Overview
I. FMS (Fleet Management System) Overview
Why do you need a Fleet Management System (FMS)?
In logistics and transportation operations, vehicles are among a company's most important assets. As the fleet grows, managing it with Excel or disconnected tools can no longer meet the requirements for accuracy, control, and data synchronization. Companies often struggle to track vehicle records, manage legal documents, monitor operating status, handle maintenance, and evaluate the utilization efficiency of each vehicle. This creates the risk of legally non-compliant vehicles still being put into operation, vehicles being used inefficiently, rising maintenance costs, and a direct impact on transportation service quality.
To solve these problems, the Fleet Management System (FMS) is built as a centralized system for managing a company's entire fleet and transportation assets. FMS serves as an asset management system for vehicles, helping companies manage the full vehicle lifecycle—from commissioning, through operation and maintenance, to decommissioning or disposal. All vehicle-related data is centralized in a single system, creating a unified and reliable data source for management and operations.
Difference between FMS and TMS
Unlike a Transportation Management System (TMS), which focuses on transportation planning, route optimization, order dispatch, and transportation cost control, FMS focuses on managing the transportation assets themselves.
FMS answers questions such as: how many vehicles the company owns, what type each vehicle is, what its load capacity is, whether it is in operation or under maintenance, whether it fully meets the legal requirements for operation, and how efficiently each vehicle is being used. TMS then uses this data to decide vehicle assignment, plan transportation, and optimize delivery operations.
Therefore, FMS and TMS do not replace each other but complement each other: FMS acts as the source of vehicle operational data, while TMS is the company's transportation dispatch hub.
How does FMS complement TMS?
FMS provides TMS with key data such as vehicle operating status, load capacity, operational availability, real-time GPS data, maintenance information, and the vehicle's legal compliance status. Based on this data, TMS performs operations such as order assignment, route planning, vehicle dispatch, transportation cost optimization, and SLA tracking. This ensures that only vehicles that fully meet operating requirements are allowed to perform trips, while minimizing risks during operation.
II. Key FMS Feature Groups
OnWheel provides core feature groups that form the vehicle data foundation and directly support TMS systems in transportation dispatch.
2.1 – Vehicle Information Management
This feature is the foundation of the entire FMS. It helps companies manage vehicle records, technical specifications, legal documents, operating status, and all vehicle-related documents. The system supports automatic data extraction from certain documents via OCR to reduce manual data entry, allows bulk declaration using an Excel template, stores digital copies for legal purposes, and synchronizes vehicle status with TMS systems.
2.2 – Document Update Alerts and Incident Alerts
The system tracks the validity period of documents and automatically alerts when they are about to expire or have expired, ensuring vehicles always meet the requirements for operation. It also alerts on overdue maintenance and monitors the technical condition of vehicles.
2.3 – ODO Tracking via OCR and Total Mileage Tracking
Total vehicle mileage is tracked through integrated OCR that reads the odometer reading with high accuracy of up to 90%. This helps companies manage operating kilometers and total distance traveled. It is an important data source for evaluating utilization performance and planning maintenance. In addition, the system supports real-time tracking of vehicle location and route.
2.4 – Maintenance and Vehicle Lifecycle Management
Manage all maintenance activities and the full lifecycle of vehicles. The system supports scheduling periodic maintenance, managing repair orders, and tracking maintenance history. When a vehicle does not meet operating requirements due to maintenance or expired documents, the system updates the vehicle status and provides this information to TMS to prevent dispatching ineligible vehicles for transportation trips.
With a centralized management model, FMS not only standardizes vehicle data but also improves asset control, reduces operating costs, and optimizes fleet utilization. The system provides complete data for dispatch, maintenance, and performance analysis, while laying the foundation for advanced capabilities such as fuel management, vehicle performance evaluation, and operational data analytics.