What questions should I ask when choosing fleet management software?

A:

Here are some questions you may want to ask to ensure you're choosing the right fleet managemet software.

Software requirements

• This is what I want the software to achieve – how does your product compare?
• Do I need all the modules you’re offering me? For example, an off-the-shelf package might come with the facility to check driving licences when you already have separate existing providers.
• These considerations might give rise to a further question: does the off-shelf-package meet my needs or do I need a bespoke system?

Web-based or web-enabled?

• Is your system web-based or web-enabled?
• How do the speeds of the different systems compare?
• Which would suit my requirements more?

Cost of investment

• How does the cost of the software break down?
• Are there any extra charges?
• How and when are payments made?
• Is hardware paid for upfront?

Implementation process

• What happens during the implementation phase?
• How long is it likely to take?
• Who needs to be involved in implementation?
• Is there an implementation fee?

Contract terms

• What happens during the implementation phase?
• How long is it likely to take?
• Who needs to be involved in implementation?
• Is there an implementation fee?

Training

•  What training is provided as standard during implementation?
• How long is the training likely to take?
• Does the training involve only the fleet manager or every staff member who will use it?
• Is the training done in-house, remotely or even online?
• Will there be an additional cost for any further training after implementation?

Service Support

• What happens if the system completely crashes?
• Is there a back-up server?
• Do you pay an additional/monthly fee for service support?

Software updates

• How often will these updates be necessary?
• Is there a charge?
• How often will it be necessary to build a whole new system?
• How are ‘mini’ updates carried out – remotely or in-house?
• What will the updating process consist of?

Security and data

• What security measures are in place?
• Who owns the data?
• Will it be lost if you leave the provider?
• Can the system pull in data from other sources?
• What systems will it integrate with?

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