Case Study:
Transforming Fleet Management in
Waipā District Council
Client Overview
Waipā District Council,
New Zealand
Waipā District Council, located in New Zealand’s Waikato region, serves a mixed urban and rural community of 62,000 residents. It operates a fleet of 165 vehicles, including light and heavy-duty vehicles, trailers, tractors, and more. The Council is committed to innovation, sustainability, and delivering high-quality public services.
The Challenge
Modernising operations and sustainability
The Council’s previous transport technology system lacked the advanced features needed to support its goals for modernising operations and sustainability. They faced challenges such as:
- Limited reporting and analytics capabilities.
- Inefficient and fragmented manual booking systems.
- Compliance concerns and lack of accountability in vehicle use.
- Inefficient utilisation of fleet assets, leading to higher costs.
Claire Vincent, Waipā’s Fleet and Travel Coordinator, expressed the need for a transformation with a clear vision of continuous improvement and innovation. “We needed a solution that fosters independence for staff, while also offering a seamless, technology-driven approach to fleet management,” says Claire.
The Council required a comprehensive, future-proof tool to support real-time visibility, reduce administrative overhead, promote accountability, integrate seamlessly with Teletrac Navman telematics, and align with their sustainability goals.
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The Solution
Orcoda Connect and Teletrac Navman
Waipā District Council partnered with Orcoda Connect and Teletrac Navman to implement a fully integrated fleet management ecosystem. With Orcoda Connect at the core, the Council revolutionised its vehicle pooling operations.
Orcoda Connect
Key Features and Benefits:
- Effortless Self-Booking for Staff – Staff gained independence with a web portal and mobile app for vehicle booking, significantly improving their accessibility and reducing reliance on administrative assistance. The intuitive calendar view allowed them to see vehicle availability, identify booking details, and plan efficiently.
- Comprehensive Management Oversight – Administrators could monitor vehicle usage patterns, oversee bookings, and generate insightful reports to optimise fleet operations. Claire states, “I can have a good view of everything, such as who’s booking the vehicles most and which pool vehicles are dominant. It’s brilliant!”
- Real-Time Reporting and Visibility – Seamless integration with Teletrac Navman enabled real-time tracking of vehicle locations, geofence monitoring, and usage data insights.
- Robust Compliance Mechanisms – Drivers agreed to terms and conditions before bookings, ensuring adherence to policies and fostering responsible behaviour.
- Advanced Functionality and User Experience – Filters made it easier for staff to find vehicles that fit specific requirements. Vehicle profiles, complete with photos, helped staff quickly locate and select the right vehicle, streamlining operations further.
- One-Stop Fleet Management Process – Centralised all aspects of fleet booking and management, removing the need for fragmented systems and manual processes.
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The Project
Results and Outcomes:
- Enhanced Utilisation and Cost Savings – By identifying underutilised vehicles and optimising fleet resources, Orcoda Connect enabled prudent decision-making and reduced unnecessary operational costs. Claire emphasised,
“KPI’s for tracking vehicle utilisation have allowed us to make data-driven decisions and stretch the lifecycle of our vehicles, ensuring ratepayer funds are used responsibly.”
- Improved Independence and Staff Satisfaction – Staff loved the newfound convenience and transparency. According to Claire,
“The staff love it. They absolutely love that they can be independent. Orcoda is a big win for us.”
- Streamlined Administration – Administrators saw a significant reduction in pressure and administrative tasks.
“It takes the administrative burden off completely, leaving space for strategic initiatives,” Claire reported.
- Transparency and Accountability – Managers had a clear view of vehicle-use data, enabling corrective actions for inconsistencies and encouraging responsible practices among staff.
- Strong Partnership with Orcoda – The partnership was solidified through regular catchups to ensure continuous improvement. Claire praised the collaboration, saying,
“Orcoda and I have an extremely strong relationship. They are amazing to deal with and efficient in addressing our needs.”
- Driving Sustainability – Orcoda Connects capabilities in optimising fleet usage contributed to reduced carbon emissions and supported the Council’s green initiatives.
- A Scalable Framework – The integrated solution has become a replicable model for other councils in New Zealand and Australia, showcasing Waipā District Council as a pioneer in advanced fleet management.
Client Testimonial
Claire Vincent, Fleet and Travel Coordinator, shared her enthusiastic endorsement of Orcoda Connect, stating,
“The biggest difference has been the independence it provides. It’s a one-stop shop where everything just works seamlessly behind the scenes. It’s transformed our operations and taken a huge burden off staff and management alike.”
Innovation
Setting a New Benchmark for Fleet Management
Waipā District Council’s visionary approach to fleet management has not only transformed their operations but has also set a benchmark for other councils to follow. With Orcoda Connects advanced vehicle pooling solution and Teletrac Navman’s world-class telematics, they’ve achieved operational excellence, enhanced sustainability, and created a framework for global innovation in fleet management.
The Managing Director of Orcoda, Geoff Jamieson, said “At Orcoda, we are proud to lead the way in transforming operations for businesses and governments alike. By integrating Orcoda Connect with Teletrac Navman’s cutting-edge technologies, we’ve developed a best-in-class solution that optimises fleet utilisation while providing cost savings. We see enormous potential for local government carpools across the region to adopt these innovations and achieve greater operational efficiencies.”
To find out more, please call 1300 672 632 or book a free 15 minute strategy session with a transport technology expert.
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