Telematics for Efficient Road Freight Operations

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AcknowledgementsFreight Best Practice wishes to thank the following organisations for their contribution to the case studies and preparation of this guide:

•Unipart Expert Practices

•DJ Hewer and Co. Ltd

•Cybit Ltd

•British Telecom (BT) plc

•Quartix Ltd

•United Biscuits (UB) Ltd

•Marshalls plc

•Stan Robinson Ltd

•Online MBT Ltd

•Digicore Ltd

•Xede Services Ltd

•Neill and Brown Global Logistics Ltd

•Thatcham (The Motor Insurance Repair Research Centre)

•ACPO Vehicle Crime Intelligence Service

Disclaimer: While the Department for Transport (DfT) has made every effort to ensure the information in this document is accurate, it does not guarantee the accuracy, completeness or usefulness of that information; and cannot accept liability for any loss or damages of any kind resulting from reliance on the information or guidance this document contains.

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ForewordFreight Best Practice is funded by the Department for Transport and managed by AECOM to promote operational efficiency within freight operations.

Freight Best Practice offers FREE essential information for the freight industry, covering topics such as saving fuel, developing skills, equipment and systems, operational efficiency and performance management.

All FREE materials are available to download from www.businesslink.gov.uk/freightbestpractice or can be ordered through the Hotline on 0300 123 1250.

Throughout this guide you will see this signpost - directing you to relevant publications from the Freight Best Practice programme.

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ContentsAcknowledgements 2

Foreword 3

Introduction 6What Is a Telematics System? 6

What Can Telematics Do for Your Operation? 6

The Aim of this Guide and Who Should Use it 6

Structure of this Guide 7

Basic Technology Overview 8Introduction 8

Background to Current Telematics Systems 8

Important Concepts 9

Telematics Systems 13Telematics for Vehicle and Driver (Parametric) Data 13

Paperless Manifest and Proof of Delivery (POD) 19

On-Board Satellite Navigation (Sat-Nav) 26

Traffic Information Systems 29

Safety and Security Systems 31

Choosing and Implementing a System 35How to Select a System 35

Identifying Your Needs and Requirements 35

Product and Supplier Selection 39

Implementing a System 43

Monitoring and Improving the System 45

Summary 45

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Appendix 1: Supplier Contact Database 48

Appendix 2: Glossary of Terms 54

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IntroductionWhat Is a Telematics System?The term ‘telematics’ covers many different systems; however, it generally refers to remote devices that help road freight operators by combining information technology (IT) and modern telecommunications to control or monitor vehicles, drivers, trailers and other mobile assets. Some of these systems can monitor the location of vehicles and their activity at any given time as well as driver performance and personal security

What Can Telematics Do for Your Operation?The use of telematics can help operators manage assets more effectively and gain a greater understanding of the performance of their transport operation. Effective use of the right system can lead to significant improvements in fleet security, productivity and efficiency, helping to reduce fleet mileage, operational costs and fuel consumption and improve customer service. This improved efficiency can lead to increased profitability.

Modern telematics systems are more sophisticated and, in many cases, easier to use and more affordable than ever, which means they can help operations of all sizes. These systems give you the ability to:

• Monitor your operation in real time

• Help drivers locate delivery points and avoid congestion and traffic incidents

• Communicate better with your drivers, resulting in improvements to your operation and better customer service

• Help verify insurance claims, as historical records determine where a vehicle has been and at what time and at what speed. Such measures can be used to support risk management strategies

• Manage vehicle maintenance costs by identifying opportunities to improve driving practices

• Target driver training towards those who will benefit most from using an appropriate telematics system

• Automatically provide much of the information required for compliance with legislation such as the Working Time Directive, while other features can help significantly in terms of lone worker issues

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The Aim of this Guide and Who Should Use itThis guide is designed for you as logistics and transport professionals to help in the selection and acquisition of telematics systems. The guide will take you through the different systems and their function available in the marketplace, as well as how to select the right systems for your operation and who supplies it within the industry.

It is aimed at a wide audience across all freight industry sectors and sizes of operation and presumes that prior knowledge of telematics is limited. In addition, a concise guide accompanies the document that provides a quicker, simpler overview of IT and telematics. This is ideal if you are interested in telematics and would like to know more, prior to deciding whether to purchase.

It is aimed at a wide audience across all freight industry sectors and sizes of operation, and presumes that prior knowledge of telematics is limited.

Structure of this GuideThe remainder of the guide offers the following information:

•Section 2 – Provides an overview of the technology available, how it works, and the areas of your operation that may benefit

•Section 3 – Details the types of telematics products that are available in the market under nine key areas:

•Vehicle Asset Tracking

•In-cab Computers

•Handheld Terminals (PDAs and Notebooks)

•Mobile Printers, Peripherals and GPS

•Wireless Phones/Handsets

•In-vehicle and Satellite Navigation

•Traffic Information Systems

•Driver and Vehicle (Parametric) Data

•Driver Safety Devices

•Section 4 – Provides guidelines on choosing and implementing a telematics system

•Appendix 1 – Provides a list of telematics suppliers

•Appendix 2 – Provides a glossary of terms

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Basic Technology OverviewIntroduction The concept of vehicle telematics dates back to the early 1980s with the increasing replacement of mechanical systems with electrical ones and the advent of on- board computing, though it was not until 2004 that reliable and economical methods of reporting vehicle positioning became widespread, thanks to a combination of cheaply available Global Positioning Systems (GPS), broadband and mobile communication networks.

Since that time, telematics has integrated into a wide number of areas such as load and driver security; customer service; and navigation. This section looks at how different technologies combine to improve operations across those areas.

Background to Current Telematics SystemsThanks to recent developments, telematics are now reliable, affordable and are being used by a wide range of transport operators with large and small fleets.

Most telematics systems are designed on a modular basis to enable flexibility for the client – enabling them to ‘bolt on’ functions they feel would be helpful in their operation. Many of these are looked at in the Telematics Systems section. These modules are often added to a core piece of hardware usually incorporating a GPS receiver, on-board computer, and communications device to connect with the mobile network. Data is fed from the vehicle through to a central server operated by the systems provider and via the internet to a desktop PC in the client operating centre. This is pictured in Figure 1 on page 9.

Typically, the vehicle-based GPS receiver obtains geographical positioning information via radio signals from a satellite. The on-board computer may also be receiving signals from the vehicle systems and/or the driver. This information is then communicated centrally through the mobile communications network through to a server. The data can then be viewed remotely by the client on a desktop PC through an internet link. Information can also be passed from the server to the vehicle in order to communicate with the driver or control the vehicle.

WARNING:

Whilst telematics have the capability to send information to, and alter settings on the vehicle – the manufacturer should be consulted as doing so may damage the vehicle and invalidate the warranty

A typical system operates by the on-board computer controlling the process. Once appropriate information is relayed back to the office-based computer, an operator can see the vehicle’s exact position on a computerised map. Other information can also be sent back as part of this process such as driver and vehicle messages.

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Figure 1: Telematics Communications Network

Wide Area Network

GPS

Local Area NetworkInternet-based

Desk-top PC atMain Office

Tracking Server

GPS GPRS

On-board

GSM Modem

Important Concepts

On-board Hardware

On-board hardware usually consists of a single unit mounted into the vehicle’s cab, which can be used to monitor a variety of variables, from the vehicle’s location through to doors opening or loads exceeding temperature or weight tolerances. Principally other ‘bolt on’ sub systems feed through this primary unit. Some solutions have additional hardware to monitor both cab and trailer independently – so if a trailer is stolen or damaged it can be located quickly and appropriate action taken.

Communication Channels

Although there are many ways in which information can be downloaded from the on-board computer, the majority of systems transmit data over a wireless communication network. The information can be transmitted back to base

in virtually real-time; at predetermined intervals ranging from minutes to hours; or by exception such as a change of vehicle status e.g. ‘stopped’ to ‘moving’ (see below). Most telematics systems use the General Packet Radio Service (GPRS) protocol to transmit information, which is faster and more cost-effective than the Short Message Service (SMS) that is typically used for mobile phone text messaging and which until recently was the standard for most telematics systems. Future generations of telematics, required to handle large volumes of data, are likely to use the third generation or 3G networks to transmit at higher speeds up to 1.8 Mbps.

Figure 2: Circuity

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Exception Reporting

Telematics systems can produce a large volume of data, reporting on a range of areas. However, there is a danger that too much information can be counterproductive. The best systems now incorporate sophisticated exception reporting capabilities within the back office software, allowing users to quickly select the information they require. Many systems also allow for the additional transmission of data only when a specific event occurs. For example, this could be triggered when a vehicle reaches a specific destination, or unexpectedly moves beyond a defined area. Most reporting functions are flexible enough to incorporate many different industry types and operations. This includes the capability of tracking and retaining historical data.

Geo-fencing

Geo-fences are lines and shapes that an operator can draw on the map that create virtual boundaries for the vehicles being monitored. These then trigger an alert should a vehicle cross that boundary. There are many types of geo-fence provided by different suppliers:

•Operating area - alerts base once a vehicle goes out of its operating area. This can be used for security purposes or identifying unauthorised use of the vehicle

•Exclusion zone - alerts base if the vehicle enters an area prohibited by the operator

•Locations - typically distribution depots and customer locations. These are used to provide alerts as vehicles approach or enter premises. Messages can also be sent to customers advising on vehicle arrival times, so that warehouse staff are ready to receive the delivery. This data can also be used historically to produce and support key performance indicators (KPIs)

Figure 2: Mapping Screenshot

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Figure 3: Geofencing

Routing and Mapping

Giving drivers a visual representation of their progress can be a powerful tool to help them navigate the remainder of their journey. This can help drivers to make the best use of valuable time and fuel when locating a delivery point. Routing and mapping software can also contain other useful information such as real-time traffic information, or the location of fuel stations, restrictions, accommodation and lorry parking areas.

Figure 4: Vehicle Routing

Customer Service

Improved customer service is a core benefit of telematics systems, as they can help to monitor the effectiveness of customer service delivery. Some customers demand a certain level of telematics as a prerequisite when selecting operators to use. They will often require operators to provide service delivery data on a regular basis that can only be supplied through the use of telematics. In particular, the ability to support KPIs in providing accurate and unchallengeable data regarding arrival, unloading and departure times is extremely valuable for many operations.

It also allows operators to take a proactive approach with the customer, knowing when the vehicles are encountering difficulties or delays and so being able to inform them in advance, potentially reducing disruption to the customer.

Radio Frequency Identification

Radio Frequency Identification (RFID) allows organisations to identify, count and trace goods, assets or people, using a microchip known as an RFID tag, transponder or radio barcode. This is a small radio device that comprises a simple silicon microchip (typically less than 0.5mm in size) attached to a small flat aerial and mounted on a base. The device can then be placed in different materials (such as plastic), depending upon its intended usage. The finished tag can be attached to an object (such as a box or pallet) and then be read remotely to determine its identity or position. A choice of passive and active tags to suit the particular application is available.

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Load Security

Security is a major issue in the logistics industry and telematics is being used as an extension of the tracking function, not only to alert companies to vehicles being taken out of known delivery zones, but also in providing alerts when vehicles have been entered without driver authorisation. The latest systems can also identify and provide an alert when goods are removed from the vehicles or trailers at unauthorised locations.

Panic buttons can also alert the transport office if the driver encounters problems through either an accident or an attack.

WARNING:

Vehicle telematics are generally designed to operate without the need for drivers to directly interact with the devices whilst they are on the road; however it is important to remember that you and your staff have a duty to ensure road safety is not compromised.

It is strongly recommended that all systems - particularly in-cab terminals, communications devices and satellite navigation systems - are positioned and operated in a manner that avoids the need to view a screen or input information into a device whenever the ignition is turned on or the vehicle is in motion.

Figure 5: Active RFID Tag

Figure 6: Passive RFID Tag

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Telematics SystemsIn order to understand the characteristics of the main telematics systems you will need to establish:

•Key points

•Potential benefits

•Why operators might wish to use the system

•How it works

•What the system can do

•An indication of which operations it may suit best

•Other issues and future developments

This guide explains these issues for each system and case studies are provided to show how each system has been deployed to help an operator improve efficiency.

Telematics for Vehicle and Driver (Parametric) Data

Key Points:

Telematics for driver and vehicle data can provide information about performance that may be difficult to collect by other means. Parametric data is the term used for the data collected by the vehicle telematics unit, much of which identifies mechanical problems or poor driving styles that can have a significant adverse effect on operating costs, for example:

•Excessive or deteriorating fuel consumption

•Over-revving within a gear

•Harsh braking

•Gear changing at inefficient engine revs

•Accelerator pedal pushed to the floor when accelerating

•Idling

Potential Benefits:

•Reduced fuel consumption through effective fuel monitoring, to identify losses and improve future vehicle specification

•Reduced fuel consumption and maintenance costs through effective driver performance monitoring, promoting improved driving styles

•Reduced accident rates that could lead to lower insurance costs

•Increased vehicle and load security

•Vehicle and driver information can be used to set up driver league tables. If carefully implemented, these can foster a healthy sense of competition in your operation

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Figure 7: Real Time Data

Why Use Telematics to Collect Vehicle and Driver Data?

Telematics systems can help you to collect information regarding compliance and operational efficiency. Those systems that measure vehicle and driver performance can be a fundamental tool in helping you to improve your business efficiency as well as maintain and increase service levels.

How do they Work?

Primarily, there are two ways in which parametric data can be collected from the vehicle, often known as ‘soft’ and ‘hard’ telematics. These determine the level of connection within the vehicle and as such, the level of detail and range of KPIs able to be monitored

‘Soft’ Telematics

Soft telematics use a combination of systems such as vehicle tracking and accelerometers to monitor performance. They do not directly connect with the vehicle and hence are interchangeable and require little installation as well as removing problems surrounding possible interference with vehicle systems. However, without a direct connection the number of KPIs is limited, primarily to speed, harsh acceleration/braking and cornering performance. Indicators such as MPG and fuel usage are not able to be looked at without additional hardware.

‘Hard’ Telematics

The actual transfer of data from vehicle to base computer can take place in a number of ways; hard telematics connects to the vehicle’s engine management system (EMS) and allows the greatest number of KPIs to be monitored. Most modern telematics hardware connects via what’s known as the CANbus (Controller Area Network bus) providing a single point connection to the vehicle and EMS. However, a CANbus is only available on vehicles manufactured post 2005 and rated above 3.5 tonnes. Facilities for other vehicles are available through additional hardware known as an FMS gateway or directly hardwired to the EMS.

The transfer of data from the vehicle can take place in a number of ways:

•By the driver identification device, for example, when a smart card is swiped back at the office

•Automatically by a wireless system, when the vehicle is at the operational base

•By mobile phone networks (typically GPRS) or satellite. A small number of systems now provide GPRS roaming without additional charges; traditionally, roaming costs were prohibitively high with additional charges for each country visited

How can These Systems be used?

These systems can help operators to monitor and better understand:

•Driver behaviour and management - recording instances of speeding, harsh braking, over-revving, gear changing patterns, green band driving and idling

•Driver time - utilisation, including delivery and travel time – can be linked to digital tachographs

•Customer service level - actual arrival time at customers’ premises which can be compared to expected arrival time

•Vehicle performance - fuel efficiency through MPG or oil pressure recording

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•Route planning - recording locations where serious congestion takes place, which could influence future route planning

•Temperature control - providing temperature records for products transported in refrigerated units. Most systems provide an alert when the temperature goes outside a preset range, although the more sophisticated systems will also record actual temperature readings

•Preventing insurance claims

• Loads - monitoring environmental impacts, recording the whereabouts of a vehicle, as well as humidity and vibration, which could affect the condition of the product being transported

• Vehicle accidents - historical data can be used to help prove that a vehicle was not involved in an alleged incident. Some advanced systems can identify the difference between a vehicle crashing into something and being hit by another vehicle

Case Study 1: DJ Hewer and Co. Ltd Reduce Insurance Costs DJ Hewer and Co Ltd, a buildings services installation and maintenance provider, were offered a fixed insurance premium by Norwich Union due to their use of Cybit’s Fleetstar online telematics system.

During a 12-week trial, the system, costing £720, achieved savings of £12,000. These savings can be attributed to a reduction in operational costs, an increase in productivity and improved driver safety.

•Legal compliance - monitoring the laden weight of the vehicle, drivers’ hours and speed

•Vehicle maintenance - odometer readings, components under warranty, ‘service due’ alerts and vehicle usage

•Benchmarking - monitoring key performance indicators (KPIs) for drivers and vehicles, to encourage good driving practices, timekeeping and safety

•Load security - recording the frequency and whereabouts of the opening of trailer doors. More sophisticated systems can also detect the removal of goods and assets in unauthorised locations from vehicles and trailers of all types, including curtain-sided vehicles

For Which Operations Are they Most Suitable?

All operations, whether large or small, can potentially benefit from collecting vehicle and driver data. The level of detail and sophistication invariably depends on the amount you want to spend. Benefits are maximised with larger fleets as vehicles can be managed on a fleet basis. However, telematics suppliers have a range of packages to suit all size companies and budgets.

Issues to Consider

Choosing a System

Before specifying a system, it is important to spend some time considering exactly what information you require and being clear on the way in which you want it to be reported.

You might choose a system developed by a truck manufacturer or by an after-market provider. Most truck manufacturers now provide data collection products as standard in higher specification new vehicles. Retrofitting systems to an existing fleet may not be practical in many cases.

WARNING:

The vehicle manufacturer should be consulted before installing any hard telematics as to do so may affect your warranty. Many manufacturers offer their own systems and/or have agreements in place with other telematics providers to ensure that the vehicle is not damaged or its performance is not affected

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Many independent telematics suppliers now interface with the vehicle CANbus/FMS, with the advantages of allowing a single system to cover a mixed fleet.

Please note that the CANbus/FMS capability built into a vehicle varies with vehicle manufacturer in terms of the data it produces.

WARNING:

You should not rely solely on the accuracy of on-board fuel meters to compare the relative performance of different makes of vehicle. Fuel meter accuracy varies markedly from one make of vehicle to the next, depending on the nature and design of the vehicle’s fuel system and the fuel return from the injectors. More basic telematics systems calculate fuel consumption according to predefined information about vehicle models, meaning that they may not reflect actual consumption.

Driver Identification and Management

Vehicle data is most valuable when it can be attributed to a specific driver. A driver identity card or key can be integrated into your telematics system to help you identify both individual vehicle and driver performance. Some systems include a driver ID system as standard as well as being able to integrate with digital tachographs. This overcomes the issue of ensuring drivers ‘log on’ to the telematics system in order to get the driver specific data.

Driver league tables can be generated by using a telematics system as part of a reporting method, these tables can then be used to highlight good and bad driver performance. The ID card or key ensures that driver, rather than vehicle performance can be measured and managed.

For further information on producing and implementing driver league tables detailed guidance is provided in the FREE guide Saving Fuel through People

These can be ordered FREE via the Hotline 0300 123 1250, or you can download them from the website www.businesslink.gov.uk/freightbestpractice

If drivers are assigned a PIN number to use as an identifier when taking over the vehicle, then suppliers should confirm how they guard against an incorrect number being entered. Some suppliers have arrangements with fuel bunkering operators, to enable the driver identification device to also be used to authorise fuel dispensing. There is potential for this to be used as part of a comprehensive fuel management programme.

If you require further information on how to manage and save fuel, including specifying the right vehicle, detailed guidance is available in the FREE Fuel Management Guide, and many other Freight Best Practice publications.

These can be ordered FREE via the Hotline 0300 123 1250, or you can download them from the website www.businesslink.gov.uk/freightbestpractice

In-cab CCTV

An increasing number of telematics suppliers are now offering to fit CCTV into cabs as part of their offer. This allows a multitude of applications to look at driver behaviour not detected by parametric data, such as illegal use of mobile phones/laptops and further evidence of driver behaviour in the event of an incident, indeed many CCTV installations operate by exception, only recording in the event of an incident. CCTV is also being developed to detect driver fatigue and alert accordingly.

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Legal Obligations - Working Time Directive and Monitoring Drivers’ Hours

There are a number of telematics systems available which can be combined with analogue or digital tachographs to help alert operators to potential breaches of the Drivers’ Hours Regulations. Through linking driver ID keys to the tracking function, it is possible to automatically calculate working time, including each driver’s running average throughout the working time reference period. The system highlights potential problems or breaches of the regulations, in some cases using a red, amber and green colour-coding system to highlight issues.

Data Presentation

The presentation of telematics data is very important and can help to save a lot of time when analysing and reporting information. Choose the system that presents the data you need in the format that suits you best. Exception reporting (see page 4) is particularly useful, reducing the volume of information provided and thus helping to avoid the need to search through countless reports.

For some systems, data can be made accessible via a secure website for a monthly fee. Vehicle and driver information can be stored on the supplier’s server, which can then be accessed through a secure web address. Real-time and historical data can usually be accessed through this type of system. Web-based systems are usually cheaper to supply and can potentially provide a cost-effective alternative to investing in reporting software, particularly for smaller fleets. However, this inevitably comes at the cost of compromising capability and speed. The alternative of choosing a server-based system provides far richer functionality and higher speed of use, particularly for larger fleets, and significantly reduces the volume of data through internal networks and proxy servers.

Case Study 2: Improved Management Information at Neill & Brown Global Logistics LtdPeter Brown, Transport Manager of Neill & Brown, uses the Volvo Dynafleet telematics system. This has been installed in all of the company’s vehicles and has provided a number of major benefits, including:

•Ability to download information on a daily basis, showing hours driven/worked and enabling staff to plan the vehicle’s programme for the next day

•Ability to show fuel usage per day and miles per gallon, enabling costs to be better controlled

•Data concerning engine information and driver performance enable management to target training at under-performing drivers

This system has led to efficiency improvements because previously the information could only be downloaded by the local dealer during servicing.

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The Future

It is expected that vehicle and driver information systems will continue to develop and the following features may be integrated into these systems:

•A new global navigation satellite system called ‘Galileo’ is expected to be operational around 2013 and should facilitate the widespread use of smart cards. This could allow drivers to download highly accurate data concerning navigational positioning, weather updates and other traffic information such as accident warnings

•Equipment may be able to access the internet via wireless connections, or the 3G network. This would allow large quantities of information to be gathered in real time, including road infrastructure information, delivery details, progress updates and information on invoicing to be fed to drivers

•Telematics units may become fully integrated with RFID to provide not only vehicle and trailer tracking but also goods and asset tracking

•Common standards for telematics systems are likely to be established, allowing operators to use multiple systems within their fleet

•Increasingly, telematics units will become Thatcham Cat 5 security compliant (a well-recognised security standard accreditation that signifies 24/7 asset monitoring and police response)

•Telematics systems should become more capable of identifying additional key areas of bad driving behaviour

•Telematics, CANbus and tachographs will increasingly converge into a single technology that will improve the monitoring of drivers’ hours and driver behaviour, and may also allow operators and the Vehicle Operator and Services Agency (VOSA) to identify faults remotely without the need to physically inspect the vehicle

•Telematics units are likely to become far more sophisticated in terms of accident reporting

•On-board road pricing technology may ultimately merge with telematics, although the question of security to EC standards remains an issue

•Telematics units will be able to automatically register goods and assets on and off the vehicle

•In-cab CCTV will become increasingly popular to visually record driver behaviour in terms of attention on the road and to guard against activities such as laptop and mobile phone use in cab

•CCTV may also be used to detect signs of fatigue and alert the driver accordingly

There are a number of other, more general, issues that might become important going into the future, notably:

•As telematics systems become more sophisticated, drivers may increasingly use technology to help them perform a range of tasks. As drivers might be told where and possibly how to drive, it will become increasingly important for companies to keep driver training in the use of new technology up to date

•As data is collected relating to the performance and even personal identity of drivers, issues surrounding privacy arise. The benefits of risk management and cost efficiency will have to be balanced against the civil liberties of employees. Management should be aware of the Data Protection Act (1998) and Article 8 of the Human Rights Act (1998) relating to the privacy rights of the individual

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Paperless Manifest and Proof of Delivery (POD)

Key Points:

•System uploads manifest information onto a driver terminal at the beginning of the day or dynamically throughout the day

•Generally, these systems are most useful for larger, multi-drop organisations such as parcel or home delivery operations

•Electronic signature recognition or barcode readers are usually incorporated into these systems

•In-cab/mobile terminals can be combined with a real-time communication module, if required

Potential Benefits:

•Reduced paperwork and administration

•Fewer delivery and invoicing errors

•Improved order status information and consignment tracking

•Fewer delivery disputes

•Improved customer service with a real-time view on performance

•Opportunity for invoicing prior to a vehicle returning to base

Figure 8: PDA

Why Use Paperless Manifest and Proof of Delivery (POD)?

Operational efficiency can be hindered by bureaucratic processes involving paper chasing and complex filing systems which take up space and waste time. The use of a paperless load manifest and proof of delivery (POD) is aimed at simplifying these processes, automating paperwork tasks associated with deliveries and making historical delivery data more accessible - all of which can help to save costs.

How do they Work?

Paperless manifest and POD information is loaded electronically into a driver terminal either at the beginning of the day or dynamically throughout the day.

The product receipt is usually confirmed through an electronic signature, which is achieved by using a special pen to write on a touch-sensitive screen. Information is then loaded back into a central system to record delivery and trigger invoicing.

One of the main components of a paperless manifest and POD is the hand-held terminal, known as a personal data assistant (PDA). This is used for electronic signatures and can be linked to the on-board unit and communications system by placing it in a cradle, allowing for the transmission of data and recharging of the battery.

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Delivery plans can be generated by a computerised vehicle routing and scheduling (CVRS) system and then transferred to the PDAs used by drivers. PDAs can be used to send messages to drivers and can also be used as phones. They can incorporate barcode scanners and in-cab printers for reading paperwork and/or generating receipts.

Figure 9: Electronic Signature

How Can the Systems Be Used?

These systems can help in a range of ways:

•The use of PDAs enables delivery and advice notes to be quickly and easily updated and amended, reducing the likelihood of errors. They also reduce the amount of paperwork generated, which lowers the risk of delivery information being lost or damage

•Customer service requests relating to the status of the delivery can be met quickly without the need to contact the driver. This can reduce both the number of phone calls required and the stress placed on the driver

•Systems allow checking to ensure that drivers are running to schedule

•Systems provide the capability of knowing what has been delivered and whether the delivery was accepted by the customer. This can help to prevent future disputes and avoid delays in payment

•Automatic invoicing can be linked to the accounts system to reduce manual inputs, and can also speed up the process of invoicing, encouraging prompt payment

For Which Operations Are They Most Suitable?

In general, these systems are likely to offer most benefit to multi-drop delivery operations and operations where a vehicle is away from base for long periods of time, allowing improved cash flow through earlier invoicing.

Issues to Consider

Cost

These systems are relatively high cost. The return on investment must be carefully assessed.

Use of Personal Data Assistants

When choosing a PDA, it is important to ensure that it is sturdy enough to cope with daily handling. A number of robust PDAs are available and offer improved protection over a standard PDA.

Using docking cradles in the traffic office is usually the simplest and most cost-effective way to transfer information from your central system to PDAs. Other systems are available if information needs to be accessed in real time. Cost/benefit analysis should be used to determine the most appropriate system and payback period for any operation.

Make sure the system you choose is capable of handling a variety of different terminal types, as compatibility variations exist even where the same operating system is used.

System Integration

Most systems can integrate with ordering, stock management and accounting software which may already be used in the company. There may be some software development costs to link these compatible but separate systems together. Look for systems with a flexible API (Application Protocol Interface) to minimise integration costs. An API is a programme within the software

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provided by the telematics supplier which allows data to be easily transmitted between it and other software systems without the need for expensive bespoke system integration. This would be used, for example, where actual vehicle route information collected by the telematics system needed to be transferred to an existing routing and scheduling package for actual versus planned comparison.

This type of system can help to change the way staff work, so careful implementation of the system should take place, preferably in a phased manner (see Choosing and Implementing a System for further information).

The Future

Paperless manifest and POD systems are likely to become ever more sophisticated over the coming years. Some potential developments may include:

•Links to online benchmarking tools could be set up, so that key performance indicators relating to deliveries and customer service targets could be automatically generated

•As systems advance, more information will be available to drivers. It is important to provide adequate training and guidance to ensure this does not become overwhelming and create a stressful environment for staff

•Systems are increasingly able to be integrated into smart mobile phones negating the need to have separate PDAs

Tips

An experienced supplier should be prepared to help manage an IT system changeover if necessary. For more advice on an implementation plan, see Choosing and Implementing a System.

In business-to-business operations, use the marketing opportunity to tell customers about the changes to the delivery system and how it will benefit them.

Case Study 3: British Telecom (BT) plcBT distributes around 30,000 consignments a day, including spare parts, materials, tools and test equipment, either directly to the end-user or to the 27,000 mobile engineers using the TraX management system developed by Skillweb. BT has two major warehouses, nine depots and seven satellite depots, and a fleet of 300 vehicles involved in either trunking consignments between sites or the collection and distribution to the end-user on a daily basis.

All BT drivers use mobile PDAs to collect their electronic manifests at the start of the day, downloaded using the mobile phone network or across their own internal networks. The manifest contains information on the consignments to be delivered or collected. Drivers use barcode scanning to track individual consignments and collect electronic signatures at the point of delivery or collection. In the event of a problem, the driver can record exceptions and automatically inform their transport supervisor. For example, if a job is cancelled and the delivery is not required, the system is designed to handle this by automatically returning the consignment to stock.

The benefits that BT has achieved through the use of mobile computing include:

•Reduced stock shrinkage, as all consignments are tracked from source to destination

•Greater control of operations, as visibility has improved and bottlenecks are more easily identified and eliminated

•Greater accountability and productivity of drivers through the on-line end-of-day debriefing

•Fewer customer complaints, as consignments are delivered as promised

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Key Points:

•Individual trailer/vehicle tracking requires a GPS receiver, data communications and a long-life internal power supply

•Many tracking software packages are now web-based, making them more affordable and convenient. Server-based solutions are faster, less demanding in terms of network data volumes and may be more appropriate when a more comprehensive package is needed

•Server-based systems generally suit companies with larger fleets and operations carrying specialised loads, for example, high-value or temperature-sensitive products

•System running costs must be examined carefully, but fixed monthly cost agreements are available

•Trailer tracking and temperature monitoring can be integrated with RFID which can also be used to track individual products and assets

•Telematics systems can be installed in either or both tractor unit and trailer. These can be linked to identify tractor/trailer combinations. In some advanced systems, it is quick and easy to link a hired tractor or trailer to an existing fleet tractor/trailer

Potential Benefits:

•Costs are relatively low and the ROI (return on investment) is exceptionally good – make sure you select the most appropriate system. The difference in ROI between an inexpensive system and a more bespoke, higher priced system is usually little more than a few months and often much less

•Helps to optimise fleet vehicle/trailer asset control

•Increased fleet utilisation and reduced standing time

•Improved security and ability to track stolen loads and trailers

•Consignment tracking features can be incorporated, even when deliveries are made by sub-contractors

•Protection of high-value loads and improved customer service

•Ability to undertake remote temperature monitoring to ensure load quality

•Better fuel utilisation by off-route running

•Some advanced systems allow temporary vehicles or trailers to be added to the fleet without the need to install hardware

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Why use Telematics Systems to Track your Vehicles and Trailers?

The ability to track the movement of essential assets such as vehicles and trailers enables more effective management. These systems have become more accessible, with more cost effective, faster and more reliable connections to location information. This potentially makes tracking a viable option for both smaller and larger businesses. Individual consignments and assets can also be tracked, helping to improve customer service and increase load security.

For further information on product tracking, detailed guidance is provided in the FREE guide Information Technology for Efficient Road Freight Operations.

These can be ordered FREE via the Hotline 0300 123 1250, or you can download them from the website www.businesslink.gov.uk/freightbestpractice

How do they Work?

Tracking devices and accompanying software allow you to instantly or periodically pinpoint the location of a vehicle or trailer on a digital map. A GPS receiver will intercept radio waves from a satellite and establish the current location. A transmitting device will send data on the vehicle’s location to a central computer. This can provide route history information so that utilisation and exceptions can be measured. Many other details can be obtained from tracking systems,

including speed, location of loads and time spent at a location. This does not require driver involvement.

Communication between the vehicle and the central computer is through a conventional GSM mobile system generally using GPRS. Depending on the nature of the operation, it may not be necessary to have a continuous data connection, as vehicle location may only be required to be checked periodically.

Figure 10: Example of Vehicle Tracking Software

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Tracking systems can be internet-based to ensure that no software needs to be installed by the user and every authorised user can access the system. However, this does involve a compromise in terms of both speed and capability. These systems generally require monthly subscriptions. For speed of operation, IT network capacity and the highest security levels, many large companies using tracking systems will benefit significantly from server-based facilities, which require some software to be installed and maintained.

How Can the Systems Be Used?

Vehicle and trailer tracking can help to:

•Monitor and reduce off-route mileage through tracking driver movements. Awareness amongst drivers of this facility may help to manage deviations from the route and reduce total fuel used

•Reduce the number of vehicles or trailers needed through better utilisation of available fleet resources

•Replace physical asset audits which can often provide inaccurate information, correct only at a given moment in time

•Prevent vehicle and trailer theft and track stolen vehicles and goods

•Assist with consignment tracking and geo-fencing. This can help to improve customer service through advanced warnings being given to the delivery point

•Make back-loading easier owing to more responsive route planning

•Optimise driver utilisation

•Reduce insurance premiums owing to increased vehicle/trailer security and driver safety

•Provide customers with access to online tracking systems, so they can independently view progress with their consignment

For Which Operations Are They Most Suitable?

These systems are generally considered essential for companies operating large numbers of trailers/vehicles, or operations that involve specialised loads, such as perishable goods or vulnerable high-value loads.

Vehicle and trailer tracking systems are normally integrated when supplied by a single supplier; however, integration with other telematics systems is not always possible.

Case Study 4: Trailer Tracking at United Biscuits (UB) LtdUnited Biscuits (UB), a leading European manufacturer of biscuits and snacks, has equipped its trailer fleet with Masternaut’s trailer tracking system, providing live tracking via the internet. Rob Wright, UB’s National Distribution Controller, said, “We have complete visibility of our operation, making dynamic planning much easier. Also, because we rely on sub-contractors for distribution, the trailer tracker provides us with location information, whoever is pulling the trailer. The system will give savings of approximately £100,000 a year through improved utilisation of fleet and resources and that’s without considering the customer service benefits.”

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Issues to Consider

Before embarking on purchasing and installing a tracking system, there are a number of issues to consider.

On-board Vehicle Positioning

Vehicle and trailer tracking devices are small boxes with GPS and GSM/GPRS or GSM/SMS functionality that are sometimes installed in the cab or the engine compartment, or attached directly to the trailer. In many instances, vehicle tracking systems are just one part of a more complete telematics solution (see vehicle and driver data).

The majority of tracking devices are self-contained and can power themselves for long periods. However, unless some form of external charging is available, reduced reporting frequency and other significant limitations will be inevitable. These are either battery-driven, have a recharge capability when connected to a tractor or, more recently, solar-powered. Products have also been developed to survive in trailers that endure extremes of temperature, road salt and steam cleaning. These products are waterproof and more robust, and have low power consumption for a longer life.

If products are to be used for security purposes, they need to be well hidden in the trailer or vehicle and resistant to tampering and damage, and care needs to be taken in choosing the most suitable system.

Case Study 5: Vehicle Tracking at Marshalls plcMarshalls is a leading manufacturer of natural stone and concrete paving products, supplying the construction, home improvement and landscape markets. Products are distributed to various customer depots and sites throughout the UK from a national network of 12 manufacturing and service centres.

The integrated GPRS-based telematics solution from Cybit allows Marshalls to monitor its fleet in real time, enabling a quick and efficient response to any operational problems, to ensure deliveries are made on time.

“If anything goes wrong on the road - be it traffic, a breakdown, a hold up at a customer’s site or an accident - we are aware of it within five minutes. This is key to our successful delivery operation,” commented Stewart Potter, Group Logistics Manager at Marshalls. “This knowledge allows us to re-plan, re-prioritise and reschedule our delivery workload, to meet our customers’ needs and maintain maximum delivery output.”

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Separate Vehicle and Trailer Tracking

Some systems offer a trailer tracking function but only through devices fixed to tractor units. This means that when a trailer is uncoupled and left unattended, it is no longer being tracked. Other systems have devices attached to both the tractor and trailer.

System Outputs

Some software can provide exception reporting facilities to pinpoint where drivers have gone off-route and where speed limits have been broken. Mapping software (GIS) is an integral part of a tracking system and is generally similar between packages. It is important to make sure that the user interface is clear and easy to use.

Most systems will provide an automatic serious accident alert. The more sophisticated systems will also provide alerts for roll-overs and dangerous driving practices and distinguish between a vehicle hitting something and being hit.

The Future

Some potential developments of vehicle and trailer tracking applications include:

•Tracking systems that ensure road tax compliance, if road pricing is introduced in the future. EC standards may well result in security requirements that require a separate dedicated road charging unit

•GSM communication networks will continue to become faster and cheaper, which will make the communication of larger data volumes increasingly feasible

•As the tracking of vehicles and trailers becomes more comprehensive, driver movements will be monitored more closely. This could give rise to issues of trust between drivers and management. However, there are important benefits for drivers, particularly in terms of lone worker safety, and these need to be communicated to your staff at the start of any process to implement a telematics system

On-Board Satellite Navigation (Sat-Nav)

Key Points:

•Systems can provide guidance directly to a postcode or address

•Verbal and visual guidance is provided by many systems

•Extremely accurate positioning to within a few metres

•Can be integrated with other systems such as route planning software

•Mapping software used may not be HGV-specific and great care must be taken not to use inappropriate routes

Potential Benefits:

•Less map reading required

•Reduced planning time, journey time and lost running time, and thus less overtime

•Some systems offer traffic information in real time, helping drivers to avoid congestion

•Improved customer service through more reliable operations

•Reduced driver stress and increased concentration, making the journey safer

•Potentially less time spent looking for destinations in busy traffic conditions

•Reduced fuel consumption

•Live arrival time predictions

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Why Use Satellite Navigation?

Sat-Nav is now commonplace in many car and van fleets due to improvements in technology and affordability. Sat-Nav can also be useful for HGVs and equipment has now been developed specifically for the HGV market. It is often a company’s first step into the use of IT systems to aid their business beyond the conventional PC and some potential benefits include:

•Helps to reduce instances of drivers being lost

•Reduces time spent preparing route directions prior to journey departure

•Drivers will be guided to take a route calculated as being the optimum (depending on the criteria applied)

•If appropriately used, Sat-Nav can be quicker and safer than trying to read a map

•Avoids occasions where verbal directions are sought by the driver en route, either via a mobile phone or by stopping the vehicle and asking for help from passers-by

•The possibility of saving fuel by reducing off-route mileage and facilitating a smoother driving style through advanced warning of required directions

WARNING:

You should not attempt to use a Sat-Nav designed for a car or vehicle type other than what you are operating. Mapping information may not take into account a number of factors specifically important to the lorry driver, such as weight restrictions, bridge heights and road widths. Make sure that drivers are instructed on how to use Sat-Nav safely while driving.

How do they Work?

The Sat-Nav unit within the vehicle will pick up radio signals from GPS satellites and then calculate its current position. This information is displayed on a screen using digital map data and voice instructions are provided to the driver.

The information is repeatedly updated to provide accuracy to within a few metres. Mapping software usually includes other useful information, such as fuel stations and hotels. Systems normally allow drivers to input the postcode or road name of the delivery point. HGV-relevant information such as the location of truckstops and other useful facts are not yet featured as standard on many conventional Sat-Nav systems.

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There are two main types of on-board navigation: screen-based units and the less common ‘off-board’ server-based products, where the supplier’s central system is used to calculate the best route and this information is then sent out to the driver in one transmission or periodically.

HGV specific Sat-Navs have the facility to take into account the weight and dimensions of the vehicle, as specified by the operator, therefore ensuring the routing solution avoids roads which are not suitable. (For example low bridges or tight turns, exceeding the dimensions and manoeuvrability limits of the vehicle). They often also recognise the slower speeds HGVs are subject to and that left turns are less disruptive than right turns across traffic.

WARNING:

Drivers should know the height of their vehicle and obey all prohibitive road signs regardless of sat-nav instructions. When planning routes, drivers should remain on the motorway or primary route network for as long as is reasonably possible

For Which Operations Are they Most Suitable?

Sat-Nav systems are generally most useful for multi-drop delivery operations but can be valuable for nearly all types of operation where drivers are unfamiliar with their delivery points, either because they are new to the operation, are temporary staff or are constantly required to visit unfamiliar destinations (e.g. spot hire operations). Navigation could be especially beneficial for:

•Parcel/courier delivery services

•Home delivery companies

•Groupage/general haulage

•Rural delivery operations (e.g. farms)

•Special Types (for example, car transporters, furniture delivery companies, home and office relocation companies and skip collection/delivery companies)

Case Study 6: Tracking Systems at Yuill & Dodds LtdYuill & Dodds Ltd is a Scottish haulage contractor covering the whole of the UK. With more than 100 vehicles, most of them 32 tonnes and over, the company provides bulk tipper and logistics transport for all requirements. They specialise in contaminated waste disposal and just in time deliveries for their wide client base.

The company found it difficult to search for a suitable system. They looked at several tracking systems, but TomTom WORK seemed to provide tracking combined with connected navigation in an all in one solution.

In October 2006 Yuill & Dodds introduced Connected Navigation from TomTom WORK to the fleet. 109 trucks and six service vans have been equipped with the TomTom LINK black-box and the TomTom GO navigation system. With the new solution the company was able to get immediate information about the order status and their vehicles’ positions. Furthermore, they were able to improve their quality management.

According to Brian Yuill: “live information is crucial to the business and it offers greater control of the fleet. The company are now able to let customers know within seconds where drivers are, when they arrived and when they left. Also, when a lorry goes in for service, the system can tell when the ignition is switched on or off, hence providing overall vehicle management”.

Some of the major benefits since the introduction of the connected navigation solution include the reduction in phone bill costs, and the time and the fuel saved through drivers navigating to their destination first time, every time.

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Issues to Consider

System Integration

Hand-held terminals, PDAs and mobile phones can be integrated with Sat-Nav devices to convey information both visually and verbally.

Driver Control and Safety

It is important to be aware that drivers must always be in full control of the vehicle and must ensure they are not distracted by Sat-Nav equipment while driving.

The Future

•Sat-Nav systems could include information on road and congestion charging, speed limits, and urban zones that may be permit restricted. This offers the potential to improve the safety of journeys, not only for HGVs but also for other road users

•Real-time traffic information systems are the next step for much of this equipment and it is worth considering whether or not the products to be purchased can be upgraded. The use of GPS and the eventual implementation of Galileo (planned for circa 2011-2013) could enable vehicles to receive real-time traffic information

•Text-to-voice activation tools mean that messages can be typed in at the base office and then be translated into a spoken message to the driver

Traffic Information Systems

Key Points:

•Systems provide in-cab information about road traffic conditions nationwide

•Systems can also be linked to in-cab Sat-Nav systems, assisting with the identification of a revised route to avoid congestion

Potential Benefits:

•Provides the means by which drivers can identify congestion ahead so that alternative routes may be found

•Helps to reduce journey delays, particularly when communicating with in-cab navigation systems

•Improved customer service through more reliable deliveries

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Why Use Traffic Information Systems (TIS)?

Encountering delays en route can be costly for freight businesses and TIS systems can reduce these instances.

Until recently, most traffic information was received on the in-cab radio data system (RDS) local travel broadcasts. TIS capabilities are networked to provide detailed live and up-to-date traffic information to a screen in the cab.

How do they Work?

Data on traffic conditions is collected at a range of levels and by many different organisations. One example is the National Traffic Control Centre (NTCC), which is run by the Highways Agency and provides trunk road information nationwide. Data is collected by roadside sensors, by vehicles specially fitted with a GPS tracking device and from police and local authority traffic cameras.

Transmitting Information

Traffic information is sent to vehicles via GSM, a private network, or RDS-TMC (Radio Data System-Traffic Message Channel). The diagram below shows how a vehicle can pick up traffic flow information from the vehicles in front and then a decision can be made to take the alternative route represented in green.

Figure 11: Traffic Information System Diagram

TIS Operator

Alternative Route

Congested Route

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How Can the Systems Be Used?

•Early warning of congestion, bad weather conditions, road traffic accidents and speed limits can improve road safety

•Real-time information can help re-routing when necessary

•Historical data may influence future route planning decisions

For Which Operations Are they Most Suitable?

TIS are more likely to be useful for those operations involving high mileage, especially on the motorway and trunk road networks. The systems also offer potential benefits for operations with highly time-sensitive deliveries, such as parcel delivery operators.

Issues to Consider

Level of Sophistication

Different types of in-cab hardware are available depending on the level of sophistication required. A cost-benefit analysis will help your decision-making process.

A range of functions are available including voice warnings, in-cab screens displaying congestion on the trunk road network, auto-locate (a function which scrolls the map as the vehicle moves) and icons indicating average traffic speeds at various network locations.

Accessing Information

It is possible to view traffic conditions on a screen at base and also from other locations via the internet, allowing traffic managers to take decisions to re-route drivers in the event of incidents or congestion.

The Future

Operators demand ever faster and more accurate information but are sometimes sceptical as to the timeliness and accuracy of current information. Steadily improving traffic information capture will boost operator confidence. Future developments in TIS may allow traffic information to be transmitted to vehicles as a standard feature of many telematics systems.

Safety and Security Systems

Key Points:

•Provides an alert if a driver is encountering difficulties, through the use of panic buttons or motion sensor technology

•Provides an alert of a vehicle break-in

•Alert produced by a lone worker panic system

•Provides an alert if a vehicle moves outside a predefined area or a predefined time period

Potential Benefits:

•A safer and more secure working environment for drivers

•Improved security of goods and vehicles

•The ability to immediately be informed of a security breach and track the vehicle or driver (see Vehicle and Trailer Tracking Devices)

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Why Use Security Systems?

The safety and security of drivers, vehicles, and loads are important for every operation, but operators transporting high-value goods over greater distances or operating at night can experience increased risks.

Risk management is an important part of any operation and taking comprehensive action to reduce threats to safety and security is essential. Insurance companies may offer a lower premium if they know an anti-theft system is in place.

How do they Work?

System operation varies; however, there are some basic common features:

•Some systems are operated by key cards which the driver will activate before the journey starts. Contact can be made automatically with the police if a card is not used. Some systems issue an alert if a valid driver ID is not present and can often be configured to prevent the vehicle being restarted in the absence of a valid driver ID

•The driver can also wear a wrist tag which can be activated under certain circumstances, such as an impact caused by the driver falling over

•When a vehicle enters or leaves an area identified by geo-fencing, or doors are opened by an unauthorised person or in an unauthorised location, or a panic button is pressed, information can be sent immediately to a control room, or indeed any mobile phone of choice. The information can include a location for the vehicle

•Many security systems are linked to vehicle and trailer tracking systems (see section on Vehicle and Trailer Tracking Devices)

Tips

In addition to tracking systems, some trucks and trailers are accredited for levels of security by independent bodies such as Thatcham, giving you reassurance as to the security of your vehicle – particularly relevant if you are looking to carry high-value loads.

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How Can the Systems Be Used?

Safety Systems

•Panic buttons that allow the driver to alert their base instantly of a serious security incident. Police can be alerted and the vehicle can be tracked. Please note that a properly thought out system of response is required as the emergency services may not respond to an unspecified alarm. The best systems will have some means of identifying the type of alert and have a system in place to respond accordingly and some are being integrated into mobile phones

•Lone worker panic button systems are designed to help increase the safety and reduce the risk associated with making deliveries in unattended locations. Alarms can also be activated automatically, for example, when the device is pulled from the driver’s wrist. The user will either feel or hear an alarm, which they have the opportunity to cancel within a certain time period. Systems usually have a shock sensor that will send an alarm if the individual falls or is involved in an accident

•Automatic alarm in the event of a serious accident

•Automatic vehicle roll-over alert

•Automatic dangerous driving alert

Figure 12: Personal Alert Device

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Security Systems

•Vehicles known to be stolen can be remotely prevented from being restarted. Immobilisation can be accompanied by door locking, flashing lights, and horn sounding - measures designed to draw attention to the vehicle. Please note that it is an offence to intervene with a moving vehicle; therefore, immobilisation of any type is in contravention of Thatcham Cat 5 approval requirements and as a result the UK police are unlikely to respond

•The opening of vehicle doors can be recorded and tagged with time and location information. Unauthorised trailer door openings during a journey can be identified

•A Secure Operating Centre can be used to track a vehicle once a theft has been reported. Other systems will pass information to police forces able to locate the stolen vehicle using suitably equipped police vehicles. It is important to remember that the UK and European Police Services will only respond if the system is a Thatcham Cat 5 approved system. The level of response may however vary from country to country

•To help counter theft overseas, a phone number can be given to ring in the event of an incident. Information will be passed on to the police in the local language, tracking the vehicle using pan-European tracking equipment, if fitted to the vehicle

•Interfaces can be set up with temperature sensors, in order to monitor the integrity of refrigeration systems

•An alert can be sent to a mobile phone immediately after the vehicle has been stolen and police can be given access to the system via the internet, giving them the potential to intercept the vehicle or trailer

For which Operations are they Most Suitable?

•Operations where high-value or vulnerable goods are being transported

•Where drivers are operating alone, delivering at night to unmanned premises or travelling into areas considered to have a heightened risk factor

Issues to Consider

It is extremely important that the deployment of any type of alarm be supported by a properly thought out, efficient, prompt and robust response process. Without this critical element, an employer may well find themselves liable for the health and safety repercussions resulting from the lack of an effective and timely response. This requires an accurate definition of what the alarm is: hijack health problem, accident etc, and a fully effective response tailored to each incident type.

For further advice on police policy toward vehicle tracking and security systems, you can download the ‘Stolen Vehicle Tracking: ACPO and Home Office Guidance to Companies on Police Policy’ from www.homeoffice.gov.uk

The Future

Future features of security and safety-focused telematics systems could include:

•Lane sensors fitted in vehicles to prevent the driver from drifting between lanes, helping to improve road safety

•Automatic obstacle detection and emergency braking

•Technology to determine and manage spacing between vehicles, generating alerts where proximity parameters are breached

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Choosing and Implementing a SystemHow to Select a SystemIf the implementation of a telematics system is managed properly and careful thought is given to product selection, it can provide a sustained return on investment, improve efficiency and lower costs. However, in the worst case, it can make tasks more difficult, alienate staff and even have a negative impact on profitability and customer relationships.

The basic project steps are shown in Figure 13 below. It is worth noting that many of these are straightforward decisions in small operations. However, the overall process should be followed wherever possible.

Identifying Your Needs and RequirementsFirstly, assign a Project Champion, who will oversee the process. The first task for the Project Champion is to evaluate the current systems and processes already in place and assess where operational weaknesses exist. Needs should be considered in terms of current and future requirements. A short-term decision could result in future opportunities being missed, or capital being wasted on a system that will subsequently have to be replaced. Many telematics suppliers are able to offer bolt-on solutions, so that a company can expand its operational capabilities gradually and simply add products when the business requires it.

Vehicle tracking systems are relatively low cost and have a very high ROI (return on investment) - choose your system by capability rather than price. The difference in payback period between a cheap system and a more suitable but more expensive one is often only a few months, and can be significantly reduced.

Tip

A list of recognised original equipment and retrofitted security systems can be found on the Thatcham website: http://www.thatcham.org/security/pdfs/compliance.pdf

A key decision is between the browser-based systems and the typically more expensive server-based systems. At first glance, a browser-based system looks the easiest and cheapest option. However, for large fleets this can bring a number of problems. Server systems are far less demanding in terms of IT network and proxy server data volumes, and as a result are much faster which benefits those with larger fleets and enables the system run to be more feature-rich.

Tip

Consider the benefits of choosing a system that has the ability to be expanded to include other functions, should you require them in the future.

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Figure 13 : Telemetric Implementation Plan

4.2 Identifiying your Needs and Requirements

4.3 Product and Supplier Selection

4.4 Implementing the System

4.5 Monitoring and Improving the System

Research market foravailable products

Shortlist products andarrange supplier

presentations

Estimate cost benefits of system and risk analysis

Shortlist products andarrange supplier

presentations

Adjust the system andintroduce training

Select supplier

Select ProjectChampion

Evaluate your systemsand processes

Identify your requirementsfor present and future

Inform and Involve your staff

Pilot system (testing) Set target savings to beachieved and develop plan

Train staff and rollout system

Case Study 7: Online MBT Ltd Tracker Sub ContractorsOnline MBT Ltd is a haulier that also uses a number of sub-contractors to provide traction for its fleet of semi-trailers. The company was interested in tracking loads moved by its sub-contractors but decided that it was unrealistic to expect them to install a continuous data collection tracking system in their vehicles. The company resolved this issue by fitting a trailer tracking device in each of its own semi-trailers. By using this system, Online MBT can obtain a global position for the semi-trailer approximately three times a day, providing the necessary level of information to gain reassurance that deliveries are being made as planned. This has helped the company to ensure customer service levels are maintained and improved and with the benefits of its in-house technology company, Online Technology, it has been able to bring vast experience and knowledge to this market place.

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WARNING:

Be careful not to over-specify your system, or be convinced by a supplier to buy products you don’t need. You may be able to add extra functions later.

Table 1 on page 38 provides a list of common operational issues and shows which type of telematics system may be most appropriate to help solve them.

This process will help in drawing up a comprehensive list of needs and requirements. For small types of operation, this could be a single page list. However, for large companies there might be a need to produce a Functional Requirement Specification (FRS) to ensure the system meets more complicated user requirements. This can then be used when producing an invitation to tender (ITT) for potential suppliers, letting them know what you want the system to provide. Either way, it is important to have some kind of list to help you ensure that you ask the right questions during discussions or interviews with the suppliers.

In the following sections it is assumed that these issues have been considered and that investment in a new telematics system has been identified as a means to address the needs of the business.

Involving Your Staff

You should discuss system functions and needs with those who would use the equipment and those managing the process. You should not underestimate the importance of explaining the system to your drivers and other staff, as they will be using the system and efficiencies can only be gained if they are fully behind its implementation.

There are a variety of ways in which you can motivate and gain the positive participation of staff and drivers when adopting a vehicle telematics system.

The most important stage is to involve staff and drivers at an early stage of the project and communicate clearly the reason for the need to adopt such a system. These will differ with different operations and the choice of system; however a few examples are given below:

•Employer Duty of Care responsibilities - a telematics system can automatically send an alert to base in the event of a serious accident enabling immediate action by the employer in contacting the emergency services and providing an accurate location

•Drivers are a critical element in any transport operation and as with all staff, like to feel they are providing a professional service and ensure they are made to feel a key part of the team. Far from being a ‘spy-in-the-cab’, the system can help improve the standard of driver professionalism and provide targeted training - all of which add to the skill base of your drivers

•Vehicle telematics data can help reduce operating costs - this is a key element in helping to ensure the viability of an operation in a competitive environment and contributes to job security

•Office based staff can use the system to provide rapid information to customers, such as delivery times

•Driver league tables and incentives based on the performance data provided by the system can also be considered, but with an emphasis on the positive, possibly with some sort of reward given for the best driver each month for example

You should also consider the technical abilities of your staff, and determine their ability to cope with the new technology and the level of training that would be required. You should identify whether you have a sufficient IT infrastructure to run the telematics system.

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Table 1 Operational Issues and Telematics Solutions

Telematics Solution

Operational Issues

Dri

ver a

nd

vehi

cle

data

Real

tim

e ve

hicl

e tr

acki

ng

Retr

ospe

ctiv

e tr

acki

ng

Trai

ler t

rack

ing

Text

co

mm

unic

atio

ns

Pape

rles

s m

anife

st a

nd

PoD

Traffi

c in

form

atio

n sy

stem

On-

boar

d na

viga

tion

Poor vehicle MPG x x x x x

High vehicle maintenance costs x x x x x

High road accident rate x x x x x

Unable to measure and therefore manage vehicle MPG x

Monitoring of driver training x x x x x

Driver trainers do not know where to focus efforts x x x x

Corporate manslaughter liability x x x

High overtime and over night costs x x x x

Inaccurate timesheets x x x x x

Delay on customer site, e.g customer service due to unknown location of vehicle x x x x x x

Poor customer service due to unknown location of vehicle. x x x x x x

Time-consuming performance level reporting x x x x

Driver security and load theft issues x x x x x

Unacceptable standing time and low drop rate x x x x

Poor trailer utilisation x x x

High-value loads, sub-contract hauliers x x x

No remote monitoring of load temperature x x x

High mobile phone costs x x x

Safety issues surrounding use of mobile phones x x x x

Too much time spent on paperwork and administration x x

Inviocing errors x

Lack of order status, meaning poor customer service x x x x

Too many POD disputes x x x

Delays and increased costs as unable to locate delivery point x x x

No accurate ETA information for customers x x x x x

Unpredictable trafic delays en route x x x x

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Product and Supplier SelectionAlthough selecting a product and supplier will be affected by the scale of the project and your current knowledge, in nearly all cases it will always be best to shop around.

Obviously, the price and system features will play major parts in any investment decision and, in many cases, supplier and product selection will take place hand-in-hand with the evaluation of costs and benefits. There are many issues that need to be considered in choosing a product and supplier for larger systems, but for simplicity the process can be broken down into three key steps:

•Initial evaluation - this can be done through your own research or by engaging an independent consultant before you approach any suppliers. Most telematics suppliers have good websites and carrying out some initial research will help you to feel more confident when you approach sales people. Please note the critical decision in choosing between web-based systems and server-based systems, particularly if you have a large fleet, complex requirements or IT network capacity issues. In order to get you started there is a list of potential contacts in Appendix 1. Upon completion of this stage, you should have a list of features you want from your telematics system in terms of capabilities and level of support. Table 3 provides direction on what you should look for

•Short-listing - decide on a handful of suppliers that you wish to contact and obtain more details; the higher the potential outlay, the greater the benefits of shopping around and getting more quotes. Suppliers should be fully capable of helping you prepare a detailed assessment of the business case and producing an ROI specific to your business. A professional financial assessment of any prospective supplier is absolutely critical; if the supplier becomes insolvent you may find you have to continue paying for a system that no longer works

•Interviewing/demonstration - once you have decided on a short list of suppliers, try to get a demonstration of each system and gain a better understanding of the costs and benefits involved. Potential suppliers should accurately identify exactly what each key feature provides and specify precisely any limitation with each of them. The development of an impartial scoring system is essential to help you assess who to pick and to justify why you reject others they may ask for feedback!

It is important to ask about the potential to customise the system to meet the needs of your business. Look into whether there are any maintenance charges or other on-going costs not included in the initial purchase price - will it be upgradable? Many suppliers offer telematics systems on a leasing arrangement. This can avoid the need for a large initial outlay and can mean that it is easier for software/hardware to be updated, although it might cost more over the life of the product. Compare all of the available options and costs before making a final decision. Ensure that the chosen supplier confirms in writing exactly what the on-going charges will be after the initial contract period ends, who owns the hardware at the end of the contract period and who is responsible for the costs of de-installation.

The majority of suppliers operate a modular system surrounding a core product/piece of hardware to aid flexibility. Options can be ‘bolted on’ to suit any operation providing a multitude of different offerings from the same supplier. It is therefore vital to know what your requirements are before engaging any suppliers.

Tip

You may want to consider an independent consultant to help you in your selection process or there are a number of independent bodies you can contact such as a trade association or the ACPO Vehicle Crime Intelligence Service (AVCIS)

40

Shortlist of Suppliers

Several suppliers may meet your requirements and, after the initial research has been completed, you could feel spoilt for choice. It is important to reduce the number of potential suppliers down to a short list of about three - those suppliers that best fit your needs and purpose.

For larger companies, the next step will be to produce an invitation to tender (ITT), stating the product requirements. This is then sent out to the short-listed suppliers and they should be invited to present and demonstrate their products. For smaller companies, this may simply be a matter of inviting some suppliers to your office and asking them a series of questions. Inviting those who will ultimately use the system to such demonstrations is extremely important and will assist in obtaining staff approval. Of course, for more modest systems, such as portable satellite navigation, it will be more likely that an internet search plus visits to retail stores would suffice.

Prior to the short-listed suppliers demonstrating their telematics systems, it is a good idea to construct a list of requirements. Your requirements can be converted into a series of questions to help you decide which product is the most suitable. For large-scale investments, the questions might have varying degrees of importance and hence you could consider weighting the questions to reflect this.

The response to these questions can then be scored. An example of a scoring system is shown below:

Table 2: Weighting Criteria

Score Meaning

0 Not met / no responce or not applicable

1 Possibally met , i.e responce unclearor claims to meet but no detail provided

2 Mostly met (even if by enhancement or option)

3 Fully met (even if by enhancement or option)

This method may seem very structured and is probably best used in larger organisations where procurement processes need to be formalised. If yours is a smaller company, the decision process may take a considerably shorter time and be less complicated. An example assessment sheet is shown in Table 3.

41

Table 3: Supplier Assessment Sheet

Criteria Supplier 1 Supplier 2 Supplier 3 Supplier 4

Vehicle Set Up and Handling        

Installation Time        

Compatibility with Existing Telematics        

Willingness to Undertake Trial        

Expansion Ability        

Does it Measure All your Perameters?        

Measure All        

Measure More than 50%        

Measure Less than 50%        

None        

Management Reports/System        

Web Based        

Graphical Summary        

Ability to Export to Excel        

Can Telematics Company Manage the System        

Training and Support        

24/7 coverage        

Face to face/ Telephone etc        

Response Time        

Manager/Driver/Driver Trainer        

Cost        

Capital Cost        

Management Cost        

Installation/De-Installation        

Training/Support/Admin        

Market        

Number of Vehicles Fitted        

Number of Clients        

Testimonials: Number/Quality        

Familiarity with your vehicle type        

GRAND TOTAL        

42

System Costs and Benefits

The cost of telematics equipment has steadily decreased over the past few years with the increased use of internet applications, which reduce the need for software to be installed. There is now a range of low-cost systems available.

It is important to undertake a cost-benefit analysis before making a decision to buy. As a very simple assessment, consider the two largest variable costs - fuel and labour.

It is essential to remember that if you want to monitor the benefits then there must be measuring facilities in place beforehand. If you do not already measure fuel consumption, then how will you compare the new MPG figures attributable to the system? Many telematics suppliers will recommend a pilot period in which benchmarks can be assessed to gain an understanding of the benefits that could be realised. This may involve installing the equipment initially without informing drivers, so as not to skew the baseline results. You must be careful in doing this and make sure the results are not used to assess performance.

Quotes from suppliers can be expected to provide costs for some or all of the following:

•Vehicle equipment - itemised to component level

•Installation of vehicle equipment - fixed price per unit/total order is more attractive than paying for labour

•Management software licence - an annual or one-off fee

•Management software maintenance - on-going updates and support, with liability insurance in case the system is faulty

•Training - generally costed as a daily charge

•Project management - may be necessary if you are making a large investment

•Monthly access fee to internet-based systems - this has become very popular. Be aware that communication costs may not be included; ask the supplier to provide estimates of all system costs

From this process, recommendations can be made and then the supplier of choice can be awarded a contract to provide the telematics system. For large companies this may be a formal process, while for smaller companies this may involve signing a simple service agreement or even making a one-off purchase.

Support, Training and Adaptability Are Crucial

The importance of support, training and adaptability issues will be determined by the size of the system in which you are investing. A basic Sat-Nav system will probably be very easy to introduce into your operation. However, the roles of support, training and the potential to modify the system in the future should not be overlooked.

Before investing in a telematics system, a number of questions can be asked of the potential supplier to gain a better understanding of the level of support, training and adaptability that will be provided with the system. Amongst these questions are:

•How long does training take and what training services are available?

•What level of computer knowledge is required of the staff that will use the system?

•What arrangements exist for annual maintenance?

•Can the system adapt and keep pace with the transport operation developments within the organisation?

•Is the system capable of readily interfacing with other existing systems?

43

•Is the system being continually developed and enhanced?

•How frequently are updates issued and how are they distributed?

•Is support from the IT system provider available 24 hours a day?

•What engineering support is available and when?

•What is the average response time to a problem for both software and hardware issues?

•Is support available on-line?

•Does the supplier provide a manual?

•What is the reputation, length in service and size of the supplier?

•Who installs the product and what times of installation are available?

•How long does the vehicle installation process take?

•Do you have a contingency plan or insurance if everything goes wrong?

Implementing a System

Trial on Vehicles at a Small Depot Pilot of System

Unless the system is fairly cheap and small-scale, it is always a good idea to defer major investment until you have trialled the products. You may have seen demonstrations of products during the selection process, but it is always worth installing the equipment into a few vehicles (ensuring that the sample is large enough to be of use) to further help you to estimate the benefits of the system. You should also hold a kick-off meeting with your chosen supplier and include the Project Champion, budget holder, representatives from the supplier, including the person managing the project – it is important they know your requirements and are able to point out risks and challenges. This removes any doubt created by a ‘can do’ attitude by sales representatives.

Remember, the supplier may be demonstrating the product in a scenario that is designed to convince you to buy their product.

WARNING:

Trials can be lengthy, consuming valuable management time if not carefully managed. The results may not be representative of the entire fleet and thus does not show the true benefits, or it could be that the system is not used regularly, so it does not become part of usual working practices. Test a system in a situation that is truly relevant to your operation.

If all the appropriate steps have been taken and the proper groundwork has been done, the first installations should be part of a programme of work to equip the whole fleet.

Tip

Whilst trialling, the Project Champion should include staff who are likely to be involved in the longer term. Feedback from these staff members is vital and it is recommended that debriefings be held to help ensure the system is efficiently utilised. Any issues or problems raised during the trial can also be ironed out at this stage, thereby avoiding the need to troubleshoot a much larger system.

44

Planning and Preparing for Implementation

Implementation phases will differ from product to product, but the common key steps should include:

•Provide clearly defined objectives - sharing a common vision, so everyone can see where they want it to go and what they need it to provide

•Establish a clear timeframe - identify milestones indicating when each stage of the implementation takes place

•Identify the skills required to use the system and which staff will operate it

•Identify any new computer hardware, network or internet requirements

•A site survey of all vehicle types should be carried out by the supplier and an agreed installation specification created for each one

Identify key deliverables, responsibilities and milestones, keeping communication channels open to ensure continued interest

Key tasks for implementation might include:

•Staff briefings - reasons for introducing the system and technology, and the benefits to drivers and other staff

•Purchase of new computer equipment and set-up of internet connections

•Vehicle equipment installation plan and execution

•Installation of software

•Driver/staff training

•Software user training and review meetings with the supplier to fine tune equipment and verify correct operation and answer any queries

A Successful Roll-out

The pilot (if undertaken) should give you a better idea of how long it will take to install the products across the fleet. System-wide implementation can cause considerable disruptions to a business. The way a system is rolled-out will depend heavily on the impact it will have on your business. A system that might affect the transfer of information between many different parts of your operation (e.g. a PDA automatic POD system) may require installation across all sites at the same time, whereas other systems that operate independently at depot level could be installed on a site-by-site basis. It is important at this point to provide a full list and specification for the vehicles you require installing and agree an installation schedule to avoid confusion and additional costs for either party.

Tip

Installing telematics equipment to a vehicle can be a time-consuming exercise. Installation for the roll-out of a system could be completed during the night or another off-peak period to minimise disruption to your operation. Likewise, it is important to ensure your vehicles are made available at the agreed times as the supplier may charge for a failed installation. Enquire on potential installation arrangements when choosing your supplier.

45

Monitoring and Improving the SystemRegardless of the scale of the investment, after implementation the system needs to be monitored, so its success can be gauged and its benefits understood. Key elements in monitoring the system are:

•Ensure there is a monitoring process in place. Track your performance by monitoring what is happening against what was predicted. Monitor the performance of the new system and ensure it has on-going positive impacts

•Identify a specific set of KPIs that relate to your business objectives, against which performance can be measured and the benefits quantified. This will show whether the system is being used correctly

•Regular review meetings with operational staff should be held to check on progress with the system and ensure that it is reaching its full potential and providing the anticipated benefits

•Regular review meetings with the chosen supplier should be held, and the supplier should help with best practice and continuous improvement related to the system and its use

•Where appropriate, measure the impact of the system on fuel consumption

•“Fleet Performance Management Tool”

•“Fuel Management Guide”

•“Performance Management for Efficient Road Freight Operations”

These can be ordered FREE via the Hotline 0300 123 1250, or you can download them from the website www.businesslink.gov.uk/freightbestpractice

SummaryThis guide has been designed to provide information on telematics systems that can help you to improve operational efficiency. There are six key types of telematics system that can assist you in making improvements to your operation and increasing profitability:

•Vehicle and driver (Parametric) data

•Paperless manifest and proof-of-delivery systems

•Vehicle and trailer and asset tracking systems

•Satellite navigation systems

•Traffic information systems

•Safety and security systems

These systems can help you regardless of whether your operation is large or small. No matter what type of system you might be considering, there are some general steps you can take to ensure you make the right decisions and get the most out of an investment. The checklist below provides a number of steps that can help to guide you through purchasing and implementing a telematics system for your business.

46

A Checklist for Telematics Best Practice √ or X

Understand your current systems and limitations

Define areas of deficiency that, if improved, could benefit operations

Analyse what type of product you require (if any)

Specify a detailed list of requirements or consider engaging the services of an independent telematics consultant or consulting one of the advisory bodies listed on the back page.

Research a number of companies’ products

Define the IT network data flow and proxy server implications of both web-based and server-based systems

Evaluate which companies’ products most closely fit your operational requirements

Undertake a professional assessment of the financial status of potential suppliers

Short-list a small number of companies and invite them to demonstrate their product (remembering to invite one or two members of staff who will actually use the system to the demonstration)

Ask suppliers for their experience of your industry and/or reference sites from similar-sized businesses in the same industry

Clearly check the capability of each key feature - what it does and does not do, including any limitations; the supplier should put this in writing

If possible, trial one or two of the products before making a decision

Make a decision on the preferred product

Plan implementation carefully and coordinate methods of monitoring the system post-implementation, so that its impact can be assessed and the system can be continually improved

47

48

Appendix 1: Supplier Contact Database

Supplier Name Website Telephone Number

Vehicle / Asset Tracking &

Location

In-cab Computers

Handheld Term

inals, PDA

s, Notebooks

Mobile Printers, Peripherals &

GPS

Wireless / Phone H

andsets

In-vehicle Navigation &

Satnav

Traffic Inform

ation Systems

Mobile W

ireless / Data N

etworks

Mobile Integration and M

iddleware

Mobile D

ata and Field Service Applications

Voice Recognition Systems

RFID

Digital M

apping

Consultancy

Driver / Vehicle D

ata

Product Tracking

Real Time Tem

perature Monitoring Com

ms

Internet-based

Server Based

Driver Safety D

evices

Vehicle Security Devices

Panic Buttons via mobile phone

Route planning and optimisation

Digital Tachograph

Analysis Tools

Carbon Footprint Managem

ent

In-cab CCTV

Driver Feedback D

evices

Vehicle Weighing

Carrotech Ltd www.carrotech.com 01379 854 600 X                           X     X   X                  

Visionaire GPS www.visionairegps.co.uk 0845 557 5594 X                                 X                      

Leversedge Telecom Services Ltd www.leversedge.co.uk 0116 262 6166 X X X X       X X X   X X X X X X X   X   X              

Pear Track Systems Ltd www.peartrack.com 0161 266 1098 X                       X X   X X X                      

Argyll www.argyll-loneworker.co.uk 0870 750 1471                 X                     X                  

FARGO SYSTEMS LIMITED www.fargosystems.com 0845 834 0345 X X X X X X   X X X     X X X X   X X                    

Causeway Technologies www.causewaytelematics.com 01628 552 000 X   X       X   X X       X X X X X                      

Transpoco www.transpoco.com 0845 489 0144 X         X X   X X   X X X X X X X   X   X   X          

LXE www.lxe.com 01844 346 576   X X X       X   X X X                                  

AutoAlert Limited http://www.autoalert.me.uk 0207 394 7457 X X X   X X X   X X     X X X X   X X                    

Trapeze Group (UK) Ltd. www.trapezegroup.co.uk 01255 784 200 X X                     X X X     X X                    

Sierra Wireless www.sierrawireless.com 510-624-4200 X   X   X     X X X         X X                          

Axscend www.axscend.com 0870 0870 3242 X             X       X   X X X   X                      

Trapeze Group (UK) Ltd. www.trapezegroup.co.uk 01255 784 200 X X                     X X X     X X                    

RFI - EMEA www.rfiemea.com 01869 255 772 X     X   X X X   X         X X X                        

Masternaut Three X www.masternaut.co.uk 0113 281 4000 X X X X X X X X X X X X X X X X X X   X                  

Bowmonk Limited www.bowmonk.com 01603 485 153 X X X     X                 X   X X X X                  

3D Tracking http://3dtracking.net/ 01379 854 600 X                           X X X X                      

Simply Trak www.simplytrak.co.uk 01482 650 521 X   X                   X   X X   X   X X                

AFS Security Systems http://www.afs-securitysystems.com 0208 471 9000 X               X X                     X                

MiX Telematics www.mixtelematics.co.uk 0121 717 5385 X X X X X X X X X X X X X X X X X X X X                  

Bluetree Systems http://www.bluetree.ie/contact/ 0871 5049 486 X                                                        

49

Supplier Name Website Telephone Number

Vehicle / Asset Tracking &

Location

In-cab Computers

Handheld Term

inals, PDA

s, Notebooks

Mobile Printers, Peripherals &

GPS

Wireless / Phone H

andsets

In-vehicle Navigation &

Satnav

Traffic Inform

ation Systems

Mobile W

ireless / Data N

etworks

Mobile Integration and M

iddleware

Mobile D

ata and Field Service Applications

Voice Recognition Systems

RFID

Digital M

apping

Consultancy

Driver / Vehicle D

ata

Product Tracking

Real Time Tem

perature Monitoring Com

ms

Internet-based

Server Based

Driver Safety D

evices

Vehicle Security Devices

Panic Buttons via mobile phone

Route planning and optimisation

Digital Tachograph

Analysis Tools

Carbon Footprint Managem

ent

In-cab CCTV

Driver Feedback D

evices

Vehicle Weighing

Carrotech Ltd www.carrotech.com 01379 854 600 X                           X     X   X                  

Visionaire GPS www.visionairegps.co.uk 0845 557 5594 X                                 X                      

Leversedge Telecom Services Ltd www.leversedge.co.uk 0116 262 6166 X X X X       X X X   X X X X X X X   X   X              

Pear Track Systems Ltd www.peartrack.com 0161 266 1098 X                       X X   X X X                      

Argyll www.argyll-loneworker.co.uk 0870 750 1471                 X                     X                  

FARGO SYSTEMS LIMITED www.fargosystems.com 0845 834 0345 X X X X X X   X X X     X X X X   X X                    

Causeway Technologies www.causewaytelematics.com 01628 552 000 X   X       X   X X       X X X X X                      

Transpoco www.transpoco.com 0845 489 0144 X         X X   X X   X X X X X X X   X   X   X          

LXE www.lxe.com 01844 346 576   X X X       X   X X X                                  

AutoAlert Limited http://www.autoalert.me.uk 0207 394 7457 X X X   X X X   X X     X X X X   X X                    

Trapeze Group (UK) Ltd. www.trapezegroup.co.uk 01255 784 200 X X                     X X X     X X                    

Sierra Wireless www.sierrawireless.com 510-624-4200 X   X   X     X X X         X X                          

Axscend www.axscend.com 0870 0870 3242 X             X       X   X X X   X                      

Trapeze Group (UK) Ltd. www.trapezegroup.co.uk 01255 784 200 X X                     X X X     X X                    

RFI - EMEA www.rfiemea.com 01869 255 772 X     X   X X X   X         X X X                        

Masternaut Three X www.masternaut.co.uk 0113 281 4000 X X X X X X X X X X X X X X X X X X   X                  

Bowmonk Limited www.bowmonk.com 01603 485 153 X X X     X                 X   X X X X                  

3D Tracking http://3dtracking.net/ 01379 854 600 X                           X X X X                      

Simply Trak www.simplytrak.co.uk 01482 650 521 X   X                   X   X X   X   X X                

AFS Security Systems http://www.afs-securitysystems.com 0208 471 9000 X               X X                     X                

MiX Telematics www.mixtelematics.co.uk 0121 717 5385 X X X X X X X X X X X X X X X X X X X X                  

Bluetree Systems http://www.bluetree.ie/contact/ 0871 5049 486 X                                                        

50

Supplier Name Website Telephone Number

Vehicle / Asset Tracking &

Location

In-cab Computers

Handheld Term

inals, PDA

s, Notebooks

Mobile Printers, Peripherals &

GPS

Wireless / Phone H

andsets

In-vehicle Navigation &

Satnav

Traffic Inform

ation Systems

Mobile W

ireless / Data N

etworks

Mobile Integration and M

iddleware

Mobile D

ata and Field Service Applications

Voice Recognition Systems

RFID

Digital M

apping

Consultancy

Driver / Vehicle D

ata

Product Tracking

Real Time Tem

perature Monitoring Com

ms

Internet-based

Server Based

Driver Safety D

evices

Vehicle Security Devices

Panic Buttons via mobile phone

Route planning and optimisation

Digital Tachograph

Analysis Tools

Carbon Footprint Managem

ent

In-cab CCTV

Driver Feedback D

evices

Vehicle Weighing

Bluecom (Romex) http://www.blue-com.co.uk/ 0808 123 0 321 X   X         X             X     X                      

Central Weighing http://www.centralweighing.co.uk/ (0)1299 251242 X X       X                                             X

Chameleon www.chameleondirect.com 0800 013 2507 X X X   X X                   X                          

CS Electronics http://www.cs-electronics.co.uk 0800 917 1730 X   X X   X X X                   X   X X     X          

MAN http://www.man-mn.co.uk 01793 448000 X X                         X     X                      

Cybit www.cybit.co.uk 0845 602 7123 X X                               X   X   X     X X   X  

SmartDrive www.smartdrive.net 07748 060705 X                       X   X     X   X             X X  

C-track (Digicore) www.ctrack.co.uk 0208 515 2900 X         X             X     X   X   X X     X          

Mandata www.mandata.co.uk 0191 250 2220 X   X                         X   X                      

AGM Telematics www.agmtelematics.com 01536 401900 X X         X   X X     X X X     X X X X X X            

Maple Fleet Services www.maplefleetservices.co.uk (0)161 429 1580                                                          

iTIS www.itisholdings.com 0161 927 3600 X         X X                                            

Eagle I Telematics http://www.assetoutlook.com/ (0)1925 606 510 X         X   X X X   X X   X     X   X X                

Isotrak www.isotrak.com 01908 540700 X X X   X X X X X       X X X X X X   X       X X     X  

Intermec www.intermec.com 0118 923 0800     X X                       X                          

Microlise www.microlise.com 01773 537000 X X     X           X   X X X   X X   X X X     X     X  

DPS International www.dps-int.com 0121 585 6633 X       X       X X     X     X   X X       X            

Minor Planet www.minorplanet.com 0113 346 7705 X     X X                     X                          

Mobile Tracking Systems www.mobiletrackingsystems.com 01489 571600 X     X X X   X X                 X X                 X  

Overview Mapping www.verilocation.com 0871 223 2330 X X     X   X         X         X X   X     X   X     X  

Oxloc www.oxloc.com 01480 423971 X       X                       X X                      

Psionteklogix www.psionteklogix.co.uk 01628 648800   X X                         X                          

Quartix www.quartix.net 0870 013 6663 X                                 X                      

Radix International www.radix-intl.com 01908 395710   X   X                           X                      

Remote Asset Management Ltd www.remoteassetmanagement.co.uk 0845 2066222 X           X           X         X             X     X  

RingTrack www.ringtrack.com 01353 865568 X       X                   X   X X     X X              

51

Supplier Name Website Telephone Number

Vehicle / Asset Tracking &

Location

In-cab Computers

Handheld Term

inals, PDA

s, Notebooks

Mobile Printers, Peripherals &

GPS

Wireless / Phone H

andsets

In-vehicle Navigation &

Satnav

Traffic Inform

ation Systems

Mobile W

ireless / Data N

etworks

Mobile Integration and M

iddleware

Mobile D

ata and Field Service Applications

Voice Recognition Systems

RFID

Digital M

apping

Consultancy

Driver / Vehicle D

ata

Product Tracking

Real Time Tem

perature Monitoring Com

ms

Internet-based

Server Based

Driver Safety D

evices

Vehicle Security Devices

Panic Buttons via mobile phone

Route planning and optimisation

Digital Tachograph

Analysis Tools

Carbon Footprint Managem

ent

In-cab CCTV

Driver Feedback D

evices

Vehicle Weighing

Bluecom (Romex) http://www.blue-com.co.uk/ 0808 123 0 321 X   X         X             X     X                      

Central Weighing http://www.centralweighing.co.uk/ (0)1299 251242 X X       X                                             X

Chameleon www.chameleondirect.com 0800 013 2507 X X X   X X                   X                          

CS Electronics http://www.cs-electronics.co.uk 0800 917 1730 X   X X   X X X                   X   X X     X          

MAN http://www.man-mn.co.uk 01793 448000 X X                         X     X                      

Cybit www.cybit.co.uk 0845 602 7123 X X                               X   X   X     X X   X  

SmartDrive www.smartdrive.net 07748 060705 X                       X   X     X   X             X X  

C-track (Digicore) www.ctrack.co.uk 0208 515 2900 X         X             X     X   X   X X     X          

Mandata www.mandata.co.uk 0191 250 2220 X   X                         X   X                      

AGM Telematics www.agmtelematics.com 01536 401900 X X         X   X X     X X X     X X X X X X            

Maple Fleet Services www.maplefleetservices.co.uk (0)161 429 1580                                                          

iTIS www.itisholdings.com 0161 927 3600 X         X X                                            

Eagle I Telematics http://www.assetoutlook.com/ (0)1925 606 510 X         X   X X X   X X   X     X   X X                

Isotrak www.isotrak.com 01908 540700 X X X   X X X X X       X X X X X X   X       X X     X  

Intermec www.intermec.com 0118 923 0800     X X                       X                          

Microlise www.microlise.com 01773 537000 X X     X           X   X X X   X X   X X X     X     X  

DPS International www.dps-int.com 0121 585 6633 X       X       X X     X     X   X X       X            

Minor Planet www.minorplanet.com 0113 346 7705 X     X X                     X                          

Mobile Tracking Systems www.mobiletrackingsystems.com 01489 571600 X     X X X   X X                 X X                 X  

Overview Mapping www.verilocation.com 0871 223 2330 X X     X   X         X         X X   X     X   X     X  

Oxloc www.oxloc.com 01480 423971 X       X                       X X                      

Psionteklogix www.psionteklogix.co.uk 01628 648800   X X                         X                          

Quartix www.quartix.net 0870 013 6663 X                                 X                      

Radix International www.radix-intl.com 01908 395710   X   X                           X                      

Remote Asset Management Ltd www.remoteassetmanagement.co.uk 0845 2066222 X           X           X         X             X     X  

RingTrack www.ringtrack.com 01353 865568 X       X                   X   X X     X X              

52

Supplier Name Website Telephone Number

Vehicle / Asset Tracking &

Location

In-cab Computers

Handheld Term

inals, PDA

s, Notebooks

Mobile Printers, Peripherals &

GPS

Wireless / Phone H

andsets

In-vehicle Navigation &

Satnav

Traffic Inform

ation Systems

Mobile W

ireless / Data N

etworks

Mobile Integration and M

iddleware

Mobile D

ata and Field Service Applications

Voice Recognition Systems

RFID

Digital M

apping

Consultancy

Driver / Vehicle D

ata

Product Tracking

Real Time Tem

perature Monitoring Com

ms

Internet-based

Server Based

Driver Safety D

evices

Vehicle Security Devices

Panic Buttons via mobile phone

Route planning and optimisation

Digital Tachograph

Analysis Tools

Carbon Footprint Managem

ent

In-cab CCTV

Driver Feedback D

evices

Vehicle Weighing

Road Tech Computer Systems www.roadtech.co.uk 01923 460000 X   X                   X                       X        

RTL Systems www.rtlsystems.co.uk 01457 767309 X X     X     X             X           X         X      

Seven Telematics www.seventelematics.co.uk 01636 642891 X     X                 X     X X     X                  

Siemens VDO www.siemensvdo.com/uk 0121 326 1234                                               X X        

Skillweb www.skillweb.co.uk 08700 707077 X   X X               X             X           X        

Terrafix Ltd www.terrafix.co.uk 01782 577015 X   X X X X   X X       X   X X   X X       X       X    

TMS2 www.tms2.co.uk 01235 854010 X X X X X     X X X   X X   X X   X       X              

TomTom www.tomtomwork.com 020 7 255 9774 X X X       X X X       X         X         X            

Tracker www.tracker.co.uk 0845 603 9368 X                                       X                

Trafficmaster www.trafficmaster.co.uk 0845 604 5433   X         X X X X     X               X   X            

Traka www.traka.com 01234 712345                                     X X X                

Triteq www.triteq,com 01488 684554 X   X X X   X                       X                    

Vehicle Weighing Solutions Ltd www.vwsltd.co.uk 0118 948 4908                                                         X

Versatile www.versatile.com 01483 223789                                                          

V-Sol www.v-sol.co.uk 0800 093 9034 X X X X                 X         X X       X            

Daimler FleetBoard UK Ltd www.fleetboard.com 01827 311912 X X X X X X X X X X   X X X X X X X X X X X              

TomTom Business Solutions www.tomtom.com/business 0207 2559774 X         X X X             X     X     X X X     X      

Aeromark Ltd www.aeromark.co.uk 0845 330 5757 X X X X X X X X X X   X X X X X X X X X X X X   X        

Trafficmaster www.trafficmaster.co.uk 0845 604 5433 X X X X     X X   X X   X   X X   X   X                  

53

Supplier Name Website Telephone Number

Vehicle / Asset Tracking &

Location

In-cab Computers

Handheld Term

inals, PDA

s, Notebooks

Mobile Printers, Peripherals &

GPS

Wireless / Phone H

andsets

In-vehicle Navigation &

Satnav

Traffic Inform

ation Systems

Mobile W

ireless / Data N

etworks

Mobile Integration and M

iddleware

Mobile D

ata and Field Service Applications

Voice Recognition Systems

RFID

Digital M

apping

Consultancy

Driver / Vehicle D

ata

Product Tracking

Real Time Tem

perature Monitoring Com

ms

Internet-based

Server Based

Driver Safety D

evices

Vehicle Security Devices

Panic Buttons via mobile phone

Route planning and optimisation

Digital Tachograph

Analysis Tools

Carbon Footprint Managem

ent

In-cab CCTV

Driver Feedback D

evices

Vehicle Weighing

Road Tech Computer Systems www.roadtech.co.uk 01923 460000 X   X                   X                       X        

RTL Systems www.rtlsystems.co.uk 01457 767309 X X     X     X             X           X         X      

Seven Telematics www.seventelematics.co.uk 01636 642891 X     X                 X     X X     X                  

Siemens VDO www.siemensvdo.com/uk 0121 326 1234                                               X X        

Skillweb www.skillweb.co.uk 08700 707077 X   X X               X             X           X        

Terrafix Ltd www.terrafix.co.uk 01782 577015 X   X X X X   X X       X   X X   X X       X       X    

TMS2 www.tms2.co.uk 01235 854010 X X X X X     X X X   X X   X X   X       X              

TomTom www.tomtomwork.com 020 7 255 9774 X X X       X X X       X         X         X            

Tracker www.tracker.co.uk 0845 603 9368 X                                       X                

Trafficmaster www.trafficmaster.co.uk 0845 604 5433   X         X X X X     X               X   X            

Traka www.traka.com 01234 712345                                     X X X                

Triteq www.triteq,com 01488 684554 X   X X X   X                       X                    

Vehicle Weighing Solutions Ltd www.vwsltd.co.uk 0118 948 4908                                                         X

Versatile www.versatile.com 01483 223789                                                          

V-Sol www.v-sol.co.uk 0800 093 9034 X X X X                 X         X X       X            

Daimler FleetBoard UK Ltd www.fleetboard.com 01827 311912 X X X X X X X X X X   X X X X X X X X X X X              

TomTom Business Solutions www.tomtom.com/business 0207 2559774 X         X X X             X     X     X X X     X      

Aeromark Ltd www.aeromark.co.uk 0845 330 5757 X X X X X X X X X X   X X X X X X X X X X X X   X        

Trafficmaster www.trafficmaster.co.uk 0845 604 5433 X X X X     X X   X X   X   X X   X   X                  

54

Appendix 2: Glossary of Terms

ADSL (Asymmetric Digital Subscriber Line)

ADSL enhances the performance of access networks, particularly the subscriber line of the conventional telephone copper access network. Two modems are used, one on the customer’s premises and the other at the subscriber’s location, to increase data transfer rates. ADSL uses a line splitter to enable it to carry voice, upstream data (user to network) and a greater proportion of downstream data (network to user). Filtering at both ends of the line ensures acceptable voice quality, by removing interference. It is relatively inexpensive, and therefore constitutes an attractive alternative to cable networks for high-speed internet access.

Airtime The amount of time “on-air” when using a wireless data service that is billed per minute at a published tariff.

API (Application Protocol Interface)

A programme within the software provided by the telematics supplier which allows data to be easily transmitted between it and other software systems without the need for expensive bespoke system integration.

Bandwidth and ‘Broadband’

The ability of a medium to transmit high-speed data. It defines how much data can be sent through a connection, usually measured in bits-per-second. A full page of English text is about 16,000 bits. A fast modem can move about 64,000 bits in one second; over the same telephone line a bandwidth of several megabits per second can be handled by ADSL, which is described as broadband.

Base Station The fixed receiving and transmitting radio station for vehicle data. This may be a PC connected directly to a radio modem.

Bluetooth/Wi-Fi

Low power radio technology developed with the objective of replacing cables currently used to connect electronic devices such as personal computers, printers and a wide variety of hand-held devices such as palm-top computers and mobile phones. Devices equipped with Bluetooth should be capable of exchanging data at speeds up to 3,000 kbits/s at ranges up to 100 metres. Wi-Fi uses the same radio frequencies as Bluetooth but with higher power consumption, resulting in a stronger connection.

Browser Software that is used to look at various kinds of internet resources. Internet Explorer and Firefox are the more popular clients.

CANbus Controller Area Network. Most new heavy vehicles now have a CANbus – a high-speed communications network designed to support control functions between electronic devices distributed throughout a vehicle.

Dead Reckoning

A Dead Reckoning (DR) position is one based on estimating the distance and the direction that has been travelled. The accuracy of the DR position depends on the accuracy of the initial position and of your distance measuring device and heading reference. The addition of other information turns a DR position into an estimated position.

Differential GPS

A technique for overcoming GPS position determination errors. GPS receivers are placed at precisely identified locations to measure the difference between indicated GPS positions versus actual positions. GPS systems are accurate to around 10-20 metres. Differential GPS can further increase accuracy to 1-5 metres.

Firewall

A security system intended to protect an organisation’s network against external threats, such as hackers, coming from another network or the internet. A firewall prevents computers or viruses in the organisation’s network from communicating directly with computers external to the network and vice versa.

FirmwareA term used to describe software that is ‘permanently’ programmed inside hardware. In telematics products, the program operating on the vehicle hardware is generally described as firmware. On advanced systems, the firmware is upgradable over the air.

55

Floating Vehicle Data

The automatic processing and analysis of traffic conditions and journey times using data from vehicles equipped with GPS and GSM technology. The data from ‘probe’ vehicles is aggregated to determine the average speed for a given stretch of road. One company (ITIS) is spearheading this technology in the UK.

FMS-Standard

An agreement between several major truck manufacturers to give third parties access to top-level vehicle data via the J1939 CANbus. In January 2002, two more truck manufacturers joined the FMS-Standard group. The companies involved are Daimler-Chrysler, MAN, Scania, Volvo, DAF Trucks, and IVECO. Top-level data include speed, revs, fuel, brake switch, cruise control, PTO status, accelerator pedal position and basic maintenance information.

Geo-fence

A geo-fence is a predefined geographical area of a map and may include rectangles, circles, ellipses, regions, or buffers (an object a set distance around other objects). A geo-fence can be regarded as a ‘virtual boundary’ that will trigger an alarm or signal when crossed by a vehicle. As an example, a fleet traffic manager may want to restrict certain vehicles from accessing restricted areas of a city, or advise a customer that delivery arrival is imminent. By defining a geo-fence around the area, an alert would automatically be sent to the manager or customer by whatever means is provided by the product supplier.

GIS Geographical Information Systems – a computer system that contains maps and geographical information, and sometimes analysis of geographical data.

GPRS

General Packet Radio Service, which has been standardised as part of the GSM Phase 2+ development, represents the first implementation of packet switching within GSM, which is essentially a circuit-switched technology. Rather than sending a continuous stream of data over a permanent connection, packet switching only utilises the network when there is data to be sent. Using GPRS will enable users to send and receive data at speeds of up to 160 kbit/s. Usually, GPRS data are billed per kilobyte of information transceived, while circuit-switched data connections are billed per second.

GPSGlobal Positioning System refers to satellite-based radio positioning systems that provide 24-hour three-dimensional position, speed and time information to suitably equipped receivers in vehicles anywhere on or near the surface of the Earth.

GSM

Groupe Speciale Mobile. European digital cellular radio standard for pan-European mobile cellular radio network two-way communications. Links mobile and base stations. Vehicles equipped with GSM must be dialled individually; this is an automated process in the better telematics products where driver and vehicle data are being acquired.

HostAny computer on a network that is a repository for services available to other computers on the network. It is quite common to have one host machine provide several services, such as SMTP (email) and HTTP (web).

Intranet A private network inside a company or organisation that uses the same kinds of software that you would find on the public internet, but which is only for internal use.

ISDN

Integrated Services Digital Network. Telecommunication lines that can transmit up to 128 kilobytes of information, including both voice and digital services, and which are much faster than traditional analogue lines. ISDN is basically a way to move more data over existing regular phone lines. ISDN is available in much of Europe and is priced comparably to standard analogue phone circuits.

ISP Internet Service Provider, e.g. AOL, MSN, Wanadoo, NTL etc.

LAN

Local Area Network. A group of computers and other devices dispersed over a relatively limited area and connected by a communications link that enables any device to interact with any other on the network. A computer network limited to the immediate area, usually the same building or floor of a building.

Mobile Originated (MO) Call Count (data)

Total number of calls initiated from a mobile phone to the host.

56

Mobile Terminated (MT) Call Count (data)

Total number of calls initiated from the host to the mobile phone.

Navigation System / Sat Nav (autonomous)

Navigation systems that do not benefit from the receipt of live traffic data. Such systems typically consist of a map display and control panel. Periodic updates will give you new information regarding new roads or one-way system changes.

Navigation System / Sat Nav (dynamic)

As above, but the information changes based on the current traffic conditions. An in-vehicle transponder is included capable of communicating with an external infrastructure.

Paperless Manifest An electronic manifest which replaces paper-based systems and can include information such as customer delivery information, invoicing details and proof of delivery.

PDA

Personal Data Assistant. Industrial devices are normally referred to as hand-held terminals. These hand-held devices were originally designed as personal organisers, but became much more versatile over the years. The many uses and tasks of a basic PDA include various features: calculating, use as a clock and calendar, accessing the internet, sending and receiving emails, use as a radio or stereo, video recording, recording notes, use as an address book, and use as a spreadsheet. Touch screen PDAs usually have a detachable stylus that can be used on the screen. Interaction is then achieved by tapping the screen to activate buttons or menu choices, and dragging the stylus, for example, to highlight text. Text is usually input in one of two ways:Using a virtual keyboard, where a keyboard is shown on the touch screen. Input is done by tapping the letters. Using letter or word recognition, where letters or words are written on the touch screen, and then ‘translated’ to letters in the currently activated text field.

PoD Systems

Proof-of-Delivery Systems. These systems provide a way of ensuring that deliveries have been received. Proof of delivery becomes very important when legal and financial documents are to being exchanged and when a company is unable to invoice without the proof.

Real TimeTransmission of information as and when received. The best systems will provide virtually real time data and, if there is no network available, will store the data until a network is detected. Many older systems using SMS will not communicate real-time data.

RFID

Radio Frequency Identification is an automatic identification method, relying on storing and remotely retrieving data using devices called RFID tags or transponders. An RFID tag is an object that can be attached to or incorporated into a product, asset, animal, or person for the purpose of identification using radio waves. RFID tags come in both active and passive versions for different applications

RDS-TMCRadio Data System-Traffic Message Channel. The transmission of traffic condition information over the FM channels ‘sub-carrier’. May well revolutionise in-cab navigation systems, enabling automatic re-routing in the event of traffic incidents ahead.

RoamingWhen mobile data users are abroad, their digital phone will use GSM to connect to a network within that country. The customer is then liable for call charges applied by that network, and is therefore known as ‘roaming’ on that network.

Smart Cards Telematics suppliers’ driver identification or data cards are often described as smart cards though these often only provide data storage and have no intelligence built into them.

SMS

Short Messaging Service. A popular wireless standard for transmitting text messages. SMS is an inherent part of GSM technology, The service is a two-way ‘store and forward’ messaging service with a maximum message size of 160 characters. SMS is no longer widely used in commercial vehicle telematics owing to the cost and impracticality of real-time data transmission. It is sometimes used where infrequent transmission of data is acceptable and where long battery life is critical.

WANWide Area Network. A communications network that connects geographically distant areas. A network in which computers are connected to each other over a long distance, using telephone lines and satellite links, e.g. the internet.

57

WAP

Wireless Application Protocol. WAP is a technology designed to provide users of mobile terminals with rapid and efficient access to the internet. WAP integrates telephony services with (so-called) micro-browsing and enables easy-to-use internet access from a mobile handset. Typical WAP applications include over-the-air e-commerce transactions, online banking and messaging.

Waypoint A point defined by geographic coordinates used in navigation, route progress monitoring or historical analysis reports.

XML

eXtensible Markup Language is a widely used system for defining data formats. XML provides a very rich system to define complex documents and data structures such as invoices, molecular data, news feeds, glossaries, inventory descriptions, real estate properties etc. As long as a programmer has the XML definition for a collection of data (often called a ‘schema’), then they can create a program to reliably process any data formatted according to those rules.

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Performance MANAGEMENT

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This case study shows how Thorntons implemented a highly effective driver incentive scheme combining in-cab driver monitoring, service delivery levels and accident rates

Developing SKILLS

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This Case Study shows how the modernisation of vehicles and equipment and the implementation of a fuel management system has improved operational efficiency.

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This guide explains the process of measuring performance effectively. It includes advice on how information is best collected and interpreted to allow informed decision making in order to achieve operational efficiency improvements.

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Case STUDIES

March 2011.

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