Does your current system meet all your needs?

Matt Goodstadt, sales director at Civica, advises looking at the management and operational reports produced and considering whether they are still useful or relevant.

Also look at how data is inputted – is double keying still happening because the fleet software doesn’t ‘talk’ to the finance or HR systems?

And does the software help you to meet your legal obligations?

One of the main reasons Gary Black, group fleet manager at Inspired Gaming Group, upgraded his CFC software four years ago was P11D compliance. “I needed the system to give me better data for reporting P11D information to the HMRC,” he says.

Michelle Nasr, fleet services manager at Thames Water, also chose to upgrade her version of Civica’s Tranman last year for compliance.

She says: “Our system was 10 years old and we couldn’t add all of the information that was reportable.”

What are the key features of the latest systems?

Integration is one of the biggest developments over the past few years. Tranman now has standard links into SAP, Arval and 1link, for example.

Jaama’s system allows users to complete and submit P11D forms online via the Government Gateway.

Reducing the admin burden of managing the grey fleet or pool cars is another benefit.

“The duty of care aspect of the grey fleet can be very labour intensive,” says Jason Francis, managing director of Jaama. “There’s lots of admin involved in making sure the vehicle is insured, taxed and roadworthy. Having a portal where drivers submit that information makes it easier to manage the risk.”

Goodstadt adds: “You can chase the 10 people who haven’t submitted their documents rather than approaching everyone.”

Tranman’s pool car module, which was developed with Dumfries and Galloway Council, means pool cars can be booked electronically. The system also checks driving licences.

Other recent features include automated emailing (such as an email to a driver to confirm maintenance work has been completed) and document and image management (allowing driver records to be stored electronically, rather than in filing cabinets, and flagging up missing documents).