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:
- Two Month Performance Report
- Twelve 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
The 2-Month Performance Report compares T&M revenue and days rented for two recent months with the average T&M and rental days for up to 11 previous months. The two months studied can be either:
Because most rental agreements will have closed after a period of 30 days, the first type of report (two completed months) gives you the most accurate historical information. The other report can be used to look for trends in both the current month and the month that just recently closed.
This report excludes all foreign vehicles in your fleet and sold vehicles with sale dates earlier than the two months being reported.
Note: In order for the Utilization percentage to calculate on the report, the user's current location at the time the report is run must have a default walk up rate entered in its Location Record (Edit Locations, Page 1, Field 43).
To access the 2-Month Performance Report, type VEHPERF (RET) at any menu "OPTION:" field or the appropriate line number on the Utilization Menu. The screen will then display:
| OPTION: __ 2 MONTH PERFORMANCE REPORT 1 Start Veh # FIRST 2 End Veh # LAST 3 Location ALL 4 Class ALL 5 Make ALL 6 Fleet Type ALL 7 'Current' Month THIS 8 Owning Location FARO1 9 Sort By CLASS (VEHICLE, LOCATION, CLASS, LICENSE, OWNLOC, PURCHDATE, GROUNDDATE, ELIGDATE, MAKEMODEL) 10 Print/Display P Printer: /dev/tty 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
|
1. START VEH# |
Enter up to 6 alphanumeric characters to indicate the Starting Vehicle Number. Press RET to default to the First record. EXAMPLE: Type 14090 (RET) |
|
2. END VEH# |
Enter up to 6 alphanumeric characters to indicate the Ending Vehicle Number. Press RET to default to the Last record. EXAMPLE: Type 14200 (RET) |
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3. LOCATION |
Enter up to 6 alphanumeric characters to indicate the Customers Pick-Up Location. Enter: 1. Up to 6 alphanumeric characters to select a single pick-up location. 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 accept the default location. 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: RESTRICTED REPORT LOCATION EXAMPLE: Type TUS (RET) |
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4. CLASS |
Enter up to 4 alphanumeric characters to select the Class Code. Press RET to default to All Classes. EXAMPLE: Type EI (RET) |
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5. MAKE |
Enter up to 8 alphanumeric characters to select the Make of the vehicle. Press RET to default to All Makes. EXAMPLE: Type FORD (RET) |
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6. 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. |
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7. 'CURRENT' MONTH |
Enter one of the following two words to select the period of time. Note, You must type the entire word, abbreviations are not accepted. THIS - Indicates that the current month and the previous month will be reported. LAST - Indicates that the two previous whole months will be reported. For a true utilization report, it is recommended that you use the "LAST" option. For more information concerning this field, see the expanded discussion at the end of this chapter. EXAMPLE: Type LAST (RET) |
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8. OWNING LOC |
Enter up to 6 alphanumeric characters to indicate Owning Location Code. Press RET to default to ALL locations. EXAMPLE: Type TUS (RET) |
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9. SORT ORDER |
Enter one of the following words to select the sort order. You MUST type the entire word. NO abbreviations. VEHICLE - Sort by the Vehicle Number. LOCATION - Group by Current Location and sort by Vehicle #. CLASS - Group by Class Code and sort by Vehicle #. LICENSE - Sort by License Number. VIN - * Sort by the full 17 characters of the VIN #. VINLAST8 - Sort by the last 8 characters of the VIN #. OWNLOC - Group by Owning Location and sort by the last 8 characters of the VIN #. PURCHDATE - * Group by purchase date and sort by the last 8 characters of the VIN #. GROUNDDATE - * Group by grounding date and sort by the last 8 characters of the VIN #. ELIGDATE - * Group by eligibility date and sort by the last 8 characters of the VIN #. EXAMPLE: Type LOCATION (RET) |
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10. PRINT/ DISPLAY |
P = Print a hard copy of this report on your
terminal's assigned printer. 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: __ TWO MONTH PERFORMANCE REPORT 1 Start Veh # 14090 2 End Veh # 14200 3 Location TUS 4 Class EI 5 Make FORD 6 Fleet Type ALL 7 'Current' Month LAST 8 Owning Location TUS 9 Sort By LOCATION (VEHICLE, LOCATION, CLASS, LICENSE, OWNLOC, PURCHDATE, GROUNDDATE, ELIGDATE, MAKEMODEL) 10 Print/Display P Printer: /dev/tty 1BEGIN 2 3ERASE 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO BEGIN PRINTING.
NOTES ON HOW TO READ THE VEHICLE PERFORMANCE REPORT
The following notes refer to the sample report at the end of this chapter. Because this program is usually run for the last two completed months, this material covers that type of report.
1. From the "Selections" section at the top of the report, you can see that this is a "Last" report. Because this report was run on 12/20, (see the upper left corner) the months covered are;
October in columns labeled "Prev" (Previous)
November in columns labeled "Curr" (Current).
2. Utilization is calculated both on rental days and on revenue from time and mileage. As an example, the following is known about the first vehicle (#9001):
a. In October the car was on rent 29 out of the possible 31 days which equals a 93% utilization percentage. Rental days are stated in whole numbers and are calculated as follows:
i. Rentals less than 24 hours post as 1 day.
ii. An additional partial day of 4 hours or more is rounded up to a whole day. Additional partial days of less than 4 hours are ignored.
b. In November, the car was on rent for 25 days for 83% utilization (25/30).
c. On an average, during the 7 months this vehicle has been in service, it has been on rent 27 days per month for an average utilization of 90% (27/30 - the program uses a standard 30 day month for calculating utilization in the Average columns).
d. This particular class of car has a daily rack rate of $29.95 per day. Excluding the discount for weekly and monthly rates, this class could potentially earn $928.45 in October ($29.95 X 31 days). This potential revenue figure (daily rack rate X days in month) is used to calculate the T&M utilization percent. In our example, vehicle # 9001 earned $923.00 in October which equals 99% revenue utilization ($923 divided by $928).
It is interesting to note that on 93% utilization of time in October the vehicle earned 99% of its potential revenue. This can be caused by either renting the vehicle at a rate higher than its rack rate, mileage charges that are included in the T&M total, or renting the vehicle more than once a day.
User tip: In order for the Utilization percentage to calculate on the report, the user's current location at the time the report is run MUST have a default walk up rate entered in its Location Record (Edit Locations, Page 1, Field 43).
3. Vehicles either purchased or sold during the months being reported have their utilization calculated against the number of days the vehicle was in service that month. As an example, vehicle # 9004 was sold on 11/14. Although it was only on rent 12 days in November it still reached 80% utilization (12/14 = 80%).
Vehicle #9002 was also on rent for 12 days in November but had a utilization of 40% because it was in service for the full 30 days.
The same is true of T&M utilization percentages. Vehicle #9004 earned $348 during the 14 day period which is 83% of its 14 day potential.
4. Compare the current month's T&M utilization for vehicles 9003 and 9010. Although they both earned the same T&M ($756) they have different utilization percentages. This is because #9010 is a full size car whose daily rack rate is $34.95. Therefore, its potential revenue for a month is greater than that of an compact vehicle. In this case, $756 is divided by $1048 (34.95 X 30 days) not $899 (29.95 X 30 days).
When T&M utilization percent is lower than the Days percentage (as in #9010), this indicates that the vehicle was rented below its rack rate or was involved in non-revenue rentals.
If your vehicles regularly rent for below the rack rate as defined in the Inventory record, this figure will always be less than 100%. If that is the case, do the following:
a. Use the most common daily rate for each class of vehicle to calculate the potential monthly revenue. For example, if class CCAR normally rents for the 7 Day Advanced rate of $27.95, its potential monthly revenue for October is $866.
b. Next take this adjusted monthly potential (calculated above) and divide it by the monthly potential calculated from the daily rack rate. This gives you an adjusted utilization target percentage. In our example, a CCAR class vehicle would be considered as fully utilized if its revenue percentage was 93% ($866/$928) or higher.
Over the course of time, you can modify the adjusted monthly potential based on the average revenue reported in the Average columns of this report.
5. The averages at the bottom of each column are the month's average utilization. Averages are calculated as follows:
a. Average T&M revenue and average rental days is calculated by taking the Overall Totals and dividing it by the number of vehicles reported. As an example, the average number of days these vehicles were on rent in October is 26 (260/10).
b. Average utilization percent is calculated by adding each vehicle's utilization percent together and dividing by the number of vehicles reported. As an example, in the month of November, the average number of days these 10 vehicles were on rent was 22. If the utilization percent was based on this figure, November's utilization would be 73.3% (22/30). But that would understate the utilization because vehicles #9004 and #9006 were not available for the whole month. Therefore, the average is calculated by averaging each vehicle's utilization percent.
If a specific class of vehicles had been requested or if the report had been sorted by Class Code, these averages would be the class's monthly utilization figures.
ADDITIONAL INFORMATION ON FIELD 8
As stated earlier, the 2 Month Performance Report only covers data from closed and posted RAs. As a result, the "Current/Last" flag has a large impact on the functionality of the report. The following time line illustrates this impact.
| | OCTOBER | NOVEMBER | DECEMBER
----------------|---------------|---------------|---------------X--------|
| | | | Current date 12/20 |
RA #1175
11/20---------12/10
RA #1201
12/10---------12/24
RA #1150
11/24---------------------12/24
RA #1025
10/30------------------12/1
1. If the current system date is December 20th, running a "Current" report will give data for the months of November and December. A "Last" report, will give data from the last two completed months, October and November.
2. RA #1175 was opened on 11/20 and closed on 12/10 (10 days in November and 10 days in December). This vehicle will have half of its days and revenue posted to November and the other half posted to December.
3. RA #1201 was opened on 12/10 and is expected to return on 12/24. Because this RA is still open on 12/20, its data will NOT be included on a "Current" report run on the 20th. Only posted RAs that closed before December 10th will be included. Therefore, the December utilization for that vehicle would be at best 32% (10 days out of a possible 31 rental days in December).
4. The vehicle involved in the month long rental of RA #1150 will show a 0% utilization for December and its utilization for November will be understated by 7 days.
5. The most accurate data will appear on a "Last" report in the "previous month" (October) column. This is because by December 20th, all RAs that opened in October should have closed. Therefore there is no more data to be back posted to the October file. For example, the posting of RA #1025 in early December affected October's utilization report.
6.Therefore, for historical information, the utilization report is most accurate 30 days after the close of a month and should be run with "LAST" in Field 8.
Date 12-20-XX Time 08:25:32 THERMEON CORPORATION Report #0781 Page 0001
T W O M O N T H P E R F O R M A N C E R E P O R T
SELECTIONS----------
Vehicle Range: 009001 to 009010
Location: LAX
Class: ALL
Make: ALL
Sort Order: VEHICLE
Report Month: LAST
---------------------------------------------------------------------------------------------------------------------------------
Veh# Stat YR Cls Model Purch Sale -------- T & M ------- ------Days------- ----------Averages----------
Date Date Prev/U% Curr/U% Prev/U% Curr/U% #mos T & M/U% Days/U%
----------------------------------------------------------------------------------------------------------------------------
009001 A 04 CCAR FOCUS 06/25/XX 923 99 814 90 29 93 25 83 7 827 92 27 90
009002 O 04 CCAR FOCUS 06/25/XX 782 84 348 39 26 84 12 40 7 797 88 26 87
009003 A 04 CCAR FOCUS 06/25/XX 743 80 756 84 23 74 25 83 7 775 86 24 80
009004 S 04 CCAR FOCUS 06/25/XX 11/14/XX 683 74 348 83 21 68 12 80 6 705 78 24 80
009005 A 04 CCAR FOCUS 06/25/XX 827 89 803 89 27 87 26 87 7 786 87 25 83
009006 S 04 CCAR FOCUS 06/25/XX 11/14/XX 783 84 214 51 26 84 10 71 6 723 80 23 77
009007 O 04 CCAR FOCUS 06/25/XX 937 101 846 94 31 100 27 90 7 839 93 28 93
009008 A 04 CCAR FOCUS 06/25/XX 773 83 909 101 24 77 30 100 7 801 89 27 90
009009 O 04 CCAR FOCUS 08/12/XX 730 79 714 79 25 81 24 80 5 755 84 23 77
009010 O 04 FCAR TAURUS 08/12/XX 809 74 756 72 28 90 25 83 5 736 82 24 80
OVERALL TOTAL 10 7,990 6,508 260 216 7,744 251
AVERAGES 799 84.7 651 78.2 26 83.8 22 79.7 774 85.9 25 83.7