CASE STUDY
Enterprise Transformation for a Scaling Logistics Company
Overview
A mid-size logistics and distribution company approached Rubie Solutions during a period of rapid expansion. Despite growth in revenue, the business struggled with fragmented systems, duplicated workflows, compliance gaps and increasing operational delays.
The organization needed a partner who could bring structure, governance and clarity to their processes — while also guiding them through a systems stabilization and optimization journey.
Rubie Solutions led a full transformation that improved visibility, reduced inefficiencies and created a sustainable operational model for the company’s next stage of growth.
The Challenge
Before partnering with Rubie Solutions, the client experienced:
1. Disconnected Systems and Manual Workarounds
Core business applications were not communicating properly. Managers relied on spreadsheets to bypass system errors, creating inconsistencies and data integrity risks.
2. Slow Vendor Onboarding and Compliance Gaps
The procurement team had no standardized process for vendor approvals, documentation, risk checks or performance evaluation. This led to delays and avoidable exposure.
3. No Ownership or Governance Structure
Departments were operating in silos. No one “owned” the systems, the processes or updates, which resulted in duplicated efforts, constant rework and outdated documentation.
4. Low Visibility for Leadership
Executives lacked real-time insight into inventory, spend, supplier performance and operational trends — affecting decision-making and long-term planning.
Our Approach
Rubie Solutions delivered a structured, multi-phase transformation tailored to the client’s environment.
Phase 1 — Discovery & Systems Assessment
• Mapped current state workflows across Supply Chain, Finance and Operations
• Identified bottlenecks, manual workarounds and root causes of system failures
• Conducted interviews with key stakeholders to understand pain points
• Evaluated vendor lifecycle processes, documentation gaps and risk exposure
Phase 2 — Process Redesign & Governance Framework
• Developed streamlined end-to-end workflows with clear roles and accountability
• Introduced approval hierarchies and standardized operating procedures
• Implemented a governance model for system ownership, change control and documentation
• Rebuilt the vendor onboarding process from scratch (risk checks, forms, KPIs)
Phase 3 — System Optimization & Integration Improvements
• Resolved system errors affecting purchasing, receiving and inventory accuracy
• Defined and tested configuration improvements
• Implemented data validation rules, cleaner fields and standardized naming conventions
• Conducted UAT and trained users on updated processes
Phase 4 — Reporting, Insights & Continuous Improvement
• Built operational dashboards for leadership (spend visibility, supplier scorecards, cycle times)
• Established monthly governance reviews
• Delivered long-term improvement roadmap with KPIs and metrics
The Results
The transformation produced measurable impact within 90 days.
Operational Efficiency Increased by 47%
Automated workflows eliminated repetitive manual tasks and reduced rework.
Vendor Onboarding Time Reduced from 15–21 Days to 3–5 Days
Structured approvals and standardized documentation accelerated setup and reduced risk.
System Errors Reduced by 60%
Users reported fewer workarounds, higher data integrity and improved system reliability.
Leadership Gained Real-Time Visibility
New dashboard reporting enabled faster decision-making and better strategic planning.
Governance Became a Strength, Not a Gap
Clear ownership, documentation procedures and change control improved accountability and future scalability.
Client Feedback
“Rubie Solutions brought clarity, structure and a level of professionalism our team deeply needed. We now have processes that make sense, systems that work and a clear roadmap for growth.”
— Director of Supply Chain & Operations
View Related Services
• Business Systems Optimization
• Process Improvement & Workflow Design
• Vendor Management & Governance
• Change Management & Training