REPORT INTERNSHIP 2 GEMADEPT LOGISTICS

These teams include: • Booking team: check information of delivery note and confirm the delivery timing to the supplier • Receiving team: check the physical goods and complete the Blind

HOCHIMINH CITY INTERNATIONAL UNIVERSITY

SCHOOL OF INDUSTRIAL ENGINEERING & MANAGEMENT

REPORT INTERNSHIP 2

Acknowledgement

It is an honor for me to be able to express my deepest gratitude towards our department’s administration as well as Gemadept Logistics for the provision of an internship at Gemadept Song Than in the warehouse in charge of supplying Mega Market

My regards are gratefully sent out to Mr Pham Ngoc Tuan, acting supervisor of Mega Market warehouse, along with the energetic and supporting staffs for their utmost consideration, enthusiasm and encouragement during my memorable two-month internship Thanks to them, not only have I been able to completed my internship smoothly but I have also gained considerable amount of knowledge in the field of supply chain and warehouse management

Tables of contents

List of acronyms 4

List of definitions 5

1 Introduction 6

1.1 Overview 6

1.2 Mission & Vision 8

1.3 Company Structure 9

1.4 History & Development 10

2 Purpose 10

3 Business description 11

3.1 Mega Market Vietnam 11

3.2 Receiving process of normal finished good 12

3.3 Receiving process of normal finished PAXD 21

3.4 Centralized Stock Management 23

3.5 Picking 29

3.6 Dispatching 33

4 Tasks 37

4.1 Roles & main jobs 37

4.2 Obstacles & suggestion 44

5 Analysis 44

5.1 Analysis 44

5.2 Possible solution 45

6 Conclusion 46

List of acronyms

of quantity into system by barcode scanned

Store lane

Where we sort out and arrange the goods after we combine the goods on pallet by store

goods to be picked and distributed

Pick label

Stickers indicating the description of products (Article, PO No, Description, barcode work unit, Quantity dispense the store)

With the scale of dozens of subsidiaries and joint venture companies, especially with significant contributions to the country's economy, Gemadept has been honored in the Top

500 largest enterprises in Vietnam for many consecutive years and the Top 1000 for many consecutive years enterprises that contribute the most to the national budget, Top 10 leading logistics enterprises in Vietnam, Top 50 effective enterprises, Top 50 best listed enterprises

in Vietnam voted by Forbes, etc

After more than 20 years of development, Gemadept has been providing customers with all the best services including multi-modal transport, storage, handling, customs clearance, bonded warehouse for agricultural products, serving domestic FMCG, import/export goods

as well as project cargo

Warehousing and distribution services have been strongly invested by Gemadept Logistics They are operating the largest warehouse system in Vietnam with a total area of more than 100,000 m2 at Vietnam’s largest economic zones such as HCMC, Binh Duong, Ha Noi, Hai Phong Their warehouse system is equipped with modern and intelligent management software under international standards and located on an area of over 10,000m2 in convenient locations such as Hai Phong and Binh Duong

Figure 1: Gemadept’s services

1.2 Mission & Vision

Figure 2: Pyramid illustration of Mission – Vision – Core values – Culture

1.3 Company structure

Figure 3: Organizational structure

Figure 4: Coporate governance

1.4 History & Development

• 1995: Established Phuoc Long ICD, the first inland port in Vietnam

• 2002: Officially listed on VSE

• 2008: Invested the first private Container Port in Dung Quat, Quang Ngai Province

• 2009: Grand opening of Nam Hai Port in Hai Phong

• 2011: Initiated Logistics strategy, developed large-scale and modern DCs

• 2015: Constructed cold-chain logistics project in the Mekong Delta – the single largest cold DC in SEA Launched Nam Hai ICD in Hai Phong

• 2016: Established first joint venture of Automotive Logistics in Vietnam

• 2017: Cooperated with CJ Logistics – the leading Korea Logistics Partners

• 2019: Construction of Gemalink – the biggest deep-sea port in Cai Mep, Ba Ria – Vung Tau Province

• 2021: Gemalink was officially put into operation after trial operation

2 Purpose

During the two-month internship, my position was an intern at the Mega Market Vietnam Warehouse sector in Distribution Center 2 of Gemadept Logistics Song Than The main responsibility varied according to the role that was assigned in each week including data importing, document processing, product checking and stamping There are several objectives for participating in this internship:

+ Get to familiarize myself with the working culture, the physical flows of product and the digital information flows at MMVN Warehouse at Gemadept Song Than For instance, the operational model, how orders are processed, the inbound and outbound flow of product and information, etc

+ Broaden my understanding of the operational procedure in an actual warehouse as well

as accustom myself to the working condition and software that are currently applied in one of the leading logistics services in Vietnam

+ Improve my soft skills such as teamwork, interpersonal communication, critical thinking and problem-solving skills through the working experience during the internship

3 Business Description

3.1 Mega Market Vietnam Warehouse

As a partner of MMVN, Gemadept Logistics Song Than acts as an intermediary warehouse

in charge of controlling the process of receiving goods from supplier, warehouse transfer of goods and quarantine of goods according to the standard from MMVN as well as the operation procedures of the company

The whole warehouse operation is dependent on various teams whose work greatly intertwine with one another in order to keep it smooth, cost-effective and time-saving These teams include:

• Booking team: check information of delivery note and confirm the delivery timing to the supplier

• Receiving team: check the physical goods and complete the Blind Receiving Sheet Update to MMVN if any change of MU, MU/case, Ti hi, barcode, etc and hand over to data team Matching the pick label to physical received goods

• Centralized Stock team (CS team): receive, allocate, transfer allocated stock

to picking team and all activity to ensure the accuracy of centralized stock during the storing

• Picking team: pick the goods and scan label against pallet ID

• Data team: create the shipping load (truck ID), release the dispatch note, rush order to outbound leader/checker, update the data to WMS

• Dispatch team: scan the pallet ID to truck ID

3.2 Receiving process of normal Finished Good

The following is a flow chart of the Receiving operation for normal FG

Figure 5: Flow chart of Receiving process for normal FG

The following is the step-by-step description of the Receiving process for normal FG

1) Supplier fill up the "Delivery notice" and send to booking team one day in advance The

"Delivery Notice" needs to include the following information:

• PO number

• Supplier Code, Name, Quantity of case, PO type

2) Booking Team will check the data of DN against the system and confirm the Delivery Timing to the supplier If there is any difference between DN and Checking purchase order status, Booking Team will inform back to supplier and other department for correction

3) Booking staff complete the booking report and send to related department by 16:30 each day

4) On delivery date, suppliers come to security gate and hand over the delivery document to Data staff

5) Data staff check delivery document, supplier information against booking report and other requirement related to the specific delivery document:

• If the document meets the requirement, Data staff print the Blind Receiving Sheet, enclose with delivery document and assign the priority for receipt base

on the delivery status (on time; early, late)

• If the document does not meet the requirement, Data staff will return it to supplier and reject receiving

6) When the receiving door is empty, the security will inform supplier to hand over the delivery document and ask the supplier to move the truck to assigned dock door

7) Supplier unloads and palletizes physical products as per Ti*Hi or follow the Inbound Checker guideline:

• Supplier's Loader will put 1 Article on 1 pallet If physical package is small, Supplier's Loader can put more than 1 Article on 1 pallet Inbound Checker will randomly check outer and inner package 1 article check 1 carton Inbound Checker will check information such as: Article, Quantity, Barcode, Description, MM Unit, MU / Case, Ti*Hi, Expiry date on consumer product

• In case Barcode, Description, MM Unit, MU/Case, Ti*Hi, Expiry date, quality of product are not matched with the data in Blind Receiving Sheet, Inbound Checker must record the details of real product details in BRS Checker will alert to related department (QA, Supplier's representative and Auditor MM) Related Department will check the data of product again Final

solution is based on confirmation by Auditor MM to correct data (reject or receive goods) Refer to 89/2006/NĐ-CP

• In case the product is nearly expired or the expiry data are over the limited (For Import Goods: not less than 1/2 of shelf life For Domestic Goods: not less than 2/3 of shelf life) Inbound checker will record in Coming product Non-Conformity/Refusal Report After that it will be sent to Auditor MM to confirm (receive or reject) For food good, inbound checker will record expired date on BRS

• In case the physical products are less than quantity in BRS, Inbound checker will get it as actual and record in BRS

• In case the physical products are over than order in Blind Receiving Sheet, Inbound Checker reject the over quantity and return to supplier

Figure 6: Non-conformity report

8) Inbound checker also makes the remark in the carton that was checked by random as following: put the receipt label on the product, this one including the information such as

9) After Inbound Checker completes receiving, he/she must record/make note of the quantity that are received, input the time and sign off his name into the last page of Blind Receiving Sheet (Supervisor does not sign on BRS) Then the BRS will be transferred to the Data

Figure 7: Product checking form

Figure 8: Product received form

10) Data Entry at receiving desk receives BRS from Inbound checker and update into system If error occurs, Data Entry will send to Auditor MMVN to correct After correcting, Data copy the ASN Number to the fair share interface (OMS link) to proceed with the division of goods to the store and print label

Data Entry prints out Goods Receiving Note and final verification Get the signature from supplier and return one copy to supplier

Put label staff received the picking label from Data Entry He/she will Check PO number, article, quantity by case on pallet label and compare with information on picking label If it

is correct, picking label will be put beside pallet label If the details are not matched, they must coordinate with Related Checker or Management Team to recheck with Blind Receiving Sheet and adapt to be corrected (Remark: In the case of full pallet and odd pallet, picking label will be put on odd pallet And label on the full pallet will be stamped)

a For quarantine goods

• When supplier delivery quarantine goods, Inbound checker will check physical goods and match with information on quarantine document from supplier such as quantity, stamp of veterinary department, weight, etc

• After complete receiving, mover will move quarantine goods in quarantine goods area

• Quarantine goods will be pending within 24 hours In this time, QA staff prepares quarantine document After completing quarantine document, process of quarantine goods is conducted as below steps

b For high volume

• Booking time frame is allocated in the early hours (6:00 AM)

• Supplier can use Pallet Loscam to reduce time unloading (1 Truck: about

15-20 minutes

• Sign-off on Delivery Note of Supplier (some indicated Suppliers)

• If volume is more than 400 cases, Data will run picking label to pick goods as soon as possible

• Inbound Checker receives high volume goods is responsible for putting away

• Each of hamper carton have information as bellow:

Figure 9: Information requirement for Hamper carton

Figure 10: Delivery note for Hamper

3.3 Receiving process of finished PAXD

This process is the responsibility of the following 2 teams:

• PAXD team: receive PAXD goods, transfer physical goods truck and related document for checker outbound to sign off

• Dispatch Department: be responsible for delivering goods throughout unloading and delivering accurately

_ 2 copies of invoice (in case of Import goods) One of the copies is separated and transferred to Dispatch document by checker If supplier delivers quarantine goods then PAXD staff will request supplier to provide quarantine certification Then move physical goods to QA team after attaching label per case Label per carton with accurate information, including

+ MM name and number + Total quantity case + Name and code of Supplier + PO Number

+ Stamp is prepared with information: Quantity case, CBM, Weight, Date and month, Checker’s Name

Figure 11: PAXD Delivery Note

2) Data staff will check document and enter data on the system She/he records original document and photocopy 3 sets and transfers to related document: one of sets is for PAXD staff, the rest is for dispatch document Then they run wave for each PO

3) PAXD staff removes goods into PAXD area and attaches labels on each case of store lane 4) Data prints stock of PAXD and hand over to outbound checker for dispatching

Figure 12: PAXD information for dispatching

5) Document staff is responsible for sufficiently preparing delivery document to hand over to driver after dispatching goods base on document of checker outbound

6) Outbound Checker compares physical goods with the information on the system If it is not matched, it must be checked and timely corrected

7) After comparing stock PAXD, outbound checker scan QR code of MM’SO into the Pallet

ID, then scan this pallet ID into the truck ID by RF

8) The transfer goods from 72 (Bac Ninh), 71 (Binh Duong) proceed the same as the PAXD goods

3.4 Centralized Stock Management

This process is handled by the CS team and applied for CW MMVN operation in the South

of Vietnam The following is the procedures involved in managing CS:

A) Inbound

1 Check the completeness of BRS and make sure it contains the below-mentioned information:

• Actual received quantity (MU) per item

• Manufacturing date, expiry date

• Actual time frame mentioned on BRS

• Actual number of items, number of received case