Automated Driver's Licence Check – "RFID to SAP ERP"

The RFID to SAP ERP app for fleet 3.0 for SAP ERP provides a fast, cost-effective and reliable check of drivers' licences within your company by using mobile devices.

Highlights

  • Simple operation: the app is simple and intuitive. All necessary actions are displayed graphically.
  • The latest technologies: the checks are performed using NFC (near field communication) technology. The license must have embedded NFC chips that can be read by the smartphone app.
  • Maximum security: the embedded NFC chips can be provided with a predetermined breaking point. An attempt to detach the chip from the licence would irrevocably destroy the chip.
  • Data protection: no personal information would be stored on the licence's NFC chip.
  • Legality: this automated licence check system has been developed on the basis of German law.

Legal requirements

Fleet managers in Germany are legally obliged to check the licences of all drivers allowed to drive company vehicles twice a year. It is irrelevant whether a vehicle is permanently assigned to one driver or whether an employee is using a vehicle from the vehicle pool.

Anyone who orders or permits someone to drive a vehicle for which they do not have the required driver's licence or who has been banned from driving can be subject to a fine or imprisonment for up to one year under §21(1)(2) of the Road Traffic Act. Any clauses in employment contracts obliging drivers to report the loss of their licence are not a protection.

Manual checks of driver's licences in fleet

Previously, fleet 3.0 for SAP ERP (the fleet management SAP add-on from S&N) required fleet management employees to call up the driver's master data manually, perform a visual inspection of the licence and manually enter the inspection date in fleet.

To avoid the time-consuming and costly visual inspection of licences, an expansion module has been added to fleet to allow automated checks of driver's licences. This module enables the checks to be done with the RFID to SAP ERP app for mobile devices.

RFID to SAP ERP – automated driver's licence checks

Many modern smart phones and tablets have an integrated scanner that can read RFID chips. All one needs to do for driver's licence checks is attach a single low-cost RFID chip to the driver's licence.

The RFID chip stores a unique combination of numbers. This ID will be read by the smartphone and the RFID to SAP ERP app with the underlying NFC technology and uniquely associated with the driver's master data in the SAP.


Now the drivers can perform the automated checks with RFID to SAP ERP. They just need to hold their driver's licences up to their smartphones. The phone scans the chip and the SAP system records that you have your licence.

The system can be used anywhere. You can, for example, set up a scanner in the cafeteria, at the main office, at the gate to the car park or your branch offices. You can also enter the location of the device in the app settings.

The data connection can be either through a mobile data connection or via a local wireless network.

Simple integration into fleet and your SAP system

The corresponding modules in fleet are thus linked from your SAP system via RFC (remote function calls) to web-based services. Communication between fleet and the RFID to SAP ERP app is done via the commonly-used secure HTTPS protocol.

Benefits for fleet managers


The time-consuming and costly inspection of licences will no longer be needed and drivers will not need to come into your office for the semi-annual checks.

The timing of the licence check performed by the RFID to SAP ERP app will be automatically recorded in the driver's master data file in fleet.

It will also record the scanner with which the test was performed. This makes it possible to analyse which smartphones are used more frequently and which sites are frequented less often.

fleet reminds your employees of upcoming checks by email. If drivers fail to comply with the request, they will receive an overdue reminder automatically (which you will also receive).

The check interval can be configured both globally and specifically to each person. You can see the date of the last check for each driver at any time and, if desired, request a re-inspection of the licence.

RFID to SAP ERP – secure and simple

Despite the convenience offered by the app, you don't have to be concerned about its security. The data exchange between your SAP system and the app is done via the secure HTTPS protocol.

Another important security aspect is the nature of the data used by this system. The RFID sticker contains no personal data. This is not necessary because all of the necessary data about the driver is already stored in your SAP.

An important feature of RFID chips is the existing weak point, where an attempt to detach the label would leads to the irreversible destruction of the chip. This ensures that a chip that has already been assigned to one licence cannot be used for other driver's licence checks or any other misuse.

The ID of the RFID chip is used to conduct the licence checks. This ensures that a copy is not being used. Manipulating the system with fake chips is therefore not possible.

Only authorised personnel with appropriate SAP rights can assigning the RFID chip to the driver's master data.

In order to prevent unauthorised personnel from changing the assignment, for example, when the mobile device is in the cafeteria, another security feature can be activated. Administrative functions can only be performed in conjunction with a previously set Admin RFID chip.

Availability

The functionality of the RFID to SAP ERP app is seamlessly integrated into fleet 3.0 for SAP ERP. For more information about fleet, please visit our home page:

www.s-und-n.de/produkte/sap-addons/fleet

RFID to SAP ERP requires a device with Android 4.1 (API level 16) or higher and an NFC reader. An equivalent app for BlackBerry or Windows Phone could be developed on request. There is no built-in NFC reader currently available for iOS devices.

Get in touch – we will be glad to show the features of RFID to SAP ERP in real time mode or as a Web presentation.

Contact: Michael Schwandner; Turn on Javascript!