ROLO Operations System

Step 1: Create the Cleanup Workbook

What to create

Create one spreadsheet workbook with these tabs:

1. Orders Analysis
2. Address Cleanup
3. Client Cleanup
4. Driver Cleanup
5. Pricing Audit
6. Cleanup Tracker

Why this matters

One cleanup workbook gives ROLO a single place to track what was exported, what was reviewed, what was fixed, and what still needs work.

Step 2: Export Orders for Analysis

Where: Review Orders

What to export

1. Order ID
2. Client Name
3. Pickup Address
4. Delivery Address
5. Service Type
6. Vehicle Type
7. Driver Name
8. Pickup Time
9. Delivery Time
10. POD Time
11. Status
12. Miles if available

Recommended filters

1. Date range: last 60–90 days
2. Status: Completed, Rated, Statemented, and Posted if needed
3. Delivery Center: ROLO active Delivery Center

Why this matters

Order history shows what ROLO actually does daily. This data reveals top clients, frequent addresses, driver patterns, service mix, delays, and routing issues.

Orders Analysis tab columns

Order ID
Client Name
Pickup Address
Delivery Address
Service Type
Vehicle Type
Driver Name
Pickup Time
Delivery Time
POD Time
Target Delivery Time
Total Time
On-Time
Miles
Status
Notes

Step 3: Export and Clean Addresses

Where: Client Master → Addresses

What to export or collect

1. Original address
2. Street
3. City
4. State
5. Zip
6. Client name
7. Times used if available
8. Last used date if available
9. Special instructions

Why this matters

Address cleanup is one of the highest-impact steps. Bad addresses cause route errors, driver confusion, duplicate stops, failed deliveries, and bad sequencing.

Address Cleanup tab columns

Original Address
Street
City
State
Zip
Standardized Address
Client Name
Times Used
Last Used Date
Duplicate Flag
Keep / Delete / Fix
Special Instructions
Notes

Address cleanup rules

1. Keep the most complete address.
2. Keep the most recently used address.
3. Keep the address with the highest usage count.
4. Delete or merge duplicates.
5. Add missing suite, dock, gate, and receiving instructions.
6. Mark high-frequency addresses as permanent in Xcelerator.

Step 4: Export and Clean Clients

Where: Accounting → Client Master

What to export or review

1. Client name
2. Account number
3. Status
4. Pricing scheme
5. Billing terms
6. Market segment
7. Default service
8. Default vehicle
9. Last order date

Client Cleanup tab columns

Client Name
Account Number
Status
Pricing Scheme
Billing Terms
Market Segment
Default Service
Default Vehicle
Last Order Date
Duplicate Flag
Keep / Delete / Fix
Notes

Client cleanup rules

1. Keep active clients with recent work.
2. Deactivate old clients that are no longer used.
3. Fix missing pricing schemes.
4. Assign market segments.
5. Clean duplicate accounts carefully before deleting anything.

Why this matters

Client records control billing, notifications, pricing, defaults, and order behavior. Messy clients create messy operations.

Step 5: Export and Clean Drivers

Where: Operations → Drivers

What to export or review

1. Driver name
2. Status
3. Vehicle type
4. Phone
5. Email
6. Delivery Center
7. Last delivery date
8. Assigned area

Driver Cleanup tab columns

Driver Name
Status
Vehicle Type
Phone
Email
Delivery Center
Last Delivery Date
Assigned Area
MobileTek / GPS Status
Keep / Fix / Deactivate
Notes

Driver cleanup rules

1. Keep active drivers only if they are currently working.
2. Fix missing contact info.
3. Fix missing or wrong vehicle type.
4. Confirm MobileTek/GPS visibility.
5. Deactivate old drivers who should not appear in dispatch.

Why this matters

Driver data controls dispatch eligibility, map visibility, route assignment, settlements, and Auto-Dispatch accuracy.

Step 6: Build Pricing Audit Sheet

Where: Tariff Builder → Pricing Schemes

What to document

1. Pricing scheme name
2. Pricing type
3. Service type
4. Vehicle type
5. Base rate
6. Per mile rate if used
7. Accessorials attached
8. Secondary scheme
9. Known issues

Pricing Audit tab columns

Pricing Scheme Name
Type
Service Type
Vehicle Type
Base Rate
Per Mile Rate
Accessorials Attached
Secondary Scheme
Mileage Method
Issue Flag
Notes

Pricing cleanup rules

1. Every active service and vehicle combination must have a pricing rule.
2. Pricing chains must not loop.
3. Accessorials must be attached where needed.
4. Stored mileage overrides must be reviewed.
5. Unused schemes should be flagged before deletion.

Why this matters

Pricing errors create revenue leakage, billing disputes, and manual correction work. Pricing must be clean before Auto-Rate, BVR, and invoicing can run smoothly.

Step 7: Use Cleanup Tracker

Cleanup Tracker tab columns

Category
Total Records
Reviewed
Fixed
Remaining
Owner
Status
Notes

Categories to track

• Orders
• Addresses
• Clients
• Drivers
• Pricing
• Zones
• Scheduled Runs

Why this matters

The tracker prevents cleanup from becoming vague. ROLO should always know what is done, what is pending, and who owns it.

Step 8: Cleanup Execution Timeline

Recommended timeline

1. Day 1–2: Export data and build cleanup workbook.
2. Day 3–5: Clean addresses and clients.
3. Day 6–7: Clean drivers and MobileTek/GPS visibility.
4. Day 8–10: Audit pricing, accessorials, and zones.
5. Day 11–14: Update Xcelerator and validate with test orders.

Why this matters

This keeps the project moving fast. Without a timeline, cleanup can drag for months.