The System The System

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In the widest sense any fleet administration system must be able to all or most of the following:

• Advise senior management on all aspects of fleet and business travel performance
• Ensure the right vehicles are provided to the right users at the right time - and at the right price
• Collect, record then check all costs accurately
• Record vehicle allocations:
  • As between departments/ functions; for internal costings.
  As between drivers (where relevant); for tracking liabilities for Fixed Penalty Notices etc
• Track fuel card issue (where fuel card arrangements are in place)
• Assume full responsibility for "driver authorisation" - licence checks/ driver training programmes; entitlements to drive different classes (by weight, trailer attachments and by seating capacity) for Duty of Care purposes
• Monitor fuel use and cost performance for company and cash allowance fleets
• Advise senior management of compliance with policy objectives
• Monitor "accident"/ on-road incidents to seek trends and recommend appropriate actions
• Maintain policy and guidance documentation (fleet policy/ driver handbooks etc) up to date and in line with all relevant regulation/ legislation

The detail of how these are achieved must relate to the other systems in the business, to provide the easiest way to integrate the data collection and interpretation as simply as possible. Many fleets use specialist software and most of these have good facilities to record mileage and fuel used.

A good green fleet policy can only be achieved with this information: simply putting a few "clean cars" into the fleet system will never be anything other than a token gesture. To be serious about reducing the environmental impact of the fleet - and of course reduce costs as well - needs a fuel performance analysis on an on-going basis.

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