FleetBASE Fleet Management Information Systems (FMIS) – Corporate Fleet
FleetBASE works very closely with the fleet owner to establish the need and specific usage requirement of a fully integrated FMIS.
The Fleet Domain Online System is a Web-based system, which collects all the information regarding fleet costs from a multitude of fleet service providers. This information is presented to the fleet owner in a consolidated report format. By having access to the information, in an exceptions report format, the fleet can be managed effectively.
The FMIS consolidates all of the fleet functions from – Vehicle Selection, Total Cost of Ownership validation, all Operating expenses, Fuel and E-Toll, Fines management, Vehicle License renewals, Driver license management, Insurance Costs, Accident management and Tracking/GPS system integration.
The belief is – “That without managing all aspects of vehicle expenses and driver behavior, the company will not manage fleet cost expenses effectively”
With the introduction of AARTO, it will be required that companies are aware of the status of the drivers driving licenses at all times. A driver may not drive a vehicle with a suspended license. This will put the company at risk whether it is a Company vehicle or an Allowance vehicle. There need to be very stringent policies in place regarding these issues. This is a consideration involving management and Human Resources.
FleetDomain Online System is a browser-based, fully integrated fleet management application. The system has been built for the industry by developers that have worked within fleet management for over 31 years, and in consultation with acknowledged industry experts.
The objective and goal of the system are to integrate the multiple information platforms received from the various service providers. Companies and fleet departments receive information from Leasing/Rental, Managed Maintenance, Tyre, Fuel Card/ Tolls and e-Tolling, Tracking/GPS, Accident Management and Fines (AARTO) service providers. This information is very valuable but very seldom used to find the optimum savings for a company. Simply put, there is too much information in too many different places in the company.
We cannot manage 300 incidents a day. We can manage 15 exceptions a day. The system will only flag the exceptions according to the criteria parameters selected.
Savings in fleets are only achieved by marrying the different information platforms received to that of the driver’s behavior. Unless the driver’s actions can be identified and managed, no changes in Fleet expenses will be achieved. When managed effectively savings of 8% to 15% is achievable. Knowing that a fleet of 100 Courier vehicles will cost approximately R 20.4 million per annum to operate today (Passenger and LCV), the savings are invaluable and will improve the Return on Investment (ROI)
The FleetDomain Online System integrates with all the major Fuel Card, Tracking/GPS, Tolling/e-Toll and AARTO systems. Once the vehicles are loaded onto the system, all vehicle and driver information is linked to all the report platforms received from the various service providers. Information is updated “live” or at any interval selected.
We now wish to demonstrate how the actions relate.
Totally Integrated Fleet Management System (FIMS)
- Controls All Expenses
- Driver Management
- Safety Management
- Risk Management Tool
- Unlimited Reports
Improves the Return on Investment (ROI) – Budget Control
Manages the three International core areas of Fleet Management
- Asset management
- Fleet Operations
- Driver and Safety management
Consolidates information received from multiple service providers
Multiple reporting options to manage expenses
- Savings are achieved when DRIVER behavior can be influenced or change
- Require a Tracking/GPS system
- Require an Integrated Fleet Management System (IFMS)
- Require specific Exception Reports
- Cost reduction in Fleet Operations
- Improved Fleet Utilization
- Guaranteed improvement of “Return on Investment” (ROI)
Tracking/ GPS system to measure:
- Route Mapping*
- Excessive Speeding
- Harsh Braking
By not managing the above, increased costs will be experienced in the following areas:
- Excessive speeding – Increases
- FUEL usage
- Maintenance
- Tyre wear
- Fines
- Accidents
- Downtime
- Harsh Braking – Increases
- Maintenance
- Tyre wear
- Accidents
- Route Mapping – Increases
- Fuel usage
- Loss of Productivity
- Maint and Tyre costs
Tracking/ GPS and Fleet Management system
- Linked to Company:
- Fuel reports
- Maintenance and Tyre Costs
- Fines (AARTO)
- Accident Management
By managing and influencing the driver’s behavior, a direct measurable saving will be experienced in Fleet Costs as well as increased Driver safety and minimized corporate risk.
Driver behavior
Direct Cost-Saving Opportunity regarding:
- Routing
- Fuel
- Productivity
- Speeding
- Fuel Usage
- Maintenance and Tyre Cost
- Fines -Cost of downtime and AARTO effect
- Accident Cost
- Harsh Braking
- Maintenance and Tyre wear
- Accident increased risk
- Fines
- Negative points – Company risk
- HR cost – downtime
- Accidents
- Increased Insurance Costs
- HR – Replacement Cost
- Downtime
- Rental – Replacement Vehicle
ABERDEEN Group (International research group)
12% increase in business profitability
23% increase in service calls
28% increase in driver compliance
10% decrease in overtime pay
15% decrease in average travel time
13% decrease in fuel costs
50% decrease in accidents – average R65 000 Pass/LDV – R215 000 CV
Track/GPS: SAVING % Achievable*
Manage Routing, Speeding, and Harsh Braking
Reduced Cost Management
FUEL Cost – 1 L/100KMS – 13%**
Maintenance – 4%
Tyre Wear – 3%
Excess KMS – 3%
FINES – 15%
ACCIDENTS – 30%*
Excessive IDLING – 2%
Down Time – 15%*
* All of these areas can be improved on by Managing the DRIVER
SYSTEM DISTRIBUTION, INFORMATION SOURCING, AND INTEGRATION
The FleetDomain Online System application runs within a unique framework and development environment called Titanium. Developed using the industry-standard language, Java, Titanium allows the application through web services to link directly to most other applications, such as accounting and HR systems. Built into the system as standard are all of the interfaces needed to communicate with card-based fleet management systems, as used by many of the banks, as well as all of the information sources within the fleet management industry e.g. vehicle specification providers such as DiskDrive and Mead & McGrouther. FleetDomain Online System also has the ability to link directly into various vehicle tracking systems and to provide real-time information as to vehicle positions, speed, headings, etc.
Being an online, web-enabled, browser-based system, access to the application is normally via an internet connection, allowing the users to communicate with the system from any location – the office, home or any remote location. The system can also operate in a closed network environment. User management is achieved via FleetDomain On line’s built-in user registry, although any industry-standard registry such as LDAP can also be used. The application has one of the most sophisticated and powerful user access control systems in use today and access can be granted or denied at any level, including menus, views, fields, operations or reports.
VEHICLE REGISTER
FleetDomain Online System contains a comprehensive vehicle register, including the following details:-
• General details, all linked to a standardized vehicle specification module, which is always current and kept up to date by FleetDomain Online System automatically
• Location and allocation details (branch, region, province, city, etc.)
• Replacement policy implementation
• Warranty details
• Maintenance and service plan details
• Driver details, including a detailed driver history log
• Tracking and OBC details
• Supplier and detailed purchase pricing details
• Finance particulars (if applicable)
• Depreciation calculations and history logs
• Registration and license information
• Odometer details and an odometer log
• Grouping of vehicles (cost center allocation, including an unlimited number of levels)
• Fitted accessories, both standard and additional
• Detailed transaction logs for fuel, tolls, maintenance, trips, fines, accidents etc., with the ability to “drill down” from the vehicle register to any detail level
• Ability to attach all relevant documentation to each vehicle record
FleetDomain Online System (FMIS)
The system consolidates and makes use of all the input information as loaded or pulled in from related service providers.
(Diagram)
The notes and descriptions below explain the logic and use of the system.
DRIVER REGISTER
FleetDomain Online System contains a comprehensive driver register, including the following details:-
Personal details: (names, addresses, ID numbers, telephone numbers, etc.)
Tracking information/GPS
Detailed license information, including multiple driving codes and PrDP information
Automated calculation of AARTO demerit points, and tracking of suspended and canceled licenses
Detailed trip logs
Fines information, with a full drill-down capability
Accidents
Ability to attach all relevant documentation to each driver record
SUPPLIERS
FleetDomain Online System maintains a detailed and automated database of all suppliers. Besides the usual details (name, address, etc.), FleetDomain Online System will track and record at transaction level all purchases, and will also maintain a purchases analysis, broken down into the major cost categories such as vehicle purchases, fuel & oil, maintenance, tyres and additional costs. OEM validation, labour costs, towing costs, parts discounts and many other details are also maintained in this module.
MAINTENANCE MANAGEMENT
The FleetDomain Online System can integrate into any of the systems provided by the various managed maintenance providers, such as Avis, Eqstra, Innovations, etc. The maintenance information will be downloaded on at least a daily basis, in the same level of detail as supplied by the third-party vendor, both at the pre-authorisation and the approval (invoice scrutiny) stages. All of this information will be used not only to record expenditure but will also be used to predict future requirements, manage exceptions, calculate optimum replacement periods, etc. Provision is also made for the manual capture of maintenance items as and when required, and the system will also integrate with the workshop module, as well as card-based systems.
VEHICLE PROCUREMENT AND DELIVERY
One of the key components of fleet management is choosing the correct vehicles for the fleet. The FleetDomain Online System contains many different tools to aid the fleet manager in making these decisions.
Selection
This function is unique to FleetDomain Online, and it allows users to create and save a set of parameters for each required vehicle type, in line with their fleet policy. The resultant list of vehicles is always current, and the information displayed for each vehicle includes a full set of specifications, as well as calculations such as price, residual value, operating costs, and total cost of ownership.
Estimates
This tool allows the user to do comprehensive indicative quotes for selected vehicles. Not only will this function calculate the financial cost of the vehicle, but it will also predict the running costs (i.e. the total monthly cost) as well. In addition, the system will also calculate, based on specific usage parameters, both the company car and car allowance tax implications, in order to allow the user to make the most informed purchase decision possible.
Purchasing / Procurement
Once a decision has been made as to which vehicle to purchase, FleetDomain Online System allows the users to create a comprehensive purchase order, which can be sent to the selected dealer. All possible cost categories are catered for, including financing options, discounts, accessories, sundries, deposits, etc. In addition, allowance is also made for trade-in vehicles. Once delivery of the vehicle is imminent, the user will capture the new vehicle details, and the vehicle will automatically be transferred to the operational vehicle master table. If a trade-in vehicle was involved, this vehicle will be automatically sold to the dealer at the agreed price.
VEHICLE DISPOSAL
Replacements
FleetDomain Online System will calculate the correct replacement date for each vehicle in the fleet, based both on the fleet policy parameters, as well as a unique formula involving various factors such as age, distance traveled, depreciation, maintenance costs, etc. Projected sales values will also be calculated.
Disposals
The system currently allows for various disposal methods, including manual sales, staff sales, trade-ins, bundles, etc. An online auction / tendering function will be added in the very near future.
DRIVER LICENCE & PrDP RENEWALS
The driver register contains all of the driver license and PrDP information. Via the automated reporting system, license renewals are identified within the correct time period, and the system allows the user to capture all of the new license details upon renewal.
LICENCING, REGISTRATION, AND COF
The vehicle register contains all of the vehicle registration details, as well as a detailed database of the license and license disk details. COF and permit information can also be captured and maintained. Via the automated reporting system, license renewals are identified within the correct time period, and the system allows the user to capture all of the new license details upon renewal.
WORKSHOP MANAGEMENT SYSTEM
The workshop module comprises a cradle to grave solution for workshop management. The features include:-
• Management of workshop personnel, including timesheets, benchmarks, and time availability
• Multiple bay facilities
• Provision for scheduled, ad-hoc and accident bookings
• Vehicle check-in procedures
• Job card creation, modification, and closing functionality
• Technician assignment
• Management of mobile workshops
• Full stock management and parts ordering (or the ability to link into third-party stock management systems)
• Outwork management control
• Full integration with authorizations, maintenance management, and maintenance history
FINES MANAGEMENT
The fines management module forms a key component of the FleetDomain Online System application. With the imminent national rollout of AARTO, it is increasingly important to manage fines and penalty points accurately, and within the specified time limits.
The module works as follows:-
1. The system will download all of the fines belonging to each vehicle record, including all of the fine details and the photograph (if applicable and available).
2. Fines can also be manually input if required.
3. The system will attempt to identify the driver of the vehicle at the date and time of the fine. This is done through one of the following methods:-
◦ A designated driver
◦ A short-term rental contract
◦ A tracking system provided that a driver tag was used
4. If the driver cannot be identified, this will have to be manually inputted by the operator.
5. The system will automatically choose the most appropriate action, which will in most cases be a nomination (redirect). This can be overridden by the operator.
6. Depending upon the selected action, the appropriate document will be automatically created (in the case of a nomination, the AARTO07 document will be used).
7. Until a few months ago, the document needed to be printed and signed by a commissioner of oaths. The new AARTO07 no longer has this requirement. The document is therefore automatically emailed to AARTO, or to the appropriate fine authority.
8. An email is automatically sent to the driver, as well as to the fleet manager, to inform them that a fine has been received and processed. It is possible to do this via SMS as well.
9. The system will monitor the fine status, and send out reminders to the driver and the fleet manager within each 32-day cycle if payment has not been made.
ACCIDENT MANAGEMENT SYSTEM
The accident management module allows for the recording of both accidents and incidents, in a format that is recognizable and compliant with industry standards and practices. Included in this module are the accident details, police reporting, witnesses, weather conditions, and details of third parties involved, passengers, property damages, injuries, and a detailed breakdown of the costs. These can include repairs, towing, assessors, attorneys, etc. If so desired, the accident costs can be included in the overall maintenance costs of the vehicle, but are more usually reported separately.
FUEL MANAGEMENT SYSTEM
Because of the fact that fuel costs typically form up to 50% of fleet operating costs, FleetDomain Online System is particularly detailed in this area. Fuel records can be captured manually, imported from an internal fuel site, imported from fuel card systems, or even downloaded from local service stations.
Particular care is taken to ensure that odometer readings obtained from fuel records are correct. The system contains a unique function to check every odometer reading obtained in this manner, by testing against benchmarks and the vehicle’s utilization history. If a suspect record is found, the system will “quarantine” the transaction until it has been properly verified.
Transactions that fall outside the norm are immediately identified, and alerts and exceptions created. All transactions are tested against industry-standard benchmarks, which can be adjusted for vehicle usage.
Fuel reporting is particularly detailed and includes exception reports such as over and underutilization, overfills, underfills, weekend and after-hours fuelling, excessive consumption, etc. Extensive use is made of graphs, allowing the user to compare a vehicle or group of vehicles against other or all vehicles in the fleet. A unique feature is that the system will use other information (such as trip logs) to check and identify serial offenders.
TRACKING SYSTEMS (OBC) AND VEHICLE SECURITY
The FleetDomain Online System application has the ability to link directly into various third-party tracking companies and systems, on both a real-time basis as well as a batch update methodology. The current position of a vehicle can be obtained and displayed to the users both as a text display (including information such as location, heading, and speed) as well as on a graphical display such as a map or satellite photograph. Trip information would usually be uploaded in batches, based on a user-defined time interval (once an hour, every 6 hours, once a day, etc.) This information is used not only to analyze vehicle movements and travel distances but is also the primary source for identifying and verifying fines. Various analysis and exception reports have been built into the system, and many of these use the trip information as their basis.
DRIVER TRAINING AND SAFETY MANAGEMENT
The FleetDomain information is supported by using the tracking/GPS information to highlight driver risk areas that can be addressed by a Driver Safety program.
By improving and changing Driver behavior the attitude towards savings can be instilled. The Master Drive program offered by the RAC Group is recommended by FleetDomain. The risk areas in a company will benefit by linking the Fuel, Maintenance and Tyre expenses with the high Fines incidents and Accidents of the fleet to a Driver. This form of management intervention leads to a safer driver pool in the company that ultimately improves the ROI.
REPORTING, DATA RETRIEVAL, AND DATA EXPORTS
The system includes various reporting/data retrieval methods:-
• Dashboard indicators
• Graphs
• List reports
• Transaction reports
• Exception reports
• Analysis reports
• Comparative reports
• Predictive reports
The system also provides a user-friendly report generator, which can be used by users to produce individualized reports.
The system allows for scheduled reporting (i.e. reports to be generated automatically at specific dates and times) which can be zipped and sent via email to multiple recipients, even if they are not registered as users on the application. Scheduled batches can also be created.
All reports can be viewed on the user interface, and in addition, can be exported in any of the following formats:-
• PDF
• Microsoft Excel
• Text (CSV)
• Text (Fixed Length)
The data generated by each report can be restricted through the use of user-definable filter conditions, drastically reducing the need for multiple reports. For example, a list report detailing driver information together with their license details can, in addition, become a:-
• Exception report, by filtering only those drivers whose license card has already expired
• A predictive report, by filtering only those drivers whose license card is about to expire within, say, the following 2 months
ADDITIONAL FUNCTIONALITY
Unlimited Users
Unlike most modern systems, FleetDomain Online System places no restrictions on the number of users allowed to access the application. Users can have access to FleetDomain Online, from anywhere and at any time. The users’ access is controlled by enabling or restricting permissions depending on their status.
Document Management
The FleetDomain Online System application allows the unique ability to attach any electronic document to any record in the system. For example, a user could elect to attach to a driver record copy of his photograph, driving license, ID documentation, training course documentation and certificates, disciplinary documents etc. in any format. The attachments are stored (and backed up) on the server, so even if deleted off of the user’s computer or network, this information will not be lost.
Forms
The fleet management industry is unfortunately prone to a huge amount of documentation, and manually filling in these forms is often confusing and time-consuming. FleetDomain Online System makes allowance for this, by providing the user with electronic versions of all of these documents, and by completing, or partially completing, these forms where possible. For each document, the system contains information such as a usage description, the required paper colour, the number of copies required, as well as the necessary supporting documentation such as copies of ID or driver’s license, photographs, certification, etc.
AARTO & NaTIS Compliance
FleetDomain Online System is fully compliant with all of the new NaTIS (National Traffic Information System) and AARTO (Administrative Adjudication of Road Traffic Offences) legislation. In addition, the application will proactively interact with these systems, in as far as is allowed by law.
Integrated Report Generator
FleetDomain Online System has a built-in report generator which allows for reports to be created or customised. In addition, these customised reports, as well as standard reports, can be scheduled to run automatically at intervals determined by the users. The scheduler will generate the report, zip it if required, and mail it to a list of specified recipients, irrespective of whether they are FleetDomain Online System users or not.
Lookup Data
The FleetDomain Online System Company maintains all of the lookup information at no additional cost. This includes current data such as cities and towns, toll gates and fees, fines information, license authorities and tariffs, tyre information, vehicle manufacturers, models and variants, trade-in and retail values, accessories, and much more.
Change Requests & Queries
The unique way in which the application has been developed allows the FleetDomain Online System support team to react very quickly to user change requests or queries. These requests are handled via an inbuilt application, and the status of each user’s queries can be tracked within the program itself. If the status of a request is changed, the applicable user will be notified automatically by email.
PRICING
It is important to note the following items applicable to the FleetDomain Online System application:-
• The application will function within any server operating system, such as Unix, Windows or Apple Mac
• No particular hardware is required, provided that the server(s) are powerful enough to support the number of concurrent users
• The application will function using any industry-standard database, including MS-SQL, Oracle, Informix, DB2, etc.
• There is no particular browser requirement, and any of the usual browsers such as Explorer, Chrome, Safari, etc. can be used
• The application can be operated through any modern computer, using either of the popular operating systems (Windows or Apple Mac)
• It is not necessary to install either the application or any third-party product (other than products already installed on most computers) onto the user computer
• If operating via the internet, a connection of reasonable speed will be required
• If FleetDomain Online System is hosting the application, all of the usual housekeeping and administration functions will be performed by FleetDomain Online, including backups
The following is applicable to all of the prices quoted below:-
• All prices are quoted in South African Rands
• All prices exclude Value Added Tax (VAT)
• The pricing quoted below does NOT include the provision of a managed maintenance service.
• All prices include system support and administrative charges, with the exception of system enhancements
• All of the prices shall increase once per annum by a maximum of the CPI % ruling on the anniversary of the go-live date
SERVER PRICING
This charge shall only be applicable if FleetDomain Online System provides the server(s) and hosting process cost to be agreed. Average cost for a server R 3 750 ex VAT per month. Should you host your own server all changes and reports will be done at your premises with associated costs applicable? We recommend that we host the server.
IMPLEMENTATION COSTS
An implementation cost will be agreed to subject to the quality and electronic availability of the data. FleetDomain has developed loading and data capturing templates that can be used. These are freely available and assist with capturing processes.
APPLICATION PRICING
The application shall be priced on a “per vehicle per month” basis dependent on volume.
Please note that only “active vehicles” shall be billed. If a vehicle is sold, written off or stolen, all of the information will be retained on the system and will be accessible by the users and the reporting system, but no billing will be levied. The price below includes all of the functionality detailed in the document above, as well as additional functionality not defined, but included in the specification document.
The basic pricing below is indicative and will relate to volume per category ex VAT:
Pass/LDV R 65
Med Comm R 70
Heavy Comm R 75
SYSTEM TRAINING*
Training will be provided. Although it is strongly recommended that the number of students per session is set at a maximum of 10. It would be possible to hold multiple and/or concurrent training sessions on any particular day. Fees will be negotiated.
* Out of town costs are at an average of R 7 200 ex VAT inclusive of Airfare, Accommodation, Car Rental and sustenance fee – 2 days.
SYSTEM ENHANCEMENTS
Once the complete specification document has been agreed, any enhancements required shall be included in the pricing above. Thereafter, any out-of-scope enhancements will be billed.
*All monthly fees quoted are ex VAT per month per “active” vehicle on system.
*Fee will escalate at the CPI on the anniversary date of the contract.
We trust that you find this informative and look forward to meeting and discussing possibilities.