The Logisticians Guide to Yard Management Systems & YMS

Your warehousing and distribution operation is a symphony of moving parts, and your yard is a critical piece of the orchestra. Trucks are constantly coming and going, yard jockeys weave in and out, trailers get loaded and unloaded, and somewhere amidst the organized chaos, your team is trying to keep up with the demand so no backlogs occur. Anyone who’s managed a warehouse or a yard knows this is easier said than done.

Let’s face it: Your yard is the unsung hero of the supply chain. It’s the critical link between your facility and the vast network of roads, rails, and waterways. However, managing trailers, trucks, and everything in between can be chaotic without the right strategy and tools. Yard management solutions enable dock, logistics, and security workers to monitor all movement within their yard, including trailers, containers, and other incoming/outgoing deliveries.

In this blog, we’ll provide an overarching explanation of yard management software, touching on the key functionalities of YMS and how it can benefit your daily operations. We’ll also discuss common challenges dockworkers face in the yard, how to implement yard management software successfully, and the ROI of a yard management system.

What is Yard Management?

• Truck Drivers: Truck drivers, or carriers, carry goods and materials from yard to yard, connecting companies worldwide. Drivers don’t want to wait around due to poor yard operations; they are on a tight schedule to meet on-time delivery within their hours of service regulations. In addition, drivers are paid by the mile, so waiting at a facility impacts their revenue stream. They expect a seamless transition into your warehouse yard with minimal hiccups and clear instructions.
• Dock Workers: Dock workers are the glue that keeps all yard management processes together. These manual workers are responsible for loading trailer contents in and out of trucks, maintaining dock operations, and keeping accurate documentation for accounting and reporting purposes. In addition, when product availability becomes an issue, they are the front-line coordinators with production and logistics teams on the decisions that have to be made to keep production lines running and customers happy.
• Warehouse Managers: Warehouse and yard managers are responsible for the entire operation at their facility. From meeting capacity and utilization goals to preventing safety incidents, being a warehouse manager is a contact sport with no timeouts. The warehouse manager role has changed immensely over the last 10 years, from being a staff manager to leading the adoption of emerging technologies. Managers must leverage real-time data to make decisions. With a constant influx and outflow of inventory, they must find a delicate balance of yard activity, efficiency, and ease of use.

A yard management system (YMS) helps optimize all of these processes in three primary ways:

1. A centralized platform where carriers, managers, and dock workers can all stay informed
2. Common processes across user function to create repeatability and process improvement for scheduling, trailer coordination, exception management, yard audits, and dock utilization
3. Innovative technologies that automate and augment user workflows. Workflow automation allows automatic trailer assignment, exception notifications, and multi-site visibility so workers can focus on the necessary tasks in the most efficient manner

Common Challenges in the Yard Management Process

Teams without a well-defined yard management solution will struggle to keep up with the steady stream of trucks, shipments, and orders arriving at their yard. One missing or delayed order can wrench the entire supply chain. Supply chain management is an ongoing battle, so expect to run into the following challenges when managing a yard or warehouse:

• Lost Trailers: In the chaotic environment of the yard, it can be easier to forget where a trailer or container is located. This can raise serious concerns with the customer whose assets are in that trailer.
• Bottlenecks: Bottlenecks are anything that congests and slows down operations. This could be yard overcrowding, lost materials, supply chain disruptions, or any other yard management hindrance.
• Unpredictable Delays: Delays can happen unexpectedly, clogging up the supply chain and leaving yard managers scrambling. Delays can happen for many reasons, such as a lack of truck space, a natural disaster, or poor communication between truck drivers and operations managers.
• Lack of Data: Often, challenges arise due to a lack of available data. Dock management becomes a guessing game when you don’t have the analytical data to support your decisions. This can result in poor driver management, increased cost, and the abovementioned challenges.
• Outdated Reporting Methods: Many yards still use manual processes for tracking and reporting, which are not only time-consuming but also prone to errors. These outdated methods can delay information processing, leading to slower decision-making and reduced responsiveness to changes or issues in the yard. Modernizing reporting tools by integrating technology like real-time tracking systems, automated data collection, and advanced analytics can dramatically improve the accuracy and timeliness of reports, enhancing overall yard efficiency.

Added this section to address Glenn’s comments.

What is Yard Management Software?

Think of yard management software as your yard’s air traffic control tower. This specialized software gives you real-time visibility and control, bringing order to potential chaos. A high-quality YMS will streamline operations and eliminate many daily yard management headaches.

Yard management software is a game-changing solution for managers who struggle to keep up with the ever-changing landscape of their yards. It removes the time-consuming effort of several manual tasks, including inventory tracking, locating trailers, and scheduling yard activities.

Digitize the pickup and delivery process with Vector, providing supply chain partners with real-time visibility into orders, loads, scheduling, and fulfillment. Eliminate physical interactions during the pickup & delivery process.

Key Functionalities of Yard Management Software

The most well-rounded yard management software provides a toolkit for multiple facets of your business operations, from inventory management to reporting. In your search for a software solution that fits your unique needs, keep these critical components in mind:

01

Real-time asset tracking

GPS and RFID technology can show you the precise location of every trailer, container, and yard truck. No more wasting time trying to find a lost container. Organizations can gain valuable insights into their yard operations by implementing time-tracking systems and making data-driven decisions to improve efficiency and overall performance.

02

Appointment scheduling

Ditch the archaic “first come, first served” approach to your yard. Sophisticated yard management software lets carriers book appointments online, matching their arrival with available resources. When you implement user-friendly slot booking into your yard operations, you avoid congestion and have better control over your dock schedule.

03

Gate management

Your yard perimeter is critical. Yard management systems tightly control gate access, streamlining check-in/check-out. It can capture driver information, verify appointments, track trailer movements across entry/exit points, and enhance yard security.

04

Reporting & Analytics

This is where the magic of real-time data comes in. Yard management solutions don’t just track activity; they transform raw information into powerful insights. You get tailored reports on dwell times, dock utilization, carrier performance, etc. These insights help you identify bottlenecks, make better decisions, and continually fine-tune your yard operation.

Benefits of Yard Management Solutions

The above mentioned items naturally come with a list of benefits, such as improved yard security and greater oversight of assets, but what else can managers expect to see after implementing YMS software?

Reduced detention fees & driver dwell time

Detention fees need to be paid by warehouse managers when a truck driver has to wait in their yard or warehouse for a specified amount of time, typically after two hours of waiting from their scheduled appointment time. They must have arrived on-time, as well. These fees are usually a result of poor communication or organization within the yard, forcing the carrier to wait until the order is located/prepped for shipping.

This two-hour standard has been around for decades, begging the question, after so much investment and innovation into production scheduling, planning, WMS and TMS, should two hours be changed to one hour?

Over the next five years, we will see more pressure from trucking companies and industry associations rethinking the benchmark. Leading warehouse operators can get drivers in/out within 60 minutes of their facility, thus allowing the driver to get revenue-generating miles quicker.

Yard management solutions eliminate the need to search for lost assets or scramble to make room for an incoming shipment, meaning incoming carriers don’t need to worry about hanging around your yard for hours. This will greatly reduce the detention fees you incur leading to cost savings.

01

Increased dock efficiency

Say goodbye to wasted time at your dock doors. Yard management solutions streamline loading/unloading, keep trucks flowing, and turn your docks into productivity powerhouses. Dock management becomes easy with the help of YMS software.

02

Faster and more accurate Yard Audits

Yard audits have historically been a clipboard and walking activity. With a centralized system of record and tablet interaction, trailers can be flagged for exception and updated within the YMS within minutes. In addition, if you are a temp control shipper, having a command center view of your current temperature readings and fuel levels allows you to monitor trailers at risk.

03

Product Protection

Especially in temperate controlled freight, trailers are used as a warehouse on wheels, and having an electronic log of temperature and reefer unit fuel readings allows your users to take action before it’s too late.

04

Improved visibility

As we’ve briefly touched on, managing a yard can sometimes feel like drinking from a firehose. You’re responsible for your immediate staff, incoming carriers, inventory, order fulfillment, and much more. It’s not unfathomable to think some things may slip under your radar.

Real-time data tracking grants companies a bird’s eye view of their yard and allows them to make decisions with unmatched accuracy. YMS software logs the status of every asset and process in your yard, ensuring deliveries remain on schedule.

05

Enhanced communication

Clear communication is pivotal in the supply chain. With so many moving parts, it’s almost inevitable you’ll run into issues corresponding with your client, carrier, and even your employees. Yard management software bridges those communication gaps and keeps every relevant party just a few clicks away from each other.

A centralized YMS platform eliminates the frustrations that come along with lapses in communication during the supply chain process.

06

Boosted customer satisfaction

When your yard runs like a well-oiled machine, your customers reap the benefits. On-time deliveries and predictable operations create loyalty and drive repeat business.

The ROI of a Yard Management System

The question isn’t whether you can afford a yard management system, it’s whether you can afford not to have one. Between reduced detention fees, boosted efficiency, and improved data that drives better decisions, this software can rapidly pay for itself. That doesn’t even account for the intangible benefits like reduced stress and customer perception.

Imagine a less stressful and chaotic yard environment. Picture the boost in staff morale when the daily struggle to find assets and manage schedules is eased. A yard powered by a yard management system is a profitable yard, but it’s also a smoother and more enjoyable place to work.

How to Implement YMS in Your Yard Operations

So, you’ve decided you want to move forward with implementing YMS software into your yard. What next? We’ve highlighted four steps to take to ensure a seamless integration.

Before jumping headfirst into a yard management solution, it’s best to step back and assess your needs. Start by identifying pain points, roadblocks, and recurring issues. Are you finding yourself constantly paying detention fees? Do you have a habit of losing track of trailers?

This process also includes nailing down your goals. What do you hope to achieve by implementing this software? Answering these questions will help inform your decision during the next step.

Once you’ve assessed your needs, you’ll then want to choose your YMS provider. There are plenty of options, some offering features that others do not, so it’s crucial to weigh your priorities. Research integration capabilities and compare key features to find the best-suited product.

After choosing your yard management system, start to plan the implementation. Consider breaking up the rollout into different phases, allowing for a slow but smooth integration into your existing yard operations. The last thing you want is to implement new technology that only ends up causing more confusion.

Rely on your YMS vendor to provide helpful tips and answers to questions you may face along the way.

Finally, it’s important to remember that training is key. Even the best YMS won’t deliver results if your team isn’t on board. Invest in comprehensive training for dock workers, yard jockeys, and management. Provide clear user manuals and ongoing support resources.

Future Trends

The future of warehouse and yard management is set to be transformed by a series of technological innovations aimed at increasing efficiency, accuracy, and overall operational fluidity. Here are some of the key trends and technologies that will shape the future of this vital field:

• Advanced camera technology – The use of high-resolution cameras equipped with artificial intelligence (AI) is expected to rise. These cameras can monitor and analyze movements within the yard and warehouse more efficiently, identifying bottlenecks and optimizing traffic flow and storage allocation.
• RFID enhancement – Radio Frequency Identification (RFID) technology has been pivotal in tracking assets through the supply chain. Future enhancements in RFID technology will offer even greater granularity and accuracy in real-time tracking of goods. This will not only improve inventory management but also streamline the receiving and shipping processes by reducing manual scanning requirements.
• Autonomous vehicles and drones – The use of autonomous vehicles and drones within warehouses and yards is set to increase. These technologies can be used for moving goods within a warehouse or for carrying out inventory checks, thereby reducing labor costs and enhancing operational efficiency.
• IoT and smart sensors – The Internet of Things (IoT) and smart sensors will continue revolutionizing yard management by providing critical data on the condition and location of goods and equipment. Sensors can monitor temperature, humidity, and other environmental conditions to ensure product quality, especially for perishable items.

Let Vector Simplify Your Yard

Vector is a comprehensive solution for managing your yard. If your yard operations feel like a constant battle against chaos, you’re not alone. There’s a path forward: the strategic implementation of a YMS with Vector.

With the implementation of a yard management system, you’ll gain efficiency, visibility, and the data-driven insights you need to make your yard hum. And that’s where Vector can help. Our cutting-edge YMS solutions and deep industry expertise can transform your yard from a headache into a competitive advantage. Visit our website or contact us today to discover how Vector can streamline your operations and take your business to the next level.