Aman Group — Fleet Management
& Leakage Control

1. What "leakage" means in a fleet this size

Aman runs a mix of light and heavy vehicles across multiple concerns, with its own workshops, store and drivers. In that setting, "leakage" is every unit of value that leaves the business without a record that ties it to a job. It is rarely dramatic theft; far more often it is the absence of a paper trail — and the two look identical on a spreadsheet.

2. The leak map — where value escapes, and how the VMS closes it

Each row is a real leakage point raised in our sessions, mapped to the module and control that shuts it. "Closed" means the platform makes the leak visible and accountable; "Tightened" means it is sharply reduced through verification and reconciliation.

3. The control system — four moves that close every leak

Rather than a separate trick per problem, the platform applies the same four-step control to everything of value that moves:

4. Fuel & CNG — the biggest leak, closed first

Fuel is usually the largest controllable cost and the easiest to lose. The platform treats it as a measured ratio, not a slip:

• Per-vehicle, per-driver logging — every fill recorded with quantity, odometer and cost, CNG and diesel handled separately.
• Efficiency against real distance — consumption is measured against GPS distance, not a hand-written trip sheet, so km/litre is real.
• Outlier & theft flags — vehicles or drivers whose efficiency drops out of band are flagged automatically for review.
• Trend reports (D/W/M/Y) — fuel cost per vehicle, route and driver over time, so a slow drift is caught early.

5. Store & spare parts — a part can't move without a reason

The store is where value walks out one part at a time. The control is simple and hard to bypass:

• Every part is an SKU + QR — catalogued with details and compatibility.
• Issue only against a job card — a QR scan issues the part to a specific vehicle's open job and auto-deducts stock in real time.
• Billed = issued — the workshop invoice draws from parts actually issued, so a part can't be billed to a customer or concern without leaving the store record.
• Reorder & procurement — low-stock alerts and PO flow stop both stockouts and panic over-buying; scrap goes to the disposal register, not out the back door.

6. Trips, routes & billing — no completed trip closes unbilled

The TMS operations chain is what turns freight movement into an accountable, billable record end to end:

Booking → Loading Manifest → Dispatch → Gate Pass → Unloading → Receive → Delivery → Return Trip → Billing

• Route master + route-based fare means the charge for a trip is defined before it runs — billing is automatic, not negotiated after the fact.
• Digital gate pass ties every vehicle movement in and out to an approved trip.
• Delivery proof (signature / photo / OTP) and return-trip reconciliation close the loop, so an outbound trip must be squared off and billed.
• Internal vs external classification keeps concern-to-concern movement separate from external freight, exposing private or unauthorised runs.

7. Maintenance & workshop — cost tied to evidence

• Job card is the single source of truth — tasks, parts and labour on one record that becomes the invoice.
• Mechanic access/panel — technicians see assigned jobs, track time and update progress, so labour is recorded, not estimated.
• Central workshop model — multi-workshop with one hub and consolidated reporting, so no workshop is a black box.
• Preventive schedules — date/mileage-based service reduces the breakdowns that drive expensive emergency repairs.

8. Compliance & documents — stop paying avoidable penalties

A grounded or fined vehicle is pure leakage — cost with zero output. The BRTA compliance pack tracks tax token, fitness, route permit, number plate and insurance per vehicle, with staged auto-renewal alerts (60/30/15/7/1 day) and a live expiry dashboard. Warranty and insurance are linked to the PDI and new-vehicle record, so nothing lapses unnoticed.

9. The evidence trail — notifications, reports & audit

Control only works if it is visible. Every module carries Daily / Weekly / Monthly / Yearly notifications and reports — this was a defining requirement, not an add-on. Management sees fuel efficiency, parts movement, trip billing, maintenance cost, overtime and compliance status on a schedule, with an audit trail behind every number. Leakage stops being a suspicion and becomes a line on a report someone owns.

10. Rollout priority — biggest leaks first

Sequenced so the highest-value controls land earliest. (Delivery timeline and scope are covered in the requirement response; cost is handled separately, outside this document.)