L
Legal compliance is a crucial part of any
business running a fleet. With this in mind,
I find it staggering how many organisations
continue to rely on multiple spreadsheets
that do not support a robust audit trail.
The DVSA recommends that all companies keep an
auditable trail covering defects, maintenance, repairs, and
servicing “for at least 15 months”1. This task, whilst not
impossible on spreadsheets, can massively drain a fleet
manager’s time and take them away from other important
jobs.
Spreadsheets are by design, a multiple use tool so can be
far more inefficient, cumbersome, and prone to human
error. But arguably more importantly, Excel can leave
sensitive information open to unauthorised access.
You may have already experienced the types of mistakes
and errors that can occur by using spreadsheets, for
example; the errors that can occur by fields being inputted
loosely typed with no automatic enforcement of data, “is
that it a date or a number?” Most errors are only found
weeks or months after the event, when you need
the correct data. What’s more complex,
spreadsheets can often only be efficiently
understood by their creator.
Here’s living proof…
new tool. It is important to note that any FMS system which
requires extensive training and technical expertise could be
too complicated for the average user to master effectively,
and therefore have very little benefit over Excel.
Companies have invested substantial time in their
spreadsheets.
Spreadsheets typically reflect an organisation’s unique
approach and their current processes. The fleet team, if
indeed there is one, is already limited on time and simply
can’t fit in anything else into their day so changing systems
is seen as a daunting task.
Companies assume that a dedicated system will cost too
much and be too complex to maintain.
Licences for an on-premise system are expensive, especially
when you have infrequent users. These systems often take
a long time to install and will require the involvement of a
dedicated consultant and internal IT staff. As a company’s
needs change these systems are not flexible enough to
adapt and consultants must be brought back in to oversee
“..in 2013, JPMorgan Chase lost
more than $6 billion, allegedly due
to copying and pasting incorrect
information into a spreadsheet.“
Barclays Bank fell into the Excel trap in 2008 with
a spreadsheet that was part of a major takeover
bid. Columns containing highly confidential data
should have been deleted before the spreadsheet was sent,
but instead they were hidden. And of course found again…
but too late, the damage was done. And in 2013, JPMorgan
Chase lost more than $6 billion, allegedly due to copying
and pasting incorrect information into a spreadsheet.
Whoops.
Although many companies recognise that spreadsheets are
not adequate for fleet management, many are worried
about the amount of resource, both in time and money that
it would take to implement a new system.
So why do companies still insist on using Excel?
Primarily there are three main reasons why spreadsheets
are considered the main ‘competitor’ to FMS platforms:
Companies ‘understand’ Excel.
At some point in virtually everyone’s career they will have
to use Excel. Whilst most people, including myself, are not
proficient users, many employees are reluctant to learn a
any alterations.
And finally, some companies simply do not like change,
preferring to stick with what they know.
What’s the alternative?
If you’ve explored FMS platforms before, you may have
concluded that the benefits simply wouldn’t outweigh the
costs or hassle. However, newer, more flexible solutions are
available via the internet. These solutions offer all the
benefits of an on-premise system whilst minimising the
disruption, cost, implementation time, and maintenance
requirements.
So, what should you be looking for?
As you evaluate providers, your goals should always be to a)
streamline your processes and eliminate duplication of
work, b) ensure the data you rely on is accurate, and c)
keep any sensitive data secure. Below is how you identify
key features and make sure you ask the right questions:
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