Make tachograph data work for you
Jemma James, digital development director at Logistics UK, offers advice to operators on how tacho data can be harnessed to streamline operations
For many vehicle operators, managing tachograph obligations is no longer simply a compliance task. As technology has improved and its adoption throughout the sector increased, forward thinking companies are now leveraging the data they collect to drive efficiencies and deliver operational gains.
Whether data is collected manually or automatically, making sure it is analysed efficiently not only helps operators stay compliant, but also reduces administrative burdens and improves service levels.
The technology now available makes collecting and processing data straightforward and brings a clarity to driver hours which operators can use to improve working practices.
At a day-to-day level, having an accurate picture of how many hours a driver has remaining means routes can be planned and scheduled accurately, reducing reliance on agency drivers and the additional costs these incur.
Generating this level of insight is impossible without good data analysis. A cloud-based, all-in-one platform will analyse data and transform compliance reporting from a ‘tick box’ exercise and materially change the way transport operations are managed by adding real value to a business through insightful data.
The benefits of these ‘future proof’ tech solutions are tangible at every level of an organisation whether you are a compliance manager, transport manager, driver or administrator. Once your data is working for you, jobs become easier and more fulfilling as less time is spent on repetitive administrative tasks.
Data is stored safely and securely and presented in a format that makes it useful, removing the need to rely on manual paper processes which often lead to duplication of effort and increase the risk of input errors.
Once data has been processed users are presented with intuitive visuals and configurable dashboards that make key data accessible. And when tacho data is analysed alongside other compliance areas such as vehicle inspections, training, auditing, licence checking and PCN management, organisations gain significantly more visibility over their operations and can make evidence-based decisions on how best to manage their business.
When data is managed online it is easy for it to be utilised in different environments bringing additional benefits. This is particularly true with the use of APIs which can bring together multiple data sets for truly powerful information at the touch of a button.
Using an agnostic compliance system with multiple APIs will deliver greater performance results as operators can harness the data sources they need and view in one place.
Drivers can access the data through apps on their phones or other devices and when telematics data is used alongside tachograph data, drivers have a complete picture of their working life in their pocket.
Even if they are not returning to their headquarters in a particular week, they have a clear picture of how many hours they have left to work and can avoid working time infringements by seeing when their next daily and weekly rests are due.
If infringements do occur, the platforms will highlight these and provide driver debriefing tools to managers enabling them to discuss in detail with the driver, with the aim of preventing them from happening again.
The technology will also handle the follow up by sending debrief letters directly to a drivers’ app and reinforce best practice through micro-training videos relating to specific infringements.
Compliance platforms analyse millions of digital records (and still some analogue charts) every month. The best platforms also benchmark your performance against industry and national averages so you can see how your operation compare to the rest of the sector.
It is also possible for some compliance platforms to provide predictive risk analysis for drivers, vehicles or the organisation, enabling businesses to mitigate risk by addressing potential issues before they develop.
When choosing a platform make sure the vendor has the technological expertise to ensure the solution develops in line with the changing operational environment. A lot of organisations outsource development so choose a supplier with internal development capabilities which will mean the solution is more flexible and able to react faster to changes in users’ needs.
Additionally, ensure they have a best-in-class support team to back up their technical expertise as the human factor is more important than ever when something goes wrong or you have a problem.
Far from being intimidating, using technology to manage data should be liberating and there are benefits for fleets of all sizes. Remote downloading of tachographs generally pay for themselves within two years based on efficiency savings and risk reduction.
As smart tachos become more prevalent, it is a good time to understand the data handling benefits of a compliance platform and start making your data work as hard as everybody else in the organisation.