Castor reduced labor costs for the preparation and visualization of operational and financial statements by 90%

2022: Reduction of labor costs for preparation and visualization of operational and financial statements on the 90%

After the implementation of the BI system implementation project Qlik Sense for performance analysis in - transportlogistic the company "," CASTOR the team "" First Bit introduced and launched subsystems that made it possible to reduce the labor costs for preparation visualization financial and reporting by 90%. This was reported in the company "First Bit" on March 25, 2022.

According to the company, earlier the specialists of the company "First Bit" developed an analytical application based on the Qlik Sense solution. The application contains a summary dashboard with general information on the main KPIs and, using graphic data, displays detailed information for an optimized analysis of the company's performance on the required indicators. The introduction of the application allowed the logistics operator to reduce the labor cost of reporting by 30%.

During the operation of the application, a number of inconveniences were identified in the operation, which required improvements to the system. The First Bit company faced the task of developing tools that can give CASTOR the following results:

• Prompt receipt of information on the status of key performance indicators of the company and DBs (subsidiaries and affiliates);
• Minimize manual operations required to produce various reports in Excel and Microsoft Power Point;
• Reduced time to prepare financial reports for the closing of the financial period;
• Optimization of vehicle traffic control efficiency.

Example Key Figure Chart (Data Distorted)

At the stage of solutions development, the First Bit project team primarily took into account the specifics of the work and the scale of the Client Company. As a result of the project, the following modifications were made:

• Tools for analyzing the key performance indicators of the transport company were implemented: turnover, detailed analysis of the flight time, vehicle loading, daily export.
• Tools for comprehensive financial analysis of management accounting data of the group of companies were implemented: dynamics of key indicators, P & L-based reports, EBITDA calculation, EBITDA calculation in the context of customers, routes, vehicles, factor analysis of financial indicators, revenue structure, investments, plan-factual analysis and scenario forecasting, analysis of cash flow.
• Added tools to control the efficiency of transportation on-line using data from the Omnik transport monitoring system in a visual and convenient format for decision-making by dispatchers: tracking the location of vehicles in the geozones of loading and unloading, monitoring data on the excess of standard time and the number of vehicles in geozones, information on making decisions on the redistribution of vehicles, monitoring fuel consumption at idle.
• Users of subsidiaries and separate departments were connected to work with the system. They implemented tools for analyzing the operational effectiveness of each DSO according to the following parameters: cargo turnover and volume of traffic, the technical condition of vehicles, the validity of documents for the transport of dangerous goods, a detailed analysis of the consumption of fuel and lubricants in both quantitative and cost terms, a detailed analysis of the cost of vehicles.

Example of diagram showing exceeding standards of HW location in filling and drain zones (data are distorted)

Based on the results of the improvements, the following results were achieved:

• The cost of preparing financial statements has been reduced, and the quality, visibility and accessibility of financial information has been optimized. Now financial reports are understood by almost every employee of the company who does not have special knowledge in the relevant field. The deadlines for preparing monthly financial statements were reduced by 10 calendar days, the labor cost of preparing a visualized version was reduced by 90%.
• It became possible to analyze online key indicators of the company's performance both at the level of the Management Company, and at the level of DPO and OP, which optimized the speed and quality of management decisions, and the labor costs for preparing for operational production meetings were reduced to almost zero.
• It became possible to correctly place vehicles on routes and monitor key traffic indicators online, which optimized the efficiency of using the company's key assets.

We can say that the implementation of the project in a positive sense made a revolution in the thinking of key employees who are users of the product, and allowed them to optimize their activities, the quality of management decisions made and more effectively influence the key performance indicators of the company. shared by Andrey Khovanov, Director of Information Technology "CASTOR"

2021: Reduced 30% reporting costs

The company First Bit"" on March 30, 2021 announced the implementation of a project to introduce BI a system Qlik Sense for analyzing key performance indicators transport logistics in "." Castor The implementation, completed in 6 months, made it possible to quickly make decisions and reduced the labor costs of employees for reporting by 30%.

Castor has a constant flow of large amounts of data requiring structuring, operational analysis for uninterrupted operation and management decisions. Previously, reporting on key operational performance indicators was done in Excel, which made it difficult to quickly receive information and caused significant work in the preparation of reports. So there was a need for a solution, for prompt access to up-to-date information, in order to make the right management decisions.

To solve the client's problems, the project team set up the Qlik Sense system to suit the individual needs of the customer, focusing on the need of the company's management for certain data and industry characteristics. In the analytical application, a summary dashboard for the main KPIs, detailed reports for each indicator are available. Users are also available for analysis indicators for transportation, repairs, drivers. The following functional sections were implemented: analysis of personnel information (admission, dismissal, turnover, average number, days of drivers on watch, distribution of employees by driving experience, work experience, age, geography by employees, analysis of the duration of watch and shift), FOT analysis, performance of annual and operational planning indicators (plan/fact for indicators of freight transportation, cargo turnover, empty run and with cargo, revenue, number of flights and vehicle loading (hereinafter - TS), TS in operation and repair, fuel and lubricants flow rate per 100km mileage) with the possibility to carry out multi-script analysis, analysis of vehicle usage (plan and fact of drivers on watch, plan and fact on vehicle on line, performance indicators of vehicle operation, analytics on fines and accidents), actual indicators in dynamics in the pre-built charts mode and in the interactive designer mode (revenue, cargo turnover, mileage, fuel and lubricant consumption, number of vehicles on the line).

Examples of visual reporting forms (data distorted):

Report Designer - User can specify an arbitrary combination of dimension set and calculation key figures:

All data enter the system automatically according to the daily schedule, data using pre-built connectors are imported from a series of databases: BIT.FINANS, 1C:Enterprise 8. TLE , 1S : ZUP. Then, using the ETL toolkit, Qlik Sense builds a common linked model.

First Bit specialists also trained the Castor internal team. The week-long training course included the modules qlik sense developer (developing scripts for building a data model, importing data) and qlik sense designer (developing visual interfaces for working with data). According to the results of the training, Castor specialists can implement the tasks of developing Qlik Sense practice on their own.

As a result of the implementation of Qlik Sense, Castor received the following key advantages:

• 30% reduction in staff time for management reporting
• a comprehensive view of the current performance of the company
• increased transparency and efficiency of decision-making, reduced number of errors
• independent analytics: users can analyze data themselves in views in Qlik Sense without the participation of the IT service

{{quote 'author = said Director of Information Technology "Castor" Andrei Anatolyevich Khovanov. |

Prior to the Qlik Sense implementation project at Castor, MS Excel was used to prepare key performance reporting for management decisions. Such an organization of the process did not allow to receive information quickly, the preparation of reports caused significant labor.

Using Qlik Sense allowed you to access the necessary information online from any device and make management decisions based on this information in a timely manner.

Based on the results of the project, due to the positive results, it is planned to further develop the system in terms of both a deeper analysis of operational indicators and other areas of activity (finance, analysis of transport efficiency, personnel management),}}