Key Performance Indicators
From the Statistics Summary, Motor Pool Utilization, and Reservation Cancellation reports for October 2025 – September 2026. The institution, its sites, people, vehicles, and departments are anonymized throughout.
What the Benchmarks Say LAST 12 MONTHS ALL SITES
✓ Working Well
- The campus motor pool is busy and dependable: 12 vehicles completed 599 trips and 110,047 miles, and every one of them was used during the year.
- Downtime is low. On average 0.17 vehicles a day were in maintenance, and 26 of 27 work orders opened this year are closed.
- Strong engagement: 477 enabled users logged in 4,574 times, and 98% of the fleet is available today.
⚠ Needs Attention
- 31.3% of requests were canceled (376 of 1,201), and 52% of cancellations carry no reason, so the cause of most lost trips is unknown.
- 43 requests were turned down because no vehicle was available, yet those days averaged 34.7 idle vehicles. The shortage is in distribution and vehicle type, not fleet size.
- Value metrics can't be benchmarked yet: the TCO Expense Summary has no records, and partner-site trips log about 1 mile each.
◆ Operational Insights
- The campus's only hybrid sedan is its busiest vehicle (126 trips, 41% of days in use), and hybrid sedans account for 27 of the 43 turned-down requests.
- 34 partner-site vehicles averaged 2.7 trips each. The Vehicle Availability Report shows 8 of them, including an EV sedan, an EV SUV, and a hybrid sedan, were available for the entire year without a single reservation.
- By quarter, Q2 2026 (FY26 Q4) was the busiest: campus pool vehicles were in use on 28% of days. Q1 2026 (FY26 Q3) had the most cancellations, 46% of requests, and the most turned-down requests.
Account Snapshot
Organization Type
Public 4-year college
Higher education · shared motor pool
FleetCommander Customer Since
January 2025
Motor Pool, Key Control & supporting modules
Sites in FleetCommander
4 sites · 56 vehicles
1 campus pool + 3 partner sites
Fiscal Year & Renewal
July – June
Subscription renews each February
Benchmark Scorecard 10 METRICS · LAST 12 MONTHS
The 10 utilization metrics from The Fleet Utilization Benchmarking Guide, with this fleet's result and the FleetCommander report each one came from. A data gap means the report exists but the data that feeds it isn't being entered yet.
On trackWatchData gap
| Metric | This fleet | Status | What it tells us | FleetCommander report |
|---|
Motor Pool vs. Department-Assigned 56 VEHICLES
Vehicles are grouped by the Usage Type on each asset. Motor pool vehicles carry the Daily Rental usage type and are shared through reservations. Department-assigned vehicles (Long Term) stay with one department and are tracked through mileage updates, not reservations. They are benchmarked separately throughout this review.
Shared Motor Pool
Usage Type: Daily Rental · reserved through FleetCommander
12 campus vehicles carry 86% of motor pool trips. 34 vehicles at the 3 partner sites completed 93 trips between them. Five partner-site vehicles came online in late September 2026, so their rates reflect about a week of availability; two more added in October 2026 fall outside this period.
Department-Assigned
Usage Type: Long Term · all at Victory Lane Campus
Data gap: every assigned vehicle’s last mileage entry is from July – December 2025. Without regular mileage updates, the guide’s assigned-vehicle measures (miles per vehicle and days in use) can’t be calculated for these 8 vehicles.
Motor Pool Reservations by Usage Type
Completed Reservation Summary, completed reservations returned October 1, 2025 – September 30, 2026.
Department-Assigned Vehicles
Asset Data Dump. Owner departments are shown as generic functions.
| Vehicle | Department function | Year / Type | Last odometer | Last update | Source |
|---|
How to benchmark assigned vehicles: enter monthly mileage on each vehicle’s Asset Profile (Mileage tab) or have drivers update it in My Vehicles. Low annual miles on an assigned vehicle is the strongest signal that it could move into the shared pool, where hybrid sedans were turned down 27 times this year.
Motor Pool Utilization
Shared motor pool vehicles (Daily Rental usage type), from the Completed Reservation Summary. Department-assigned vehicles are benchmarked on the Pool vs. Assigned tab.
By Day of Week
% of available vehicle-days in use
How to read this: a vehicle-day counts as in use when at least one completed trip covers part of that day. Trips are counted in the month or quarter they were returned; trips that cross a boundary have their days split. The Motor Pool Utilization report counts hours across all active vehicles, so its fleet-wide rates differ slightly.
By Quarter & Site
% of days in use by site, each quarter. Fiscal year runs July – June.
Completed trips · % of days in use. The selected site and period are highlighted.
Compare Like with Like
Campus and partner-site pools serve different users, and department-assigned vehicles aren’t reserved at all. Benchmarking each group separately avoids mistake #3 from the guide, ignoring vehicle purpose.
Per-Vehicle Utilization
Ranked by trips. Vehicle names are replaced with anonymous IDs. Days in use are out of the days each vehicle was available in the selected period.
| Vehicle | Site | Year / Type | Trips | Days in use | % Days | Hours | Miles |
|---|
Demand & Unmet Demand
Motor pool requests: completed reservations plus canceled and turned-down requests, from the Completed Reservation Summary and Reservation Cancellation reports.
Requests by Month
Completed trips and canceled requests (bars), turned-down requests (line)
What Was Turned Down
Requests with Turned Down = Yes, by requested vehicle type
| Requested type | Turned down | Share |
|---|
The campus pool has 1 hybrid sedan. Partner sites hold 2 more hybrids and 3 EV sedans that averaged about 4 trips each this year.
Why Reservations Were Canceled
Cancellation Reasons
Reservation Cancellation report
How Far Ahead Requests Were Canceled
Cx Hours Prior to Departure
Canceled Requests by Vehicle Type
Canceled requests and no-shows by requested type
| Requested type | Canceled | No-shows |
|---|
Why Vehicles Were Reserved
Purpose of Trip on completed reservations
Available All Year, Never Reserved VEHICLE AVAILABILITY REPORT · OCT 2025 – SEP 2026
These 8 vehicles were available for every day of the 12-month review period without a single reservation. All are at partner sites. Five more partner-site vehicles show no trips but were added in September 2026, so they aren't included.
| Vehicle | Site | Year / Type |
|---|
| PS-27 | Chicane Yard | 2023 EV AWD SUV |
| PS-28 | Chicane Yard | 2023 EV Sedan |
| PS-29 | Chicane Yard | 2018 Hybrid Sedan |
| PS-30 | Chicane Yard | 2019 7 Person MiniVan |
| PS-24 | Hairpin Depot | 2020 8 Person Van |
| PS-25 | Hairpin Depot | 2020 8 Person Van |
| PS-26 | Hairpin Depot | 2023 Full Size Cargo Van |
| PS-33 | Hairpin Depot | 2019 7 Person MiniVan |
Why It Matters
- Hybrid sedans were turned down 27 times while a hybrid sedan and an EV sedan sat available all year at Chicane Yard.
- Minivans were turned down 6 times while two minivans went unreserved.
- This is the guide's rising-denials scenario: redistribute before you buy. Moving or sharing 2–3 of these vehicles with the campus pool could absorb most turned-down requests.
- Use the Vehicle Availability Chart (Vehicle Use → Vehicle Availability) to check upcoming conflicts before moving a vehicle.
Demand by Department Group
Department on each completed reservation, grouped into categories to keep the institution anonymous.
Trips by Department Group
Completed motor pool trips
Department Groups
Trips and miles
Top Drivers
Completed motor pool trips by driver. Driver names are replaced with fictional names to keep the institution anonymous.
Driver Concentration
How widely the motor pool is used
A small group of repeat drivers carrying a large share of trips usually points to program-run vans (athletics, field courses). Pair this with department data before resizing the pool.
Fleet Composition AS OF OCT 23, 2026
Current inventory, including department-assigned vehicles and vehicles added after the review period. The period filter doesn’t apply to composition.
By Site
Motor pool and department-assigned vehicles
By Model Year
Model year 2018 and older in orange
Green Vehicles
12 EV & hybrid
21% of the fleet, mostly at partner sites
Victory Lane Campus 12-Passenger Vans
9 vans · 406 trips
5 are model year 2014–2018 with 85,000–99,000 miles
Retirement in Progress
1 van marked salvage
Unavailable since October 14, 2026
Miles & Cost
Average Miles per Motor Pool Vehicle
Completed Reservation Summary, by site
Data gap: partner-site trips record about 1 mile each, and the latest odometer readings on most partner-site vehicles are under 600 miles. Odometer readings aren't being entered at check-in, so miles per vehicle can't be benchmarked for 34 of 56 vehicles.
Cost per Utilized Vehicle
TCO Expense Summary (Reports → Assets)
No records
No TCO transactions are recorded for any vehicle in this period, so cost per mile, cost per trip, and cost per utilized vehicle can't be calculated yet.
Start here: enter fuel and maintenance costs on each vehicle's TCO tab (Admin → Manage Vehicles → TCO). The 27 work orders already in the Maintenance module are a natural first source.
Data Quality REPORTS ARE ONLY AS GOOD AS THE DATA
These gaps don't change how the fleet runs, but they limit what the reports can tell leadership. Each one has a fix inside FleetCommander.
One Fund, Many Spellings
How the Same Fund/Org Was Typed
Real formats from the Usage by Department report, with digits masked
#####/###########;########### ###### ; ##### ###########; ######Fund: ##### Org: ######FUND #####, ORG ######fund ##### org ###########-######-######-##
419 of 1,022 trips (41%) have no department selected, and their fund and org numbers were typed 116 different ways. Each variation becomes its own row, so departmental demand and chargebacks can't be totaled reliably.
Fix It in FleetCommander
- Make Department required on the reservation form, and offer fund/org as drop-down account numbers instead of free text.
- Require a cancellation reason and check Turned Down on every reason that means no vehicle was available (Configure → Reservations → Cancellation Types).
- Capture odometer readings at check-out and check-in for partner-site vehicles, through the kiosk or dispatch screens.
- Enter TCO costs on each vehicle's TCO tab so the TCO Expense Summary can calculate cost per mile.
- Document one naming standard for funds, orgs, and departments, and share it with everyone who books.
Module Utilization
Motor Pool
Active696 completed reservations; 12 campus pool vehicles plus 34 partner-site vehicles.
campus vehicles carry 87% of trips. Moving the right vehicle types to Victory Lane Campus is the biggest utilization lever.
Key Control
ActiveOutdoor rugged kiosk in a climate-controlled enclosure with a cellular connection, and a 20-position mail-slot key box.
Most campus mileage readings come from Kiosk Dispatch In/Out, so the kiosk is the main data source for the pool.
Maintenance
Active27 work orders opened this year, 26 closed.
Recording work-order costs to TCO would unlock cost-per-mile benchmarking.
Assigned Vehicles & Inventory
Active8 department-assigned campus vehicles tracked outside the pool.
Their mileage is updated by hand (mileage tab, work orders, My Vehicles), so monthly entry keeps them reportable.
TCO Cost Data
OpportunityNo TCO transactions recorded.
Needed for benchmark #9, cost per utilized vehicle.
Fuel
OpportunityNot active on this account.
Importing fuel transactions would feed TCO automatically and support EV versus gas comparisons.
Telematics – Webhook
OpportunityNot active on this account.
A telematics webhook would update odometer readings automatically, replacing hand entry on the 8 assigned vehicles and fixing partner-site trips that log about 1 mile each.
Configurable Billing
OpportunityA billing export was evaluated in 2025.
Self-service billing templates (v6.03) pair naturally with clean fund and org data.
Support Activity LAST 12 MONTHS
Support Cases by Theme
11 cases opened Oct 2025 – Sep 2026, all resolved
| Theme | Cases |
|---|
| Kiosk & hardware (touch-screen keyboard, Windows updates, key box alert) | 5 |
| Sign-in & passwords | 2 |
| How-to & configuration (undispatch, asset types, profile fields, site error) | 4 |
Roadmap Items That Fit This Fleet
- Report Center Coming soon one place to run the same benchmark reports every month.
- SmartFob boxes: plug-in fobs, any-slot returns, and generic replacement fobs. The new mail-slot design no longer has a switch in the card holder.
- FC Drive & FIN: release notes every 2 weeks and step-by-step answers inside FleetCommander.
Agile Fleet Roadmap FROM FLEETCOMMANDER V6.02 / V6.03
Source: Agile Fleet Workshop Wednesday, June 17, 2026 ("First Look" — v6.02 delivered, v6.03 coming next)
New User Interface
Phase 1 Live (v6.02)
A modernized, responsive FleetCommander experience across reservations, schedules, profiles, and user-facing reports — cleaner navigation, simpler forms, inline validation, and WCAG accessibility improvements. About 80 of v6.02's 301 improvements are part of this UX/UI modernization.
Coming in v6.03: the rollout continues into admin functions and canned dashboards, including site-wide left navigation, a redesigned Make Reservation flow, instant-loading My Reports, and improved grid controls (resize, reorder, and choose columns).
Configurable Billing
Phase 1 Live (v6.02) · Phase 2 Coming Q3 (v6.03)
v6.02 delivered the foundation: a centralized Configure > Billing area, billing-export data structures, a reusable field catalog, and account number configuration enhancements.
Coming in v6.03: self-service billing — build and edit your own export templates by dragging fields from the catalog, apply filters and formatting, and preview output before publishing. No custom development or change-request process required.
Report Center
In Development
A new backend platform for richer, more flexible reporting. A proof-of-concept already demonstrates AI-driven insights, anomaly detection, and calls to action — ask your CS rep for a quick demo.
Coming in v6.03: the reporting interface advances further, laying the groundwork for configurable dashboards (using a template-building experience similar to configurable billing).
Motor Pool Module Enhancements and Automation
Ongoing
Focused on automating administrative functions so fleet admins spend less time on manual follow-up. Recent improvements include an automated upcoming-reservation reminder email (interval and text set under Configure > Site Settings) and a "Send Communication" action for messaging drivers directly from a reservation.
Additional Hardware Options
Ongoing
A new hardware-agnostic Key Control layer reduces dependence on any single key box vendor, with kiosk app and dashboard updates included at launch. Key box options are expanding through a new vendor partnership, and daisy-chained SmartFob setups are now supported.
Most recent release: FleetCommander Go.
Keyless Dispatch
Coming Soon (v6.03)
In-vehicle, keyless dispatch is coming as part of the smarter self-dispatch integrations theme: keyless access via RFID (Phase 1) and/or mobile device (Phase 2) with Invers, plus automatic dispatch.
Support and Training
Workshop Wednesday
Every other month · 3rd Wednesday · 2:00 PM ET
A new rhythm for Workshop Wednesday: sessions move to a bimonthly schedule, still on the third Wednesday. Every session is dedicated to Product Updates & Release Highlights — what's new in FleetCommander, straight from the roadmap. Past Best Practices and Partner Spotlight recordings remain on the playlist.
NOV18Wed, November 18, 2026NEXT SESSION
JAN20Wed, January 20, 2027
MAR17Wed, March 17, 2027
Watch the Playlist
FC Drive
Self-service hub & AI support assistant
A new dedicated hub for UI changes, updated as changes roll out, with FAQs and a demo video touring the updates.
Now available: the AI Support Assistant on FC Drive has been released — available 24x7 via the Help link in FleetCommander. It covers motor pool and general FAQs and is designed to enhance, not replace, the support team.
Visit FC Drive
Command 2026 User Conference
Glendale, AZ · Nov 3–5, 2026
What to expect: Configurable Billing enhancements, the next-generation Report Center, UI enhancements, "Analyze and Advocate with AI," the FleetCommander product roadmap, peer forums, hands-on expert sessions with open Q&A, and a group night out at Andretti Indoor Karting.
Registration Info
30-Day Benchmarking Plan RECOMMENDED
Built from this fleet's results, following the four-week plan from the COMMAND 2026 benchmarking session.
Week 1
Set the baseline
- Confirm the 56-vehicle roster and retire the salvage van in Manage Vehicles.
- Check Turned Down on every "no vehicle available" cancellation type.
- Make Cancellation Reason and Department required.
Reports: Statistics Summary · Motor Pool Utilization
Week 2
Find the trends
- Rerun Vehicle Usage by month for the campus and partner sites separately.
- Group the Cancellations report by reason and vehicle type.
- Flag partner-site vehicles with zero trips.
Reports: Vehicle Usage · Cancellations
Week 3
Spot opportunities
- Test moving 1–2 partner-site hybrids or EV sedans to the campus pool.
- Review the 5 oldest campus vans for replacement.
- Start TCO entries from maintenance work orders.
Tools: Vehicle Availability Chart · TCO tab
Week 4
Share and plan
- Share this dashboard with leadership.
- Set a monthly review with the same reports and filters.
- Pick 3 metrics to track next month: denials, % days used, cancellation rate.
Report Center (coming soon) · Excel or AI dashboard
Targets to Watch
| Metric | Today | Direction | Why it matters |
|---|
| Requests turned down | 43 / year | Down | Each one is a trip that didn't happen or went to a personal vehicle |
| Cancellations with no reason | 52% | Toward 0% | Turns cancellations from noise into a demand signal |
| Trips with no department | 41% | Toward 0% | Makes departmental demand and chargebacks reportable |
| Partner-site trips per vehicle | 2.7 | Up, or fewer vehicles | Shows whether partner-site capacity is in the right place |
| Vehicles with TCO data | 0 of 56 | Up | Required for cost per mile and cost per utilized vehicle |
Remember: consistent data beats perfect data. Trends beat isolated numbers. Small, consistent improvements add up.