To manage a fleet properly, a program for maintaining the mechanical condition of the equipment is necessary.  The primary purpose of such a system is to ensure safe, efficient vehicle performance and lengthened life span.  The benefits of a vehicle maintenance program include: 
 

Reduced Maintenance Cost -- Minor adjustments and repairs made during regularly scheduled service checks help prevent unnecessary and costly repairs. 
 

Decrease in Downtime -- Preventive maintenance reduces interruptions to production caused by breakdowns. 
 

Accident Reduction - Proper vehicle maintenance can reduce accidents caused by faulty brakes, tires, steering, and other major components. 
 

Improper Driver Morale -- When vehicles are kept in top condition, drivers are more likely to handle the equipment with care. 
 

Customer Relations -- Clean, well maintained vehicles enhance the company image as a safety minded entity. 
 
 

Equipment Specifications

The maintenance program begins when the vehicles are ordered.  Management must consider use, route, terrain, cargo size, and weight when setting specifications. 
 

Specifications should call for as much standardization as possible.  Vehicle standardization can be by manufacturer and model type or by component within the vehicle.  Advantages to standardization include reduced parts inventory, enhanced ability of mechanics to make repairs more efficiently and dependably due to familiarity with the various components, reduction of inadvertent abuse by drivers and, if the fleet has many similar units, better appraisal of the suitability for the task. 
 
 

Motor Vehicle Equipment

Critical Equipment Maintenance -- Critical component parts which impact the safe operation of the vehicle must always be maintained.  They include: brakes, tires, suspension equipment, steering components, lights, mirrors, windshield and windows, wipers, seats and horn. 
 

Demand Maintenance -- To retain the safety and dependability of the vehicle, it is essential that periodic inspections, maintenance and service be performed (follow the manufacturer’s schedule of maintenance), including lubrication service, inspection/replacement of filters, engine drive belts, exhaust systems, etc. 
 
 

Driver Responsibility for Maintenance -- Management must require driver inspections to report vehicle safety defects.  Prior departure and enroute checks should be mandatory.  A Vehicle Inspection Report should be completed quarterly. 
 
 

Record Keeping

Up-to-date records are an essential part of a complete vehicle maintenance program.  Record keeping forms should serve one  of three purpose -- showing vehicle’s maintenanceneeds, indicating a schedule of work to be done, and recording completed maintenance and costs.  The usual types of records which cover these requirements include:

· Drivers Vehicle Condition Report

· Service and Inspection Report

· Vehicle History Folder or Chart -- Provides a complete history of the costs of maintenance, parts and labor associated with the vehicle as well as when service and repairs were completed and by whom.

· Pre-trip inspection forms

· Inspection forms

· Maintenance items

· Critical inspection maintenance items 
 

These should all be kept at least for the life of the vehicle.   
 

Again this documentation is good claims defense in case of claim or accident.  In addition, review of the forms can lead to noting trends in types of vehicles, abuses by certain drivers (i.e. one driver  wears out clutches faster than any one else), as well as give you a cost control feature. 
 

You should be able to use this information to also help you to determine when vehicles need to be replaced or to anticipate maintenance on other similar type (like kind) of vehicles. 
 
 

Basic definition of the three features in proper vehicle maintenance:

Inspection: Routinely completed by the driver at least daily.  A cursory check of critical items such as tires, lights, brakes, glass etc.  A walk around inspection. 
 

Also a routine inspection whenever the vehicle is brought in for any kind of service such as lube, oil and filter.  The mechanic should also make a routine inspection slightly more detailed that what a driver would complete.   
 

Service: This is the routine service completed on a vehicle such as LOF (lube, oil, filter), radiator service etc., in order to keep the vehicle within manufacturer specs.  This may also be 
 

Maintenance:  This is the fullest level of work, to forecast the needs of the vehicle such as replacement of belts and hoses before they break while in use.  Another example would be replacement of timing belts (not chains) on smaller vehicles.  Can be scheduled by mileage or time and may be of different levels based upon these criteria.

Check out our maintenance software in our catalog - View a demo of EPM 8.

Copyright CAE Consultants Inc. 2009