While the priority among operators is often to adopt the latest operational IT systems, Trentbarton is now prioritising doing the same for its engineering department, and specifically its workshops and stores. It is doing that with Freeway Fleet Systems.
That project, which is currently underway, will see Trentbarton roll out what Group Projects Director Mark Greasley describes as “some industry first technology” as part of a group-wide digital transformation of its fleet management.
Doing that is particularly challenging. It encompasses Trentbarton depots along with those of Kinchbus, Nottinghamshire and Derby Traction and TM Travel, which is based in South Yorkshire. As a result, the group is not like a city operator with one large, centralised depot.
Freeway Fleet Systems gives touch-screen data entry
“Engineers at our depot in central Nottingham are the first to be issued with rugged tablets to replace paperwork,” says Mark.
“With easy touch-screen entry of data, the devices replace job cards, engineering inspection forms, parts requisitions and timesheets. For the first time, we have real-time information and digital communication, eliminating paperwork and hours of tedious administration.”
The greatest benefits come from complete transparency and visibility of all work, he continues. The tablets also provide diagnostic data, so any work undertaken is based on a full history of previous tasks and parts used.
Live data from the tablets updates the central Freeway system, providing a real-time view of workshop activity. It also manages Trentbarton’s stores and purchasing departments.
Wall-mounted LED screens provide a new way to visualise and prioritise work in the form of an electronic, 24/7 workshop operations sheet. Displaying a rolling colour-coded tabular chart, engineers have an instant view of defects, job status and staff resource availability.
“Part of the appeal of the Freeway system is that it is proven as a multi-site platform that is flexible enough to meet the needs of each site, but at the same time it allows us to centralise control of accounts, purchasing and management reporting,” says Mark.
System connects engineering and operations
Trentbarton has worked with Freeway on developments that will provide improved connections between engineering and operations.
Perhaps most notable among those is the integration between Freeway’s workshop platform and Omnibus software.
That will give the Trentbarton operations team complete visibility of vehicles in terms of availability, outstanding defects, recently completed work and compliance status.
Another key integration is with Ticketer. “We’ve just rolled out Ticketer ETMs across the Trentbarton and Kinchbus fleets,” says Mark. “As well as providing contactless payments, our driving team will also be trialling the electronic input of vehicle defects.
“They will then flow through automatically to Freeway, giving even more of a real time view of the overall fleet status and enabling a ‘pit stop’ feel to our workshop operations of knowing about issues before the vehicle arrives back at base.”
Trentbarton makes the business case
The business case for Freeway was largely about saving time in administration and eliminating paper.
The system is also being implemented in Trentbarton’s stores, with barcode scanning and parts requisition via tablets. That provides a complete digital solution, including automatic stock control.
“Aside from the time that is saved in administration, we have identified some key benefits in fleet management,” adds Mark. “Notably, defects, warranty claims and engineer productivity. Repeat defects are a problem that the new system will address.
“With paper records there isn’t really a way to track recurring problems. Engineers are working blind. With the introduction of the tablets, they can view the history and immediately spot repeat defects.”
Warranty claims simplified by new system
A further key area for Trentbarton is warranties. It has seen claims not made because of poor traceability and no way of effectively managing them. With the Freeway system, there is complete traceability of individual parts from purchase through to fitting and replacement.
“If a part fails within a warranty period, the software flags it,” says Mark.
“Over time, records of individual parts will allow performance and lifecycle costs to be tracked. Store managers will be able to make smarter purchasing decisions in the future.
“Traditionally, workshop costs have not been effectively monitored. That leaves little scope for improving productivity. Paper records do not provide all the information.
“But with Freeway, we are able to track costs in the workshop. We know we’ll be able to improve scheduling to ensure we minimise any idle time, with job start and job completion being recorded on engineers’ tablets.”
Doing that gives Trentbarton “a completely new level of visibility” and will allow it to identify where further support and training are required.
Delivery of high standards continues
Freeway was selected by the operator based on a review of all fleet management systems in the market. Trentbarton regards Freeway as the most comprehensive product and most suitable for its needs. Its track record in the bus sector also figured in the decision.
“All of this work, and the benefits we will see by implementing such a system, will allow us to more effectively and efficiently manage our fleet,” says Mark.
“That will translate directly into reduced vehicle downtime and improved reliability. That then helps us to continue to deliver the highest of standards – which our customers have come to expect of us.”
