Background of the institution
Our client is the regulating institution for the communication sector in Romania. Its headquarters is located in Bucharest and it has four area directorates, located in Bucharest, Cluj, Timisoara and Iasi.
Initial status
The system was implemented in the division named Document Management and Transportation in the Economic and Administrative Directorate. The main activities in this department are the following:
- Management of the documents pertaining to transportation: drivers’ logbook, combined fuel consumption logs, daily activities logs;
- Management of the expenses related to transportation: overhauls, repair work, road tax, taxes and fees, tires, fuel;
- Maintenance of the fleet and management of the information related to cars and drivers;
The initial analysis has shown that there was no centralized manner to manage documents and information. Each area directorate had its own document management manner, in electronic format or only in hard copy and the reports were manually created by using Excel reports. Lack of a centralized electronic working procedure created several problems, such as:
- High likelihood of human errors, as all the calculations were done by hand;
- There was no electronic documents archive and no common base for calculating consumption;
- There were no central registrations of the costs in the institution
- There were no means for fast retrieval of the information on expiration dates of insurance policies, licences and permits;
- Large amount of time needed to prepare monthly reports.
The Solution
In order to tackle the identified problems, a software system was created, conceived as an internal portal, offering facilities for managing documents and information pertaining to transportation.
The solution was created using the Microsoft SharePoint Server technology, a platform dedicated to managing documents and which underpins all the infrastructure solutions of the Microsoft brand. The technology provides a sole vision on the information, even when such information is generated by various sources, reducing to a minimum the time needed to retrieve dispersed information. By incorporating in this platform advanced functionalities, a high level of flexibility and functionality is obtained.
Functionalities of the “Vehicles fleet management” application
For more details on this application, please visit the application page.
Benefits
The developed software system provides all the needed functionalities to solve the problems identified in the analysis step of the project. The main benefits that result from implementing this application are the following:
Our client is the regulating institution for the communication sector in Romania. Its headquarters is located in Bucharest and it has four area directorates, located in Bucharest, Cluj, Timisoara and Iasi.
Initial status
The system was implemented in the division named Document Management and Transportation in the Economic and Administrative Directorate. The main activities in this department are the following:
- Management of the documents pertaining to transportation: drivers’ logbook, combined fuel consumption logs, daily activities logs;
- Management of the expenses related to transportation: overhauls, repair work, road tax, taxes and fees, tires, fuel;
- Maintenance of the fleet and management of the information related to cars and drivers;
The initial analysis has shown that there was no centralized manner to manage documents and information. Each area directorate had its own document management manner, in electronic format or only in hard copy and the reports were manually created by using Excel reports. Lack of a centralized electronic working procedure created several problems, such as:
- High likelihood of human errors, as all the calculations were done by hand;
- There was no electronic documents archive and no common base for calculating consumption;
- There were no central registrations of the costs in the institution
- There were no means for fast retrieval of the information on expiration dates of insurance policies, licences and permits;
- Large amount of time needed to prepare monthly reports.
The Solution
In order to tackle the identified problems, a software system was created, conceived as an internal portal, offering facilities for managing documents and information pertaining to transportation.
The solution was created using the Microsoft SharePoint Server technology, a platform dedicated to managing documents and which underpins all the infrastructure solutions of the Microsoft brand. The technology provides a sole vision on the information, even when such information is generated by various sources, reducing to a minimum the time needed to retrieve dispersed information. By incorporating in this platform advanced functionalities, a high level of flexibility and functionality is obtained.
Functionalities of the “Vehicles fleet management” application
- Possibility to manage, in a centralized manner, the types of vehicles existing in the car fleet as well as the consumptions pertaining to each vehicle, for different seasons of the year and types of roads
- Managing the information related to the cars in the fleet and easy preparation of reports, based on this information
- Managing information related to drivers
- Managing road maps;
- Monitoring the incidents: the application provides incidents monitoring through a form pertaining to the incident, based on which the steps that solve the incident may be monitored
- Central fuel log: is a report that summarizes the information related to fuel consumption, fuel tank filling and distances travelled and is automatically generated by the application based on the information contained in the entered roadmaps, for any car and period, at the user’s discretion
- The possibility to manage expenses, both in the divisions and at headquarter levels. Based on the entered information related to expenses, several types of reports are available for types of expenses, divisions, totals, the reports being simple or graphics.
- Other reports: Car fleet (CASCO and RCA insurance policies), Repairs and overhauls
- Alerts: the application alerts the manager of the car fleet on expiration of the drivers’ driving licences, of the CASCO and RCA insurance policies, of the ITPs (periodic technical inspection) and licences, as well as on the need to pay the leasing fees and timely overhaul.
For more details on this application, please visit the application page.
Benefits
The developed software system provides all the needed functionalities to solve the problems identified in the analysis step of the project. The main benefits that result from implementing this application are the following:
- optimization of working time use and access to information: the documents may be easily retrieved in the system and calculations are done automatically
- automatic generation of reports regarding fuel consumption, the amount of travelled kilometres, expenses and ease to prepare reports customized by the users
- alerting the managers on the expiration of the insurance policies and on various types of taxes
- provides safety of information and stored documents
- provides on line access from any location through a web browser.
