Challenge
Standardize and integrate data flows across production to improve operations, collaboration, and reporting.
Solution
Next Gen TMS from Siemens, plus deployment, service desk, and consulting services.
Results
Fuel can be tracked arrival at the depot and throughout by transporter to delivery to the petrol pump in near real-time, from with report-ready aggregated data.
Time for transformation
OKQ8, one of Sweden’s largest fuel providers, wanted to standardize and integrate data flows in production to improve operations. Siloed systems meant data was often sent in spreadsheets via email, leading to inefficiencies and unnecessary data duplication. Additionally, there were new regulations on the horizon which would demand greater traceability than was currently available.
“The existing system relied on staff who knew how it worked, making onboarding of new employees difficult and leaving OKQ8 at risk if someone left the company,” says Claes Engman, Senior Specialist Consultant at Plantvision. “They didn’t just want to upgrade their existing systems but transform it so they could use their production data to drive efficiencies across operations and improve customer service.”
The optimal partner for the job
OKQ8 decided to switch to a next-gen TMS (Terminal Management System) and chose Plantvision to work with them to define requirements, implement the solution, and run the TMS service desk operations.
“We deployed and set up an integrated TMS solution from Siemens and helped OKQ8 transfer much of their existing production data into the system so they didn’t have to start from scratch,” says Ann-Sofi Fagerström Senior Consultant at Plantvision. “Today, we run support for the system, ensuring it is updated, fixing bugs, and managing issues. We’re also on call if OKQ8 staff have user queries or want to implement new functionality.”
Connecting six key production areas
The next-gen system connects six key production areas, bringing transparency to operations and almost real-time monitoring. With one standardized system, users can follow a product from its journey to the depot, through production, to delivery to customers. The touchpoints covered by the TMS are:
Goods received informs users of expected (or changes to) deliveries, transport modes, and arrival dates.
Inventory management logs the deliveries and alerts users to any discrepancies between expected and actual volumes, grades, and recipes. Users can view the location and inventory levels of different fuel recipes at any time. This includes regulatory requirements for emergency fuel repositories.
Recipe Management enables users to plan and create recipe production based on requirements. This can be done to meet changes in climate conditions (i.e., cold weather fuel) or an unexpectedly high demand for specific recipes. Each batch is given a unique identification number so it can be traced throughout production.
Order Management is a complete logistics system used to plan the efficient delivery of fuel to customers across the country. It includes resource data such as driver and truck availability through to sales orders.
Shipment Management logs the delivery of goods. Automatic production of bills of lading – with recipes, volumes, batch, and customer numbers and dates – ensures full traceability. Once deliveries are received, invoices can be automatically sent.
Empowering operations through an integrated approach
“Each of these processes provides added value to OKQ8, but it’s when you combine the system touchpoints and aggregate the data that the magic happens,” continues Engman. “For instance, based on consumption patterns, you can order new fuel deliveries and plan recipe production in advance within the same IT system. You can set alerts to warn you if supplies are running low, and if there are any issues with a specific batch, you can instantly see where it is in the process, alert people, and recall or stop deliveries. This wasn’t possible in the previous solution.”
Improved reporting
On top of this, the system also facilitates improved reporting. Data can now be filtered by shipment, recipe, and tank events, among other things, and presented in different formats, including Excel and PDF. And, with full traceability, data can be easily gathered from the system and submitted to a customer or regulator if requested.
“The system is designed to support users in almost real-time, providing data-driven insights into production and delivery,” says Fagerström. ”And, as all data is logged, it can be used to see different seasonal or consumer trends to help with long-term planning. It’s been a real gamechanger for OKQ8.”
