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The focus of this Special Report is the pivotal role people play in deriving value from the data fleet management technology delivers. In any organisation, the management of specialized systems will ultimately be the responsibility of one person, the system 'champion'. This person will not only have a comprehensive 'feel' for the myriad disciplines of truck transport management but will also have a passion for information technology and an inherent ability to marry business needs with technological functionality.
Paul Collings discovers such a person at one of the country's leading fuel suppliers.
Efficient, cost effective and safe delivery of diesel and petrol to fuel stations around the country is a fundamental lynchpin of our national economy. Fuel companies are necessarily also owners of tightly managed tanker truck fleets, driven by road transport's elite core of 'Dangerous Goods' drivers. Despite these 'control' factors, the industry is risk prone and fuel theft is a common occurrence if any management laxity is present.
Selection criteria
Simon Queen, Engen Petroleum's transport maintenance manager (central region) is that rare breed of truck transport professional - a fastidious transport manager and an IT fanatic. Just over two years ago, Engen head office requisitioned the implementation of a new Fleet Management (FM) system to monitor and manage driver performance and generally reduce the on-road risk that its tanker fleet was exposed to.
"I was asked to put together a spec document defining our requirements. Management added to it which gave us a comprehensive spec to use as our point of departure once we started the system selection process," says Queen. "We obviously wanted a system that went well beyond what conventional tracking systems can do. We looked at over 20 standard FM packages and eventually whittled them down to three potential suppliers."
At this stage, Engen management, forensics and IT heads were brought into the selection process to ensure their needs were covered by the system chosen. "We had pilot sites installed of each of the three systems which I used and tested over a six month period. In this time I was able to gauge each system's ease of use and functionality, and also determine how flexible and able the suppliers were on the issue of customization and integration," adds Queen.
The winner in this particular contest was Comtech (formerly known as Sitech), one of SA's leading specialized FM system developers. "Comtech's Powertrack system suited our needs best," explains Queen. "We were looking for detailed reports to help reduce vehicle abuse, particularly excessive fuel consumption and idling, accidents and speeding violations. Powertrack has comprehensive reports that detail tachograph data as well as GPS information, combining them into a summarized format that lets you see at a glance where the problem areas are, which drivers and which vehicles need attention."
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The FleetRunner in-cab
communications has
phone, GPRS, SMS
and GPS capability |
Multi-functional
Powertrack is also used by our scheduling department as tool to monitor 'out of synch' deliveries, basically highlighting where vehicles are failing to deliver on time. From this we are able to ascertain whether the driver or the client is at fault."
Queen's commitment to the system is so extensive that he has single-handedly drawn up an Engen-Powertrack user manual and trains all users himself. "We currently have 180 units fitted to vehicles and about 100 trained users on the system, either working off Powertrack Pro or Powertrack Lite," he says. "The depth of functionality is increasing day by day and apart from being able to monitor way-points like toll gates and truck stops, we can also ring-fence danger spots where theft is common. We are also able to control our workshop support bakkies using the system, making sure their response times are as they should be."
The integration factor is a key area of interest for Queen who is actively involved in getting Powertrack to interact with a host of related areas including the monitoring of tanker discharge valves, in-cab infrared driver fatigue monitors, to linking the system with SAP (the back office enterprise resource planning system) to deliver accurate CPK figures for each vehicle. "We want to streamline all our admin processes, do away with the paper chase so that each employee can concentrate fully on the job at hand," Queen says. "The relationship we have with Comtech allows us to actively manage the system, expand it, ensuring it delivers exactly what we want it to."
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Over 100
tankers run fuel to the public every day from Engen depots around
the country. Their efficiency is largely due to a well managed
Comtech FM system.
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Human machines
Another true believer in the power of business intelligence through applied technology is Engen's transport operations manager, Llewellyn Snyman: "The Powertrack system has added significant value to the operation of our bulk tanker fleet. It's any transport manager's dream," he enthuses. "We decided on Powertrack after extensive research into the various systems on the market to ensure proper tracking of our vehicles, as well as driver and vehicle performance monitoring. We have now extended functionality to include various other areas of fuel distribution management and we are currently developing and testing further enhancements."
It must be noted, adds Snyman, that the success of the system is reliant on how well it is used by Engen's distribution division. "You can have a great system but if it is managed poorly and fails to provide real benefit to the people 'on the ground', they will see it as a hassle and good money will go to waste. Our distribution teams have bought into the system due to its reliability. Upfront communication is vital, especially to the drivers, focussing on the benefits to them and the company," he says.
"We have now also linked the output of the driver performance management reports to our annual FormulaE Distribution awards programme where we award our drivers for excellent driving performance. Drivers who achieve a top score (97-100%), six months in a row, join our prestigious Club600 and receive merchandise and a special cap to wear as part of their uniforms. They also qualify for the national driver of the year competitions if they go on to score the most top scores throughout the year. This programme has proven to be a remarkable success, rewarding, motivating and boosting morale of the drivers. Without the efficiency Powertrack provides, none of this would be possible," he concludes.
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Fleet Runner assists
in the service scheduling of Engen tanker truck tractors. 