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OPPING FOR CH 1 PS
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Computer-based fleet management systems are now within the financial reach of small hauliers. We look at technology trends and check out some of the packages.
• Computers play a large part in the lives of many British hauliers, but of an estimated 15,000 UK fleet managers, only 4,000 are thought to be using a specialist . fleet management package.
For large fleets, such packages are readily available and affordable. For smaller companies, an outlay of thousands of pounds is daunting. But this is slowly changing as the software packaging firms begin to cover their costs of establishing the packages, iron out teething troubles and incorporate scope for developing packages.
Before investing in a computer package, hauliers need to establish exactly what functions they require, who for and at what cost. In selecting such a specialised package they also need to be sure that it will not be obselete within a couple of years: the computer industry is fast moving and the haulier has to be confident that the proposed package is flexible enough to keep up with the times.
For the smaller operator, staff training is another essential. A complicated package with plenty of functions may seem a good idea, but if it can only be operated by the company's sole computer whizzkid problems will obviously arise when he is on holiday or sick.
Most of the software companies offer a "help" service, usually via a telephone where experts are on hand to talk the fleet manager through most crises and help recover that vital information that looked lost for ever.
GOOD DEALS
One of the advantages of buying in the technology while it was still relatively new was that haulage companies could strike up good deals with the software companies, aware that they were acting as guinea-pigs for a new system.
National Carriers Contract Services was one such company. Engineering and operations director Phil Biddlecombe explains that the company needed a computer package to continue the growth it had enjoyed over the past few years.
The company felt that by using computers it could enhance its image to its customers as well as improve its efficiency. It spent some time studying the options before deciding on the Drive-6 system.
Drive-6 is put together by Freight Computer Services, which offered NCCS a free three-month trial period to see if it would be suitable. NCCS has five major requirements of any system:
To cope with national statistics for fac
tors like maintenance cost per kilometre, tyre costs and fuel costs I: To be capable of working on an individual level for both drivers and vehicles, and also assess particular contracts to measure the efficiency of the service provided to the customer 0 To keep a check on NCCS's suppliers and sub-contractors to make sure the company is getting the right service 0 To be able to give customers specific information about its efficiency such as cost per pallet or per kilometre 0 To be capable of correcting and updating the current data.
Drive-6 was installed at NCCS about 18 months ago. After a few initial problems, as personnel got used to the system, the company has pronounced it a success.
It has 46 reference files covering everything from vehicle and trailer types, makes and models, to workshops, fuel locations, maintenance organisation and defect cost categories.
When this information is on computer it is easily accessible by all management levels from the branches to the boardroom. Drive-6 is available to outside companies direct from Freight Computer Services.
NCCS does not limit itself to one package for fleet managers: it also has a package called Truckspec. Biddlecombe explains that this package records all the details of truck specifications. Used for vehicle purchasing, it helps the company find the right vehicle for a particular job.
This package could be a godsend to small hauliers who do not have the time to search through all the manufacturers' literature on new trucks, but it is unlikely to be needed very often and would not justify its cost.
To help these companies, the Freight Transport Association has a free service for members. Launched a few weeks ago. Freightspec will help hauliers with vehicle selection and the FTA has already received enquires from members.
Engineering manager Graham Montgornerie says that the FTA received a lot of enquires from members when Bedford decided to drop its truck production. They were worried about where they would be able to find a similar vehicle when they needed a replacement.
Another company working hard to win small hauliers' business is Distribution Planning Software, based in the Midlands. It runs courses on computers in general and on their application in the haulage business in particular.
To suit smaller operators, DPS is looking at reducing its costs and limiting the number of vehicles covered by its Distrisoft package to make it more productive in small units.
At the moment the package can cost anything between £1,500 and 23,500 depending on the options, and it has attracted 27 UK users, including the likes of Federal Express, Dixons and Heron Group.
Distrisoft is designed for fleet managers to use on a daily basis, rather than as a
complex system to cover fleet management as a whole. It is claimed as userfriendly and the company provides telephone support as well as basic training.
The package will help with the administration of the fleet, MoT expiry dates and tachograph checking, to vehicle repair records and fuel control. It will spot any rogue vehicles and warn managers when a vehicle is due for replacement.
SEPARATE MODULES
The company has split the system down into separate modules so that the haulier need only buy those sections which he will actually use. Distrisoft should help hauliers manage their resources on a daily basis, while keeping an eye on long-term purchasing decisions and ensuring that legal requirements are met.
Another package with similar potential is the Asset Information Management System. Britannia Business Services has produced two modules; for fleet-cost control and for fleet maintenance control. They can be used on an individual basis.
Britannia's Stephen Farr says that most clients take the packages as add-on features to an existing Asset system.
The fleet costing systems retail at 2750: the packages are available to companies with at least 100 employees. There is an annual maintenance and support fee of 16% of the module cost.
Farr says that one of the most important factors in the module design is that managers with no previous computer experience will find it easy to use. Of the 300 customers with an Asset package, about 100 have the fleet costing system.
To help make the system simple to use, 90% of the system can be operated by using arrow keys, and a 'help' menu is available at any stage. To make sure the system is never left behind in the new technology race, Britannia will update each operating system free of charge every six months.
Quadra Computer Services offers seven packages for the motor and distribution industry. For fleet managers it has a fleet control system which covers four main areas of work: fuel; service and repair; spare part stocks, and standing charges. A full vehicle and trailer history can be built up with weekly information condensed into monthly reports. The £3,000 system will pick out any exceptional figures from normal budgeted levels_
TRAINING AVAILABLE
There are 10 UK users at the moment: the annual maintenance fee is £350 with computer training available as required at 2265 a day.
Like Quadra, Chess Consultancies offers a range of software transport packages and it will customise its packages to suit customers' needs, from an integrated transport system to individual modules.
The three modules available cover traffic office, vehicle costing and transport accounting. The company offers training on site and has a help desk.
After a decade in the transport software field, Chess Consultancies has over 75 users. The Traffic Office package helps fleet managers with job and vehicle allocation, sub-contractor control and fuel and revenue analysis features.
The Transport Accounting package has been specifically designed to cope with the accounting demands of operators within the haulage industry.
Chess Consultancies also has a comprehensive project management service to continue to match the computer's capabilities with the customer's demands.
by Liz Booth