The Fleet Information Management System (FIMS) is a web-based system designed to be in support of the standard static reports within Fleet Management
(hardcopy or electronic format) and StanFleet (an offline Access database software system) to enable customers to in real time be able to manage their
fleet of vehicles, control expenditure and to manage by exception as to ensure that their fleet of vehicles are run as effectively as possible. FIMS is
not intended to replace any existing reports nor StanFleet but is to be seen as a value-add to these tools in customising and managing data.
Customers requesting access to FIMS would be divided into two categories:
StanFleet users: These customers will be able to have their StanFleet data available on FIMS for the last two years, provided that the customer had at
least 2 years worth of StanFleet data available.
Non-StanFleet users: These customers will only be able to access data from the date that the data becomes available, i.e. the date that customers subscribed
Customers who have access to web reports will be able to retain their existing user ids and passwords and merely toggle between systems, using the
same sign-on codes.
Upon accessing FIMS, customers will have a menu bar at the top of the screen enabling the customer to access Financial, Operational, Exception,
Predictive, Fleet View or Administration menus.
The landing page is also a dashboard view divided into 4 squares. These squares are Exceptions, Predictive Modelling, Financial and Warnings. The
latter two are interactive graphs that change on a daily basis as and when new data is processed for customer. Each menu section will now be discussed
in broader detail and each page that has information on will be able to be printed or exported into Excel in a CSV format file:
When accessing this view, the customer has the following views available, all with their own interactive graphs (except for the last two options):
Month to Month view. The month to month view allows the customer to compare expenses from one month to the other, or if the same month is chosen, the
customer has the option of only viewing a single month's information. This view starts of at account level, then filters down to cost centre level and
finally to vehicle level. This view also includes all purchase categories unique to the spent pattern of the customer, as well as a combined total for
Fees and Charges. Also, at a glance all purchase expense types are totalled and called Total Spent so customers could view their total spent patterns
from one month to the other. Lastly, total kilometres travelled and number of vehicles will also be shown to customers in this view. Actual versus
Current view. The view allows the customer to compare expenses from any previously completed month to current month expenditure. This view starts of
at account level, then filters down to cost centre level and finally to vehicle level. This view also includes all purchase categories unique to the
spent pattern of the customer. Also, at a glance all purchase expense types are totalled and called Total Spent so customers could view their total
spent patterns from any previous month compared to current expenditure. Total number of vehicles specific to a month as well as number of vehicles
that incurred expenses in the current month will also be shown to customers in this view. Current month is a month that is not completed yet, i.e.
all expenses since the customer's last cut-off date. Actual versus Budget view. The view allows the customer to view actual expenditure to budgeted
expenditure. The comparisons are based on purchase categories, fees and charges and kilometres travelled. Fees & Charges: This view allows customers
to view what the total fees and charges are levied to their accounts and can be compared from one month to the other or for a single month. The fees
are broken down into the following: Admin Fee and Admin Fee VAT Transaction Charge and Transaction Charge VAT Lost Card Protection and Lost Card
Protection VAT Capture Charge and Capture Charge VAT Card Replacement Fee and Card Replacement Fee VAT Turnkey Fee and Turnkey Fee VAT Wallet
Replacement Fee and Wallet Replacement Fee VAT Driver Billing Fee and Driver Billing Fee VAT Other Charges and Other Charges VAT Stamp Duty Funding
Interest Maintenance Fund: This view allows customers to view maintenance fund information for fund type 21 and 22 vehicles and once again this view
is available at customer level, then cost centre level and lastly at vehicle level in a drill down manner. This view will only be displayed for
customers who make use of Managed Maintenance. Allowance Details: This view allows customers to view allowance details for all relevant vehicles
and once again this view is available at customer level, then cost centre level and lastly at vehicle level in a drill down manner. This view will
only be displayed for customers who make use of Managed Maintenance. Edit Budgets: This view allows customers to set up their own budgets based on
the following: Budgets could be set at account level and then spread amongst the vehicles in the cost centres below. Budgets could be set at a per
vehicle budget and then consolidated at account level. Budgets could be set at cost centre level, tier 1 only, and spread amongst the vehicles loaded
to the different cost centres below. Budgets could be set at account level, spread amongst the tier 1 cost centres. Edit Combinations: This view allows
customers to set their views based on their requirements. For example, some customers like to view fuel and oil as one view, then this could be grouped
together. Other customers include all repairs, services and maintenance in one view, then these could also be grouped together. Any combination that is
grouped together will filter through to all menus in financial view.
When accessing this view, the following options are available: Total number of vehicles. This view is divided into Petrol, Diesel and All Vehicles
views, each displaying its own interactive graph. Total amount of litres consumed/kilometres travelled. This view is divided into Petrol, Diesel and All
Vehicles views, each displaying its own interactive graph. This view also displayed a consumption graph. Fuel Brand Analysis. This view enables customers
to by account number over the last 12 months ascertain the total petrol diesel or combined spent per oil company. This view could be specific to a client
for all oil companies or a specific oil company. Make and Model Comparison versus national average. This view enables customers to view specific make and
models in their fleet of vehicles to the national average. Cost Centre transfer history. This view enables customer to view all vehicle transfers in their
fleet for the last two years or choose a specific month to view transfers effected in that specific month.
Exception reporting allows customers to manage their fleet by exception by cut-off month and view single cut-off months over a 2-year period. The
following exceptions are available to customers: Number of days between fuel fill ups. This view enables customers to determine a minimum or maximum
number of days between fill ups and then the required result will be displayed. Vehicles that exceed the National Average. This view is based on a
percentage difference as specified by the customer. Fuel fill ups that exceed the tank capacity. This view enables customers to determine a percentage
or litre amount on fill ups that exceed the tank capacity. Wrong day purchase. This view enables customers to choose a specific day of the week for
any purchases that happened on this day. Number of transactions exceeded for purchase. This view enables customers to determine a maximum number of
transactions that will be allowed for all purchases or a specific purchase. Vehicle kilometre limits. This view enables customers to determine a
minimum or maximum kilometre limit and then the required result will be displayed. Vehicle purchase limits per month. This view enables customers
to determine a combined total purchase limit per month for all purchases or a specific purchase, or to view a specific purchase limit for a single
transaction once again for any transactions or a specific transaction. Transactions rounded off. This view enables customers to select any and all
purchases that have been rounded off. Active vehicles with no movement. This view enables customers to view which vehicles fees are being paid for
but no movement or purchases are detected on these vehicles. All purchases outside South Africa. This view enables customers to determine any purchases
outside South Africa, which would show purchases in Namibia, Lesotho and Swaziland as these are outside South Africa. The 10 highest and lowest spenders
and travellers. This view enables customers to determine the 10 highest and lowest values of transactions as well as highest and lowest kilometres
travelled. Last service details. This view enables customers to determine the last time vehicles had services done, and the customer specifies the
kilometres since the last service travelled to identify vehicles not serviced. Disposed vehicles. This view enables customers to determine any vehicles
that have been disposed during the last cut-off date or during the current month. Repairs and Maintenance/Tyres transactions 6 months prior to disposal.
This view enables customers to determine which vehicles had repairs and maintenance or tyre purchases in the 6 months prior to disposal. Licences due.
This view enables customers to view which vehicles' licences are due in the following month. This view will only work if the customer has provided the
information and same has been loaded to the Fleet Management System. In addition to the above exceptions, there are two additional views available to
customers being: Advanced voucher search. This search enables customers to look for vehicles and their respective transactions that are not necessarily
exceptions, and thus they would be able to view all transactions for all vehicles, if required. Search warnings. This search allows customers to look at
all vouchers that had warnings flagged to them and would include the following:
- Inv Auth#_
- Tank capacity
- Wrong day
- Suspect odo
- Fuel litres
- Duplicate voucher
- Previous driver
- Fuel sale?
- Expired card
- System litres
- Transactions on the same day and same town
- Fuel price
- Lost card
- Odo decimal
- Wrong day
- Transactions at same merchant and same week
- R&M sale?
- No auth number
- Oil company
- Truncated odo
The above warnings are in addition to the exceptions and are actually flagged by the Fleet Management System. The customer has the option also to view a
specific voucher or all vouchers.
Furthermore, one of the best possible features in exceptions is where customers believe that the predefined exceptions and the warnings still do not meet their
requirements. Then we allow customers to Customise and save their own exceptions. By clicking on this option, the customer could for example choose a specific merchant
not allowed to be used within their fleet of vehicles, and if this is detected, then it needs to be generated automatically for the customer. On the landing page,
this will be shown in red, and the customer could click on the saved exception and view all vouchers that match the criteria.
This view allows customers to on a daily basis see which vehicles had warnings flagged to their transactions, without the customer needing to make use of the search
facility. This view is broken down into customer, cost centre and vehicle view. This view will show worst to best performers and any customer account flagged in red means
there are warnings within that account. A separate view independent of the account view is which cost centre in all the accounts that the customer has access to is the
worst performing cost centre in terms of number of transaction warnings issued for all vehicles in that cost centre. Also, there is a separate view to view the worst
performing vehicle in all the accounts the customer has access to in terms of warnings flagged to those worst performing vehicles.
Customers making use of the system would also be able to predict what the total costs in their fleet would be, based on certain criteria that can change for example:
Cost fluctuations Interest rate fluctuations Number of vehicles fluctuations Number of transactions fluctuations
All the above can be done for combined categories e.g. fuel and repairs or for single categories, providing the customer with a full running cost total of expenses for
the entire fleet or an average spent per vehicle.
This function allows customers who have access to the system to load new users to the system, as the function is passed to customers to handle internally. Customers
could have administrators, who will be able to access all views, or have users, who could be restricted to specific views or even specific cost centres.