Streamlining Fleet Management and Compliance Done

Success Story

Streamlining Fleet Management and Compliance Done

Automobile

HBS Solutions, a growing energy audit company, faced multiple operational challenges due to manual and inconsistent processes. From inefficient scheduling to complex, error-prone calculations, these issues hampered productivity, increased costs, and affected audit accuracy. Technokeens partnered with HBS Solutions to develop a custom software solution that automated and streamlined the entire audit workflow, improving efficiency, reliability, and customer satisfaction.

The Challenge

The client, managing a large fleet of vehicles, faced several challenges related to fleet management and regulatory compliance:

Inefficient Driver Management: Coordinating vehicle inspections with a large fleet of drivers was complex, with manual scheduling leading to missed or delayed inspections, affecting fleet management efficiency.
Complicated Vehicle Registration Process: The process of registering vehicles with the local council involved extensive paperwork and follow-up, causing administrative delays, errors, and difficulties in maintaining compliance with local regulations.
Council Management Challenges: The local council struggled to track the status of vehicle checks, resulting in missed regulatory deadlines and a lack of visibility into the fleet’s compliance.
Over Reliance on Manual Processes: Manual processes for scheduling, registration, and tracking inspections were time-consuming, prone to human error, and led to inefficiencies that impacted productivity and increased operational costs.

Solution

The Solution

To address these challenges, we developed a customized fleet management system, along with a dedicated mobile application for drivers. The solution offered the following key features:

Automated Driver Scheduling: The software automates vehicle inspection scheduling, ensuring drivers receive timely notifications and that inspections are completed without delays.
Vehicle Registration Management: The system simplifies the registration process by handling all paperwork digitally, ensuring smooth and error-free compliance with council requirements.
Inspection Tracking: Real-time tracking of vehicle inspections ensures timely completion and regulatory compliance, with alerts and updates sent to both the company and the council.
User-Friendly Interface: Designed to be intuitive, the software offers an easy-to-use interface for drivers, administrators, and council officials, streamlining the fleet management process.
Mobile Application for Drivers: The mobile app enables drivers to access inspection schedules, receive real-time alerts, and update their status, improving communication and ensuring timely completion of inspections.

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Challenges

Inefficient Scheduling of Audits
The audit scheduling process was entirely manual, requiring significant time and coordination. Frequent delays and rescheduling negatively impacted productivity and customer experience.
Inconsistent Calculation Templates
Energy Conservation Measure (ECM) calculations were done using various Excel sheets without a standard template. Different employees used customized formats, leading to data inconsistency and frequent errors.
Complex, Error-Prone Calculations
Each ECM involved unique formulas. Manual calculations in Excel were complex and highly susceptible to human error, risking the quality and reliability of audit results.
High Operational Costs
Manual processes for scheduling, calculations, and data management demanded more manpower and oversight, increasing overall operational costs and lowering efficiency.
Manual Utility Coordination
Communication and report submissions to utility companies were handled manually, slowing down approvals and creating additional administrative burdens.
Data Management Challenges
With no centralized system, managing the growing volume of audit data—photos, unit details, and project files—was difficult. This resulted in version control issues, data loss risks, and inefficiencies in data retrieval.

Solution

Technokeens delivered a custom cloud-based software solution hosted on AWS, designed to automate and optimize every aspect of the energy audit workflow.

Custom Software Development on AWS
A scalable and secure cloud infrastructure ensures high performance, data protection, and flexibility for future expansion.
Role-Based Secure Logins
The system features role-based access controls, allowing administrators to assign permissions based on user roles, enhancing security and operational clarity.
Centralized Data Management
All audit-related data—unit details, photos, site notes—are stored in a centralized, structured database, enabling easy access, better version control, and reduced data loss risks.
Automated ECM Calculations
Manual Excel-based ECM calculations were replaced with automated backend logic. This not only reduced human errors but also improved the accuracy and reliability of audit outputs.
Standardized Templates
Built-in ECM templates ensure standardized, uniform calculations across all audits, eliminating inconsistencies and simplifying internal reviews and audits.
Automated Report Generation and Utility Submission
Audit reports are automatically generated and can be submitted directly to utility companies via email, streamlining communications and saving time.
Mobile Application for Field Engineers
Technokeens also developed a mobile companion app. Engineers on-site can now view project details, perform calculations, upload photos, and submit reports in real-time, improving field efficiency and data accuracy.

#1 Assemble the right team

We handle all aspects of vetting and choosing the right team that you don't have the time, expertise, or desire to do.

#2 Sprint planning

Sprint roadmap is a collective planning effort. Team members collaborate to clarify items and ensure shared understanding.

#3 Tech architecture

We break monolithic apps into microservices. Decoupling the code allows teams to move faster and more independently

#4 Standups & weekly demos

Standups, weekly demos, and weekly reviews make sure everyone is on the same page and can raise their concerns.

#5 Code reviews

Code reviews before release help detect issues like memory leaks, file leaks, performance signs, and general bad smells

#6 Iterative delivery

We divide the implementation process into several checkpoints rather than a single deadline.

Impact

Key Highlights

Streamlined Scheduling: Automated scheduling ensures timely inspections, reducing delays and missed appointments.
Improved Compliance: Digital management of vehicle registration and real-time tracking of inspections ensures compliance with local regulations.

Enhanced Communication: The mobile app and user-friendly interface foster seamless communication between drivers, the company, and the local council, improving coordination.
Increased Productivity: Automation reduces manual work, minimizing human error and saving time, resulting in more efficient fleet management.
Cost Savings: By streamlining operations and improving compliance, the system reduces operational costs associated with manual processes, paperwork, and missed deadlines.
Real-Time Tracking: The solution provides visibility into inspection statuses, ensuring that both the company and council are always informed and up to date.

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Working alongside clients on their most critical challenges.

Bold thinking, who want to achieve the extraordinary.

We are all about being Global, Modern and Agile

Working alongside clients on their most critical challenges.

Bold thinking, who want to achieve the extraordinary.

We are all about being Global, Modern and Agile

Success Story