Managing a fleet of an important size can easily become a complicated and time-consuming task. Commercial vehicles often represent a substantial economic value for businesses.
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With an IWMS solution, managing purchased, leased or rented company vehicles, commercial vehicles, wheeled equipment or two-wheelers becomes a lot easier. But what signs indicate it’s time to start using an IWMS solution for fleet management?
1. Outlook is no longer adequate
You can set up reminders for major and minor servicing and when leasing contracts are about to expire. This can be done via email automations, but it’s not very practical. Not only is it virtually impossible to retain an overview of the scheduling this way, but it can also become a nightmare to manage this many calendar reminders. Especially for a fleet that contains forty vehicles or more.
2. Excel is no longer adequate
The same issue happens with Excel. It is easy to create an overview of all the assets, but the functionality is certainly limited. Try for instance to keep track of the following issues for all your vehicles in one spreadsheet: contracts, services and maintenance, costs versus budget, usage, bookings, and emission calculations. With the appropriate IWMS software, not only this can become automated, but you can also gain insight into the Total Cost of Ownership and Use (TCO and TCU); and this not only for the entire fleet but also per category, per type or even per individual component.
3. Fleet management across departments
A number of departments are involved in managing the fleet: the HR department which is responsible for on boarding new staff, the facilities team which manages the vehicles and the legal department which will be processing any accidents. By using your IWMS software to manage the fleet, the various departments involved can easily work together and everyone has access to the relevant details, information and functionalities, from the fleet manager, contract manager and maintenance planner, to the vehicle mechanic, controller and even the driver.
4. It is too much work
There’s a lot involved in fleet management: contracts, insurance, depreciation or write-offs, usage, fuel consumption, tax issues, maintenance, damage and durability. These aspects all have their own mutual relationships. Imagine that an employee has had an accident and that a leased vehicle has to be replaced; whoever is working with the different databases in the different systems could be spending some time entering all the changes. With the risk that mistakes might be made. An IWMS solution has an integrated approach which is not only more efficient, but is also less error-prone.
5. There is no overview
Using an IWMS software for your fleet management makes it easy to get an overview of the current fleet and to check its history. The system can send out automated alerts if a leasing contract is going to expire or a service is needed. This allows you to be more proactive. And as mentioned earlier, you will gain real insight into the TCO and TCU.
Planon Universe is an IWMS platform in which a variety of disciplines and interests are brought together in one integrated solution.
Kurt Van Paesschen
Sales Director Planon BeLux