Case Studies

Fleet Management SOLUTION OVERVIEW

Situation
Doc-IT was tasked by one of the largest fleet vehicle suppliers in Southern Africa to provide a solution to their on-
site document control and for the management of the PODs for delivery of new vehicles. One of the challenges
they faced is not uncommon in their line of business and that is to track deliveries. Making sure a signed POD Organization Profile
returns to head office is crucial to ensure that they can invoice for the vehicle. The Company imports and distributes
passenger and light and heavy
A lot of manhours is wasted annually looking for PODs and ensuring that all the delivered vehicles have complete commercial vehicles, automotive
document packs which can be accessed quickly should there be any queries. products, and motorcycles.

After implementing Doc-IT they can find documents within seconds. Custom reporting allows admin staff to see Business Situation
which PODs have not returned so they can follow up with the respective dealers. The Company was investigating
available technology and systems
that would allow them to track and
co-ordinate fleet management related
Solution documents and processes.

The focus of this project was to Solution

provide the database that would be By working with Doc-IT the company
used to manage a central VIN list in a implemented a document
records module. The records module management and workflow solution
would be updated using the VIN list that integrates with existing
contained in an Excel Spreadsheet. A information to generate PODs and
next phase would be to integrate their Vehicle Service Book inserts. Storing
financial system into Doc-IT to allow the signed PODs in Doc-IT helped
the records module to be updated them identify missing PODs before
automatically in the backend. they disappear permanently into the
abyss that is paper documentation.
From here this information would be
used in conjunction with a Word
Benefits
Template stored in Doc-IT to
 Improved legal compliancy
generate the POD’s and Vehicle
 Reduced administration burden
Service Book Inserts for all fleet
deliveries. The POD will have a  Better client service
barcode with the VIN number on it  Smaller debtors book due to
which will be used to identify the queries being resolved quicker
signed POD when it is received back from the dealerships.
Software and Services
At this point the signed POD’s will be added to Doc-IT with the VIN number and Document Category fields  Doc-IT Document Guru
populated. The user will then verify the VIN number using the scanned image and capture the delivery date. Once Enterprise Software
the documents are in Doc-IT a scheduled procedure will run in the background that will populate the rest of the  Workflow design
available index information from the records module.  Customization

In short the Document Guru solution has enabled the client to achieve their goal of implementing a sustainable and Vertical Industries
responsible alternative to paper and its associated costs and shortcomings whilst both improving their service Fleet Management
levels and reducing their overheads.
Country/Region
Benefits
Southern Africa
The benefits of the system:
Business Need
 Less risk of PODs being lost which will ensure that all revenue is billed and recoverable
 Electronic Document
 Reduction in time taken to prepare invoices to customer.
Management System
 Full audit history on documents
 Workflow solution
 Secure encrypted data storage
 Business Process Management
 Powerful search enables you to quickly find the document you require
 Integration with legacy systems
 View documents digitally rather than printing them
 Business critical
 Reduction of sending employees / drivers to collect and deliver PODs to the different sites thus saving
transportation costs.
Languages
 Scanned documents will be clearly readable and be of acceptable byte size.
English

Doc-IT Document Guru Enterprise

You rely on documents and audit trails to keep your business functioning at its best. If a document goes missing it
can cost you money. Either through missing important information or through the time spent looking for it. The
Document Guru is a leading edge software solution that helps you manage your important documentation, in the
simplest possible way. You don’t need to be an IT genius to work with the Document Guru either!