Today’s guest post comes to us from Derek Singleton, ERP Analyst at Software Advice. Software Advice helps buyers find the right software for their business by constantly publish product profiles, comparisons, best practices guides and other research to their website. Experts are also available by phone to provide free consultations for software buyers.

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Over the last few years, everyone has been feeling the pinch from the rising cost of fuel. Many businesses and fuel procurement offices have assumed that if they could just get past a couple of tough years, that fuel costs will stabilize. If there’s one thing that’s become clear over couple year, it’s that high oil prices are here to stay. 2011 set a record for highest average inflation-adjusted fuel price, and 2012 is projected to keep pace with those levels.

While the high cost of fuel can be a vexing problem for businesses everywhere, it’s can be a major obstacle for shippers and carriers. Luckily, there are a few things that companies that manage a fleet can do to manage the rise in fuel prices. Here are two ways that companies help reduce the impact of high fuel prices on their bottom line.

Improve Procurement of Fuel
One of the main trends that we’ve seen in the oil and gas market over the last couple of years is increasing volatility. It’s not uncommon for the market to swing five cents per gallon on a given day. If you find yourself on the wrong side of a purchasing decision when buying thousands of gallons of gas, you can quickly bleed money and go over budget. There are some automated solutions, such as FuelQuest, on the market that can help companies forecast demand, monitor on-hand fuel, and procure at the best market price. These solutions can help companies avoid buying at the wrong time and bolster their bottom lines-and they can often save four to six cents per gallon on fuel purchases.

Better Manage Your Fleet
After making better fuel purchasing decisions, better managing the fleet is a logical next step. While there are some very impressive new technologies (e.g. eco-friendly engines and aerodynamic trailers) on the market, these can be pricey investments. Where companies can get a far better bang for their buck is in employing highly-skilled drivers that are versed in fuel saving technique such as smooth acceleration and momentum control. A skilled driver can save, on average, anywhere from five to 20 percent in fuel efficiency. Another boon is keeping tire pressures at proper inflation levels as a three percent variance in air pressure impacts fuel efficiency by one percent.

Plan Routes More Intelligently
A final way save on fuel costs is to better plan the way that shipments are delivered. This boils down to both delivering along more efficient manner routes as well as shipping loads more efficiently. There are a number of technology solutions that have been developed to help fleets shave off fuel costs by planning routes that require fewer miles and fewer stops. One of my favorite examples of how effective route planning technologies can be is how UPS saved on fuel costs by minimizing the number of left-hand turns that drivers make. While was just a minor change in the way UPS  delivered their packages, it ultimately wound up saving them more than 10 million gallons of gas.

These are just a couple of ideas on how to save on fuel costs. For more strategies to reduce fuel costs, you can visit the Software Advice – an online resource for distribution business software. The original post can be viewed at: Three Strategies for Reducing Fuel Costs in 2012.

To learn more about Fleet Management technologies that help fleet managers increase efficiencies and decrease costs such as those incurred by speeding, idling, and poor driving habits click here.

To read more about this exciting project, click here.

 As a result of this final rule, drivers who violate the rules will face a $2,750 penalty for each offense and disqualification from operating a commercial motor vehicle for multiple offenses. It is not just drivers that will face hefty penalties for violating the hand-held cell phone ban: commercial truck and bus companies that allow their drivers to use hand-held cell phones while driving will face a maximum penalty of $11,000.

According to Norm Littler, VP, regulatory & industry affairs, for the American Bus Association, the best way for carriers to protect themselves in the event of an incident is by having a clear and concise written rule in place which states the use of hand-held cell phones and texting is against company policy and make sure all drivers have read and signed off on this policy. Also, Littler recommends that carriers frequently revisit and adjust existing policies.

 You can access the final hand-held cell phone ban rule from the DOT here. To learn more about technology options to prevent distracted driving, click here.

 An electronic dispatching and vehicle tracking solution consists of software in the office and mobile computers in your taxis. Rugged in-vehicle computers with integrated taximeters provide turn-by-turn directions for drivers and allow seamless communication between drivers and dispatchers. In the office, electronic dispatching software allows call takers or dispatchers to distribute calls quickly and fairly.

 Benefits of an Electronic Dispatching System

Complete More Trips Each Day

An electronic dispatching system allows companies to streamline call-taking and dispatching to considerably increase the number of trips they can handle without adding additional staff. Call takers can enter customer calls and record customer requests for trip cancellations quickly and easily in the system. Repeat customer information is automatically filled in and allows calls to be dispatched in 3 to 4 seconds. Call information is sent in real-time to the driver’s in-vehicle computer. Days of telephone tag or clogged radios are over as trips are automatically assigned to the next available, appropriate driver. 

This technology has revolutionized the way the Union Taxi Cooperative in Denver, Colorado does business. Since implementing an electronic dispatching system Union Taxi has completed an average of 12,000 more trips each month, which is fourteen times more trips than their competitors, without needing to hire any more staff.

Eliminate Inefficiencies

Best-in-class electronic dispatching/vehicle tracking systems include a comprehensive set of reports which allow owners and managers to effectively pinpoint areas of inefficiency. Identifying areas where your operation can improve, such as adding more vehicles to your busiest zones during peak periods, helps streamline operations and improve customer service. Additionally, managers are granted a completely transparent view into the daily operations of the fleet which allows them to correct undesired behaviors or reward top drivers. 

United Blueline Taxi in Saskatoon, Saskatchewan has seen the benefits of positioning their fleet to provide excellent customer service. Operations Manager, Tony Rosina, says, “Quite often people will phone the other cab company (without an electronic dispatching system), wait 25 to 30 minutes, and then call us and we’re at their door immediately.” Speedy response times during peak hours have helped United Blueline gain a larger, dedicated customer base. 

Offer Fast and Secure Payment Options

Offering debit and/or credit card payments is now a standard in the taxi industry. However, manual card swipes leave companies open to a myriad of issues, the largest of which is credit card fraud. With an electronic dispatching system, these vulnerabilities are eradicated. You can offer customers the convenience of debit and credit card payment with the confidence of knowing that the transactions are protected, secure, and guaranteed. Money from the payments is immediately deposited in your bank account which increases your cash flow and eliminates having to wait for manual entry of receipts.

Len Bellingham, President and Owner of Mayfair Taxi, has seen the benefits of credit and debit card processing with an electronic dispatching system: “The credit card processing is unreal. The money goes straight into the bank, and we don’t get any bad cards anymore. It offers more confidence to our drivers because it protects their money.”

Handle Administrative Tasks with Ease

Owners and managers face extensive administrative tasks in managing their drivers and fleet. One of the most onerous tasks is managing the stand-rent process for drivers. An electronic dispatching system simplifies this process by automatically recording which drivers have been charged and paid. The system can also print receipts and checks, run reports, and track insurance statuses and contract billing. All this automation adds up to a reduced need for data entry clerks, allowing companies to eliminate the position or reassign those employees to other jobs.

Hire and Retain Excellent Employees

Your employees are the front line between your company and your customers; therefore, having the best employees is inherently tied to the success of your business. Using the zone dispatching functionality provided with an electronic dispatching system means trips will be dispatched fairly, 100% of the time. Drivers will know they are getting as many trips as possible each day, which makes them more money and makes joining your company more attractive to prospective drivers . Also, electronic dispatching increases efficiency and improves customer service which will result in higher call volumes than the competitors 

Len Bellingham of Mayfair Taxi says, “I’d say drivers get a least five extra calls per shift. They’re thrilled.” Drivers themselves also enjoy using they system. “It’s better than playing the slot machines. It pays every trip and I’m bound to hit the jackpot several times a day with long trips,” says a driver at Charley’s Taxi in Honolulu, Hawaii.

Improve Driver Safety

Aside from more trips per day, an electronic dispatching system provides many other benefits to attract quality drivers such as functionality to improve driver safety. A discrete emergency call button allows drivers to easily alert dispatch or police to a suspicious passenger or situation. Best-in-class solution providers also provide customer callout capabilities. This functionality gives drivers the ability to send a canned message to the customer’s phone to alert them that their cab has arrived; as a result, drivers can remain in their cab and not have to approach a customer’s door, avoiding a potentially dangerous situation. In addition, with vehicle tracking dispatchers always know where the drivers are, providing an extra level of security to drivers working late at night or in less desirable neighborhoods.

This system not only helps Charley’s Taxi in Honolulu, Hawaii dispatch cabs to customers faster, but they are also realizing the many additional benefits of using such technology – namely, improved driver safety. The in-vehicle computers feature a panic button and GPS-based vehicle tracking capabilities so dispatchers can instantly locate vehicles and send assistance. As Charley’s Taxi driver Malig Williams says, “Now with the computer system I know that somebody else is watching for my back besides myself.”

Points to Consider When Selecting an Electronic Dispatching System

There are a wide variety of electronic dispatching systems available in the market, ranging from basic vehicle tracking systems to complete taxi-specific solutions. In order to simplify your choices when purchasing a system, it is important to consider many key factors. Obviously functionality and price are important, but the topics raised below are what will truly set the right solution apart from the others.

Flexibility

As highlighted above, electronic dispatching systems offer a wide range of functionality. When evaluating systems, it is important to first make a list of the functionality your company must have, and what features you deem unnecessary. Once you have this list, identify which solutions meet your needs.

Keep in mind that many solutions will charge per module, or piece of functionality, which can drastically increase the cost of the system. Look for a solution that includes all modules for one price. This will give your company the flexibility to turn functionality on or off, based on your needs, without having to worry about incurring additional costs or paying for functionality you don’t need.

Scalability

As your company grows, you will need an electronic dispatching system that grows with you. When selecting a solution, inquire into how new vehicles will be added to the system. Can you save time by programming in-vehicle devices remotely or will you have to visit each device individually? You will also want a guarantee that the solution provider will continue to support legacy devices or a range of different devices in the same fleet, to ensure that you won’t have to replace all of your in-vehicle hardware when adding updated hardware in new cars.

Control

When you pick a system to implement in your company, you’re going to want full control of how the system works and ownership of the data created by the system. Be sure to ask vendors if you have complete access to the data coming out of the system. Additionally, ensure you have control of how your system is configured and set up to make sure it effectively reflects your businesses processes. Keeping your new solution aligned with your current methods of doing business will help minimize change management issues.

True Zone Dispatching

Zone dispatching is one of the key benefits of an electronic dispatching system, allowing your dispatchers to distribute trips fairly. Examine the differences between solutions offering “closest car” dispatching versus zone-based dispatching. In most instances, zone based dispatching is more effective and more fair; however, the best solutions offer a combination of the two. A solution that allows you to choose the dispatching method means you are able to change to “closest car” when convenient, such as rush hour traffic jams, and move back to zone dispatching for the rest of the day.

Cellular Network Capabilities

All electronic dispatching solutions work over private radio networks. However, the best systems also work over cellular networks. Choosing a solution that works on both private and cellular networks allows your company more flexibility. Additionally, cellular networks provide a wider range of coverage and are often less costly over the long-run.

Customer Service and Support

The most important factor in selecting an electronic dispatching solution is the support you will receive from the vendor providing it. Ensure that the solution you choose is backed with 24/7 support to reflect how your company operates. In addition, best-in-class vendors will provide your company with a dedicated support engineer. This person will learn your business and know your system inside and out, to ensure you get running as quickly as possible.

The best way to confirm you will be receiving excellent service after you purchase your system is to talk to other companies that have also purchased from the vendor. These references will provide you an honest view of both the technology and the vendor’s customer support

Conclusion

The benefits of an electronic dispatching system are endless. From more trips per day and increased efficiency to easier hiring and reduced administrative tasks this technology can revolutionize your business.  Selecting a solution is a big endeavour, though following the key points above will help you to select the perfect solution for your company.

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Mentor IntelliFleet® is a comprehensive electronic dispatching and automatic vehicle tracking solution. IntelliFleet provides true zone dispatching, automated call taking, fast and secure card payment processing, real-time location information for all vehicles, and much more. Taxi companies using IntelliFleet see a wide range of benefits such as: more trips per day, increased driver safety, improved customer service, fair call distribution, and decreased operating costs. Click here to learn more about Mentor IntelliFleet

The information provided by using AVL helps managers make more efficient use of their resources; it also enhances the efficiency and effectiveness of fleet operations. While these are all great benefits for any fleet-based operation, AVL is only one part of a complete mobile workforce management solution. A mobile workforce management solution addresses not only vehicle location and status information, but goes further to streamline work order management, improve field operator safety and reduce manual data entry, as well as operating costs. 

AVL is a small piece of a more important technological framework that mobilizes and automates your workforce. This white paper will discuss what a comprehensive mobile workforce management solution includes, the benefits of a complete mobile workforce management solution and provide guidance on how to select the right solution for your business. 

Components and Benefits of a Complete Mobile Workforce Management Solution

A technology investment is meant to reduce costs and increase efficiencies, and a mobile workforce management solution that includes AVL will have a greater impact than an AVL-only system. According to a September 2010 Integrated Solutions article, a mobile workforce management solution “provides you with concrete data about the performance of your mobile workers and assets instead of wondering what happens when your workers drive away each morning… [and] real-time information allows you to make informed decisions on the actual use of your fleet instead of relying on guess work.” 

The value of a mobile workforce management solution lies in its ability to mitigate common challenges faced by fleet managers, while at the same time, improving efficiency to increase revenue and reduce operating costs. 

There are a number of components that make up a complete mobile workforce management solution. In its simplest form, it will consist of software in the office, a mobile computing device with integrated GPS in the vehicle and a cellular and/or satellite connection that exchanges data between the vehicle and the office. A mobile workforce management solution can also integrate with back-end platforms such as accounting, payroll, operations and maintenance. 

Let’s take a closer look at the different components of a mobile workforce management solution and how they work together to improve your bottom line. 

Asset Tracking

Asset tracking allows you to move beyond AVL and track not just vehicles, but anything you wish, be it an operator, equipment or a high value physical asset like a trailer. 

With mobile workforce technology, office staff know where all the operators are and can send the closest or most appropriate worker to a job, and field operators can complete more tickets per day. This allows your company to easily accommodate emergency and last-minute jobs to provide better customer service. Mobile workforce management technology also lets you better monitor any fixed or mobile asset in the field. 

In many cases these high value assets are physically located in very remote locations, and it provides peace of mind if an organization can regularly check to see for example, where their $250,000 compressor station is. 

This technology can also be used to enhance your company’s journey management program. Vehicle and operator tracking is a simple way to reduce the risk to your employees and assets while they are on the road. 

Trailer tracking is important for two reasons: First, associating a vehicle with the correct operator and driver ensures delivery and on-time performance. Second, trailer tracking is critical as often the driver and vehicle is contracted, while the contents of the trailer are valuable property that is owned by your organization 

Remote monitoring is also being used for remote asset management, and is gaining adoption in the field service industry. “The ability to remotely monitor equipment and remotely diagnose issues not only eliminates nonessential site visits, which results in labor savings and fuel savings, but also enables field technicians to be better prepared (and therefore more productive) when they do need to go on-site.” 

Navigation

In-vehicle navigation ensures field operators won’t get lost and have to waste fuel driving extra miles trying to find their way. It also eliminates the need for paper maps, which saves time and improves safety as well. 

Well sites or LSD coordinates can be uploaded to in-vehicle or mobile devices and all field operators have to do is simply follow the turn-by-turn directions to their location. This navigation platform can be automatically integrated with work orders for seamless navigation capabilities. Additional GIS data layers and specific mapping data can also be displayed on the devices. The goal of integrating this software is to make the navigation tool more useful and functional for field operators. 

In-vehicle navigation flexibility has the added benefit of saving time for office staff as they don’t need to give directions over the phone or spend time helping field operators who are lost. 

Hours of Service

For organizations that run heavy-duty vehicles, Hours-of-Service (HOS) compliance and monitoring is becoming a more prevalent issue. In an effort to improve safety both on our roads and for drivers, the Federal Motor Carrier Safety Administration (FMCSA) is considering changes to the hours a motor carrier driver can operate his vehicle. The hope is that this regulation will help curb driver fatigue and, as a result, reduce the number of accidents involving motor carriers. 

HOS compliance can be a challenge, especially when companies are required to navigate complex regulations and drivers have to keep tedious manual logs of hours worked. Manual paperwork can be a distraction for drivers who want to focus on the job they are being paid to do: driving. Paper log records can also be easily falsified which not only puts your company at risk, but doesn’t give you a true picture of driver performance or fleet efficiency. 

Due to the FMCSA proposed regulations, electronic hours of service monitoring is becoming increasingly necessary. A mobile workforce management solution that puts mobile computers in the vehicle and software in the office offers benefits beyond simply HOS compliance. Users can create and assign loads, track assets in real-time, communicate with drivers, collect Department of Transportation (DOT) and fuel tax data, bill customers and track driver time and violations for reporting purposes. 

Using an Electronic Log (E-Log) system, drivers log onto their in-vehicle computer and as they progress through the day’s work, DOT duty states change automatically based on the vehicle movements and alerts the driver when he is nearing a violation. The system eliminates the need for paper logs, which saves time and improves compliance with real-time monitoring. 

An electronic on-board recorder (EOBR) is an electronic device that connects directly to a fleet vehicle’s engine. It automatically records the amount of time the vehicle is being driven (HOS), as well as collects engine diagnostic and GPS data to help fleets optimize operations and automate regulatory compliance. 

The main benefit of EOBRs is increased safety and compliance. By ensuring compliance with HOS regulation, motor carriers that install EOBRs would ensure that their drivers are not driving tired, which has the potential to make the roads safer. Unlike E-Logs, EOBR technology allows an organization to realize improvements in KPI goals such as fuel economy and vehicle optimization. 

Additionally, the data is always stored for regulatory purposes. With the data collected from the in-vehicle device, companies can run reports based on drivers, vehicles or exceptions over any period of time. This information can be used to evaluate non-compliant drivers as well as providing the DOT or Transport Canada with a history of all drivers and their compliance to HOS rules, in the event of an audit. 

Driver Behavior Monitoring

Reducing fuel consumption is one of the most important issues facing fleet managers, and at the same time it is hard to control effectively. When fuel costs account for 30% of most fleet budgets, wasteful driving habits hinder efficiency. 

With fuel costs accounting for such a significant portion of fleet budgets, finding ways of reducing consumption can make a big difference. Also, with the serious toll fleet vehicles accidents have on a company, finding ways of minimizing the risk of accidents is just as important. A mobile workforce management solution gives you the ability to monitor driver behavior in order to track how much fuel is being wasted when field operators speed or idle unnecessarily. When you don’t know which of your drivers consistently engage in wasteful or risky driving behavior, it is difficult to pinpoint areas of inefficiency to reduce costs and liability. 

A mobile workforce management solution uses vehicle telematic data to track information such as vehicle speed, instances of hard braking and even if drivers are wearing their seat belt or not. Aggressive driving behaviors, such as harsh braking and unnecessary acceleration are not only a safety risk, but they waste a considerable amount of fuel as well. 

Additionally, with historical reporting, users can see where a vehicle was at any given time or see any vehicles that passed through a particular place. A vehicle’s movements can be re-traced throughout the day, which is useful for accident re-creation and determining liability. 

Managers can set speed thresholds and be alerted in real-time when a driver exceeds the threshold. Mobile workforce technology allows you to monitor driver behavior, such as idling, speeding and vehicle usage, and lets you know who the top offenders are. Monitoring driver speed encourages safer driving practices, allows you to identify at-risk drivers, and can reduce accident liability. 

A mobile workforce management solution can go further to provide you with driver report cards so you can create and enforce a fuel consumption policy and set parameters around acceptable idling instances and speed thresholds. Incentive programs and a reward system for positive changes in driver behavior can go a long way towards lowering your operating costs. 

Work Order Management

A significant differentiator between a comprehensive mobile workforce management solution and an AVL-only solution is in the mobile workforce, or field service side of operations. A mobile workforce management solution introduces efficiencies to the field worker. Work order management can be an inefficient process that costs money in staffing resources and time. 

Instead of relying on staff having to email, fax or print out work orders, they are electronically assigned or dispatched to the appropriate field operator automatically. Work flows from dispatchers to field workers or drivers and back to the office smoothly and efficiently. 

Electronic manifests record jobs, trips, calls and pickups, and are a paperless way to ensure jobs are completed as quickly and accurately as possible. Office staff and dispatchers can easily change manifests or work orders throughout the day without having to contact the driver or field operator. 

When work orders are completed by field operators as they do their job, it leads to a great reduction in paperwork, eliminates the need for manual data entry by office staff, and makes misplaced paperwork a thing of the past. Billing cycles are also greatly reduced and payroll processes are improved with work order management. Having all field operators’ work order information electronically recorded—from login to logoff—ensures accurate payroll and eliminates unnecessary overtime hours. Work orders are completed and updated in your back office system in real-time, leading to much faster billing and invoicing, speeding payment cycles by up to 3 months for most operations. 

Integration with Back-End Office Systems

The key benefit of investing in a mobile workforce management solution is that it allows users to take all the data being collected in the field and integrate it with existing back-end systems, including: 

• Billing/Accounting Systems 

• Work Order Management Systems 

• Fleet Maintenance/Management Systems 

• Payroll Systems 

• Inventory Systems 

For instance, a mobile workforce management solution collects a considerable amount of data from your vehicles, and this diagnostic information can be pulled directly from your fleet vehicles and integrated with your maintenance program to ensure that vehicles are being serviced when they need it to avoid downtime and costly repairs as well as preventing expensive maintenance work. 

With a mobile workforce management solution that integrates with back-end maintenance system, organizations can not only better manage the maintenance associated with their vehicles, but it also allows them to better adhere to maintenance schedules and make better purchasing decisions. 

In another example, a mobile workforce management system can integrate field operator time tracking with the payroll system to provide accurate and exact data. Overtime can be tracked and reduced. Billing and invoicing systems can also be integrated to provide faster billing cycles with same-day job details all automatically entered and updated in the system. 

The ability to streamline and improve the accuracy of billing and invoicing processes allows organizations to significantly improve their cash flow cycles. Billing is always precise as the exact amount of time field operators spend at the job is recorded automatically. There are none of the errors associated with manual data entry, and no more “best guesses”—just accurate, instant figures. 

Capturing real-time data and hours allows for same day billing which can speed payment cycles by up to three months for many operations. In addition, fast tracking the billing cycle also reduces the cost of carrying payroll, meaning organizations are paying their employees for work completed in advance of being able to invoice their customers. Automating your workforce with a mobile workforce management solution can help close this gap. If you can bill customers sooner, you can get paid sooner and reduce the interest costs of carrying payroll. 

With a mobile workforce management solution integrated with a back-end inventory system, managing in-vehicle inventory in real-time is possible, and warehouse staff can ensure each vehicle has the appropriate inventory needed to complete the job. 

A mobile workforce management solution takes all the data collected—from the life cycle of a work order to the vehicle—and presents it in a way that will allow you to run your business more effectively. By integrating this technology with existing systems, a mobile workforce management solution improves business from many different perspectives. 

Work Alone Safety

Workers who work alone in the field pose a significant safety challenge for fleet-based companies. Without an accurate way to track workers, quickly sending help in an emergency situation can be extremely difficult. It can be hard to pinpoint the exact location of remote workers, and cell coverage can be unreliable in the field, which adds to the difficulty of sending help in the event of an emergency, or allowing the lone worker to be in contact with someone at all times. 

Also, companies are often required to comply with work-alone legislation for check-ins, even when field operators are outside of cell service. Managing lone worker safety doesn’t have to be a challenge. Mobile workforce management technology that helps you monitor lone workers goes a long way towards improving their safety. 

A mobile workforce management solution which utilizes AVL lets you know what your field workers are doing and where they are. Throughout the day everything field workers do – from logon to logoff, even vehicle speed – is automatically time-stamped and captured, and contact with the office is maintained. This data creates an historical record of worker/vehicle activity which allows you to easily pull up accurate details in the event of an accident, minimizing liability and helping to prevent future incidents. 

Equipping your lone workers with an intrinsically-safe work-alone pendant allows them to be connected to the office while working away from the vehicle and outside of cellular coverage. The pendant can be activated by clicking the button at pre-determined time frames to send an ‘okay’ status to the office. The office is automatically alerted if the pendant has been motionless for a specified amount of time, or if a worker misses a scheduled check-in. Integration with a man-down pendant ensures a safe and secure work environment. 

Selecting the Right Solution

Now that you are aware of what makes up a mobile workforce management solution and some of the expected benefits, the next step is looking at how to approach selecting the right solution for your business needs. 

It is important to consider the fact that implementing a comprehensive mobile workforce management solution can take a significant toll on an organization—not necessarily from a negative perspective—but you are asking yourself to change the way you run your business and success can hinge on selecting the right technology partner that has the experience to manage all the moving parts associated with this type of solution. 

Identify Short-Term and Long-Term Goals

As with any technology investment, it is important to have a plan when you evaluate and implement a mobile workforce management solution. Identify your short-term and long-term goals, and identify your priorities first for purchasing a system, then for implementation. 

A common mistake that organizations make during this process is choosing technology instead of a solution. Set aside a list of key functionalities that you need to achieve success and then evaluate the ability of different mobile platforms to meet these requirements. 

When looking at mobile platforms, it is helpful to maintain a sense of objectivity so you will not be attached to a specific device – it is important to recognize that often they will not fulfill all the needs of your business. 

Once you have your system in place, the amount of data you can access can be overwhelming. Identifying a few, key measurable goals you want to achieve at the beginning of the deployment will help you to avoid information overload. 

Look for a Partner with Flexible Options

In the process of ensuring the mobile workforce management solution meets your needs, make sure you identify and communicate your industry-specific needs to vendors. An example of this would be the need for well-site mapping coordinates for Oil and Gas companies, or the ability for a utility company to monitor boom statuses. 

Beware of “off-the-shelf” solutions that may require you to change your business processes too much. The goal of a mobile workforce management solution is to improve and streamline business processes, not to restrict operations. You shouldn’t have to change your business processes and conform to how the solution presents information. 

Also, make sure the vendor you choose updates their offering as technology changes to ensure you are not purchasing a system that will soon be obsolete and outdated. Selecting a solution that can be tailored to your needs is more significant than industry trends, and the right solution depends on your specific needs. 

A common mistake companies make when selecting a vendor is overspending. Ways to avoid this pitfall include making sure you aren’t paying for functionality you don’t need, creating a list of necessary features and evaluating solutions based on your must-have features. Finally, keep in mind that unnecessary features are just that—unnecessary. 

Ensure the Solution Supports Future Growth

When selecting a solution, it is easy to forget about the future and neglect to envision what your business and technology needs will be down the line. Keep in mind that mobile workforce management technology will change your business and it’s important to plan for those changes. 

When choosing mobile devices, don’t select one based only on your current needs, purchase devices that will grow with your business and choose a vendor that will help you with that growth. 

A key to easing implementation challenges is by choosing a vendor that offers a complete solution. When selecting a vendor for your mobile workforce management deployment, a September 2010 Integrated Solutions article suggests that you “Look for a company that provides end-to-end solutions and supports scalability.” The article further explains that “When you start integrating too many solutions, you start introducing interdependencies and reliance on many companies to fix problems as they arise.” 

Implement a Change Management Plan

Deploying a mobile workforce management solution is a complex process, and the transition to a new system can be especially difficult. Implementing a change management plan helps organization make this transition a success. 

If you implement a mobile workforce management solution, be prepared to meet resistance to the new system. To ensure widespread acceptance of the new system it is important to underscore how the technology will improve the organization’s bottom line and the employee’s work day and processes. Also, involving end-users throughout the decision-making process makes them feel more engaged and connected to the process. 

Providing comprehensive training for all of your staff is not only an essential step in the implementation process, but it is also a means of creating trust around the new system. The most effective training methods involve creating a highly skilled user group within your organization, then having them pass that information onto others. 

Make sure you assign an individual to become an expert, or champion, of the system. This helps generate interest and excitement among the rest of the employees and ensures you get the most from your system. “Even the most advanced system is useless unless someone within the organization fully understands the benefits of the system and the needs of the organization.” 

Conclusion

Automatic Vehicle Location (AVL) and GPS technologies are fast becoming a necessity to operate a more efficient fleet and improve your bottom line. However, AVL is the minimum requirement and a basic feature organizations need to have in order to achieve a technological foundation capability and gain a credible competitive starting position in the industry. While there is value in vehicle tracking, to separate your organization from the rest of the playing field and be more competitive requires a complete mobile workforce management solution. 

Regardless of your fleet size, a mobile workforce management solution offers enhanced analytical and reporting capabilities which allows a fleet manager to use concrete data to optimize business practices. 

As the most effective way to manage a mobile workforce, a mobile workforce management solution can be tailored to your business needs and integrated with your existing infrastructure to help you deal with the unique issues you face, and gives you insight into your operations that extend beyond what simply AVL is capable of providing for your organization. 

Copyright © 2011 Mentor Engineering Inc. All rights reserved. 

Charley’s Taxi in Honolulu, Hawaii, has recently implemented in-vehicle mobile computers equipped with GPS for their nearly 200-vehicle fleet. This system not only helps Charley’s Taxi dispatch cabs to customers faster, but they are also realizing the many additional benefits of using such technology – namely, improving driver safety. The in-vehicle computers feature a panic button and GPS-based vehicle tracking capabilities so dispatchers can instantly locate vehicles and send assistance. 

Now, instead of Charley’s taxi drivers declining trips at night time, or if they are concerned about their safety, they can take the fare and feel confident knowing that their system will help to improve their safety. As Charley’s Taxi driver Malig Williams says in the news story, “Now with the computer system I know that somebody else is watching for my back besides myself.”

 To watch the entire news story go here. To learn more about the automated taxi dispatch and tracking technology that Charley’s Taxi is using, click here.

From a user’s perspective, rugged refers to the device’s ability to operate under all exposed working conditions for the life of the unit. Since there are many different working environments, rugged means something different to each user. For example, a mobile computer used in a warehouse situation will most likely be exposed to dust and be dropped a lot, but won’t be used in extreme temperatures or rain; whereas a field service worker will need a mobile computer that can withstand extreme temperature fluctuations and protection from water ingress.

There are different levels of rugged, and these levels are best defined by its environmental specifications. The three most common and useful specifications are:

• Temperature range. This specification defines the operational temperature range of the unit. Working with a unit above or below this spec may cause the unit to fail.
• MIL-STD-810F/G. This is a standard issued by the United States Army’s Developmental Test Command and consists of a series of various environmental tests to prove that equipment qualified to the standard will survive in the field. Initially designed specifically to test military equipment, this specification is commonly used to test a wide range of both military and civilian products, such as mobile computers.
• IP (Ingress Protection. Defined by the international standard IEC 60529, an IP rating is used to specify the level of environmental protection of electrical equipment against solids and liquids. It determines what amount of size of solids or liquids can get inside the enclosure and possibly damage the device.

 The importance of knowing if your mobile device is rugged, and to what extent it is ruggedized, gives you essential insight as to how a device will function in your work environment today and down the road. It also gives you the confidence that your mobile device will work when you need it, where you need it.

To read more about the benefits of rugged devices and why they are a smart decision from a TCO perspective, download this free whitepaper.

 Also discussed in this podcast are common money-draining issues of monitoring speed and idling, hard braking and rapid acceleration, as well as engine diagnostics, vehicle maintenance, route optimization, vehicle location and minimizing unauthorized use.

 Gain greater insight into how these technologies combine to help fleets reduce empty mileage, minimize fuel consumption, and optimize vehicle use to save money.

Listen up and learn more here

• Data management
• Inefficient communication
• Asset tracking
• Driver behavior
• Operator safety

You will also hear how similar companies have improved the efficiency and safety of their fleets by using strategies offered in this podcast.

 Listen and learn how you can boost productivity, increase safety and reduce operating costs by downloading the podcast here .

Are you wondering what’s next for fleet management? RedBoard Biz™ has been tracking down the latest in technology solutions that will give companies a competitive advantage and provide them with tools and knowledge to improve their bottom lines.

 Check out this video from the Roger’s Technology Showcase. RedBoard Biz caught up with Kurtis McGeachy, Director of Enterprise Sales at Mentor Engineering where he provides some insight into what the next big thing is for fleet management technology.

 If you are interested in learning more about fleet management technology systems and how they can improve efficiency and more, go here.