Fleet Management Reports: Are Yours Working?


Analyzing large amounts of data is difficult on its own without a clean, easy-to-read report. The success for a fleet manager is to understand all the important facts about their fleet in order to make the crucial decisions that keep the fleet moving forward. We recognize the important steps to producing high quality, beneficial reports knowing that each one equally important.  The following steps detail how to gain the most out of a reporting feature

Data Entry

Accurate reporting is directly impacted if the data isn’t being entered correctly, or even at all. Technicians and others who are tasked with entering data need to have an easy way to input what is needed without burdening their already busy schedules.

Collective Data resolves this in the following ways: The specialized shop interface features a designed Technician View with minimal data.

Technicians can use a touch screen to quickly mark their start and stop time on jobs. From there, calculate how long the job took, and can even further the work order status or close it out without any additional input from the user. Another data accuracy point us custom-defined user permissions to limit the data fields, so users enter only the data they need to. This assures data accuracy.

The data can be entered, but it should not be up to the user to determine its validity.

A good fleet management software can validate inaccurate meter readings, duplicate repairs, or any other data entry issue to ensure accurate data is being maintained. It should also include several different requirements to check the validity of the user defined data for accuracy. In various ways, the solution 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 needs to be well maintained and can even be auto emailed to a user when data is invalid or does not meet expected results.

Exceptions in Data

User defined exception reporting based on set parameter is helpful. In this instance, admins can define when to receive emails based on what values are invalid for their organization. Each organization is unique so 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. We know that no two organizations are the same, so Collective Data offers options to customize the reporting experience. Each individual user can specify their favorite reports, groupings, including sorts, date ranges and the system will provide a reminder.

In addition, users can quickly create an ad hoc report pulling only the details important to them at that time. For the advanced user, they can take advantage of the report editor to format their report in almost any way imaginable. Through security settings these can be customized for 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:

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. Interested in learning more? Request a Demo right here