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Fleet Safety and Risk Management: Proactive Approaches for Government and University Fleets


Fleet safety and risk management are crucial aspects of managing government and university fleets. With numerous vehicles on the road, managers must find ways to systematically ensure the safety of drivers, passengers, pedestrians and assets. Government agencies and universities have widely adopted telematics systems, technologies that collect and transmit data on vehicle use, for risk mitigation and overall performance improvement. But gaps still remain. Let’s explore how fleet managers can boost tracking and accountability to enhance fleet safety and security, while also improving efficiency and the user experience.

1. The Importance of Fleet Safety and Risk Management

Effective fleet safety and risk management strategies are essential for government and university fleets for several reasons. Firstly, fleet managers bear the duty of promoting the safety and well-being of all drivers and passengers as a matter of course. They also shoulder the responsibility of limiting liability to their organizations. In many ways, a fleet reflects the image of its institution and plays a role in enhancing the organization’s trust and credibility. Lastly, a properly de-risked fleet helps optimize operations, reduces downtime, and leads to increased asset efficiency and cost savings.

2. Driver Accountability: Encouraging Safe Driving Practices

Accountability is a crucial element of fleet safety management. By fostering a culture of accountability, fleet managers can promote safe driving practices among drivers. Driver training programs, incentives for safe driving, and education around acceptable community usage practices all support a fleet’s risk management goals. But what happens when drivers don’t behave as expected?

We've heard various stories over the years, from minor mishaps like misplaced keys to more concerning incidents such as vehicle hoarding and unreported damages. While accountability and trust are vital, verification is also crucial.

3. Vehicle Tracking: Enhancing Safety and Accountability in Fleet Management

Vehicle tracking systems play a vital role in fleet safety management by providing real-time monitoring of location and vehicle performance. By leveraging GPS technology and telematics, fleet managers can gain valuable insights into driver activities and take necessary actions to ensure compliance with safety protocols. Key benefits of driver tracking systems include:

  1. Monitoring Vehicle Condition and Behavior: At their core, telematics systems record data on vehicle condition in order to facilitate preventative maintenance programs. Additionally, many telematics systems will identify speeding, harsh acceleration, sudden braking, and other unsafe driving practices.

  2. Accident Reconstruction and Investigation: In the unfortunate event of an accident, vehicle tracking data can be utilized to confirm incident reports and insurance claims, such as location and speed at the time of an incident. Advanced camera-based telematics systems elevate the information available to managers, such as evidence of distracted driving.

  3. Locating lost or stolen vehicles: Often, when vehicles go missing, miscommunication is the culprit. A driver may fail to mention how long they plan to use a vehicle or do not update a fleet manager when travel plans change. Nonetheless, innocent mistakes cost a fleet operation time and resources to resolve. With a functioning GPS system, managers can quickly react to such a situation, identify a vehicle’s location and track its movement.

Telematics systems do an important job in supplying fleets with critical information of what has already happened. Yet fleet managers can only react to data once the information presents itself. Even worse, when a manager is coupling telematics with pencil-and-paper scheduling, huge information gaps still exist, such as who took responsibility for a given vehicle or when to expect it back. These information gaps lead to enormous added risk.

4. Digital Motor Pool: Matching Fleet Tracking with User Accountability

In order to further mitigate this risk, innovative government and university fleet managers are adopting digital motor pool technologies that add automated scheduling, vehicle access, and user management controls to proactively mitigate risks. Additionally, the most advanced of these systems provide fleet managers with the ability to take control of vehicles remotely, when it is safe to do so, by integrating directly with advanced vehicle telematics systems. The best of the best also empower you to capture all the data that your operation generates. The next generation of telematics-enabled digital motor pool technology is a vitamin and pain killer all in one.

5. Launch Mobility: A Proven Solution to Mitigate Risk

At Launch Mobility, we’re powering the next generation of digital motor pool technology for government and university fleets. Risk management is core to how we design systems; in addition to public fleets, our technologies have been used for years to power open-network car sharing services in the most challenging safety and security environments.

What’s more, by automating program controls, enabling remote management and simplifying data capture, you’ll level up your risk strategy in a cost-effective manner. Our tried-and-true solution provides a range of automated controls to help you manage risk:

  1. Limit motor pool access to approved individuals;

  2. Manage availability through an automated reservation system, communicate changes or extensions, and deny extensions when vehicles are not available;

  3. Define work flows so that drivers are required to book vehicles within defined and configurable reservation rules;

  4. Flawlessly log the driver-of-record for a given reservation in order to track accountability;

  5. Enable self-serve access control: only the person who reserved the vehicle can unlock a vehicle, with a range of keyless options to prevent misplaced or pocketed keys;

  6. Prevent unauthorized vehicle use: Monitor vehicle usage remotely, maintain contact with the known driver, and, when appropriate, remotely disable a vehicle to prevent theft or misuse;

  7. Automatically send alerts to a driver or manager when a vehicle is not where it should be;

  8. Require drivers to take photos of a vehicle’s condition before ending a reservation.

Prioritizing fleet safety and risk management is vital for government and university fleets. By utilizing driver tracking systems and automating driver accountability, fleet managers can mitigate risks, reduce conflicts, and ensure the well-being of drivers, passengers, and pedestrians. Implementing proactive approaches not only enhances safety but also improves the efficiency and reputation of the fleet. With Launch Mobility, the next generation of fleet risk management is here.



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