This slide deck is based on a free webinar hosted by Fleetio with fleet management expert and author John E. Dolce. Drawing from his 40+ years of hands-on fleet management and consulting experience, John walked attendees through the six essential metrics all fleet managers should be tracking. Learn how to measure each fleet metric and get actionable insight into how these will help you build a successful fleet management program. To learn more about Fleetio, visit: www.fleetio.com

1. Content Audit
Fall 2016
6 ESSENTIAL FLEET METRICS
YOU SHOULD BE WATCHING
AND WHY
John E. Dolce
WEBINAR

2. Fleet Metrics Overview

3. “Numbers don’t run your fleet.
Your savvy does.”

4. Success
metrics are
unique to
your fleet.
Visibility into complex fleet
management processes
Tools to measure and take
actionable steps take action on
pressing fleet management
challenges
Quality fleet data gives you:

5. The Effects of
Bad Fleet Data
Inaccurate view of fleet processes
Uninformed financial and fleet
process decisions
Lack of insight resulting in
overspending

6. 6 Essential Fleet Metrics

7. 90%
✓ Availability data needs to be
available to all team members
during & by the end of each shift
✓ Availability metrics should be
organized by percent and class
(cars, trucks, utility trailers, etc.)
1. Asset Availability
Availability Rate

8. Sample Vehicle
Repair Worksheet

9. 2. Asset
Utilization
You should aim for a 90% asset
utilization rate, and a 95% asset
availability rate. This leaves you
with a 5% asset availability buffer.

10. Activity-Based
Costing
Fleet Trend Analysis

11. Preventative maintenance is
critical to your operation.
Regulatory compliance requires
that you have visibility into your
PM schedule.
3. On-Time
PM Rate
Public transit fleets
must achieve an 80%
on-time preventative
maintenance rate.
80%

12. Daily Customer Update
Web-based, real-time updates of a customer’s out-of-service
equipment and vehicles helps you achieve on-time PM rate goals.
- 80% on-time PMs
- No more than 20% late PM rate

13. Preventative Maintenance Parameters
Mileage - Time - Fuel Use -
Hours - Repetitions
Telemetrics - Asset Optimization - Condition
- Yellow Iron Usage - Construction
Gas - Diesel - Decentralized - Centralized
Inner City - Congestion - Weather
City - Roads - Congestion - Weather
Suburban - Rural Application
Old-Versus-New-Unit Intervals - Frequencies
Application-Specific Environment,
Old, New
Dispatch Points - Rotational vs. Spare
Idle Times - Condition-based - Risk-based

14. Preventative Maintenance Parameters
Asset Optimization
End User Needs
Defects from pre/post trips
Premature Failures:
Warranty - Latent Defect
Condition-based
Idle Times -
Schedule Maintenance
+ General Repairs
Age: Young - Old - Just Right
Backlog, Two Weeks
Personal Hours
Environment
Unscheduled: Breakdowns -
Repeat Repairs - Road Calls
Annual actions:
Quarterly Reviews

15. Diagnostics and Repairs
Diagnostics % Year Range Repair Cost %
5% 1900 - 1940 95%
20% 1940 - 1960 80%
40% 1960 - 1990 60%
60% 1990 - 2010 40%
80% 2010 - Present 20%
Soft + Hard Codes (Prioritize, Sequence, Focus on the process)

16. 7 Common Maintenance Activities:
1. Preventive maintenance inspections
2. Preventive maintenance generated
repairs
3. Driver daily write-ups (DVIRs)
4. Planned component changes - Tires
5. Predictive maintenance – Water pump
6. Conditional maintenance
7. Federal Annual, State, Six Month, Self Ins
Planned
Maintenance
Aim to increase
planned
maintenance rate
from 30% to 70%

17. Operator
Preventive Maintenance
Daily driver / operator inspections
Daily PM / lubrication + fluid top off
Technology monitoring, lane changes, following distances
and dash cam reviews
Telemetrics monitoring, internal and outsource

18. 4 Elements
Preventative Maintenance
(PM) Inspections
1. On-time vehicle inspections to avoid asset downtime
2. PM scheduling is based on weather conditions, telemetrics,
time, mileage, hours and/or fuel usage.
3. PM Adjustments can be made based on breakdown analysis
(Road calls, premature component failures, repeat repairs, etc).
4. As fleet asset density changes, each vehicle’s type and age has
a huge impact on PM effectiveness.

19. Sample Vehicle
Inspections
Report

20. 4. Breakdown
Repair Costs
✓ Repair call trends
✓ Locations of vehicle breakdowns
✓ Repeat repairs
✓ Cause of breakdowns
✓ Premature vehicle failures
✓ Catastrophic vehicle failures
A powerful fleet management software
tool will show you:

21. Surprise maintenance activity that shortens
vehicle and equipment lifecycle, while
increasing cost and lowering productivity.
4 Common Unplanned Maintenance Causes:
1. Road calls
2. Breakdowns
3. Premature components
4. Repeat repairs
Unplanned
Maintenance
Aim to decrease
unplanned
maintenance rate
from 70% to 30%

22. System Avg
Category
Contractor A Contractor B Contractor C
# % # % # % # %
97 18 Hydraulic 13 12% 16 14% 68 28%
151 32 Electrical 51 45% 36 30% 64 26%
82 17 Mechanical 14 12% 23 21% 45 19%
17 5 Abuse 1 1% 14 12% 2 1%
37 9 Cooling 13 12% 12 10% 12 5%
37 7 Tires 6 5% 8 6% 23 10%
15 4 Fuel 7 6% 5 4% 3 2%
8 3 Exhaust 4 4% – – 4 2%
26 5 Brakes 3 3% 3 3% 20 9%
470 100 Total 112 100% 117 100 241 100
Activity-based Costing
(Analysis Road Calls - January - March)

23. Electrical
BATTERY 121
STARTER 15
ALTERNATOR 25
CABLES 20
STOPLIGHTS 25
MARKER
LIGHTS
25
TOTAL 151

24. Hydraulic
LINES +
FITTINGS
45
FLUIDS 15
MOTOR 15
OIL 25
BLEED SYSTEM 15
CONTROLS 10
FIBER OPTICS 25
TOTAL 97

25. Mechanical
LINES +
FITTINGS
15
FLUIDS 15
MOTOR 20
OIL 25
BLEED SYSTEM 25
CONTROLS 15
FIBER OPTICS 25
TOTAL 82

26. 1:1
parts vs. labor
spending ratio
Identify parts costs by:
✓ Used parts per repair order
✓ Vehicle class
✓ Fleet type
✓ Monthly expense
✓ Quarterly expense
✓ Year-over-year expense
5. Parts Costs vs.
Repair Costs

27. Sample
Activity-based
Costing Form
General ledger +
Accounts payable

28. Sample
Activity-based
Costing Report

29. Common Class – High Cost Components
ALL MOST
Tires Lights (LED)
Preventive Maintenance Cooling (A/C + Heat)
Power Plant (Cooling) Fuel
Brakes Cranking
Cab (Sheet Metal + Plastic) Abuse + Accident
Steering
Suspension

30. Maintenance-Component Life Cycle Costs
Type + Description # of vehicles Num R/O Total DOL
Comm
DOL
Parts DOL
Labor
DOL
Tires
Brakes replace
Brakes repair
Power replace
Power repair (40% Cooling)
Preventive maintenance
Suspension
Lighting
Steering
50
41
50
28
49
150
44
53
44
659
162
563
43
336
1501
302
1,616
319
110,803
57,943
40,903
39,679
30,114
68,124
46,865
40,129
32,273
3,021
33
–
–
42
–
265
–
106
94,875
31,324
15,907
26,968
10,065
3,410
22,978
11,671
14,326
12,906
20,585
24,997
12,693
20,007
64,714
23,621
28,458
17,842
Total for Top 7 components 457,347
231,524
50.62%
225,823
49.48%
Total for All Components 759,548
363,978
47.92%
391,282
52.08%

31. 6. Inventory
Turnover
The cost of simply storing
inventory makes up for
around 34% of your
inventory’s total value.

32. Vehicle Parts and Supply Management

33. Parts Concerns:
Small Problems, Small Solutions
● On time delivery (consistency + reduced downtime)
● Percentage of purchase order delivered
● Discounts per volume invoice integrity
● Warranty (6 months/12 months + reimbursements)
● Comebacks (failures + core integrity)
● Core conditions for rebuild integrity
● Rebuild vs. remanufactured vs. new vs. OEM vs. gray market
● Interchangeability + max min levels & adjustments + fill rates
● High availability for vehicles and equipment for efficient usage

34. Parts Carrying Costs Summary
The key is how you
compare to the
“norm” and where
you can reduce
costs.
SPACE 4%
SHELVING, MATERIAL-HANDLING,
ADMIN
1%
TAXES 1%
INSURANCE 2%
PERSONNEL 11%
SHRINKAGE 5%
MONEY 10%

35. Context Is Power
Getting the most out of your fleet data requires a powerful
asset management solution aimed at minimizing chaos and
helping you focus on what matters most — your business
objectives.

36. fleetio.com
1.800.975.5304