Hennecke Fleet Consulting
Fleet Management Software – Functions, Providers, Selection
“Which fleet management software fits your fleet – and how do you select it correctly?”
Modern fleet management runs on fleet management software. From vehicle ordering and cost control to damage handling and telematics, digital systems have become the backbone of an efficient fleet.
But the market is crowded, ranging from free-of-charge reporting tools of fleet service providers via simple SaaS solutions to complex systems, deeply integrated into corporate ERP-systems.
Therefore the offerings are hard to compare – and a wrongly chosen system is expensive and painful to replace. Selecting the right software is therefore one of the most consequential decisions in fleet management.
Read the full overview below, or jump directly to Our Consulting Services.
What is fleet management software (FMS)?
Fleet management software is a digital solution to manage corporate fleets centrally: from vehicle procurement, maintenance and damage management, via invoice handling, to driver-licence checks and telematics. It brings data in one place and replaces isolated solutions, structures and automates processes. The term however is not protected – everything from a simple spreadsheet to a fully integrated platform is called “fleet software”.
When we talk about FMS in the following, we mean software from an external provider. This is fundamentally different from software that fleet management serivce provders, for example leasing companies, usually provide to their customers free of charge for reporting purposes. And it is equally different from the still-largest competitor of any fleet software today: Excel.
But even so, the term remains very broadly defined. Depending on the type and size of the fleet and the fleet management activities relevant to it, very different kinds of software can be meant. To ultimately arrive at a selection, we recommend a clear classification of fleet software – primarily by the software's functions and by further characteristics.
What functions does fleet management software have?
More info about different types of fleets specifically in Germany, you find here: German fleet market.
Definition by activities in fleet management
Fleet management comprises the following areas of activity:
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Fleet structure: Decisions about the required vehicle types, financing strategy, supplier strategy, ...
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In-Fleeting: Activies related to ordering and delivery of new vehicles
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In-Life Administration: Service and maintenance, damage handling, fuel card management,..
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Daily handling: Route planning, vehicle key handling, handover between drivers,...
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Drivers: Driver helpdesk, driver license checks, driver training,..
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De-Fleeting: Decision about the timing, vehicle assessment, remarketing,..
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Organisation of fleet management: Car policy, process descriptions, fleet management software
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New mobility: Specific focus on how to integrate alterantives like car sharing, ride hailing, public transport
Note: Not all activities are relevant in all types of fleets - depending on the type of fleet, different activities will be of different importance.
For example in a fleet of benefit passenger cars, the ordering process via an automated car configurator will be important, while the retrofitting of specific equiment into the vicles or the daily planning of routes or capacity will not be relevant. For a delivery fleet of vans and trucks, it will be just vice versa.
Levels of fleet management
Challenges of fleet management can finally be classified by the level and focus of activities regarding all areas from above:
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Strategic level: Decisions about fleet structure, supplier setup, selection of fleet management software,...
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Operational level: Activities regarding operational processes like vehicle ordering, supplier management, daily handling, ...
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Technology level: Specific focus on available hardware and software solutions to support fleet management activities
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Supplier level: Selection and management of suppliers for fleet management services and technology
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Costs: Specific focus on how to achieve cost savings by means of fleet strategy, operations or technology
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Other goals: Specific focus on how to reach goals like driver satisfaction or health, safety and environment
Note: This scheme from above - levels and goals of fleet management activities, per area of fleet management - is also our proven tool for a standardized analysis of any type of fleet, as described here: fleet management consulting services.
Specific challenges in fleet management
Find more detailed background info about specific challenges in fleet management , see the following subpages of this website as grouped in the section "special topics":
Fleet management:
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Fleet management software
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Key handling
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Electric vehicles
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THG quotas
Our papers and articles:
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Future of fleet management
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Fleet management and Covid-19
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Electric vehicles in company fleets
OUR SERVICES in Fleet Management
Hennecke Fleet Consulting supports you with consulting services regading all types of vehicle fleets, all areas of fleet management activities and all levels of fleet management.
We also support you in the execution of projects with change, project and interim management.
For more info on our services see on this website:
Alternatively you can CONTACT US directly.