The Car and Truck Fleet and Leasing Management Magazine

Web-Based System Streamlines Novartis Mileage Reporting

June 2008, by Staff

The Pharmaceuticals Division of Novartis is recognized worldwide for the innovative medicines it provides to patients, physicians, and healthcare organizations. The company’s current product portfolio includes more than 45 key marketed products.

To meet time-sensitive customer demands, the 7,500-vehicle Novartis fleet, driven by the company’s sales force and clinical research associates, must remain on the road and running smoothly. Keeping track of vehicle mileage remains a top priority for fleet management.

Recently, the company fleet department streamlined mileage tracking after implementing a business/personal mileage Web-based reporting system.

Multi-Source Data Stored

The Novartis Imputed Income application — first implemented in October 2004 — imports data from four different sources: Novartis’ leasing companies, the travel and expense system, payroll, and human resources.

“The application acts as a repository for data and permits fleet to generate reports, make mileage adjustments as necessary, calculate imputed income, and keep a history of past periods,” said Lillian Palmieri, fleet operations manager.

A main benefit of the new personal and business mileage reporting system is its transparency to drivers, who enter personal and business mileage each month into a travel expense system when recording all other expense.

The system saves time since the driver does not need to call, mail, or transmit mileage information to a vendor. In addition, drivers enter the information in a single system. The new system maintains a history of past periods, a previously unavailable feature.

“Reporting capabilities have expanded, and the system is consistent,” Palmieri said. “We use more than one leasing company, so now we do not need to depend upon the leasing companies gathering the information in different formats.”


This schematic illustrates Novartis’ Web-based mileage reporting system.


System Installed In-House

Keeping the system in-house eliminated a monthly, quarterly, or annual vendor service charge, saving Novartis about $120,000 annually.

“The system is very user-friendly and does not require additional personnel,” said Kathryn Kowalski, senior fleet administrator. “It is supported by a specific team at the general help desk.”

According to Kowalski, the new system allows fleet management to contact drivers late in reporting mileage.

“This tool also alleviates some of the incorrect records when imputed income is calculated yearly,” she added.

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