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Category: Compliance

  • Optilan UK

    Introduction

    Optilan UK Ltd is a global integrator of communications and security solutions for businesses, industries and governments internationally.

    As a company in the security sector, Optilan has always been aware of the importance of having a legal and compliant fleet, not only for the protection of the company but for the safety of its drivers when out on site. It was essential for them to find a fleet management system which could supply an electronic, portable version of their daily check sheets.

    Before using FleetCheck

     

    • When it came to the vehicle safety checks, everything was being reported on paper, meaning some checksheets wouldn’t be collected until weeks after, by which point any reported defects had been ignored, making the repair more pressing and potentially more expensive.
    • Prior to FleetCheck, Optilan’s fleet was monitored and managed on an in-house database that had originally been built to manage machinery and other equipment. It had been adapted to handle the entire fleet but was often unreliable, meaning there had to be backup spreadsheets and paper copies.

    How FleetCheck Helped

     

    • Integrating the data from their telematics into FleetCheck means they now have clear visibility of accurate, auto-updated mileage readings. This has eliminated manual mileage checking – a significant time saver for Tony and the rest of the transport team at Optilan.
    • Use of the FleetCheck software and the intuitive mobile app has enabled them to gain complete clarity and control of all vehicle and driver related activity, saving him an enormous amount of time.
    • With the in-house database, spreadsheets and paper-based processes eliminated, tasks can now be properly forward-planned, appropriately managed and accurately recorded in a central system for future reference.
    • The app has enabled them to view how long drivers are taking to complete their checks. This also delivers confidence in the precision of the checks, leading to a safer, more compliant fleet.
    • Since moving to FleetCheck, Optilan can confidently say that their fleet is well managed, their processes and costs are closely monitored, and most importantly, their drivers are safe and legal.
    • Thanks to FleetCheck’s system of scheduled alerts, they can forward-plan all vehicle maintenance diminishing a considerable amount of administration time and removing the stress of safety checks not being recorded or chased up.

    Fleet Information

    Optilan currently operates a mixed fleet of around 60 vehicles and pieces of machinery.

    “The database we were using before we came across FleetCheck was so unreliable that we had to make sure we had multiple copies of everything.  As you can imagine, this was a bit of a muddle at times, but we had to do this to ensure nothing was ever lost or out of date. This made the whole fleet management process heavily labour-intensive and very time-consuming.

    “Being my first role as a transport manager, I was really on the look-out for something that could not only sort and store our maintenance data but had the capability to link with our telematics provider in order to have everything I needed in one system.

    Having the app in place has meant that all our drivers can complete their daily safety checks properly but still with ease. All our drivers have phones, so having the app installed was a no-brainer!

    We no longer have to chase our drivers for their checksheets because it all feeds automatically into FleetCheck, and any defects reported are triggered straight to email, so I know what’s going on with my vehicles as soon as it’s reported.”

    Tony Sharpe, Transport Manager

     

     

  • Origin Global

    Introduction

    Origin is the UK’s leading specialist manufacturer of bespoke aluminium Bi-folding Doors and Windows. Origin has always been aware of how important it is to keep on top of its fleet, mainly as the business depends so heavily on its vehicles.

    Before using FleetCheck

     

    • Before using FleetCheck, they were experiencing problems keeping track of various documents and managing the fleet was much more time-consuming.
    • The day-to-day fleet tasks were managed by using spreadsheets and paperwork in folders.

    How FleetCheck Helped

     

    • Integrating the data from their telematics into their FleetCheck means their vehicle mileages are now imported directly into their account, resulting in no more manual mileage checks and avoiding excess mileage charges.
    • Origin now has complete control of all vehicle and driver-related activity, so all paper-based processes have been eliminated.
    • A significant amount of administration time has been saved using FleetCheck. As Robert Atkins, Transport Manager, explains,
    • Since moving to FleetCheck, Origin has complete confidence that its fleet is managed correctly, its processes are legally compliant, its costs are monitored, and its drivers are safe.

    Fleet Information

    Origin Global manage 14 drivers who deliver all over the UK with a mixed fleet from 3.5-tonne vans to 7.5 tonne HGVs

    “Compliance and retrieving documents are much easier for us now. The best feature is the level of detail stored and traceable through the system for compliance and maintenance. The fit to drive declaration and data accuracy is much more efficient than paperwork.”

    “FleetCheck has made our processes much slicker, documents and data are available at the touch of a button, and the automation of processes has impacted time savings for us as a company. I believe that FleetCheck is a perfect tool for compliance and fleet managing and has been a huge success in assisting me in my role as Transport Manager.”

    Robert Atkins, Transport Manager

     

  • P and D Specialist Services

    Introduction

    P and D Specialist Services Ltd is a specialist electrical and civil engineering contractor offering technology-focused expertise to clients in the highways, rail, tunnel and power distribution sectors. P and D have always known the importance of keeping on top of the fleet, particularly as a company with FORS Silver accreditation.

    P and D Specialist Services Ltd implemented FleetCheck fleet management software alongside the FleetCheck Mobile app.

    Before using FleetCheck

     

    • Before implementing FleetCheck, the day-to-day fleet activity was managed on paper and spreadsheets meaning key dates were often a challenge to keep on top of.
    • They wanted the ability to streamline the data, both in an electronic format and in a central location, so that it could be easily accessed on a daily basis.
    • It was also important that the system could store the necessary documents like invoices or even driver licence related documents.

    How FleetCheck Helped

     

    • Integrated data from the FleetCheck Driver app means that paper-based checks are eliminated, saving valuable time and resources.
    • Use of the software has allowed Nicola and John to gain complete control of all vehicle and driver-related activity quickly, so all paper-based processes have been eliminated, and tasks are now forward-planned, logged for future reference and appropriately managed.
    • An enormous amount of administration time has been saved by using FleetCheck’s software.
    • They now have complete confidence that their fleet is suitably managed, their processes are compliant, their costs are closely observed, and their drivers are safe and legal, all with significant time savings.

    Fleet Information

    7 cars, 6 light commercials, 5 mobile elevated work platforms, 6 HGV’s, 19 vans and a group of 4X4s.

    “For us, it works well and has made managing the fleet much more manageable. We are FORS Silver Accredited, so Fleetcheck helps us stay compliant and produce the necessary audit evidence.

    “Having the app in place has allowed drivers to report defects and not worry about keeping paper copies in their vehicles.”

    Human Resources Manager, Nicola Hallam

     

  • Swift Scaffolding

    Introduction

    Swift Scaffolding Ltd is a professional contributor to the construction industry. Having a legal and compliant fleet is essential for a company in the construction sector. Swift Scaffolding Ltd has always been aware of the importance of having a safe, compliant fleet, and this is demonstrated by their commitment to FORS, having gained Gold accreditation.

    Swift Scaffolding Ltd implemented FleetCheck in November 2017 and later began integrating their fuel card data.

    Before using FleetCheck

     

    • It was vital for them to find a fleet management solution to help monitor and schedule all their key dates, such as MOTs, Services and road tax renewals, as their previous processes for managing the fleet created hours of cross-referencing work.
    • They needed a solution to ensure the vehicles and drivers were legal and road-worthy.

    How FleetCheck Helped

     

    • Integrating the data from their fuel card provider into FleetCheck meant they had instant access to accurate CO2 reporting tools and intuitive technology to help monitor their drivers’ behaviour and spot fuel-heavy driving habits.
    • Obtaining the software has enabled them to gain immediate control of all vehicle and driver-related activity, so all paper-based and whiteboard processes were abolished.
    • A vast amount of administration time has been saved using FleetCheck software.
    • They have total control over all daily fleet-related activity. Thanks to the convenient alerts system, they can forward-plan vehicle maintenance schedules efficiently, minimising a significant amount of administration time.

    Fleet Information

    Swift Scaffold currently run six HGVs, 14 vans, 13 company cars and nine trailers, all operated simultaneously from one site and handled by their Logistics Manager.

    “Before I decided to put FleetCheck fleet management software in place, everything was being managed on paper or on whiteboards making service dates really difficult to keep on top of without spending hours sorting through paperwork to pinpoint key dates.

    “Being FORS Gold accredited, we need to be on the ball with every aspect of fleet management, from our drivers’ eyesight and health checks to the safety check completion on our vehicles and trailers.  Therefore, it was so essential for us to find a robust system like FleetCheck.

    “Having paper and whiteboards eliminated from the situation and our data centralised has meant I can be 100% sure that all our vehicles are constantly monitored and that no faults or defects are missed.

    “FleetCheck has made my life so much easier. Having everything in one place has saved me a ridiculous amount of time.  I no longer spend ages endlessly sorting through paper. I couldn’t live without it now!”

    Mervyn Rolf, Logistics manager

     

     

  • The Wise Group

    Introduction

    The Wise Group is a leading social enterprise working to lift people out of poverty. Their team gives mentoring support, employment, skills, and energy advice. The Wise Group started using FleetCheck in January 2020, and it has simplified its operations.

    Before using FleetCheck

     

    • Managing the amount of fleet data was causing their Fleet Manager serious concerns in case something was overlooked.
    • They tried to keep in control of the 170 drivers, all operating pool cars or their own vehicles for work by using spreadsheets and similar documentation.
    • This included chasing grey fleet employees for confirmation that their insurance covers them for business use, driver licences checks for points or disqualifications, recording tax and MOT dates.

    How FleetCheck Helped

     

    • The company now has easy and quick access to all vehicle information, including key dates, insurance details, and licence information.
    • Transport control throughout the company is now far easier to manage.

    Fleet Information

    24 Pool Cars, of which two are electric, and a further two electric vans with a grey fleet that fluctuates around 170 vehicles.

    “Once all data had been inputted, all I have to do now is click on a button, so to speak, I immediately have all the information ready for expiry dates for insurance and driving licences. It is easy to include new drivers or remove drivers. I can tap in a name which gives me vehicle registration and everything I need to control transport; it is as easy as that.

    To summarise, for us, FleetCheck works. It speeds up the whole control mechanism in day to day operations, I have had to phone the help desk only twice and received fast responses on both occasions. FleetCheck makes transport control easier.”

    Nicholas Sabo, Health and Safety Specialist

     

  • ERS Medical

    Introduction

    ERS Medical provides a range of specialist patient transport and courier services to the NHS and the wider healthcare sector. ERS Medical wanted a robust fleet management system which could integrate with their telematics provider and had the functionality to track maintenance dates concurrently with the management of costs and driver compliance.

    They were given the go ahead to invest in the FleetCheck system and investigate the additional products offered by FleetCheck, including telematics, fuel integration and licence checking.

    ERS Medical implemented FleetCheck fleet management software in the October of 2017 and then began integrating their telematics.

    Before using FleetCheck

     
    Project Manager, Rachael Collins said, “Before we came across FleetCheck, we struggled to find a system that could offer a user-friendly interface the whole company could use to update and view fleet-related events and information.”

    How FleetCheck Helped

     

    • Vehicle mileages are now automatically updated, resulting in no more manual mileage checks; an instant advantage for Rachael and the others involved in the ERS Medical transport team.
    • Rachael has complete control and visibility over all fleet-related activity and spending. This has facilitated the exclusion of previous, outdated spreadsheet and paper-based processes.
    • ERS Medical now has the assurance that no key dates (such as MOT services) are being missed and that they can keep tracking much, they’re spending from fuel and maintenance to driver’s parking and penalty fines.
    • They have complete control over all daily, fleet-related activity, and due to FleetCheck helpful alerts system, they can pre-plan vehicle maintenance schedules to help minimise interruption and eliminate room for error.

    Fleet Information

    The business has a fleet of non-emergency ambulances, courier vehicles and a small selection of HGV’s (403 vehicles in total).

    “All our sites manage their compliance by keeping the system up to date.  They also have full access to all fuel transactions and can monitor and run reports on spending across the fleet.”
    Project Manager, Rachael Collins

     

  • Construction Hire Solutions

    Introduction

    Construction Hire Solutions is a hire company operating across the UK that specialises in the railway and general construction sectors. Construction Hire Solutions depend on their fleet to keep business moving. Construction Hire Solutions implemented FleetCheck’s fleet management software in the July of 2013 alongside sourcing their telematics provider.

    Before using FleetCheck

     

    • Construction Hire Solutions managing day-to-day fleet tasks, including booking services and other vital events, via paper-based systems.
    • The Fleet Manager needed complete assurance that they were legally compliant and that the processes she had planned to put in place would be better than adequate for the company’s accreditations.
    • They did not have a system that could store all the necessary documents, dates and details with the ability to link up with their newly obtained tracking provider.

    How FleetCheck Helped

     

    • Being able to link their tracking provider with FleetCheck has bought many great benefits – their vehicle mileages are now auto-updated, meaning no more manual mileage checks.
    • They now have complete control of all vehicle and driver-related activity, so all paper-based processes have been eliminated, and tasks are forward-planned, properly managed and recorded for future reference.
    • They have complete confidence that their fleet is managed correctly, their processes are legally compliant, their costs are monitored, and their drivers are safe and legal.
    • Thanks to FleetCheck’s intuitive system of alerts, Nancy has complete clarity of how much time she has before specific tasks, such as MOTs, must be completed. She no longer worries about key dates falling overdue.

    Fleet Information

    The company currently operates 55 hired and business-owned light commercial vehicles.

    Nancy Baker said, “Ultimately, anything that needs my attention is stored in FleetCheck, making it a one-stop shop for us.”

    As Nancy comments, “The set-up process was quite straightforward, and anything that I struggled with was dealt with very efficiently by FleetCheck’s support team, making the whole movement from paper to software stress-free.”

    An enormous amount of administration time has been saved by using FleetCheck’s software. Nancy explains, “Without the system to handle our fleet administration and compliance, we wouldn’t have been able to expand our fleet as rapidly as we have. We would likely have needed to recruit more staff to keep up with the various checks, tasks and reports required for our FORS accreditation.”

    When asked to summarise her experience, she said, “Our main drive for a fleet management system was our FORS accreditation. Having an audit of all the required fleet-related documentation for our vehicle maintenance and having the ability to easily keep track of our drivers’ health/eyesight checks has meant that we’re confident that we are compliant to the FORS requirements.”

    Nancy concludes, “I am always expanding the number of features I use on FleetCheck; the more I use it, the more I find is possible and the easier it becomes.”

  • Cohens Group

    Introduction

    The Cohens Group is one of Britain’s leading pharmaceutical chains with multiple branches throughout the UK, located mainly in the community and increasingly within new community health centre developments. The Cohens group understands the importance of having a legal and compliant fleet, not only for the company’s protection but also for its drivers’ safety.
    The company wanted to find a fleet management system to store all vital fleet-related documents in one central software system, and they implemented FleetCheck fleet management software in May 2010.

    Before using FleetCheck

     

    • Regarding maintenance scheduling, all data was documented on paper and spreadsheets, meaning there was always the risk of damaged or misplaced documents.

    How FleetCheck Helped

     

    • FleetCheck has provided the capabilities to link with and display their tracking data and, most importantly, maintain and improve their fleet’s overall compliance.
    • Dennis wanted complete control and visibility of the fleet to support and maintain its compliance, and he has been able to achieve this by having all fleet data in one platform.
    • They now have clear visibility of accurate, auto-updated mileage readings, eliminating manual mileage checking, which was a significant time saver for Dennis and the rest of the fleet team at Cohens Group.
    • Transferring from spreadsheets and paper-based processes means tasks; for example, vehicle maintenance planning is now forward-planned, suitably managed and accurately recorded in a central system for future reference.
    • Cohens Group can confidently say that its fleet is well managed, its processes and costs are closely monitored, and most importantly, its fleet Is legal and compliant.

    Fleet Information

    Cohen’s group operates a mixed fleet of around 280 vehicles, all of which are handled from multiple locations across the UK and are managed by fleet and transport manager Dennis Butterworth.

    Dennis explains: “Having everything pulled together into one place was the most significant relief for us as it has given us complete visibility of all fleet activity, which goes hand in hand with remaining legal and compliant.

    “The paper-based and spreadsheet system we were using before we came across FleetCheck was so variable we had to make sure we cross-referenced all our data, which proved to be quite time-consuming and, again, wasn’t great in terms of improving our compliance.

    Dennis said, “Having fragmented data made it challenging to keep on top of key dates, which decreased our compliance level. This meant getting all our data imported into a single system that could store and display all the data we needed to manage the fleet effectively.

    “FleetCheck is a one-stop shop for fleet management; with a great level of control, the system is easily accessible and user-friendly. Finally, when needed, the support team at FleetCheck are really helpful”