COMPREHENSIVE FLEET TRANSFORMATION STRATEGY – INITIAL STEP
This approach requires continuous, ongoing data collection to achieve a comprehensive fleet transformation
process, rather than just a one-time initial investment in new vehicles. As the vehicles age, and as new technology
becomes available, this Decision Support System continuously generates decisions about which vehicles to
replace, when, and with what type of vehicle. This requires at least an annual review of new technology available
on the market, and quarterly to semi-annual review of the data being recorded by this system, in order to
schedule vehicles for replacement. All of this activity minimizes the sum of the replacement costs and the
operating costs being measured. It also selects the right number of vehicles to be in the initial investment.
Understanding the challenges associated with collecting data across multiple departments, comprising a fleet of
more than 2,000 vehicles, this methodology outlines a scaled approach and examines “good”, “better”, and
best” data sets for analysis. The data sets will have a level of granularity corresponding to each vehicle on an
individual basis. This allows for flexibility in preparing to implement the program.
Good” Data Set
The minimum data needed to conduct the program will provide for broad calculations that will drive better
decisions about repair and replacement of the fleet. Total emission reductions and total long-term cost
reductions would be expected to be forecasted to be within about the 15 percent range of actual. Data needed
for “good” analysis includes a one-time collection of the following:
Annual maintenance costs per vehicle
Total mileage and fuel usage for one calendar year for each vehicle
Year the vehicle entered the fleet
It is critical that all data points are recorded at the level of granularity corresponding to each vehicle. These data
points can be recorded by Fleet staff in a spreadsheet format.
Better” Data Set
Additional data will allow for further comparison of existing fleet performance against replacement options,
resulting in fewer variances in the forecasting of future costs for the existing vehicle repair and maintenance.
Total emission reductions and total long-term cost reductions would be expected to be forecasted to be within
about the 10 percent range of actual. Data needed for “better” analysis includes two to three years of collection
of the following:
Annual routine maintenance costs (parts and labor) per vehicle (oil changes, replacing timing belt,
replacing tires, and other manufacturer-recommended maintenance tasks)
Annual non-routine maintenance costs (parts and labor)
Annual time spent in service shop (total days)
Odometer mileage at end of each year
Daily log detailing destination, task, and miles driven
The depreciation schedule used for the vehicles
Total rental costs for use during vehicle repair or out of town travel
As above, it is critical that all data points are recorded at the level of granularity corresponding to each vehicle and
can be recorded by Fleet staff in a spreadsheet format.
Best” Data Set
The “best” data set for analysis would be generated through a systematic, ongoing, real-time collection of the
data through a Computerized Maintenance Management System (CMMS), programmed to capture the data
outlined above. Total emission reductions and total long-term cost reductions would be expected to be
forecasted to be within about the 5 percent range of actual. The CMMS is described further below.