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Discovering a device compliant with Canadian regulations

In the United States, Electronic Logging Devices (ELDs) are self-certified by manufacturers. However, in Canada, certification is mandated through a third party, guaranteeing adherence to the technical standard.
For U.S. operators entering Canada, it is essential for their ELD provider to obtain government-approved certification to ensure compliance with Canadian regulations. ELDs, exemplified by Advaya’s, undergo rigorous road and bench testing with accredited certification bodies, resulting in full certification for compliance with the Canadian ELD Mandate. This thorough evaluation instills confidence in Canadian fleets, assuring them that certified ELD providers, like Advaya, can effectively assist in managing their compliance requirements.

Selecting the optimal solution for your business needs

Opting for a fleet management solution is a significant decision with long-term implications for your business. A well-chosen solution can streamline operations, cut costs, and fuel growth, while an ill-suited one may lead to complications, pose risks, and impede expansion.
Let's delve into the primary factors to weigh when selecting a fleet management solution, encompassing:
  • Essential fleet management features
  • Installation process
  • User experience
  • Support and reliability
  • Data versus insights
  • Integration capabilities

Critical features to seek in fleet management

Adhering to Compliance

Understanding your compliance requirements forms a crucial starting point in the assessment of fleet management solutions. Specifically, consider:

1. Canadian ELD Mandate Compliance:

Opt for a solution certified by an accredited third party, ensuring reliability, driver-friendly functionality, and connectivity through Bluetooth and USB to facilitate seamless operations from any location.

2. Pre and Post Trip Inspection Reports:

Select a solution equipped with user-friendly and customizable vehicle inspection forms for efficient completion of pre and post trip inspections.

3. International Fuel Tax Agreement (IFTA) Reporting:

Choose a solution capable of tracking miles per jurisdiction, enabling drivers to upload fuel receipts, and seamlessly integrating with your fuel card for streamlined filing of IFTA reports.

GPS Tracking Considerations

Despite its seemingly straightforward nature, GPS tracking functionality can vary significantly. To determine your specific needs, consider the following questions:

1. Assets Beyond Vehicles:

If you have trailers, equipment, or other valuable assets, opt for a solution that encompasses asset tracking in addition to vehicle tracking. Centralizing tracking capabilities on a single dashboard can save your team valuable time.

2. Customer ETA Updates:

If you frequently communicate driver ETA updates to customers, select a solution that automates the process by sending ETA notifications to all relevant parties.

3. Job Site Duration and Facility Arrivals/Departures:

If you need insights into how long drivers or assets spend at job sites or when they arrive and depart facilities, choose a solution with geofence reporting and alerts. Look for features that:
  • Transmit GPS locations at intervals such as every 30 seconds or based on changes in speed and bearing.
  • Include high-speed WiFi at no extra cost to minimize data expenses.
  • Provide historical GPS reporting, enabling retrospective analysis for preventing vehicle misuse and managing after-hours activities.

Enhancing Safety

For businesses centered around vehicles, prioritizing safety is paramount. Here are essential safety features that an effective fleet management solution should provide to mitigate risks and enhance overall fleet safety:

1. Real-time Alerts:

Receive immediate alerts for unsafe driving behaviors, including cell phone usage, close following, hard braking, and speeding. Timely notifications empower proactive intervention to address potential risks promptly.

2. Automatic Insights:

Gain automatic insights into the context and severity of video events. This feature ensures a comprehensive understanding of incidents, aiding in the formulation of targeted safety strategies.

3. Driver Scores:

Utilize driver scoring functionality to easily identify high-risk drivers and recognize top performers. This data-driven approach enables a focused and objective assessment of individual driver safety records.

4. Coaching Workflow:

Implement a coaching workflow that allows for automatic post-trip coaching of drivers, coupled with the ability to track the impact of coaching efforts. This proactive coaching mechanism contributes to ongoing safety improvements within the fleet.

Improving Operational Efficiency and Performance

A comprehensive fleet management solution should assist in cost reduction and performance enhancement by offering:
  • Reports on inactive periods to pinpoint instances of extended vehicle idling, thereby minimizing fuel consumption.
  • Asset deployment analyses to identify assets not operating at their full capacity, facilitating optimal utilization.
  • Diagnostic summaries and fault code reports for vehicles, preventing breakdowns and enabling proactive maintenance scheduling.

Facilitating Driver Communication and Dispatch

Finally, a fleet management solution should assist your team in consolidating and simplifying communication through:
  • Instant messaging for direct communication with drivers, featuring read receipts.
  • Broadcasting messages to all drivers or specific groups for efficient communication.
  • Capability to transmit and archive documents like proof of delivery and receipts.
  • Integration of driver workflows and dispatch processes with customizable forms.

Installation Options

There are two primary installation methods, each with its own set of considerations:

1. Hardwired Installation:

The telematics device is more permanent than plug-in installations. Hardwired systems draw power directly from the vehicle's electrical system. This ensures the device remains operational as long as the vehicle has power.

2. Plug-and-Play Installation:

The telematics device is plugged into the vehicle's diagnostic port. This process is usually quick, taking only a few minutes, and doesn't necessitate the skills of a mechanic.
For certain fleets, opting for a hardwired installation may not pose significant challenges. However, if your fleet involves frequent vehicle leasing, renting, or has plans for future additions or upgrades, the hardwired approach might lead to unexpected ongoing expenses and unnecessary complexities.
It's crucial to acknowledge that technology can occasionally experience malfunctions. Even if the device is under warranty, any costs related to vehicle downtime or mechanic services will be your responsibility.
Choosing a plug-and-play solution can potentially save you a substantial amount of money and spare you operational complications in the long run.

Enhancing User Experience

The success of your fleet management solution hinges on your team's ability to use it effectively, impacting your return on investment (ROI). Opt for a solution that boasts an intuitive, modern interface. Take the following steps to ensure optimal usability:

1. Evaluate Common Daily Tasks:

Identify and map out routine tasks your team needs to complete. During the evaluation, walk through each task to assess the ease of use. Solutions can vary significantly, with recent studies revealing Advaya to be 50% more user-friendly.

2. Consider the Driver App Experience:

It's crucial not only to assess the user experience from the back office perspective but also to pay attention to the driver app. Successful adoption of a fleet management solution relies on a positive driver experience. Explore app store reviews to gain insights from real drivers and ensure a holistic understanding of user satisfaction.

Backing and Dependability

In seeking a fleet management solution, you're not just acquiring a product but securing a reliable partner. To ascertain that the company is delivering on its commitments, it's essential to move beyond sales promises. A practical approach is to examine online reviews, with notable platforms like Capterra, G2Crowd, and GetApp offering valuable insights.
Furthermore, the support provided is a critical consideration:

1. Availability of 24/7 Support:

Given that your business operates beyond standard hours, your fleet management solution's customer service should mirror this. Confirm whether they offer round-the-clock support to align with your operational needs.

2. Prompt Representative Accessibility:

Verify the ease of reaching a representative by making a call yourself. Prolonged wait times can impede your team's productivity, making swift accessibility crucial for effective support.

3. Resources for Successful Implementation:

Recognizing that fleet management is a substantial investment, inquire about the resources available to ensure your success. Ask the provider how they plan to assist you in implementing and utilizing their software effectively.

Data Versus Insights

A key advantage of employing a fleet management solution lies in the wealth of operational data it delivers. This data holds the potential to cut costs, prevent collisions, and offer numerous other benefits. However, there's a crucial nuance: the real return on investment (ROI) doesn't come from the raw data itself but from the actionable insights derived from it. Many solutions merely present data in a spreadsheet-like format, making it challenging to identify issues, trends, and optimization opportunities without a dedicated team of data scientists.
When selecting a solution, prioritize those that simplify the process of spotting anomalies and pinpointing optimization prospects.

Integrations

A fleet management solution should serve as a bridge rather than an isolated entity. The ability to seamlessly connect with other business systems significantly contributes to operational efficiency and unlocks the full potential of your data.
Canada has adopted the U.S. ELD Mandate as a foundational model, tailoring it to suit its distinct requirements. The primary objective is to align regulations consistently with the U.S. Mandate, especially for fleets operating in both Canada and the United States.
Look for a provider offering a variety of pre-built integrations. Additionally, opt for a fleet management system equipped with an open API. An open API ensures that, if a specific integration is absent, you can create it with the assistance of a developer. Even if immediate integration needs are not apparent, choosing a solution with the infrastructure for future integration possibilities opens doors to opportunities down the line.

Making the Right Choice for Your Business

Selecting a fleet management solution constitutes a substantial investment, given the multitude of providers in the market. While the process might initially seem daunting, a thorough evaluation of vendors will guide you toward an informed decision for your business.