The CARMEN system is a complex, multi-module tool for the management and control of a fleet of own vehicles (including leased or rented vehicles). It id dedicated for middle-size companies, multi-division and multi-regional companies and holdings bringing together large numbers of companies which hold from tens to thousands of vehicles.
It is characterised by, among others: an intuitive and user-friendly interface, which applies a number of innovative solutions allowing for the quick input of data and quick access to selected information. The ability to work with many views, giving simultaneous access to many modules and options of adding, viewing and editing data. Performing group operations, which enhances and speeds up work, especially in the case of data modification. Broad configuration possibilities and the creation of profiles allowing for the content of views and the manner of information display to be adjusted to the individual needs of each system user, while the automatic status control eliminates human errors during the input of critical data.
The standard system consists of basic modules. It can be expanded by additional modules, WWW modules and mobile modules. It can be combined with modules available in other systems (e.g. telephones).
This is the basic module of Carmen system, which, in the form of a detailed vehicle file, is a tool allowing for the complete registering and preview of data and control of a vehicle with the use of available analytical tools (including over 350 reports). The overriding task of the module is to link in one place all detailed data concerning a vehicle, e.g. history of vehicle operation, out-of-service periods, insurance policies and claims, costs generated by the vehicle, purchase and sales documents, agreements and annexes to leasing and rental agreements, depreciation and write-downs, etc.
This is a detailed user file, which is a tool allowing for the registration and preview of information and user control. The basic task of the module is to register data concerning the staff and linking data connected with employees, such as: the history of vehicle operation, damage, affiliation to an organisational structure, generated costs, held equipment, use of company cars for private purposes, etc. all in one place. Thanks to linking the data with other modules, it is also possible to control: the absence, fines, employees' statements, validity of inspections, trainings (an expanded training module is also available as a WWW application), etc.
This module is used for mapping the company's organisational structure and controlling the assignment of users and vehicles to that structure (from the Company, to Regions, to the Cost Centre). The system allows for the creation of a company structure: from a flat Cost Centre structure to a number of tree structures taking divisions, managers and subordinates into account. Thanks to the assignment of employees and vehicles to a defined structure and an appropriate configuration of vehicles, it is possible to automatically assign operation events and costs to the structure (e.g. assigning the Cost Centre to costs).
This module allows for the manual or automatic (imports) registration of costs of vehicle operation by vehicles broken into their kinds and types (detailed specification) together with the recording of the odometer and date/time of the operation, determination of the method of VAT settlement (net, gross, 50/50), settlement of tax-deductible and non-deductible expenses and reporting those costs in various aspects, e.g.: vehicles, users, Cost Centres. The standard version of the system allows for the preparation of accounting entries. Most costs, including collective invoices for petrol, leasing, tyre services, etc., can be entered with the use of dedicated imports, under which costs are assigned to vehicles, employees, Cost Centres, kinds of costs and accounts.
Financial System Module
The task of the module is to configure the system in terms of costs being entered in such a way as to allow for the seamless preparation of cost data to be handed over to the accounting division or directly to the financial system. Thanks to the linking of costs used by fleet users with bookkeeping accounts used in accounting and assigning costs to controlling structures, it is possible to make entries for invoices. Accrued cost accounting is an integral element for insurance policies and leasing agreements.
Agreements Module (vehicle origin)
This module allows for the determination of a vehicle's origin (e.g. own, leased, rented), definition and control of the status of agreements, annexes, elements of agreements and related payments. Available kinds of agreements include: vehicle purchase, leasing, long- and middle-term rent, short-term rent (e.g. test vehicles, replacement vehicles and others). Each agreement allows for the detailed registration of data about the agreement, automatic or manual entry of fixed costs (e.g. instalments) and variables (e.g. additional repairs made by the lessor), conducting analyses and reports connected with agreements' costs.
This module allows for the determination of the fleet status on a specific day (e.g. 1st December 2016) or between specific dates (e.g. from 1st January 2018 to 31st December 2018). All analyses, reports and summaries are available for selected vehicles.
This module allows for the management of tyres and control of their costs (e.g. purchase, replacement, repairs, etc.), while the fully automated method of mileage calculation allows for the full control of their wear. In the case of full tyre management, the Operator has access to tyre stocks (free and seasonal tyres), lists of tyres currently installed in vehicles and those whose wear is nearing towards a certain limit. In order to make it easier to use, the model is equipped with a number of group operations that can be done on tyres and import of costs from service providers.
Insurance Policies and Claims Module
This module allows for the registration of insurance policies, control of their validity, registration of claims, registration of the compensation process and related costs, and claims settlement. The module is equipped with a group of reports and analyses offering broad analytical capabilities connected with insurance policies and claims. In connection with the cost module, it is possible to divide policy costs into months (accrued cost accounting) and the monthly preparation of an appropriate document for the accounting division with costs of insurance policies to be booked in a given month.
Equipment is an extensive module for the registration of equipment, both of the vehicle (e.g. fire extinguishers, CB radio, etc.) and of the user (e.g. palmtop, telephone), registration of related costs and control of assignment (to the vehicle or the user) while maintaining a full history. This module allows for printing reports of equipment hand-over, clearance slips and user notifications, e.g. by e-mail, about the need to clear the assigned device.
Reports and Analyses Module
This allows for conducting analyses on any plane (company, region, cost centre, vehicle, user) and level of detail. The operator can use over 350 reports and analyses, including advanced analyses for the purposes of the financial division. Also, the module offers summaries, pivot tables, graphical analyses and analyses generated in real time (e.g. analysis of vehicle exchange).
Imports of Cost Invoices Module
The imports module allows for supplying the system with cost data in an easy, quick and fully automated manner. The Operator can use dedicated imports from oil companies and imports in a format defined for the needs of Carmen, through which about 150 fleet-related service providers (leasing, tyre, service companies) deliver their invoices, and a universal import of invoices, through which the operator can create files and import invoices on their own.
Payment Cards (Fleet and Service) Module
This module allows for the registration of payment cards used by oil companies to identify vehicles during refuelling at the petrol stations of those companies (e.g. PKN ORLEN, BP, SHELL...). During the imports of that data from such gas stations, costs are assigned automatically to those cards. Bearer cards are also serviced.
Resources Import Module
This allows for supplying the system with basic data during the process of implementation as well as during the system operation. The Operator can use dedicated imports, including: imports of data connected with vehicles, among others: vehicles, insurance policies, damage, tyres, leasing and rental agreements; HR resources, such as: employees, absences, company organisational structure (cost centre, tree structure) and providers of fleet services.
Fuel and Analytical Vehicle Logs Module
This module allows for the control of costs, quantity and average fuel consumption, and it analyses monthly mileages in the form of analytical vehicle logs. This is done through an import of data concerning transactions on fleet cards from oil companies, full history of refuelling, precise definition of fuel types, assigning kinds and standards of fuel consumption to vehicles, automatic or manual creation of analytical monthly vehicle logs, automatic adjustment of odometers if the driver provides a wrong odometer, broad range of reports and analyses, which are an integral part of the module allowing for the checking of refuelling, e.g. at weekends, on vacation, that are inconsistent with the kinds of fuels assigned to a vehicle, and conducting quantitative analyses of the purchased fuel.
Thanks to broad configuration possibilities, the module allows the user to configure service activities and automatically link them with costs, and to control all events connected with the operation of vehicles, such as: predicting their replacement, analysis of costs of individual consumables, service stations, etc.
Environmental Protection Module
This module allows for the full settlement of exhaust emissions according to the rates specified in the Journal of Laws. The module is linked with the costs module, so it can automatically generate charges to vehicles and cost centres. Clearance costs remain in the base, thanks to which they can be used for financial analyses.
Reminder Certificates Module
An advanced module allowing for automated reminders of upcoming dates, e.g. of a technical inspection, periodical check, etc. The list and scope of reminders is set by the configuration, which allows for creating own types of reminders. The module also provides direct communication with the vehicle user, e.g. reminder of an upcoming inspection through a text message or an e-mail.
The module is used for the registration of documents, including user and vehicle documents, including the determination of their validity and attaching files. It is possible to attach documentation in the form of files (PDF, XLS, DOC, photographs) to be used later on.
Tests/ Trainings Module
This module registers tests and trainings for employees, it reminds persons responsible for tests and trainings of the need to conduct further tests and trainings. It allows for sending notifications to employees informing them of upcoming deadlines. In extended versions, it implements various models of training management.
This module registers fines, runs the process of notification of employees and communication with the authorities responsible for issuing fines.
Car Parks Module
This module allows for the registration of the company's parking spots (e.g. in office building underground garages) and the registration of the history of the use of such spots for the purposes of employees, vehicles or company organisational structures.
Limits and Statutory Settlements Module
The module allows the operator to perform statutory settlements (e.g. charges for the use of company vehicles for private ends) and to configure and assign limits to users, and then to generate charges. Limits are fully configurable by the system operator and can be assigned to any user in a given scope (e.g. limit on the quantity of fuel, covered distance, etc.). Dedicated elements of the module allow for the sending of correspondence with charges to employees, their managers or their presentation in a WWW application.
Vehicle Replacement Planning Module
This module allows the operator to run a simulation of the replacement of vehicles based on pre-defined criteria, e.g. expected mileage in relation to duration of use, etc. The module will be useful mostly in all fleets using rented vehicles. An analysis will allow for the verification of mileage and potential replacement with another vehicle, e.g. of the same class and with similar equipment, but with lower mileage. The assumption is to use the module to avoid additional charges for excessive mileage in relation to the one specified in the agreement.
This module is used for planning and control of the implementation of budgetary assumptions based on vehicles and the cost centre. Precise reporting is guaranteed thanks to the configuration of the module and the possibility to assign individual kinds of costs to budgetary groups.
This module allows the operator to send messages to vehicle users or other persons defined in message sending profiles concerning e.g. reminders of technical checks or inspections, expiration of an insurance policy. It is also possible to send direct e-mails to selected employees or vehicle users and to send e-mails instead of reports of issuance or return of a vehicle, equipment, etc.
The Personal Data Administration Module has been created in order to fulfil the requirements of the regulation of the Polish Ministry of Internal Affairs and Administration of 29th April 2004 concerning the documentation of personal data processing, and technological and organisational conditions which shall be met by devices and IT systems used for personal data processing, in particular § 7 of the said regulation, as well as of GDPR Directive in terms of personal data processing.
An extensive authorisations module allows for the precise assignment of authorisations to system operators (preview, adding, deleting, editing) to selected thematic elements (e.g. vehicles, insurance policies, claims, etc.) and to resources (e.g. employees and vehicles in regions). Authorisations have been divided into "static" authorisations, which define the maximum scope of access to data, and "dynamic" authorisations, which allow the Operator, within their authorisation, to change their scope at any time (e.g. only to one Region). The expansion of the module allows one Operator to delegate authorisations onto another Operator.