Dumfries and Galloway Council

Harry Thomson, head of integrated transport and commissioning

Dumfries and Galloway Council required a pool car fleet management software package which ensured that around 3,000 eligible staff could effectively travel across its diverse geographical area.

It also needed to manage a corporate car pool of 100 vehicles across 23 locations.

The solution

The council looked at several software options, but none were suitable.

It then considered working in partnership with Civica – its existing fleet management supplier – to develop a bespoke pool car booking system which worked through its website.

Harry Thomson says: “Civica’s Tranman software team created a system which first ensures that an employee has an up-to-date driving licence.

“They then input information about when they need the car and where they will be travelling to.

“The search then reserves an appropriate vehicle.

“It’s enabled us to increase both utilisation and uptake – and is part of some measures which have enabled us to cut costs overall.”

Since the software was installed three years ago, pool car utilisation has risen to around 80%, which saves the council around £120,000 each year.

 

North Yorkshire Police

Richard Flint, head of transport

One year ago, North Yorkshire Police began using Civica’s Tranman fleet management software to ensure its fleet of 22 pool cars was better utilised.

Since then, utilisation rates have rocketed from 50% to around 90% today.

The solution

Tranman’s pool car facility provides drivers with online access to pool car information and availability which, says Richard Flint, significantly improves the efficiency of managing the booking process.

Whenever an online booking is made, an email verifying the details is sent to the employee and their line manager.

Flint says: “This system is saving us between £2,000 and £3,000 a month because the whole process has been streamlined and there’s less down time for each vehicle.

“In the past staff would book a pool car out on Wednesdays and Friday because that was what they had always done – not because it was essential for work purposes on those days.

“This sometimes meant the car would not be in use for large parts of the week.

“Since this system was installed a year ago, it has helped shape a cultural change.

“Those needing a car check availability in the first instance and then shape their working week around this.”