Note: This program will not work unless automatic polling is set up by Thermeon's Support. Dept. See the section below titled "Before Using This Program".

Definition: Fleet Utilization, as calculated on this report, is a percentage of the available fleet that is on rent.

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

Use this program to obtain the average utilization of a location for a period of time

By Class
By location
By date

(It is assumed that the reader is already familiar with the material covered in the chapter on the Current Utilization Report including the concept of “point-in-time” utilization.)

Through use of a feature in the operating system, your system can be set-up so that a "snapshot" of your fleet is taken automatically at the same time (or times) each day. This snapshot is derived by examining the current status of each vehicle as indicated in the Vehicle File at the exact point-in-time that the update program is run. As an example, you might want to take a snapshot every day at 12:05 a.m. (which you might consider the end of the previous day or the start of the current day) and again at 2 p.m. (typically considered the point of highest utilization).

When this report is run, you must specify which of the snapshots are to be averaged. For example, if you want to see the results of the 12:05 a.m. snapshots, you would specify this by selecting "Run Type 1" (first snapshot of the day). Then each 12:05 a.m. snapshot run during the date range selected would be included and the resulting average shown on the report. Specifying "Run Type 2" would produce a report averaging the 2 p.m. snapshots (since it is the second run of the day.)

Note: For those clients who use Rubicon, the Rubicon file creation process depends on the fleet snapshot being run just after midnight which is why the time of 12:05 am (0005 military time) is generally the time used for Run Type 1.

The results of these snapshots are accumulated into a file. When the Fleet Utilization Report is run, these snapshots are combined and averaged for the days requested. When you run the report for several days, it provides an average if units On Rent, Available, and in other statuses for those days.

Each day’s utilization percentage is derived by dividing the number of vehicles on rent by the number of vehicles in statuses that you consider part of your available active fleet (on rent and available). Vehicle classes are broken down by number of vehicles on rent, number of available vehicles, and the number of vehicles in all other status (except Sold).

By default, the file on which this report is based keeps two years of historic utilization data. If more data is required, contact your Thermeon Customer Support representative and ask that GVT "LDFLT" be set up for additional years.

Before using this program: Contact Thermeon's Support Dept. to set up the time (or times) each day that you wish to poll utilization. This report can include only those days on which an automatic poll was taken--it is not retroactive to dates prior to the set-up of polling.

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

OPTION: FLEET UTILIZATION REPORT 1 Location ALL 2 Run Type 1 3 Start Date 030108 4 End Date 030108 5 Class ALL ('One' or 'ALL') 6 Include foreign cars? (Y/N) N 7 “Available” Status Codes ABX 8 Include Assets? N 9 Owning Location ALL 10 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 locations to be reported. Enter: 1. Up to 6 alphanumeric characters to select a single location whose vehicles you wish to study. 2. A valid Group Name representing several locations 3. Press RETURN to default to ALL locations. EXAMPLE: Type ALL (RET)
2. RUN TYPE	Because multiple "snapshots" (Runs) can be made each day to poll the current utilization, each run is numbered. Enter the number of the run desired for this report. For example, if your first polling is done at midnight and the second one is done at 2 p.m., entering a “1” here will look at all the midnight reports for each day and average them. If you enter a “2”, then the 2 p.m. reports will be averaged. EXAMPLE: Type 1 (RET)
3. START DATE	Enter the starting date for the report. Press RET to default to today’s date. EXAMPLE: Type 030101 (RET)
4. END DATE	Enter the ending date for the report. Press RET to default to today’s date. EXAMPLE: Type 033101 (RET)
5. CLASS	Enter one vehicle Class Code or press RET to default to ALL classes. EXAMPLE: Press (RET)
6. INCLUDE FOREIGN CARS?	Enter: Y = Yes, include foreign owned vehicles in the report. N = No, do not include foreign owned vehicles in the report. EXAMPLE: Type N (RET)
7. 'AVAILABLE' STATUS CODES	Enter up to 26 alpha characters to indicate which of your Vehicle Status Codes (besides Status "O") that 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 FLTRPT. 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 thus inflating your utilization. EXAMPLE: Type ABMR (RET)
8. 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)
9. OWNING LOCATION	For the owning location, enter: 1. Up to 6 alphanumeric characters to select a single owning location. 2. A Group Name representing several locations (see 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 include ALL locations. EXAMPLE: Press (RET) User tip: This field is not subject to the "restrict location" setting in the user's User Access File record. The report can be run for "ALL" owning locations even when the user is subject to a restricted location.
10. 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: FLEET UTILIZATION REPORT 1 Location ALL 2 Run Type 1 3 Start Date 030108 4 End Date 030108 5 Class ALL ('One' or 'ALL') 6 Include foreign cars? (Y/N) N 7 “Available” Status Codes ABX 8 Include Assets? (Y/N/O) N 9 Owning Location ALL 10 Print/Display P Printer: /dev/tty 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8

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

Note: The graph on the report is read by zero percent at the leftmost point and 100% at the rightmost point.

User's Responsibility: Because the time sensitivity of this process is critical, it is the user's responsibility to run the Fleet Utilization Report each day to verify that the automated program ran properly. That is, run the report for only the current day to be sure that data has been captured. Because it is a "snapshot", it is not possible to "go back in time" to capture the information. However, if the automated program fails to run, it IS possible (by contacting Thermeon's Customer Support Dept.) to do a manual run and capture a snapshot at the time the problem is discovered. Although the snapshot will not be at the same time of day as the automated one, at least there will be a snapshot done for the day. If a day is missed entirely, reports that are generated which include that date will be one day short on data. But the report program when calculating averages will notice the missing date and will adjust for that (for example, if one day is missing in last week's data, the program will divide the fleet count by 6 rather than 7 when calculating last week's average utilization).

Warning: Significant delays in entering batched rental transactions may affect the accuracy of the Fleet Utilization Report. For example, if "express dropped RAs" are not generally batch closed until after 10:00pm, scheduling a polling prior to that time will miss-report the number of units on-rent. Therefore, it is wise to schedule your polling runs around your typical batch schedule.