is fully integrated with Microsoft Dynamics 365 for Finance & Operations

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1 FOR FLEET ANNATA 365 FOR FLEET is fully integrated with Microsoft Dynamics 365 for Finance & Operations Annata 365 for Fleet is a modern, scalable, cloud-based management solution to handle vehicle and equipment fleets. INTRODUCTION The fleet operated by any organization can be made up of many vehicle, machines or equipment types, anything that needs to be tracked throughout its full lifecycle: from initial purchase through to the date of disposal. The efficient management of the fleet is important to control costs whilst ensuring that the fleet is operated within the law and above all else, operated safely. A wide range of activity can be included in the definition of fleet management, including: financing; maintenance; telematics (tracking and diagnostics); driver management; fuel management; health & safety management etc. Different types of organization will need various combinations of the functionality mentioned above, depending on the type of fleet that is being managed: Leasing company selling services to customers Own fleet of vehicles and/or equipment Cash fleet of cars (employee s have been given a cash allowance to buy their own car) Grey fleet of cars (where the employee uses their own car for business purposes) Equipment or vehicles that are on long term hire As an example, a leasing company will need to purchase vehicles and setup contracts (normally invoiced with a monthly charge, perhaps with an additional charge for a service package ), manage the income received for the contract, look after the vehicle fleet through scheduled maintenance and repairs, possibly re-charge the customer for damages caused, communicate with the driver (to arrange servicing or to inform of a recall pending), handle speeding or parking tickets, manage the end of contract processes and dispose of the vehicle through re-marketing activities. Understanding the whole-life cost of the vehicles is crucial as these costs could form a major element of the charges on future contracts. If an organization is managing their own fleet they do not need to send out monthly sales invoices but many other aspects still apply. In addition to the controls around the vehicle / piece of equipment they will also need to consider the driver / operator. Increasingly these demands are the same whether considering a company s own fleet or a mixture between own, hired in, cash and grey fleets. Ultimately, this comes down to being able to show a duty of care towards the driver, other road users and even pedestrians should an accident occur. To be able to demonstrate this duty of care it is vital to be able to show: accurate record keeping having solid policies and processes around such areas as: o driver training o insurance o internal communications o scheduled inspections and maintenance All of this coupled with the ability to manage the whole-life cost of a vehicle / piece of equipment in an owned fleet. This white paper will look at the challenges that face an organization balancing the needs to show a duty of care as well as controlling the whole-life costs relating to operating a vehicle / piece of equipment. The white paper also discusses the importance of having flexible and adaptable software, such as the Annata 365 for Fleet solution, to be able to meet not only current but also future demands, as the business needs change or new legislation is introduced.

2 The Corporate Manslaughter and Corporate Homicide Act 2007 is a landmark in law. For the first time, companies and organisations can be found guilty of corporate manslaughter as a result of serious management failures resulting in a gross breach of a duty of care. UK Health & Safety Executive DUTY OF CARE In recent years, legislation has been introduced in many countries to strengthen the powers to target company directors as well as their drivers in cases of road deaths involving vehicles that are being used on company business. Increasingly, Police are treating road deaths as an unlawful killing and therefore they have the power to seize company documentation and computer records as part of their investigations. They will bring prosecutions against company directors who fail to show that they have clear policies and guidance for their employees driving at work. Company directors may also be unaware that privately owned vehicles used for business journeys are treated in exactly the same way as company owned vehicles whether the privately owned vehicles are part of the cash fleet or the grey fleet. Directors have an equal responsibility under the law to ensure that these vehicles are also roadworthy and have the correct insurance. It is important that company policies are in place to cover driving at work, that detail each aspect of the vehicle / equipment operations in their business, no matter how many are operated and who owns them. Employees are required to have been briefed and/or trained on the policies and given updates whenever they are reviewed meaning that only having a paper policy is not sufficient (the policies need to live and breathe as an integral part of the normal way of doing business). By having policies such as these, directors can reduce the risk of being prosecuted and avoid a possible custodial sentence. This emphasizes that the driver / operator of the vehicle is as important as the vehicle itself. ANNATA CUSTOMER EXAMPLE LARGE CONSTRUCTION COMPANY In the United Arab Emirates, one of the lead partners for the construction of the Burj Khalifa (the tall building in the world) use the Annata 365 solution to manage their varied equipment fleet. EQUIPMENT / VEHICLE MAINTENANCE Vehicles / equipment needs to be maintained in a good and safe condition. In addition to the manufacturers recommended routine maintenance schedule, arrangements should be made for vehicles to be inspected at appropriate legislative intervals to determine the condition of those parts that make significant contribution to their safe operation. Within the Annata 365 for Fleet solution full functionality is included to handle maintenance intervals of any frequency. The solution also has comprehensive functionality around inspections that can be scheduled to happen periodically. Different inspections can be set up with different criteria attached to them and run by various people within the business. It might be an example that a 6 monthly inspection is carried out by a technical person, but a monthly inspection should be carried out by the driver / user of the vehicle. Inspections are also valuable in providing the ability to identify future work and follow this up with built-in tools. The Work Order module, directly linked to Fleet Management, enables all such tasks to be undertaken. Down time can be limited by managing scheduled maintenance and inspections ensuring that regular maintenance is known about and can be planned for. The functionality can also be used to create job lists that cover all of the manufacturers requirements as well as the safety requirements that were mentioned above. Job lists can include standard hours against each task that needs to be carried out, enabling analysis to compare the actual performance of a mechanic against the standard time to carry out a task.

3 The solution also includes functionality to effectively manage the workshop or workshops associated with the fleet operation. This includes the ability to manage the: workshop load people in the workshop capabilities / skills of the team chargeable rates by skill level track their availability warehouses associated with the workshop enabling greater stock control on parts, automated parts ordering, etc. If service work is carried out by 3rd party garages then it is equally important that they adhere to the maintenance schedule laid down by the manufacturer. The details of the schedule would be held within the service module and would be assigned to a vehicle (or piece of equipment). It would then be possible for the details to be visible to the service centre through the web portal. ANNATA CUSTOMER EXAMPLE LEADING VEHICLE LEASING COMPANY Our customer manages around 50,000 assets in the Brazilian market - both from a leasing and rental perspective - offering services to both private and business customers They track the assets throughout their lifetime, using both their own operations as well as independant service centres RECALLS & SERVICE CAMPAIGNS Having a fleet of well-maintained vehicles is something that is essential for any business. Equally important is a fleet that meets all health and safety requirements as this is crucial to avoid legal action and bad press which can easily damage the organization s reputation. The functionality to manage recalls, provided as standard with the Annata solution, gives the organization the tools that they need to effectively manage the process. Helping to make sure that all equipment has all of the latest fixes and adjustments requested by the OEM, or equipment modifications that have been identified internally by the company following an incident or near miss. The functionality of Annata 365 for Fleet enables a company to track the repairs that are needed on their equipment regardless of where the asset is located. For an emergency recall it may be necessary to carry out the repair immediately even if it is located on a remote site. For lower levels of recall the repair can possibly wait until the piece of equipment comes in for the next service. The work order functionality within Annata 365 is used to ensure that all checks / repairs / alterations required are carried out.

4 The screen shot below shows a summary of all work carried out on a vehicle: DRIVER RECORD As we have seen above, to genuinely show a duty of care it is essential that an organization has the ability to maintain details relating to the driver of a vehicle or a user of a piece of equipment. These details could be legal requirements: is the user actually allowed to operate the piece of equipment do they have an up to date certificate? Other details may relate to a company standard: has the driver of a vehicle carried out an inspection to ensure that the corporate logo is in good condition and clean, alongside checking that all lights are working and other safety related checks? Other areas could relate to reducing the costs of operating the vehicle: has the driver attended the latest fuel economy course or did they read the recent briefing on route planning and have they completed the follow up questionnaire? All of these areas (and many more parts of the jigsaw ) will help to show a duty of care, should the vehicle be involved in a serious accident and an investigation is carried out by the Police. Basic information such as, who was driving the vehicle at the time of the accident particularly important for pool cars will be one of the first things that the authorities will want to know.

5 With the Annata 365 for Fleet solution it is possible to maintain records such as: License details including the ability to display an alert if an expiry date is due to be reached Insurance details does the employee have the required business use insurance and when is it due to expire (again an alert can be setup to send an to both the driver and an administrator 2 weeks before expiry) Eye tests has the driver attended / passed an eye test within the past 2 years Parking tickets when / where. It would also be possible to send out a questionnaire to the driver to try to find out why they had parked illegally perhaps the route plan for the day did not allow them adequate time to find a parking space Training courses record which courses have been attended and when. It is also possible to setup training courses on the system and the driver register for these courses on line Speeding tickets as well as keeping the record it may also be company standard to send out (electronically) a questionnaire to the driver and for them to attend a training course relating to safe driving The employee record also holds all of the base data relating to the driver, as would be expected from any good HR system. The HR module is built in to the functionality of the solution, so it may be possible that an organization does not need a separate system with all of the interface hassle and potential expense that might incur. Within the Annata 365 for Fleet solution the link between the vehicle and the employee record is through the Custodian table (see example screen shot above). This table has the functionality to list all drivers / users of the vehicle or piece of equipment over time perhaps having the ability to see who was responsible for the vehicle 8 months ago on a particular date, will be useful. The solution uses the concept of active and inactive users with a full historical record being kept throughout the lifetime of the vehicle. CUSTOMER ENGAGEMENT FINANCE AND OPERATIONS SALES Purchase Sales Inventory Transfers BASE INFORMATION Brand / Class / Model Serial no / reg no / fuel type Meters Configuration AFTER SALES Work Orders Workshop Management Service Campaigns/Recalls Service scheduling Warranty Claims CONTRACTS Inspections Rental Fixed Assets Leasing Contracts Servicing Contracts FULL LIFE CYCLE CAPABILITY COMMON DATA SERVICES Legacy systems IOT / Telemetry Big Data Power BI Machine learning 360 VIEW WHOLE-LIFE COST There are many elements that make up the whole-life cost of operating a vehicle or piece of equipment. As has been mentioned before, this starts with the initial purchase and then continues until the vehicle is disposed of at the end of its lifetime. The diagram above shows that we provide a 360 view of each device in the fleet and therefore tracks areas such as: Depreciation charges each month Maintenance costs less any warranty claims that have been made Accident / breakdown repairs Fuel costs which can be imported from a fuel card supplier Insurance costs especially if it is a specialist piece of equipment Cost of disposal less the actual sales prices achieved It is important that a company has the flexibility to determine the factors that are to be taken into account both from a Business Intelligence aspect as well as from the information that can be displayed directly from the vehicle (through the statistics view that gives a snapshot of the costs at any point in time). This is achieved through the functionality and the reporting cubes that comes as standard with the Annata 365 for Fleet solution.

6 The reporting cube drives the standard reports, the self-service reporting that is available through Power-pivot in Excel as well as reporting and KPI measures through the Role Centers (over 70 standard roles are available as standard with the solution). The vehicle statistics form can also be setup to take into account the income from monthly invoices that are created for a leasing company. FUNCTIONALITY for the full life-cycle of any device SALES AFTER SALES FLEET OEM / PRODUCTION CUSTOMER ENGAGEMENT PURCHASE, ASSEMBLY & MFG SALES SERVICE / REPAIR WARRANTY CLAIMS PARTS RENTAL / CONTRACTS USED SCRAPPING Marketing Bulk purchase Sales activities Workshop management Recall campaigns Parts catalogs Rental contracts Used Purchase Market segmentation Stock orders Quotations Service appointments Service campaigns Advanced parts classification Leasing contracts Used Trade in Lead generation Custom order Model catalogs Job quotations Recall letters Parts replenishment Service contracts Inspection Prospects Bulk shipments Multiple brands Work orders Standard warranty Order types Finance contracts Repair Opportunities Damage inspection Device configuration & versions Resource planning Extended warranty Emergency orders Fast moving rental Component change Marketing activities Consignment stock Test drives Work calendar Goodwill warranty Multi level supersessions Long term rental Sales activities Activity calendar Device transfers Matching and allocation Job lists Inbound & Outbound Alternative parts Rental calendar Quotations Appointments Transfer approvals Financial offers Standard labor times Dealer self billing Refurbished parts Rental reservation planner Device configuration & versions Tasks Type approvals / Certificates Payment plans WIP Warranty validation Cannibalization Delivery/return inspection Multiple life cycles Prospect & lead qualification CKD assembly Insurance offers Job splitting Automatic charges Transfer orders Scheduled inspections Used calculation Marketing questionnaires Parts refurbishment Warranty offers Service warnings Preliminary invoicing Transit warehouses Capacity overview Trade in settlement Marketing campaigns Body building Service packages Courtesy vehicles Pre work approval Warehouse management Repair & Maintenance Marketing follow-up Modifications PDI & PDS Complaint cases Quarantine receipt Loan calculation Telemarketing After market engineering Used device trade in Maintenance plans Receipt and picking Payment plans Customer surveys Vendor portal Equipment & Config pricing Service scheduling Dangerous goods Interest calculated contracts Owners & Custodians Service contracts Price updates Indexing New and used devices Service questionnaires Inventory value models Flexible invoicing Sales questionnaires Service follow-up Rental transfers Sales follow-up Device service history Rental replenishment (MP) Mobile mechanic app Mobile inspection app Mechanic capability Replacements/exchanges MOBILITY MOBILE MECHANIC APP MOBILE INSPECTION APP PORTAL ORDERS SERVICE INQUIRY WARRANTY CLAIMS PARTS ORDERS BUSINESS PERFORMANCE DASHBOARD/WORKSPACES DATA CUES REPORTS KPI & MIS BUSINESS OVERVIEW WORK LISTS FINANCE & OPERATIONS Integrated financials Regional sales taxes Credit limit checks Invoicing Pre-payments POS payments Customers & Contacts Vendors Transport management Sites and warehouses Product master data Device master data Production Internal certifications External certifications Projects Fixed assets Human resources

7 ANNATA 365 FOR FLEET PRODUCT INFORMATION WHITE PAPER FLEET