Sourcing fleet management software from other local agencies
When considering the adoption of new fleet technologies, law enforcement agencies can find a great resource for guidance in their peers within the public sector. Discovering which fleet solutions other agencies are using can provide valuable insights. Find out what solutions other agencies are using, especially agencies with similar fleet size and output. Discuss the pros and cons they've experienced and gain insights into their decision-making criteria. Are they using multiple solutions, like telematics, FMS and fuel cards? Do they integrate their solutions?
Reaching out to other agencies can also help with estimating the potential return on investment (ROI). Comparing what other agencies have achieved through their chosen solution provides a clearer, data-based picture of what to expect.
Real-world input, particularly from public sectors, can make all the difference. “I’d already done the research into what programs, what functionality and everything that we needed [in an FMS],” explains Tom Rowlings, Assistant Fleet Manager, City of Cambridge. “I found out that in Cambridge, the police and fire departments had been utilizing Fleetio separately. That helped convince my leadership that this was the way to go.”
The benefit of a General Services Administration (GSA) contract should be considered, as well. Fleet solution providers on GSA contracts streamline the acquisition process. Rowlings says the City of Cambridge's chosen FMS is “on one of the state government sourcing contracts, so we didn’t have to go through a bid procurement.”
Focus on usability
Usability is a critical factor when implementing new fleet solutions. Law enforcement agencies require solutions that allow them to get up and running quickly, improve uptime and integrate effortlessly with existing systems. “Most fleet softwares have similar functionalities regarding what the end result is, but it’s how you get to the end result and how user-friendly the interface is that’s important,” Rowlings explains.
The major point about the importance of usability is this: If a technology is frustrating, if it’s time-consuming and if it has a lot of service/connectivity issues, it likely will have a failing implementation rate. The easier it makes officers’ and fleet employees’ lives, the better the adoption rate will be.
A software’s usability plays a direct role in users’ time management, and extended time spent on ancillary tasks cuts into fleet uptime — whether in the shop or in the field. Fleet solutions should streamline an agency’s workflow rather than hinder it, so choosing a user-friendly solution with automated features can greatly improve uptime. “[FMS really takes] a lot of the stress out of trying to schedule maintenance, because it keeps up with everything for you, which also helps to reduce the downtime on these vehicles,” says Rusty Piersol, Fleet Maintenance Technician, Center Point Fire Department (CPFD).
Automated fleet solutions, like FMS, allow agencies to “set and forget” tasks like preventive or scheduled maintenance and prioritize critical issues to improve uptime. Fleet managers can set preventive maintenance programs based on OEM specifications, service and inspection histories and/or utilization, and notifications will be automatically sent to the assigned officer and technician, ensuring limited shop-related downtime. Officers can also submit critical vehicle issues from the field which will alert managers in real time so the issue can be addressed before it escalates.
Agencies can also opt to integrate other fleet and business solutions onto a single dashboard in FMS, centralizing data and communication. So if, for example, an officer’s telematics device picks up an engine fault code, it’ll send that data to FMS, which will create an issue and alert the fleet manager, ensuring no issues fall through the cracks.
Reduce cost and improve community perception
Law enforcement agencies often operate within tight budgets. By reducing unnecessary spend associated with high repair instances and increased fuel consumption, agencies can allocate resources to other critical areas, such as officer training, new personal protective equipment and community outreach.
FMS provides transparent insights into the entire fleet operation and acts as a central command center, automatically collecting, consolidating and aggregating fleet data into easy-to-read, configurable reports. Using the data analyzed in these reports, fleet managers can identify inefficiencies and surface cost-saving opportunities (i.e. addressing driver behavior issues, sourcing high-fail and/or recurring vehicle issues) allowing for better resource allocation.
It’s not just the agency that benefits from the increased uptime FMS and other fleet solutions can afford, however. Communities benefit directly from improved fleet uptime, as it can increase responsiveness. This increased responsiveness boosts community trust, enhances public safety and positively impacts overall community perceptions of law enforcement. A law enforcement fleet that operates seamlessly due to optimized uptime can lead to better community engagement and overall satisfaction.
With the right fleet solution in place, law enforcement agencies can create a more responsive and effective presence in the communities they serve. By tapping into the experiences of other agencies, prioritizing usability and embracing data-driven decision-making, agencies can improve fleet uptime and truly make a difference where it matters most: the safety and well-being of their communities.
About the Author
Rachael Plant is a content marketing specialist for Fleetio, a fleet management software company that helps organizations track, analyze and improve their fleet operations.
