manual planning

3 common challenges facing ‘Manual’ route delivery planning

Introduction

For Logistic Managers and Delivery Schedule Planners, organising and ensuring the delivery of goods from your warehouse to your customers, within agreed service levels, requires a well configured delivery schedule. But if you are like most businesses with a last mile distribution task, planning a multi-vehicle delivery operation with constraints and variables can become a mammoth task, especially when completed by ‘manual’ methods.

‘Manual’ Methods

By ‘manual’ methods, we mean planning delivery route schedules through traditional methods such as white boards, Excel spreadsheets, bundled sets of consignment notes and Google Maps. 


Read on to see the 3 reasons why ‘manual’ planning your last-mile delivery routes is hurting your business, and why you need Scopta’s Run and Route to improve your overall last-mile delivery planning.

1. Manual route planning is prone to human error and requires time!

‘Manual’ planning methods through spreadsheets and mapping tools require a lot of time and effort to do correctly, to ensure all your deliveries are accounted for. But when you have deadlines on when delivery schedules are ready for your fleet, how can you ensure the accuracy and efficiency of your plans? 

The complexity of a last mile delivery task increases significantly with only a few constraints such as cargo / vehicle compatibility or constrained delivery windows.  Even a very experienced planner can’t manually calculate a highly optimised schedule that satisfies all customer requirements.

Having to go back and forth between Google Maps and delivery lists, while creating a spreadsheet increases the chances of making mistakes that could prove costly. Manual planning or ‘planning by hand’ is complex and prone to human error. This can result in inefficient routes, increased delivery time and cost and worse – losing customers because of late or missed deliveries. 


Even with a great manual planner on your staff, there is significant key personnel risk when all of the required knowledge is invested in one to two people, rather than systematised in a scheduling application.

2. Manual route planning is inefficient and expensive

We’ve seen how ‘manual’ delivery route planning is a notoriously difficult task and puts at risk your ability to meet customer SLAs.  The second issue is the cost and inefficiency that manual planning can drive into your distribution function.  

As a direct result ‘manual’ planning can impact your bottom line through poor route planning and mismanagement of resources such as:

  • Increased capital investment due to operating a larger transport fleet than required;
  • Increased labour costs due to drivers travelling longer distances and working longer hours, and 
  • Increased fleet operating costs

Why settle for a competent delivery schedule, when you can have an optimised delivery schedule, that meets your requirements and can see your team save time and reduce operational costs?

3. Managing growth and have the ability to scale is difficult with ‘manual’ route planning

One major challenge with ‘manually’ route planning is dealing with change and scale. For example, as your business takes an upward trajectory, so too does your demand. Being able to successfully manage growth by adding in more deliveries and locations ‘manually’ can place added pressure to an already lengthy and difficult process. The only real solution by way of your current ‘manual’ process, is simply putting in extra effort and time to correctly cater to new customers and businesses. 


Another challenge is being able to manually plan for last minute changes and added deliveries. This can take the form of specific road closures and re-planning delivery routes, delivery windows and changing availability from customers, and additional deliveries to name a few.

The ability to deal with adverse change is restricted and difficult through ‘manual’ planning. By not having an agile system it can lead to poor delivery schedules with inefficient delivery routes, not to mention the stress placed on Logistic Managers to add additional delivery locations and the additional pressure placed on Delivery Drivers to meet their deadlines.

Take the leap with Run and Route

Scopta Run and Route is an automated solution that can help you and your business deal with complexities of operating a last-mile delivery business and/or company. As described earlier, manually planning delivery route schedules raises many challenges around the significant amount of time and effort required to create a delivery schedule, the inefficiencies of manual planning and the difficulty of dealing with change and ability to grow and scale. 

Scopta Run and Route equips your business with a purpose built tool that simplifies the way you plan and organise your delivery fleet. Powered by an algorithmic engine, your Logistics Manager and Delivery Scheduler can plan schedules faster and with more accuracy, reducing the time spent planning and ensuring a compliant schedule.

Run and Route will also allow you to organise and distribute your resources more effectively, meaning that you can be assured that your Delivery Drivers are taking the most optimal set of routes, saving time and reducing operational costs. 

For more information around Scopta Run and Route or to start a free trial, get in touch with one of our team members today.

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Route planning

Lead the way with the right route planning tool for you and your business


Introduction

Navigating through last-mile delivery offerings can be a daunting task, as you figure out which route planning software tool is the most applicable for your team, your business operation needs and budget. When considering Scopta’s Run and Route planning software, there can be a range of important factors to consider, such as:

  • Finding the best tool to reduce your operational costs and improve your bottom line;
  • Purchasing the necessary functionality to streamline current business planning and supply chain management,
  • Identifying gaps within your current operations that could benefit from an automated software solution, as you seek to make technological advancements,
  • Selecting the correct route planning tool that has the capacity to deal with your business intricacies and complexities, such as delivery windows, drop off specifications and vehicle compatibility.

As you work through the finer details of other route planning software providers, understand Scopta’s Run and Route and take a look through our customer profiles to see which one best aligns with you and your business.


Customer Type Summary

Customer ProfilePain Points and Challenges
General ManagerReducing operational costs Managing day to day to operations
Vice President of Logistics and PlanningMeeting customer demand and ensuring a safe and smooth operation Supply chain management and refining processes
Digital Transformation ManagerImproving business processes through AI solutions Simplifying and streamlining procedures
Delivery Schedule PlannerCreating a efficient delivery schedule that meets customer demand

Are you a General Manager?


Scopta’s Run and Route’s first customer profile describes General Managers of medium to large sized LPG Gas Distributors (1000+ employees). They hold a management position within the organisation – and are charged with overseeing the day to day service and deliveries of their distribution centre. With broad industry experience and academic qualifications, this GM drives strategy and performance across his business in revenue growth, cost reduction, operational efficiency and customer experience

As business and demand continues to grow so does the business’s costs; mindful of their bottom line and an eye into the future, they seek for alternative options that can aid the delivery scheduling team in being able to meet their customers’ needs by making deliveries on time and on demand, and reducing the man hours spent on creating schedules through old hand method ways like excel and google maps.


Does this sound familiar? If so, our Run and Route tool helps solve the above challenges by creating an optimal and efficient set of routes, reducing drivers’ travel distance and accelerating the delivery process.

Are you a Vice President of Logistics and Planning?

Aligned closely with the General Manager, Scopta’s Run and Route next profile holds an executive role within the company and leads the logistics and planning functions. Tasked with ensuring the quality, efficiency and scalability of the supply chain, the Vice President of Logistics and Planning is constantly looking for systems, processes and technical solutions to gain and maintain competitive advantage

Overseeing the supply chain processes of a large distribution centre of a goods company, they take a great deal of interest in business processes and delivery outcomes and performance, with a desire to stay at the forefront of the industry. Taking a measured approach to how best to improve the service and delivery of their goods, they are on the constant lookout for solutions that can streamline the planning of delivery schedules and achieve efficient and cost effective planning

Open to technology advancement, they see the implementation of a route planning software program as a great advantage for route planning for more efficient delivery schedules. 
Does this sound familiar? If so, our Run and Route tool helps solve the above challenges by being market leaders in route optimisation, and being a functional and agile tool that simplifies the way you plan and deal with last minute adjustments.

Are you a Digital Transformation Officer?

With an eye to the future and a strong understanding of current business operations, our next profile looks to advance the company through digitalisation and with the integration of  artificial intelligence. As a key decision maker with a background in information technology, they are motivated by efficiency and productivity, constantly looking to refine and improve streamlining supply chain processes. With a view to automating and digitising where possible, the Digital Transformation Officer sees potential to improve the last-mile delivery planning process, which currently involves a mixture of data sources, manual processes, online mapping tools and excel spreadsheets.  This results in labour intensive processes, a lack of optimisation, barriers to scalability and key personnel risk. 

The Digital Transformation Officer plays a vital role in the continual refinement of these practices, looking to streamline their processes through optimisation as they look for the best route planning software for their business requirements. 


Does this sound familiar? If so, our Run and Route tool helps solve the above challenges through automated route planning solutions. Streamline the way your team plan and organise their trucking fleet, with a single tool containing all the functionality your team needs to deal with your business requirements.

Are you a Delivery Scheduler Planner?

Last but not least, the Delivery Scheduler. They have the critical role of planning the routes and delivery schedules for their 20+ trucking fleet. Equipped with nothing more than a spreadsheet, an online map and vast experience (perhaps having been a delivery driver themselves), they spend the better part of their week organising delivery schedules. 

Motivated by meeting customers’ demand and ensuring deliveries are completed, there are many variables and barriers that they face. Dealing with the complexities of considering delivery windows, driver availability, infrastructure and truck requirements and specific load types, all while making sure delivery schedules are ready by the first delivery is a time-consuming and extremely difficult task when completed by hand. 

Perhaps a route planning software tool could help?

Does this sound familiar? If so, our Run and Route tool helps solve the above challenges through its powerful optimisation engine. Be enabled to do more with a centralised system that deals with complex scenarios and variables, ensuring that you produce not only an error free delivery schedule but an efficient and cost effective set of routes.

Speak to our team now based on your above persona

If any of the following profiles or challenges resonate with you and your business, please reach out to one of our team members to discuss how Scopta Run and Route can assist, using the below contact form. 


With a strong understanding of the constraints and challenges last mile delivery and route planning entail, the team behind Scopta Run and Route are dedicated to working along side you to improve your business processes and route planning through automation and optimisation.

Run and Route Contact Form

Biarri Workforce New Feature Release: July Edition

With the end of the Financial year coming to close, and as Businesses continue to adjust to our new normal, the team behind Biarri Workforce continue our commitment to improve and simplify workforce rostering and planning. With our users in mind, our development team has updated and created additional functionality to equip you the user with the necessary tools to improve the way you:

  • View KPI’s and create reporting for exporting;
  • Manage your employees work schedules across multiple rosters 
  • Improve visibility of rosters when planning with simplified user interface functionality and
  • The way employers manage employees fatigue and qualification compliance 

Read on to see how Biarri Workforce continues to simplify and prepare your workforce scheduler to create optimised workforce rosters and work schedules. 

  1. Roster Export Additional Employee Columns  

Reduce confusion and assure your employees with the option to increase your employees visibility with additional ‘Employee Fields’. When downloading or exporting your roster, you have the choice to include or exclude the following employee details from your roster. Better manage your employees’ details with the new employee columns. 

2. Include shifts from non-primary roster

Better manage individual employee rosters by being able to include shifts from non-primary rosters. When downloading rosters, include or exclude shifts from non-primary rosters with Biarri Workforce’s new toggle option. Perfect for employees who work across multiple departments and perform multiple functions, keep track and improve the way you plan and organise their roster.


3. Customisable report titles

Create clearer reports and configure ‘titles’ and ‘subtitles’ before downloading your roster. With the ‘Suggested Titles’ selector – correctly title and label your rosters based on intelligent suggestions.



4. Roster KPI’s – Paid hours/ total days sub totals 

Make more informed decisions with Biarri Workforce’s improved ‘RosterKPI’s’. With the enhanced KPI functionality, users will have the option to view the sub-total paid working hours and total days. Helpful and useful when dealing and managing fatigue, increase your workforce planners and users visibility over working hours, ensuring employee hours do not exceed CBA regulations.

5. Powerful roster view filters

Improve your user experience with the new Biarri Workforce filter options. By clicking on the following ‘filter’ icon dropdown in the Rostering’ tab, your user will now be able to organise and switch views by selecting the necessary filters, creating a more clearer and purposeful roster.

6. Fatigue and Qualification Compliance Reporting 

Found in the ‘Admin’ tab, users will now be able to export fatigue and qualification reports under the ‘Roster Validation’ sub header.
Make compliance and safety a priority by ensuring you have the correct employee with the correct qualification, to perform the necessary tasks. With Roster Validation’ reporting, your Workforce Planners and users will be able to stay up to date with employees who do not satisfy the requirements to perform specific tasks and roles. From alcohol tests to site compliance, roster validation will highlight when employees are in breach of rule specifications outlined.

If you want to know more about any of the features mentioned above, we invite you to leave your contact details in the contact form below and one of our team members will get in touch with you. Or if you want to know more about Biarri Workforce follow this link.

Workforce Contact Form

Changing the landscape of Route Optimisation

Introduction

Getting from point A to point B is a simple enough task to be completed on most devices, through various different apps and software. But what happens when you have to get from point A to point B and now point C with consideration of other factors like availability windows and route preference? Scopta have developed Run and Route a route optimisation software that deals with the complexities of vehicle and delivery routing.

Read on to discover Run and Route and how it is changing route optimisation and vehicle routing.

Scenario

Barry is the Operations Manager at a warehouse depot for a biscuit company and is in charge of the planning and organising of the distribution of goods sold across Sydney. Barry is tasked with delivering 400 orders to be delivered between 20 trucks, exactly 20 orders per truck. For the last 10 years Barry has used a combination of Excel and Google Maps to figure out their delivery routes. He plans his delivery schedule a week in advance, and spends a large portion of the week carefully mapping out delivery routes. Barry is restricted by both time and cost, trying to figure out the fastest and most efficient route.

Planning out a delivery schedule by hand is notoriously difficult and time consuming, not to mention subject to human error. Manually working between Excel and Google Maps to find the best delivery order is inefficient and also raises challenges such as the Travelling Salesman Problem or TSP, which is simply finding the best order in which to visit a set of locations. Through traditional methods of Excel and Google Maps it won’t tell you the best way to order those stops to give you the overall shortest or fastest route but instead show you the quickest route from point A to point B. Now say you throw in point C and point D? An extra level of complexity is added with additional locations. How is Barry to know which location to begin with and the order to complete the rest of his deliveries?

With Run and Route, Barry will have a centralised solution that will allow him to input information about his locations and trucks, and automatically configure the fastest and most cost effective delivery routing schedule. Traditionally, Barry might have begun his route at point A, followed by point B, C and D in that order. By inputting this data in Run and Route, Run and Route will determine the optimal delivery schedule that would show that this particular truck should begin his delivery route at point C, then point A, then point D and finishing at point B. 

Another challenge Barry and other Operations Managers face is creating a schedule that considers delivery time windows and customer availability. Factoring customer availability and time windows is a crucial and important aspect of determining the optimal routes for a fleet of delivery vehicles. For example one shop in Bondi has a strict 2 hour delivery window between 5:00am and 7:00 am, while another customer in Redfern is a bit more flexible and is open for deliveries from 6:00 am to 12:00 am. Manually working through these intricacies one truck at a time not only requires an incredible amount of thought and time, the level of complexity dramatically increases with scale

run and route

Solution

Run and Route is Scopta’s Vehicle Routing offering, designed to simplify the planning process for last-mile delivery. It is useful for businesses with multiple vehicles that each perform multiple deliveries per day. Run and Route can help your business cut variable costs and improve your customer service. Remain efficient and competitive with a quality Vehicle Routing Solver that simplifies the role of your Operations Manager and the way you plan and schedule your deliveries. Be confident and assured with the quality and accuracy of your schedules with Run and Routes powerful engine.

Want to know more? Speak to a team member today and find out how Scopta Run and Route can automate your vehicle routing.

Run and Route Contact Form

Biarri FIFO Management

Grounding the complexity to Fly in Fly Out management

Being able to close the labour and skill gap is a critical factor in sustaining growth and maximising profitability for remote operations. It is imperative that companies have the tools and skills available to unravel the complexity to FIFO management.

FIFO workforces are commonly used by large infrastructure and resource projects in remote regions including rural and offshore. These regions often don’t have adequate infrastructure or an available local workforce with the right skillset which leads to companies requiring the use of workers from interstate and sometimes overseas.

The FIFO problem is complex for many companies. It involves determining efficient ways to move people via aircraft, taking into consideration: multiple projects at various phases over multiple locations, with a dynamic workforce utilising different skillsets on a variety of roster patterns, as well as using a fleet consisting of different types and numbers of aircraft.

Often the goal with FIFO management is to determine the number, and type, of aircraft needed in order to minimise cost whilst working with the opposing objectives of ensuring: the staff arrive before the start of their shift (but not too early), depart after the end of their shift (but not too late) and keeping travel durations to acceptable lengths (to ensure low fatigue).

Balancing FIFO Complexity

Analytics to break through the complexity

With this level of complexity, a traditional excel approach lacks the rigour and power to find the most efficient and effective results. As a result we’ve developed a number of different FIFO optimisers at Biarri to help ensure the best outcome for clients.

The reality is that there are often many more factors that need to be considered which complicates the problem further. Each FIFO optimisation problem often turns out to be quite different once the detail of the problem is better understood.

High Level FIFO Requirements

Some companies just want us to help them “define their fleet, or travel requirements” so they can then go out to tender (it also helps to keep the vendors honest), others actually want an operational tool. Others may be looking to see if there is a business case for upgrading an airport (e.g. if the airport is upgraded, then larger aircraft can be used which can reduce the need for bus in bus out (BIBO) which will alter their risk profile due to road km and can dramatically alter travel durations).

Specific FIFO requirements

Our clients often want different levels of detail in the solution. Some are happy with a solution that ensures adequate movements at the week level (e.g. 15 flights of aircraft type A between locations B and C per week), others want very detailed minute by minute schedules which take into account: turnaround time, time between takeoff and landing, number of aircraft gates with solutions showing exactly who is travelling on which flight and aircraft and when.

Across Multiple Projects

Our clients have also had multiple projects which are often on the go at the same time and sometimes different priorities are given to different projects. These priorities can be used to ensure that if all the people movement demands can’t be met, then the lower priority movements are less likely to be satisfied.

Optimising the time horizon

The optimisation time horizon can also vary significantly with some clients optimising over a 24 hour period (or even less if they want to re-optimise in the middle of the day due to unpredictable events such as delays due to weather) through to clients wanting higher level schedules over several years to help them make strategic decisions and determine how their fleet needs to change over time.

Understanding the constraints

Constraints such as: the maximum distance an aircraft can travel before needing to refuel, maintenance schedules and the refuelling locations themselves often also need to be considered. We’ve dealt with both fixed and rotary wing (helicopters) aircraft. Helicopters have the additional complication of sometimes having to take more fuel (and thus weight) to travel further, which results in the reduction of passengers because of the helicopter’s limited total payload capacity.

Finding the right FIFO parameters

We have outlined some of the parameters that our FIFO optimisers have considered. It is by no means comprehensive and we can always include new parameters if a different problem requires them but it gives a good understanding into the different variables that can, and should be considered.

Some of the typical inputs include:

  • Location
  • Hours of operation
  • Refuelling capability
  • Refuelling duration
  • Availability (i.e. you can specify a start and end date for which the airport is available)

  • Serial number
  • Category (e.g. fixed wing or rotary wing)
  • Type (e.g. DASH 8-200)
  • Average speed
  • Passenger seats
  • Maximum payload
  • Fuel density
  • Fuel tank capacity
  • Re-fuelling time
  • Fuel burn rate
  • Base location
  • Availability (i.e. you can specify a start and end date for which the aircraft is available)
  • Costs

  • From location
  • To Location
  • Distance
  • Aircraft types able to fly this leg

  • Origin
  • Destination
  • Project
  • Number of passengers
  • From Date
  • To Date
  • Arrive Before (i.e. must arrive on their first working day of the roster by this time)
  • Depart After (i.e. must depart after this time on the last working day of the roster)
  • Roster Pattern (e.g. 14:14 = 14 days on, 14 days off)
  • Day of week (i.e. which day of the week can this person travel)
  • Group (demands can be grouped together to allow the user to specify which demands can be grouped on the same aircraft)

Some of the typical outputs include:

  • Total flights
  • Total distance flown
  • Total fuel burned
  • Total number of aircraft required
  • Utilisation Percentage
  • Total unused pax capacity
  • Total passenger demand
  • Total passenger demand satisfied

  • Serial number
  • Date
  • Total pax
  • Total hours flown
  • Total distance flown
  • Total fuel burned
  • Total flights
  • Total legs
  • Cost

  • Flight ID
  • Resource ID
  • Pax capacity
  • Available pax capacity (this is < pax capacity if the fuel weight is a limiting factor)
  • Total used pax
  • Utilisation Percentage
  • Departure location
  • Departure date and time
  • Arrival location
  • Arrival date and time
  • Day of week
  • Total distance
  • Total hours flown
  • Total fuel burned
  • Fuel weight at start of leg
  • Refuel at destination (true or false)
  • Turn around time
  • Cost

  • Flight ID
  • Origin
  • Departure date and time
  • Destination
  • Arrival date and time
  • Project
  • Pax

  • Project name
  • Total demand
  • Total satisfied demand
  • Total unsatisfied demand (e.g. this will be non zero if there is not enough capacity to transport demand)
  • Total impossible to satisfy demand (e.g. this will be non zero if a flight path has not been specified in the inputs that results in some demand being impossible to satisfy regardless of aircraft resources available)

  • Flight ID
  • Number of instances (i.e. how many times is this flight route flown at the same time – but on different dates)
  • Resource
  • Date of first flight
  • Date of last flight
  • Day of week
  • Departure time
  • Arrival time
  • Total people
  • Total distance
  • Total hours flown
  • Total fuel burned

Unravel the complexity to FIFO Management

The work we have done for companies such as Arrow, Origin, QGC, BMA, IBS, and Santos has shown us that despite having FIFO problems, they all required different approaches in order to achieve the right result.

This has demonstrated to us that when approaching a FIFO problem, where so many different variables have to be considered depending on the client, a standard approach (Commercial off the shelf product) and excel models will generally struggle with the complexity.

Having a tool built around specific variables demonstrates the benefits to bespoke solutions for FIFO problems.

Find out more about Biarri in Mining >>
Find out more about Biarri in Oil & Gas >>
Find out more about Biarri and FIFO Scheduling >>

Or, Get in contact so we can discuss your requirements.