System Value Analysis

 Valuable Features a Fleet Management Software Should Encompass

Aside from the common core features a majority of fleet management programs share, a valuable fleet management system should include these top features that have an efficient ability to facilitate:

1. Mechanic productivity
2. Mechanic accountability
3. Preventive maintenance scheduling
4. Purchasing
5. Budgeting
6. Warranty recovery, repeat repairs, failure analysis
7. Parts inventory control
8. Fuel inventories
9. Reports
10. Paperless capabilities
11. Lifetime detailed history
12. On-screen help
13. Scheduling for non-preventive maintenance work

Begin Using Fleet Management Software

While all systems are different, most fleet management systems work similarly:

1. After downloading the software, add a fleet of vehicles into the system.
2. Determine the correct data to track, such as inventory control and vehicle condition.
3. Enter any additional vehicles as well as the company assets; the software provides detailed reports about the fleet’s ongoing status.
4. The software forms and applications should be filled out regularly by the fleet manager to maintain up-to-date and accurate data.

What Data Can the Software Gather?

The options are virtually limitless with the right software. Data can pertain to internal departments and company facilities. Aside from vehicle tracking, many fleet management software systems keep track of inventory, to ensure only the necessary items are stocked, as well as vehicle condition data. RTA Fleet suggests in order to properly manage a fleet, data must monitor:

• Fuel usage
• Oil consumption
• Part failure
• Brake wear
• Routine maintenance

Benefits of Fleet Management Software

Fleet management software can benefit many aspects of a fleet by:

Increasing employee and fleet productivity, safety and overall efficiency– With fleet management software, it is easy to assign and track tasks, facilitating clear communication. Driver analytics are easy to view for increased safety.

Reducing Paperwork – Celebrated by mechanics everywhere, fleet management systems enable easy communication, task recording and inventory tracking, without the need for frivolous paperwork.

Reducing Environmental Impact – Small vehicle maintenance changes not only result in increased savings, but also a minimized carbon footprint.

Controlling Costs – Fleet analytics ensure smarter fuel, vehicle and equipment purchases in addition to small maintenance changes that save money over time.

Offering Plentiful Data for Comprehensive Planning – With increased data in a fleet’s records, managers can consider past information when going forward with standard operating procedures.

Best Practices for Fleet Managers

While software is invaluable to fleet managers, there are ways to optimize the overall function of fleets with best practices. Fleet management software only offers its money and time-saving benefits when managers are continually reporting and inputting information to the system. Scheduling preventive maintenance will not be beneficial if past appointments were not recorded, therefore resulting in inaccurate maintenance cycles.

Utilizing the full capacity of the scheduling and communication features of a software system will benefit a fleet in the long term. RTA Fleet outlines these best practices in the white paper, Five Best Practices for Fleet Managers.

© 2017 Ron Turley Associates, Inc. | (800) 279-0549 | www.rtafleet.com