A preventive maintenance (PM) program ought to be an essential element of any fleet’s operation. Why? Consider my definition of preventive maintenance: Preventive maintenance consists of scheduled inspections, servicing and repairs to prevent potential problems and maximize vehicle availability. It can be based on time, mileage, engine hours or gallons of fuel used and includes vehicle inspection, lubrication, adjustment, cleaning, testing and repair.
Preventive maintenance is categorized as either proactive or reactive:
- Proactive – Scheduled preventive maintenance.
- Reactive – Unscheduled maintenance due to a breakdown.
Maintaining a proactive preventive maintenance program can maximize the life of the vehicle and help keep drivers on the road, making money and meeting the needs of customers.
Reactive maintenance can be costly and stressful, as drivers are not able to spend the day on the road as planned. However, this can be minimized through the implementation of a proactive preventive maintenance program. The goal is to have the majority of vehicle maintenance and repairs scheduled rather than unscheduled.
To manage your fleet, you may want to consider the following aspects and ensure each as part of your overall PM program:
- Checklist of services to be performed.
- Service interval/frequency.
- Driver inspections/concerns.
- Trained professional technicians.
- Scheduling/recordkeeping.
Utilize a Worksheet
A comprehensive PM program should include servicing and inspecting the following:
- Engine oil and filter.
- Vital fluid levels.
- Windshield and windshield wipers.
- Filters.
- Belts and hoses.
- Tires.
- Exterior lighting.
- Braking system.
- Fuel system.
- Cooling system.
- Driveline.
- Steering/suspension system.
- Ignition system.
- Exhaust system.
- Recalls.
- Technical Service Bulletins (TSB).
Other Key Considerations
- First Line of Defense
Vehicle operators are the first line of defense against unexpected breakdowns and repairs, so they should communicate any vehicle concerns immediately to fleet management. By reporting safety concerns, drivability issues or general necessary repairs, the drivers actively participate in the preventive maintenance program, which proactively reduces breakdowns.
- How Often Should Preventive Maintenance be Scheduled?
Jiffy Lube encourages customers to follow their vehicle manufacturer recommendations for the timing of specific services. Most manufacturers provide two options for service intervals based upon vehicle operating conditions – “normal” or “severe” driving, which include trips that are less than 10 miles and excessive idling, such as driving in stop-and-go traffic.
It is important to evaluate your fleet to know if your vehicles fall under severe driving conditions so that you are prepared to budget and schedule accordingly.
- Technology Equals Simpler Scheduling
You can schedule services manually or by using computer software, which can notify and remind your drivers when they are due for service. Manual systems can be tedious and time consuming to manage.
Today, technology is affordable even for the smallest fleet. Computerized systems are a more efficient method for gathering information. They quickly generate accurate reports, allowing managers to make timely proactive decisions.
If you decide to use a computer software system, keep in mind that you should purchase customizable software and hardware for your specific requirements. Depending on requirements, the system should enable you to create customized PM schedules, track work orders and fuel usage, record maintenance histories and tire logs, track accidents and claims, manage inventory and monitor labor, invoicing and stock reports.
- Who Performs Preventive Maintenance Services?
Preventive maintenance is performed either in-house or by a local service provider. Regardless of which option you choose, the technicians performing the service should be trained and knowledgeable.
It is a good idea to contact the service manager to discuss expectations, requirements and scheduled service intervals.
If you decide to use a local service provider, consider supplying the vendor with your PM checklist. While the vehicle manufacturer’s recommendations may suggest a specific internal, you may decide upon a different interval based on timing, budget or other factors. It is important to communicate your exact expectations based on your specific program.
It also may be helpful to track and review scheduled and unscheduled maintenance including jumpstarts, tows and collision repairs. Such analysis can help shape a service program best suited for your fleet’s requirements.
As PM costs are a variable operating expense, you also should track parts, labor, fuel and collisions in order to monitor and analyze expenses to determine which vehicles cost the most to maintain. This helps ensure proactive decisions regarding vehicle efficiency and replacement.
A properly maintained vehicle equals the lowest operating cost.
The goal of any preventive maintenance program is to help keep your vehicles in top shape to ensure your fleet is on the road when it needs to be.
James Shelton is the technical field support manager for the north central, north eastern and south eastern regions for Jiffy Lube International (www.JiffyLube.com). He has more than 30 years of experience in the automotive repair/maintenance field. Jiffy Lube pioneered the fast oil change industry in 1979 by establishing the first drive-through service bay. A wholly owned, indirect subsidiary of Shell Oil Company (www.shell.us) – a global group of energy and petrochemical companies, Jiffy Lube has more than 2,000 franchised service centers in North America.
