7 Manage SMR

All SMR data can be recorded using fleet software. CFC’s SMR Planner, for instance, automatically creates an A3 wall planner with all future maintenance scheduled in.

The planner can be segmented and emailed to individual departments. If key dates are missed an alert is raised.

Francis says Jaama’s system “puts an end to ‘unnecessary’ service maintenance and repair work” as the technology highlights when repairs and parts replacement was last carried out by the dealer.

Systems can also highlight high maintenance costs or where savings can be achieved.

For instance, Tranman will flag up when vans incur substantially higher maintenance costs while Epyx’s ecommerce solution includes a price check tool which identifies the best value price for any maintenance action.

8 Accident and risk management and disposal

Software can provide a risk management audit trail and accident management data which can be useful in negotiating a reduced insurance premium.

Documents relating to accidents can be scanned and stored on the system along with driver training history. Software can generate reports analysing accident types and the cost of incidents and help fleet operators identify high-risk drivers.

9 Manage vehicle procurement and disposal

Software can manage initial vehicle specification and order tracking through to disposal.

CFC’s Fleet Plus, for instance, has an acquisition module which uses data provided by suppliers such as CAP.

Mycompanyfleet’s ‘fuel optimiser’ enables comparisons of all the major vehicle models, showing the best and worst for fuel consumption. It means fleet operators can select the most fuel efficient vehicles and steer drivers towards them.

Systems can also show you when the best time to dispose of a vehicle is.

Jaama’s managing director Jason Francis says: “Fleet managers can graphically view exactly where vehicle costs move from a normal curve up to a spike via the ‘red’ and ‘green’ graphics and then identify the optimum age when it should be defleeted.”

10 Carry out driver background checks

Driver credentials can be examined using fleet software.

Mycompanyfleet’s driver checking service carries out background checks of driver qualifications, references and criminal records.

It launched this service, as an enhancement to its driver licence checking service, in response to requests from fleet customers for deeper checks on driver credentials.

11 Manage short-time hire and pool cars

Chevin’s Fleetwave software includes a ‘motor pool’ module which allows users to reserve, assign and book pool cars. CFC’s ‘short-term hire’ feature can manage all externally hired vehicles and identify if any pool vehicles match an individual’s
requirement to reduce hire costs.

Users can recharge costs to appropriate cost centres.

12 Reporting

Fleet operators can run a range of reports using fleet software – from straightforward fleet lists to pence per mile analysis. Systems can also give them a dashboard view when they log in, so they can see the status of the fleet ‘at a glance’.

Civica’s Tranman can be tailored for different job roles. For instance, the finance director could have a dashboard showing the status of invoicing.

Systems should alert fleet operators when action needs to be taken, such as a vehicle approaching its contracted total mileage.

Peter Lawson, business director at Mycompanyfleet, says: “This removes the need for you to wade through a river of data before you find the event that you need to take action over, and helps cut down dramatically on time.

"By setting the system to flag up any alerts first thing you can identify problems as soon as they arise and tackle them.”

13 Record and manage vehicle allocation

Software allows fleet operators to manage and record vehicle allocations for annual P11D reporting.

Jaama says that spare cars be identified more easily using fleet software and can be reallocated to staff to save on car hire costs. Another benefit is showing the optimum time to swap drivers who are in high-mileage vehicles.

14 Carbon footprint Reporting

A CO2 report generator is one of the features of CFC’s Fleet Plus software.

Using manufacturer CO2 figures for each vehicle the software calculates the carbon footprint figures based on information recorded about journeys and vehicle use.

The system can be set up to suggest where alternative forms of transport, such as the train, may result in a lower carbon output than using a company vehicle for a specific journey.

Mycompanyfleet’s Driver Self-Serve also offers an alternative travel module and can generate grey fleet CO2 reports, showing how much CO2 is being produced on average per mile by the grey fleet.

This enables action to be taken against the least efficient vehicles and drivers.

15 Reduce paperwork

Images and documents such as MOT certificates and photographs of accident damage can be stored on fleet software.

Tranman, for instance, stores these against every database record. Documents and images are easier to access and are automatically backed up with the system.

But, of course, it will involve time in scanning these documents.