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A Guide to Vehicle Management System Integrations

Rachel Tilley Author: Rachel Tilley   |    On: Tuesday Jul 09, 2024

A vehicle management system provides fleet management or fleet leasing companies everything they need to know on the status of their fleet.  It collects, tracks and monitors data on vehicle's status, location, mileage, fuel consumption, driver behaviour and more.  When a vehicle management system is integrated with third party applications such finance packages or document management software, processes are enhanced and costs can be reduced.

What is Vehicle Management?

Vehicle management, also known as fleet management, involves handling a company's vehicle fleet, from buying and maintaining vehicles to tracking and disposing of them.  Businesses may handle this internally or employ a 3rd party company who specialise in providing employee vehicle benefits. The main goals are to maximise efficiency, ensure safety, follow regulations, and minimise costs.  Achieving this requires a mixture of technology, planning, and skilled personnel.

A telematic device fitted across a fleet of vehicles enables information to be sent wirelessly to the vehicle management system where a fleet manager can assess the data. It enables managers to understand whether the fleet is working to maximum capacity, how long tasks take, vehicle health, monitor safety and if there are any maintenance requirements.

Key Aspects of a Vehicle Management System

A vehicle management system provides a proactive approach to logistics, streamlining operations and enabling business owners to make informed decisions.  Key aspects the system should cover are:

  • Vehicle acquisition and disposal: choosing the right vehicles based on business needs and cost
  • Disposal: selling or replacing vehicles at the right time to maximise return on investment
  • Maintenance and repairs: regular check-ups to prevent breakdowns and extend vehicle life. Quick handling of unexpected repairs to minimise downtime
  • Monitoring consumption: tracking fuel use to spot inefficiencies.  Using fuel cards for easier tracking and control of fuel expenses
  • Telematics and tracking: real-time tracking of vehicles via GPS to monitor routes and driver behaviour.  Using vehicle data to improve maintenance and reduce costs.
  • Driver management: ensuring drivers are trained in safety and efficient driving.  Tracking driver behaviour to promote safe driving and reduce accidents
  • Regulatory compliance: keeping up with regulations to avoid fines and legal issues. Implementing systems to ensure compliance with laws regarding hours of service, inspections, etc.
  • Integration: integrating a vehicle management system with other applications will streamline operations.

Vehicle Management System Integration

Vehicle management system integrationAs business grows, when processes need to be improved, or when there is a requirement to show compliance, vehicle management system integration with other applications such as finance packages or document management software can be crucial to improving operations.

Using a dedicated digital records system to track vehicle history, maintenance, invoicing and compliance documents is the way the most efficient organisation work.  Having all this information in one central place is the most efficient way to manage the large amount of administration that happens behind the scenes with vehicle management.

Many vehicle management systems will have a pre-configured integration options available, and for those that don't, an API can be used to support the integration.  We have successfully integrated our document management software with a variety of third-party applications via this API to streamline operations, reduce data entry, and improve processes.

Vehicle management system integration with a document management system enables staff to work smarter.  They can instantly access the documents that represent the data they need to analyse or monitor, in the same screen without needing to know where the supporting documentation is stored. 

All data received into the vehicle management system, whether it's fuel card information, route details or temperature monitoring can be pulled together into the document management system. This data can also be visually represented via a reporting dashboard to clearly identify process bottlenecks and gain insights into peaks and lows in activity.

Automation improves customer serviceAutomation of document-related tasks and reminders such as approvals, renewals, and audits can also be implemented with a document management integration. Vehicle maintenance reminders can be sent to designated members of staff to ensure nothing is missed.  Details about current drivers operating your fleet can also be easily and securely stored, including drivers' licenses and insurance details.  Searching for documents is made easy as a simple look up of a driver's name will show all the related documents stored in the system.

The Driver and Vehicle Standards Agency (DVSA) carry out tests to make sure lorries and buses are safe to drive, and operate roadside checks on drivers and vehicles.  This makes it's vital that all documentation relating to any vehicle is current and easily accessible. 

When stored in a document management system, fleet documentation can be accessed by authorised users from anywhere with an internet connection.  This includes access to associated emails, invoices, images of damaged vehicles or accident reports.

Learn More About Document Management

Benefits of Effective Vehicle Management

One of the key benefits of effective fleet management is the significant cost savings that can be achieved.  By reducing fuel consumption through better route planning and monitoring of driver behaviour, businesses can see a noticeable decrease in their fuel expenses.  Additionally, implementing preventive maintenance schedules can lower overall maintenance costs and extend the life of vehicles, ultimately maximising their resale value.

Another important advantage of efficient fleet management is the increase in operational efficiency.  With better route planning and dispatching, businesses can optimise their delivery schedules and ensure timely arrivals. This not only improves customer satisfaction but also reduces downtime by ensuring that vehicles are properly maintained and serviced when needed.

Vehicle Management System Integration - Conclusion

With vehicle management system integration, the data flow between different systems becomes automated, manual input reduces and errors are minimised.  This not only saves time but also ensures that all information is up-to-date and easily accessible.  By setting up automated notifications and alerts, businesses can stay on top of important deadlines and ensure that their fleet operations run smoothly and efficiently.

Overall, vehicle management system integration enhances the functionality and effectiveness of fleet management by providing a comprehensive and interconnected approach to handling all aspects of vehicle operations.  This seamless integration not only improves processes but also leads to cost savings, increased efficiency, and better compliance with regulations, ultimately driving success for fleet and vehicle management companies.

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