Monitoring and reporting
In order to understand how your transport strategy serves the delivery of ongoing programmes, it is important to track transport needs, activities and results, and to present them in a structured reporting format, at agreed intervals. Ensuring that all movements are well documented will support the updating of the reports.
A format for monthly logistics activities reporting can be requested from the international logistics team. You may want to adapt it to the specificities of your activities (breaking it down per programme or per destination, for example), but below is a list of performance points that you can track and include in the transport section of the report.
Note that all of the information should be available from either transport documents (waybills, GRNs, claim forms, etc), from organisational information (per diem rates and fuel costs, for example) or from invoices (especially from freight forwarders or clearing agents).
Quantities:
Received
- number of shipments received (for each transport mode)
- total weight and volume of received goods (for each transport mode)
- total number of units (parcels/pallets) received
- ratio of shipments (for each mode of transport).
Shipped
- number of shipments despatched (for each transport mode)
- total weight and volume of dispatched goods (for each transport mode)
- total number of units (parcels/pallets) dispatched
- ratio of shipments (for each mode of transport).
Costs:
Received
- total cost of handling (offloading, reception check and storage).
Shipped
- total cost of handling (loading)
- total cost of rented vehicles
- total cost of use of own vehicles (fuel consumption, driver’s per diem, etc)
- average cost of shipping per kg or ton (for each transport mode).
Lead times:
Received
- average number of days in transit to delivery point (for each transport mode and origin).
Shipped
- average delivery lead time (for each transport mode and origin).
Claims and performance:
Received
- number of claims raised to sender/transporter
- number of unresolved claims with sender/transporter
- OTIF receptions: number of shipments received on time and in full, with no claims raised, for total number of shipments received.
Shipped
- number of claims received
- number of open claims (under investigation)
- OTIF deliveries: number of shipments delivered at destination on time and in full, with no claims received, for total number of shipments dispatched.
International shipments
Received
- number of shipments cleared through customs (for each mode of transport)
- total cost of clearing cargo (for each mode of transport and kg/ton).
Shipped
- number of international shipments despatched (for each mode of transport)
- total cost of international shipments (for each mode of transport).
Optimising transport management
The data presented in the activities report can be used to steer the transport activities towards more efficient use of resource to deliver the needs of programmes.
Data from the report should be shared with other teams, to encourage better use of resources. For example:
- Showing the relationship between better anticipation in order placement and cheaper transportation costs will encourage requestors to place their orders earlier, to save transportation costs.
- Performance data should be shared with service providers to help them focus on necessary improvements.
- Data on cost of freight can be used to benchmark freight forwarders against the average costs of shipping.
- Data on cost of customs clearance can be used to benchmark clearing agents against the average clearing costs.
Organising transport to/from UKO
Read detailed information on organising transport to and from from within the UK and the rest of the world here.
Logistics-owned vehicles
Check with the logistics team if a vehicle is available for quick short-distance, urgent deliveries.
Taxi
Taxis can be arranged for the movement of goods within London – depending on the size of the goods, this can be cheaper than a courier. Taxis (Green Courier) can be booked via the post room up to a week in advance. Cost codes are required, and it is preferred that the post room is approached before last collection at 4pm. Taxi apps have been used in the past (with payment via procurement card).
Read the next section on Shipping ERU kits and RLU stocks here.