Vehicle Fleet Management: The Fundamentals Of Managing Fleet

vehicle fleet management

A vehicle fleet management is the process of making a transportation entity to be more efficient with its primary task.  The task may involve the transport or movement of goods, passengers ohir equipment, from one location to another.

An effective vehicle fleet management goal is to gain maximum output with very minimal overall cost.  It is like transporting more people with less fuel.

Overall, an administration of a vehicle fleet is very much dependent on the organization’s policies.  They are, in a way, restrictive on what particular vehicle to be used by whom, to where.  To point it out simply, there are vehicles that can only be used for specific projects, while other vehicles can be used for any project, some vehicles have assigned drivers – it does not leave the area without its designated driver, while others can be self-driven.

To have an effective fleet management, factors surrounding the project need to be identified first.  This includes knowing the overall nature of a project.  One that is in an urban setting will mostly require saloon cars while a remote area of operation may need a large four-wheel-drive SUVs because of the rugged terrain.

Some criteria for vehicle procurement are:

  • Donor criteria;

  • Uniformity of the vehicles;

  • The proper vehicle for the fuel availability;

  • The purpose of the vehicle;

  • The terrain where the vehicle will operate;

  • Acquisition cost;

  • Availability from local suppliers;

  • Parts availability;

  • Warranties;

  • Availability of highly trained local mechanics.

The location of the vehicle management facility also needs to be well planned, for logistical function, which is guided by:

  • Cost efficiency;

  • The safety of the staff going to and from the location;

  • Safety on the roads to and from the location;

  • Vehicle’s overall safety and security.

Record keeping is very important for a vehicle fleet management hence:

  • Each vehicle has a record book;

  • Record books are checked on a weekly basis;

  • Every vehicle is logged out and signed for on every trip;

  • Fuel is purchased or distributed from a central location, if there is a designated petrol station complete, an official receipt is needed for record purposes;

  • Vehicle keys are endorsed at the end of the day;

  • Drivers adhere to the carrying capacity as provided by the traffic law;

  • Unauthorized use of vehicles is strictly prohibited.

Fleet management systems

Vehicle fleet management software may be needed in order to maximize the vehicle resources at hand.  A fleet management system can record just about anything in a vehicle and can provide an in-depth report if needed, which may include:

  • Travelled distances

  • Reached destinations

  • Official and private mileage

  • Fuel consumption

  • The vehicle’s repair and maintenance record

  • Planned and completed servicing

Reports are available on a weekly, monthly or bi-monthly basis depends on the requirement of the organization.  These reports can contain the following information:

  • Refuelling summary by vehicle and average fuel consumption can be shown

  • Mileage summary per vehicle

  • Repairs and  maintenance

  • Accidents, if any

The system is designed to monitor every vehicle in its database or record.  And if there are more vehicles to manage, things can get a little messy.  And that is where a fleet management system comes in.