admin

From Spreadsheets and Data Silos to Seamless Audits

Before adopting FleetCheck, M&Y Maintenance and Construction relied on manual spreadsheets for fleet management, making it difficult to track maintenance schedules and quickly access essential information. Worried about potential oversights, and keen to ensure preventative maintenance to reduce unplanned vehicle downtime, they implemented FleetCheck Professional – a now vital part of their daily operations. With FleetCheck, they’ve successfully automated their processes, reduced unplanned VOR time, and ensured both audit readiness and ISO compliance.

About M&Y Maintenance and Construction:

Industry – Maintenance and Construction
Fleet size – 228
Fleet mix – Cars and Vans
Location – Northwest
Tags – VOR Rectification, Fleet Management, Audit Readiness
Products – FleetCheck Professional

'I think a compliance tool is probably doing FleetCheck an injustice. Yes, it's a compliance tool, but it's also such an integral part of running a fleet. It's my day-to-day go to. My bible - for want of a better word.

Justin Toole | Fleet Manager | M&Y

'I think a compliance tool is probably doing FleetCheck an injustice. Yes, it's a compliance tool, but it's also such an integral part of running a fleet. It's my day-to-day go to. My bible - for want of a better word.

Justin Toole | Fleet Manager | M&Y

M&Y Maintenance and Construction has grown from a small, family-run business into one of the North West's largest maintenance and construction companies. As the company expanded, Justin Toole and his team were prompted to explore a fleet management solution to streamline their increasingly diverse tasks, which have since expanded to include various other areas of the business.

'In my 7 years at M&Y, I've used different telematics systems, different fuel suppliers, different sign writing companies, but the one thing that hasn't changed, is FleetCheck. It's been my constant all the way through.

Why FleetCheck?

Justin Toole, Fleet Manager at M&Y, explored several fleet management systems before selecting FleetCheck. It stood out for being ahead of the curve, constantly evolving and upgrading its features, unlike other similar systems.

With decades of experience in the fleet industry, starting at just 16, Justin was familiar with the pressures Fleet Managers face when something goes wrong. However, any reservations he had about moving to a new system were quickly put to rest by the assurance he felt in the onboarding team, who helped make the implementation process as painless as possible.  

It's hard when you've run a fleet off a spreadsheet for years. There's a responsibility on the Fleet Manager when that changes. You're busy all day, every day, so the last thing you want is major headaches trying to swap systems. But honestly, it was really seamless moving to FleetCheck.

The Challenge

Navigating Data Silos and Unexpected VOR

Reliance on Spreadsheets

Justin and the team had been relying on a manual spreadsheet to manage the fleet. However, as their responsibilities extended beyond fleet management to encompass other areas of the business, the risk of human error and potential oversights grew, which began to concern Justin.

Compliance Complexities

Managing a large fleet came with intricate compliance requirements that M&Y couldn’t afford to overlook. Being ISO accredited, they needed to ensure they were always audit-ready, and an FMS system was deemed an easier and more efficient way to do this.

Unexpected VOR

Any unexpected loss of vehicle for M&Y, like for most fleet teams, caused challenges. With their engineers back-to-back all day, the costs associated with broken-down vehicles were huge, as well as it just being time-consuming to have to recover vehicles, organise replacements, and transfer the necessary tools and equipment to the new vehicle.

Unexpected breakdowns were challenging. Our engineers have appointments scheduled all day, and customers rely on them to get the job done. Whenever a breakdown occurs, it’s time-consuming, and the clock starts ticking. That’s why sticking to maintenance schedules is so crucial for me.

The Solution

Streamlined Reporting and Alerts for Enhanced Visibility

FleetCheck Professional has simplified their fleet management, making information retrieval seamless with an easy-to-see dashboard, traffic light alerts, and a comprehensive reporting suite. This has been vital for M&Y’s budgeting and auditing processes, as well as for Justin’s monthly operations meetings with directors and heads of service, where he can easily present key information.

As a system, one of the things I love about FleetCheck is how simple it is. I don’t like to do a job in 10 clicks when I can do it in 2. You can run all manner of reports, from taxes and MOTs to everything around your licences. The dashboard highlights what’s due next, so there’s no question – it's right there, in your face.

The Results

Confidence, Collaboration, and Cost Savings

Audit-Ready with Confidence in Operations

FleetCheck plays a fundamental role in demonstrating risk mitigation. We're ISO accredited, and when the auditors visit every year, I sit there with confidence. Being able to review everything on FleetCheck and show we’re fully compliant makes life so easy. The DVLA could walk onto our premises tomorrow, and I'd know, everything is done and dusted.

Easy-to-Use System for Seamless Collaboration

We've just taken on a new member of the team, who's new to the industry. She's quickly learnt how to use FleetCheck to run reports, check licences, MOTs, and services. It’s easy for someone to understand and pick up the system, taking the pressure off me.

Planned Maintenance Means Less VOR

FleetCheck has been a massive help in minimising VOR, because it allows us to track our maintenance and identify when to chase Workshops and Bodyshops for updates on kit. Let's say a Ford needs a service every 2 years or every 15,000 miles, FleetCheck reminds you when it's due, so you never miss a service. If you’re doing all the basics right, the number of breakdowns will decrease.

Less Money Spent on Fleet

By reducing vehicle downtime, we save money on cover vehicles. We’re focusing on preventative, instead of reactionary, maintenance now. Addressing issues ahead of time means fewer things go wrong and it's harder for costly problems to slip through the cracks.