EV Fleet Management – How do I do it?

If you’re an EV fleet owner, you know the struggle of managing them. From keeping tabs on battery status to training drivers and tracking energy costs, it’s a whole different game compared to managing Internal Combustion Engine (ICE)-vehicles. To help fleet owners maximize output from their EVs, we provide a detailed breakdown of all things fleet management. It includes:

1. Understanding fleet management
2. The differences between managing an ICE fleet and an EV fleet
3. Common mistakes EV fleet owners must avoid
4. The need for a good fleet management software (FMS).

With this guide, owners can enjoy detailed insights into every crucial aspect of managing an EV fleet. Time to get charging!

What is Fleet Management?

Commanding a commercial fleet of road vehicles is more than just making sure all deliveries reach on time. It includes:

• Tracking volatile fuel costs, calculating the mileage and ensuring efficient performance of vehicles
• Undertaking proactive and reactive maintenance for long-term life of assets
• End-to-end cost assessment to maintain a heathy balance sheet
• Ensuring driver well-being and cohesive coordination between every active stakeholder

While the objectives of fleet management are broadly similar, there are several differences between managing an ICE fleet vs. one that includes EVs. Below, we explain them in detail.

How ICE and EV Fleet Management Differs

From energy needs to risk management and maintenance, overseeing both differs on the following counts:

1. Fuel vs. Charging: While fuel pumps are ubiquitous and refuelling barely takes a few minutes, charging EVs requires elaborate planning. This includes:
   • Planning routes that include chargers to overcome infrastructural shortcomings
   • Balancing fast and slow charging sessions to preserve battery health
   • Keeping total energy drawn within the sanctioned load

2. Maintenance: With ICE engines, the focus is on the engine, oil, filters and transmission. The focus shifts to the battery, its health, thermal system, and power electronics with EVs. The market is still adjusting to EVs – industry data finds that 85% of mechanics are not accustomed to fixing them. This uncertainty impacts insurance approval too, causing regular delays and confusion over the things policies cover.

3. Data and Software Dependence: A good software solution is indispensable for EV fleet management. Tracking battery status and health, optimizing charging schedules and maintaining chargers is tricky without the necessary data.

4. Efficient Route Planning: With a considerable presence in last-mile delivery services, the need for optimal route planning to avoid time and revenue losses is vital. For e-bus fleet operators tied into strict gross cost contracts (GCC), route optimisation helps avoid huge penalties imposed upon violating the schedule.  

5. Driver Training: To enable drivers to get accustomed to EVs, they need to be trained and initiated gradually into the task. At Kazam, we have trained more than 1500 individuals across40+ e-bus depots, handling a critical task that makes operators rest easy.

With a number of elements to manage, fleet owners commit mistakes that end up costing them in the long-term.

Common Mistakes Made by EV Fleet Owners

1. Underestimating Energy Requirements: In an EV fleet, knowing exactly how much energy is needed is complex. It involves:
   • Calculating the exact State-of-Charge (SoC) each EV needs to execute trips
   • Forecasting weekly energy needs by formulating an accurate schedule of business tasks
   • Estimating baseline non-charging power-consumption including other on-site appliances and machinery

Without such inputs, you may end up violating your agreement with the DISCOM, incurring penalties that bring down profits.

2. Suboptimal Charging Schedules: To run a successful EV fleet, efficient charging schedules are vital. This includes:
   • Formulating duty cycles: Knowing the amount of distance your EVs cover every day will help you plan suitable charging schedules.
   • Monitoring battery health: It’s not just about keeping them ready to run. Exclusive use of fast-chargers can degrade battery health; it’s another key component of schedule-planning.
   • Load-balancing: Overloading your charging facility can violate your agreement with the DISCOM. Spacing out charging sessions will prevent you from doing so.

• Lack of Internal Buy-in: With a ton of decisions to make, catering to staff and drivers’ needs may take a backseat. To help them adjust to EVs, they need to be trained to use the cars and the software to manage them. With our help, you can receive the support needed to manage this aspect with ease.

4. Poor Charger Maintenance: Since ICE fleet owners don’t have to maintain fuel pumps, they may struggle to maintain charging equipment. This may cause charger breakdown, damage the long-term health of the charger and become a safety hazard too.

For a detailed guide on charger maintenance, click here.

The Need for a Good Fleet Management Solution (FMS)

Avoiding these mistakes is easier said than done. When fleet owners try to do it all on their own, they end up struggling to do it right, devoid of the support needed.

For many, a key piece of the puzzle is missing – an extensive, smart-charging management solution. In order to manage an EV fleet, you need an app that offers the following features:

• Battery status and health monitoring to elongate life of EVs by preventing long-term battery degradation.
• Route optimisation and load planning to ensure timely completion of trips and adherence to load-carrying norms.
• Optimised charging schedules  
• Automatic ticket scheduling as per the service-level agreement (SLA)
• Real-time alerts to ensure proactive maintenance of EVs and chargers.
• Opening chargers for public use

To help you do all this more, Kazam has created an all-in-one software solution for fleet operators. By combining the benefits of a charger, energy and fleet management system into one, it grants extensive control over every key business aspect. To enable enhanced remote operability, you can enjoy its convenience over the white-labelled mobile application pioneered by Kazam.

At present, the platform serves more than 40 e-bus depots and anchoring the operations of several key e-commerce giants.

Interested in trying out our solution? Reach out to us and begin your journey to superior fleet management.

Frequently Asked Questions (FAQs)

1. How is EV fleet management different from ICE fleet management? While ICE management focuses on fuel prices and engine maintenance, EV fleet management relies heavily on data – monitoring the State-of-Charge, battery health, charger uptime, load balancing, and other key inputs.

• Why is specialized software (FMS) necessary for electric fleets? With an extensive dependence on data to track many more parameters compared to ICE vehicles, an FMS is indispensable.

• Can I manage multiple depots with Kazam’s platform? Yes. Not only does it help you monitor more locations than one, you can create charging zones and set a collective load limit to balance energy requirements across your depots.