The Average Utilization Report allows you to calculate your vehicle utilization for any user-defined period of time. Utilization is based on both open and closed (posted and unposted) contracts.

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

DIFFERENCE BETWEEN THE AVERAGE UTILIZATION AND DAILY PERFORMANCE REPORTS

The following are the major differences between the Average Utilization Report (AUR) and the Daily Performance Report (DPR):

1. The AUR is based on the concept of DBR (chargeable) days. Refer to the Operations DBR chapter for an explanation of DBR days. For example, most operations would charge 2 full days for a rental that ran for 1 day and 12 hours; thus 2 DBR days.

2. The DPR is based on actual elapsed time. Following the example, the 1 day 12 hour rental would be reported at 1.5 days.

3. If a rental either starts or stops outside the reporting period, the DPR will calculate the number of minutes the rental was on rent within the reporting period and express that in fractional days.

4. In the same situation, the AUR will ignore fractions of days at either the start or end of the reporting period if the fraction is less than 3 hours in length.

6. The DPR is actually two utilization reports in one. The left half of the report gives the utilization for the requested historical period. The right half always gives the utilization for the current calendar day. The current calendar day section includes not only open RAs but also all open reservations with today's date as their pickup date. This allows you to compare how today is looking to a period in the past.

7. The AUR is based on time charges only - mileage is not included. The DPR includes mileage.

To access the Average Utilization Report, Type VEHAVG (RET) at any menu "OPTION"field or the appropriate line number on the Utilization menu. The screen will then display:

OPTION: __ AVERAGE UTILIZATION REPORT

1 Start Date 04-22-15
 2 End Date 04-23-16
3 Start Veh # FIRST
4 End Veh # LAST
5 Current Location FAR01
6 Class ALL
7 Model ALL
8 Fleet Type ALL
9 Batch Close Delay 7
10 Owning Location FAR01
11 Create Export File? N
12 Sort By CLASS
13 Detail/Summary D
14 Print/Display/CSV P Printer: /dev/tty



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

Enter data as follows:

1. START DATE

Using your selected date format, enter a starting report date or press (RET) to default to last year. See notes at the end of this chapter for an explanation of how RAs are selected for inclusion in the report.

EXAMPLE: Type 010116(RET)

2. END DATE

Using your selected date format, enter an ending report date.

EXAMPLE: Type 033116(RET)

3. START
VEH #

Enter the starting vehicle number to be reported. Press (RET) to default to the first vehicle on file.


EXAMPLE: Type FIRST (RET)

4. END VEH #

Enter the last vehicle number to be reported. Press (RET) to default to the last vehicle on file.

EXAMPLE: Type LAST (RET)

5. CURR LOCATION

Enter up to 6 alphanumeric characters to indicate the current location of the vehicle.

Enter:

1. Up to 6 alphanumeric characters to select the current location of the vehicle either foreign or owned.

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: 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 LAX (RET)

6. CLASS

Enter up to 4 alphanumeric characters to select a single Class of vehicles or press (RET) to default to all classes.

EXAMPLE: Type ALL (RET)

7. MODEL

Enter up to 8 alphabetic characters to select a single model or press (RET) to default to all vehicle models.

EXAMPLE: Type ALL (RET)

8. FLEET TYPE

To limit the report to a particular fleet type, enter a single character for that type. Otherwise, press (RET) to default to ALL fleet types.

EXAMPLE: Type C (RET)

9. BATCH CLOSE DELAY

Because this report may include rentals which opened during the reporting period but which were either batch opened or batch closed outside the reporting period, finding all contracts that should be reported may require reading the entire RA File. This can make the processing time for this report rather lengthy. But if you could say that all batch work is put into the computer with seven days of the close of a rental, a considerable part of the RA File can be ignored thus increasing the efficiency of this report.

The "Batch Close Delay" field allows you to set the maximum delay between a contract's close date and DBR date (date it was batch closed on the system). The smaller you set this number, the faster the report will be built (this is especially true for reports on periods over 30 days in the past). But be warned that if a contract was batch closed on a date after the End Date + Batch Close Delay, it will not be included in this report.

The default value for this field is seven days.

EXAMPLE: Type 14(RET).

10. OWNING LOCATION

If your organization is set up to use fleet pools and your default location references a fleet pool, this field defaults to the appropriate pool location. Otherwise, this field will show your default location.

Enter up to 6 alphanumeric characters to indicate the owning location for the vehicles to be included in this report.

EXAMPLE: Type TUS (RET).

11. CREATE EXPORT FILE

This feature allows you to send the data to an ASCII file which can be imported into a spreadsheet program (such as EXCEL.) The file consists of the same data in the same order as the printed report, but contains data only. (Column headings, totals, and page numbers are not part of the file.) Data is tab-delimited. The file is stored under the name: AVGSLS.TXT in a "tmp" directory.

Because the file has the same name each time it is run, the previous version is overwritten. Note, therefore, that in order not to lose the data you must copy the data to disk before creating another file.

Enter:

N = No, do not create an export file.

Y = Yes, create an export file.

EXAMPLE: Type N (RET)

Contact Thermeon's Customer Support Dept. for more information and guidance in setting up the "tmp" directory which is necessary prior to using this feature.

12. SORT BY

Enter one of the following sort orders:

CLASS Vehicles will be sorted by class and sub-sorted by vehicle number.

LOCATION Vehicles will be sorted by their current location and then sub-sorted by vehicle number.

EXAMPLE: Type CLASS (RET)

13. DETAIL/ SUMMARY

Enter:

D = Detail. Each vehicle will be printed with its own utilization figures and subtotals will print according to the sort option you selected (example: total utilization for each Class of vehicle).

S = Summary. Only the subtotals based on your sort option will print.

EXAMPLE: Type D (RET).

14. PRINT/
DISPLAY/CSV

Enter:

P = Print a hard copy of this report on your terminal's assigned printer or send as an e-mail. See the Edit Terminal Records Chapter on how to assign printers and send reports as e-mails.

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

C = Create a CSV file and send to the local PC. In order to get the CSV file, the CARS+ Report Printer must be set to a value that causes the output to be opened or saved as a file. For most users, the value of CSV will work for this purpose. Please refer to the chapter for Edit Terminal Records or Change User Environment for more information on setting up printing to a file and/or opening a file in the default program for that file.

EXAMPLE: Type C (RET)

The screen will then display:

OPTION: __ AVERAGE UTILIZATION REPORT

1 Start Date 01-01-16
2 End Date 03-31-16
3 Start Veh # FIRST
4 End Veh # LAST
5 Current Location LAX
6 Class ALL
7 Model ALL
8 Fleet Type CLL
9 Batch Close Delay 14
10 Owning Location TUS
11 Create Export File? N
12 Sort By CLASS
13 Detail/Summary D
14 Print/Display/CSV P Printer: /dev/tty



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

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

NOTES ON THE AVERAGE UTILIZATION REPORT

1. RAs are potentially selected for inclusion in this report if any of their rental time falls in between the Start and End dates requested. (The examination for RAs goes back 60 days from the start date to scan for open RAs.)

2. If a RA falls both within and outside of the reporting period, the amount of rental time reported is determined as follows:

a. If the rental both started before and closed after the reporting period, only those days within the reporting period are calculated (giving 100% utilization).

b. If the rental began prior to the reporting period but ended during the reporting period, the Starting date of the report is used in place of the Open Date to calculate the amount of time that was in the reporting period.

i. If the time within the reporting period is less than 4 hours, no time from the RA is reported.

ii. If the time is 4 hours or more, the DBR day (chargeable days) calculation is used to determine the DBR days for the RA.

c. If the rental began during the reporting period but closed after the reporting period, the Ending date of the report is used in place of the Close Date to calculate the amount of time that was in the reporting period.

i. If the time within the reporting period is less than 4 hours, no time from this RA is reported.

ii. If the time is 4 hours or more, the DBR day (chargeable days) calculation is used to determine the DBR days for the RA

3. The revenue column includes time charges less discounts and customer service adjustments. It does not include mileage.

4. If sorted by "Class" an overall average is not computed. If you want an overall average on the entire fleet for the period requested, sort the report by Location in Field #10. This provides an overall average at the end of the report.

5. To compute the Standard Revenue per Day (see Column heading Std/Day), the program uses the default walk up rate from the vehicle's owning Location record (the Rate Set and Walkup Rate fields). The "std/day" is supposed to be the "ideal" rate you would like to get per day on a vehicle or, in other words, your rack rate. If the vehicle is "owned" by an administrative or pool location which does not have rates, this column will be blank. To have it be meaningful, the Location record for the vehicle's owning location must have data entered the Rate Set and default Walkup Rate.

6. This report contains a calculation of rental length called "DBR Days" (or just "Days"). One of two possible formulas are used in CARS+ to calculate this figure. To chose the formula to be used in this as well as over fifty other CARS+ reports, go to Page 5, Field 3 of Edit Miscellaneous Control Fields.

User tip: This program's data is gleaned from RAs. Therefore, edits to closed or posted RAs are reflected on this report. As an example, assume that on July 2 a report was run for the month of June. Then on July 15, a RA that closed and posted in June was edited by applying a $40 discount to it. If the report for June was run again on July 16, the $40 discount would be reflected in the revenue figures.





04-22-XX 09:48:01 SCOTT   /dev/ttyq8 00                 CARS+ RENT-A-CAR                        PRTFILE     Report #3438   Page 0001 ➊

                                       A V E R A G E   U T I L I Z A T I O N   R E P O R T

SELECTIONS----------
Date range:         01-01-XX to 03-31-XX         Total Days : 031              ^ = Possible rate change during time span
Location:           TUS                                                        * = Rented from multiple locations during time span
Sort Order:         CLASS                                                      ** = 100 X (Avg/day)/(Std/day)
Owning Location:    TUS ➋


------------------------------------------------------------------------------------------------------------------------------------
Veh #  Status  Yr Cls   Model   InService    Sale    Fleet ➌   -Rental Days- ➍  ------- Revenue ------- ➎ ---- % Utilization ----- ➏  
                                  Date       Date    Days      DBR   Actual      Total   Avg/day  Std/Day   DBR  Actual  Revenue** 
------------------------------------------------------------------------------------------------------------------------------------

082001    S    03 CDAR  ESCORT            03-16-XX    16     13.58    12.60      438.61    32.29 ^ 46.99       85    79    68 ➐
092001    O    04 CDAR  CAVALIER                      31     28.86    28.88     1255.53    43.50 ^ 46.99       93    93    92
092002    A    04 CDAR  CAVALIER                      31     36.12    32.64     1350.69    37.39 ^ 46.99*     117   105    79
092003    O    04 CDAR  CAVALIER                      31     29.06    28.54     1038.39    35.73 ^ 46.99       94    92    76
092004    O    04 CDAR  CAVALIER                      31     30.14    29.25     1070.54    35.51 ^ 46.99       97    94    75
092005    O    04 CDAR  ELANTRA                       31     22.91    22.81      796.31    34.75 ^ 46.99       74    74    73
092006    O    04 CDAR  ELANTRA                       31     24.58    23.85      915.55    37.24 ^ 46.99       79    77    79
092007    O    04 CDAR  ELANTRA                       31     28.46    27.51      923.31    32.44 ^ 46.99       92    89    69
092009    O    04 CDAR  ELANTRA                       31     32.07    30.48     1077.88    33.61 ^ 46.99      103    98    71 ➑
092010    O    04 CDAR  ELANTRA                       31     29.84    29.30     1146.81    38.43 ^ 46.99       96    95    81
092011    O    04 CDAR  ELANTRA                       31     28.14    25.96      925.72    32.89 ^ 46.99       91    84    69
092012    O    04 CDAR  ELANTRA                       31     25.06    25.02      831.20    33.16 ^ 46.99       81    81    70
092013    I    04 CDAR  ELANTRA                       31     29.25    28.30     1104.94    37.77 ^ 46.99       94    91    80
092015    O    04 CDAR  NEON                          31     30.10    29.65      931.50    30.94 ^ 46.99       97    96    65
092016    N    04 CDAR  NEON                          31      8.45     8.41       39.11     4.62   46.99       27    27     9 ➒
092018    O    04 CDAR  SUNFIRE                       31     18.47    18.31      634.68    34.36 ^ 46.99       60    59    73
092019    O    04 CDAR  NEON     03-14-XX             18     17.53    16.57      577.98    32.97 ^ 46.99       97    92    70 ➓
 
 
Group Summary:      17 Vehicles - CLASS CDAR          Tot   432.62   418.08    15058.75
   Averages per Vehicle:                                                         885.80    34.80   46.99       87    84    74 ⓫


NOTES - AVERAGE UTILIZATION REPORT, PAGE 1

➊ This report was requested 4-22 at 9:48 a.m. by Scott. This report can be run in either a detailed or summarized version. Both versions are illustrated here. For illustration purposes, the detailed version (shown first) has been limited to only one class of vehicle, that being "CDAR" (compact car). One line of information is shown per vehicle.

➋ The "Selections" show that the following choices were requested:

Date Range: The report is showing utilization from March 1 to March 31, representing a total of 31 days.

Location: The report is for those vehicles presently at the Tustin (TUS) location.

Sort Order: Information is sorted by vehicle class. The other choice available is by present vehicle location.

Owning Location: The report can be run for one owning location, a group of locations, or all locations.

➌ The Fleet Days column specifies how many days the unit was part of the fleet. Note that the first vehicle, having been sold March 16, had 16 fleet days (March 1- 16.)

➍ Rentals Days, both DBR and Actual, are calculated.

➎ Total Revenue is the total of Time charges only. That figure is divided by the number of Fleet Days to get Average Revenue per day. The next column, Std/Day, is the "Standard Daily Rate" for this class of vehicle as shown on the default walk-up rate code assigned to the location.

➏ Utilization percentages are calculated 3 different ways. The DBR days divided by fleet days. The actual rental days divided by fleet days. And the average revenue per day divided by the standard daily rate (from the default rate).

➐ This vehicle, #82001, was sold March 16. (Notice that its present status is "S" for sold). During the month of March, it was on rent 13.58 DBR days and 12.6 actual rental days. It earned $438.61 in time charges which averages out of $32.29 a day. Based on the 16 available fleet days, it was on rent 85 percent of the time using DBR days or 79 percent of the time using actual rental days. When comparing the revenue it earned to the standard default walk-up rate, it earned 68 percent of its possible revenue ($32.29 is 68 percent of $46.99).

➑ Unit #92009 has a total of 32.07 DBR days during the 31-day month. This can happen when a vehicle is rented frequently during the month and more than once in the same day. (A 4-hour rental will count a 1 DBR day. Another rental the same day where the vehicle is out more than 4 hours will count as another DBR day.) Notice that its DBR utilization percentage is 103 percent !!

➒ Unit # 92016 is presently in "N" status (Non-Rev). Actually, it has been assigned to a non-rev ticket for several days which explains why it was rented for only 8 days out of the possible 31 days. Correspondingly, its utilization shows 27 percent.

➓ Unit # 92019, whose current status is "O" (on rent) was purchased March 14. Therefore, it has 18 fleet days (March 14 -31 inclusive.)

⓫ This summary shows the total revenue and rental days for all of the compact cars as well as the calculated average revenue and utilization for this vehicle class.




04-22-xx 09:50:17 SCOTT   /dev/ttyq8 00                  CARS+ RENT-A-CAR                       PRTFILE     Report #3439   Page 0001

 
                                       A V E R A G E   U T I L I Z A T I O N   R E P O R T

SELECTIONS----------
Date range:         03-01-xx to 03-31-xx         Total Days : 031              ^ = Possible rate change during time span
Location:           TUS                                                        * = Rented from multiple locations during time span
Sort Order:         CLASS                                                      ** = 100 X (Avg/day)/(Std/day)
Owning Location:    TUS
------------------------------------------------------------------------------------------------------------------------------------
Veh #  Status  Yr Cls   Model   InService    Sale    Fleet     -Rental Days-    ------- Revenue -------   ---- % Utilization -----  
                                  Date       Date    Days      DBR   Actual      Total   Avg/day  Std/Day   DBR  Actual  Revenue**  
------------------------------------------------------------------------------------------------------------------------------------

Group Summary:      17 Vehicles - CLASS CDAR          Tot   432.62   418.08    15058.75
   Averages per Vehicle:                                                         885.80    34.80   46.99       87    84    74
 
Group Summary:      16 Vehicles - CLASS EDAR          Tot   451.10   430.37    15569.51
   Averages per Vehicle:                                                         973.09    34.51   45.99       91    87    75
 
Group Summary:       4 Vehicles - CLASS FCAR          Tot   122.55   118.84     4421.65
   Averages per Vehicle:                                                        1105.41    36.08   59.97       99    96    60
 

Group Summary:      22 Vehicles - CLASS IDAR          Tot   152.57   145.35     5842.95
   Averages per Vehicle:                                                         265.58    38.29   54.99       88    84    69 ➊

Group Summary:       4 Vehicles - CLASS LDAR          Tot    99.61    97.15     4371.97
   Averages per Vehicle:                                                        1092.99    43.89   54.99       80    78    79
 
Group Summary:       2 Vehicles - CLASS MVAR          Tot    58.81    56.80     2810.69
   Averages per Vehicle:                                                        1405.34    47.79   54.99       95    92    86
 
Group Summary:       5 Vehicles - CLASS PDAR          Tot   133.04   126.56     5501.87
   Averages per Vehicle:                                                        1100.37    41.35   65.99       95    90    62
 
Group Summary:       7 Vehicles - CLASS XVAR          Tot   200.87   195.49     8958.52
   Averages per Vehicle:                                                        1279.78    44.59   58.99       93    90    75
                                                        -- End of report --


NOTES - AVERAGE UTILIZATION REPORT, PAGE 2

This report has been run for the same date range. However, it was run in the SUMMARIZED version for all vehicle classes.

➊ Revenue per vehicle is rather low for the IDAR class. This is because during the last week of March several IDAR class vehicles were purchased and placed in service. As they were rented so few days during the month, they have affected the average per vehicle. Note, however, that the average revenue per day is still in line. Likewise, the utilization percentages are based on actual fleet days.