Memo

To: From: Date: RE:

Francois Damba Aung Kyaw Moe 29 May 2013

TASK 4 TRANSPORT

Transportation of Two Generators We have 2 Generators that will be arriving at Dhetra Airport and they are intended to send to Chagong Warehouse. As one is small that is 500Kg in weight whereas the other one is much bigger which about 2 tons weighs. We have to send the smaller one by airfreight which is needed quite urgently while the heavier generator must be sent by road transport. Here below are the steps to do for the transportation of these generators given that they were successfully cleared and stored at our Dhetra Office. (1) Transporting Small Generator by Air Freight The most prominent advantage to use air freight transportation is that it is more speedy kind of transportation that is suitable for high value, low weight and low volume consignments and cost critical Movements of goods. In addition, it is safer than any other modes of transportation. Our cargo is not matched with these criteria but we need to send it urgently so we have to decide to send it by air. First of all we have to check the generator that it is in good running condition, and if we need any repair and maintenance for it, we have to do proper work for it before sending to Chagong. Then we have to do packing of the generator in very good way. All fuel and lubricant oil from the generator must be drain out and the generator must be thoroughly clean since in air transport it is important to keep the item sent to be free from inflammable material inside and some oil leakage can damage the other cargo and the cargo hole itself. Usually we have to wrap it with proper polyethylene sheet and put protective foam at wherever it need protection. Then we make a full crate with plywood and wood bar strong enough to contain this generator. This generator is 500Kg in weight and it is half tone, so it is not a light generator indeed. In this regard, we need to arrange for its movement from the warehouse to the truck and from truck to the aircraft to carry it. There must be an appropriate fork-lift machine both in warehouse and at the airport to move the crate of this generator and we must ensure it beforehand. The next step to do is to choose the type of air freight: chartered plane or in scheduled flights or to have helicopter air-lifting, etc. In our case, the cargo is not much, it is just a Generator weighed 500Kg so we can choose normal airfreight with scheduled flights, whether of commercial passenger flight or a cargo flights. The main thing is to deal with the Airline and book a space for our cargo. When booking and sending the cargo the most important document involved is The Air Waybill (AWB). The AWB is the carriers receipt by air, evidence of the contract
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of carriage and is usually non-negotiable. It is made out to a named consignee who is the only party to whom the carrier can deliver. (2) Transportation of Big Generator by Road In terms of in-land transportation, road transportation is a major option to choose and there is no limit for using it as long as the road connectivity and infrastructure of a given country is good. It is actually very flexible mode of transportation and has advantage of using wide variety of infrastructure and there are varieties of the type of trucks and vehicles to choose. Its shortcomings are that of where distance is very high or where the total volume of the consignment is many times the vehicle maximum, in this regard road transport may be inappropriate. Anyway, this type of transportation is relatively flexible, more controllable and speedy in terms of distribution of supplies to the beneficiaries. In this case, we have two options for road transportation: to use own vehicle fleets or to hire a third part road transport company to deal with it. The Type of Truck should be 2 Axles 6 wheels Truck since our cargo is about 2 Tons. According to our learning material, there are certain advantages of owning vehicles as follows: Vehicles can be built specifically to carry a particular product. Special equipment for materials handling can be attached. The driver can be specially trained and will fulfil the 'ambassador' role for the organisation. Vehicles can carry the company livery, perhaps the aid organisations logo and, where appropriate, the Red Cross. Management retains total control over the vehicle and its operation. disadvantage is that management of the transport function can occupy a great deal of management time, requires specific expertise and significant capital investment

In the same way, there are advantages of using third party transport to consider: Organisations can use commercial providers to meet fluctuating demand requirements. Variable loads and journeys can be catered for. The haulier may be able to offer a more cost-effective and a more efficient service. Responsibility for administration of vehicles and drivers is no longer the responsibility of the organisation, allowing staff to concentrate on more productive areas. There is no requirement for capital to be invested in transport.

In our case, we are about to send 2 Ton Generator, so we may need more professional service and the type of vehicle to move (loading and unloading) the Generator. Therefore it is better to deal with a professional third party company to manage the movement of this big Generator. We may need a crane to lift the Generator on both side of transportation. Sometimes, a truck with built-in crane is also possible to move and carry the cargo from Dhetra to Chagong warehouse. These entire things must be decided based on cost and availability of the services. Whatever way we may chose, we have to take care of the legal aspect of this transportation. It is very important for us to ensure that all local laws relating to the licensing, insurance and regulation of vehicles is being adhered to the standard procedures. The vehicle we are going to hire must have valid licence and registration that allow them to run on a public highway. If it is a larger specialized kind of truck, the appropriate official licence documentation relating to the maximum permissible weights in terms of gross vehicle weight, axle weight and payload is also required. As a necessity, this vehicle must be under the insurance coverage for both vehicle itself and the third party insurance. Drivers are also required to hold the appropriate licence for the class of vehicle they are driving. Same as other modes of transportation, we need to have Truck Waybill that mentioned the following things clearly: Truck Waybill No.

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Date of Issue Date of Departure and Arrival Name and Address of Shipper/Sender Name and Address of Consignee Port of Loading Vehicle Type and Registration Plate No. Voyage No. (If any applicable) No. of Packages Description of cargo Weight and Volume Pre-paid cost Signature for Consignee/Recipient Contact

In our road transportation of big Generator, we have to consider carefully for security Drivers and operators of vehicles are responsible for using a vehicle on the road with a safe and secure load. When loading and unloading of the cargo, the drivers have full responsibility for the safety of their load, even if they did not load it personally. The cargo must be loaded in the space and condition appropriate for it and if crane-lifting is used, it must be carried at the correct anchoring points. Enough lashings, by ropes and cables, which were correctly made and properly tightened, must be ensured and they must be in perfect condition. For safety the front of the load is firmly against a fixed restraint to prevent the load shifting when the vehicle is moving. If necessary, wedges etc. are properly used to ensure so that the load can be fully stabilized. The most important part of sending these Generators is the flow of information between Dhetra and Chagong. We should send necessary documents and copies of AWB, Road Waybill, Delivery Notes and Packing List before the cargo actually arrive to the destination and we have to update any possible changes to our colleagues who will receive the cargo from Chagong side. Receiving Consignment of WSB donated by Xrayland at Jumna Sea Port In terms of receiving consignment of WSB donated by Xrayland at Jumna Sea Port, we have to make ensured about the following steps: 1. Obtaining Import permit (if any applicable) and Tax Exemption Permit from the respective Ministries in Betaland 2. Receiving Freight Documents (Bill of Lading, Invoice and Packing List, Insurance Policy) 3. Check these freight documents whether there are mistakes and discrepancies on BL Number, Consignee Name and Shipper Name, Port of Loading and Vessel Name and Voyage, Description of Cargo, Weight and Volume, 4. If any mistake and discrepancies found, arrange with the shipper to amend BL and shipping documents as soon as possible 5. Contact the shipping line agent at the receiving side and keep updated the movement of vessel and check that actual arrival date 6. Arrange to get necessary documents from Customs Department to clear the cargo when the vessel arrive 7. Hire a Third Party inspection agency to receive the consignment and check any damage/loss found in receiving the cargo 8. Write an Outturn Report is there is no loss and damage and discrepancies checked against the packing List 9. If any loss and damage found, make a file and records in detail of finding and get Third Party Inspection Agency to be involved in claiming insurance 10. Arrange Transportation from Port to the Warehouse

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Sending Office Equipment Materials to the new warehouse in Jumna by Railway Sending by railway is an effective method of bulk haulage. It is therefore very suitable for the movement of large load sizes over longer distances. Since it is a cheap mode of transportation, we have to use to send a container of office equipment by the rail transportation. Same as other mode of transport, we have to book the space on the train and get Rail Waybill as a major document contains the instructions to the railway company for handling, dispatching and delivering the consignment. We do not need other documents than Rail Waybill except in the case of transporting across the international borders, where enquiries should be made locally as to the proper documentation needed. Since the supplies are put in the container and we are going to send the container by Rail Transport, we have to arrange transportation of this container from our warehouse to railway station by appropriate truck. Same as sending by other mode of transport, we have to check information mentioned on the Rail Waybill thoroughly and we have to inform our colleagues who will receive this consignment from Jumna side. In the same way, if it is required we should put insurance coverage for our cargo except sometimes the transportation charges may include some level of insurance benefits.

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