Fleet management software in the press

Fleet World - July 2007

Multi-tasking



Multi-tasking

Jason Francis, managing director of Jaama, says that fleet bosses want a fleet management software hub that interfaces directly with software operated by other company departments, such as HR and payroll - particularly with the rise of cash for car schemes - to avoid duplication of processes and data entry.

'In larger companies that technology must also interface with departments such as procurement, who may be responsible for the actual acquisition of vehicles, and health and safety given the ever-increasing focus on managing occupational road risk. Meanwhile, fleet chiefs also want the ability to link directly with external fleet suppliers and other information providers. Sophisticated web-based software solutions, such as Jaama's Key2 Vehicle Management system - and for sub-250 vehicle fleets its FleetAssistant software -means that fleet operators in charge of both cars and commercial vehicles no longer need to manually input every item of fleet information from a driver's name to a model's numberplate and from a fuel purchase to a vehicle service. Instead, computers using a common language, for example .NET and XML, seamlessly populate systems in real-time ensuring up-to-the-minute accurate management information. Mr Francis says it's clear that fleet decision-makers are becoming increasingly software savvy and understand the importance of choosing technology that can fully integrate with systems operated by external suppliers and other company departments.

'Only five years ago fleet managers still had to manually enter virtually every single piece of fleet relevant information. This was not only time consuming and administratively cumbersome, but could be prone to mistakes. Additionally, the way data wasstored meant it was difficult to monitor, measure and compare and contrast the performance of individual drivers and vehicles effectively.

'Today, data and information feeds from contract hire and leasing suppliers, daily rental companies, fuel management operators, fast-fit organisations and residual value suppliers, for example, can update fleet management systems along with information supplied by drivers - mileages, expense claims and working hours - and information from other departments on, for example, new starters, employee promotions and changes in driver circumstances. Additionally, the technology gives increased control and monitoring of all vehicle and driver areas with automated tolerance checks and notifications being carried out by the system. In turn, the management information they can supply to their bosses on every facet of fleet functionality has never been more detailed or more accurate. Historically, fleet managers may have believed that the advance of technology would leave them without a job. This is far from the truth, as the technology revolution enables fleet decision-makers to be far more strategic in their job and less process-driven.'

However, some businesses have yet to make full use of the increase in electronic communication links. 'Many companies continue to use files and spread sheets to manage both vehicles and drivers. But, the trend is moving ever-more rapidly for organisations to do more with less resource and in less time, which means they will continue to look for greater integration from their IT systems.'



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