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Fleet tracking solutions to keep your staff accountable

With time and location data from your fleet now visible to staff throughout your organization, people will rise to a new level of accountability and naturally work a little harder to comply with corporate standards and goals.

Without accountability there is no way to cost, manage, or predict what is going on with your business. With a telematics solution management can finally gain critical knowledge into how their entire fleet and their individual drivers and vehicles are performing, each and every moment.

There is never enough time. Every moment that vehicles or people are sitting still, they are costing you money. PassTime Fleet Tracking Solutions will help keep them moving.

Authorized Usage

Fleet tracking solutions to optimize your fleet to its intended use

Providing vehicles to staff is a significant investment, one you want to optimize the use of in the execution of your business. The electronic logging system stores virtually second by second trip history, letting you re-create any trips and break them down based on customizable criteria – for example time spend driving versus time spend at actual customer appointments.

In case your company has a take-home policy, the system lets you setup work schedules tailored to your hours of service and automatically check for after-hours and weekend usage. This area is often overlooked regarding ensuring proper definitions, process and documentation, usually either as well-meaning “we trust you” gesture. PassTime Fleet Telematics System helps you avoid possible insurance risks and tax liabilities.

Better Customer Service

We have the tools you need to support your customers

No matter what industry you are in today, showing up at the right place and at the right time is expected by the customer. In many cases, service contracts come with SLA’s and time limits, and delivering to warehouses, cross-docks or ports have tight docking windows. Failing to meet those commitments will not only cost you good will, a good client and not-so-good penalties.

Overcome the challenges of tighter budgets, rising costs, traffic woes, and driver shortages with PassTime Fleet Telematics System. When something goes off schedule or is in jeopardy of doing so, PassTime Fleet Tracking Solutions help you to contain the issue – in a matter of seconds. With it, the driver of the vehicle and your in-house staff can work from the same information regarding time and location.

Providing outstanding customer service, delivering on time and going the extra mile allows your organization to position itself as the high value provider. And having both historic as well as real-time Telematics information at hand will let you evaluate new opportunities to increase revenue, gain market share and or expand to adjacent markets.


Business Intelligence

Immediate competitive edge with true business intelligence

Configurable Dashboards and reports mean true Business Intelligence at the push of a button. The key is to have “Decision-Ready Data” at all times throughout your organization.

As your business processes are all interrelated, they work together to provide you with data you need to optimize and or improve service as well as understand cost implications for any of your businesses’ activities related to mobile assets, field-staff and your asset maintenance.

PassTime Telematics will provide you historic and real-time data you need to make cost and pricing decisions, substantiate and expedite your billing, optimize the use of your assets. This information touches everything from your dispatch, customer service, operational planning to fleet maintenance and any regulatory compliance.

Your reports and dashboards include on KPIs & business metrics, custom hierarchy levels & roll-ups, and comparisons of sections and regions of your business to trends and performance. You will even be able to decide whether to offer new services as well as in competitive situations.

Compliance (incl HOS / EOBR / EDVIR)

We’ll help make compliance easy

With almost real-time news reporting and social media posting online at the fingertips of literally everyone with a smartphone camera, messages involving accidents associated with your brand make it to millions of eye-balls in an instant.

But it isn’t just when accidents happen that your reputation comes under scrutiny, with the CSA Website implemented in 2010 drivers, carriers and shippers have instant access to safety and compliancy records, before deciding to get into business with each other. And the public has access to it too.

Drivers can look up prospective employers’ records and make a judgement if they’d come on-board as an employee. Vice-versa Carriers can look up drivers’ records and evaluate them based on fit and suitability. Shippers can look at a carrier’s record to decide if this is the company to tow their trailers with their brand all over the sides of the trailer down the highway.

CSA (Compliance, Safety, and Accountability) is a major safety measurement and reporting initiative of the Federal Motor Carrier Safety Administration (FMCSA). Designed to replace the SafeStat program, earlier CSA was known as “Comprehensive Safety Analysis,” or more commonly “CSA 2010.” CSA includes no new laws. However, almost every aspect of the U.S. commercial motor freight industry is subject to new, expanded safety reporting and enforcement measures. New measures affect not only motor carriers (trucking companies), but also drivers who operate the equipment, shippers who hire carriers to move freight, and those who operate their own private fleets.

Under CSA, both drivers and carriers are responsible for adhering to measurable safety behaviors (BASICs). Driver violations are reported to carriers so they can address safety concerns, and carriers receive monthly safety score cards. Both carriers and drivers are subject to penalties for failing to correct safety issues over time. CSA’s new model affects every carrier with one or more vehicles over 10,000 lbs. that travels interstate and/or vehicles that carry hazardous materials inside the state.

The model establishes a new, three-part model for compliance and enforcement, which includes:

  • Measurement: : CSA uses inspections and crash results to measure safety performance. The goal is to identify and address behaviors that could result in crashes.
  • Evaluation: CSA helps to address these behaviors using the Safety Measurement System (SMS), which helps pinpoint safety performance issues and to monitor compliance issues over time.
  • Intervention: CSA specifies how data is collected, analyzed and shared. It also specifies how officials can best intervene to improve safety.


Dashboards & Reporting

Decision ready data, created for you

Using the 30+ standards reports or entirely create your own. Not only do we leave formatting and choices to you and your staff, but also allow you to run these reports against UNLIMITED HISTORIC DATA, all accessible in REAL-TIME. No need to download data on a weekly or monthly basis just so you can later on stich reporting together – like in many of the archaic, first generation Fleet Management systems.

Immediately view all of your important fleet information at a glance, such as fleets deliveries per driver, average fuel consumption in the fuel usage analysis, drivers speeding most often or late arrivals to work. There are 30+ standard reports to choose from and numerous options to create limitless custom reports by simply using Excel. Your end-users can customize their own daily landing page and dashboards – focusing on the data they really need to make immediate decisions, or follow KPI’s and trends.

And if you have users that just need decision support without logging into the Fleet Management solution, simply use the many Notification options and / or have ready made reports emailed to them.

Schedule your reports to be emailed on a daily, weekly, monthly, or “when needed” basis. With pro-active management, you can create custom rules for your drivers and receive instant updates through email and more.

Fleet Management Anywhere

Manage your drivers and vehicles from just about anywhere

Manage your drivers and vehicles even while on-the-go. PassTime’s fleet management software can be accessed through various mobile devices – Smartphones, iPads, iPhones – in addition to your computer. This flexible solution can be seamlessly integrated to fit your everyday management style.

Automate Fuel Tax Filings

Cut the paperwork out of your fuel tax filings

Not all companies running fleets are subject to fuel taxes. Fuel tax filing is also an issue decoupled from HOS, however companies requiring their drivers to keep HOS logs often also file fuel tax reports.

Capturing the required data via paper process is a significant burden as one needs to track the exact details of where fuel was purchases and where vehicles have actually been driving. This consumes both administrative and driver time to complete and monitor the paperwork.

A typical fleets report drivers are spending between 10 and 15 minutes every day filling in fuel tax paperwork and administrative staff in the office need another 0.5 to 1 FTE’s daily per 150-200 trucks.

In addition, having your reports complete, accurate, and electronically submitted on time every month will ensure your fuel-tax rebates arrive back sooner in your bank-account, therefore improving cash flow as it relates to one of the biggest expenditures.

Penalties for inaccurate fuel-tax reporting can be very expensive and companies filing manual records take a significant risk in doing so. Worse, once inaccuracies attract you a fuel tax audit, it is hard to predict how long and costly the resulting audit will be. Telematics real-time data provides not only the data for summary filing, but also in case of an audit, you can simple “deep-dive” into your data base for any specific situation that might require more detailed information.

Fuel Savings

Idle less, spend less

Most fleet operations managers are going to look towards fuel savings as a significant part of their initial ROI case. After all, regardless of what kind of fleet you are operating, fuel ranks in the top 3 or 4 cost areas in any case. Implementing a Telematics system can improve efficiency, but it enables it based on creating changed and adopted driver behavior. Fuel savings of 10, 20, or even 25% are possible. Best practices established today call for positive reinforcements, from proactive coaching, driver rewards programs for example via travel / air miles, all the way to embedding driver behavior into performance based pay.

Speeding and aggressive driver behavior, as well as idling on stops, waiting for loading and unloading is the biggest contributors to fuel waste. Indirectly speeding and aggressive driving contribute to a higher insurance risk as well as higher maintenance cost for the vehicle.

Programs can include a scorecard with six to eight metrics, including safety, compliance, on-time service, fuel consumption, idling, load acceptance and the accuracy of drivers’ planned time-of-availability messages sent to dispatch.

By using integrated systems to score driver performance and deliver scorecard analytics in a timely manner to drivers, fleets can create trustworthy pay-for-performance programs. All drivers, regardless of tenure, have an equal chance to boost their pay.

Other incentive ways could be that drivers with higher scores will be given more driver-friendly freight as a reward. The scores also could be used to prioritize driver-load assignments based on customer service needs. Drivers with higher scores would be assigned to customers with more time-sensitive freight.

Its best to have automated way to frequently update the driver about their performance, some systems allow that to happen when logging in for shifts and or directly on smartphones or in-cab mobile data devices. Some companies also publish driver compliance and scores in driver lounges and or via electronic newsletters.

By using the latest trends in technology convergence between the office and cab, fleets can give drivers an equal opportunity to view their performance and make necessary course corrections.

The EPA Smartway program * provides some guidance around speeding and idle. For vehicles on the highway, one of the most effective ways to improve fuel efficiency is to reduce maximum speed to 60 mpg or less. There is a direct correlation between speeding and fuel economy. If you are currently averaging 5.75 mpg on the highway, reducing average speed from 62 mph to 61 mpg would result in a 0.12 improvement of mpg. A good rule of thumb is a 0.1 mpg improvement for every 1 mph reduction in speed over 55 mph.

According to the EPA Smartway Program:

  • Idling times should not exceed 12%.
  • An achievable target for idle time is 5 to 7%.
  • Small occurrences may occur dependent on driving conditions.
  • Each 1 mpg increase = about 2% lower mpg
  • At speeds over 60 mpg, fuel economy loss is greater than the time savings
  • Higher speeds increase engine and tire wear

Garmin Integration

Integrate dispatching tools to enhance your solution

With the plug & play ready integration to Garmin devices supporting Garmin’s FMI protocol the in-vehicle GPS devices are transformed into powerful messaging and dispatching tools.

You can send route information to the Garmin device which will automatically navigate drivers to the correct destination. Making it even easier to identify your drivers, you can also set driver statuses to ‘on the job’ when they arrive on site, and have the vehicle colors change on the map based on their status.

This solution is ideal for small and medium size fleets, as it allows communication between dispatch and driver – but without the inherent risks when using smartphones and email or text messaging, which can lead to distracted driving. Not only can drivers simply accept the dispatch to the next location when entering the vehicle, but the Garmin device safely navigates them there (including optional use of real-time traffic up-dates). Once on location, the device can use “auto-arrival” or otherwise the driver can mark the arrival at the destination.

Garmin HOS:

In addition through PassTime Fleet expansion technology that connects to the GO6, you can add-on a Garmin dezl 560LMT or 760LMT device for driver dispatching and HOS compliance. PassTime Fleet Finance and Telematics solutions help automate the processes. Drivers log their HOS and status changes on the dezl device, which tracks driver activities and provides potential violoation alerts. All HOS data from these devices is avaiable through the interface in real-time.

  • Truck routing
  • Driver E-Logs
  • Road speed change alerts + advanced sharp turn alerts
  • Stop light camera warnings
  • Recorded duty status changes
  • Drive and duty time audits
  • Eliminates form and factor violations
  • Organized electronic logs

Installations & Device Management

Ease of installation and management is key to employee adoption

This area is fundamental to the cost of ownership – initially and on-going. The amount of time a Telematics device vendor has spent time to ensure a solid user experience with reliable in-field hardware will be a key element to your staffs’ acceptance of the system and the overall ROI of implementing the solution. There are clearly vast differences between systems in how much a vendor has thought through automotive grade products and installations.

There is nothing more frustrating to your employees than a system with constant teething issues or even sporadic, unpredictable data skewing your results. Unreliability breeds doubt, hesitation and excuses, therefore significantly impacting adoption and longevity of the system and ultimately your ROI. Your staff members are not telematics technology experts and just like driving a car doesn’t require them to be a mechanic, it should not be like that for the Telematics and Fleet Management Solution either.

At PassTime, we have rigorous standards around design, testing and use of top quality electronic components. We also utilize advanced systems that have built-in “heart-beat” and self – monitoring capabilities, where you will get proactive notification of tracking device issues.

This also allows you to figure out if you might have coverage issues, in other words where the device goes into store and forward mode when not connected to the cellular network. Solid remote diagnostic capabilities are key, since any time a driver reports a problem, you need to be able to rely on the ability to remote diagnose problems without having to bring the vehicle back every time. Not being able to do that can cause immense frustrations between your drivers and fleet operations.

In addition, since many of the newer Telematics devices are meant to connect to your vehicle’s diagnostic bus, it is critical to choose a vendor where such an install doesn’t cause problems with the regular maintenance services by the manufacturer’s dealer or in worse cases voids the vehicle warranty because of the way that the device might get wired in.

At PassTime we are using an entrenched Telematics systems with an excellent quality track record and acceptance. Why this is of utmost importance is that systems improperly installed, wired to the vehicle diagnostics bus (OBD-II, J1708, J1939, J1979) or where other vendors haven’t spent the time to pre-qualify suitability of their system – you can end up with severe vehicle problems, from gear shifting issues, engine de-rating, to airbag deployments while the vehicle is moving.

Lastly once the device is installed and in-field –our advanced systems won’t require you to turn your vehicles on and idle for extended lengths of time – OTAs are handled automatically between the backend servers and the device while the vehicle is being operated anyway. OTA packages – in other words the amount of data consumed are optimized as not to cause you having to pay for undue cellular overage charges.

Regardless of the fleet size that you are deploying, we are interfacing with national installer networks ensure coverage of your geographic area, so you don’t incur huge trip-charges later on.

  • Ease of install and de-install of the location device into the mobile asset
    • Plug & play device, plus optional, pre-fabricated harnesses in order to avoid cutting and splicing of cables especially when connecting to the vehicle diagnostics bus
    • Simple steps to de-install and re-install a device – i.e. in case of (rare) device failures
    • Ability to securely attached to the vehicle –with all the vehicle vibrations the device needs to stay securely in place
    • IOX capabilities and hardneeses ensure the ability to integrate sensors and other I/O’s easily – avoiding expensive add-on installation delays
    • Working with high-quality, national Installer networks
  • Extremely low in-field failure rate
  • Device diagnostics capabilities are built-into the system:
    • Heart-beat
    • Device connectivity
    • GPS fix / no-fix
    • Battery and device disconnects
    • OTA – over the air software upgradeable & automated

Lower Insurance Costs

Lower your insurance costs through safety, efficiency or even rebates

Regardless if your organization is self-insured or getting insurance via a provider, clearly driver behavior will have an impact on any cost associated with having sufficient coverage in place. And since this white paper is also focusing on the people element around Telematics – clearly having solid processes and procedures in place around safely operating company vehicles and equipment are very critical to your employees’ health. As noted introduction to this section already, not having policies and tools in place to ensure safe operation can dramatically backfire in cases of crashes and accidents.

With the increased awareness of Telematics Systems among North American Insurance providers, it is beneficial to have a conversation with your agent regarding whether or not there are possible premium benefits if you are willing to share anonymous driver behavior data with your provider.

Just like in the consumer space with teen-driving and defensive driver credits from providers such as Progressive Insurance – several insurance providers also offer premium reductions to commercial fleets when implementing a system and possibly sharing some of the data.

This goes to the ROI in several ways – from providing a safe operating environment for your employees to hard dollars in form of possible insurance discounts.

Productivity & Utilization

Raise productivity – you’ll like the result

Any fleet, regardless of size, without a telematics solution has no visibility into how their most important assets are performing – vehicles and their mobile work-force alike.

In addition, its isn’t just your staff’s performance impacting operations, but also often your very own customers – where your employees might encounter delays in loading, unloading or performing service tasks for many reasons.

Having clarity and as much as possible automatic data collection around these issues allow you to deal with facts rather than letting guess-work back you into unsatisfying resolutions to problems. Instead, the real-time data available will let you work with your staff and customers to remove bottlenecks and improve customer satisfaction.

But by having your Telematics system – you are also able to benefit from other supporting data sources the more advanced systems tie in – such as road traffic data, weather forecasts etc. Systems also allow your dispatchers to optimize routes based on time of day as well as vehicle attributes such as weight, height, width etc. With a Telematics System implemented your front-line staff and management has an automated method of tracking and reporting on their fleet. Think about the many areas real-time information touches processes in your organization:

  • Dispatcher instantly know driver / service technician availability; including nearest vehicle able to respond
  • Your sales department able to prepare quotes based on historic information – what’s your road-mile minimum cost? Do you know how to charge more for rush-hour deliveries? What are your metrics and cost-structure?
  • How does operations know utilization of your vehicles and keeping just enough spares around to cover emergencies
  • Does your maintenance department know when to schedule vehicles into service – better yet with integration to vehicle diagnostics they could be proactively notified of a pending vehicle failure / enabled to triage a road-side brake down.

Enable selecting (and owning) the right vehicle for the right job – optimize matching vehicles to the loads you carry and the jobs you do for your customers.

Risk Management & Fleet Safety

You’ll look at safety in ways you’ve never done before

The extensive reporting, dashboards and alerting capabilities will transform the way your organization thinks about safety.

Designed with forward-thinking safety technology, you can gain extensive insights into your driver’s on-road behavior. Informative safety management reports provide risk and safety scores by driver. By assigning vehicles to the driver or the user of driver ID technology the solution you can focus on key indicators such as speeding, seat-belt usage, harsh braking, sharp cornering, over acceleration and after hours vehicle usage.

All of the reports and dashboards can be fully customized to show daily, weekly, monthly or quarterly trend information. Formatting of these trend reports is entirely customizable, track progress of driver behavior intervention & training programs. Help your management staff to coach towards achievable safety and service benchmarks with PassTime GPS Fleet Tracking Solutions.

In addition, you can use in-vehicle audible alerting to help coach drivers directly towards your expected benchmarks, monitoring for speed against actual posted speed-limits, seat belt usage and other risk factors.

Vehicle Diagnostics / Fleet Maintenance

You’ll look at safety in ways you’ve never done before

Typical maintenance programs run based on vehicle mileage intervals, other motorized assets such as construction equipment by engine hours. Other ways to catch developing deficiencies is using the data pre- and post-trip inspection reports provided by the drivers.

Clearly the desire is to catch issues early when repairs are cheaper and avoiding the need to have vehicles out of commission for extended periods of time. DOS – Days out of Service cost can get as high as $600 per day for a class 7 or 8 truck.

Connecting the tracking device to the vehicles’ diagnostics bus – essentially a serial communication between the various engine computers – can allow the system to capture trouble codes and therefore issues in real-time. A lot of times trouble codes can get captured before even triggering the actual “check engine” light in the vehicle itself – drivers can get notified before major issues develop. If there is something wrong with the vehicle such as over-heating – it doesn’t have to get to the point where the engine is put at risk for extensive damage and repairs.

Adding the vehicle diagnostics option to a Telematics solution which enhances communication, can save technicians time and allow them to get repairs done faster. In some cases advanced systems essentially enable a “virtual technician” functionality, where fault-codes get automatically interpreted and suggested repairs / triage node provided to a call center based technician who can then make a determination how critical the problem might be – or might become, unless swift action is taken.

  • Impact on vehicle maintenance – reduce down-time
  • Ability to triage vehicle break-downs and lessen customer impact
  • Ensure the system you chose is acceptable to the manufacturers and dealers of the vehicle you have in your fleet
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