Streamlining Petroleum Operations with SysConnect at Crown Central Petroleum
Crown Central Petroleum, headquartered in Baltimore, Maryland, operates as an independent refiner and marketer with 346 retail outlets, including Fast Fare® convenience stores, mini-marts, and gasoline stations across the mid-Atlantic and southeastern United States. Managing a high volume of documents, such as maintenance requests and district reports, across its operations posed significant challenges due to manual, inefficient processes. By implementing FabSoft’s SysConnect, integrated with SAP and fax server solutions, Crown transformed its document workflows, eliminating communication bottlenecks and enhancing efficiency. This comprehensive guide explores how SysConnect’s document management system revolutionized Crown’s operations, delivering cost savings, improved communication, and scalability for future growth.
Challenges of Manual Document Workflows
Crown Central Petroleum relies on SAP to manage its distribution system, integrating operations from refining to retail. However, manual document processes created significant bottlenecks. Weekly district reports, detailing credit and debit histories for retail outlets, were printed on 3-inch credit card paper tape with 39-character lines, an outdated and hard-to-read format outsourced to an external service provider. This process was costly and frustrated dealers due to poor readability. Similarly, the maintenance department processed up to 3,000 requests monthly, each taking 5-10 minutes to print and fax manually, consuming 15,000–30,000 minutes (250–500 hours) and costing $60,000–$120,000 annually at a $20 hourly rate. These inefficiencies delayed repairs, increased costs, and hindered intra-company communication, necessitating a modern automation solution.
Solutions Implemented by Crown Central Petroleum
Crown implemented FabSoft’s SysConnect, utilizing its Fax Plug-in and SAP Plug-in, to automate document workflows. SysConnect integrated seamlessly with SAP, networked printers, digital copiers, and fax servers, replacing manual processes with efficient automation. For district reports, SysConnect captured SAP-generated data, formatted it into professional, readable reports, and automatically faxed them to district managers, eliminating the need for an external service provider. The improved format enhanced dealer satisfaction and communication efficiency.
In the maintenance department, SysConnect automated the faxing of up to 3,000 monthly requests, reducing processing time to seconds per document. Users sent documents to SysConnect, which formatted faxes, compiled distribution lists, and sent them via the fax server, notifying users of transmission status (success or failure) via email. The solution supported all operating systems (Windows, Unix, AS400, DOS), replacing multi-part forms with professional outputs. Crown’s systems administrator, Ronald Johnson, noted, “The best part of SysConnect software is that you only have to figure out the complicated SAP system once,” highlighting its user-friendly configuration.
Benefits of SysConnect for Crown Central Petroleum
SysConnect delivered transformative benefits:
- Improved Communication: Professional, readable district reports replaced outdated formats, enhancing dealer satisfaction.
- Time Savings: Automated faxing reduced maintenance request processing from 5-10 minutes to seconds, saving hours daily.
- Cost Reduction: Eliminated external service providers and reduced labor costs, saving thousands annually.
- User-Friendly Operation: Simplified configurations minimized setup time, enabling quick adoption.
- Scalability: Supported 1,000–2,000 daily faxes, with capacity for 4,000 pages, ensuring future growth.
Quantifying the Impact
The financial impact was substantial. Manual processing of 100 maintenance requests daily at 5 minutes each consumed 500 minutes, costing $40,000 annually at a $20 hourly rate. SysConnect reduced this to 25 minutes daily, saving over $36,000 per employee annually. For 3,000 monthly requests, savings scaled to over $100,000. Eliminating the external service for district reports further reduced costs, while improved readability enhanced dealer relationships. The fax server’s integration with the Nortel Meridian PBX system ensured scalability, handling up to 4,000 pages daily, supporting Crown’s 120 headquarters employees.
Getting Started with Document Automation
Crown implemented SysConnect with a phased approach, starting with district reports and maintenance requests. The solution integrated seamlessly with SAP and fax servers, requiring minimal setup. Staff were trained on the user-friendly interface, and performance metrics (e.g., fax delivery time, error rates) were monitored to optimize workflows. Plans to automate purchase orders promise further gains, ensuring long-term scalability.
Broader Implications for the Petroleum Industry
Crown’s success highlights SysConnect’s potential for broader adoption in the petroleum industry. By automating document workflows, companies can enhance communication, reduce costs, and improve service delivery across retail outlets. The solution’s scalability and integration capabilities make it ideal for large-scale operations, supporting efficiency in a competitive market.
Conclusion
FabSoft’s SysConnect transformed Crown Central Petroleum’s document management, automating district reports and maintenance requests, saving significant costs, and enhancing communication.