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Fleet Management System Essay


The current situation in Kenya demands a good fleet management due to the rising factors of economy that needs to be addressed in order to have a flourishing economy. Vehicles aid in transportation of goods and services in government offices. Effective use of transportation resources especially in the government we help a great deal in keeping the country’s economy at per with other developing states around the globe. It also helps improve service delivery and good governance. Currently, there are no effective ways of monitoring and managing the government vehicles. In order to have a good method of controlling the vehicles in different government departments, we need a good fleet management system. Fleet management system is focused on maintenance management, and helps people to ensure that fleet assets are maintained properly and on schedule.

The system controls the entire operations of a vehicle to enable effective utilization of the vehicles and more so to increase accountability among the civil servants. It is aimed at keeping drivers records, vehicle details and records of bookings made. The system goes beyond maintenance management to offer optional features such as fuel logging, personnel records, route logging and inventory tracking. The system enables you to establish a pre-emptive approach to fleet maintenance management.

It helps you prevent costly, unexpected break-fix scenarios and downtime due to neglected fleet vehicles and equipment. It serves as a ready resource for fleet maintenance history, fuel usage, and all expenses associated with operating a fleet of motor vehicles and other mechanical assets. It also help significantly ease your reliance on a pen and a paper. The research adopted a questionnaire driven methodology to gather information and follow-up processes.


1.0 Introduction.
1.1 Background information

Fleet management is the management of a company’s transportation fleet. It includes commercial motor vehicles such as cars, ships, vans and trucks, as well as rail cars. Fleet (vehicle) management can include a range of functions, such as vehicle financing, vehicle maintenance, vehicle telematics (tracking and diagnostics), driver management, speed management, fuel management and health and safety management. It is a function which allows companies which to rely on transportation in business to remove or minimize the risks associated with vehicle investment, improving efficiency, productivity and reducing their overall transportation and staff costs, providing 100% compliance with government legislation (duty of care) and many more. These functions can be dealt with by either an in-house fleet-management department or an outsourced fleet-management provider.

According to market research from the independent analyst firm Berg Insight, the number of fleet management units deployed in commercial fleets in Europe will grow from 1.5 million units in 2009 to 4 million in 2014. Even though the overall penetration level is just a few percent, some segments such as road transport will attain adoption rates above 30 percent (Maduro M, 2010). Fleet management system enables people to accomplish a series of specific tasks in the management of any or all aspects relating to a company’s fleet of vehicles. These specific tasks encompass all operations from vehicle acquisition to disposal. Software, depending on its capabilities, allows functions such as driver and vehicle profiling, trip profiling, dispatch, vehicle efficiency, etc.

It can provide remote control features, such as Geo-fencing and active disabling. Current vehicle diagnostic information can also be related to a management site, depending on the type of hardware installed in the vehicles. New platform, based on Fleet management software, is fleet controlling with higher amount of information available for both drivers and dispatchers of a fleet. At this time (2012) online software platforms are very popular: users no longer have to install software and they can access the software through a web browser (Lakhani, K. R., & Von Hippel, E, 2003).


Kenyan Government departments face a common challenge of controlling their fleet assigned to them to carry out various functions in the ministries. Vehicles record management is done manually and there is a need to computerize the whole process of assigning a vehicle to a driver, its maintenance and its daily operation. The project will be an online system which will take care of all the vehicles operations and maintenance and also provide security so that only the authorized users will be able to access the data. The system is aimed at improving or rather eliminating all these problems that are encountered during the operations of fleet management.


The objectives of the system will include:
To enable accurate and complete data that will be stored in the database about all the government vehicles.
To help keeping records of every vehicle i.e.
The designated driver of every vehicle.
The mechanics
Fuelling and mileage
Insurance cover
To enable in keeping the drivers details i.e.
Valid license number.
Valid National ID number.
Painting of the vehicle
Changing of break fluids.
Changing tires.
To determine whether the vehicle is taking the government at a profit or loss.


The focus of this proposal is to analyse the how a fleet of vehicles have been managed in various government departments and how the current situation is in vehicles management in terms of their job allocation and general maintenance. There has been great controversy about the use of an online management system. This study therefore wishes to analyse the effectiveness of the Online Fleet Management System.


Due to the advancement in technology the researcher will develop a computerized system that will be implemented to overcome the old system which the government have been using.


Fleet Management System will be very appropriate when it comes to management of a fleet of vehicles government. It will help reduce misuse of vehicles and it will more accountability to the drivers and officials assigned to those vehicles. A report about each vehicle will be generated to rate the performance of the drivers and the vehicle itself. Security is also paramount. The system ought to have a controlled access so that no unauthorised persons is allowed to manipulate the data that is in the system.


Time constraints- time is a limiting factor in the study due the fact that lecturers are on. Limited funds- Finances to carry out an in-depth study are not available to me since am depending on somebody. Shortage of material related to the study- the sample is limited to government departments only. Longitudinal effects: unlike most professors who can take several years researching on a single research problem, the time available to investigate a research problem and to measure change or stability within a sample is constrained by the due date of my assignment making it difficult to carry a proper feasibility study. Lack of prior research on the topic: the fleet management system topic has not been thoroughly researched on making it difficult to find existing work.


Development of an Online Fleet Management System will find a solution to the problems associated in vehicle fleet management. The system will be developed using PHP, HTML, CSS and java script at the front end and MySQL at the backend.


The Kenyan government institutions have been facing so many challenges when it comes to management of its fleet of vehicles. I considered this system to be appropriate to solving the existing challenges in effectively monitoring the vehicles.



2.1 Vehicle Fleet Manager 3.0

Fleet management system works more the same as Vehicle Fleet Manager 3.0 which has been developed by vinisoft through enabling you to record, manage and consult all information concerning your vehicle fleet quickly and efficiently. It is designed not just for large transport firms, but service companies and businesses, too. Whether you have a fleet of 3 or 1000 vehicles to look after, we have the solution to meet your expectations. In terms of functionality, fleet manager 3.0 works more less the same as Fleet Management System. It does the following: It tracks and manages the drivers information

Get notified when insurance has expired.
Creates group of vehicles.
Monitors the petrol consumption
Keep a record of the vehicles’ details.
However, Vehicle Fleet Management 3.0 does not have a module to cater for the bookings of the vehicles made in different organisation departments. (Kanuka, 2003; Schwegler, 2000; Taylor, 2006)

2.2 Intelligent Fleet Management System

This is a system that was developed to control the vehicles in a city. The routing plan of a delivery fleet is usually developed a priori and provides an optimal way of serving customers by taking into account certain constraints, such as delivery time windows. However, such plans may not cope adequately with the dynamics of a city logistics environment, in which unexpected events (e.g. traffic congestions) often occur during delivery execution. We present the development and evaluation of a real-time fleet management system that handles such unforeseen events. The system monitors the delivery vehicles in real time, detects deviations from the initial distribution plan, and adjusts the schedule accordingly by suggesting effective rerouting strategies. The system has been tested in simulation environment and in real-life cases and the results show that delivery performance is enhanced significantly and customer satisfaction is improved.

Gaps in the system:

Unlike Online Fleet Management System, the Intelligent Management system, the system does not capture the details of the driver and also the bookings made to deliver commodities and staff members within the city. Online Management System will capture all this data and it will a far much better system as compared to the Intelligent Fleet Management System.

2.3 Fleet Management in defence

The United Kingdom Government developed a system managed its army fleet. However, in the long, the government realized that the system had its own shortcomings. Due to these fact these drivers, in the UK the concept of Whole Fleet Management (WFM) was devised as a way of meeting all operational and training commitments with a reduced fleet and reduced equipment. It was proposed that the practice of issuing units and formations with their full establishment of vehicles would cease and instead, units would hold a reduced fleet of vehicles sufficient only for low level collective training. The plan was that their holdings would be augmented from a central pool for higher level training and operations.

This process has the potential to improve availability, reduce maintenance costs and allocate diminished resources at the right time, in the right place and in the correct configuration. The operational benefits and efficiency of the WFM concept are such that the UK MOD proposes to extend it to all ground based equipment and vehicles across Defence. As such, the benefits are that there will be a reduction in the number of vehicles procured, which will result in a smaller Total Fleet Requirement (TFR). Quite simply, without WFM the UK MOD will not be able to meet future operational and training requirements.

The Management Information System Requirement

FM within expeditionary warfare, invariably demands short planning times, so to plan for future operations Commanders need precise and timely information on units, formations and fleets, including: Equipment location.

What the state of repair of each asset is.
How each piece of equipment configured.
When each piece of equipment will be ready for use.

Research Gaps:

Poor visibility of: Land equipment configuration, locations, ownership, usage, maintenance, reliability and availability; Inefficient maintenance techniques and procedures, which did not implement Reliability-centred Maintenance (RCM) well and involved little data analysis. Few effective logistic support partnerships with Industry.

2.4 Sierra Wireless Fleet Management System

Sierra Wireless defines Fleet Management Solutions (FMS) as a system designed for commercial or private vehicles, trailers or similar vehicles that incorporates data logging, satellite positioning and data communication to a back-office application. Within this definition we note the following areas of Fleet Management Solutions: Fleet management (trucking, local delivery, service fleets, utility companies, taxis, rental vehicles, public transit, school buses, emergency service vehicles, heavy equipment, etc.) Container/Trailer tracking User based insurance (Pay as you drive) Stolen Vehicle Recovery / Tracking Track and Trace Driver Behaviour Metrics Fleet Management systems allow companies that rely on transportation in their business to remove or minimize the risks associated with vehicle investment, improving efficiency, productivity and reducing their overall transportation costs.

Fleet management can include vehicle financing, vehicle maintenance, vehicle telematics (tracking and diagnostics), driver management, fuel management and health and safety management. Advanced fleet management systems can easily connect to the vehicle’s on-board computer, and gather data for the user. Data collected can vary and can include details such as mileage, fuel consumption, and much more, which are then gathered into a global statistics scheme.

Research Gaps

Sierra Wireless Fleet Management System only to keeps log of the track of the vehicles without holding both the vehicles and drivers’ details.


3.0 Introduction

This chapter outline the online fleet management system model .It covers the following areas: implementation of the system, system analysis, project design DFDs, ER diagrams case diagrams, case scenarios and UML diagrams.


The online fleet management system is to be developed using PHP scripts and MYSQL database. Java scripts will be used to validate the data captured from the interface as it is a client side scripting language. The system will be on windows platform but once hosted on a server, it can be accessed by anyone using any platform.


The task of system analysis is to establish in detail the proposed system requirements i.e. functional and Non-functional. It aims in understanding the input and output of a system and processing steps necessary to perform inputs into outputs. What interface will be provided for the users to interact with the system, based on the skills and computer proficiency of the intended users and what control measures will be undertaken in the system.


Hardware Requirements

The online fleet management system should be hosted on a server which has Intel duo core processor of speed 3GHz and above, Ram of 2 GB, Hard disk of 160 GB and above.

Functional Requirement

These are statements of services the system should provide, how the system should react to particular inputs and how the system should behave in particular situations. The following are modules which aid in implementing the system functional requirement:

i) Security module
This module performs login, logout from the system and privileges allocation depending on the type of user who is accessing the system.

ii) Vehicle Registration
This module captures the details of all the vehicles that are owned by government departments and institutions.

iii) Driver Registration
This module captures the details of the drivers that are assigned vehicles at department level.

iv) Booking Vehicles
This module captures the details of the vehicle bookings made by the different people.

v) Duties assignment of vehicles.
This module holds the assignment for all the vehicles available at department level.

Non-Functional Requirement
These relates to the behaviour of the system in its operation environment. The system should be safe and secure where it should operate without catastrophic failure and protect itself against accidental and intrusion. It should be reliable and available thus delivering services as specified and when requested for.

Based on the nature of the project I chose the waterfall development model for software engineering. This model will be used to build the Online Voters Registration System. Its paradigm is as shown below.

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