Sheffield-headquartered SIG operates a fleet of 1,050 commercial vehicles of 7.5 tonnes and above, 650 light commercial vehicles and 1,200 company cars.

These commercial vehicles are located at 450 SIG branches nationwide.

It commissioned fleet management software company Jaama to create an online vehicle defect logging reporting tool named Defect Manager to be used in conjunction with the Key2 Vehicle Management system which it uses to manage its fleet.

The move was in response to VOSA’s recommendation that all commercial vehicle operators have a defect reporting system in place. The technology now provides transport and depot managers with an online tick box check list which is carried out before a driver takes a vehicle on to the road.

SIG’s previous manual defect reporting system had required individual drivers to complete a written log of any defects – like broken light bulbs or cracked windscreens – and hand it into their branch transport manager.

That document would then be posted to SIG’s central logistics department where the information would be manually inputted into the Key2 system while branch transport managers would make arrangements for any reported defects to be rectified.

SIG UK logistics administration manager Tommy Duncombe says: “The manual system was a hugely labour intensive process as it involved both branch transport managers and my logistics department staff inputting the same information.

“Some drivers did not log mileages and writing could be illegible, while there was always the risk of information not being inputted correctly.

“It was also a labour intensive process keeping track of the defects that were reported and ensuring that they were rectified as soon as possible.

“Now, while drivers continue to complete a daily manual check, branch transport managers complete a weekly summary sheet online, which is linked to each individual vehicle located at their depot.

“Where defects are recorded a maintenance record will be created and reminders will be issued until the work is completed.

“The new system enables both ourselves and branch transport managers to monitor defect reporting on all vehicles.”

Duncombe adds that, in his experience, the benefits of fleet management software in reducing the admin burden speak for themselves.

He says: “Built-in rule sets mean that it is impossible to omit information, data is fully legible and the system provides SIG with a completely transparent audit trail. I would estimate our logistics department is saving up to three days a week in man hours  as a result of not having to input defect reporting information submitted by 430 branch transport managers.”