Streamlining Exception Management in Logistics with Carguber’s Solutions

Exception management is a critical component of logistics and supply chain management, especially when dealing with complicated operations involving various carriers, vessels, and tight schedules. The ability to successfully manage exceptions is important for minimizing delays, lowering operational risks, and increasing customer satisfaction.

Let’s look at how Carguber assisted a multinational logistics organization in resolving major issues with handling exceptions in its business processes. Carguber used advanced exception tracking and approval workflows to develop a system that optimized the entire process, offering real-time visibility and rapid issue resolution.

The Challenge

The client, a multinational logistics provider, faced a series of complex challenges with exception management, affecting their ability to resolve issues quickly and maintain smooth operations. The most pressing issues included:

• Lack of Visibility and Control: The client struggled with limited visibility into the status of exceptions across their operations. With numerous carriers, vessels, and shipments to manage, they found it difficult to track and manage exceptions in real time. As a result, they were unable to respond promptly to delays or disruptions, which led to missed deadlines and unhappy customers.
• Manual Exception Tracking and Resolution: Exception tracking was mostly manual, relying on spreadsheets and paper-based communication. As exceptions were raised (e.g., delays, damages, misrouted shipments), they were manually recorded, tracked, and communicated across multiple departments. This process was slow, error-prone, and created inefficiencies, as staff often struggled to access the right data when exceptions were raised.
• Slow Approval Process: Once exceptions were raised, they had to go through a lengthy approval process before being addressed. Delays in approving exceptions often meant delayed responses to critical issues, such as changes in vessel schedules, new estimated times of departure (ETD), or delays in arrivals (ETA). This caused a repeated effect throughout the supply chain, impacting customer satisfaction and operational efficiency.
• Inconsistent Data Across Systems: Managing exceptions across various systems, such as CargoWise for booking and tracking, and external carrier platforms for vessel and transit data, created discrepancies and data barriers. This lack of synchronization between systems made it difficult to cross-reference key data such as exception summaries, ETDs, and carrier schedules, leading to confusion and delayed decision-making.

Carguber’s Solution:

To address these challenges, Carguber implemented a comprehensive exception management solution that integrated smoothly with CargoWise and other external systems. The solution was designed to provide real-time visibility into exceptions, automate the approval process, and ensure that all relevant stakeholders were notified promptly. Here’s how Carguber tackled each challenge:

• Centralized Exception Tracking: Carguber developed a centralized exception management dashboard within CargoWise, providing real-time visibility into all exceptions raised across the company’s operations. The dashboard automatically captured key exception data such as exception reference, entity reference, exception type, and the origin of the issue. This provided the team with an overview of active exceptions and allowed them to track their status from initiation to resolution. The dashboard was integrated with external carrier systems, enabling the automatic import of vessel schedules, ETDs, and ETAs, ensuring that all exception data was synchronized in real time.
• Automated Exception Resolution and Notifications: By integrating automated workflows within the exception management system, Carguber allowed exceptions to be tracked and resolved more efficiently. When an exception was raised, the system automatically sent alerts to the relevant personnel, such as the carrier, vessel managers, or logistics coordinators. This removed the need for manual intervention and reduced response times significantly. Automated notifications were sent to key stakeholders once an exception was created, providing a summary of the issue, including exception type (e.g., delays, damage, misrouted shipments), and any relevant information like ETD, ETA, and the assigned resolution team.
• Streamlined Approval Workflow: Carguber implemented a robust approval process for managing exceptions within CargoWise. Once an exception was created, it was assigned to the appropriate team member or department for approval. The system allowed exceptions to be flagged as “Ready to Be Approved” once all necessary details were provided, such as carrier and vessel information, exception summary, and updated schedules. The approval team could then review the exception details and either approve, reject, or request additional information. Notifications were automatically sent to the finance and operations teams, ensuring that exceptions were quickly addressed and approved, allowing for timely responses to operational challenges.
• Consistent Data Synchronization: To solve the issue of inconsistent data, Carguber implemented integration tools that synchronized all relevant data between CargoWise and external systems. The solution ensured that key data points, such as the exception summary, vessel schedules, and transit times, were consistently updated in real-time across all platforms. This allowed the team to work with accurate, up-to-date information when managing exceptions and resolving issues. The system also ensured that all exception data was properly documented and logged, allowing for a detailed audit trail. This improved accountability and made it easier to review past exceptions and resolutions, providing valuable insights for future improvements.

Results and Impact:

The implementation of Carguber’s exception management solution led to significant improvements across the client’s logistics operations:

• Faster Response Times: With real-time exception tracking and automated workflows, the client was able to respond to exceptions much more quickly. Automated notifications ensured that all relevant parties were informed of exceptions as soon as they were raised, leading to faster decision-making and quicker resolution of issues. Improved Operational Efficiency: The automation of exception tracking and approval workflows drastically reduced manual effort. Staff could now focus on high-priority tasks and resolution strategies, rather than spending time on administrative duties such as exception tracking and approval.
• Enhanced Communication and Coordination: Real-time updates and centralized data improved communication between departments and stakeholders. The client was able to keep their carriers, vessel managers, and internal teams aligned, ensuring that everyone had access to the same information and was aware of the status of each exception.
• Reduced Delays and Costs: By addressing exceptions in a more timely and coordinated manner, the client reduced delays in shipments, preventing downstream disruptions in the supply chain. This not only improved customer satisfaction but also helped the company avoid costly penalties and fees associated with delays.
• Data-Driven Decision-Making: With the integration of real-time exception data, the client was able to make more informed decisions. The centralized dashboard allowed managers to track exception trends, identify recurring issues, and take proactive steps to minimize future disruptions.

Conclusion

Carguber’s comprehensive exception management solution transformed the client’s ability to track, manage, and resolve exceptions across their logistics operations. By automating key processes, integrating data across systems, and improving communication and coordination, the client was able to respond more quickly to operational issues, reduce delays, and enhance overall efficiency.

For logistics and supply chain companies struggling with exception management, Carguber’s solution provides a powerful way to streamline workflows, improve data accuracy, and ensure that all exceptions are addressed in a timely and effective manner.

Interested in improving your exception management process? Reach out to Carguber today to explore how our tailored solutions can optimize your logistics operations.