Found Money
Unused Software: Found Money & Automated Compliancy
by
Arsenault Associates
If ever there was a time to hone productivity, it’s now. With a sagging economy, fuel costs going up again, cash in short supply and the implementation of the new CSA2010 regulations, fleet managers strain to wring the last ounce of productivity from every asset in the fleet and stay compliant in their maintenance documentation, schedules and service records.
Now more than ever, I am amazed at how many fleets overlook the untapped productivity, savings potentials and automated record keeping of software they already own. In many cases savings can amount to many tens of thousand of dollars. This free money can remain inaccessible because a fleet’s software is either underused or under implemented. I'm talking about software that is already paid for but which only a limited number of features are used, or in some cases, software that is not used at all. In either case, we call that “Shelfware.”
No fleet manager would ever leave trucks and drivers idle when they could be producing revenue, yet, many of those same fleets often do exactly that with their fleet software. Managers who pride themselves on detailed knowledge of their fleet many times have no idea of the full potential of money saving, productivity increasing and maintenance record automation features that their software could deliver if it was deployed correctly or completely.
Very few of even the best fleets use more than 65% of the features and functionality their program offers which might sound strange, but this is really not bad at all. After all, how many of us use the full potential of, say, Microsoft Office or even Microsoft Word?
When it comes to software use, we identify fleets by three basic groups of fleet software owners:
“Best In Class” Group – Up to 65%+ Utilization: This group buys fleet software and had their software’s developer assist and advise them in it’s implementation and deployment. They have multiple people trained in the use of the software, including management. This fleet keeps their program in current support and insures that they are using the latest version of the program. They also provide their staff with reoccurring training which, along with good work flow management and system discipline attained by use of the software, maximizes their fleet savings and productivity, and minimizes equipment downtime. Governmental regulation compliancy is not an issue for these fleets and their fleet will normally be waived through inspection islands.
“We Get By” Group – Up to 30% Utilization: The next group buys fleet software and implements the software themselves using the users manual as their guide without the assistance of the developer. They only train one or maybe two people in its use and generally don’t keep their program in support after the first year. They do not keep their program versions up to date. Generally this type of software user bought the program to address a particular issue or task. Its utilization is extremely limited and its value and potential remains untapped. This type of fleet will have acceptable SMS scores (Safety Measurement System), but probably not on a consistent basis.
“We Have Software?” Group – 0% Utilization: This group doesn't know they own fleet software. Somewhere in the past their company bought a fleet program with good intentions, but with little planning, support or direction from management. It was never fully implemented it, normally no one was ever trained in its use and it finally became lost in the midst of doing every day business and so it became “shelf-ware.” It remains hidden on someone’s computer or resides in the original software box in came it somewhere on a shelf or in a draw. The new CSA2010 regulations will catch up with this type of fleet and their fleet will remain a target for roadside and onsite inspections until they change their ways. The word “Intervention” will become very familiar to this type of fleet.
If you're in the latter two-thirds, chances are that you have a great, low risk opportunity to put significant savings onto your company’s bottom line, increase your department’s productivity, reduce your downtime and stay within the new CSA2010 SMS regulations all at the same time. Best of all is that this is possible with very little investment because you already own the core software.
Call the program’s developer and talk with them about your needs. Tell them what you know about how your program is deployed now. They will likely ask you relevant questions regarding your program’s implementation and use, your database, your staff’s program knowledge and other pertinent questions.
Be honest with them if you want honest answers. After all this will cost you absolutely nothing except a phone call and you’ll find that they will be happy to assist you. As they are the best source for information about you program and its capabilities, you can go wrong with a simple free phone call.
Ask them questions about the program’s features and what it would take in time and money to get your program up and running at the Best-In-Class group level. In some cases it may mean starting over again while in other cases it may simply mean updating your program to the latest version and providing training for you staff. Each case is different.
While the potential of starting over again may sounds onerous, we have found that it is better to start over than continue to build upon a program that is on a poorly implement and whose database is questionable as it probably has corrupted and incomplete data that, if used as a basis for going forward, would only make things worse. Remember that you will be using information this program produces to make important fleet decisions. Remember - GIGO (garbage in – garbage out) still applies.
Critical to the quality of any fleet database is the amount of training that you provide to your operating staff. We suggest that you have several people thoroughly trained in its operation. This insures wider buy-in by your staff and increases the use of the system and the information it produces. Further, your program will not fall victim to being held hostage by single employee’s employment status.
Once your program is updated, redeployed and your staff trained, make a point to budget for future program updates and annual support services. These two items maintain the value of your software investment and increases its long term utilization by providing your end users with the confidence of knowing that they are using a modern system with access to experts should they need them.
Lastly, once your have your program up and running at the “Best in Class” level, talk with your program developer about integrating your system with other company systems to automate information flow to eliminate redundant data entry and errors.
So, be honest now, what group of software user does your fleet fall into?