Fleet management is the management process of operating five or more vehicles to run on time and within budget. This management system is used by a wide variety of industries. Any company or organization that uses a fleet of vehicles is doing some form of fleet management. Fleet management is focused on keeping operating costs low and minimizing risk.
Typically, fleet management systems are managed and supported with some sort of centralized software platform.
The role of a fleet manager is multifaceted and can vary between different fleets. They need to oversee operations to ensure the fleet and the business they work for runs smoothly.
Fleet managers require solutions to common problems to run their fleet of vehicles in the most efficient and safe way. Some of the tasks that fleet managers contend with include:
Fleet managers often utilize different technologies, such as telematics, data analytics and software to help them identify and address the challenges of operating an efficient and effective fleet.
Digital, Internet of Things (IoT) and artificial intelligence (AI) technologies are fundamentally transforming how businesses across all industries operate and deliver value to their customers—and those who operate vehicle fleets and mobile workforces have in many ways been leading the way.
Fleet managers have been early adopters of technologies that enable them to see more and make smarter decisions that are guided by data insights.
Examples of technologies being adopted by fleet managers include:
Driver Monitoring System (DMS)
Sometimes known as driver attention monitor, is a safety system to assess the driver’s alertness and notify the driver of any distraction and fatigue that could lead to a road incident.
Advanced Driver Assistance System (ADAS)
Is a term used to group technologies that assist drivers in driving to increase vehicle and road safety. ADAS utilizes automated technology, such as sensors and cameras, to detect nearby obstacles or driver errors, and respond accordingly. Proximity sensors, surround-view, traffic sign recognition, blind spot information system, and forward-collision warning are examples of technologies considered to be ADAS.
Telematics
Is the combination of technologies (telecommunications and informatics) used to track and monitor data related to a vehicle including location, driver behavior, engine diagnostics and vehicle activity. This data can then be aggregated across a fleet and visualized in a software platform to help fleet managers identify operational inefficiencies, for example in fuel consumption.
Video Telematics
Is the combination of technologies (camera, telecommunications and informatics) used to accrue all the benefits of telematics with the additional benefits of high-definition video footage of the prevailing road conditions of a vehicle, the driver and any cargo being transported. Fleet Managers are better able to understand driver behavior, provide personalized driver coaching, investigate road incidents with indisputable evidence and manage risk.
Workflows
A workflow is a system for managing repetitive processes and tasks which occur in a particular order. Workflow management software assists in simplifying and optimizing a business process within an organization. It does this by coordinating interactions among different stakeholders or between individuals and information systems. Fleet managers are utilizing workflows to automate and streamline repetitive processes such as remote driver coaching, accident reporting, safety checks and maintenance scheduling.
Route Optimization
Is planning the most cost-efficient route for drivers to follow and includes factors such as the number and location of all the required stops on the route, as well as time windows for deliveries. Route-planning software helps fleet managers review the costs of different route options and resource availability.
Voice assistant
Sometimes referred to as voice-tech, this is a piece of software that communicates to the user audibly and may respond to spoken commands. It can be used by the driver to literally talk to a smartphone, or another device. Distracted driving is the #1 cause of collisions globally, voice assistants or phone message readers are becoming more popular with fleet managers to reduce risk and encourage safer driving. Message readers can read the message so the driver can remain focused on the road. Productivity without sacrificing safety.
Mobile Digital Video Recorder (DVR)
Not to be confused with home DVRs, these hardware devices are designed specifically for installation in vehicles and withstand factors such as vibrations and unstable power supplies to provide continuous recording without the risk of failure.
The Internet of things (IoT)
describes physical objects (or groups of such objects) with sensors, processing ability and software that connect and exchange data with other devices and systems over the Internet or communication networks. The IoT is at the forefront of connectivity and fleet digitization and underpins the transfer of telematics and video telematics data to the fleet manager software platform.
Sometimes known as driver attention monitor, is a safety system to assess the driver’s alertness and notify the driver of any distraction and fatigue that could lead to a road incident.
Is a term used to group technologies that assist drivers in driving to increase vehicle and road safety. ADAS utilizes automated technology, such as sensors and cameras, to detect nearby obstacles or driver errors, and respond accordingly. Proximity sensors, surround-view, traffic sign recognition, blind spot information system, and forward-collision warning are examples of technologies considered to be ADAS.
Is the combination of technologies (telecommunications and informatics) used to track and monitor data related to a vehicle including location, driver behavior, engine diagnostics and vehicle activity. This data can then be aggregated across a fleet and visualized in a software platform to help fleet managers identify operational inefficiencies, for example in fuel consumption.
Is the combination of technologies (camera, telecommunications and informatics) used to accrue all the benefits of telematics with the additional benefits of high-definition video footage of the prevailing road conditions of a vehicle, the driver and any cargo being transported. Fleet Managers are better able to understand driver behavior, provide personalized driver coaching, investigate road incidents with indisputable evidence and manage risk.
A workflow is a system for managing repetitive processes and tasks which occur in a particular order. Workflow management software assists in simplifying and optimizing a business process within an organization. It does this by coordinating interactions among different stakeholders or between individuals and information systems. Fleet managers are utilizing workflows to automate and streamline repetitive processes such as remote driver coaching, accident reporting, safety checks and maintenance scheduling.
Is planning the most cost-efficient route for drivers to follow and includes factors such as the number and location of all the required stops on the route, as well as time windows for deliveries. Route-planning software helps fleet managers review the costs of different route options and resource availability.
Sometimes referred to as voice-tech, this is a piece of software that communicates to the user audibly and may respond to spoken commands. It can be used by the driver to literally talk to a smartphone, or another device. Distracted driving is the #1 cause of collisions globally, voice assistants or phone message readers are becoming more popular with fleet managers to reduce risk and encourage safer driving. Message readers can read the message so the driver can remain focused on the road. Productivity without sacrificing safety.
Not to be confused with home DVRs, these hardware devices are designed specifically for installation in vehicles and withstand factors such as vibrations and unstable power supplies to provide continuous recording without the risk of failure.
describes physical objects (or groups of such objects) with sensors, processing ability and software that connect and exchange data with other devices and systems over the Internet or communication networks. The IoT is at the forefront of connectivity and fleet digitization and underpins the transfer of telematics and video telematics data to the fleet manager software platform.
There are two major global trends happening in the regulatory environment affecting fleet operators and fleet managers. The first trend is aimed at addressing road safety concerns and is commonly referred to as “Vision Zero”. The second regulatory trend is focused on managing climate change sometimes referred to as “Net Zero”.
Fleet management software is the management tool or portal of the fleet manager, it facilitates fleet managers in their duties of day-to-day management of a fleet of vehicles. The Fleet management software is connected via telecommunication networks to edge devices or hardware on the fleet vehicle allowing fleet managers to intelligently manage their vehicle fleets.
The fleet manager can use their fleet management software to tap into the CANBus network (the electronic communications system that allows different parts of the vehicle to talk to each other) of vehicles, collecting a variety of rich information, such as mileage per gallon, vehicle speed, on/off status of vehicle, engine speed, and many other relevant information. If they utilize video telematics, they can collect more data from cameras and sensors deployed on the vehicle. All this data can be visualized to the Fleet Manager within the fleet management software and leveraged to improve the performance of their fleet, as well as to reduce the operation costs.
The core deliverables of any fleet management software include the collection, storage, processing, monitoring, reporting, and exporting of fleet data.
When Fleet Managers implement advanced fleet management software, they should be able to manage the following through the system:
As more and more suppliers enter the market, fleet managers should consider the following aspects when choosing a supplier to support them with operating their fleet:
Onboarding support
A structured onboarding process to support and train all the critical users of the software platform including the management team, back-office personnel, and drivers.
Interoperability
Look for a solution that is interoperable with any other software your operation uses and integrates with existing IT systems and custom accounting and warehouse systems.
Automating processes
Consider solutions that remove and automate manual processes rather than swapping established steps for new ones. Evaluate the logic of the processes the new fleet management solution may bring to your organization – check whether they are simpler to manage and monitor, reducing the number of steps you are required to take to get any given task completed.
Customer experience
As well as safety, you want a solution that makes you more efficient, productive and offers a better overall service to your customers, speeding up delivery with real-time status updates.
Driver empowerment
Choose a system that has been developed with the driver in mind. One that optimizes their ability to drive more safely, optimizes their performance, and promotes job satisfaction.
Data security and accuracy
Pick a provider that has a strong data security policy and one that holds themselves accountable for the accuracy and honesty of the insights their platform generates.
Driver surround vehicle in-cab visibility
Decide what level of surround vehicle driver visibility is the best fit for your fleet requirements. The right fit for you is likely to depend on the type of fleet vehicles you operate and road safety record. Certain vehicles such as large trucks may be subject to city or national regulatory requirements dictating the level of visibility the driver has around the vehicle.
Compliance
You will have a few compliance requirements to consider when selecting fleet management software. Does it comply with or support compliance with the local city, state or national regulations affecting your fleet operations? Does it empower you to track, monitor, report on and enforce organizational policies such as those concerning safety? Does it support rapid investigations into potential breaches of compliance and provide an evidence base to enable you to draw conclusive answers?
Carbon emissions tracking
Increasingly government, cities and investors are looking to understand, track and reduce the environmental impact of their fleet operations. It is difficult for fleet managers to react to these pressures and implement new policies related to the environmental impact of your fleet without reliable data. Badly driven and poorly maintained vehicles have higher emissions and fuel costs. Eco-driving styles significantly reduce the impact on the environment of a fleet by lowering fuel consumption, exhaust emissions and improving the vehicles efficiency. Advanced fleet management systems can provide powerful analytics that will allow you to visualize the data from vehicles to discover trends in fleet utilization, driving performance, fuel consumption and vehicle CO2 emissions.
Future proof
Fleet management platforms are evolving rapidly with new technological developments and capabilities almost happening daily alongside the growing new regulatory compliance requirements on fleets to address global road safety and climate concerns. Look for a fleet management software partner with a continually developing scalable product with new innovations, proactively addressing the oncoming threats that fleet managers are facing.
A structured onboarding process to support and train all the critical users of the software platform including the management team, back-office personnel, and drivers.
Look for a solution that is interoperable with any other software your operation uses and integrates with existing IT systems and custom accounting and warehouse systems.
Consider solutions that remove and automate manual processes rather than swapping established steps for new ones. Evaluate the logic of the processes the new fleet management solution may bring to your organization – check whether they are simpler to manage and monitor, reducing the number of steps you are required to take to get any given task completed.
As well as safety, you want a solution that makes you more efficient, productive and offers a better overall service to your customers, speeding up delivery with real-time status updates.
Choose a system that has been developed with the driver in mind. One that optimizes their ability to drive more safely, optimizes their performance, and promotes job satisfaction.
Pick a provider that has a strong data security policy and one that holds themselves accountable for the accuracy and honesty of the insights their platform generates.
Decide what level of surround vehicle driver visibility is the best fit for your fleet requirements. The right fit for you is likely to depend on the type of fleet vehicles you operate and road safety record. Certain vehicles such as large trucks may be subject to city or national regulatory requirements dictating the level of visibility the driver has around the vehicle.
You will have a few compliance requirements to consider when selecting fleet management software. Does it comply with or support compliance with the local city, state or national regulations affecting your fleet operations? Does it empower you to track, monitor, report on and enforce organizational policies such as those concerning safety? Does it support rapid investigations into potential breaches of compliance and provide an evidence base to enable you to draw conclusive answers?
Increasingly government, cities and investors are looking to understand, track and reduce the environmental impact of their fleet operations. It is difficult for fleet managers to react to these pressures and implement new policies related to the environmental impact of your fleet without reliable data. Badly driven and poorly maintained vehicles have higher emissions and fuel costs. Eco-driving styles significantly reduce the impact on the environment of a fleet by lowering fuel consumption, exhaust emissions and improving the vehicles efficiency. Advanced fleet management systems can provide powerful analytics that will allow you to visualize the data from vehicles to discover trends in fleet utilization, driving performance, fuel consumption and vehicle CO2 emissions.
Fleet management platforms are evolving rapidly with new technological developments and capabilities almost happening daily alongside the growing new regulatory compliance requirements on fleets to address global road safety and climate concerns. Look for a fleet management software partner with a continually developing scalable product with new innovations, proactively addressing the oncoming threats that fleet managers are facing.
Video quality
The number of pixels contained in the display image are what defines if a camera outputs high-definition (HD) or standard-definition video. HD will have more pixels per square inch versus standard-definition, meaning clearer quality. HD is 720p and above.
Artificial intelligence (AI)
Real-time analysis of the road conditions and driver, to proactively detect and protect against dangerous driving habits. Audible alerts triggered by road hazards or signs of driver fatigue or distraction can immediately improve the quality and safety of driving.
Internet cloud connectivity
Without it, manual retrieval of footage will be necessary, or face footage being overwritten. Having internet connected cameras with automated uploading of video footage of road incidents means evidence is safeguarded, and easily retrieved for driver training, disproving false-claims and driver exoneration.
Voice technology
Eliminate driver distraction caused by them having to interact with their phone to receive messages, voice technology can read out important messages to them.
Harsh event detection
The accelerometer and g-sensor (for motion detection), and GPS tracking of the telematics device detect unsafe driving. Identifying and alerting you to incidents of sharp turning, excessive braking, as well as collisions.
Night vision
Image quality isn’t reduced because of reduced light or because it is night-time, thanks to High Dynamic Range (HDR) and infrared LED.
Driver self-coaching capabilities
To prevent accidents and simply drive fuel-efficiently drivers need to continually learn and review their own style. Check whether AI enables the platform to coach drivers, so that they can be in control of their own coaching.
Configurability
Fleets often contain numerous different models and types of vehicles such as vans, coaches, trucks and cars. Each type of vehicle will have its unique attributes that can impact on the effectiveness of any fleet management system you implement so configurability and adaptability are critical, especially to fleets of mixed vehicle types.
Mobile apps for both driver and fleet manager
A user-friendly interface is important for the successful implementation and utilization of any fleet management system. The fleet manager and driver will have differing objectives in using a fleet management platform. Separate app interfaces designed to meet their needs mean each user receives the best user experience and value.
The number of pixels contained in the display image are what defines if a camera outputs high-definition (HD) or standard-definition video. HD will have more pixels per square inch versus standard-definition, meaning clearer quality. HD is 720p and above.
Real-time analysis of the road conditions and driver, to proactively detect and protect against dangerous driving habits. Audible alerts triggered by road hazards or signs of driver fatigue or distraction can immediately improve the quality and safety of driving.
Without it, manual retrieval of footage will be necessary, or face footage being overwritten. Having internet connected cameras with automated uploading of video footage of road incidents means evidence is safeguarded, and easily retrieved for driver training, disproving false-claims and driver exoneration.
Eliminate driver distraction caused by them having to interact with their phone to receive messages, voice technology can read out important messages to them.
The accelerometer and g-sensor (for motion detection), and GPS tracking of the telematics device detect unsafe driving. Identifying and alerting you to incidents of sharp turning, excessive braking, as well as collisions.
Image quality isn’t reduced because of reduced light or because it is night-time, thanks to High Dynamic Range (HDR) and infrared LED.
To prevent accidents and simply drive fuel-efficiently drivers need to continually learn and review their own style. Check whether AI enables the platform to coach drivers, so that they can be in control of their own coaching.
Fleets often contain numerous different models and types of vehicles such as vans, coaches, trucks and cars. Each type of vehicle will have its unique attributes that can impact on the effectiveness of any fleet management system you implement so configurability and adaptability are critical, especially to fleets of mixed vehicle types.
A user-friendly interface is important for the successful implementation and utilization of any fleet management system. The fleet manager and driver will have differing objectives in using a fleet management platform. Separate app interfaces designed to meet their needs mean each user receives the best user experience and value.
An important part of a fleet management system is how the video footage and data generated is stored. You can opt for a flash drive or internal SD card; however, these options have limited memory space. Once storage capacity is reached the device either stops recording or automatically overwrites precious footage. This can mean a manual download and transfer of footage is required.
However, more sophisticated providers will opt for a Digital Video Recorder (DVR) to be a part of their hardware set-up, which has a greater storage capacity, but also can instantly upload all footage to a virtual cloud.
Even more sophisticated platforms will be intelligent and upon impact, sudden braking or other incidents, automatically identify and upload the recorded segment and send an alert to the fleet manager. Consolidating the incident into a short clip with a few seconds pre, during, and post event.
At the simplest level a vehicle camera system can be a camera fitted to a vehicle’s dashboard, enabling it to record the road ahead. The primary use that fleet managers have for this system is using recorded data to investigate road accidents to establish who was at fault.
However, vehicle camera systems can be much more sophisticated and perform many more applications. Advanced systems comprise of a connected fleet management software platform, sensors and a range of AI powered camera technology to minimize risk and enhance driver safety.
A “vehicle camera system” could still be a single forward-facing dashcam, or it could consist of multiple cameras fitted both outside and inside a vehicle. The cameras can be installed to cover the interior of cargo holds, mounted on dashboards, or fixed to the vehicle exterior.
A typical vehicle camera system fitted to a large goods truck may comprise of cameras placed around the vehicle. Installed facing the front, driver, offside, nearside, rear and cargo, covering a multitude of angles. In addition, supporting technologies such as sensors, mobile digital video recorder, telematics, artificial intelligence and machine learning are leveraged to provide a comprehensive fleet management solution.
Pedestrian detection camera
Blind spots are common for commercial vehicles but are in different locations depending on the vehicle type. AI enabled pedestrian detection cameras can be placed in locations that would otherwise be invisible to the driver. Detecting pedestrians and other vehicles the driver would not be able to see vie their mirrors.
AI-powered dual facing-dashcam
Mounted to face forward, but an additional lens faces into the cab, capturing in-cab activity. Useful to identify driving behaviors and subsequent training needs. Captures how attentive a driver is to the road in cases of insurance claims.
Internal / Cargo cameras
Can be mounted in multiple locations. Protect passengers in transit vehicles or cargo in trailers.
Exterior cameras
Incidents of reported sideswiping are common especially for large commercial vehicles. Mounted external cameras capture a 360° view of the surroundings. Beneficial in their ability to disprove false claims, where other vehicles have caused sideswiping damage.
External heavy duty rearview camera
Rearview cameras are mounted on the outside rear of the vehicle recording the road behind. An in-cab monitor shows objects or dangers when reversing and provides evidence in case of a rear-end accident.
Side & corner collision warning sensors
Proximity sensors fitted to near side corner and near side blind spots to detect pedestrians, cyclists and objects. Sounding alerts to the driver of risks of collision.
Blind spots are common for commercial vehicles but are in different locations depending on the vehicle type. AI enabled pedestrian detection cameras can be placed in locations that would otherwise be invisible to the driver. Detecting pedestrians and other vehicles the driver would not be able to see vie their mirrors.
Mounted to face forward, but an additional lens faces into the cab, capturing in-cab activity. Useful to identify driving behaviors and subsequent training needs. Captures how attentive a driver is to the road in cases of insurance claims.
Can be mounted in multiple locations. Protect passengers in transit vehicles or cargo in trailers.
Incidents of reported sideswiping are common especially for large commercial vehicles. Mounted external cameras capture a 360° view of the surroundings. Beneficial in their ability to disprove false claims, where other vehicles have caused sideswiping damage.
Rearview cameras are mounted on the outside rear of the vehicle recording the road behind. An in-cab monitor shows objects or dangers when reversing and provides evidence in case of a rear-end accident.
Proximity sensors fitted to near side corner and near side blind spots to detect pedestrians, cyclists and objects. Sounding alerts to the driver of risks of collision.
For a fleet operator to get the most out of a camera system it is important to have buy-in from all parties involved, including drivers. As soon as it becomes a consideration for your fleet, it is important to consider how to introduce the system to your drivers.
Some or all fleet drivers may immediately appreciate the potential benefits of a camera system to their day-to-day role. These benefits include the ability to exonerate them and support their account of events in the case of a road incident, or by providing them, their vehicles and cargo additional security from theft or abuse. These benefits may be enough on their own to support a persuasive case for implementing a fleet camera system. Some drivers may, however, have concerns related to personal privacy that could inhibit their buy-in.
A considered process of driver consultation, education and training can normally alleviate most if not all driver concerns. This process can also reveal considerations that the fleet manager may have not fully considered at the outset and influence the nature of the deployment plan or point to features of the solution that should be adapted.
Trust is an important element to managing any team effectively and fleet management is no exception. It is natural for anyone to want to understand the purpose of any monitoring system. In cab driver facing cameras or cargo facing cameras monitoring work activities may cause drivers to naturally question what is being monitored and recorded, such as, why is it necessary and how is the data or footage planned to be used.
The system is not only new to your drivers but also every other member of the organization. Onboard the system with a trial, selecting a few vehicles, drivers, and back-office personnel to use the system before wider fleet rollout. This will ensure your team know how to use the system and prevent misinformation being spread.
Remind drivers footage captured will be used for their benefit. It can be used to learn valuable lessons and enable the development of safer driving practices. Going a step further, if the driver is involved in a dispute, the camera system can act as an independent witness to verify the exact course of events. This can protect drivers from false-claims and crash-for-cash schemes.
Explain that the system can act as a driving assistant, one that aids in the improvement of their performance and protects them from the chance of having an accident.
With an advanced fleet camera system drivers will be able to spend more time on the road, as they will be empowered to manage their own training through the fleet management platform. The real-time element of the training also reduces the risk of unsafe driving habits going unnoticed until a near-miss, or accident occurs.
The system can capture specific incidents of unsafe or harsh driving and help the driver improve before it becomes life-threatening to the driver and other road users. These everyday incremental improvements to driver safety performance will also save the fleet time and money by minimizing the costs associated with road accidents, such as;
Make the process of building a safer, high performing fleet with a fleet management system roll-out an engaging driver experience. Gamifying the driver scorecard reporting features to reward drivers for their safety and performance records can help encourage a positive view of the fleet management system while incrementally building a fleetwide safety and performance culture.
Please feel free to reach out to our team to discuss how CameraMatics can help you digitize your fleet management process by introducing a camera system to your organization.
