Managing Maintenenace of Fleet Vehicles

Posted by Eliott Fitch on Dec 20, 2013 2:57:00 PM

mechanicalBest Practices Surrounding Maintenance of Vehicles

Vehicles in fleets require regular and cost-effective maintenance and repair. We recommend this be achieved via a managed maintenance program.  We have as our strategic partner in managed maintenance a global and national leader in this process – Network, a division of LeasePlan.  One of Network/LeasePlan’s facilities is located in a Chicago suburb, and we recommend to executive leadership of all prospective clients that they visit and tour it as part of their information gathering process.  Such a visit/tour normally takes a morning or afternoon to complete.  Please consider such a trip.  At this service facility, you would learn more about the following best practices that are part of our managed maintenance program:



  • Driver Kit – Each vehicle will be issued a Driver Kit to be kept in the glove box.  The Driver Kit includes information like:
    • A Vehicle Maintenance Guide (VMG), outlining information such as Authorized National Account Vendors (explained later in this section); a Vehicle Maintenance Schedule, listing regularly scheduled maintenance specific to the vehicle and client selected oil change / vehicle inspection intervals; and contact phone numbers.
    • A Driver Letter, providing details explaining how the managed maintenance program works, including fuel cards and emergency roadside assistance.


  • National Account Service – A network of over 55,000 major maintenance and repair facilities located throughout the U.S. are available for your drivers to utilize.  Samples of these suppliers are: Firestone, Goodyear, and Sears; and many more also exist. Service or unit prices have been pre-negotiated to provide volume pricing.  This network of providers is constantly being reviewed for additions or removal.  Separate Preferred Vendors can be utilized, as can virtually all dealers and shops not listed as a National Account Vendors.


  • Maintenance Control and Authorization – Network is contacted by the service vendor for authorization and consultation on any repair in excess of a set dollar limit (e.g., $100).  The service representatives that answer the phones, predominately ASE certified technicians, review vehicle histories as well as current proposed services.  The cost of repairs is also reviewed for reasonableness, as is the potential that the repairs may be covered under warranties.  If the expenses are approved, the technicians issue verbal purchase orders directly to each facility and the repairs are performed.


  • Customer Authorization – Your company can set up a set dollar limit as to how much a driver can spend without Network approval (the $100 mentioned previously) AND a dollar amount that someone at your company needs to be contacted for approval (e.g., $1,000). This allows for expensive repairs to be OK’d or denied (say, for a car that is an older model year and/or has high mileage) prior to being performed.  For the high-level approvals of $1,000 or greater, we are notified too so that it can provide recommendations on service work that should/shouldn’t be performed.   


  • Maintenance Processing Audits – All vehicle expenses submitted by drivers, repair facilities, or your company are audited.  We will ensure that the work and prices approved are what is represented on the invoice. Copies of all work performed are computerized and available on-line by each vehicle.


  • Consolidated Invoicing – All maintenance and repair work can be consolidated onto one invoice to your company.  You will not have to submit payments to many different repair facilities throughout the country.  The monthly invoice will be broken down by vehicle and service work performed along with any other maintenance expenses incurred in that month.  The invoice can be divided by divisions or other cost segments, if so desired; and it can be delivered electronically to multiple locations.


  • Driver Presentations / Education – People can be resistant to change.  More often than not, it is a fear of the unknown that is unsettling; not concerns over new processes and procedures.  We can facilitate in-person, educational meetings – for instance, at each division– where the managed maintenance program and all other aspects of the fleet management program are discussed and reviewed. 


 Call 414-771-7030 or Click Below for more information!

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