In freight transportation , knowing the location of vehicles is only one part of fleet management. Fuel consumption, vehicle utilization, operational events, and compliance with administrative obligations also influence costs and the continuity of operations .
According to Mauricio Calles , commercial manager of IQUO digital , one of the main challenges for transport companies is to relate these variables to obtain a more complete view of what is happening with their vehicles.
“When information is distributed across different platforms, reports, or files, it becomes more difficult to identify where deviations exist and what situations need attention. The challenge is not only having the data, but also turning it into information that helps in decision-making ,” he explains.
From this perspective, the integration of GPS, telemetry, and analytics tools allows for a shift from individual unit tracking to management based on key performance indicators (KPIs). These are five aspects that, according to Mauricio, should be incorporated into fleet management.
Fuel efficiency: How to detect deviations per unit
Fuel is one of the variables that transporters need to constantly monitor. However, simply checking total expenses doesn’t allow them to determine which vehicles are consuming more than expected.
Mauricio points out that the analysis should relate the liters loaded, the amount of the operations, the kilometers traveled and the performance of each unit.
“If a vehicle starts consuming more fuel than usual, we need to identify that difference and investigate what might be happening. It could be related to mechanical condition, route, vehicle usage, or load records. The indicator helps us pinpoint where to investigate, but it doesn’t determine the cause on its own ,” he explains.
Historical information and comparisons between vehicles allow us to recognize variations and establish reference parameters according to the characteristics of each operation.
Data to review includes fuel volume (in liters), associated fuel consumption, mileage, and the difference between expected and recorded fuel efficiency. With this information, managers can prioritize the vehicles that require evaluation.
Fuel loads vs. GPS activity: How to compare the records
Another variable that can provide relevant information arises when comparing fuel records with the activity reported by the GPS .
For example, a load recorded during a period when the vehicle is not in use may warrant review. However, this condition does not in itself demonstrate an irregularity: it could also be due to differences in recording times, legitimate operational activities, or communication problems within the team.
“ When we link fuel records to vehicle activity, we can identify discrepancies that require review and focus attention on the cases that need it. The benefit lies in detecting these situations promptly and taking steps to improve fuel consumption control ,” explains Mauricio Calles.
The potential for improvement is also reflected in fleet management studies. According to research by the U.S. Federal Motor Carrier Safety Administration (FMCSA) , a program combining telematics monitoring, feedback, and driver training achieved fuel efficiency improvements of 5.4% in long-haul sleeper trucks and 9.3% in daytime trucks . These results reflect a comprehensive intervention on driving habits, not solely the detection of fueling inconsistencies.
“ That’s why it’s important not to focus solely on the fuel consumption. We also need to review the distance traveled, periods of inactivity, and the information transmitted by the GPS. By comparing this data, we can identify situations that need validation and establish corrective actions based on what is actually happening in the operation,” Mauricio adds.
To conduct this analysis, it’s advisable to review cargo records and their amounts, periods of inactivity, GPS connectivity, and the operating conditions of each vehicle. The goal is to detect potential inconsistencies, strengthen fuel control, and identify opportunities for improvement, keeping in mind that the results will depend on the specific conditions and needs of each fleet.
Fleet utilization: How to know the activity of each unit
Having vehicles available doesn’t necessarily mean they’re all being used equally. While some units are frequently used, others may remain idle for extended periods.
GPS tracking allows you to analyze trips, mileage, travel times, and periods of inactivity. By consolidating this data into a dashboard , you can compare vehicle activity and identify discrepancies that warrant further investigation.
“ It’s important to distinguish between a unit that is truly underutilized and one that is stopped for an operational reason. We must also verify that the equipment is transmitting correctly. Information only becomes valuable when it is interpreted in light of what is happening in the operation ,” Mauricio emphasizes.
The analysis can consider the number of trips, kilometers traveled, days of downtime, and the connectivity status of the equipment. This information provides elements for reviewing vehicle allocation, availability, and asset utilization.
Alerts and operational events: What to track with GPS and telemetry
In addition to analyzing historical information, companies need to identify events that require attention during operations.
Depending on the devices installed and their configuration, GPS and telemetry platforms can record speeding, entries and exits from delimited geographical areas, periods of inactivity, and power disconnections of the equipment.
The usefulness of these records depends on the fact that those in charge can consult what happened, in which unit, at what time and where the vehicle was located, when that information is available.
Mauricio indicates that event tracking also allows for the review of recurring behaviors.
“If a unit experiences frequent disconnections, for example, a technical review can be requested. If it registers periods of inactivity that don’t correspond to the schedule, it’s possible to verify what’s happening. Having the history helps to track the issue with more context,” he asserts.
Viewing events by unit, date, and alert type facilitates monitoring and allows for organized reviews. These tools provide visibility, but they do not replace security protocols or guarantee incident prevention on their own.
Vehicle administration: Keeping documentation under control
The profitability of a fleet also depends on the management of its assets. Insurance policies, inspections, registration cards, and other documents require monitoring to reduce the risk of expiration and disruptions to operations.
When information is stored in separate files, consolidating it and identifying outstanding issues can become a complex task, particularly in companies with vehicles distributed across different locations or divisions.
“ We need clarity not only on where the vehicles are and how they are being used, but also on their administrative status. If the information is organized, it is easier to identify which documents are about to expire, which ones require updating, and which units need monitoring ,” explains Mauricio Calles.
Administrative dashboards allow users to check the status of units, identify expired or soon-to-expire documentation, and detect incomplete records. Filters and export options also facilitate review by the responsible departments.
In this way, document control complements operational monitoring and contributes to a more organized management of vehicles.
How to make better decisions by integrating GPS, telemetry, and vehicle management into a dashboard
The five indicators show that fleet performance cannot be evaluated based on a single variable . Fuel consumption, vehicle activity, operational events, connectivity, and administrative status need to be analyzed together to better understand operational behavior.
In this process, management platforms and dashboards help to centralize information, compare results between units, and identify deviations that require follow-up. However, their effectiveness also depends on the quality of the records, the definition of benchmarks, and the existence of individuals responsible for investigating findings and monitoring corresponding actions.
“A technological tool allows for greater visibility, but the next step is to establish what will be measured, what the expected parameters are, and who will monitor the differences. It’s not about accumulating information, but about using it to better understand the operation and support decisions ,” says Mauricio.
IQUO digital, a comprehensive solution for greater visibility and control over your operations
In this context, IQUO digital offers GPS and telemetry solutions to know the location and activity of vehicles, as well as information on operational events, according to the installed technology.
For its part, DENED Dashboard allows the consolidation of information from vehicle management systems, GPS tracking, and compatible fuel sources to present it through indicators, dashboards, and reports.
This integration facilitates the analysis of variables such as mileage, trips, fuel consumption and performance , connectivity, operational events and documentary status, according to the available sources and the implemented modules.
Users can delve deeper into specific cases using filters, consult historical data, and export information for review. These capabilities can be useful for both companies seeking to structure their monitoring processes and for operations with a larger number of units and diverse control needs.
For Mauricio, the starting point is understanding what information each company needs and how it can use it to improve its processes.
“ Knowing the location of the vehicles is important, but we also need to understand how they are used, how much fuel they consume, what situations require attention, and their administrative status. When we can relate these variables, we have more information to identify opportunities for improvement and make informed decisions ,” he concludes.
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