Terminal inventory and work orders on one platform
A mid-market oil & gas trading operator moved multi-terminal inventory, work-order lifecycle, blending/costing touchpoints, and shift handoffs off spreadsheets and into OGTS — with Dubai-based implementation support.
At a glance
Mid-market GCC trading operator with multi-terminal stock moves
Spreadsheets, email, and tribal shift knowledge
OGTS as system of record for inventory & work orders
UAE-based discovery, config, training, and hypercare
Client context
The operator runs trading and terminal activity across more than one location. Day crews execute inventory moves and work orders; night and weekend coverage depends on clear handoffs. Commercial and ops both need a trustworthy stock picture — especially when blending, quality holds, or urgent vessel windows collide with incomplete paperwork.
- Multi-terminal inventory visibility was a stated requirement from day one
- Work orders spanned operations, quality checks, and document follow-ups
- Finance needed cleaner costing inputs (including WAC-related touchpoints) without another reconciliation project
- Leadership wanted one operational view without buying an oversized ERP stack
The challenge
Before OGTS, status lived wherever someone last typed it. That worked until volume spiked, a new operator joined a shift, or an auditor asked for a clean trail of what moved, when, and under which quality context.
- Inventory and open work-order status lived in multiple files, chats, and inboxes
- Blending and quality context was hard to reconstruct after a busy shift
- New operators needed long shadowing before they could run a shift confidently
- Week-end management reporting meant manual consolidation and late corrections
- Document control (certificates, notes, attachments) was detached from the work itself
What we delivered
We implemented OGTS as the system of record for terminal inventory and work orders — configured to how their shifts actually run, not a generic ERP blueprint. Scope focused on the modules that removed daily friction first.
- Multi-terminal inventory visibility for ops, trading, and leadership
- Work-order lifecycle management from raise → assign → execute → close
- Blending & WAC costing touchpoints aligned with commercial needs
- Quality & compliance tracking alongside operational activity
- Centralized document control attached to relevant inventory and work-order records
- Role-based access for shift leads, back-office, and management viewers
- Dubai-based training for day-one operating routines and hypercare after go-live
Before vs after
Before
- Stock moves logged in shared sheets with version conflicts
- Work-order ownership unclear mid-shift
- Quality holds communicated ad hoc
- Handoffs depended on verbal briefings
- Reporting rebuilt every week from scratch
After OGTS
- Multi-terminal inventory in one operational picture
- Work-order lifecycle with clear owners and status
- Quality & compliance tracking tied to the work
- Incoming crews see open items without chat archaeology
- Managers review live status instead of waiting for Friday packs
Modules in scope
Mapped directly to OGTS capabilities used in this engagement.
Inventory
Stock visibility across terminals, move logging, and a shared picture for ops and commercial.
Work orders
Lifecycle ownership so open work is visible, assignable, and closable without spreadsheet chase.
Blending & costing
Operational touchpoints for blending activity and WAC-related costing inputs where the desk needed them.
Quality & documents
Quality holds and document trails sit with the work — fewer reconstructions after the fact.
How delivery ran
A practical mid-market rollout — discover, configure, train, then go live with support.
Weeks 1–2 · Discovery
Mapped terminal workflows, roles, inventory move types, work-order patterns, and reporting needs. Agreed what must be live on day one vs phase two.
Weeks 3–7 · Configure
Configured OGTS modules, roles, and document patterns. Validated inventory and work-order paths with shift leads using real scenarios.
Weeks 8–10 · Train
Trained shift leads and back-office users on day-one routines. Built a short operating checklist for handoffs and exception handling.
Weeks 11–12 · Go-live + hypercare
Cut over with UAE-based support on call for exceptions, data questions, and workflow tweaks in the first operating cycles.
A shift after go-live
Incoming shift lead opens OGTS, reviews open work orders and inventory exceptions, assigns owners, and closes completed items with documents attached. Trading and management see the same status without waiting for a spreadsheet email. When a quality hold appears, the context stays with the record instead of disappearing into a chat thread.
Start of shift
Review open work orders, inventory exceptions, and overnight notes in one place.
Execute
Log moves and progress work orders with clear ownership.
Quality / docs
Attach quality context and documents to the relevant records.
Handoff
Next crew inherits live status — not a verbal summary alone.
What changed
Outcomes below are operational. We do not invent percentage lifts. Teams describe the difference in how work moves day to day.
Single operational view
Inventory and open work orders live in one place, so shift leads and managers share the same status without reconciling files.
Cleaner shift handoffs
Incoming crews see open orders, exceptions, and inventory context without hunting through chat threads.
Faster exception handling
Quality and document trails sit with the work — less time reconstructing “what happened” after a busy shift.
Stronger desk ↔ ops alignment
Commercial and operations reference the same inventory picture when decisions need to move quickly.
Shorter onboarding for new operators
New team members learn the system and the process together, instead of memorizing tribal spreadsheet habits.
Room to grow
The same platform can deepen blending, costing, and trading workflows as the operator matures — without another rip-and-replace.
What’s next for the client
Phase-two backlog focuses on deeper blending/costing usage, tighter management dashboards, and optional extensions into adjacent trading workflows as volume and process maturity allow.
- Expand blending and costing usage beyond day-one paths
- Refine management views for exception-first monitoring
- Evaluate adjacent trading workflows once terminal routines are stable
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