BBF Fleet Management

Before

The company had a small fleet of 10-20 purchased and leased vehicles, which were assigned to employees or legal entities. Before implementing the fleet management service, the fleet and related expenses were managed using Excel files and a form on the internal website. After a vehicle was assigned to an employee or returned, the administrator would record the changes in the file. Fuel and service transactions were manually entered by employees through a form on the website. Employees reported malfunctions and breakdowns directly to the administrator.

To generate monthly reports for accounting and management, it was necessary to manually extract data from the website, combine it with Excel data, and process it with a macro. As the company grew, the number of vehicles increased. Currently, there are 60 vehicles in the company (with plans to increase to 100). Therefore, the existing solution no longer met the company's needs, as:

• The labor required for data entry and report preparation increased significantly, and one person could no longer handle it.
• The condition of the vehicles was not tracked, and an unusable vehicle could stay in the parking lot for weeks.
• It was difficult to track the transfer history of vehicles, as Excel only stored the current employee and legal entity assigned to the vehicle.
• Speeding fines could be issued to the current owner of the vehicle, rather than the person who committed the violation in the past.
• Manual data reconciliation and report preparation led to errors and conflict situations.

Solution

A Fleet Management Service was developed on the Power Platform consisting of a Power Apps application for administrators, Dataverse database for data and file storage, integrations with the GPSLive system, and Power BI report:

1. Vehicle database, including rented vehicles, with information on the current owner and legal entities.
2. Vehicle profile with comprehensive information and history: service and fuel transactions, GPS data on mileage and trips, speed violations, and data on previous owners.
3. Quick actions with vehicles: registration of new vehicles, issuance to employees, returns, and transfers.
4. Protected storage of vehicle documents to prevent accidental deletion.
5. Storage of vehicle photos for moments of handover, service, and incident recording.
6. Fuel device database (cards and rings), recording device statuses, owner information, and associated vehicles.
7. User-friendly interface for batch uploading fuel transactions.
8. Integration with the GPS service for automatic data loading on vehicle movements, routes, and speed violations.
9. Power BI reports on expenses and mileage with breakdown by expense types, vehicles, employees, and legal entities.

After

With this service, the administrator can manage a fleet that has tripled in size, spending less time:

• Routine work is automated: transaction input is now 80% faster.
• Automatically generated reports save time and reduce the number of errors.
• The complete history of the vehicles allows for quickly obtaining all necessary information on a single page.
• Reports have become more accurate due to the use of GPS data instead of manual calculations.
• Cases of wrongly issuing fines to employees have been eliminated through the use of vehicle transfer history and additional GPS data-based verification.

It allows the administrator to focus on important matters like:

• Monitoring the overall state of the fleet and making strategic management decisions.
• Planning fleet maintenance expenses more accurately and for a longer term.