Month: February 2021

Making waves in the industry

Ripples-FMS | making ripples in the logistics automation industry

Operational excellence, cost savings, Ripples-FMS logistics software, making ripples in logistics industry

Our Client
TCM Transportes is a major tycoon in the transportation sector in Mozambique. They manage the transportation and delivery of goods to most parts of Africa. They own more than 200 trucks and operate in the eastern, central, and southern parts of Africa mainly. The client came to us with a request to streamline their logistics management. They were facing multiple pain points with inaccurate invoicing, lack of clarity in the spread of information, high cost due to mismanagement of cargo and delays in processing. Furthermore,  the client was using a paper trail and wanted to move to more modern and technocentric management.
Ripples-FMS Critical Analysis
When finding solutions it is always important to consider all the factors that define the problem. Our first course of action was to analyze the many sides of operations management and define what was critical. For this, we visited the site of all their operations and spent a few days observing and collecting data which helped immensely during the new implementation.
Our Solution for the logistics industry
The main requirement for the client was a fleet management system that could keep real-time track of cargo trucks. We built an integrated logistics management system that could handle multiple verticals of Human Resources, Operations, Finance, and Inventory. The client’s operations were spread throughout the subcontinent of Africa and so an open once, use anywhere principle had to be formulated.
 
Our solution involved developing an Enterprise Resource Planning system that incorporated all the requirements such as logistics of transportation and fleet management. We also added a human resource section with payroll management  stock control and inventory handling, warehouse management, vehicle performance analysis, and driver behavior inspection.
 
Logistics Software Toolkit
Our design and development were exclusively done using the Django Framework, a high-level most sought after web framework which is constructed using Python language. The solution offered support for multiple browsers and added protection by encrypted passwords. It is also future-proofed by cloud integration applicability.
Measurable success to the Ripples-FMS solution
To estimate any solution we need to have a value system. The increase in revenue, smoother operation, a Work from Home provision, status updates, added accuracy in invoicing, high impact reporting, improved services, time-bound alerts, control of expense payments, fuel stock management, and vehicle document tracking are some of the areas where we made significant inroads.
 
Increased efficiency in cargo delivery
Earlier, drivers used to wait in front of the counters for the clearance documents which wasted more than 2 hours of their precious time and this affected the on-time delivery. The FMS solution using an instant email feature sends the clearance documents directly to the agents which significantly reduced 90% of the overall waiting time.
 
Our provision for Work From Home
Our implementation made sure that the users were able to work even during the pandemic. We made sure that the Web Application was running smoothly and compatibility to mobile phones was checked so that employees could work remotely in case of possible lockdowns.
 
Automatic status updates to the customers
We ensured automatic updates via email to each customer in real-time with tracking information.
 
Accurate Invoicing
Our solution has a provision to find predefined customer rates that can calculate the total cargo charges automatically. This significantly reduces the time in invoice preparation by 80% and also limits the users’ need for manual intervention.
High impact reports
Earlier, they had to spend two days preparing reports manually on excel sheets. Some reports used to take more time. The FMS Ripple solution offered the advantage of automatically generating all the control reports and also gave a provision that sends it to the selected employee’s email on a daily, weekly, or monthly basis. This automation saves 100% of the time for manual preparations of reports.
 
Improved services
We implemented a customer portal that helps customers to have real-time visibility into logistics and added transparency to logistics activity by providing a monitoring system wherein a customer can have a consolidated view. This can include real-time tracking of cargo, pending invoices, customer order status, and download all related documents.
 
Time-bound alerts
Timely alert and simplified payment and settlement in FMS reduces 50 % of the time in driver expenses.
 
Expense payment control
Integrated Mpesa service provides a fast and convenient money-transfer system that is available throughout the country and accessible to everyone with a mobile phone.
 
Accurate fuel stock management and alert
Fuel was one of the key areas where our client was more cautious about the possibility of theft and manipulation. Our solution made sure that the client can manage and track fuel stocks efficiently. The system provides daily mail alerts of fuel stocks and transactions to the management so that better tracking of fuel purchases and refills was maintained.
 
Vehicle document tracking
Our client relied upon their trucks for all operations and hence the most important asset. A document tracker that checked authenticity was required at all times. We ensured a monitoring system that offered document tracking with time-bound alerts. It could track the status of the document and avoid confusion between a running trip and a stalled one.
 
Contact us to know more about Ripples-FMS logistics automation solutions.

Accelerated implementation

Operational excellence, accelerated deployment of logistics software

Our Client

United Trillions Zambia (UTZ) is an African division of the reputed Chinese group, SunLine International Logistics. With more than 19 years of experience in the transportation & logistics sector, they are a pioneer in multi-modal operation in the subcontinents of Asia, South America, and Africa. Their African division headquartered in Zambia, with presence spreading to Djibouti and Mozambique needed assistance with their fleet management of acid tankers and containerized breakbulk transportation. Their main requirement was for a complete Enterprise Resource Planning module installation and incorporation within a short period.

Implementing a logistics ERP module in an accelerated time frame

 

Requirement Analysis and Onsite Visit

The company was holding on to an obsolete system of a paper trail for some projects and MS excel sheets for others. Our main task was to develop a system that streamlined all their efforts and made sure automation was incorporated to save time in an accelerated deployment model.

To get a hands-on feel and understand their operations better we were asked to visit the offices in Zambia. A detailed requirements analysis encompassing all the needs that the company had was executed and gaps in information were bridged. We then made informed observations on potential weak points where we could save time and money.

The Implementation

Our solution was to divide the implementation section into subsequent phases in an accelerated logistics software deployment model.

The phases were:

  • Operations
  • HR & Training
  • Stores & Workshop
  • Logistics Management

The project implementation was finished in a week and our team was stationed there for a prolonged time to ensure the smooth functioning of the web-based logistics & transportation software.

Our Measurable success

Moving from an obsolete management system

Previously, Our client used MS Excel and manual paper trails to manage the day-to-day work. Now, with the Ripples FMS solution they can handle all the operations and statistical reports digitally and in a streamlined fashion.

Effective and fast processing of transportation documents

The road manifest creation time, preclearance processing, and drivers waiting time have been reduced from 2 hours to 5 minutes. Furthermore, the pre-clearance is sent automatically to the clearing agent, so that the clearing agent can finish the documentation which ensures a quick border cross for the trucks. This helps save a lot of time during long commutes and reduces border waiting times.

Improved accuracy in trip expense processing

The finance manager can now monitor all the driver expense settlements and refund pending details easily using a single screen. This has reduced the user effort by 50% and tracking of driver expense settlements and refunds have become easier and accurate with timely alerts.

Fuel consumption

Our automatic fuel calculations for the trips are highly effective and removes any possibility of manipulations. The automatic fuel calculation works with a provided configuration for fuel consumption on distinguishing Empty and Loaded trips and also differentiating respective truck models.

Timely vehicle dues alert

It helps the transporter to renew the vehicle documents on time and reduces the penalties due to inattentiveness. Furthermore, helps users to check the documents manually at specific intervals.

Alerts on driver document expiry

Driver documents need to be monitored for expiry continuously as any lapses result in heavy penalties. We designed a system that provides timely and accurate alerts through emails. They keep track of the expiration dates of driver documents like – Driving license, Passport, Visa, etc.

One-click driver bonus preparation

Earlier, the driver bonus preparation was a hard job for the finance staff as it took 2-3 days to prepare. Now, it is prepared with the click of a button. The System will calculate the driver bonus as per the given configuration, and also it is transparent by verifying the generated driver bonus in real-time and showing the bonus amount generated from different trips.

Accurate and flexible reports

In the old system, the users spent 4-5 days in a month preparing the reports in excel by checking the operational activities manually. But with the FMS Ripples solution, the user can generate the same reports in a single button click and can be sent to the concerned person via email automatically. This saves 100 % of the report generation time and manual labor costs.

Call us to know more about the accelerated logistics software deployment offerings