How to Install a YMS System Quickly & Easily – A Yard Management Software Implementation Guide

Written by: 
YardView
Posted on: 
August 28, 2021

A man on his computer installing a yard management software

When we think about identifying ways to improve your supply chain and the efficiency of your operations, one of the easiest and cost-effective solutions is to improve and optimize your yard with a yard management software system. A Yard Management system helps manage the inbound and outbound traffic of your operation, the movement of the trailers and containers while at your site, schedules dock doors, communicates with yard drivers and inside personnel and keeps all of your departments on the same page with up to date, accurate, and real time information. But how do you gain the benefits of a YMS system quickly? How do you make it easy for you and your co-workers inside and outside of your building to transition from manual, paper and radio processes to a best of breed software system that will help your operations gain visibility and overall efficiency fast? Below we examine the differences between a YMS software system and other enterprise systems, and what can be done to help install a YMS system quickly and easily.

Yard Management System Implementation Guide

Man holding a tablet reading an e-document about a guide to installing YardView yard management software

First, let’s look at some key areas of an operation that will benefit from a YMS system, but also may have to change some processes on the way to improvements.

  • The Check in Gate - This may be the first time (if there is not an appointment) that the asset is recorded in your system.
  • The Receiving and Shipping Departments -Instead of using paper and pen, they will now have 1 view of the operation, the assets on the property, the status of those assets and some information about what is on them and where they should be going.
  • Dock Personnel - These folks may not have to change anything if there is integration with the WMS system for example, or they may now update the dock doors and status of loading or unloading on a tablet or PC near the doors.  
  • The Yard Drivers - Your yard drivers(sometimes called many other things like yard dogs, jockeys, hostlers, shag trucks, spotters, etc.) will now have much easier communication through a tablet in the truck. It will also allow them to update inventory, correct inventory position, and comply with standard practices and safety protocol through system prompts and recordation.
  • Carrier and Customer – a heavy user of the system may be Carriers and customers who used to ask you for information and status updates, which was hard to supply. Now, with the YMS, they can access the information themselves.

There are many other departments and areas of an operation who will benefit from the yard management system. The above short list will benefit significantly and quickly.

One thing to remember is that a YMS system installation is not like installing other enterprise level systems like a WMS or TMS. A yard management solution can be installed in weeks compared to months or years. Let’s take a look at the steps to a successful and quick implementation.

Work with a YMS System with Decades of Experience

No use trying out a new YMS system at your site. Even vendors who have been around for 5-10 years might not have enough experience to get it done quickly and well. It is best to find a vendor with an established record and hundreds of projects under their belt. The best companies will have20 plus references and a team of experts guiding you every step of the way.

Identify the Project Managers & Clearly Define Who Will Do What

Make sure you have identified the key players from both teams (And maybe even third-party software and staffing vendors) who need to be included in the project. Project managers should have a clear picture of the operation, and the goals for the project. Identifying all parties and their responsibilities is critical to success.

Set up Bi-Weekly Calls Until All Parties Are Comfortable

It is important that the Project Managers and key players are communicating on a regular basis. There are many tasks to complete when installing an enterprise system and all hands need to be on deck to help. If folks are missing calls and meetings, it may be time to have a talk with the managers to understand why so that key tasks are not missed or delay the project. Consistent communication will help keep parties engaged and up to date on the tasks at hand.

Scope Out the Project & Define Objectives

It is important to take time to scope the project. Clearly defining and describing exactly what the expectations and objectives are, helps them to be achieved easier. Shooting for a moving target never works, causes problems in the partnership, and leaves both parties uncertain on if the project was completed or not. Laying out the expectations and end result is the key to completing the project successfully.

 

Train the End Users – and Have Super Users on Each Shift

Using the software for the end users is not typically very difficult for them to adopt. They are going from a fairly weak process to utilizing a system that is designed to make their lives easier. However, change is change and some training is needed to see how common tasks are now performed in the system. Further training will open up more possibilities and visibility for end users to enjoy the improved features and functionality of a best-of-breed YMS system. Lastly, having a Super User who knows the system at a deeper level than others, is important on each shift. Folks become Super Users when they attend more than 1 training, and typically up to 4 or 5, to see how other departments and staff are using the system, and how it all coordinates at the operation.

Using the software for the end users is not typically very difficult for them to adopt. They are going from a fairly weak process to utilizing a system that is designed to make their lives easier. However, change is change and some training is needed to see how common tasks are now performed in the system. Further training will open up more possibilities and visibility for end users to enjoy the improved features and functionality of a best-of-breed YMS system. Lastly, having a Super User who knows the system at a deeper level than others, is important on each shift. Folks become Super Users when they attend more than 1 training, and typically up to 4 or 5, to see how other departments and staff are using the system, and how it all coordinates at the operation.

Finally, Own Your Processes & Test the Software

Once the system is configured, in place, and ready for Go-Live, it is time to make it happen. This means every party takes on the responsibility and ownership for their part of the process. They overcome each obstacle in the first few days of change, and they persist. When complete buy-in and understanding that the new way is now here and needs to be embraced for success, the adoption curve shortens, and your operation will have quicker success. Parties who hang on to old ways, only complicate the first few days of the new system. Testing the software prior to, during, and after the Go-Live date helps increase trust and reliance on the system. Go ahead – jump-in headfirst and start living an easier existence now!

How Long Does It Take to Install a YMS System Compared to a WMS or TMS?

Image of man standing infront of a large screen waiting for software to download

Installing a YMS System is much quicker to install than a TMS or WMS system. The YardView YMS system can be installed in as little as 4weeks and often even less time. Some TMS or WMS systems may take years to get in place and then still need constant adjustment to keep fine-tuned. When considering a YMS system, help management, IT, and other key personnel understand that it does not need to be a long-term project. Instead, the benefits and ROI can be realized in just a few months.

How Many Resources are Needed to Successfully Install a YMS System?

The shorts answer is that not too many resources are needed to install a YMS system. Even the IT department is not always needed for a successful install. Hard to believe right? Yes, they may need to approve and sign off on the system, but with the cloud based SAAS YMS offerings of today, they just won’t need to be involved as much as they have needed to be in the past.

For some installations, only 1-2 resources to run the project, and then training for the department heads may suffice. Again, the software should be easier to perform with than the current paper and Excel systems in place. And so, transitioning for end users should be like doing what they already do, but easier and better.

Yard Management Software Sustainability = Successful YMS Implementation

The most optimal demonstration of a successful YMS implementation is the system’s sustainability. It is important to make sure you have an ongoing training strategy in place, continuous support from end-users, and updated configurations that test new versions with vendor teams. The ongoing success of implementation systems will happen and depend on engagement, hard work, and long-term commitment to ensure success.

 

YardView’s Yard Management System Solution

Yard management software solution provided by YardView gets a check for quick installation and easy implementation

YardView’s Yard Management System is a powerful and affordable system that provides complete visibility, an easy installation, and user guides and training that make it easy to adopt. YardView’s software can integrate with any WMS, TMS, or other enterprise systems. YardView can be installed as a stand-alone yard management solution for your needs without integration too. More features of our YMS include:

  • Automation with systematic actions that direct next steps of process.
  • Automatic delivery of scheduled reports.
  • Systematic triggers of monitors, and alerts.
  • Reduced detention/demurrage fees through warnings of approaching charges.
  • Faster and more accurate trailer spotting and positioning.
  • Improved yard driver communication, productivity, and accountability.
  • Faster throughput and higher accuracy at the gate.
  • 24/7 cloud-based access, service, and support.

YardView’s yard management software utilizes the world’s most comprehensive and widely adopted cloud platform and provides its customers with a cloud-based yard management system. Our cloud infrastructure ensures that you have the highest levels of security, protected data, and an always-available system that is accessible for your operations team, staff, and customers no matter when or where.

To make it simple, our YMS System allows you to view the asset inventory, contents, detail, and coordinate all movement and scheduling of your yard operation. It is important to have a well-developed, highly available, and expertly supported YMS system. The YardView team of experts has the experience, capacity, desire, and know-how in order to help you achieve success when implementing our YMS system. Our proprietary Yard Management Software Implementation Project Plan has 100% success rate over 23 years in the industry. When you work with the proper solutions and the best teams you can expect quick success and a higher level of results. Contact us today or schedule a demo below!