Council Overview

Industry

Local Authority

Sector

Fleet & workshop

Fleet Size

300

Assistant Contracts Manager

Jemini Patel

Vehocheck Helps Harrow Council (Local Authority) Transform Fleet Operations

Harrow local authority is a critical service provider to its community, running a diverse fleet of over 300 vehicles, from small cars to agricultural machinery and 26-tonne refuse collection vehicles (RCVs). These vehicles are integral to delivering public services, making their upkeep and compliance essential. When their maintenance provider suddenly ceased operations, the council was forced to act quickly to ensure service continuity.

This case study explores how Vehocheck helped the authority transition seamlessly to in-house fleet operations with minimal disruption.

The Problem

The unexpected administration of the Harrow Council’s maintenance provider left a significant gap in the management of its fleet. Moving the maintenance operations in-house within a short timeframe presented several challenges:

Urgent Need for a Fleet Management System: The absence of a reliable software system could lead to non-compliance with mandatory vehicle inspections and road safety regulations.

Limited Time to Transition: Establishing an effective workshop system from scratch while maintaining fleet operations was a daunting task.

Complex Fleet Composition: Managing a fleet with diverse vehicle types required a solution that could cater to a wide range of scheduling and reporting needs.

The authority required a robust, intuitive, and flexible fleet management solution that could adapt to its specific requirements and support the transition seamlessly.

The Solution

Vehocheck stepped in to provide the ideal fleet management solution. After evaluating its features, Harrow Council found Vehocheck to be the most suitable for its operational needs.

Here’s how the solution addressed the challenges:

Streamlined Processes: Vehocheck’s intuitive interface allowed the workshop team to quickly adapt and manage the fleet without a steep learning curve.

Tailored Reporting: Customisable reports provided real-time insights into vehicle health and upcoming requirements, enabling effective planning and decision-making.

Compliance Priority: Vehocheck’s MOT and Tax reminders, along with mandatory inspection scheduling, ensured the fleet remained compliant with all regulatory obligations.

Expert Support: The council received consistent, high-quality support from Vehocheck’s team, providing reassurance during the critical transition period.

Adaptability to Needs: With its versatility, Vehocheck handled the complexity of the organisation’s varied fleet, from small passenger cars to heavy-duty vehicles.

“The authority’s previous maintenance provider went into sudden administration, which required the council to bring the service back in-house within a short time frame. To effectively operate a fleet workshop, a robust fleet management software system was essential.

Vehocheck stood out as the most suitable system for the needs of a local authority”

Jemini Patel, Harrow Council’s Assistant Contracts Manager

The Result

The implementation of Vehocheck successfully transformed the council’s fleet operations. The key outcomes include:

Improved Efficiency: With automated scheduling and reminders, the team could focus on maintenance without worrying about manual tracking and compliance risks.

Enhanced Visibility: The ability to generate tailored reports provided a clear view of fleet performance and identified areas for improvement.

Seamless Transition: The quick adaptation to Vehocheck shortened the downtime during the transition, preventing disruptions to essential public services.

Ongoing Support: The expertise of Vehocheck’s team ensured that any challenges faced during integration were resolved promptly.

“Vehocheck has proven to be a highly effective solution. It is easy to use, adaptable to our specific requirements, and has streamlined our fleet management processes.

The support from the Vehocheck team has been excellent—they’re always available when needed.

We particularly value the ability to generate tailored reports, MOT and Tax reminders as well as scheduling the entire fleet for its mandatory inspections”

Jemini Patel, Harrow Council’s Assistant Contracts Manager

Conclussion

Harrow Council’s partnership with Vehocheck exemplifies the impact of having the right tools and expertise when facing operational challenges. By leveraging a robust fleet management system, the council not only overcame immediate difficulties but also positioned itself for long-term operational success.

Looking ahead, the council continues to benefit from Vehocheck’s features while exploring further enhancements in fleet efficiency.

Whether you’re a local authority or a business managing vehicles and machinery, Vehocheck is ready to support you every step of the way.