This is a project that has been moved to a proposal and is waiting for approval from the company. With this, we want to create a centralised place to have documents stored relating to trucks and drivers, for a logistics company. The aim is to remove the human error of remembering when licenses and other documents expire.
Context
Africlan is an umbrella company that manages multiple logistics companies that operate out of Southern Africa. They transport the raw materials and refined goods to and from mines and onto major shipping ports in Southern Africa.
One company that operates in Zambia struggles with outdated methods of recording and storing documents. There is a gap in the market to develop a platform that enables the company to manage and store documentation. The types of documents range from and are not limited to, truck driver profiles and truck profiles, both categories have various types of documents with expiry dates, security checks, and plant maintenance tasks.
Given the nature and scale of the business, this platform will help streamline work and create a more cohesive work environment for managers and department staff.
The What, Why, & Who
In summary, this project aims to deliver a powerful document management platform to improve the logistics company's document handling, compliance, collaboration, and overall operational efficiency, benefiting both the company and its clients. The involved stakeholders range from the logistics company itself to various employees and external parties who interact with the system.
What:
The project involves the development of a comprehensive Document Management Platform tailored to meet the specific needs of a logistics company operating in Zambia. This platform will enable the company to efficiently store, organise, track, and collaborate on various documents critical to their operations, such as driver and vehicle licenses, vehicle maintenance, customs declarations, and more.
Why:
Streamlined Document Management: The logistics industry relies heavily on accurate and timely documentation. Implementing a robust document management system will help streamline the storage and retrieval of crucial documents, reducing errors and delays in logistics processes.
Compliance and Accountability: By providing features for setting submission deadlines, tracking document versions, and ensuring regulatory compliance, the system will assist the company in adhering to industry-specific regulations and maintaining accountability.
Improved Collaboration: Enhancing user collaboration through features like document sharing, commenting, and discussion threads will foster better communication and cooperation among employees and clients.
Efficiency and Productivity: Integration with logistics tools and the development of a mobile-friendly customer portal will improve efficiency, empowering employees and clients to access relevant documents quickly and easily, even while on the go.
Data Security and Privacy: Robust data security measures, user access controls, and regular backups will ensure the safety and privacy of sensitive information, reducing the risk of data breaches.
Scalability and Growth: A well-planned infrastructure and scalability strategy will allow the platform to grow with the company, supporting increased data volume and user requirements as the business expands.
Who:
Logistics Company in Zambia: The primary beneficiary of this project is the logistics company in Zambia. The platform will help streamline their document management processes, enhance compliance, and improve operational efficiency.
Logistics Company Employees: Employees across various departments, including logistics coordinators, administrators, compliance officers, and finance professionals, will directly use the platform for document management, tracking, and collaboration.
Customers and Clients: The project also considers the needs of customers and clients of the logistics company. They will access a secure customer portal to view and access relevant documents, enhancing transparency and communication.
Development and IT Teams: The development and IT teams responsible for creating and maintaining the platform plays a crucial role in its successful implementation and continuous improvement.
Regulatory Bodies: In cases where industry-specific regulations apply, regulatory bodies may have an interest in the project, as the system will help the company maintain compliance and transparency.
Support and Training Personnel: The project also impacts support and training teams who will be involved in providing assistance, documentation, and training materials to users.