CollectiveFleet software is designed to not only manage heavy equipment but also vehicles, vehicle operator behavior and job site assignments. All related information is brought to bear on the enterprise through reports; the software includes stock reports, but they can be edited to create custom report formats.

The maker of CollectiveFleet, CollectiveData, called the software powerful, flexible and simple. For highway, heavy or utility contractors, it would typically be deployed on a company’s servers; for those companies that don’t have their own IT staffs, there is a third-party hosting option through Mercury Associates, CollectiveData’s partner. The software is configurable to the user level so desktops can be set up to access only those functions necessary to a particular user. Lastly, the interface has complete drag-and-drop and right-click functionality.

Several add-on modules extend CollectiveFleet’s reach. One module, for example, integrates mobile devices with the system, while another adds bar code scanning capability; both would be valuable in efforts to collect and analyze field data and to reduce the amount of data that has to be keyed, respectively. A GPS module, meanwhile, incorporates the collection of meter data and fault code notifications, while the Fuel Card Import module grabs fuel card data.

Once a piece of equipment is assigned to a location or department, it can be populated with a complete history. Expenditures tracked within that history include not just maintenance but fuel, registration and even accident costs. The history can include purchase information along with warranty details, fuel usage, a tire log, driver history, condition reports, an unlimited number of pictures, and any other details users need to define and track.

There are a host of user-defined scheduling and notification options within CollectiveFleet; these include preventive maintenance, warranty, registration and certifications. The notifications can be sent via email to the appropriate people, such as the case of an employee who needs to refresh his certification on a particular piece of equipment. (Other employee data, ranging from SSN and hire date to emergency contact information, and licensing, certifications and expense information, can be stored in CollectiveFleet’s database and set up to trigger notifications when certain conditions must be met.)

Lastly, CollectiveFleet brings together vendor, loan, insurance, accidents, claims, parts, and even traffic violation information to produce a complete picture of the fleet. The fuel log tracks onsite fuel supplies, fuel taxes paid and the quantity and type of fuel used by each piece of equipment. The expense log brings together expense tracking per employee, equipment and general expenses, and offers the chance to group expenses. Users can also display whether expenses are tax deductible or reimbursable. Trip logs track trips with driver information, fuel use, and other user-defined details.

(Other packages included in this article are GearWatch and ManagerPlus software. You can also return to the introduction to construction equipment management software.)