Downtime on your fleet vehicles is often a concept that is misunderstood. Downtime is a measure of time when the vehicle is available for use, but is not time for a scheduled service or repair. If the fleet vehicle is not in use by its assigned driver and the vehicle goes in for service this is not considered downtime since the vehicle was not in use.
Take, for example, a sedan that must be available to a driver 6 a.m.-6 p.m., Monday through Friday. The sedan is dropped off for service at 5:45 p.m. on Friday. The work is completed and the driver is notified by 5 a.m. Monday. The total downtime is 15 minutes. Because the bulk of service time occurred during off hours, downtime is limited.
Understanding how downtime is measured allows configuring the shift or service hours associated with each fleet vehicle and equipment piece. Shifts should be defined in a master table screen (e.g., system settings and defaults) and linked to an asset or group of assets. This step allows the system to accurately calculate downtime based on the vehicle shift, opposed to a 24/7 clock, which counts as downtime the total time from the point the work order was opened until the driver is notified the vehicle is available.
With this information, services hours, shop shifts, etc., can be set to manage downtime. A good fleet operation will have an average downtime of less than 5 percent when properly calculated.