Vehicle Fleet Reporting: Creating transparency and clarity in the fleet

Ensuring mobility in the company, promoting employee motivation and all the while keeping a sharp eye on fleet expenditure – these are just a few of the many demands shouldered by a fleet manager.

Heightened attention pays off especially when it comes to the issue of costs, as the fleet has to ultimately pay off. Fleet managers need to maintain a constant eye on the operating expenses if they are to spot potential cost drivers and so lay down the basis for strategic decisions in the fleet.

Why fleet reporting is so important

One thing is certain: fleet controlling always pays off. However, it’s not only what is analyzed that is important, but also how. The better the data is structured, the more meaningful and less time-consuming data preparation will be. Even though fleet controlling is primarily intertwined with cost control, other indicators play a decisive role:.

• Identifying outliers: a comparison of vehicle classes against reference vehicles quickly reveals deviations.
• Taking the holding period into account: recording the technical lifecycle, including repair costs, provides information on the optimum service life. When do maintenance and repair expenditure exceed the costs of a new Vehicle?
• Analyzing claim rates: an analysis of the types of damage as well as their frequency and timing can provide indications leading towards appropriate measures to reduce claim rates, such as better driver training and installation of rear-view cameras for enhanced visibility.
• Monitoring appointments: keep track of open and completed obligations such as driver’s license checks and inspection Appointments.

Step by step to meaningful fleet reporting

Every fleet is different(ly structured) and so reporting requirements need to be individualized. The first step is to define the requirements for the reporting tool. The challenge is to track the complexity of the fleet as simply as possible using the most important key figures. The following questions help to establish meaningful fleet reporting.

Question #1: What processes are the data based on?

Irrespective of your fleet management concept (in-house or outsourced), attention must be paid to qualitative as well as quantitative evaluation and the data collected.

Question #2: How is the information displayed?

The appropriate data output is determined, i.a., by the amount of data and the aim of the analyses. Lists, contracts and general cost center reports are suitable for large data volume. Attractive dashboards providing a quick overview of the most important key figures including graphics are also highly desirable. From here, the user can evaluate specified details in the analysis. Traffic light reports are also very useful for highlighting important data.

Question #3: How often is data needed?

Availability of data as well as the need for their up-to-dateness are decisive factors that impact reporting. If reports are needed frequently, then it is all the more imperative to have data ever available.

Question #4: Where is the data available?

The data should be available to all authorized personnel in and outside the fleet. Access on different end devices should also be considered. Based on these questions, a catalogue of requirements for the organizational as well as the technical development of a reporting solution will result:

• The level of detail of the reporting must be determined.
• Access modes/regulations for reporting needs to be determined.
• Security aspects as well as access restrictions of content with regard to the EU General Data Protection Regulation must be assigned.

A summary of diverse data sources in reporting

The lack transparency in fleet management is certainly not the result of lack of data, but rather it stems from the difficulty of consolidating, screening and analyzing data speedily. Data sources for comprehensive reporting are manifold: they can be provided from financial or personnel accounting, file cards, Excel tables, online evaluation tools from leasing providers, data deliveries from refueling companies or insurance firms, and much more. The aim of any reporting therefore should be to process the incoming data efficiently and transparently.

Consolidation can take place either via a so-called data warehouse or through the use of suitable fleet management software, which covers all vital aspects and offers customized analyses.

FLEET+ management solution to your aid

A fleet solution that supports the administration of processes and data, and provides interfaces to service providers, fuel suppliers and many more is the ideal prerequisite for reporting – and all this at the click of a button. This is where our Fleet+ management solution comes in:

• Integrated dashboards that display all the key figures (e.g. frequency of damages, ROI, ct/km per vehicle scenario)
• Recording of comparisons for targeted monitoring
• Generating to-do lists (e.g. mileage capture, contract extension, outstanding claims, driver’s obligations and vehicles)
• Implementation of a list generator for better target group sorting (inventory lists per business partner, cost center etc.)

Fleet+ can be used even if you have your fleet managed by one or more external service providers, as it gives you ongoing contract control. We at Carano will be happy to advise and support you in your efforts to create greater transparency and clarity in your fleet and to set up meaningful fleet reporting.

For more about our comprehensive Fleet+ management software:

www.carano.de/fleet-fuhrparksoftware