General • Inspections

Standard Vehicle Fleet Preventive Management and Standard Operating Procedures

This standard pm and operating procedures checkist will help you maintain vehicles and equipment in order to provide safe, comfortable, and reliable transportation to your passengers, and effective and efficient service to the community.

MaintainX

07/19/2022

Standard Vehicle Fleet Preventive Management and Standard Operating Procedures

At the start of each driving shift, each driver performs a pre-trip inspection to ensure safety and accessibility items are operational, and that any defects are reported to the maintenance staff.

Each driver records beginning and ending mileage for the route on that day’s manifest.

Each day, dispatch staff record vehicle miles driven for that day to the operations database, and once a week record ending odometer reading for each vehicle.

Each week, maintenance staff print a fleet maintenance status report from the operations database, and use projected service due dates from the report to schedule services for each vehicle on or before the service due mileage. Work is scheduled in-house or out-sourced as needed to meet the maintenance deadlines.

Specific components of each vehicle are scheduled for inspection, lubrication, cleaning or replacement at regular intervals. The intervals are determined by published information from the vehicle and component manufacturers. In addition, such inspections may include other items or incorporate shorter intervals as recommended by maintenance staff or management.

At each service, maintenance staff record service date, odometer reading, service items, parts used, parts cost, and labor hours to the service checklist, then before end of shift, to the operations database.

For out-sourced preventive maintenance, vendors are supplied with a maintenance checklist. At each service, maintenance staff obtain copies of the completed checklist and vendor invoice, then enter the service detail to the operations database, identifying the vendor.

At regular intervals, management staff audit the data collection process and verify the completeness and timeliness of the database records. Management also works with maintenance staff to revise maintenance policy and checklists as needed, and to upgrade database capabilities.

Monthly, management staff review preventive maintenance detail to ensure timely performance of preventive maintenance services for the prior month, and consult with maintenance staff to ensure adequate resources are available for the workload.

Source: MaintainX (Community Member)