Elkhovtransservice automates management of transport enterprise

On January 14, 2014 the 1C-Rarus company announced automation of processing of waybills in Elkhovtransservice LLC - subsidiary company of transport holding "Tatneft Transservis", on the basis of the solution 1C: Motor Vehicle Management 8.

Project Tasks

Daily the enterprises of holding deliver hundreds of freights across all Russia. By each order it is necessary to prepare accompanying documents, to develop a route, to reserve transport and crew. Earlier managers filled out waybills manually then operators also manually entered data retrieveds into the existing accounting system. Information was often distorted and represented difficult - to control a consumption of fuel and lubricants, a run of motor transport and working time of employees. There were difficulties and when planning loading of transport, employees: managers had no operational and reliable information on existence of free machines and drivers - execution of orders was delayed.

The information system for acceleration of an execution of accompanying documents and processing of the entering orders, operational reservation of forces and means, improvement of quality of planning of routes was required for holding.

The management made the decision - to start a pilot project in one of subsidiary companies - Elkhovtransservice LLC: in vehicle fleet of 500 units of motor transport and monthly 12 thousand waybills.

Project Progress

For implementation of a pilot project invited 1C-Rarus company. As simple and economic option for the solution of assigned tasks, the 1C system approached : Control of motor transport 8 which was already used at the enterprise for management accounting.

The pilot project is executed in two months. 7 jobs are automated.

Project Results

Main results:

• Quality improvement and processing speeds of customer orders. Now after registration of the order in a system the service cost is instantly calculated, transport and crew is reserved. The operator can provide to the client exact information on cost and completion dates of the order at any moment.
• Increase in efficiency of fleet management and crews. In dispatching offices terminals of receiving and delivery of waybills - computer systems using which drivers receive tasks are installed and report on the performed work and also the car run on the system of satellite monitoring of GPS is controlled. At the same time terminals work directly with information base 1C: Motor Vehicle Management 8 and repeated manual data processing, provided by drivers, it is not required. The individual magnetic key is issued to each driver. The driver approaches the terminal, will become authorized using the magnetic key and receives the printed waybill in which the route, the car, indications of devices (the odometer, fuel and lubricants) and other necessary information is specified. At the same time on the waybill the barcode is printed. At departure and arrival in a garage the driver scans a barcode at the check point, and a system fixes in information base start time and completion of work according to this waybill. Thus, it was succeeded to improve labor discipline and to reduce time of single idle time of transport in working time in a garage.
• Gain of control of a consumption of fuel and lubricants. On arrival in a garage the driver approaches the terminal and again scans a waybill barcode. At the same time the information booth requests a run on the GPS system. Besides, the driver enters data on checks for purchase of fuel and lubricants into a system. Checks are compared to data from a processing center of gas station. Flow calculation of fuel and lubricants is performed on consumption rates for this car.
• A system always contains up-to-date data about location of drivers and machines and also about planned TO and repairs of transport. This information allows the operator to pick up quickly to the client the machine, the driver and to lay a route. If it becomes clear that the reserved car for any reason cannot come to the line, time necessary for selection of the car for it on replacement was reduced from 2 to 10 o'clock minutes.
• Average speed of processing of waybills grew by 5 times. Errors at their formation and closing are excluded. Performance of operation of managers increased by 25%. Clients receive services and documents in time and according to the rendered services.

According to the results of a pilot project, the management of holding considered experience successful and made the decision to extend it to the enterprises of holding.

Ruslan Agzamov, the head of IT department of UK "Tatneft Transservis" noted: "As a result of the executed project queues on the statement of waybills disappeared. The number of claims from clients was significantly reduced. If earlier on the data which are mistakenly entered into a system we could make out the client the wrong bill, then now such cases are almost excluded. And, as a result, receivables caused by analysis of conflict situations were reduced. After introduction of a system to operation we executed already more than 3 thousand orders, and all clients are happy".