Reducing fleet maintenance costs

Reducing Fleet Maintenance costs

A well-executed fleet asset management strategy can extend the economic life of fleet assets, increase vehicle availability and reduce maintenance related costs. Traditionally, maintenance has been viewed as a cost; it costs money to hire maintenance technicians and it costs money to purchase spare parts. Effective fleet asset management is about ensuring that you have the right systems and processes in place to limit downtime and keep your fleet running smoothly in a way that is also cost-effective.

What is Fleet Maintenance Management Software?

A Fleet Maintenance Management Software system (FMMS) is an essential operational tool for managing scheduled and unscheduled maintenance on fleet assets. A good FMMS system lets you track information related to the planning of activities such as maintenance and inspections on fleet assets, ensuring that vehicles operate as required, thus minimising downtime.  An FMMS can improve company profitability through the efficient use of resources, reduced operating costs and reduced unplanned downtime.

Features of an FMMS would include:-

Preventative Maintenance

The purpose of preventive maintenance is to plan scheduled inspections so that defects are spotted before they become a problem.

Preventive maintenance can easily pay for itself by reducing unplanned breakdowns and repairs. Performing regular preventive maintenance on equipment, greatly reduces the chance of failure and extends the life expectancy of the fleet assets.

FMMS software reduces human error by ensuring planned preventive PM’s are triggered when they are due, in compliance with regulatory or manufacturer’s requirements. A good FMMS system can also activate PM’s based on a number of fixed or floating triggers such as time, distance or event. Once the PM system is properly configured, it will issue PM work orders based on schedules that you have set, along with all the information required to complete the work order quickly and easily.

Reactive maintenance can cost three to nine times more than planned maintenance due to labour costs, collateral damage, emergency parts and service call outs.

Real Time Information

An FMMS keeps you up to date with your organisation’s maintenance activities, in real time. Managers can see which assets are off-road, who is working on what, and what still needs to be done. A good FMMS stores error logs, manuals, licences, photos, schematics etc. to the asset record. This facilitates real time retrieval of important asset related documentation from the FMMS when the users need it most, speeding up troubleshooting and work order processing times.

The accumulated data can help identify recurring equipment problems and unusual levels of downtime, which can then positively inform & influence future purchasing decisions on fleet assets.

Workshop Administration

FMMS software gives the maintenance manager much greater visibility on planning, performance,  reporting, and control across the maintenance operation. It helps identify which mechanics are doing what, what work is due, and what work still needs to be completed – ensuring that nothing is overlooked. Having a clear view of the work order backlog helps the maintenance manager prioritise projects and utilise resources more efficiently. FMMS software also eliminates the double jobbing associated with paper & spreadsheets by streamlining the maintenance workflow, automating processes, and maximising employee productivity, eliminating unnecessary administrative tasks and the related clerical costs.


An FMMS will have audit trail functionality, which means that the system holds a digital record of every operation performed on fleet assets during a given period of time. Maintaining a complete audit trail is not only important to conform to industry compliance standards and regulation but it could be your first line of defence against accidents and lawsuits. If your organisation gets audited, FMMS reports can be used to demonstrate a record of proactive inspections and safe repairs, providing clear evidence of compliance.

In conclusion:-

The purpose of implementing a maintenance strategy is to minimise costs associated with downtime, stocking parts, and management reporting time. An FMMS can help an organisation with its asset management strategy and improve its bottom line through an improvement in vehicle availability, extended vehicle lifetime, increased labour productivity, and a reduction in maintenance related costs.

A well implemented FMMS can lead to:

  • 15% to 20% increase in maintenance staff productivity
  • 15% to 25% reduction of breakdowns
  • 20% to 40% reduction in overtime
  • 15% to 35% reduction on parts replacement costs

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