System Consolidation Initiative Unifies 18 Legacy Platforms into Custom Quickbase ERP
Summary:
System sprawl across 18 legacy platforms slowed port operations and delayed billing. Quandary deployed a scalable Quickbase ERP to automate workflows and accelerate billing turnaround by over 80%.
Results Snapshot
Invoice Processing Time Cut from 10 Days to 48 Hours Through ERP Automation
Automated Reporting Dashboards Power Real-Time Performance Monitoring
Centralized Union Workforce Scheduling Improves Operational Coordination
Scanner-Based Asset Tracking Reduces Equipment Loss and Improves Accountability
Centralized Fleet Management Improves Compliance and Reporting
The Challenge: 18 Disconnected Systems, No Unified Control
Following the merger of three port operators, the organization was operating across 18 separate legacy systems that lacked integration, scalability, and centralized governance. Each terminal maintained its own tools, workflows, and reporting structures—creating operational silos and eliminating portfolio-level visibility.
Without a unified port operations management system, coordination across labor, equipment, cargo handling, and vessel scheduling became increasingly complex. Critical decisions required manual reconciliation across platforms, slowing execution at scale.
Operational teams relied heavily on spreadsheets, phone calls, and manual tracking processes to:
- Move containers through terminals
- Schedule union labor crews
- Coordinate equipment usage
- Monitor cargo flow and gate activity
Routine reporting took days to compile. Billing cycles stretched beyond a week, delaying revenue recognition and increasing administrative overhead. Every operational bottleneck directly impacted vessel turnaround times, tied up yard and gate resources, and reduced throughput efficiency.
Leadership recognized that the fragmented technology stack could not support the demands of modern high-volume port logistics operations. The organization required a centralized, scalable enterprise ERP platform capable of:
- Unifying terminal workflows
- Delivering real-time operational dashboards
- Automating billing and labor scheduling
- Enabling data-driven decisions without disrupting daily port activity
A full system overhaul was necessary—but it had to be implemented without halting mission-critical operations.
Our Solution: One System to Unify Port Operations
Quandary Consulting Group built a custom ERP system with Quickbase to unify scheduling, logistics, labor management, and asset tracking across the port. This replaced the client’s disconnected spreadsheets, emails, and legacy systems with a single operational platform.
The scope included applications for workforce scheduling, container movement, inventory control, asset check-in and check-out, and preventative maintenance logging. All workflows were tailored to reflect how port teams actually worked in the field.
Low-code development built enabled fast and adaptable delivery under real operational pressure. The platform allowed us to build quickly, adapt to feedback, and avoid the long delays and overhead associated with traditional software development.
Key Features:
- Executive Dashboard: Gives leadership a live view of vessel schedules, throughput, and terminal activity to make faster decisions across the port.
- Terminal Operation Reports (TOR): Automatically pulls data into a standardized format aligned with billing, reducing manual reporting time.
- Labor and Scheduling Integration: Manages union workflows in one system to avoid conflicts and delays.
- Shift-Level Production Logging: Tracks AOMs and container moves for supervisors in real time without lag.
- Asset Tracking: Teams check equipment check-in/out via scanner, cutting loss, duplication, and downtime.
- Preventative Maintenance Tracker: Schedules port vehicle maintenance to prevent breakdowns that cause delays.
- Operational Scorecard: Aggregates performance data across vessels and terminals to highlight trends and identify areas for improvement.
- ERP Integration: Syncs operations data directly with NetSuite to eliminate double entry and speed up billing.
Our Process: Agile Sprints Targeting Operational Bottlenecks
To modernize port operations without disrupting daily activity, we implemented a structured agile ERP deployment strategy built around two-week development sprints. Each sprint targeted the areas generating the greatest operational friction, ensuring measurable progress from the outset.
The client remained actively engaged throughout the process—testing releases, validating workflows, and shaping system functionality based on real-world usage across terminals.
Key Implementation Steps
- Comprehensive operational discovery
We conducted a full assessment of the client’s infrastructure, data flows, terminal workflows, and system dependencies to identify critical bottlenecks across vessel operations, labor coordination, and billing processes. - Strategic legacy system evaluation
Rather than rebuilding everything, we used the existing systems as a reference point to determine what should be retained, redesigned, or eliminated. This reduced risk and accelerated modernization. - Collaborative Quickbase application development
Each Quickbase ERP module was developed with direct input from field operators, supervisors, dispatchers, and management. This ensured alignment between system design and real operational requirements. - Prioritized high-friction workflows first
Initial sprints focused on high-impact areas such as:- Production logging and cargo tracking
- Union labor scheduling and workforce management
- Operational reporting delays
- Addressing these workflows early delivered immediate efficiency gains and built internal momentum.
- Live validation and on-site feedback loops
Every release was tested through live walkthroughs and operational simulations. On-site feedback informed iterative refinements before progressing to the next sprint. - Adaptive module expansion
New modules were introduced based on real usage patterns and evolving operational insights—not just initial planning assumptions. This ensured the ERP platform remained practical, scalable, and aligned with day-to-day port realities.
By focusing on rapid iteration and operational validation, we delivered a scalable Quickbase-based port operations ERP that reduced friction, improved coordination, and unified 18 fragmented systems—without interrupting critical vessel activity.
The Roadblocks: Adoption Took Field-Level Support
Rolling out new workflows in a busy port environment meant asking dozens of people to change their work processes, all while vessels were still in operation. Each application affected day-to-day tasks, and adoption required hands-on support to take hold.
We worked directly with supervisors and field managers during onboarding. That included building walkthroughs, creating process guides, and adjusting tools based on how they were actually used in the field.
The technical environment added another layer of complexity. The port relied on 18 separate systems with overlapping data, conflicting fields, and inconsistent formats. We had to connect the right sources without creating duplication, drift, or extra manual work.
The Toolstack
Technology Stack Powering Port Operations Modernization
Quickbase (Core Low-Code ERP Platform)
- Served as the centralized low-code development platform used to build and deploy all operational applications—spanning union labor scheduling, vessel operations, asset tracking, billing, and vehicle maintenance. Quickbase enabled rapid iteration, field-driven enhancements, and scalable workflow automation without heavy infrastructure overhead.
Microsoft Azure (Secure Cloud Infrastructure)
- Provided a secure, enterprise-grade cloud infrastructure to support system integrations, data synchronization, and cross-platform communication. Azure ensured reliable data flow between operational tools while maintaining security, scalability, and compliance standards.
peakSUITE Document Generator (Automated Reporting Engine)
- Automated the creation of Terminal Operations Reports using live ERP data, eliminating manual report formatting, reducing processing delays, and improving reporting accuracy. This integration streamlined compliance reporting and enhanced real-time operational visibility.
Integrated with:
Oracle NetSuite (Financial System Integration)
- Integrated operational data directly into Oracle NetSuite ERP, eliminating duplicate data entry and accelerating billing workflows. This synchronization improved financial accuracy, reduced administrative overhead, and shortened the invoice processing cycle.
TCP Software (Workforce & Timekeeping Integration)
- Connected real-time time and attendance data to enhance union labor scheduling, improve shift-level visibility, and strengthen payroll accuracy. This integration increased workforce coordination and reduced scheduling conflicts across terminals.
Power BI (Executive Reporting & Analytics)
- Delivered interactive real-time dashboards and performance analytics for executive leadership. Power BI transformed raw operational data into actionable insights, enabling faster, data-driven decisions across vessel operations, labor management, and billing performance.
Together, these integrations created a fully connected port operations ERP ecosystem, linking financial systems, workforce management, and executive reporting into one scalable platform.
The Results: Real-Time Insights into Port Ops
The new system gave the client real-time visibility and control across daily port operations. Tasks that once required days of emails, spreadsheets, and phone calls now occur on a single platform with live dashboards and automated workflows much faster.
Billing cycles were reduced from 7–10 days to under 48 hours. Time entry and union labor scheduling are managed in a single, connected system. Supervisors log equipment usage and AOMs directly, cutting errors and manual rework.
Preventive maintenance is now automated for hundreds of vehicles. Equipment is scanned in and out, reducing duplication and loss. Leadership can track operational trends across terminals and seasons to make faster, more informed decisions.
Key Results:
- Cut billing time from 10 days to under 48 hours
- Reduced asset loss through scanner-based tracking
- Centralized union labor scheduling
- Automated vehicle maintenance across the port
- Real-time dashboards improved executive decisions
- Surfaced performance trends across terminals and seasons
Client Overview:
A stevedoring and port services provider operating at one of the busiest container ports in the United States. The client manages vessel operations, cargo handling, and gate services across multiple terminals.
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