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Supply Operations & Distribution (SOD)

Systemic Improvements by Supply Operations & Distribution (SOD) SBU

Terminal Automation System was started at depot/terminals in phased manner. To bring all TAS locations on similar platform with similar functionalities, TAS Upgradation is started at locations where TAS software was more than four-years old. The key benefits that can be derived from Terminal Automation System include:

  • Centralized & Real time controlling & monitoring of Terminal operations like product receipt, storage & dispatch
  • Reduced Human Interface
  • Mitigation of malpractices and enhanced Transparency
  • Real time reporting with complete Audit Trail
  • Ease of Operations and Improved efficiency of processes
  • Reduction in operating manpower with Minimum human intervention
  • Q&Q Assurance
  • Increased safety and security

A SMART terminal is one where Tank-Truck (TT) filling operation is fully automated from its entry to exit from the terminal. Seamless Documentation process from Indent to Invoice was implemented with initiatives like Auto Load Building, Auto Delivery Confirmation, Auto FAN printing and Auto invoice printing. Physical loading process from Entry to Exit has been seamlessly integrated with Terminal Automation system through Auto density printing, Dip Elimination and TFMS-JDE integration. Integrated Safety System with interlocks like Water level interlock, Tank mode interlock, TT earthing interlock, Fire Engine Status Interlock were introduced to transform from Enforced safety to Embedded safety. 18 Locations have been declared as SMART Terminal during the year taking the total tally to 50 Nos. SOD Inputs

Tank Farm Management System (TFMS) was integrated with ERP at TAS locations to eliminate human interface in the activities related to stock accounting. Tank Farm Management System (TFMS) provides the multi fold benefit of real-time inventory monitoring, auto Inventory calculation and easy lineup & switchover during receipt/dispatch operations. TFMS is integrated with ERP to reduce human effort and provide a system with no room for manual errors. These measures will not only bring in transparency in the inventory accounting but will also lead to reduced manual effort because of system driven inventory calculations.

Correct density printing on Invoice, not only instils confidence amongst the stake holders in terms of the quality and quantity of the product delivered but it also plays an important role in customer delight and brand building of the corporation. To derive the best out of TAS for Customer Delight, printing real-time density on Invoice is one such initiative.

Vehicle tracking system is provided on the tank trucks operated with HPCL. Real time tracking of the tank truck during transportation in the pre mapped GPS route from the supply location to the destination. Any abnormal delay or unauthorized halt, enroute beyond the normal travel period can be immediately detected.

Capturing the real timings of reporting, entry & exit of POL tank trucks (TTs) thru’ smart card readers installed at the points of above events. This has ensured transparent reporting of TTs for allotment on first come first serve basis. Basis inputs, we are able to send notifications to consignee dealers based on the physical exit timings of the loaded tank trucks (TT) from the dispatching POL depots / terminals.

Central OLA is an IT enabled tool, which facilitates auto allocation of Trucks to Indents with the desired level of transparency, to give equal opportunity to each Carrier/tank truck (by giving near equitable RTKM). The system is integrated into the existing Indent Management System.

Electro Mechanical Locking was introduced in HPCL in 2018. These EM Locking system are being Robust enough to operate in extreme environment conditions, temperature, dust & poor road conditions and have certifications from Petroleum & Explosive Safety Organization for use in hazardous area. SOD Inputs.

Broad Objectives of EM Locking System

  • To provide a secure locking mechanism for Top Dome covers (TDC) and Discharge Faucets of every tank truck carrying HPCL fuel from terminal to retail outlet or as advised.
  • To have secure locking mechanism for each & every TT trip.
  • Monitoring & tracking the process of locking and unlocking for every trip of the Tank Truck through OTP based Mobile application
  • To provide audit trail in the event of unauthorized handling / exception alerts etc.
  • To centrally monitor activities and alerts of the locking & unlocking process by Location/Zone/HQ. Customer shall also be able to monitor his trips and take pro-active actions
  • Management Information System in the form of various reports and dashboards Capability of integration to HPCL’s Interfaces viz. VTS and TAS etc.

Developed & implemented online gate pass module to enhance control on all material (other than products) that are either entering the HPCL premises or going out.

Types of Gate Passes

  • In Gate Pass
  • Out Gate Pass
  • Returnable Gate Pass (Rtgp)
  • In Vendor Material
  • Out Vendor Material

TAS inspection was carried out at all TAS Enabled locations to monitor the critical operations and strengthen the SOPs. Necessary actions were taken to ensure SOPs at locations.

Types of Gate Passes

Inventory Monitoring is one of the vital activities at all locations and Credit Note for sick TT etc. In order to streamline the activity, O&D has developed online application to eliminate the need to manually maintain and monitoring the activity. This register will automatically record all the product credit notes generated by the location on a particular day and can viewed by location Incharge and Planning Officer and concerned officer shall select the reason for making credit note receipt from available option.

SOD SBU is implementing an Enterprise Level Centralised Access Control System including Employee, Visitor and Contract Labour Management System by adopting proven, best in class technology at 66 Depots/Terminals. This system intends to benefit all stakeholders in terms of SOD Inputs operational efficiency and making our premises more secure through centralised Access Control Mechanism. Salient features of the system are:

  • Centralised system for having standardised Access Control System across locations
  • Authentication through biometric method using touchless Face Recognition System
  • Tripod Turnstile at both Delicensed & Licensed Area )
  • Real time Head Count at both Licensed & Delicensed area
  • Integration with Terminal Automation System / CCTV / AMS / Other HPCL Sub System
  • Real time location wise / Zone Wise Dashboard for monitoring
  • Various MIS reports for analysis of people movement across location
  • Complete visibility of Contract Employee employed at locations

SOD Instituted a system whereby any intended changes in facilities, documentation, and personnel defined operating procedures & working environment including new processes are thoroughly evaluated and managed to ensure that health, safety and environment risks arising from these changes are effectively controlled. All temporary, permanent & emergency changes are covered by this procedure.

Outcome of all the above Initiatives:

  • Leverage various IT application to eliminate Manual Intervention and Increased real time Visibility and Transparency across the Location
  • Improved Location Productivity and effective Inventory Controls
  • Reduction in man-hours for the Management & Non-Management employees
  • Reduced Tank Reconciliation time
  • Strengthen the core philosophy of Terminal Automation System
  • Achieved Robust and Efficient Monitoring and Control System
  • End to end execution by dealer i.e. from Indenting to Delivery Confirmation. 8. Increased turnaround of Tank Trucks.
  • Improvement in productivity due to reduction in lag time for hold release.