User Guide The organisation of movement
Introduction GreenerFleet is a powerful fleet management tool that enables companies to monitor driving style and behaviour to promote safer and greener driving by their employees. The main tool provided is the Carbon Calculator; which can determine the Carbon Footprint and Green Score of your Fleet or individual vehicles. This can be used to actively reduce your company s Carbon Footprint and encourage greener driving behaviours. Accompanying this tool is our Fuel Data upload feature. This easy to use tool allows you to keep secure records of your fuel purchases and, when linked to our Masternaut tracking solution, provides accurate mpg analysis. Even more sophistication is provided by our Engine Management feature. Currently available for HGV s using the FMS gateway, this will be expanded to include additional Canbus solutions over the coming months. More and more companies are recognising the link between driving style, emissions and driver safety. Our Duty of Care proposition is also available within Greenerfleet. This monitors driver behaviour and identifies where your employees are at risk. Speeding is also an important issue, and not only is driving at excessive speeds unsafe, it also uses more fuel. Better driving is safer and greener too. Using the new speed monitoring feature, you can identify whether speeding is an occasional lapse or a repeated behaviour, easily identifying drivers where remedial action is required. This feature helps you ensure that your employees are driving safely for their own protection and that of the general public. Why use GreenerFleet? Masternaut has made the commitment to driving a greener future through the creation of GreenerFleet. Its aim is to help you on the journey towards increased sustainability and environmental responsibility. No longer does this come at a cost to your organisation, because with GreenerFleet the benefits are clear. By driving down costs and improving your productivity, GreenerFleet will be with you every step of the journey not only to drive a greener future, but also a more efficient and profitable organisation. There has never been a time when climate change and the environment have been more in the public eye and under the scrutiny of the media. Greenerfleet provides a substantial opportunity for you to promote this aspect of your business to the media and to your customers. Page 1
How GreenerFleet works The live Carbon Calculator from GreenerFleet is part of Masternaut s vehicle tracking solution. Masternaut s vehicle tracking automatically captures an accurate mileage record for each driver and vehicle in a customer s fleet. By taking the official carbon output per km and fuel consumption figures for each of a customer s vehicles, GreenerFleet automatically calculates the Carbon Footprint on a daily, weekly or monthly basis. A score is also returned for this data, the Green Score. You are then able to easily monitor the data on an on-going basis to reduce your carbon emissions. As you monitor and improve this data, GreenerFleet translates this into a simple-to-understand graphic that embodies a range of green issues. How to use the system All Masternaut customers can now access the GreenerFleet solution through www..co.uk or by clicking on the icon on the Masternaut website. The website can be accessed from any PC with Internet access, in the same way as the standard Masternaut site is accessed. The homepage is displayed first, and from here the user can navigate through the various sections of the GreenerFleet website. So what is a Carbon Footprint? In simplified terms a carbon footprint can be described as the total amount of CO2 and other greenhouse gases emitted by a product. In Masternaut s solution we refer to the carbon footprint of a vehicle, so the amount of CO2 each vehicle is emitting. This is measured as kilograms of CO2. Carbon dioxide (chemical name CO2) is the main greenhouse gas created by combustion, emitted primarily from human activity such as burning of fossil fuels to generate electricity or to power vehicles. Scientists believe these greenhouse gases are causing the earth s climate to change. Page 2
Logging into GreenerFleet All you need to access GreenerFleet is your normal, Masternaut login and password. Please enter your user name and password and then select go Once you have logged into GreenerFleet you will be presented with the following screen: The system defaults to the Carbon Footprint screen. From here you can also navigate to the other options of: Green Score Engine Management Fuel Management Duty of Care Administration Help the Help function contains an online copy of this user guide which you can print or view on-line. Log out Each of these functions will be described in detail in the following sections. Page 3
Administration Each vehicle receives by default an average configuration. This is based on vehicle type and provides average values for MPG, CO2, maximum permitted speed, and cost per mile. More accurate CO2 values are available for cars. At any time, you can change the default setup for a more accurate CO2 value if you wish. To be included on the GreenerFleet website the vehicle must have the standard Masternaut vehicle tracking solution installed, and be fully setup and operational. Prior to viewing the system information, you must first set up your vehicles to ensure the system is configured with the CO2 value and combined MPG figure for each vehicle. There are two methods of providing these figures: 1) By inputting vehicle make, model & version the application can automatically obtain this data from a database. 2) Users can enter the CO2 value and combined MPG figures manually. This option offers flexibility, and is available as not every vehicle is listed in the automatic database. This is also due to the fact that vehicles also vary from the quoted figures depending on age, modifications and how the vehicle is driven/used. To complete the vehicle setup parameters you need to either a) Select the vehicle registration from the drop down list b) Choose vehicle (i.e. Volkswagen) c) Select Model (i.e. Golf) d) Select version (i.e. 1.9 Tdi) e) Enter average cost per mile (in pence) and Maximum Permitted Speed f) Press Save Or a) Select vehicle registration from the drop down list b) Skip choosing a vehicle and jump directly to entering a CO2 value (section 3) and add a combined MPG figure (These can be supplied by the vehicle manufacturer) c) Enter average cost per mile (in pence) and Maximum Speed d) Press Save This process needs to be completed for each vehicle you wish to monitor. If you have a large number of vehicles you wish to add in to the system, please contact your Masternaut Customer Services representative who will provide you with a spreadsheet to fill in and return, Masternaut will then upload this file for you into the system. Page 4
Carbon Footprint To display a Carbon Footprint the user needs to select the Carbon Footprint tab once in the Carbon Calculator page. This is the screen that is displayed by default when you first log into the site. Carbon Footprint will allow you to monitor either The full fleet An individual vehicle A particular group of vehicles A particular group of drivers Once all parameters have been selected the user selects View button to see the results. An individual driver First select the vehicle group you wish to report on, using the drop down box, and then the individual vehicle (or select All ). Next, select the date range to be monitored and the baseline date range it is to be compared against. As a default the current month is shown to be compared with the previous month. You can amend the date ranges using a helpful calendar function. The Baseline A baseline can be defined as accurate, quantitative data at a stated point in time that marks the beginning of a trend. Information collected provides a standard against which future measurements can be compared. The user can define the baseline date range themselves (this might be a good week, an average month etc). You can compare your performance with the average for your type of fleet. Use the drop-down box to select which type of vehicles is most representative of your fleet. E.g. cars/vans or HGV s. Click the View button to complete the comparison. Page 5
Carbon Footprint Graph The results are shown in a graphical representation of a Carbon Footprint. A pentagon of varying size is displayed, the shape varies depending on the data input. In the Carbon Footprint graph shown opposite, the point close to the centre of the axis indicates a low value and a point near the edge is a high value. This type of chart is traditionally called a radar chart. It allows a quick and easy comparison between a number of performance factors over two time periods. At a glance you can see where performance has improved or worsened. The greater the distance between the edges of the two plotted areas, the greater the difference in performance. In this example, you can quickly see that speeding performance has improved significantly whereas idling performance has only improved slightly. Daily averages per vehicle Summary With the Carbon Footprint results a summary of the daily averages per vehicle is also displayed. This is shown for both the baseline and the current period, the change figure between the two is also displayed. Page 6
How the Carbon Footprint is calculated The following section gives an account of how the Carbon Footprint is calculated CO2 is measured normally in grams, Masternaut convert to Kg to simplify the results display. The value is calculated by multiplying Distance in km by the official CO2 emission from the vehicle and then dividing this by 1000 (to get kg). Speeding shows the number of speeding occurrences recorded for the vehicle. A speeding event is recorded if the vehicle speed exceeds either the maximum permitted speed for the road the vehicle is on or the maximum permitted speed for that vehicle. Fuel is measured in litres, this figure is an assumption calculated by using the combined MPG figure per vehicle that was setup originally and multiplying by distance travelled then converting to litres. The mileage figure and idling times are recorded by the Masternaut MCU. All this information is then collected for the selected date range and used to plot the graph. The Green Score The Green Score uses the Carbon Footprint data to record a tangible value, something that can be used to benchmark and compare against. To access the Green Score functionality, select the Green Score header: First select the vehicle group you wish to report on, using the drop down box, and then the individual vehicle (or select All ). Next, select the date range to be monitored and whether you require a Daily Weekly or Monthly report - The data be will filtered by this parameter, so selecting daily returns a line of data for each day per driver, selecting weekly returns only a line per week etc. Select View to display results. Page 7
The Green Score The data recorded is the same as for the Carbon Calculator. The only additional fields are the cost and score columns: The cost is an assumed figure; it is based on a fixed cost per mile (entered onto the administrator screens) multiplied by the distance travelled. Each field can be sorted in ascending order by pressing the cursor over the column header. How the Green Score is calculated The score is based on a calculation using CO2 emissions, MPG figure, distance travelled, time spent idling and a count of speeding occurrences to calculate a score. Calculation is = Daily average Idling + daily average speeding + vehicle CO2 / 50 + (100 - vehicle combined MPG) / 10. This is based on an industry standard scoring technique collated with experts within the field. Summary In addition a summary is given, this will display a total and average sum for all vehicles monitored. The Green Score table can also be exported for further use. Click Export the results are then exported in Excel format. Select Print to dispatch to your default printer. Page 8
Duty of Care This section of the website helps you focus on keeping your drivers safe. There are three sections: A Daily Summary which allows you to see at a glance the performance of all drivers or those within a group. A Driver Safety view, which allows you to focus on a driver by driver basis for the last 28 days. A Speed Report where all journeys for a particular day can be analysed against the prevailing speed limit. Daily Summary Drivers are listed in alphabetical order as a default. Clicking on the heading Driver will reverse the order, i.e. starting with the far end of the alphabet. The daily summary allows you to see how your drivers have done on a particular day. The system defaults to today s date but you can choose earlier dates to review if you wish. First select the vehicle group that you wish to monitor using the drop down box or select All. You can change the date by selecting dates using the arrow keys or a helpful calendar function. Next click View. This feature is applicable to all headings, clicking on the heading will reverse the order in which the drivers appear. This allows you to identify, for example, the worst offenders against a particular standard. Excess Shift this means that the driver has worked for in excess of 10 hours on that day, starting with the first ignition on and ending when the engine is switched off for the last time. Excess Journey this means that the driver has driven for more than 2 1 4 hours without taking a break. Excess speed this counts the number of times the vehicle has been recorded as exceeding the speed limit on that day. In the next to last column (last 30 days) you can see the number of infringements over the last 30 days. This allows you to quickly see whether the events on this day are a one-off or a repeated pattern. As a reminder, if you want to go back to earlier dates you can do so from the Daily Summary Screen. On this screen you see all the information you need to identify those drivers who you should be monitoring because they have breached one of the standards set out above. If a driver has done no driving on that day, or their driving has been within the standards set, they will not appear. If a driver has broken all standards for that day, there will be a red entry against each column. Where only one or two standards have been breached the remaining item(s) will be shown in green. Page 9
Duty of Care The Daily summary screen also allows you to track actions you take in relation to individual drivers. In the rightmost column Action you can click on the word add and record what action you wish to take. Some typical actions are listed in a drop down box. The feature allows you to write additional notes if you wish. You can save the notes and return to the daily summary screen. Driver Safety This screen allows you to look at all the infringements over the last 28 days. The infringements are listed in date order. Each column can be sorted to help you analyse it to your requirements. This can be useful for when you are meeting with the employee to address any concerns over their driving. Saving a note will add a warning triangle icon which will appear the next time that you visit the Daily Summary Screen. When an action has already been logged you can view it from the Daily Summary screen by clicking on the warning triangle. The text box will appear with a record of who opened the action and when. You can edit it in a number of ways. 1 Close the action. You can decide that the matter is now resolved and close the action. It will no longer be displayed against the driver record. All actions are listed here with open and closed dates. You can also record further actions against the driver if you wish. To view another driver s performance you can select them from the drop down box at the top of the page. 2 Edit the action. You can simply add to or delete from the text you have already recorded, or you can change the action type in the drop down box. 3 Cancel the editing. If you change your mind, you can cancel the editing you are doing. 4 Save this will save any changes that you have made. Export or Print These buttons allow you to simply export the data on the screen into an Excel file or to print the information shown. Page 10
Duty of Care Speed report This screen allows you to look at the speeding performance of an individual driver over all journeys for a particular day. The screen uses the latest available information about the exact speed limit for each road travelled giving greater accuracy than ever before possible. Simply select the driver and date and the next page will automatically load. At the top of the page, we display a chart showing the journeys over the course of the day. The yellow surface area of the chart shows the prevailing speed limit in miles per hour. The line of the chart shows the actual speed. It is colour coded to show blue, where the speed is within the limit and red where it is above the limit. You can zoom in or out by clicking on the chart and dragging the mouse to the right or left. A simple analysis is also available to show a summary of the speeding by road type. Where the speed limit is exceeded by a limit of more than 15%, this is shown as a separate row. Page 11
Fuel Management Getting accurate information on fuel performance is key to managing down your costs and controlling your vehicle emissions. The Fuel Management facility allows you to record fuel purchases and link these to the actual mileage driven by the vehicles in your fleet. Only by doing this can you get accurate information on the actual mpg performance of your fleet. Our sophisticated reporting allows you to identify performance at an individual vehicle or driver level. There are a number of ways to use this feature. Clicking on the Fuel Management tab will take you to the screen above. Here you can choose to view fuel transactions or to analyse MPG performance. To get started you will need to load some data by importing a file. To import a file, click the Import button. You will be presented with the following screen. Save the file of data you wish to import from your PC or network and then click Browse to locate the file. Fuel Data Import This allows you to import data files which you already use to capture fuel purchase and link them to the mileage driven. An easy to use Import feature loads your fuel data into the Greenerfleet website and provides immediate access to reports. The data files should be in CSV (Comma Separated Variable) format to load successfully. Fuel Data template For those customers just starting out on the fuel management journey, our easy to use template is available to download and complete. Individual Transactions In addition to the two options above, individual transactions can also be logged and recorded directly on the website. How to use the Fuel Management facility The file must be in CSV (Comma Separated Variable) format but it does not matter how the data is organised. All you need to do is tell the system which columns contain which information and the wizard will do the rest. For example if the first row of the data table you are trying to load contains the column headings, then put a figure 1 in the Header box above. Then put values for each of the other data fields in the appropriate boxes. So for example if Vehicle Registration is in column 1 then put a figure 1 in the box next to registration number and so on. If you don t want to include data for a particular heading, leave the box blank. When you have finished listing the columns click the Import button and the data will be available for you to view within the reporting tool. Click on the Fuel Management tab again and choose which report you want to view. Page 12
Fuel Management Fuel Transactions report Here you see an easy to use list of all the transactions which you have entered. Each column can be sorted in alphabetical or numerical order. The system combines the data you have imported with the mileage recorded by the tracking system and this will accurately calculate the MPG. Most of the columns are self explanatory but there are some key features for you to be aware of. MPG reporting The MPG reporting feature lets you look at average MPG performance over a period of your choosing. Select the start and end dates and all purchases and mileages will be combined into a single report. This report also shows the standard MPG for the vehicles see Administration section of this guide for more details. Where more than one month is selected, as in the example below, each month will appear on separate rows. As with all reporting on Greenerfleet, the report can be exported or printed directly from this page. The Site column shows the fuel stations used. Where this fuel station exists on our database it will be highlighted and you can click on the site name to see a map of the site and the relevant journey. The notepad icon in the next to last column on the right allows you to edit the record. For example in row 2, the registration number has been incorrectly entered. By clicking the icon a Notepad feature opens allowing you to change the registration number. Finally in the right hand column you can click the X button in order to delete a row of data if required. You can also add records to the database manually. Clicking the create button opens up a new window where you can enter data see below. Engine Management This section will relate to the interrogation of CANbus data providing vital operational information relating to the way a vehicle has been driven, this can help improve both driver and vehicle performance. This function is currently under development and is available as a beta version currently. Further updates will be provided in the near future. Log Out Select this feature to log out of the GreenerFleet solution you will then be required to log in again the next time you wish to use the system. Page 13
How to use the results Driving a greener fleet You can use the green score and results in the table to proactively improve your fleet s Carbon Footprint. Improvements will also have a positive financial benefit. Looking at how people drive, routes selected, fleet management and vehicle maintenance all can have a positive improvement on a customer s Carbon Footprint and operational costs. Driving Changing the way vehicles are driven can lead to less fuel usage. This will save money and help to reduce carbon emissions. Driver training courses can encourage good driving practices by teaching efficient and optimum driving techniques. Over acceleration and speeding is unnecessary, sometimes illegal and potentially dangerous but is also a waste of fuel. Speeding increases ones Carbon Footprint as an engine is not running at its optimum, fuel is being burnt inefficiently and not converted to movement. Idling, as the name suggests means the act of doing no work, where something has the ability to do so. A vehicles engine that is running but not engaged in movement is wasting resources, again fuel. As well as a financial cost, carbon is being created unnecessarily. The engine should be switched off rather than idling. The Masternaut suite of solutions allows effective monitoring of idling time by vehicle, driver and fleet. Finding out the reasons for why idling is occurring, where vehicles are idling (i.e. customers delivery sites, loading bays etc), then pro-actively feeding this information back to drivers on a real time basis via positive driver debriefs and targeted training will mitigate reoccurrence, not only reducing fuel costs, but also reducing your Carbon Footprint. Routes Distance covered is very simple, the more mileage driven, the more fuel is used, the more is spent on fuel and running costs and more importantly, the bigger the Carbon Footprint. Look at reducing mileage through intelligent route planning & job scheduling using Masternaut tools. Highlighting poor route selection using the Masternaut solution Using satellite navigation will help reduce unnecessary mileage and optimise driving. By looking at the payload of vehicles and analysing operational efficiency, changes can be made to reduce the number of vehicles running by combining routes etc. Less fleet vehicles will reduce carbon output. Using the Results Avoiding short journeys and unnecessary use of vehicles will reduce your fleet s Carbon Footprint. Engines don t run as efficiently over short journeys. Improve route planning to reduce carbon output. This can be done by looking at older routes and optimising new ones. You can look at multiple drops/jobs in the same area to reduce mileage. Sitting in queues costs money and wastes fuel. Avoid congestion by intelligent planning of journeys, missing rush hour where possible, avoiding busy routes. You can use the Masternaut traffic information before driving to avoid trouble spots. Drivers need to make sure they know where they are going. Motorists waste fuel when lost due to unnecessary mileage. Using Masternaut satellite navigation or Masternaut s online route planner can reduce this. Checking a vehicle s mpg regularly will also flag any errors in fuel consumption and emissions. Monitor and score fuel consumption by vehicle and driver. This will focus drivers on driving well; this can be combined with competitions to encourage improvement. Page 14
together we ll drive a greener future Tel: 08444 150 150 Fax: 44 (0)113 281 4455 masternaut3x.co.uk Masternaut Three X Head Office: Priory Park, Great North Road, Aberford, Leeds LS25 3DF.