Given the range of departments and the number of people typically involved in the management of fleet vehicles, implementing and measuring the efficacy of such initiatives is easier said than done. By extension, the number of software systems, spreadsheets, and paper-based processes an organization uses to capture and store fleet-related data can make it difficult to monitor progress, identify trends, and report on successes. By consolidating this data in a central location that is linked to claims, policies, certifications, training records, and more, a RMIS can help better manage the risks associated with a commercial fleet.

#1 A RMIS can consolidate all fleet vehicle data

Data silos are an all-too-common issue for many organizations. This can hold especially true for those with an extensive fleet of vehicles, whether owned or leased, that directly employ or contract with drivers.

“The responsibility for day-to-day fleet management is often highly decentralized, with each department managing its own drivers and equipment,” explains Susan Kostro in the Risk Management magazine article Managing Public Sector Auto Risks. When it comes to putting an initiative in place that requires involvement across all of these departments, Kostro—writing specifically about implementing a unified fleet safety program—notes that “the result is a patchwork of approaches with different levels of effectiveness.”

This also means that fleet-related data is often collected and maintained across multiple departments. This data is essential for better understanding accident causes, measuring the performance of enterprise-wide initiatives such as a unified fleet safety program, and providing brokers or insurers with up-to-date schedules of values and exposures.

In addition to managing claims, safety, and insurance data, a RMIS with features designed specifically for the management of fleet information can be used across the organization as a single solution to collect and store data tied to fleet vehicles and drivers, as well as for facilitating communication among departments.

For organizations that already have a designated fleet management system in place, a RMIS doesn’t have to replace existing fleet software. An adaptable RMIS like Origami Risk can integrate with an existing fleet management system, giving risk managers access to the valuable vehicle and driver details they need to do their jobs.

#2 A RMIS can streamline incident reporting and accident investigation

Information collected following an accident that involves fleet vehicles is critical for reducing the cost of claims, protecting against potential litigation, and improving driver performance. Yet efforts to gather this information or improve the quality of the data can be hampered by the use of paper forms that are typically completed long after accidents occur and, when submitted, require re-keying. The potential for missed details, delayed digitization of data, and the introduction of errors restricts the ability to spot trends and perform root cause analysis.

By providing drivers and investigators with the ability to capture information in the field, risk and safety managers will have access to data gathered as soon as possible, often at the scene of an accident. Origami Risk’s mobile app functionality and configurable forms, which include elements such as required fields, drop-down lists, and dynamic field population, simplify data entry and contribute to more consistent, accurate information.

Additionally, since even these data elements can fail to provide clarity on details such as the motion of vehicles, the sequence of events, or the intended area of focus within an image, Origami’s sketch functionality allows for the annotation of attached diagrams or photos. This additional information ensures that risk managers and the leaders of other departments have access to key decision-making details.

#3 A RMIS can improve tracking of driver certification and training

According to National Highway Traffic Safety Administration statistics, approximately 94 percent of crashes are caused by driver error. Ensuring proper certification and training is essential, but staying on top of this information can be a time-consuming administrative burden.

Using a RMIS to automate activities related to driver certification and training can, while minimizing the administrative work required of staff, help to improve safety and reduce liability by ensuring licensing and qualifications are up-to-date. For example, rather than having staff re-key data, organizations can use Origami Risk to create solutions like online portals, accessible via an emailed link, for drivers to input certification details and upload related documentation. And instead of the overly-laborious review of driver files, the system can be configured to send automated notifications when a file is incomplete, missing details, or approaching an expiration date.

How Origami Risk can help you manage your fleet and associated risks

Breaking down data silos, streamlining the collection of accident details, and a more efficient method for tracking driver certification and training each play a part in minimizing risk and reducing fleet-related costs. Ensuring access to fleet data from across departments, simplifying driver management, and improving accident reporting and investigations are just a few examples of the ways Origami Risk can help. To discuss these and other potential solutions in more detail, contact us.