Fleet readiness

The Fleet Coordinator maintains the information a Dispatcher needs before committing a driver and vehicle. Drivers carry their availability, license class and eligibility date. Vehicles identify the equipment, plate and readiness state. Inspections, defects and maintenance plans supply the supporting detail when the team decides whether a vehicle is Ready, In Service, in Maintenance or Held.

Fleet readiness brings the equipment states together for the daily handoff. The team can investigate the underlying condition before changing a readiness decision. An inspection marked Pass with defects deserves a look at the defect itself; its severity and repair status determine the conversation between the Fleet Coordinator and Dispatcher.

• Review the driver. Confirm that the intended driver is active and that the eligibility date covers the trip. Available, On Duty, Resting and Suspended states let the team record the current operating situation without relying on a name alone.
• Check the vehicle. Review inspections and open defects against the selected asset. A defect records its severity, description and owner. Keep the repair discussion connected to the same vehicle the Dispatcher sees in the assignment.
• Plan the service. Maintenance plans identify the service type, next due date and progress. The Fleet Coordinator reviews due work with dispatch and records fuel purchases against the vehicle so operational history stays attributable to the asset.

Agree which inspection outcomes and defect severities require a readiness review. Name the person who confirms that a repair is complete and who updates the vehicle’s readiness afterward. The Dispatcher needs to know when a previously selected vehicle becomes unavailable, especially when its assignment is already Confirmed.

Confirm the unit conventions used for odometer readings and fuel volumes. Purchases can represent diesel, gasoline, DEF, CNG or electric energy; compare like quantities when reviewing usage. Agree the monetary basis before combining purchase amounts. Keep the agreed driver eligibility review with the responsible team and arrange any external licensing or maintenance source as a separate connection.

Rehearse a truck assigned to an outbound plant load. A pre-trip inspection records Fail and a major defect is opened for the brakes. The Fleet Coordinator records the condition and reviews readiness with the Dispatcher. The Dispatcher arranges a usable vehicle and updates the load assignment, while the original truck remains under maintenance review.

After repair, mark the defect Repaired using the available repair evidence and review the truck’s readiness separately. Check the next due service date before returning it to the assignment pool. Add a fuel purchase to the correct vehicle and compare its volume, unit cost and total amount with the receipt. A purchase recorded against the replacement truck by mistake would distort the history of both assets.

• Fleet readiness — Equipment grouped by readiness with active state, equipment class and plate.
• Open Defects — Open and in-repair defects with severity, owner and the affected vehicle.
• Service due — Active, unfinished service plans whose next due date has arrived.

Review readiness during load planning and dispatch, and include supporting purchases in reconciliation.