fmsupadminnxtjs, Author at Fleet Management Backend Site

How to Optimize Your Fleet Operations with Reports

Posted on August 24, 2020 by fmsupadminnxtjs

Use a data-driven approach to optimize your fleet operations with reports. The reports generated by fleet management software are based on various metrics that help you measure your fleet performance. Analyzing the reports will help improve your fleet performance.

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Let’s take a look at the different reports, and how you can optimize your fleet operations using these reports. But first, let’s check out the basic points to consider while setting up a reporting system in a fleet management software.

Develop an Effective Reporting System

There’s a fine line between essential information and information overload. When the fleet managers get too much information from the software, they will be confused about how to optimize the operations.

That’s why it is essential to develop an effective reporting system that will provide the essential data. Consider the following points while setting up a reporting system in your fleet management software:

What kind of information should be gathered by the reports?
What is the frequency of generating reports?
Who should have access to the reports?
Is there any specific information requested by the senior management?
Should the reports be one-time or long-term?
What areas of operations do the reports cover?
Can the data from one report be used for another report?
Do you need reports for inventory management?
Will the reports help track compliance?

These questions will help you decide on the essential reports needed to get an overview and in-depth information about your fleet.

Reports and the Information They Provide

Let’s take a look at the basic reports that a fleet management software generates and how you can use that data to optimize your fleet operations.

Trip Assigned and Trip Completed Reports

Report Data: These reports will have the details of the trips that you’ve assigned to each driver and the status of the trips.

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Report Analysis: A comparative analysis of these two reports will help you monitor driver performance and productivity. In case the trip is not completed, then the fleet manager needs to find out the valid reasons for the incomplete trip.

If it is because of a repair or accident, then immediate action needs to be taken. Also, the fleet manager needs to check and update the preventive maintenance program. If the incomplete status is because of traffic or reroutes, then the situation needs to be checked to arrange an alternate solution.

The trip assigned report will give you the fleet availability rate. You will know how many vehicles are on-road and how many not in use. Fleet managers should try to maintain an availability rate of about 95% at any point in time with a 5% backup for emergencies.

Expense Report

Report Data: This comprehensive report will give fleet managers an overall view of the expenses incurred. The report will have details of expenses related to regular service and maintenance, fuel and spare parts. You can also have individual reports for

Total fuel costs/fuel costs per trip
The average mileage of the vehicle
Service charges
Cost of a replacement vehicle in case of original vehicle downtime
Driver expenses

Report Analysis: The comprehensive report will let you know if the fleet management expenses are within the budget. It will also be useful when the fleet managers are presenting data to the higherups. Individual reports of fuel expenses, replacement parts, and such will help keep a close eye on these expenses.

They can also help avert fuel theft and replacement part thefts. Comparing the fuel usage based on the vehicle type to the route details will help identify if there are any detours in the route.

Inspection and Maintenance Reports

Report Data: These reports will give you data when and who did the vehicle inspection. It will also give you details of when the vehicle maintenance and the services were done.

Report Analysis: Analysing these reports will give you a heads-up on the vehicle maintenance schedule, which can help you in assigning the vehicles.

Vehicle inspections help you identify minor problems before they blow up into huge issues, leading to more vehicle downtime and operational losses. You can also use the maintenance reports to prepare a preventive maintenance program and schedule the services.

Vehicle Running Report

Report Data: This report will give you the day-to-day breakup of the vehicle movement. It will give you data like total running time, distance travelled, driver details, and idling time. You can have this report generated daily, weekly, and monthly based on your requirements.

Report Analysis: Analysing the daily report will help you easily find if there are any inconsistencies in the route, fuel usage, or vehicle performance. The weekly and monthly reports will help you gauge the vehicle’s overall performance.

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Fleet managers will find the monthly reports useful while presenting fleet maintenance reports to higher management. This report also helps in efficient fuel management as it can help optimize the route and vehicle performance.

Distance Travelled Report

Report Data: This report will give you details of the distance travelled on each trip by each vehicle in your fleet.

Report Analysis: You can compare the optimized route planned with the distance travelled to check if there are any discrepancies. It will help weed out any possible malpractice right at the early stages. The distance travelled report will also help in scheduling maintenance that needs to be done after every 5k or 10k kilometers.

Safe Driver Ranking Report

Report Data: This self-ranking report gives an accurate overview of a driver’s performance and their driving behaviour.

Report Analysis: The reports will help you check if the drivers follow traffic regulations, drive within the stipulated speed, and practice safe driving. This report can also be compared with any complaints received about driver behaviour to evaluate their performance.

Action can be taken against drivers who drive rashly or behave badly with the passengers. On the other side, fleet managers can reward and encourage drivers who have a good track record.

Calendar and Duty Roaster

Report Data: Fleet managers can use this roaster to get an overview of the available vehicles and drivers. It will also give details about the shift hours, duty days and leave days of the drivers.

Report Analysis: This roaster cum report helps fleet managers manage the operations of the entire fleet. They will have a clear picture of the engaged and available drivers, which will help in trip allocation. The shift hours will help check if the drivers are working overtime.

If the drivers are putting in too many hours of overtime, then they can get physically and mentally fatigued. It could lead to accidents. So, fleet managers need to keep an eye on the hours of duty of each driver to ensure they have the proper work-rest balance. The dashboard will also allow fleet managers to assign drivers and vehicles for sudden unplanned trips or emergencies.

Predictive Maintenance Reports

Report Data: The predictive maintenance reports will help fleet managers schedule reports based on the vehicle type, manufacturer service plan and driver inputs.

Report Analysis: This report will be very helpful in maintaining fleet performance. Fleet managers can assign vehicles based on the preventive maintenance schedule. So, the vehicle’s downtime will also be greatly reduced.

Proper maintenance at the right time will also help enhance the vehicle’s life and performance. Predictive maintenance also helps reduce operational costs and expenses incurred due to vehicle repairs and replacements.

Compliance Reports

Report Data: The compliance report will have all data regarding a vehicle’s compliance and statutory regulations. Details of when the vehicle was purchased, its registration, and FC will all be available in the report.

Report Analysis: Fleet managers will find this report useful while checking if all the vehicles meet the compliance set by the government. If the vehicles don’t meet the regulations, then there could be hefty fines.

Also, the vehicle may have to be removed from the fleet until the issue is resolved. This will further cause more operational losses. Therefore, this report will help fleet managers prevent such problems.

Conclusion

The reports that a cab service provider will need are different from the ones that a school bus fleet needs. Therefore, it is important to have automated tracking reports that are customized to your business requirements.

Reports not only help manage and monitor the fleet but also reduce vehicle downtime and operational costs. If you are interested in setting up a fleet management system with a customized reporting system, contact us now.

Benefits of Using Car Rental Software for Taxi Operators

Posted on August 12, 2020 by fmsupadminnxtjs

Do you own a car rental company? If yes, you must be aware as to how challenging it is to run the business. Right from filling out each rental order that you receive on a daily basis to collecting the payment you have to manage everything so as not to allow multiple bookings for the same car and ensure that the best service is available to all your customers.

Many car rental services continue to make use of outdated tools such as telephones, e-mails, Word, and Excel macros, among others, both for communication purposes and managing their business. These tools have been very helpful in the past, but they are very slow and are less effective compared to the modern solutions that are available in the market today.

A car rental software solution that has been developed keeping in mind the needs of modern-day customers is more efficient and is, therefore, beneficial in many ways. Before looking at the benefits of using car rental software they offer, it is important that you have a clear understanding of the main features that car rental solutions come with.

Car Rental Software – Features

The rental order management module allows you to track the availability of cars in your fleet and set rental periods using the calendar option and extend them automatically as per requirement.

The collaboration feature enables your employees to communicate from one platform for handling rental orders.

The inventory management module helps you to monitor the availability of your assets, their movement, and spare parts needed for maintenance.

The Quotation feature allows you to create quotes as well as invoices in just a few clicks.

CRM and External Communication capability of the software helps you to easily interact not only with customers but also with other rental companies.

The Notification feature is very helpful in intimating your customers about the status of their order and reminding them as to when the rental period is scheduled to expire.

Cloud-based software allows access to information on the go and it is not limited to just a single device.

Centralized Data Storage facility ensures that all the information remains in one place and eliminates the need to use several different storage media.

Benefits of Using Car Rental Software

Now that you know the key features of a good car rental solution, it may not be very difficult for you to guess as to how beneficial it could be when implemented for your business.

As you can see, it helps you save time, communicate more easily and efficiently, and more than anything monitors the cars you rent out to your customers. However, some of the main benefits of using car rental software are listed below for your ready reference and to help you make an informed decision.

Quotes and invoices can be generated faster

Car rental software helps you to quickly generate quotes as well as invoices. Preparing a quote or an invoice manually is a challenging task as you will have to make several calculations. Using a template created in Excel or Word will make it a little convenient but will not be able to eliminate the monotony associated with the task.

A car rental management solution, on the other hand, will make both quote and invoice generation easier and faster. You just have to key in a few data into the system. The software program will capture the required information from the database you have created for your business.

In the bargain, you will be able to save a lot of time and you can send the quote or invoice to your customer directly from the same platform.

Car availability can be determined quickly

Whenever you receive a rental order, it is a challenging task to find out as to which car is available for servicing the order. If you are not able to act fast, you may lose the order.

A failure in fulfilling a customer’s order can adversely affect your business in the long run. The right rental software solution enables tracking of cars available in your asset inventory database.

Further, you will also be able to view the timeline of the cars in your fleet. This means that you do not have to settle for any guesswork.

Facilitates all communications from one platform

Typically, the employees of a car rental service spend a lot of time communicating with customers during the rental period. They make telephone calls and send emails or short messages. However, the problem is that the required information may not be readily available to respond quickly.

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The advantage of using can rental software is that it automatically schedules assignments to employees and task updates can be carried out immediately as they would be able to see the details in front of them in the system. This makes it easy for them to quickly service their customers.

Detection of damage or loss of items is easy

Often you may notice damages caused to the rented car or the loss of a device when customers return the vehicle to you. Rental software is designed to capture and record such information. This makes it easy for you to claim damages from the person who rented your car.

Well-designed car rental programs can even generate a bill automatically. This module can be used for managing the preventive maintenance function as well. The rental solution will notify you when it is time to carry out a maintenance job such as changing engine oil, tires, and fuel and air filter, etc.

Access to information on the go

If you are operating a car rental business in the traditional manner, you will be dependent on the efficiency of your employees.

Cloud-based car rental software solutions help you access information on the go and this contributes a great deal towards the improvement of operational efficiencies and employee productivity. The flexibility and access to data in real-time go a long way in making your service highly efficient and competitive.

Cost savings

The improvement in operational efficiencies and employee productivity leads to cost savings. There is no cost involved in the implementation of car rental software. Further, it provides you with accessibility to performance data almost immediately.

These aspects contribute to reducing your operational costs. The fleet management module which tracks scheduled vehicle maintenance contributes to reducing vehicle breakdowns and increases vehicle utilization.

Moreover, well-designed car rental solutions come with simple and easy to use screens and staff members can be trained quickly to adapt to the system. This means that you don’t have to allocate large amounts for staff training purposes.

Security

The best car rental software solutions available in the market ensure the utmost security to both customer data and your company’s financial data. Most of them implement a two-factor authentication system to ensure a high level of security.

Choosing the right solution is important

Now that you have some information about the benefits of using car rental software for your taxi operation business, you must be wondering as to what aspects you should look into to choose the right solution.

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First of all, you must ensure that the vehicle rental software you are planning to buy is compatible with the ERP system you are currently using. Further, it should be flexible so that you can make the modifications required to cater to your specific needs. Finally, the software should ensure a high level of security.

Final Thoughts

You should do thorough research and buy the car rental software that allows you to provide the best-renting experience to your customers. Ultimately, it is customer satisfaction that drives your business and helps you stay ahead of your competitors. This is because satisfied customers will recommend your car rental business to others.

How to Drive in More Profit With A Car Rental Solution

Posted on August 5, 2020 by fmsupadminnxtjs

Car rental is a booming business in the current market situation, lot of people find it cheaper and convenient to rent a car rather than invest in one. Currently, the revenue of the car rental business is about US$59,518M.

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It is estimated that this business will increase to $124.56 by 2022. If you already have a car rental business or plan to establish one, we suggest you invest in a good car rental solution that helps in cost savings and optimised fleet performance.

What is Car Rental Solution?

It is a software program that will give you a unified view of all the performance of all the cars in your fleet. This software helps you track all the cars in real-time. It allows easy check-in and check-out of the vehicle.

The modules of the car rental software help you manage reservations, check payments, track maintenance, and manage reports. Let’s take a look at the various features of a car rental solution and how they can help you drive in more profit.

Track All the Cars in Your Fleet

The software gives you real-time updates on the location of your car. You can check if the vehicle is idling, parked, or moving. Knowing the exact location of the vehicle will make it easy for you to assign the closest free vehicle to the next customer on line.

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The real-time tracking also helps you check if the vehicle has gone out of the grid. You can set a geofence using the software. It will give you an alert when the vehicle goes out of the virtual fence. This alert will help you identify if there is any unauthorized vehicle usage. Tracking features also let you monitor rash driving and over speeding.

So, how does the tracking feature help you improve the bottom line? Real-time tracking lets you know the exact location of the vehicle. So, you can dispatch a vehicle at the fastest possible time, which reduces customer wait time and improves your revenue.

Secondly, tracking driver behaviour will help you ensure the safety of your customers. Happy and safe customers are sure to become returning customers.

Setup a Preventive Maintenance Plan

The car rental software maintains a record of the monthly, half-yearly, and yearly service and maintenance. Along with the time and type of service, the software also tracks the expenses involved in maintenance.

You can view details of expenses related to the purchase of spare parts, fines, replacement parts, and more. The maintenance module also lets you know if the vehicle is available for customer use.

By tracking the maintenance, the software ensures that the car meets all the statutory compliances. Also, the preventive maintenance program helps keep your vehicle in top condition and ready for use.

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Monitoring maintenance helps reduce vehicle downtime, so your car is on the road for the maximum time. This, in turn, translates to better profits and reduced service and repair expenses.

Have all the Data Handy

You don’t need to worry about managing all the paperwork related to organizing and planning your fleet movement. The software takes care of it for you. The calendar option gives you a clear view of the free and in-use vehicles. The tracker will also let you know approximately when you can expect the vehicles in use to become free.

All these organisational data will help you manage your fleet. You will find it easy to schedule vehicles based on availability. This feature reduces the burden on your staff allowing them to focus on ways to improve your fleet performance.

The car rental software also records the vehicle condition using a synced mobile app camera. So, at any point in time, you will have visual proof of the vehicle condition.

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The software keeps a record of the rent history. So, you will be able to find out who rented the vehicle, at what time, where the vehicle travelled and when it was returned. All this information will be useful in case there are any problems related to the vehicle or the customer who used it.

Build Customer Relationship

The most important feature of car rental software is its interactive feature. The multilanguage compatibility feature makes it very user friendly. You can also use the application to create email templates to send official mails to the drivers or the customers.

You can also create invoices and send bills via the software. This feature makes it convenient for you to tally your expenses and payments. If you offer subscription plans for your customers, then this software can help keep track of the subscriptions. The application can be designed to send automated emails when it’s time to renew the subscription.

Conclusion

A car rental software application helps in fleet management and maintenance. The software helps track all the vehicles in real-time and effectively manages the daily operations of fleet management. Also, you can do your billing and invoice via the platform.

The software helps streamline your accounting process, track driver activity, and automate marketing campaigns. The right car rental solution can reduce manual efforts and improve your profit margin. Contact us to know more about how our car rental solution can help optimize your fleet performance and profit.

How to Manage Fleet Downtime with Fleet Management

Posted on July 23, 2020 by fmsupadminnxtjs

One of the major worries of fleet managers is Fleet downtime. The period when a vehicle is not available for use is defined as vehicle downtime. The reasons for downtime can be vehicle repair, service, or an accident. Weather conditions and traffic congestions may cause the vehicle to be stranded and out of the road.

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Sometimes, you may have to pull a vehicle out of the road because of driver issues. Conditions like weather, accident and traffic cannot be controlled. But we can proactively plan to minimize downtime loss caused due to these reasons.

Preventive maintenance and service can help reduce downtime caused due to vehicle conditions. In this blog, we will discuss the costs incurred due to fleet downtime and how an effective fleet management system can help deal with downtime.

Costs Incurred Due to Fleet Downtime

On average, the costs of fleet downtime can be anywhere between Rs 2000 and Rs 20,000 per day depending on the type of business. If you have a car rental business, then the cost of vehicle downtime will be even higher as you will not get your day’s or week’s rental income. The other costs that you may incur because of vehicle downtime are:

Cost to rent a replacement vehicle
Loss of revenue because of missed appointments
Salary of the driver of the unused vehicle
Late penalties
Cost of replacement parts
Extra payment for premium services and repairs
If transporting goods, extra manpower to transfer goods from damaged vehicle to replacement vehicles
Delay in deliveries

How you can Minimise Downtime with a Fleet Management Software?

Fleet management software offers a convenient solution to manage the entire fleet and even automate repetitive tasks. The software can be customised based on your business model and requirements.

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This application can also help identify possible causes of fleet downtime to address them in the early stages itself. Let’s explore the different ways in which fleet management software can help minimise downtime and improve fleet productivity.

Preventive Maintenance Program

Regular service is very important to maintain good vehicle health. The fleet management software keeps track of the maintenance checks of each vehicle in your fleet. It also sends notifications to remind you of the regular maintenance and services.

The system can also be configured to send notifications once the vehicle has travelled 3000 to 5000 kilometres. The fleet manager can check the distanced travelled on the dashboard or check the notifications and send the vehicle for service.

Address Serious Vehicle Issues Immediately

There’s an old proverb that says, “An ounce of prevention is worth a pound of cure.” A lot of money and time can be saved if minor repairs are tackled immediately.

If small issues are not immediately checked, they can cumulate to become a huge problem, which can keep the vehicle off the road for days. You can use the software to create a form that allows the driver to submit details that the driver feels are not “ok” with the vehicle.

For example, wheel alignment needs to be done or that the brakes need to be checked. The fleet manager should take these forms seriously and address the issues immediately. Checking and repairing these small issues will just need a few hours. If left unchecked, they could lead to an accident or long downtime.

Replace Fleet Vehicles after a few years/set number of kilometers

To get the best productivity from your fleet, you need to maintain the vehicles in prime condition. If the vehicle has travelled a few lakh kilometers, then it is time to “retire” the vehicle and bring in a new vehicle.

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It is because as vehicles get old, they may not be able to meet the strenuous demands of your business. And may need service and maintenance more often. The software will have details of when you purchased the vehicle and the number of FCs that was done. It will help you evaluate the age and performance of the vehicles in your fleet.

Check Replacement Parts

When you’re getting replacement parts for the vehicles, it is vital to check if they are genuine. You will be paying good money for the spare parts, so make sure they are of quality. Poor quality spare parts not only drain your money but can also lead to vehicle problems in the future.

You can monitor the replacement parts using the software tool. It will help you maintain details of the spare parts you purchased, which vehicle they were used for and when it was purchased.

All this information will help you monitor the expenses involved in replacement parts. It will also give you an estimated date when the oil, tires, brake shoe, and other parts need to be replaced.

Use the Right Vehicle for the Job

To ensure optimum fleet productivity, you need the right vehicle for the job. When you do your basic research while building the fleet, consider vehicle lifetime, maintenance, gross vehicle weight (GVW) and payload that is required for the job.

Also, the vehicle you choose should depend on the terrain, location and purpose. If you’re getting a vehicle for school or college trips, then it should fairly have a good amount of seating as well as safety features.

On the other hand, class and comfort will be the top priority when you’re looking to add vehicles to your luxury car rental service. With the right kind of vehicles, you can get more out of your fleet.

Track Driver Behaviour

One of the reasons for vehicle downtime is driver behaviour. If the driver is prone to rash driving and is inconsistent at work, your vehicle may be off-road more than on road.

The fleet management software helps you monitor driver behaviour based on various criteria like drive time, vehicle repairs, number of accidents, and reports from others. If a driver is not regular to work, then you may have to pull the vehicle out till you arrange for a replacement vehicle or driver.

It can cause an additional burden and cost on your fleet management. Using the software, track driver behaviour. You can reward good and consistent drivers and remove drivers who are causing more vehicle downtime.

Data Analytics to Track Fleet Productivity

The fleet management system maintains all fleet data, from the number of kilometers travelled and route to number of services and replacements. The fleet manager can analyse all the data to find the vehicles /drivers that are most productive and those that are the least.

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Data analysis can help find the reason for vehicle downtime and also to build an effective fleet management strategy.

Make Staff Accountable

Motivate drivers to be accountable for their vehicles. It would also help if you have a reward system that will encourage the drivers to take good care of their vehicles and minimise downtime. When the drivers are satisfied with their work environment, they are more likely to perform better.

This in turn will help improve your fleet productivity. You can set up a dashboard that lists drivers who made on-time deliveries or drove one whole month without even one accident. These little gestures can help boost morale and prevent downtime because of driver issues.

Proper Pre and Post Trip Vehicle Inspections

It is important to maintain Daily Vehicle Inspection Reports and route vehicle inspection reports. The fleet manager or a mechanic can do a complete check-up of the vehicle before and after a long haul.

This inspection can help identify services and repairs needed. If you have a fleet where the vehicles travel within the city but round the clock, then schedule weekly inspections. Update all the information in the database for reference and further action.

The fleet manager can do a periodical evaluation of all the inspections to check if all the vehicles are in proper working condition.

Surprise Field Inspections

Apart from regular inspections, services, and maintenances, it also helps to do surprise field inspections. It will help catch any unexpected problems or reasons for downtime right in the early stages itself.

Conclusion

It is not possible to completely stop vehicle downtime. But with proper planning and effective use of a fleet management system, you can reduce the expenses and issues caused due to fleet downtime.

The software lets you effectively manage your fleet and improve fleet productivity. Whether you offer corporate transportation solutions or have a cab rental service, our fleet management system can help increase vehicle uptime. Contact us for more details.

Advanced Fleet Management: What Is It?

Posted on July 14, 2020 by fmsupadminnxtjs

Fleet safety and transportation are two major factors that companies need to always keep in mind while planning business operations. This becomes even more important in companies that have multiple shifts, especially odd-hour shifts.

If the number of trips is less, then the vehicle management can be done manually. However, when the number of trips and shifts are high, it is better to use advanced fleet management software.

What is Advanced fleet management?

A fleet consists of more than 3 or 4 vehicles. Fleet management involves managing all these vehicles, planning the routes, and organizing pick up and drop points. While managing the routes and the timings, the shift timings should also be considered.

Fleet management includes organizing routes, grouping based on locations and shift timings, monitoring driver behavior and maintaining the vehicles. Fleet managers can keep track of all this information manually or using a software application.

How does Advanced fleet management software work?

A tracking unit with GPS is installed in the vehicle will collect data by the tracker and transmit it to a Cloud server. The data in the Cloud server can be checked by a system that has access to the server. In many cases, the GPS tracker in the vehicle will have an internal “Black box” that will store all the data if the vehicle is out of network coverage.

Once the vehicle moves into a location that has network coverage, the data starts transmitting. On the user end, there will be an application dashboard. The layout and depth of information displayed on the dashboard depending on the software application.

When you get a fleet management software, you will need to create an account for your company and add details regarding the vehicles and drivers. Then, you need to add the shift and trip details. Finally, upload employee details with location, pickup, and drop points. The software application will give you an option to create multiple trips based on shifts.

So, once you install the application and upload the details, you don’t need to do much. Also, if there any changes in the shift details, pickup or drop points, the details need to be updated. The software application takes care of all the other particulars

Features of an Advanced Fleet Management Software

Dashboard

The user side of the fleet management application will have a dashboard where you can view all the information. The admin dashboard will give you all the details as well as the report. The driver console dashboard will have details of the trip, route, pickup time, and route.

Reports

The top feature of a fleet management software is the detailed reports of each trip. You can easily track the names of employees who traveled in a particular vehicle, route, driver details, as well as the time of start and trip end.

The app generates such reports for every trip. You will know the details of the employees traveling in a vehicle and the driver details. The app also generates other kinds of reports such as employee attendance, distance traveled, fuel consumption, trip time, and more. You can even keep track of the vehicle service and repair through the reports. The app will also give you an option to customize the report based on your preferences and priorities.

Geofencing

You can install geofencing in all the vehicles in the fleet. So, if the vehicle travels out of the “virtual fence,” you will immediately get notification about the same. You can create the geofence based on the trip route. So, if the vehicle goes outside the predetermined route, you will immediately be notified. Geofencing enhances the safety of your assets. It also helps you track fuel consumption.

Advanced Vehicle Diagnostics

One of the top expenses in fleet management is vehicle maintenance. If you’ve been manually keeping track of the vehicle services and reports, then you will know how difficult and time consuming the task is. With transport management software, you will have an integrated view of all the maintenance reports of all the vehicles.

You can even have the app send you notifications when it’s time for the next service. It can also update you about the spare parts purchased. The clear details will help fleet managers manage the service and maintenance without much hassle.

Lifecycle management

The transport management software helps in vehicle lifecycle management, from procurement to disposal. You can also keep track of loans, repayment, regular services, spare parts, tire use and more. The app also helps you track fuel usage, accident tracking, and preventive maintenance.

Benefits of Using a Transport Management Software

Compliance

Compliance is one of the most important things in fleet management. But sadly fleet managers are so focussed on the daily maintenance that they may let compliance tests and checks slip by. The software will notify if there are any issues in compliance rules or if it’s time for a license or registration renewal and more.

Safety

The fleet management software helps you keep track of the vehicle movement. From the vehicle they travel into the time they were dropped off, the app will have all the details.

So, in case of any emergency, you can easily track the vehicle and do the needful immediately. Also, all driver details will be on the app. So, you can also check for driver behaviour and ensure that the assets are safe.

Driver Identification & Behaviour

One of the advantages of using a fleet management software is that you can have a clear record of the driver details. You can track driver behaviour, accidents, complaints against the driver, and other factors.

Based on all the data, you can evaluate the driver’s performance. If the driver has a track record of over speeding, bad language usage, or improper behaviour, you can take action. Plus, you will have all the records you need to justify your action.

Mobility

Fleet management software is mobile accessible. So, it convenient for drivers to check details of the route, pick up and drop timings and other details right on their phone.

The app will also have different dashboards for drivers, and management. you can check the app to see the details of the vehicle, pickup point and pickup time.

Cost-Effective

Fleet management software helps reduce unnecessary expenses. The route optimization feature helps you create the best route based on traffic conditions and pickup points. Also, preventive maintenance helps avert unnecessary repairs and services.

Fuel Efficiency

You can improve the fuel efficiency of all the vehicles in your fleet by using this management software. First, the route optimization feature reduces dry runs and overlapping routes. Secondly, the app gives updated pickup time notifications. So, vehicle idling time is reduced, which further reduces fuel consumption.

Conclusion

There are many benefits to using advanced fleet management software. If you are looking for a cost-effective solution to manage your fleet, contact us right away.

Top 10 Benefits of Mobile Apps in Fleet Management

Posted on June 25, 2020 by fmsupadminnxtjs

Managing an entire fleet is a hectic task that we need to admit, but with the arrival of mobile solutions, the industry has taken a radical transformation in terms of day to day operations and fleet management.

Studies state that more than 80% of logistics companies have their eyes set on mobile apps after reviewing the market. This proves that mobile apps have become the must-have technology to meet up the market demands and to stay ahead of the competition. This also indicates the significance the mobile apps have to streamline fleet management.

With the right set of features, the USP provided by a state of the art fleet managing mobile apps can help you turbocharge your day to day fleet operations like never before, be it personnel or vehicle management mobile apps will provide you realtime updates and other details so that you can optimize operations and cut down your cost and maximize productivity

It is been found that 50% of vehicles owned by non – private organizations are trying to shift to fleet management technologies because of their immense features like real-time report generation, data storing, etc.

Fleets integrated with mobile solutions tend to run their business in a more enhanced and systematic way. Mobile applications add more efficiency & values to the functionalities of fleet operators

With prime mobile adaptive technologies, fleet managers can identify mileage reports, trip details, vehicle location and other vital information that will benefit their business in a streamlined manner, which will eventually improve your business productivity and the longevity of the vehicles.

Over the coming years, mobile usage in fleet management will increase exponentially and it will aid the next generation with instant connectivity & internet. Eventually, fleet managers will have to be inclined to use mobile-based apps to effectively manage fleet operations.

Here are the Top 10 Benefits of Mobile Apps in Fleet Management

Know where your fleet is 24×7: Using Mobile Apps fleet managers can track their vehicles and identify their vehicle status all in real-time

Automated Data: Telematics systems provide real-time in-depth automated reports so that you can understand how well that you are utilizing your tracking system

Higher Data Credibility: Mobile solutions minimize the chances of errors and process accurate information, the data obtained from the solution will help fleet operators to streamline their operations much effectively.

Enhanced Transparency: Mobile apps are designed to improve transparency so that fleet managers can understand their fleet much clearly, they can obtain detailed financial and personnel information with just a click of a button

Fully Optimized: The system optimizes the daily trips by utilizing inbuilt AI so that it can align multiple pickup points onto a single shortest route possible

Quick Response in Emergencies: Mobile-based solutions will receive real-time alerts on unfortunate incidents to the vehicle, this way fleet operators can be better equipped to make necessary arrangements for the casualty

Digital Documentation: Information like trip details, delivery time, driving hours and other details can be obtained without the involvement of paper and can be accessed anywhere at any time via the apps

Real-Time Notifications: The mobile solution will receive real-time notifications about route change or any other important issue so that drivers and operators can make changes appropriately

In-Touch with drivers 24×7: Drivers and operators can stay interconnected and keep their transparency up to date via the apps and identify even the minute variation in the trip chart on real-time

Convenient: Mobile apps ease the hassles of carrying around documents and other items because drivers can access any type of documentation regarding the trip by just a few scrolls on the mobile device

Last Mile Carrier Tracking – Why It Matters?

Posted on June 16, 2020 by fmsupadminnxtjs

In today’s world, both B2C and B2B customers expect quick and accurate shipping and on-time delivery. For them, delivery speed is more important than free shipping. Surveys indicate that 54% of customers wouldn’t mind paying if same-day shipping can be organized by companies. Further, 97% of customers expect shipping updates and input for order tracking as soon as they buy the products online.

This means that customers want full visibility as regards the movement of their package. Logistics and fleet management companies are making use of technology to meet these expectations of customers, especially the final leg of product delivery. In this post, we will discuss as to why last-mile carrier tracking is important

Last Mile Carrier Tracking – What Is It

It involves two different aspects. As far as customers are concerned, it gives them not only insights but also complete visibility into the movement of the goods ordered by them. When it comes to the carriers, last-mile tracking gives them a holistic view as regards package delivery. This empowers them to take a customer-centric approach to their services.

The last-mile delivery process is all about transporting packages from a hub and delivering them at the destination quickly and in a cost-effective manner. The last mile carrier is a shipping company that handles transportation.

FedEx, USPS, and UPS are all last mile carriers and they are also referred to as “delivery service providers”. Such companies also include regional courier service providers. They are responsible for completing the final lap of delivery and, therefore, they constantly look for ways and means to hasten the process and improve their efficiencies.

The last Mile Carrier Tracking – Helps Meet Customer Expectations

Today’s technology-savvy customers are well equipped to research companies, go through reviews online, and identify carriers that offer the lowest shipping costs before making a purchase.

This is what drives logistic businesses to strive and provide exceptional delivery experiences to their customers. Only then, they will be able to not attract and acquire more clients but also retain their existing customers.

Moreover, the expectations of customers have gone up. They want information in real-time about their order. They want to track and speak to the driver, know the estimated time of arrival of their package (ETA), and be able to rate their experience.

These customer expectations are just not limited to e-commerce businesses. They apply to businesses operating in a host of other industries as well.

It is to cater to the needs of logistics businesses that technology companies have come up with the last mile carrier tracking solutions. They provide customers with all of the information they want concerning the last-mile delivery service. The last mile tracking solution provides the following information:

SMS alerts as regards delivery –

The software generates and sends SMS alerts as to when customers can expect delivery. This is followed up with a message confirming that the package is actually on its way/out for delivery.

Ability to communicate with the driver –

It allows customers to call/message the driver just with a tap on their mobile device. In addition to making customers very happy, these features are beneficial to the drivers as well. They can confirm the availability of the customer at the scheduled time at the specified delivery destination.

Real-time tracking through mobile phone on a map –

The software also offers a clean and responsive interface, providing customers with live updates as regards driver location, and accurate ETAs.

Ability to rate their experience –

Software employed for last-mile carrier tracking even allows customers to provide feedback by giving a rating for their experience. This makes them feel empowered as well as heard.

All these aspects point towards only one thing. It is nothing but 100 percent visibility. The Last mile carrier tracking software solutions make this happen for customers.

So, the key to developing a logistics strategy that is more focused on customer satisfaction is visibility. Now that we have some understanding as to why last-mile carrier tracking matters to customers, let us take a look at it from a delivery service provider’s point of view.

Benefits to Delivery Service Providers

Logistics companies need to have full visibility of their internal operations in the supply chain, especially that of the last-mile carrier. Visibility requirement when it comes the last mile delivery process are:

Tracking packages right from the time they are put in trucks –

Real-time last mile tracking allows logistics companies to proactively furnish predictive ETAs and provide automatic alerts in the event of unexpected delays.

This way they can keep their customers informed all through the delivery process. This is extremely important in reassuring customers that their items are safe and on their way.

Tracking of orders as well as vehicles in real-time –

As mentioned earlier, customers are interested in knowing where their package is. On the other hand, companies want to be aware of the whereabouts of the last mile truck drivers at all times.

The last mile carrier tracking software enables businesses to know the exact location of the drivers at any point in time. The software allows companies to search using time, text, or status to locate customers, drivers, and delivery tasks. Filtration by time, team, and delivery status is also possible.

Proof of delivery –

The software also enables the collection of proof of delivery from customers through a mobile app. This includes photos, barcodes, signatures, and notes and makes delivery verification a breeze.

In addition, it enables the driver to be held responsible if a package goes missing and helps prevent pilferage and fraudulent claims about non-receipt of a package.

Improvement of customers’ satisfaction level –

Improved visibility and analytics allow logistics companies to assess performance by analyzing key parameters such as success rates, distance traveled, feedback scores, etc.

Performance data can even be segmented in terms of drivers, teams, week, and on a specific hour of the day. This helps businesses to tweak their last-mile package delivery process and improve the satisfaction levels of customers.

Helps Manage Delivery Costs

Insights obtained through analytics help logistics service providers uncover past trends. This enables them to cut operational costs without the need to make drastic changes to their strategies. This is because last mile tracking helps them monitor the routes taken by fleet drivers, identify traffic patterns, assess idle time, and determine the actual driving time.

This data can be used to modify routes and improve efficiencies. This, in turn, cuts down fuel costs and reduces delivery times. As such, last-mile carrier tracking enhances the quality of the delivery process and helps cut costs.

Final Thoughts

Last-mile carrier tracking is not about visibility alone. It helps to speed up delivery operations and reduce operational costs. This, in turn, improves customer satisfaction quotient and profit margins for businesses. This means that last mile carrier tracking presents logistics businesses with an opportunity to create great delivery experiences for their customers.

Importance of Hub & Spoke Distribution Model in Modern Telematics

Posted on June 2, 2020 by fmsupadminnxtjs

Logistics is one of the essential links that make the Supply Chain. On-time shipments can help guarantee customer satisfaction. But on the other hand, manufacturers need to balance delivery speed with cost to maintain the bottom line.

Over the years, logistics has used different kinds of distribution models based on the need and resources available. In the early days, all products were shipped to the large dealers who then further distributed the products to the smaller dealers or directly to the outlets. In many cases, the shipping routes overlapped as each larges dealer was just focused on his circle of smaller dealers and outlets.

Secondly, it was difficult to gather relevant data from all the stakeholders to streamline the supply chain process. The hub and spoke distribution model was designed to overcome the challenges and issues of the traditional model.

What is the Hub and Spoke Distribution Model?

The hub and spoke distribution model is based on the design of a wheel. The wheel that set the spark for the industrial revolution in the early ages is now redefining modern telematics.

According to this model, the center of the wheel forms the hub and the spokes move in different directions from the central hub. Each spoke represents the direction of delivery. This model is used in various sectors such as eCommerce, grocery, FMCG, pharma, retail, and 3PL.

In the traditional point-to-point distribution model, the shipment would be moved from one point to one destination based on availability and need. So, sometimes one shipment may take days to reach or many partially filled trucks will keep going back to the same destination. All this would result in additional time and expenses. The hub and spoke model overcome these issues.

How does the Spoke and Distribution Model Work?

In the hub and spoke distribution model, the hub is at the center. All shipments to the destinations around this hub are made from this hub. In case, the products need to be shipped to a different zone, maybe state or country, then the products are shipped to the closest hub.

To illustrate, there are products in Hub A that need to be delivered to destinations that are in the Hub B Zone. The products are shipped from Hub A to Hub B. The driver drops the shipment in Hub B and returns to the Hub A. Hub B then ships the products to the destination.

In case, there are multiple deliveries to the same destination from Hub B, they are clubbed together and sent through the same shipment. So, in this model, a driver doesn’t have to drive through the entire distance. This means that the driver will be able to return within a day. Secondly, it reduces empty miles and also speeds the delivery process.

Benefits of using the Hub and Spoke Model

Streamlines Shipment

Warehouse managers can effectively plan shipments because all the shipments will be picked from the hub and transported to the designated locations. The managers can plan the schedule of the delivery agents for the day. The centralized hub also makes loading and unloading or storing, if necessary easy and efficient.

Improves productivity

A warehouse manager or supply chain manager has to deal with multiple orders, shipments, and at the same time manage the schedule of the trucks, drivers, and other employees. At the same time, they should also consider traffic constraints, issues in the routes, and other issues that may crop up suddenly.

In a hub-and-spoke distribution model, the hub manager will only have to deal with incoming and outgoing supplies of the hub and its associated spokes. The model streamlines the shipment and reduces the stress on the manager or supervisor, which in turn helps improve productivity. The manager will only have to consider the spokes while planning the schedule, so he/she will not be overwhelmed with too many details.

Optimized Route Planning

As the freight network is around the hub and the spokes, route planning can be optimized. The managers can consider customer preferences, delivery timings, peak traffic hours, last-mile delivery operations, ground restrictions, and other factors while preparing the shipment schedule. Based on the current orders, availability of supplies, and dispatch deadlines, the manager can plan an optimized route.

Continuous Load Movement

One of the top benefits of using the hub and spoke distribution is continuous load movement. This model allows for centralized handoffs, so all the hubs will be working at their optimum capacity at all times.

Reduces Logistics Routes

As we discussed earlier, the hub-and-spoke distribution model takes away the overlapping of routes. It also reduces the need to have multiple distribution centers inside a city. This model also considers last-mile delivery while planning the route, which further reduces the logistics cost. So, on the whole, this model is cost-effective.

Reduces Carbon Footprint

This model not just improves the efficiency and productivity of the supply chain, but also helps reduce the carbon footprint. Firstly, this model helps optimize the route, which cuts down on the miles traveled. Secondly, it reduces the need to drive empty miles, which further reduces fuel usage and carbon emissions.

Improved Driver Recruitment and Retention

This model reduces the stress on the drivers. They don’t have to drive for very long distances. Also, most of the time, the drivers can return home for the night. The model also improves route consistency and safety. In turn, it improves the driver’s dependability and performance. Good driver performance will improve the performance of the supply chain.

Effective Data Management

This centralized hub with spokes model also allows for effective data management. Data such as regular routes, driver performance, order frequency, destination times, and challenges in shipment can be collated. Analyzing this data can help identify areas of improvement in each hub. The best practices used in one hub can be implemented in other hubs to improve the overall performance of the entire system.

Make your Hub and Spoke Distribution Model More Efficient with a Fleet Management System

A hub and spoke model can help streamline your logistics and at the same time reduce costs and efforts involved in the process. However, you can make the model more effective by replacing manual planning with a fleet management software application.

This application will help automate schedules and follow-ups, track vehicle movement, and delivery times. It also allows hub managers to communicate with drivers and get instant updates on the freight times.

Want to know more about how you can use a fleet management system to optimize your logistics? Contact us right away.

How Hard did COVID-19 Hit the Logistics Industry?

Posted on May 25, 2020 by fmsupadminnxtjs

Quarantine, social distancing, work from home, malls and theatres shut down, complexes closed – It is as if the deadly Coronavirus froze everything. It even ruptured the lifelines of logistics. But How hard did COVID-19 hit the logistics industry?

With increased stipulations on vehicle movement except for essential commodities, many businesses have come to a standstill. Domestic airports are empty and just cargo flights in action. Only trucks containing essential commodities allowed to move. This situation has been going on like this for more than two-three months now. And the logistics business is feeling the pinch rather hard.

The Current Scenario

As of the third week of May, UAE still has mobility restrictions. Air Freight continues only to selected destinations. The freight capacity has been increased but then terminal acceptance and general cargo import delivery is only up to 6 PM. So, this is causing delays in deliveries.

As for the sea freight, major shipping lines are skipping sailings due to lack of supply. It is causing a lot of disruptions in the delivery services. As for the trucking services, the borders between UAE and Saudi Arabia and Oman are still open. But then there are health and customs clearance on the way that delay the travel time.

The immigration offices in the UAE as closed as of now. So, no new visas are given. This means, that only drivers who have a valid visa will be able to drive. Secondly, new regulations have been released in Saudi Arabia. According to the new regulation, all trucks that come to the country need to release the trailers to Saudi Arabian transporters. This new development has become a huge challenge for logistics companies and fleet owners.

The UAE government has established all the regulations to ensure the highest safety for everyone involved. There are a lot of delays in every step of the transportation process. The extra time and money spent is affecting the bottom line. At the same time, orders are less. This means that the logistics companies and transporters are being hit on both sides.

Employees at Risk of Losing Jobs

It is not just the logistics companies that are badly hit because of the pandemic. The employees are also suffering. According to the IATA, more than 1.2 million jobs in the regional aviation sector are at risk because of this pandemic. Emirates, the world’s largest international airline, encouraged its staff to take leave. Many other logistics companies have had to drop staff to counter the increasing losses.

International Supply Chain Breaks

The international supply chain was disrupted because of the COVID outbreak in China. Most of the raw materials for many companies across the world are sourced from China. UAE airlines play a major role in transporting supply materials from China to the rest of the world. Currently, the pandemic has put a pause on the entire process.

How-Hard-did-the-COVID-19-Hit-the-Logistics-Industry-6

Revenue Drops

A major effect of the corona pandemic on the logistics business is a huge drop in revenue. UAE is home to large airlines such as the Emirates, Air Arabia, and Etihad Airways. Air transport brings in a huge chunk of revenue to the country. According to the International Air Transport Association, the revenue generated by air transportation in 2019 was $19.3 billion, which consisted of up to 5% of the nation’s GDP. However, now with the world fighting against this disease, travel has become almost nil. Also, airlines need to content with cancellations and refunds, which will further affect their bottom line.

Tackling Transportations Solutions in the Lockdown

Even as the logistics sector is struggling with the effects of the Corona pandemic and the subsequent lockdown, many companies are suggesting innovative solutions. At this point, there is no use focusing on the negatives and the if only’s. The best thing would be to see how the entire logistics industry can work together to overcome this problem.

It is time to make the optimum use of a fleet management system. Fleet owners can use a unified system to identify drivers’ locations and check if they can take up the run. Second, the application can also be programmed to provide updated route details based on the spread of the pandemic. Thirdly, the app can help the fleet owners keep in touch with the drivers at all times and ensure their safety.

A crisis can help bring about an effective solution. Yes, COVID-19 Hit the Logistics Industry very badly. But, with the cooperation and use of technology, we can overcome the challenges and get back on the road to profitability. You can send an email to sales@fleetmanagement.ae to know how you can make effective use of the fleet management system to improve fleet performance and reduce unnecessary expenses.

Increasing Fleet Profitability – How to Get Maximum ROI from Your Telematics System

Posted on May 14, 2020 by fmsupadminnxtjs

Telematics is an integrated technology that is making waves in logistics and fleet management. This technology can be described as a combination of telecommunication and informatics. In the days gone by, huge fleets of vehicles were manually managed using phone calls, messages, and log books. However, fleet management software applications and telematics have completely changed the way in which logistics are being managed.

A telematics system includes a GPS-integrated vehicle tracking system, wireless connectivity or satellite connectivity, and a centralised server. This system captures a whole suite of data from the vehicle such as fuel consumption, driving speed, idle time, location, harsh acceleration, braking, vehicle faults, and lots more.

In short, a telematic system allows you to capture all relevant data about all the vehicles in your fleet. This data can be used for various purposes, from safety tracking and vehicle management to supply chain management.

However, are you making optimum use of your telematics system? Do you have any kind of system in place to track and monitor the performance of the telematics system and calculate the savings it helps you make? After you’ve spent so much time and effort in setting up a telematics system to monitor your fleet, you need to follow the best practices to maximise its ROI.

How to Calculate the ROI on Your Telematics System?

Before we delve into the best practises to improve the ROI of your telematics system, we need to identify parameters to calculate your return on investment. There are four major areas where you can check the effectiveness of the fleet management system.

Compliance

Compliance to government and safety regulations is one of the top factors that will help you evaluate the effectiveness of your system. Is the system designed to help you meet all the essential regulations and rules for your industry?

The system should not only be designed to help you meet the regulations but also notify if there are any issues in any part of the fleet management. It should also help you detect problems and anomalies in advance.

For example, the system should let you know if the load carried by the trucks is within the stipulated levels. It should also notify in advance about vehicle checks and insurance payments. If your system helps you maintain compliance, then you are getting the full value for your investment on the telematics system.

Accountability

The telematics system should give you real-time and accurate data, which will help you make better and informed decisions. The GPS navigator should be able to identify the safest and shortest route between destinations.

Similarly, the system should give you precise data related to fuel consumption and distance travelled. The telematics system should also continuously update the location and give you the best ETA. Both these factors are very important not just for fleet management, but also for the supply chain management.

Safety

The safety of the drivers and the vehicles in the fleet are important factors to evaluate the performance of the telematics system. Functions such as speed monitoring and vehicle load monitoring can help ensure safety and reduce collisions.

The system can help supervisors monitor the time the drivers have been driving without rest. Based on the drive time and distance, driver shifts can be prepared. This method will help reduce accidents caused because the driver has not had proper sleep or rest.

Efficiency

The telematics system should help in route optimization to reduce fuel consumption and schedule vehicle maintenance based on the distance travelled by the vehicles. The system should also give you accurate data that will help you plan the route and reduce waste of time and resources.

Best Practises to Improve Your Telematic System’s ROI

Outline Your Requirements

To get the maximum performance from your telematics system, you need to outline your requirements and set the targets. Do you want to use a telematics system to monitor fuel consumption, optimize route, or ensure better ETA?

The telematics system can be configured based on your specific requirements. Else, you would probably pay for a lot of services that you may not be using. So, be clear on the expected outcome before you invest in a telematics system.

Run a Pilot Test

Before you implement the telematics system in the entire fleet, use it with a few vehicles. When you try it on pilot vehicles, you will find out the challenges and problems you could face when you implement the telematics system in the entire fleet.

The data collected during the test runs can also help you customize the telematics system based on your specific requirements and needs. It will also help the team understand how to work with the new technology. In case there are any issues with the system, then your loss is also minimal. So, always do a test run before you implement the telematics system in the whole fleet.

Train the Driver and Admin Staff

To get the maximum benefit from your telematics system, you need to provide the right training to the driver and the admin staff. They are the ones who are going to be using the system.

So, it is important they understand all its features and functions. During the training period, the staff may also come up with challenges you could face while implementing the system in real-time. The training should also include ways in which the staff can communicate with each other to enhance work efficiency.

Effectively Manage Data

The telematics system not only offers real-time monitoring and notifications but also collects a lot of data. To get the best ROI from your telematics system, you need to make the most of the data you collect. The system collects different kinds of data such as:

Driver data – driving speed, harsh braking, hard cornering, and such

Vehicle data – load, maintenance, compliance, fuel consumption, location, carbon dioxide emission

Route data – Distance, route details, toll gates on route, ETA

Analysing all this data will help you identify the best routes between destinations and ways in which fuel consumption can be optimized. It will also let you know when the vehicle service was done and notifies you about the next service.

This data will also help you identify well-performing drivers and rash drivers in your team. Based on all the data collected, you can optimize your fleet management. It will also help you meet your SLAs and compliance regulations.

Dispatch Closest Drivers

One of the most efficient solutions for effective fleet management is to reduce unnecessary vehicle movement. You can do this by dispatching the vehicle closest to the pickup point. To do this, you need to have a map of the location of all the vehicles in your fleet, which the fleet management software can give you.

Identify Areas of Improvement

Fleet managers should use the data not just for efficient fleet management, but also for identifying areas of improvement. By carefully analysing the data, you can find ways in which you can optimize routes, plan fleet movement, and also organize staff shifts. By doing so, you will be able to get the maximum ROI from your telematics system.

Conclusion

A telematics system is a must-have for fleet management. The system gives detailed and accurate data that fleet managers can use to optimize their services and improve performance. Outlining the requirements, running a pilot run, training the team, and analysing the data can help you get the maximum return on investment from the telematics system.