Fleet Management System – Requirement | Features | Cost

fleet management system

This blog post describes a detailed overview of fleet management system – Requirement, Time, Technology and functionality. All features of Fleet Management Systems are going to be provided in this post in details.

Fleet Management System:

Fleet Management System is the range of functions which allows transportation companies in business to minimize the risk related with the improving efficiency, proven return on investment, productivity in business and reducing the overall cost.
It is a modular based system that has been developed for the group of transportation or large companies using fleets/vehicles with the sole intention of operating the business in a timely manner and reliable way.
Fleet management includes a range of functions like tracking valuable assets; automate the fleet reports, Management of vehicles and security & control of the fleet.
We provide simple and versatile fleet management system which is backed up by mobile access and live support. We emancipate your fleet with the sharpest technology, outstanding features and 24 hr access.
Now you can have more time to achieve your destination then less time to worry about the fleet operations and route.

Requirement Gathering:

  • What do client requires?

    We have an absolute idea of our client’s needs for the Fleet Management System in their business, so here is a list of some main requirements we think that every client would want in their Fleet management system.

    • Reduce fleet management time and cost
    • Integrate fleet planning and execution
    • Real time tracking of fleet which includes vehicle tracking, driver detail and asset details.
    • Fleet scheduling management for on-time deliveries and customer service.
    • Automation of fleet reports.
    • Management of fleet/vehicle Maintenance
    • Fleet utilization management
    • All time fleet monitoring
    • Route tracking
    • Expense tracking
    • Fleet analytics
  • Hardware requirements:

    Implementation of fleet management system would require hardware entities for Real time tracking of fleets and driver, which can be listed as:

    • Mobile Phones (iOS/Android/Windows): Any Mobile phone with the driver with GPS enabled in it can be used for the real time tracking of the vehicle and the driver. This provides you the location access to any of the mobile or immobile fleet.
    • GPS Device: Live GPS tracking devices are ideal for most vehicle tracking needs. With live GPS tracking systems in the fleet, you can have access to real-time data about vehicle location, use, driving speed and etc. This can be used to track driving habits, route vehicles more effectively, keep tabs on equipment that is at high risk of theft, and improve your dispatch processes.
      You can use both of these for the combine and separate tracking of the fleet and the driver.
  •  Software requirements:

    These are some software requirements for the implementation of the fleet management system:

    • Server: We can use any server for this management system but we prefer these two servers to be precise that we will be working on:
      1. NGINX Server – Nginx is an open source web server which can handle a website with a huge amount of traffic. It is a high performance web server developed with an intention to handle websites with large number of users. Its speciality is that it can run on a minimal amount of resources and handle a large number of requests.
      2. Digital Ocean Server – Digital ocean server or ‘droplets’ is a cloud server which is designed to store and server massive amount of data while making it easy and cost effective. Digital ocean server use KVM as hyperviser and can be created in various sizes. It helps in build deploy and scale cloud application faster and more efficient

      We personally recommend to use Digital Ocean Server, as it is much faster, easy and cost efficient.

    • Socket connection: One of the main software components of the Fleet management system is socket communication server. It is a central server component that communicates with the tracking units. Socket connection is capable of communicating with multiple clients units using multiple threads as it establishes TCP/IP socket connection with the remote hardware units. When the fleet GPS is connected, the server will authenticate the connection and proceed to receive information from the device.
    • RabbitMQ: RabbitMQ is the most used open source message broker software. It originally implemented the Advance message Queuing Protocol, which we will be using in this system. If we add single entries from server multiple times in database it will lock itself. So for preventing that from happening we will use RabbitMQ, which stores a information until a receiving server connects and takes a message off the queue. The receiving server then processes the information in an appropriate manner. So we can insert bulk information in the database in particular time as we want.
    • Database: We will be using any of these two databases for storing the data we collected from the tracking devices of the fleet:
      1. PostGIS/PostGreSQL
      2. MySQL
    • Mapping Systems: This is the main software component of the Fleet management system. This whole system is dependent on the web mapping of the data or information that the GPS devices provide. For mapping the data we can use any of these two Mapping systems.
      1. Google Maps: Google Maps is the tool which is used to display geographical information on a map which is in a widely accepted standard format for digital maps.
      2. OSM (Open Street Map): OSM is the software that creates and distributes the open source graphic data of the world. OSM has no restriction of technical or legal type. It allows free access to its map images and underlying map data. Here we can show our tracking data in real time.


    •  Managing vehicles:

      We will provide you all the information regarding the fleet/vehicles in the web portal’s dashboard like vehicles insurances details, vehicle renewable reminders and Maintenance/service reminders for vehicles etc. Our system provides automated reports for every penny you spent on the vehicle and each expense you are going to do in meantime. We provide vehicle orders bar where you can manage orders and get previous order details.

    • GPS Tracking:

      The tracking unit collects the location information with the help of the GPS (Global Positioning System) device which we used in our system as hardware. Global Positioning System can be used for providing the route to the fleet. GPS formats collected information into the system–specific packet format and sends it to server via socket connection server. Global Positioning System tracking system uses the Global Navigation Satellite System (GNSS) network. This network incorporates a range of satellites that use microwave signals that are transmitted to GPS devices to give information on location, vehicle speed, time and direction by which we can manage Real time tracking of fleet which includes vehicle tracking, driver detail and asset details and Fleet scheduling management for on-time deliveries and customer services.

    • Speed tracking:

      Driving with excessive speed is one of the main factors in fatal road accidents. Driving at a safe speed can help save lives. Fleet managers have an interest in keeping their drivers on the road and out of the troubles, and they also want to ensure that their fleet is operating in an efficient and timely manner. Speed tracking and reporting is a principal feature in Fleet Management System. In terms of reporting, our systems will report all offences to base in real time (even have the capacity to set an SMS alert).

    • Geofence:

      Geofence is described as the circular areas which are defined around a particular location. It is set by the client in Fleet Management system by able to define the radius of the area. The GPS location of the center of the circle and the radius define a Geo-fence. If a vehicles GPS location is within the Geofence, then they are in safe area and if any vehicle go outside the area of geofence the client is notified by a text or email alert and the event is recorded.

    • Automate the fleet report:

      We surely provide the automated report on each transaction or order. We provide automated report of the previous orders of fleet which you can check any time or download the file.


    Contact us at our mail or put a comment below to discuss the expected cost.

Author: Akshay Upadhyay

Owner and Director of a Private Limited company which serves individual to large scale industries in the field of Maps and GIS. He is a Gold Medalist in M.Tech(Spatial Information Technology) and owns some famous Technology blogs and website... Know more

3 thoughts on “Fleet Management System – Requirement | Features | Cost”

  1. thank you for sharing this content. very informative and helpful. I’ve been using AutoGuard GPS tracking service for so long. I know everything about the VTS tracker. it is very essential for every vehicle owner.

  2. Hey Akshay, thanks for sharing an amazing post.
    A fleet management system is a set of functions that enables transportation firms to reduce risk while increasing efficiency, proving return on investment, increasing productivity, and lowering total costs. Thanks for providing a detailed overview of the fleet management system – Requirements, Time, Technology, and functionality.

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