Fleet Management

How a Managed Fleet Maintenance Program Will Make Your Life Easier

November 14, 2017

Does your fleet maintenance program consist of a folder for each vehicle and a spreadsheet tracking oil changes, tire rations, and tune-ups? Do you lose sleep over those costly, disruptive repairs that weren’t in the budget? Are you telling yourself, there must be a better way to manage the maintenance of the fleet? If this sounds familiar… read on!

Full Maintenance Vs. Managed Maintenance

There are a few different approaches to maintaining a vehicle fleet. Supporting overall corporate objectives should be the primary goal in choosing which method to use. For some companies, predictable monthly cash flow is the most important, while others seek to minimize costs. Others prioritize complete control of the maintenance process.

Fleet maintenance programs are similar to insurance programs because they address risk profile. If a company wants less risk and predictable monthly cash flow is important, they are generally willing to pay a little more for maintenance. On the other hand, a company willing to take on more risk will have lower costs for the management of the program. The tradeoff is unpredictable monthly cash flow and higher repair costs.

Under a Full Fleet Maintenance Program, companies pay a fixed monthly fee, covering maintenance and repairs. The program includes scheduled services, emergency repairs, mechanical failures, as well as maintenance reports. The fixed fee, however, does not cover accident-related repairs, neglect, or intentional damage.

  • Pros: Predictable monthly payment per vehicle makes budgeting easy.
  • Cons: Maintenance program cost can be higher by 30 to 40% of actual repair costs within a given month.

Under a Managed Fleet Maintenance Program, companies pay for the actual cost of the repairs plus 10% for the management of the program. Companies experience 30-40% cost savings under a managed maintenance program versus a non-managed program.

  • Pros: Actual cost savings of 30-40% realized.
  • Cons: Monthly cash flow is variable.

How Does a Managed Fleet Maintenance Program Work?

The following list features the amenities of managed fleet maintenance programs and the longterm benefits that companies experience.

Preventative Maintenance

The best strategy for vehicle repair is one that emphasizes prevention. Preventing problems before they appear can drastically reduce repair costs over time and significantly lengthen vehicle lifespan.

Preventative maintenance manages factory warranties ensuring a company will never pay for components covered by a warranty. As a whole, this method is both fleet tested, and client approved.

Vehicle Maintenance Schedule

Customized Vehicle Maintenance Guides (VMGs) are prepared for every vehicle in the fleet. The vehicle maintenance schedule appears in graph format. It visually illustrates different vehicle components that require routine maintenance and how often these parts should be addressed. Among the items on this list are: oil, lubrication, and filter changes, checking and adjustment of brakes, transmission service, coolant service, tire rotation, tire pressure checks, fuel filter changes, and fluid level checks.

Established Vendor Network

Managed fleet maintenance provides access to an established, nationwide vendor network. With more than 50 thousand national account facilities and 7 thousand independent repair facilities, service is never far away. A network rating system displays the top rated vendors, and reviews on independent repair facilities in the network are also available.

Customer Contact Center

Managed fleet maintenance also provides access to a toll-free, 24/7 customer service line. Receive immediate attention from an on-staff, ASE mechanic who can offer counsel regarding the best available repair shops near you.

Repair Process

The repair management process is straightforward. The driver who is experiencing a problem contacts the customer care center, a certified technician captures detailed information about the vehicle and locates a nearby repair facility. Once in the shop, network specialists are contacted to determine if the repair is necessary. The drivers are never involved in that decision, eliminating the stress of making those decisions on behalf of the company. The network specialist also negotiates the repair cost on behalf of the client.

Detailed Reporting

Managed fleet maintenance programs include detailed reporting. No more manilla folders and manual tracking on spreadsheets. Options for reporting includes online, monthly, quarterly, and annual. It also features line item detail, which allows for a drill down from summary reports.

Ready to Move Away from Your Manila Folders?

For companies seeking to maintain their vehicle fleets, managed fleet maintenance can be a cost-effective and time-saving option. Offering a multitude of services and benefits, such as secure vendor networking, detailed reporting, certified technicians, timely repair processes, preventative maintenance, and a vehicle maintenance schedule, managed fleet maintenance can work for fleets of 5 or 500.

If you own a company or a manage a fleet, contact Doering Fleet Management. Doering is a company that is primarily known for its expertise, service, and client satisfaction, and has built a strong, trustworthy reputation among businesses large and small.