Edition 1
Latest techniques, tips and news from Chevin Fleet Solutions,
the market leader in flexible fleet management software

First true web-application fleet system goes live

The revolutionary FleetWave internet/intranet-based fleet management system, pioneered last year by Chevin, has gone into action with its first customer - a major firm of builders' merchants. In addition there's a sudden flurry of interest in the super-efficient software from a number of big overseas customers.

FleetWave offers fleet operators the facility to dispense with 'desktop' storage of their data. Instead it's held on a remote server, and can be accessed and updated from anywhere on the planet.

However being the only true fleet 'web-application' on offer anywhere in the world, the system provides rapid transfer of data with no loss of performance, no matter how many users there are.

"We've been thrilled to see the response times and access speeds are even better than we anticipated," says Chevin MD Ashley Sowerby.

"After launching FleetWave at the Commercial Vehicle Show earlier this year, it's great to see it helping to make one of the UK's best-known LGV fleets more efficient. It's also very gratifying to see so much interest from abroad, including a major NGO."

What's the difference between true web-applications and those which are simply 'web-enabled'?

A world of difference!

Web-enabled software is likely to be much slower as the number of users increase, whereas true web-application software like FleetWave always remains lightning-fast.

Web-enabled systems have to use other software packages - one of them revealingly referred to by a Chevin competitor in its own marketing literature as a 'gap fill application' - to allow it to work over the web. "But such systems don't benefit from FleetWave's 'thin client' structure, which lets data flow far more efficiently and consistently," says Ashley Sowerby. "For this reason buyers need to be aware that there are two very different types of system available."

Advice and networking at user day

Contract hire industry increases efficiency

It didn't take Britain's contract hire industry long to want the same kind of efficiency being enjoyed by many of the UK's stand-alone fleet operators. The latest company to switch to RoadBASE with its unique Contract Management module is Burton-on-Trent-based Corporate & Business Vehicle Contracts.

CBVC had been using a customised version of a well known general purpose database package, which generated a great deal of paperwork and left a lot of gaps in operational procedures. Then in June the company made the decision to switch to RoadBASE Contract Management, which does everything from running individual customer records to managing servicing and other incidentals including hire cars.

"Using this package has revolutionised our operation, processing orders, sending out an introductory letter to the driver, contacting suppliers and generally automating the day-to-day operation," says CBVC MD Michael Manners.

Looking for one-to-one advice on making your fleet more efficient?

Both existing users and anyone interested in finding out the benefits of Chevin Computer Systems' flexible fleet software will get the chance to see and ask questions about all the company's class-leading systems at Chevin's forthcoming user-day. Based in Derby County's Pride Park Stadium on Thursday October 11, the day will provide a unique opportunity for quizzing the experts, picking up operational tips and networking with other users.

Chevin MD Ashley Sowerby hopes up to 50 guests will find the user day a useful learning experience, while providing Chevin with a learning opportunity of its own. He explains: "These events have always proved popular, but with Chevin pushing the boundaries of technology, using the Internet and 'next generation' links to revolutionise the way fleets receive transaction and vehicle/equipment data, it's vital that we get plenty of feedback from customers."

Are you wasting thousands on repeat work?

Many multi-site fleet operators may be spending a small fortune on unnecessary 'repeat work' - Chevin warned the fleet industry recently (Fleet News Aug 16). "Drivers or other staff ask for the same vehicles to be looked at again at yet another site, without mentioning that the cars, vans or trucks have already been worked on, resulting in the whole process being started again," said Ashley Sowerby.

Good reporting systems vital - fleet expert

A good recording/reporting system for business use of cars is "worth its weight in gold!" according to top fleet management consultant Bob Blackman of Emmerson Hill Associates.

"There are any number of powerful reasons why employers should keep proper records of who is using which car and what they are doing with it - perhaps the most powerful reason being the area of corporate
responsibility."

Companies simply cannot hide from this any longer for a number of reasons, he says, including:-

  • breaches relating to the safe/legal use of a car as a place of work (Health and Safety)
  • the number of hours employees are required to spend driving
    (Employment Legislation)
  • information about who was driving for speeding or other driving/traffic offences (Road Traffic Act)
  • P11D accuracy (Inland Revenue 'fine' of £3200 for each mis-declaration)
  • Culpability in the event of an 'accident' (claims from third parties) and so forth, all demand that employers provide evidence that they have met their 'duty of care' responsibilities regarding the use of company cars.

"Even where staff use their own cars for business, the need for proper record keeping persists, since employers must ensure that employees are meeting the criteria, including proper insurance cover, set out for using their own transport for business purposes.

"It goes without saying that employees must also be involved in the information 'loop', by recording and reporting their movements to their employers, reporting any damage or incidents, and keeping proper records of business trips for audit purposes. Although it is a two-way thing, there's no way that employers can plead ignorance as an excuse, as they simply cannot duck their responsibilities where company cars are concerned."
(Source: Emmerson Hill Associates 01329-233001 and www.emmerson-hill.co.uk)

* See the EHA website for mileage record forms which can be downloaded in PDF format (though any fleet operators wanting to use these will have to OK it with EHA), plus a business briefing on the new taxation system (in PowerPoint format) - access to which can be gained using the password "e-mission" and inputting your e-mail address.

It goes without saying that an efficient computerised fleet management system (like RoadBASE) gives fleet operators virtually instant access to information such as who has been driving which vehicle, how many accidents they've had, and in the latest version - how their driving style is affecting maintenance costs (see story below).

Cost of company car crashes bleeding your company dry?

Drivers tend to make light of 'prangs', usually blissfully unaware the true cost can rise to almost £110,000 these days!

Award-winning* risk management consultant Andy Price explains: "Serious crashes now cost an average of £18,000, while the average 'bump' costs £1,200. But don't forget these figures exclude the hidden costs of a crash, such as the cost of hire vehicles, loss of business & goodwill, time off work, increased premiums etc.

"As the minimum estimate of the hidden costs is five times the cost of the bent metal, that means on average the minimum total cost of every crash is £7,200 - or a at least £108,000 for a serious crash."

Many fleets have accident rates of 40-60% per year, so it's clear that a reduction in crashes will impact on any fleet's bottom line, he says. "This means money spent on reducing risk will be self-financing with a very short payback period.

"For self-insured fleets, these costs come straight off the bottom line. Insured fleets have lower costs initially, although these are rising and it's not uncommon to find fleets with £750-1,000 excesses - and, of course, premiums rise every year." (Andy Price Associates 023 8027 6511 www.andypricemorr.com)

All of which makes keeping tabs on the accident rate for the whole fleet, as well as those for individual drivers, all the more important. Both Chevin's RoadBASE and Easy-Fleet packages allow you to do this, and to compare your fleet's performance with others. For a real challenge, try to equal Permabond's record (when Andy was in charge of fleet risk) of just one crash every 1.68 million miles driven.
*Andy received two fleet safety awards from Fleet News.

Innovation will allow fleet managers to check on driver behaviour

Fleet managers are being told in no uncertain terms that they can no longer adopt an 'out of sight, out of mind' attitude towards their drivers. The message has come from a number of quarters, including the police - which is threatening to take a harder line when it comes to handing out blame for fleet accidents in future - and the Government's Work-Related Road Safety Task Group.

However a first from Chevin could be just what hard-pressed managers need, enabling them to analyse and monitor individual drivers' behaviour and driving styles. This exciting new development is being created in conjunction with on board data recording specialists ICS Black Box of Shepshed, Leicestershire.

Tim Crouch, in charge of business development at ICS explains: "Fleet managers can see exactly how drivers have been treating their vehicles. The system gives a summary of over-speeding and over-revving, as well as items such as idling time - all on a single page.

The Chevin/ICS system is based around ICS' Fleetlog family of products. Managers can download information from vehicles into their Chevin software by various methods for frequent updates. Vehicles can also be immobilised by the ICS technology unless drivers identity themselves with a valid button tag or magnetic swipe card. The cost of the vehicle hardware is £280 for a basic system, up to £1100 for what Tim calls the "all singing, all dancing" version, with GSM transmission facility.

Chevin moving to larger premises 

An upswing in the fleet software market has made it necessary for Chevin to move into bigger offices. But staff won't need to change their journeys to work - the spacious new premises are in another part of the same historic mill building the company has occupied since 1990.

"The new offices are some three and a half times larger, which will give us room for a training suite, board room, improved support facilities and more space for working on R & D projects," said Rachel Hurt, Chevin Administrator.

MD Ashley Sowerby added: "The success of our product range, including the world's first true web fleet management system Fleetwave, our Touchscreen and Contract Management versions of RoadBASE, and existing products like Easy-Fleet and RoadBASE for Windows, has made this move necessary.

"Despite - or perhaps because of - uncertainty over the economic outlook, the rate of growth in the fleet software industry goes on unabated. We're doing up to 15% more business than last year, which is good solid growth. There's more need than ever for efficient record keeping and cutting costs when the outlook is bleak.

"We're also breaking into a number of new markets, such as the construction industry, both here and abroad in countries like Africa and Australia, and there's enormous overseas interest in RoadBASE."

New recruits boost Chevin sales and support teams

Increasing popularity of Chevin products has made it necessary for the company to expand both its sales and support operations.

Scott Jenkins has joined the company as Regional Sales Manager, working alongside Sales Manager Steve de Launay.

Meanwhile Andrew Fletcher and Michelle Warner have arrived to boost the strength in the Chevin support team, allowing the company to improve its service and give more time to essential functions such as converting new customers' existing data and tackling potential problems before they arise.

Touchscreen and barcoding simplify fleet workshop operations

Chevin could see many fleet operators were struggling to incorporate delicate electronic and computer technology into the grease and grime found in many workshops. The answer? With typical ingenuity, the company came up with two complementary systems which reduce the need for keyboards and typing. Both were seen for the first time in public at the Commercial Vehicle Show at the NEC, and since then they've created something of a stir in the world of vehicle maintenance and parts storage.

The first is a Touchscreen system which allows technicians to record the jobs they're working on simply by - as the name suggests - touching the computer screen. This is especially useful, as it saves enormous amounts of time and gives managers a better real-time overview of who is working on what. 

The second development is a Barcode reader, which can make stores inventories a doddle. Both systems complement each other, but can be used separately.
One of the first organisations to avail itself of these advances is North Ayrshire Council, seen here supervising the servicing of its fleet of municipal vehicles, which includes refuse collection lorries and gritters.