What is a fuel management system used for?

A fuel management system monitors, controls and reports on fuel usage across vehicles, equipment and storage tanks to reduce losses and improve operational efficiency.

How does a fuel management system reduce fuel theft?

By linking fuel dispensing to vehicle or operator identification and recording every transaction in real time, discrepancies can be flagged and investigated.

Can a fuel management system integrate with fleet software?

Yes. Many fuel management systems can integrate with fleet management, ERP and reporting platforms to centralise operational data and reporting.

Is a fuel management system suitable for mining operations?

Yes. Fuel management systems are commonly used in mining and heavy industrial environments where fuel is a significant operating cost and accurate tracking is critical.

The SmartFEMS^™ Solution

Fuel Management System for Mining and Fleet Operations

Trusted by mining, fleet, and industrial operations across South Africa and the wider Southern African region, SmartFEMS™ gives site owners full visibility and control over fuel use, from receiving and storage to dispensing and consumption

SmartFEMS™ is an advanced automated fuel management and control system designed to bring precision, transparency, and efficiency to every stage of your fuel operations.

Through bulk tank gauging and dispensing metering – whether at fixed fuel bays or via mobile refuelling bowsers – SmartFEMS™ ensures every transaction is automatically captured and integrated into the platform.

This provides live performance updates on the SmartFEMS™ dashboard, giving your operators instant visibility of fuelling activity and operational performance.

Seamless data integration with your ERP and business management systems enables real-time internal reporting, eliminating manual processes and empowering decision-makers with accurate, up-to-the-minute information.

With SmartFEMS™, fuel control moves beyond monitoring. It becomes an intelligent, automated process that drives efficiency, compliance, and cost savings across the entire operation.

Trusted Fuel Management Partner for these Top Companies

Imagine Fuel Management Without the Guesswork

Imagine this – a world where every litre of fuel is tracked, verified, and optimised in real time. No blind spots. No unexplained losses. Only complete visibility and control.

Imagine fuel transactions that reconcile themselves the moment they happen – no delays, no errors, just effortless accuracy.

Imagine SARS diesel refund compliance that runs automatically in the background, turning data into savings.

Now stop imagining. With SmartFEMS™, the future of fuel management isn’t coming – it’s here.

20 %

Amount per litre of diesel that can be claimed from SARS for primary production

ZAR 1

Amount per litre of diesel that can be claimed from SARS for primary production

Discover how SmartFEMS™ helps market-leading energy-intensive operations reduce waste and transform fuel into a managed asset.

Get deeper insights into your fuelling activities

By integrating Power BI Summary Reports into the SmartFEMS™ Solution, our portal facilitates a deeper understanding of the fuelling activity for each piece of equipment.

Real-Time Fuel Management System

Built for precision and control, SmartFEMS™ captures every fuel and lubricant transaction automatically – from bulk inventory to dispensing, allocation, and reporting – providing real-time visibility via an intuitive digital dashboard.

Why SmartFEMS™?

Eliminate fuel losses: Say goodbye to the 20% – 30% that typically disappears.
Boost productivity: Improve consumption, cycle times, and equipment uptime.
Stay SARS compliant: Generate diesel refund-ready reports (South African operations only).
Drive sustainability: Reduce fuel waste, cut carbon emissions, and improve efficiency.
Streamline reporting: Seamlessly integrate with ERP systems for live, decision-ready data.

Turn data into decisions with SmartFEMS™ dashboards.

SmartFEMS™: A smart fuel management system that gives you:

Inventory
Management and
Reporting

Traceability
of Fuelling
Transactions

Alerts on Non-Compliant
Transactions

Improved Consumption,
Productivity, and Energy
Efficiency

Carbon
Reduction

SARS Diesel
Refund
Reporting

Fuel Management Solutions for Energy-Intensive Industries

ECS’s SmartFEMS™ delivers automated fuel management and control tailored to the unique demands of mining, power generation, aviation, shipping, industrial manufacturing, transport, and large-scale agriculture – helping each sector cut losses, improve efficiency, and stay compliant.

SmartFEMS Gives Us Eyes on Every Drop

“We operate a 24/7 fleet across multiple mining pits, and for years, fuel was a blind spot. We knew it was disappearing, but we couldn’t pinpoint where. Since adopting SmartFEMS, that’s changed entirely. Unauthorised access has been eliminated, daily volume reconciliations are now standard, and our real-time dashboard lets us manage fuel like a high-value financial asset. The result? Lower costs, airtight compliance and improved uptime across the board. Even SARS Fuel Levy Refund reporting is automated – our auditors couldn’t be happier.”

Fuel & Logistics Manager

South African Mining Company

Complete Hydrocarbon Fuel and Lubricant Control

SmartFEMS™ covers a full range of hydrocarbon fuels and lubricants:

Liquid fuels: petrol, diesel, jet fuel, fuel oil, LPG
Gaseous fuels: Natural gas, LNG, syngas
Lubricants: engine oils, gear oils, hydraulic fluids, industrial oils, greases, speciality lubricants

Prevent Fuel Theft and Improve Accountability

SmartFEMS™ incorporates secure equipment/vehicle recognition, operator, and dispensing attendant facial recognition, delivering three-way authentication to enable fuel dispensing. This ensures the highest level of security and control over every litre dispensed — helping prevent fuel theft, eliminate fuel fraud, and improve fuel accountability across your operation.

With its advanced capabilities in fuel inventory, dispensing, and equipment usage management, supported by intelligent reporting tools, SmartFEMS™ empowers mining and fleet operators to maintain complete control of their fuel operations, prevent fuel loss, and ensure SARS fuel refund claim compliance.

By capturing and recording fuel transactions instantly and accurately, SmartFEMS™ functions as a powerful fuel reconciliation system — eliminating manual reconciliation challenges, reducing discrepancies, and stopping undetected fuel loss before it impacts your bottom line.

SmartFEMS offers a comprehensive suite of features for automated fuel and lubricant management.

Core features:

Automated fuel and lubricant transaction capture: from inventory to dispensing and in-use at the equipment level.
Three-phase authentication: facial recognition of dispensing attendants, equipment operators, and equipment before fuel dispensing.
Real-time exception alerts: for discrepancies such as overfills, tank level variations, mismatches in burn rates, and potential fuel theft indicators.
Dynamic inventory management: live tank level readings, automated reconciliation, and reporting.
Geospatial tracking: interactive map views for transaction locations, discrepancies, and heatmaps of operational hotspots.
Cloud-based reporting: secure, web-based dashboards with customizable Power BI analytics and long-term data retention.
System health monitoring: real-time alerts for equipment calibration, serviceability, and performance issues.

See SmartFEMS™ live in action — real-time tracking, automated reporting, and full visibility across your operation.

SmartFEMS-RD™

Digital Fuel Control, Simplified

SmartFEMS-RD™ is the latest addition to ECS’s SmartFEMS™ Solution Suite, designed as a semi-automated fuel management and control solution for operations ready to take the first step from paper to digital.

Powered by rugged handheld devices, SmartFEMS-RD™ is built to withstand demanding site conditions while ensuring accurate and efficient fuel data capture.

Manual transaction recording and tracking are replaced with real-time, digitally logged data, seamlessly feeding into the SmartFEMS™ performance dashboard for instant visibility.

Perfectly fit-for-purpose, SmartFEMS-RD™ helps sites modernise their fuel management practices, delivering greater accuracy, faster reporting, and a clear path toward full automation.

Fuel Control at Your Fingertips

With SmartFEMS-RD™, field operators can authenticate equipment, record fuel usage, and sync data instantly to a central dashboard – all from one rugged handheld device.

Whether fuelling from a central fuel bay or a mobile bowser, SmartFEMS-RD™ ensures total control over fuel access, usage, and reporting.

Built for efficiency and compliance, SmartFEMS-RD™ helps you reduce fuel losses, strengthen accountability, and simplify SARS reporting, turning every transaction into accurate, actionable insight.

Core Features

Real-time fuel tracking: capture every transaction as it happens, whether at a fixed fuel bay or during remote/mobile refuelling, ensuring accurate visibility of fuel movement across the operation.
Semi-automated data capture: log critical information such as tank levels, run hours, fuel volumes, and operator identity with minimal manual input, improving accuracy while reducing administrative effort.
Minimal infrastructure requirements: no tags, cabling or costly infrastructure needed. The entire system runs on a rugged handheld unit, making deployment simple, fast, and cost-effective.
SARS diesel refund compliance: generate digitally ready Diesel Refund reports that align with SARS requirements, streamlining compliance and maximising eligible recoveries.
Secure & verified transactions: every fuel issue is authenticated and traceable, ensuring full accountability, reduced risk of losses, and a complete transaction history for audit purposes.

From remote farms to mobile bowsers, we’ll help you find the right-fit solution for your fuel control needs.

How Much Does a Fuel Management System Cost?

The cost of a fuel management system depends on the size and complexity of your operation, meaning that the SmartFEMS™ pricing is based on the system customisation requirements for each site.

Pricing typically varies based on each site’s requirement:

Number of operational vehicles or equipment assets to be monitored
System hardware requirements on each site’s fuel facilities (Fuel storage and dispensing facilities)
Software features and reporting functionality (Customised for each site)
Integration requirements with fleet or ERP systems

In South Africa, fuel management system pricing can range from smaller fleet installations to fully integrated enterprise solutions for mining, transport and industrial sites.

Because fuel is a major operating expense, most organisations recover their investment through reduced fuel theft, improved fuel reconciliation, and better operational visibility, which enables the maximisation of the Fuel Levy Refund claims.

For an accurate fuel management system price tailored to your operation, speak to our team for a customised SmartFEMS™ solution assessment and ROI estimate.

SmartFEMS FAQ

Solution Overview

What is the SmartFEMS Solution and its primary purpose?

SmartFEMS is an advanced, automated fuel and energy management system designed to manage, control, and report on all aspects of fuel and lubricant inventory and transactions. Its primary purpose is to deliver precise tracking, real-time monitoring, and intelligent control of fuel usage across the entire supply chain—from bulk storage to dispensing and equipment use—while minimizing human intervention and maximizing operational efficiency. The system leverages embedded intelligence, automation, and cloud-based reporting to reduce unaccounted fuel losses by 20–30%, ensure compliance, and provide actionable insights for improved decision-making.

Automated, intelligence-driven management and control
Comprehensive reporting and real-time alerts
Minimized manual input and reduced risk of errors or manipulation
Supports sustainability and decarbonization goals

How does SmartFEMS differ from traditional fuel management systems?

SmartFEMS stands apart from traditional systems by eliminating the need for tag-based or nozzle-in-tank equipment, which are prone to misuse, failure, and high maintenance costs. Instead, it uses embedded intelligence models, facial recognition for authentication, and automated data acquisition via telemetry units. This approach ensures:

No reliance on manual tags or operator input
Automated equipment and operator authentication
Real-time exception alerts and discrepancy notifications
Low maintenance and operational costs
Cloud-native, secure, and scalable architecture

Traditional systems often require manual reconciliation and are susceptible to data gaps, while SmartFEMS provides end-to-end automation, robust data integrity, and seamless integration with existing infrastructure.

What industries or environments is SmartFEMS designed for?

SmartFEMS is purpose-built for demanding industrial environments where fuel and lubricant management is critical. Key sectors include:

Mining (surface and underground)
Construction
Utilities and power generation
Transport and logistics
Manufacturing and distribution

The system is engineered for durability and compliance in hazardous areas, with proven deployments in large-scale mining operations and other heavy industries. Its modular design allows for adaptation to a wide range of operational scales and site conditions.

What are the main value drivers of implementing SmartFEMS?

Implementing SmartFEMS delivers significant value through:

Reduction in unaccounted fuel losses: Achieves 20–30% reduction by automating transaction capture and reconciliation
Operational efficiency: Minimizes human intervention, automates reporting, and enables rapid response to discrepancies
Cost savings: Lowers maintenance and operational costs by eliminating manual tags and reducing errors
Compliance and auditability: Ensures secure, traceable, and standards-compliant data for regulatory and refund claims (e.g., SARS Diesel Refund)
Actionable insights: Provides real-time dashboards, performance analytics, and geospatial tracking for better decision-making
Sustainability: Supports energy efficiency, emissions tracking, and decarbonization initiatives

For more details, contact info@enerserv.co.za.

System Features

What are the core features of SmartFEMS?

SmartFEMS offers a comprehensive suite of features for automated fuel and lubricant management. Core features include:

Automated fuel and lubricant transaction capture—from inventory to dispensing and in-use at equipment level.
Three-phase authentication—facial recognition of dispensing attendants, equipment operators, and equipment before fuel dispensing.
Real-time exception alerts—for discrepancies such as overfills, tank level variations, and mismatches in burn rates.
Dynamic inventory management—live tank level readings, automated reconciliation, and reporting.
Geospatial tracking—interactive map views for transaction locations, discrepancies, and heatmaps of operational hotspots.
Cloud-based reporting—secure, web-based dashboards with customizable Power BI analytics and long-term data retention.
System health monitoring—real-time alerts for equipment calibration, serviceability, and performance issues.

How does SmartFEMS authenticate fuel transactions?

SmartFEMS authenticates fuel transactions using a robust three-way process:

Equipment authentication—automatic identification via telemetry units and validation of operational history (location, last fill, run hours, burn rate).
Operator authentication—facial recognition of the equipment operator, matched to the database for approval.
Dispensing attendant authentication—facial recognition of the attendant, also matched to the database.

Only after all three authentications are successful does dispensing proceed. The system also performs pre-authorization diagnostic checks and records all transactions for traceability. Manual overrides are logged and flagged for audit.

What types of alerts and notifications does SmartFEMS provide?

SmartFEMS provides a wide range of alerts and notifications to ensure operational integrity and rapid response:

Discrepancy alerts (e.g., low product level, overfill, high water content, tank level variation)
Mismatch of fuel vs. tank capacity
Equipment refueled in a short time or outside expected parameters
Pre- and post-dispense reading mismatches
Litres filled not matching equipment burn rate
Proximity discrepancies (equipment not at correct refueling point)
System health alerts (metering, calibration, serviceability)

Alerts are sent instantly to supervisors or managers and are visible on dashboards for prompt action.

How does SmartFEMS ensure data security and integrity?

SmartFEMS ensures data security and integrity through multiple layers:

Data encryption—all data transferred over the internet is encrypted using TLS 1.2.
Access-controlled storage—data is stored in a secure Azure MSSQL database with strict access controls.
Long-term backup—all data is securely backed up and retained for 10 years.
Audit logs—every modification to transactional data is recorded, including user, timestamp, and change details.
Disaster recovery—cloud-based infrastructure with redundancy and rapid restore capabilities.
Compliance—adheres to global data acquisition, storage, and security protocols (e.g., ISO 9001, SAP Model V4.1).

These measures guarantee robust protection and traceability of all operational data.

Installation

What are the main steps in installing SmartFEMS hardware?

Installing SmartFEMS hardware involves several key steps:

Site Preparation: ECS requires access to facilities, vehicles, and equipment. Site information such as fuel facilities, equipment databases, and operator details must be provided.
Mounting Control Panels: Panels are mounted securely to frames, walls, or structures using M10/M12 bolts. Power is supplied via armoured cables through EX-rated glands and protected by a 10A breaker.
Wiring: Dispense control signals and meter signals are routed through conduits and protected sheaths, entering the panel through EX-rated glands.
Mobile Bowser Installation: Panels are mounted on the exterior of bowsers, with power supplied by automotive-rated cables and protected by in-line fuses.
Commissioning: After installation, the system is commissioned, and all connections are tested for effectiveness and compliance.

Training for operators and administrators is provided, and ECS manages onboarding of users and equipment on the SmartFEMS Dashboard.

For detailed support, contact support@enerserv.co.za or call +27 31 765 0443.

What site requirements are needed for SmartFEMS installation?

Successful SmartFEMS installation requires:

Access to all relevant facilities, vehicles, and equipment for hardware and telemetry installation.
Provision of site information, including details of fuel facilities, metering/gauging, and equipment/vehicle databases.
Database of dispensing and equipment operators, including high-resolution photographs for facial recognition authentication.
Mandates from vehicle owners for equipment installation and a list of vehicles for run hour meter installation.
Qualified personnel (e.g., auto electricians) to assist with vehicle installations and indicate installation locations.
Power sources (e.g., 220V AC for panels, 12/24V DC for telemetry units) and safe cable routing.
Planning for scheduled outages during installation to minimize operational disruption.

Strict adherence to safety standards and risk management processes is required throughout the project.

How are telemetry units and digital identifiers installed on equipment?

Telemetry units and digital identifiers are installed as follows:

Telemetry Units: Installed in vehicle cabs (under or behind dashboards), connected to 12V or 24V power, ground, and ignition signals. An inline fuse (typically 3A) is used at the power connection. CAN units are connected to the vehicle’s CAN/data bus. Fitment locations are agreed upon with qualified personnel.
Digital Identifiers: Battery-powered (2.5-year life), not connected to vehicle systems. Installed in protected, inaccessible locations—under dashboards for smaller vehicles or near filling points for larger vehicles. Used on all above-ground and underground equipment, including LDVs.

All installations are tested for effectiveness and registered on the SmartFEMS Dashboard. ECS manages onboarding, assignment, and replacement of units as needed.

Reporting

What standard reports are available in SmartFEMS?

SmartFEMS provides a comprehensive suite of standard reports to support operational visibility and compliance. These include:

Inventory Management Reports: Real-time summaries of fuel tank levels, trends, and reconciliation, with exception notifications for low product levels, overfills, and other anomalies.
Transactional Reports: Detailed logs of each fuel transaction, including site, operator, equipment, date/time, product type, volume, and location, with reconciliation and alerting features.
Fuel System Monitoring: Highlights flagged transactions and discrepancies such as overfills, high-frequency refuelling, or exceeding burn rates, enabling proactive management.
Burn Rate Management: Analysis of equipment efficiency by comparing actual burn rates to targets, helping identify underperforming assets and optimize fuel use.
Fuel Cost Analysis: Insights into profit/loss trends by evaluating equipment burn rates and monthly fuel prices.
Geospatial Tracking: Interactive map views for transaction locations, discrepancy hotspots, and operational efficiency visualization.
SARS Diesel Refund System Reporting: Tracks eligible and non-eligible fuel usage for SARS claims, providing proof of operational data and compliance with logbook requirements.

All reports are accessible via the SmartFEMS cloud dashboard and can be filtered by asset, date range, or other operational parameters.

How does SmartFEMS support inventory management reporting?

SmartFEMS offers robust inventory management reporting, updated in real time. Key features include:

Comprehensive summaries of fuel tank levels and trends over selected periods.
Exception notifications for low product levels, overfills, high water content, and sudden tank level variations.
Monthly fuel reconciliation, comparing tank movements and deliveries with dispensed fuel, ensuring discrepancies are within ±2% annually.
Automated live inventory status, including opening/closing readings, delivered litres, expected vs. actual consumption, and variance tracking.

This enables users to make informed decisions on fuel purchasing, maintain accurate stock levels, and quickly identify and resolve discrepancies.

What is included in the SARS Diesel Refund System Reporting?

The SARS Diesel Refund System Reporting in SmartFEMS provides:

Comprehensive tracking of all fuel transactions per category for the selected year and month.
Separation of eligible (on-site, production-related) and non-eligible (off-site, non-production) consumption.
Calculation of eligible litres (typically 80% of validated on-site usage) for SARS refund claims.
Proof of operational data, such as fuel used against matched run hours, to meet SARS logbook requirements.
Clear insights into eligible and non-eligible assets, with estimated refund values and supporting documentation for claims.

SmartFEMS can also support the full SARS On-Road Fuel Levy Refund Claim process, including data acquisition, analysis, reporting, claim submission, and dispute resolution support.

How can users customize or export reports from SmartFEMS?

Users can easily customize and export reports from SmartFEMS using the integrated Power BI Dashboards and reporting tools. Features include:

Self-service customization: Filter and adjust data views by asset, date range, or operational parameter.
Shared datasets: Users can create additional reports outside the core dashboard for deeper analysis.
Export options: Reports and data can be exported in standard formats (e.g., Excel, CSV) for further analysis or sharing.
Automated report delivery: Schedule daily, weekly, or monthly report exports via email.
Interactive Q&A: Users can query the dataset directly for ad hoc insights.

Comprehensive training materials and user guides are provided to help users maximize reporting capabilities.

Performance Management

How does SmartFEMS track and optimize fuel and energy performance?

SmartFEMS uses automated data acquisition from sensors, meters, and telemetry units to track every stage of fuel and energy use, from bulk storage to equipment consumption. The system authenticates transactions, validates equipment and operator identity, and records run hours, burn rates, and location. It automatically reconciles fuel dispensed with actual usage, flags discrepancies, and provides real-time alerts for rapid intervention. By eliminating manual processes and integrating with analytics dashboards, SmartFEMS enables continuous optimization, reduces unaccounted losses by 20–30%, and supports sustainability and emissions targets.

Automated transaction capture and validation
Live monitoring of tank levels and equipment consumption
Real-time exception alerts and discrepancy detection
Dashboards for actionable insights and optimization

What KPIs are monitored by SmartFEMS dashboards?

SmartFEMS dashboards monitor a comprehensive set of KPIs to ensure operational efficiency and compliance. Key KPIs include:

Fuel Efficiency (L/hr, L/km, L/ton moved)
Energy Consumption Trends (kWh per process/asset)
Fuel Loss or Variance Detection
Idle Time vs. Productive Time
CO₂ Emissions Tracking
Uptime vs. Downtime of fuel/energy-dependent assets
Tank Level Accuracy and Flow Meter Consistency
Pump/Meter Calibration Alerts
Order Fill Rate and Perfect Order Rate (for demand fulfilment)

These KPIs are visualized in real time and historically, supporting both operational and strategic decision-making.

How does SmartFEMS support demand fulfilment forecasting?

SmartFEMS provides a dedicated Demand Fulfilment Forecasting Dashboard that analyzes historical usage, current inventory, and changing demand conditions. The system tracks:

Actual Usage Baselines
Forecasted vs. Actual Usage
Forecast Accuracy
Order Fill Rate and Perfect Order Rate
Early Warning Indicators for Demand Variation
Demand Profile Establishment and Tracking

This enables proactive inventory management, improved ordering accuracy, and ensures fuel supply security aligned with production plans.

What tools are available for anomaly detection and performance alerts?

SmartFEMS features a robust anomaly detection and alerting system. Automated dashboards and Power BI reports continuously monitor for:

Discrepancies in fuel transactions (e.g., overfills, underfills, mismatched burn rates)
Unusual tank level variations
Equipment refueled too frequently or outside expected parameters
System health issues (e.g., meter or probe failures)

Alerts and notifications are sent instantly to supervisors or managers for rapid response. The system also provides detailed discrepancy logs, real-time health monitoring, and customizable thresholds for proactive performance management.

Support & Maintenance

What support services are included with SmartFEMS?

SmartFEMS includes comprehensive support services:

Remote and On-Site Support: ECS provides both remote and on-site support for system users and designated Super Users. This includes system updates, troubleshooting, and technical assistance.
Field Maintenance Response Team: A qualified team is available for on-site interventions, equipped with replacement hardware for rapid swap-out and restoration of service.
Annual Calibration: Annual on-site calibration of metering and gauging equipment is included, with all hardware covered under manufacturer warranties.
Support Call Centre: 24-hour email support at support@enerserv.co.za and phone support during office hours at +27 31 765 0443 / +27 83 285 8594.
System Health Monitoring: The system is monitored daily with automated alerts and notifications for investigation and maintenance action.

What are the standard response and resolution times for support calls?

ECS prioritizes support calls as follows:

Priority	Description	Response Time	Resolution Time
01	Major system outage (all users affected, no workaround)	4 hours	16 hours
02	Major system degradation (many users affected, workaround possible)	6 hours	24 hours
03	Minor/single user impact (non-critical, workaround possible)	8 hours	40 hours
04	Development/enhancement requests	As agreed with the Subscriber

Support is available via email 24/7 and by phone during South African office hours (Mon–Thu 8:00–17:00, Fri 8:00–14:00 CAT).

How is system health monitored and maintained remotely?

SmartFEMS system health is monitored in real-time through:

Automated Alerts & Notifications: The system continuously checks metering, tank gauging, and telemetry unit status, issuing alerts for anomalies or maintenance needs.
Health Dashboards: Dedicated dashboards display live system health, including last tank level updates, panel overrides, meter readings, and discrepancy logs.
Remote Diagnostics: ECS remotely investigates and initiates corrective actions based on automated alerts, ensuring rapid response to issues.
Annual Site Review: Includes calibration and refresher training to maintain optimal system performance.

All data is securely stored and backed up for 10 years, with access-controlled reporting via the SmartFEMS platform.

What is the process for onboarding and deactivating users or equipment?

The onboarding and deactivation process is managed collaboratively by ECS and the customer:

User Onboarding: The customer provides a database of attendants, equipment operators, and users (with facial images). ECS facilitates onboarding, creates user accounts, assigns roles, and provides training. Authentication is managed via facial recognition for secure transactions.
User Deactivation: The customer notifies ECS of users to be deactivated. ECS removes access and permissions from the SmartFEMS Dashboard and confirms updates with the site Super User.
Equipment Onboarding: New equipment is added by ECS, including telemetry unit assignment, category, and owner details. Installation is coordinated with the site team.
Equipment Deactivation: The customer informs ECS of equipment to be removed. ECS manages telemetry unit removal, updates records, and confirms with the site Super User.

All changes are tracked and confirmed to ensure system integrity and compliance.

Safety

What safety standards must SmartFEMS equipment comply with?

SmartFEMS equipment must comply with internationally recognized safety standards, including European IEC standards. Equipment such as the SmartFEMS Control Panel, Vehicle Telemetry Units, Digital Identifiers, and Handheld Devices are ICASA approved, with ATEX-approved versions available for hazardous underground environments. ECS is ISO 9001:2015 certified and accredited by SANAS as a Type A Inspection Body for energy efficiency measurement and verification, ensuring adherence to rigorous safety and quality protocols. Compliance with site-specific safety requirements and customer standards is also maintained throughout project implementation and operation.

How does SmartFEMS ensure operational safety during fuel management?

Operational safety in SmartFEMS fuel management is ensured through a combination of advanced technology and strict procedures:

Three-way authentication (equipment, operator, and attendant) using facial recognition and automated equipment validation before dispensing fuel.
Automated exception alerts for discrepancies such as overfills, tank level variations, or mismatches between fuel dispensed and equipment burn rate.
Real-time system health monitoring, with remote alerts and notifications for investigation and maintenance action.
All equipment in hazardous areas is rated for those zones, and standard operating procedures (SOPs) are designed with a strong emphasis on safety.

Safety Cont.

What training is provided to operators for safe system use?

Comprehensive training is provided to all operators and administrators as part of SmartFEMS implementation. This includes:

Lecture-based and hands-on practical training for fuel dispensing staff on safe system operation and protocols.
One-on-one training for system administrators on dashboard functionality and user management.
Distribution of user manuals and quick-reference guides.
Ongoing support, refresher training, and annual site-based system status reviews and calibration.

Training ensures all users understand safety protocols, proper equipment use, and emergency procedures.

What risk management processes are implemented during installation and operation?

Risk management during SmartFEMS installation and operation is robust and multi-layered:

Comprehensive Risk Management Process aligned with site and customer safety standards, including Baseline, Issue-based, and Task-based Risk Assessments.
Daily activities governed by Job Risk Assessments (JRAs) and Task-based Risk Assessments (TRAs).
Compilation of a Safety File and development of Work Risk Assessment and Control (WRAC) and Job Safety Analysis (JSA) documents before site work begins.
Continuous system health monitoring, automated alerts, and a dedicated support team for rapid response and resolution of safety or operational issues.

Ready to Take Control of Your Fuel?

Experience the future of automated fuel management. Book your personalised demo with an ECS specialist now.

Fuel management you can trust — monitored, automated, and accountable