What is a fleet management report?
A fleet management 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. Some teams call it a monthly fleet performance report or a fleet KPI report; the content is the same.
This fleet management report Excel template 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 report
| 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 management 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 example, maintenance cost per km fell from 0.135 in August to 0.118 in September 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.
Fleet management dashboard in Excel
The Dashboard sheet opens first. Six tiles show this month's vehicle availability, fuel consumption, running cost per km, PM compliance, incidents per 100,000 km and on-time jobs, each with its target and an on-target or off-target label. Below them, six native Excel charts read the year from the Trend sheet, so they update as soon as you fill Monthly data.
| Chart | What it shows |
|---|---|
| This month as % of target | Each KPI divided by its target: green when on target, red when off. For lower-is-better KPIs the ratio is target ÷ value, so above 100% is always better. |
| Running cost per km by type | Fuel, maintenance and other cost per km stacked by month, with the running cost target as a dashed line. |
| Fuel consumption (L/100 km) | Monthly consumption against the target. |
| Incidents per 100,000 km | The monthly incident rate against the target. |
| Utilization: distance per vehicle | Average km per vehicle each month. |
| Availability, PM compliance and on-time jobs | The three service-level KPIs side by side. |
These are standard Excel charts, with no macros or add-ins, so they also open in Google Sheets and LibreOffice Calc, and you can paste the sheet into the slides for the monthly review. Months without data stay empty. The chart data sits below the charts; keep those rows.
If your vehicles are tracked with Safee, the monitoring dashboard in the platform shows the fleet's status live and statistics for the last 24 hours, and any widget on it can be exported as an image or an Excel file.
Monthly fleet review meeting pack
The Meeting pack sheet prepares the review on one page. It reads the report month from Settings and counts the KPIs that are on target, off target or missing a target, plus the open and overdue actions on the Action log. Below that are the attendees with what each one brings, the 45-minute agenda with a lead and an input for each item, and a decisions table.
In the decisions table you pick a KPI from the list, and the sheet fills in this month's value, the target, the status and the gap to target from the KPI report. You add what you saw, the decision, an owner and a due date, then mark whether the action is on the Action log. In the September example, three KPIs are off target: maintenance cost per km, running cost per km and on-time jobs.
Equipment utilization by shift
For excavators, loaders, cranes and other plant on projects, the Equipment utilization sheet logs one row per machine per shift: scheduled hours, engine hours from the hour meter or tracking, productive hours and downtime. A summary on the same sheet totals each machine and each project or site for the date range you set, and compares utilization with your own target.
Example: excavator EX-01 worked four 10-hour shifts with 31 engine hours and 24 productive hours, so utilization is 24 ÷ 40 = 60% and idle share is 7 ÷ 31 = 23%. The 60% target in the file is an example; set yours from your own contracts and history.
Limits of a fleet report in Excel
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.