Boryszew S.A.: How we reduced vehicle handling time by up to 40%

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• Boryszew S.A.
• Boryszew ERG Branch in Sochaczew
• Boryszew ERG is a company with over a 100-year tradition, currently owned by one of the largest industrial groups in Poland: BORYSZEW S.A. Capital Group. The company is a manufacturer of, among others, the most recognizable radiator fluids – BORYGO.

A well-organised warehouse is one of the most important elements of an efficient company. How was your warehouse organised before implementing the solution? What did the process of booking your carriers look like?

Adam Jasiecki: Carriers and suppliers notified us of the vehicle’s arrival by phone and e-mail. We created the schedule manually for our own purposes. We did not have information about the driver’s details or the registration number of the vehicle. We were informed about the time of arrival of the truck for loading at the last minute, which made it difficult to plan the work of the warehouse properly. Our warehouse is very large. There were often situations when we did not know whether a vehicle had already entered the warehouse or not.

Justyna Lusztak: We had to deal with queues at loading and unloading almost every day. We had no data showing the exact time of arrival and departure of carriers and suppliers. We also lacked a tool for communication between employees – namely security guards, storekeepers and logisticians.

Why did you become interested in the time slot management solution?

A.J.: We knew that there would come a time when digitalisation of the warehouse processes would be necessary. There appeared problems with queues at loading and unloading, the warehouse was not able to handle the ongoing tasks.

Why did you choose the tool offered by Trans.eu – the Dock Scheduler?

J.L.: We chose Trans.eu for its wide range of IT services offered to manufacturers, especially in the area of logistics support. The functionalities available on the platform, time of project implementation and costs distinguished the offer from others.

How was the implementation of the Dock Scheduler performed in your company? How would you rate the cooperation with your account manager?

J.L.: The implementation itself took about 2 months. Apart from working with the account manager, we also contacted the people responsible for developing the module and the Trans.eu implementation department. After signing the order, we received the implementation schedule, which outlined all the steps. At any time we could count on the support of the people involved in the project.

Which areas have been improved?

J.L.: First of all, we were able to organise our loading and unloading process. Employees from security, warehouse, logistics and purchasing departments have access to the platform, so we work in one environment and the flow of information is much more efficient. We can see what is happening with the vehicle at any time: from its arrival at the warehouse gate, through loading/unloading, to the vehicle’s departure from the warehouse premises. Queues at loading and delivery have been reduced. Subcontractors are satisfied. We also have more control over the vehicle and, if necessary, the possibility of flexible change of operation times.

We have been able to reduce vehicle handling time by 40%, we have consistent communication and information flow within the organisation, the warehouse work is planned and distributed evenly throughout the day.

Change always causes anxiety and even resistance among employees. What were the greatest fears in your company before the system implementation? How did the warehouse employees react to the changes?

A.J.: It is true, every change causes anxiety among employees, especially if a new technological tool is introduced. Trans.eu trainers conducted workshops on the use of the platform for all groups that will benefit from the tool. The biggest concern was making changes to the security and warehouse staff. Fortunately, the modules proved to be clear and easy to use. And also safe, as they prevent unauthorised access to specific functions of the platform. After a few presentations of the system, Justyna and I appreciated the simplicity of the tool and were not afraid of the technological barrier. We just had to translate the current process into a new model of operation and it worked.

How did your contractors (carriers) react to the new way of booking?

J.L.: All our regular subcontractors use the Trans.eu Platform and they are familiar with this work environment. The change of the operating model and the necessity to make bookings via the Dock Scheduler did not pose any major problem for them, especially that it does not entail any additional costs.

What do you think has been the biggest challenge during the whole implementation process?

J.L.: Changing habits and convincing people of the benefits of implementing the new tool. Making a change requires bold actions and taking responsibility. In consultation with the company’s Management Board and the warehouse manager, we decided that this was the right step and would bring us tangible benefits in the long term. We regularly work with companies that use similar tools, so we thought it would be a good idea to introduce something similar here as well.

What does it look like now, has the intended effect been achieved after the implementation of our system?

J.L.: We have achieved our goals. It was not easy at first, but after a few months of the implementation we can see that the tool has been accepted by the employees. We managed to shorten the time of vehicle handling by 40%, we have consistent communication and information flow within the organisation, the warehouse work is scheduled and distributed evenly throughout the day.

You are now actively making use of time slot management. What has changed in the warehouse operation after implementing the tool?

A.J.: First of all, we are able to continuously monitor the vehicle from its arrival to its departure thanks to the available statuses on the platform. We have access to current and historical data on our deliveries and shipments. Since 80% of deliveries are booked the day before, we are able to keep to the warehouse schedule. At the end of the working day, we have an overview of whether all the scheduled bookings have been completed. In the event of unexpected changes, we can also respond in real time, which gives us full flexibility.

What is the situation now? Do warehouse employees see some value after implementing the tool?

A.J.: Most of all, we have order in the process. The tool is simple, user-friendly and accessible to anyone involved in the loading and unloading process. The statuses give us real control over what happens to the vehicle from arrival to departure. Employees have seen the value of the implementation and now the Dock Scheduler is no problem for them. At the moment, all deliveries are booked, which has helped us to reduce delays.