Which report should I use for strategic planning, costs, PM versus repair, and downtime?
Use this guide when you need annual planning or budgeting data from Fleet360: what each unit costs, how costs roll up by customer or department, how much of the work is preventive maintenance versus corrective repair, and how much time assets spent out of service. Each report below is a standard report; open the linked article for its prompts, output and column definitions.
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You need | Use this report | What it gives you |
|---|---|---|
Actual costs by unit for a date range, rolled up by Customer or Department | Fuel, inside and outside labor and parts, and other costs per asset for the date range you enter, with cost-per-unit metrics. When you run it, choose whether to group by Customer or Department, and optionally by Class. Prompts: Facility, Customer Number, Department Number, Class Code, Vehicle, Date Range. Located at Reports ➝ RTA Standard Reports ➝ Vehicle ➝ Operating Costs. | |
Preventive maintenance versus corrective repair | Parts cost, labor cost and hours split into PM and Corrective columns, grouped by asset class, for a facility and transaction date range. A work order line counts as PM when its repair code abbreviation is PM, so make sure your PM repair codes use that abbreviation. This report groups by class, not by customer or department. Located at Reports ➝ RTA Standard Reports ➝ Work Order ➝ PM Cost Class Breakdown. | |
Repair detail by repair type or work type | Work order lines with costs and hours grouped by repair code, customer and asset, for a work order close date range. Prompts: WO Facility, WO Close Date, Repair Code(s). Located at Reports ➝ RTA Standard Reports ➝ Work Order ➝ Repair by Work Type. | |
Life-to-date totals per asset (total cost of ownership, replacement planning) | Lifetime activity and costs for each asset broken out by year with a life-to-date total. This report has no date range prompt; use Operating Costs for a specific period. Located at Reports ➝ RTA Standard Reports ➝ Vehicle ➝ Vehicle Life Totals. | |
Downtime or out-of-service time by Customer or Department | Availability by Customer and Class or Availability by Department and Class | Possible hours, hours available, hours unavailable and availability percentage for a date range, grouped by customer (or department) and class, with a line for each asset status change. Use Availability and Status Log by Vehicle for one asset at a time. Located at Reports ➝ RTA Standard Reports ➝ Vehicle. |
How downtime is measured
The Availability reports are built from the asset status change log: every time an asset status is changed to a status marked unavailable and back again, the time between the two changes counts as unavailable hours. They do not read the downtime clock on work orders. If your shop does not change asset statuses when a unit goes out of service, these reports will show the asset as available the whole time, so start recording status changes before you rely on the numbers. See Asset Status Set Up.
Work order downtime records (the downtime start and end recorded on a work order) are not available as a data source in Advanced Reports, so a report combining work order downtime with cost fields cannot be built in the report designer today.
If you looked for a Downtime report under Work Orders
That menu path comes from RTA Classic (Reports ➝ Work Orders ➝ Downtime). In Fleet360 the equivalent reports are the Availability reports listed above. For the full list of Classic report names and their Fleet360 equivalents, see Classic Reports in Fleet360.
When you need one combined report
No single standard report combines costs, PM versus corrective, customer or department, and downtime. You have two options:
Adjust a standard report. If you have report designer access, duplicate the closest standard report and change its filters, sorting, grouping or columns. See Advanced Reports.
Request a custom report. If the data you need is not in one report, or you do not have designer access, submit a Custom Reports Request describing the columns, grouping and date range you need.
Tips for planning reports
Run each report for the same date range and the same facility selection so the totals can be compared.
Operating Costs and PM Cost Class Breakdown count costs by transaction date; Repair by Work Type counts by work order close date. A work order closed after the period ends will appear in different periods on different reports, which is expected.
Schedule the reports to run automatically at year end or period end so the figures are captured at the cutoff. See Scheduling Reports.