10 steps to choose the best transport fleet management system

blog_what's a fleet management system

Do you need to optimize your transport operations? Do you need to centralize your whole fleet management at your headquarter? Do your customers ask you information about their loads in real time? An integral fleet management system can offer these and more. The secret? Try it for yourself.

What’s a fleet management system?

Let’s start from the beginning, a fleet management system is a set of software and equipment installed in a road tractor and/or in a trailer and enable to manage resources and operations from the traffic area of the transport company or the carrier.

If you already installed a load management system but your fleet keep operating in manual form, you’re missing the chance to optimize to the maximum your resources, both on the road and parked, and seizing the chance of the fleet.

Before you decide to invest in technology to upgrade your fleet, it’s recommended to analyze your needs and prioritize them , this will assist you to identify the basic requirements your fleet management system to be installed must fulfill.

We summarized the matters to analyze in 10 decision steps, as it follows.

10 Steps to choose a Fleet Management System

Step 1 – Sector’s adaptation

Not every system can be installed in any type of transport , you need to guarantee that the chosen System fulfills the regulatory and functional requirements of the transport sector to which it belongs, for example the dangerous goods tanker truck (ADR) with operations in ATEX zone, refrigerated loads with the cold chain management, pharmacy distribution, valuable load service, etc.

Verify the installations/customers of the selected fleet management system as well and their evaluation.

Step 2 – Basic Functionality in road tractor and/or trailer

Do you need to control the road tractor or the road tractor and trailer together? Which are the systems in the trailer and what do you want to manage in real time? Answering these questions and analyzing your needs of information will identify the functionality of the fleet management system more suitable for your company.

Step 3 – Mobility

The mobility with mobile applications (APK) and their integration capacity with your ERP/TMS transport software, are fundamental to offer flexibility that you will need for your peak demand at the moment of the subcontract.

Step 4 – Integration with external carrier systems and other transporters

Transport companies usually work with various customers, that have their own management system. If your customers require information about their load in real time, your fleet management system must offer the required integration.

Verify with which system must integrate the chosen fleet management system and which type of integration it includes.

Step 5 – Company quality rules adaptation

The quality rules implemented in companies are a competition factor, and the fleet management system must simplify its conformity, with a functionality that enable, for example, to manage the travel documentation, driving time management, operations record, etc.

Step 6 – Safety and information durability

The chosen system must guarantee safety and incorruptibility of its information and their customers’. How does it save data and which is the modification risk? Which safety system does it offer in order to avoid internal and/or external attacks?

Step 7 – Customer service and Problem solving

How the customer service works, what’s the response time offered and which are the contact points allowed, those are the other key factors that could determine your choice. The more direct and technical is the customer service, the quicker will be the problem solving process.

Step 8 – Guarantees

Analyze the warranty time of the installed devices, their certificates of manufacturing and European approval, and their quality tests.

Step 9 – Cost

The final price will be determined by the installation, maintenance, replacement and the chosen system service costs, avoiding additional charge. Nevertheless, analyze the Terms of permanency.

Step 10 – Fleet management system evolution

Knowing the news in functionality, its evolution and adaptation to the new requirements and norms of the market will avoid that your system become obsolete in a very short time.

GesInFlot is a fleet management system for the road transport, with more than 20.000 installations.

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