Learning Zone

How to analyze fleet performance using reports

Will Wycks Headshot
By Will Wycks
27 January 2021

In today’s technology-savvy world, the volume of ‘big data’ that’s available to fleets can be overwhelming.

But identifying the right information is crucial for effective fleet management analysis… and fleet cost analysis!


fleet management analysis by 2 fleet managers holding a calculator and clipboard


For example, data on shop operations, vehicle service schedules and fuel is essential, but it only has real value if it’s actionable.

Understanding what data could be useful for fleet management analysis begins by assessing what information will help address your most pressing challenges. You may have access to an extensive volume of data, but it’s important to understand that it may not be in your best interests to analyse all of it.


So where can you expect to reap the benefits of effective fleet analysis?

Some data may not be relevant to your fleet operation goals, however, if you pinpoint data that can improve aspects of your operation then you’re well on the way to using information effectively.

Areas to consider include:

purchase and specify vehicles with knowledge of how assets have previously performed, and their operating and maintenance costs

manage maintenance and repair activities to improve technician and workshop productivity – and lower labor expenses – by evaluating workflow, throughput and downtime

reduce parts inventory costs with knowledge of stock usage and availability, as well as supplier pricing trends

lower fuel costs by analysing vehicle performance to reduce usage …you can also evaluate purchasing programs and practices

improve safety and risk with intelligence on driver behaviour, and by analysing data relating to accidents, damage costs and repairs


And what areas can be addressed with fleet management reports?

If the key to efficiently utilising data to support positive change is determining what data is most useful, the next step is to enable a means of fleet analysis reporting.

Advanced fleet software provides the ability to generate fleet management reports for different areas of fleet analysis, including:

  • Vehicle age and mileage by type and cost center
  • Maintenance compliance based on overdue fleet inspections and preventive maintenance by user department
  • Fuel use by vehicle, and total and current spending by fuel type
  • Fleet costs per mile, vehicle, user or shop and technician

Visibility into these and other aspects of your fleet operation are key to driving up performance and efficiency, however, they are also nearly impossible to analyse without accurate and focused fleet reporting.

Only with fleet management analysis tools can you turn complex and highly detailed data into actionable and valuable fleet analysis reports.


What tools are available for fleet management analysis?

There are a number of reporting solutions available on the market today, all of which work to automate everyday workflow functions – including reporting – to effectively filter and present the information that you need to analyse.

Reports are presented in an easy to interpret, graphical format with the ability to drill down into key intelligence to provide insight into specific information needs.


Improve performance with fleet reporting tools


Custom reporting capabilities for fleet management analysis are enabled by tools like query builders and KPI wizards that build lists, charts and graphs. Report builders can also generate filtered table views of complex data for analysing performance and trends.

Data rules can trigger automated alerts and reminders that business-critical information is available, and events can be set to automatically generate reports based on a range of date, time and other parameters. You can even ensure the right reports are seen by the appropriate people by setting up user permissions related to specific roles.

Advances in vehicle and asset technology are likely to continue making more data available for fleet analysis and reports – but only if you’re able to analyse this data effectively can it be useful for making informed decisions to support a wide range of operational improvements.

With fleet maintenance operations under continuing pressure to improve efficiency and productivity, effectively using reporting capabilities is the only means of lowering costs and improving your fleet’s bottom line.

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