Automating Statement of Facts documentation

This case study shows how one client uses the reporting capabilities of Smart Fleet Management (SFM) to compile their Statement of Facts documentation. 

Context

A transshipping company with a large fleet of bulk carriers needed to optimize documentation for operations in Southeast Asia, including the Statement of Facts (SoF). 

Challenge

The objective was to compile a SoF to communicate operational efficiency and performance metrics to clients. The SoF documentation enables the client and third parties to calculate events precisely throughout operations. It records all cargo handling from the ship’s arrival at a point through the start to the end of the operations and, finally, the ship's departure. By providing a consolidated and accurate record, the SoF facilitates agreement among parties on demurrage, laytime, and cost allocation calculations, so precision was key.

Previously, compiling the SoF relied on numerous and potentially confusing Excel spreadsheets. This meant that the already time-consuming process was complicated further by error-prone manual input. The sheer volume of data in an SoF document meant the client sought a single, clear reporting source capable of recording various elements, such as rotation timeline, activity details, cargo specifics, and contractual performance and delays.

Spinergie Smart Fleet Management

The SoF report was built using the digital Daily Report (DR), with this data fully editable by the crew to ensure accuracy. That data is then filtered through to a clean analytics dashboard which is accessible for daily monitoring. From this analysis, any number of custom reports can be created for the client; in this case, the report generated is the SoF.

SFM benefts:

• Single Data Entry Format:  data is only entered in the DR, with this information automatically cascading to any number of custom reporting. Selected fields can be pre-populated using sensor and tracking data with all inputs benefitting from robust QC.
• Precise Records: all previous records are only a click away should any additional analysis be required or for additional reporting needs (ESG, MRV, DCS).
• Integration of sensors: by client request, sensors can be added to monitor fuel, cargo, or weather metrics.
• Customisation: the solution is customised to client requirements and can be adapted to integrate existing procedures to smooth the transition to the new system. 
• Data-Driven Decision Making: aggregating operational data into analytical reports enables data-driven decisions that bolster operational efficacy and fleet performance.
• Reduction in Demurrage: by providing a transparent and accurate account of vessel operations, SFM allows fleet managers to dissect and act upon the origins of delays, which directly contributes to decreased demurrage expenses.

Result

The client now has access to a streamlined data entry system, which allows for the precise analysis required for post-processing operational documents, including the SoF. Knowing that the information within is precise gives them the confidence to share the SoF with third parties. 

SFM provides a platform where stakeholders can use simple-to-access data and analytics for further reporting tasks such as the ESG report.

Find out how a West African Transshipper used Spinergie to optimize its operations in this use case and learn more about how Spinergie can help you manage your operations. Ready to see a demo? Contact the team today, and we will show you how Spinergie’s solution can be customized to adapt to your existing processes.