Where this conversation begins

• Which role are you representing in this conversation? Options: Fleet maintenance manager, Shop supervisor or foreman, Operations director, Fleet director, Finance / procurement, IT / integrations, Other
• Tell me about the size and make-up of the fleet you oversee, including vehicle types and whether maintenance is done in-house, outsourced, or a mix
• On a typical month, how many active vehicles generate work orders for preventive or reactive maintenance? Options: Under 50, 50–199, 200–499, 500–999, 1000 or more
• Describe the single most painful maintenance problem you dealt with in the last 90 days and how it affected operations

The outcomes that will make this worth doing

• If you had to keep only two success metrics to judge maintenance performance, which would you pick and why? Options: Cost per mile by vehicle, PM compliance rate, Mean time to repair, Downtime hours per vehicle, Parts fill rate, Warranty recovery rate
• Estimate your current baseline for the highest-priority metric you just named
• Which target would accelerate executive buy-in if you hit it within 6 months? Options: Reduce cost per mile by X%, Increase PM compliance to Y%, Cut emergency roadside incidents by Z%, Reduce inventory carrying cost by X%
• If the pilot proves the numbers you need, what is the fastest decision you could make and who needs to sign off?
• Name the single outcome that, if not achieved, would make you stop the project

How maintenance actually happens today

• Walk me through your PM scheduling rules for a common asset class, for example a heavy truck, including triggers and tolerances
• List the top three steps a technician takes from receiving a PM assignment to closing the work order
• Which source does your team use today to update mileage and engine hours for scheduling? Options: Telematics feed, Driver-submitted odometer, Shop entry during service, Estimate based on route, Other
• Describe a recent example when a missed or late PM caused downstream costs, and how those costs showed up in your books
• Who on your team is first to hear about a missed PM or breakdown, and what do they typically do next?
• Which operational habit would you change first if you could guarantee no disruption during the transition?

The telematics and data picture we need to succeed

• List the telematics endpoints that currently provide mileage, engine hours, or fault codes for any portion of your fleet
• Which of those endpoints reliably provide VIN-level mapping and near-real-time odometer or engine hour updates? Options: All of them, Most of them, A few, None
• Who owns access to each telematics connection and the API credentials in your organization?
• If a required telematics feed were missing or delayed, which capability would you no longer be able to support? Options: Automated PM scheduling, Accurate cost per mile, Real-time technician dispatch, Condition-based alerts, Other
• Pick the data elements you currently receive from telematics or would need to receive for reliable PMs Options: Odometer, Engine hours, VIN, Diagnostic trouble codes, GPS location, Fuel usage, None of the above
• Identify the single integration gap that would block launch of a pilot

How field technicians get work done right now

• If a technician had to choose between your current mobile workflow and paper, which would they pick and why?
• Describe the device and connectivity profile you need in the field, including offline needs and photo or signature capture
• Which operating systems and provisioning methods are in use for your technicians' devices? Options: iOS with MDM, Android with MDM, Android unmanaged, Mixed or other
• Estimate the average time from when a technician starts a job to when the work order is closed in your current process Options: Under 15 minutes, 15–30 minutes, 30–60 minutes, Over 60 minutes
• What single mobile capability, if improved, would reduce return trips or rework the most?

Parts, inventory, and vendor handoffs that determine uptime

• Which inventory shortfall causes the most expedited purchasing or vehicle downtime today?
• Describe how parts are replenished, who approves purchases, and typical reorder time for critical SKUs
• Which of these vendor workflows do you rely on today for out-of-shop service? Options: Preferred vendor network with EDI, Ad hoc local vendors, Manufacturer warranty center, Mobile vendor dispatch, Third-party feeder network
• Who is accountable for parts ownership and cost allocation between shop and third-party vendors?
• If you were forced to centralize inventory, which two SKUs would you not tolerate being out of stock for more than 48 hours?

Risks, constraints, and the things that could stop us

• Tell me about any regulatory or compliance approvals that could delay a rollout, for example DOT processes or internal audits
• Name the internal teams or roles that must be available during integration and who could be a single point of failure
• List the systems that absolutely must be integrated before go-live, and whether APIs or manual feeds are available
• Estimate the headcount or percentage of a full-time technical resource you can commit during deployment Options: None, Under 25%, 25–50%, 50–75%, 75–100%
• Which single unresolved technical dependency would cause you to pause the project today?

Who else you are weighing and why

• List the alternatives you are evaluating for fleet maintenance management, including internal build options and incumbent providers
• Which advantage an incumbent has would have to remain true for you to keep using them instead of switching?
• Has anyone on your team proposed solving this with internal resources instead of an external platform, and if so what was the proposed scope? Options: Yes, full in-house build, Yes, partial integrations only, No internal proposal, Unsure
• If you stayed with your current approach, what measurable signal would convince you you made the right choice over the next 12 months?
• Which vendor or internal option currently looks most likely to win and why

Operational readiness: the non-negotiables before we start

• Identify the specific telematics accounts, API owners, and credential holders we would need to access before configuration
• Which shops or sites must be ready for the initial deployment and how many are in that cohort? Options: Single pilot shop, Multiple regional shops, All company-owned shops, Includes third-party vendors
• Describe the state of your master data for vehicles, parts, and vendors, and any major data cleanup required before go-live
• Who will serve as the named owner for training, integrations, and deployment acceptance on your side?
• Which one missing readiness fact would prevent the deployment team from starting configuration?

Decision criteria and next steps

• From your perspective, what are the must-have acceptance criteria for a successful pilot Options: PM compliance threshold, Accurate mileage sync, Work order closure time improvement, Inventory fill rate target, User adoption by technicians
• Share your expected timeline for pilot, evaluation, and decision, and any hard deadlines tied to budget or regulatory windows
• Which stakeholders must approve the commercial and legal terms before you can sign
• If the pilot meets the acceptance criteria you listed, what would accelerate you to sign within one week?
• Finally, what single remaining concern would you want addressed before we build a detailed statement of work?

• Solution Experience Session

• Confirm the current state and its cost to your team
• Customer confirms the demonstrated end-to-end workflow eliminates missed PMs and reduces reactive repairs compared to their current calendar-based process.
• Provide a configured sample PM schedule using the provided vehicle groups and mileage/engine-hour rules.
• Customer confirms the parts management flow prevents stockouts and reduces unnecessary inventory spend in the example shown.
• End-to-end PM scenario using your vehicle and mileage data
• Share telematics endpoint details and a 7-14 day sample feed for the vehicles to be used in the pilot.
• Export and share the current parts inventory report and your reorder rules for the example shop.
• Customer confirms the cost-per-mile output reflects the decision criteria they use for replacements and budgeting.
• Parts management and technician mobile workflow proof
• Cost-per-mile reporting using your vehicle history
• Agreement on the exact telematics and data points required to start a pilot, and on outstanding integration questions.
• Confirm pilot shop(s), vehicle groups, and a target 90-day pilot window to validate outcomes.
• Integration and acceptance checkpoints
• Validation: confirm this maps to what you described

• Solution Experience Session
• Solution Experience Deck
• Solution Brief — Preventive Maintenance & Field Workflows

• meeting
• slides
• document

• Configure Preventive Maintenance Rules
• Integrate Telematics Mileage Feed
• Deploy Mobile Technician App
• Setup Work Order Management
• Import and Configure Parts Inventory
• Establish Parts Reorder Rules and Alerts
• Vendor and Outsourced Shop Management
• Warranty Claim Tracking and Recovery
• DOT Inspection and DVIR Tracking
• Tire Lifecycle and Management
• Cost-per-Mile and Fleet Cost Reporting
• Integrate Fuel Card and Accounting Systems

Configure Preventive Maintenance Rules

• Which preventive maintenance triggers do you require for each asset class (odometer miles, engine hours, runtime cycles, calendar)? Options: Odometer miles, Engine hours, Runtime cycles, Calendar
• How many distinct PM schedules do you need (for example by VIN prefix, vehicle type, or body configuration)? Options: 1-5, 6-20, 21-100, More than 100
• Who on your team will be the owner for PM rule changes and approval of schedule exceptions? Options: Maintenance Manager, Shop Supervisor, Fleet Director, Other
• What are the allowable PM tolerance windows you accept before classifying a PM as overdue (e.g., 500 miles, 50 engine hours)? Options: Fixed miles/hours (specify), Percentage of interval (specify), No tolerance / strict
• When should the system auto-create a PM work order relative to the trigger (for example 500 miles before due, at due, on next shop arrival)? Options: X miles/hours before due, At due, On next garage entry, Manual generation only
• Where are the step-by-step PM procedures and flat-rate labor times currently stored for technicians (shop binder, spreadsheet, ERP, paper job cards)? Options: Shop binder/manual, Spreadsheet, ERP/CMMS, Paper job cards, Other

Integrate Telematics Mileage Feed

• Which telematics endpoints do you plan to connect for odometer and engine-hour feeds (vehicle OEM telematics, third-party telematics provider, on-board gateway)? Options: OEM telematics, Third-party telematics provider, On-board gateway / BLE device, Multiple providers
• How frequently do you need mileage and engine-hour data to sync for PM purposes (real-time, hourly, daily, on ignition off)? Options: Real-time / near real-time, Hourly, Daily, On ignition off / trip end
• Who in your IT or telematics group will provide API credentials and manage endpoint access for the integration? Options: IT Manager, Telematics Admin, Fleet Operations, External integrator
• What field mappings must be included for each telematics record (VIN, UTC timestamp, odometer reading, engine hours, GPS coordinate)?
• What evidence will validate the telematics mileage feed accuracy, for example hourly odometer sync with less than 1% mismatch versus vehicle odometer across the first 30 days?
• Specify any data retention or privacy constraints for telematics trip and odometer data (retain raw feed for X days, redact GPS for driver privacy). Options: 30 days, 90 days, 1 year, Custom retention policy

Deploy Mobile Technician App

• Which mobile operating systems and device types do your technicians use in the field (Android phones, Android tablets, iOS phones, iOS tablets)? Options: Android phones, Android tablets, iOS phones, iOS tablets
• How many technician seats need provisioning and what concurrent-device limits apply per technician? Options: 1-10, 11-50, 51-200, 200+
• Who will be the training owner for mobile app adoption and what is your preferred roll-out model (train-the-trainer, on-site sessions, remote sessions)? Options: Train-the-trainer, On-site sessions, Remote live sessions, Self-paced materials
• Describe the most common mobile workflows technicians must run: digital inspections, photo capture for faults, parts pick lists, and mobile sign-off for completed jobs.
• When do you require offline mobile capabilities (rural routes, low-connectivity shops) and what sync behavior is required once online? Options: Full offline with conflict resolution, Limited offline (read-only), Online only
• Specify any mobile provisioning constraints such as MDM enrollment, corporate device policies, or PIN/biometric requirements. Options: Mobile device management required, MDM optional, No MDM

Setup Work Order Management

• Which types of work orders must be supported at go-live (PM, repair, inspection, recall, warranty jobs)? Options: Preventive maintenance (PM), Repair, Inspection, Recall, Warranty
• How many custom work order fields do you anticipate needing (for example customer job reference, PO number, charge code)? Options: None, 1-5, 6-15, More than 15
• Who approves labor and parts for beyond-scope repairs and what approval thresholds should be configured by dollar amount or labor hours? Options: Supervisor approval required, Manager approval at threshold, Auto-approve under threshold
• What external documents must attach to work orders at completion (signed job card, inspection checklist, photos, electronic signature)? Options: Signed job card, Inspection checklist, Photos, E-signature, Other
• How will you handle parts reservations on scheduled PM work orders versus on-demand repair orders to avoid double-booking SKUs? Options: Reserve at creation, Reserve at technician dispatch, No reservations
• Specify required SLA rules for work order response and resolution by priority level (for example respond within 4 hours for critical roadside events).

Import and Configure Parts Inventory

• How many distinct SKUs and parts master records must be imported initially, and across how many shop locations? Options: Less than 1,000, 1,000-10,000, 10,001-50,000, More than 50,000
• Which part identifiers are authoritative in your system today (manufacturer part number, internal SKU, UPC, vendor part number)? Options: Manufacturer part number, Internal SKU, UPC, Vendor part number
• Who will provide the canonical parts price and cost data feed (parts vendor, distributor file, internal purchasing system)? Options: Vendor/distributor file, Internal purchasing system, Manual price list
• What defines done for the parts inventory import, for example SKUs matched for 95% of active parts and on-hand quantities reconciled for all shop locations?
• Are there parts that must be blocked from automated reorder or that require vendor pre-approval before purchase? Options: Yes, list those SKUs, No
• Specify the cost basis to use for inventory valuation and cost-per-mile (average cost, last cost, standard cost, landed cost). Options: Average cost, Last cost, Standard cost, Landed cost

Establish Parts Reorder Rules and Alerts

• Which reorder strategy do you prefer per SKU: min/max by shop, centralized reorder, kanban-style bin triggers, or vendor-managed inventory? Options: Min/Max by shop, Centralized reorder, Kanban/bin level, Vendor-managed inventory
• How do you want safety stock calculated for critical parts (fixed days of supply, usage-based forecast, manual override)? Options: Usage-based forecast, Fixed days of supply, Manual override
• Who will receive reorder alerts and what channels do you prefer (email, mobile push, ERP PO creation)? Options: Email, Mobile push, ERP PO integration, Dashboard only
• What lead-time and supplier reliability thresholds should adjust reorder points automatically? Options: Lead-time in days, Supplier on-time %, Both
• Describe any lot or serial tracking requirements for parts used in warranty or recall campaigns.
• Specify escalation rules when stock falls below critical level at a given shop (auto-transfer requests, emergency purchase, backorder notification). Options: Auto-transfer, Emergency purchase, Backorder notification, Manual review

Vendor and Outsourced Shop Management

• How many external shops and vendor contracts must be modeled and managed in the system at launch? Options: 1-10, 11-50, 51-200, 200+
• Who manages vendor onboarding and what documents do you require up front (W9, SLAs, insurance certificate)? Options: W9, SLA, Insurance certificate, Other
• What vendor billing terms and invoice matching rules are in place (net 30, three-way match, PO required)? Options: Net 30, PO required, Three-way match, Other
• Identify which workflows require routing to external shops versus in-house shops for specific repair codes or vehicle classes.
• Specify SLAs you require from outsourced shops such as turnaround time, workmanship warranty period, or parts sourcing guarantees.
• Are there preferred vendor price lists or rate sheets to import for labor and parts at go-live? Options: Yes, import rate sheets, No, manual entry

Warranty Claim Tracking and Recovery

• Which warranty providers and coverage types must be tracked (OEM warranty, extended warranty, parts manufacturer warranty)? Options: OEM warranty, Extended warranty, Parts manufacturer warranty, Other
• Who owns warranty claim submission and which documents are required (repair order, failure photos, OEM claim code)? Options: Warranty coordinator, Shop supervisor, Technician
• What is your typical warranty recovery target as a percentage of eligible repair cost? Options: No target, Up to 25%, 25-50%, More than 50%
• Describe the data points needed on a warranty claim export to the warranty portal (VIN, repair code, labor hours, parts used, invoice amount).
• Are there specific warranty claim timelines we must enforce for submission to avoid rejection (for example, within 30 days of repair)? Options: Within 7 days, Within 30 days, Within 90 days, Custom
• Specify integration needs for warranty remittance tracking (automated claim status, reimbursement ledger, offset against invoices).

DOT Inspection and DVIR Tracking

• How many annual DOT inspections and driver vehicle inspection reports (DVIRs) do you track and at how many terminals? Options: Less than 100, 100-1,000, 1,001-5,000, More than 5,000
• Which DOT forms and regulatory checklists must be digitized and stored with each vehicle record (annual inspection, driver pre-trip, tractor-trailer specific forms)?
• Who on your operations team is the compliance owner for DOT records and what retention period do you require for inspection documents? Options: Compliance Manager, Safety Manager, Fleet Director
• What acceptance criteria will confirm DVIR workflow readiness for go-live (for instance ability to capture signed driver acknowledgement and attach photos at point of inspection)?
• Describe how out-of-service conditions should route work orders and notify dispatch and safety teams.
• Are there state-specific DOT rules or special vehicle classes (hazmat, passenger carrier) that require custom inspection logic? Options: Yes, list states/classes, No

Tire Lifecycle and Management

• Which tire metrics do you track for each axle (tread depth, age in months, DOT serial, retread status)? Options: Tread depth, Age in months, DOT serial, Retread status
• How many tire assets will be onboarded and do you need serial/lot-level traceability for warranty or recall support? Options: Less than 1,000, 1,000-10,000, More than 10,000
• Who authorizes tire retirements and what tread-depth or age thresholds should auto-suggest replacement in the system? Options: Shop Supervisor, Fleet Director, Automated threshold
• Describe required integrations with tire vendors or retread providers for live pricing and remanufacture tracking.
• When a tire is remounted or rotated, what documentation and photo evidence do you require attached to the work order? Options: Photo evidence, Mount/rotate form, Serial capture, Other
• Specify any analytics you need at go-live such as cost per mile by tire model or average miles to retirement by axle position.

• Subscription Agreement / Order Form
• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Service Level Agreement (SLA)
• Data Processing Agreement (DPA)
• Integration & Acceptance Annex
• Deployment Timeline & Owner Roster
• Change Order Agreement

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate Review (around day 90)
• Ongoing Quarterly Performance Review

• Publish the quarter performance summary and schedule the next quarterly review date.
• Produce a documented pass or fail result for each numeric acceptance criterion recorded in Solution Scope.
• For any failed criteria, agree remediation actions with owners and fixed completion dates that will be tracked in the ongoing cadence.
• Capture the formal acceptance decision as either signed acceptance by the named buyer signatory or a documented owner decision for self-serve deals.
• Publish an acceptance record showing pass/fail status, evidence links, and any remediation items with owners and due dates.
• If remediation items exist, schedule a retest or verification checkpoint and define the required evidence for closure.
• Ensure all acceptance evidence is archived in the shared project workspace for auditability.
• Trend review for key outcome metrics
• Confirm whether maintenance cost per mile and PM completion rate are stable or improving and identify any required operational shifts.
• Close or reassign persistent blockers and reduce the count of high-priority open incidents in the shared channel.
• Agree the quarter's prioritized enhancement items and schedule follow-up actions for implementation or evaluation.
• Create or update enhancement requests in the shared channel with acceptance criteria and business impact statements.
• Assign remediation tasks for persistent incidents with target completion dates and verification criteria.
• Reconfirm success criteria and owners
• Confirm integrations and data feeds required for PM triggers are live or have a documented plan to be fixed within the short-term remediation window.
• Produce a prioritized list of open issues with owners and resolution dates for the next 30 days.
• Verify initial user access and basic mobile app functionality for the active technician group.
• Resolve high-severity integration errors or escalate to engineering with a target resolution date.
• Publish a short adoption checklist for technicians and shop supervisors to close immediate training gaps.
• Deliver a one-page status summary of data feed health and open issues before the first measurement meeting.
• Present first-data snapshot for target metrics
• Determine whether PM completion rate within scheduled mileage windows and maintenance cost per mile are trending toward the Solution Scope targets or require remediation.
• Assign corrective actions for each identified root cause, with owners and clear completion dates before the acceptance gate.
• Confirm the list of evidence that will be presented at the acceptance gate meeting.
• Deliver a remediation plan for telematics or data feed gaps, including expected data backfill or correction steps.
• Run targeted technician refresher training on mobile work order flows and report completion rates after training.
• Provide a parts inventory reconciliation for SKUs with the highest stockout impact within two weeks.
• Restate acceptance criteria and numeric targets
• Deployment and integration validation
• Present outcome data against each acceptance criterion
• Open issues and incident log
• Root-cause diagnosis for metric gaps
• Enhancement requests and backlog prioritization
• Agree corrective actions with owners and dates
• Early adoption signals and usage patterns
• Document pass/fail per criterion and remediation plan
• Confirm timeline to Acceptance Gate
• Formal acceptance decision and next steps
• Operational commitments and next steps
• Blockers and open issues triage
• Immediate remediation actions and short-term plan