Have you ever wondered how big companies like Amazon, Flipkart, Swiggy, and Uber manage their numerous vehicles, deliverymen, and customers?
What is it that enables them to work efficiently on a large scale?
Well, the short answer is, they use Fleet Management Software.
In this article, you will read about everything from its working to the best software available on the market today.
What is fleet management?
Simply put, it is the management of a group of commercial vehicles over a large geographical area.
It includes the handling of vehicle maintenance, financing, tracking, replacement, navigation, and routing.
Fleet management software refers to an application that helps business enterprises coordinate and manage work vehicles in a central information system for the smooth functioning of the entire organization.
The software thus helps the enterprise to reduce costs and enhances performance according to government regulations.
What is it and who is it for?
Imagine running a local food delivery service that consists of about 30 motorbikes and 2 cars.
The tracking, routing, navigation, and allotment of deliveries for these large number of vehicles solely via calling would not be feasible for the smooth operation of your business.
This is where software would make a difference.
With customized automation of delivery systems, live tracking that would cut down the number of steps required to communicate location and status, and algorithm-based predictions for vehicle maintenance, fleet management is as easy as a tap and a swipe.
It is useful for any business, large or small, that wants to eliminate middle-men or fleet management organizations and wants to transition to automating its systems.
How does it work?
It uses a basic combination of Big Data Analytics and GPS to track, analyze, store information and make predictions.
With the advancement of technology and User Interface design, it is becoming increasingly mobile-friendly and easy to use.
For an average user, it would take about 30 minutes to install and a short while of online learning to use such software efficiently.
Fleet Management Solutions works in various sectors –
- Ensures vehicle and employee security and efficiency by documenting information on speeding, work breaks, idle time and driving routes
- Enables management and dispatchers to record data on vehicle operation
- Monitors vehicle operations for maintenance and mechanical issues to enhance the company productivity over the matters regarding driver license management, vehicle disposal, government rules and regulations, vehicle insurance and acquisition
What are its features?
The features of the software vary based on the size and objective of the fleet, i.e., whether it is out for transport across long distances, local delivery, and other commercial or non-commercial purposes.
An all-around software would include features such as Asset tracking, Predictive Maintenance, Warranty tracking, Delivery management, Safe navigation, Route Optimization, Regulatory compliance, Accident reporting, customer feedback, and driver productivity optimization.
Some of these features will be explained in more detail below.
- Asset tracking
Asset tracking would include a display of the real-time movement of assets, or even tracking immobile assets; storing data of the history of these assets and their proximity to each other.
Adopting a live Google map, Asset tracking uses a combination of mobile phone technology and GPS.
It typically provides a detailed as well as a clustered view of both, vehicles, and sensors, on the map.
- Predictive/preventive maintenance
Software that has a predictive maintenance feature generally uses predictive algorithms in order to track the amount of usage of a vehicle, its previous maintenance, and its longevity without the hassle of having to maintain manual or written records of all the times a vehicle is serviced.
It is also superior to manual records because the software is programmed to send alerts and notifications to the user’s phone before a vehicle is due for maintenance, thus avoiding breakdowns in the middle of an operation, downtime, and accidents.
This proactivity could save a business from unforeseen losses.
- Timely replacement
Similar to preventive maintenance, this feature proactively predicts the half-life of a vehicle, or its parts and alerts its user the best time to sell or replace a vehicle or its parts.
This helps a business fetch higher returns from the sale and also maintain the standard and quality of its fleet.
- Warranty tracking
As the name suggests, this feature tracks the warranty of the fleet’s vehicles and their parts and will display the status of any given vehicle’s warranty at the time of replacement or maintenance, thus saving large amounts of unnecessary expenditure.
It is especially useful for larger fleets since they tend to have many variables to manage during the maintenance.
- Delivery, scheduling, and dispatching
In large businesses with a steady stream of orders, scheduling is key for the smooth running of its various systems.
Scheduling would take care of operations such as receiving orders from the end user, assigning the product/assignment to an available unit to dispatch, being aware of the fulfillment/ termination of a delivery and keeping track of the number of free and engaged vehicles at any given point.
- Route navigation
Combining apps like Google maps and its in-built Asset tracking feature, route management allows a fleet to find the fastest and most efficient route to its destination.
It includes traffic management and prediction through route analysis.
With the increase in competition across businesses to provide their customers with the fastest service, it is essential for smaller businesses to adapt to and compete with bigger corporations in order to survive.
This means that the smaller the fleet, the more important a feature like a route management becomes.
- Managing Safety and Compliance with government regulations
With more pressure on a driver to optimize productivity, there also comes the danger of speeding to meet the deadlines.
In such situations, safety management is important in order to avoid getting into trouble with the law, getting into accidents, and the damaging of assets.
Safety management works on sensors attached to every vehicle in the fleet.
Among these sensors are speed and proximity sensors, which when triggered, sound alerts to the driver of the vehicle to drive within speed limits or avoid getting too close to other vehicles.
The fleet manager caters to the five key elements of a fleet, such as –
- Vehicle acquisition and management
Vehicle acquisition involves evaluating changes and stability of elements of vehicles such as insurance and tax costs and fuel consumption.
The fleet manager ensures that regular checks are maintained according to government regulations.
- Fuel management
Managing a large fleet of vehicles requires a great deal of fuel, for which fuel management is necessary to handle the same. Fuel management is helpful for dealing with market fluctuations and other factors that can influence the fuel market.
- Concise information
Huge amounts of data are generated during fleet that could get time-consuming and there is always a risk of misplaced information.
On the other hand, the software plays a significant role to control fuel consumption as well as in the reduction of purchase costs.
What Are The Benefits of Fleet Management Software?
Fleet management is a big responsibility, for which you need the relevant software.
The benefits are as follows –
- FMS can help economize fuel expenses by at least 30%
- FMS can let you know if the engine is idling, provided that the engine status is active but the vehicle is resting. Thus, one can save a great deal of time by not involving in excessive debates with the drivers.
- With the help of FMS, employers can know if a driver is working overtime then and there, instead of knowing about it after the driver has returned.
- You can check if any of the drivers engage in frequent harsh breaking that could contribute to vehicle damage in any way.
- With the help of GPS fitted in with the FMS, you can track vehicles on the road and guide them through the fastest routes, thus saving time and money in the process.
In conclusion, software for fleet management can be used by companies small and large alike to achieve their maximum potential in terms of productivity.
Using data that would otherwise be passively recorded it would improve the efficiency of any commercial fleet.
If you are the owner of a fleet of vehicles and have not yet adopted best fleet management software into your business, this might be the right time to transition.
With the ever-increasing demand for faster and more efficient services, transitioning to a technological approach to management might just be the only way to stay in the game!
12 Things To Look For While Choosing Fleet Management Software
With the influx of fleet management solutions in the market today, choosing the right fleet management software can be a daunting task.
If you are a fleet owner or manager, you are probably bewildered by the sheer number of options you have.
In this article you will be introduced to one process you could use to find the exact software according to your fleet’s requirements.
1. Determine your fleet’s requirements
The first step in choosing the right software is to determine your own fleet’s needs.
Each fleet is vastly different from the next and has its unique strengths and weaknesses.
And the same goes for all fleet maintenance software in the market today.
In order to find the right fit, you need to identify the problem areas that drove your business to opt for a software solution in the first place.
An example of a problem area is if your fleet has excessive fuel consumption or wastage. In this case, you would opt for software that focuses on diagnostics as opposed to scheduling.
2. Does this system address your issues?
The next step is to look at software through the lens of your specific issues.
Narrow down to a list of software packages that fulfill all the issues that your fleet faces.
Though this might seem like the obvious next step, it is quite easy to lose sight of your goals when exposed to the baffling variety and range of features offered by the most software packages.
Keep in mind that even though having a large range of extra features gives you many options, it could also be a deterrent in your business depending on the size of your fleet.
This brings us to the next point, choosing your level of complexity.
3. Level of complexity
While choosing the software, it is easy to be attracted to the idea of what your fleet could be instead of what it presently is.
This could be a problem while choosing the right level of complexity for your fleet, which is very important.
For example, if you have a small fleet and a highly complex software with many features, you might not have enough data to draw realistic inferences.
Not to mention, that you would be paying far more than necessary, for half the features will be redundant.
This could lead to more problems than solutions. Looking at software that does a few things and does them well might be a better alternative for the smaller fleets.
The same principle also applies to the opposite scenario, where a large fleet employs a barebones software package.
Generally, larger fleets need to take many more factors into account in order to operate at an acceptable level of efficiency.
This requires them to track many more variables, and they have enough data to harness and make positive changes.
It would be wise of them to choose a powerful platform with a diverse range of features to really benefit from the fleet management app.
4. Reliability and sturdiness
One of the criteria that could make or break your software experience is sturdiness.
If your software is perfect for your requirements in every way but crashes often enough to disrupt your workflow, it could cause your business unwanted downtime.
It is a good practice to use many trials and demos before you decide on one software package.
5. Customer support
Despite taking measures, there will be times albeit rare, when your software could run into problems.
In such cases, to avoid downtime you will need support from the system’s service provider.
While choosing your software, make sure that they have a good customer support and a problem resolution system.
This will play a huge role in how much your business benefits from the systemic transition.
6. Speed and robustness
While using the trial, observe the speed at which your software processes data and syncs across many devices.
Software that lags is almost as bad as software that crashes.
In many cases, fleet managers use mobile apps to keep an eye on fleet operations on the go.
Make sure that even the mobile app functions and updates information at short intervals so that you get real-time updates.
This is especially important for scheduling with fleet operators/drivers who are on the field.
It is vital that your software functions at high speeds across all devices.
7. Easy-to-use Interface
When a fleet goes through a systemic transition from paper-based to software-based, there is an understandable upheaval in the functioning of the business.
Many employees take some time to get used to the new way, and there could be some changes in their job profiles too.
In such situations, it is imperative that your software has an easy-to-learn and use interface.
This will help get your employees on board and the business back on track much faster.
Not to mention, that as employees leave or get promoted, their positions will be filled in by the new people.
It is simply better to have a good user interface to avoid hiccups in the otherwise smooth functioning of your fleet.
8. Security and privacy
Another aspect to consider is the security of your system.
What are the concerned company’s attitude and policy towards privacy?
Is their system impenetrable?
How easy is it to hack into the software and disrupt the workflow?
These are aspects of the system you could test through the application.
Use the demo to have employees log into it with aliases and dummy information.
Then test how much information is released and what the level of privacy is for an employee’s personal data.
Also, test who can access what information from within the system.
To test the security of the system, you could take measures to test the system’s infrastructure.
One way to do it is to ask an expert to hack into the demo to test the system.
However, in many cases, that could have legal implications.
So another alternative would be to ask a cyber-security specialist to analyze the proposed software package.
The pricing of your software, in most cases, should be directly related to its quality, level of complexity and the size of your fleet.
The first thing to take into consideration would be to look into its ROI (see next point).
Apart from that is also your company’s budget, and the future or growth of your proposed software (See point 11, ‘Scalability’).
It is true that investing in Vehicle Fleet management Software will reduce your overall expenditure.
But before you reach that point, it does require some initial investment for equipment and infrastructure.
Do take this investment into account while budgeting for them.
It is better to spend more on quality software than it is to buy rickety software just because it falls within your budget.
At the same time, since it is a long-term investment, mid-size and small fleets should go for the most economical option that covers their basic needs.
10. Value for money/ROI
ROI or Return on Investment is one of the most important things to take into consideration while buying.
In a way, it is the driving force behind your endeavor.
Before buying, enquire into the ROI for their system.
Ask your seller to explain its benefits and to provide proof of ROI through case studies of their other customers that have seen a good return on investment.
Also, check for whether these case studies match the specifics of your fleet in any way.
Your system’s ROI depends on the constitution of your fleet.
Identify the trend of successful ROI in their case studies.
Are they all big-sized fleets?
Did they all have similar reasons to choose Fleet management GPS systems?
Once you have identified the trend, see if your fleet fits into the movement.
This is one way to see if the proposed software would work to your advantage in the long run.
The scalability of a software package determines how useful it is to your fleet in the long-term.
Will the software scale up as your fleet and business growth?
What is your projected business two years from now?
Can it scale up or down to that size?
Since a systemic transition is difficult for any business, it is not advisable to change software packages periodically.
Scalability is key for the future of your fleet.
The best plan is to think about this software as a long-term solution, which brings us to the next point.
We are at a stage in time where technology reaches new heights every day.
In this ever-changing tech landscape, the only way for a business to survive is to adapt and be competent.
The field of GPS navigation too became available to the public a mere 20 years ago and has made remarkable progress in a short span of time.
The possibilities of tracking are endless, and it is inevitable that the field of tracking will grow to be far more than it is today.
So, while choosing your software, find out whether the team that developed has a strong vision for its future.
Do they upgrade regularly?
Are they up to date with the industry standards?
Do they have a strong R&D department?
What are their short and long-term goals?
This could be a good determining factor while choosing your package.
The best way to test the above criteria is to try software demos.
If you were unsure about how to go about choosing the right system, we hope that this mini-guide has provided you with enough information to start narrowing down your options!
Are you ready to begin your quest to look for the best fleet management system for your fleet?
Start your free fleet management software demo today
What Can Fleet Management Software Do For Schools?
Whether you are a parent or the administrator of a school, you know about the various joys and anxieties of raising the children.
When it comes to child safety, both, schools and parents see to it that they can do everything they can to ensure that their children are safe in every activity that they undertake.
However, for parents that use school bus services, there are still a few aspects of their children’s safety that they have no control over.
These include monitoring their Bus driver’s behavior or making sure that their children have reached school as scheduled every day, among the other things.
That is, until now.
The introduction of Fleet Management Technology has brought up the number of safety and logistical solutions into the mix, for parents and schools alike.
This article will tell you about the many advantages of adopting Fleet Management and tracking technology into your school.
Typically, the best fleet management system has an elaborate tracking package for school administrators and a mobile phone application for the parents.
The school should be able to track all the registered students and school buses simultaneously.
The parent app should be able to track their child’s commute and other safety-related actions as will be explained in more details below.
1. Driver Information
For most parents, the first cause of school-related anxiety is when a new bus driver or a replacement driver is assigned to their child pickup.
How can parents identify that he is licensed and a responsible driver with no criminal record?
With a Fleet Management App, all driver information is updated immediately to a parent’s app.
All information pertaining to the safety of their child is passed on to the concerned parents.
As for the school, whether they own the fleet or hire one on a contract basis, it is essential for them to keep records of all drivers’ assignments, as it is good to have all the information handy in case of an unforeseen event.
2. Driver Behavior
One of the main, if not the biggest, causes of concern with school bus commute is the driver’s on-road behavior.
Do they follow traffic rules?
Do they drive within the speed limit?
Are they safe drivers?
These are some of the questions that Fleet management technology has the answer to.
Now with the help of sensor tracking, schools can monitor everything from whether drivers are wearing their seatbelts to whether they are following the traffic rules.
This not only helps schools keep an eye on buses, but it also increases driver accountability and increases the probability of him/her driving responsibly.
As for the parents, depending on which software they choose, they can have access to driver behavior tracking.
With the use of Radio Frequency Identification (RFID) technology, children can now do app ‘check-in’s when they enter the bus.
Children will carry their RFID cards and verify them with the RFID reader at the door of their bus.
This will record the exact time of boarding and in some cases will assign the child a seat number.
This information will be updated instantly to the school’s database and the parent app.
If a parent has working hours that need them to be at work before their child goes to school, with RFID check-ins they can rest assured that their child is on time as scheduled.
It is also important for the school to note the time and event of the child boarding the bus, for reference in case the child does not show up to school or shows up late.
4. Know the status and location of the bus
Location tracking is another safety feature offered by your software package.
This way schools and parents can be sure that their children are headed straight from home to school as per the daily route. Any route changes will immediately be updated on both the school and parents’ apps.
This will help them detect any unusual activity on the bus route instantly.
There is also the POI-to-POI alerts system, which will alert the concerned parties when the buses are nearing or have entered any of the points of interest zones, in this case, the school, or the child’s locality.
This way, the child’s parents can be reminded 5 minutes before time, to go to the pickup zone when the bus is nearing their address.
Schools can also use these POI-to-POI alerts to clear the landing zone or parking spaces for incoming buses before they enter the premises.
5. Late record
Sometimes, due to traffic conditions, or a majority of latecomers, school buses get delayed and arrive at school behind the schedule.
In such cases, children who end up coming to school late suffer late remarks or miss the class.
With the location-tracking feature, schools can get live updates about their buses’ ETAs or scheduling issues.
Based on the ETA, the children’s respective class teacher can be notified of the scheduling issue and can make concessions for the concerned children.
This reduces the children and parents’ stress in relation to situations that are outside their control.
Based on their RFID card checkouts, schools and parents will be notified of when and where a child gets off the bus.
If a child has checked-in and not checked-out, their school and parent will be notified and an inquiry can be made immediately.
This is a foolproof method of ensuring that each child has successfully completed its bus journey.
The exact time of the checkout is also noted so as to track whether the child goes directly to school after alighting and whether it is synced with the school check-in.
7. School check-in
School check-ins are the final step that parents and schools require to track to know that their children have reached the safety of their schools.
It marks the ending of commute-related worries for all parties concerned.
School check-ins use the same RFID cards that were used in the buses to maintain consistency in data.
If a child has marked their bus checkout and not checked-in to school, it could help the school triangulate the child’s last seen location.
This will help reduce cases of class bunking, wandering away without supervision, and or other unforeseen occurrences.
It will also immediately notify the parents about their child’s whereabouts or lack thereof.
In many cases, it takes teachers and classmates a few hours before they realize that a student is missing despite having gotten on the bus.
With school checkouts and check-ins, the software will immediately notice that something is off.
It is always best to act immediately in such situations.
8. Customizable alerts
Additional to the POI-to-POI, parents, and schools can opt to customize their alerts.
This way they can see more or less of one kind of alert and so on.
Some parents like to get periodic alerts while some prefer having only the essential information.
This feature makes it possible to accommodate each parent’s wishes with regards to the number of alerts and notifications received.
If a parent is busy in an important meeting or has a low battery they can opt for DND and vice versa.
9. All history and Timestamps
With a huge database of all travel and commute history for all children and buses, along with exact timestamps, schools can get valuable insights into their fleets and students based on the data analysis function that the software employs.
This can help them better their schedules, policies, timings, and rules for the convenience of all parties involved.
As you can see, GPS Fleet Management software has a lot of perks for schools.
It is the best tool to better address parental concerns and school policies.
Is your school ready to usher in an era of safety and automation?
Start your free fleet management software trial today
How To Make The Best Use Of Fleet Management Software For Your Growing Business
A software to manage your fleet is a must-have for a business that relies heavily on transportation and is used for cost management, fuel management and to increase the productivity of their fleet.
Let us understand the fact that managing a fleet of vehicles can be a challenging job for a fleet manager because of issues which he cannot control like legislation and rising prices to name a few. Efficient software can help mitigate these risks for a fleet manager.
Another concern that some business owners might have is that when the business grows can the software grow with it? Scalability of this software is an issue that has kept many fleet managers from adopting this system.
So here we will tell you how a fleet management software can expand and add in new features with the growing need of your business.
· Software Enhancement – With this age of rapid technological innovation almost every software meant for fleet management is capable of frequent improvements.
This will help the business owners who are aspiring to scale up their business keep their software up to date with the recent technology.
This means more features, better report generation and more efficient and quicker way of data processing all of which will complement the increase in demand of the business.
· Innovation & Adaptability – It is the most common feature that can help your fleet management app be at par with your business.
Let us take GPS tracking as an example, these days, you get options like customized groups, hierarchies, categories and attributes, and others which can help keep a large amount of data organized.
Also, these days there are several options where you can increase the size of your database and change the reporting settings the way you want and the way it is required for your business.
· Flexibility and Customization – These days software can be customized based on the need of the business and the objective one wants to achieve from the software.
However, with the increase in demand and profits, the software can be customized again to address the changing needs of the business.
Increase in the number of cars, purchasing new vehicles, changes in the reporting pattern and handling bulk data for new orders; all of these can be easily done with effective software for fleet management.
Also, this software will handle the legislation requirements and updates pretty well so with the change in business or diversification, you can count on them.
One thing has to be kept in mind is that the business owner and the fleet managers must be aware of the business plan and the growth plan of the business for at least 2-3 years down the line.
If that is not clear it will be difficult for business managers to choose the best fleet management software or get the right customization.
There are varieties of software’s available in the marketplace, but one has to be sure of what the plan and the mission of the business is.
How to Monitor Fuel Usage & Speed of Your Vehicle with GPS Fleet Management System
Wouldn’t you be amazed if you had a tracking mechanism for your loved ones or even your vehicles?
Well, we’ve got you covered with 5 ways to keep a track on your vehicle speed and fuel.
1. If you are into the transport industry, providing cars or buses on rent, monitoring fuel would undoubtedly be a necessity, as higher fuel costs often increase business expenses.
Thus, keeping a track of the fuel consumed could help you manage the fuel costs efficiently, without a mock-up.
A few sources of excessive fuel consumption could be the number of turns taken per mile, the way brakes are used, the vehicle speed and many more.
2. The GPS Fleet Management System records all this data and triggers it to the cloud-based platform, allowing you to track the consumption of fuel during each trip.
Furthermore, you can also add driver details, which helps you get information about each driver and the fuel used.
The data is sent through GPRS to its server and further converted to statistical data to be flashed on dashboards and in the reports.
Overall the software fetches reports & data about the vehicles fuel level, fuel consumed per vehicle and fuel used by a vehicle during its lifetime.
3. Hard Cornering – Don’t we all know the safety rules?
For instance, driving slowly while taking a corner would help your driver stay safe and further avoid any accidents.
Aggressive driving would lead to nothing but mishap.
However, the intelligent alerts, generated by the system, help keep a track of your Fleet drivers’ behavioral patterns.
It sends an alert when the vehicle crosses the speed limit, when the vehicle is driven harshly or even when it has entered a POI.
4. Vehicle Usage and Brakes – Did you know that accelerating too quickly increases the usage of fuel and emissions?
The GPS tracking system lets you monitor sudden changes (increase/decrease) in speed.
Additionally, the software sends notifications when a vehicle is driven after specified hours, or if the vehicle violates time limits set, if a vehicle is disconnected for specific hours or even when the vehicle is driven continuously without a halt.
5. Authenticating Transactions: If ever you thought that was all, there’s more to it.
The software allows you to access transactions online and help identify any unauthorized use.
In addition to which, it records every purchase and records exceptions if any.
Moreover, the software also helps you manage your Fleet drivers’ performance.
Keeping a track of your vehicles fuel consumption as compared to the distance covered, allows the operator to identify any fuel threats.
Isn’t it easier to monitor fuel and speed effortlessly with the GPS Fleet Management Solutions?
The IoT platform with integrated AI technology would be your ultimate choice if you want to leverage tech with some customization.
15 Functions Of Fleet Management Software
Companies operating vehicles have to manage their drivers as well as their vehicles irrespective of the fact whether they are off-road or driven on the road.
Such companies also need to manage vehicles that are owned, staff-owned or leased.
The software used by these companies for managing, tracking and monitoring all these activities is called the Fleet Management Software.
The fleet management software’s primary function is to collect and store the information, process and monitor it and report the exported information.
It is possible to integrate the Best Fleet Management Software with vehicles and track down the performance of a driver while he is driving.
Here are some of the major functions:
1.Managing Driver And Licensing
For any company having a driver with a valid and current license is very important.
As a fleet manager, you must know when the license of a driver or endorsements expires.
Also, it is necessary to know whether the driver has received suspension, disqualification or demerit points.
The purpose of driver management is also to remind the drivers for medical and eyesight checks after reaching a certain age or even after a pre-defined period.
The software manages:
Suggests training or related interventions based on the performance and history of the drive logs of penalty points, infringements/lapses against a license
Provides booking system for the fleet of vehicles
2. Maintaining Vehicle Inventory
Each company has different requirements for type and number of vehicles.
While some companies have only a few cars whereas other can have multiple different types of vehicles such as trucks, cars, earth-moving machinery, vans, quad bikes/ATVs, forklift trucks, trailers and much more.
The Fleet Management Solution manages such fleets and ensures that the staff-owned or company-owned vehicle is registered and approved for use.
3. Registration And Licensing Of Vehicle
When a company manages a large fleet it is bound to have issues like WoF, RUC, and CoF dues coming regularly.
The software duly gives you reminders and ensures that all the registrations and licenses are updated on time.
4. Scheduling Vehicle Maintenance
It is necessary for a company to perform scheduled maintenance for preserving warranties or even to fulfill the contractual obligations on leased vehicles.
In general, drivers of heavy vehicles always check their machines prior to going on a trip as more often these are long journeys. However, car drivers mostly do not check their vehicles that frequently.
Therefore, they need reminders for fluids and tiers.
The software loads receipts of the expenses for vehicles and other maintenance details.
5. Keeping Record Of Infringement
When a company has a big fleet of vehicles there is always a chance of one or the other machine getting booked for toll notices, speeding fines or even other infringements.
The Fleet Management System allocates such information to the drivers, management and ensures that the issues are resolved.
6. Managing Insurance
Insurance management of the entire vehicle fleet should be carried out in context with types of drivers, vehicle disposal, types of vehicles, the number of vehicles and the risk level. The software helps a company to streamline all these processes.
7. Disposal Of Vehicles
Once a vehicle reaches the end point of its life, it has to be disposed of.
Same is the case if the vehicle has been leased by a company.
Either the owned vehicles should be sold off by calculating the depreciating value or the terms and formalities of change-of-ownership forms.
8. Cost Management Of Vehicles
Cost management is the amount required by the owner to manage the vehicle in running condition.
It includes depreciation, maintenance, fuel use, and several other metrics.
The basic thing to evaluate is whether the company is really getting value for money for the vehicles that it is maintaining. And this can be done by accepting reports from the suppliers of fuel card as well as by calculating the emission data.
All these reports are monitored and maintained by GPS Fleet Management Software.
9. Vehicle Pool Booking Systems
If a company shares vehicles (has vehicle pool) then the bookings have to be confirmed by the staff to avoid conflict in the schedule.
Using the combined GPS in the software, you can locate the pool vehicles and provide real-time updates about the schedule. It helps a company to arrange a proper format for scheduling its vehicles.
Some Vehicle Fleet Management Software also comes with the carpooling option in a vehicle that is going in the same direction or meeting at the same point with another driver.
10. Management Of Accidents And Roadside Emergencies
Accidents and roadside emergencies are a common thing for companies engaged in travel and transport business.
The software provides support in such incidences and also takes care of billing packages, invoicing when it comes to assigning kilometers to drivers and adding it to the account of the client.
The software engages GPS tracking to monitor the movements of the vehicle.
Advanced software is capable of providing you with updates every few minutes or in a fraction of seconds.
Although a company can perform well even without this software, this system certainly proves useful in certain circumstances.
12. Planning Of Route
A company can plan routes using the software and design an efficient schedule depending on the type of deliveries, time of day and type of vehicle.
13. Configuration Of Devices
The software allows configuration of devices so that they can respond in a particular way within a designated specific spot activity.
The technology called Geofence can be used in your depot for tracking kilometers assigned to vehicles & also to bill according to the operation time to the clients.
14. Real-Time Alerts
The company can configure alerts on the basis of certain triggers including exiting or entering geofence, excessive idling, late start, harsh driving, speeding, sensor activation, and more.
As a fleet or transport manager, you can monitor these alerts or some of the alerts and the driver can receive notification on an app at the same time on their smartphone or a unit placed on the vehicle.
Notifications or real-time alerts related to the excessive idling or harsh braking are quite common.
15. Entry Into Electronic Logbooks
The software automatically logs the time spent by the driver in driving in the electronic logbook.
It also covers the time spent by the driver during break times so that the driver does not charge extra work-time payment.
If that’s what you were looking for, why not test it for yourself?
Top 23 Ways For Easy and Efficient Vehicle Fleet Management:
Companies with operational expertise survive the competition because they play well even in the times of pressure.
Why is it so that some of the transport and logistics companies have an edge over others?
They have technology and software to support them.
NO, that’s not the case; they have identified ways in which the vehicle fleet management software can help them to increase their efficiency.
1. Identify the areas in which there is the scope of improvement.
What type of improvement you think is required and how would you make use of the technology.
2. Current processes that seem okay are still not result oriented, can be one barrier. You get to control better without micro managing, what employees hate is questions from the superiors. No more judging the replies and updates from the staff, see what the app shows.
3. Growing demand needs the judgment of market direction and change in customer preference. Use these choices as new parameters for meeting the demand.
4. Third-party Integration, latest technology brings us together to work faster and better with the outreach and builds easy dialogue between the parties.
5. Easy Tracking, how badly the managers need this, the decision makers should understand and accept that the times have changed. Software’s you invest in are not overheads, they are assets to the organization.
6. Understanding the issues, explanation of what we mean to say and convey creates heaps of miscommunication.
No more of hear and say the software allows you to track every movement of the commercial vehicle from the indoors of your office.
7. Action heroism is possible as you know the exact location, details of the problem, alternatives available & chance to improvise.
8. Lateral thinking abilities induced in the team and the assurance of they making right choices given by the software allows them to act quicker than ever.
9. Problem Solving Skills are attributes of each manager but there is no harm in polishing them or taking a support structure. Reliable software can validate the decisions and bring you peace at the operations front.
10. Feedback how much we rely on this nowadays because of the importance of views, comments, and reactions have changed our opinions about the end consumer. Use of technology gets you all that you need to know and share.
11. Positive utilization of feedback is possible with facts and figures about in-out timings, vehicle idling, delayed delivery, behavioral complaints, vehicle condition, issues with consignment, each and every thing populated in data sheets for you to guide the team and strengthen the process.
12. Act in time saves your money, efforts, and image. Image making costs you the most. The technological help is of waste if no actions abide in spite of available inputs on the fleet. Real-time data offers the opportunity to mend before it’s too late.
13. Increased efficiency is what you can be sure of with the reports, notifications, and updates that allows you to view, interact and rectify if needed. Get more with fewer efforts.
14. Feel the globe in your hand, how powerful and confident you feel about the progress on business tasks when you have access to the data.
Access information from the software any time you need without any human dependency involved in it.
15. Centralized information, all that you may need about the resource, vehicle, consignment, status, delay, and delivery is stored and shared with you in real-time.
16. Data linked actions based on synchronization is possible with the latest software to join the dots and draw new pictures to build and maintain the trust of customers.
17. Task Accomplishment one of the greatest feelings that employees and managers have in common, only the pressure and experience varies.
Managers need to ensure the dispatch of the vehicle with the material, timely and safe delivery, customer experience, and a lot more that will need human and machine to work together.
18. Analyze Better with the software’s and apps, that saves your time from constant follow up and finally allows you to go back to your managerial duties.
You have data on driver’s, vehicle condition, consignment safety, routes opted for delivery, obstacles in delivery like road accidents, repairs or diversions, costs comparisons, and ultimately planning efficiency will rise.
19. Multitasking a key quality of a capable employee that every employer need to be cost-effective.
Either manager is over loaded with a lot of information or they totally miss on it.
Both ways make no sense hence choose what they do and how they do not by telling them what to do but by getting the tools that work and make it by managing a well-organized job.
20. Connectivity of on-field and in office staff opens new methods to instruct and guide the resource in need of on-field assistance.
Both the departments working together gives you enhanced results on reduced vehicle maintenance costs, saving of fuel consumption, reduced delays, and vehicle positioning.
21. Prevention of mishaps, miscommunication, misuse of vehicle and information, missing consignment, loss of documents, loss of data, delivery data manipulation and such things that you always want to eradicate from the company’s history.
22. Productivity concerns are major and not fictitious. One who runs the show knows the pain. The unseen challenges in the efficiency break the circle of work, connections, tactics, and mainly success.
23. Profit is the first and foremost reason for being in business.
To gain some, we need to remain updated, smart, and insightful.
One who thinks of profits find ways to earn and save, both become possible with the software’s that work with you to meet the specifics you dictate.
If you want to be market ready, run the business operations efficiently every single day, manage your vehicles with the best fleet management software. It is available for all those who believe in customer satisfaction and are willing to work towards it.
Invest in Tomorrow, while everyone is busy worrying about today, you need to look ahead of time to plan and prepare yourself for the coming revolution of technology-based solutions.
How to Reduce Fuel Consumption In Vehicles With Fleet Management System
Savings on fuel consumption is possible with technology embedded smart solutions.
Companies have a chance to embrace the change for survival in the competitive market.
The industry-wise breakup of fuel users consists ranking, it ranked the transportation sector on top, and manufacturing industries are at the second position.
Fuel prices per liter are lowest in oil producing countries (Iran @ 0.07 USD) India @ 0.96 USD, costliest in Zimbabwe @ 3.11 USD during the year 2019.
All other countries have seen incessant price rise and consumption of fuel has seen the increase due to rising vehicles, better road connectivity across the globe, and constant growth in the commercial activities.
Manufacturing and Packaging is consuming lesser fuel than transportation sector, this means we certainly have an opportunity to save the fuel & the funds.
Fuel Savings with Best Fleet Management System:
1.Fuel Saving Mode: Incorporating the fuel saving mode to the vehicle with the help of technology can bring better managerial control.
2.Vehicle Weight: Overloading of vehicles can increase the fuel consumption, these checks are possible and can aid the decisions of dispatch.
3.Speed Limit: Limits of vehicle speed set by the road authorities are as per the road and weather conditions and benefit in controlled fuel consumption; the guidelines to the drivers can involve safety and savings.
4.Engine Idling: The decision on the time of engine idling can change with the climate conditions and combustion
5.Quality Driving: It can save fuel with controlled use of brakes, unnecessary overtaking if the drivers follow the guidelines of safe, and quality driving.
6.Mileage: The importance of distance covered in the given time and fuel quantity is very high as it directly impacts the cost of goods transfer.
7.Maintenance: Issues and resolution of faulty engine, fuel tank leakage, poor engine oil, over use and the wearing out of gears clutches, tire condition, etc.
8.Vehicle Condition: Consignment safety in a way depends on the vehicle condition and any damage to the consignment can either create struggle in delivery, risen transfer costs by imposing fine on the receiving party and damage image of the company.
9.Vehicle Usage: Every vehicle has the different capacity of continuous usage and it needs cooling period as the assets are costly and it can get you better average from the fuel quantity.
10.Vehicle Warranty: Usually the car warranty covers the repairs and free replacement for first few years and few kilometers. This distance and issues in the machine parts within warranty period if monitored can save your maintenance costs.
11.Government Bindings: Statutory obligations can be easily satisfied with the accurate data on vehicle location, condition and quality of fuel used that fits in the environment safety outlines.
12.Vehicle Service Centers: Help from the office to the drivers on field, like instructions about the available service centers on the way for the machine problem or any breakdown. This can save the time and fuel spent in search of servicing solutions.
13.Break Time: Restaurants charting will help the drivers to take tea or lunch break and the location of vehicle, safety of material and control on extended break can ensure the delivery plus vehicle cooling for the reduced fuel consumption.
14.Fuel Alternatives: It can save costs of trips by the choice of fuels like Diesel, Natural Gas, Electricity, Bio-diesel, or shifting to either of the one from the two options available in the vehicle e.g. Diesel and Gas.
15.Routes: GPS tracking allows us to suggest the fastest routes with the least hindrances. Keeping vehicles informed and warned of road condition or traffic jam. Petrol Stations on the way can reduce the time spent by driver to search one as well as it provides control on when to refill.
16.Fuel Theft: Starting from the filling station where the increased billing and less fuel, selling fuel to other drivers on the way, using it for personal use are some issues which we can never miss if the software allows check of fuel level after each refill, each trip and before and after the servicing as well.
17.Delivery Schedule: Accepting locations for delivery to fit in the route and reroute the vehicle for pickup or delivery can save fuel and time.
18.Assignment of Vehicles: Based on the condition and fuel consumption one may decide on which vehicle is right for particular route and ease the work allocation.
19.Cost Vs. Consumption of Fuel: Calculations, reports, and graphic interpretations along with the required data can help us improve on the fuel expense ratio.
20.Timely Reports: Real-time data generate precise reports, sharing immediately with the authorities for planning the fuel efficiency for future and employees for query resolution of fuel consumption or fuel theft.
21.Budgeting: Financial plan for the fuel is crucial for the hauling companies. Since, fuel is essential for transportation and it has financial aspects attached to it, making required fund arrangement is unavoidable.
22.Fuel Quality: It has a great impact on the vehicle/machine parts depreciation and increases the maintenance costs with reduced durability and efficiency of the vehicle in long term.
Adulterated fuel from certain outlets on frequent basis is a management issue and this observation and many such observations allow supervisors to manage the fleets better than ever.
23.Fleet Fuel Cards: Business fuel cards like Visa, MasterCard, and HP can give you some fuel points that can be en-cashed later.
24.Monitoring Leased Vehicles: Fuel, maintenance and vehicle updates can assist in exercising better control over the leased vehicles and in decisions pertaining to the extension or cancellation of lease.
25.Overall Operations: Less managerial hurdles, lesser involvement of multiple people, better functioning of departments, employee ease to work and avoid bottleneck in decision making improves the overall operational quality and give relief to the fleet owners.
Fleet Management System are new cost saving tools that are reliable, flexible, and customizable.
Other than the fuel saving, benefits like improved planning; proper budgeting, monitoring fleet behavior, efficiency in delivery, real-time data and reporting may intensify the decision of buying Software/App for the fleet management.
Fleet Management: Everything you Need to Know
Last Updated March 16, 2019
1.What is Fleet Ship Management?
As the name suggests, fleet ship management is a process of managing a ship. Independent companies carry out the process of fleet ship management by using ships of some other independent owners or companies.
The company runs ships for the owners and pays them the yearly amount which will be settled between the owner and the company.
2.What is Fleet Maintenance Management?
Fleet maintenance management is a process of maintaining vehicles in efficient and safe operating condition.
It is done by consistent servicing and maintenance in accordance with the recommendations of the manufacturers.
It helps you reduce vehicle downtime, control fleet maintenance cost, and improve driver satisfaction.
3.What is Fleet Risk Management?
Fleet risk management is a process of creating a safe driving culture for company car drivers.
Also, it includes the basics of communication, training, and accountability throughout the organization.
It helps in making sure that the company drivers are safe, insured, and aware of the hazards while driving.
4.What do you mean by Logistics Fleet Management?
In the supply chain, logistics fleet management is the process of planning, controlling, and implementing the effective, systematic forward, and upend flow and storage of services, goods, and associated information between the originating point and the point of consumption for fulfilling the customers’ needs.
5. What is Fleet Safety Management?
Fleet safety management deals with the management and continuous improvement of an organization’s procedures, policies, and processes.
A methodological approach to safety management will help an organization achieve its objectives through controlled management thinking and comprehensible focus.
The use of an intelligent fleet management system will help the organization recurrently renew its fleet safety strategies, policies & procedures, plus the transport operations.
6. How Does Fleet Management Works?
Managing more than a single vehicle is called as fleet management.
Basically, it is done by combining two major components, a GPS tracker and monitoring software.
Here is the step-wise working of fleet management system:
1.The fleet of vehicles will be equipped with a GPS receiver in the dashboard, like a GPS locator beacon.
2.A fleet management system will have either of the two, i.e. GPS or GLONASS(Global Networking Satellite System).
3.The fleet manager involved in the process will track and analyze those vehicles at any time, either by going online or installing software into a computer system.
4.This way the managers can efficiently monitor and coordinate the fleet for its improved safety, productivity, and efficiency.
7.What are the Most Important Factors for Successful Bus Fleet Management?
The most important factors for successful fleet management are as under:
a.Bus fleet usage: This is the capacity to use a single bus for multiple routes on daily basis.
b.Effective Seat Utilization: The efficient usage of bus seats in a day so the number of buses needed by a district are reduced.
c.Cost per bus: It is usually determined by your driver’s wages, labor costs, and benefits. Also, amenities, fuel, replacement plans, insurance, and fleet maintenance are taken into consideration.
d.Calculation of cost per rider and cost per mile
8. What is Fleet Management Information System?
Fleet management information system is a part of fleet management that is used to;
a.Identify and collect exact inventory, cost, and use data which is covering the complete life-cycle of every vehicle, from the acquisition, operation to maintenance and disposal.
b.Fetch the essential information to satisfy both external and internal reporting requirements, including:
i.Cost per mile
ii.Fuel costs for each vehicle
9.How Can Fleet Management Solutions Help You Achieve Maximum Efficiency and Control Costs?
In order to keep your fleet up and running, fleet management solutions provide some valuable features;
a.Automatic alerts, the moment your vehicle breaks down or faces some problem with its engine.
b.Instant access to a comprehensive maintenance and repair history of each vehicle of the fleet.
c.Timely reminders for oil changes, tune-ups, and other deterrent maintenance tasks.
d.Automatic engine diagnostic alerts to minimize the cost of roadside repairs.
e.Records maintenance option to estimate maintenance costs, keep maintenance schedules updated and make intelligent, informed decisions for inefficient vehicles.
f.Track vehicle speed, engine performance, location to work on negative driving practices and reduce the vehicle damage.
What Are The Best Practices Of Successful Fleet Management?
Successful management of a fleet business primarily includes gaining control over the costs that you are unaware of or cannot see. Effective management is only possible if you have a complete understanding of where your money is going.
In that sense, the larger the size of your fleet, the harder it is to control and track the key aspects of a business.
1.Timely And Accurate Information
For cutting down cost and reducing the waste you must have timely and accurate information in hand. It eliminates redundancies and prevents the onset of any problematic issues.
Most of the information is easily available by the fleet management software that automatically collects and keeps a record of all the data.
The key aspects that you must monitor closely for efficient management of fleet operation includes fuel, tires, vehicles/equipment, warranties, inventory parts, customer billing, driver data, and labor.
2.Regularizing Preventative Maintenance
Regularizing scheduled preventative maintenance is an essential part of managing a fleet business successfully.
It ensures optimum functioning of your vehicles for a long haul which ultimately makes a positive impact on the productivity and profitability of your business.
Experts recommend spending a bit of time as well as money regularly to ensure that everything is working in tip-top condition, encourages safe operations which are helpful in reducing insurance rates.
Thus, preventative maintenance saves you from the extra downtime that a bigger malfunction or a repair job can come up in the future.
3.Clear-Set Work Guidelines
All the employees of the company from driver to the mechanic and from supervisor to a dispatcher should be well aware of the work guidelines of your company and must adhere to all the rules and regulations. It makes a strong impact on the overall operations.
The best thing is to have a set of written guidelines and training materials for each and every portion of the operation. Make sure that all the policies are provided to both the fleet team as well as the customers to maintain transparency and consistency all through the process of dealing.
4.Supervising Technicians And Their Training
Time tracking tools and shop management is essential to keep a tab on the technicians and drivers to see whether they are completing their tasks correctly in a stipulated time frame.
In any case, the mechanics are falling short of their expected performance level leading to a lot of repeated work; a training session can be a good idea.
Also, check if they have the right tools that help them in the efficient execution of their jobs. Even a simple thing like performing an inspection of the tires in the right way can add more life to your vehicles.
You can track this data and get a practical detailing of the way your fleet is operating on a daily basis.
5.Setting Up Safety Standards
Having safety standards can help you attract more business as it represents your accountability towards your business. Setting up a safety policy that is engaging as well as measurable can surely accelerate your growth rate.
6.Complying With Regulations
Regulatory compliance includes all aspects of regulations related to fleet activities such as vehicle registration, insurance, certification, operator licensing, inspection reports and driving logs.
All relevant information should be up to date so that it can be readily provided to the civic authorities on demand to showcase that your business is supporting lawful practice.
7.Using Modern IT
Support of latest software and hardware at all activity levels from maintaining records and regulatory documents to files of human resources make the entire gamut of working more expansive.
Use of cloud-based software allows easy accessibility to all the data to those who needs them and yet secure it from the others.
Advanced fleet management system consists of features like route-finding, communication, anti-theft, time clocks, and security. For managing your fleet successfully you need to update such software in your system on the regular basis.
8.Managing Inventory Parts
Always understanding that you have the parts when you need them and that your storage rooms have everything the vehicle operations require at any given time is a plus point.
Maintaining a proper system for purchasing and getting rid of excess or unwanted items can help you reduce the chances of purchasing obsolete or redundant inventory.
Keeping a proper track of the parts having a high level of use and the ones that are losing their significance gets you to understand several key issues related to fleet maintenance.
Are your maintenance expenses growing because the vehicles are coming towards the end of their life?
Is there any possibility that your mechanics are not dealing with the repairing or changing the parts in an appropriate or timely manner?
Is your company still investing in parts for the vehicles that are soon going to be kaput?
The inventory management section gives you a clear cut idea about all such questions and much more so that you can easily clip the investment in areas that are not required.
9.Setting Up Precise Database
For every fleet business access to precise data in a quick time is of immense importance. With the help of this data, you can track your vehicles, analyze and come up with necessary reports making accurate and real-time decision absolutely possible.
It also ultimately leads to optimizing the overall performance of your fleet.
With the help of database, you can monitor the use of the vehicle, manage proper maintenance, maintain inventory, establish the cycle of vehicle replacement, and identify as well as analyze high-cost vehicles.
10.Using Proven Financial Practices
For any business following the framework of proven financial practices is of utmost importance.
Fleet managers can make informed financial decisions and prepare financial statements that include all costs related to fuel, supplies, labor, overheads, and depreciation.
All this information should be easily accessible to both the stakeholders and managers.
In nutshell, you can be sure of managing your fleet operations with supreme efficiency and success if you get up to date information in the real-time.
And for that, you can always rely on the best fleet management software that keeps a track of all the data and makes it available to you on a single click.
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