Guidelines for the individual phases of software selection

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The 12 steps to the right fleet solution

A guide that leads you through the individual phases of software selection and implementation.

Needs analysis & objectives

The successful selection of a fleet management solution begins with a clear needs analysis. The aim is to precisely define challenges and optimization potential and to distinguish business-critical functions from optional requirements. User needs, ISO certifications and technical specifications should be taken into account at an early stage.

✔ What problems need to be solved?
✔ What goals have been defined?
✔ What is the budget?
Catalog of requirements

A structured catalog of requirements is the basis for identifying suitable solutions and providers and
and to make a targeted pre-selection. It is important to systematically record all questions and optimally prepare the requirements catalog. This provides a sound basis for decision-making and reduces risks in the selection process.

✔ Clarification of functional requirements
✔ Definition of organizational framework conditions
✔ Define economic issues
Offer phase

The tender phase is a central step in the procurement process and ensures transparency and comparability through clear specifications, a structured evaluation and the integration of an evaluation matrix. Queries from providers and possible adjustments to the catalog of requirements are incorporated into the decision-making process in a targeted manner.

✔ Basis for well-founded selection
✔ Selection of the right provider
✔ Structured process for success
Queries & adjustments

Open, structured communication with potential suppliers is essential for a successful procurement process. Questions answered at an early stage avoid misunderstandings, promote trust and help to optimize requirements in a targeted manner. This creates a sound basis for decision-making and fair comparability.

✔ Opportunity to specify requirements
✔ Creates transparency in an effective process
✔ Structured exchange with providers
Evaluation of the providers

An evaluation matrix with clear key figures and weightings enables an objective comparison of different providers and creates transparency in the selection process. By taking TCO, functionality and certifications into account, economically viable and future-proof solutions can be identified. This ensures a well-founded, successful long-term decision.

✔ Evaluation matrix with various criteria
✔ Different weightings according to priority
✔ Enables an objective comparison
Product presentation

The product presentation is more than just an overview of functions - it should show in a practical way how the software solves specific challenges and makes processes more efficient. A clear use case and a realistic test environment enable a well-founded assessment of the solution - ideally accompanied by a personal contact person who clarifies open questions directly.

✔ Realistic test cases with dummy data
✔ Practice-oriented individual case studies
✔ Focus on process optimization

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The introduction of new software is an opportunity to rethink processes - instead of digitizing old processes one-to-one.

Tobias Prechtl
Munich Airport Project manager strategic fleet management

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Economical & efficient

How new fleet management software contributes to sustainability.

Optimized booking: Intelligent scheduling reduces unnecessary journeys, cuts idle times and minimizes CO₂ emissions.
Integration of e-mobility & alternative drives: Support for electric vehicles, charging infrastructure and energy management enables the efficient integration of sustainable mobility. Consumption analysis and automation facilitate the switch to alternative drive systems and optimize energy use.
Fuel consumption & CO₂ reduction: Real-time data analysis enables fuel consumption to be monitored and potential savings to be identified, while gamification and driver coaching actively promote environmentally conscious and efficient driving behavior.
Digital processes & less paper consumption: Sustainable processes and digital workflows such as electronic driver's license checks, digital billing and automated approvals save resources, reduce paper consumption and increase efficiency by saving time.
Sustainable mobility strategies: The integration of e-mobility and car-sharing models as well as efficient vehicle use not only reduce the carbon footprint, but also offer companies a competitive advantage. Sustainable mobility solutions increase the company's attractiveness as an employer and differentiate it in the battle for skilled workers.