From Excel to a dedicated application: fleet management at SEW-EURODRIVE Poland
An efficient vehicle fleet is the backbone of many organizations. It may seem that companies with an extensive fleet of dozens of vehicles need equally sophisticated systems to manage them. In fact, even “simple” automation of this process can bring surprisingly good results.
This is a significant step taken by SEW, a global leader in drive and automation technology. The company specializes in providing drive solutions across various industries. With over 21,000 employees spread across 55 countries, SEW operates 17 manufacturing plants, 91 Drive Technology Centers, and more than 200 sales offices worldwide, including in Poland.
A few months ago, SEW’s Polish branch streamlined its vehicle management system by implementing a custom fleet management application built on the low-code Productive24 platform. We spoke with Dawid Rzeznik, Vehicle Fleet Coordinator at SEW-EURODRIVE Poland, to discuss the inspiration behind the application, the specific requirements, the implementation process, and the outcomes.
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Fleet management in SEW-EURODRIVE Poland
Paweł Więsek: Dawid, could you briefly describe the operations of the SEW Group and explain the role of the vehicle fleet in the daily operations of SEW-EURODRIVE Poland?
Dawid Rzeźnik: Of course! SEW is a German company entirely owned by private investors. We originally specialized in manufacturing gearboxes and electric motors, but like many businesses, we have expanded beyond a single product. Today, we offer a comprehensive range of inverters and other solutions in the fields of drive technology and automation.
Regarding the vehicle fleet at SEW, it is crucial because, like many manufacturing and service companies, we depend on field employees, such as engineers, who travel to our customers to understand their needs, provide advice, and design the necessary drive solutions. Therefore, the fleet, like any other essential tool for our operations, must be efficient.
Digitalization of the Company’s Fleet Management
Paweł Więsek: What were the primary reasons behind SEW’s decision to implement a fleet management application?
Dawid Rzeźnik: The primary reason was the absence of a suitable tool. Until now, we mostly relied on spreadsheets. Everything was managed, you could say, ‘with the simplicity of Excel.’ However, as the company grows and the number of vehicles increases (we currently have nearly 70), it becomes essential to implement software that facilitates the process. We needed dedicated software to simplify reporting and control operating costs.
Paweł Więsek: From what I understand, were these the main challenges and issues arising from the company’s fleet management?
Dawid Rzeźnik: The main challenge was transitioning from managing a small number of vehicles, where users were responsible for monitoring their status and reporting individually, to overseeing a fleet of 70 vehicles. Collecting information from a larger group of people became a challenge that exceeded the capabilities of simple tools like Excel. As the volume of data increased, maintaining organization and effectively utilizing it became more difficult, requiring a more sophisticated fleet management system.
Paweł Więsek: Especially if we are talking about 70 cars.
Dawid Rzeźnik: Exactly. In addition to our sales team, we have a service department where technicians regularly travel to the field to handle customer requests and install gearboxes. This generates a continuously growing volume of data.
Fleet management software – key factors to consider when choosing a system
Paweł Więsek: What led you to choose Productive24 for fleet maintenance? What factors influenced your decision to go with this platform?
Dawid Rzeźnik: Frankly speaking, several factors influenced our decision. First, the platform enables us to create a custom application tailored to our needs. The application for SEW was designed to meet our requirements, and the functions I proposed to enhance our workflow were implemented as we envisioned. We were not constrained by off-the-shelf solutions; instead, if we had an idea for a particular feature, it was developed according to our specifications. This approach gave us complete control over how the system operates, and the platform served as a ‘sandbox’ where we could freely shape the tool to fit our needs.
Another key aspect was the simplicity of operation. I wanted any user with a vehicle to be able to provide the necessary information quickly and easily, with just a few clicks. Reporting mileage or incidents, such as collisions, needed to be intuitive and fast, and all documentation should always be readily accessible. I aimed to avoid a complicated system that required extensive training for employees. Such systems often lead to forgotten functions over time, requiring detailed manuals. Therefore, it was a priority for me to create a straightforward and user-friendly system, and Productive24 successfully met these expectations, which makes me very pleased.
Digital fleet manager – benefits from implementation
Paweł Więsek: Now that you’ve implemented it yourself and it has been a few months since the handover, during which you’ve been developing the tool with new functionalities, have you noticed any benefits or effects from using the software? Has it accelerated your work in any way? Do you see increased efficiency in your fleet operations?
Dawid Rzeźnik: Yes, certainly. The application has significantly enhanced our fleet replacement planning process. We now have a clear view of cost estimates and a much faster flow of documentation. For instance, when it came to car fleet insurance, the previous procedure involved sending policies via email and requiring employees to print them individually. This sometimes led to issues, such as when someone couldn’t print a document for themselves. Now, with the functionality of this application, everyone has easy access to documents with just one click, at any time. Additionally, the mobile application works offline, which provides a huge convenience.
Paweł Więsek: What has been the users’ reaction to the shift in operation mode?
Dawid Rzeźnik: As for the operation mode, we didn’t make significant changes. The only difference lies in how we provide information about each vehicle and its lifecycle within the company. The actual use of the cars remained the same, with no new responsibilities arising; employees only need to complete basic information, such as reporting mileage or tire changes, once a month. Consequently, the transition to the new system was smooth—employees were not burdened with additional duties, and the simplicity of the solution encouraged even older users to embrace it. The application required minimal learning; if someone can use a banking app on their phone, they can easily navigate ours. Thus, implementing the tool was straightforward. The feedback I’ve received from the team confirms that this app was necessary and it was a good decision that it has been implemented.
Core logistics functions in an accessible application
Paweł Więsek: As an administrator, you are very proactive. You and your team are continuously working on improvements and new features. We have recently completed a significant expansion of this module. Could you share some insights about it?
Dawid Rzeźnik: In our company, I personally oversee this project as the fleet manager. You could say it’s my initiative, executed independently. All the concepts we’ve implemented have been driven by our specific needs and aligned with my ideas. Previously, there was no dedicated individual responsible for fleet management, so when designing the process automation, I relied on user feedback as well as my own observations to identify what was lacking and what functionalities were necessary.
This led to the decision to introduce the software. Of course, Rome wasn’t built in a day. After we released the initial version of the application, I began receiving user suggestions like, ‘You know, David, I’m missing this and that.’ Once I collected enough feedback and observed that people were actively using the app, I realized we needed to develop it further. It was then time to work on a significant expansion in the form of an office car reservation system. Our company has several vehicles available for employees who do not have an assigned car but need one for client meetings or additional training. Our aim is to create a comprehensive system for managing reservations, billing, mileage tracking, and task assignments directly for me as the fleet coordinator. An important feature will be the generation of user-defined notifications, such as reminders for tire changes or servicing. We are currently implementing this solution.
Paweł Więsek: That’s great to hear! We’re thrilled that the solution continues to evolve. Finally, I have a question regarding your collaboration with the Productive24 team. how would you evaluate it? Are there any specific aspects that stood out to you, or would you like to highlight anything in particular? Do you have any complaints, concerns, or requests? (laughs)
Dawid Rzeźnik: No complaints at all… I’d lying if I said otherwise! (laughs). Regarding our collaboration, I describe it very positively. What mattered most to me was having a shared understanding of the goals we aim to achieve together.
What I appreciated most was the seamless transition from a typical business relationship to a true partnership. There was no room for phrases like ‘no, this can’t be done’ or ‘this will take too much time.’ You were open to ideas, and what stood out to me was your technical and logical support regarding the application’s functionality. Many of the ideas originated from you, which was invaluable for me, as I was the sole person responsible for implementing the fleet management system. For instance, when I designed a function in a certain way, you informed me that if we executed it that way, the result would differ from what we expected. You suggested considering an alternative approach to achieve the desired outcome, which, in my opinion, worked exceptionally well.
Paweł Więsek: Thank you sincerely for the interview. I wish you continued success and enjoyment with Productive24!
Dawid Rzeźnik: Thank you
