Strategic Tool for Headquarter
This phase addresses the strategic decision-making and planning needs
of the Corporate Headquarters (HQ). This layer provides invaluable tools
for top management to analyze business performance, identify both short
and long-term opportunities and threats and make informed business
on business expansion, contraction and diversification.
The following features provides insight into the kind of functionalities
that come “out of the box” in Q-FLX
to support the
top management in its strategic planning. Those features, we believe,
are not to be found in any other typical systems that focus on operational
1. Setup and Access Control
Phase 3 involves the availability of a Messenger application that enables real-time
message exchange or chat across the organisation. It offers options
for offline messaging, private messaging, chat logs, etc.
The module is called:
2. Strategic Planning
The feature of strategic planning is further empowered by the introduction
of a Cost Management module. Its is a cost evaluation & analysis
application integrated across the functions in order to record, process
and analyse any activity towards cost. The main function of this module
is to capture all activities that have a cost implication from across
all modules, and to apply the index costs multipliers to generate a
more accurate estimation of costs. It then picks up (from the database)
information on actual costs incurred by the company on operational
activities. The system subsequently compares the actual and estimated
costs to generate results. These results can be analysed by the HQ
to manage and implement cost reduction measures.
The unique (in all senses) module available under this group is:
a. Cost Management
3. Sales & Marketing
The Marketing module provides the user with a simplified tool to
record and track details such as market growth, own and competitors ‘market
share, clients forecasts on potential new businesses etc. The information
provided by the application is vital when the user is formulating his/her
budgets, business plans, sales plans, renegotiations of contracts or
planning new services.
COC* Sales module has been designed keeping in mind the in-depth customer
information that leads to an effective sales cycle management.
The module links the customer profile information with the organization’s
sales force, the expectations, the rates, and so on.
A user can easily create sales plan using the Sales Planner provided
with the system. All activities under this module are completely seamless
with the auto-population of data being a key feature. A continuous
updated field indicates the number of calls made in the month, the
TEU on plan vs. calls, and the income derived from there.
The system can further indicate negative or positive trends of the
sales call, facilitating planning of future actions. It is able to
capture and inform the variances between the planned sales, marketing
efforts and actual results.
This complete and comprehensive feature is divided into three modules
b. COC Sales Module
c. Variance Analysis
In this strategic intelligence level of design and implementation,
the system provides modules on Insurance, Stowage and Cost Management.
The Insurance module essentially allows the user to record details & terms
of insurance policies, to control policies through expiry date & premium
due date alerts, to manage insurance claims along with record payment
We do not intend to design an application on Stowage at this stage
but a Feeder Operator’s current Stowage system can be integrated
with this system and linkages can be established across processes and
The facilities offered by this module can be summarized as:
b. Stowage Planning
5. Financial Management
Q-FLX extends its Finance feature to include Fixed Assets and
Treasury management options. This module allows the users to record
all details related to acquisition & disposal of fixed assets.
At all times the present value of assets can be viewed
with depreciation calculated automatically. The system also generates
accounting reports for acquisition, depreciation and disposal of assets.
Treasury management allows to record, view, manage and analyze all
treasury functions such as cash management, cash forecasting,
cash position reporting, investments, accounting, etc.
Cash flows can be reflected in real-time and it is possible to drill
down to the base data in order to interrogate the source of the cash
flow. Bank statements can be downloaded and the user can perform automatic
The Finance Closing (Voyage) module handles the financial closing of
a voyage and handles receivables. Each individual receivable can be
reviewed while the system records and update ageing details. Similarly
all payables are recorded, updated and subsequently reconciled. The
Results module is validated with the data of actual receipts and payments.
This high-end module includes:
a. Fixed Assets
c. Voyage Closing (Financial)
6. Customer Relationship Management
The Web Portal designed at this stage provides remote login for
users at customer sites. Customers can look-up voyage schedules, tariffs,
agreed discounts, etc. They can also check the availability of slots
or the details of invoices. The system’s data access control
ensures that customers can see only their own company's data.
This facility is called:
a. Web Portal
7. Knowledge Management (Reports)
Cubed Reports are specifically designed for a client’s
needs; these are reports where multiple locations or multiple vessels’ data
can be progressively summarized to finer levels and represented in
a single report.
On the basic level these reports can be generated using MS-Excel pivot
tables but the system can be configured to meet the client’s
needs by integrating high-level business intelligence tools such
The preferences, concerns, priorities and requirements of data delivery
from top-level management have been kept in view while designing The Dashboard module.
The application provides an immediate snapshot customized to the needs & wants
of the manager. The data is presented using gauges, charts, tables
and other graphic representations. Though still at the planning stage
the application will be designed in a drill down map format.
From the global level overview the user can drill down to get regional
data, go further down to country, to port, inland destination or depot
and get the relevant information. The data representation at each level
will show the last status, summarised averages, history or trends.
As example, typical fields for a port could show bookings, forecasted
or closed freights, vessel departure with operational details and cargo
details, status of containers, status of receivables, payables and
a whole host of other data available up to the last replication inputted
As discussed the two modules are:
GUI = General User Interface
TDR = Terminal Departure Report. The report generally submitted by
the terminal or the port agent and confirming the activity along with
the details of the services purchased.
EGM = Export General Manifest
IGM = Import General Manifest
COC = Customer Owned Container