fleetwave - africa fleet management solutions

Transcription

THE WORLD’S MOST FLEXIBLE & COMPREHENSIVE FLEET
MANAGEMENT INFORMATION SYSTEM
FLEETWAVE
What is FleetWave®?
FleetWave® is a browser-based enterprise Fleet Management system.
As such, it can deliver functionality that will solve a wide range of both fleet management and core
business issues within your organisation.
Operations
Business-Centric
•Cost control
•Fuel & Maintenance
•Workshop Management
•User definability
- add fields, alter layouts, add corporate branding with virtually
unlimited flexibility
•Personnel and productivity oversight
•Integration to telematics, route optimisation and vehicle location
•Empowers individuals through portals and mobile devices
•Service desk management for field workers
•Browser based - i.e. access from anywhere
•Multi-site, multi-company, multi-country
•Digital dashboards to highlight exceptions
•Comprehensive asset management from acquisition to disposal
•Integration to internal finance, HR and legacy systems
•Integration to external lease, maintenance, accident management,
fuel and commercial procurement cards
•Powerful and easy to use sort, query and reporting
FleetWave®
SAVE TIME, SAVE MONEY,
STAY LEGAL
Driver & Risk Management
•Expense management and authorisation
•Route based mileage verification greatly reduces false
mileage claims and mileage 'creep'
•Taxable Benefits
•Accident management
•On-line licence checking
•Claim and sub-rogation management
•Vehicle assignment and allocations
CHEVIN FLEET SOLUTIONS
Purchase & Disposal
•Budget
•Capital Expense Management
•Vehicle Selection
•Planning
•Ordering
•Property management
•Document management
EAST MILL, BELPER, DERBYSHIRE, DE56 2UA, UK
TEL: +44 (0) 1773 821992
FAX: +44 (0) 1773 829910
ENQUIRY@CHEVINFLEET.COM
WWW.CHEVINFLEET.COM
FLEETWAVE
Chevin Fleet Solutions
A Global Market Leading Company
Established in 1990, Chevin Fleet Solutions is the leading global provider of dedicated fleet
management software solutions, with offices in the UK, United States, Australia and Africa.
Complete Customer Satisfaction
All Chevin staff work closely together to achieve one goal: complete customer satisfaction.
Customers are our priority and we aim to keep them satisfied. We have a good record of longstanding customers and that is why we have a customer care system in place to ensure that they
remain so.
Support
We have a dedicated team to help you if problems arise or you have any questions – no matter
how trivial they may seem. We are able to resolve over 85% of issues during the first call. We use a
telephone help desk and the team use „jargon-free‟ language – not incomprehensible
technological lingo!! The team is available during standard office hours and also use e-mail, Skype
and MSN Messenger®.
Training
Our dedicated specialist training team are here to meet all your
requirements – from inductions on how to use the systems, to refresher
courses, to more experienced module training. We work with our
clients to build customised packages to suit their needs and courses
can be held either on site or at our offices.
Updates
We provide all support contract holders with free updates as our software is upgraded. Updates are
fully automated, incorporating a "What's New" document and ensuring your software is always upto-date. Our dedicated test servers enable you to review the updates before applying them to your
live site.
Project Management
As a FleetWave® customer you will be assigned a Project Manager
who will oversee the whole installation process – from the initial order
through to handover. They will also provide pre-installation support and
guidance.
Scoping
Experienced Personnel
System Build
Migration and go-live
Our experienced personnel are dedicated to creating a solution to meet all your individual needs.
Quality
At present we are working towards accreditation for the BS EN ISO 9001: 2002 Quality standards. We
are committed to quality and frequently review our procedures to give a service that is second to
none.
TEL: +44 (0) 1773 821992
FAX: +44 (0) 1773 829910
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FLEETWAVE
Introduction
Chevin Fleet Solutions launched FleetWave® in 2001 – the world‟s first browser-based fleet
management software. It utilises the very latest technologies to provide comprehensive fleet
management for all size fleet operations, using an Internet or Intranet platform.
Understanding the Power of the Internet – Web-enabled vs. Web-based
The internet offers tremendous advantages, like cross-platform capability and access for remote
teams; you may have even experienced these advantages first hand.
But be careful. Most products on the market are only web-enabled; they try hard to imitate clientserver functionality via tacked-on “web” components such as ActiveX and Java, or cross-platform
environments such as Citrix. They are not the same.
So here‟s a quick review of the differences:
Web-based
• Purpose built to run in a web environment
• Offers full functionality within a browser
- no client software required
• Low cost of ownership - low initial licence fees and central
application of updates
• Centrally managed
- Changes made immediately visible to all users
• Very fast
- Very 'thin'
- Ideal for remote sites
• Hugely scalable using latest technologies and distributed
architecture, supporting 10s, 100s or 1000s of users
Web-enabled
• Use add-in components to enable legacy
applications to part function within a browser
• Typically requires a client installation of software
per machine (ActiveX or Citrix)
• Higher ownership costs
- extra licence fees at implementation, greater
maintenance and support costs
• Client-server
- Changes take place at both server and client
• Functionality limited to those parts of the
program that have been web enabled
• Legacy applications and older technology limit
scalability. Often licenced on a per-seat basis
Data Management
One of the major issues facing the implementation of a database system is consistency of input.
One depot‟s Toyota “Landcruiser” is another‟s “Land Cruiser”. To manage this effectively and
wherever practical, FleetWave® will use „pull-down list‟ fields to control input.
To further simplify data entry, these are often connected in a series of re-populating fields. For
example, when defining a vehicle record, as you select TOYOTA, the model list automatically filters
to just that manufacturer.
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FLEETWAVE
Main Modules
FleetWave® is a bespoke system, in that it can be tailored to meet individual needs with virtually
100% of the system being customisable. The following pages summarise the standard FleetWave®
modules.
Each database screen is laid out in a tabbed format, allowing you to see the information you want
quickly and easily.
This tabbed layout also means that you can show a summary of the most relevant information from
other modules in one place.
Example: show all of the drivers a car has had since acquisition; a list of all the repairs and tyre work;
the last/all the locations a trailer has been stored and much more, all chosen by you, to ensure 100%
business fit.
Vehicles
This module holds vehicle and equipment details and costs. Every vehicle (car, van, truck, bus, fork
lift etc) has its own record in the vehicle file and when reports are generated, vehicles can be
included, excluded or grouped according to the data held in the master file.
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FLEETWAVE
Drivers
This section holds the driver master files and the key files within this module are:
Drivers: the driver's name, address, telephone, licences and other personal details
Vehicle Allocation: records who was driving which vehicle and when, including re-allocation to
different cost-centres. This file is also used by fuel analysis interrogation, which indicates each time
the driver has changed (particularly useful if you are investigating a single driver)
Contributions: Used for P11d and P46 reporting (and can record private use and capital
contributions paid by each driver)
Driver Trips: holds both business and private mileage undertaken for each driver.
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FLEETWAVE
Repairs and Workshop
Repairs and maintenance expenditure is a major cost in running any fleet, therefore FleetWave®
places great emphasis on recording and analysing the details of repair and maintenance activities.
Data is entered in the form of a Job Card. This could be information taken from a workshop job
card, a repair invoice or a fitter's time sheet. FleetWave® has an automatic warranty search smart
tool, which searches for potential warranty claims.
For example, if you fitted a gearbox to a vehicle in February, then again in November, FleetWave®
would identify this. This tool recognises new parts fitted with a warranty, parts replaced under
warranty (but not receiving their own warranty) and vehicles under warranty.
Vehicle History
Any job card or repair can be very quickly found, giving information on the date, odometer, and
location etc. It can also provide a summary of the parts, work done and expenditure.
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FLEETWAVE
Workshop Module
For operations that have their own workshop, FleetWave® offers a complete Workshop Tools section,
which includes:
Automatic scheduling
Defect reporting and monitoring
Job card creation
Fitter timesheets / efficiency monitoring
Workshop loading planner
And much more
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FLEETWAVE
Accidents
Accidents can be recorded and a number of analysis reports can be generated, for example,
reports analysing accidents by driver or by day of the week.
The accident module comprises:
Accident File: this holds all of the key information about the accident - who was driving, what
vehicle, date, time, location, police involvement etc. It also contains a comment section and
space for recording damage details as well as garage quotations and photos. You can also relate
the accident to a job card to fully detail all repair work.
Third Parties: as there may be large numbers of third parties involved in an incident (including
witnesses), FleetWave® allows you to record all these as there is unlimited space to do so.
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FLEETWAVE
Stock control
FleetWave® comes complete with a comprehensive stock control system to keep track of garage
spares, stock issues, purchase orders etc.
This module interfaces directly with the job-card screen to allow the automatic issuing of stock items.
For example, issues, receipts, purchase orders and adjustments can be recorded and analysed, as
well as a selection of useful reports including stock re-order and outstanding orders.
Full facilities are included for audit trails and stock checks.
Multi-depot stock query:
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FLEETWAVE
Fuel
This module is used for recording details of fuel drawn by fleet vehicles and subsequent analysis of
this data. As well as the obvious issues and consumption reports, this module includes options for
maintaining a list of fuel keys, a fuel price comparison graph and other related items.
Before any analysis of fuel usage can be performed, the information on what fuel has been drawn
by each vehicle needs to be loaded into FleetWave®.
This can be done either manually or electronically. If it is done electronically, FleetWave® takes
data supplied by a fuel card company or direct from your own fuel dispenser and merges the
information into the FleetWave® file.
FleetWave® can also be set to verify this data, remove the tax element and correct suspect
odometers etc.
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FLEETWAVE
Report Writer
The Query Builder is a built-in report writer that non-technical users can easily use to write their own
reports using drop down menus. They are easy to understand and reports are saved so you use the
same query without having to put in different parameters every time you use it.
Many of our graphs adopt a traffic light colour scheme to represent data:
Green for above target
Yellow for on-target
Red for below target
By remaining consistent in this approach, rogue vehicles can be quickly and easily identified.
Crystal Reports can also be used that enable you to create a wider selection of report types,
including analysis drill-down and comparison.
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FLEETWAVE
Pool Hire
This module allows individuals to book pool vehicles in advance and the planner quickly highlights
when vehicles are booked and to whom, to avoid diary clashes. (See example below)
Diary Planner
The diary planner quickly reminds users of important upcoming dates, for example, MOT, insurance
and servicing.
These reminders can be sent to the vehicle driver via mail, text or email like driver licence
inspections.
The dashboard also instantly highlights a „job‟ if they are overdue, due or due soon.
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FLEETWAVE
Driver Portal
The Driver Portal holds a series of forms or tools to enable users, mainly drivers, to submit data and
use controlled areas of FleetWave®, reducing the data entry burden on the fleet team
Expenses, fuel and mileage claim
This is an online form for submitting driver‟s expenses, fuel and mileage. This can be setup so that
each individual trip can be recorded, which, when combined with our online routing-based mileage
verification service, is a proven money saver.
For example, one client saved £15,000 in one month through more accurate mileage reporting
PDA Functionality
Drivers can carry out their Daily Driver Inspection check using a PDA, with real-time visibility for the
Fleet Manager showing which vehicles have, or more importantly, have not, been inspected.
Where defects are found, these are immediately fed back to the transport manager for rectification
and a DO NOT DRIVE message can be given to the driver. The message will then persist until the
defect has been reviewed by a responsible person. This combination of real-time data capture and
feedback also ensures that an organisation‟s risk profile is greatly reduced.
Drivers can use this approach to capture and maintain mileage records, expense claims and other
relevant information.
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FLEETWAVE
Document Management System
The Document Management System (DMS) facility now ensures the finger-tip availability to the user
of all necessary documentation.
Any number of attachments can be added to a record, typically scans of documents such as
Driver's Licences, Registration Documents, Supplier Invoices and Workshop Job Sheets.
The DMS includes an advanced search tool and librarian functions, allowing for an easily identifiable
audit trail of documentation.
The DMS enables the user to easily locate, view and print documents, as well as to request the
master physical copy of the document and to subsequently track its location, helping to eradicate
the time-honoured problem of lost paperwork.
The DMS function also helps to increase levels of efficiency by ensuring that all necessary
documentation is readily available, identifiable and easily traceable.
With an increasing focus on an “environmentally-friendly” society, the DMS will further assist the user
in the reduction of paper levels by helping to minimise the production of hard copies.
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FLEETWAVE
Vehicle sales
If the fleet department wants to sell off its fleet, then this online auction module allows employees to
submit bids for the vehicles internally. Vehicle information, history and photographs can be included
(see the screen shot below).
External access can also be given to outside sources like dealers or traders, so that they can bid as
well.
Accident claim
There is an online accident claim form with the ability to add pictures etc, which can be submitted,
fed into FleetWave® and sent electronically to insurance and accident management companies.
Vehicle builder
The fleet manager can build in parameters for certain vehicles allowed for each job grade. Vehicle
information can also be imported from other sources including CAP or Glass’s Guide.
This module can also assist when purchasing new vehicles. For example, a driver can „build‟ their
new company vehicle (make, model, specification), submit it to their manager for approval and
then be forwarded to the fleet department for ordering.
The order process can then be tracked to find out at what stage the new vehicle is currently at (e.g.
being built or ready for collection).
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FLEETWAVE
Navigation
The most common files can be directly accessed using the menu at the top of the page or with the
large „picture‟ buttons on the home page. With FleetWave‟s flexible design, you decide which
options are to be included on these two menus.
All other options are available from a drop-down options menu, or via the right-click menu.
Shortcuts to favourite options
Video buttons
Fleet Status tool – shows instantly, actions that are either: overdue, due or
due soon, in a user-friendly traffic light configuration.
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FLEETWAVE
Navigation in ‘Browse’ view
Simple „filters‟ can be applied to
the file using the selection fields
at the top of the page. This is
very useful when you wish to
view only a small set of data.
Data tables can be sorted (ascending or
descending) using any column by simply clicking
on the column header.
If the operator has sufficient
password rights, options appear
for the screen design and
column selection tools.
A simple click on an
entry in column one
will bring up that
record for editing.
The „video buttons‟ at the top of the page
let you move around the file.
Any
records for deletion are simply ticked
before clicking the X button on the
toolbar.
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FLEETWAVE
Complete Flexibility
FleetWave® is incredibly flexible – screen layouts and reports can be configured to your needs:
Screen design tool lets you control what appears on each form
security rules applied to hide sensitive data;
menus and shortcuts placed where you want them;
role specific digital dashboards setup for each user or user
group;
regional or depot access, so users see only the vehicles they
need to, not the whole fleet
…and much, much, more.
Very Importantly - almost every aspect of the system can be customised without the need for costly
reprogramming.
User Definable Screens
All screens and files are flexible and completely user definable, so that you can design the display
screens to your liking.
This is an example of our
screen design tool; with it
you can adapt the overall
layout,
with
complete
flexibility.
For example, if you are
running a fleet of cars you
may wish to record only
basic details using only a
single screen, whilst a
commercial
fleet
may
require a more detailed
vehicle record.
The design tool supports
„drag and drop‟, making
layout adjustments easy.
A wide variety of features can be introduced:
creating buttons to link sections, text, fields, selection lists and free text areas
creating buttons to launch reports
adding picture and images – driver photographs, copies of licences, accident damage etc
linking to external documents – manufacturers technical documents, web-based sites etc
Prior to installation we send you a sample of the standard layouts; these can be modified by
yourselves and used to create your own installation disks.
In this way FleetWave® can be delivered ‘ready to run’.
Remember you can still re-design the screen further, either during the installation or at any
subsequent point.
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FLEETWAVE
Interfaces
FleetWave® interfaces with a wide variety of third-party data sources, including:
Financial and ERP systems such as SAP, JD Edwards, etc
Telematics systems, GPS tracking, Black-box solutions
Fuel management systems
Fuel card providers
Toll road and congestion scheme operators
Maintenance service providers (including Tyres, Windscreens, etc)
Licence verification
Vehicle Licence Bureau
Statutory databases (motor insurance database, etc)
Data migration from existing system
Generate substitute documents for P11d, P46, etc
Working Time Directive
EU Motor Insurance Database 4th Directive
„O‟ licence management
FleetWave® can be used with wireless and LAN technology to provide mobile, field-based solutions.
Password control can be utilised to limit access to different users and therefore ensure full
compliance with the Data Protection Act.
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FLEETWAVE
Multi-Site/National Operations
FleetWave® has been developed specifically to meet the needs of large fleet operators. It is ideally
suited to multi-depot, multi-workshop and multi-national operations.
User Control
Each user that accesses FleetWave® is given a unique user
name and password. With this, the system administrator can
centrally control which modules and what data is visible to
that individual.
The individual is also able to maintain certain aspects of their
profile, including default language.
Multi-lingual
FleetWave® is a multi-lingual product and each user can
select their native language. This is of particular benefit to
global operators where a single language policy would
simply not be practical.
The translation tool within FleetWave® can also be used to customise terminology. For example, if
your organisation refers to vehicles by an “Asset Number” or “Fleet ID”, then that is the term that you
would see on screen in place of the default “Vehicle” label.
Multi-Currency
FleetWave® supports input in any currency, and holds all transactions in both a local currency and a
system currency (determined by the system administrator).
In this way corporate reports can be generated centrally in a single currency, whilst local reporting
continues unchanged. A date-specific exchange table ensures that costs are converted at the
appropriate rate.
Networking
FleetWave®‟s minimal communications overhead also makes it suitable for organisations that do not
currently have individual sites networked together.
We can provide a full package of software, hardware and network connectivity at a very
reasonable cost.
We also offer our Internet Hosting option, where a cheap, unmetered Internet connection at each
site is all that is required - no expensive leased lines, network hardware or infrastructure.
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FLEETWAVE
Corporate Branding
One of the significant benefits of being a true web-based application is that we have the ability to
apply corporate branding to the system. This has two important benefits.
Firstly, if the system is accessed via the clients Intranet, it ensures a consistent „look and feel‟. This has
been found to make operators feel more comfortable with using the system.
Secondly, if your fleet operation is in any way “customer facing”, then they will view the software as
having been developed specifically for you – building value into what you are offering your own
clients.
TEL: +44 (0) 1773 821992
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FLEETWAVE
How FleetWave® Helped
A small sample of companies that have benefitted
from FleetWave‟s powerful capabilities includes:
PaperCo saved 75% of Fleet Manager‟s time
from „number crunching‟
Coca Cola Korea Bottling Company’s system
acceptance and replaced Excel to increase
visibility and accountability
Exel provided
customers
statistical
visibility
for
their
West Midlands Ambulance Service provided up-to-date information and improved efficiency
Saint Gobain made system accessible to drivers so they directly inputted data themselves
Antalis’ changing needs grow and change with the software and have additional bespoke
extras carried out to improve their functionality
Fiege Merlin to process invoices from external suppliers (lease companies, fuel cards,
repairers, tyres etc), verify the amounts and export the data through to SAP for payment,
reducing the amount of duplication throughout the company
First Engineering to control the vehicle procurement and approval processes using a
combination of the replacement forecast and driver/grade selectors
Fujitsu (Telecom) view the system in both French and English and have a single global view of
its fleet costs with timely and accurate management information
Kone to achieve further cost savings and have a consolidated view of their worldwide fleet
operation of 12,000 vehicles
Several NGOs pull together controlling factors such as costs, timings and performance levels
– and then set and monitored target levels
OSCE Mission in Kosovo to accurately monitor vehicles – their whereabouts, routine
maintenance, breakdown, repairs and location along with their extensive toolkits including
spares, safety and cold weather protection
Unipart imported data for 3,000 vehicles from a spreadsheet at the click of a button
GM provided media fleet management and suppliers the tools needed to remotely reserve,
assign and track GM‟s nationally distributed media fleet.
UAP improved asset utilisation, vehicle performance and lifecycle cost visibility
Amtrak improved efficiency by scheduling and managing internal and external fleet repairs
and preventive maintenance nationwide
Client Requirements
The only software that is required is Internet Explorer 5.5 and above.
Hosting solutions are available where all the hardware, IT technical support, updates, software
licences and daily backups are taken care of by Chevin, saving customers time and money.
TEL: +44 (0) 1773 821992
FAX: +44 (0) 1773 829910
WWW.CHEVINFLEET.COM

fleetwave - africa fleet management solutions

Transcription

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