Electronic Logbook

SMS Fleet offers an innovative, independent, user-friendly Electronic Logbook system that allows the user to accurately record, calculate and manage all logbook information by simply using a cell phone. All data related to logbook keeping such as trip distances and duration, fuel consumption and other expenses is recorded on the SMS Fleet server and is accessible via the internet from anywhere in the world.In addition, the electronic logbook system offers users daily fully automated email reports concerning logbook data and system irregularities, as well as the calculation of an up to date SARS claim for travel expenses.
SMS Fleet makes use of unique and specialized computer software specifically developed to perform all calculations and data capturing tasks related to logbook keeping. There is no need for the user to install any program or software on their computer. Access to the information recorded is gained by logging in on the My Tracer website using a unique username and password. Here the user can register all drivers and vehicles by completing the online documents in order to set up their personal customized logbook system.

Vehicle Tracing

SMS Fleet has also developed a fully Internet-based GPS Vehicle Tracing system called My Tracer. The combination of a small unit, with and eight hour battery back-up, and unique custom designed software makes this tracing system easy to install, reliable, extremely versatile and very user friendly. Once again there is no need for the user to install any software, as all the information is stored on the SMS Fleet server. The online software is always up to date with the latest features and functions as the server is updated regularly.

A GPS external antenna provides for excellent reception of satellite signals. The unique software receives signals from units regarding the longitude latitude coordinates, speed and time via GPRS sent to the GSM cell phone network, providing consistent national coverage.
 
The system also includes an auto track function, which allows users to follow the exact position and movements of vehicles online in real time, as the screen updates data received from the unit every 30 to 50 seconds.

Integration

The integration of the Electronic Logbook system and vehicle tracing functions of My Tracer offers users the ability to automatically keep a complete, up to date and accurate logbook of all trips made. With a My Tracer unit installed in your vehicle all trips made are automatically logged, with the possible feature of differentiating between private and business trips. A simple setting in the setup phase, specifying a user’s working days as well as working hours, enables the SMS Fleet software to distinguish between and enter trips made as business or private usage of the vehicle. If a user is to deviate from the normal working schedule, the information recorded related to trips made can be edited manually in order to be more accurate.

This information can then be used to fully calculate a user’s SARS claim accurately, detailed up to the day for that year. The report for a whole year may be attached to a user’s tax return to confirm his/her travel claim, and will be accepted by SARS.

PRODUCT FEATURES

The Unit:
The small units used have only two wires to be connected and are easily installed and hidden inside any vehicle. Uninterrupted communication between the units and the SMS Fleet server via the GSM Cell phone network is made possible by the unique software installed in each unit. As new software is developed all the units are updated over the air. The backup battery lasts for up to 8 hours should the vehicles battery be removed.
 
System setup:
The system is designed to give the user full authority in setting up a personally customized logbook according to his/her personal requirements. A variety of optional functions can be activated and integrated depending on the specific needs of individual users.
 
For example, choosing names and/or numbers to identify vehicles and allocating every vehicle to a group, which can be named and colour-coded for easy recognition. A user might have the need to calculate the cost per kilometer for company vehicles, which is done automatically simply by entering the correct information.
 
Speed violations can be recorded by entering the maximum travel speed allowed for each vehicle. Emergency notification is another function that can be activated by entering the user’s own cell number and nominating two other numbers he/she would like the alert to be sent to. Even the automatic activation and deactivation of an invisible alarm system in each vehicle can be adjusted to suit the user’s preference. And the system also allows the user to edit these parameters at any stage, making it extremely flexible and adaptable to the changing needs of individuals and companies.
 
Software:
The software utilized on the SMS Fleet server was developed by in-house programmers and is unique. By continuously customizing and improving the functionality of the software, SMS Fleet aims at meeting all the existing and future needs and requirements of our customers. Every addition to our system is immediately available to all users and they are informed of new developments on a regular basis.
 
Additional features include:
The electronic alarm system, which can be set to activate and deactivate automatically as stipulated by the user during the setup phase, or can be done manually via cell phone.
 
 “No Go” areas may be created by users. This refers to areas predetermined by the user where vehicles should not be traveling. Should any vehicle enter such an area the user will be notified via SMS.
 
The opposite may also be done by creating “Geo Fenced” areas. The user stipulates the area within which vehicles may travel. Should any vehicle leave the area the user will be notified via SMS.
 
Grouping vehicles in different groups. In a fleet of vehicles a user may have certain vehicles doing different tasks. These vehicles can be grouped together and colour coded on the display map, to allow for easy identification and task management.
 
Fuel purchases for a specific vehicle can be recorded using the Add Fuel icon. All that is needed is the amount of liters, the price per liter and the odometer reading and the server will calculate all relevant logbook calculations automatically.
 
Versatile viewing of vehicles on the system. The software allows the user to view either all of the vehicles in a fleet, a certain group of vehicles or a single vehicle at a time on the street map display, by simply selecting the group or vehicle to view.
 
The system allows for quick summary information display. Double clicking on a dot in the display opens a pop up window displaying all the relevant calculated logbook data for that month pertaining to that specific vehicle.
 
System maintenance:
The built in monitoring system allows our call center to be alerted when and if a units stops functioning. The problem can then be rectified immediately. The friendly people in the call center are available 24/7 to assist users and to monitor the functionality of the units.
 
Cell phone technology and coverage:
The full RSA GSM network servicing MTN, Vodacom and Cell C is used to send information from the units to the SMS Fleet server via GPRS and the sim card in the unit. This ensures virtually uninterrupted communication within the system as well as nation wide coverage.
 
SMS:
All alerts are sent to users via SMS. This includes instances where a vehicle moves while the alarm is activated, when “No GO” or Geo Fenced” areas are breached and the emergency help function is activated. All of these SMS messages are sent to three different cell phone numbers, specified during the setup process, simultaneously.
 
Screen display:
The exceptionally high quality and user-friendly screen display, enhanced by the use of the latest in digital mapping technology, makes using and navigating the monitoring system an absolute pleasure. Apart from the full screen display of up to date maps, detailed up to street level accuracy, there are many interesting icons to click on and explore. Scrolling over various the icons clearly explains their functionality and purpose.
 
Although a lot of information is displayed at one time, the simple and user-friendly display allows for easy interpretation and navigation. This is achieved through the use of design features and visual communication tools such as colour coding. For example, in the calendar one can see if a vehicle has made any trips for a specific day by just looking at the colour of the day number. If grey no trips were recorded for that day.
 
Clicking on the auto track icon will cause the screen display to go into real time tracing mode, zooming in to show only the last 5 positions of a vehicle as recorded on the server. Every 30 to 50 seconds a new dot will be plotted as the vehicle’s position changes and the information is updated. The system also allows one to view a specific trip on a Google Earth map, which can be installed for free. This feature comes in handy when tracing a vehicle traveling in remote and otherwise unmapped areas.
 
Full fleet reporting functionality:
The reporting functionality allows the user to create accurate summary reports regarding the trip history, speed violations, general report or accumulated points report for a specific vehicle. This can be done simply by selecting the vehicle, the different areas of reporting required and the start and finish dates according to a users requirements. In the speed violations report the user can even view the exact location where it happened on a street map.

INSTALLATION NETWORK

African Communications Network (ACN) has been appointed to facilitate installations nationwide.
ACN is recognized as the largest specialist fitment operation in South Africa and have differentiated themselves from the rest of the players by providing a complete turnkey solution to the marketplace. They have fully fledged automotive teams complemented by a team of highly skilled and motivated installers and are highly regarded in the market place. Clients have one nationwide share call number to dial for total transparency and booking purposes.
ACN have developed an accreditation program with major fitment centers on a nationwide basis which guarantees fitment quality. To date over 40 fitment centers have been accredited and have undergone the training to ensure a universal standard of fitments according to the international MPT 1363 Code of Practice. Over 250000 successful installations have been done to date.
ACN has its own in house mobile fitment teams in Gauteng.

ACCREDITATION - SAIAS approved

Our system was tested by SAIAS (South African Independent Accreditation Services (Pty) Ltd), and complied with the requirements of the technical and road test in 2008 and Certificate number SAIAS –FMO03 was issued. The system was then recommended to the insurance industry as well as vehicle owners.
 
VEHICLE RECOVERY

The vehicle recovery services are managed by ITA, a BBBEE company with 10 years experience in the business of asset tracking, monitoring and recovery of assets, cargo and vehicles.
 
Founded in 1998, ITA have a 24/7 Control Center and Administration Office based in Cape Town with a backup office in Johannesburg. In order to render a quick and effective asset recovery service, ITA has contracts with various recovery agents and firms spread throughout South Africa.
 
As an asset tracking, monitoring and recovery company, they have been very successful. Over the past 10 years ITA have managed to recover more than 6000 vehicles.
 
Services rendered by ITA include making the necessary arrangements in the event of an emergency and securing your cargo or vehicle in the event of a breakdown or accident. They have access to full air support in all major towns, to assist in a recovery incident and the ability to carry out or assist in Cross Border recoveries. Hostage negotiations are taken care of as well as standby at accidents and emergencies.