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Fleet Management

Good Day,
Is it possible to have Fleet Management module on it own not the part of HR,
The reason I am asking,
As an example ; Bank ABC have a fleet of 22000 vehicles (Fixed Maintenance Lease vehicles and Managed maintenance vehicles) outsourced the fleet management to company XYZ, and need to abide to certain mandates
Now company XYZ want to use EXPNext for CRM and Fleet management,
These vehicles for XYZ is not linked to their employees.
Few requirements are listed Below:

The service provider must have a system / method that can identify and inform clients when the following fall due or are overdue

  • Service of the vehicle in accordance with the Original Equipment Manufactures (OEM’s) specifications
  • Annual renewal of vehicle licence
  • Certificate of Fitness (COF) as determined by the age and gross vehicle mass/tare of the vehicle
  • Certificate of roadworthiness, as and when required
    The service provider to have a method to report on breakdowns and accidents
    The service provider to have a system / method to report on routine maintenance on specialised and construction vehicles. This would include: visual testing; load testing and acoustic testing on cranes
    The service provider must have a mechanism to upload vehicle kilometer readings as supplied by Nedbank or directly from the client. The kilometer readings can be sent to the service provider in the following formats, but not limited to these formats.
    Telematics; Bank fleet card systems; Cardless fueling mechanisms such as Efuel or BP Fuelmaster; Inhouse fueling mechanisms (Bowsers)
    The service provider must be able to do pre-authorisations; pre-booking of a vehicle into a supplier/dealership utilising the vehicle kilometers and time period that has elapsed since the last service
    The service provider must be able to advise the client/driver of the date and time that the vehicle needs to be presented at the servicing outlet via email or SMS
    The service provider must be able to route vehicles to the nearest servicing outlet / workshop or Original Equipment Manufacturer (OEM)
    The service provider must be able to route vehicles to merchants that are BBBEE compliant (Black owned; Black woman owned; previously disadvantaged (HDI)) when required
    The service provider must be able to provide detailed reporting on vehicle down time. This will need to include but not limited to reporting on start time and end time of the service / repairs and maintenance; extended delays and the reasons for these

The service provider will be required to make recommendations based on vehicle history and spend. The recommendations would need to cover the following, but not be limited to these only:
Disposal of vehicle
Spend too high on a vehicle
Common failures on vehicles
The service provider to provide a service for fines management. The service to be provided nationally including all urban and rural areas. The service to include but not be limited to:

  • Re-direction of fines where required
  • Payment of fines on behalf of clients
  • Recovery of full amount paid over to the authorities from the clients
  • Assist in obtaining reductions on fines issued to clients
  • Represent clients in court cases by providing expert testimony if required
  • Provide a mechanism to report / record all the above for the clients as well as any savings achieved
  • The service provider to have the ability to registered as the proxy for Nedbank and or the client
  • The service provider to ensure conformance to AARTO legislation and provide ongoing proof of this
    The service provider will be required to determine and provide Nedbank with a detailed methodology and strategy on how they will influence merchant behaviour and maintain a list of preferred suppliers. This will include but is not limited to:
  • Rating the merchants according to their service levels / savings
  • Making recommendations to improve the overall interaction with merchants
  • Monitor merchant standards on a quarterly basis
    The service provider to provide a service for License Management. The service to be provided nationally including all urban and rural areas. The service to include but not be limited to:
  • The purchase and delivery of one off as well as bulk licenses on behalf of clients
  • Recovery from clients of the full licensing costs paid over to the authorities
  • Represent clients in court cases by providing expert testimony if required
  • Provide a mechanism to report / record all the above for the clients
  • The service provider to have the ability to registered as the proxy for Nedbank and or the client
  • The service provider to ensure conformance to AARTO legislation and provide ongoing proof of this
  • Authorise within Mandates
  • Manage the mandates by ensuring they are kept up to date by confirming who the authorised signatories are etc.
  • Manage the mandates in terms of values being authorised
  • provide reports on all auths below mandate (All reports to be made available to the client via web based self service platform)
  • Report on the breakdown of the auth spend - excessive etc (All reports to be made available to the client via web based self service platform)
    The service provider will be required to automate the submission of settlements and payments
    The service provider will be required to have an automated system to scrutinise invoices
    The service provider will be required to authorise the repair transaction; receive the invoice; scan the invoice into their system; send an electronic payment notification to NedFleet in order for NedFleet to process the payment to the merchant and debit the client.
    The service provider will need to have a mechanism for Invoices to be uploaded into a web based system
    The web based system to offer self service section
    The service provider will need to have system or mechanism to identify the authorisation number; validate the authorisation number and to submit the payments through to Nedbank inorder for Nedbank to settle the merchants
    The service provider will require a mechanism to know when a payment has been made
    The service provider will be required to email the remittance to the merchant immediatley after payment has been made
1 Like

Great idea! Good luck building this!

Thanks

Jay