RR-10 RR-10-06-01 — Waybill and Bill of Lading Intake
The process for intake of waybills and bills of lading involves capturing customer orders, validating compliance with regulations, and preparing the shipment for dispatching.
🗺 BPMN Process Flow
Click diagram to zoom & pan • Scroll to zoom • Drag to pan • Download SVG
📋 Process Attributes
| Process ID | RR-10-06-01 |
|---|---|
| Domain Family | COMMERCIAL |
| L1 Domain | Commercial, Pricing & Customer Service |
| L2 Process Group | Waybill and Bill of Lading Intake |
| Trigger | Customer submission of a waybill or bill of lading through Loup Logistics, ShipmentVision, or UP.com secure portal. |
| Outcome | Successful intake results in validated and processed waybills/bills of lading, ready for dispatching with accurate routing and documentation. |
| Systems | NetControl I-ETMS Umler EHMS Loup Logistics ShipmentVision |
| Regulatory Hooks | 49 CFR Part 232 GCOR |
📋 L4 Process Steps
| Step | Name | Role | System | Input | Output | KPI | Pain Point / Risk | Decision? | Exception? |
|---|---|---|---|---|---|---|---|---|---|
| 1.1 | Receive Waybill/Bill of Lading | Account Manager / Sales Representative | Loup Logistics; ShipmentVision; UP.com secure portal | Waybill/Bill of Lading document | Received waybill/bill of lading record | Time to receive and log waybill under 1 hour | Inaccurate or incomplete data entry | N | Y |
| 1.2 | Validate Compliance with Regulations | Pricing / Yield Manager | Transentric; GCOR | Received waybill/bill of lading record | Compliance validation report | Regulatory compliance check accuracy above 95% | Complex regulatory requirements | Y | N |
| 1.3 | Assign Shipment to Train and Track | Train Dispatcher; Control Operator | NetControl; I-ETMS | Compliance validation report | Shipment assignment document | Average time to assign shipment under 30 minutes | Resource allocation conflicts | N | Y |
| 1.4 | Prepare Equipment for Shipment | Car Inspector (Carman) | EHMS; Umler | Shipment assignment document | Equipment readiness report | Equipment readiness rate above 98% | Equipment maintenance delays | Y | N |
| 1.5 | Update Waybill/Bill of Lading Status | Dedicated Logistics Representative (Loup) | Loup Logistics; ShipmentVision | Equipment readiness report | Updated waybill/bill of lading status record | Status update accuracy above 90% | System integration issues | N | Y |
| 1.6 | Dispatch Train | Chief Dispatcher; Train Dispatcher | NetControl; I-ETMS | Updated waybill/bill of lading status record | Train dispatch order | Average time to dispatch under 15 minutes | Traffic congestion | Y | N |
| 1.7 | Monitor Train Movement | Control Operator; Train Dispatcher | I-ETMS; NetControl | Train dispatch order | Train movement report | Movement tracking accuracy above 95% | Communication failures | N | Y |
| 1.8 | Update Shipment Status | Dedicated Logistics Representative (Loup) | ShipmentVision; Loup Logistics | Train movement report | Updated shipment status record | Status update frequency every 30 minutes | Data synchronization issues | N | Y |
| 1.9 | Handle Exceptions and Adjustments | Account Manager / Sales Representative; Claims Adjuster | Loup Logistics; ShipmentVision | Exception reports from previous steps | Adjusted waybill/bill of lading record | Exception resolution time under 2 hours | Customer dissatisfaction | Y | N |
| 1.10 | Finalize Waybill/Bill of Lading | VP-Loup (Loup Logistics) | Loup Logistics; ShipmentVision | Adjusted waybill/bill of lading record | Finalized waybill/bill of lading document | Finalization accuracy above 99% | Document archiving errors | N | Y |
| 1.11 | Notify Customer of Shipment Status | Account Manager / Sales Representative | UP.com secure portal; Loup Logistics | Finalized waybill/bill of lading document | Customer notification record | Notification accuracy above 90% | Customer communication errors | N | Y |
| 1.12 | Close Waybill/Bill of Lading Intake Process | VP-Loup (Loup Logistics) | Loup Logistics; ShipmentVision | Customer notification record | Closed waybill/bill of lading intake record | Process closure time under 1 hour | Data integrity issues | N | Y |
📊 KPIs & Risk Register
KPIs
Time to receive and log waybill under 1 hour Regulatory compliance check accuracy above 95% Average time to assign shipment under 30 minutes Equipment readiness rate above 98% Status update accuracy above 90% Average time to dispatch under 15 minutes Movement tracking accuracy above 95% Status update frequency every 30 minutes Exception resolution time under 2 hours Finalization accuracy above 99% Notification accuracy above 90% Process closure time under 1 hour
Key Risks
Regulatory non-compliance leading to fines or penalties Equipment failure during shipment affecting delivery times Communication breakdowns causing delays in dispatching Customer dissatisfaction due to inaccurate status updates Data integrity issues resulting in lost records
Swim Lanes
Account Manager / Sales Representative · 1.1, 1.9, 1.11 Pricing / Yield Manager · 1.2 Train Dispatcher; Control Operator · 1.3, 1.6, 1.7 Car Inspector (Carman) · 1.4 Dedicated Logistics Representative (Loup) · 1.5, 1.8 VP-Loup (Loup Logistics) · 1.10, 1.12