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Category: Reporting & Fleetcosts

  • 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

     

     

  • 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

     

     

  • 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

     

  • 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