What is a fleet KPI report?
A fleet KPI report shows, once a month, whether the fleet is available, efficient, safe and on budget. It turns raw figures from fuel cards, the workshop, finance and dispatch into a short list of indicators, each compared with last month and a target, so the monthly review can focus on what is off track and who will fix it.
This monthly fleet KPI report template in Excel calculates eleven KPIs from sixteen inputs, shows a 12-month trend, keeps one agreed definition per KPI, and records the actions agreed in the review.
The 11 fleet KPIs in the template
| KPI | Formula | Better when |
|---|---|---|
| Vehicle availability | 1 − days off road ÷ days planned | Higher |
| Distance per vehicle | km ÷ vehicles | Higher |
| Fuel consumption | liters ÷ km × 100 | Lower |
| Fuel cost per km | fuel cost ÷ km | Lower |
| Maintenance cost per km | maintenance cost ÷ km | Lower |
| Running cost per km | (fuel + maintenance + other) ÷ km | Lower |
| PM compliance | PM done on time ÷ PM due | Higher |
| Unplanned maintenance share | unplanned jobs ÷ all jobs | Lower |
| Incidents per 100,000 km | incidents ÷ km × 100,000 | Lower |
| Fines per vehicle | fines ÷ vehicles | Lower |
| On-time jobs | on-time jobs ÷ planned jobs | Higher |
How to use the fleet KPI report template
- Agree definitions and targets on the Definitions sheet once, with the people who own each KPI.
- Each month, type the sixteen figures on Monthly data.
- Set the report month on Settings.
- Read the KPI report: this month, last month, the change, the target and the status.
- Record an action for every off-target KPI on the Action log and review it next month.
How do targets and status work?
In the September example, maintenance cost per km fell from 0.135 to 0.118 but is still above the 0.110 target, so it stays off target even though it improved. Read status and change together: one says where you are, the other which way you are going.
Why does each KPI need one definition?
The same KPI name can hide different maths. Availability can mean days, hours or vehicles; cost per km can include or leave out depreciation. If the definition changes from month to month, the trend means nothing. The Definitions sheet records what each KPI measures, the formula, the data source and the owner, so everyone reads the same number the same way.
How to run the monthly fleet review
The Action log includes a 45-minute agenda: last month's actions, off-target KPIs, cost per km and fuel, safety, and new actions. Every action gets an owner and a due date, and open actions past their date show how many days they are overdue. To choose which KPIs to put on a dashboard in the first place, use the KPI planner in the fleet maturity assessment.
Limits of a spreadsheet KPI report
The report is only as good as the sixteen figures typed in each month, and gathering them from different systems takes time. It reports monthly totals, so it will not show a problem within the month until the month is over.