The current situation of cargo transport in Cuba requires improvements. One of the ways to achieve this is by ensuring efficient control of transportation. This requires a new control procedure capable of analyzing cargo transportation by road with all the variables that influence this process. This procedure is divided into six stages and four phases, where a set of techniques, tools and methods are applied, which help to make scientifically reasoned decisions. As a result, a reduction in information processing times and a rationalization of the resources used in the control of transportation is obtained.
INTRODUCTION
The trend of the development of the transportation system in Cuba, during the last decade is oriented to make it increasingly flexible, more competitive and more efficient. To achieve this, the Ministry of Transportation (MITRANS) carries out a process of resizing and restructuring based on strategies and prospective objectives for the entire scope of the national economy. As examples of this resizing and restructuring, the re-implantation of the Internal Economy Port-Transportation Chain and the creation of 27 new truck groups stand out, among which SERVICARGO, TRANSIMEX, PORTRANS, among others, which are considered within their service personalized customer service and flexibility in its operations.
The Union of Trucks (UDECAM) that with more than 1500 trucks and 40 years of experience is able to satisfy all the needs of the clients, from and to any point regardless of the distance, at the time they are requested arriving to transport several annually million tons of merchandise, which includes all products destined for the population.
It is important to highlight that the changes in strategies and objectives are referred, in part, to conceiving the integral role of transport, not only because it is a phenomenon that operates from door to door, optimizing the transfer; but also considering market conditions, presence advantages, the need to reduce inventories, delivery timing, security and other factors that make up the so-called commercial chain.
For all this organizational process it is necessary to have exact controls. The controls start at the base (production unit), and the statistical base trustworthy enough to feel the assurance that all the data handled are accurate, as well as the habit of working with statistical data, knowing how to use it.
Among the first actions within the restructuring process of the Internal Economy Port-Transportation Chain, was the activation of agencies in ports and loading and / or unloading centers in the country, warehouses and entities related to the logistics process of transportation of goods on schedule. 24-hour work, the fight against crime and illegalities; in this case missing, assaults on vehicles, diversions and alterations in the processes of loading, unloading, transportation and storage of the products of the basic basket. The mission of this restructuring is to organize, control, direct and guarantee that the goods transportation process is carried out efficiently within the established period.
For this reason, more precise controls and analysis were made more essential in the processes involved in cargo transportation to combat these factors that affect the system and decision-making in it.
All of the above characterizes the problematic situation that originated this research, whose scientific problem is summarized as the non-existence of a general procedure for the control of cargo transportation, which allows to have an exact and precise control of operations with this type transport from the beginning to the end, with all the detailed information analysis to improve the use and rationalization of resources, the reduction of the information processing time and the backwardness of documents. In accordance with this, the hypothesisof next research: if a general procedure for the control of cargo transportation is implemented that allows to increase the control through the analysis of the information and parameters and indicators, it contributes to the reduction of the times in the processing of the information and the rationalization of material and human resources. This hypothesis will be validated if by partially or totally applying the proposed procedure, it is possible to reduce the processing times of the information and a strict control over the problems that arose during the transportation process, taking the pertinent decisions in each case.
This is why the general objective of the investigation is to develop a general procedure for the control of cargo transportation. The following specific objectives are derived from this:
- Develop a general procedure for the control of transportation that contributes to improving the processing of information Validate the results by applying the procedure in the Trucking Company
Finally, it should stand out as a novel aspect:
- The integration of the use of the Global Positioning System (GPS) with the information from the primary documents to facilitate decision-making regarding the kilometers traveled, fuel consumed, unnecessary stops and route deviations within the framework of transport control.
Particularities of the transportation control subsystem in the Centro Trucks Company
Before detailing the control subsystem, it is necessary to clarify some aspects related to transportation planning.
This company provides its services based on the client's needs, starting with the request for transportation to the J 'of Commercial or J' of Traffic Management, from which a study of the client and their needs is derived (what type of currency operates, the type of service to provide, etc.), then from the order and the availability for that order, the service is contracted with the client, the contract includes, among other aspects, the following: type of vehicle, product and tons to be transported, origin and destination (Km.), transportation prices, service payment.
From the contracts signed in the Commercial Sub-Directorate, the information that the Traffic Management Position (PDT) must know is extracted for the development of its work and the conditions under which the transportation service was agreed, guaranteeing the quality of the broadcast of the consignment note.
Table 1: Updated equipment park of the Centro Camiones Company (Source: Own elaboration from the Company's Archives)
| Media type | Brand | Model | Quantity (u) | Load capacity (t) |
|
Cradle |
§ Kamaz
§ Fiat § International § Iveco § Freigthliner |
54112
6195 9700 400E345 9700 |
29
one fifteen 10 one |
|
|
Truck |
§ Kamaz
§ International § International Van |
53212
4700 4700 |
27
one 6 |
12
25 10 |
|
Trailers |
GKB |
8352 |
12 |
10 |
|
Semi-Trailers |
Odaz
Capitalist Taino Wagons |
9370
RP / 38 RP / 12 EMC |
29
6 14 6 |
twenty
25 25 2. 3 |
Then the transportation plan is made, which is daily for each client, so that compliance is executed and controlled. The customer service record constitutes one of the basic documents in a PDT, and is given from its continuous use and by the data reflected from the transportation plan to be executed on the day with the data required for it and the way in which this is running.
The customer service record, also known as a transportation plan, consists of two sections: application data and execution data.
The first is carried out by the transport operation specialist and the second by the shift operator during the day, according to the requirements and availability of equipment.
From there, the primary data are obtained for the issuance of the bill of lading as a legal and official document that covers the transportation and the waybill, which is another official document in force and of mandatory use to authorize, protect the route or itinerary, as well as other information of interest to the driver and the team.
After enabling these two documents, the Freight Bill Registry and the Route Sheets Registry are filled out in order to control the copies that are issued in the PDT for the teams and as established in Resolution 76/94 and 184/00 from the Ministry of Transport, as well as their returns at the end of the trip; and the receipt of consignment notes and route sheets.
Also in the PDT the incident book is kept, which accurately collects all those events of the daily occurrence that, due to their relevance, require to be reflected.
Control subsystem
From the return of these documents, which already reflect the transportation data (loading and unloading), they go through a review to see if they bring the complete data, the legible stamps, as stipulated by the aforementioned resolutions, in order to expedite and raise the quality of the processing and control of the transports already executed. In addition, the data of the transports carried out in the register of freight bills are completed.
The operation that received the documents gives them to the specialist in transport operations to control the tons transported by clients to prepare the monthly information for UDECAM.
Then, the technician belonging to the Workshop Control Department collects by equipment the amount of fuel used, the kilometers traveled and the opening and closing date of the Roadmap, for the subsequent preparation of the Workshop Control model by equipment.
Next, the Consignment Note with its corresponding Route Sheet goes back to the Commercial Department for dispatch; which is nothing more than the amount of transportation from the P-217/04 Revolution dictated by the Ministry of Finance and Prices; In addition, the analysis and control of the Consignment Note and the Route Sheet is carried out according to Resolution 249/05 with the objective that the copies received from the execution of the transportation are reconciled against the copies that were issued at origin as proof of the dispatch carried out and which are recorded in the Register of the Freight Letters issued to verify whether all the Freight Letters that were issued were actually used in the transportation.In addition, the operating results of the transportation are controlled and analyzed and the Transportation Operational Analysis Table is prepared.
At the end of this analysis, the original of the consignment note is separated from the duplicate and the latter is attached to the Roadmap.
The original is delivered to the Accounting Department to carry out the billing of the transportation and then the collection is made. While the duplicate and the Route Sheet is delivered to the Human Resources Department through the data obtained from the Shipping Letters and Route Sheets, it prepares the Analysis and Control Model of the daily work of the drivers for subsequent biweekly closing salary to be earned.
From the Human Resources Department it goes to the Accounting Department to control and account for transportation, as well as to collect important statistical data.
At the end of the Accounting Department with the copy of the Bill of Transport (second copy) and the Route Sheet, it is delivered to the Commercial Department to analyze the driver's diets according to the trip or itinerary made and the times reflected in the Route Sheet and consignment note.
Based on the diet of the drivers, the Commercial Department makes an official model for the remuneration in the payment box of the same. While the second copy and the Roadmap return to the Accounting Department to be filed according to the Resolutions in force mentioned above in order to have proof of the completion of the transportation. The driver or invoice that accompanies the bill of lading is also filed.
This control subsystem described so far is summarized in the stages shown in figure 1.3.
To facilitate the understanding of the entire information flow related to the control of transportation, the General Organization Model presented by Acevedo Suárez et. al (2001), but in this case it was only limited to reflecting the information flow that is summarized in Annex 1.
- Document review Document review Update bill of lading registry Control of main parameters Determination of freight of transportation Operational analysis of transportation Collection of transportation
Figure 1.3: Representative diagram of the current stages of transport control (Source: Own elaboration)
Main insufficiencies in the control of transportation
The main shortcomings in the cargo transportation control system in the Centro Trucks Company can be divided into two groups:
- Deficiencies related to the system Repetition of data in several documents. This causes delays in your processing, which can be reduced.Removal of documentation by departments and jobs. This also causes delays in the control process. Lack of information in the operational analysis of transportation. This prevents a more comprehensive analysis of the travel cycle. This analysis is very important since it covers the entire control of transportation. It is difficult to find information about bottlenecks in warehouses; ports and loading and / or unloading centers; equipment breakdowns, delays, shortages, relevant events in the course of transportation.
- Documentation-related deficiencies
- Problems in schedules. The schedules of the freight letters do not coincide with the route sheets; Amended schedules, not reflected by the representative in the loading and / or unloading Problems in stamps and signatures. Several postage letters did not present the stamps correctly stamped, lack of stamps, problems in itineraries and route deviations, fuel consumption problems, no delivery of drivers or referrals.
- Documentation-related deficiencies
Theoretical foundation of the general procedure
The general procedure for the control of cargo transportation consists of a series of specific procedures whose purpose is to analyze and control the most important information in this logistics process.
Its fundamental objective is to obtain reliable information that allows activity managers to make timely decisions in the event of any irregularity in the process that may affect its effectiveness.
Among the premises for its application, the following stand out:
- That the company has cargo transportation as a fundamental activity and is governed by the resolutions established by MITRANS for this activity. That the company has trained personnel to control cargo transportation and has the necessary computing means to streamline and make work effective.
For all the above, it is necessary to generalize different aspects that allow a correct analysis and monitoring of the situation of the fleet of vehicles being operated and make the necessary decisions. For this purpose, the general procedure for the control of cargo transportation by trucks is dictated, which is shown in figure 2. The objectives of each stage of the same are summarized in table 2.
Application of the general procedure for the control of the transportation of the products of the basic basket in the Company Camiones Centro
The transportation of products of the basic basket are the most carried out in the company and within these is the transfer of rice originating in the Terminal Mambisa del Centro, which is located in the Industrial Zone of the city of Cienfuegos and the destination of the cargo is the Wholesale Food Warehouse of the Santa Clara municipality, which is located in Circunvalación Norte in said town.
Stage 1: Document review
Stage 2: Parameter control
Phase 1: Determination of the transportation freight
Phase 2: Register update and parameter control
Stage 3: Control of transportation from the data of the Bill of Transport and the Global Positioning System (GPS)
Phase 1: Global Positioning System (GPS)
Phase 2: Comparison and analysis of the information
Stage 4: Collection of transportation
Stage 5: Results of the drivers' work
Stage 6: Analysis and control of the indicators
Figure 2: Representative diagram of the stages and phases of the general procedure proposed for the control of cargo transportation (Source: Own elaboration)
Following the steps that make up the general procedure shown in figure 2 and applying it to the transportation selected above, the following results are obtained:
Stage 1: Document Review
This stage of the process is carried out at the Traffic Management Post (PDT) by the operative on duty on September 24, 2006. It was found that when comparing the preliminary data, the loading and unloading data did not present problems. which coincide with the plan described in the observations of the roadmap.
The data of the shipper (UBE Alimec Cienfuegos) are correct and the product reflected in the port remission coincides with that shown on the consignment note (rice).
In step b) of this stage the stamps and signatures were reviewed, which are correctly stamped, do not have the data omitted and there are no amendments in the consignment note.
Table 2: Objectives of each stage of the general procedure for the control of transportation
| Stage | goals |
| 1. Document review | Check if the information on the consignment notes and waybills are correct |
| 2. Parameter control | Obtain the data of the transports carried out
Control and analyze the parameters obtained from the information in the freight bills and route sheets |
| 3. Control of transportation from freight bills and global position system (GPS) | Compare and analyze the data obtained from the consignment note and waybill and the data that summarizes the fleet management and control system (GPS). |
| 4. Collection of transportation | Charge the customer for the service offered. |
| 5. Results of the work of the drivers. | Obtain the data of the production and salary to be earned by each of the drivers in a given time. |
| 6. Analysis and control of the indicators. | Control the behavior of the specific indicators of the transports carried out and their behavior. |
(Source: self made)
The comparison of the loading and unloading, departure and arrival times of the documents was found to coincide, another step no less important is the review and primary analysis of itineraries, the classification of kilometers and the driver's signatures on each route, obtaining a result satisfactory.
The calculation of fuel consumption and the tank measurement coincided with the consumption of 63 liters and was carried out as follows:
Data obtained:
Kr = 150 km
Ic = 0.422 l / km
Calculation: Cc = Kr x Ic = 150 x 0.422 = 63.3 l ≈ 63 l
No alteration was recorded as it was not found in the review of this transportation.
Stage 2: Parameter control
Phase I: Determination of the freight of the transportations in the consignment notes
From the steps described in the specific procedure (See annex 2) for the determination of the transportation freight, it was obtained that the distance to dispatch is 76 km, according to the distance table. It was sought by intertwining the province of Cienfuegos with the Santa Clara municipality. Then came the precision of the number of packages that is 400 bags and its value is not reflected in the remission of the post, so it is put "undeclared value" or "undeclared".
On the other hand, the real weight of the load is 20,060 kg and it is a product that is classified in first class because it has a coefficient of utilization of capacity utilization of one. That is, 100% is used, so 20,000 kg are charged and the rate to be applied depending on the vehicle is $ 6.06 / kg.
To calculate the basic amount of this transportation you have to:
IB = Mc x T = 20,000 x 6.06 = $ 121.20
Then it was determined in the additional amounts: the kilometric rate (Tkca) and the surcharge for delayed unloading; which is described in the contract with the client, obtaining:
Tkca = Krv x Tkm = 76 x 0.80 = $ 60.80
The download delay charged according to table 2.3 is carried out as follows:
Data:
Free time = 2 hours
Delay = 2 hours
2 hx $ 8.50 / h = $ 17.00
The data obtained following the specific procedure for determining the freight of the transportation object of study, appear in table 3.
Phase 2: Updating of the registry and operational analysis of transportation.
According to Resolutions 76 and 249 of MITRANS, the data of the model was updated and the analysis of the times that make up the travel cycle was carried out. This phase is one of the most important, since it is the tool for controlling and analyzing the informative data collected from the documents that protect the transportation. Among the most significant information about these transports for filling the model are (see Table 4).
Table 3: Data obtained in determining the freight for the transportation of rice with origin-destination (Cienfuegos-Santa Clara)
| Specific procedure steps |
Parameter |
Um |
Value |
| one | Distance to dispatch | km | 76 |
| two | Quantity of packages | or | 400 |
|
3 |
Basic amount
Measure to collect Team capacity Rate type Utilization coefficient Rate applied |
$
kg. kg. - % $ / kg. |
121.20
20,000 20,000 1st. 100 6.06 |
|
4 |
Additional amounts
Kilometer rate Delay c / d |
$
$ $ |
77.80
60.80 17.00 |
| 5 | Total amount or freight | $ | 199.00 |
Stage 3: Control of transportation from the data from the freight bill registry and the Global Position System (GPS)
This stage was carried out with the new experimental system called Fleet Management and Control System in UDECAM, which consists of a Command Post that works together with the PDT and informs the latter of all the information recorded in the summary of incidents that occurred. to compare it with the information recorded from the previous stage.
This Global Positioning System (GPS) is being applied to certain equipment since it is in the experimental phase, but it is in the equipment that performs this transportation.
A series of alterations were found from the comparison between the freight letter register and parameter control with the Global Positioning System (GPS), proceeding with step 2 of phase 2, which are the actions to be taken derived from the analysis (see table 5).
Table 4: Most significant information of the transports under study .
| Information | Um | Description |
| Origin | - | Hundred fires |
| Destination | - | Santa Clara |
| Product | - | rice |
| Freight transported / trip | t | twenty |
| Total | $ | 199.00 |
| Moving average time | h | 4.00 |
| Average time in c / d including waiting | h | 4.00 |
| Average distance traveled with load | km | 76 |
| Average distance traveled without load | km | 74 |
| Total distance traveled | km | 150 |
| Average consumption index | l / km | 0.422 |
| Fuel used | l | 63.3 |
This phase 2 is very important since the travel cycle times, the number of kilometers traveled and the fuel consumed by the equipment are known exactly and precisely (see Annex 12).
With point c) of step 2 of said stage, a written record was left of all the analyzes and measures taken in the process for future inspections of the Governing Bodies (see table 5).
Stage 4: Collection of transportation
At this stage, there were no problems, since the steps to follow were made from the current form of the Company's collection, which is carried out in the Accounting Department by the biller.
Rice transportation belongs to the UBE ALIMEC Cienfuegos and its main data are reflected in table 6.
From these data, invoices are made for the collection of transportation.
Table 5: Alterations found and measures taken after their analysis
| Alterations | Measurements |
| · Unauthorized stops and off-route detours lead to fuel problems. | Ø These changes were discussed with the driver, taking measures such as: discounts of 5% of the salary, public reprimand. |
| · Delays in the loading and / or unloading processes. | Ø In the meeting with the Government, the company involved was discussed and the latter in turn pointed out the deficiency of the warehouse. |
Table 6: Main customer data.
| Data | Description |
| Address | Ave. 52, # 2913 between 29 and 31. Cienfuegos. |
| Bank account | 4048113498000 |
| Code | 15813 |
| Deadline for payment | 30 days |
Stage 5: Control of the drivers' work
We proceeded according to the steps described in the procedure, to control the work of the drivers (Annexes 14 and 15), the rate applied is 1.52 $ / h according to the classification of Driver “A” of the single salary scale (Resolution 30 / 06) and the Income Plan per team that was used for this type of transportation is reflected in table 7. This stage is prepared by the Human Resources specialist.
Table 7: Team income plan.
| Kind of team | Monthly Income Plan ($) |
| Kamaz without trailer | 3500.00 |
| Kamaz with trailer | 4770.00 |
| Kamaz wedge | 4770.00 |
| International Wedge | 6000.00 |
| Wedge Iveco | 6000.00 |
The driver charged for the hours worked in this transportation $ 14.04, but the income plan was not applied, since it is carried out for the work of the month.
Stage 6: Analysis and control of indicators
The calculation, control and analysis of the indicators to the transportation object of study was carried out, so not all the indicators were evaluated, since their calculations are carried out for the entire cargo fleet of the company. The indicators analyzed are found in table 8.
Table 8: Indicators analyzed in the transportation object of study
| Indicators | Um | Real |
| Transported cargo | t | 20,060 |
| Traffic produced | tkm | 1524.56 |
| Trips made | or | one |
| Total distance traveled | km | 153 |
| Distance traveled with load | km | 76 |
| Distance traveled without load | km | 77 |
| Average distance of a trip | km | 76 |
| Average distance of 1 ton | km | 3.8 |
Bearing in mind the informational needs, the information flow of the stages that make up the analysis and control of transportation in the Company Trucks Centro was defined, based on the application of the general procedure for the control of cargo transportation. When analyzing this flow of information (see figure 3), there are no setbacks in departments, or deviations in the decisions taken.
Results obtained and benefits of the application of the general procedure for the control of cargo transportation
From the application of the general procedure, the following results were obtained (Carvajal Misa, 2006):
- The general procedure for the control of cargo transportation allows an exact and precise control of the process, a detailed analysis of the information, parameters and indicators It allows the evaluation of the most important parameters and indicators It contributes to the elimination of unnecessary stops and diversions From the information needs defined in the information flow represented in figure 3, the setbacks of the documents and information that take part in the control stage were eliminated; decreasing the processing of the same by departments, the deviations in the decisions and the number of models or parts issued through the analysis and control of the primary data.
Figure 3: Informative flow of the General Organization Model framed in the general procedure for the control of cargo transportation..
Legend: (figure 3)
To: Commercial Department
B: Workshop Control
C: Human Resources Department
D: Department of Economics and Accounting.
With the model of the table "Registration of freight bills and control of parameters", the information needs that were carried out in six models were compiled. Among the models that are summarized in this table are:
- Record of freight bills Records of route sheets Table of operational analysis of transportation Control of workshops Square of the times that make up the travel cycle in the route sheet Control of tons
These models are still used from the aforementioned table since the data analyzed in the latter are combined with the other models to form parts that are delivered to different departments, thereby reducing the number of people and the processing period. of the information in the procedure. Table 9 shows a summary of the results obtained.
- From the information of stage 2, the primary informative data necessary for stages 4, 5 and 6 of the proposed general procedure are collected.
Table 9: Summary of the results before and after the application of the general procedure.
| Criterion | Before | After | Difference | |
|
Quantity Work force |
Operative
Gauge Technical Specialist Total |
one
one 5 one 8 |
two
one two one 6 |
(-one)
0 3 0 two |
| Workforce salary | Operative
Gauge Technical Specialist Total |
285.00
285.00 1425.00 345.00 2340.00 |
570.00
285.00 570.00 345.00 1770.00 |
(-285.00)
0 855.00 0 570.00 |
| Document processing period (Figure 3.3) |
40 hours |
32 hours |
8 hours |
Derived from the above, the following benefits can be noted:
- Economical
- It contributes to the saving of fuels and lubricants Reduction of the duration of the control stages Reduces the processing time of documents Reduction of salary from the decrease in the number of labor force.
- Social
- Contribution to the satisfaction of customers' needs. It facilitates the work of the personnel linked to the activity of transport control.
- Methodological
- Facilitates decision-making by company managers.
In summary, the development and implementation of the general procedure complies with the strategy outlined by the Port-Transport-Internal Economy Chain since it contributes to the reduction of deviations and alterations in the processes of loading, unloading and transportation of the products of the basic basket, facilitates their control and organization and in turn provides a solution to the scientific problem described in the introduction to this research.
CONCLUSIONS
- In the investigation carried out, it was demonstrated that the general procedure for the control of cargo transportation contributes to saving fuel, reducing the processing time of the data and information contained in the documents. This, on the one hand, corroborates the correct formulation of the scientific problem posed; and on the other hand, it confirms the current and future need to implement the control of transportation. The development of the general procedure for the control of cargo transportation including the specific procedures in each stage allowed the fulfillment of the objectives proposed in the present investigation From the specific procedure for determining the transportation freight, the basic, additional and total amount was obtained;which are vital elements in the determinations and calculations made in the later stages.
RECOMMENDATIONS
As part of the continuity of this investigative work, it is recommended:
- Continue developing the control of cargo transportation for other products with the aim of taking relevant measures that contribute to the continuous improvement of logistics processes. Develop software that facilitates the control of cargo transportation based on the general procedure developed in this research, which will save time, gain in precision in calculations and the possibility of evaluating as many alternatives as possible Extend the application of the general procedure to other trucking companies in the country, with the aim of contributing to the development strategy of the Cuban Internal Economy Port-Transportation Chain in the coming years.Study and analyze other possible aspects to evaluate that are required in the control of transportation and incorporate them into the procedure.
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