Transport Services

S.I.S Vietnam surveys, consults, designs, and customizes the SIS ERP overall enterprise management software solution to the industry's specifics when applied at enterprises in MULTIMODAL TRANSPORT SERVICES (sea transport, road transport, etc.). ...

Product information

Given the industry's specifics such as: vehicle management, ship management, Booking management…, CONTAINER MANAGEMENT operations are the focus of the whole system. SIS ERP builds features for the user to manage the following processes in the software, such as:

Container management and operation process;
Container ship exploitation process;
Container shell management process;
Container technical management process (repair, cleaning, etc.).

Applying SIS ERP software to management for an enterprise trading in the transport field is like having an extra "secret" for management and responding promptly to customer and market requirements in the industry.

1. OVERVIEW OF INDUSTRY SPECIFICS

Multimodal transport service is a mode of moving goods using at least two transport modes in a Door – to – Door transport chain:

For multimodal transport service (domestic transport, international transport), CONTAINER-based goods transport helps reduce transport cost, considerably reducing product cost price, contributing to improving labor productivity as well as the quality of companies operating in the transport industry (operators), and ensuring goods-safety requirements and receiving-time requirements for consignees.

Given this specific characteristic, to maximally reduce operating "cost" and delivery "time," procedural transactions between the shipper and the transport unit, and between operational departments within the transport unit, need to be fast and accurate.

Therefore, managing and tracking the status of CONTAINERS used to transport goods is always an issue transport enterprises pay attention to, seeking and investing in powerful tools to support container management and exploitation.

2. OPERATING PROCESS

DESCRIPTION OF MAIN ACTIVITIES

2.1. Sales – Commercial Operations Management

Like other enterprises, at road and sea transport units, sales (commercial) activities and transactions are always the starting point in the production-business activity chain.
Operations managing customer, agent, and partner information are continuously improved to raise the company's service quality.
To best coordinate and process sales-work transactions, support systems such as software, hardware, etc. are always used at full capacity to meet sales-management needs.
In addition, connecting with other systems – other departments operating in the enterprise plays a huge role in controlling, managing, and carrying forward information to resolve cases/operations accurately and quickly.
Management operational processes include:

Selling price list
Sea-freight rate norm
Route cost norm
Online Booking (Web, Mobile Apps)
Book Cont (container rental)
Container-loan request slip
Shell-issue order

Estimated departure
Delivery order
Booking Note
Shell-transfer booking
Bill of Lading
Sales invoice
Fee collection

2.2. Logistics – Operations Management

The center of the system with the chain of "Container Management and Operations" tasks;
From receiving information from the Sales department to carrying out processing transactions with the Warehouse/Yard, Ship/Truck, and customer.
The workload is very large, with the following chain of operational processes:

Managing containers owned by the company, borrowed, or leased from partners;
Managing container-operation tasks such as: issuing empties, loading, unloading…;
Managing container cleaning, repair, refrigeration, etc.;
Calculating cost arising related to container detention (DEM/DET), cleaning, repair, etc.;
Managing container status and inventory at the enterprise, during transport, and at the customer.

2.3. Connecting data with other Modules/systems

In container-operation tasks, besides internal management software, hardware and software systems for operations at warehouses/yards, seaports, etc. are heavily researched, invested in, and applied by transport enterprises (handling, container loading/unloading software, etc.);
Data groups arising on different systems must be connectable and carried forward to ensure information flows seamlessly, serving the needs of the Operations department, operational departments, and enterprise leadership.

1. SOFTWARE DATABASE ORGANIZATION

With a Door – to – Door transport chain, an enterprise must organize a system scattered across many different locations/provinces/countries. So, organizing the database to separate data at each usage location and aggregating data serving leadership's management needs is the first issue that needs to be solved on the system.

1.1. The system's data-updating and mining organizational model

As mentioned, since software-usage locations are spread across geographic regions, SIS.VN needs to build a data system combining a synchronized-data solution ensuring data immediacy (serving carry-forward, tracking, and managing data as it arises) and data continuity (to ensure sales and production stay continuous when there's a connectivity incident, reducing latency in transactions requiring continuity such as sales, receiving, etc.).

a. Approach description

At headquarters

Install 01 SIS.VN (SIS ERP) software including a "running program" and "database" on the Server.
At departments, computers allowed to access the software (Client machines) will be declared (machine name, user ID) and have "running programs" installed for users to update information and data into the software.
Users will be managed with detailed permission assignment per each user's role at related departments.

At branches

Install SIS.VN (SIS ERP) software including only the "running program" (not the "database") on the Client machines of departments and users using the software to update and send/receive data online to the software on the server at headquarters.
Users are tiered and permission-assigned to ensure independence and accountability when updating data into the system.

1.2. Grouping user-data layers at each usage location

Besides carrying forward data arising in the system, each department has its own operations, independent and sometimes confidential from other departments. So, for convenient software operation, SIS ERP divides the user interface by layer (Layout). Specifically:

Company Office

Company Board of Directors Layout
Sales – Commercial Operations department Layout
Logistics - Operations department Layout

Branch

Accounting department Layout
HR department Layout

2. DESIGNING FUNCTIONS SUPPORTING SPECIFIC OPERATIONS

2.1. Sales – Commercial Operations department

Catalog design

Ship catalog
Vehicle catalog
Route/trip catalog
Partner/customer catalog
Booking Note
Route cost norm
Sales policy

Port/yard catalog
Transport-mode catalog (term)
Goods-group catalog
Freight-rate catalog
Ship cost norm

Design of operational-processing documents

Online Booking on Mobile Apps/Web (lets customers create a Booking and track and check its execution status, tracking empty-container issuance information, space-booking agreements, booking-tracking reports);
Booking Slip (receives information from Apps/Web and lets sales staff update shipper order-transaction data in real time);
Shell-transfer Booking slip (used to transfer container shells between locations);
Bill of Lading;
Delivery order;
Sales invoice.

Management report design

A quick-alert reporting system (Dashboard);
A system of forms following the industry's common standard;
A system of the enterprise's own management reports.

2.2. Logistics – Operations department

Catalog system design

Container-type catalog Container catalog Container-repair-item catalog Partner/customer catalog Booking Note Route cost norm	Container-movement-status catalog Container-damage-error catalog Goods-group catalog Freight-rate catalog Ship cost norm
Sales policy

Design of operational-processing documents

Information-update slip for "tracking container-owner-operator changes";
Information-update slip for "tracking container-condition changes";
Information-update slip for "container insurance purchase";
Container-repair quote;
Information-update slip for "tracking container status movement and inventory";
Empty-container issue slip;
Container-unloading slip;
Ship-departure slip;
Ship-arrival slip;
Empty-container-return slip – awaiting cleaning;
Empty-container-return slip – ready for loading;
Container-awaiting-repair slip;
Container-status-movement slip;
Calculating D/O, cleaning, and container refrigeration cost;
Calculating DEM/DET fees.

Management reporting system design

A quick-alert reporting system (Dashboard);
A management reporting system (container-status report, container inventory, container movement, cost, etc.).

Sales department

Manages all customer information on the system;

Receives and shares data with other departments (operations, accounting);
Receives customer bookings quickly (through the custom-designed Online booking system on Web or Apps);
Tracks the entire container status and customer receivables;
…

Logistics - Operations

Tracks container-detention time and status/yard-storage deadline;
Tracks fuel cost, bridge/road toll fees, amounts collected from customers, amounts paid to outsourced transport units;
Manages operational tasks such as container leasing, yard leasing, truck leasing…;
Connects data with other departments in the company;
…

Accounting department

Carries forward all data from departments and branches, serving checking and accounting-posting work;
Reduces re-entering data arising at other departments and raises accounting's control role;
Maximally supports analyzing and aggregating systemwide production-business results;
…

Board of Directors

Manages the production-business plan and tracks execution progress/status;
Provides Management with the fullest, most accurate, and most timely information on all matters related to the company's production and business;
Tracks receivables/payables status with customers and suppliers;
Tracks the status of the company's managed trucks;
Generates comparison and assessment reports based on indicators suited to the enterprise's specifics;
…