Regional scorecard,
Is every branch maintaining its trucks on schedule, keeping them on the road, and doing it at a cost the region can defend? Select a branch for the units behind the number.
Period and targets
Cost per unit by branch
Twelve-month trend
How each measure is calculated
PM compliance = PMs due in the month and completed within the grace window ÷ PMs due in the month. A PM still open past due counts as missed. Availability = 1 − unit-days in an open repair ÷ (units × days in the month); overlapping repairs on one truck count once. Utilization = route days worked ÷ working days, route trucks only (spares excluded). Cost per unit = labour + parts + outside repair on work orders opened in the month ÷ units on the register. Outside $ = outside-vendor spend ÷ total maintenance spend. Comebacks = repairs flagged as repeats ÷ repairs. Technician productivity = internal work-order labour hours ÷ paid technician hours. Inspection gaps = units with no annual commercial vehicle inspection recorded in the 12 months to month end. Seasonal tire swaps count in cost but not in repairs or downtime. Budgets in the sample are phased higher November to March.
Colour bands: green at or better than target; amber within 5 points (3 for availability); red beyond. Fixed bands for the rest: comebacks 4% / 6%, outside spend 20% / 30%, productivity 75% / 65%, utilization 85% / 75%, budget 100% / 105%.
Fleet maintenance P&L,
Where is each branch against its maintenance budget, and which large work orders are rebuilds that Finance should review for capital, and which covered repairs went unclaimed against the OEM warranty?
Variance to budget
Capital candidates are repairs at or above the threshold that replace a major component, rebuild a major assembly or extend the unit's life. Routine repairs above the threshold stay in expense and are listed separately.
How the reclass review works
Under IAS 16 (IFRS) and ASPE 3061, a later cost is added to the asset when it brings future economic benefit beyond the original assessment, such as a replaced major component or a rebuild that extends useful life; day-to-day servicing is expensed. The tool flags candidates using the work order's system code (engine, transmission, body or arm rebuild, chassis refurbishment) or its description, and a dollar threshold. It does not decide the accounting: each candidate goes to Finance with the work order, the unit's age and the reason. Your capitalization policy sets the real threshold.
Warranty: a repair on an engine, aftertreatment (DPF, DEF, EGR, SCR), transmission or CNG fuel-system component, on a unit younger than the warranty period you set, is warranty-eligible. Eligible repairs with no claim filed are listed with their cost; the recoverable share depends on the OEM's terms. Tires include seasonal swaps and winter sets on light-duty units; heavy units run all-season drive tires, so their winter cost shows up as cold-weather repairs in the scorecard note instead.
Repair vs replace
Which trucks cost more to keep than to replace, and which of them does this year's capital budget cover? Based on the last 12 months of work orders.
Rolling window, so every truck carries one winter. The P&L tab tracks the budget year to date.
Replacement rules
Two or more flags = replace; one = watch. Availability under 85% is the fourth flag. Candidates are funded in order of evidence until the budget runs out.
Highest 12-month maintenance cost
How it works
Maintenance avoided = the unit's last-12-month cost − the median 12-month cost of the same class aged three years or less (or 40% of the current cost where fewer than three young units exist). Net book value is shown because retiring early writes off the remaining value before sale proceeds. Replacement costs in the sample are illustrative.
M&A fleet onboarding
A company acquisition closes and the seller's existing fleet arrives on a spreadsheet, in its own format: every age, every condition. What is unsafe to dispatch on day one, what is missing from the records, and what does the 100-day plan look like?
Checks
Units by class, as mapped
The checks
Class is mapped from the body and model text to a standard spec class. VINs are checked for 17 characters, invalid letters (I, O, Q) and the North American check digit in position 9; a failed check digit usually means a typo. Annual inspection expiry is compared with the as-of date; light-duty units are assumed exempt (confirm by registered weight). Duplicate unit numbers and VINs, missing plates, service history, ownership and age are flagged. Each unit gets the earliest action tier it needs. The export is a clean register ready to load into a maintenance system.