Ask the expert

Do your homework and make up a list of potential providers. Review the fleet press and search the internet to see what’s available.

Ring each company on the list and get some idea of how ‘on the ball’ they are.
Have a proper demonstration with a representative of the company standing by to answer your questions.

Grill the salesperson. Don’t accept a ‘yes’ as an answer to all your questions. Get them to prove whatever they’re claiming.

Speak to existing users. If you can’t find any, ask for a list of current users of the software from the supplier – not just one or two who may be tipped off in advance that you’ll be calling.

Get a full cost breakdown for the system so you’ll know the real cost and won’t get any nasty surprises. This should include installation, configuration, data conversion (where necessary), training and support. Always consider every element of total expenditure.

Think about the future. Make sure the system will be able to grow with you.

Demand flexibility. Ensure your chosen system is flexible enough to cater for any eventuality without having to pay thousands in development costs.

Fleet management systems are in effect glorified filing cabinets. There is a wealth of useful information within, but you have to be able to access it quickly and efficiently.

We find there are four key attributes to selecting a fleet management software provider – Pedigree, Product, People and Passion Pedigree – how long has the company been providing fleet management software? 

Don’t let a company hide behind a name. What business experience do they have working with organisations similar to your own? Chevin was established in 1990 and develops, implements and supports exclusively fleet management software. We’re experts in fleet software with more than 500 clients around the world. 

Product – what technology is utilised and how stable is the software? These questions need to be answered to determine how fit for purpose and future proof the software is. FleetWave is a web-based solution and RoadBASE a Windows-based PC solution. 

People – do you have confidence in the provider? You’ll be working with their team for many years. Ask to visit HQ and meet the whole team, not just the friendly ‘yes’ man from the sales department.

Passion – the passion to evolve and adapt to changing business needs. If you want the software to adapt to your current and evolving business requirements, the software and supplier both need to bring to this initiative the Pedigree, Product, People and Passion to win your business and prove their long-term value.

The smooth administration of your fleet is essential because if you get it wrong, your business could be at risk. You should analyse what you do now, what you want to improve and what you need to report on. Ask yourself, why do I need software?

How flexible your system is should be one of the first questions you ask a potential provider. You need the software to adapt to your business needs, not change your processes to fit the software.

Our FleetWave product, for example, was built with this in mind – complete flexibility structured to how people run their businesses. Both of Chevin’s products, FleetWave and RoadBASE, allow the user to define the process and give easy access to information at a click of a button and provide you with reports that will allow you to manage your costs.

There are a number of software packages on the market and what works for one may not work for another. 

There are computer-based programmes, accessible via an internal network of PCs.
More and more solutions are internet-based, meaning that information can be accessed 24/7 from anywhere in the world.

Finally, be mindful that there could be reluctance to change from sections of the workforce.
Therefore provide training to explain why changes are being made and the benefits they will deliver.

From a user’s perspective, nobody likes change and learning new systems or processes, as it can be very time-consuming. 

Both Chevin products are designed to be intuitive and from initial sales demo, through user acceptance testing and final deployment, we ensure that all end users are kept informed and, where possible, part of the decision-making process. 

Our dedicated Project Managers guarantee that everyone from project stakeholders to end users understand and absorb all elements of the system, including navigation and complex report writing. We also hold user workshops at the start of a project to get user buy-in and clarify the key deliverables. 

This ensures the project remains on time, on budget and to scope, with the same “Chevin Team” always present. 

Once a system is in production the “customer relationship” continues and we actively encourage follow-up visits and regular contact with our Business Support Team. Follow-up support and ongoing training is always available and handled in a professional and responsive way. 

Our excellent online communication channels ensure that everyone is kept informed and reassured they are being listened to. We’re as much about managing people and expectations as we are about asset management, so over the last 19 years we’ve learnt how to get people on board – and keep them there.

If the system is very old there’s a chance the data will be irretrievable. This depends on how it was developed and whether industry best practices were used. Chevin has been helping people put superior systems in place for almost two decades, and that’s included a lot of upgrades. 

We’ve seen all sorts of badly-designed systems with near ineffective databases. During this time our experienced and expert team have gained extensive knowledge regarding all sorts of transfer processes.

When we are doing an upgrade we look at the existing data, see what’s relevant and then find a way to retrieve it. We can tackle most unorganised data banks, quickly migrating them to one of our own systems.

Once the data is up-to-date and in either RoadBASE or FleetWave, businesses have a fully operational, highly-efficient fleet management solution that will instantly start saving time and money.

Chevin systems are designed with industry-leading software using best practice, so they’re future-proof. Continuing commitment to attaining the highest quality standards possible is demonstrated by our Microsoft Accredited Partner status, and the impending award of Microsoft Gold standard.

The moral here is to use a reputable, industry-leading company that will develop a long-term relationship with you rather than buying the cheapest system from a company that just wants to take your money.

Fleet management solutions should be built to last, that’s why it’s essential to research the market and choose a provider that has proven, market-leading products and is committed to the long-term success of your business. 

You should look for an exceptional track record and high client retention to ensure systems are robust for today and future-proof for tomorrow.

Going for the provider with the slickest presentation, prettiest packaging and new-fangled gimmickry is an easy mistake to make, when what you really need to base your decision on is a commitment to look at your individual requirements and a dedication to the success of your business for the long-haul.

If you do this, keeping your software as state-of-the-art as the day you installed it shouldn’t be a problem. FleetWave and ROADBase provide a stable platform that enables maximum flexibility and empowers the end-user to make easy changes to their systems in accordance with their own KPIs. 

We take the time to get our top-quality tailor-made systems right first time round to ensure the solutions we install will last, and can support any number of interfaces with additional systems and processes. 

This also involves adapting and responding to the rapid advancements in technology so that your software solution will always enable you to optimise your fleet and stay ahead of the competition.
 

Yes. Leasing companies will only provide you with high-level information but in order to manage your fleet effectively you can’t rely on this basic data. 

Fleet management software provides accurate and up-to-date information that is relevant to your KPIs. Most leasing companies provide clients with a ‘snap-shot’ of fleet data, but with fleet management software, this is translated into meaningful information, highlighting issues individually and fleet-wide in a user-friendly format. 

The information that you currently have access to is not providing you with the visibility you need to optimise your fleet. FleetWave and RoadBASE support interfaces that provide accurate reporting on fuel consumption, mileage, P11ds, and parking fines.

Most importantly, an in-house software package will help you to look after your most precious asset – your employees – by keeping you up-to-date with the latest legislation and providing accurate maintenance, accident and licence data. 

If the information you are receiving now is insufficient, the chances are it will become less adequate as the demands of your business change. To keep your fleet competitive, you need a software solution that is flexible enough to adapt to the exact requirements of your business.

Your fleet is a potentially powerful asset, that’s why it is important to fully integrate it within the business. 

Fleet management software allows you to do this, by consolidating all relevant information from across departments and suppliers. 

It will not only equip you with powerful information to make key financial and human resource decisions, but will give you total control of your fleet.

There are a number of ‘off the shelf’ packages available, with many software providers claiming that their solutions are multi-vehicle faceted. But when it comes to the crunch, this is rarely the case.

When choosing a system, you need to consider what flexibility software suppliers can offer you and do your research before signing on the dotted line.  Talking to existing customers to find out if the software you’re investing in has demonstrated a tangible ROI in a similar setting is a good starting point.  Keeping a savvy hat on from the outset and asking yourself the question ’do they know and understand my business?’ will give you a good indication of the vender’s ability to streamline processes within your non-standard fleet.

If a software provider isn’t prepared to think like you, work like you and challenge your business processes then walk away and don’t look back! A software system should add value to your business not equal more costs and complications.

Chevin Fleet Solutions is unique in its approach and product offering and, through its 20 years of experience, can offer tailored systems and expert consultancy to match your individual business process needs.

For example, FleetWave from Chevin Fleet Solutions is a highly sophisticated enterprise asset management system that is extensively used to manage all types of assets across a multitude of global market sectors.

From lawnmowers to 44-tonne articulated trucks, ambulances including defibrillators and stretchers to plant hire, portable site accommodation to containers on ships, mobile phones and telematic black boxes to staff uniforms and police gun allocations. You name it, FleetWave can and does handle it.

With non-standard fleets, a one sized fits all software solution will yield few benefits. To reduce cost, whilst improving efficiencies, make sure you select a provider who will be able to understand your needs and add real value to your offering. For software to generate a genuine return, it must be shaped around your business.