Fleet Availability Report

Use this program to produce a report of expected availability by class of vehicle or non-vehicle assets. By looking at the number of available units for each class as well as the expected reservations, rentals, non-rev movements, and scheduled grounding dates, the report shows how many units of each class should be available at the end of the day/beginning of the next day. If a class is overbooked, the number may be negative.

Newly in-fleeted vehicles are not counted on this report until their In Service Date arrives. If they are in-fleeted without an In Service Date, they are ignored until it is set. (Refer to the Vehicle Inventory Control chapter for more details about the In Service Date.)

To access the Fleet Availability Report program, type FLTAVL (RET) at any menu "OPTION:" field or the appropriate line number on the Daily Procedures menu. The screen will then display:

OPTION: __ FLEET AVAILABILITY REPORT

1 End Date 08-20-12
2 Location ALL
3 Class ALL
4 Owning Location ALL
5 Detail/Summary D
6 Sort by C (C=class, D=date)
7 Print/Display P Printer: /dev/tty
8 Include Over-dues Y/N N
9 Report all dates Y/N N
10 Include Available
Foreign Vehicles Y/N Y
11 Show Loc Detail Y/N N
12 Page Break by class Y/N N
13 No-Show Percentage
14 Include Assets? (Y/N/O) N

1SAVE 2 3 4 5BACKUP 6 7HELP 8

Enter data as follows:

1. END DATE	This report always begins with the current date. Enter the ending date. The report will include each day from the current date through the date entered in this field. Press (RET) to default to today's date. EXAMPLE: Type 082312 (RET).
2. LOCATION	Enter Up to 6 alphanumeric characters to select a single location. 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 "+". Press (RET) to include "ALL" locations EXAMPLE: Type TUS (RET) Note: If "ALL" locations are included, the program will include not only the vehicles that are available at owned locations but also the owned vehicles that are currently at foreign locations.
3. CLASS	Enter a single class, a class group, or press (RET) to include ALL vehicle classes. EXAMPLE: Press (RET)
4. OWNING LOCATION	Enter Up to 6 alphanumeric characters to select a single location or Fleet Pool location. 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 "+". "ALL" to include all locations EXAMPLE: Type TUS (RET)
5. DETAIL/SUMMARY	Enter 1 alpha character to select the report format: D = Detailed Report; if run for multiple classes, each class for each day is shown. S = Summary Report; if run for multiple classes, totals are shown for each day. No totals are shown for classes. EXAMPLE: Type D (RET)
6. SORT BY	Enter 1 alpha character to select the sort order of the report: C = Primary sort by class and then sub-sorted by date D = Primary sort by date and sub-sort by class. EXAMPLE: Type D (RET)
7. PRINT/ DISPLAY	Enter: P = Print a hard copy of this report on your terminal's assigned printer or email the report. D = Display this report on your terminal screen. EXAMPLE: Type P (RET)
8. INCLUDE OVER- DUES	Enter: N = No. Vehicles that are on overdue contracts are not included in this report at all (there is no way to know when they will return). Y = Yes. Vehicles that are on overdue contracts are included. They will all be counted as returning vehicles in the first day reported. EXAMPLE: Type N (RET)
9. REPORT ALL DATES	Enter: Y = Yes. Include on the report all days separately from today through "End Date" entered in Field 1 above. N = No. Include in the report only those days that have new numbers--do not include days where the numbers are repetitive of the previous day. For example, if the numbers are the same for Day 1 and Day 2 and they change on Day 3, only Day 1 and Day 3 would be reported. EXAMPLE: Type N (RET)
10. INCLUDE AVAILABLE FOREIGN VEHICLES	Enter: Y = Yes, include foreign vehicles at this location. N = No, do not include foreign vehicles at this location. EXAMPLE: Type N (RET)
11. SHOW LOC DETAIL	Enter: Y = Yes, show data for each location; then show the data for all locations combined. N = No, do not show data for each location; just show the combined data for all locations. EXAMPLE: Type Y (RET)
12. PAGE BREAK BY CLASS	Enter: Y = Yes, start each Class on a new page of the report. s. N = No, list the Classes one after another without a page break. . EXAMPLE: Type Y (RET)
13. NO-SHOW PERCENTAGE	If no-shows are common at a location, in order for the available fleet count at the end of the day/ beginning of the day to be more realistic, a no-show percentage can be entered. Entering a no-show percentage causes the report to calculate the no-show percentage into each day of the report. EXAMPLE: Type 10 (RET)
14. 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)

The screen will then display:

OPTION: __ FLEET AVAILABILITY REPORT

1 End Date 08-23-12
2 Location TUS
3 Class ALL
4 Owning Location TUS
5 Detail/Summary D
6 Sort by D (C=class, D=date)
7 Print/Display P Printer: /dev/tty
8 Include Over-dues Y/N N
9 Report all dates Y/N N
10 Include Available
Foreign Vehicles Y/N N
11 Show Loc Detail Y/N Y
12 Page Break by class Y/N Y
13 No-show Percentage 10
14 Include Assets? N

1SAVE 2 3 4 5BACKUP 6 7HELP 8

PRESS "F1" AT "OPTION:" to begin the report.

Notes about the report:

Vehicles which are in a "not available" status and are not on a open RA or an open Non-Rev ticket are not included in the report because there is no way of knowing when they will become available again.

Vehicles on Non-Rev Movements that are in available status are not counted in the "Non-Rev In" column.

Foreign vehicles at your location ARE included in this report unless Field 10 is changed to “N”.

The no-show calculation (Field 13) is rounded down to the closest whole number. For example, assume there are 28 reservations for tomorrow. If entering a 10% no-show factor, the result is 2.8 reservations expected to no-show. This would be rounded down and shown as “2” reservations in the no-show column.

08-20-XX 10:39:22 ANNE   /dev/ttyq9 00                    CARS+ RENT-A-CAR                    PRTFILE     Report #3972   Page 0001 ➊

                                        F L E E T   A V A I L A B I L I T Y   R E P O R T

SELECTIONS----------
Location:           TUS
Vehicle Class:      ALL
Date range:         08-20-XX to 08-23-XX
OVER-DUE VEHICLES NOT INCLUDED IN COUNT ➋
----------------------------------------------------------------------------------------------------------------------------------
Date    Class  Starting Avail   Res Out   Res In    RA In    Nonrev In   Grounded  Closing Fleet ➌
----------------------------------------------------------------------------------------------------------------------------------

08-20   CDAR        10               2         0         3        0         0            11
08-21   CDAR        11               1         0         1        0         0            11
08-22   CDAR        11               0         1         2        0         0            14
08-23   CDAR        14              10         1         3        0         5             3 ➍

08-20   ECAR         0               6         0         0        0         0            -6
08-21   ECAR        -6               1         1         0        0         0            -6
08-22   ECAR        -6               1         1         0        0         0            -6
08-23   ECAR        -6               2         0         0        0         0            -8 ➎

08-20   EDAR         4               0         0         4        0         0             8
08-22   EDAR         8               0         0         2        0         0            10
08-23   EDAR        10               0         0         3        0         0            13

08-20   FDAR         9               0         0         3        0         0            12
08-21   FDAR        12               1         0         1        0         0            12
08-22   FDAR        12               1         0         6        0         0            17
08-23   FDAR        17               3         0         2        0         0            15

08-20   IDAR         6               4         1         1        1         0             5
08-21   IDAR         5               8         0         1        2         0             0
08-22   IDAR         0               5         1         1        0         0            -3
08-23   IDAR        -3              11         6         4        0         0            -4

08-20   MVAR         3               3         0         0        0         0             0
08-21   MVAR         0               4         0         0        0         0            -4
08-22   MVAR        -4               0         3         1        0         0             0
08-23   MVAR         0               0         0         1        0         0             1

NOTES - FLEET AVAILABILITY REPORT - PAGE 1

➊ This report was requested on 8-20 at 10:39 a.m. by Anne. By looking at the number of available units for each class of vehicle as well as the expected transactions, the report calculates how many units of each class should be available at the end of the day (midnight). In some cases, this may be a negative number.

➋ Selections:

Location: The report is for the TUS (Tustin) location.
Vehicle Class: The report can be run for one or all vehicle classes.
Date range: The Fleet Availability Report always begins with the present date. The user can enter the ending date. This particular report goes through August 23.
Note the comment: "Overdue vehicles are not included in the count". This is true for vehicles overdue on rental agreements or on non-rev movements.

➌ Column Headings:

Starting Avail. This number represents the available units at the start of the day. (The total units in an available type of Vehicle Status.)
Res Out Number of reservations scheduled for pickup.
Res In Number of reservations scheduled to return.
RA In Number of Rental Agreements scheduled to return.
Nonrev In Number of Non-Rev tickets scheduled to return.
Grounded Looking at the Grounding Date field in the Vehicle Inventory records, number of vehicles scheduled to be grounded by this date.
Closing Fleet This number represents the available units at the end of the day. In some cases, it may be negative.

➍ Let's look at the vehicle class, CDAR. This report was run on August 20 when, at the start of the day, there are 10 CDARs available. There are two reservations scheduled to pickup cars. No reservations are due back. There are 3 rental agreements due to check in. There are no Non-Revs due in. This means at the end of the day there should be 11 CDARs available. This becomes the beginning number for August 21. On the 21st, one reservation is scheduled to pick up and 1 rental agreement is due in, so there should still be 11 CDARs available at the end of the day. Since the ending number of one day becomes the beginning number on the next, August 22 starts out with 11 available units. One reservation is scheduled to return as well as two rental agreements, meaning there should be 14 units available at the end of the day. On the 23rd there are 10 reservations scheduled to pickup, 1 reservation and 3 rental agreements are due back, and 5 units scheduled to be grounded, leaving 3 available units at the end of the day.

➎ The ECAR class shows a different story. There are none available at the start of the day. So when 6 reservations are scheduled for pickup on the 20th and nothing is scheduled to return, the day ends with a negative number. Since the ending number of one day becomes the beginning number on the next, the 21st starts out with negative 6 units.

Because there are enough of them to meet the reservation needs of the ECARs, it is likely they will be substituted. However, the system makes no assumption as to what type of vehicle will be substituted in a shortage situation.

NOTES - FLEET AVAILABILITY REPORT - PAGE 2

F. The IDAR calculation for the 20th can be shown in this way:

# of IDARs available start of the current day     6
	minus Res Out				 -4
	plus Res In				 +1 (1 of the 4 res's is returning the same day)
	Plus RAs In				 +1
	Plus Nonrevs In				 +1

	Closing Fleet available, 8/20		  5

COMPARISON TO THE CLASS AVAILABILITY REPORT

There are two reports in CARS+ that have similar names and perform similar functions: Fleet Availability Report and Class Availability Report.

Although they are both designed to project the future vehicle usage, they do so using different logic and as such CANNOT be compared to each other. The following outlines some of these differences:

Function	Class Availability Report	Fleet Availability Report
Starting Class Count	Includes all non-sold vehicles at a location regardless of current status	Includes only vehicles currently in an "available" status type at the location.
Foreign Owned Vehicles	Excludes foreign owned vehicles currently at the location	Includes foreign owned vehicles currently at the location.
Future Fleet Changes	Applies both positive and negative Class adjustments made through the Change Class Availability program. The Grounding date may or may not be ignored based on the configuration of the system.	Ignores Class adjustments made through the Change Class Availability program. Is sensitive to the Grounding dates of vehicles.