Software's role in more effective fleet maintenance

Utilizing a program to manage fleet maintenance helps in a variety of ways, but making decisions based off of fact instead of instinct is likely the biggest impact the software has if used correctly.

So says Jason Wonase, president and CEO of Collective Data, a leading provider of fleet and asset management systems, with a primary focus on maintenance operations.

“There are many important decisions a fleet manager makes regarding the fleet,” he notes. A few common ones that become considerably easier with the right information include how frequently PMs should be done, which vehicles should be removed from the fleet and what is the optimal age the fleet should be to balance a perfect blend of capital investment to operating expense?”

Besides making good decisions, a quality software application will also help measure the success of a fleet’s operating procedures, says Wonase.

“Difficult tasks, like knowing if your maintenance policies are being adhered to, become very easy. Watching for indicators of fuel and part pilferage become quick to identify.

“Simply, overall knowledge of the fleet becomes available and is quickly visualized.”


Productivity and communication are also improved with fleet maintenance software.

“Through easy-to-use, logical interfaces, technicians will spend less time administratively and spend more time working on jobs,” Wonase explains. “Drivers can keep supervisors and technicians more up-to-date with the current status of vehicles through easy request forms in the software or mobile devices.”

Because information can flow more freely in the organization with fleet maintenance software, more can be done and more improvements can be made to improve service, he adds. “Technician wrench time, repair downtime, revenue generated from PM services and in-house vs. out-source revenue is just some of the information this type of software can provide so organizations know how their shop is performing.”


“A good fleet maintenance system must also be extremely flexible and scalable,” advises Wonase. “Even fleets that aren’t expected to grow over time need to be backed with software that will evolve with their needs.”

As new regulations are introduced or fleet trends are identified, it is important to know that the software that is heavily invested in will continue to meet those changing needs, he says. “Introduction of any software is an investment and a commitment to keep running.

“With that investment, it is imperative that you are able to pull any information out in any format to truly understand the makeup of your fleet.

“At the end of the day, the capability of the software’s reports will ultimately determine how beneficial it is.”