Brief
Checko required a white-label track-and-trace solution that could be supplied to multiple vendors, starting with Shell and HPCL. While both companies had distinct requirements, the solution was designed with a common base to ensure adaptability and scalability.
The core objective was to replace manual logging, which was prone to errors, time-consuming, and difficult to track, with a digitalised system. The solution leveraged Checko's proprietary copy proof labels, ensuring all logs and scans were authentic and tamper-proof.
By integrating QR-based scanning, real-time tracking, and audibility features, the system streamlined fuel distribution monitoring, improved supply chain efficiency, and ensured regulatory compliance.
The Problem
Challenges in the Fuel Supply Chain:
- Manual tracking is inefficient, Logbooks are prone to errors, take time, and are difficult to audit.
- Lack of real-time visibility - No centralized way to track product movement across nodes.
- Risk of counterfeiting & theft - Ensuring shipments are genuine and unaltered is challenging.
- Compliance & audit difficulties - Meeting Shell and HPCL's regulatory requirements required significant manual effort.
Existing Issues with Tracking Solutions:
- No standardized method for logging shipments.
- Difficult to verify authenticity due to lack of tamper-proof tracking.
- Integration issues with enterprise ERP systems.
Primary Research
In addition to user interviews and surveys, a small-scale field study was conducted to understand the practical challenges faced by factory workers, warehouse staff, and auditors in tracking shipments manually.
Methodology
- Observation of tracking workflows at distribution centre.
- Shadowing 3 warehouse managers and 2 auditors during their daily tracking routines.
- Conducted 5 informal conversations with logistics and compliance staff to gather firsthand pain points.
Research Insights
Industry Challenges
- A single miswritten digit in shipment IDs caused cascading errors, requiring manual verification across multiple logs.
- Factory managers frequently called or messaged warehouse staff to verify deliveries.
- Fuel theft & adulteration lead to major revenue losses.
- Lack of real-time tracking results in supply chain inefficiencies.
- Compliance requirements necessitate precise tracking & reporting.
- A single missing shipment update led to delayed distribution across multiple locations.
Field study insights
- Manual tracking is slow, error-prone, and frustrating for workers at all levels.
- Factory managers lack real-time updates, leading to unnecessary calls and messages.
- Warehouse staff quickly adapted to QR-based scanning, but training would be needed.
- Auditors struggled with past data retrieval, and QR-based logs significantly reduced search time.
User Interviews & Surveys
- Logistics Managers - Needed real-time tracking & inventory monitoring.
- Compliance Officers - Required automated regulatory reporting.
- Retailers & Distributors - Needed fraud prevention & supply validation.
User Persona
Ravi Kumar | 38
Warehouse Manager
Goals: Ensure real-time tracking of shipments
Frustrations: Manual logs cause errors & slow audits
Tech Use: Comfortable with ERP but prefers simple UIs
Suman Joshi | 32
Factory Supervisor
Goals: Ensure all shipments are logged correctly
Frustrations: No easy way to verify authenticity of labels
Tech Use: Familiar with SAP but struggles with manual
Arvind Patel | 50
Compliance Officer
Goals: Conduct regulatory audits smoothly
Frustrations: No centralised system for verifying product movement
Tech Use: Uses data analytics but needs accurate logs
Priya Sharma | 29
Logistics Coordinator
Goals: Reduce discrepancies in fuel distribution tracking
Frustrations: Lack of integration with SAP delays data updates
Tech Use: Comfortable with digital tools but needs better workflows
User Journey Map
Ravi Kumar | 38
Older manual flow.
Ravi Kumar | 38
With the new track and trace system.
Challenges & Results
Challenges
- Manual tracking inefficiencies — Digitised QR-based logging for real-time tracking.
- Need for real-time visibility — Centralised dashboard with live shipment tracking.
- Risk of fraud or tampering — Checko's proprietary QR-based proof labels ensure authenticity.
- Hierarchy complexity at Shell — Simplified workflows for different user roles.
- Forgot password friction — Admin-reset system for better security.
- Bulk upload & scan complexity — Added unit count before scan for accuracy.
- ERP Integration difficulties — CSV import & API sync for streamlined data processing.
Results & Impact
Initial Rollout:
2 Shell locations, 4 HPCL locations
- Projected Shipments Tracked: 10K+ units
- User Base: 100–1000 users across supply chain roles
- 80% reduction in manual errors after POC launch
- Faster audits & improved fraud detection with QR-based authentication