Moving Together

UN agencies join forces to explore the concept of fleet sharing.

With an increase in demand for cost efficiencies and increased effectiveness of UN business operations, UNDP, UNFPA and UNICEF joined forces to explore the concept of fleet sharing.

The three participating organisations are often co-located and the project is closely linked to the OneUN and the expansion of Common Services.  The aim of Common Services initiative is to reduce costs of business operations by avoiding duplication of effort and resources at the country level, and to enhance quality of services by facilitating access to tested practices in other countries.

Sharing of vehicle assets between agencies located in common premises was identified as an area for potential cost reduction and optimisation of the vehicle fleet.  A pilot project, named Fleet Sharing Proof of Concept (PoC), was started in 2016 and involved 5 Country Offices; Zambia, Lesotho, Pakistan, Mongolia and Laos.  The PoC demonstrated the willingness of the users to adopt, the ease of use, the effectiveness of the technology and the quality of the data and analysis delivered by this kind of system.



The benefits of vehicle fleet-sharing in United Nation Country Offices

An evaluation of the PoC demonstrated that the participating Country Offices all found benefit and value in using the system and each CO has continued to use the system on completion of the trial.

A survey conducted of the users elicited a high level of user satisfaction. Data analysis indicated that fleets were oversized before any attempts to optimise, driver behaviour improved and fuel consumption decreased.  It has been determined at a senior management level to roll-out fleet sharing to a wider group of UN Country Offices.

The UNDP, UNFPA and UNICEF operate a combined light vehicle fleet of approximately 6,000 vehicles. At this stage, the system is recommended for use in all Country Offices but is not mandatory.

Although the concept was initiated and implemented by the three agencies named above there is no requirement that roll-out should be confined to these three agencies or exclusively to OneUN locations.

Benefits
  • More effective use of vehicle assets
  • Potential reduction in vehicle fleet size and associated costs
  • Improved road safety performance through in-vehicle monitoring
  • Reduced environmental impact from optimised journey management

The system comprises:

  • The solution provider, MiX Telematics, installs an on-board tracking device into each vehicle involved, which allows time-accurate position and movement information to be captured
  • Each device also monitors the driving behaviour and includes events such as over-speeding, harsh braking and harsh acceleration
  • The car-booking software is an application fully integrated into MiX Fleet Manager. This is a state-of-the-art online vehicle booking system providing users with an easy-to-use platform to view and book the use of the UN pooled vehicles
  • The integrated system provides practical and predefined reports on vehicle utilisation, driver behaviour and cost sharing and allocation.These reports allow the fleet to be managed efficient and cost-effectively and provides feedback for the drivers.

Poolcar application

MiX Fleet Manager

Analysis of the vehicle fleet performance during the Proof of Concept phase in the Laos. One UN Country Office demonstrated the benefits shown in the graphic below:

 

Country Offices or organisations interested in using the fleet sharing initiative are encouraged to take a look at the links below for additional information:

An Introduction to Fleet Sharing

This Powerpoint provides an overview of Fleet Sharing and the benefits.

UN Fleet Sharing guide

Moving Together with UN Fleet Sharing provides step-by-step guidance for setting up and operating a carpool system.

UN Fleet Sharing Business Case

A detail analysis of the data captured during the Proof of Concept phase demonstrated the potential fleet size reduction through the use implementation of Fleet Sharing. In addition, a return on investment calculation is provided.

UN Fleet Sharing Evaluation

This report provides an analysis of the Proof of Concept phase when fleet sharing was implemented in five countries.




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