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Intern 2 Report Nguyễn Phan Hoàng Minh IELSIU18078
Intern 2 Report Nguyễn Phan Hoàng Minh IELSIU18078
REPORT
INTERNSHIP 2
GEMADEPT LOGISTICS
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Engineer Internship School of Industrial Engineering & Management
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.
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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
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List of acronyms
Acronyms Expansion
GMD/CJGMD Gemadept/CJ Gemadept
VSE Vietnam Stock Exchange
ICD Inland Container Depot
DC Distribution Centers
SEA South East Asia
MMVN Mega Market Vietnam
WMS Warehouse Management System
DN Delivery Notice
FG Finished Good
SCM MMVN Supply Chain Management
DEC Data Entry Clerk
GR Goods Receiving
GRN Goods Receiving Note
CW Centralized Warehouse
EDI Electronic Data Interchange
VAS Value Added Service
NCR Non-Conformity Report
DPT Department
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List of definitions
Word Definition
Supplier Product owner
PO Purchase Order
Article MMVN’s product code
MU MM Unit
MU/case Total quantity packed in a case
The quantity of product that are stored on
Ti*Hi pallet with the correct standard (level X
high)
Radio frequency for receiving the number
RF
of quantity into system by barcode scanned
BBXD Break Bulk X – Dock
GMS MMVN’s system
CS Centralized Stock
BRS Blind Receiving Sheet
PAXD Pre-Allocate X – Docking
Where we sort out and arrange the goods
Store lane after we combine the goods on pallet by
store
The document showing the details of
Put picking label
goods to be picked and distributed
Stickers indicating the description of
products (Article, PO No, Description,
Pick label
barcode work unit, Quantity dispense the
store)
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1. INTRODUCTION
1.1 Overview
Gemadept was established in 1990, accompanied by our country in the logistics start-up and
became one of the first three companies selected by the government to pilot equitization in
1993. Experiencing a development journey for over three decades ever since being listed on
Vietnam Stock Exchange in 2002 and taking pride in being a leading enterprise making way
for connecting Vietnamese goods to the world. Gemadept, steadfastly and strongly rose to
become the leading port and logistics operator in the country.
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.
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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.
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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
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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:
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• 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
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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.
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• All the changes of MU, MU/case, Ti*Hi, barcode, etc. must to be record on
blind count sheet and inform to Metro for updating from GMS to WMS
• MMVN will update on GMS and inform GMD team by mail. After receiving
the adjustment mail from MMVN, the data will be updated on WMS.
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_ During the VAS activities, any damaged goods with the original seal is still
intact will be recorded to NCR report with confirmation from MM Auditor.
The goods will be moved to damage location both physical and system.
_ All the goods which are missing in the case the original seal is still intact,
QA and CS staff will inform and get confirmation from MMVN
_ For the goods which the supplier takes to submit for quality certificate, CS
staff will record in the Supplier pick up form with signature of MMVN and
the supplier. The goods will be moved to a location to take sample on the
system.
_ All goods which are damaged but MMVN can still sale (discount), will be
waiting for confirmation. Goods will be moved to MMVN Resale location
both physical and system
_ All those kinds of goods will be controlled not only on the system but also
on excel file to follow up to finish transaction for those goods
_ The goods which damaged, loss, taken sample, etc. not caused by CJGMD
will be adjust using code L9
• CJGMD responsibility
_ All the goods which are damaged during the storing caused by CJGMD
(mouse attack, damage in operation…) will be recorded in NCR form and
move to damaged location both physical and system
_ All the goods losing during the storing, detected when cycle count or pick,
will be investigate and move to H0 location
C) Outbound
1. Base on the time of receive CS SO from GMS to WMS, we will Select all SO
come to WMS from 9:00 and 16:00 daily and add to wave to allocate goods to store.
2. After data run wave CS “CS daily” on WMS system, print Picking list hand over
picker
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Figure 20: A set of dispatch and pick label type of pick full pallet
d. A set of dispatch and pick label type of pick case
Figure 21: A set of dispatch and pick label type of pick case
e. A set of dispatch and pick label type of pick piece
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Figure 22: A set of dispatch and pick label type of pick piece
2) Picker will check and compare with information on “Picking label”, receipt label and
physical goods as bellow: DPT, #No PO, Article, goods’ description and the quantity of
goods. Head of “picking label” was retained by related picker (Aim: To check work open on
the systems in the end day).
• If Art/physical goods are not matched with information on “Pikcing label”. →
Picker will inform team leader. Team leader will make record on "Report"
and inform to related dept via by email.
• If Picker detects damage goods → Picker will inform team leader. → Team
leader will make record on "Bien ban su viec" and move goods to cs team,
after inform to related dept via by email. (To link non-conformity process).
• Picker will devise “picking label” and physical goods base on store number,
department. Picker will stack the goods on pallet and attach “picking label”
onto the goods and enseal with number on left corner “picking label” (Must
comply with the principle of arranging goods on the pallet as follows: Goods
must be in the pallet, heavy goods, great for the bottom. Perishable goods,
light to the top, to arrange goods on pallet easy tally). Pallet picking has check
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list, if more goods need to be put on this pallet, it is obligatory to stick symbol
“X” inside frame attached to dispatch label on pallet picking.
• Scanner must create pallet picking and attach on pallet of goods. Then,
Scanner will use RF machine to input data into systems via barcode on
“picking label”. (Type of pick is full pallet picking to use pallet picking “full
pallet”, Type of pick is case and piece picking to use pallet picking “case
picking”
3) Scanner must tally per “picking label” to finish their work
4) Mover will scan pallet ID by RF to know store number. The system displays the store’
inventory locations. Mover moves pallet for specific store to store lane and scan store lane
number
3.6 Dispatching
The procedure is established to cover the process of loading goods onto truck/container to
ensure the right products get on the right truck with the right processes. The responsibility of
dispatching goods falls upon:
• Warehouse Manager: responsible for the entire procedure of dispatching
• Dispatch Supervisor: supervise outbound checker and controlling the loading
process; using RF to scan Container ID into the system; seal truck.
• Outbound checker: check truck’s condition, count the physical products and
compared with Pallet Picking ID, scan container ID into Truck ID by RF.
• Loader: responsible for loose loading.
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4. Tasks
4.1 Roles & main jobs
Despite having a considerable amount of aspect to be taken part in, an inexperienced intern
such I myself was only assigned to simple roles, which was rotated in interval throughout the
internship, specifically:
• Inbound checker
• Stamper
• Scanner
• Inbound document checker
In this section, due to the confidentiality policy imposed by the company, I can only make
illustrations figures and these do not reflect the real warehouse layout, software interface,
etc.
Week 1 (01/03 – 04/03)
First and foremost, I learnt that due to safety reasons, every personnel enter the warehouse
sector must wear the standard protective shoe and reflective jacket. During this week, the
WMS of Gemadept had experienced a critical malfunction in its connectivity to the online
database putting the whole warehouse operation in a turmoil. The staff all had their hands
full so it was natural that the intern such as myself was not able to gain any practical
experience in this week. However, we were lucky to be instructed by one of the supervisors
to stand and watch how the receiving process proceeds and grasp the overall operation
through the clear guidance of the supervisor
Week 2-4 (07/03 – 25/03)
In this period, I got to familiarize myself with the procedure of an Inbound Check. As
mentioned above in section 3, there are products with expiry date and there is none. Due to
this, the intern was only able to be tasked with orders having no product with expiry date.
After the supplier representative finished having the document checked with the personnel
from the data room, the product checking form will be moved to the working desk while the
representative drives his/her truck from the gate into the dock. The checking process starts
once the driver has finished unloading their goods onto pallets and settle them in the vacant
lanes. At the working desk, Inbound Checker, which is myself, will use the product checking
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form to call the representative through the speaker then the two will proceed to the lanes
where the order is settled and start checking.
Data room
A8 A7 A6 A5 A4 A3 A2 A1
Working Desk
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(checking process), Time of finish receiving. In order to keep up the KPI, the time gap
between Finish Unloading and Time of receiving should not exceed 30 minutes. The
conclusion of the order is to be written regarding how many PO the supplier delivers, how
many article, and the total quantity received based on the sum of column case/thùng
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Figure 29: ASN and Quantity received on the header per item label
Week 6 (04/04 – 08/04)
In this week, I was assigned to the role of a Scanner. My responsibility during this week is to
check the pallet containing the goods after the sorting process has been properly carried out
to see if there is any difference from what has been available on the WMS. Due to
confidentiality policy, I cannot show any image relating to the WMS interface that I was
working on during my time as a Scanner.
In order to make it clear, the sorting process is the process in which the worker reorganize
the boxes of different article from the supplier into a pallet along with the other having the
same destination, which is one of the stores of MM
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other requirement related to the specific delivery document. Due to confidentiality policy, I
cannot show any real image relating to the Excel work sheet interface that I was working on.
The rule at the document checking table is First Come First Served, the supplier
representative submitting their document first will be checked first. First and foremost, we
look at the name of the supplier on the document to search for the content of the delivery on
the Excel work sheet. All the delivery of a working day has been put onto the database the
previous day so I just need to type the name of the supplier into the search bar then select the
supplier and the delivery content will show up. The delivery content will show how many
POs have been made by MM and each one has its own PO number. Next, we check the
document.
For normal FG, we need to check to see if the number of PO and the PO number matches
what has been booked or not. If the document lacks the required information, then it will be
sent back to the representative and the company will reject the receiving of that delivery. As
for those that meet the requirement, I will print the BRS enclosed with delivery document
and assign the priority for receipt based on the delivery status (on time; early, late). For KPI
purpose, the one with on time status is marked as < 50 while early and late status are marked
as > 50 in the Excel work sheet. The more orders that are on time the better the KPI
performance.
For PAXD goods, the related document is more sophisticated. I need to check the PO
number, ensure that the 5 Delivery Notes from Supplier designed by MM’s “PAXD Delivery
Note” are included, 2 copies of invoice (in case of Import goods). After that I need to see if
the delivery happens on the allowed date or not. For PAXD delivery, it will be rejected if
delivered later than 8 days since the date of booking even though the date of delivery is still
within the deadline of receiving. For instance, if the supplier made a booking with GMD on
the 3rd of the month and the deadline of receiving is on the 13th then the delivery must
happen between the 4th and the 11th of the month. Even though the 12th is still before the
deadline of receiving but it has exceeded 8 days from the date of booking so the delivery on
this day will be rejected. If the delivery is valid then I will stamp the seal of approval by
GMD onto the first and fifth PAXD delivery note at the “Xác nhận từ CJ GMD” section.
PAXD delivery does not require BRS so I just proceed to update the time status of the
delivery onto the Excel file
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In addition to the drawbacks, the inbound checking process can be more time-saving. As I
have mentioned, this process is entirely manual from the checking to writing the information
note (Figure 26) by hand. This is undoubtedly time-consuming and if we can reduce the time
used for writing on the information note we can somewhat decrease the overall time spent on
checking process. As a result, it can fasten the time of stamping as well as put away and
clear the lane for the next supplier representative.
Last but not least is the booking schedule. When I was in the role of a document checker, I
noticed that the majority of a day’s booking falls in the time frame of 9:30 – 11:30 while
before 9:30 and in the afternoon there are few deliveries from the supplier. Consequentially,
a lot of document from various supplier are packed in that time frame causing unnecessary
pressure to the document checker and this can easily cause error to occurs
5.2 Possible solution
For the first drawback, it is recommended that GMD should reventilate there warehouse in
order to create a more suitable environment for the workers’ condition by making more side
windows for the air from outside to get in. Moreover, this can help the middle section of the
warehouse receive more natural sunlight during the day as well as cut down on unnecessary
use of lighting in daytime. For the visibility issue in the late noon, GMD can invest more
lighting since there are quite few lights that are in use in the warehouse.
To address the second one, GMD can invest in buying an automation conveyor system
which can scan the barcode on the label to determine which store in the MMVN system the
box needs to be transported to and redirect them to the assigned station of each store. This
can reduce the workers need for manual sorting, all it needs is worker at the end station to
put the boxes onto the pallet.
For the checking process, I suggest investment in the portable printing device that are
currently being used by the electricity recorder. This can help the checker focus more on
thoroughly checking the content of the order and once they finish checking an article and
make note through the touch screen the information note will be automatically printed out
Lastly, in order to address the bottle neck during document checking, I think the booking
team should be more flexible and arrange the booking in different available time slot instead
of cramping all the booking into one specific time frame. Not only can this cut down on the
pressure from the representative on the document checker but it can also reduce risk of error.
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6. Conclusions
Thanks to this internship, not only have I gained an immense amount of practical experience
working in an actual warehouse, but I have also greatly improved my soft skills from time
management to problem-solving skills. Furthermore, I was able to get accustomed the labor
hardship as well as working under pressure. I am grateful to be able to attend this internship
since it allowed me to understand more about warehouse operation and help me approach the
working culture as well as the current operational model and technological software applied
in warehouse management. In addition, after the two months working at GMD, it dawned on
me that I need to be braver and step out of my comfort zone in order to reach new height and
improvement on interpersonal communication needs to be made so as to be able to leave
better impression on colleagues as well as effectively create stronger bond with other people.
All in all, my goals set for this internship have been met without any drawbacks, and I am
undoubtedly satisfied with what I have learnt and experienced during these months
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Advisor Evaluation
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