TCO Calculator & Self-Assessment – Tools for Logistics Optimisation for Pharma Logistics Providers

Total Cost of Ownership

Transparency is the first step towards efficient logistics.

 

Using our TCO Calculator and the subsequent Self-Assessment you can gain a comprehensive overview of the economic efficiency and performance of your current supply chain.

Find out which factors influence your total costs, where there are potential areas that can be optimised, and how trans-o-flex can support you in making processes safer, more sustainable and more cost-efficient.

Regardless of whether it’s the cost structure, process quality or regulatory requirements – here you will come across the appropriate approaches in order to assess your logistics in a holistic manner.

Total Cost of Ownership – TCO

The following theses serve as a guide and illustrate typical issues and challenges that regularly arise in logistics processes.

If several of these theses apply to your processes, this suggests that a detailed cost analysis might be worthwhile.

  • Thesis 1 – Freight charges are rarely your largest cost block. Packaging, coolants, personnel, quality management and IT often generate higher costs than the transport tariff alone.
  • Thesis 2 – Every additional special process (Dry ice, dangerous goods documentation, data loggers or returns handling) all make your network more complex. Complexity consumes time, money and the management’s attention.
  • Thesis 3 – Passive solutions scale poorly: As volumes increase, pre-conditioning, training effort, audits, returns and complaints tend to rise disproportionately. An active system often becomes more efficient as volumes grow.
  • Thesis 4 – The true costs of a temperature deviation (product loss, CAPA, express replacement delivery, complaint handling) rarely feature in the logistics budget, but they are very real. An active pharma logistics provider significantly reduces the probability of such events.
  • Thesis 5 – Regulations (GDP, dangerous goods, EPR/Packaging Act) and ESG targets will make passive single-use and dry ice concepts more expensive and more difficult to justify over time. Active solutions simplify documentation, audits and reporting.
  • Thesis 6 – Many current activities (pre-conditioning, packaging selection, monitoring, reverse logistics and data provision) could be centralised by a specialised active pharma logistics provider.
  • Thesis 7 – If your service provider cannot technically prevent cold chain interruptions, your packaging must take on this task. The result: You invest in complex, expensive passively cooled solutions to compensate for shortcomings in you fleet and your partner’s incomplete network of refrigerated warehouses. These are costs that would not arise in an actively temperature-controlled system.

Summary – If, while completing our TCO calculator (download file), you discover that numerous small cost items and additional efforts accumulate, a discussion may be worthwhile. Together with you, we can develop an individual target model that is simpler and often more cost-efficient.

Download the TCO Calculator

 

Using our TCO calculator (Total Cost of Ownership), you can calculate the total costs of your logistics processes transparently and easily. Download the file now and start optimising your logistics processes and costs.

Temperaturgeführte Transporte Logistik trans-o-flex
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In the Self-assessment we address frequently asked questions relating to costs, quality, compliance, sustainability and digitalisation.

 


Here, you will discover how trans-o-flex assesses these topics and which solutions are employed on your behalf, in order to make your logistics more secure, efficient and transparent.

Contract start & small shipment volumes

Via tof.now, you can currently benefit from the following advantages: the registration takes less than five minutes, you receive your shipping label immediately, and payment can be made conveniently via SEPA or credit card. In addition, we would like to inform you that a comprehensive update of our customer portal will soon be released, providing you with further state-of-the-art solutions for your shipping and tracking. GDP-compliant temperature control is already integrated within this.

tof.now facilitates simple invoicing on a per-shipment basis. No framework agreements or base fees are required — ideal for companies with low shipping volumes or those in the growth phase.

The tracking number is generated automatically as soon as the first order is created.

IT & Data Integration

You have the option of viewing the detailed temperature data of your consignments directly in our trans-o-flex Track & Trace system mytof. Please note that this data can only be provided via an interface in PDF format and is subject to a charge.

You can transmit shipment data to us in accordance with the description of our trans-o-flex standard interfaces. It is irrelevant which systems you use to create and provide the data in line with our specifications. For this purpose, we offer you either a comprehensive interface and label description or direct integration via our API.

The temperature data is available to you for a period of two years directly in the trans-o-flex Track & Trace system mytof for retrieval. Should you require the data for a longer period, we can provide it to you via our Customer Service for up to six years.

We provide you with two separate REST APIs for the trans-o-flex systems: one for the simple transmission of your consignment data and another to query the consignment status and scans.

We offer you a dedicated REST API for the trans-o-flex systems, which allows you to conveniently query the current consignment status as well as the associated scans.

We support XML and JSON as standard formats. In addition, you can also use special formats such as EDI FACT and CSV by individual agreement.

The typical go-live period is less than two weeks if you use our standard API. For complex ERP integrations (“flows”), please allow four to six weeks including the test phase.

We provide your status and scan information in XML format as standard.

Yes, you are very welcome to request the data you require separately from us.

You can request CO₂ evaluations from us at any time. We’ll be happy to assist you!

Yes, you can simply start your data transfer using the CSV format. A switch to the REST API is possible at any time and does not require any changes to the contract.

Operational handling, emergencies, returns & homecare

If the delivery is not successful, we return the consignment to the responsible depot, store it in the secure warehouse and coordinate the second delivery attempt via our Customer Service. A total of two delivery attempts are made; after that, the consignment is returned to the sender.
If a temperature-controlled transport (Ambient Express or Thermo Express) is booked, your consignment remains within the actively temperature-controlled range throughout the entire process – including this interim storage. Suitable temperature zones are available for this purpose at all locations.

If the delivery is not successful, we return the consignment to the responsible depot, store it in the secure warehouse and coordinate the second delivery attempt via our Customer Service. A total of two delivery attempts are made; after that, the consignment is returned to the sender.
If a temperature-controlled transport (Ambient Express or Thermo Express) is booked, your consignment remains within the actively temperature-controlled range throughout the entire process – including this interim storage. Suitable temperature zones are available for this purpose at all locations.

We always handle the return of your goods within the originally commissioned temperature range (Ambient Express or Thermo Express). Please note that, as the sender, you are responsible for ensuring the correct storage temperature from the moment the return consignment is handed over.

Our drivers attend an annual training course, which naturally also addresses environmental issues.

Our Special Services division is available for emergency consignments at weekends. If you commission a temperature-controlled shipment (Ambient Express or Thermo Express), your consignments remain continuously within the temperature-controlled range – including any necessary interim storage. Actively temperature-controlled areas are available for this purpose at all our sites.

Through specially trained drivers and deliberately calculated longer stop times, we ensure that the specific needs of your patients are always considered during delivery.

ESG & Sustainability

We will be happy to provide you with information on our comprehensive ESG activities (Environmental, Social, Governance). trans-o-flex continuously strives to completely meet the requirements of our customers, and this naturally also includes compliance with your ESG criteria.

To have your CO₂ footprint calculated, we ask you to request a CO₂ report from us. trans-o-flex will then calculate the footprint for you.

Our internal case study demonstrates a reduction in emissions of approximately 50 per cent, as both thermoboxes and dry ice are eliminated.

trans-o-flex aligns itself with the CO₂ reduction targets of our parent company GEODIS, which have been verified by the SBTi (Science Based Targets initiative).

trans-o-flex publishes CO₂ data as part of the annual sustainability report of our parent company. You can find it here.

You are welcome to use the data you find on the trans-o-flex ESG website for your marketing purposes. We merely ask that you coordinate the use with us in advance via marketing@tof.de.

At trans-o-flex, we mainly focus on the consistently reducing our CO₂ footprint. You can view exactly what we do in this context on our ESG pages.

trans-o-flex actively promotes the use of reusable transport equipment. Our H1 pallets and reusable boxes help you to save valuable resources and emissions.

Industry- and use-case-specific topics, including competitors

While FedEx uses passive boxes and dry ice for shipments, trans-o-flex delivers your consignments with active temperature control either within the 2–8 °C or 15–25 °C range.

While DHL, for instance, ships promotional items at ambient temperature, trans-o-flex reliably delivers your OTC and cosmetic products under temperature-controlled conditions.

By contrast with DHL Life Sciences & Healthcare, trans-o-flex comprehensively covers the entire supply chain and thus provides a comprehensive end-to-end solution.

By contrast with service providers such as UPS, which mainly use passive boxes for the 15–25 °C temperature range, trans-o-flex actively temperature-controls the ambient range and provides you with the corresponding logger documentation.

Our comprehensive range of services includes fixed-date delivery as well as professional campaign management.

Yes, you can read up on this be accessed here on page 16.

By contrast with GO!, which does offer same-day services but does not provide nationwide active temperature control in the 15–25 °C range, trans-o-flex combines express delivery times with the comprehensive dual-temp solution.

Preise, Konditionen & Benchmarking

Have you already used our TCO calculator from trans-o-flex to identify the exact cost factors in your supply chain? It provides valuable topic suggestions, such as costs for thermal packaging, dry ice, required ADR training or incurred CO₂ costs.

We will provide the requested quotation within ten working days.  Our sales team will be pleased to advise you on this and will determine, based on your business volume, your shipping segment and additional other factors, which quotation format is ideally suited to you (whether tof.now, a ratecard or an individual calculation).

Your framework agreements include transparent fuel and energy surcharges. The corresponding index is published by us on a monthly basis.

In general, our prices are based on various criteria. If required, tiered pricing or ship-to-profile volumes can also be included in your framework agreement. Your personal key account manager will be happy to provide with a bespoke quote based on your volume, desired service level and other criteria.

Whilst the basic freight costs are comparable, trans-o-flex does not charge the additional ancillary costs associated with passive solutions (boxes, collection and disposal). This significantly reduces your total cost of ownership (TCO).

Although most of our contracts run for twelve months or longer, this duration is not stipulated as a mandatory requirement in our contracts. Moreover, the notice periods are also negotiable.

We warmly invite you to use our self-assessment tool and TCO calculator directly on our website. This allows you to objectively compare us with your supposedly ‘passive’ service providers, such as UPS, DHL, FedEx or Eurotranspharma.

Produkte, Netzwerk & Express-Services

We handle both temperature ranges actively within our specialised vehicles and depots. This provides you with the advantage of dispensing with passive boxes and dry ice, and thus also making the associated ADR obligations redundant.

In the form of our Eurotemp service, we offer you temperature-controlled shipments from Germany to the following countries: Belgium, the Netherlands, Luxembourg and Austria. The standard delivery time for these consignments is between 24 and 48 hours.

In national shipping, trans-o-flex offers you various express options: You can choose between delivery by 8:00 a.m., 9:00 a.m., 10:00 a.m. or 12:00 noon, or you can use our reliable ‘Next Day Guarantee’ delivery service.

Using our Express Service, you can choose between delivery by 8:00 a.m., 9:00 a.m., 10:00 a.m. or 12:00 noon.

In the case of non-temperature-controlled consignments and Ambient Express, a weight limit of up to 500 kg applies, and for Thermo Express up to 300 kg. Consignments exceeding this weight are handled following individual consultation (via Special Services or direct delivery).

In the case of non-temperature-controlled consignments, we offer delivery times by by 8:00 a.m., 9:00 a.m., 10:00 a.m. or 12:00 noon. In the temperature-controlled segment, you can choose between delivery by 10:00 a.m. or by 12:00 noon.

We can confirm to you that the 15–25 °C range is actively temperature-controlled when you book the Ambient Express service.

We offer this transport exclusively as a direct trip or within the framework of our Special Services.

Reporting, KPIs & Nachweise

Key figures such as temperature compliance, on-time delivery rate, damage rate or CO₂e emissions can be provided to you in dashboards. However, this requires an individual agreement, as these dashboards are tailored precisely to your specific customer requirements. Regardless of this, you can already access a wide range of key performance indicators, tailored to your specific requirements, via our mytof system.

Instead of photos, we provide proof of delivery in the form of signatures. These are available for retrieval in our mytof portal in less than five minutes.

Temperatur, Qualität, GDP & Audits

If you commission a temperature-controlled shipment (Ambient Express or Thermo Express), we at trans-o-flex ensure active temperature control of your consignment throughout the entire transport route, from collection at the sender’s premises to delivery to the recipient. Following the delivery, you can conveniently view the parcel-specific temperature data in our trans-o-flex Track & Trace system mytof. A key safety aspect is our active monitoring system: this immediately stops consignments if a temperature deviation is detected, meaning they are not delivered to the recipient.

If a temperature deviation requiring notification occurs (in accordance with our contractual agreement), we will immediately halt delivery of the affected consignment. This provides you, as the sender, with the opportunity to use the available temperature data to check whether the parcel can still be delivered to the recipient or whether a return of the consignment needs to be arranged.

At our specialist pharmaceutical warehouse in Alzenau, we offer a range of value-added services, including serialisation services in accordance with the EU FMD (Fake Medicines Directive). In doing so, we support you in the compliant identification and safeguarding of pharmaceutical products.

Due to the fact trans-o-flex is purely a transport service provider, we do not fall within the remit of the regional councils. For this reason, we are unable to obtain official certification. Instead, we have the GDP compliance of our services regularly audited and certified by an independent, external certifying body (TÜV SÜD). The relevant current certificates are, of course, available for download on our homepage.

Should a process deviation occur during transport, we have defined specifications and procedures in place for the handling of such deviations. To this end, we have established standardised processes for deviation management. If one of your consignments is affected, we can provide you with a detailed deviation report as soon as possible upon request. The processing and production of these reports is performed as quickly as possible.

We, have the GDP compliance of our services regularly audited and certified by an independent, external certifying body (TÜV SÜD). We have, of course, made the relevant current certificates available for download on our website.

Should a process deviation occur during transport, we have defined specifications and procedures in place for the handling of such deviations. To this end, we have established standardised processes for deviation management. If one of your consignments is affected, we can provide you with a detailed deviation report as soon as possible upon request. The processing and production of these reports is performed as quickly as possible.

In both areas, GDP compliance is confirmed by an external certifying body. As part of our customer relationship, trans-o-flex provides you with a dedicated contact person from our Quality Management team who can answer any questions you may have regarding audits.

The temperature data will be available to you in our Track & Trace system mytof no later than the day after delivery.

Via tof.now, you have the option of booking actively temperature-controlled consignments in the 15–25 °C range even for just a single parcel. The registration takes less than five minutes, here and the shipping label is instantly available to you.

Verpackung & Logger

If you correctly place the order with us in the appropriate temperature range, you no longer require your own temperature loggers. Instead, you can conveniently view the temperature data of your consignments in the trans-o-flex Track & Trace system mytof.

We provide a separate customer test system for you to use the tofOrderAPI.

trans-o-flex offers you actively temperature-controlled shipments both in the range of 2 to 8 °C and in the range of 15 to 25 °C. This means that no additional thermal packaging is required on your part.

To meet your requirements, we recommend using our Ambient Express or Thermo Express services

By using active temperature control, the use of UN 1845 (dry ice) becomes unnecessary for you.

trans-o-flex’s actively temperature-controlled dual-temp network eliminates the need for dry ice (UN 1845).

Sonstiges

You will be assigned a dedicated Customer Service contact who will support you. Our Customer Service is available to you as a direct point of contact from Monday to Friday from 7:00 a.m. until 5:00 p.m. You can contact us here.

Let’s discuss your results together.

Have you analysed your logistics costs and gained new insights? Or do you find processes time-consuming and feel there is room for improvement?

Together with our team we look forward to developing specific solutions for you.

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