CAFS methodology for change management in the digitization of transport documents by road

The digitization of transport documents by road is a more complex process than it may seem at first sight, and not because of technical issues.

As we pointed out in the webinar Countdown to the Electronic Document for Road Transportone of the main mistakes when approaching document digitalization is to think that “in the end I just have to generate an electronic document and register with the ministry”.

Although in the first instance the document to be digitized by law is the Administrative Control Document (ACD), the reality is that it is not the last one, as there will be future regulations that will require the digitization of transport data.

In this situation, it is important to keep in mind that digitizing road freight documents involves transforming processes and managing change within the organization.

In this way, it is important to have a technology partner that, beyond covering the technical spectrum, accompanies you throughout the digital transformation process, with a special focus on what is really important: people.

The importance of change management in the digitalization of the transport documents by road

The road sector is a sector with very specific casuistry, which makes it necessary to address its digitization with solutions designed ad-hoc for the sector, with the aim of covering all operational scenarios that occur on a daily basis.

It is this very structure of the industry that makes change management particularly relevant on the road to digital transformation.

The convergence of different actors (shippers, carriers, operators, end customers) and operations (full truckload, breakbulk, cabotage, ADR, refrigerated transport, cross-docking, spot service…) complicates the expansion of digitization at all levels of the chain, but with the right change management strategy, success is possible.

FIELDEAS CAFS Methodology for change management

FIELDEAS has its own methodology for change management, in line with our objective of accompanying our clients throughout the implementation process of any solution in our portfolio.

This is the CAFS methodology (by its Spanish acronym), which has four phases:

• Communicate
• Attend
• Form
• Supervise

In the case of document digitalization, we would be talking about the Smart Docs Hub module, within the FIELDEAS Track and Trace solution.

This tool, based on flexibility and legal and regulatory guarantees, makes it possible to digitize each and every transport document, taking into account all the actors in the chain and providing tangible benefits for each of them, especially for drivers.

Change management with CAFS methodology in Smart Docs Hub

As we have already mentioned, transportation is not like digitizing another company process, precisely because it integrates a chain that is complex.

So, beyond the legal guarantee and flexibility, which are essential, we need a good change management strategy, which FIELDEAS bases on the CAFS methodology (by its Spanish acronym):

Communicate

This is the first level of the change management strategy and consists of precisely communicating the initiative and specific implementation deadlines, objectives and added value for all the actors involved in the process.

Attend

The next step is to assist. That is, to perform a correct analysis of the situation of the client and its collaborators, selecting the appropriate implementation model for each participant, both internal and external.

Form

Training is essential in any change. This phase focuses on carrying out the correct training to ensure that each participant in the process is adequately trained.

Supervise

None of the three previous phases will make sense if their evolution is not monitored.

Thus, in the fourth phase of the FIELDEAS change management strategy, the objective is to actively monitor, identify bottlenecks in adoption and implement reinforcement measures if necessary.

Smart Docs Hub: Digitization of road transport documents

Everything analyzed in this post reminds us that behind the processes, the tools and the movement of goods are the people in charge of making the whole chain work as a perfect gear.

Thus, digitizing a process could even be counterproductive if people and their need to adapt to change are not taken into account. After all, they are the ones who use the tools on a daily basis.

The document digitalization module of FIELDEAS Track and Trace takes this premise into account and has been designed with the objective of bringing benefits to all the agents involved in the transport chain at all levels.

It also has several functionalities that are equally oriented to facilitate the daily life of all people:

• Comprehensive digitization and regulatory compliance
• Improved operational efficiency
• Real-time visibility and traceability
• Stakeholder collaboration and friction reduction
• Increased data security and document safekeeping
• Cost reduction and sustainability
• Easy integration and scalability
• Increased competitiveness