Fleet Management Reports: Are Yours Working?

Analyzing large amounts of data is tough without a clean, easy-to-read report. A fleet manager’s job is to understand all the important facts about his or her fleet in order to make the crucial decisions to keep the fleet moving forward. There are a few important steps along the way to producing these high quality, beneficial reports and Collective Data recognizes that each one is equally important. The steps below explain how you are able to get useful reports.

1. The first step is data entry. We’ve all heard the term garbage in, garbage out. You can’t have accurate reporting if the data isn’t being entered correctly, or even at all. Technicians or other employees entering data need to have an easy way to enter the data that is needed, without burdening their already busy schedules. Collective Data solves this need in a few different ways:

In our specialized shop interface, we have a cleverly designed Technician View with minimal data. Technicians can use a touch screen to quickly mark their start and stop time on jobs. From there, the software calculates how long the job took, and can even further the work order status or close it out without any additional input from the user. We also have custom-defined user permissions that limit the data fields, so users can enter the data they need to but not feel overwhelmed with data entry. This helps the data in get in accurately.

The data can be entered, but it shouldn’t always up to the user to determine its validity. Powerful fleet management software can validate inaccurate meter readings, duplicate repairs, or any other data entry issue to ensure the cleanest most accurate data is being maintained. Collective Data has many different requirements that check the validity of the user defined data for accuracy. In various ways we can alert the appropriate people when invalid data is entered. This starts at the point of entry, giving a requirement check immediately to the user. Even with an automated import, an error file is maintained and can even be auto-emailed to a user when data is invalid or doesn’t meet the expected results.

Finding Data Exceptions

2. The second step is to have a way to look for exceptions in data, and additionally, notify the appropriate parties. This is achieved using Collective Data’s exception reports module based on the parameters the user defines. In this instance, admins can define when to receive emails based on what values are invalid for their organization. Each organization is unique, and Collective Data realizes this, so we’ve given the power to the client to decide what parameters are right for them. Valid data is another cornerstone in this process.

Once data has been entered accurately and exceptions in the data have been found, it is now possible to pull the report that gives you the information you need. Again, because no two organizations are the same, Collective Data offers options to customize the reporting experience. Each individual user can specify their favorite reports, favorite groupings, sorts or date ranges of reports and the system will remind them of this. They also have the ability to quickly define and create an ad hoc report showing only the details important to them at that time. For the advanced user, they can take advantage of Collective Data’s advanced report editor to format their report in almost any way imaginable. Through security these can be set up to customize the report selection as well. This enables users from the top to the bottom of the organization to have the appropriate data in front of them to help them make the important decisions in their job.

What questions do you have that accurate reporting can help you answer?
Here are a few common questions:

  • When should I replace this vehicle?
  • How productive are the technicians?
  • How profitable is the fleet?
  • What is the consumption levels of fuel and parts?
  • How do we plan for the future?

If you’re software doesn’t allow you to quickly create, edit, sort, and filter reports, then you could be hindering your ability to improve processes and make better decisions about your fleet. With the powerful fleet management software solutions that are available in the industry these days, there’s no reason to let that happen.