End-to-end digitization instead of piecemeal with Excel
Why freight forwarders need to make the leap from isolated solutions to integrated processes
They still exist: the Excel files that secretly form the backbone of transport planning in many forwarding companies. Tables for route planning, lists for shipment tracking, evaluations for cost control – often supplemented by countless e-mails, phone calls and handwritten notes. What has grown over the years works somehow. But as soon as the transport volume increases, new customers and colleagues are added or short-term changes determine the daily routine, the supposedly tried-and-tested system reveals itself to be a digital patchwork.
It is not uncommon for several versions of the same file to exist on different computers. Information is transferred manually, data is maintained multiple times and changes are not consistently documented. This results in errors, loss of time and a considerable amount of coordination between the departments involved.
Dominant knowledge instead of data transparency
It becomes particularly critical when knowledge is tied up in individual Excel files or with certain employees. If a key person is absent, important processes can come to a standstill. In addition, there is often a lack of a centralized view of current business operations.
While scheduling works with a spreadsheet, controlling uses a different database. Customer service, warehousing and billing in turn rely on their own sources of information. This results in different data statuses and a high level of effort for reconciliation.
Margins leave little room for maneuver
Today’s transport companies are under enormous pressure: customers expect transparency in real time, drivers must be scheduled efficiently and margins leave little room for unnecessary processes.
Those who continue to rely on isolated stand-alone solutions in this environment lose valuable time and risk errors at the interfaces. What is needed instead are end-to-end digital processes that connect everyone involved.
Automatic data flow
An integrated transport management system therefore does not simply replace Excel spreadsheets. It creates a central database for scheduling, drivers, customer service and management. Information is only recorded once, is available to all parties involved and flows automatically through the entire transportation process.
The result: more transparency, less effort and significantly higher process reliability. Modern solutions such as the pLG TMS from proLogistik enable end-to-end digitalization of all transport processes – from order entry and scheduling through to delivery and invoicing.
Requirements for transport logistics
Transport logistics requires much more than simply managing orders. For example, companies need to know at all times where vehicles and consignments are located, which routes are at risk and which resources are available.
This and other information must be available in real time wherever possible. This is because delays, traffic jams, vehicle breakdowns or short-term customer requirements demand quick decisions.
This transparency is difficult to achieve with isolated software solutions and Excel lists. Instead, companies need an integrated platform that brings together all data and processes.
Important data for scheduling and forwarding management
- Current location of vehicles and shipments
- Endangered tours
- Available resources
- Utilization of the fleet
- Current costs and revenue
- Compliance with agreed service levels
Integrated transportation management
An integrated transport management system maps all relevant processes within a shared digital environment. Information is only recorded once and then used throughout the entire process. The key difference to traditional stand-alone solutions is that all process steps are based on a common database.
An integrated TMS typically comprises the following areas:
- Order management
- Dispatching and route planning
- Vehicle and resource management
- Telematics connection
- Driver communication
- Shipment tracking
- Document Management
- Freight billing
- Reporting and controlling
- Customer and partner portals
Consistent processes with pLG TMS
One example of an integrated transport management system is pLG TMS from proLogistik. The solution was developed specifically for the requirements of freight forwarders, transport service providers and general cargo networks and supports end-to-end digitalization along the entire transport chain.
All relevant information is stored centrally in the system as soon as the order is entered. This information is then automatically available for scheduling, drivers, customer service and billing.
This eliminates many manual work steps that are often mapped in traditional organizational structures using Excel lists or separate applications.
The close integration of different functional areas is particularly valuable. For example, scheduling decisions can directly access current telematics data. Status reports from drivers are processed automatically and are available in real time for customer information or follow-up processes.
Transparency in real time
A key advantage of integrated systems is the permanent transparency of operational activities.
By connecting telematics solutions and mobile driver applications, the scheduling department has an up-to-date overview of the status of all transports at all times. Positions, arrival times, proof of delivery and status messages flow automatically into the system.
In conjunction with solutions such as the pLG Drive driver app, a continuous digital communication chain is created between dispatchers and drivers. Route changes, order information or feedback can be exchanged without media disruptions.
This not only reduces the number of telephone queries. The speed of response in the event of deviations also increases significantly.
Management by exception instead of continuous monitoring
One of the biggest challenges for forwarding managers is to recognize the really critical processes in good time. In a world full of data, it is no longer enough to simply provide information. The ability to make relevant deviations visible is crucial.
Modern transportation management systems therefore support the principle of “management by exception”. The pLG TMS puts those responsible at the center of precisely those processes that require attention. Instead of having to constantly monitor all transports, dispatchers and managers can concentrate on the really critical cases.
Management by exception focuses on deviations:
- Delayed shipments
- Critical delivery dates
- Unusual service life
- Missing status messages
- Deviations from planned tours
- Resource conflicts
Informed decisions through centralized data
Another advantage of integrated systems lies in the quality of the available key figures. Many companies today invest a lot of time in combining data from different sources. Only then can meaningful reports be created.
An integrated TMS, on the other hand, provides current key figures directly from the operational system. These include, for example, vehicle utilization or punctuality rates. As all data comes from a common source, consistent evaluations are produced without the need for time-consuming post-processing.
For management and forwarding managers, this means a much better basis for operational and strategic decisions.
Available key figures from an integrated TMS:
- Vehicle utilization
- Consignment volumes
- Tour profitability
- Punctuality rates
- Share of empty runs
- Productivity indicators
- Costs per transport order
Higher service quality for customers
The digitalization of internal processes has a direct impact on customer satisfaction. Shippers and recipients today expect a similar standard of information as they are familiar with from the parcel market. They want to know where their consignment is at all times and when it is expected to be delivered.
Such requirements can be met efficiently with an integrated transport management system. Status information is provided automatically, proof of delivery is recorded digitally and customer inquiries are answered more quickly. In addition, modern systems enable the connection of customer portals, allowing many information processes to be fully automated.
Future-proof through integrated digitalization
The shortage of skilled workers, rising transportation costs and growing customer requirements will continue to shape the logistics industry in the coming years. Companies that continue to organize their processes using Excel spreadsheets and separate applications will come under increasing pressure.
The introduction of an integrated transport management system is therefore much more than just an IT project. An integrated TMS creates the basis for scalable, transparent and efficient corporate management.
Solutions such as the pLG TMS from proLogistik enable freight forwarders and transport service providers to digitalize their processes end-to-end, avoid media disruptions and bring all parties together on a common database.
Conclusion
Excel remains a helpful tool for individual evaluations and special analyses. However, a collection of tables and isolated solutions is no longer sufficient for controlling modern transportation processes.
The future belongs to integrated platforms that combine order management, scheduling, telematics, driver communication, controlling and billing. Consistent processes reduce errors, increase transparency and create the basis for faster decisions.
The pLG TMS from proLogistik provides freight forwarders and transport companies with a solution that pursues precisely this integrated approach. Companies benefit from a central database, automated processes and significantly higher process reliability.
Those who take the step today from Excel-based piecemeal work to end-to-end digitalization create the conditions for sustainable competitiveness in an increasingly dynamic transport market.
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