graduation internship report

HANOI UNIVERSITY OF SCIENCE AND TECHNOLOGY SCHOOL OF ECONOMICS AND MANAGEMENT ******** GRADUATION INTERNSHIP REPORT Major: Industrial Management – Logistics and Supply Chain ManagementIn

Trang 1

HANOI UNIVERSITY OF SCIENCE AND TECHNOLOGY SCHOOL OF ECONOMICS AND MANAGEMENT

********

GRADUATION INTERNSHIP REPORT

Major: Industrial Management – Logistics and Supply Chain Management

Instructor : Dr Dang Vu TungStudent name : Linh Cam NhungStudent ID : 20198037Class : EM-NU64B

Hanoi, June 2023.

Trang 2

Graduation Internship Report Instructor: Dr Dang Vu Tung

HANOI UNIVERSITY OF SIENCE AND TECHNOLOGYSCHOOL OF ECONOMICS AND MANAGEMENT

EVALUATION INTERNSHIP PROGRESS

Name of student: Linh Cam Nhung Student ID: 20198037

Class: EM-NU64B Field of study: Logistics and Supply Chain Management

Company Name: YUSEN LOGISTICS (VIETNAM) CO., LTD Instructor: Dr Dang Vu Tung

Evaluation of instructor for student:

Trang 3

Additionally, I would like to thank the Board of Directors as well as the staff in YusenLogistics Vietnam, who are enthusiastic guidance and create convenient conditions forme Thanks to it, I could improve knowledge with practical activities, learnexperiences and complete my report.

However, with limited knowledge and time, my report does not avoid certainlyshortcomings Therefore, I would like to receive suggestion, comments, evaluationsfrom teachers for I can complete my knowledge.

I sincerely thank you!

Trang 4

TABLE OF CONTENT

LIST OF FIGURES AND TABLES 5

LIST OF ABBREVIATIONS 6

I.PART I: GENERAL INTRODUCTION ABOUT THE COMPANY 8

1.1 Overview and development of enterprise 8

1.1.1 Information of the business 8

1.1.2 Development history of the company 9

1.1.3 Vision, Mission and Values 9

2.1.1 Ocean Import process 21

2.1.2 Detail process to handle an import shipment 27

2.1.3 Conclusion 38

2.2 Logistics performance of Yusen Logistics Vietnam 38

2.2.1 Time for Ocean Import route 38

2.2.2 Human resources of Ocean Import 39

2.2.3 Assess the cost of Ocean Import 40

2.2.4 Business result of Import team – OFF Department 42

2.2.5 Conclusion 43

III.PART III: GENERAL EVALUATION AND PROPOSE GRADUATION THESIS TOPIC443.1 General evaluation 44

3.1.1 Achievements 44

3.1.2 Limitations 44

3.2 Proposal of graduation thesis’ topic 44

REFERENCES 46

Trang 5

LIST OF FIGURES AND TABLES

Figure I.1 Logo of Yusen Logistics Vietnam 8

Figure I.2 Yusen Logistics Vietnam’s Milestone 9

Figure I.3 The current size of the business in global 10

Figure I.4 Offices network of Yusen Logistics Vietnam 11

Figure I.5 Warehouse Network 12

Figure I.6 Project cargo equipment 13

Figure I.7 Management levels in the company 14

Figure I.8 Ocean Freight Forwarding 18

Figure I.9 Percentage of YLVN’s market share in Vietnam, period 2018-2021 19

Figure II.1 Ocean Import Process in YLVN 21

Figure II.2 Shipping Advice Cover Sheet 28

Figure II.3 House Bill of Lading 29

Figure II.4 Master Bill of Lading 30

Figure II.5 Yunas screen when searching for shipment information 31

Figure II.6 Phase in Yunas 31

Figure II.7 Email Arrival Notice from carrier (SITC) 32

Figure II.8 File Excel after being extracted data from Extract Tool 32

Figure II.9 National One-stop Portal screen 33

Figure II.10 Form AN of Yusen 34

Figure II.11 Tariff Import Local Charge of Yusen 35

Figure II.12 Debit note 36

Figure II.13 Invoice of shipment issued by carrier 37

Figure II.14 Information is output from the system 37

Figure II.15 Example of cost of a shipment 42

TABLESTable I.1 Table Departments and It’s Functions – Mission 15

Table I.2 Revenue ratio by trade region 18

Table II.1 17 steps in OI process 22

Table II.2 Average time for some import routes 38

Table II.3 Specific job and time 40

Table II.4 Volume and Revenue of OI period FY 2018-2021 41

Table II.5 Ratio of business results of OI YLVN Hanoi compared to OI YLVN nationwide 42

Trang 6

LIST OF ABBREVIATIONS

CLT Contract Logistics & Transportation

MBL / HBL Master Bill of Lading / House Bill of LadingNVOCC Non-Vessel Operating Common Carrier

POD / POL Port of Discharge / Port of Loading

Trang 7

Trang 8

I PART I: GENERAL INTRODUCTION ABOUT THE COMPANY1.1 Overview and development of enterprise

It could say that Yusen Logistics Vietnam is one of the biggest enterprises of providingLogistics service as well as well warehousing in Vietnam, they have the Ref Officespread out most of city and province in Vietnam As a global company covering allmodes of transportation, they have enough resources and facilities to support thedelivery and the requirement from the customer And here is some backgroundinformation about Yusen Logistics Vietnam

Figure I.1 Logo of Yusen Logistics Vietnam

1.1.1 Information of the business

- Trade name: YUSEN LOGISTICS (VIETNAM) CO., LTD (YLVN)

- Office location: Room 805, 8 floor, HITC building , 239 Xuan Thuy street, Cau Giaythdistrict, Ha Noi city, Viet Nam

- T: +84-24-7305-5566

- E: ylvn.ml.han.bd@vn.yusen-logistics.com- W: www.yusen-logistics.com/en/south-asia/vietnam

Trang 9

1.1.2 Development history of the company

Figure I.2 Yusen Logistics Vietnam’s Milestone

- In 1996, Yusen Logistics appeared, established in Vietnam and had its first name asYusen Air and Sea Services Co., Ltd, Ho Chi Minh Ref Office.

- In 2003, established Yusen Air and Sea Services Co., Ltd., Hanoi Office and NYKLogistics Co., Ltd., Hanoi office.

- In 2004, established Yusen Air and Sea Services Co., Ltd (Vietnam), Hanoi andNYK Logistics Co., Ltd., Ho Chi Minh office.

- In 2006, NYK Logistics Co., Ltd was established.- In 2009, established an office in Da Nang.

- In 2014, Yusen Logistics Vietnam Co., Ltd and Vietnam Shipping AgencyCorporation merged to become Yusen Logistics and Transport Co., Ltd Also known asYusen Logistics Vietnam Co., Ltd

Currently, Yusen Logistics Vietnam Co., Ltd has a total of 18 offices and warehousesstretching from North to South across the country.

1.1.3 Vision, Mission and Values

Our Vision: Connecting people, businesses and communities to a betterfuture –through logistics.

Our Mission: To become the world’s preferred supply chain logistics company –applying insight, service quality and innovation to create sustainable growth forbusiness and society.

Our Values: To become the world’s preferred supply chain logistics company –applying insight, service quality, and innovation to create sustainable growth forbusiness and society with 3C:

Trang 10

Graduation Internship Report Instructor: Dr Dang Vu Tung- Connected

YLVN invest in insight to get to the heart of our customers’ challenges, open andtransparent in the way work.

- Committed

Deeply involved in building relationships – everything YLVN do is with the long-termin mind Our dedication to quality is the cornerstone of our success – YLVN get everydetail right.

- Creative

YLVN are constantly developing better ways of working If YLVN find a better way,YLVN act upon it and share it.

Yusen Logistics promise:

“To help our people remember and deliver our Vision, Mission and Values we havecreated a brand promise:

CREATE BETTER CONNECTIONS

Our promise is a short hand for what we aim to deliver time and time again itsummarizes our management philosophy and explains that we want to connect to amore prosperous future by building better relationships and ties across the world withall stakeholders – our customers, colleagues, partners, and society.”

1.1.4 Enterprise’s scale

Figure I.3 The current size of the business in global

Trang 11

Figure I.4 Offices network of Yusen Logistics Vietnam

Yusen Logistics is a global leading provider of international freight forwarding andcontract logistics services Offering a total logistics service; Yusen Logistics supplyfreight forwarding, supply chain management, warehousing and distribution service inone package-providing solutions which range from global supply chains to stand-aloneoperations Yusen Logistics have a network linking Japan, the Americas, Europe, EastAsia and South Asia & Oceania, and operate more than 631 distribution centers/officesin 350 cities in 47 countries and regions.

b Customs brokage

- The intricacies of a global supply chain are compounded by the need for fastcustoms clearance and security compliance That's why it's more important than

Trang 12

ever to partner with a company that has the international reach, the experience,and the communications network necessary to expedite clearance.

c Warehouse

- Whether you are planning to build a comprehensive international supply chain,or simply needing to manage a seasonal inventory upsurge, Yusen can help.Yusen Logistics Vietnam have more than one hundred thousand square metersof strategically sited storage distribution centers and consolidation centers,designed to support a wide range of different industries.

Figure I.5 Warehouse Networkd Transportation

- Whether you are seeking to outsource all or part your transportation needs,Yusen’s global network of logistics bases can help optimize your supply chain.Tailored services and a single point of contact, with high levels of visibility.- Spanning nationwide, Yusen Logistics Vietnam can integrate your operations,

including the sourcing and management of external service providers, acrossmaterial product collection, warehousing, value added services, distribution andcrossdocking.

Trucking designed specification designed Truck type: Hino / Isuzu

- Side and Rear open body design suitable for Milkrun loading and discharging atsupplier site and warehouses.

- Equipped with Rear power lift for solving any unexpected situations whenloading at suppliers’ site.

- GPS tracking systems.

Technical and Maintenance team

- Personnel: has many years of experience about transport vehicle

Trang 13

Graduation Internship Report Instructor: Dr Dang Vu Tung- Task:

Periodic maintenance vehicles

Perform unexpected repair work in the company and outside in the company.Check the status of vehicles daily and weekly (by check-sheet)

Ensure that vehicles are always in the best condition, meet all customerrequirement for safety and quality vehicles

e Project cargo

Because Yusen Logistics manages so many different modes of transportationaround the world, our Project Cargo team has a wealth of local, practicalexpertise to call on Working closely with your own people, they will build andmanage your special project from first concept through to delivery Whateverthe size, weight or complexity of handling.

Figure I.6 Project cargo equipment

1.3 Organizational hierarchy1.3.1 Management hierarchyCompany management levels:

Regarding the organizational structure of the management apparatus, Yusen Logistics (Vietnam) Co., Ltd is organized according to the model of direct – function, departments, groups, contributing to the implementation of the business plan and the effective use of human resources based on the annual Human Resources plan approvedby the General Director.

Trang 14

Figure I.7.Management levels in the company.

Each department in Yusen Logistics Vietnam are synchronized with each other,allowing information flow to run through every department in the company However,each of those departments cannot interfere deeply with the information of the other.And when there are jobs involving many departments, it is necessary to go through theopinions, direction and assign tasks of the managers of each department Therefore,each department needs to have leadership positions to be in charge and manage eachspecific task.

Trang 15

1.3.2 Functions of departments

a Departments in the company

Table I.1 Table Departments and It’s Functions – Mission

OFF Ocean Freight

Forwarding Assist with the supply chain process onvarious levels, including insurance, storage,packing, inventory management, customsclearance, international export, importdocumentation, planning, and organizingfreight transport from one destination toanother by sea.

AFF Air Freight Forwarding

Assist with the supply chain process onvarious levels, including insurance, storage,packing, inventory management, customsclearance, international export, importdocumentation, planning, and organizingfreight transport from one destination toanother by air.

CCD Customs Clearance Department

Work involves preparation and submissionof documentations required to facilitateexport or imports into the country,representing client during customsexamination, assessment, payment of dutyand co taking delivery of cargo fromcustoms after clearance along withdocuments.

• Carry out immediate quality controls• Control and inventory of the storedproducts

• Correct storage of the goods• Preparation of orders to be sent toregional warehouses, customers, or both• Rapid dispatch of ordersTRD Transportation

Are in charge of moving goods fromlocations of origin to locations of need,transportation providing the essential

Trang 16

service that links a company to its suppliersand customers This is an essential activityin the logistics function, supporting theeconomic conveniences of place and time.SCS Supply Chain

Solutions Department

Product development, marketing,operations, distribution, finance, andcustomer service Today, many supplychains are global in scale Effective supplychain management results in lower costsand a faster production cycle.

CPD Corporate Planning Department

Is the body in charge of steering activitiesand resources throughout the value chain Itensures the best possible link between thestrategic level and the operational level, byensuring that resources are aligned withneeds.

Management Department

Includes tasks, such as planning, directing,organizing and controlling a company'soperations They use managing titles anddelegate tasks that may include day-to-daycompany management, strategic planningand business development

Communication Department

Refers to the methods that organizationsutilize to communicate with a variety ofexternal and internal audiences, includingcustomers, employees, stakeholders, themedia, general public and regulatorybodies.

FAD Finance and Accounting Department

Duties include financial planning, reportingand controls, short and long-term businessstrategy, investments, hedging, mergers andacquisitions, cash management, internal riskmanagement, corporate finance, auditingand accounting.

BID Billing Department Be sure to review these items and make anychanges needed in order to match what abilling specialist will do in your company.

Development Department

Setting goals and developing plans forbusiness and revenue growth Researching,planning, and implementing new target

Trang 17

market initiatives Researching prospectiveaccounts in target markets Pursuing leadsand moving them through the sales cycle.CS Customer Service

The primary role of the customer servicerepresentative is to interact with customersto address their concerns, answer theirquestions and assist them with their needs.A customer service representative will oftenanswer customer phone calls and emails,responding to customers' questions andconcerns.

CLT Contract Logistics &Transportation

Companies handle activities such asdesigning and planning supply chains,designing facilities, warehousing,transporting and distributing goods,processing orders and collecting payments,managing inventory and even providingcertain aspects of customer service.HRD Human Resources

Is the division of a business responsible forfinding, screening, recruiting, and trainingjob applicants HR also administersemployee-benefit programs A humanresources department also handlescompensation and benefits, and employeeterminations.

AMD Administration Department

Provides administrative and technicalsupport in the areas of human resources(HR), budgetary, strategic planning, legalaffairs, calls for tenders, facilities andsecurity.

ITD Information Technology Department

Support to the broader company and theirown departments This involves themaintenance and repair of the company'stechnological systems, advising on newsolutions and helping companies install andutilize new equipment.

b Ocean Freight Forwarding Department (OFF)

By leveraging its global network and long-standing shipping relationships,Yusen Logistics offers customers flexible, reliable ocean freight forwarding solutions

Trang 18

built on operational excellence motion Whether you need to split or share loads or linkup with other services – such as air freight forwarding, multimodal transport, cross-border services or customs brokerage services – YL always can help customers findthe necessary solution.

The ocean freight forwarding specialists at YL around the world have diverseindustry-specific expertise, skills, and experience to ensure safe, reliable transportationof customers' goods globally.

Figure I.8 Ocean Freight Forwarding

1.4 Business result1.4.1 Business result

Overview of business results of the OFF department in Hanoi branch in 2021:Table I.2 Revenue ratio by trade region

AMR: America

Trang 19

Graduation Internship Report Instructor: Dr Dang Vu TungEAS: North Asia

EUR: EuroJPN: JapanSAO: Asia Pacific

It can be seen that shipping activities between Yusen Logistics Vietnam and companiesin North Asia (namely China and Taiwan) account for the largest proportion in bothexport and import industries, besides Thereby, accounting for the proportion ofexports, equal to the trade region HAN-EAS is the trade region HAN-SAO with 34%.And for export revenue, the next 2 positions come from JPN and AMR with 14% and12% respectively Finally, EUR, which brings only 6% of revenue in 2021 As for theimport industry, in 2021, freight forwarding activities with trade region AMR bringlow and insignificant revenue, so it can only be calculated is 0% A bit higher with 3%coming from the EUR trade region, although not the lowest number, but like exportgoods, the revenue brought from EUR is still not in the average group And followedby revenue from SAO and JPN with 24% and 26% respectively.

In general, trade region EAS always brings the biggest revenue for us, besides, SAOand JPN are areas where we have a stable source of income, and these are definitelyareas where we need to have a strategy to maintain long-term cooperation As forAMR and EUR, although we don't have a large amount of revenue from these regionsyet, these are strong and potential areas that need attention and promotion of transportactivities to become more and more develop.

1.4.2 Marketplace

Not only a member of the world's leading transport associations, but Yusen LogisticsVietnam is also gradually becoming a prestigious unit, an NVOCC that not only servesits customers, but also provides freight services international and related services forsmall and medium sized FWD companies Accordingly, the company's market share inVietnam market has also increased gradually over the years.

Trang 20

Percentage of YLVN’s market share in Vietnam, period 2018-2021

Figure I.9 Percentage of YLVN’s market share in Vietnam, period 2018-2021Although Yusen's market share does not account for much in the Vietnamese logisticsmarket, it is no longer a small number in an environment with thousands of large andsmall logistics companies The company's market share has increased steadily over theyears, specifically in 2018 - 2019, Yusen's market share reached 1.68%, then increasedto 1.73% in 2019 - 2020 and increased by 0.02% in 2020 - 2021 From 2021 to 2022,the company's market share has reached 1.92% and maintained a stable growth rate.With outstanding competitive advantages and the determination of the entireapparatus, it is certain that Yusen Logistics Vietnam's market share will maintain itsgrowth momentum and may expand further in the coming years.

Trang 21

MANAGEMENT2.1 Service Process

Export - Import is a continuous process from when the goods are taken out of theseller's warehouse until the goods are shipped to the buyer's place All steps in thisprocess are very important and need to be strictly controlled.

Yusen Logistics Vietnam – as one of the few companies in Vietnam leading the field ofNVOCC with extensive industry experience and highly qualified staff, the companyhas built a NVOCC department and operate with a strict, professional process Belowis the general process when handling a shipment of the Export and Import departmentof the NVOCC department at Yusen Logistics Vietnam

2.1.1 Ocean Import process

Figure II.10 Ocean Import Process in YLVN

The above is the general process of an import shipment, like Export Operation, it alsoincludes all the steps from finding a customer, checking the purchase price, the sellingprice until the goods are delivered at destination port:

And the table below details and clarifies the 17 steps outlined in the process:

Trang 22

Graduation Internship Report Instructor: Dr Dang Vu TungTable II.3 17 steps in OI process

Process mapping

Documents (output)

System1 BUYING

RATE TRADE AND MANAGEMENT

1 Contact/Work with carrier/GHQ/RHQ/OA for rate request

information such as localcharges/sailing schedule … to all OI, OE operators/Sale team/ BD team if any change

4 Request carrier to support free DEM/DET, extend cut off CY/CDS, credit term… if receipt inquiry from customer/CS

Procurement, Oversea agent

2 SECURE NEW BUSINESS (CIFBUSINESS)

1 Received inquiry from customer Collect all information: POL, POD, Commodity, Volume, Term, Special request…

Telephone, Visiting

2 Check buying rate, carrier, sailing schedule from GDS RM /QMS or procurement team

GDS/QMS3 Add profit then prepare

draff quotation

Sales Quotation, Profit and lost file

ExcelGet approval from

4 If draff quotation is not approved, recheck from step 2

5 If approved, send quotation and payment confirmation to customer

Sales Quotation Email

6 Check feedback from customer about our quotation

If customer don't agree, try to get ideal rate then come back step 2If customer agree, make SOP and SHI

7 Chase on customer for booking information

telephone,visiting8 Co-ordinate with OE CS Sales Email,

Trang 23

3 ON BOARD CUSTOMER

1 Get contract signed and Credit application approved by Management

Sale Contract/ Credit term

2 Create/update customer/shipper/consignee information to Yunas

Sale Application account file

4 RECEIVE, CHECK AND CONFIRM PRE-ALERT

1 Receive pre-alert via YUNAS

Import operator

Yunas2 Check Pre-alert Import

MBL, HBL, Invoices, SHI

1 Receive pre-alert via email

Import operator

Email2 Check Pre-alert Import

MBL, HBL, Split sheet

Document, Email3 Create SI job Import

6 RECEIVE A/N FROM CARRIER

1 Submit e- Manifest to customs

24 hr prior to cargo ETAImport operator

Check customs system if vessel created and security right granted

customs system

2 Receive AN from carrier Import operator, Carrier

Yunas, Email3 Handle irregularities (if

YUNAS, MB/L, HB/Lcarrier's AN

Yunas, Email, QMS4 Update information to

Yunas Consolidation and shipment

Import operator

Yunas, Email

7 EXTERNAL PAYMENT

1 Input Buying rate for local charges

Import operator,Procurement team

Yunas, Email