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How We Optimized Fleet Performance and Reduced Idle Time for a Fleet Company

One of the largest private fleets in Luxembourg hired us to build a mobility-on-demand fleet management system for operators and help in improving fleet performance.

The client is a parent company with the biggest private fleet in Luxembourg and the Greater Region.

It operates in the next niches: public, school transport, airport shuttles, group travels, and tailor-made transport solutions for both businesses and individuals.

In recent years, the company has become aware of the big potential behind the mobility-on-demand solution as its fleet grows and digitalization advances.

The company decided to develop its own software solution that can be used as an all-around system for all companies facing the same challenges. From operators for operators.

So, the client hired Ascendix to help them build an all-in-one fleet operator software to:

  • Optimize fleet performance and maximize fleet utilization
  • Minimize transport idle time
  • Solve the problem of empty legs, km, and drivers not being on the road but idling while waiting for their next trip
  • Bring many software systems that do not communicate well together into a one-fits-all solution.
Client Profile
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Location

Luxembourg

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Industry

Fleet Management Software

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Services

Fleet management software development

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Team Size

28

Challenges

Empty legs, km and idling drivers

One of the core project challenges was to solve the problem of the so-called empty legs, km, and idling drivers. This means fleet drivers frequently face multiple situations when they are on the road but idling while waiting for the next trip. This leads to non-optimized fleet performance and increased maintenance costs.

Multiple Non-Connected Systems

Fleet drivers have faced the problem of using multiple tools and services that are not connected with each other. This situation forced drivers to put in lots of manual efforts to exchange operational information between services thus increasing the trip and idling time.

Non Automated Fleet Operations

Drivers have been mostly planning and dispatching fleets in a manual way. No automation led to non-optimized fleet performance and utilization along with increased driver idling time. The company wanted to create an all-in-one application for operators and drivers, so they automatically sync up must-have data in the cloud without any manual efforts.

Bad Communication with Drivers

Lack of stable real-time communication between fleet managers and drivers is a dangerous issue. It decreases trust and leaves drivers with no space to report about their current challenges or valid complaints. The company wanted to architect and streamline the manager-driver communication channels. This way, both parties would stay synced up and drivers would perform their operations better while getting real-time support for their concerns and questions.

Lack of Advanced Customer Service

The company has noticed a weakness within the customer service and support operations in the fleet management domain. Customers reported on long or missing feedback to their requests which reduced the company’s credibility leading to decreased customer base and sales. So, the client wanted to create an all-around real-time customer service with full digitalization to provide customers with rapid feedback right in an application.

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Solutions

1
Back-Office Optimize Fleet Performance Case

Comprehensive Back-Office

We have designed and developed an operator-oriented back-office with an admin panel.

It includes multiple real-time dashboards with key metrics like total vehicles, on-route, available, out-of-service fleets, etc.

It allows fleet managers to oversee operations and support drivers in real-time thus improving fleet performance and reducing idling time.

Back-Office Optimize Fleet Performance Case
2
Driver App Optimize Fleet Performance Case
Driver App Optimize Fleet Performance Case

Mobile Driver App

We’ve architected and built a driver-focused mobile app that streamlines the communication between drivers and the back office.

Also, it allows gaining transparent access to performance data. It means drivers can improve watching their trip playbacks and analyze personal metrics like trip violations, duration, incomplete stops, etc.

This way, we helped the company automate daily workflows for drivers and improve fleet efficiency.

3
Customer Application Optimize Fleet Performance Case

Mobile Customer Application

We’ve developed a customer-oriented mobile app to help passengers locate their booked vehicles, check the pickup time, chat with customer support in real-time, etc.

A mobile app for customers automates most workflows and decreases the back-office load thus decreasing labor costs for business and helping improve fleet efficiency.

Customer Application Optimize Fleet Performance Case
4
Infrastructure AutoScaling Implementation
Infrastructure AutoScaling Implementation

B2B Reseller Web Applications

We’ve empowered the fleet management system with advanced B2B reseller web applications.

They allow fleet operators to utilize the company’s fleet and resell it in a digitalized and smooth way.

Market fleet operators no longer need to build their own fleet route optimization software. All they need is to connect to the platform and start using its advanced features.

5
BI Integration Optimize Fleet Performance Case

Integration with BI Tools

We’ve connected the fleet management software with a BI tool.

It allows gathering data insights and monitoring resources in real-time.

With the help of demand API endpoints, we’ve reached easy system connectivity and increased fleet performance through spotting trends, driver behavior patterns, and underperformance.

BI Integration Optimize Fleet Performance Case
6
Multitenancy Architecture Setup
Multitenancy Architecture Setup

Multitenancy Architecture Setup

We have introduced multitenancy. It helps the client reduce AWS infrastructure costs and minimize the deployment cycle per organization.

This way, we helped the client significantly reduce fleet costs through minimizing maintenance efforts as now there is no need to deploy multiple different tenants separately.

System re-deployment currently takes a few minutes compared to several weeks of manual work before. So, the client now saves a bill.

7
Monitoring System Optimize Fleet Performance Case

Advanced Monitoring System

We’ve built a monitoring system to track platform errors and issues and collect metrics in real-time. It includes system performance, CPU/memory usage, complete/incomplete requests, and internal logs for detailed information.

Monitoring functionality helps the company to find the root causes of issues and conduct health checks. This way, we helped bring real-time transparency into the key metrics and improve fleet efficiency through a better decision-making process.

Monitoring System Optimize Fleet Performance Case
8
Payment System Integration Optimize Fleet Performance Case
Payment System Integration Optimize Fleet Performance Case

Payment System Integration

We’ve integrated Braintree and PayPal systems to streamline the way customers book and purchase tickets.

Introducing several payment gateways helps increase the geographic coverage, provide additional payment functionality, serve more transaction types, and get more flexibility for the company.

9
Map Integration Optimize Fleet Performance Case

Google Maps & TomTom Integration

We’ve integrated Google Maps and TomTom functionality that address the needs of drivers, customers, and the company.

Drivers can now generate the best trip routes to their destinations based on real-time traffic, weather, and transport conditions.

GPS tracking with integrated map functionality automatically helps dispatchers and managers build new or reroute alternative trips based on multiple real-time metrics.

Map Integration Optimize Fleet Performance Case

Results

One-Fits-All Fleet Ecosystem Optimize Fleet Performance Case

Mobility-on-Demand System

Our technical solutions helped the company to get a mobility-on-demand application for drivers, customers, and operators.

The app allowed to solve the problem of the empty leg, km, and idling drivers waiting for their next trip on the road.

The system now combines the management of different types of services in one single tool, like handling the driver’s HR management (holidays and sick leave).

Also, it improves the occupancy of the vehicle by sharing passengers across different types of services.

We helped the client optimize fleet performance and maximize fleet utilization so the company reduced fleet fuel costs and increased revenue.

One-Fits-All Fleet Ecosystem Optimize Fleet Performance Case
Mobility-on-Demand System Optimize Fleet Performance Case

One-Fits-All Fleet Ecosystem

The company now offers an all-around fleet management software for multiple companies to manage all aspects of their minibus fleet (vehicle & shift management, sales channels, and BI tool).

Also, agencies can now use vertical integration of all operational aspects of a mobility business through a single interface.

So, operators get a more cost-efficient solution than top-level custom software.

The client’s solution now assures the same quality and efficiency, constant platform improvements, and updates tailored to a specific business model.

Transport companies can now operate their services all within a single fleet management optimization suite. This way, they maximize fleet utilization and optimize fleet performance along with minimizing empty legs and idle times of drivers.

Drivers no longer need to operate manually. They get automation of most daily tasks, guaranteeing the best possible service quality

Tech Stack

Azure
Java Software Development
Docker
Kubernetes
VueJS
Redis
TypeScript

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