Civica Tranman fleet software: transform the way you work

The pressure on fleet operators to deliver improved service levels while reducing operational costs looks set to continue.

Now more than ever, fleet managers need to demonstrate effective and streamlined fleet management and devise new ways to make their operation more efficient.

Over time priorities, budgets and business processes change and it is important to make sure your fleet software keeps up and evolves with the rest of your business. Have you recently considered how well your software has kept up with your changing business needs?

Civica offers a Fleet Process Review, based on a tried and tested methodology, which evaluates your current business processes and makes recommendations for improvement that includes a comprehensive business case with return on investment.

A recent Fleet Process Review carried out for a Civica Tranman customer identified several areas where significant cost savings of £80,000 per annum could be made. By harnessing the latest technology, including more efficient self-service channels such as web applications and dashboards, increased efficiencies can be achieved through automation of manual processes.

A partnership approach
Civica is a strong, stable and growing partner for our customers.  We blend the broad capability and experience of a large company with the commitment, flexibility and responsiveness of a specialist.

At the core of Civica lies an in-depth knowledge of our customers and their business processes.  Drawing on that knowledge, we provide market-leading software, managed and cloud-based services, with a clear strategy to help organisations to do more, do better and spend less. We combine the people, technology and business process expertise to streamline fleet operations and enhance customer service and to drive new ways of working including efficient self-service channels such as web applications and dashboards.

Award winning grey fleet management at Wiltshire Council
Wiltshire Council has developed an innovative strategy to minimise the risk presented by its grey fleet drivers which has  received recognition in a number of industry awards, winning the Energy Saving Trust’s ‘Fleet Hero’ award for Grey Fleet Management and as a finalist in the Fleet News awards.

Wiltshire Council worked in partnership with their existing fleet software provider Civica, to develop additional functionality to manage the grey fleet.

Tranman is used as a central repository to store all grey fleet data such as information on the driver; name driving licence details including any endorsements and categories and training records. Along with vehicle information including vehicle age, make, model, MOT, insurance and CO2 emissions.

A grey fleet dashboard provides a simple, graphical view of the status of the grey fleet, displaying what checks are due, to proactively ensure drivers are compliant, how many checks have been completed over the last month and highlighting high risk drivers.

High risk drivers are identified based on their driver type and whether they have exceeded the maximum number of points on their driving licence for their specific driver type. The dashboard allows the fleet department to focus on high risk cases and to decide whether individual drivers would benefit from corrective training.

A driver details web portal provides managers with online self-service access to driver information for checking driving licences and documentation, further reducing administration time for the fleet department.

A review of the grey fleet showed that approximately 3,000 council employees use their own vehicles for work purposes as well as an additional 2,000 volunteer drivers. This equated to 5,725,000 unmanaged grey fleet miles and a CO2 emissions level of 1,868.7 tonnes.

The council set an industry best practice target to reduce grey fleet miles travelled for 2012/13 by 20%, which would equate to a reduction of 600 vehicles, 1,145,000 fewer grey fleet miles and CO2 savings of 373.74 tonnes.

Reducing grey fleet miles will be achieved in a number of ways, Adam Davies, Fleet Technician Team Leader at Wiltshire Council explains: "We’re trying to change established driver behaviour by providing viable and attractive alternatives. We encourage grey fleet drivers to use our pool cars which we know are well maintained and have low CO2 emissions. We have also introduced a free shuttle bus between council locations which has the added benefit of freeing up parking spaces."

Davies continues, "We have been able to greatly reduce the number of unnecessary high risks that grey fleet can present. Civica has provided us with an effective solution that enables us to easily identify risks, comply with duty of care legislation and manage the entire process."

Managing a grey fleet presents unique problems for a fleet manager, however Wiltshire Council has proven that significant benefits can be achieved in areas of duty of care, environmental sustainability and also financial efficiency.

The latest developments to fleet software can deliver a real return on investment; give us a call on 01454 874002 to find out how we can help you transform the way you work.