GateKeeper’s flexible, feature-rich Commercial Vehicle Management Software.
Our Commercial Vehicle Management Software (CVMS) has been designed specifically to meet the unique needs of airports. It has been developed and enhanced over several years, so it’s reliable, flexible, feature-rich and easy-to-use. The system’s major functions include:
Account/Vehicle/Driver/Access ID administration >
ACCOUNT/VEHICLE/DRIVER/ACCESS ID ADMINISTRATION
GateKeeper’s CVMS enables you to create a simple or extensive database of information on each registered vehicle, company, owner or driver that can be used to maintain insurance files, violation histories, activity levels, payment data or other key information. The available functions include:
- Create, edit or inactivate accounts
- Create, edit, or inactivate vehicles/drivers
- Create, edit, or inactivate access IDs
- Create or edit comments
- Create or edit permits – If permits are used for one or more classifications of ground transportation vehicle, the system will track the status of the permit process for accounts or vehicles.
- Track insurance compliance – including creating form letters.
- System search – search for specific information on accounts, vehicles and access IDs
- Track infractions through a citation function
- Maintain an inventory of tags with a function to “bulk load” all new access IDs
- View vehicle/driver activity
- Track performance bonds and tag deposit activity
- Data import function – You can enter data directly into the software or use this function to electronically transfer data from an existing software system.
- User-defined field function – If you need a field not included in the CVMS, you can create a new one, specify the type of data to be entered (text, numeric, date or even a picture) and then to track and report on the data values for that field for each customer, vehicle or driver.
The CVMS uses transaction information to develop appropriate charges. It also includes an extremely flexible trip fee function that allows airports to create a virtually unlimited structure of fee types and levels without any new software development. And since some fees are designed to collect revenue while others are intended to modify behavior, you can implement a wide range of business rules for fee collection with the CVMS. The following is a list of typical fee types provided by the system.
- Activity-based fees
- Fixed fee
- Dwell fee – Variable based on time
- Combination of fixed and dwell fees
- Periodic fees – monthly, quarterly, annually
- Trip fee credits
- Administrative fees
- Violation fees
- Excess circuits/trips
- Headway fees
- Penalty fees
- Fee adjustment options
- Trip credits
- Trip cancel
PAYMENTS AND ACCOUNTS RECEIVABLE
GateKeeper’s CVMS offers two approaches for generating invoices and maintaining accounts receivable customer and accounting records.
Data transfer to existing airport A/R. You can create a file transfer function of the billing information created by the CVMS to the airport’s centralized invoicing and A/R system. The data may be output to a wide range of file formats.
Stand-alone accounting system. If you prefer to establish a separate A/R system for airport ground transportation fees, GateKeeper will provide Microsoft Dynamics accounting software. Dynamics-GP is a full-featured accounting system with extensive audit trail capabilities that can be configured for several payment options, including automated credit card use.
GateKeeper has developed a sophisticated two-way interface between our CVMS and Dynamics-GP, which automates several functions, including:
- Single point of data entry – All data is entered into the CVMS and data required by Dynamics-GP is automatically transmitted.
- Invoice creation – Charges created in the CVMS are automatically exported to Dynamics-GP when a billing occurs. The user only needs to print and mail the invoices or e-mail them electronically.
- Suspend or activate accounts based on payment history – Accounts with past due amounts can automatically be “suspended” and re-activated when payment is received.
In addition, GateKeeper offers an automated credit card processing module for Dynamics-GP that can eliminate much of the administrative work of billing and collecting user fees.
During implementation, GateKeeper will set up and configure the accounting software to the specifications determined. We gather extensive information about your accounting system, chart of accounts, existing accounting software, interface requirements, classes of vehicles, customers and billing preferences, which we then use to develop a specialized chart of accounts, rate structure and customer information formats. In addition, Microsoft provides extensive materials to help you maintain basic accounting records needed and yet provide a significant level of revenue control.
Users with the appropriate security approvals can change many of the CVMS functions without any software development. Functions such as trip rate tables, vehicle types, size codes, use codes and other operating parameters can be adjusted to monitor or enhance the flow of vehicles to reduce roadway congestion.
To maintain the integrity of the system and the privacy of the data, GateKeeper’s CVMS includes a security function that offers extensive flexibility in establishing users, user groups and permissions to allow various access levels. The permissions given to individuals or groups can be configured to restrict what people can view, create or edit in the system.
One of the most important features of GateKeeper’s CVMS is the extensive reporting capability that allows you to leverage the vast amount of information the system generates. The reports, available to users based on their security level, help you track activity levels and changes in use patterns, set rate formulas and identify violators of policies and regulations. The available reports, which can be created for one vehicle, a company or the entire operation, include:
- Activity reports – Transactions, trips, charges, violations, etc.
- Administrative reports – Lists, groups, status, insurance information, etc.
- Operator action reports
- Error logs
The CVMS uses Active Reports or Microsoft SSRS to generate reports, and knowledgeable users can use it to create their own reports in the system. A report-scheduling tool is also available run reports on demand or on a set recurring schedule as desired. Reports can be displayed to the screen, printed in a number of formats (PDF, delimited file, Excel, etc) or e-mailed directly to the user or several users.
GROUND TRANSPORTATION OPERATOR USE OF SYSTEM
As a means of reducing the administrative workload on airports, the CVM software gives your ground transportation operators access to the system through a secure website so they can:
- Run selected activity reports for transactions and trip charges. This eliminates the need to provide significant back-up data for invoices or to respond to questions from the operators.
- Submit registration information to create a new company/account. The airport staff has the “approval” responsibility before any data is saved into the database.
- Update account or vehicle information. As with the registration function, the data is submitted to the airport for approval, not entered directly into the database.
Successful ground transportation management systems enforce the airport’s rules and regulations regarding commercial roadways. GateKeeper is a leader in providing tools to help your airport in this area. The “Citation” module of our CVMS can be used to track enforcement actions taken against specific vehicles, drivers or companies. Users can also use a mobile, wireless device to read the AVI tag and access system information on that vehicle or company to verify the tag is active and assigned to the proper vehicle. The CVM software also has the capability to use digital cameras to use License Plate Recognition (LPR) technology as an additional method to detect and identify vehicles without tags. Certain reports provide information that will help spot vehicles that change their operating pattern or may appear to stop coming to the airport and allow your enforcement team to identify operators that are attempting to avoid being detected or paying fees.
SYSTEM RELIABILITY AND STATUS
GateKeeper’s CVMS uses several automated tools to track system activity and status so that alarms or notifications can be automatically sent to individuals that are responsible for keeping the system operating. Those tools include:
- Reader Activity Screen, which monitors the status of all of the RFID readers connected to the system. If at any time, one or more readers are not receiving vehicle tag reads, the system will send a notification to the proper support personnel, who can then see instantly if any readers are in “alarm” condition. Each reader has an allowable interval established that represents the maximum time between vehicle reads in normal operating conditions.
- ServersAlive monitoring software is used to monitor over 75 system events to track the status and health of the system on a 24/7 basis. If system parameters are exceeded, the appropriate notification is automatically generated to the support team.
- Reader Command function allows users to remotely issue commands to the readers in the system to diagnose problems, change configuration, or repair the reader. All of this can be done for a majority of reader problems without requiring a technician on-site.
The CVMS can also track and control vehicle movements in real time. The system can be configured for use with gated lanes where access and egress is controlled or with “open” systems where the free movement of vehicles is allowed and the system monitors that activity. The software will also work in a mixed environment where some lanes are gated and others are open.
The CVMS has been developed in modules so that it can be used in either a tracking and/or a dispatch mode. The tracking mode is generally used to record the activities of commercial vehicles such as shuttle busses, courtesy vehicles, limousines and vans as they enter and leave on their own schedule. It tracks their access, records activity, creates charges and performs other system functions as they move about the airport under the established regulations.
The software also has an optional dispatch module that is used most frequently with taxicabs. This module creates one or more areas or queues to move cabs from holding areas to pick-up areas in the sequence you establish and under your rules. You can run this module in an automated mode that supplies a target number of cabs or you can control it manually, handling special requests and unusual demand levels immediately.
In either mode, the CVMS creates the following functions:
- Access control – Verify the criteria (e.g., adequate balance, authorized access to the area, valid status) for entrance, egress and vending (opening or closing) the vehicle gates as required. This also includes a remote gate vend capability that allows the operator to open the gate from a workstation if necessary.
- Tag status –The software maintains the various status options for tags. Tags may be valid or invalid based on criteria such as non-payment of fees, insurance expiration or other criteria you establish. You can also create time zones and space zones to restrict access by time blocks and specific locations.
- Device communications – The software also contains functions for maintaining the necessary communications between the signs, video monitors, entry and exit devices, computers and other system components.
- Vehicle counts – If desired, you can add a count module to use with inductive loops installed in the pavement to count all vehicle traffic on a road, entry lane or exit lane.
- Hot tag list – A single vehicle or all vehicles assigned to a company can be marked to generate an immediate notification to the user if they are detected by any of the readers in the system. You can use this notification to direct enforcement personnel on the roadway to the current location of the vehicle.
- Mobile devices – You can use handheld wireless devices to enhance the use of the system on your roadways or areas around the terminal. A handheld RFID reader is available to support the enforcement function to verify that vehicles have active, valid tags on the vehicle. Handheld computers can also be used to expand the effectiveness of the dispatch module by giving curbside personnel the capability to send commands to the system and to monitor the status of vehicles that are being sent to pick-up locations.