TYPES OF UTILIZATION REPORTS

Within CARS+ utilization reports can be divided into the following categories:

A. LOCATION ORIENTED OR VEHICLE ORIENTED

1. Location oriented utilization reports

Reports of this type give utilization figures for locations. The location at which a vehicle is at the time of the calculation is the critical element.

For example, if a vehicle was at Location A for the first fifteen days of the month and then at Location B for the last half, these reports will only include the vehicle for the time it was actually at each location.

The following utilization reports are of this type:

  • Current Utilization Report
  • Fleet Utilization Report
  • Owned Fleet Utilization Report

2. Vehicle oriented utilization reports

Reports of this type are concerned about the total utilization of individual vehicles during a time period at all of the locations where it may have been. If "location" is offered as a selection criteria, it allows the user to restrict the report to vehicles currently at that site but the report will give data for all locations vehicles were at during the reporting period.

Using the same example as above, if one of these reports was run for the vehicles currently at Location B, all rentals involving this vehicle (both those that took place at A and B) will be reported.

The following utilization reports are of this type:

  • Two-Month Performance Report
  • Twelve Month Performance Report
  • Daily Performance Report
  • Average Utilization Report

B. AUDITED DATA OR UNAUDITED DATA

Utilization reports derived from "audited" data use data generated during the posting process or data generated from a polling process. Posting is done via the Accounting DBR, and it is expected that the data is reviewed (audited) prior to posting. The data from the posting is recorded and cannot be changed. Other data is collected from a polling process. That is, a program runs automatically at some time(s) during each day to take a "snapshot" of your data. When a report is based on either a posting or polling process, the report can be run multiple times for the same parameters and the results will be the same. Reports that fall into this category are the following:

  • 2 Month Performance Report
  • 12 Month Performance Report
  • Fleet Utilization Report
  • Owned Fleet Utilization Report

Utilization reports derived from "unaudited" data gather data "on-the-fly" as they are run. Some even look at Open RAs. When these reports are run multiple times for the same parameters, the results can be very different because the state of the RAs they are looking at may have changed between runs. Reports that fall into this category are listed below:

  • Daily Performance Report
  • Average Utilization Report
  • Current Utilization Report
  • Fleet Availability Report
  • RA Daily Revenue Report

This report will give the utilization by class of vehicle at the specified location. The utilization percentage is derived by dividing the number of vehicles on rent by the number of vehicles in classes that you consider part of your available active fleet. Vehicle classes are broken down by number of vehicles on rent, number of available vehicles, and all other vehicles. Note: the graph is read by zero percent at the leftmost point and 100% at the rightmost point.

To access the Current Utilization report, type CURUTL (RET) at any menu "OPTION:" field or the appropriate line number on the Utilization Menu. The screen will then display:

OPTION: CURRENT UTILIZATION REPORT

1 Location ALL
2 'Available' Status Codes ABX
3 Include Foreign Veh's N
4 Fleet Type ALL
5 Include Assets? (Y/N/O) N
6 Detail/Summary D
7 Print/Display P Printer: /dev/tty



1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. LOCATION

Enter up to 6 alphanumeric characters to indicate the Customers Pick-Up Location.

Enter:

1. Up to 6 alphanumeric characters to select the location whose vehicles you wish to study.

2. A Group Name representing several locations (see the Chapter Edit Group Names for a discussion on location groups). Remember, the first character of a Group Name is the plus sign "+".

3. Press RETURN to default to ALL locations. Note, if you request "ALL" locations, the program will include not only the vehicles that are at your owned locations, but also all of your vehicles that are currently at foreign locations.

Note: Your user access may be limited as to the locations for which you can run this report. If your access is restricted and you attempt to enter a location or location group which is outside your allowed parameters, the following message will be displayed at the bottom of the screen and your selection will be ignored:
2. 'AVAILABLE'
STATUS CODES

Enter up to 26 alpha characters to indicate which of your Vehicle Status Codes are to be considered as part of your active fleet for this report. Press RET to default to all your "A" Type Status Codes.

User tip: The default codes for this field can be set in the GVT record CURUTL. To turn on this feature, ask Thermeon's Support Dept. to set up the GVT record.

Warning, if you use the default values of this field, your utilization may be artificially inflated. As an example, vehicles down for repairs with an "N" Type Status Code, would not be considered as part of your active fleet pushing utilization up.

EXAMPLE: Type ABMR (RET
3. INCLUDE FOREIGNS

Enter:

Y = Foreign owned vehicles which are at your locations will be included in the report.

N = Only owned vehicles will be reported.

EXAMPLE: Type N (RET)

4. FLEET TYPE

Enter a specific Fleet Type or press (RET) to default to all Fleet Types

EXAMPLE: Press (RET)

User tip: Fleet Type Codes are used to separate the fleet for the purposes of running reports. They are defined in a control file and then a fleet type is assigned to each vehicle.
5. INCLUDE ASSETS
 This field refers to non-vehicle assets (such as GPS units) that are inventoried. Enter:
Y = Yes, include non-vehicle assets in the report
N = No, do not include non-vehicle assets in the report (include only vehicles)
O = Report only non-vehicle assets
EXAMPLE: Type N (RET)

6. DETAIL/ SUMMARY

Enter:

D = Detail. For each location, each class of vehicle will be listed.

S = Summary. If Summary is requested, only the summary section that gives the utilization for each class for all locations reported will print.

EXAMPLE: Type D (RET)

7. PRINT/ DISPLAY

Enter:

P = Print a hard copy of this report on your terminal's assigned printer. See the Edit Terminal Records Chapter for instructions on how to assign printers.

D = Display this report on your terminal screen. See the General Data Entry Instructions Chapter on how to control the screen display.

EXAMPLE: Type P (RET)

The screen will then display:

OPTION: CURRENT UTILIZATION REPORT

1 Location ALL
2 'Available' Status Codes ABMR
3 Include Foreign Veh's N
4 Fleet Type D
5 Include Assets? (Y/N/O) N
6 Detail/Summary D
7 Print/Display P Printer: /dev/tty



1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION" TO BEGIN PRINTING.




04-27-XX 14:34:37 NANCY  dev/tty01  00                    CARS+ RENT-A-CAR                        sysprint   Report #0686   Page 0001➊
 
                                       C U R R E N T   U T I L I Z A T I O N   R E P O R T
 
SELECTIONS----------
Location:           TUS
'Available' codes:  AM
UTILIZATION % = (RNT / (RNT + AVL)) * 100 ➋
------------------------------------------------------------------------------------------------------------------------------------
Location: TUS                       1    1    2    2    3    3    4    4    5    5    6    6    7    7    8    8    9    9   10
Cls     Rnt  Avl  Oth   % 0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0....5....0
------------------------------------------------------------------------------------------------------------------------------------
 
CCAR      4    2    2  67 ...................................................................*
ECAR      6    0    0 100 ....................................................................................................*
ICAR     14    7    0  67 ...................................................................*
MVAR      6    2    2  75 ...........................................................................*
SCAR     10    1    1  91 ............................................................................................* 
ALL      40   12    5  77 ..............................................................................*
          ➌            ➍ 
                                                        -- End of report --

NOTES – CURRENT UTILIZATION REPORT

➊ This report was requested by Nancy at 2:34 p.m. This report is a “snapshot” – it shows the utilization of the fleet at the exact moment the report is requested. A report requested 10 minutes later will normally have different figures due to vehicles checking in or out during the 10 minutes.

➋ The “Selections” show that the following was requested:

Location: The report shows the utilization for TUS only.

Available Status Codes: A (available) and M (maintenance) are the only two “available type” codes set up here so they were the default when running this report. You can enter as many of the status codes as you would like to have considered as part of your active fleet for utilization calculation. (See Note 3 below.)

➌ Utilization is calculated by dividing the number of units on rent by the total of on rent and “available vehicles” as defined when running this report. (See Note 2 above.). “Other” statuses are anything that you consider “not available”. Vehicles in these statuses are not part of the utilization calculation on this report.

➍ The percentage of utilization is stated here and then graphically shown to the right.