Streamlining Fleet Management: The Welsh Ambulance Service Case Study

• Functional Applications - Fleet Management Systems (FMS)
• Robots - Autonomous Guided Vehicles (AGV)

• Automotive
• Finance & Insurance

• Maintenance
• Procurement

• Fleet Management
• Transportation Simulation

The Welsh Ambulance Service (WAST) faced several challenges in managing its fleet of around 830 vehicles, including both emergency and non-emergency response vehicles. The current market conditions, characterized by parts and vehicle supply shortages, were causing issues with replacement programs. The cost of fuel and other oil-based products was rising, and a semi-conductor shortage led to a backlog of parts. This situation required a planned approach to ensure the availability of parts when needed. Additionally, WAST was dealing with unexpected mileage reports due to increased vehicle idling times while waiting to handover patients at hospitals. The pandemic also posed a significant challenge, with the fleet team at WAST being one of the main pillars of response due to their vital services. Furthermore, the process of managing job cards and invoices was flawed and inefficient, with missing information and manual assignment of costs.

The Welsh Ambulance Service (WAST) is a vital emergency service provider in Wales, UK. They operate a fleet of around 830 vehicles, including both emergency and non-emergency response vehicles. The frontline ambulances are typically Mercedes Sprinters, while the Non-Emergency Patient Transport Service is made up of Renault Masters. WAST has four in-house workshops for vehicle maintenance and repair. The fleet team at WAST plays a crucial role in ensuring the smooth operation of the service, especially during challenging times such as the COVID-19 pandemic. They are also committed to sustainability and are working towards transitioning to electric vehicles in line with the Welsh Clean Air Plan 2028.

WAST implemented FleetWave, a fleet management tool, to address these challenges. FleetWave provided simple visual tools and key performance indicators (KPIs) to help plan and streamline fleet management processes. It also helped WAST to identify the need for changes in its servicing regime. Using FleetWave and telemetry data, WAST changed its Planned Preventative Maintenance (PPM) program to factor in both the running hours and miles driven by each vehicle. This led to more frequent oil changes for frontline ambulances. During the pandemic, FleetWave enabled WAST to maintain 100% of its PPM plan without needing to implement any contingency planning. WAST also used FleetWave to streamline its processes by building its own set of codes for job cards and integrating it with their Mobile Data Terminal (MDT) to monitor route mileages and eliminate human error. FleetWave also helped WAST to become more sustainable and 99% paper-free by providing visibility over all their stock nationally, allowing for internal parts transfers.

• The implementation of FleetWave has significantly improved the operational efficiency of the Welsh Ambulance Service. It has streamlined their fleet management processes, reducing the time and cost associated with vehicle maintenance and administration. The tool's visual dashboard and KPIs have enhanced planning and decision-making capabilities. The changes in the servicing regime, based on FleetWave's insights, have led to more effective maintenance of vehicles, reducing downtime and ensuring readiness for emergency responses. The tool has also enabled WAST to maintain their service level during the pandemic without any disruptions. Furthermore, FleetWave has supported WAST's sustainability goals by reducing paper usage and helping to plan for the transition to electric vehicles. The visibility over stock provided by FleetWave has also improved the efficiency of parts management, reducing unnecessary delivery journeys and ensuring quick turnaround of vehicles.

• 60% savings on administration costs
• 99% paper-free operations
• 100% maintenance of the Planned Preventative Maintenance (PPM) plan during the pandemic