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Case Studies

Unsere Case Studies geben den Originalton unserer Kunden wieder und sind daher in Englisch, der internationalen Sprache der Schifffahrt, verfasst.

HUGO STINNES SCHIFFAHRT GmbH

The company

We, HUGO STINNES SCHIFFAHRT GmbH, have been operating as a trans-Atlantic shipping company for more than 100 years; today, we rank among the leading operators of multi-purpose vessels. From our headquarters in Rostock, Germany we service a monthly trade between North Europe and Mexico/The Caribbean as well as a weekly Full Container Liner Service on a slot-charter basis between North Europe and South Africa. In addition, we carry out various tramp activities around the world.

The business issue

Like most shipping companies, we rely on a network of agents to promote our business in those regions covered by our activities. To preserve the efficiency of our business we depend on a timely flow of accurate financial information from some 50 agents worldwide to our headquarters in Rostock.

Until 2007, our agents would provide financial information relating to bookings, freight and disbursements by a series of unformatted spreadsheet files. Often, information would be late in arriving and all data had to be re-keyed into our accounting system. This method was not only work-intensive but was also beginning to have an adverse effect on our cash flow.

We wanted to introduce a global system that our agents would find easy to use. We wanted our agents to provide their financial data in a structured format that would interface with our internal accounting system. Such a system would also facilitate on-time reporting.

The solution

In 2007, we were already using the Softship LIMA package and asking Softship to develop a Statement of Account solution for us, was a logical step.

Softship submitted a web-based solution accessible through a simple web-browser. Our agents log onto the system to access their own, tailored Statement of Account. They see their current balance, reversal of billing amounts and commissions for all relevant voyages as well as a record of their own disbursements. The Statement of Account maintains an up-to-date balance of monies owed by the agent.

We co-ordinate the closing date for each Statement of Account with our agents and at that time the agents transfer the monies owed directly to us. Credits are automatically carried forward to the agents’ next Statement of Account.

To help our agents comply with deadlines, the system incorporates a series of auto-reminders. E-mails are automatically sent to our agents reminding them to enter information, finalise their Statement of Account and make bank transfers.

Softship has combined our Statement of Account system with their AIDA cost control application to allow data to be auto-fed across both systems.

The benefits

The implementation of Softship’s Statement of Account system created a win-win solution for both us and our agents. Our agents’ efforts to provide us with timely information is now reduced through the provision of a universal, easy-to use tool. They have also welcomed the auto-reminder facility that helps to keep them on-track and up-to-date with the financial side of the business.

From our standpoint, the Statement of Account facility has allowed us to take control of the financial process and to have a complete view of the amounts due from our agents. Anomalies or disputes can be settled very quickly without the need to hold-up payments. We can also reduce our own workload since fewer man-hours are required to re-key financial data, liaise with agents and hunt for information.

Perhaps the greatest benefit has been the impact on our company cash flow. We now receive the agents’ payments one-to-two weeks earlier than in the past. And in today’s challenging economic environment that is an all-important advantage.

Jörg Herrmann
IT Manager
HUGO STINNES SCHIFFAHRT GmbH

Transinsular

The company

TI is a Portuguese ship owner-operator with a fleet of 10 container and bulk vessels and is the leading provider of liner services connecting the Portuguese mainland and its islands with comprehensive weekly scheduled sailings. TI also offers liner services to the Canary Islands, Cape Verde and Guinea-Bissau. Through a network of its own shipping agencies, TI covers the ports of Lisbon, Porto, Ponta Delgada, Funchal, Praia, Mindelo (Cape Verde) and Bissau (Guinea-Bissau). Other ports served by our ships are represented by third-party agents.

In addition to containerised cargo, TI also transports cement in self-unloading ships, along with bulk and other homogeneous cargo.

The business issue

Prior to selecting the Softship system, the company was running a variety of software applications based on different technologies. These systems worked in isolation from each other and were not connected. This meant that data was sent and received from our head office and agencies in a variety of formats and had to be manually re-entered each time. The lack of integration also meant that we couldn’t generate any useful business information or conduct any meaningful analysis.

We realised that our systems were outdated and needed to be replaced if we were to take advantage of the latest advances in IT. But we were concerned that building a system from scratch would take up a huge amount of time and resources.

The solution

After undertaking a global search and a competitive tendering process, we selected the Softship LIMA package and have installed the BASE, LINE, AIDA, ATLANTIS and CMC elements. Today, our head office and our agency network all use a single, fully integrated system that delivers easy and reliable communication and information transfer. This means that most of our internal processes have been standardised across the supply chain resulting in improved efficiencies. In addition, management reports generated by the new system have allowed a more informed management decision making process.

It also gives us much tighter control over the management of our container stock and our disbursement accounting processes. This is particularly important when containers are in short-supply and market rates are depressed.

Because of the nature of our business, the Softship LIMA software had to be heavily customised but this was handled professionally by the team at Softship. We felt they really understood the liner market which gave them a head-start in our company.

The benefits

One of the central benefits we have derived from Softship LIMA is that we are now able to generate reports, statistics and analysis with confidence. In the past, there were doubts over the integrity of our business information, but Softship LIMA allows us to extract vital management information that provides a greater transparency throughout the business. Staff can easily analyse and control manifests, invoices, voyage results and many accounting activities. In addition, we are also able to quickly assess the income and costs associated with a variety of our activities and make comparisons where required. This is saving an enormous amount of time and has given much more confidence and reliability to our numbers.

Because our staff are spending less time inputting data, they can refocus their attention to business analysis and getting relevant information such as manifests and bills of lading to clients more quickly. This has improved our customer service.

We are also using the fully integrated ATLANTIS module to help us handle our insurance and claims activities and this has also reduced the time our staff spend on data administration.

We view our relationship with Softship as an ongoing project and one we will continue to develop as the market and our customer requirements change. In the future, we are hoping to take advantage of Softship’s web services to give our customers the opportunity to manage bills of lading or track containers by internet. We continually strive to “do a better job” for our customers and Softship is helping us achieve this.

Susana Santos
Container Management Department
Transinsular