to be aware of this fact so that it does not allow them to be used for planning.
Rather than having to delete and re-enter the resource(s) each time, you can deactivate them and reactivate at a later date.

To deactivate a resource, select the tick box in the second column of the ‘Resource’ screen and confirm the deactivation, or you can select the tick box within the ‘Edit resource’ screen.

Reactivation is the reverse operation.

To Delete a resource, select ‘COMPANY’ from the main menu bar and then select ‘RESOURCES’ from the drop-down menu to display the Resources screen.

Select the resource that you wish to delete by clicking on the three vertical dots to the far right of the resource name and select ‘Delete’. You will be asked to confirm the deletion. Select ‘YES’ to delete the resource or ‘NO’ to cancel the action.

Please only use this function if the resource is permanently unavailable. Otherwise, we recommend that you use the deactivation function, as described above.

To find a particular resource, go to resources by selecting ‘COMPANY’ from the main menu bar and then select ‘RESOURCES’ from the drop-down menu to display the Resources screen.

To perform a simple search, click on ‘Search’ at the top left of the screen and start typing the search criteria. This will search just the resource name and depot fields.

As you type, the resource list will reduce in number until you are left with the Resource or Resources that match.

To perform a search using other criteria, such as quantity, start times etc, click on the down arrow to the left of ‘SEARCH FIILTERS’ at the top right of the screen and search filters are displayed. To search, type the information you are looking for in the respective search criteria box and as you type, the resource list will reduce in number until you are left with the resource or resources that match.

Field

Name

 

Description

Field

Type

 

Manda-tory

 

Format

Resource name This is a unique identifier for a resource (i.e. a driver/vehicle combination). It can be anything you currently use, such as a driver’s name or a vehicle registration number, for example. Free Text Yes N/A
Depot name This is the name of the depot to which the resource is allocated. If this field is left blank, you will need to allocate the resource to its depot manually in My Transport Planner. Free Text No N/A
Attributes These are characteristics that can be assigned to match the resources to the jobs. For example if the job requires a vehicle with a tail lift, you could enter ‘tail lift’ here and My Transport Planner will match the job only with those  resources that also have matching text (i.e. ‘tail lift’) in the resource’s ‘Attributes’ field. You can use any words or text to describe these attributes, as long as they are identical within this field and the skills field in your resources. Each attribute must be separated by a comma. Free Text No attribute1,attribute2, attribute…

 

Vehicle capacity 1 This is the total loading capacity of the Resource. See Note. Number See Note  XXXXX.YY
Vehicle capacity 2 This is the total loading capacity of the Resource   See Note. Number See Note  XXXXX.YY
Vehicle range This is the range of the vehicle in miles Number No XXXX.YY
Vehicle mileage cost This is total cost per mile of running this vehicle. It can include lease cost/depreciation/fuel/driver’s wages, etc. The more accurate this figure, the more accurately the costs and savings will be shown in My Transport Planner – Default costs are per hour, per mile, per day. Currency No XXX.YY
Vehicle maximum driving time This is the maximum daily driving period that a driver may not exceed in line with local laws in your country or territory. Time Yes HH:mm
Driver earliest start time This is earliest time that the driver will be available from to commence work at the start of the day Time Yes HH:mm
Driver latest start time This is the latest that the driver will be available to commence work at the start of the day Time Yes HH:mm
Driver shift duration This is the total number of hours that a driver can work during the day, i.e. the difference between the start and end of his working day. Time Yes  

HH:mm

Driver break duration This is the total time a driver spends on their allotted breaks during a shift. Time No HH:mm
Driver brief duration This is driver downtime to allow for a driver briefing, usually at the start of day. Time No HH:mm
Driver debrief duration This is driver downtime to allow for a driver de-briefing, usually at the end of day. Time No HH:mm
Notes This is a note that will display in the Resource screen Free Text No N/A

 

NOTES.

  1. Quantity may be any numerical unit representing a unit of measurement, for example weight in kg or lbs, capacity in litres or gallons, volume in m3, number of pallets or cartons or even single items. Either Quantity 1 or Quantity 2 or both may be used. For example, your resources may have both a weight and a volume limit, neither of which can be exceeded so, in this example, you could use capacity 1 for weight and capacity 2 for volume. The system will check the combined capacity when calculating compliance.  In your jobs import at least one of the quantity fields must be present and their type must match the capacity of the resource. For example, if Quantity 1 in Jobs is kg, then Vehicle capacity 1 in Resources must also be kg.
  2. For further information on each of the above fields please read the instructions tab in the import template.

PLANNING ROUTES

Before you can start planning work, you need to setup your Depots and Resources. Once these have been entered into My Transport Planner, you can start planning.

To commence planning, select ROUTE PLANNER from the main menu bar, then select ROUTE PLANNING from the drop-down menu and the ‘Route Planning’ screen will be displayed.

Before you import your jobs, you can give your job selection a name by typing it into the ‘Routes name’ dialogue box at the top left of the screen. The name you enter here will be displayed on subsequent screens and reports to identify the imported jobs once optimised. If you choose not to name your selection, My Transport Planner will automatically assign the name ‘Routes XX-XX-XXXX’ where XX-XX-XXXX is the current date.

We have created an import spreadsheet template to make it easy for you to import your jobs, or you may use the output from your own system. You can download the template by selecting ‘Download template’ at the bottom right of the ‘Jobs Import’ screen or the top right of the ‘Resources’ screen (See also Importing Resources) . The template has detailed instructions, including a description of each field in the import.

Once you have populated the template, save it somewhere on your computer so that it can be imported into My Transport Planner.

If no jobs have been imported, then there is only one option on the Route Planning screen which is MANAGE in the Jobs management section from where you can import and manage your jobs.

Select ‘MANAGE’ and enter the ‘Jobs management’ screen. Prior to importing jobs, there is only one option, ‘IMPORT’, which should be selected to enter the ‘Jobs import’ screen.

Selecting BROWSE then allows you to choose your import file or completed template to bring your jobs into My Transport Planner.

You can import your own file of jobs into My Transport Planner from your own planning system, which should be an Excel file, or you can download the My Transport Planner Template (see IMPORT TEMPLATE) which has detailed instructions including a description of each field in the import. We suggest that you familiarise yourself with the instructions in the import template, even if you use your own file, so that you know what information is required,

Once you have selected your import file you will see a message informing you that your upload has been successful. Select ‘NEXT’ and the field mapping screen is displayed.

If you are importing a file for the first time, or you have made changes to a previously imported file, then you will need to map the fields so that My Transport Planner understands the content of the columns in your import file.

This is because you may call items different names to those used in My Transport Planner so, for example, you may have a field called ‘Customer Name’ but, in My Transport Planner this field is called ‘Company Name’ so you need to ‘map’ these to each other.

To help you do this, My Transport Planner displays the names of the columns in your import file in the left hand-column and in the right-hand column you can select the appropriate match from the drop-down list adjacent to each field.

You should delete any empty, unused, unnecessary or unmatched fields using the bin icon – while bearing in mind that some fields are mandatory – before selecting ‘NEXT’.

NOTE: Selecting ‘Save the mapping configuration’ above the left-hand column will save the mappings and, providing the column headers are not changed, ensure that you do not need to field map again.

Once you select ‘NEXT’, My Transport Planner will geocode each job, i.e. assign a longitude and latitude so that an exact location can be determined and then you can review the jobs that you have imported. You may edit or delete each job at this stage by selecting the three dots to the right of each item.

When you are happy with the imported information select ‘FINISH’.

If there are errors in your import, such as incomplete postcodes, you will be guided to the error so that you can correct it. Correct any errors and select ‘FINISH’ to return to the Jobs management screen. On this screen you can manage the jobs you have imported, edit them, delete them and import more jobs.

Select ‘CONTINUE’ and you will be returned to the Route Planning screen.

NOTE: When field mapping, if any fields need to be deleted from your import file, please make sure that you delete them from your spreadsheet for future use, or the automatic mapping will not remember your settings and you will have to re-map each time you import.

You are now ready to Allocate your jobs.

Once you have imported jobs into My Transport Planner, selecting ‘MANAGE’ from the Routes Planning screen allows you to manage the imported jobs. This screen displays the jobs that have been imported into My Transport Planner but have not yet been allocated to a resource.

It is possible, therefore, that you may have unallocated jobs in My Transport Planner that were imported on previous days but not allocated. They will remain on this page until you allocate them or delete them.

From this screen you are able to import additional jobs and view, edit and delete your existing unallocated jobs.

NOTE: If you are in the process of allocating jobs, some options in the management screen such as ‘Delete’ will not be available until you complete or reset allocations. This is to ensure that you do not accidentally delete jobs that are currently being allocated.

Once you have imported jobs into the system, the ‘ALLOCATE’ button will be available in the Route Planning screen. Select this to enter the Job Allocation.

NOTE: If you have already allocated some of your jobs then the Jobs allocation options will be ‘CONTINUE’ to continue allocating, and ‘RESET’ which will de-allocate all your jobs. See also ‘Clearing all jobs from the system’ and ‘Clearing old or obsolete jobs from the system’

The Jobs allocation screen is divided into two halves. On the left is the map, where the jobs that you have imported are displayed. The zoom level will initially automatically adjust to allow you to see all of your jobs. You can zoom in and out using the controls at the bottom right of the map screen – and you can view more information about each job by selecting the hand tool or the pen tool at the top-right of the map and hovering your mouse over the job.

On the right of the screen is a list of your resources.

Before you can sequence or optimise, you first need to select the jobs and allocate them to your resources.

SELECTING JOBS

There are three methods that can be used to select jobs which can then be allocated to a resource. You may use any of these methods, whichever best suits your business.

At the top left of the screen you have the choice of viewing your jobs via the list view or the map view.

At the bottom left of the screen a key is displayed which also allows you to choose to view jobs, depots, or both, on the map.

1.MAP VIEW – HAND SELECT

The hand selection tool at the top right of the map allows you to select individual jobs from the map screen by clicking on the individual jobs to select them or deselect them. As you select jobs they are highlighted in a solid colour and the total quantities (which you imported for each job) are displayed at the bottom of the screen. You can use this information to make sure that the capacities of your vehicles are not exceeded. At the bottom of the screen there is also a ‘DESELECT ALL’ option.

STREET VIEW

Google Street View is available from within the map screen when the ‘Hand select’ view is being used. You will see an icon of a person at the lower right side of the map. To use street view, click on this icon, hold down the mouse key and drag the icon and place it on the map so that the circle beneath the icon is placed on the location that you want to see in street view. We recommend zooming in to the location first. The view can then be controlled using the standard Google Maps interface.

2.MAP VIEW – PEN SELECT

The pen selection tool at the top right of the map allows you to select multiple jobs from the map screen by drawing a line around individual jobs to select them. As you select jobs they are highlighted and the total quantities (which you imported for each job) are displayed at the bottom of the screen. You can use this information to make sure that the capacities of your vehicles are not exceeded. At the bottom of the screen there is also a ‘DESELECT ALL’ option.

3.LIST VIEW

Selecting ‘List view’ at the top left of the map screen displays a list of your imported jobs and also allows you to edit and delete them from within the Jobs Allocation screen.

To select jobs for allocation, click on the checkbox to the left of each one.

As you select jobs their checkbox is highlighted and the total quantities (which you imported for each job) are displayed at the bottom of the list. You can use this information to make sure that the capacities of your vehicles are not exceeded. At the bottom of the screen there is also a ‘DESELECT ALL’ option.

ALLOCATING JOBS

Once you have selected one or more jobs using one of the methods above, you can allocate them to one of your resources by selecting ‘ALLOCATE’ to the right of each resource at the right-hand side of the page.

As you allocate jobs to resources, the quantities, shown in the Resources table, will increase. You can continue to allocate jobs to that resource until the limit is reached.

If you hover your mouse over the information icon to the left of the resource name, a pop-up will appear showing further information including attributes – so you can see, for example, which resource has a tail lift to help you match a job with a suitable resource.

IMPORTANT NOTE: It is possible that your allocation will be rejected if certain criteria are not met. For example, you cannot exceed the carrying capacity of a resource. If this happens, deselect one or more jobs from the map or list view and re-allocate. You must also ensure that the attributes of a job match the attributes of the resource. For example, if a job requires a vehicle with a tail lift, and ‘tail lift’ is specified in the job’s attributes, then the resource to which that job is being allocated must also have ‘tail lift’ specified in its attributes, otherwise the allocation will be rejected and you will see a message telling you which jobs have been rejected, together with the reason.

CHECKING ATTRIBUTES

Attributes are characteristics that can be assigned to match jobs to appropriate resources. For example if a job requires a vehicle with a tail lift, you can enter ‘tail lift’ in the attributes field of the job and My Transport Planner will match the job only with those resources that also have the matching attribute, (i.e. ‘tail lift’) in the resource’s attributes field.

You can use any words or text to describe these attributes, but they must be identical within both the job attributes field and the attributes field in your resources. Ie ‘Tail lift’ will not be a match with ‘Taillift’.
A job or a resource can have unlimited attributes. Each attribute must be separated by a comma in the attributes field.

To check the attributes of a job or a resource during job allocation, hover your mouse over the job, or over the symbol to the left of the resource, and additional information will be displayed, including the attributes to help you match them.

MULTI-SHIFTING RESOURCES

If your vehicles perform multiple shifts during the day, we recommend that you create multiple versions of the same resource for each shift.

For example, if you have a resource called “AB12CDE’ which performs two shifts each day, then create two identical resources but give them unique names, preferably ones which make it easy for you to identify them as the same resource, i.e. AB12CDE-1 and AB12CDE-2. You can then allocate jobs for the first shift to AB12CDE-1 and those for the second shift to AB12CDE-2.
You might then want to assign different start times to these resources. See ‘Editing a resource’.

DEALLOCATING JOBS

To deallocate a job that you have allocated to a resource, click on the down-arrow icon to the left of the resource and a list of jobs allocated to the resource will be displayed. You can deallocate a job by selecting the three dots to the right of the job and clicking on ‘De-allocate’.
You can also deallocate all the jobs assigned to a resource by clicking on the three dots to the right of the resource and selecting ‘Deallocate all’ from the drop-down list.

PRE-ALLOCATING JOBS

My Transport Planner allows you to allocate jobs to specific resources in advance. For example if you require a specific driver/vehicle to deliver a particular job. To pre-allocate a job, enter the resource name into your import template in the column marked ‘Pre-allocated Resource Name’.
Once the import is complete the resource will have the pre-allocated jobs allocated it. If these jobs are subsequently deallocated, they will appear on the map in blue.

NOTE: The preallocated resource name must match exactly the name of the Resource including spaces.

At any time during the allocation process, you can optimise the sequence of your deliveries by selecting ‘OPTIMISE’ at the top right of the page.

When you select ‘OPTIMISE’, If you are a pay-as-you-go user, you will be informed of the cost for optimising which you are asked to confirm. You will only be charged once for each resource that you plan. This enables you to address issues, correct mistakes, make changes and then re-optimise, without incurring additional charges.

When you select ‘OPTIMISE’, the jobs that you have allocated to each resource are passed to our optimisation algorithms. Based on all the information that you have provided, the algorithm will calculate the most efficient sequence for the delivery of all jobs, and the one that completes your route in the least number of miles, while also taking into account any restrictions such as time windows, for example. It will ignore any resource for which you have fixed the sequence.

Once optimisation is complete, you can view the sequence of the jobs, manually change, re-sequence or fix them by dragging them to change their order (which may result in a less efficient route), and repeat any of the above processes.

IMPORTANT NOTE: Optimisation is a complex calculation which can take a few minutes to complete. On-screen visual indicators will confirm that the optimisation is running and confirm completion.

When you have finished allocating and optimising your jobs, select ‘FINISH’. This will fix the routes you have currently planned ,though they can still be edited and re-optimised – (see Finishing the optimisation). You will still be able to return to the Job allocations screen and make further changes. Selecting ‘FINISH’, will display the current summary screen from where you can print and export your routes for your drivers.

Occasionally, following optimisation, you may see a warning message saying that some of your optimised jobs have been rejected or that the optimisation could not be completed for some jobs.

We try to capture as many potential issues as possible, such as weight infringements, allocation of jobs to an unsuitable resource (i.e. a job that requires a tail lift) but there are some issues that cannot be captured before our algorithms calculate your routes and nearly all of these are time-related.

Some examples are listed below:

  • If the jobs that you have allocated, cannot be performed within the total shift time of the resource, the jobs will be deallocated.
  • If a certain job cannot be done within its required time window it will be deallocated.
  • If a destination can’t be reached, for example, it is within a pedestrian zone or there is no road network to access it, the job will be deallocated.

Rejected jobs are displayed on the map in orange. The solution is to reallocate the job to a different resource or remove some of the jobs allocated to the original resource to free up more time, then reallocate the rejected job and re-optimise. You will not be recharged for any resources previously optimised.

There may be occasions when you want to override the optimiser. For example, where you want to arrange your jobs in a prescribed sequence. As a result, it is possible to override the optimiser in a number of ways:

MANUALLY ARRANGING JOBS AND FIXING A SEQUENCE

You can fix a delivery sequence so that the vehicle delivers to your customers in a particular order.

To create your own sequence, open the resource’s jobs list by clicking on the down-arrow icon to the left of it and the jobs list will be displayed. Drag and drop the jobs into the required sequence and then select the three dots to the right of that Resource and select ‘Fix Sequence’. This will ensure that your manual sequence is saved and, when you optimise your resources, the sequence for the resource that you have fixed will remain as you manually planned it.

When you have fixed the sequence, you can unfix it by the same process as above and the algorithm will then include the resource in its next optimisation calculation.

NOTE: Please be aware that it is likely that manually fixing jobs will result in a less efficient optimisation.

ENSURING A DELIVERY IS MADE AT A CERTAIN TIME

In order to fix a delivery time for individual jobs, you should specify the delivery time window using the ‘Time windows’ fields in the import file. Alternatively, you can specify the delivery time window by editing the job in the list view of the map window or the Jobs management page.

NOTE: Please be aware that it is likely that manually fixing jobs will result in a less efficient optimisation.

When you have finished optimising your jobs, or at any stage during the process, you can select ‘FINISH’, which ends the optimisation process for any resources that have jobs allocated to them.

These resources will be removed from the Jobs allocation page to the ’Current summary’ page and will not be available for subsequent planning until they are either ‘COMPLETED’ or you have sent them back to the Jobs allocation page for editing or re-allocation.

Once you have ‘FINISHED’, you can then log out of My Transport Planner and the currently imported jobs and planned routes will be saved.

Finishing in this way allows you complete the allocations to one or more resources, print out run-sheets for the drivers and send out the vehicles to perform the plan; or you may simply use this as a holding area in case you want to make any last-minute changes to the plan.

SENDING RESOURCES BACK AFTER FINISH

Once you have pressed ‘FINISH’ from the Job allocation screen, any resources that have jobs allocated will be removed from the Jobs allocation screen and placed on the Current summary screen from where their routes can be viewed, run-sheets printed and their plan can be ‘Completed’, ie ended and sent to Routes history.
If, once you have ‘Finished’ planning a resource, you realise that you need to make a last minute change, you can do this by selecting them on the Current summary’ page, clicking on the three dots to the right of the resource and selecting ‘Send back’ from the drop-down menu.

*NOTE: Pay-as-you-go customers will be charged a further credit if they subsequently change and re-plan a resource after it has been ‘Finished’.

When you have completed your allocations, sequenced or optimised your jobs and exported or printed your routes, you can complete your planning.
Completing planning removes all your planned jobs from My Transport Planner and transfers them to Route history .

Once this step is done, you will no longer be able to make any changes to these routes, but you will be able to view and access them in Route history.

When you have ‘Finished’ planning, the routes that you have planned are available for export. There are three types of reports that can be exported from My Transport Planner.

DRIVER RUN SHEETS – PDF

These reports are designed to be printed out and handed to the driver to provide him with the planned routes. The Route is printed in delivery/attendance order.

MANAGEMENT REPORTS – EXCEL

This is an export file in Excel format providing management information that can be easily imported into other systems for management reporting purposes.

MOBILE APPS

My Transport Planner has an optional mobile application that run on IOS and Android, that can be loaded onto your driver’s mobile devices and this option allows the planned routes to be sent directly to your drivers.
Please contact us for more information in respect of this option.

Field

Name

 

Description

Field

Type

 

Manda-tory

 

Format

Job Number The job number can be any reference that you use to identify your jobs. It may be letters, numbers or a mixture of both. If you use job numbers, each must be unique, or the import will fail. Free Text Yes N/A
Quantity 1 This is the total weight in kg or volume in cubic metres for this job. See note below Numeric SEE NOTE XXXXX.YY

 

Quantity 2 This is the total weight in kg or volume in cubic metres  for this job.  See note below Numeric SEE NOTE XXXXX.YY

 

Job Duration This is the estimated stop time at the job, i.e, the time it will take to complete the job including stopping, parking, carrying out the work, returning to the vehicle and setting off again. Numeric Yes  

HH:mm

Revenue This is the revenue attributed to each individual job. It is used to determine the priority of the jobs so, depending on other factors, a higher revenue job may be given a higher priority than a job with a lower revenue. Currency No XXXXX.YY

 

Job Type This is used to define a job as delivery or collection. – Use ‘D’ for delivery or ‘C’ for collection. The difference is that a delivery is loaded at the depot, collection is loaded en-route. Free Text No ‘Collection’ or ‘Delivery’ or ‘C’ or ‘D’
Attributes These are characteristics that can be assigned to match jobs to resources. For example, if the job requires a vehicle with a tail lift, you could enter ‘tail lift’ here and My Transport Planner will match the job only with those resources that also have matching text (i.e. tail lift) in the resources ‘Skills’ field. You can use any words or text to describe these skills as long as they are identical within this field and the attributes field in your resource’s details. Multiple attributes may be assigned to each job, separated with a comma. Free Text No  

 

attribute1,attribute2, attribute…

 

Company Name This is the name of your customer for whom the delivery/service is being provided. Free Text Yes

 

N/A
Company Postcode This is the field that determines location, so it is very important that it is correct. My Transport Planner will convert this to a longitude/latitude to determine the delivery point for optimising the delivery. Free Text Yes N/A
Company Address 1 This is the first line of the address. It is not mandatory – but without it, the driver instructions will not display the delivery address. Free Text No N/A
Company Address 2 This is the second line of the address. It is not mandatory – but without it, the driver instructions will not display this part of the delivery address. Free Text No N/A
Company City This is the delivery city. It is not mandatory – but without it, the driver instructions will not display the city. Free Text No N/A
Customer References 1-6 These customer reference fields can be used for passing notes through to the driver via reports or mobile applications. Examples may include: Customer reference numbers, special instructions, delivery notes, etc. Free Text No N/A
Time Window 1 & 2 Open Time window open and close is used to fix a delivery time between these two times. If a customer requires delivery between, for example, 12.15 and 12.30, these times can be added here, and My Transport Planner will attempt to fix the job within the window. Two windows are permitted per job. Time No  

HH:mm

 

Time Window 1&2 Close See above Time No HH:mm

 

Reference Number This field is printed on Export reports. Free Text No N/A
Notes This field is printed on Export reports. Free Text No N/A
Pre-allocated Resource name Use this field to pre-allocate the job to a specific resource. For example, if a particular job must be delivered using Resource AB12CDE, then type AB12CDE in this field. Free Text No N/A

 

NOTES 

  1. Quantity may be any numerical unit representing a unit of measurement, for example weight in kg or lbs, capacity in litres or gallons, volume in m3, number of pallets or cartons or even single items. Either Quantity 1 or Quantity 2 or both may be used. For example, your resources may have both a weight and a volume limit, neither of which can be exceeded so, in this example, you could use Quantity 1 for weight and Quantity 2 for volume. The system will check the combined capacity when calculating compliance.  In your Resources, at least one of the vehicle capacity fields must be present and their type must match the quantity of the job. For example, if quantity 1 in Jobs is kg, then Vehicle capacity 1 in Resources must also be kg. Quantity may be any numerical unit representing a unit of measurement, for example weight in kg or lbs, capacity in litres or gallons, volume in m3, number of pallets or cartons or even single items.
  1. If time window open is filled and matching time closed is not, time closed is set to 23:59, if time window close is filled and matching time open is not, it is set to 00:01.
  2. For further information on each of the above fields please read the instructions tab in the import template.

CURRENT SUMMARY

When you ‘FINISH’ routes in the Job Allocation screen the resources with jobs allocated to them are moved to the ‘Current summary’ screen and you will be taken to this screen when you select ‘FINISH’.

Routes displayed in the Current summary screen are pending and have not been finalised, so they are still available to be edited. This allows you to complete the allocation to these resources and continue planning other resources, perhaps as new jobs arrive during the day. All the jobs can then be reviewed and completed together.

Until completion, the resources will remain in the ‘Current summary’ until you select ‘COMPLETE’ to end the planning process and they will not be available on the Job allocation screen unless you send them back* to amend them (see ‘Sending resources back after planning’) .

*NOTE: Pay-as-you-go customers will be charged a further credit if they subsequently change and re-plan a resource after it has been ‘Finished’.

To view the ‘Current summary’ screen, select ‘ROUTE PLANNER’ from the main menu bar and then ‘CURRENT SUMMARY’ from the drop-down menu.

The top section of the screen displays the route statistics. If some of the details state ‘N/A’ this is because either the necessary details to calculate this were not imported into the system, or the route was finished or manually sequenced without being optimised.

Routes can be searched by any criteria using the search tool above the list of resources.

Beneath the statistics are displayed the individual resources used for the selected routes.

To view the individual jobs within a finished route, click on the arrow to the left of the resource name details of the route and the jobs will be displayed under the resource. Clicking on the three dots to the right of the job will display the full job details.

To export the selected routes, click ‘EXPORT’ at the top right of the screen and choose between Excel and PDF format from the drop-down menu.

To view the journey of an individual resource, click on the three dots to the right of the resource and select ‘View route’, the ‘Route details’ page is displayed. The map displays the route of all your selected resource and the numbered icons provide the sequence of the visits within the route.

To the side of the map, the statistics for the routes are displayed, and the individual jobs for the resource is listed beneath. Each job can be viewed in detail by clicking the three dots to its right and selecting ‘View details’.

To view all the journeys within a route on the map, select ‘VIEW ALL ROUTES’ at the top of the ‘Current summary’ screen and the ‘All route details’ screen is displayed.

The map displays the individual routes of all your resources and the numbered icons provides the sequence of the visits within the route.

To the side of the map, each resource is displayed, and the colour key denotes that route on the map. Individual jobs for each resource can then be viewed by clicking on the down arrow to the left of the resource and then each job can be viewed in detail by clicking the three dots to the right of the job and selecting ‘View details’.

When you have finished allocating your jobs, you may have some that are unallocated, but which remain in the system. There may also be jobs left from previous days that remain in the system, but which have expired.

To clear all of these jobs, enter the ‘Route planning’ screen by selecting ‘ROUTE PLANNER’ from the main menu bar and then ‘ROUTE PLANNNING’

You must first clear all current allocations by selecting ‘RESET’ to the right of the Jobs allocation window. WARNING: Please note that this will clear ALL current allocations that have not been ‘finished’. This is to ensure that you do not accidentally delete jobs that are currently being allocated.

To clear all unallocated jobs, select ‘MANAGE’ to the right of ‘Jobs Management’ and the ‘Jobs management’ screen is displayed. At the top of this screen, select ‘DELETE ALL’ and you will be asked to confirm your request. Once you confirm, all remaining jobs in the system will be deleted.

You may have some jobs left in the system from previous days that remain unallocated which may have expired and that you wish to remove whilst retaining current jobs to allocate.

To clear these old jobs from the system, enter the Route planning screen by selecting ‘ROUTE PLANNER’ from the main menu bar and then ‘ROUTE PLANNING’

You must first clear all current allocations by selecting ‘RESET’ to the right of the Jobs allocation window. WARNING: Please note that this will clear ALL current allocations that have not been ‘finished’. This is to ensure that you do not accidentally delete jobs that are currently being allocated.

To clear all jobs that are older than the current date, select MANAGE to the right of Jobs Management to display the Jobs management screen. At the top of this screen, select ‘DELETE OLD’ and you will be asked to confirm your request. Once you confirm, all jobs imported to the system earlier than the current date will be deleted.

ROUTE HISTORY

Each time you ‘COMPLETE’ a route, the jobs assigned to that route are removed from My Transport Planner and the route details are saved so that they can be retrieved and viewed at a later date.

To view your saved routes, select ‘ROUTE PLANNER’ from the main menu bar and then ‘ROUTE HISTORY’ from the drop-down menu.

Routes can be searched by date, using the search filters at the top of the page or ordered by date by clicking on the arrow next to the Date column header.

To view the route summary, click the three dots to the right of the route and select ‘View details’. The ‘Route history’ details screen will be displayed, showing the statistical information for that route and a list of all the resources that were used to complete the chosen route.

The top section of the screen displays the Route Statistics. If some of the details state ‘N/A’ this is because either the necessary details to calculate this were not imported into the system, or the route was saved or manually sequenced without being optimised.

Beneath the statistics are displayed the individual resources used for the selected route.

To view the individual jobs within a saved route, click on the arrow to the left of the resource name details of a saved route and the jobs will be displayed under the resource. Clicking on the three dots to the right of the job will display the full job details.

To export the selected routes, click ‘EXPORT’ at the top right of the screen and choose between Excel and PDF formant from the drop-down menu.

To find a particular route, go to Route history by selecting ‘ROUTE PLANNER’ from the main menu bar and then select ‘ROUTE HISTORY’ from the drop-down menu to display the Route history screen.

To perform a simple search, click on ‘Search’ at the top left of the screen and start typing the search criteria. This will search just the route name field.

As you type, the route list will reduce in number until you are left with the route or routes that match.

To perform a search by date, click on the down arrow to the left of ‘SEARCH FIILTERS’ at the top right of the screen and the date search filters are displayed. To search, type the information you are looking for in the respective search criteria box and as you type, the routes list will reduce in number until you are left with the route or routes that match.

To view the journey of an individual resource, click on the three dots to the right of the resource and select ‘View route’, the ‘Route details’ page is displayed. The map displays the route your resource and the numbered icons provide the sequence of the visits within the route.

To the side of the map, the statistics for the route are displayed, and the Individual jobs for each resource are listed beneath. Each job can be viewed in detail by clicking the three dots to its right and selecting ‘View details’.

To view all the journeys within a route on the map, select ‘VIEW ALL ROUTES’ at the top of the ‘Route history details’ screen and the ‘All route details’ screen is displayed. The map displays the individual routes of all your resources and the numbered icons provides the sequence of the visits within the route.

To the side of the map, each resource is displayed, and the colour key denotes that route on the map. Individual jobs for each resource can then be viewed by clicking on the down arrow to the left of the resource and then each job can be viewed in detail by clicking the three dots to the right of the job and selecting ‘View details’.

My Transport Planner retains your completed routes for [30] days by default. If this period is not long enough for your requirements, then you can also export them in Excel format. If you would like My Transport Planner to store your routes for a longer period, please contact your account manager or contact@mytransportplanner.com for current pricing.

CREDIT MANAGEMENT

Note: If you are a monthly or annual subscriber to My Transport Planner then this section is not applicable to you.

To access CREDIT MANAGEMENT, click on ‘COMPANY’ in the menu bar and select ‘CREDIT MANAGEMENT’ from the drop-down menu.

You are now able to change the credit card you use, purchase more credits and view your spending and credit purchase history:

My Transport Planner uses Stripe, the world-leading online payment platform to process all our payments.

My Transport Planner retains no credit card information and uses industry standard security methods to protect our customers’ information.

CARD PAYMENT

During system set-up, you will have entered the details of your credit card that you will use to purchase credits. If you need to change this credit card, then you must first delete the current card.

Select ‘REMOVE’ and confirm that you wish to delete the current card.
You can now enter the details of the new card.

PURCHASE CREDITS

Selecting ‘PURCHASE CREDITS’ displays a pop-up box allowing you to buy more credits to use in My Transport Planner.

Enter the number of credits that you require in the dialogue box and the cost will be shown below it in your local currency. If you wish to proceed with the purchase, select ‘SUBMIT PAYMENT‘ and the purchased credits will be added to your credit account and displayed in the main menu bar at the top of the screen.

PURCHASE HISTORY

This section allows you to view all of the purchases that you have made. It displays the date of the purchase, the purchaser, the number of credits purchased, the credit balance at that time and the monetary value of the credits that were purchased.

You can search purchase history using the simple search field at the top left of the screen, or you can search by the number of credits purchased, the amount spent or the date by clicking on the down arrow to the left of ‘SEARCH FIILTERS’ at the top right of the screen to display the advanced search filters.

SPENDING HISTORY

Here, you can view where credits were used. It shows the date, the user, the number of routes purchased, and the amount spent for each route created, together with the credits balance at that time.

You can search spending history using the simple search field at the top left of the screen, or you can search by the amount spent or the date by clicking on the down arrow to the left of ‘SEARCH FIILTERS’ at the top right of the screen to display the advanced search filters.

PAY-AS-YOU-GO CUSTOMERS

If you are a ‘pay-as-you-go’ customer, you use the system by buying ‘Credits’ and using them to pay for route planning.

The cost of credits may vary from time to time as we are committed to providing the most cost-effective transport planning and optimisation that is currently available to our customers.

Credit pricing may be determined by other factors such as volume purchased, volume used and special promotions that we may offer from time to time.

The principle remains the same, though. If you are a pay-as-you-go customer, you have no commitment to use us and no commitment to any regular expense or usage. Once you have purchased credits from us, they do not expire and you can use them whenever you wish.

Each time you plan a resource, the cost is one credit, which is deducted from your credits total. This applies to manual planning or using optimisation.

You can add your jobs to the resource, plan the route and then, during the course of the day, you are free to amend the jobs on that resource and re-plan the route until you are ready to send it out.

Once you have planned your routes, press ‘FINISH’ and the CURRENT ROUTES screen is displayed, which shows the routes that you have planned.

PLEASE NOTE: Once routes have been planned by selecting ‘FINISH’ you can still add or remove jobs and re-optimise by sending the resource back to planning but this will incur a further charge.

SUBSCRIPTION CUSTOMERS

Subscription customers are typically those who know they have a regular requirement for planning and optimisation and enter into a long-term monthly contract with us. Because of this, they do not purchase credits and so the parts of the system relating to payments, credits and credit management do not appear to them and are not relevant to them.

USER MANAGEMENT

There are two types of user in My Transport Planner: A Standard user and a Super user. The person who creates the account is automatically allocated Super user status.

Only a Super user is able to edit roles in User Management.

A Super user can perform all actions and has full access to all features of My Transport Planner. The Super user can also create new users and assign them a number of roles according to the access they are allowed to have within the system.

A Standard user can have a number of different roles assigned to them by a Super user according to the level of access that they require.

When a Super user creates a new user in the system, they can assign to them various roles as follows:

Company Management

A company manager is able to add and update company profile information including company name, contact details including the main contact email to where we send periodic system notifications from time to time and address details. It is not provided in the Standard user’s default set-up but can be granted by a Super user.

Planning Management

This role allows the user to plan and export routes and is provided as a standard user’s default set-up.

Resources and Depots Management

This role permits the user to edit Depot and Resource management and is provided as a standard user’s default set-up.

Credits Management

This provides a user with full access to credit card, purchasing and credit reporting.
It is not provided in the Standard user’s default set-up.

Profile Management

This role allows the user to update their own profile information. It is provided as a Standard user’s default set-up.

User’s Management

Allows the user to add, edit or delete users and provide access to certain roles.
It is not provided in the Standard user’s default set-up.

PASSWORDS

Each user has a unique login name, in the form of an email address, and a password; and both are required to access the system. You are advised to keep your password secure, as it is designed to be personal to the user, for security reasons. Different users have different roles and different system access rights.

Each password must be a minimum of eight characters, with at least one upper case and one lower case letter, one numeric digit and one special character (such as !, @,#,$).

To change your password, select your name at the right-hand side of the Menu bar and select ‘CHANGE PASSWORD’ from the drop-down menu.

You must now enter your current password, followed by the new password that you require.

To view the password that you are entering, select the eye icon and check that you have entered the password correctly before selecting the ‘CHANGE PASSWORD’ button at the top-right of the screen.