Essentials of fleet management

Role of Fleet manager/Transport officer; Managing fuel; Vehicle hire/lease; Managing the fleet; The relevant legislation; Procurement and disposal; Key Internal Controls; Basic fleet management; Insurance;

Day 1: Understanding Fleet Management Fundamentals

Morning Session:
  1. Role of Fleet Manager/Transport Officer
    • Key responsibilities and functions of a fleet manager.
    • Aligning fleet management with organizational goals.
    • Developing leadership and communication skills for managing teams and stakeholders.
    • Strategies for balancing cost control with service delivery.
  2. Basic Fleet Management
    • Introduction to fleet management concepts and systems.
    • Importance of vehicle tracking, scheduling, and maintenance planning.
    • The role of technology in fleet operations (e.g., GPS, fleet management software).
    Afternoon Session:
  3. Managing the Fleet
    • Creating an effective fleet policy.
    • Optimizing fleet size and utilization.
    • Scheduling preventive and corrective maintenance for vehicles.
    • Monitoring vehicle usage and reducing operational inefficiencies.
    1. Key Internal Controls
    • Establishing and maintaining controls to prevent fraud, waste, and abuse.
    • Tracking and reconciling vehicle usage logs and reports.
    • Managing risks in fleet operations through robust internal systems.
    • Importance of audit trails in fleet management.

Day 2: Operational and Financial Aspects of Fleet Management

Morning Session:
5. Managing Fuel

  • Monitoring and controlling fuel consumption to reduce costs.
  • Implementing fuel card systems and other control measures.
  • Identifying and addressing inefficiencies such as fuel theft and waste.
  • Leveraging technology for fuel tracking and reporting.
  1. Vehicle Hire/Lease
    • Understanding when to hire or lease versus owning vehicles.
    • Evaluating lease contracts and terms.
    • Managing hired/leased vehicles to ensure cost-effectiveness and compliance.

Afternoon Session:
7. Procurement and Disposal

  • Best practices for acquiring vehicles (buying vs. leasing decisions).
  • Developing vehicle specifications and procurement plans.
  • Proper procedures for vehicle disposal, including auctions and trade-ins.
  • Managing the lifecycle of fleet assets to optimize value.
  1. Insurance
    • Understanding the types of insurance policies relevant to fleet management.
    • Managing claims and minimizing insurance costs.
    • Working with insurance providers to ensure adequate coverage.
    • Compliance with insurance requirements and mitigating risks.

Day 3: Regulatory Compliance and Risk Management

Morning Session:
9. Relevant Legislation

  • Overview of local and international regulations governing fleet management.
  • Compliance with traffic laws, vehicle safety standards, and environmental policies.
  • Managing driver qualifications, licenses, and certifications.
  • Navigating penalties and avoiding legal disputes.
  1. Risk and Safety Management
    • Identifying and mitigating risks in fleet operations.
    • Implementing vehicle safety policies and driver training programs.
    • Monitoring and addressing vehicle incidents and accidents.
    • Creating a culture of safety within the fleet team.

Afternoon Session:
11. Performance Measurement
– Key performance indicators (KPIs) for fleet operations.
– Analyzing cost-per-mile, fuel efficiency, and maintenance expenses.
– Setting benchmarks for fleet performance improvement.
– Using data analytics to drive decision-making.

Day 4: Advanced Fleet Management Practices

Morning Session:
12. Fleet Management Technology and Automation
– Implementing fleet management software for tracking and reporting.
– Role of telematics in optimizing fleet operations.
– Benefits of automated fuel management and vehicle maintenance systems.

  1. Sustainability in Fleet Management
    • Strategies for adopting eco-friendly fleet practices.
    • Transitioning to alternative fuel vehicles or electric fleets.
    • Reducing carbon footprint through optimized routing and scheduling.

Afternoon Session:
14. Case Studies and Best Practices
– Examining real-world scenarios to identify solutions and lessons learned.
– Sharing industry best practices for efficient fleet operations.

  1. Course Wrap-Up: Developing a Fleet Management Plan
    • Participants develop a personalized action plan for managing their fleets.
    • Q&A session with trainers to address specific challenges.
    • Certification ceremony for participants who complete the training.