Purpose
Managing Spartan's vehicle fleet — tracking maintenance schedules, handling repairs, and ensuring all vehicles meet safety standards.
When to Use
Ongoing fleet management — daily vehicle inspections by techs feed into this process, plus scheduled maintenance and repairs.
Procedure
Vehicle Tracking
All Spartan vehicles are tracked via GeoTab GPS.
GeoTab provides: real-time location, speed, idle time, engine diagnostics, and maintenance alerts.
Office monitors the GeoTab dashboard for alerts and maintenance triggers.Scheduled Maintenance
Each vehicle has a maintenance schedule based on manufacturer recommendations and mileage:
- Oil change: Every 5,000 miles or per manufacturer spec.
- Tire rotation: Every 7,500 miles.
- Brake inspection: Every 15,000 miles.
- Major service: Per manufacturer maintenance schedule.
GeoTab triggers maintenance alerts based on mileage milestones.
Schedule maintenance with the preferred shop. Coordinate timing so the tech isn't without a vehicle.
Record all maintenance in the fleet tracking system with date, mileage, service performed, and cost.Unscheduled Repairs
If a tech reports a vehicle issue (from the Daily Vehicle Inspection), schedule the repair immediately.
For breakdowns: arrange towing and a loaner/rental vehicle so the tech can continue working.
Document the issue, repair, and cost in the fleet system.
For recurring issues on the same vehicle, evaluate whether repair or replacement is more cost-effective.Fuel Management
Spartan uses Enterprise gas cards for fueling company vehicles.
Enterprise cards are for fuel only — no personal purchases, no vehicle accessories, no car washes.
Track fuel consumption per vehicle monthly. Unusual spikes may indicate a vehicle issue or misuse.
Report lost or stolen fuel cards immediately.Vehicle Assignment & Condition
Each tech is assigned a specific vehicle. They are responsible for its condition.
Vehicles must be kept clean (inside and out) — they represent Spartan on the road.
Monthly vehicle condition checks by management (random spot checks).
Vehicle violations (speeding per GeoTab, cleanliness, damage) are addressed in performance reviews.Important Notes
- A well-maintained fleet prevents breakdowns, which prevent missed appointments and lost revenue.
- Techs are the eyes on the ground — their daily inspection reports are critical.
- Fleet costs are a significant expense. Efficient maintenance extends vehicle life and reduces cost.
- GeoTab data is reviewed in operations meetings.
Related SOPs
- Daily Vehicle Inspection Checklist — tech daily checks
- Vehicle Maintenance & Reporting — reporting process
- Vehicle & Fleet Policy — company vehicle policy
