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Making Fleet Management Work For Your Business09-14-17 | Feature

Making Fleet Management Work For Your Business
Software Solutions for Vehicle Tracking and Maintenance

By Alli Rael, LC/DBM

Fleet management is most often thought of as a way to track routes and drivers, but it can also be used for much more. Preventive maintenance, including checking tire tread and pressure weekly, is just the first step to caring for your fleet. Theoretically, preventive and routine maintenance should be enough to keep your vehicles up and running. But emergencies happen – maybe an object on the roadway caused an unexpected tire blowout. While it's impossible to know when an event like this will happen, having a fleet maintenance and management plan can make things easier when it does happen.

Fleet management solutions are useful tools for business owners to keep track of driving habits, routes, fuel use, vehicle and equipment maintenance schedules, and more.

There are dozens if not hundreds of choices available for owners looking for fleet management packages. When it comes down to choosing a provider, there are three main factors to consider: budget, features, and interface.

When fleet management software links up with the fuel cards that your drivers use, managers can receive an electronic log of a vehicle's fuel efficiency as well as track how much the company spends on fuel. With GPS technology, users can determine how much time drivers spend with idling engines and work to reduce the practice, saving money. Additionally, having a log of fuel card transactions automatically generated in one place can help identify any fraudulent usage.

Budget
Just as customers have a set budget for their projects, business owners should have a set budget for how much they're looking to spend on fleet management software. When looking at the price, find out if any necessary installation is included or if it is an extra cost. Some tech-savvy people may be able to figure it out, but for the most part, a trained expert should complete the installation process.

Speaking of trained experts, does the company offer an initial training so that you and your drivers know how to use the technology. Be sure to find out if there's a fee for any additional training or technical support as well. There are costs after installation. Some companies charge per user or per vehicle, while others have a monthly fee, which may be reduced if you buy a year at a time. Some may offer the option to buy the device outright instead of leasing it from the company.

All vehicles made after 1996 have an OBD-II port, which stands for On-board Diagnostics. The port is usually located behind the dashboard above the brake pedal or on the steering column. Some fleet management companies, including Fleet Genius and Fleetmatics, offer a device that plugs into the port and can read the odometer and other vehicle telematics. The direct connection to the vehicle can alert managers to routine maintenance needs, including oil changes, tire rotations or replacements, and engine cleanings. Depending on the program, you can set up a mileage or time interval for the maintenance, and receive an alert before it is due to occur.

Additionally, if you have a system that's run on mobile devices (instead of one connected directly to the truck), watch the fees for cellular data usage. Keep in mind, though, that the cheapest option might not be the best option. One final budget factor to consider is how much money implementing a fleet management program can save your company. Some providers, including GPS Insight, a company that creates GPS tracking software, have a savings calculator available on their website. You will likely see the immediate effects in reduced maintenance and fuel costs – getting the entire company on a set, automated maintenance schedule can save money, and planning more efficient routes and enforcing less idle time will use less fuel. Longer-term effects include better driving habits, and having a record of these improved driving habits can protect against litigation. Fleet management company Fleetmatics recommends looking at the ROI, or return on investment, after one, three, six, nine and 12 months.

Managers can receive alerts from their chosen fleet management software when their drivers are speeding or driving dangerously, including sharp turns, harsh starts, and harsh stops. Also, software companies such as Fleetio offer mobile apps from which managers can track their drivers location and progress.

Features
When narrowing down the choices for which fleet management solution to choose, consider your company's priorities. Looking to cut down on fuel costs? Look for devices with strong GPS tracking so you can find the most efficient routes for your vehicles. Find out if the software will integrate fuel card data with your fleet information – and if there is an extra cost to do so. This capability may also vary by fuel card provider.

If you want to keep your drivers safe, find a program that will alert you to speeding, harsh stops, harsh starts, and harsh turns. By monitoring these events, you can help ensure they happen less. Incentivizing good driver behavior can be more effective than punishing poor driving habits.

A geofence is a perimeter around an area that vehicles are either prohibited from entering or must stay within during certain hours. The virtual fence can be created in any shape that suits a company's need. For example, if vehicles are to avoid roads under construction, with geofencing, a manager will be alerted if a vehicle enters the prohibited area. Managers can set specific hours that a fence is active, or have it active all day. In this example, the geofence is set so that vehicles must be at the company's headquarters during non-working hours.

Some programs can help you stay on top of vehicle maintenance as well. Devices that plug into the truck's OBD-II port can monitor vehicle diagnostics and alert owners and drivers to potential problems before they happen. Some will let you set up reminders for maintenance at a scheduled date, mileage, or after a certain number of hours of use.

If vehicle or equipment security is at stake, find out if the program is compatible with LoJack (like FleetOutlook is) or any other security programs you already use. Some can send alerts for vehicle use outside of regular operating hours. Geofencing allows you to set an area where your vehicles are not allowed to enter, and you can receive alerts if drivers violate the boundaries. Conversely, you can set boundaries that the vehicle should not leave, such as the lot after hours, and the system will alert you to any illicit vehicle use.

Equipment maintenance is equally as important as vehicle maintenance. This year, small engine manufacturer Perkins announced their SmartCap, an oil cap that can be used on new and existing engines. Using the My Engine app on their mobile device (free for iOS and Android), managers can track the use of their excavators, backhoes, loaders, or other equipment with a Perkins engine, and schedule maintenance based off that. The expected release date for the product is September 2017.

Interface
Even if you get the top of the line software with all the bells and whistles, everything you could possibly want for fleet management – if you can't figure out how it works, you will not use it, simple as that.

You have to find an interface that is intuitive for you or whoever will be using it. Ask the provider if you can get a free trial or a demonstration. If neither is available, at least obtain a screenshot of the dashboard and compare it to other programs you are considering as a test of user-friendliness. Find out if you can customize the dashboard to prioritize your needs, and be sure to check in with your drivers – they should be comfortable with any functions of the program they may have to operate.

When looking at devices that plug in to the vehicle's OBD-II port, find out if the company also has a mobile app – and if so, try downloading it and using it. If you're looking at using a program run solely from a mobile device, download a trial version before you make a commitment.

If your trucks are already equipped with GPS systems, find out if any potential new program is compatible. Will it connect to your existing navigation system and work in sync with it, or will it cause conflicts between the new and the old systems? If it will cause conflicts, ask yourself if the benefits of the fleet management software outweigh the cost of overhauling or replacing the existing GPS system.

As with any major purchase for your company, knowledge is power. Knowing your budget, what features you want, and how the product works will equip you to make the decision that works for your company.

As seen in LC/DBM magazine, September 2017.