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Implementation of a Transportation Management System for a Passenger Carrier.

The passenger carrier, one of the largest rail transport operators in Poland, has decided to implement a modern Transportation Management System. The decision was based on the need to replace outdated systems, build a multi-site integrated software system, improve operational efficiency and comply with current legal and business requirements. The project included the implementation of the system at 14 regional plants and the company’s headquarters.

Challenges

  1. Integrate system functions from multiple legacy systems in operation
    • Transition from current systems to a single cohesive system for transportation management.
    • Maintain continuity of operations during data migration.
    • Implementation of new business processes
  2. Complicated organizational structure:
    • Diversified needs of 14 regional plants and headquarters.
    • Each regional plant had individual rules for remuneration and process management of rolling stock and human resources
  3. Compliance:
    • Tailor the system to meet labor law, fleet management and data protection requirements.
  4. Employee training:
    • Training of employees from various professional groups, including conductor teams, train drivers and technical facilities.

Solution

The SZT system was designed as a comprehensive tool to support the planning, scheduling and management of freight, rolling stock and employee processes. Key functionalities included:

  1. Planning and scheduling:
    • Train work.
    • Scheduling of driver teams, conductors and technical support.
  2. Records and Accounts:
    • Time recording.
    • Automatic generation of data for HR and payroll systems.
  3. Rolling stock management:
    • Records of vehicles and their parameters.
    • Maintenance and repair planning.
    • Exclusions and inclusions
    • Managing the inspection process P1 to P5
    • Documentation documenting the review processes
    • Electronic measurement cards to digitize data and implement Predictive Maintenance
  4. Circulation:
    • Planning and implementation of rolling stock circuits, including assignment of vehicles to specific relations and routes.
    • Defining activities to be performed between runs.
    • Automatic validation of the compliance of circuits with the timetable.
    • Generating reports on circulation performance and optimization.
  5. Integration:
    • Connection to existing systems, such as payroll system , cost and revenue analysis system, ERP and others.
  6. Mobility:
    • Provide a mobile application for traction team and conductor employees, enabling:
      1. Work planning
      2. Accounting for working time
      3. Access to railroad documentation
      4. Access to timetables
      5. Chat

Implementation process

  1. Pre-implementation analysis:
    • Gathering business requirements during a workshop with the Employer.
    • Creating a detailed business concept.
  2. Pilotage:
    • Test implementation in a selected business unit.
    • Verification of the correct operation of the system.
  3. Training:
    • Preparation of training materials and workshop sessions.
    • Dedicated workshop for conductor teams, train drivers and technical departments.
  4. Production implementation:
    • Migration of data from legacy systems .
    • Integration with the client’s information systems
    • Start operating the system in all business units.
    • Implementation of new areas circulation, dispatching
  5. Post-implementation support:
    • 12-month post-implementation assistance to provide user support and eliminate potential bugs.

Results

  1. Improving efficiency:
    • Reduce planning time for rolling stock circuits and work schedules.
    • Automate the generation of operational reports.
    • Significant reduction in data preparation time to pay several thousand field staff
    • Introduction of a number of system safeguards that allow for proper control of data related to the HR and payroll area and the fleet mai
  2. Improving management:
    • An integrated system to better monitor and manage rolling stock and personnel.
    • Centralization of fleet and personnel data in a single system.
  3. Compliance:
    • Full compliance with legal requirements and internal company regulations.
    • Reporting UTK (in Poland) , CSO
    • Operational and financial controlling reports
  4. Better tools for employees:
    • The mobile app has improved time accounting and schedule management.
    • Greater convenience for workers in the field with mobile functions.
    • Ability to prepare railroad documentation “from the ground” – brake test card , list of wagons in the yard , confirmations of familiarization with railroad documentation
  5. Circulation:
    • Implementing the strategic circulation process – a plan for years to come
    • Implementation of operational circulation process – circulation process to purchased timetables with the possibility of re-circulation in case of disruptions on the railroad traction , unavailability of human resources, etc.

Applications

The implementation of the system for the passenger carrier was a success, providing modern tools to support the carrier’s daily operations. The project was completed on schedule and met key business objectives. The success of this implementation can serve as a model for other carriers looking for solutions to optimize their operations. Thanks to the functionalities used, the passenger carrier has gained a platform to further digitize processes and introduce modern technological solutions in the years to come