Controlling routes, idling and fuel with vehicle tracking

Where is the fuel going?

When a fleet’s fuel bill rises, the first guess is usually the fuel price. But at the same price, two similar vehicles can have clearly different consumption. Most of the difference usually comes from how the vehicle is used.

Vehicle tracking reports make four main sources visible: the vehicle standing still with the engine running (idling), high speed and harsh driving, unplanned or roundabout routes, and non-business use. The share of each in fuel use varies by fleet; your own reports show which one stands out for you.

The first step in tracking fuel is knowing where you stand. A good start is to collect reports for the first month after installation without changing anything. That month becomes the baseline for measuring the effect of later changes.

Idling: the easiest loss to spot

If the vehicle is not moving while the engine is running, fuel burns but the mileage does not increase. Leaving the vehicle running for the air conditioning in summer, waiting at a delivery point without turning off the engine, and warming up the vehicle for a long time in the morning are typical examples.

In the Şanlıurfa summer, it is understandable that a driver wants to wait in the vehicle with the air conditioning on. The report lets you see unnecessary waiting time. It shows how long each vehicle idles per day and where. If there are long waits at a particular delivery point, you may need to look at the loading arrangements there.

Idling to warm up the vehicle on winter mornings should be assessed separately. The best way is to check the manufacturer’s recommendation on how long the vehicle needs warming up; long warm-ups are often just a habit.

The idling report needs to be read according to the vehicle type. Vehicles that work with the engine running, such as crane trucks or refrigerated vehicles, naturally have long waiting times. Setting a separate threshold for these vehicles keeps the report meaningful.

Expert note: Set a threshold for idling; for example, have waits longer than a few minutes flagged in the report. A report that also counts short stops produces needless alerts, and nobody looks at it.

Speed and driving habits

High speed and sudden acceleration use more fuel for the same distance. Brake and tire wear also increase. Tracking systems record when a set speed limit is exceeded; devices with an acceleration sensor also report harsh braking and sudden acceleration.

Sharing these reports with drivers works better than punishing them. When you talk about which road and what time a speeding violation happened, the driver also knows what is being measured. Some companies prefer to reward the drivers with the fewest violations.

When setting the speed limit, consider the type of road. Different limits can be set for city and intercity roads. If a single limit is applied everywhere, either too much leeway is given in the city or constant violations appear on the highway.

Software that gives a driving score combines speed, harsh braking and idling into a single score. Explaining to drivers how this score is calculated helps them see it as fair.

Route and mileage

Past route records show whether vehicles followed the planned route. Two different vehicles going to the same area in a day, a vehicle taking an unnecessary detour on the way back, or an illogical delivery order are easy to see on the map.

For fleets making regular trips from central Şanlıurfa to districts such as Siverek, Viranşehir, Ceylanpınar or Harran, route planning directly affects mileage. Splitting delivery points into zones each day and dispatching vehicles accordingly lets you do the same work with less driving.

The mileage report can also be compared with fuel receipts. If the distance a vehicle has driven and the amount of fuel bought do not match, it is a sign that needs looking into.

Take the driver’s experience into account in route planning as well. Part of the road that looks shortest on the map may be a rough village road, and loading may not be possible at some points. Making route decisions together with drivers produces more realistic plans and makes the system easier to accept.

After-hours use and geofencing

Vehicles that move outside working hours are listed separately in the report. With the geofence feature, you get a notification when vehicles leave a set zone or enter a particular area.

Drivers must be informed in advance before these features are used. Because location data may count as personal data, the purpose and scope of tracking should be set out in writing, and an expert should be consulted regarding KVKK requirements.

Some after-hours use may be legitimate: on-call teams, emergency service calls, or employees allowed to take the vehicle home. If these cases are defined in the rules, real deviations in the report are easier to tell apart.

Turning reports into action

Data only changes something when it is read regularly. A simple routine is enough:

It also helps to make one person responsible for the reports. Fleet manager, accounting or the business owner—whoever it is, it should be clear who does the weekly review. A panel that everyone can look at but nobody is responsible for stops being opened after a while.

• Check the weekly idling and speeding report.
• Talk to the drivers of the vehicles with the most deviations.
• Compare monthly mileage with fuel receipts.
• Review the route plan every three months.
• Note the month you made a change and compare it with the following months.

Is a fuel sensor necessary?

A standard tracking device does not measure the amount of fuel; it shows approximate consumption based on mileage and running time. If you want to see how much fuel is left in the tank and any sudden drops, you need a fuel level sensor suited to the vehicle or a reading from the vehicle’s own data line. Whether this is possible depends on the vehicle model.

Before a sensor is installed, the vehicle’s tank, fuel type and usage should be assessed together. A poorly installed sensor produces wrong data and reduces trust in the reports. After installation, a calibration is needed by filling the tank.

Desa Bilişim installs tracking devices in fleet vehicles and sets up the report and notification settings to fit the way your business works.

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