Tops Consulting: Control of motor transport

Any transport company incorporating vehicle fleet is interested in expense reduction on the fuels and lubricants (FL), cost reduction, connected with outage of technology, increase in accuracy of operational planning and obtaining the timely reporting for identification of the reasons of growth of expenses and search of potentialities for increase in efficiency. The share of costs for fuel and lubricants of motor transportation division of the company is traditionally high and quite often makes 30% of expenses above. The salary of drivers is also essential item of expenditure: overestimate of indicators of development attracts essential additional costs on FOT. Operating costs and the maintenance of the equipment - one more key component of cost value of transport enterprise. Operation of the equipment with violations of the set regulations leads to the raised repair costs.

The complete solution for control of motor transport developed by TOPS Consulting company based on Microsoft Dynamics AX allows to solve key problems of transport company effectively: keep operational account of productive activity, reveal a neobsnovanny excessive consumption of fuel and analyze key indicators of activity (KPI) in different analytical cuts (time and the reasons of idle time, operating time of drivers and so forth).

Solution of TOPS Consulting company "TOPS: The control of motor transport" based on Microsoft Dynamics AX helps to increase efficiency of transport divisions of the company due to automation of operational planning, management of requests for motor transport, registration of indicators of activity of work of drivers and pieces of equipment, including by integration into the montoring GPS systems, electronic scales, etc. allowing to estimate comprehensively performance indicators of operation of the equipment.

The solution helps to prevent conscious or wrong submission of information on development of pieces of equipment, to prevent unauthorized fuel consumption, to fight effectively against plunder of fuel and abuses of regulations of operation of the equipment. Everything together helps company management to increase business performance in general, to cut down expenses and to increase profitability of the company.

Using the solution "TOPS: Control of motor transport" the motor transportation companies have an opportunity to reduce the number of diverse programs, to increase quality of the entered information (minimization of duplication of input and errors), to reduce time for a reporting preparation and increase in its reliability, to increase transparency of business and level of "openness" of the company, to reduce the volume of paper document flow.

Within operational accounting the major advantages to business are:

• Minimization of a human factor at registration and estimates of indicators of operation of the equipment and personnel
• Automation of routine procedures of check and write-off of fuel consumption, filling, accomplishment of works orders, etc.
• Integration with managerial and accounting

Key features for business:

• The solution allows to manage vehicle fleet of the company in a complex: create magazines of delivery routes, select transport, create waybills, print sets of documents.
• The solution allows to keep account on a shift basis by machines and drivers of the actual development, idle times and the reasons of idle times.
• Use of the solution allows to optimize costs for fuel and lubricants for the account of fuel and lubricants by runs, run with a load and empty, idle times with the switched-on engine and the further analysis of data retrieveds and also reference books of consumption rates of fuel and lubricants.
• The automated workplace of the manager of a motor depot allows to manage quickly planned targets of work of motor transport, to create waybills and the typical technological work order, to register requests for motor transport, to consider fillings of the equipment with own and third-party filling complexes.
• Managers of the company are hit in hands the effective instrument of input planned and the analysis of the actual KPI values of operation of the equipment.
• Also the company management receives the powerful tool for job analysis of transport division due to setup of internal managerial reports on the data which are available in a system. Reportings are the cornerstone the preconfigured OLAP cubes.

For example, in coal-mining company "Siberian Anthracite" several years the complex ERP system created by experts TOPS Consulting including the solution for control of the mining-transport equipment (cargo dump trucks, excavators, bulldozers, drilling rigs, etc.) is used. In the company the solution "is successfully used by TOPS: Control of motor transport".

Thanks to the implemented functionality the company can effectively manage work of transport divisions due to daily operational planning, create requests for use of motor transport, register information and provide analytics on each transport unit, the driver and to keep the cost accounting on operation, including fuel and lubricants. In Microsoft Dynamics AX opportunities on analytics for identification of points of expense reduction are implemented. The project of communication of the system of accounting of motor transport in ERP with the system of GPS tracking installed on all park of the mountain equipment became one of interesting features.

Principal components of the solution "TOPS: Control of motor transport"

• Normative reference information

• The technical information on the available models and pieces of equipment: equipment models, passport loading, weight, quantity of axes, etc.

• The reference book of routes of the movement, consumption rates of fuel and lubricants depending on the modes of operation, performance standards, etc.

• Information on drivers, managers, changes, divisions, etc.

• Means of work planning of the equipment

• Production program of division: for month, year (allows to plan requirement in the equipment, proceeding from the production schedule and characteristics of the having park of the equipment, etc.). Well at implementation together with the module "Budgeting". In simple option data according to the plan for a month can be entered manually

• Requests for transport. For review selections of the equipment to division, as a rule, on PHT transport

• Daily details for work of transport. Set the daily work plan, distribute the equipment along routes, etc.

• Requests and reporting

• Means of accounting of operation of the equipment

• Magazines of accounting by turns

• Loading of information on the daily plan from dresses

• Accounting of work of the vehicle

• Magazines of auto-weight

• Keep account of weighing of motor transport

• Issue information for the organization of the movement of production, an overburden, etc. in accounting

• Are integrated with electronic scales for automatic "poddtyagivaniye" of information on weight

• Allow to keep account of all movements of transport with a load, not only from a pit on factory, but also between the warehouses, when sending loads from factory, including to the client, etc.

• Provide information for waybills

• Magazines of waybills

• Formation of waybills on the basis of daily details (connection with planning)

• Maintaining all necessary information on the current work of transport and formation of printed forms of waybills of all forms taken in the Russian Federation

• Automatic loading of information on the performed flights from monitoring GPS systems

• Loading from GPS systems of monitoring of information on fuel consumption, fuel reserve in a tank, etc. information, depending on what it can issue

• Automatic loading in the waybill of information on gas stations of their registers of gas station

• Registers of gas station

• Data loading about gas station from the external file

• Accounting of gas station by refuelers, pieces of equipment, etc.

• Recalculation of gas station from liters in metric units on density

• Reporting. The reports and printed forms preconfigured by OLAP

Within operational accounting the major advantages to business are cost accounting of work of vehicle fleet, transparency of costs for work and calculation of depreciation of the equipment.

Besides, the solution allows to manage in a complex vehicle fleet of the company - to create magazines of delivery routes, to select transport, to create waybills, to print sets of documents. The functionality includes conducting accounting on a shift basis by machines and drivers of the actual development, idle times and the reasons of idle times. Use of the solution allows to optimize costs for fuel and lubricants for the account of fuel and lubricants by runs, run with a load and empty, idle times with the switched-on engine and the further analysis of data retrieveds.

In turn automated workplaces managers of a motor depot gives the chance to manage quickly planned targets of work of motor transport, to keep waybills and the typical technological work order, to register requests for motor transport and other tasks. It is important that managers of the company are hit in hands the effective instrument of input planned and the analysis of the actual KPI values of operation of the equipment. While company management - the powerful tool for job analysis of transport division due to setup of internal managerial reports on the data which are available in a system.

Thus, use of the specialized solution of TOPS Consulting based on Microsoft Dynamics AX for control of motor transport within the enterprise, including passenger cars, buses, truck cranes, tractors, lorries, allows:

• Plan work of motor transport
• Manage requests for motor transport of divisions
• Create the operating plan (daily details) on the basis of maintaining reference books of routes, models of vehicles, the reference book of motor transport, etc.

Besides, the solution includes the block of accounting and controlling which allows to create and print from a system waybills according to all stipulated by the legislation forms, to automatically calculate the write-off volumes of fuel and lubricants proved by regulations, a route and conditions of a trip, to reveal a deviation from actually spent fuel and also to keep account of refueling vehicles, including, on transport cards.