Simplifying Fleet Maintenance and Fuel Management with TransTrack

Transit agencies are responsible for ensuring their fleets are well-maintained, safe, and fuel-efficient—all while keeping costs down and services running smoothly. Fleet management comes with multiple challenges, from tracking vehicle maintenance schedules to managing fuel costs and ensuring compliance with federal reporting requirements. As technology advances, so do the tools available to simplify these tasks, and fuel management and fleet maintenance have become key aspects of cost-efficiency and performance.

Among the various solutions available to transit agencies, TransTrack’s Enterprise Asset Management (EAM) Module stands out as an all-in-one platform designed to address the complexities of fleet management. Transit agencies can use the EAM Module to streamline maintenance schedules, track fuel usage in real time, and ensure compliance with essential regulations like National Transit Database (NTD) reporting. Save yourself time and headaches by replacing tedious manual tasks with industry-leading technology!

The Challenges of Fleet Maintenance and Fuel Management

Coordinating timely preventative and corrective maintenance is crucial for vehicle safety and operational efficiency. Otherwise, agencies struggle to maintain records and meet maintenance schedules, risking unexpected downtime and increased costs.

Fuel expenses represent a significant portion of a transit agency’s budget. Keeping accurate records of fuel consumption and ensuring efficient vehicle operation is vital for managing costs and optimizing performance. Compliance with NTD reporting requirements adds another layer of complexity. For agencies that receive federal funding, manual data collection for compliance can be both time-consuming and prone to errors.

Many transit agencies still rely on outdated or fragmented processes, using separate tools and spreadsheets for different tasks. This can further increase the administrative burden and introduce inefficiencies and errors.

How TransTrack Streamlines Fleet Maintenance

By using TransTrack, transit agencies can significantly improve the efficiency of their maintenance operations in the following ways:

• Automate Preventative Maintenance: TransTrack’s automated maintenance scheduling system ensures that vehicles are serviced regularly, reducing the risk of unexpected breakdowns and minimizing downtime.
• Enjoy Real-Time Reporting: Fleet managers can use the EAM Module to generate real-time reports on the status of vehicles, work orders, and repairs. These reports help agencies keep track of completed and pending maintenance tasks, ensuring that no vehicle is forgotten.
• Manage Inventory Efficiently: TransTrack also offers tools for managing parts inventories, allowing agencies to keep track of available parts, avoid stock shortages, and streamline reordering processes. Maintaining optimal inventory levels reduces delays in vehicle repairs and avoids unnecessary expenses.
• Centralize Work Orders and Compliance Reporting: The EAM Module simplifies the process of creating, tracking, and closing work orders. With a centralized platform, fleet managers can easily manage all maintenance-related tasks and generate compliance reports that meet NTD requirements.

"TransTrack is the hub. It is the grand central station of our software and our agency. If everyone can go to the hub, then we are all on the same page. I like that. And I like the ease of having certain fields having auto-import. I don’t have to do anything."
Judy Vaccaro-Fry,
Chief Financial Officer at AVTA

TransTrack’s Advanced Fuel Management

Fuel management is a critical component of any fleet operation, and TransTrack’s EAM Module offers robust tools to help agencies optimize fuel usage:

• View Real-Time Fuel Usage: The EAM Module provides real-time data on fuel consumption, allowing fleet managers to monitor usage on a per-vehicle basis. This feature helps agencies identify inefficient vehicles and make adjustments to improve overall fuel efficiency.
• Control Costs: TransTrack enables agencies to better control fuel costs by tracking fuel purchases and analyzing usage patterns. The data collected can also be used to negotiate more favorable fuel contracts or determine the most cost-effective fueling practices.
• Integrate with Fueling Systems: TransTrack’s seamless integration with fueling systems ensures that fuel data is automatically fed into the EAM Module, eliminating the need for manual data entry and reducing the risk of errors.
• Perform Cost Analysis: The EAM Module simplifies the process of analyzing fuel expenses, making it easier for agencies to manage their budgets and report on fuel costs for NTD submissions.

TransTrack Fulfills NTD Reporting Requirements

NTD reporting is an essential requirement for transit agencies that receive federal funding, and TransTrack’s EAM Module makes the process significantly easier:

• Automate Data Collection: TransTrack automates data collection and reduces the time and effort required for NTD submissions. The software ensures that all data is properly collected and formatted, allowing agencies to submit reports with confidence.
• Ensure Compliant Reporting: The EAM Module generates accurate reports that meet NTD requirements, ensuring that agencies are compliant with federal regulations, whether it's tracking maintenance activities or fuel usage. TransTrack consolidates the necessary data into easy-to-use reports.
• Integrate with NTD Reporting Tools: TransTrack integrates with existing NTD reporting tools to further simplify the process of submitting reports and reduce the likelihood of errors.

"It is hard when you only have one person manually gathering data and configuring the reporting, versus having TransTrack do them quickly and accurately. Shy away from the practice of just having one person collect and configure the data and embrace the process of automation. In this day and age, more available systems have an open architecture, and TransTrack is one that can connect to any source system."
Gloria Salazar,
Chief Executive Officer at San Joaquin Regional Transit District (RTD)

Why TransTrack Stands Out

TransTrack’s EAM Module is user-friendly, with intuitive navigation that makes fleet management straightforward. The proactive maintenance scheduling and real-time tracking features help agencies minimize downtime and reduce costs. Its scalability adapts to meet the demands of any fleet, whether large or growing.

Built by transit industry experts, TransTrack Systems has been a trusted name since 2002. Agencies benefit from receiving expert consulting guidance to fully leverage data and improve their fleet management processes.

TransTrack’s EAM Module simplifies the complexities of fleet maintenance and fuel management, providing transit agencies with a powerful tool to enhance efficiency, reduce costs, and ensure compliance with NTD reporting. By automating key processes and offering real-time insights, TransTrack helps agencies keep their fleets running smoothly while staying on top of fuel consumption and maintenance schedules.

Ready to experience the benefits of TransTrack’s EAM Module? Request a demo today to see how it can revolutionize your fleet operations.