Fleet Operations Analytics
Building Visibility into Fleet Maintenance Spending
Operations Analytics | Microsoft Excel | Google Sheets | Tableau | Dashboard Design | Cost Analysis
Embedded Files
34
34
Vehicle fleet size
$93,058
$93,058
Annual maintenance spending tracked
2.4x
2.4x
Cost per mile spread
(cheapest to costliest unit)
Situation
Vehicle maintenance costs existed only as scattered vendor invoices and work orders. Leadership knew the total was climbing, but had no way to see which vendors, which repair types, or which specific vehicles were driving it.
Approach
A tracking workbook that ingests every maintenance entry and automatically rolls it up three ways, by vendor, by repair category, and by individual vehicle , with a protected summary sheet so staff can log new entries without breaking the formulas underneath. (NOTE — Vehicle identifiers (VIN, plate, county ID) removed from published data. Figures reflect the original analysis.)
Insights
Layering annual mileage against total maintenance cost per vehicle, surfaced a clearer signal than the raw totals alone. A handful of units cost far more per mile driven than the rest of the fleet, which decision-makers were able to flag for closer inspection or replacement planning.
Root Cause Analysis
Root Cause Analysis
Unit 213 - spike in spending traced back to a single fueling error, gasoline put into a diesel engine, not a chronic mechanical issue.
Unit 212 - cost almost entirely due to transmission repairs, pointing to a specific component, rather than general wear.
Fleet-wide - Transitioning to 4x4 ambulances drove a step-change in oil change and tire spending across the fleet, a cost of the platform change and not a maintenance problem.
Business Impact
Tracked $93,058 in annual maintenance spending
Centralized maintenance data for 34 fleet vehicles
Identified high-cost vehicles that drove decision-making related to repairs and replacements
Improved ability to forecast future budget needs related to 4x4 conversion costs
Built a repeatable reporting process for leadership decision-making
Core Business Skills Demonstrated
Core Business Skills Demonstrated
Business Process Improvement
Operational Decision Support
Cost & Trend Analysis
Dashboard Design & Reporting
Executive Communication
Data-Driven Problem Solving
Technical Skills & Tools
Technical Skills & Tools
Microsoft Excel & Google Sheets
Pivot Tables & Pivot Charts
Dynamic Charts
SUMIFS, INDEX/MATCH
Data Validation, Conditional Formatting
Protected Workbook Architecture
What I Learned
This project reinforced that effective dashboards are designed around business decisions—not around the available data. I learned that the most valuable reports are those that enable decision-makers to quickly identify trends, understand root causes, and take action.
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