GPS Tracking Implementation Kit

Transcription

1 GPS Tracking Implementation Kit 1

2 2 Table of contents Best Practice Implementation... 3 Frequently Asked Questions... 4 How to tell your staff... 7

3 3 Best Practice Implementation Firstly, the matter has been dealt with by the data commissioner here in Ireland. The extract below is taken directly from their website: "4.10 Can my employer use GPS / Vehicle Tracking Systems? Yes, subject to conditions to protect your right to privacy. A company may have very good business reasons to track the location of its vehicles. There is no problem with this under data protection legislation, provided that employees are fully aware of the tracking and its implications. If an employer permits some private use of a company vehicle, it should be possible to turn the tracking system off during such use." Here is the actual link to this page on dataproctection.ie: Additionally, below are a number of points that we recommend considering and acting upon before implementing the solution: 1) Inform the drivers: Schedule a meeting and write a letter to each driver detailing the system that will be installed, its capabilities and how the information is gathered and displayed. The complete list of the goals from implementation of the system should be conveyed to the drivers.ie. The company believes through better management of the fleet operational efficiency can be improved. 2) Explain any changes you will make: Using the system will provide information useful for business decisions. The information will be used to protect the interest of the business and in turn the interest of its employees. Explaining what changes you expect to take place, and what will remain the same, again will clarify for the drivers how the system will be used and remove any confusion regarding the installation. 3) Improvements Not penalties: Make it clear that the primary purpose of the system is to improve and synchronise the way business is done, not to monitor and punish individuals. 4) Protection of both company and staff: Proof of vehicle location and speed has been highly valuable for other clients in protecting against incorrect or fraudulent insurance cases. Again recording this information is used to protect the business and in turn its employees. 5) System is open: Once the drivers understand there is nothing to hide in the system many of the problems associated with GPS tracking go away. Drivers, if they wish, can view their own driving information. It is possible to have individual logins for each driver, and they can see all vehicles, or just their own. As defined by the customer 6) Future Employees: When an employment contract is being signed with a new employee joining the company a condition should be inserted regarding GPS Vehicle Tracking, stating that a device will be installed in their vehicle.

4 4 Frequently Asked Questions Can you tell me how it works? Basically we have a couple of different levels of system and depending on what you need we set you up with the right one on your account. From there a black box unit needs to be installed in the vehicle. We can do that, or you can alternatively self install it or have your garage do it. Once that is installed, it starts sending data back. All you have to do from there is log in. We give you a username and password as soon as you sign up, and from there you are up and running. If you need anything, you literally just need to click. How does vehicle tracking work? Transpoco converts GPS data received by the hardware unit in your vehicle and sent back to our secure servers through the GPRS network into user-friendly maps and reports, accessible via the Internet. No software is required, simply login using any PC with Internet Explorer and instantly access your data. What does GPS mean? GPS - Global Positioning System - a space-based radio navigation system comprising a series of satellites orbiting the earth and associated ground infrastructure. The units in the vehicles continually communicate with the GPS system and by a process of triangulation are able to work out the location of the vehicle which is then displayed on the base station mapping screens, generally to with 5-10 metres accuracy. What does GPRS mean? GPRS - General Packet Radio Service. This is a high speed 'always on' data transfer link which is used to communicate captured vehicle location and status information from the vehicle back to the base station software. What type of Internet Connection do I need? While Transpoco recommends a simple high speed Internet connection (Broadband, et. al.), the Fleetwise Vehicle Tracking Services web software does not require anything beyond a dial-up connection. With a dial-up connection, however, the user will notice slower response when navigating, running reports or downloading. Can I view the tracking system on my mobile phone? Yes! There is a wap mobile version for older phones and also a compatible smart phone version. How long does the unit take to install? It depends on the type of vehicle. For a van it takes about minutes to install our standard unit, for a car, it takes close to an hour. How long after ordering will it it be before the units are installed? We can install within 5 days from the time the order is placed.

5 5 Do I need a professional installer? It depends. If you have a person with basic vehicle electrical knowledge, then you should be able to install the units. We have designed our units and our installation guide to be as simple as possible. Each unit will be connected to an ignition source, a constant power source (vehicle battery) and chassis ground. Transpoco provides all needed cabling and fuse kits. If you do need a professional installer, Transpoco also has a network of installers around the country. Where does the unit go on my vehicles? We usually fit the sealed hardware unit behind the dashboard to avoid clutter and remove any sign of the unit being in the vehicle. The unit is hardwired to the fuse board and it is hard to find. In the event of the vehicle being stolen, the thief will not know there is a tracking unit in the vehicle. Can I move the unit from one vehicle to another? Yes, absolutely. You need to inform Transpoco of your intention so we can change the system to administer this change. What if the unit breaks? It is under three year warranty, and the service comes with on-site maintenance. We have a operate to a maximum 72 hour service window, however we usually get to the unit quicker than that. Can more than one person login at a time? Yes, multiple users can login under the same username/password. Alternatively we can setup separate accounts for each user. It is also possible to have different access level rights for each user, for example, some user may not be allowed to see all vehicles, or limit the driving history they can see etc. What is the situation with GPS tracking in relation to data protection etc.? Firstly, the matter has been dealt with by the data commissioner here in Ireland. The extract below is taken directly from their website. "4.10 Can my employer use GPS / Vehicle Tracking Systems? Yes, subject to conditions to protect your right to privacy. A company may have very good business reasons to track the location of its vehicles. There is no problem with this under data protection legislation, provided that employees are fully aware of the tracking and its implications. If an employer permits some private use of a company vehicle, it should be possible to turn the tracking system off during such use." Do I get a discount if I have multiple vehicles? We have some discounts available on quantities. These start at over 10 vehicles. We also have generous discounts based on payment options. Can I pay by credit card? Of course, we just need to get you a proforma invoice and you can pay that a few different ways. Speak to a member of the team and they will organise everything.

6 6 Can I access the system from home? Yes, it is web based, so you can access on anything connected to the internet : pc, smartphone...etc. Do you come and install the software? No, the software is web based so you can get access to it from anything connected from the internet. We can also do all the user training, setup maintenance remotely. How do you do user training? We can do it all online, once you are setup, we take you through all the features you need. Can I split the annual fee monthly? For ease of use and in order to provide a quality and consistent service to all of our customers we stick to the pricing structures set out on our pricing page. I have old units, can I use those? No, we install our own hardware. The economics of re programming or recycling old hardware just don't make sense so we only ever install our own kit. How often does the system update? The system updates every minute by default and also every time there is an event, like when the vehicle makes a turn greater than 15 degrees, or the vehicle starts or stops. Can I track my phone? We only track vehicles because it has many more advantages than tracking phones. The information you get back is faster and way more accurate and also there is no chance of losing data. What savings can I make from using Transpoco? Talk to one of our team members about your vehicles and they will be able to give you a good indication of the improvements you can make. Can I get an insurance reduction? Many insurance companies give reductions based on having tracking units installed. If your insurance has a scheme in place we can assist you in lowering your premium. Can you measure tyre pressure? No, but we do have a fleet management system that will help you with administration of your fleet. Is there a minimum or maximum number of vehicles requirement to sign up? No, there is no minimum or maximum number as our pricing is based per vehicle. We have a wide range of customers going from 1 vehicle to 500 vehicles and can work with fleets of all shapes and sizes.

7 7 GPS Tracking, How to tell your staff How am I going to tell the staff that I want to put a GPS tracker in their vehicles? The good news is this is actually an easy answer, AND we can help you with it. Really it is so simple, you just need to go through the business case that we have just worked out. If it makes sense for the business it makes sense for the employees of the business. Find below 5 easy steps to installing a GPS tracker: 1) Justify the business case: This is our job, talk to us today, or download one of our white papers that will help you with this. We look at what you do, how you work, where your customers are, what vehicles you have, what level of service you need to give to your customers, how much you spend on fuel, insurance, maintenance, everything to do with your fleet and service delivery. 2) Talk to the staff: Either organise a team meeting or speak to each driver individually. It is your job to get the best results possible for the business, staff know this, and taking the time to explain to them how the new technology will help the business shows them you respect them. 3) Write them a letter: The fear of the unknown is the biggest issue with implementing a GPS tracker. Even though you have spoken to the drivers, give them a letter saying exactly what the system does, and the changes in policy and procedures that will come about. We have template letters to help you draft this document. 4) Stay calm! Not everyone, but some customers as soon as they have put in the system realise they have been wasted thousands and thousands of euro for the last number of years. You don't need to get hung up on this. The best (and only) strategy at this point is to put new systems and policies in place to save money and time in the future. Forget about past performance, that is done. Again we can help you with template policies and procedures for all of the issues you are now facing. 5) Open communication with drivers: Really you have nothing to hide, and neither do the drivers. So if a driver asks about the system, let them see the data you have recorded. You shouldn't show them anyone else's information, but there is no reason not to show them their activity. If you like you can even set up an individual account for each driver to view their own driving data. Anyway in summary, this is not hard. We are conscious it feels like an awkward conversation at this point, but download the white paper or talk to us on the phone and we will give you the tools to quickly and professionally get through this conversation.