Digital checklist system: fleet data and reports

A checklist platform is an innovative way to keep track of the fleet database.

After all, it offers a way for all data to be centralized and easily accessible from anywhere. It also allows data to be updated from anywhere — very useful if someone needs to perform a check in the field.

It is important to remember that this tool is complementary to the fleet database, not including specific data about tires and trips, for example.

However, to properly manage a vehicle fleet, access to a database containing vehicle information is essential. This way, managers keep track of all the data they need (about the vehicles) and also save time and money.

What does a checklist platform do?

The primary function of the paper checklist and the electronic checklist is the same: carrying out vehicle inspection. However, this is their only similarity.

From there, we start to see that paper checks do not meet the need to create a database, a history and a view of fleet vehicles over time. This is something the digital checklist does automatically.

In general, the checklist platform makes life easier for all employees:

For drivers (inspectors), by making inspections faster and making it easier to fill in items according to a pattern already established by the system.

For the mechanics and maintenance team, it makes it easier to see open services and which vehicles need attention.

For managers, the saved data history that automates various reports is the best way to understand and analyze the fleet, making truly intelligent decisions.

In addition, there is no need to create and print checklists; everything is done within the system itself and updated in real time. In other words, if you modify an item in a checklist, everything will already be customized and ready to use when you open it for the next inspection.

What information is collected and saved?

All checklist items for vehicle inspection!

From the condition of the headlights to the vehicle's interior cleanliness, everything that can be included in the questionnaire and is relevant to the fleet is collected and saved in the system. Likewise, information such as the car's make and model, the date and time of the inspection and any defects found during the inspection is recorded.

Based on this data, the checklist platform generates reports so that the manager can analyze and identify problems and solutions for the fleet.

What types of reports and analyses does the checklist platform provide?

The answer may vary according to the platform chosen for your fleet. But speaking of Prolog, our system offers reports such as:

Checklist summary

This is where you find the main information about checklists completed during the chosen period.

The report shows the checklist template, vehicle license plate and type, checklist completion time, total questions answered and total items marked as “noncompliant” on a single screen.

Work order stratification

This is the report you need to understand open work orders and the reason for an item being marked as “noncompliant.” It also indicates which services are still open or closed (already resolved).

Information such as the work order's opening date, WO status, vehicle license plate, resolution priority, repair description and repair time is also displayed in the stratification report.

Number of “NOK” items

Basically, here you find the number of times an item was reported as “noncompliant” in a given period (which you can choose). In addition, it indicates the proportion of times an item was marked this way within a selected period and relative to the total checklists.

The main data displayed is the question asked in the checklist, the alternative selected, the number of “NOK” marks, the total checklists completed and the proportion of reported issues for the item per checklist.

Average repair time per item

Want to know how many reported issues an item has in the selected period and its average repair time? Use this report!

It also includes data such as the question and alternative selected in the checklist, the item's repair priority and its total reported issues.

Checklist completion time per employee

Use this report to find out the total checklists completed by a driver and the average completion time. Data on the number of departure and return checklists is also visible here.

In general, this report is ideal for an in-depth understanding of your employees' productivity in this specific task.

But, of course, you can use the reports in whatever way you consider most appropriate for the fleet's current situation. You can even customize reports — selecting which data you would like to view and which period of time to analyze.

Learn more about Prolog App's electronic checklist platform.