Fleet upkeep

Fleet Manager maintains the readiness of the equipment used on carrier work. Vehicle records distinguish Ready, In Service, Maintenance and Out of Service equipment. Inspection results, open defects and service plans explain that position. Dispatcher can use this context when choosing a vehicle, especially when an earlier assignment ends close to the next departure.

Driver eligibility belongs in the same operating conversation. Keep license class, working status and eligibility date current so the desk knows when to ask Fleet Manager for a review. The person maintaining these records should be available to resolve a readiness question before a tentative assignment becomes a departure.

Record inspections and defects against the vehicle concerned. An inspection carries the date, odometer and inspector, with a result and notes. Defects have severity, an owner and repair evidence. Maintenance plans keep the service type, interval and next due date alongside their working status. Fuel purchases retain the vehicle and odometer for later cost review.

• Explain the readiness. Check inspection results and unresolved defects when deciding whether equipment is ready for assignment.
• Follow the repair. Move a defect from Open through In Repair to Repaired as the work and evidence support it.
• Review upcoming service. Keep next due dates and service status useful to the people planning departures.

Agree who can change vehicle readiness and what evidence is needed after a repair. Define how inspection results become follow-up work and when a defect is Deferred. A deferred item still needs an explanation that the next shift can understand. Decide how Fleet Manager communicates an equipment concern to Dispatcher during a busy departure period.

For fuel records, agree the volume units and the currency represented by the purchase amounts. Keep fuel types separate when comparing volumes. Choose a service-date review routine and provide examples of an overdue plan, a completed service and a vehicle returning from maintenance.

An inspection records Pass with defects for a truck due to leave the following morning. Fleet Manager opens a defect, records its severity and assigns an owner. The truck remains in Maintenance while the repair is arranged. Dispatcher sees that readiness and holds the load assignment while looking for an alternative.

After the repair, Fleet Manager records the repair evidence and changes the defect to Repaired. The manager checks the inspection and service position before marking the vehicle Ready. During the rehearsal, ask Dispatcher to explain why the replacement was selected and ask Fleet Manager to locate the evidence behind the original vehicle’s return. Then add a fuel purchase and confirm that its amount and volume can be traced to that same vehicle.

• Fleet readiness — Vehicle class, active state and readiness for dispatch planning.
• Open Defects — Open and In Repair work with severity, owner and repair evidence.
• Maintenance due — Service plans at or beyond their due date that still need attention.

Use Maintain fleet readiness and replay the resource check in Assign and dispatch. Agree external fuel feeds through integrations.