Rail Log - The latest technology in rail car inventory and electronic billing systems

How to eliminate duplicate manual paperwork using automation

At a recent meeting of North American Rail Companies all of the companies using rail cars confirmed they had the same problem and no one had developed a suitable solution.  The problem was that rail car inventory information, switch lists, and communications to rail companies were all being done using handwritten methods which had to be duplicated numerous times.  One of the clients of Snead Management Systems asked us to develop a solution. 


We began with determining the objects that needed to be met with the automated system. The four (4) major objectives in implementing the electronic system were:

1. Preparing a Rail Car inventory
The first thing a company using rail cars has to do every morning is accurately create electronic rail car inventory, known as a "switch list" to organize rail cars by order and product. In many cases, a unit train is prepared every day. The inventory must contain the identification, consisting of car initial and number and type (gondola, hopper) and what product is being put in the car.

2. Developing a Switch List
A switch list needs to be developed containing the following information:
Car Number (owners initials and number)
Order Information
Product Information

3. Weighing the rail cars (static or in-motion) and producing an electronic weigh bill. 
In some cases a company will invoice for both the haul and the product.  In other cases, the company will just invoice for the product and have the railroad invoice for the haul.  The Rail Log system can handle either method of invoicing. Additional features of the system include using radio frequency in the identification process for weighing.


4. Communicating with the rail company and billing host.
The only way a railroad will bill for a car is electronically.  They will not do it with a manual weigh bill. Communicating with the Rail Log system can be done over the internet - most efficient way.  The system uses the latest railroad file format. Companies that have their own scales where they associate car numbers and weights use communications format 404 and 440. Companies that don't have their own scales just indicate the cars need to be weighed by the railroad, and use format T94.

The system in action
The railroad foreman starts each morning by selecting a hand-held or truck-mounted device loaded with the  Rail Log software system. He then either walks or drives a truck down the tracks taking the railcar inventory.  

The screen on the hand-held device allows the railroad foreman clerk to use a pen based system to select the track location,  the car owner, the number, condition, and car type.  He keys in car number, which is  validated against preloaded railcar pool or can be added to pool.  The condition is noted as either 'bad or good", "loaded or empty", and "trash" - not usable for customers.

At the end of the shift the information is downloaded, the switch list is prepared, and the information is communicated throughout the company and to the railroad company.  The end result is that the company has saved numerous hours of personnel time and has accurate, legible, and timely information.

For more information on the Rail Log system or other innovative technologies such as RF ID of railcards, contact The MHS Group at 281.558.9999 or email at gail@mhsgrp.com.