Author: Fuel Card Services

Select the right software package for your fleet

Posted on | by Fuel Card Services

Selecting the right fleet management software system and supplier can be a time-consuming and confusing task. As well as a vast number of packages and modules being available on the market, service levels and support also varies from supplier to supplier.

However, while this may seem an onerous task, taking on a new system tends to be the beginning of a long-term buyer-supplier relationship, so thorough market and product research is necessary.

The first step is to be clear on what you want the software to do. “Fleet managers need to understand what they want to get out of their fleet management software,” says John Pryor, chairman of fleet operators association ACFO. “And then they need to make sure it is compatible with the systems they already have.”

Maurice Elford, fleet manager of housing association L&Q, adds: “Is it for keeping records? Will you drive reports out of it? What do you want to record on it?

“We upload our fuel data, maintenance; we have everything in one place.”

The increasing number of sources of data such as telematics, online licence-checking services and fuel cards, may mean managers require their software packages to accept information from many places.

In addition, those running a large fleet may need customisable tools that allow them to create workflows, approval processes, key performance indicators (KPIs), and the like, and that can be developed to respond to the growth or changes in the fleet, company or industry.

Highlighting specific requirements can also often lead to a supplier creating specific functions. For example, North Yorkshire Police worked with Civica to develop a module to increase the usage of under-utilised vehicles. They were re-classed as pool cars, making them available to anyone in the force.

This enabled the organisation to save £33,000 in the first 12 months of the initiative and cut CO2 through reducing the use of higher-emitting grey fleet vehicles.

Drive Software Solutions often sees large fleets, its specialism, using the wrong type of system for their needs. “Again and again we have found myriad systems from multiple software providers being run in parallel,” says Simon West-Oliver, sales and marketing director at Drive Software Solutions.

“For the most part, none of these systems were designed with anything other than a single function in mind, much less integrating with others. So fleets end up having multiple repositories of customer and vehicle data – and that’s where expensive mistakes start to happen.”

Key to success in finalising specification is to involve all parties who may use or rub shoulders with the software: drivers, finance, HR and more.

Read the full story on Fleet News

Top tips to stay calm when driving

Top tips to stay calm when driving

Posted on | by Fuel Card Services

Driving can be a stressful experience, especially when faced with other road users who might be out to cause a nuisance.

As such, road safety and vehicle breakdown organisation GEM Motoring Assist has offered some helpful tips on how to remain calm when at the wheel. Here's what the organisation suggests:

  1. Remember that other drivers are people too – ordinary people, just like yourself and everyone makes mistakes from time to time.
  2. Driving isn't a competition – avoid the temptation to try and 'get even' when out on the roads.
  3. Make a pledge to show restraint. It's important to avoid becoming irate, as that can affect your own ability to drive safely.
  4. Be courteous to other drivers – say thank you, sorry, etc. You might be surprised how quickly a difficult situation can be resolved simply by showing a little common courtesy for others.
  5. Avoid trouble, if you can. When you feel a situation may be leading to cross words or an angry exchange, just keep on driving. Don't get sucked in to a situation that could lead to trouble.

GEM road safety officer Neil Worth explained: "It's all about showing consideration, patience and tolerance. We all make mistakes from time to time."

Natalie Brinkley, brand manager at Fuel Card Services, adds: "We can all get a bit hot under the collar when faced with inconsiderate drivers. The trick is to remain calm though, as when tempers get frayed, that is when accidents can be more likely to happen."

Carbon offsetting schemes help green-minded fleets

Posted on | by Fuel Card Services

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Carbon offsetting schemes help green-minded fleets to see the bigger picture and fulfil their corporate social responsibility obligations. Christopher Smith reports

Fleet decision-makers are facing continual pressure to reduce emissions and the environmental impact of their vehicles.

Latest Fleet200 research shows that the average CO2 emissions from some of the UK’s largest fleets fell 4.1% compared to 2014, from 121g/km to 116g/km. This is equivalent to 10 tonnes per year of CO2 for a fleet of 100 cars.

Some fleets have achieved average emissions as low as 97g/km.

Carbon reduction can often be achieved through improving vehicle technology and adopting car procurement policies which are incentivised by the CO2-based company car tax regime.

But, if fleets want to go beyond adopting cleaner vehicles, what else can they do to reduce their impact on the environment?

One option is to participate in a carbon offsetting scheme. These have been in existence for a number of years and usually ‘offset’ the carbon footprint of a business through issuing credits, which are then spent in projects and schemes designed to support the environment and capture carbon, such as planting trees.

For fleets, the majority of carbon offsetting programmes work by calculating the CO2 produced based on the amount of fuel bought.

Mike Capper, business development manager at BP Target Neutral, says: “We would always encourage businesses to reduce their emissions as a first plan of action.”

Wet weather tips for safer driving (image credit: iStock/Mr_Twister)

Wet weather tips for safer driving

Posted on | by Fuel Card Services

Heavy rain has struck many parts of the UK in recent days and the outlook for the remainder of the month doesn't look much better.

IAM RoadSmart has therefore offered some simple advice for all UK motorists to ensure they are able to stay as safe as possible when faced with wet roads and adverse weather – something that's set to become increasingly common as the autumn draws in.

Indeed, the IAM's head of driving and riding standards Richard Gladman said: "Driving in wet weather can be challenging, and, with delays and increased concentration needed, it can be more tiring too."

As a result, the organisation advises some simple steps that all drivers should be understand as autumn approaches, including the need to reduce speed and be aware of increased stopping distances when the roads are wet.

Drivers should also be more aware of what is happening on the road ahead of them, as reduced visibility during heavy rain means signs like the actions of other drivers up ahead on the road can be invaluable in remaining prepared at all times.

Furthermore, proper vehicle maintenance is always essential, but even more so as the colder, wetter months arrive. Tyre condition and pressures should be regularly checked to ensure the best traction possible, even in adverse weather, while wipers should be examined and replaced if necessary.

All windows and mirrors should also be cleaned regularly, as spray from the road and other vehicles can reduce visibility if left to build up.

By following these simple steps, drivers across the country can be assured they are fully prepared for whatever it is the autumn has to throw at them.

Going for FORS Bronze workshops and top tips

Posted on | by Fuel Card Services

FORS Going for Bronze workshops aim to support operators looking to achieve FORS Bronze accreditation. Whether you are preparing for your audit for the first time or addressing issues raised at a previous audit, this workshop is specifically designed to guide and support you through the process from initial registration, audit, and ultimately, to Bronze accreditation.

FORS

The workshop covers topics including:

1) The safety, efficiency and environmental benefits of FORS Bronze
2) Overview of the FORS Standard
3) How to meet FORS Bronze requirements
4) Examples of non-conformity and avoiding the pitfalls
5) Next steps after audit

For immediate support, don’t forget FORS has recently published its ‘FORS Handbook: Going for Bronze’ providing guidance and support to get you through your FORS Bronze audit.

Around 80% of FORS bronze audits are passed first time, however to help you avoid the pitfalls some recurring themes from failed audits have been identified by qualified FORS Auditors (54 based throughout the UK).

As a result five action points to consider when preparing for your FORS Bronze audit are outlined below:

Driver Fitness and Health
Auditors are looking for a written policy covering drivers’ fitness and health together with information in the drivers’ handbook, driver tool box talks and training. The policy should be reviewed at least every 12 months and demonstrate that drivers are encouraged to report medical conditions.

Record Control
Operators need to demonstrate that they have a proper filing system, and that policies show review dates and version numbers. Records need to be retrieved by satellite operating centers.

Inspection and Maintenance Plan
Operators need to have vehicle and specialist equipment inspection and maintenance plans scheduled at least six months in advance. Any inspection and maintenance plan must be regularly reviewed.

Vulnerable Road User Safety
Operators must ensure their vehicles are fitted with safety equipment to help protect vulnerable road users, including approved warning signage, the fitment of side underrun protection and the fitment of Class V and Class VI mirrors.

Daily Walk Round Checks
Operators need to demonstrate a system for daily walk around checks for each vehicle using a checklist and vehicle defect form, which should also record nil defects for vehicles in use.

For further information about the requirements to become a FORS Bronze accredited company please contact enquires@fors-online.org or go to FORS Online.

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Rachel Pearson is our FORS specialist at Fuel Card Services – for more details on what we can offer FORS members – please click here.