Streamlining Oilfield Operations with Automation Solutions

Client Overview 
Oasis Transportation and Marketing, based in Midland, Texas, operates as part of a dual business with Big Palm Logistics. Together, they play a critical role in the crude oil supply chain and logistics. 

Oasis Transportation and Marketing focuses on buying and selling crude oil. The company physically purchases barrels of crude oil at lease sites and sells them once the oil enters a pipeline, bridging the gap between production and transportation infrastructure. Their expertise in crude oil marketing ensures smooth operations in a volatile industry. 

Big Palm Logistics specializes in transporting liquids and gases, providing reliable logistics solutions to the oil industry. The company ensures that the oil is efficiently and safely moved between key points in the supply chain. With their dual focus on logistics and transport, Oasis and Big Palm Logistics deliver comprehensive solutions to the crude oil sector. 

Hunter Rawls, Director of Operations, faced the challenge of managing complex operations in a volatile market. With fluctuating oil prices and dynamic business demands, Hunter sought a partner who could simplify processes and provide actionable solutions.  

Challenges 
The team struggled with day-to-day “fires” and operational inefficiencies. “When I first called, I was like, I don’t even know if this exists, but this is what I need to happen,” Hunter recalled. His company required a streamlined approach to communication and decision-making, particularly in managing dispatch and field operations. 

The DOCUmation Solution 

At the heart of the solution was Alan Peters, DOCUmation’s Director of Business Process Automation, who worked closely with Hunter and his team to identify inefficiencies and tailor solutions to their needs. Alan’s approach combined a deep understanding of business processes with cutting-edge technology to deliver impactful results. 

One standout achievement was the implementation of a customized dispatch system powered by VoIP (Voice over Internet Protocol) services, a modern phone system designed for businesses, and process automation software. This system transformed how Hunter’s team communicated and managed operations. 

Instead of relying on fragmented or manual processes, the VoIP-based system centralized all communications into a single, easily accessible platform. It allowed drivers, supervisors, and dispatchers to use one universal number for calls and text messages. As Hunter explained, “You can call or text that number, and multiple people can see what is being sent. It’s not designated to one person—it’s to a whole group.” 

Alan then integrated this communication framework with process automation software that ensured seamless information flow and data transparency. Key features of the system included: 

• Automated Notifications: Dispatchers and team members received real-time updates when new messages or calls came through, ensuring no critical information was missed. 
• Data Logging and Access: All communications were automatically recorded and stored in a shared system, allowing supervisors to review customer or driver interactions whenever needed. 
• Shift Handoff Support: The software ensured smooth transitions between day and night shifts, enabling incoming dispatchers to instantly access ongoing issues and updates. 
• Enhanced Decision-Making Tools: The system consolidated raw data from dispatch communications, giving the team a clear view of real-time operations. This allowed faster and more informed decision-making. 

This solution also improved collaboration across shifts, enabling better decision-making: 
“It’s a focal point for all of us to be able to look at raw information and make decisions from that. We keep everyone on the same page.” 

By centralizing and automating dispatch processes, DOCUmation’s solution significantly reduced miscommunication, increased efficiency, and ensured every team member, from drivers to supervisors, was aligned. This technical innovation has become a critical component of Hunter’s day-to-day operations, allowing his business to remain agile and competitive in the fast-moving oil industry. 

Key Takeaways 
Hunter emphasized the value of collaboration and trusting the right partner: 
“The coolest thing about business is whenever you’re able to get with someone that you trust, someone that you know, and just discuss your challenges or issues… And then actually have someone take action on that.” 
 
“Alan took what came out of my mouth—very high-level thoughts—and made it simple and easy. Then he gave us 2 to 3 roadmaps of a solution. Within two weeks to a month, we had it implemented with our whole team.” 

Conclusion 
DOCUmation provided more than solutions—they offered peace of mind in a demanding industry. By listening to Hunter’s challenges and tailoring solutions to fit, DOCUmation proved their commitment to simplifying operations and driving results.