Advanced Analytics Overview

Fleetio's Advanced Analytics integrates data from multiple sources within Fleetio, providing you with enhanced data visualizations and actionable insights into your fleet operations. 

To access Advanced Analytics, click Reports in the Sidebar Navigation and select Advanced Analytics.

Dashboards

Advanced Analytics organizes your data into Dashboards based on use cases that best represent your reporting needs. Currently available dashboards include:

• Fleet Overview
• Maintenance Costs
• Fuel Costs
• Parts & Inventory
• Inspections

Each dashboard pulls live data from Fleetio. When you interact with your dashboards, you're querying the current data in Fleetio.

Below is a high-level breakdown of the KPIs (Key Performance Indicators) and data you'll find on each dashboard as you navigate the Advanced Analytics tool.

Fleet Overview

The Fleet Overview dashboard provides a broad overview of your fleet’s health, total assets, average years in service, recurring costs, and more.

Tiles

The Fleet Overview dashboard contains the following tiles and data:

• Active vehicle count - Total number of active vehicles in your fleet (excluding archived vehicles)
• Average years in service - Chart showing the average number of years vehicles in your fleet have been in service (including archived vehicles), organized by vehicle type
• Active vehicles by Make - Chart showing the total active vehicles in your fleet organized by vehicle make
• Current status of active vehicles - Chart showing the number of vehicles broken down by Vehicle Status
• Recurring fees previous quarter - Total count of expense entries from the previous quarter organized by entry type
• Annual average costs by vehicle type - Chart showing costs related to recurring fees for each vehicle type, year by year
• All vehicles overview - Table showing every vehicle in your fleet and their key details

Maintenance Costs

The Maintenance Costs dashboard allows you to track maintenance spending to identify cost drivers, improve budgeting, and enhance efficiency.

Tiles

The Maintenance Costs dashboard contains the following tiles and data:

• Total service costs - Total sum of parts and labor costs, showing the data trend by quarter
• Unplanned maintenance cost - Sum of emergency and non-scheduled repairs
• Labor cost by vehicle type - Chart showing total labor costs from Service Entries grouped by vehicle type, organized by quarter
• Maintenance cost by vehicle type - Maintenance costs over the last three months, organized by vehicle type, calculated using Service Entries
• Planned vs. Unplanned costs - Calculation of planned versus unplanned costs based on the Repair Priority Class.
  • Planned costs are scheduled maintenance costs according to the Repair Priority Class
  • Unplanned costs are non-scheduled or emergency maintenance costs according to the Repair Priority Class
• Costs by repair priority type - Calculated from your Service Entries, shows the total dollar amount and total count of Service Entries grouped by VMRS Priority Class Name
• Average time in work order status - Chart showing the average time your Work Orders spend in each Work Order Status

Fuel Costs

The Fuel Costs dashboard gives you further insight into your fleet fuel costs and trends, including data such as average fuel costs, fuel consumption by vehicle, and fuel usage.

Tiles

The Fuel Costs dashboard contains the following tiles and data:

• Average cost per distance - Trend of the average cost of fuel per total distance traveled by your fleet, quarter over quarter
• Average cost per gallon - The trend in fuel cost per gallon for your fleet quarter over quarter
• Annual fuel costs and usage - Total dollar amount spent on fuel and total fuel usage miles, organized by month
• Distance traveled - Trend in miles driven by your fleet, organized by quarter
• Fuel exceptions - Table showing Operators who frequently hit fuel exception limits, showing the threshold, value the operator hit, and the dollar amount from the Fuel Entry
• Fuel vs. Maintenance costs - Chart showing a comparison between fuel costs and maintenance expenses organized by month
• Fuel usage by vehicle type - Chart showing the fuel usage in gallons grouped by fuel type
• Fuel usage by fuel type - Chart showing the fuel usage in miles grouped by fuel type
• Cost per gallon by fuel type - Chart showing the cost of fuel per gallon grouped by fuel type
• Fuel cost by fuel type - Chart showing the total fuel cost from fuel entries grouped by fuel type, organized by month
• Average fuel costs by region - Chart showing the average cost per gallon for each Vendor Name and Region where vehicles in your fleet have visited in the last quarter

Parts & Inventory

The Parts & Inventory dashboard allows you to examine Parts and Labor costs, including trends and quarterly parts costs by category.

Tiles

The Parts & Inventory dashboard contains the following tiles and data:

• Parts costs - Sum of parts costs from service entries, excluding tax
• Labor costs - Total labor expenses from service entries, excluding tax
• Inventory by location - A chart showing changes in total inventory at each location in a given time frame
• Total costs by location - A chart showing total Part costs at each location
• Parts cost by category - A chart showing the total dollar amount spent on each part category
• Average parts cost by category - A chart showing the average cost of parts by part category for the quarter

Inspections

The Inspections dashboard allows you to track inspection data to minimize cost and disruptions.

Tiles

The Inspections dashboard contains the following tiles and data:

• Late inspection % - Trend in percentage of late inspections, quarter over quarter
• On-time vs. Late inspections - Compare the number of on-time vs late submitted inspections from the last 30 days.
• Inspection tracking - Track your submitted inspections from the last 24 hours, to see which vehicles were compliant (had an inspection), not compliant (no inspection submitted), or no inspection needed.
  • The default distance threshold is set to two miles, meaning if the asset moved > two miles without an inspection submission, then it is not compliant. The threshold can be adjusted by clicking Explore.
• Inspection tracking report - An expanded table view of the data in the Inspection tracking tile above.
• Submitted inspections by vehicle make - Number of submitted inspections by Vehicle make over the last 30 days
• Submitted inspections by operator - Number of submitted inspections by operator in the last 30 days.

Search Your Data

Click Search your data in the sidebar to open the data search tool.

The search tool enables you to search for specific data points and view visualizations based on your search results.

Before you search, you need to Select a Data Source for your query.

In the Select Data Source window:

1. Use Search to locate a specific data source
2. Click the source to select it. When selected, you'll see a description from the Data Dictionary on the right.
3. (Optional) Use the toggle to Enable multiple sources
4. When you're finished, click the Select button

Once your source is selected, you can start typing in the search box. Suggested selections from the sidebar will be provided as you type.

The sidebar shows data points (Measures, Attributes, and Dates) based on the Data Source you selected. It also shows any custom Formulas or Parameters you've created.

1. Click Popular at the top of the sidebar to view a list of the most popular data points for your Data Source
2. Use the Checkboxes to add data points to your search query
3. Click the Filter icon next to a data point to further refine it
   • Depending on the type of data point, you'll have the option to Add Conditions, Include or exclude Values, or select a rolling or fixed date range
4. After selecting data points, you can continue to narrow your search in the search bar.

NOTE: You can also click on a data point to open details for that data point from the Data Dictionary.

When you're ready, click the Go button in the search bar to generate your visualization.

Data Dictionary

The Data Dictionary gives you additional insights into your Data Points throughout Advanced Analytics by displaying:

• Descriptions - A brief explanation of the data point
• Synonyms - Other terms used to describe the data point
• Sample Values - When applicable, provides values to further refine the data point in your search

You can view Data Dictionary entries by clicking on a Data Point when Searching Your Data or Creating a Custom Dashboard.

You can show or hide the Data Dictionary by clicking the icon at the top of the sidebar.

My Dashboards (Custom Dashboards)

The My Dashboards section of the sidebar displays any Custom Dashboards that you've created.

To add a new Custom Dashboard, click + New Dashboard.