Category: Fleet News

When searching through all your physical assets it may surprise you just how many there are; It is crucial to perfect your asset-tracking practices to make the most of these resources.

These practices involve scanning barcode labels or using GPS and RFID tags to pinpoint your asset’s location.

Every business, including yours, should prioritise asset tracking and inventory management because it offers valuable information about asset status, scheduled maintenance and other important information.

This allows for successful business operations. It enables organisations to optimise resource allocation, reduce operational costs, ensure compliance and enhance overall productivity.

How Does Asset Tracking Work?

Asset tracking involves overseeing and managing an organisation’s physical assets, which can include anything from office equipment to vehicles, IT assets, machinery, and more.

Although it is sometimes viewed as time-consuming and expensive, there are asset tracking methods, such as asset management software, that can save both time and money.

The main goal of any asset tracking system is to enhance asset control efficiency while reducing equipment loss. Asset management software allows for real-time asset tracking, leading to more efficient production planning and minimised downtime.

An asset management software can also schedule necessary maintenance and servicing, including preventive maintenance. Additionally, it incorporates barcode technology, allowing fixed assets to be scanned for accurate and efficient tracking.

Data is gathered via barcodes to aid in asset tracking. Each asset is assigned a unique barcode, enabling individual recognition and tracking. These barcodes contain essential business information, such as location, service history, ROI, and more. Barcode scanners read each barcode, facilitating faster and more accurate asset counting while eliminating the risk of human error.

 

The Benefits of Asset Tracking

There are many benefits of telematic asset tracking, some key ones include:

Enhanced Efficiency and Cost Reduction

Streamline record-keeping as equipment is transferred between departments, ensuring updated information for tax and departmental cost calculations.

Instant Asset Location

Quickly locate assets in real-time, reducing the resources needed for additional asset tracking.

Lower Administrative Costs

Eliminate the need for manual asset tracking and locating, leading to reduced administrative expenses.

Reduce Asset Loss

Accurately track and minimise asset loss while enhancing the effective use of assets.

Scalability

Monitor, manage, and scale your asset tracking in line with your company’s growth.

Enhanced Accountability

Establish accountability and accuracy in asset management and loss prevention.

Efficient Space Utilisation

Improve company space organisation by identifying co-accessed items and wasted space, enhancing the physical system’s structure.

Regulatory Compliance

In many industries, accurate asset tracking is essential for regulatory compliance.

Real-Time Reporting

Obtain real-time reports on all assets, increasing the accuracy of asset management.

Resource Allocation

Ensure assets are allocated efficiently to avoid underutilisation, this allows your budget to be used efficiently without any wastage.

Preventive Maintenance

Schedule and conduct timely preventive maintenance to extend asset life cycles.

Loss Prevention

Prevent asset loss with real-time tracking and alerts.

Cost Reduction

Reduce operational costs through better asset management and utilisation.

 

Implementing Asset Tracking

Here are a couple of things to think about before implementing these telematics into your company.

User Training

Comprehensive training should be provided for users to maximise the effectiveness of the asset tracking system.

Scalability

Ensure the system can grow with your organisation, accommodating an increasing number of assets over time.

Compliance

Ensure the asset tracking system complies with industry regulations and standards.

Cost

Consider the total cost of ownership, including initial setup, maintenance, and potential upgrades.

Mobility

Consider the ability to track assets using apps on mobile devices for greater flexibility and convenience whilst on the move.

 

Implementing Effective Asset Tracking Procedures Into a Business

Over time it is natural for your business to grow, with your asset tracking needs changing as a result of this. You must scale your asset tracking system and future-proof it to meet these evolving requirements.

Data Collection and Entry

Asset management software ensures precise data collection, entry, and validation.

Asset Tagging

Use barcodes to label assets for easy identification and tracking.

Regular Auditing and Verification

Conduct routine audits to maintain data accuracy and detect discrepancies.

Employee Training

Ensure your team understands the asset tracking system and follows best practices.

 

Integration with Asset Management Software

Asset management tracking software allows for streamlined operations and integrating asset tracking with this software can bring even further benefits.

Centralised Data Storage

Asset management software provides a central database for all asset-related information.

Automation

Automating asset tracking processes minimises manual errors and saves time.

Reporting and Analytics

Use asset management software to generate insightful reports and perform data analysis.

Alerts and Notifications

Receive real-time notifications about maintenance schedules, loss prevention, and compliance deadlines.

 

Maintaining Business Data Accuracy and Consistency

Inaccurate data can not only lead to inefficiencies but also costly errors. To ensure data accuracy and consistency are achieved through your asset tracking systems, you will need:

Data Validation

Ensure data accuracy by validating entries at each point and during audits.

Regular Updates

Keep asset information current by updating records as assets change status or location, facilitated by your asset management software.

Standardised Procedures

Implement standardised procedures across your organisation to prevent data discrepancies.

Data Cleanup

Periodically clean up outdated or irrelevant data to maintain an efficient system.

 

How Asset Tracking Aids Compliance

Many industries have specific compliance requirements related to asset management.

Industry-Specific Regulations

Smart asset management solutions meet regulatory requirements for various industries, including but not limited to healthcare, finance, and education.

Documentation and Reporting

Asset tracking systems help maintain necessary documentation and generate compliance reports.

Audit Preparedness

Ensure your business is always ready for an audit with accurate and up-to-date asset records.

 

Scalability and Future-Proofing

As your business grows, your asset-tracking needs will need to adapt and evolve. Be sure to scale your asset tracking system and future-proof it against changing requirements.

Scalability

Expand your asset tracking system to accommodate more assets and locations.

Integration Capabilities

Choose an asset-tracking solution that is compatible with future technologies and software.

Adapting to Technological Advances

Prepare your business for emerging technologies and trends with asset tracking.

 

Unlock the Full Potential Of Your Assets With Fuel Card Services

Telematics systems are essential for efficient asset tracking. By integrating telematics with asset management, you gain real-time insights into asset location, usage, and performance.

This service integration helps optimise asset utilisation, reduce operational costs, and enhance overall asset management efficiency.

Have you got further questions for us? Get in touch with our friendly team today.

The Annual FORS Conference 2024 is set to take place on October 15th at the ICC, Birmingham. As one of the most popular events for fleet operators and industry professionals, this year’s conference promises to deliver valuable insights, networking opportunities, and access to innovative solutions for fleet management.

Event Overview

• Date: October 15th, 2024
• Location: ICC, Birmingham
• Time: Full-day event

Join fleet operators, transport managers, and industry experts at the FORS Conference 2024 to explore the latest trends and innovations in the Fleet Operator Recognition Scheme (FORS) and to stay ahead in the ever-evolving world of fleet management.

Meet Fuel Card Services at FORS Conference 2024

We are excited to announce that Fuel Card Services, the only Affinity Partner for fuel and Telematics solutions, will be present at the FORS Conference 2024. As a trusted partner for FORS customers, we offer a range of services that help fleet operators save time, money, and reduce environmental impact.

Why Choose Fuel Card Services?

• Exclusive Offers: Free FORS-branded fuel cards (RRP £12), up to 10p per litre fuel savings, and free CO2 reporting
• Telematic Savings: Up to 10% off products and subscriptions.
• Mileage Count Discount: Reduced from £6.50 to £4.50 per month.
• Fuel Cost Savings: Fixed-rate cards save 3-5p per litre below the National Average and up to 10p compared to motorway prices.
• Simplified Invoicing: One weekly, HMRC-approved invoice via direct debit—no need for receipts or petty cash.
• Dedicated Account Manager: Personalised support for all your queries.
• Free Access to MyFleetHub: Manage accounts, run reports, and order/cancel cards with ease.
• Wide Network Coverage: Access to BP, Shell, ESSO, Keyfuels, UK Fuels, EV cards, and more.
• Pre-Negotiated Service Rates: Discounts on repairs, servicing, MOTs, tyres, and glass.
• Extensive Acceptance: Our cards are accepted at over 90% of stations, including EV charging options.

To find out more join Fuel Card Services at the FORS annual conference (Stand 38).

Why Attend the FORS Conference 2024?

The Annual FORS Conference is a must-attend event for anyone involved in fleet management. Here are just a few reasons why you should join us:

• Insightful Sessions and Workshops: Learn from leading industry experts on topics ranging from fleet safety to sustainability.
• Networking Opportunities: Connect with peers, partners, and suppliers who share your commitment to excellence in fleet operations.
• Access to Innovative Solutions: Explore the latest tools, technologies, and strategies to improve fleet performance, safety, and compliance.

Registration Information

Don’t miss out on this invaluable opportunity to enhance your fleet operations! Registration is here FORS Annual Conference 2024 – Register. Ensure you secure your spot at the Annual FORS Conference 2024.

Register Now to join the conversation and take your fleet management to the next level!

If you have any questions about the Annal FORS Conference or would like more information about Fuel Card Services, feel free to contact us. Our team is here to help!

Fleet compliance is all about ensuring your assets are safe. Our informative guide will teach you how to do just this.

When you’re a fleet manager fleet compliance is vital. You want vehicles to have healthy repair times and also be able to be driven safely to their destination and back – not only for safety reasons but also for the law.

What is Fleet Compliance?

Compliance is defined simply as meeting rules and standards, with fleet compliance meaning meeting rules and standards that apply to your fleet – be they cars, pickup trucks, semis, tractors and backhoes.

It involves everything from ensuring vehicles are properly maintained and meet emission standards to ensuring drivers hold the correct licenses and do not exceed working hour limits.

This has spread to the use of technology including GPS tracking and monitoring that practices are in line with privacy laws and regulations such as GDPR.

Why is Fleet Compliance Important?

Staying compliant doesn’t just mean avoiding fines or legal action, it also means running a responsible business that will reduce the risks of accidents and breakdowns taking place, leading to safer roads and lower costs when it comes to vehicle repairs and maintenance.

When it comes to employees, it allows for fair conditions which improves morale and reduces turnover. Allowing for a strong company reputation amongst customers and within the industry, positioning it as both reliable and ethical.

With environmental factors being increasingly important, compliance with emission standards demonstrates a clear commitment to sustainability, further boosting this positive public image.

Tracking technology allows us to streamline these compliance efforts, automate record-keeping and enhance data accuracy when it comes to reporting.

Key Regulations and Laws for Vehicle Tracking

Regulations that ensure safety, privacy and efficiency include the General Data Protection Regulation (GDPR) – which includes specific vehicle tracking laws and driver privacy statutes.

GDPR first came into effect in May 2018, it discusses how businesses can collect, store, and process data related to their employees, including the data from tracking systems.

Vehicle tracking laws involve the way tracking systems should respect the privacy rights of employees.

Compliance with GDPR and Employee Privacy

Fleet managers who use tracking systems must comply with GDPR as this protects both personal data and location data.

To comply, data collection must be justified and made transparent; obtaining explicit consent from employees to track their vehicle, ensuring data minimisation, and maintaining the integrity and confidentiality of personal data.

Fleet Compliance Best Practices

It is a necessity that you let your drivers know that their fleet vehicles will be fitted with trackers and obtain explicit consent from them regarding this.

Consent should be informed, which means employees must be aware of what data can be collected, how it will be used and who will have access to it. This should be written by the employer as part of their company vehicle policy – with the written copy of consent (signed contract) being kept as a record.

Implementation of Privacy-Friendly Tracking Policies

Tracking policies should respect privacy and reflect legal standards. Fleet managers should ensure policies are clear, accessible, and transparent.

They should include the reasons for data collection, type of data collected, retention period, and data protection measures.

Policies should regularly be reviewed and updated to adapt to legal and operational requirements.

If you allow for company vehicles to be used for both business and personal usage it is important you only track business trips, these include but aren’t limited to:

• Trips needed to complete work, e.g. deliveries.
• Trips between workplaces.
• Client trips and meetings.
• Trips to temporary workplaces such as a building site.

Some tracking devices have on and off switches to help with this and make the switch between business and personal usage easy (driver privacy switches).

Fleet Compliance and Technology

The growing popularity of technology such as telematics, GPS tracking, and privacy switches plays a crucial role in supporting fleet compliance efforts. These telematic systems provide vehicle usage data, driver behaviour, and maintenance needs, this enables fleet managers to ensure compliance with regulations regarding work hours, speed limits and vehicle safety standards.

Route Planning and Management Using Technology

These technologies contribute by optimising fleet operations and allow for efficient route planning. This helps to reduce unnecessary mileage and minimise fuel consumption – which in turn works to comply with environmental regulations.

Furthermore, fleet route optimisation ensures that vehicles adhere to pre-approved routes, allowing restriction-free navigation. This technology not only works to improve operational efficiency but also helps to meet regulatory standards related to emissions, driving times, and rest periods. Adaptions when it comes to real-time routes based on traffic conditions and emergencies further enhance compliance and operational effectiveness.

How to Overcome Compliance Challenges

Achieving and continuing to maintain fleet compliance presents challenges in itself: staying updated with changing regulations, managing data privacy, and ensuring driver adherence to compliance practices.

To ease these challenges, fleet managers should invest in continuous training programmes to educate their drivers and staff about compliance requirements and updates. Implementing comprehensive data management systems can also help to handle and protect sensitive data in line with GDPR and other privacy regulations.

Audits and checks ensure fleets remain compliant with legal and operational standards, allowing the business to avoid fines and penalties.

 

FAQs

Is it illegal to track a company vehicle in the UK?

If conditions are met, companies can legally track a company car in the UK. These conditions involve employee consent, ensuring tracking is done for legitimate purposes (fleet management, safety, monitoring deliveries), and staying compliant with relevant data protection regulations.

Do Employees Need to be Informed About GPS Tracking in Company Cars?

Transparency is key when it comes to GDPR and other privacy laws. Employees must be informed about GPS tracking, the purpose, data usage, and who has access. Their rights must also be communicated when it comes to their data.

Can a Company Car Tracking System be Used for Timesheet Purposes?

Yes, this can be used legally if it helps with recording the start and end times of employees’ work, especially for fleet drivers who travel significant distances per day. But as mentioned above employees must know about this tracking – with it aligning with privacy laws and employment agreements.

Under What Circumstances Can an Employee Refuse a Tracker in a Company Car?

An Employee can refuse if they believe it will infringe their privacy rights beyond what is necessary for business purposes. In these instances, the employer will need to balance the operational needs of the business with the privacy rights of the employees. If tracking is perceived as intrusive or extends beyond business usage without consent, the employee may have the right to refuse.

 

Staying Compliant With Fuel Card Services

For more tips and tricks when it comes to fleet management and vehicle tracking, get in touch with one of our helpful team members who will be happy to help you with any questions or concerns you may have.

Fuel Card Services (part of DCC plc) has expanded their fleet management solutions with the acquisition of Cubo, a leading expert in integrated telematics and communications.

This strategic acquisition marks a significant milestone in Fuel Card Services’ journey to becoming a leading provider of fleet management solutions, particularly for small to medium-sized businesses. With Cubo’s expertise, Fuel Card Services will now offer a wider range of tailored telematics solutions.

These enhanced offerings include:

• A suite of fully integrated solutions, enabling customers to track driver behaviours and employee productivity in real time, from anywhere in the world.
• Camera Smart, high-quality fleet cameras with the power to drive down insurance premiums, improve driver behaviour and overall driver safety.
• Integrated telematics systems including Track Smart, Fuel Smart, Tacho Smart and Trailer Smartall of which help protect and optimise your most valuable assets and give you access to a range of user-friendly reports by driver/vehicle and at fleet level.
• Telecommunications Solutions – with flexitime and telecommuting here to stay, your business needs to adapt to a new way of working. Cubo work with organisations to find the technology and connectivity that your people need to work just as effectively away from the office, as they do in it.
• Essential tools to ensure your business stays up to date with the latest legislation including compliance with Direct Vision Standard (DVS), driver hours regulations and tachograph monitoring.

The new solutions empower fleet operators to easily meet regulatory requirements, enhance safety standards, and optimise overall fleet performance. Additionally, the My Cubo portal provides real-time access to drivers, vehicles and assets, streamlining fleet management through digitalisation.

Jenny McQuaid, Managing Director at Fuel Card Services, said “We are thrilled to introduce these new solutions that address critical needs when managing a fleet. Our goal is to provide our customers with the best tools to optimise their operations, ensure compliance and improve sustainability. This acquisition will help drive the overall DCC Cleaner Energy In Your Power strategy.”

Conor Patton, Sales and Marketing Director at Cubo, added: “We are excited to join Fuel Card Services and contribute to its goal of becoming a leading provider of fleet management solutions. Together, we will continue to innovate and develop solutions that meet the demands of the modern fleet industry.”