Matt Goodstadt, Managing Director, Transport at Civica discusses how fleet management systems can support the journey to compliance

Ensuring compliance is an essential challenge that all transport operators face. It is also one of the key criteria of a fleet management system. These systems provide transport operators with a holistic view of their entire fleet as well as access to real-time, purposeful data to make business critical decisions, enabling organisations to spot inefficiencies, reduce administration, remove the burden of paper records and, crucially, ensure fleet compliance.

Fleet management systems, such as Civica Tranman, record, monitor and store all legal documentation required to meet DVLA and DVSA directives, to ensure that organisations meet the conditions of their Operator's Licence and Earned Recognition respectively. By providing a single view of inspections and services due, along with the legal documents associated with fleet, businesses can ensure that all vehicles are roadworthy and have 24/7 access to a full audit trail of maintenance documentation.

The benefits of the data provided by fleet management systems are huge. From ensuring compliance and reducing fuel consumption to gaining information on road conditions and vehicle health checks, companies which exploit this access to real-time information provided by mobile, touchscreen technology will not only be more productive in managing current operations, but will also be able to use this data to predict future trends, alongside reducing the number of potential roadside checks.

Using a modern, cloud-enabled fleet solution also gives operators greater control. The self-service function allows drivers to report a vehicle defect online, book a pool or hire vehicle, and report accidents, reducing administration and vehicle downtime. It also sends business-critical information automatically, alerting any compliance issues so that businesses can act to avoid problems.

Proactive management of drivers, recording all their training, accidents, endorsements, average miles per gallon, and even driving style from telematics, allows the software to create risk profiles to enable tailored intervention with drivers. This reduces the possibilities of accidents, which will, in turn, reduce driver insurance premiums.

What’s more, fleet management software can also help businesses reduce the size of their fleets, where possible. Through smart deployment and identifying under-used vehicles, it provides insight that informs businesses of the optimum number of vehicles required at any given time, helping reduce capital and running costs.

The road to compliance may indeed pose challenges to today’s transport operators; but those organisations which embrace new technologies will no doubt be best placed to tackle these issues and, ultimately, reap the benefits.

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