UTILIZING GPS in the Utilities Industry - Synovia Solutions
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SECTION | RIDEALONG UTILIZING GPS in the Utilities Industry i
RIDEALONG | SECTION
STUDENT
RIDERSHIP
MEANS NEVER
HAVING TO SAY,
“I’m sorry,
I HAVE NO IDEA
WHERE YOUR
KID IS.”
With Student Ridership from Synovia, we can not only tell you where your bus is, we can tell you ex-
actly who’s on it. Search by school or itinerary to see a complete view of your district, or drill down
for more detailed reports and compare your planned and actual capacity. Detailed reporting helps
you plan smarter, which means you can protect all the little ones along with your bottom line.
Visit synoviasolutions.com/student-ridership for more information.
ii
RIDEALONG
CONTENTS
LETTER FROM THE EDITOR FROM THE FIELD
01. Handle Winter’s Worst with GPS 16. We’ve Got You Covered
18. Case Study: A Bobcat Goes Roaming
SYNSIGHTS 20. Real Stories of How GPS Helps, Even
in the Worst of Times
02. Wondering What GPS Tracking Can Do for
You and Your Fleet?
FEATURES
TIPS & TRENDS 23. Leveraging Integrated Fleet Management
Solutions with Utility Cooperatives
04. Looking Beyond the Software
26. Why GPS Is Even More Important
06. Taking the Risk Out of GPS This Time of Year
07. Acquiring Fleet Management Tools 30. How GPS Can Help You, No Matter
Just Got Easier Where You Work
PAVING THE WAY THE FINAL STOP
08. A Municipal Fleet Manager’s Guide to GPS 32. Introducing Synovia’s Best
10. The Importance of Reporting in 33. What You Need to Know About
Transportation Driving in Winter
12. The Cost of Selecting the Wrong
GPS Provider
14. Track & Trace: Getting the Data You
Need at Any Hour
SYNSIGHTS | RIDEALONG
KNOW EXACTLY WHERE YOUR VEHICLES ARE.
KNOW EXACTLY WHERE THEY’VE BEEN.
KNOW EXACTLY WHERE THEY’RE SUPPOSED TO GO.
KNOW EXACTLY WHEN THEY GET THERE.
KNOW EXACTLY WHEN THEY LEAVE.
KNOW EXACTLY WHEN THEY NEED SERVICE.
KNOW EXACTLY WHICH DRIVER IS DRIVING.
KNOW EXACTLY WHEN THEY STARTED THEIR DAY.
KNOW EXACTLY WHEN THEY ENDED.
DON’T ASK. KNOW.
We can show you how. www.synoviasolutions.com/contact-us/
iv
LETTER FROM THE EDITOR | RIDEALONG
HANDLE WINTER’S WORST WITH GPS
It’s that time of year again—the snow is falling, We’ll wrap up this edition by focusing on a
and getting to and from places is just a little couple of different bigger topics, including the
more difficult than usual. Luckily, there are many upcoming move from 2G to 4G networks—
tools at your disposal to help you get your fleet what you need to know, and what you need
through this tough transportation season. In this to do to make sure your GPS hardware is
issue of Ridealong with Synovia Solutions, ready for the switch. We’ll also talk inclement
we’ll explore your options and help you better weather, what it means for your transportation
manage your fleet, even in bad weather. team, and how GPS can help.
We start this edition by exploring how other So, as you get through this cold, snowy season,
fleet managers have used various GPS-powered we hope you enjoy this edition of Ridealong
tools to their advantage. You’ll hear directly with Synovia Solutions and the advice it
from them regarding how each solution has contains to help you along the way. As always,
improved their business. Then we’ll look at the we truly enjoy sharing the most up-to-date fleet
latest trends of the transportation department, management information with all of our readers.
including the benefits of a cooperative
purchasing agency, and the types of guarantees Sincerely,
you should look for when researching potential
fleet management partners. Jon King
CEO, Synovia Solutions, LLC
In the next section, we’ll take a detailed look
into topics like the costs of selecting the wrong
GPS vendor, the importance of transportation
reports, and which solutions are best for your
organization. We’ll also discuss our most
recent partnerships and why providing a one-
stop solution for our clients is important to
us. And we’ll hear from one of our clients to
understand how GPS tracking helped them
recover their stolen equipment—a potential
loss of over $100,000.
1
SYNSIGHTS | RIDEALONG
01
SYNSIGHTS
Whether you’re responsible for directing a fleet of landscaping
equipment or a district’s school buses, a fleet management
solution can save you a significant amount of money. Here’s how
some of our customers describe the savings and other benefits of
working with Synovia Solutions.
WONDERING WHAT GPS TRACKING CAN DO FOR YOU AND YOUR FLEET?
See what other fleet managers have to say as Synovia users speak out on the benefits
of their fleet management systems
“The cost of the solution has
more than paid for itself.”
– STREAMLINE IRRIGATION,
Kingsburg, CA
GPS isn’t just for your vehicles anymore. With asset tracking, you can track the location of all motorized equipment—
backhoes, generators, lawn mowers, snow blowers, tractors and more. It also works well for non-motorized equipment,
such as dumpsters or trailers. The automatic signals will let you know exactly where your gear is at any point throughout
the day, meaning that if anything goes missing, you can easily track it down and recover it. Luckily, our client realized
this—their asset tracking system meant they were able to avoid having to replace some very expensive equipment.
2
SYNSIGHTS | RIDEALONG
“I can’t imagine life without “We’ve seen $1 million in
it now. Once a school savings during the first year
district implements this of launch.”
system, they won’t ever — CHARLOTTE-MECKLENBURG
Executive Director of Transportation
at Charlotte-Mecklenburg Schools
want to be without it.”
– PAT HUBBARD, DIRECTOR OF TRANSPORTATION,
Lake Central School Corporation
“We’ve found that reducing
Whether you’re a school district, a municipality, or just five minutes from every
a commercial business, a fleet management solution
really can improve your day-to-day life. The software
should be doing the work for you: from running
route would reduce costs by
reports while you’re off the clock to warning you of
potential issues to solve sooner rather than later, your
$100,000 per school year.”
telematics solution should be making the life of your — LYNDA KUCHLER
transportation team easier. Insightful information will Director of Transportation at Metropolitan
be delivered automatically, giving you the data and School District of Wayne Township
visibility you need to best manage your fleet.
Whether you’re saving $100,000 or $1 million, you’re
going to notice it. Budgets are tight, and that money
can be spent elsewhere or cut all together. And with a
“They were very receptive complete fleet management solution in place, the savings
really add up. There are many ways our customers save
and they worked with money day in and day out, such as:
us. They’re a very
• Optimizing the routes drivers take each day
• Reducing inefficient and costly driving habits such as
collaborative group to vehicle idling
work with.” • Capturing payroll information from inside the vehicle,
saving an average of 15 minutes per driver per day in
– CATHERINE BENNAGE, payroll
Director of Day Program Services, People’s Care
• Reducing gas mileage through better driving habits
Having the right team in place is critical. That’s why
at Synovia, we strive to give you exactly what you • Lowering insurance premiums due to fewer accidents
need to get your fleet management solution up and and having the ability to prove exactly what happened
running as quickly and smoothly as possible. This in any incident
includes assigning each of our clients a fleet advisor,
their single point of contact for any and all questions
regarding their solution. This designated advocate
provides consistency and allows our new clients to To learn more about how Synovia’s tracking solutions can
ramp up more efficiently. The enhanced support benefit your organization, visit us at synoviasolutions.com
allows our team to help organizations quickly get and try a free demo.
their needs met, foster superior user adoption, and
drive better results.
3TIPS & TRENDS | RIDEALONG
02
TIPS & TRENDS
When it comes to evaluating the value of GPS, features are just
the starting point. In this edition, we explain why it’s important to
look beyond the software, how to guarantee your ROI, and how
to leverage the power of cooperative purchasing.
LOOKING BEYOND THE SOFTWARE
Why it’s important to consider other, less obvious traits when looking for a GPS vendor
There are many different reasons to select a particular GPS Response Time
partner. One of the first things most organizations look at is No matter how great the solution is, there is bound to be
the list of features. Will the solution do what you want it to some downtime. When it happens, how quickly will your
do? Will it give you the right data and insights you need to vendor get you back up and running? Look for a vendor
make your job easier? This is where many searches for a GPS that prides themselves on quick response time. At Synovia,
vendor begin. we take this very seriously, and have taken several steps
to ensure our customers are back up and running quickly.
But it’s not where the search should end. There are other First, we have taken a cross-training approach so that more
features to look for, less obvious ones—things like the than just one person on the team can answer our customers’
type of service you can expect to receive. Below is a list of questions. We also encourage autonomy—our employees
unexpected but equally important things to look for in a have the authority to make the right decision for the
GPS vendor. customer without having to seek approval. Ultimately, we
take a proactive approach during all points in the process,
»
from installation to training to any future service requests.
4TIPS & TRENDS | RIDEALONG
Customer Interactions More Than Just the Features
When you select a GPS vendor, you will be spending a lot It’s not all about the software—look deeper to make sure you
of time working with them, from the sales process through select the partner that not only has the top solution, but also
installation and training. You should select a vendor who has the team and processes that will work the best for your
will give you as much personal, face-to-face interaction organization. It will allow you to work seamlessly together,
as needed. Our customers have access and relationships and get the most out of your GPS solution.
with our staff at all different levels. They know our trainers,
our installation team, and our support team. Many of our
customers also have a relationship with our executive team.
Our leaders are the first people to stop by your organization
or pick up the phone, just to see how the GPS solution is
working for you.
Additionally, the quality of the interactions matters. Bad
service is incredibly frustrating, whether it’s just a check-
in or you’re having a major issue. How many times have
you called customer service only to be put on hold or get
an automated response? At Synovia, we always answer our
phones. There is no automation. Having a live person to
coordinate the help you need is a huge relief when things
go wrong, and something you can’t forget when selecting
a GPS partner.
Meeting All of Your Needs
Look for a one-stop shop, not someone who only provides
a quarter of what you need. At Synovia, we have a complete
product suite that allows our customers to get everything
they need in one place. Our software is also very flexible—it
has the ability to integrate with other solutions to meet
individual customer needs.
This goes further than just the products offered, though.
What happens after you purchase the fleet management
solution? Are the implementation plans clear and concise?
Synovia uses a detailed project plan, with clear tasks and due
dates. There are hard dates for completion so you will know
exactly what to expect and when to expect it. This kind
of visibility makes the implementation process that much
smoother for our customers.
Another piece to consider is training. How will your team
learn how to use the software? At Synovia, we include
tailored training for every customer. We ensure that each
person on the customer team is trained on exactly what they At Synovia we are constantly working to enhance the
need, allowing our customers to get up and running quickly customer experience and keep our customer operations
running smoothly. We provide multiple channels to report
and efficiently. support and service needs.
5TIPS & TRENDS | RIDEALONG
TAKING THE RISK OUT OF GPS
How Synovia stands behind our solution,
guaranteeing your ROI
Managing a fleet of 75 or more vehicles can be a cumbersome and costly
task, and you’re always looking for a little bit of help to improve your
team. Investing in GPS vehicle tracking is one option, but if you’re just
starting to consider it, you might fear that your return won’t match your
investment. That’s why the best vendors take on that risk for you.
Synovia believes that our solution will make your job more time- and
cost-efficient, and we’re more than willing to put our money where our
mouth is. And we have our 5% Guarantee to prove it. Here’s how it works.
Before the full tracking scheme is implemented, Synovia customers are
asked to record up to a 60-day baseline for fuel consumption and payroll
inefficiencies. After that baseline is established, they start using GPS
tracking from Synovia Solutions. With our fleet management solution
in place, we fully expect our customers to see meaningful improvements
such as:
• Reduced fuel consumption (from less engine idling)
• Improved driver behavior
• Reduced excess mileage
• Reduced vehicle wear and tear
• Improved customer service
• Decreased number of daily customer calls (depending on industry)
• Reduced payroll inefficiencies
• Smoother processes
Our customers typically notice immediate benefits and improvements
with our fleet management solution installed. That’s where the guarantee
comes in. Essentially, if monthly audits from Synovia Solutions don’t show
a 5% savings on fuel consumption or payroll over the first 12 months of
use, you get 25% off your invoice for the balance of the term.
To find out how Synovia Solutions can make a difference in your
organization or municipality, we offer a free, no obligation trial. And if
you decide we’re exactly what your fleet needs, we’ll get you started with
no up-front costs.
6TIPS & TRENDS | RIDEALONG
ACQUIRING FLEET MANAGEMENT TOOLS JUST GOT EASIER
Save time and money with a cooperative purchasing agency
Making a big purchase as a large organization can be difficult. But when
it comes to GPS fleet tracking, we’ve just made it a little bit easier. Synovia Benefits of NJPA:
is now a nationally contracted member of National Joint Powers Alliance • Tap contracts competitively
(NJPA), a cooperative purchasing agency, meaning we have already solicited on your behalf
satisfied the competitive solicitation requirement. NJPA contracts save
you and your agency considerable time and money while eliminating the • Avoid duplication of efforts—
need to duplicate the solicitation and contracting process. formal contracting process
is already satisfied
About NJPA • Reduce vendor protests
NJPA is a national organization that creates a business and service
relationship alliance between buyers and suppliers, with membership • Use no-cost, liability, or obligation
open to government, education, and all non-profit agencies in the membership
United States and Canada. NJPA is driven to provide efficient public
service through their national contract purchasing program of world- • Get lifecycle cost efficiencies
class vendors. The common needs of the members and their desire to
effectively serve agencies lead their overall efforts to overcome the • Access volume pricing that
budget and purchasing challenges of the future. was leveraged nationally
NJPA serves member agencies by facilitating a national municipal • Save time and money
contracting alliance. The goal is to provide members with requested
programs and services that are created, coordinated, and delivered • Eliminate low-bid,
through a cooperative effort between NJPA and member agencies. low-quality issues
This application process is simple. You can join NJPA with no cost, • Choice of high-quality equipment/
no obligation, and no liability. Joining NJPA gives you the opportunity products/services
to access competitively awarded nationally leveraged cooperative
purchasing contracts for life. • Nearly 200 national
world-class vendors
Eligibility • 500+ construction-related
Eligible members include any unit of government, education (K-12 and contracts
higher ed), or non-profit agencies in the United States and Canada.
NJPA:
Apply Online • Acts as a government entity
Applying is simple with NJPA’s online application. After applying, you will
receive your NJPA member ID number electronically within two business • Is staffed with public employees
days. You will also receive an NJPA membership packet by mail within
7-10 business days. • Uses a publicly elected board
to award contracts
To join NJPA and start saving on the contracting process, just go to
www.njpacoop.org/join and complete your application.
7PAVING THE WAY | RIDEALONG
03
PAVING THE WAY
From engine diagnostics to asset tracking, this quarter’s Paving
the Way looks at GPS from the perspective of the municipal fleet
manager. We also explore the value of GPS reporting and the
high cost of selecting the wrong provider.
A MUNICIPAL FLEET MANAGER’S GUIDE TO GPS
Understanding which tools are best for your city or town
Many of our customers fall into the municipal category. As deny claims against your drivers using the GPS data—the
fleet manager of a city or town, this means you’re responsible data doesn’t lie, and gives you a clear picture of exactly what
for an incredible variety of vehicles, and any number of happened and when. GPS also can track stop and arrival
issues can arise on a daily basis. Luckily, there is a complete information to ensure your employees are going where
line of GPS-powered tools available that can help you better they’re supposed to and remaining productive throughout
manage and maintain your fleet from top to bottom. Here’s the day.
an introductory list of options you may want to consider to
run your fleet more smoothly, day in and day out. Of course, there are several standard key performance
indicators you can monitor with GPS as well, such as idle
time and fuel usage. This data can be compiled in insightful
Core GPS reports to help you improve the overall efficiency of
This is the most obvious and most well-known fleet your fleet.
management solution. It provides real-time tracking for any
and all types of vehicles. Fleet managers get visibility into
exactly where each vehicle in their fleet is at any moment Asset Tracking
of any given day. This data can be used for things like GPS isn’t just limited to your fleet of vehicles. Managing a
responding to public requests—simply use GPS to find the city or town requires many different types of equipment, and
most logical driver to respond, and route them there. Or you want to make sure every single one is secure. With asset
in the case of complaints, either confirm or unequivocally tracking in place, you know exactly where your equipment
8PAVING THE WAY | RIDEALONG
is at all times. With the geofencing tool, you can be alerted Engine Diagnostics
when the equipment enters or exits designated areas so With such a wide variety of vehicles, wouldn’t it be nice to
when a piece of equipment moves, you’ll know exactly where have the chance to repair before having to replace any one of
it is. them? This could save your city or town a lot of money. With
a fleet management solution in place, you can tell in real
time whether a vehicle requires maintenance. Each tracking
Time and Attendance unit connects directly to the vehicle’s engine, recording the
Tracking payroll for a large number of drivers can be vehicle identification number (VIN) and monitoring:
daunting. Too often it’s a manual task, filled with time-
consuming and costly errors. Instead fleet managers of • Fault codes
municipal fleets should consider a solution that is tied
directly to the vehicles, like Synovia’s Time and Attendance. • Odometer reading
Drivers clock in and out from the vehicles, eliminating
tracked non-working time; on average, this saves 15 minutes • Fuel consumption
per driver, per vehicle, per day. The software integrates
directly with your payroll system and provides benefits Alerts are transmitted directly to the fleet manager, allowing
such as: you to see a small issue before it develops into a much
larger—and more costly—problem. You can also standardize
• Accurate time tracking, all in one place regular maintenance based on vehicle data such as odometer
readings, engine hour data, or time since last service.
• Easy-to-read reports, allowing for effective employee
management No matter what city or town you’re managing, there are
tools out there to make your days easier. You can monitor
• Easy integration with payroll to eliminate paper timesheets your vehicles, equipment, and drivers, and remove the
worry associated with managing a fleet of vehicles. And the
best part? With the savings that GPS provides, the solution
ends up paying for itself. Whether it’s saving money on
fuel, payroll, or vehicle maintenance and repair, it won’t
take long to realize a fleet management system was a smart
investment.
Core GPS Time and Attendance
Provides visibility Saves you time and
into the movement integrates with your payroll
of your fleet Asset Tracking
Keeps track of your Engine Diagnostics
equipment at all times Keeps you a step ahead with
preventive maintenance
9PAVING THE WAY | RIDEALONG
THE IMPORTANCE OF REPORTING IN TRANSPORTATION
Getting the information you need, when you need it
You already know GPS fleet tracking gives you more visibility as a fleet manager, but how does that visibility manifest itself?
Most of the time, it’s through reports that your management software generates—information gathered and sorted by
relevance and type.
There’s a number of different ways that your reporting can be organized and generated, and most can be created
automatically rather than requiring you to manually dig up the information you want. Just work with your GPS vendor to
determine your needs, and configure the software to do the work on your behalf. Here are some of the report types that can
be run through Synovia’s telematics solution:
IDLE REPORT. Learn which vehicles in VEHICLE PERFORMANCE REPORTS. INSPECTION REPORTS. Get the information
your fleet are idling too much. You can Get wide-ranging yet detailed data on you need regarding your drivers’ pre- and
look at a daily summary by vehicle, by fleet, how your vehicles are performing. Look post-trip inspections. You can look at both
or by zone. at information for a single vehicle or your reports at a daily or summary level, by fleet
full fleet. or for a single driver.
PLANNED VS. ACTUAL STOPS REPORT. ARRIVAL REPORTS. Know when SPEEDING REPORTS. Understand
Know whether your vehicles made every your vehicles get to their destinations. whether your drivers are operating safely
planned stop. Look at data for either a Summarize arrivals by fleet or by by analyzing speeding details by driver or
single driver or for your entire fleet. individual vehicle. for the entire fleet.
10PAVING THE WAY | RIDEALONG
From driver performance to arrival times, GPS software can provide you with reporting configured to your exact needs.
MILEAGE REPORTS. Know how far your EVENT COUNT REPORTS. Get insight DRIVER PERFORMANCE REPORTS. Get
fleet is going. Check the mileage of your into the number of identified events the information you need to understand
vehicles each day, or using a summary occurring with your fleet. You can run an how your drivers are performing. Look at
report. You can also drill down into the event count daily or get summary reports either daily or summary information on a
details as necessary. by vehicle or fleet. single driver or for an entire department.
HARDWARE HEALTH REPORT. Understand TIME REPORTS. See how much time BOUNDARY REPORTS. Know whether
how your hardware is performing. Check is being spent in your vehicles. Look at your fleet is staying in your predetermined
the health of your hardware on either a reports by day or a complete summary for boundaries. Get daily or summary-level
single vehicle or the entire fleet. just one vehicle or your whole fleet. reports for either a single vehicle or the
entire fleet.
Imagine selecting which reports are important to you and setting your system up so that you receive them right when you
need them. The software is working for you, giving you the insight you need to run your fleet as efficiently and effectively as
possible. With the right telematics solution, this is not only possible, but should be the standard.
11PAVING THE WAY | RIDEALONG
THE COST OF SELECTING THE WRONG GPS PROVIDER
What to look for when you’re shopping
Selecting a GPS provider is not a task to take lightly. Different organizations may have different strategies and buying
objectives. But they all have one thing in common: they want to get the most done with the smallest spend. And selecting the
wrong vendor can cost you more than you realize.
At the end of the day, most contracts come down to price. You need a world-class fleet management solution at a low cost,
with contracts that make it easy to acquire and guarantee the return on investment. So how do you balance your range of
needs against your budget?
Guarantees to Look For
Synovia tries to make it easy for our customers to buy. We provide our solution in a way that eases any concerns you might
have, whether you’re a GPS novice or you’re switching fleet management system providers. For example, we offer a guarantee
of 5% fuel savings with a five-year contract; if you don’t save at least 5%, we will give you 25% off your invoice for the balance
of the term.
We also differentiate our solution with our SynsuranceSM agreement. With Synovia, you can expect benefits such as:
• Lifetime comprehensive coverage: Every plan includes a full hardware warranty that lasts the duration of the service
agreement. If hardware fails to perform, you receive a replacement at no cost to you.
• Keeping your fleet on the road: With Synovia, you have 99% uptime guaranteed. Issues will be fixed the first time. If a
problem requires two support calls within 30 days, we pay. We also provide you with 2% spare units, so if hardware fails
you can replace it immediately.
• Flexible pricing and protection: Our service plan is guaranteed not to increase in price during the term of the contract.
Payment plans are flexible to meet your needs. And many of our customers have actually found our Synsurance plan to be
self-funding within 90 days.
• No hidden costs or fees: With other vendors, many features are considered “extras,” and they charge extra for them. For
example, say you want your equipment to check in at smaller intervals. With Synovia that’s not extra, it’s standard—we
offer an inclusive GPS solution at a single price instead of offering a stripped-down version and then charging for features
that should be included in the first place.
If you’re not an experienced GPS user, choosing the best vendor for you can be confusing and difficult. Keep an eye out for
these red flags when you’re selecting your GPS vendor, and ensure you don’t pay for making the wrong choice.
Synovia’s Promise
If you don’t save We will take
For the
5%
or more
25%
off your bill
balance of
your term
12PAVING THE WAY | RIDEALONG
It’s 7 am.
Do you know where
your bus is?
With Here Comes the Bus, no longer will you have to worry about calls
from concerned parents wondering where the bus is, or more importantly
where their child is. Our app does it all. It provides maps and alerts to
help get kids to the bus stop not a minute too early - or a minute too late.
It also shows parents if their child has boarded or exited the right bus at
the right stop. All of which makes not only Susie’s parents happy, but her
transportation director as well.
Visit herecomesthebus.com for more information.
Here Comes the Bus is a registered trademark of Synovia Solutions™, LLC
©2017 Synovia Solutions, LLC. All rights reserved.
13PAVING THE WAY | RIDEALONG
TRACK & TRACE: GETTING THE DATA YOU NEED AT ANY HOUR
If you’re asking yourself these questions, you need a fleet management solution
When you look at the benefits of GPS fleet tracking, it’s easy to think that it’d be nice to have as a fleet manager. But there are
lots of things that would be “nice to have”—you don’t have the budget to spend on frills and luxuries. You can only justify
spending on things you need.
So, does a fleet management system meet the standard? Is it something you need, rather than just something you’d like to try
out? One way to decide is to think about what you know about your fleet, and what questions you find yourself asking on a
regular basis. If you’re asking yourself some of the questions below, it may be time to consider a comprehensive telematics
solution.
• How can I locate drivers during the day and night? • How can I know where all my vehicles are located at any
given moment?
• Is it fundamental to my business to be able to understand
and verify what my drivers were doing overnight? • Does my organization have a green initiative, and if so,
how can our fleet better follow it?
• How important is the safety of my drivers—what types of
concerns do I have for my drivers from a safety perspective • How can I monitor idle time, speeding, hard braking, or
while they are on the road? hard acceleration?
• How can I route drivers throughout the day and night when
schedule changes occur?
Different types of organizations have different needs, of course. For example, say your business is waste disposal. Did your
driver skip a street, or did someone forget to put their can out on time? No customer wants to miss trash day, and in doing
things the old way you run the risk of not having the ability to prove if trash was collected at a certain address or location.
Again, if you’re asking yourself questions like these, it might be time to consider a telematics solution.
• How can I prove whether someone’s trash was collected at • What measures should I be using for maintenance and fuel
a certain location? usage?
• What types of procedures and policies should I have in • How can I tell which vehicles are getting the most wear
place to prove the trash was collected? and tear?
• How do I know when a lift arm, etc. has been engaged
while collecting trash?
14PAVING THE WAY | RIDEALONG
Additionally, non-vehicle assets are increasingly an important part of the equation. Many organizations have difficulty
knowing how their total fleet is being utilized, including the maintenance and usage of mowers, tractors, and other similar
equipment. Again, a fleet management solution can help here. Consider tracking your assets and their utilization if you are
asking yourself questions like:
• How can I assess the utilization of my fleet today? • What happens if I have trouble locating an asset, or
determining its maintenance needs?
• Is it possible to get all of the information I need about my
assets from a single source? • What types of processes should I have in place for
maintaining equipment?
• What kind of asset tracking and utilization processes
should I be using on a daily and monthly basis? • How can I keep track of hours used on all assets to
determine maintenance intervals?
• What happens if I need to reassign an asset to a different
department?
If a lot of those questions sound like a familiar refrain for your department or organization, it’s time to look at the complete
picture to understand just how a fleet management system can improve the management of your vehicles. From past
performance to instant tracking, a telematics solution gives fleet managers the information you need to make smart
decisions. Don’t get left in the dark.
15FROM THE FIELD | RIDEALONG
04
FROM THE FIELD
Sometimes the best way to describe how fleet tracking can
benefit your company is to show how it works in the field.
Read on to see how Synovia can track stolen equipment, how
we can help in times of disaster, and how we partner with other
vendors to ensure your needs are met.
WE’VE GOT YOU COVERED
How Synovia’s partners help your fleet run more smoothly every day
One of the things we pride ourselves on here at Synovia is vehicle screens, connect seamlessly to Verizon’s network. At
our ability to partner with other outstanding vendors to the end of the day, Verizon ensures reliable service for our
provide our customers with everything they need in a one- customers so they always know where their vehicles are.
stop shop, no matter what industry they’re in. We work with
a number of top-level vendors to make the management of
your city, town, or business fleet that much easier. Ensuring Your Maps Are Up to Date and Accurate
Your GPS can’t run effectively if you don’t have the correct
mapping data. That’s exactly why Synovia has partnered
Providing Reliable Coverage with Verizon Wireless with ALK Maps, integrating their services into our software
First and foremost, we had to make sure our customers have platform to give our clients access to the highest quality
the network coverage they need to run their GPS solutions maps.
quickly and effectively. This is why we have partnered
with Verizon Wireless, one of the largest communications The map data is continuously maintained and updated with
technology companies in the world. Verizon has the most current information. ALK’s superior service also
transformed how people stay connected, and has the best provides improved loading speed, increased productivity,
nationwide coverage and network backup infrastructure. and the ability to look at and analyze multiple routes at one
time. The flexible and modern user interface makes it even
Our customers experience the advantages of this partnership easier for our clients to track their vehicle fleets effectively.
every day. And without paying extra—our partnership With this real-time visibility, organizations can translate data
prevents any overage charges for our customers, so they into actionable information. »
never run out of data. All of our devices, including the in-
16 16FROM THE FIELD | RIDEALONG
VERIZON WIRELESS
gives you the best network
ALK MAPS
ensures you have the best data
coverage with no overages in maps used to track your fleet
INFIELD CLIPBOARD
automates your workflow, reducing
EFLEETSUITE
keeps you in compliance
your administrative time with Electronic Driver Logs
Our best-in-class partners help us provide everything you need, regardless of your industry.
Making Field Service Management Easier solution, a FMCSA 395.15-compliant Electronic Driver Logs
We’ve also worked hard to make field service management application.
easier for our clients. Infield Clipboard is one of our newest
partners, meaning that our clients can now automate eFleetSuite’s Driver Logs application is an easy-to-use,
the work order process. Organizations can manage field full-featured application specifically designed for quick
resources, whether these are field workers, assets, or adoption by fleet managers. The end-to-end application
equipment, all the way from inquiry to invoice. meets and exceeds all FMCSA 395.15 regulations for HOS
compliance and will soon be upgraded to meet all ELD
The benefits include real-time visibility and the ability to mandate requirements. It captures all required information
capture and manage customer, work order, and inventory for the driver’s log and automatically calculates driver’s
information directly from the field. This drastically reduces time remaining based on various daily and weekly limits.
time needed to complete administrative work and minimizes Comprehensive back-office reporting allows fleet personnel
data entry errors. This relationship has already provided to make proactive decisions to avoid HOS violations and
measurable ROI for our customers, such as a 20% increase in focus on resource optimization.
billable hours and a 12% reduction in errors.
Covered in Every Situation
Keeping Our Customers in Compliance Ultimately, no matter your type of business or organization,
Another big concern for many organizations—particularly Synovia and our partners can offer you a best-in-class fleet
those with large, heavy trucks—is safety. And this includes management solution. We continuously strive to stay on
staying in compliance with the latest laws. Beginning top of all transportation trends to ensure our customers can
December 18, 2017, drivers will be required by law to use manage their fleets in the easiest way possible.
an electronic logging device (ELD) to log time and hours of
service (HOS). Synovia has partnered to offer the eFleetSuite
17FROM THE FIELD | RIDEALONG
CASE STUDY
A BOBCAT GOES ROAMING
How GPS saved one of our customers a
ton of cash
Nobody likes to lose something they need. A wallet. Car
keys. Reading glasses. It’s frustrating and can throw a real
kink in your day. But when that something is a $40,000 piece
of construction equipment needed to help you run your
business, it’s a little different.
Theft accounts for more loss for construction fleet managers
than any other risk. A recent DEWALT study found that a
staggering 97% of construction professionals surveyed are
concerned about jobsite security. Even more alarming, a
whopping 77% have experienced theft up to five times per
year for the last three years. Half of those surveyed have
been victims of theft as recently as the last 12 months. Theft
is an ever-present threat for construction managers. Luckily,
though, it’s also a reversible threat when proper protocols
and procedures are in effect.
Such was the case with Streamline Irrigation out of
Kingsburg, California. They discovered in the early morning
hours of one August day a couple of years ago that some of
their assets had gone missing in the night; namely, a Bobcat
loader and its trailer—two pieces of equipment that together
are worth around $100,000.
A few months earlier, Streamline had made the decision
to protect their equipment with Synovia Solutions GPS
trackers. So, when it was clear that the Bobcat wasn’t in their
possession, they called Synovia for help.
George, a Synovia support specialist, was the one who took
their call. He was asked to “ping” the unit and find out where
the equipment was located. George explained that it was a With the help of the
little more complicated than that. With Synovia, every client Synovia tracker, police
has the ability to personalize how each tracker is set up. located Streamline’s
In Streamline’s case, the trackers were set to only check in stolen Bobcat 25 miles
every twelve hours. And since the last time the tracker had up the road.
checked in was 10:30 p.m.—and it was now 8:30 a.m.—they
would have to wait another two hours before the unit would
make contact again.
18FROM THE FIELD | RIDEALONG
“Synovia Solutions asset tracking
technology located $100,000 worth of
stolen equipment within 24 hours.”
– STREAMLINE IRRIGATION
In the meantime, George worked to reset the settings on 30 seconds. They are typically used on equipment such as
Streamline’s tracker. This way, when the unit reported in, backhoes, generators, lawn mowers, power washers, skid
it would instead transmit a signal every 15 minutes so steers, snow blowers, and tractors.
Streamline wouldn’t have to wait hours for the next report. If
the Bobcat and trailer were on the move, Synovia would be Asset trackers for non-motorized equipment: This type of
on top of it and could follow their movements in real time. tracker utilizes an internal battery that lasts between five and
seven years and sends a signal at least once a day. Equipment
When Streamline’s tracker reported in, Synovia could place it such as dumpsters, portable classrooms, portable toilets,
about 25 miles up the road in Fresno and was able to provide trailers, furniture, or computer equipment would use this
the authorities with the unit’s location. The police located the type of tracker.
stolen assets and placed the three individuals responsible for
the theft in custody. The Bobcat was returned to Streamline Tracking for fleet vehicles: This solution allows you to
that same day, meaning that the investment they made in transmit an abundance of data about the vehicle, including
GPS tracking paid off almost immediately. location, engine diagnostics and more. Use this tracking
system for long-haul semis, box trucks, delivery vans,
All of this just goes to show: GPS tracking is not just for passenger vans, limousines, delivery cars, or school buses.
vehicles anymore. Many organizations like Streamline use
GPS tracking for other assets as well. Through Synovia, Pick the solution that is right for your organization and rest
several different types of GPS tracking solutions are assured that both your fleet and your assets are protected.
available, including:
Visit synoviasolutions.com/resources/case-studies to read
Asset trackers for motorized equipment: These trackers more case studies that show the value of our solutions.
utilize your equipment’s battery and can send a signal every
19FROM THE FIELD | RIDEALONG
REAL STORIES OF HOW GPS HELPS, EVEN IN THE WORST OF TIMES
How GPS helped the Houston Police Department locate vehicles during
Hurricane Harvey
We all have heard about the devastation During the storm, one of our support was going on at that time. Nonetheless,
left behind after Hurricane Harvey. The team members received a call from a it was gratifying to be able to assist
Category 4 storm dumped 27 trillion Houston police officer. He needed help the officer—and the civilians suffering
gallons of rain in a six-day period on locating four of their squad cars that Harvey’s wrath—even in that
the city of Houston and its surrounding were in the field responding to rescue small way.
areas. Winds reached speeds of over calls. The cars couldn’t have gotten far
132 miles per hour, and the storm because of the flooding, but he still GPS tracking helps fleet managers
created massive flooding in southern needed to locate them to ensure the every day—gathering performance
Texas. Estimates put eventual total officers weren’t in danger. data, allowing you to monitor your
losses at around $75 billion. To say fleet in real time and manage it more
the storm was catastrophic is, perhaps, It had been a while since he had logged efficiently. But on your worst day,
an understatement. into his GPS software, and he needed whether it’s a missing driver, a serious
some help. Luckily, our support team accident, or even a hurricane, GPS is
But even in the midst of such distress, was on hand to walk him through more than just a security blanket. It can
there are still stories of good. Stories exactly how to pinpoint the location truly be a life-saver. When things really
of how companies, citizens, and of the squad cars. They did so quickly, get rough, you don’t want to be alone.
organizations have banded together verifying that the field officers were With GPS tracking, you never are.
to help those affected by the hurricane. safe, and the department was able to
And even something as simple as get back to helping those in need. It
GPS can make a difference in such might have been a small thing, when
dark times. you take into account everything that
20FROM THE FIELD | RIDEALONG
Here’s what is not included
in Synovia’s Synsurance℠ plan:
You’re looking at nothing, because Synsurance gives you everything.
Synsurance is an all-inclusive, turnkey plan that up-front cost, so you can start right away. With Syn-
Synsurance is an all-inclusive, turnkey plan that provides you with everything necessary to track your vehicle fleet. Hardware, software,
provides you with everything necessary to track surance providing you everything, nothing should
installation, training, support and more are all included with no up-front cost, so you can start right away. With Synsurance providing you
your vehicleeverything,
fleet. Hardware, software,
nothing should installation,
be stopping be stopping you. Visitforsynovia.com/synsurance
you. Visit synoviasolutions.com/synsurance more information. for
training, support and more are all included with no more information.FEATURES | RIDEALONG
05
FEATURES
The utility industry can present numerous challenges for
management. Electricity, water, and telecommunications aren’t
modern conveniences, they’re an everyday necessity. When
you add to that the fact that some utilities are community-run
co-ops, now you have an extra, secondary layer of complexity.
So how can GPS tracking help? The reasons are many. And the
implementation is seamless.
PA G E 23 Leveraging Integrated Fleet Management Solutions with Utility Cooperatives
PA G E 26 Why GPS Is Even More Important This Time of Year
PA G E 30 How GPS Can Help You, No Matter Where You Work
22FEATURES | RIDEALONG
COVER STORY
LEVERAGING INTEGRATED FLEET MANAGEMENT SOLUTIONS
WITH UTILITY COOPERATIVES
Co-ops use fleet management with software integrations to improve safety, save
money, and enhance service for their membership
A utility cooperative (co-op) is an organization that provides driven fleet management systems. This integration enables
services such as electricity, water, or telecommunications to a dispatcher using OMS software to identify the location
its members. Customers of a co-op are automatically made of an outage on a virtual map and then to quickly assess
members and owners because the organization as a whole the location of work vehicles that are nearby. The vehicle
is a not-for-profit. Unlike investor-owned utilities, co-ops location information is accessible in real time from the
are operated by and for their members, giving them equal fleet management system and is much more efficient and
individual authority. accurate compared to using other, more manual techniques,
such as calling workers on a phone or two-way radio.
By managing the infrastructure required for large, rural
areas, utility cooperatives tend to provide the most reliable To simplify the integration with any third-party applications
service at the lowest possible price. As a means to optimize used by co-ops, fleet management vendors provide an open
operations for the benefit of all members, co-ops are application programming interface (API) that can be used
deploying integrated fleet management technologies that to move data back and forth between various applications
leverage service fleet information in real time. and the fleet management solution. To further simplify the
interface to OMS solutions, fleet management vendors use
an API to support the MultiSpeak specification. MultiSpeak
Outage Management is a time-tested standard that allows the exchange of data
Utility outages can quickly escalate from a one- or two-hour between any systems or applications commonly used
nuisance to the aftermath of a hurricane, with catastrophic by the utility industry, ranging from outage detection
damage that takes days, weeks, or longer to repair. to accounting, meter reading, and so on. Co-ops select
Addressing outages quickly improves the safety and welfare the OMS that best supports their requirements, and the
of cooperative members. MultiSpeak interface simplifies the connection to fleet
management solutions.
o help deal with outages, many co-ops use an outage
management system (OMS). These systems provide a
number of benefits, including predicting the location of the Maintenance Management
cause of an outage, prioritizing restoration efforts, providing Computerized maintenance management systems (CMMSs)
information on the magnitude of an outage and the number are also used by co-ops to manage maintenance backlog and
of impacted customers, and managing staff and estimate preventative maintenance processes for vehicles and other
times required for restoration. assets. The software is used to create electronic work orders,
records-management reporting, inventory management,
To further improve the usefulness of outage management and so on. When you connect CMMSs to fleet tracking, the
systems, co-ops are integrating them with real-time GPS- accurate mileage-driven information by the vehicle can be
23FEATURES | RIDEALONG
“For me, one of the most useful features in Synovia is the historical
data that is readily available, so I can go back and look at what
really happened and defend our drivers when we get a complaint.
I can create a boundary on the map in seconds, defining the
location of the alleged incident, and can quickly learn if it was
really one of our vehicles involved and, if so, was the driving
really out-of-bounds.”
–JUSTIN BARNES, VICE PRESIDENT OF
MEMBER SERVICE AT GULF COAST
automatically updated in the CMMS solution and used to Save Money
drive preventative maintenance processes such as scheduling Fleet monitoring and the OMS interface have improved
routine oil changes. Fault codes from the engine can initiate vehicle deployment, causing the reduction of unnecessary
work orders based on real-time alerts. Vehicle history can vehicle use and excessive engine idle time—saving fuel and
also be used to manage the age and use of vehicles and aid reducing vehicle replacement costs.
vehicle-replacement planning. Here again, an open API
simplifies the effort to connect fleet management to Fault code alerts ensure that issues with the vehicle are
a CMMS. addressed proactively and reduce expensive vehicle repairs
or replacements. Interfacing fleet management systems with
CMMS systems means that vehicles will have longer, more
Fleet Management useful lives because they are better maintained and operate
Co-ops optimize their fleet operations by deploying fleet more efficiently and safely.
management solutions to improve safety, save money, and
enhance service for their memberships. Utilization reports indicate vehicles that are overused or
underused. Any vehicles that are overused may end up
getting swapped with vehicles that have less mileage based
Improve Safety on assignment. Underused vehicles may be retired, which
By monitoring excessive speeding, acceleration, braking, will save operating and carrying costs.
and turning, fleet management solutions are used to identify
drivers with poor driving techniques who need additional
training. The fleet data is stored in the cloud and can be Enhance Service
easily accessed with a secure login and password so that a With the real-time interface to OMS, work crews can be
manager can use the same data to protect a driver who is dispatched more efficiently, and outages are addressed in
falsely accused. Optional emergency buttons can be installed a timely fashion. Moreover, if there is any question from a
in each vehicle. When the driver presses the panic button, customer or manager about where a vehicle is located, the
an emergency alert is sent to any number of managers via system will show the information in real time, and system
text, email, and a notice in the fleet management software, reports show what really happened in the past. Questions
and the alert includes the precise location of the vehicle from the public can often be answered while the caller is on
in distress. the initial call, because all of the data is simple to access and
available in real time.
24FEATURES | RIDEALONG
Installation and Support
A Synovia project manager (PM) is assigned to each new “The hardware
implementation. Depending on the size of the installation,
the PM may come onsite to coordinate the installation and
do overview training of the system. Unlimited instructor-
installation
led training is provided online. Any number of users can
take the online training courses any number of times. Along
and software
with unlimited training, on-demand module-based training
videos are available online in the fleet management software. implementation could
After the implementation is completed, a fleet advisor is
assigned to the account. The fleet advisor is the single source
not have been any
of contact for the customer and will facilitate the correct
resource to address any issue or training request. smoother. Everyone
The fleet advisor will provide a semiannual “report card”
on performance against predetermined benchmarks set
by the customer. Best practices will be reviewed so that
was on the ball and the
the utility will get the most out of their investment in
fleet management.
team quickly got back
to us with answers to
Hardware Warranty and Guarantees
The GPS tracking hardware is owned by the fleet
management vendor for the life of the contract, and any
our questions.”
defective units are replaced at no additional charge. Spare –JUSTIN BARNES
replacement hardware is provided so that there is no delay
in getting a replacement onsite. With Synovia Solutions,
uptime of the software is guaranteed at 99%, or the vendor
owes the customer, and there is financial accountability if
the same problem occurs within 30 days of the first fix.
Co-ops are guaranteed a 5% savings in fuel costs if certain
criteria are met, or Synovia provides a credit. Co-ops
also define the criteria for benchmark service, which is put
in the agreement.
Bottom Line
Fleet management solutions, along with optional
integrations, provide significant benefits to member-owned
cooperatives. Post-sale programs for training, support, and
extended warranty take the risk out of deploying the system
and ensure that the utility co-op will quickly see the return
on investment and never look back to the days of operating
in the dark, with no visibility into their fleet operations.
25RIDEALONG | FEATURES FEATURES | RIDEALONG
WHY GPS IS EVEN MORE IMPORTANT When the weather turns, that means vehicles that haven’t
been used in months are making a return to service. Snow
THIS TIME OF YEAR plows, salt trucks, and other equipment all come out of
storage, and everything needs to function perfectly. Proper
pre-storage maintenance is critical, as is the proper storage
How to ensure your team excels in procedure, but it’s too late for that now if you didn’t do it
the cold right last spring. So the work has to be done now.
The transition from fall to winter can result in a lot of The most obvious things are ensuring good traction and
challenges for a transportation team. There’s a chill in the reliable use. Check the tread depth and wear on tires that
air and fleet managers must be prepared for snowy and icy have seen some use. Cold weather deflates a tire, so check
roads and all they entail. There’s a lot to do. Vehicles used tire pressure and make sure all tires are properly inflated.
year-round have to be prepared for the changes in weather. Make sure the four-wheel drive is functioning, if applicable.
Equipment that’s only used in winter needs to be prepared to And, if necessary, change to snow tires or put on chains. Do
return to action with no downtime. a full engine check, and replace fluids like oil and antifreeze
if needed. Check the charge on all batteries, and make
sure fuel tanks remain at least half-full—that helps prevent
Vehicle Upkeep Means Everything residue from freezing in fuel lines.
Winter means dangerous road conditions, which means that
your fleet—no matter whether you’re managing for public The exterior is also critical to maintain. Check the
works, sanitation, landscaping, or any other purpose—needs windshield for any minor chips or cracks, as temperature
to be prepared for a struggle. Ice and snow mean more changes can turn them into major problems. Visibility is an
wear and tear on equipment inside and out, and without issue in bad weather, and slushy and salty conditions wreak
the proper care, it can lead to breakdowns. A vehicle out havoc on a windshield—so check and replace windshield
of commission takes on even greater importance when it wipers if necessary, and always keep washer fluid well-
means a neighborhood doesn’t get plowed, or a driver is stocked. Also, make sure front and rear defrosters are
stranded in freezing conditions. functioning, as well as mirror defrosters if you have them.
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