May 2008: Cover Story

Even though massive amounts of data are being collected automatically, the machines can’t organize themselves (yet). So you need to know how to access all the info. The most common way is through Web-based applications. The majority of fleet management system service providers offer an online interface that lets you log on from any computer with an internet connect to check the stats of your fleet. Aside from accessibility, a Web-based interface retains the familiarity of Web site navigation.

“The main reason we chose to be a Web-based service, and our answer to people’s questions over why we don’t provide a shrink-wrapped version, is simple — contractors are more interested in keeping their business running than babysitting their software. They don’t want to depend on an outsourced IT person to keep technology running or spend time teaching new technology to their people,” says Michelle Borg, COO of BorgSolutions. “That’s a headache for them. Cumbersome software is not simple. With this system, it’s intuitive and you can access it anywhere.

“You would be surprised how many people say they love being able to check in on their crews when they are at home. If they have to take the day off, some of them worry that their crews slack off, but they can see what’s going on with the Web-based software from anywhere, at home or on the road.”

A few service providers also offer hard disk-installed software to keep a watchful eye on your machines. HCSS, for example, has The Dispatcher, which is accessed through a network connection when a multiple-user environment is used. This keeps the flow of information in-house.

Through The Dispatcher, with the embedded Microsoft MapPoint software, a user can track his or her equipment, view cycle-time information, utilization, see when equipment is on and off the job and many more tools that allow the user to quickly access what they need. Of course, HCSS also offers Web-based access for checking up on crews anywhere there’s a computer and Internet connection.

Aside from actually operating the machinery, the system interface is where user input may be needed. For most systems, you’ll have to input your machine, be it an excavator, loader, pickup or chassis cab, the hours logged and money spent already in purchase, repairs and maintenance. Once all that info is punched in, the system takes over. In some systems, the fleet management software will track the money spent on a certain machine from then on. The benefit is being able to see machine productivity deterioration over time — letting you know if it’s costing you more money to run a machine than it’s worth.

“The historical information is available back to the day that the unit was first purchased. There is no purging of information,” reports McGough. “HCSS GPS units transmit their data every four minutes and how it is displayed is up to the user. The user can run various reports and on-screen functions that allows him or her to view the information in many ways. It can be displayed as a listing of every line of information received to a summarized version of the information based on jobsites and events triggered.”

If you want to break your fleet up into groups according to job, you can do it. Machine type? Hours logged? Maintenance schedules? Equipment allocation? Region? You got it.

“You are able to slice and dice the data however you want,” says Nicoletti. “It’s as simple as clicking the type of report, how often you want it and what group that machine goes in. And you can export to a spread sheet, which is great for machine guys that are not computer guys; they are more focused on machines rather than logging onto a Web site. Also, someone else can manage the data, pull it off the Web into a spreadsheet and then e-mail it to the guys who need the data.”

Many systems allow the creation of other user accounts as well — ranging from full to extremely-limited access. Using a user name and password system, you can set up additional accounts, though sometimes at an additional cost.

If you want your mechanic to be able to view service reports, you can set him or her up with an account and he or she is able to view the latest service invoices. On the other hand, you can give your equipment manager full range to change input information, reorganize machines, set geofences and beyond. But be careful. That information is your source of power and, although you might trust all your employees, you are first and foremost the person making important fleet decisions and handling input.

“Only about 50 percent of our customers actually have a mechanic account,” says Borg. “Most of the time, they enter in the info and can print off the work orders and give them to their service person. A lot of them don’t want the mechanic to be able to access the information and are more comfortable entering it themselves. If they do have an account, it’s usually the head mechanic or manager that handles the information.”