How To Use A Gps Tracking System

Transcription

1 GPS TRACKING/FLEET MANAGEMENT What it REALLY does for your company Through the years in this business I have learned that most companies that start looking for a GPS Tracking System are interested in what we call a Basic Tracking. Basic Tracking is nothing but a map whit a dot showing the location of a vehicle. Some basic tracking applications include also a basic report that keeps a log of all the positions of a vehicle over a certain period of time. But once these companies implement a GPS Tracking solutions and the technology permeates into their processes, they start finding the REAL BENEFITS that a GPS Tracking Solution brings. This is Part 1 of a series of 10 articles in which I will present how a GPS Tracking system can REALLY make a difference in a company s performance. This first part will start by introducing some basic concepts related with these technologies, so I and my readers have a common framework to work with. There are many applications for the GPS TRACKING technology that can be divided into two main groups: NAVIGATION and TRACKING. Navigation is related to devices that are installed in the vehicles and that provide on-board navigation information. The user will usually enter a destination address and will start receiving audio and visual directions on how to arrive to that place. Samples of these devices are seen in almost every computer store, and the most recognized brands are Garmin, TomTom, and others. Tracking is related to devices installed in the vehicles that send information about the vehicle to computer programs where the information is processed and presented to users in maps and reports. The information sent by these devices includes at least the position in terms of Latitude and Longitude, the speed, the direction (north, south, east, etc.), the date and the time. Other devices include more sophisticated information such as Ignition status, doors status, on-board engine diagnostic, etc. Samples of companies that provide this type of products are also multiple, and can be found by tons with any search in a search engine like Google. Tracking is usually provided by companies as an internet service, although there are some companies that sell simple applications to be installed in computers. As mentioned before, there is a wealth of options to pick from. Some of the most established companies include Tracking Solutions Corp ( Fleet Tracking Online ( and TSO Mobile ( These and other companies will offer to their users Tracking solutions that can be accessed via web, and that allows to keep track of the company's vehicles in real time. Once a company or an individual decides to go into this technology, the first question that has to be solved is: What type of GPS System I need? Is it a Tracking System? Or a Navigation System? It is very common to start shopping around without a clear understanding of what is needed. This series of articles will focus on GPS Tracking more than GPS Navigation. And this

2 first article severs as a starting point to understand and identify what the needs are on each particular case. In the next article I will discuss some additional terms related to GPS Tracking and will start going into its applications in the day to day processes. GPS Tracking Solutions: Components of a GPS Tracking System - Part 2 GPS Systems are built by three main elements: GPS Devices, Data Transmission System, and Software application to view the data. Each company has particular needs that can be satisfied by the appropriate combination of elements. When starting the implementation of a GPS Tracking project, there are multiple considerations to select the most appropriate combination of elements, starting with the wealth of options included in the GPS device. That is why it is important to understand these options before starting the process of a GPS Tracking Solution. On part 1 of this series of 10 articles I wrote about the two main types of GPS Systems employed commercially to provide Location Based Services to businesses and consumers: Navigators and Trackers. I described each one of them and their applications. On Part 2 I will start focusing on the GPS TRACKING SYSTEMS and we will leave the GPS Navigators Systems for other articles. A GPS Tracking System is built by 3 main components: A GPS device or GPS Tracker, which receives the location information and then delivers it to a software application. A data transmission system, which takes the information provided by the GPS Tracker, and delivers it to the software application. A Software Application, which presents to its users the data recollected by the GPS Tracker in several formats including maps and reports. This article will present the main components of a GPS Tracking Solution, and will start expanding on the first component: GPS Trackers. It will take me this article and the next one to go in detail over GPS devices. GPS DEVICES In this section I will define what a GPS Device, and how they work; then I will introduce the types of trackers, what features bring different types of trackers and my opinion in regards to each type. At its simplest definition, the GPS device, or better the GPS tracker, is the component in charge of receiving the information about the location of the vehicle, and providing this data to the GPS Tracking Application through the Data Transmission System (which will be explained in coming articles). GPS Trackers are usually small boxes (metal or plastic) that can be the size of a man s wallet, or a little bigger. All of them need at least one antenna (GPS antenna), and most of them need an additional antenna to enable the data transmission module. So this leads to a first classification of GPS Trackers:

3 Full satellite trackers. This type of trackers will use satellites to receive and transmit data. Hybrid trackers. This type of trackers will use satellites to acquire location (we will see some variations here later in this article), and another method to transmit the data (a data modem, a data port to download the data, etc). On the next article I will expand on these concepts. So, the main task of a GPS Tracker is to provide information of the location of a vehicle or an asset, or a person. The location of the units is usually acquired from the GPS satellites, but there is another method based on triangulation with cell towers to calculate locations. Getting the location from satellites is the most accurate mechanism, providing a minimal margin of error most of the times (from 2 up to 50 feet). GPS location can be acquired anywhere in the world. The only down side for this location technology is that the GPS antenna has to have a view to the sky. For example, if the vehicle gets into a garage, most probably there will not be GPS locations available. Getting the location based on a triangulation with the cell towers (those that are also used by our cell phones to transmit voice and data) has a bigger margin of error (up to a few hundred feet), making it a not very accurate location mechanism. This type of location also requires the presence of the named cell towers to work. The upside of this mechanism is that it will perfectly work within buildings, which is not the case for GPS satellite location. Some GPS Trackers are designed to work with both location mechanisms, creating a new concept called Assisted GPS (AGPS). There are mainly three types of GPS Trackers: Passive Trackers, PING Trackers, and Live Trackers. Also, some devices have more capabilities than just getting the location of the vehicle. In this article I have dissected a GPS Tracking solution into three main components: a GPS Tracker, a data transmission system, and a GPS Tracking application. I have also started exposing the details of GPS Trackers, specifically the two main ways to locate a vehicle. Finally, I introduced two more elements to consider in GPS Trackers: types of trackers and advanced features of a GPS device. How does a GPS Tracking System work? - Part 3 GPS tracking is a way of working out exactly where something is. A GPS tracking system, for example, may be placed in a vehicle, on a cell phone or on special GPS devices which can either be fixed or portable units. GPS (Global Positioning System) works by giving information on exact location. It can also track the movement of a vehicle or person. So, for example, a GPS tracking system can be used by a company to monitor the route and progress of a delivery truck, it can be used by parents to check on the location of their child, or it can be used by drivers as an aid to navigation. A GPS tracking system uses the GNSS (Global Navigation Satellite System) network. This network incorporates a range of satellites that use microwave signals which are transmitted to

4 GPS devices to give information on location, vehicle speed, time and direction. So, a GPS tracking system can potentially give both real-time and historic navigation data on any kind of journey. A GPS tracking system can work in various ways. From a commercial perspective, GPS devices are generally used to record the position of vehicles as they make their journeys. Some systems will store the data within the GPS tracking system itself (known as passive tracking) and some send the information to a centralized database or system via a modem within the GPS system unit on a regular basis (known as active tracking). A passive GPS tracking system will monitor location and will store its data on journeys based on certain types of events. So, for example, this kind of GPS system may log data such as turning the ignition on or off or opening and closing doors. The data stored on this kind of GPS tracking system is usually stored in internal memory or on a memory card which can then be downloaded to a computer at a later date for analysis. In some cases the data can be sent automatically for wireless download at predetermined points/times or can be requested at specific points during the journey. An active GPS tracking system is also known as a real-time system as this method automatically sends the information on the GPS system to a central computer or system in real-time as it happens. This kind of system is usually a better option for commercial purposes such as fleet tracking and individual vehicle tracking as it allows the company to know exactly where their vehicles are, whether they are on time and whether they are where they are supposed to be during a journey. This is also a useful way of monitoring the behavior of employees as they carry out their work and of streamlining internal processes and procedures for delivery fleets. Real-time tracking is also particularly useful from a security perspective as it allows vehicle owners to pinpoint the exact location of a vehicle at any given time. So, if there is a robbery, the owner of a vehicle will know exactly where the vehicle was when the robbery took place. And, the GPS tracking system in the vehicle may then be able to help police work out where the vehicle was taken to if it was stolen. Many fleet operators find that having a GPS tracking system in place actually works as an extra security deterrent for this reason. What are the Differences between a GPS Navigation and Tracking Systems? - Part 4 GPS devices have two primary uses for both business and consumer sectors - firstly, they can be used for navigation purposes and secondly they can be used for tracking purposes. In both cases the devices can use satellite technology to assess where a vehicle, object or person is located at any given point in time. The uses of the GPS devices can - from that point - be very different. A GPS system that is used for navigation purposes will simply use the technology to assess where an object is currently located. This kind of GPS tracking system is concerned with using the location of the object to simply help set up a set of navigation instructions to get to a different location.

5 The most common use for this kind of GPS system nowadays is in a vehicle. Drivers can simply install fixed or portable GPS devices to help them get from A to B. The GPS tracking system here will use images, text and/or audio to give step by step instructions on a given route when the driver inputs their destination. Some GPS devices in this sector will also give extra information such as weather forecasts, traffic information and data on hotels, places of interest and restaurants. It is also possible to find a GPS system for navigation on cell phones, PDAs, Pocket PCs and as stand-alone pocket-sized devices. GPS devices that are used for tracking purposes, however, use the location data that they gather for different purposes. This kind of GPS system is most commonly used by the business sector although there is now a growing market for consumer use. For example, parents may give their child a cell phone with a built-in GPS tracking system so that they can keep an eye on where they are and they can easily track them if something untoward happens. A GPS tracking system can give users more data than simply telling them where an object is located. This kind of technology is perhaps most commonly used for fleet tracking and vehicle tracking. If a fleet vehicle has a GPS tracking system placed in it then the company can monitor all kinds of relevant data about the vehicle including location, time, direction, speed and driver activity. Companies will most often use a GPS tracking system because it helps them manage their vehicle/fleet and to ensure that their operations here are streamlined to optimum efficiency. They can choose from real-time and passive GPS devices - real-time GPS tracking systems send data to a central location as it happens and passive GPS tracking systems store the data on the unit in most cases. Using this kind of GPS tracking system means that a company can know where a vehicle/employee is at any given time and what they are doing. This kind of GPS system can also give security benefits in the event of accidents or theft. Tracking systems can be set up as units in vehicles but can also be used in other ways. For example, many cell phones nowadays have GPS tracking functionalities - in fact, many smallmedium companies are doing their tracking by cell phone now. It is also possible to get tracking options on PDAs, Pocket PCs and on portable tracking devices. What are the benefits of using a GPS tracking system based on a cell phone? - Part 5 Nowadays many cell phones come with a built-in GPS tracking system that can be turned on or off. This system (depending on the type of cell phone and GPS system used) can be used to provide different kinds of tracking data for both location and navigation purposes. So, for example, an individual may use a cell phone GPS tracking system to help navigate a journey or to track a child. A business, on the other hand, can use a cell phone based GPS tracking system as an alternative to standard fleet tracking solutions.

6 The advantages for consumer use are obvious - this kind of cell phone based GPS system could give a parent peace of mind as it will enable them to know where their child is whilst allowing them some independence. There are, however, also a lot of advantages to using this kind of cell phone GPS system for businesses as well. Using a GPS tracking system that is based on a cell phone can simply be a cost effective way of fleet tracking or vehicle tracking for a small-medium business. This kind of GPS system can be hooked up with specialist tracking software/systems that can give all kinds of tracking information such as location, speed, direction and stop/start data. All a business needs to set up this kind of fleet tracking system are compatible cell phones and either software/tracking site subscription services. The data given by this kind of GPS system can also be accessed on a real-time basis and can be then monitored on a central computer. This allows fleet operators to use their drivers cell phones to track and manage their deliveries and journeys. Many companies in other industries also find that this kind of GPS tracking system is a useful way of monitoring and tracking their employees if they are out on the road or away from the office for periods of time. Cell phone GPS systems can help companies make sure that their employees are doing their jobs as they should and that they are where they are supposed to be at any given time. There are also security and emergency benefits here. Having a GPS tracking system on an employee s cell phone could help the emergency services locate them in the event of an accident. Many employees who work out of the office would also be able to feel more secure in situations where they are alone on a job/site if they can be tracked by their cell phone. And, companies can save money in the simplest of ways if the cell phone has a built-in GPS system - if the phone is lost or stolen it can be easily tracked! The fact is that having a cell phone based GPS system could work out to be a lot more cost efficient for many smaller companies than paying for a stand-alone GPS tracking system. This is especially true if the company already provides work cell phones to their employees - the costs of setting up a GPS tracking system here (provided the phones are compatible) could well then be minimal. Unlike with standard GPS tracking systems, the company will also not to have to pay set up costs for software and hardware which can prove expensive. Real-Time GPS Tracking versus Passive GPS Tracking - Part 6 Real-time and passive GPS devices There are two primary ways to use a GPS tracking system - users can choose from real-time (also known as active) tracking or passive tracking. Before looking at the advantages and disadvantages of either GPS system it s important to know the differences between the two types.

7 A real-time GPS tracking system - as its name suggests - gives up to date tracking data as it happens, in real-time. The GPS system here logs data on a regular basis and then feeds it back to a central data system so that it can be tracked immediately. A passive GPS Tracking system doesn t work in real-time but logs data intermittently on to GPS devices - the data here is then generally stored on the GPS tracking system itself. Data can be tracked at various times and is usually set to be logged when something specific occurs such as a door opening and closing. The tracking data from the GPS tracking system can then be downloaded to a PC at a later time for analysis. Some passive GPS devices also allow data to be sent at pre-set intervals or to be requested on an ad hoc basis. The advantages and disadvantages of real-time GPS tracking The primary advantages of real-time GPS devices are that they report in real-time and that they often work nationwide. This can be very useful for fleet tracking or vehicle tracking, for example. So, a business that needs to track delivery trucks can know where they are at any given time, it can follow their progress and check that they are running on time and that the drivers are doing the job right. This kind of GPS tracking system can make it a lot easier to manage and streamline fleet operations which can make a significant contribution to overhead and operating costs. Real-time GPS devices can also give added security to a fleet or to a vehicle - if products or vehicles are stolen the company will be able to know exactly where the theft occurred and will also be able to track the vehicle itself if it is stolen as soon as the theft occurs. One disadvantage here is that most real-time GPS devices will come with an ongoing cost - most systems here are sold together with a tracking service (which is usually web-based) that will incur a monthly fee for the duration of time that a user wants to use the GPS system. However, users may find that the initial cost of the real-time GPS tracking system is lower than that of a comparable passive system. The advantages and disadvantages of passive GPS tracking The main advantage to a passive GPS tracking system is that there is a simple one-off cost to pay for the units and the software with which you manage the system. So, the user will not have to pay a monthly fee for a tracking service and will be able to manage its data in-house in the way that it prefers. And, if a company does not need real-time data then it may find that this kind of system works better. However, some people find that the one-off costs of a passive GPS system may be higher than those associated with real-time tracking - at least initially. This kind of GPS tracking system also does not always offer the same security benefits as real-time vehicle tracking units. For example, if the data here is stored on the GPS system in the vehicle and the vehicle is stolen then it cannot usually be tracked or analyzed until the vehicle is recovered. Types of GPS Tracking Systems - Part 7

8 GPS tracking systems can have various uses. For example, they can be used for navigation or for location purposes. So, a driver can use a GPS system to help him navigate his journeys or a company can use GPS devices to track the movements of their delivery fleet. Any GPS tracking system will use the Global Navigation Satellite System (GNSS). This system uses satellites that transmit signals to the GPS devices - the signals can then be translated into various kinds of data to give users information on issues such as speed, time, direction and location. There are various types of GPS devices and systems on offer nowadays. Consumers often use portable or fixed GPS devices in their own vehicles to help them navigate and access useful information when driving. This kind of GPS tracking system can also add an extra security element to the vehicle and can act as a deterrent as the vehicle can be easily tracked if stolen. Some users also have a GPS tracking system on their cell phone, PDA or Pocket PC and others use specially designed portable GPS units. Businesses also often find that there are a lot of benefits to using a GPS tracking system. This can be especially useful in fleet tracking, for example, where it is useful to know where vehicles are located, whether they are running to time and whether the drivers are meeting their job responsibilities. There are two basic types of GPS tracking system - active and passive. They both collate the same kinds of data in many cases but data access is managed differently for each type of system. A passive GPS tracking system stores its data on the GPS system itself (usually via built-in memory or memory cards). In most cases these systems work when something specific happens - so, for example, when the driver opens and closes a door or turns the ignition on and off, the unit will log the event and track it. The data stored on the unit via this kind of passive GPS tracking system may be downloaded for analysis on a computer at a later stage such as at the end of the journey/job. Some passive GPS devices allow data to be sent off automatically at specific times or when it is requested by the central system. The other kind of GPS tracking system most commonly used is the active GPS system. This is often referred to as real-time tracking as the data here is fed back to the central system on a realtime basis. With this kind of GPS tracking system the journey being tracked can be monitored as it happens via the central control system and data is tracked automatically. Businesses that buy a GPS tracking system also have different choices when it comes to managing the data they are given by their GPS devices. In some cases, for example, they may opt to buy a GPS tracking system that they then manage in-house. Nowadays, however, it is becoming more common to buy a GPS system and then to subscribe to the company s web-based tracking system. This allows a company instant tracking access from any computer via their

9 account page but also means that they do not need to pay for the technical infrastructure to manage the system themselves. Will my company benefit from a GPS tracking system? - Part 8 There are many benefits to a GPS tracking system. Running a GPS system, for example, can help many companies manage their fleet tracking and vehicle tracking needs. However, many companies remain unsure about adopting this kind of technology believing that it will only benefit businesses with large fleets. The truth is that any company - large or small - may be able to benefit from a GPS tracking system. Let s take a look at some of the advantages: Fleet tracking: a GPS tracking system makes it far easier to track the vehicles that are working for a business, especially if the GPS system adopted uses real-time tracking. Real-time tracking allows a business to pinpoint exactly where a vehicle is at any given time. So, it is easy to spot delays and to manage delivery allocation. A taxi firm, for example, will be able to efficiently allocate jobs at all times with a GPS tracking system as it is easy to work out where each driver is at any given time. Operational management: tracking vehicles simply makes it easier to manage the way that company vehicles operate. It doesn t matter if a company runs two trucks or two hundred - a GPS system allows the business to assess and evaluate how deliveries work which makes it far easier to plan schedules and to allocate vehicles and drivers. Timely delivery will increase customer satisfaction and you could also see a decrease in operational costs due to increased efficiency. The chances are you will also be able to better manage your fuel usage and associated costs. Personnel management: having GPS devices in fleet vehicles gives a business far more control over employees when they are on the road - whether they are drivers or sales people. GPS tracking systems will make sure that employees do what they are supposed to and get where they are supposed to be by the most direct route. This makes it hard to pad journeys or to make excuses of being held up in traffic as the system will show exactly where they are at any given time. It is also possible to run GPS tracking systems that monitor driver activity such as door opening and closing and ignition movement. This kind of system will also prevent employees from taking on moonlighting jobs or using company vehicles outside working hours. Security benefits: running a GPS tracking system also gives the assets of your business - both in terms of vehicles and personnel - added security benefits. If a truck (or its contents) is stolen, for example, the system will show where the theft happened and where the vehicle is. Employees carrying portable GPS devices such as GPS enabled cell phones on lone jobs/site visits will also have added security as their movements can be tracked. This technology is also useful in the event of an accident as it could mean getting emergency services to the site of the accident in the quickest possible time. Many businesses also see a decrease in insurance costs with a GPS tracking system in place due to the additional security benefits it will bring. All kinds of businesses are successfully using GPS tracking systems nowadays. There are obvious advantages to larger companies with fleet tracking but even the smallest company might

10 benefit from vehicle tracking or personnel tracking and could look at using alternative GPS devices such as GPS-enabled cell phones. How to buy the best GPS tracking system for your company - Part 9 Buying a GPS tracking system can be difficult - this kind of technology can offer all kinds of options and alternatives. It is vital to make sure that you do pick the right kind of GPS system, however, as this will ensure that your company gets the most effective and cost-efficient solution. A good GPS system will save any company money. It can help cut down on operational costs, can make fleet operations more streamlined and can offer a range of security benefits that could even see a decrease in your vehicle insurance costs. So, the first thing you need to do is to ask yourself the following questions. 1. How big is my company? Larger companies may benefit more from taking on specific customized fleet tracking solutions that have been designed to manage significant vehicle use. Smaller companies, however, may benefit from a simpler GPS system solution or may even find that using cell phones that are compatible with a GPS tracking system will be sufficient to their needs. 2. Do I need real-time vehicle tracking? Will it benefit your company to be able to track your vehicles in real-time? Do you need a GPS system that tells you exactly where a truck is at any given time or will it be enough to just have data from GPS devices that track the journey as it happens and then gives the data at the end? If you think you need immediate data then you may be best looking at a real-time GPS tracking system. If just having the data at the end of the journey is enough then a passive GPS system may suit you better. 3. Do I have issues with security? If your business has had regular problems with truck/content theft then a real-time GPS tracking system may be of use to you. This kind of GPS system feeds data to a central system all of the time so if a truck is stolen the police will be able to track its location. Putting in this kind of GPS tracking system may also lower your insurance costs as many insurers see it as an added security measure. 4. Do I have problems with personnel? If you feel that your drivers (or any other employees) are not doing their job correctly or are using company vehicles out of working hours then GPS devices may be of help here. You can set up a GPS tracking system to monitor certain events such as the opening and closing of doors and the turning on/off of the ignition. Knowing that their movements are logged by GPS devices will make employees more time efficient.

11 5. What s my budget for a GPS tracking system? Budget is an important consideration with any business purchase. A passive GPS system may cost more in initial outlay but then generally won t have any other associated costs. Real-time GPS devices will usually cost less in the beginning but may then have a monthly cost to access the tracking system and reports. The cheapest option for smaller companies may be to use a GPS tracking system that works on cell phones as these can be used both in a vehicle and with the employee. The vital thing to remember before buying any GPS tracking system is that it will be more cost effective if you buy a system that suits your actual needs. A system that comes with loads of functions that you will never use will be a waste of money, as will a cheaper system that doesn t do everything you need. How can you increase customer service with a GPS tracking system? - Part 10 Keeping your customers happy should be the aim of any ambitious business. Happy customers will keep doing business with you and will recommend you to other people. Unhappy customers will go to the competition and will tell even more people about your shortcomings, potentially losing you even more business. Many companies, when first implementing a GPS tracking system find that this kind of fleet tracking technology will bring their company a range of cost benefits. As a by-product of this they also find that having a good GPS system can also help them improve their customer service levels and it can therefore help them increase overall customer satisfaction and retention. This is all based on the fact that using a GPS tracking system for fleet tracking or vehicle tracking purposes gives a company better access to the kind of analysis that helps manage a fleet more effectively and efficiently. This, in turn, increases customer service levels in many ways. These include: Better fleet management - a GPS tracking system will enable you to manage your fleet better. With the help of the evaluation and analysis tools you get with your GPS system you will be able to cut out unnecessary journeys, maximize job sharing for vehicles and increase the efficiency of your deliveries/pick-ups. This simply means that you can cut down on delivery/pick-up times and can use your GPS tracking system data to allocate fleet resources more effectively which will help keep your customers happier. Rapid response times - some GPS tracking system solutions allow a company to track its vehicles in real-time. This means that you will know where any fleet vehicle is at any time so, if a customer emergency comes up, you can use your GPS system to respond quickly and effectively. More accurate delivery - GPS devices allow you to analyze typical journey/delivery times more accurately so you will be able to offer more precise delivery/pick-up times. A good GPS tracking

12 system may also offer the option to send an alert to the customer just before the delivery/pick-up arrives so that they can get ready for it. In certain cases you may also want to give certain customers access to your GPS tracking system itself so that they can track the progress of their delivery/pick-up themselves. Better problem solving - if a problem arises with a delivery/pick-up then having a GPS tracking system in place allows a rapid response to keep the customer up to date with the situation. Being able to track a journey in real-time with GPS devices also means that you can give the customer precise and accurate information so they know exactly what is going on. Some GPS devices can also be set up to alert customers direct if there is a problem. Lower delivery costs - your GPS system may well save your company a lot of money in itself. This can, in turn, mean that you can pass on some of your savings and price your delivery/pickup charges more cost-effectively which will keep your customers happy and out of the hands of your competitors. All of these GPS system factors will improve your service offering to your customers. Using your GPS tracking system for fleet tracking will make your operations more accessible to your customers and you ll keep them informed at all times. This will go a long way to making them feel that your company is giving them a good service.