Jaama’s fleet management software has helped Speedy maintain regulatory compliance and improved admin efficiency.

Speedy, which provides tools, equipment and plant to the construction, infrastructure, industrial and related industries, operates a fleet of some 1,000 light commercial vehicles, 600 company cars and 200 trucks and introduced Jaama’s Key2 technology in February 2014.

Mark Woodworth, head of logistics at the Merseyside-headquartered company, said prior to the introduction of Key2 reams of data was captured - not all of it relevant - and much of it was not used because of difficulties in storing and then locating information when required.

He said: “We used to capture every slice of information, even how many gears a truck had, but when we reviewed the information we held we realised not all of it was important or relevant.”

Implementation of Key2 has provided Speedy with the ability to more easily record and then access data. The information is then used to, for example, better track vehicle maintenance provision and implement targeted driver training initiatives.

“Key2 enables Speedy to capture the data that we require rather than providing pre-determined data, some of which is not relevant to our needs. Therefore, selecting data against five or six different criteria that we decide is much easier,” explained Woodworth.

Speedy is about to launch a link with vehicle maintenance provider Lex Autolease that will enable fleet managers to view all data in respect of its leased vehicles including servicing, MOT, Vehicle Excise Duty and maintenance matters.

Woodworth said: “It is essential that all vehicles are serviced on schedule and undergo MOTs. However, we can use the information to help shape our vehicle de-fleet strategies which potentially delivers savings as we may be able to dispose of vehicles prior to an imminent service or MOT requirement. As a result we are meeting our compliance obligations and also using information to tightly manage expenditure.”

Additionally, in respect of company cars, the information available within Key2 provides P11D reporting information which can be easily downloaded and interpreted by Speedy’s HR department to enable a consolidated return to be compiled for each employee highlighting all benefits received.

Driver licence validation via Key2 and its link with the Driver and Vehicle Licensing Agency enables Speedy to quickly and efficiently monitor individual employee’s entitlement to drive and how many points they have on their licence.

Woodworth said: “We use driver licence information as the basis for disciplinary action if an employee does not have the correct entitlement to drive. If they have a number of points on their licence then we would act on that information and deliver a targeted training programme.”

Key2 also “talks to” Speedy’s cross-company IT platform so, for example, employees’ change of address details, are updated in real-time ensuring licence details are amended with no requirement for input duplication.

The ability to record “live” vehicle mileages enables Speedy to better predict defleet mileages. As a result, high mileage vehicles can be relocated and swapped with vehicles that historically clock up less distances.

In the future other Key2 modules will be introduced to further improve fleet compliance and efficiencies including potentially the ability to interpret truck tachograph data.

Woodworth said: “We now have all information in one location, which improves administration and enables fleet forecasting that in turn ensures compliance and improves operational efficiencies.”

Key2 replaced a software system that did not provide the flexibility, integration with other IT platforms across the company or ability for fleet suppliers to easily deliver critical vehicle-related information.

Woodworth concluded: “Key2 has enabled the implementation of a single system to manage all fleet, driver and journey-related data, vital for ensuring compliance and efficient management of a fleet our size.”

Jaama managing director Martin Evans said: “Compliance is critical for all fleets, and through investment in fleet software businesses can drive efficiency improvements and ensure their processes are robust from an audit perspective. The technology also eases the burden of repetitive fleet administration tasks on employees.”

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