In short, tracking is a process whereby the business is the only party to interact with the system. The flow of data is one-way. The GPS device records where the vehicle is and forwards this onto the administrator of the tracking system.
With Triplog, the drivers within the fleet also have an input. Let me give you a recent example...
A local business’s fleet contained a number of sales representatives. The reps were given a call sheet consisting of a number a clients that they were required to see on a given day to gather orders, present new products and help the business grow. The reps were all required to complete manual mileage expense forms to document what tasks they had completed alongside actually claiming their fuel expenses back.
A keen-eyed Director had noticed some discrepancies though. The Triplog system often reported fewer journeys than the mileage claims Naturally, the client wanted to sit down with ABAX and evaluate the situation. This is what we found;
The reps knew that their vehicles had what they considered to be a ‘tracking device’ fitted. They assumed that this just showed in the current location of their vehicle. However the Triplog system accurately recorded the exact number and nature of their trips. We could see that several of the reps were not visiting the clients on their call lists. Although they were in the geographical area they were supposed to be, the times, mileage, location and purpose of the journeys did not match their manual log.
It was discovered that over a 2 month period, an average of 3 clients per day were not visited. With an average customer spend of £200 per order, the business considered themselves to be potentially £600 down on sales per day. Then we considered the over claimed business mileage, roughly 25 miles per day and calculated this to be a cost of £240 per month per employee. Add to this a conservative 1.5 hours of non productive time per employee per day, the business was paying out £660 per month to unproductive employees for work not undertaken. Add to this the lost sale and countless tax violations and all of a sudden the losses add up to a considerable amount.
None of this needed to happen though. ABAX worked with the business to eliminate this. By allowing the reps to switch from a manual claim system to using the electronic log, in order to reclaim their business fuel, they physically had to visit the clients. There was NO WAY to fool the system.
Another positive here was the sales reps (who were still employed at this time!) felt like they owned part of this process. The notion of tracking was lost because they were actively involved in maintaining their mileage log. Nobody considered the system to be tracking at this point. Reps could use the privacy features when required but only reclaim business mileage on trips that they actively declared as being business mileage. Their input to the administration of the logs reduced the workload of the office staff too.
Work smarter... Not harder!