Fleet Management System In a difficult economic environment, managers are pressured to focus on reducing costs to balance the budgets

for the transportation sector for their organizations. However, at the same time, they expect service levels to hold steady or even increase. As a result, government leaders are expected to do more with less. Government entities such as UNRA must move amongst its 22 stations in the various districts of Uganda as well as the ferries sites and weighbridges to support both civilians and supervise contractors on the various road projects. More than ever, fleet readiness tools are needed to help manage and track productivity and improve effectiveness while maintaining safe working environments. The fleet tool is called XXXXXXX Power Fleet (PFMS) from Nexters Systems to support your mission by providing you with command and control, visibility, and optimal utilization of your vehicles.
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Gain unique visibility of peak asset utilization to right-size your fleet of material handling vehicles and its associated workforce. Eliminate paying bonuses for exceeding achievable productivity levels Create benchmarks by measuring total fleet productivity per task, and measure performance. Identify best practices and train other operators on lessons learned. Collect accurate measurements for your planning models. Eliminate congestion in problem areas. Measure operator productivity to balance tasks among operators or send new unplanned tasks to the next available/best operator. Hold vehicle operators accountable for all of their time and work activity Analyze deadhead time vs. time/distance travelled with loads and create interleaving opportunities.

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Proposed Modules for Power Fleet 1. 2. 3. 4. 5. Fuel Management Module Parking Management Module Vehicle Maintenance/Management Module Drivers Management Module Travel Schedule Module (Up Country)

Fuel Management Module y y y y y Stations fuel allocation and budgeting s. HQ Vehicle fuel Allocation and sign offs as well as requests from the various drivers/staff. Calculative assumption of required fuel for travel (Upcountry) and possibly contingency calculations. (The use of the Districts distance Chart from Kampala will be used) Auto reminders on fuel depletion (On account at HQ) and thus call in for the station fuel cards in time. Fuel allocation as per the UNRA staff allocated driving permit and car model. Client - Stations Fuel Management Module y Allocated fuel for station y Fuel reserved in the station tanks for easy use thus avoiding hiking in prices and any other instabilities y Station vehicle fuel allocation y Email notifications to HQ on the depletion of the fuel Parking Management Module y y y y Listing of the UNRA Vehicle inventory Including all basic information about the car, number plates, engine type, car type e.t.c Location of parking slots, total number of parking slots, employees assignment to the parking slots. Allocation of the slots. Indicaation of the staff travel schedule and available parking slots to notify security of available parking in that staffs allocated parking slot.

Vehicle Maintenance/Management Module y y y y y Vehicles models, Mileage, Engine capacity, Tires, Servicing, Accident counts. Recording vehicles required for upcountry travel Transfer of vehicles from UNRA staff in cases where emergencies are required. New/Old Vehicle allocation. Repairs on the vehicles

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Module should include Tire Purchases/Records from stores to upcountry should include allocation of tires from the stores after approval from the transport officer. Inaddition tire allocation fields could include allocation to specific field trucks or machinery, this can also cover the blades in the store. Upcountry tire replacement/requisitions and spares that could be in the store. Records of accidents, victims involved and insurance coverage. Insurance coverage of vehicles and there expiration period This should trigger notification emails as well as SMS.

Drivers Management Module y y y y Record of all the drivers recruited in the UNRA stations. Allocation of these drivers to specific stations and in particular at headquarters assignment of the drivers to specific departments, as well as a transfer of the drivers between departments. Relocating of the drivers in cases of emergencies. Record of driver s performance in terms of accidents, damages, loss of items and general conditioning of the vehicles as well as neglect on duty over personal issues without reporting to HQ. Travel schedule for the drivers. A travel chart showing drivers in field and available drivers at HQ to enable better management and allocating of drivers and to better forecast UNRA staff travel schedules submitted in time. Details of drivers qualifications, license type, experience behind the wheel, accidents involved in if any e.t.c Details of UNRA staf that are allocated the UNRA driving permit through Administration approval and testing of the drivers

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Travel Schedule Module y y y y y y Mileage of car and checking to compute if during travel the servicing period may be reached and thus know if the vehicle needs to be serviced before the journey begins. Vehicle safety checklist before the Vehicle begins the Journey. Drivers travel schedule Distance in KM from kampala to districts and from districts to other districts. Computation of drivers travel patterns to generate the fuel required for a given journey. Possibility of computing the contingency if there s any format available or policy in assigning the contingency