Fleet Management Software: Definition and Features

If your company operates a vehicle fleet, you must manage both those assets and the staff who operate them. The best solution to simplify this process is to use fleet management software.

Supported by fleet telematics, Fleet Management System software can display information on vehicle movement, driving behavioUr, and activity. With a GPS tracker installed in the vehicle, all this information can be accessed from a single dashboard.

Is Fleet Management System the same as GPS Tracker?

A GPS tracker is a device installed on a vehicle to allow us to track its location. Meanwhile, Fleet Management System (FMS) software is software for comprehensive fleet management.

Through this platform, you can read GPS tracker data as well as other data from various sensors, including fuel sensors. This software can be integrated with various other features or systems, such as ERP and SAP.

So, fleet management software is more than just a GPS tracker for tracking vehicles; it's software for comprehensive fleet monitoring. A GPS tracker is just one of the many monitoring solutions available in a Fleet Management System.

The Challenges of Managing a Fleet without Fleet Management Software

Can we manage our fleet without using specialised software? The answer is yes, but you'll face the following challenges:

1. Monitoring is not comprehensive

If you decide to use a standard GPS tracker, you'll likely only be able to track your vehicle's location. You'll need a separate platform to monitor fuel consumption, identify risky driving behaviour, and manage other administrative tasks.

2. Security risks

Corporate or business fleets are constantly exposed to the risk of theft and misuse, which can be extremely detrimental to the company. Without comprehensive monitoring, you'll struggle to react quickly to any attempted theft.

3. Inefficient fleet management

Fleet management encompasses all aspects, ranging from maintenance, fuel usage, and scheduling to operational monitoring. Without a single software solution to streamline overall management, the process becomes inefficient.

4. Operational cost increases

Fuel consumption is the largest operational expense, reaching up to 30% of total expenses. Fraud, driving behaviour, and inefficient route selection are all contributing factors to cost overruns.

5. Incomplete data for business evaluation

When you plan to improve efficiency through evaluation, you may encounter difficulties due to a lack of data for analysis. Policies created without comprehensive data analysis will not necessarily be effective in improving efficiency.

Read Also: Fleet Management System: Definition and Its Benefits for Business

Benefits of Using Fleet Management Software

If you decide to use fleet management software, you will get the following benefits:

1. Inventory vehicles and drivers

You can manage various types of vehicles on one platform, from motorcycles and passenger cars to trucks and buses, heavy equipment, and even ships. Each vehicle is inventoried with details according to its vehicle registration (STNK).

In addition to vehicles, you can also enter driver details, including their driver's license and driver identification tag (if applicable). For easier management, you can create selectable vehicle and driver groupings for specific display.

2. Track vehicle location and activity

Integrated with a GPS tracker, you can track vehicle location and activity through the Fleet Management System platform. You can view location, speed, mileage, trip history and duration, starter on/off times, and area-based activity (geofence).

You can set up notifications for specific events that are critical to your fleet's operations, such as when vehicles enter and exit a project area. This also applies to areas your fleet should avoid for safety reasons.

3. Monitor driver behaviour and working hours

You can also monitor driving behaviour based on vehicle activity, such as aggressive driving (speeding, sudden braking, harsh acceleration, and sharp cornering) and idling (idling without moving).

AI-enabled fleet management software can even automatically assess driver behaviour with Driver Scorecard Reports. This allows you to provide better driver training for safety and efficiency.

4. Manage service and administrative schedules

If you have a large fleet, managing service schedules and administration can be a challenge. With this software, you can create service, maintenance, and vehicle registration renewal schedules based on mileage and specific timeframes.

You simply need to set reminders for specific distances, time periods, or operating durations. This data is automatically detected by the system, eliminating the need for manual input.

5. Create reports faster

Fleet management software simplifies your administrative tasks, such as reporting. All data is recorded in detail, then processed and presented in the form of automatically generated statistics and reports.

In Cartrack's Fleet Management System, statistics showing general fleet performance can be found in the Dashboard menu. For automated reporting, Cartrack offers over 60 types of reports, which can be downloaded instantly or emailed regularly.

6. Finding inefficiencies in operations

The Fleet Management System platform presents data in an easy-to-understand format, allowing you to easily identify inefficiencies. For example, by calculating the total idle time of all vehicles in a month, you can estimate fuel waste.

You can also monitor aggressive driving behaviours that impact service costs, tire replacement, and the vehicle's lifespan. Your operations will be more efficient if your drivers reduce risky driving habits and idling.

Key Features of Fleet Management Software

So how can Fleet Management System software provide these benefits? Here are the key features a reliable FMS platform should include.

1. Real-time GPS tracking

Real-time tracking allows you to know the exact location of all vehicles. This allows you to estimate the duration of a trip or when the fleet will arrive at a specific location, resulting in more accurate delivery estimates.

2. Trip replay

This feature is essential so you can track where your fleet has been moving within a specific time period. You can also see if vehicles have strayed from their designated routes, as this data is useful for improving efficiency.

3. Virtual boundaries (Geofencing)

This feature allows you to create work area boundaries or specific areas where vehicles are prohibited from entering. You can also set up notifications when your fleet enters or exits these locations as an early indication of theft or misuse.

4. Driving behavior (Driver behavior)

You'll be able to detect aggressive driving behaviour such as speeding, sudden braking, or sharp turns. This feature will be extremely useful for preventing accidents, improving road safety, and improving efficiency.

5. Security notification (Alert)

You can use this feature to detect if a vehicle is outside the work area, operating outside of working hours, idling, or driving aggressively. This way, you can immediately identify any security or safety risks and take precautions.

Also Read: Fleet Management: How to Successfully Manage a Large Company Fleet!

Considerations for Choosing the Best Fleet Management Software

There are several things you should consider when choosing Fleet Management System software, namely:

1. Adjust to your needs

The first thing you should consider is whether the software meets your company's/business's needs, especially if you want specific features like fuel tracking, fleet cameras, route optimisation, and so on.

2. Scalability

Furthermore, you also need to consider scalability, as your needs may increase as your business grows. Ensuring the software you choose supports scalability will simplify your long-term planning.

3. User-friendly

A fleet management platform should simplify the complexities of fleet management. Therefore, choose software that's visually appealing and easy to use, and includes training to maximise its features.

4. Integration with other software/systems

Integration with ERP allows your fleet's operational information to be directly linked to data from the company's financial and logistics systems. This allows managers to monitor performance while synchronising with budget and operational planning.

5. Data security

Data theft and misuse are not uncommon when using certain software. You should ensure that your service provider guarantees customer data protection so you can use the software with confidence.

6. 24/7 customer service

In your operations, you'll absolutely need customer service that can help you at any time. Consider a service provider that offers 24/7 customer support, as this will make it easier for you to resolve any issues.

7. Device warranty

Make sure your service provider offers a device warranty for the GPS tracker and any other devices used in the system. This ensures you receive free repairs or replacements if the device experiences problems or damage.

Fleet Management Software from Cartrack

Cartrack offers Fleet Management System software that allows you to monitor your vehicles comprehensively, including GPS tracking, fleet cameras, fuel monitoring, and more.

Cartrack's FMS can be used on a wide range of vehicles, from motorcycles and passenger cars to buses and trucks, and even heavy equipment. Cartrack also offers a variety of additional features to optimise your fleet monitoring, such as:

• Fuel Monitoring: Fuel monitoring utilises three types of sensors tailored to specific needs and vehicle types.

• AI and Non-AI Vision: Dashcams and fleet cameras for the visual monitoring of your drivers and vehicles, utilising either AI or conventional technology.

• Mi-Fleet: Vehicle administration and financial accounting software for efficiently managing fleet operating costs.

• Maintenance: An easy solution for fleet servicing and maintenance management, featuring scheduling based on mileage or specific time intervals.

• Start Prevent: An immobiliser that disables the vehicle's starter when there are indications of theft.

• Panic button: An emergency button that sends a notification to the control room in the event of an accident, robbery, or other emergency situation.

• CarPool: A feature that allows you to easily schedule and book the use of the fleet.

• Delivery: Delivery Management System from Cartrack enables easier delivery management, route optimisation, and Proof of Delivery

• Driver Identification: A driver identification tag or password for each vehicle to prevent misuse.

Cartrack Advantages Compared to Other Software

Here are the reasons why you should choose Cartrack as your comprehensive fleet monitoring solution.

Cartrack Fleet Management Software Prices and Subscription Methods

Get Cartrack's Fleet Management System software with a subscription starting at Rp140,000/unit/month. The cost will depend on the package type and additional features you choose. Basic features include:

• Real-time car tracking

• Complete travel history

• Risky driving behaviour (harsh acceleration, sharp turns, and sudden braking)

• Geofencing (virtual boundaries)

• Security notification

• Idling data (lights up but not moving)

• Automatic usage reports

• Web and app dashboard

• 24/7 customer service

You won't have to pay any additional costs for the product or installation, as these are included. Furthermore, you'll receive a lifetime warranty on the equipment, allowing you to get a replacement if it breaks down.

Protect your business fleet with comprehensive fleet management software from Cartrack. Complete the form below so our staff can contact you and provide a special offer for your business or company.

Also Read: Best Fleet Management: How to Maximise Revenue