Case Study: Enterprise Resource Management for Large Fleets

Company

A company with a mixed fleet of 250 light and heavy vehicles. Some are used internally by company personnel, others are leased out to other companies.

Project requirements

Organise a global system to manage all aspects of the fleet (administrative, maintenance, financial, procurement):
• Centralisation of information for the entire fleet (vehicles, drivers, maintenance, missions, fuel usage (vehicles, company tanks), stocks & parts, planning & fleet usage, accidents, mission & fleet expenses, documents...).
• Follow-up of different costs and profitability analysis by: location, business unit, mission, internal task...
• Accurate control of maintenance and administrative monitoring of all vehicles.
• Centralised management of vehicle pools, drivers, reservations for employees or missions.
• Generation of standardised internal documents.
• With the same system manage any additional equipment such as cranes and generators.
• Management of third party contracts (e.g. vehicle leasing, maintenance).
• Management of stocks and provisions for commonly ordered parts.
• Occasional invoicing for certain services.
• Remotely monitor kilometers, fuel usage and engine hours for certain trucks and cranes.
• Export to accounting software.

Our Solution

• Software: SIP with specific options: pool reservation & dispatching option, workshop & stocks management, Sage accounting connector. (Note: Following a thorough analysis of how the company functions and validation of the blue-print, SIP is always personalised for the client company (process, documents, terminology), and then implemented along with training for all users).
• Stage 2: 85% of the fleet is currently managed only through SIP and not fitted with an onboard vehicle management system. They will soon all be equipped with FM300 to add automatic data collection (e.g. mileage), launch specific alerts and supply real-time locations.

Benefits

• The financial management team can run precise reports in order to improve the financial management of the fleet (total cost breakdown by category, cost benefit analysis, contract analysis...).
• Personnel responsible for managing the fleet now have a clear view of the availability of vehicles, vehicle utilisation and pending requests, as well as planned unavailability due to maintenance (automatically calculated), repairs or other administrative tasks. Our client has been able to quickly improve vehicle availability and sell vehicles which are seldom used.
• The technical team have a detailed schedule of future maintenance, their work-plan and assisted management of their stock and supply needs.
• Improved maintenance accuracy has provided substantial savings and reduced breakdown risks.

RESULTS

Flexible and clear framework for fleet management and optimisation
Durable cost reduction and productivity gains

Case study - BCP Samodia