 |
|
EHN Archives home page |
|
Executive Report: Paperless processing A web-based proof of delivery system recently introduced by Scottish hirer, Martin Plant Hire, is enhancing efficiency for both staff and customers. Given the volume of transactions they typically undertake each day, hirers generate a considerable amount of paperwork, and keeping track of it can prove difficult. However, Motherwell-based Martin Plant Hire has just introduced a pay-as-you-go proof of delivery system throughout its 16-strong branch network across Scotland, which significantly reduces the number of printouts that need to be generated, and makes it easier for the hirer and its customers to track the whole supply chain process. At the beginning of 2008, the company began trialling the POD Father system at two of its busiest branches, namely South Gyle in Edinburgh, and Leith. Developed by the Valley Technology software developer, which has its headquarters in the Scottish capital, it is designed for use by any business that requires signed paperwork to complete the invoicing process. Web based technology “Like many other hire companies, we had previously been dependent on traditional paper based systems, and the printouts for a job could get lost or misplaced, particularly by customers’ staff on work sites,” Douglas Smeaton, Martin Plant’s Regional Manager for the east of Scotland, told EHN. “Other organisations, such as courier companies, are successfully adopting electronic solutions, and we decided to look at ways of doing something similar, using web based technology.” At the company’s hire desks, transactions are entered in the conventional way using the existing computer terminals and software, and customers electronically sign for goods collected at the branch. Details are then logged on a remote server, providing a permanent record. “However, the POD Father set-up also enables our field sales reps and delivery drivers to capture signatures from customers irrespective of their location. This, in turn, helps us to process invoicing more quickly and effectively.” As well as an internet connection, the system requires mobile workers to be equipped with a GPRS/3G enabled handset, or PDA, which receives order details from the hire depot. Completed proof of delivery notes are then available on-line through the system’s main web site, or downloaded to be integrated into the user’s own software program. They additionally have the option of having a customised, real-time portal via their existing web site, to give both staff and customers access to the delivery notes. The POD Father can also record details of collections and exchanges. The system has recently gone live throughout the entire Martin Plant Hire depot network, from Inverness to Ayr. “Staff found the training straightforward on the POD Father system and they estimate that entering typical hire contract information takes only an additional 20-30 seconds,” says Douglas Smeaton. “However, the benefits are considerable, because it makes it faster to answer queries. Customers can have the electronic signature and details e-mailed to them as confirmation, and all the records are time and date stamped to show exactly when equipment was hired and off-hired, as well as who dealt with the transaction. They can also access their details via a secure log-in portal via our web site, saving time and phone calls for their staff and ours. “We believe that the new system gives us a competitive edge, enabling real-time access to proof of delivery details, and the level of customer service that clients perhaps normally associate with much larger organisations,” says Douglas Smeaton. “It also enhances our green credentials, by reducing the volume of paperwork that has to be generated, although hard copies can obviously be provided if required. Our goal is to make paperwork a thing of the past, and this is helping to speed up the process.” • T
0131 510 0141 Executive Hire News › Archives › August 2008 › Executive Report › Paperless processing
|
