How Waipā District Council Transformed Fleet Management with Orcoda Connect
A New Era of Vehicle Pooling for Government
In an era where efficiency, sustainability, and fiscal prudence are paramount for local government bodies, Waipā District Council in New Zealand has emerged as a trailblazer. Through a joint venture with Teletrac Navman (telematics provider) and Orcoda Connect (vehicle pooling software provider), the Council has digitally transformed its fleet management, setting a new benchmark for operational excellence and resource optimisation. We explore how Orcoda Connect, with its intuitive software and seamless integration capabilities, significantly contributed to Waipā District Council’s successful journey towards a more intelligent, efficient, and accountable carpool fleet.
The challenges faced by Waipā District Council are familiar to many city councils, transport and asset managers, as well as procurement managers in local governments across the globe. Traditional vehicle booking systems, often manual and fragmented, lead to inefficiencies, underutilised assets, and a lack of transparency. Orcoda Connects innovative approach directly addresses these pain points, offering a comprehensive, user-friendly solution that empowers staff, streamlines processes, and delivers tangible benefits for the community.
Background:
Navigating the Complexities of a Diverse Fleet
Waipā District Council, situated in the heart of New Zealand’s Waikato region, serves a thriving community of 62,000 residents. With approximately 400 staff spread across two main sites – Timur and Cambridge – that are a 20–30-minute drive apart, effective transportation management is critical to their daily operations.
Claire Vincent, the Fleet and Travel Coordinator at Waipā District Council, is at the helm of this transport operation. Her role encompasses managing the entire fleet and corporate travel, a task that, prior to the implementation of Orcoda Connect, was a significant administrative undertaking.
“We’ve got currently 165 assets in our fleet that consists of our light and heavy vehicles. We’ve got trailers, motor vehicles, tractors and diggers within that size,” explains Claire, highlighting the complexity and variety of vehicles under her purview.
The Council’s previous system for managing vehicle bookings was largely manual, relying on Microsoft Outlook calendars. This often resulted in bottlenecks, frequent phone calls from staff seeking vehicle availability, and a lack of real-time visibility – a common pain point for organisations without a dedicated vehicle pooling solution.
Requirements: A Vision for Continuous Improvement and Digital Transformation
Waipā District Council‘s decision to seek a new fleet management solution was driven by a clear vision: to enhance efficiency, improve vehicle utilisation, bolster compliance, and provide staff with greater independence. Claire Vincent, a strong advocate for innovation, was a key driver in this pursuit.
“I’m very, very big on continuous improvement and taking a risk and really giving something new a good go,” Claire states, underscoring her commitment to exploring cutting-edge solutions.
The Council sought a solution that would offer:
- Real-time visibility: The ability to instantly see vehicle availability, location, and usage patterns.
- Self-service booking: Empowering staff to independently book and manage their vehicle reservations.
- Streamlined administration: Reducing the manual effort and administrative burden associated with fleet management.
- Improved utilisation: Maximising the use of existing fleet assets to avoid unnecessary acquisitions and reduce operational costs.
- Enhanced compliance and accountability: Ensuring adherence to policies and fostering responsible vehicle use.
- Seamless integration: A system that could seamlessly connect with the Teletrac Navman telematics solution to provide a holistic view of the fleet.
- Data-driven insights: The capability to generate reports and analyse data for informed decision-making.
The joint venture with Teletrac Navman for telematics and Orcoda Connect for vehicle pooling was a strategic choice, positioning Waipā District Council as a pioneer in New Zealand. As Claire proudly notes, “we are the first Council in New Zealand to join up the full package with Navman and Orcoda.” This forward-thinking approach aimed to leverage the strengths of both technologies to create a truly integrated and efficient fleet management ecosystem.
The Solution: Orcoda Connect –
The Heart of Smart Vehicle Pooling
The core of Waipā District Council’s transformative fleet management lies in Orcoda Connect. This advanced vehicle pooling software, seamlessly integrated with Teletrac Navman’s GPS system, provides a comprehensive, real-time solution that has redefined how the Council manages its mobile assets.
“I saw the benefits of it straight away, because they had linked with the GPS, Teletrac Navman, so it gives you that real time view when you’re looking at the portal,” Claire explains, highlighting the immediate appeal of Orcoda Connects integration capabilities. This real-time visibility extends to crucial aspects like vehicle drop-off times and departure from depots, thanks to strategically set up geofences – a feature that ensures accountability and timely returns.
Orcoda Connect has empowered Waipā District Council with:
- Effortless Self-Booking for Staff: One of the most significant advancements has been the ability for staff to book vehicles independently via a cloud-based web portal. Claire enthusiastically states, “It’s given our staff major independence. They can access it by mobile web app. That’s a huge difference. Our staff use it every day.” This autonomy has drastically reduced administrative overhead and empowered staff to manage their own travel needs efficiently. The system’s intuitive calendar view allows staff to see available cars, and even hover over bookings to identify the driver, destination, and timeframe – a level of transparency that was previously unconceivable.
- Comprehensive Oversight for Management: While empowering staff, Orcoda Connect also provides Claire and other administrators with total oversight. “I can alter things for them if they ever need that. I can have a good view of everything, like our overall view of reporting. It’s brilliant! ,” she affirms. The software helps identify vehicle utilisation patterns, highlighting which pool vehicles are most dominant and who is booking them most frequently. This data is invaluable for optimising the fleet and making informed decisions about asset allocation.
- Advanced Software Functionality: Orcoda Connects robust features ensure a smooth and efficient booking process. With 30 pool vehicles and 10 dedicated pool vehicles accessible to any of the 400 staff members across different sites, the system intelligently filters available options based on staff requirements and timeframes. Claire also appreciates the ability to “edit the vehicle information, so I can add photos to the vehicle profile.” This attention to detail helps staff to select and locate the right vehicle, improving the user experience.
- Robust Compliance and Risk Management: Orcoda Connect has built-in compliance mechanisms that ensure staff are aware of and agree to the Council’s terms and conditions for vehicle use. “as soon as staff enter their password, they go straight to the terms and conditions for booking a vehicle. They must tick the box to agree to our terms and conditions for booking a vehicle,” Claire elaborates. This crucial feature ensures that “compliance and risk are covered,” fostering a responsible and informed culture among staff and management. The system also provides staff with a personal section to view upcoming bookings and even modify their own reservations, further enhancing their independence and adherence to protocols.
- A “One-Stop Shop” for Fleet Management: Claire succinctly summarises the transformative impact of Orcoda Connect, stating, “The biggest thing with Orcoda Connect would be independence for our staff and a one stop shop. You’ve got it all in one solution.” This stands in stark contrast to their previous, fragmented approach where “carpool bookings were all done in Microsoft Outlook,” a system that led to “multiple calls from staff wanting to know where the vehicle is and who’s got it.” Orcoda Connect has eliminated this administrative burden, providing a seamless, automated process that is “just so seamless it will just work behind the scenes.”
Outcomes: Tangible Benefits and a Transformed Fleet Culture
The implementation of Orcoda Connect has delivered a multitude of tangible benefits for Waipā District Council, transforming their fleet management from a manual chore into a streamlined, data-driven operation.
- Enhanced Utilisation and Cost Savings: Orcoda Connects detailed reporting on vehicle bookings and utilisation has been instrumental in informing strategic decisions. “KPIs we’re tracking and utilisation of our vehicles. This is important. We have to be very prudent of our rate payer money. We can see which vehicle has the most bookings, and which has the least. From that point of view, it makes a huge difference,” Claire highlights. This data-driven approach allows the Council to optimise their fleet size, identify underutilised assets, and ultimately make more prudent use of ratepayer money, extending the lifecycle of their vehicles and delaying costly replacements.
- Increased Staff Independence and Satisfaction: The shift to a self-service model has significantly empowered staff. The ability to book and manage vehicles independently has been met with widespread approval. “The staff love it. They absolutely love it. So, Orcoda is a win,” says Claire, underscoring the positive impact on employee satisfaction. This independence not only streamlines their work but also fosters a sense of ownership and responsibility.
- Streamlined Administration and Reduced Pressure: By automating the booking process and providing real-time visibility, Orcoda Connect has dramatically reduced the administrative workload for Claire and her team at Waipā District Council. The elimination of constant inquiries about vehicle availability has freed up valuable time, allowing them to focus on more strategic initiatives. “It takes away that pressure and admin workload. Which is what you want,” Claire notes, emphasising the relief provided by the seamless system.
- Unparalleled Transparency and Accountability: The clear visibility offered by Orcoda Connect fosters a culture of transparency and accountability across the organisation. Staff can see who has booked a vehicle, where they are going, and for what duration, leading to more responsible vehicle usage. This transparency also extends to management, who can easily track vehicle activity and identify any inconsistencies, such as reserved but unused vehicles, enabling corrective action.
- Strong Partnership and Ongoing Support: The relationship between Orcoda and Waipā District Council is a testament to the success of this joint venture. Claire speaks highly of the collaboration: “Orcoda and I have an extremely strong relationship. They are amazing to deal with.” The monthly catchups ensure continuous improvement and address any evolving needs, further solidifying the partnership. Claire also expressed her appreciation for the support Orcoda provided during the transition, noting their efficiency and thoughtfulness in considering the impact of any development on their organisation, making her feel valued.
- Driving Sustainable Practices: Beyond operational efficiency, Teletrac Navman and Orcoda Connect play a vital role in Waipā District Council’s commitment to sustainability. By optimising vehicle utilisation and providing insights that facilitate carpooling, the system directly contributes to reducing carbon emissions and promoting greener practices within the organisation. The ability to identify opportunities for staff to share rides aligns perfectly with their environmental goals.
- A Scalable Template for Other Councils: The success at Waipā District Council has not gone unnoticed. The integrated booking system developed with Teletrac Navman and Orcoda Connect is now being offered as a standardised template for other councils across New Zealand and Australia. Its scalability and adaptability make it an ideal solution for government vehicle pools seeking to enhance operational efficiency and resource management. Claire Vincent has become an advocate for the system, sharing her positive experiences at the Quarterly Fleet Managers Forum and encouraging other councils to explore the benefits of adopting Orcoda Connect.
Shaping the Future of Fleet Management
Waipā District Council’s journey with Orcoda Connect exemplifies the power of integrated, intelligent technology in transforming fleet management. By embracing innovation, the Council has not only achieved significant operational efficiencies and cost savings but has also empowered its staff and reinforced its commitment to sustainability and accountability.
Claire Vincent’s dedication to both fleet optimisation and staff safety underscores the holistic approach taken by Waipā District Council. “I love the fleet, but looking after the people and making sure they are safe is the biggest thing I care about. If I can make the fleet safer and more efficient, then I’ve really done my job,” she concludes.
It’s more than just vehicle pooling software; it’s a strategic tool for driving efficiency, fostering a culture of responsibility, and ensuring that every vehicle in the fleet is working optimally for the community it serves.
Discover the Orcoda Connect advantage and unlock the full potential of your fleet with a 30 day free trial. Or call 1300 672 632 to book in a demonstration.
