Problems:

• Process inputs were being matched to process outputs through a complex manual process
• Low-value activities were occupying human resource time

Client:

Background:

Our client, a company that works as an intermediate between major manufacturers and delivery services, brokers best-price contracts with trucking companies for delivery of manufactured goods to regional distribution centres. Volume of freight being shipped is evaluated when leaving the manufacturing site and bills of lading, created by the trucking companies, are verified on delivery of goods to the distribution centres. Each delivery required receipt approval by distribution centre staff. Our client supervised hundreds of routes/runs each day; each route was subject to different financial terms and was lodged with one or more trucking companies. Our client was frustrated with an outdated manual approval process which involved telephone and fax messaging to reconcile what was shipped, received and invoiced. As well, our client received a mandate from manufacturers who wished to reduce distribution staff commitment; the legacy process required 24/7 staff coverage at all distribution centres, a costly outlay.

Our Solution:

Develop a web-deployed software solution that would:

• Store trucking company contract details per run and per manufacturer
• Facilitate easy processing of bills of lading from the trucking companies, matching them to their contract details, the manufacturer’s records (both out and in), identifying discrepancies between trucking company and manufacturer records and computing payables due
• Automate receipt approvals by authorized distribution centre staff through a convenient scoreboard interface at a website

Our Activities:

Sandbox experts:

• Completed a process analysis and data management needs assessment
• Identified high priority activities and work flow
• Developed software specifications and confirmed with client
• Coded custom software solution
• Tested software to ensure bug-free execution
• Adjusted software functionalities on input from client
• Developed training materials in partnership with the client
• Trained client staff on use of solution
• Deployed solution on the Internet
• Provide ongoing support

Outcomes:

Our client received an integrated solution to reconcile manufacturer and trucking company records that eliminated paper-based and inefficient systems and reduced the need for 24/7 staff coverage for receipt approval at manufacturers’ distribution centres. The solution saved our client time as well, allowing reduction in staff overhead associated with legacy systems of sending faxes and making telephone contact.

If your company is interested in replacing outdated manual systems with solid and secure solutions that save time and reduce expenditures, contact us today for a free no-obligation consultation