Top 20 Metrics and More for Fleet Managers Driving Business Data

Fleet managers seeking to leverage business data can benefit tremendously from understanding and tracking essential safety and efficiency KPIs, along with other crucial fleet management metrics. 

Understanding the Data Foundation 

The implementation of Electronic Logging Devices (ELDs) has revolutionised the way fleet managers collect and analyse data to improve operational efficiency. While the initial volume of data might appear daunting, its strategic application can enhance every aspect of fleet performance. 

ELDs function through GPS tracking devices connected to fleet vehicles' engines. These devices monitor vital metrics, including idling time, speed and speeding incidents, fuel usage, location, and driver behaviour. The data is then transferred to fleet management software, allowing fleet managers to access information via smartphones, tablets, or laptops. Some systems offer real-time data transmission for immediate decision-making. 

The data gathered through ELDs enables the creation and monitoring of key performance indicators (KPIs) for specific and overall fleet performance improvement. Whilst KPI requirements may vary based on fleet size and vertical, certain core metrics remain essential across safety, efficiency, and compliance domains. 

Safety KPIs for Fleet Management 

Driver behaviour represents the most significant safety category. Fleets utilising ELD data to monitor driver behaviour as a KPI frequently experience notable improvements in their overall safety profile. 

The primary fleet management KPIs related to driver behaviours include: 

• Crashes and accidents 
• Excessive speeding incidents 
• Corner handling incidents 
• Harsh braking and acceleration incidents 

This information can be delivered in real time, particularly for crashes, and compiled into reports for subsequent analysis. 

The collected data enables the creation of weekly driver scorecards, which allow individual drivers to compare their performance against colleagues and identify areas for improvement. By publicly displaying these results, organisations can implement gamified driver training through competition and reward systems for demonstrated improvement. Drivers can monitor their ranking against peers and work towards enhanced performance. 

More detailed individual scorecards facilitate targeted coaching in areas requiring improvement, serving as an essential tool for driver development and behaviour modification. For systems equipped with in-cab video capabilities alongside ELD solutions, configurations can capture video footage of unsafe driving events, providing visual context both inside and outside the vehicle during incidents such as crashes. 

Efficiency KPIs for Fleet Management 

Essential efficiency KPIs to monitor, both per vehicle and across the fleet, include: 

• Fleet asset utilisation 
• Empty miles 
• Fuel economy and idling time 

Fleet managers can customise the frequency of their reporting on maintenance history, fuel economy, empty miles, and fleet asset utilisation to optimise operations. 

Monitoring maintenance data and fuel economy helps identify fuel-wasting behaviours such as excessive idling and speeding, enabling targeted driver training to prevent these practices. Reducing these behaviours minimises vehicle wear and tear and decreases maintenance requirements. Moreover, curtailing fuel-wasting practices contributes to safer driving and fewer crashes. 

Analysis of empty miles and daily asset utilisation patterns can enhance overall asset utilisation efficiency, potentially enabling fleet size reduction and associated cost savings across maintenance, fuel, and insurance. 

Compliance KPIs for Fleet Management 

Essential compliance KPIs, centring on the primary objective of the ELD mandate, include: 

• Hours of Service (HOS) available 
• HOS violations 
• Unassigned mileage per vehicle 

Hours of Service are the most crucial fleet management KPI and the fundamental purpose of the ELD Mandate. Fleet managers and dispatchers should conduct at least daily HOS reviews, with real-time monitoring during fleet vehicle dispatch representing best practice, as HOS status changes throughout the day. 

Weekly violation reviews, while inevitable, help maintain fleet compliance. While minor violations may not require reporting, tracking them remains essential for potential DOT audit purposes. 

Vehicle-specific unassigned mileage tracking fulfils another ELD mandate requirement. The Federal Motor Carrier Safety Administration (FMCSA) mandates comprehensive driving time capture, necessitating awareness and driver assignment of any exceptional mileage. 

Additional Essential Fleet Management Metrics 

Beyond the core safety, efficiency, and compliance KPIs, numerous additional metrics warrant monitoring for comprehensive fleet performance optimisation. These supplementary KPIs complement primary metrics whilst offering distinct operational insights. 

1. DVIR Results 

Daily Vehicle Inspection Reports provide crucial fleet asset health insights beyond compliance requirements. Systematic DVIR data analysis by vehicle reveals common defects across the fleet, enabling pattern identification and enhanced preventive maintenance strategies to reduce downtime. 

2. Preventative Maintenance Scheduling 

Strategic preventative maintenance scheduling extends fleet vehicle and asset lifespan whilst reducing unexpected repair costs. Fleet management software enables automated maintenance scheduling and completion tracking, with results measurable through improved fleet uptime KPIs. 

3. Maintenance Alert Management 

Real-time diagnostic issue alerts through telematics-enabled fleet management software facilitate immediate maintenance response. Systematic fault tracking supports enhanced maintenance planning and influences future vehicle procurement decisions. 

4. Fleet Repair Monitoring 

Effective downtime management proves crucial for fleet profitability. Whether maintenance occurs in-house or through external providers, tracking vehicle repair duration ensures timely service completion. 

5. Odometer Reading Analysis 

Comprehensive odometer reading analysis informs preventative maintenance planning and vehicle replacement timing. This data supports vehicle condition management, fuel cost reduction, and enhanced driver management. 

6. Fuel Efficiency Optimisation 

Despite fuel representing a substantial fleet expense, consumption monitoring enables cost reduction. Understanding driver fuel-wasting behaviours facilitates targeted improvement initiatives and reduced fuel expenditure. 

7. Total Cost of Ownership Assessment 

TCO tracking enables data-driven fleet decisions. Fleet management software facilitates vehicle expense calculation, ROI analysis, and strategic vehicle replacement planning. 

8. Asset Utilisation Enhancement 

Profitable fleet operation depends on maximised asset utilisation. Usage hour monitoring identifies under- and over-utilised vehicles, informing asset liquidation and acquisition decisions. 

9. Vehicle Replacement Strategy 

Vehicle operational costs increase as performance decreases with age. Comprehensive service history, odometer readings, and TCO analysis enable strategic replacement timing decisions. 

10. Depreciation Monitoring 

Vehicle depreciation tracking proves essential for fleet efficiency optimisation. Establishing and monitoring performance against depreciation benchmarks supports strategic decision-making. 

11. Parts and Inventory Management 

In-house maintenance operations require optimal parts inventory management. Effective inventory level control ensures part availability whilst preventing unnecessary inventory costs. 

12. Safety and Accident Management 

Comprehensive accident tracking and safety procedure implementation reduces unnecessary fleet expenses. Driver behaviour and DVIR metrics provide insights for liability reduction and accident prevention. 

13. Driver Assignment Optimisation 

Fleet management software enables detailed driver behaviour and performance tracking, providing clear fleet productivity insights. Assignment duration, distance, and utilisation reporting support improved driver deployment. 

14. Route Performance Analysis 

Comparing planned versus actual routes identifies inefficiencies and reduces delays. Precise delay point identification facilitates prevention and enhances route efficiency. 

15. Technician Productivity Monitoring 

Maintaining vehicle availability and controlling expenses depends on technician productivity. Work order tracking ensures timely service completion and appropriate vehicle workshop duration. 

16. Customer Service Excellence 

Internal and external customer service monitoring enhances fleet efficiency and business growth. Internal service standards support departmental efficiency and external customer service quality. 

17. Accident Cost Analysis 

Whilst safety measures aim to reduce accident frequency, understanding and managing the total cost per accident remains crucial. Though some costs remain beyond control, effective driver safety training can reduce accident severity and liability exposure. 

18. Accident Frequency Monitoring 

Accident frequency analysis, combined with cost per incident, provides comprehensive fleet safety programme effectiveness insights. Reduced accident frequency directly impacts fleet expenses. 

19. Performance Metric Integration 

Whilst individual metrics provide valuable insights, integrated analysis of fleet management KPIs reveals overall fleet performance patterns. Fleet management software reporting should examine both real-time and historical data to identify efficiency trends. 

20. GPS and Telematics Utilisation 

Telematics data provides comprehensive fleet visibility and operational insights. GPS tracking and telematics software enable multi-dimensional data analysis, revealing improvement patterns and outstanding enhancement opportunities.