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Centralized Fleet Management

Centralized fleet management is a coordinated approach to managing vehicle inventory that helps local governments move beyond just maintaining fleet vehicles to actively planning for vehicle capacity and efficiency.


Governments should develop a fleet management plan that addresses the fleet vehicle life cycle. This plan should include a needs analysis, budgeting, acquisition, vehicle preparation, fleet operations, fleet management and replacement analysis. Budget considerations determine not only purchasing capability, but can also prompt evaluations of alternative programs, such as hybrid vehicles or leasing.

 

“Right-sizing” the fleet is a process that looks at the organization’s requirements to ensure that the fleet is appropriately sized and has the right quantity and types of vehicles needed.


Preparation of the fleet includes developing policies, assigning vehicles and monitoring drivers. Policies should address driver eligibility, driver responsibilities, appropriate use, accident reporting, repairs, warranty tracking and vehicle replacement.

 

This coordinated approach should involve assigning, tracking and recording data for each vehicle. Maintaining detailed vehicle histories helps ensure vehicles are properly maintained, serviced in accordance with recommended practices and are not misused. In addition, this information can flow back into the planning process by informing management of fleet’s level of usage. Vehicle replacements can then be planned based on the average lifespan and typical use of the vehicles.

 



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