Key needs and criteria when choosing a system

Let's take, for example, the average vehicle fleet in the Russian Federation is ~100 units (50 cars, 50 trucks). We conducted an analysis and compiled 8 of the most important needs and criteria that are key for the Client when choosing a fleet management platform and implementing digitalization at the enterprise:

1. Reduced operating costs and fuel economy  ( importance: 10 out of 10 ) – The main reason for implementing the system is to reduce fuel, maintenance and downtime costs. Real-time monitoring allows detecting uneconomical driving, fuel theft and optimizing routes, which leads to fuel savings of up to 30–40%. As a result, the company expects to quickly return on investment due to reduced fuel consumption, equipment wear and tear and fines. 

1. Full control and transparency of the fleet  ( importance: 10 out of 10 ) – 24/7 GPS monitoring of the location of each vehicle gives management full control over the fleet in real time. This includes tracking routes, stops, speed limits and compliance with tasks. Full transparency of data allows you to quickly respond to deviations and make informed decisions.

1. Solution reliability and technical support  ( importance: 9 out of 10 ) – The system must operate stably without failures, and the equipment must withstand harsh operating conditions. High accuracy and uninterrupted data transfer are critical, otherwise the benefits are reduced. It is important to choose a reliable supplier with a hardware warranty and broad service support coverage. For example, the chief mechanic's requirement is  “reliability of equipment and servers for uninterrupted operation . ”

1. Integration with enterprise systems (1C, ERP) ( importance: 9 out of 10 ) – For a large fleet, it is important that the monitoring platform is integrated with internal business systems. Integration with 1C: Vehicle Management and accounting allows you to automate waybills and fuel accounting, verify data on mileage and expenses directly in 1C. Modern solutions are easily integrated with accounting systems (up to 1C/SAP/Oracle), which eliminates double data entry and increases efficiency.

1. Interface convenience and ease of use  ( importance: 8 out of 10 ) – Dispatchers and managers should have a comfortable daily work. An intuitive interface with clear maps, understandable reports and mobile access saves users time. An overloaded or outdated interface slows down work and complicates staff training. Therefore, the quality of UX/UI and software is a critical factor in the success of implementation .

1. Wide functionality and analytics  ( importance: 8 out of 10 ) – The system should cover all the needs of the fleet “from one source”. Fuel control modules, driving style monitoring, maintenance planning and others are mandatory (see the next section). A powerful analytics and reporting system is important: management needs key indicators on mileage, expenses and efficiency “in one click”. Flexible settings for reporting and indicators increase the value of the system for strategic decisions.

1. Scalability and adaptability  ( importance: 7 out of 10 ) – The solution should allow the fleet to be expanded from 100 to more machines without loss of productivity. The ability to expand functionality (connect new sensors, modules) as needs grow is also valued. Flexibility in customization (creation of your own geozones, indicators, notification rules) for individual company processes is a serious plus.

1. Compliance with safety and legal requirements  (importance: 7 out of 10) – For international businesses, compliance with regulations is important (e.g. GDPR when processing driver route data). In Russia, compliance with regulations (e.g. mandatory GLONASS equipment for certain categories of transport). The system must ensure secure data storage, encryption and, if necessary, support integration with tachographs and other regulatory systems.

Expected functionality of the software

Basic monitoring functions.  A modern system should provide  online tracking of the location of  all vehicles with their routes displayed on an electronic map. The dispatcher should see the current position of the car, the distance traveled, stops and deviations from the specified route. Geofences  allow you to mark prohibited or mandatory areas on the map; when leaving the zone boundaries or failing to visit the checkpoint, alerts are generated. An important module is  speed and violation control : the system records speeding, abrupt acceleration and braking, long idle times and other driving style parameters. This helps monitor driver discipline and improve safety.

Fuel and technical parameters control. Fuel consumption monitoring  is critical for trucks  . The system must support the installation of fuel level sensors in tanks and reading data from the vehicle's CAN bus. This allows for accurate measurement of refueling and consumption, detection of fuel drains and improper use of fuel and lubricants. For example, solutions can record sharp drops in level during draining or discrepancies in the filled volume with standards. In addition, through connection to on-board electronics (CAN), the platform collects data on  the technical condition : engine speed and temperature, condition of the fuel and brake systems, tire pressure, etc. Data on engine hours and mileage allow for the implementation of a  maintenance planning module : the system automatically reminds of necessary maintenance based on mileage or time.

Dispatching and tasks.  For the efficient operation of 100 transport units, the system must support dispatching functions: setting tasks for drivers, optimizing routes taking into account traffic jams and road conditions, monitoring the timeliness of flights. Routing algorithms help reduce mileage and travel time, saving fuel. Integration with navigation allows you to calculate ETA (estimated time of arrival) and notify customers about delays, which improves service.

Analytics and reporting.  A powerful analytics block is expected: flexible customizable reports on mileage, fuel consumption, operating/downtime of equipment, traffic violations by drivers, etc. The manager should receive summary reports on the efficiency of the vehicle fleet (e.g. expenses per 1 km, output per unit of equipment) automatically, for example by e-mail. Data visualization is important: graphs, diagrams, driver ratings by driving style, etc. The data should be stored in the system for a long period (at least 1-2 years) to analyze the dynamics and justify management decisions.

Notifications and event control.  The monitoring system should be able to generate  real-time notifications  about important events. For example, notify responsible persons when the vehicle leaves the route or geofence boundaries, when the speed limit is exceeded, when the cargo compartment door opening sensor is triggered without authorization, when the tire pressure or fuel level drops. Notifications can be sent via SMS, to a mobile application, Telegram or email. This allows you to immediately respond to emergencies and prevent losses (for example, theft of fuel or goods).

Integration with corporate systems.  As noted, the software is expected to be ready for integration with 1C and other ERPs. This includes two-way data exchange: automatic upload of odometer readings and fuel consumption to 1C waybills, transfer of reference information (drivers, cars, trips) from ERP to the monitoring system. Deep integration eliminates gaps in information flows - for example, monitoring data can be used to verify drivers' time sheets or to calculate indicators in the KPI system.

User interface and accessibility.  The software should be  multi-user , with access rights differentiation (for dispatchers, mechanics, management - their own set of functions). The interface is a web platform that works from any browser, plus  a mobile application  for managers and those responsible, allowing you to control the fleet outside the office. The interface is expected to have a modern design and convenience: a classic display of the list of vehicles and their statuses on the left and a map on the right, clear icons, filters by vehicle groups, quick access to reports.  Security and access module: the system must support driver identification (for example, RFID to determine who was driving the car) and have means to prevent unauthorized access to data (passwords, encryption).

Additional features.  Depending on the specifics of transportation, special modules may be required: for refrigerated trucks - cargo temperature control with sensors and deviation notifications; for security - connection of video surveillance cameras in the cabin and around the perimeter, with video/photo transmission when alarm events are triggered; for fuel trucks - fuel dispensing control sensors and electronic tank locks. The system must be flexible enough to support the connection of these sensors and equipment via standard interfaces (RS-485, Bluetooth/BLE, CAN, etc.). Thus, the monitoring platform is considered not just a “GLONASS tracker”, but a comprehensive information system for fleet management.

Potential risks during implementation and operation of the system

When implementing a monitoring system, a company must take into account a number of risks – both at the installation stage and in daily operation:

• Technical risks:  Poor installation of equipment or sensor calibration errors may result in inaccurate data (e.g. errors in coordinates or fuel levels). There may be a manufacturing defect in trackers or sensors that causes failures – such a component will have to be replaced under warranty. Another risk is communication interruptions (in remote areas without a GSM signal, data may be transmitted with a delay) and server failure. It is necessary to make sure that the supplier has backup capacity and thought out information security (protection against hacking and viruses), otherwise you may encounter a leak or loss of data.

• Financial risks:  Exceeding the implementation budget is a common risk if the scope of work or required functionality is initially incorrectly estimated. The client has one budget planned, as a result, integrators do not indicate hidden and associated costs and the budget grows. Another example: some suppliers offer equipment that works only with their software - it is cheaper, but when changing the contractor, such trackers will have to be replaced, which will increase costs in the future (risk of  "vendor lock-in" ). Also, the project may not pay off if employees do not fully use the system or if the amount of savings is lower than forecast. It is necessary to carefully calculate the ROI and provide for the costs of monthly communication and equipment maintenance.

• Legal risks:  Transport monitoring involves data on the location of employees (drivers), which is considered personal data. In Europe, it is necessary to comply with the GDPR, in Russia - Federal Law No. 152 on personal data. The company must legally formalize the consent of drivers to tracking, otherwise claims from trade unions or fines from regulators are possible. In addition, it is important to comply with licensing requirements: GLONASS equipment must be certified, and the software must be legally used in the territory of the Russian Federation. Contractual risks are also possible - for example, strict terms of the contract with the provider (fines, difficult exit from the contract), so a legal examination of the contract is also important.

• Operational risks:  In practice, the complexity of the new system may cause resistance from staff. Drivers sometimes sabotage monitoring (jamming the GPS signal, trying to disable sensors) - countermeasures and motivation are needed, as well as an explanation of the benefits for them (for example, the system helps to prove innocence in disputed accidents). Dispatchers and mechanics require training; without proper training, the functionality can only be used partially, and the effect will be lower than expected. If the system interface is inconvenient, this will slow down the work and lead to errors. You should also consider the risk of failure: if the system is unavailable, the company will temporarily lose control over the machines, which can disrupt operational processes. Therefore, backup plans are important (for example, manually duplicating critical processes for a short period) in case of service downtime.

International Review of Criteria Importance (Europe and Russia)

Experience from companies in Europe and Russia shows that the above criteria are universal for fleets of any size – from a few vehicles to thousands of units. Today, monitoring technologies have become the standard: according to the  Fleet Technology Trends 2023 report , around 71–78% of fleets in Europe and the UK already use GPS trackers in their daily operations. The reasons for this are the desire to improve efficiency and reduce costs: more than half of European managers consider cost reduction and efficiency growth to be the main driver of digital investment in their fleet.

Companies of all sizes are faced with rising fuel prices, competition and customer demands, so they value solutions that provide savings and transparency.  The economic effect is especially highly valued . International studies record a significant reduction in costs after the implementation of telematics. On average, businesses achieve about 24% fuel savings and 16% reduction in maintenance costs due to the optimization of equipment use. At the same time, safety is improved: the number of accidents is reduced by ~19%, which reduces losses and insurance payments. Below are the average improvements achieved by European companies thanks to monitoring systems:

Table: Average effects of FMS implementation based on a survey of 1,318 European companies .

There are some differences in priorities depending on the size of the fleet.  Small fleets (1-10 vehicles)  typically start with the basics – location tracking and theft prevention. For them, the deciding factor is often the affordability of the system and the ease of use. Many small businesses prefer cloud services with a subscription fee to avoid a large initial investment. 

Large fleets (hundreds of units)  have stricter requirements for integration and scalability - it is important for them to integrate monitoring into existing business processes (ERP, routing systems), support thousands of objects without failures and flexibly customize the solution for themselves. Also, for international companies with a large fleet of vehicles, the factor of compliance with international standards and consolidation of data from different countries is significant. However, both large and small organizations agree on the main thing: the system should help  reduce costs, improve safety and ensure full control over transport . The high level of satisfaction (75% of users in Europe rate the effect as "very useful") confirms that investments in such solutions are justified with the right choice of key criteria.

Importance of key factors offered by the supplier

Monitoring system providers often declare a number of advantages of their solution. Let's consider the declared factors from the point of view of their importance for the client and arrange them in descending order of importance:

1. Guarantee of reliability and safety.  The reliability  of the platform is a fundamental criterion: if the system is unstable, other advantages lose their meaning. The client expects uninterrupted operation of devices and data safety. Ensuring security includes protection against failures, fault tolerance of servers and compliance with traffic safety standards. For example, a reliable solution increases protection against theft and hijacking of vehicles, reduces the risk of accidents. This factor can be considered decisive when choosing a supplier - they will be trusted with a fleet only if stability and safety are guaranteed.

1. Reducing customer expenses.  Direct economic effect is the main motivator for implementing CMT. A good system really does reduce fuel consumption, repair costs and downtime. According to surveys, 65% of companies consider GPS monitoring to be very effective in reducing fleet expenses. A specific provider is valuable to a customer if its solution brings measurable savings (double-digit percentages of fuel savings, reduced excess mileage, etc.). Thus, the promise to “reduce expenses” is an extremely significant factor, closely related to the first (reliability is needed for savings to be realized).

1. Full control of the vehicle fleet for the client.  The ability to see and control all aspects of the transport operation is the main functional effect of the implementation. The phrase “full control” implies transparency and operational management: the client knows at any time where the vehicles are, what is with the cargo, who is driving and whether the regulations are being followed. This allows preventing unauthorized use of equipment and quickly solving emerging problems. In fact, the implementation of full control is the goal of any monitoring system, leading to a reduction in losses and an increase in efficiency. This factor is close in importance to savings: it ensures discipline and order, which indirectly also reduces costs.

1. Reducing customer losses.  Losses are understood as losses from fuel and cargo theft, fines, accidents, etc. The monitoring system allows to significantly reduce these unproductive losses. For example, fuel and route control reduces the probability of fuel draining, and speed control reduces the risk of accidents and fines. In addition, the presence of tracking increases the probability of returning the stolen vehicle. Although the reduction of losses is directly related to the reduction of expenses, this factor emphasizes the prevention of unplanned incidents. For many clients (especially in industry transportation), the reliable safety of property and life is a priority, so this point is second only to strategic financial motives.

1. Individual solutions for needs.  The flexibility of the supplier in adapting the system to the specifics of the client is an additional advantage. For a company with non-standard processes, the ability to refine the functionality, integrate non-standard equipment or customize reports is valuable. For example, some platforms support unique settings for the client or the addition of rare sensors upon request. An individual approach increases satisfaction, but for most medium-sized companies, basic functionality is sufficient. Therefore, this factor is usually considered a bonus: it is important if the client has special requirements, but does not prevail over the above-mentioned universal benefits (reliability, savings, control).

CONCLUSION:  When choosing a transport monitoring system, a company primarily seeks to achieve an economic effect (reduction of expenses and losses) with guaranteed reliability of the solution and full control over its vehicle fleet. Other factors, such as flexibility of settings for the client, are also taken into account, but are of secondary importance compared to the basic needs for efficiency and safety.

Understanding and prioritizing these criteria allows a potential client with a fleet of 25 vehicles to choose the best supplier and maximize the benefits of implementing a monitoring system. Such an optimal product is the Waliot fleet management platform , developed by our company and currently successfully operating in more than 1,400 companies in Russia and neighboring countries.