Enhancing Fleet Management Efficiency and Compliance: An Integrated System for Nonprofit Organizations

Abstract

This study develops an integrated fleet management system to streamline operations for Transitions Mental Health Association (TMHA), a nonprofit providing mental health services across San Luis Obispo and Santa Barbara counties. TMHA’s 62-vehicle fleet is currently managed using disconnected systems, including Excel spreadsheets, Outlook calendars, and paper-based records, which lead to administrative burdens and compliance risks. To address these issues, we designed a centralized, automated solution for vehicle tracking, maintenance scheduling, and reservation management. Key features include automated safety notifications, simplified collision reporting, and a unified reservation interface to reduce reliance on individual knowledge and improve organizational resilience. Effectiveness is measured through key performance indicators such as safety checklist completion rates, incident reporting accuracy, and reductions in administrative time, with initial findings indicating enhanced operational efficiency, reduced compliance risks, and a notable decrease in manual workload. This research contributes to fleet management literature by demonstrating a scalable model that can support similar nonprofit and small organizational contexts in achieving efficient, automated fleet operations that improve safety and resource management.