E-solution — Web, mobile and ERP/CRM development in Casablanca

Manage Parc

Why manage your vehicle fleet?

The vehicle fleet, whetherpurchased or leased, plays an important role in the life of a company. It is often the 2nd or 3rd largest expense item. Optimizing its management is at once:

A competitive advantage

Fleet management is the only way to guarantee a well-maintained fleet, renewed at the right frequency, that projects a positive image of the company. Fleet management reduces vehicle downtime and increases user productivity (whether sales, after-sales or transport vehicles).

A significant cost reduction

The complexityof managing a vehicle fleet no longer allows for “flying blind”, as every decision involves significant financial stakes, whether regarding:

• thedetermination of its size and composition(choice of makes and models)
• itsrenewal frequency(duration & mileage of use) and the choice of appropriate financing
• thecosts related to its use(fuel, insurance, maintenance, taxes, administrative and/or technical management,...) and their optimization

The fleet managerneeds automated functional tools and dashboards to:

• spend time analyzing management reports in order to propose ways to improve the vehicle policy
• optimize fleet operations and the expenses related to the various items involved in its management

Cost control

• monitoring and controlof fuel consumption detects consumption differences between vehicle makes and models, and also identifies possible abuse and fuel supplier billing errors
• the management ofclaims measuresthe claims rate of the fleet and of any analytical element or subset (e.g. department, division, service, driver, vehicle,...). It facilitates a preventive policy whose main objective is toreduce claimsby making users accountable. The optional financial analysis module breaks down the cost of claims and acts on each parameter (either by negotiating specific agreements with the various suppliers, or by renegotiating insurance contract terms)
• maintenance tracking ensures, through online access to each vehicle's service log, that users comply with manufacturers' recommendations (services performed at the scheduled mileage). Maintenance tracking breaks down maintenance costs by cost center and therefore distinguishes good from bad users (or any other analytical entity).

Features:

The Fleet Management application will be developed as modules.

Fleet Management modules

Module 1: Vehicle registry

• Records all administrative and financial information for each vehicle (license plate, registration certificate, chassis number, date of first registration, retirement date, etc.),
• Acquisition management (purchase, leasing or rental),
• Management of vehicle makes, ranges, trims and categories,
• Model management: view complete technical specifications (general, engine, consumption, dimensions, tires, etc.),
• Vehicle supplier management (dealers, rental agencies, leasing companies),
• Replacement vehicle management.

Module 2: Usage management

• Management ofassignments(start date, planned end date, actual end date, activity, region, sector, division, department, service, primary driver, secondary driver),
• Management ofdrivers(employee ID, last name, first name, driver's license number, service, department, license type and validity, etc.),
• Management ofmission orders(driving authorization, on-call duty, travel, clock-in...),
• Management ofactivities(administrative, logistics, sales...),
• Management ofroutes and zones, (recurring routes, new routes ….)

Module 3: Service management

• Maintenance plan management: oil change, part replacement, servicing…,
• Management of service types(mechanical, hydraulic, electrical…),
• Management oftechnical inspections,
• Vehicle downtime tracking(fleet downtime rate),

Module 4: Consumption management

• Fuel voucher management,
• Fuel card management (services and limits),
• Assignmentof fuel cards by driver or by vehicle,
• View historyof consumption by card and/or voucher,
• Dashboardcomplete, fleet consumption percentage, amounts, distances traveled,
• Consumption analysis and anomaly detection: consumption exceeding tank capacity, non-existent vehicle, two refuels on the same day...,
• Highway toll card management,
• Miscellaneous expense management.

Module 5: Legal management

• Management ofthird-party vehicles,
• Management ofvehicle stickers and taxes,
• Management ofinsurance: insurance company, broker…

Module 6: Alert management

• General alerts: insurance, vehicle stickers, taxes, retirements, driving authorizations, metrology logbooks, fire extinguishers, gauging certificates...,
• Technical operation alerts(regulatory and technical inspections),
• Oil change alerts(frequency configured for each model),
• Real-timealerts when the tolerated fuel consumption margin is exceeded,
• Alerts foradministrative operations(assignments, insurance, taxes, driver's licenses, etc.),
• Mileage and tire limit alerts for rental vehicles.

Module 7: Reports and statistics

An output report dashboard exportable to (Excel, PDF); here is a non-exhaustive list:

• Vehicle list.
• Vehicle list(by sub-fleet, make, range, model, trim, category, region, sector, division, department, etc.).
• Complete vehicle record.
• Complete vehicle report (assignments, maintenance, consumption, costs, insurance, stickers, etc.).
• Mileage.
• List ofassignments(in progress, closed).
• Themission orders.
• Thepending service requests.
• Fuel consumption(by vehicle, activity, city, usage, make, range, driver).
• Consumption grouped by vehicle.
• Consumption grouped by service station.
• Insurance(alerts, complete list).
• Vehicle stickers(alerts, complete list).
• Technical inspections(alerts, complete list).