How did the digital transformation impact Western States Oil's operations?

The transformation to a digital dispatch system was a game-changer, implying significant improvements in efficiency and effectiveness.

What are some benefits of moving from a paper-based system to a digital one?

Benefits include increased efficiency, reduced errors, better tracking and reporting capabilities, and streamlined communications.

Why might a company choose to switch from a manual to a digital dispatch process?

Companies may switch to improve productivity, reduce operational costs, enhance data accuracy, and provide better service to their customers.

What challenges might a company face when transitioning to a digital dispatch system?

Challenges can include the initial cost of implementation, training staff on new systems, and integrating digital systems with existing processes.

How a Petroleum Fleet Transformed its Dispatch and Delivery Processes

Going from a manual, paper-based dispatch process to a fully digital system was a game-changer for Western States Oil.

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October 23, 2024

Western States oil tractor pulling a tanker trailer — Among other things, Western States Oil's new TMS has increased dispatcher productivity, allowing for growth without adding office staff.
Photo: Western States Oil

2 min to read

Western States Oil improved its operations by transitioning from a manual, paper-based dispatch system to a digital system.
The digital transformation marked a significant shift in the company's dispatch and delivery processes.
The new system enhanced efficiency and streamlined operations for the petroleum fleet.

*Summarized by AI

Spreadsheets and paperwork ruled the workday at Western States Oil, creating inefficiencies and business risks. The company risked losing orders and missing deliveries whenever dispatchers handed drivers printed order sheets to make deliveries.

Problems surfaced when orders changed or needed rescheduling. Dispatchers and accounting team members would scramble to reroute drivers and paperwork. Lacking a centralized system to automate data flow and maintain control and visibility compounded this and other issues.

The company brought in Transportation Manager Scott Swain, who has been in the petroleum and fuel-hauling business for 30 years, to start a new chapter.

Fleet Snapshot

Who: Western States Oil Company

Where: San Jose, California

Fleet: 14 semi-trailers and four tank wagon/bobtail trucks, domiciled in northern (San Jose) and southern (San Leandro) California.

Operations: Wholesale distributor and for-hire transporter of petroleum products.

Fun Fact: Thomas A. Lopes founded the company in July 1956 and hired his father, Frank Lopes, as his first employee.

Challenge: Growing without adding headcount is the panacea for transportation providers, especially for small, family-owned companies like Western States Oil.

How a New Digital Platform Helped Western States Oil

In the first half of 2024, Swain directed the implementation of TrueLiquid, an extension of TrueTMS, a web-based transportation management system (TMS), developed for distributors and for-hire tanker operations.

Key features of the digital platform include:

A driver mobile app for paperless dispatching and real-time updates.
Integration with the fleet’s Geotab electronic logging device system and suppliers' petroleum pricing and allocation data.
Accurate demand forecasting to proactively schedule customer deliveries.
Equipment maintenance and compliance tracking.
Customizable user views for different divisions and equipment types.

Western States Oil Sees Increased Dispatcher Productivity

In Swain’s eyes, the change is yielding impressive results. The technology has increased dispatcher productivity, allowing for growth without adding office staff.

Meanwhile, TrueTMS provides real-time delivery tracking and accurate ETAs to improve customer service.

"I could double the dispatch workload of each dispatcher with this technology," he says. “We're not hiring more bodies.”

Improved data flow and user efficiency ensure dispatchers notice load schedule changes and immediately make needed adjustments.

The system streamlines billing by automating the flow of orders through delivery planning and dispatch, with drivers using the mobile app to capture documents.

“Our billing can go out by the next day after we deliver,” Swain says.

Scaling for Future Growth

Implementing the cloud-based platform has positioned Western States Oil for expansion, with better efficiency, better customer service, and centralized dispatching and management that allows greater flexibility and control.

“If our dispatchers in San Jose need to dispatch drivers in southern California, they can do it easily. The information goes right to the driver's smart device,” Swain says.

“The technology streamlines the delivery process like you wouldn't believe.”

Going from a manual, paper-based dispatch process to a fully digital system has set Western States Oil up for scalable growth and sharpened its competitive edge in the petroleum distribution industry.