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Category: FORS Members

  • Paulsons Traffic Management

    How Paulsons Achieved 100% FORS Compliance Using FleetCheck

     

    Before adopting FleetCheck, Paulsons relied on Excel spreadsheets and paper check sheets for fleet management, leading to inefficiencies. This manual approach delayed access to critical information, made it time-consuming to address defects, and increased the chance of missing essential checks. With the transition to FORS FMS PRO, they automated processes and centralised data, saving around 2 hours daily and 10 hours weekly. This upgrade not only boosted operational efficiency but also enabled Paulsons to achieve a perfect score on their FORS audit for the first time, greatly improving compliance.

    About Paulsons Traffic Management Ltd:

    Industry – Traffic Management
    Fleet size – 25
    Fleet mix – Renault Master and Ford Transit 3.5 tonne tail lift vans

    Location – Southeast of England
    Tags – Fleet Management, FORS Compliance, Operational Efficiency
    Products – FORS FMS Professional
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    Fantastic. It does what it says on the tin. It outweighed my expectations, and we’ve manipulated the system to do other things. I love it, absolutely love it.

    James Hawkes | Managing Director | Paulson Traffic Management

    Fantastic. It does what it says on the tin. It outweighed my expectations, and we’ve manipulated the system to do other things. I love it, absolutely love it.

    James Hawkes | Managing Director | Paulson Traffic Management

    Paulsons Traffic Management is a respected, double award-winning provider of traffic management equipment and systems, primarily serving clients in the construction and utilities sectors. Dedicated to safeguarding highways workers, they focus on delivering reliable and efficient safety solutions. To tackle critical fleet management challenges—such as monitoring fuel consumption, logging vehicle defects, integrating with FORS, and gaining real-time insights into vehicle operations—they selected FleetCheck as their solution. 

    Why FleetCheck?

    James Hawkes, the Managing Director of Paulsons Traffic, who also works part-time as a St John Ambulance paramedic said that during one of his ambulance shifts, he experienced the effectiveness of the FleetCheck app firsthand. It was this immediate responsiveness, along with the seamless implementation process and outstanding customer support, that made FleetCheck stand out.

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    I raised a defect on the FleetCheck app, and the fleet manager called me up almost instantaneously – within 8 or 9 minutes after I’d driven out the gate. I said to her ‘I need that system.’ I would never have caught a defect that quickly. Ever.

    The Challenge

    Overcoming Defects, Deadlines, and Data Silos

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    Defects and Unplanned VOR

    Paulsons relied on paper check sheets meaning they couldn’t action defects quickly, and frequently found themselves pulling vehicles off the road with little to no notice.

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    Lack of Centralised Fleet Data and Visibility

    Being scattered across multiple spreadsheets and storage folders, Paulsons struggled to locate key fleet information such as fuel spend, MOTs, and service records.

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    Compliance Deadlines

    Keeping up with routine maintenance checks, training renewals, and LOLER inspections presented significant challenges, with alerts scattered across various calendars. They were setting reminders for reminders, offering no single, clear view of their daily, weekly and monthly tasks.

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    No Dedicated Transport Manager

    James Paulson, the MD, had to oversee fleet operations himself. This responsibility became increasingly time-consuming and burdensome, diverting valuable attention from other critical areas of the business.

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    Challenges with FORS Audits

    With no centralised location to collate evidence, the FORS audit process was complicated, requiring frequent back and forth communication and navigation across various spreadsheets, files, and folders.

    I was an MD trying to run a business and I was wasting so much of my time flicking from spreadsheet to spreadsheet. We were missing key bits of information, and having to pull vans off the road with no notice, which then frustrated all of my staff. It was a lot of forwards and backwards.

    The Solution

    Consolidating Fleet Data For Clear Visibility on Compliance, Costs, and Reporting

    Paulsons implemented FORS FMS Professional to address their operational challenges. With fleet data now centralised and highly visible, Paulsons could efficiently locate, analyse and report on key metrics such as maintenance checks, fuel expenses, service records, and LOLER inspections – information that was previously time-consuming to manage.

    Direct integration into the FORS system further streamlined their compliance, automatically alerting Paulsons to any essential audit requirements and expiration dates. Additionally, Paulsons were able to manipulate the system to create traffic light alerts for training renewals, ensuring no deadlines were ever missed.

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    I love the dashboard. I can see how many drivers are in my fleet, I know what my assets are, I know how much is in the grey fleet, you know – this is what makes my ears prick up…I like easy access info.

    The Impact

    Enhanced Efficiency and Compliance Success for Paulsons

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    I love it. I loved it last week. I loved it last month. I loved it last year… You want clarity, you want examples? Get this system.

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    Time and Cost Savings

    Automating fleet tasks has saved 2 hours daily and 10 hours weekly. This efficiency has freed up multiple resources, enabling staff to focus on core operations without worrying about missing important deadlines or checks.

    When I saw what FleetCheck could do…It was like a drop in the ocean when you compared it to my salary and the time I was spending managing our vehicles.

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    Real Time Reporting and Same Day Action on Defects

    The FleetCheck Driver App has transformed routines for drivers, allowing them to conduct vehicle checks and report defects or collisions directly from their phones, streamlining maintenance and repairs.

    It also changed my drivers lives. I mean geez, they’re now doing pre use checks and defects on a phone and then they’re getting a call the same day with a booking date.

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    100% FORS Audit Success

    Paulsons completed their FORS audit with FleetCheck for the first time, achieving perfect compliance with no minors or majors.

    The auditor of 25 years said he had never done an audit so seamlessly. We didn’t go to any of my shared folders or excel spreadsheets. Everything was in FleetCheck. We passed with flying colours.

  • 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

     

     

  • 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.”

  • Chisholm & Winch

    Introduction

    Chisholm & Winch is a construction, refurbishment and fit-out specialist with a track record that spans five decades and specialisms across the airport, commercial office, leisure and hospitality and residential sectors.

    Before using FleetCheck

    • As managing the fleet is a part-time role, Jason was finding it challenging to keep on top of chasing drivers to carry out adequate daily vehicle checks and recording of the results.
    • As Chisholm & Winch is a FORS member working with major contractors such as Mace, Balfour Beatty and BSB the exposure of vehicle inspections not being carried out could cause reputation and legal compliance issues.

    How FleetCheck Helped

    • The company are now efficiently managing its FORS requirements through the FleetCheck system.
    • Jason now finds life much easier as the drivers use the FleetCheck Driver app to carry out their daily vehicle inspections reported within the software, giving Jason a complete overview of the fleet.

    Fleet Information

    The fleet of three vans is managed by Jason Winch, who is the procurement and Health and Safety Director for the family-run SME Building and Fit-out Construction Company.

    Managing the fleet is not his full-time role as his main responsibilities are looking after the purchasing and supplying materials to construction sites as well as organising the Quality, H&S and environmental aspects that are required.

    Jason concludes, “By using FleetCheck I now have more time to spend on other parts of the business, which in turn has increased productivity… I would definitely recommend using them!”

     

     

  • Anixter

    Introduction

    Anixter is a leading global distributor of Network & Security Solutions, Electrical & Electronic Solutions and Utility Power Solutions. With vehicles spread across such a large number of depots around the country, Anixter has always been very conscious of having a well-run compliant fleet. The company implemented FleetCheck fleet management software in the December of 2017

    Before using FleetCheck

    • The company was managing fleet tasks via paper-based systems in every depot, which made keeping on top of key dates stressful.
    • There was a lot of cross-referencing to keep the vehicles and drivers safe and legal, alongside the “hit and miss” communications from their leasing partners.
    • A system was sought that could give complete assurance that they were legally compliant, as well as support them in achieving FORS accreditation.
    • Anixter were looking for a system that could store all the required documents, along with easy-to-use functionality.

    How FleetCheck Helped

    • Shortly after going live with FleetCheck, Anixter began integrating the data from their fuel card provider into the system.
    • This has given them the tools to carry out accurate CO2 reporting, MPG analysis and technology.
    • Driver behaviour and spot fuel-heavy driving habits are now better monitored.
    • They have managed to very quickly gain complete control of all vehicle and driver related action and all paper-based processes have been eliminated.
    • Tasks are now forward-planned, properly managed and recorded for future reference in a centralised system for all to access.
    • Anixter have been able to keep on top of their vehicle safety checks without having to do all the cross-referencing work in between.
    • Complete transparency of when key tasks such as MOT’s need to be completed.

    Fleet Information

    Anixter currently operates a mixed fleet of two HGV’s and 53 vans of different sizes.

    The fleet is split over 15 depots, all of which are spread across the UK with each site having a depot manager monitoring the specific groups of vehicles alongside their primary role of warehouse management.

    Project implementation manager, Craig Bradburne, says:

    “For one of our depot manager’s, the operation of our vans is a side task to what we do. Their priority is to look after and manage the warehouses as efficiently as possible. One of the things I recognized was, as a business, we weren’t operating as a fleet.  People didn’t have the ready access to all the information that was in and around that. Maintenance was starting to become a higher risk of falling behind as we’d be waiting for the trigger from the lease companies and then sometimes, the information was all over the place.

    “One of the things I really liked about FleetCheck was the ability to pull everything together into a central portal.  On a depot level, I could easily set the system up, so the depot managers can just view the relevant vehicles/ drivers to them.

    “An enormous amount of administration time has been saved by using FleetCheck software.  We’ve started using the FleetCheck Mobile App too as previously we were using a paper system and relying on our drivers to get the completed checks back to us as soon as possible without being damaged or misplaced.”

    “Changes I have suggested for the system are often put into practice for my convenience which just proves FleetCheck’s willingness to make my job easier. I am often approached by companies who advertise themselves to be similar to FleetCheck, however from what I have seen so far, FleetCheck is by far the easiest to use and the support I have received from them when needed is just brilliant. I was sold from the first moment I saw it”

     

  • Adept ESD

    Introduction

    Adept Elevator Storage & Distribution was established in 2004 to assist business with safe storage of lift equipment and onward distribution to site. Adept have been using using our FORS Fleet Management Software since 2018, and the fleet is managed by Operations Manager, Kel Zoller.

    Before using FleetCheck

    • The daily workload of fleet management was split between a multitude of other jobs meaning that keeping up with key tasks was a worry.
    • Kel had concerns that time-sensitive events such as MOT’s, PMI’s and Tacho downloads may be missed, causing a lack of compliance that could affect their FORS accreditation.

    How FleetCheck Helped

    Kel now enjoys being able to keep track of all related items concerning drivers and vehicles and has more control over fleet expenditure, including fuel.

    Fleet Information

    Their fleet consists of two Flatbed Hiabs (18-ton gross weight) vehicles and one 7.5-ton tail lift vehicle

    We found FORS FMS to be a fresh and innovative way to record everything associated with our fleet. It’s simple to navigate and we can view and add data with a click of a button. Our overriding feeling when using them is impeccable customer support. Anytime we have needed advice on the system, any one of the teams who answers the phone is always on hand to help. Nothing is ever too much trouble. Their support is top class !!” – Kel Zoller