Fleet Dashboard Manual
Fleet steering: total fleet cost, fuel, maintenance, cost per kilometer and average consumption, with document compliance, running contracts and the accidents of the period.
Overview
The Fleet Dashboard is the decision-support dashboard of the Fleet management (GPA) module. Over a selected period it aggregates everything the fleet costs and consumes: fuel, maintenance, insurance, leasing, accidents and document deadlines — in 10 headline indicators and 8 charts split into two sections.
Purpose
- Know the real cost of the fleet
- Compare vehicles against each other
- Anticipate deadlines and accidents
- Decide on replacement from the cost per km
Audience
- Fleet manager — day-to-day steering
- Management — cost of ownership
- Maintenance manager — preventive / corrective
Every chart on this dashboard carries a help tooltip restating its equation and its business reading. Data comes from the vehicles, fuel, maintenance, insurance & leasing and accident report screens.
Access and navigation
Side menu: Fleet management → Fleet dashboard, at the top of the submenu.
The menu entry only appears if the profile holds read access to this dashboard. The privilege is read-only: there is no create, edit or delete. A profile with no access at all to the Fleet module does not see it — see Users & rights.
Fleet scoreboard
Ten indicators summarise the state of the fleet over the selected period. Each card shows a main value and a context subtitle.
| Indicator | Meaning |
|---|---|
| Active vehicles | Non-deleted vehicles attached to the company fleet. |
| Total fleet cost | Operating (fuel + maintenance actually incurred) + ownership (insurance and leasing pro-rated over the days of the period). |
| Fuel | Amount of refuels over the period, and the number of refuels recorded. |
| Maintenance | Amount of preventive and corrective maintenance, and the number of jobs. |
| Cost per kilometer | Total cost ÷ kilometers driven over the period. |
| Average consumption | Liters consumed × 100 ÷ kilometers driven. |
| Documents due | Vehicles whose road tax, technical inspection or insurance has expired or expires within 15 days. |
| Active contracts | Insurance and leasing contracts running as of today. |
| Monthly commitment | Sum of the leasing installments of running contracts. |
| Accidents | Accident reports filed over the period; the subtitle isolates those with material damage. |
| Licenses due | Drivers whose licence is about to expire, out of the tracked headcount. |
The Licenses due counter appears after the scoreboard when drivers are tracked. It reads “X of Y drivers”.
Filtering the period
The Search button opens a two-date dialog. Every value — KPI and chart alike — is recomputed over the selected range.
Search
Ownership items (insurance, leasing) are not taken as a whole: they are pro-rated over the days of the period. Narrowing the period therefore reduces their weight proportionally, which keeps total cost comparable from one period to the next.
Kilometers come from the span of odometer readings over the period (mileage log and readings entered at refuel). Without a reading, cost per km and consumption stay at zero.
Total cost per vehicle
The first chart of the Operating and ownership costs section ranks vehicles by cumulative spend.
| Item | Detail |
|---|---|
| Equation | Fuel + Maintenance + Leasing, per vehicle |
| Reading | Cumulative spend over the period attributable to each vehicle. |
| Exclusion | Insurance is excluded: one contract often covers several vehicles, so charging it would distort the ranking. |
Indicators shown on hover: Total cost, number of vehicles, most expensive vehicle and average per vehicle.
Fleet cost structure
The split between operating and ownership shows where the fleet's money actually goes.
Operating = fuel and maintenance actually incurred. Ownership = insurance and leasing pro-rated over the days of the period. The main cost driver is highlighted on hover.
Monthly cost trend
The monthly series separates fuel from maintenance to spot seasonality and months that drift.
The month used is that of the refuel date for fuel and of the maintenance start date for servicing — not the entry date. An invoice entered late stays attached to its original month.
Preventive and corrective maintenance
The number of jobs per maintenance type is the health indicator of your maintenance policy.
A well-run fleet favours preventive work. A high corrective rate signals an ageing fleet or insufficient maintenance. The preventive rate is shown on hover.
Consumption per vehicle
First analysis of the Performance and compliance section: average consumption, vehicle by vehicle.
| Item | Detail |
|---|---|
| Equation | Liters consumed × 100 ÷ kilometers driven |
| Source of km | Span of odometer readings over the period (mileage log and readings entered at refuel). |
| Business alert | A sudden over-consumption may reveal a leak, a mechanical fault or fuel diversion. |
A vehicle without consistent odometer readings is excluded from the calculation and does not appear in this chart. Check the entries in Fuel & mileage.
Cost per kilometer by vehicle
The reference steering indicator in fleet management: it lets you compare vehicles with unequal usage.
Equation: total vehicle cost ÷ kilometers driven. A little-used but expensive vehicle stands out immediately — the classic signal for a replacement or a reassignment.
Document compliance & accidents
The last two analyses cover regulatory risk and road risk.
| Analysis | Calculation rule |
|---|---|
| Document compliance | Covers road tax, technical inspection and insurance. Expired = date passed; Upcoming = due within 15 days or less; otherwise Compliant. Each vehicle is ranked on its most critical document and counted once only. |
| Accidents by type | Number of reports filed over the period, broken down by accident type. |
A vehicle whose dates are not filled in is classified Not specified — that is not compliance: complete the vehicle record so the alert becomes reliable.
A concentration of accidents on one type or one vehicle guides prevention and driver training actions.
FAQ & Tips
Cost per kilometer shows zero?
No usable mileage over the period. Enter the odometer readings (mileage log or reading at refuel): both cost per km and consumption depend on them.
Total cost looks too low?
Insurance and leasing are counted pro-rata over the days of the selected period, not as a full annuity. Widen the period to see the full commitment.
A vehicle appears in no chart?
It has no refuel, no maintenance and no leasing over the period — or its odometer is not filled in. It is still counted under Active vehicles.
Why is insurance excluded from cost per vehicle?
Because one contract often covers several vehicles: splitting it arbitrarily would distort the ranking. It remains included in the total fleet cost and in the cost structure.
Tip — monthly fleet review. Open the dashboard on the past month, check Documents due first (immediate risk), then the preventive rate, and finish with cost per km to arbitrate replacements.
