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.
Accelerated implementation of logistics software in Zambia
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.
Our solution was to divide the implementation section into subsequent phases in an accelerated logistics software deployment model.
The phases were:
- 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 logistics software, 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 has become easier and accurate with timely alerts.
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 Ripples-FMS logistics management 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 Zambia deployment and implementation.