Companies are relying on asset management software to efficiently collect and curate fleet data, says Mark Francis, chief product officer, Jaama.

Mark Francis, chief product officer, Jaama

As vehicle operating costs increase, compliance regulations tighten and the shift to zero-emission fuels gathers pace, fleet operators are under increasing pressure. Jaama is seeing a surge in fleets turning to software to navigate these challenges, with the focus being on improving efficiency through streamlined data management.

Fleets are struggling to balance multiple priorities: compliance visibility, managing total cost of ownership, sticking to tight budgets, and meeting net zero targets. Jaama’s Key2 fleet management system addresses these challenges by centralising all fleet and asset management needs, while automating key tasks such as defect capture and triage, pool vehicle bookings, incident reporting and driver licence and grey fleet checks.

Data collection supports compliance

The pressure to maintain compliance is relentless. Whether it’s ensuring grey fleet drivers meet duty of care obligations, or staying on top of vehicle maintenance for DVSA inspections, fleet managers face a constant battle to meet regulatory demands. Key2 helps by creating a comprehensive audit trail of vehicle events, making it easier for fleet managers to track whether tasks like servicing and inspections are completed on time. Automated data ingestion ensures consistent, accurate records across the board.

With vehicle downtime becoming an ever-larger concern, fleets are increasingly focused on preventative maintenance to avoid costly breakdowns. By using Key2 to manage servicing schedules, MOTs and inspections, fleets can keep vehicles on the road longer, reducing Vehicle Off Road (VOR) time and minimising disruption to operations.

Key2 makes best use of all the available data generated across the fleet with APIs pulling in data from multiple sources to one centralised dashboard available in real time with trend analysis reporting. Fleet management apps are becoming commonplace to help drivers record their daily inspection data rather than writing on pieces of scrap paper. This trend supports the likes of the DVSA, which want commercial vehicle drivers to perform daily checks before and after their deliveries have been undertaken. This data-driven approach helps fleets avoid costly mistakes and make smarter, more informed decisions.

It is more efficient for a driver to upload their information onto a phone or tablet-based app as it provides immediate transparency of a fleet’s daily roadworthiness. If a vehicle shows early signs of a problem, a part can be ordered and it can be booked into a garage ahead of a problem causing a breakdown. Jaama’s MyVehicle App does just that. Rather than relying on paper-based forms, drivers can record their inspection data digitally, ensuring that any roadworthiness issues are flagged immediately. If a problem is detected, repairs can be scheduled before a breakdown occurs, minimising downtime and keeping operations running smoothly.

Technology is transforming how fleet management works, offering seamless integration between fleet operators, maintenance providers, and service partners. An end-to-end system such as Key2 enables smooth booking, authorisation, invoicing, and auditing of maintenance work, while storing all documentation electronically for easy access.

“Companies from multiple sectors are understanding the power of digitising their fleet not just from improving operating efficiency but also helping them adhere to their duty of care obligations,” says Andrew Holgate, Jaama’s CEO. “Spreadsheets are finally becoming more of a rarity as systems such as Key2 reduce the burden of fleet management without increasing the headcount.”