Across America, companies of all sizes rely on fleets of trucks to deliver products and services. Keeping track of the strict maintenance demands of such a fleet is no small thing, much less making sure the maintenance actually gets done. Add to that the fact that most states require regular safety inspections, and things become even more challenging. That’s where MMI comes in.
Managed Mobile specializes in mobile fleet maintenance, addressing a niche yet critical need in the transportation industry. With a capable team comprising Customer Service Coordinators (CSCs), technicians, administrators, and accountants, MMI ensures the smooth operation of its clients’ fleets. However, their reliance on outdated and disconnected systems was hampering their efficiency and growth potential.
The Challenge: Modernizing an Antiquated System
When MMI approached Alchemy Group, their processes were burdened by several inefficiencies:
1. Outdated Software: They relied on ancient, proprietary, and repurposed software using an esoteric homegrown language that required excessive training.
2. Inefficient Communication: Technicians manually entered data using paper forms that could not be seen by back office personnel in real time, leading to communication challenges.
3. Fragmented Systems: Repair information had to be entered into two separate systems—an older version of Act! for scheduling repair orders (ROs) and an equally aged proprietary app for vehicle data—which did not communicate with each other.
4. Manual Workflows: Parts pick lists were manually created in Word documents, estimates in Excel, and clients were required to fill out and return spreadsheets for mileage updates.
5. Time-Consuming Processes: Staff faced an excessive number of clicks, copy-paste operations, phone calls, and manual tasks that slowed operations and frustrated team members.
The Solution: FleetVision360™
Alchemy Group worked closely with MMI to develop FleetVision360™, a fully integrated ERP solution built on Claris FileMaker and tailored to MMI’s needs. The new system was designed from scratch to address the pain points of MMI’s outdated processes and introduce a seamless, efficient workflow.
Back Office Integrations
In the back office, FleetVision360™ has introduced transformative changes. Repair orders are centralized and automated, significantly reducing the complexity and time required to manage them. The purchasing process has been streamlined with advanced part and core management capabilities, while vehicle inventory and history are tracked in a way that was previously not possible. Newly added vehicles can have their data auto-populated simply by entering a VIN. Preventive maintenance schedules are now tracked automatically, ensuring no deadlines are missed.
Scheduling has become a breeze with an intuitive drag-and-drop interface, complete with visual indicators to highlight visit statuses and potential conflicts. Auditing repair orders is simplified, and direct integration with QuickBooks ensures seamless accounting processes. To further enhance communication, texting is integrated for real-time updates with technicians and clients, while Outlook integration simplifies email communication.
Field Solutions for Technicians
In the field using Claris FileMaker Go, FleetVision360™ delivers user-friendly tools to make technicians’ jobs easier and more efficient. DOT inspections are simplified with a foolproof digital workflow, while an intuitive time tracking feature ensures accurate recording of work hours. Technicians can create repair orders, add new vehicles, and generate purchase orders directly from the field. As these updates are entered, they can be viewed in real time by CSCs.
Parts acquisition is expedited with integrated on-demand delivery services, and Google Maps integration provides accurate directions to job sites. Supervisors also gain new tools to monitor and audit field activities, ensuring a higher standard of work quality and accountability.
Client Web App
The client experience is significantly enhanced through a self-serve web application, with Claris FileMaker Server as its back end. Clients can request repairs directly, track upcoming inspection requirements, and update vehicle mileage with ease. The platform also provides access to critical documents, such as inspection reports and repair histories, allowing clients to stay informed and in control of their fleet’s maintenance.
The Results: A Revolutionized Workflow
FleetVision360™ delivered a comprehensive transformation for MMI:
1. Retired Legacy Systems: Fully replaced the old, disconnected applications with a modern, integrated solution based on Claris FileMaker.
2. Eliminated Double Entry: Completely eradicated the need for duplicate data entry across systems.
3. Streamlined Communication: Improved communication between back-office staff and field technicians.
4. Enhanced Client Experience: Offloaded much of the manual data entry to clients through the self-serve web portal, providing greater value and convenience.
5. Increased Efficiency: Automated previously manual processes, reducing errors and saving significant time for MMI’s team.
Smooth Motoring
By partnering with Alchemy Group, Manage Mobile, Inc. transitioned from an outdated, cumbersome system to a modern, efficient ERP solution. FleetVision360™ not only streamlines MMI’s internal operations but also enhances their clients’ experience, positioning MMI for sustained growth and success in the fleet maintenance industry.
