Fleet profile and operational fit

• Roughly how many vehicles are in scope for this project? Options: 1-19 (below typical minimum), 20-99, 100-499, 500-1,999, 2,000+ (above typical range)
• Which operating territories will most vehicles primarily operate in? Select all that apply. Options: Urban / metro, Interstate long-haul, Rural / remote, Regional routes within a single state, Cross-border (Canada or Mexico), Mixed
• Which regulatory requirements apply to this fleet? Select all that apply. Options: ELD for hours-of-service (required in inspections), State-specific reporting or permits, Hazmat endorsement or HAZMAT routes, IFTA / fuel-tax reporting, Other, please describe in the comments field, None of the above
• Which integrations are essential for success? Select all that apply. Options: Dispatch / TMS, Routing and scheduling, Payroll / timekeeping, Maintenance / CMMS, Custom API or ERP integration, No integrations required
• Are there driver or dispatcher constraints we should plan around? Select all that apply. Options: Drivers do not carry smartphones, Install access windows are limited, Union or work-rule constraints, Drivers or dispatchers prefer non-English language, High driver turnover, No significant constraints
• What one or two metrics will determine whether a rollout is successful? (e.g., % fuel reduction, HOS compliance rate, on-time delivery)

Budget

• Is there an allocated budget range for hardware and monthly services we should use for sizing? Options: Less than $25 per vehicle per month, $25–$50 per vehicle per month, $51–$100 per vehicle per month, More than $100 per vehicle per month, We have a total or annual budget instead, will describe, Undecided

Decision-makers

• Who is the primary decision-maker for this purchase, and who else will influence or sign off? Please list roles, not names.

Timeline

• What is your target timeline for a pilot or production rollout? Options: Within 4 weeks, 1–3 months, 3–6 months, 6–12 months, No set timeline, exploratory

Getting Oriented: Fleet at a Glance

• Tell me the number of active vehicles in your fleet and the three most common vehicle types Options: 1-49 vehicles, 50-199 vehicles, 200-999 vehicles, 1,000+ vehicles
• How many drivers and dispatchers are in scope for a typical rollout window Options: Fewer than 25, 25–100, 101–500, 500+
• Which operating territories or lanes account for the majority of your miles Options: Urban local routes, Regional routes (under 300 miles), Long haul interstate, Rural/remote regions, Mixed
• On average, how many miles does a typical vehicle do each week Options: Under 500, 500–1,000, 1,000–2,000, Over 2,000
• Describe your current hardware posture, plug-in, hardwired, or no hardware yet Options: Plug-in OBD-II devices, Hardwired units, Mixed fleet, No hardware deployed
• Who on your team is the day-to-day owner for fleet telematics and compliance Options: Fleet manager, Safety director, Operations manager, IT lead, Other

Where Compliance and Inspections Hurt Most

• When a roadside inspection or ELD exception goes poorly, what downstream cost or operational pain follows for you Options: Fines or penalties, Vehicle downtime, Driver time loss, Dispatch disruption, Other
• Walk me through the most recent compliance incident, starting with how it began and how it was resolved
• How often do false positive ELD or driver behavior alerts trigger unnecessary stops or follow-ups Options: Weekly, Monthly, Quarterly, Rarely
• What single compliance or roadside failure would make you halt a wider rollout immediately
• Point to the compliance tasks that create the most manual work today, for example hours of service, DVIR, or IFTA Options: Hours of service, DVIR, IFTA reporting, License/permits, Other

Driver and Dispatcher Reality Check

• Walk me through a recent shift where the driver app or dispatcher workflow failed, what happened and who scrambled to fix it
• What proportion of drivers actively use the mobile app daily versus those who avoid it Options: Under 25%, 25–50%, 51–80%, Over 80%
• Who currently delivers training to drivers and dispatchers when a new feature is rolled out Options: In-house trainer, Operations lead, Third-party trainer, Vendor support, No formal training
• List the incentives, coaching, or enforcement steps you have tried to improve driver adoption, and which moved the needle Options: Monetary bonus, Performance coaching, Progressive discipline, Gamification/leaderboards, No incentive used
• If driver acceptance remained below 60 percent during a pilot, what is the single action you would take next Options: Halt rollout, Increase training, Change device or app, Add incentives, Reassess pilot design

Accuracy and Coverage: Where Your Fleet Actually Runs

• How often do GPS inaccuracies or cellular gaps cause missed ETAs, reroutes, or billing disputes for you Options: Daily, Weekly, Monthly, Rarely
• Identify the specific low-coverage zones or critical routes you operate in and estimate monthly miles in each
• Do you require satellite connectivity for any routes, such as remote job sites or timber/utility work Options: Yes, required for some routes, Preferred but not required, No
• What location accuracy in meters do you need to avoid operational exceptions like missed pickups or geofence errors Options: Under 3 meters, 3–10 meters, 10–25 meters, Over 25 meters
• If location accuracy cannot meet your threshold in pilot regions, would you stop the project or narrow the scope Options: Stop the project, Narrow the scope, Proceed with caveats, Unsure

Integration and Data Handoff, the Parts That Break Things

• Name the downstream systems that typically fail when telematics data is late or malformed Options: Dispatch/routing, Payroll, Maintenance/CMMS, Fuel/IFTA systems, BI/reporting
• Do your dispatch, routing, payroll, and maintenance platforms have accessible APIs and who can provide credentials Options: Yes, APIs available and we can provide credentials, APIs exist but require vendor approval, No APIs available, Unsure
• Who on your side owns integrations and can commit to testing windows and API access Options: IT/Engineering, Operations/Dispatch, Third-party integrator, No clear owner
• How many days does your team typically need to provision API credentials and complete a basic integration test Options: Under 7 days, 7–21 days, 22–60 days, Over 60 days
• If an integration required custom middleware built by your team, would that stop the project or extend the timeline Options: Stop project, Extend timeline, We would outsource middleware, Unsure

Cost and Commercial Triggers Finance Will Watch

• Which single cost item, hardware, installation, or recurring fee would make finance reject the project Options: Hardware cost, Installation labor, Monthly subscription, Connectivity fees, Integration/custom work
• List the maximum acceptable total cost per vehicle per month your team uses for budgeting Options: Under $15, $15–$30, $31–$50, Over $50
• How long of a payback horizon does procurement require for telematics investments Options: Under 6 months, 6–12 months, 12–24 months, Over 24 months
• If a 12-month projection demonstrated the expected operational savings, who would need to sign and in what timeline
• Identify the budget holder or committee that must approve any annual subscription above your current threshold Options: Operations, Fleet/safety, IT, Finance/CFO, Procurement/committee

Competitive Landscape: The Other Paths You Could Take

• Name the vendor, incumbent, or internal option you are most likely to choose right now and why
• For each option you listed, what would have to be true about their solution for you to stay with it instead of switching
• Has anyone on your team proposed building this capability internally rather than buying Options: Yes, a full internal build, Yes, a partial build, No internal proposal, Unsure
• Which feature or guarantee from a competitor would compel you to choose them today Options: Lower price, Faster install, Better APIs, Stronger compliance certification, Better support SLA
• If your incumbent matched our pilot metrics at no extra cost, would you still switch and why or why not Options: Yes, switch, No, remain, Depends on contract terms, Unsure

Operational Readiness: What Could Stop Us Cold

• Where could a missing resource, approval, or physical constraint stop the project immediately
• Describe your vehicle access windows for installations and whether they vary by depot or customer site Options: Weekdays only, Night/weekend windows available, Variable by site, No guaranteed windows
• Who will be the named owners for rollout tasks such as scheduling installs, driver communication, and acceptance testing Options: Fleet manager, Operations manager, Safety director, IT lead, Third-party installer
• Do you have existing vendor or lease agreements that constrain third-party hardware or connectivity choices Options: Yes, hardware constraints, Yes, connectivity constraints, No constraints, Unsure
• If a required regulatory sign-off or legal review will take more than 30 days, does that stop the project or shift your timeline Options: Stop the project, Shift timeline, Proceed while sign-off is pending, Unsure

Pilot Design and Success Metrics, the Things That Prove Value

• If a 30-vehicle pilot proved a 10 percent fuel reduction or a 15 percent idling reduction, what would change internally
• Specify the three KPIs you will use to accept the pilot, including how each will be measured Options: Fuel consumption, Idle time, Compliance incidents, On-time performance, Maintenance fault reduction, Driver adoption
• Which sample size, pilot duration, and coverage do you consider necessary to trust results Options: 10–30 vehicles, 30 days, 30–100 vehicles, 60–90 days, 100+ vehicles, 90+ days, Unsure
• If the pilot meets the agreed metrics, who signs the final commercial agreement and what is your expected decision window Options: Operations signs within 7 days, Finance/CFO signs within 14 days, Procurement committee within 30 days, No single signer defined
• What operational acceptance criteria must be satisfied at the end of pilot installs, for example installation success rate, connectivity percentage, or driver app adoption Options: Installation success 95%+, Connectivity 99% uptime, Driver adoption 80%+, Integration OK with dispatch

Next Steps and Decision Risks

• What single scheduling or resourcing conflict would push your timeline beyond the next quarter Options: Driver availability, Depot access, IT bandwidth, Budget cycle, Regulatory review
• Which stakeholder objections tend to slow decisions in your organization and who must be brought into alignment early Options: Finance, IT/security, Operations/dispatch, Union/HR, Safety
• Describe the minimum evidence you need from a pilot to move to enterprise rollout
• If we agreed on a pilot scope today, what is the earliest realistic date you could start installations Options: Within 2 weeks, 2–4 weeks, 4–8 weeks, Over 8 weeks
• Finally, what outstanding question or internal unknown, if answered, would immediately accelerate your decision

• Solution Walkthrough - Live Experience

• Confirm the current state and its cost
• You confirm the demonstrated workflows eliminate the missed location updates and the dispatch reconciliation work described in Discovery.
• Provide representative route logs (GPX or telematics CSV) and one recent roadside inspection or HOS audit that we will replay for the seller-run accuracy and compliance test.
• You confirm the demonstrated ELD inspection workflow meets your audit and roadside requirements.
• Proof: GPS accuracy and coverage on your routes
• Seller to run a 72-hour replay using the provided route logs and deliver an accuracy comparison, coverage heat map, and one sample compliance report before the next meeting.
• You agree that the shown integration pattern would remove the manual steps currently causing billing or payroll discrepancies.
• Proof: ELD compliance and roadside inspection scenario
• Provide API documentation or sandbox credentials for the primary dispatch endpoint so the seller can deliver a mapped integration run and reconciliation sample.
• Proof: Integration and data reconciliation with dispatch
• Draft and agree on measurable acceptance criteria for accuracy, compliance, and integration latency that will be used for deployment sign-off.
• Validate what 'better' must look like for you

• Solution Walkthrough - Live Experience
• Solution Walkthrough Deck
• Solution Brief

• meeting
• slides
• document

• Supply plug-in and hardwired vehicle hardware
• On-vehicle hardware installation and hardwiring
• Activate cellular and satellite connectivity
• Enable real-time GPS tracking
• Stream engine diagnostics and DTC alerts
• Deploy ELD hours-of-service compliance
• Install driver mobile app and provision accounts
• Driver behavior monitoring and scoring
• Fuel consumption and idle analytics
• Maintenance fault alerting and preventive alerts
• Configure geofences and route replay
• Dispatch and routing API integration
• Enable DVIR and IFTA reporting
• Two-way messaging and driver notifications
• Firmware updates and remote device management

Supply plug-in and hardwired vehicle hardware

• Which vehicle diagnostic ports are present across your fleet that we will connect to (OBD-II, J1939/J1708, proprietary OEM port)? Options: OBD-II, J1939/J1708, Proprietary OEM port, Other — describe
• How many vehicles require plug-in adapters versus hardwired installations (provide counts by vehicle group or VIN ranges)? Options: All plug-in, All hardwired, Mixed — will provide counts
• Do you require tamper-evident seals, serial-numbered asset tagging, or immobilization sensors on installed hardware? Options: Tamper-evident seals, Asset tags/serial numbers, Immobilization sensors, None

On-vehicle hardware installation and hardwiring

• Who will perform installation labor at each terminal: your in-house technicians, our certified installers, or a nominated third-party? Options: Your in-house technicians, Our certified installers, Third-party installer (named later)
• What are the typical vehicle access windows per terminal for installations (days of week and time ranges)?
• Are there any known upfits, bulkheads, or vehicle modifications that prevent dash access or require custom wiring harnesses? Options: Yes, No
• Identify any activities that are explicitly out of scope for installation (for example vehicle mechanical repairs, custom cab fabrication, third-party post-install wiring changes).

Activate cellular and satellite connectivity

• Select your preferred connectivity model for devices: we provision SIMs and data plans, you provide a carrier plan, or hybrid. Options: We provision SIMs and data plans, You provide carrier/APN/SIM plan, Hybrid — discuss
• Specify the primary operating jurisdictions (states/provinces or GPS polygons) where cellular coverage must be validated.
• Will devices require satellite fallback for remote routes or is cellular-only acceptable? Options: Satellite fallback required, Cellular-only sufficient, Satellite primary required

Enable real-time GPS tracking

• What horizontal accuracy do you require for live tracking and geofence triggers (for example 3 m, 10 m, 30 m)? Options: <=3 meters, <=10 meters, <=30 meters, Other — specify
• Provide the acceptance evidence you will require to confirm GPS tracking meets that threshold (sample test routes, timed position CSV, required percent accuracy over X kilometers).
• Identify any specific yards, terminals, or urban routes where multipath or canopy issues have historically produced GPS errors.

Stream engine diagnostics and DTC alerts

• List the engine controller makes and models in your fleet and relevant model years so we can validate supported PIDs (for example engine family or ECM model).
• Do you require immediate push alerts for high-severity diagnostic trouble codes (DTCs) to maintenance on-call? Options: Yes, No
• How often should we poll for engine parameters and fuel metrics for each vehicle class (real-time bursts, every 10 seconds, every minute, per-trip summary)? Options: Real-time bursts, Every 10 seconds, Every minute, Per-trip summary

Deploy ELD hours-of-service compliance

• Confirm which regulatory regimes apply by operating region (FMCSA ELD, provincial hours rules, other) and the approximate percent of the fleet under each regime.
• Where should the ELD display or inspection-read device be mounted in the cab to satisfy roadside inspection visibility (dash bracket, tablet mount, driver phone)? Options: Dash bracket, Tablet mount, Driver phone, Other — describe
• List the acceptance evidence you expect for ELD readiness (for example successful HOS export, simulated roadside inspection pass, 30-day uptime threshold).

Install driver mobile app and provision accounts

• Which driver device policy will you use for the mobile app: company-managed devices only, BYOD with mobile device management, or a mixed policy? Options: Company-managed only, BYOD with MDM, Mixed policy
• Will you require single sign-on integration with your identity provider for driver app provisioning (SAML/OAuth) or local accounts? Options: SSO (SAML/OAuth) required, Local accounts only, Optional
• Describe the driver login verification method you will use (driver license number, employee ID, SMS OTP) and where those identifiers are stored.

Driver behavior monitoring and scoring

• Define the driver events and weightings you want in scoring (for example speeding weight, harsh braking threshold in G, idling penalty).
• Who in your operations organization will own coaching and score appeal workflows?
• Should driver scores be visible to drivers in the mobile app, restricted to managers, or configurable per driver group? Options: Visible to drivers, Manager-only, Configurable per group

Fuel consumption and idle analytics

• Select which fuel data sources you can provide at go-live: ECM fuel flow, CAN-derived fuel rate, or fuel card feeds. Options: ECM fuel flow, CAN-derived fuel rate, Fuel card feeds, No fuel feeds available
• Choose the reporting cadence and export formats you require for fuel and idle analytics (per-trip CSV, daily CSV, weekly PDF, API feed). Options: Per-trip CSV, Daily CSV, Weekly PDF, API feed
• Name the finance contact who will validate fuel tax reports and reconcile IFTA submissions.

Maintenance fault alerting and preventive alerts

• Specify the maintenance systems you need integration with for work-order creation (CMMS API endpoint, email-based ticketing, CSV drop folder). Options: CMMS API endpoint, Email ticketing, CSV drop folder, Other
• Within what SLA should critical maintenance alerts be acknowledged by your team (for example 15 minutes, 30 minutes, 1 hour)? Options: 15 minutes, 30 minutes, 1 hour, 4 hours
• Should predictive maintenance rules be enabled to flag vehicles approaching threshold mileage or engine hours? Options: Enable predictive rules, No — manual triage only, Pilot on subset first

Configure geofences and route replay

• Estimate the number of customer sites, yards, and route corridors to configure as geofences at go-live.
• Are there existing address lists or GIS files for geofence creation that we should import (shapefiles, KML, CSV of lat/long)? Options: Shapefile/KML, CSV lat/long, No files available
• Choose the historical retention window required for route replay and incident review (7 days, 30 days, 90 days). Options: 7 days, 30 days, 90 days, Other

Dispatch and routing API integration

• Provide the dispatch system integration details we will use for scope: endpoint URL, authentication method (API key/OAuth), and a sample payload schema.
• Indicate the acceptable sync latency between telematics events and the dispatch system for real-time routing (for example <5 seconds, <30 seconds, <1 minute). Options: <5 seconds, <30 seconds, <1 minute, <5 minutes
• Define the acceptance criteria for dispatch API integration (required payloads, test trips, maximum acceptable sync error rate).

Enable DVIR and IFTA reporting

• Confirm whether you need driver vehicle inspection reports (DVIR) digitized and stored per vehicle and whether integrated driver signatures are required. Options: DVIR with driver signatures, DVIR without signatures, No DVIR digitization
• Indicate whether IFTA fuel mileage reporting should be per-vehicle monthly reports or aggregated fleet submissions for your jurisdictions. Options: Per-vehicle monthly, Aggregated fleet submission, Other — describe

Two-way messaging and driver notifications

• Would you like two-way messaging between dispatchers and drivers inside the driver app, SMS fallback, or both? Options: In-app two-way messaging, SMS fallback, Both
• Detail the notification channels and priority levels for driver safety events and the desired escalation rules (push, SMS, email, priority tiers). Options: Push, SMS, Email, Other

Firmware updates and remote device management

• Describe your approval process for over-the-air firmware updates, including maintenance windows, phased rollout expectations, and rollback authority.
• State whether devices should auto-install firmware updates outside business hours, require manual approval per update, or use a phased rollout approach. Options: Auto-install outside business hours, Manual approval required, Phased rollout

• Order Form / Subscription Agreement
• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Service Level Agreement (SLA) — ELD & Connectivity
• Implementation Acceptance Agreement
• Data Processing Agreement (DPA)
• Change Order Agreement

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate — Outcomes Validation (around day 90)
• Quarterly Success Review (ongoing)

• Publish the quarterly success summary with KPI trends and the updated action tracker.
• Schedule targeted driver adoption sessions and distribute quick-start materials to drivers.
• Produce a short RCA (root cause analysis) packet for each unmet KPI and circulate before the acceptance gate.
• Restate Solution Scope acceptance criteria
• Acceptance decision is documented for each Solution Scope criterion, with pass/fail recorded.
• A remediation plan with owners and dates exists for any failed criteria, sufficient to close the acceptance loop.
• The incumbent system decommissioning or retention plan is confirmed and any data migration or archive tasks are scheduled or completed.
• Publish the formal acceptance decision and supporting evidence to the shared workspace.
• If incumbent is decommissioned, execute data archive/migration tasks and confirm read-only access configuration.
• Track remediation items in the shared backlog with owners and target resolution dates.
• KPI trend review
• Confirm continued attainment of vehicles online rate and incident resolution targets documented in the Solution Scope.
• Identify and commit to the top 3 backlog items for the next quarter with owners and delivery windows.
• Ensure any recurring compliance or integration issues have an agreed remediation path and owner.
• Assign owners and target delivery dates to the top 3 enhancement backlog items.
• Open technical detailed review for integrations if API uptime or error rate is below target.
• Re-confirm success criteria and owners
• Deployment completion and device reporting baseline are confirmed and documented.
• Top 3 deployment or adoption blockers are identified with owners and target resolution dates.
• Baseline adoption metrics are recorded for comparison at the First Measurement meeting.
• Publish the go-live health summary with device reporting stats and open-issue list.
• Create the incident backlog with owners and target resolution dates.
• Schedule the First Measurement Review within four to ten weeks.
• Present KPI results versus Solution Scope targets
• Confirm whether the vehicles online rate and HOS compliance pass rate are on track versus Solution Scope targets.
• Agree specific corrective actions for any KPI gaps and set a timeline to the Acceptance Gate meeting.
• Establish a short list of adoption interventions to improve driver and dispatcher usage rates.
• Replace or reconfigure devices for vehicles failing to report, and update the device status register.
• Present outcome data per criterion
• Incident and warranty ticket burn-down
• Deployment and connectivity validation
• Adoption and usage review
• Pass/fail determination and documented decision
• Early adoption signals
• Enhancement and backlog prioritization
• Connectivity and GPS accuracy exceptions
• Integration and API health
• Incumbent system wind-down confirmation
• Open issues triage
• Root cause diagnosis for gaps
• Agree corrective actions and timeline to acceptance gate
• Remediation plan for any failed criteria
• Compliance and roadside outcomes
• Agree immediate remediation actions