OpenERP / Odoo Fleet management

For Transportation Industry

Transforming the way your fleet operates

Abhishek Gupta

Contact Info: [email protected]+91-7874833396/+91-7802885715

mailto:[email protected]

What Is Fleet Management?

Fleet management refers to the management of a company or otherorganization’s transportation resources. This can include trucks, vansand cars and may also extend to rail cars. Fleet managementencompasses a variety of activities, including financing, tracking thetravel of vehicles, fuel and speed management, maintenancemanagement and health and safety management for drivers. Fleetmanagement helps companies reduce risk, improve efficiency, reducefuel and maintenance costs and ensure compliance with governmentregulations.

Fleet management enables people to accomplish a series of specific tasks inthe management of any or all aspects relating to a company's fleetvehicles.

These specific tasks encompass all operations from vehicle acquisition todisposal.

Software, depending on its capabilities, allows function such asdriver/vehicle/goods/cargo profiling, trip profiling, dispatch, vehicleefficiency, fuel etc.

It can provide remote control features. Current vehicle diagnosticinformation can also be related to a management site, depending on thetype of hardware installed in the vehicles.

New platform, based on Fleet management, is Fleet Control with higheramount of information available for both drivers and dispatchers oflogistics.

In today’s competitive market, every advantage counts. Fleet managementcan provide significant savings costs and operational efficiencies forcompanies that rely upon vehicle fleets. With the right fleet managementsystem, you can see a return on your investment in a year or less in manycases as the efficiency of your company increases.

Purpose

Benefits of Fleet Management

Fleet management can provide a number of benefits to clients who take advantage of fleet management services, including:

Lower fuel costs Reduced environmental impact Improved planning Improved cost control More productivity and employee accountability Data collection

Productivity Matters

Fleet management helps companies get the most out of theirvehicles and their people. A fleet management system canhelp you monitor individual’s driving habits and institute newrules to improve worker performance.

Client is a huge enterprise with good reputation in the

market. It has achieved success with quality manpowerand has been a people driven company. Over the yearsas it has grown in size, managing business has becomecumbersome and a lot of critical information gets lost dueto people driven approach.

This industry faces an uphill task of quick turnaroundtime for their services. Due to this constraint, it oftencause mismanagement of resources, billing and informal

Initial System/ Challenges

Tender Form

Customer Invoice

Commercial Department

Proposal Tender

Project BOQ

Project Office

Purchase Order

Supplier

Warehouse

Accounts

Invoice

Purchase Office

Material Request

Payment

Payment

Incoming Shipment

Fund Requirements

Material Issue

Business Process Understanding

Fleet Management Module

A comprehensive web-based Fleet Management System module forOdoo (FMS) is developed for fulfilling the business managementneeds of the Fleet & Transport industry.

Odoo Fleet Management System integrates different functions in a transportcompany such as accounts, inventory, payroll, invoicing, insurance, assetmanagement, vehicle maintenance, driver details, etc. Further, the system has ascope for customization according to client specific needs.

Brief About - Fleet Management Module (Cont…)

Core modules incorporated in Fleet Management vertical is as follows :

Vehicle :

Vehicle Information.

Provision to collect Driver Information for particular vehicle. Vehicle Insurance Details. Provision to collect details line No. Of doors, No. Of seats, color & Engine Details. Provision set GPS device for vehicle to track. Device History to capture previous tracking details of Device.

Vehicle Contract :

Provision to set vehicles purchase and leasing details. Provision to Services for the vehicle.

Vehicle Fuel Log :

We can maintain Fuel log of vehicle. Allow to set cost of fuel, which is going to add in total cost of vehicle Maintains record of Supplier from whom Fuel is purchased

Vehicle Service Log :

Linking of Transportation information in student account Maintaining Transport details with Participants & Vehicle information Root wise, Date wise Transport Registration details. Track transport pickup points and cost information.

Vehicle Cost :

Total Cost of the all vehicle will calculated here based on:– Vehicle purchase or contract cost– Service cost– Fuel cost

Device Configuration :

It contains Details about GPS device that we are going to mount on Vehicle for Tracking. The Information includes following Details:

– Device ID– Device Name– IMEI/ESN Number– Email ID



Route Management :

Route Between Two OpenERP Partners Route Between OpenERP partner and GPS device and Vice versa Route Between OpenERP Partner and Android Device and Vice Versa Optimized Route between all the partners in the path of source and destination Two address map Multi address map

C.M.M.S. :

Service Configuration

– Service Template– Service Item

Service Management– Work Order

Work Order Tasks :

Work order task

Brief About - Fleet Management & Tracking System Module

Core modules incorporated in Fleet Management & Tracking System vertical are as follows :

Fleet Manager :

Vehicle Configuration Details.

Purchase Details of Vehicle.

Fuel & Maintenance Details about Vehicle.

Device Details.

Device Tracking.

Tracking History.

Computerized Maintenance Management System

Configuring service Templates.

Service Management.

Operations Management :

Fuel Log Details

Odometer Statements

Work Order Task

To properly manage a fleet at its optimum level, understandingTotal Cost of Ownership (TCO) is critical

• Assets – aligning holding periods for vehicles will impact TCO

• Maintenance – once vehicle holding period is set, maintenanceprograms must be aligned

• Fuel – determining the right fuel strategy will impact TCO andoperations

Fleet TCO

(Total Cost of Ownership)

Fuel

Internal Strategy

External Strategy

Assets

Vehicle Replacement &

Excess Disposition

Vehicle Depreciation

Maintenance

Vehicle Maintenance

Vehicle Parts

Total Cost Ownership

TCO, measured against an operational activity, is a keymetric in establishing a baseline for fleet efficiency,deployment strategy and operating costs

Fleet Efficiency Levers

Key Metrics for Evaluation

• How can revenue be increased with same number of vehicles?

• How do I lower the cost per vehicle?

Operating Cost Levers

TCO / Activity

TCO / Vehicle

Fuel Costs

Asset Costs

Maintenance Costs

Activity / Vehicle

Fleet Deployment Efficiency

Asset Utilization

Routing Efficiency

Vehicle Design Flexibility

Total Cost Ownership (Cont…)

TCO can be managed by optimizing vehicle holding periods

Lifecycle StrategicApproach

Define optimalholding periods foreach major type ofvehicle asset

Establish policy toensure vehicleholding periods aremanagedappropriately

Identify criticalparameters to bemanaged (i.e.source costs,residual values,should bemaintenance costs,etc.)

Fleet maintenance practices will need to be aligned with holding period strategy

Longer holding period

Light Duty Car & Truck Specialized Vehicles

• Higher source cost• Significant up-fit cost• Low mileage fleet

• Lower source cost• High resell market• Maintain high residual value

Shorter holding period

1 YR10

YR5 YR

Medium and Heavy

Truck

• Lower source cost• Minimal up-fit cost• Potential resell market • Average mileage vehicles

Where Fleet Management System Helps You

Gives you Visibility Gives you Control Helps you decide

There is practically nolimit on how many fleetyou can manage withFMS.

No matter how big youare, you can work as ifeverything is at arm'slength.

From Operationalcontrol to Financialcontrol you get totweak your businessthe way you want to.

FMS offers an array ofhighly useful reports thathelp not only the topmanagement as well asoperators.

Trip Management Maintenance Auto Alerts

From standard trips tothe most complex ofLeg-wise trips, FMShandles it all – standard.

In addition, there is aprovision to mix andmatch multiple transportmodes in one trip.

Where there are fixedassets, there is a need formaintenance.

FMS handles full vehicle andTyre maintenance withinventory, repair andreplacement and its entirefinances.

From licenses to documentsto contracts, everything hasa limited timeframe ofexistences.

Since there are so many ofthem, FMS alerts wellbefore they expire.

Where Fleet Management System Helps You (Cont…)

Fleet Management System Process

TyreManagement

VehicleMaintenanceManagement

Fuel Management

Trip Generation

Trip Update Operational Completion

Financial Formality

Completion

Driver Settlement

Customer and Vendor BillingProfit

OPERATIONS

FINANCE

FMSOperations Finance

Reports

Octroi / SFM / Auto MessagesControl Panel / User Rights

Feature Set

Business Policies

Visibility

VehicleManagement

Fuel Management

DriverManagement

TripManagement

VehicleMaintenanceManagement

TyreManagement

Driver Advance Management

En-routeExpense

FuelExpense

Driver Settlement

Fixed and Variable Expenses

Work Identification

•Operating Standards

•Operator Training

•Operator Troubleshooting

•Equipment Monitoring

•Equipment Numbering / Location

•W.0. Information Standards

Authorization / Prioritization

•“Need” vs. “Want”

•Priority Standards

•Equipment Criticality

•Authorization Levels

•Cost Review

Planning

•Job Scope

•Estimating (Labor & Parts)

•Equipment Histories

•Standard Jobs

• Integration with Planning

Backlog Management

•Ownership

•Duplication

•Cost Benefit Analysis

•Review of Aged Work

•Cancelled Work Process

Procurement Management

•Technical Ownership

•Time Directed / Condition Directed

•Run to Failure

•Parameter / Intervals

•Operations Role

•Availability

Work Evaluation and Action

•Goal Setting

•Documenting problems

•Problem ID (Root Cause)

•Problem Solving & Measures

•Progress of Past Problems

Key Measurements

•Cause Indicators

•Workload / Scheduling / PM Comp

•Effect Indicators

•Performance / Cost / MTBF

•Distribution and Utilization

Progress Management

•Work Criticality

•Awareness of Job Status

• Identify and Document Barriers

•Reassign As Necessary

•Communication

•Decision Making Process

Work Assignment

•Technicians (Who)

•Detailed Job Explanation (What)

•How Long (When)

•Job Location (Where)

•Repair Specifics (How)

•Safety / Environmental Req

Scheduling

•Daily Scheduling

•Operations Input

•Priority Issue Resolution

•Resource Allocation

•Outsourcing Schedule

•Material Schedule

Flow

Work Identification

PlanningAuthorization/ Prioritization

Backlog Management

Work Evaluation

Scheduling Progress Management

Work Assignment

Key Measurement


Reliability

• Equipment Criticality

• Root Cause Analysis

• Reliability KPIs (MTBF)

• Failure Analysis

• Equipment Design

• Warranty Management

Organization Development

• Strategic Planning

• Team Building

• Organizational Alignment

• Functional Accountability

• Responsibility Defined

• Management Ownership

Maintenance Engineering

• Maintenance Support

• Repair Strategy

• Standard Job Input

• Capital Resources

• PM/PDM Analysis & Requirements

Contractor Management

• Outsourcing Decision

• Contractor Safety / Insurance

• Contractor Training

• Selection Procedure

• Cost Tracking

• Incentives

Skills Training

• Ranking & Tracking Systems

• Identify Skill Set Requirements

• Establish Skill Set Goals

• Employee Review & Input

• Establish Training Programs

• Recognition

Production Support

• Equipment Operating Stds

• Equipment Monitoring

• Permitting

• Product Handling

• Emergency Planning

Support Functions

Maintenance Objective


Work Identification

PlanningAuthorization/ Prioritization

Backlog Management

Work Evaluation


Work Assignment

Key Measurement



ReliabilityMaintenance Engineering

Skills TrainingContractor

ManagementProduction

Support

Support Functions

Assets Supports

Support Equipment

• Scheduling

• Scheduling Break Policy

• KPIs

Inventory/Purchasing

• Requisition Process (Roles)

• Stock & Non-Stock Procurement

• Material Receiving / Storing

• Security

• Inventory Management

• Inventory KPIs

Tools and Equipment

• New Hire Tool Policy

• Technician Required Tools

• Specialty Tools Responsibility

• Inspection and Repair

• Contractor Tools

Work

IdentificationPlanning

Authorization/ Prioritization

Backlog Management

Work Evaluation


Work Assignment

Key Measurement




Skills TrainingContractor

ManagementProduction

Support

Support Functions

Assets Supports



Unscheduled Work

•Troubleshooting

•Labor and Equipment Req.

•Labor and Equipment Avail.

•Technical Support

•Present Maintenance Schedule

•Communication

Other

•Communication / Cooperation

•Inaccurate Inventory

•Pilfering and/or Theft

•Inadequate Materials Inspection

•Equipment Availability

•Budget

Maintenance Management System•Holder of Maintenance Process•Accessibility and Table of Authorities•Compatible with Other Business Systems•Cost Tracking to Specific Equipment

•Labor•Parts / Materials

•Equipment & Repair Histories•Planning, Procurement, Scheduling &Executive Interface

•KPI Development & Generation

Constraints


Presentation Plan Fleet Management Module

Maintenance &

Repair

Yard Management

Procurement

WarehouseHR

Finance & Accounting

Asset Management

Company

Solution At a Glance

Inspection & Estimation

Full process management from arrival ofEquipment (Chassis, Container, Tyreetc.) to its Complete Repairing,Maintenance and Invoicing.

Shop In/ Shop Out Inspection Estimation Repair Logs Service Logs Service Order Equipments Master Parts Commercial Dashboard Analysis & Reports

Inspection / Estimation

Repair Log

Service Log

Service Order

Equipments

Manage all activities related toStorage, Maintenance and transferof equipments in yard

Entry

Exit In Yard Transfer Block Transfer Equipment Search Parts Master Analysis & Reports

Dockyard Management

Gate In / Gate Out

In Yard Transfer

Inter Block Transfer

Enables companies to clusterthe management ofprocurement for cost saving ,while manage the rightmaterial s get to the right jobevery time.

Shopping List Call for Bids Price Conformation Purchase Order Products Automatic Procurements Procurement Dashboard Analysis & Reports

Procurement Department

Shopping List

Request For Quotation

Products Master

Suppliers Master

Reports & Analysis

Warehouse Department

Track stocks, full traceability andAccounting. Supports multiplelocations management based onlocation structure. Manage yourinternal locations, external locations,customers, suppliers andmanufacturing inventories.

Stock Management

Facility Management Receiving/ Delivering Products Internal Stock Movement Materials Request Issue of Materials Warehouses Inventory Valuation Inventory Analysis

Fleet Management

Analysis & Reports

Assets Management

Perform regular maintenance activitieson assets by getting timely remindersand also manage different statues ofAssets & maintain Assets logs.

Vehicles & Classification Vehicles contract Vehicles Fuel Logs Vehicles Service Logs

Vehicles & Classification

Vehicles Contract

Vehicles Fuel Logs

Vehicles Service Logs

GPS Tracking System

Every vehicle must beequipped with a GPS receiver.

As the vehicle moves aroundthe world, satellites track thevehicle’s position.

Positioning can be requestedat anytime.

Location-tracking helps companies to Streamline and control supply chains Move products to the market faster Monitor assets Prevent inventory loss Track vehicle fleets

Companies must consider how to track inventory In a smaller area Across a wide area

Vehicles Service Configuration

Vehicles Contract

Vehicles Service Items

Vehicles Work Orders Information

Track Vehicles

Track Vehicle on Map

Human Resource Department

Manage the most important assetin company : “PEOPLE” . Withmodule of Human ResourceManagement, Leave , Attendance,Time Tracking, Payroll, Expensiveand Recruitments.

Employee Details Employee Contract Leave Management Attendance Timesheets Appraisals Recruitments Expenses Payroll

Employee Details

Employee Contract

Leave Management

Attendance Management

Recruitments

Expense Management

Employee Payroll

Finance and Accounting

Invoicing Payments General Ledger AR/AP Taxation Financial Reports Chart of Accounts Multi Currency Analysis & Reports

Address financial accounting andbudgeting, costing, assetmanagement, cash and creditmanagement as well as analysisand reporting. Meet the currentand future financial requirementswhile offering you a global view ofyour financial performance acrossyour enterprise.

Invoicing

Bank Statement

Cash Register

Chart of Accounts

Assets Management

Trial Balance

Balance Sheet

Business Framework

Transforming Enterprise Approach

Enterprise Assessment

Value Discovery

Plant Automation & Mobility

Designing execution models Certified Methodologies Service Maturity Model Seamless cycle through

Business Application Lifecycle Automating the plant s Mobile solutions

Enterprise Architecture Definition IT Strategy Definition IT Roadmap definition IT Governance Consulting

Application Utilization & Value

Realization Application Roadmap Tech-Biz Optimization Application Portfolio Harmonization

Implement Scenario

New ProjectsProcess

EnhancementsNew Process Introduction

Roll Outs, Upgrades

Planning Blue printing Build Realization Cutover Go Live

Prototype Configure Develop Test Deploy

Prototype Validate

Process Configure Test Deploy

Design Build Test Deploy

Why Odoo?

Zero license costs

Ultimate flexibility

No vendor lock-in

Less risk – Future of system not tied to one company

Extensibility

Unlimited user support

Powerful object level

User Friendly

Scalable

Controls all your innovating processes

For more information contact

Abhishek Gupta

Skype ID: abhishekgupta61187

Email Id: [email protected]

+91-7874833396/+91-7802885715

mailto:[email protected]

Technology

OpenERP / Odoo Fleet management