Educational Webinar: Strategies for Managing a Safer, More Effective Fleet

Safety is a top priority and a main concern for managers of any fleet-based business. Join us for this free, informative webinar to learn solutions for common safety challenges faced by fleet managers that will lead to better business practices and more effective fleet management. Our expert host will discuss solutions to key safety issues such as:

• Distracted driving
• Unsafe driver behavior
• Hours of Service compliance
• Remote/Lone workers

You will also learn about the strategies similar companies have used to improve the safety and efficiency of their fleets.

Title: Strategies for Managing a Safer, More Effective Fleet
Date: May 24, 2012
Time: 11:30am – 12:30pm MST

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How to Simplify Hours of Service Compliance

Coping with Hours of Service (HOS) regulations can be a nightmare for fleet-based businesses, especially if HOS issues are resulting in vehicle downtime. This short demo explains how an automated HOS solution works to manage compliance requirements, eliminate the need for paper logs, and makes inspections and audits easy.

How to Decrease Paratransit Operating Costs Using Fleet Management Strategies

Automatic Vehicle Location (AVL) and Mobile Data Terminals (MDTs) are being used extensively in virtually any industry that employs a fleet of vehicles, and are especially valuable to paratransit organizations. The benefits of AVL/MDT technology combined with scheduling and routing software for paratransit agencies is clear: managers and office staff can use these technologies to improve on-time performance, streamline operations and reporting, and improve customer service.

The information provided by using this combination of technologies helps managers make more efficient use of their resources; it also enhances the efficiency and effectiveness of paratransit operations. While these are all great benefits for any paratransit agency, scheduling software, even when combined with AVL/MDT technologies, only goes so far.

Often overlooked is the effectiveness of fleet management technologies when applied to paratransit operations. A typical fleet management solution addresses not only vehicle location and status information, but goes further to increase driver and passenger safety, extend the life of each vehicle in the fleet, provide the ability to monitor and improve driver behavior, and decrease overall operating costs.

An effective paratransit operation starts with scheduling and routing software and then moves beyond to include mobile data integration and fleet management. This white paper will discuss what a comprehensive paratransit fleet management solution includes, the benefits of implementing a fleet management solution, and provide guidance on how to select the right solution.

Components of a Complete Paratransit Fleet Management Solution

The value of a fleet management solution lies in its ability to mitigate common challenges faced by fleet managers, while improving vehicle efficiency to reduce operating costs—particularly important to government or publically funded businesses like paratransit agencies. While many paratransit directors may not think of themselves as fleet managers, the nature of the business is such that this is an integral part of their responsibilities.

There are a number of components that comprise a paratransit fleet management solution. Its basic form will consist of fleet management software in the office, a mobile computing and/or GPS device in the vehicle and a cellular connection that exchanges data between the two. A fleet management solution can also integrate with other systems such as maintenance software packages.

Let’s take a closer look at the different components of a fleet management solution and how they work together to lower operating costs.

Benefits of a Paratransit Fleet Management Solution 

Driver Behavior and Fuel Monitoring

Reducing fuel costs is an important issue facing managers, but at the same time it is hard to track effectively. With fuel costs accounting for such a significant portion of fleet budgets, wasteful driving habits hinder fuel efficiency and finding ways of reducing consumption can make a big difference to the bottom line.

A paratransit fleet management solution provides the ability to monitor driver behavior in order to track how much fuel is being wasted when drivers speed or idle unnecessarily.

Fleet management systems are effective for minimizing wasteful driving habits. Having mobile data terminals (MDTs) in the vehicle reminds drivers that they are accountable at all times, which automatically translates into better driving habits.

To manage idling costs, a fleet management solution can provide driver report cards so managers can create and enforce a fuel consumption policy and set boundaries around what constitutes acceptable idling. Incentive programs and a reward system for positive changes in driver behavior can go a long way towards lowering fuel costs.

When evaluating a fleet management solution, a major urban paratransit agency used a test subset of their fleet, and reported 2.79 hours of idling per vehicle per day which was a cost of $6.96 for each vehicle each day. Additionally, when drivers exceeded their speed threshold by 32 mph it added a cost of $1.28 per gallon of gas to the agency’s expenses. When extrapolated to the total fleet of 650 vehicles, this agency was potentially seeing $5,356 worth of fuel wasted per day.

In addition to money saved on idling expenses, a paratransit fleet management solution can use vehicle telematic data to track information such as vehicle speed, instances of hard braking and acceleration, and even if drivers are wearing their seat belt or not. Aggressive driving behaviors, such as hard braking and unnecessary acceleration not only waste a considerable amount of fuel, but even more importantly, are a safety risk.

Managers can set speed thresholds and be alerted in real-time when a driver exceeds the threshold. Fleet management technology allows effective monitoring of driver behavior and can provide managers with reports on who the top offenders are so they can identify at-risk drivers and implement and track training strategies to improve performance.

Safety and Risk Management

Paratransit agencies serve some of the most vulnerable members of society and as a result, need to ensure the safety of those who use this method of transportation service.

Paratransit fleet management technology that helps monitor vehicle whereabouts and driver behavior goes a long way towards improving not only the safety of drivers, but of passengers as well.

A solution which utilizes AVL lets managers know what drivers are doing and where they are. Throughout the day, drivers’ activities— from logon to logoff, and even vehicle speed— are automatically time-stamped and captured, and contact with the office is maintained. This data creates an historical record of driver/vehicle activity which allows agencies to easily access accurate details in the event of an incident or accident creating a clearer picture of what happened, and helps simplify complaint resolution and liability claims.

Maintenance and Vehicle Usage

An additional key benefit of investing in a complete paratransit fleet management system is that it allows paratransit agencies to use the data being collected by their vehicles to improve maintenance programs. This lets agencies use and apply this data in a meaningful way to their operation.

For instance, a paratransit fleet management solution collects a considerable amount of data from paratransit vehicles, and this diagnostic information can be used to ensure that vehicles are being serviced when they need it to avoid downtime and costly repairs.

Scheduled vehicle maintenance can also be tracked and automated maintenance reminders can be generated for fleet maintenance personnel. This can ensure that vehicles are not being under or over-maintained, and wear and tear is reduced.

With a paratransit fleet management solution that integrates vehicle diagnostic data, agencies can not only better manage the maintenance associated with their vehicles, but it also allows them to better adhere to maintenance schedules and make better use of their vehicles.

Better Reporting

A paratransit fleet management system provides managers with a full suite of reports, and best-in-class systems also give users the ability to design and create their own reports. Reports can be automatically processed and emailed to the appropriate personnel on a daily, weekly or monthly basis to make sure all relevant parties always have the most up-to-date information. These reports allow managers to address all aspects of how the fleet is performing—from vehicle usage and driver behavior, to vehicle maintenance and lifespan—providing a transparent view into operations that is not possible when an agency only has typical scheduling/routing software.

Selecting the Right Solution

Now that the technology and some of the expected benefits of a paratransit fleet management solution have been covered, the next step is to look at how to approach selecting the right solution for an agency’s needs. Success can hinge on selecting the right technology partner that has the experience to manage all of the various aspects associated with this type of solution.

Identify Short-Term and Long-Term Goals

As with any technology investment, it is important to have a plan for evaluating and implementing a paratransit fleet management solution. Identify short-term and long-term goals, and priorities—first for acquiring a system, then for implementation. A common mistake that organizations make during this process is choosing technology instead of a solution. Set aside a list of key functionalities that you need to achieve success and then evaluate the ability of different technology solutions to meet these requirements.

Once you have your system in place, the amount of data you can access can be overwhelming. Identifying a few, key measurable goals you want to achieve at the beginning of the deployment will help to avoid information overload and provide areas of focus.

Ensure the Solution Supports Future Growth

When selecting a solution, it is easy to forget about the future and what technology needs will be down the line. Keep in mind that paratransit fleet management solutions need to be scalable in case greatly increased demand for services or other factors affect the size of the fleet.

When choosing mobile devices, don’t select one based only on your current needs. Choose devices that will grow with your operation and seek out a vendor that will help you with that growth.

Implement a Change Management Plan

Securing widespread buy-in for new technology can be one of the most challenging aspects of implementing a system. Employing a change management plan helps the organization make this transition a success.

To ensure widespread acceptance of the system it is important to underscore how the technology will improve the agency’s bottom line, increasing job security for employees, and keep drivers and passengers safer. Also, involving end-users throughout the decision-making process makes them feel more engaged and connected to the process.

Consider providing driver behavior training programs that focus on rewarding good driver behavior rather than punishing negative behavior. Good drivers will embrace the system as it highlights their good performance and poor performers will have incentive to improve.

Conclusion

In this era of decreasing funding and tight budgets, fleet management technologies are fast becoming a necessity to operate a more efficient paratransit fleet and decrease costs. While there is a lot of value in scheduling and routing software – from making scheduling and dispatching easier, to improved data management – to realize true efficiency requires a paratransit fleet management solution.

As the most effective way to manage a vehicle-based workforce, a paratransit fleet management solution can be tailored to an agency’s service needs and integrated with existing infrastructure to provide insight and clarity into operations that extend beyond what typical scheduling and routing products are capable of providing for agencies.

Learn more about Fleet Management solutions for Paratransit agencies.

The Ease and Convenience of a Passenger Information System

The role passenger information systems play in making public transit easy-to use and convenient cannot be overstated. With more and more passengers carrying smart phones, being able to access trip information from wherever they may be is quickly becoming a familiar demand; being able to easily access trip information is, perhaps, even more important. After all, if a passenger information system isn’t user-friendly and intuitive, your passengers won’t use it.

This demo shows you, step-by-step, how easy it is for transit riders to get real-time bus location information at any time, and from anywhere, using their mobile or smart phones. How easy is it? Watch the demo and find out.

To learn more about the passenger information system shown in this demo, click here.

FMCSA Cell Phone Regulations: A Guide for Compliance

If you have a bus or truck fleet you need to be aware of the most current FMCSA rules when it comes to cell phone and hand-held device use. On November 23, 2011, a rule was issued that prohibits interstate truck and bus drivers from using hand-held cell phones while operating a motor vehicle.

ZoomSafer has put out a useful article that breaks down, clarifies and analyzes the rules to make compliance as straightforward as possible. The article also offers recommendations for managing compliance, which is often overlooked.

The article provides a comprehensive section that addresses the comments from members of the public and those of the industry, as well as the responses from the FMCSA.

You can download a free copy of the article here. If you want more information on Hours of Service regulations and management strategies, download this educational white paper or click here.

All Hands On-Board

Attention Transit Agencies: In case you are unaware, APTA is urging immediate and widespread action by all of its members to oppose the House of Representatives’ proposal to eliminate the dedicated motor fuels tax for public transportation investment. Here is a handy website with a list of actions, including press release and letter templates, to make it easy for you to have your voice heard.

Strategies to Prepare for Rising Fuel Prices in 2012

Article:

Over the last few years, everyone has been feeling the pinch from the rising cost of fuel. Many businesses and fuel procurement offices have assumed that if they could just get past a couple of tough years, that fuel costs will stabilize. If there’s one thing that’s become clear over couple year, it’s that high oil prices are here to stay. 2011 set a record for highest average inflation-adjusted fuel price, and 2012 is projected to keep pace with those levels.

While the high cost of fuel can be a vexing problem for businesses everywhere, it’s can be a major obstacle for shippers and carriers. Luckily, there are a few things that companies that manage a fleet can do to manage the rise in fuel prices. Here are two ways that companies help reduce the impact of high fuel prices on their bottom line.

Improve Procurement of Fuel
One of the main trends that we’ve seen in the oil and gas market over the last couple of years is increasing volatility. It’s not uncommon for the market to swing five cents per gallon on a given day. If you find yourself on the wrong side of a purchasing decision when buying thousands of gallons of gas, you can quickly bleed money and go over budget. There are some automated solutions, such as FuelQuest, on the market that can help companies forecast demand, monitor on-hand fuel, and procure at the best market price. These solutions can help companies avoid buying at the wrong time and bolster their bottom lines-and they can often save four to six cents per gallon on fuel purchases.

Better Manage Your Fleet
After making better fuel purchasing decisions, better managing the fleet is a logical next step. While there are some very impressive new technologies (e.g. eco-friendly engines and aerodynamic trailers) on the market, these can be pricey investments. Where companies can get a far better bang for their buck is in employing highly-skilled drivers that are versed in fuel saving technique such as smooth acceleration and momentum control. A skilled driver can save, on average, anywhere from five to 20 percent in fuel efficiency. Another boon is keeping tire pressures at proper inflation levels as a three percent variance in air pressure impacts fuel efficiency by one percent.

Plan Routes More Intelligently
A final way save on fuel costs is to better plan the way that shipments are delivered. This boils down to both delivering along more efficient manner routes as well as shipping loads more efficiently. There are a number of technology solutions that have been developed to help fleets shave off fuel costs by planning routes that require fewer miles and fewer stops. One of my favorite examples of how effective route planning technologies can be is how UPS saved on fuel costs by minimizing the number of left-hand turns that drivers make. While was just a minor change in the way UPS  delivered their packages, it ultimately wound up saving them more than 10 million gallons of gas.

These are just a couple of ideas on how to save on fuel costs. For more strategies to reduce fuel costs, you can visit the Software Advice – an online resource for distribution business software. The original post can be viewed at: Three Strategies for Reducing Fuel Costs in 2012.

To learn more about Fleet Management technologies that help fleet managers increase efficiencies and decrease costs such as those incurred by speeding, idling, and poor driving habits click here.

Canadian company wins Metro Transit contract in Oklahoma City

We would like to take this rare opportunity to toot our own horn and direct you to this press release about an exciting new project in Oklahoma City. Mentor Engineering was awarded a contract by the Central Oklahoma Transportation and Parking Authority to implement a GPS-based automatic vehicle location (AVL) and passenger information technology system for Metro Transit. This system goes beyond simply tracking Oklahoma Transit’s buses: it will help improve schedule and route adherence, give passengers better, real-time bus departure information and ultimately help Metro Transit better study its service.

To read more about this exciting project, click here.

Putting an End to Distracted Driving

The stakes for fleet drivers using hand-held cell phone devices while driving just got higher. This article outlines the regulations and implications from a Department of Transportation (DOT) final rule on distracted driving. Ray LaHood, U.S. Transportation Secretary, has announced a final rule that will hopefully put an end to distracted driving in fleet-based industries. The Federal Motor Carrier Safety Administration (FMCSA) and the Pipeline and Hazardous Materials Safety Administration (PHMSA ) have issued a joint bill that will prohibit interstate truck drivers and bus drivers from using hand-held cell phones while operating their vehicles.

 As a result of this final rule, drivers who violate the rules will face a $2,750 penalty for each offense and disqualification from operating a commercial motor vehicle for multiple offenses. It is not just drivers that will face hefty penalties for violating the hand-held cell phone ban: commercial truck and bus companies that allow their drivers to use hand-held cell phones while driving will face a maximum penalty of $11,000.

According to Norm Littler, VP, regulatory & industry affairs, for the American Bus Association, the best way for carriers to protect themselves in the event of an incident is by having a clear and concise written rule in place which states the use of hand-held cell phones and texting is against company policy and make sure all drivers have read and signed off on this policy. Also, Littler recommends that carriers frequently revisit and adjust existing policies.

 You can access the final hand-held cell phone ban rule from the DOT here. To learn more about technology options to prevent distracted driving, click here.

6 Ways to Improve Your Bottom Line with Electronic Dispatching

In the competitive taxi business, having any advantage over your competitors can make all the difference. An electronic dispatching and vehicle location system can set you apart from your competition and help you dramatically increase revenue. This whitepaper will highlight the benefits of an electronic dispatching/vehicle tracking system using examples from taxi companies like yours. Additionally, it will outline the most important things to consider when purchasing a solution.

 An electronic dispatching and vehicle tracking solution consists of software in the office and mobile computers in your taxis. Rugged in-vehicle computers with integrated taximeters provide turn-by-turn directions for drivers and allow seamless communication between drivers and dispatchers. In the office, electronic dispatching software allows call takers or dispatchers to distribute calls quickly and fairly.

 Benefits of an Electronic Dispatching System

Complete More Trips Each Day

An electronic dispatching system allows companies to streamline call-taking and dispatching to considerably increase the number of trips they can handle without adding additional staff. Call takers can enter customer calls and record customer requests for trip cancellations quickly and easily in the system. Repeat customer information is automatically filled in and allows calls to be dispatched in 3 to 4 seconds. Call information is sent in real-time to the driver’s in-vehicle computer. Days of telephone tag or clogged radios are over as trips are automatically assigned to the next available, appropriate driver. 

This technology has revolutionized the way the Union Taxi Cooperative in Denver, Colorado does business. Since implementing an electronic dispatching system Union Taxi has completed an average of 12,000 more trips each month, which is fourteen times more trips than their competitors, without needing to hire any more staff.

Eliminate Inefficiencies

Best-in-class electronic dispatching/vehicle tracking systems include a comprehensive set of reports which allow owners and managers to effectively pinpoint areas of inefficiency. Identifying areas where your operation can improve, such as adding more vehicles to your busiest zones during peak periods, helps streamline operations and improve customer service. Additionally, managers are granted a completely transparent view into the daily operations of the fleet which allows them to correct undesired behaviors or reward top drivers. 

United Blueline Taxi in Saskatoon, Saskatchewan has seen the benefits of positioning their fleet to provide excellent customer service. Operations Manager, Tony Rosina, says, “Quite often people will phone the other cab company (without an electronic dispatching system), wait 25 to 30 minutes, and then call us and we’re at their door immediately.” Speedy response times during peak hours have helped United Blueline gain a larger, dedicated customer base. 

Offer Fast and Secure Payment Options

Offering debit and/or credit card payments is now a standard in the taxi industry. However, manual card swipes leave companies open to a myriad of issues, the largest of which is credit card fraud. With an electronic dispatching system, these vulnerabilities are eradicated. You can offer customers the convenience of debit and credit card payment with the confidence of knowing that the transactions are protected, secure, and guaranteed. Money from the payments is immediately deposited in your bank account which increases your cash flow and eliminates having to wait for manual entry of receipts.

Len Bellingham, President and Owner of Mayfair Taxi, has seen the benefits of credit and debit card processing with an electronic dispatching system: “The credit card processing is unreal. The money goes straight into the bank, and we don’t get any bad cards anymore. It offers more confidence to our drivers because it protects their money.”

Handle Administrative Tasks with Ease

Owners and managers face extensive administrative tasks in managing their drivers and fleet. One of the most onerous tasks is managing the stand-rent process for drivers. An electronic dispatching system simplifies this process by automatically recording which drivers have been charged and paid. The system can also print receipts and checks, run reports, and track insurance statuses and contract billing. All this automation adds up to a reduced need for data entry clerks, allowing companies to eliminate the position or reassign those employees to other jobs.

Hire and Retain Excellent Employees

Your employees are the front line between your company and your customers; therefore, having the best employees is inherently tied to the success of your business. Using the zone dispatching functionality provided with an electronic dispatching system means trips will be dispatched fairly, 100% of the time. Drivers will know they are getting as many trips as possible each day, which makes them more money and makes joining your company more attractive to prospective drivers . Also, electronic dispatching increases efficiency and improves customer service which will result in higher call volumes than the competitors 

Len Bellingham of Mayfair Taxi says, “I’d say drivers get a least five extra calls per shift. They’re thrilled.” Drivers themselves also enjoy using they system. “It’s better than playing the slot machines. It pays every trip and I’m bound to hit the jackpot several times a day with long trips,” says a driver at Charley’s Taxi in Honolulu, Hawaii.

Improve Driver Safety

Aside from more trips per day, an electronic dispatching system provides many other benefits to attract quality drivers such as functionality to improve driver safety. A discrete emergency call button allows drivers to easily alert dispatch or police to a suspicious passenger or situation. Best-in-class solution providers also provide customer callout capabilities. This functionality gives drivers the ability to send a canned message to the customer’s phone to alert them that their cab has arrived; as a result, drivers can remain in their cab and not have to approach a customer’s door, avoiding a potentially dangerous situation. In addition, with vehicle tracking dispatchers always know where the drivers are, providing an extra level of security to drivers working late at night or in less desirable neighborhoods.

This system not only helps Charley’s Taxi in Honolulu, Hawaii dispatch cabs to customers faster, but they are also realizing the many additional benefits of using such technology – namely, improved driver safety. The in-vehicle computers feature a panic button and GPS-based vehicle tracking capabilities so dispatchers can instantly locate vehicles and send assistance. As Charley’s Taxi driver Malig Williams says, “Now with the computer system I know that somebody else is watching for my back besides myself.”

Points to Consider When Selecting an Electronic Dispatching System

There are a wide variety of electronic dispatching systems available in the market, ranging from basic vehicle tracking systems to complete taxi-specific solutions. In order to simplify your choices when purchasing a system, it is important to consider many key factors. Obviously functionality and price are important, but the topics raised below are what will truly set the right solution apart from the others.

Flexibility

As highlighted above, electronic dispatching systems offer a wide range of functionality. When evaluating systems, it is important to first make a list of the functionality your company must have, and what features you deem unnecessary. Once you have this list, identify which solutions meet your needs.

Keep in mind that many solutions will charge per module, or piece of functionality, which can drastically increase the cost of the system. Look for a solution that includes all modules for one price. This will give your company the flexibility to turn functionality on or off, based on your needs, without having to worry about incurring additional costs or paying for functionality you don’t need.

Scalability

As your company grows, you will need an electronic dispatching system that grows with you. When selecting a solution, inquire into how new vehicles will be added to the system. Can you save time by programming in-vehicle devices remotely or will you have to visit each device individually? You will also want a guarantee that the solution provider will continue to support legacy devices or a range of different devices in the same fleet, to ensure that you won’t have to replace all of your in-vehicle hardware when adding updated hardware in new cars.

Control

When you pick a system to implement in your company, you’re going to want full control of how the system works and ownership of the data created by the system. Be sure to ask vendors if you have complete access to the data coming out of the system. Additionally, ensure you have control of how your system is configured and set up to make sure it effectively reflects your businesses processes. Keeping your new solution aligned with your current methods of doing business will help minimize change management issues.

True Zone Dispatching

Zone dispatching is one of the key benefits of an electronic dispatching system, allowing your dispatchers to distribute trips fairly. Examine the differences between solutions offering “closest car” dispatching versus zone-based dispatching. In most instances, zone based dispatching is more effective and more fair; however, the best solutions offer a combination of the two. A solution that allows you to choose the dispatching method means you are able to change to “closest car” when convenient, such as rush hour traffic jams, and move back to zone dispatching for the rest of the day.

Cellular Network Capabilities

All electronic dispatching solutions work over private radio networks. However, the best systems also work over cellular networks. Choosing a solution that works on both private and cellular networks allows your company more flexibility. Additionally, cellular networks provide a wider range of coverage and are often less costly over the long-run.

Customer Service and Support

The most important factor in selecting an electronic dispatching solution is the support you will receive from the vendor providing it. Ensure that the solution you choose is backed with 24/7 support to reflect how your company operates. In addition, best-in-class vendors will provide your company with a dedicated support engineer. This person will learn your business and know your system inside and out, to ensure you get running as quickly as possible.

The best way to confirm you will be receiving excellent service after you purchase your system is to talk to other companies that have also purchased from the vendor. These references will provide you an honest view of both the technology and the vendor’s customer support

Conclusion

The benefits of an electronic dispatching system are endless. From more trips per day and increased efficiency to easier hiring and reduced administrative tasks this technology can revolutionize your business.  Selecting a solution is a big endeavour, though following the key points above will help you to select the perfect solution for your company.

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Mentor IntelliFleet® is a comprehensive electronic dispatching and automatic vehicle tracking solution. IntelliFleet provides true zone dispatching, automated call taking, fast and secure card payment processing, real-time location information for all vehicles, and much more. Taxi companies using IntelliFleet see a wide range of benefits such as: more trips per day, increased driver safety, improved customer service, fair call distribution, and decreased operating costs. Click here to learn more about Mentor IntelliFleet