Start with the Fleet: Who and What We're Caring For

• How many vehicles and asset types are in your fleet today? Options: 1–20, 21–100, 101–500, 501–2,000, 2,001+
• Which vehicle and asset classes do you operate (select all that apply)? Options: Tractor-trailers, Straight trucks, Vans/delivery, Light-duty trucks, Heavy equipment, Trailers, Other
• Tell us how maintenance responsibility is split between in-house shops and third-party providers.
• What’s the typical daily mileage or engine-hour range for your core assets? Options: <50 miles / <2 hours, 50–200 miles / 2–8 hours, 200–500 miles / 8–16 hours, 500+ miles / 16+ hours, Highly variable
• Which systems currently feed into your maintenance process (pick all that apply)? Options: Telematics provider(s), Fuel card data, Accounting/ERP, Parts/inventory system, Technician mobile app, Manual spreadsheets/CSV, None

Are We Counting on Hunches Instead of Signals?

• How often do your PMs trigger based on calendar dates instead of actual mileage or engine hours? Options: Always (calendar-only), Mostly calendar, some mileage/hrs, About half/half, Mostly mileage/hrs, Always mileage/hrs
• Who or what typically initiates a scheduled PM today? Options: Maintenance scheduler/planner, Telematics alert, Technician inspection, Vendor/shop reminder, Spreadsheets/manual reminder, Other
• Share a concrete example of a missed PM that led to avoidable work or downtime—what went wrong?
• How reliable are the mileage/engine-hour feeds from your telematics provider(s)? Options: Real-time and reliable, Near real-time with occasional gaps, Intermittent/spotty, Batch/delayed (daily or worse), No telematics data
• If telematics gaps exist, which method do you rely on to estimate or capture usage? Options: Manual odometer entry, Driver logs/VIRs, Vendor reports, Averaged estimates, We don’t compensate for gaps

Where Does Breakage Drain Your Patience (and Budget)?

• Which failure type today creates the biggest cost or operational disruption for you? Options: Engine/powertrain, Transmission, Brakes, Tires, Electrical/controls, Axles/suspension, Trailer/body, Other
• How many unplanned roadside or shop-repair events do you average per month? Options: 0–5, 6–20, 21–50, 51–100, 100+
• When those events occur, how quickly are parts typically available to get the unit back in service? Options: Same day (<4 hours), Same day (4–24 hours), 1–3 days, 3–7 days, >7 days
• Describe a recent high-impact failure chain (failure → diagnosis → parts → vendor) and the parts of that sequence you’d change if you could.
• How do breakdowns most commonly affect your customer commitments or KPIs? Options: Missed deliveries, Late arrivals, Route reshuffles, Customer credits/refunds, Driver overtime, Reputational impact

Who Really Holds the Keys to Fixing This?

• If one role had to be fully aligned for a maintenance program to succeed, which role would you pick? Options: Fleet Director/VP, Maintenance Manager/Director, Operations/Dispatch, Finance, IT/Integrations, Third-party Vendor/Shop Lead, Safety/Compliance
• Which teams must be looped into daily maintenance workflows (check all that apply)? Options: Maintenance/Technicians, Operations/Dispatch, Fleet Management, Finance/Cost Control, Procurement/Parts, IT, Safety/Compliance, Vendors/3rd-party shops
• How are inventory purchases and parts sourcing decisions currently approved and tracked?
• Walk us through the typical timeline and approvers for replacing a vehicle versus authorizing a major repair.
• Who will be responsible for accepting project milestones and final acceptance criteria for a new maintenance platform? Options: Maintenance leadership, Operations leadership, Finance, IT/Integrations, Executive sponsor, Procurement

What Would a 'No Surprises' Month Actually Feel Like?

• If one monthly metric hit your target, your leadership would call the program a success—what metric is that? Options: PM compliance rate, Downtime reduction, Cost-per-mile, Open work order count, Inventory carry reduction, DOT/compliance score
• What target would you set for PM compliance to consider the program successful? Options: >=95%, 90–94%, 80–89%, 70–79%, <70%
• What percent reduction in breakdowns or roadside events would meaningfully change operations for you? Options: >=50%, 30–49%, 10–29%, No specific %—improve reliability, Unsure
• Which reports or dashboards would you need daily, weekly, and monthly to run the operation confidently? Options: PM compliance dashboard, Open work orders by severity, Cost-per-mile by vehicle/class, Parts inventory health, Telematics sync health, DOT inspection tracker, Warranty claims & recoveries
• How would you prefer critical alerts to be delivered to ensure quick action? Options: Technician mobile push, Email to maintenance manager, SMS to on-call staff, Dashboard notifications, Integration to dispatch/ERP, All of the above

What Are We Tolerating Because Change Seems Hard?

• What has been the single biggest reason your team has delayed replacing or upgrading maintenance systems? Options: Integration complexity, Unclear ROI, Training/change management, Parts/data clean-up, Vendor/shop resistance, No internal owner
• On a 1–5 scale, how painful are data migration and parts baseline efforts for your team? Options: 1 (no pain), 2, 3, 4, 5 (very painful)
• Which integrations will cause the most friction during onboarding (pick all that apply)? Options: Telematics vendors, Accounting/ERP, Fuel cards, Third-party shop portals, Parts suppliers, HR/Payroll, Other
• Describe your team's available time and device familiarity for technician training and go‑live support.
• When you’ve rolled out new processes before, what factors made adoption stick or fail?

How Will We Know We’ve Won?

• Which single measurable financial outcome would justify this investment to your leadership? Options: Reduce maintenance spend >=20%, Reduce spend 10–19%, Reduce spend 5–9%, Not percent-driven—justify via uptime/operational KPIs, Other
• List the KPIs you currently report to finance or leadership, how often they’re reported, and any pain points with accuracy.
• Who will own post‑integration data verification and what process would you expect them to follow?
• What freshness SLA do you require for telematics data to trust automated PM triggers? Options: Real-time (<1 min), Near real-time (1–15 min), Hourly, Daily, Daily summary only
• Would you be open to a short pilot to prove outcomes before committing to a full rollout? Options: Yes—small fleet pilot, Yes—limited-scope pilot (e.g., PMs only), Maybe—need more info, No

What Will Make You Say 'Go' This Quarter?

• What prerequisites must be checked off before you can commit to implementation this quarter? Options: Budget approval, Stakeholder sign-off, Successful pilot, SLA/agreement, Integration readiness, Data migration plan, Other
• Who needs to provide final approval and what timeline are they working to?
• Do you have preferred telematics or parts vendors we must prioritize for integrations?
• What rollout timeline feels realistic from kickoff to production for your organization? Options: <1 month, 1–3 months, 3–6 months, 6–12 months, Depends on pilot results
• Are there contractual, SLA, or security requirements we should be aware of up front?

Agreement on Next Steps: Who Does What, When?

• If we leave this conversation with one clear next step, what should it be? Options: Schedule technical scoping session, Define pilot scope, Provision data extract(s), Executive briefing to sponsors, Other
• Who will be our primary day-to-day contact and what’s their preferred contact method?
• Which of these data extracts or credentials can you provision in the next two weeks (select all that apply)? Options: Current vehicle list with VINs, Existing PM schedules, Open work orders, Parts inventory list, Telematics API credentials, Accounting/ERP chart of accounts
• What internal risks or blockers should we flag now to prevent surprises during discovery and deployment?
• Would you like us to prepare a tailored pilot proposal, and when would you need it? Options: Yes—within 1 week, Yes—2–3 weeks, Yes—1 month, Not at this time

• Current State & Consequence Alignment
• Future State & Success Criteria Workshop
• Telematics & PM Rule Scenario Workshop
• Technician Mobile Workflow & Work Order Validation
• Parts Controls, Inventory & Cost-per-Mile Validation

• Obtain explicit customer validation at each workflow step that it addresses the previously stated problem.
• Schedule the scenario walkthrough meetings using the selected vehicles' datasets.
• Data Mapping Verification
• Confirm telematics feed fields reliably support mileage/engine-hour PM triggers.
• Demonstrate that PMs automatically convert into scheduled work orders and alerts per agreed rules.
• Identify integration gaps or data-cleaning needs and assign remediation actions.
• Seller to ingest provided telematics sample into sandbox and configure PM rules for pilot vehicles.
• Customer telematics admin to verify device-vehicle mappings and correct any mismatches.
• Document any feed transformations or middleware requirements for production integration.
• Walkthrough of Technician Journey
• Validate the mobile workflow captures necessary inspection, labor and parts data for accurate cost-per-mile.
• Confirm offline, vendor, and DOT workflows meet operational needs.
• Introductions & Objectives
• Assign pilot technicians and schedule live field tests for the selected vehicles within the pilot window.
• Seller to configure mobile forms and required fields per customer compliance needs.
• Customer to provide a list of third-party shops and vendor contacts that will participate in the vendor workflow test.
• Baseline Parts & Reorder Rules
• Confirm inventory rules and reorder logic that will reduce stockouts and lower holding costs.
• Demonstrate that parts/vendor/warranty flows correctly adjust cost-per-mile for scenario vehicles.
• Agree on an inventory reconciliation and cycle-count plan for the pilot.
• Seller to import the customer's parts baseline into the sandbox and configure recommended reorder points.
• Customer to approve initial parts baseline adjustments or provide additional part usage history.
• Run pilot cost-per-mile report after first set of field tests and schedule a review meeting to examine deltas.
• Agree a single-sentence current state that everyone endorses.
• Quantify the immediate and annualized consequences (dollars, hours, risk) tied to the current state.
• Identify and commit 3–5 real vehicles and the exact data feeds to be used in scenario validation.
• Clarify owners and delivery dates for all required data extracts.
• Customer to deliver telematics feed sample, recent WOs, and parts usage CSV for selected vehicles within 5 business days.
• Seller to draft the single-sentence current state and preliminary consequence calc template and share before next meeting.
• Assign a single point of contact in ops/maintenance for data clarification.
• Recap Current State & Consequence
• Agree a concise future-state sentence that describes improved operational outcomes.
• Set measurable targets (KPIs) and explicit acceptance criteria for the Solution Experience.
• Establish constraints, timeline for validation, and decision-makers for sign-off.
• Customer to confirm target KPI thresholds (PM compliance %, downtime reduction %, cost-per-mile target) within 3 business days.
• Seller to map product capabilities to each acceptance criterion and prepare a validation checklist for scenario sessions.
• One-sentence Current State
• Parts Consumption in Scenario
• Live Data Capture Simulation
• Live PM Trigger Walkthrough
• Draft Future State Statement
• Edge Case Handling
• Offline & Third-Party Shop Scenarios
• Vendor & Warranty Workflow
• Define Success Metrics
• Consequence Quantification
• Cost-per-Mile Report Run
• Failure Modes & Stakeholders
• Notification & Escalation Flow
• Agree Acceptance Criteria for Scenarios
• DOT & Compliance Checkpoints
• Select Scenario Vehicles & Data Sources
• Operational Constraints & Timeline
• Validation Against Acceptance Criteria
• Inventory Exception & Cycle Count Plan
• Force Validation Questions
• Decision & Sign-off Plan
• Next Steps & Data Requests

• Deploy Mobile Technician App
• Configure PM Triggers (mileage, engine-hours, calendar)
• Enable Automated PM Reminders and Alerts
• Implement Telematics Mileage and Hours Integration
• Activate Work Order Creation and Labor Tracking
• Set Up Parts Inventory with Reorder Alerts
• Enable Parts Kitting for Preventive Maintenance
• Launch Vendor Portal for Outsourced Repairs
• Process and Track Warranty Claims
• Enable DOT Inspection and DVIR Logging
• Deploy Cost-per-Mile and Lifecycle Dashboards
• Integrate Fuel Cards for Fuel Cost Attribution
• Activate Flat-Rate Labor Guides and Time Capture
• Tire Management and Tire Lifecycle Tracking

Deploy Mobile Technician App

• Do you require a mobile app for field and shop technicians? Options: Yes, No
• How many technicians will need the mobile app initially and at scale? Options: 1-10, 11-50, 51-200, 201+
• Which mobile platforms must be supported? Options: iOS, Android, Both, Other
• Which technician workflows must be available in the app (inspection, create/close WO, parts lookup, photos, signatures)?
• Do technicians need offline capability with background sync when connectivity returns? Options: Yes, No
• What authentication and provisioning model do you prefer for technicians (SSO, email/password, device provisioning)? Options: Single Sign-On (SAML/OAuth), Email/Password, SSO + MFA, Device provisioning, Other

Configure PM Triggers (mileage, engine-hours, calendar)

• Do you want PMs triggered by mileage, engine hours, calendar, or a combination? Options: Yes - mileage, Yes - engine hours, Yes - calendar, Combination, No / not required
• At what asset granularity should PM triggers apply (per-vehicle, asset-class, OEM model, custom groups)? Options: Per-vehicle, Asset-class, OEM model, Custom groups
• Which data source will be the primary source for odometer and engine hours? Options: Telematics feed, Technician manual entry, Periodic CSV upload, Other
• How do you want to handle deviation windows and buffer thresholds around triggers (e.g., warn 500 miles early)? Options: Fixed buffer (miles/hours), Percentage buffer, Notify only when overdue, Custom rules
• Do you want PM triggers to auto-generate work orders or only create reminders? Options: Auto-generate work orders, Create reminders only, Configurable per PM type
• Please list any OEM-specific PM requirements or vendor schedules that must be modeled.

Enable Automated PM Reminders and Alerts

• Do you want automated reminders and alerts for upcoming or overdue PMs? Options: Yes, No
• Which delivery channels should be used for PM reminders (email, SMS, in-app, telematics/vehicle alerts)? Options: Email, SMS, In-app push, Telematics/vehicle message, Other
• Who should receive PM alerts by default (technician, shop supervisor, fleet manager, vendor)? Options: Technician, Shop Supervisor, Fleet Manager, Vendor/3rd-party
• Do you require escalation rules for unacknowledged or overdue PM alerts? Options: Yes, No
• What lead times and frequency do you expect for reminders (e.g., 7 days before, daily until completed)?
• Are there blackout periods or suppression rules (e.g., do not alert during peak operations)? Options: Yes, No

Implement Telematics Mileage and Hours Integration

• Do you plan to integrate one or more telematics providers for odometer/engine-hour feeds? Options: Yes, No
• Which telematics systems do you currently use or plan to use? Options: Samsara, Geotab, Verizon Connect, Teletrac Navman, Custom/Other
• Which telematics data fields are required for the platform (odometer, engine hours, location, idling, fault codes)? Options: Odometer, Engine Hours, Location, Idle Time, Fault Codes, Other
• What sync frequency do you require from telematics (real-time, near-real-time, hourly, daily)? Options: Real-time, Near-real-time (minutes), Hourly, Daily
• How are telematics assets mapped to your fleet assets today (VIN, unit number, plate)? Options: VIN, Unit number, License plate, Other
• Describe common data quality issues you anticipate (missing odometer, duplicate units, timezone mismatches).

Activate Work Order Creation and Labor Tracking

• Should work orders be created automatically from PMs, telematics events, or created manually only? Options: Auto from PMs, Auto from telematics events, Manual only, Combination
• Which work order types need to be supported (PM, Repair, Inspection, Warranty, Accident)? Options: Preventive Maintenance (PM), Repair, Inspection, Warranty, Accident/Incident
• What labor tracking granularity do you require (clock-in/out, per-task time, fixed flat-rate, mobile time entry)? Options: Clock-in/clock-out, Task-level time, Flat-rate only, Mobile time entry, None
• Do you need approval or multi-step workflows for work order completion and cost posting? Options: Yes, No
• What required fields and attachments should a work order capture (failure code, hours, parts used, photos, signatures)?
• Should labor and part costs flow to accounting/payroll systems? If yes, which systems? Options: Yes, No

Set Up Parts Inventory with Reorder Alerts

• Do you want the platform to manage parts inventory and locations? Options: Yes, No
• How many inventory locations will you track (single shop, multiple shops, central warehouse, mobile stock)? Options: Single shop, Multiple shops, Central warehouse + shops, Mobile stock/vehicles
• Which reorder policies should be supported (min/max, reorder point, usage-driven, time-based review)? Options: Min/Max, Reorder point, Usage-driven (turns), Time-based review, Manual
• What procurement flow do you use for replenishment (auto-create PO, manual PO, vendor dropship, consignment)? Options: Auto-create PO, Manual PO, Vendor dropship, Consignment, Kanban
• Do you require barcode or RFID scanning for parts picking and cycle counts? Options: Yes, No
• Describe any part numbering or SKU conventions and whether vendor SKUs should be maintained.

Enable Parts Kitting for Preventive Maintenance

• Should parts kitting be used for all PMs, selected PMs, or only for critical jobs? Options: All PMs, Selected PMs, Critical jobs only, Not required
• Who will prepare and own kits (parts team, technician, vendor, third-party)? Options: In-house parts team, Technician, Vendor/3rd-party, Other
• Should kitting reserve inventory quantities and create pick lists automatically? Options: Yes - reserve and pick lists, Yes - reserve only, No - manual
• Do you require kit-level tracking (kit assembled, issued, returned) and barcode support? Options: Yes, No
• What acceptance criteria define a successful kit process (accuracy threshold, assembly time, kit completeness)?
• Are there seasonal or campaign-based PM kits that need bulk creation or templating? Options: Yes, No

Launch Vendor Portal for Outsourced Repairs

• Do you plan to use a vendor portal for outsourced shops and service providers? Options: Yes, No
• Approximately how many external vendors/shops will need portal access? Options: 1-5, 6-20, 21-50, 50+
• What vendor actions should be allowed in the portal (receive WOs, update status, upload invoices, parts ordering)? Options: Receive/acknowledge WOs, Update status, Upload invoices, Order parts, Attach photos/reports
• What authentication method do you prefer for vendor access (portal accounts, API/EDI, email-based approvals)? Options: Portal accounts, API/EDI integration, Email-based approvals, Other
• Do you require SLA monitoring, vendor performance dashboards, or automated dispute workflows? Options: Yes, No
• What invoice reconciliation and payment integration is required (AP system, EDI, manual export)?

Process and Track Warranty Claims

• Do you need end-to-end warranty claim processing and tracking in the platform? Options: Yes, No
• Which types of warranties must be supported (OEM, extended, vendor-supplied, third-party)? Options: OEM, Extended, Vendor-supplied, Third-party
• What documentation is required for claims (photos, failure codes, repair history, purchase invoices)?
• Should the system auto-identify warranty-eligible parts and flag claims for approval? Options: Yes, No
• Do you require integration with OEM/vendor portals or ability to submit claims via API? Options: Yes, No
• Please estimate monthly warranty claim volume and typical claim turnaround expectation. Options: Low (1-10), Medium (11-50), High (51+)

Enable DOT Inspection and DVIR Logging

• Do you require electronic DOT inspection and DVIR logging? Options: Yes, No
• Which inspection forms and logs are required (DVIR, pre-trip, post-trip, annual DOT)? Options: DVIR, Pre-trip, Post-trip, Annual DOT, Custom forms
• Do drivers need to capture signatures, photos, and mechanic verification within inspections? Options: Yes - signatures and photos, Yes - signatures only, No
• What retention and reporting windows are required for compliance records? Options: 1 year, 3 years, 5 years, Custom
• Should DVIR results auto-create corrective work orders and notify supervisors? Options: Yes, No
• Do you need integration with state/federal compliance systems or export formats? Options: Yes, No

• Non-Disclosure Agreement (NDA)
• Master Services Agreement (MSA)
• Commercial Proposal & Pricing Schedule
• Statement of Work (SOW)
• Service Level Agreement (SLA)
• Data Processing Agreement (DPA)
• Integration & Telematics Onboarding Addendum
• Implementation & Deployment Plan
• Acceptance Criteria & Go‑Live Approval
• Change Order / Scope Amendment
• Approval Matrix & Stakeholder Sign-Off
• Hardware & Third-Party Purchase Order (if applicable)

• Success Validation Workshop — Outcomes, Acceptance, and Sign-off
• PM Compliance Deep-Dive
• Cost-per-Mile & Breakdown Driver Analysis
• Continuous Improvement & Shared Channel Governance

• Compile and share a Lessons Learned document from deployment and early validation activities.
• Agree on a prioritized remediation plan with owners and success metrics.
• IT/Telematics team to deliver a 14-day telemetry feed health report and mapping table.
• Operations to provide sample closed work orders and mobile activity logs for 20 representative vehicles.
• Product team to implement agreed PM trigger rule adjustments and document changes.
• Schedule a 30-day compliance check to measure improvement against target.
• One-sentence Future State for Cost Visibility
• Validate the accuracy of the cost-per-mile metric and its data sources.
• Identify top cost drivers and a shortlist of prioritized cost-reduction initiatives with estimated impact.
• Assign owners to deeper audits or pilots for the highest-impact opportunities.
• Finance to confirm the accounting mappings and any adjustments needed for accurate cost attribution.
• Ops to approve the list of top 10 high-cost units to be investigated for repair strategy or retirement.
• Product to deliver a short report modeling projected savings for the top 3 cost levers.
• Purpose of Shared Channel and Expected Outcomes
• Create a shared communication channel with clear access and naming conventions.
• Agree an SLA-backed triage and escalation process for issues affecting success signals.
• Define an enhancement intake and prioritization workflow to capture continuous improvement ideas.
• Set the recurring meeting cadence and owners for ongoing success monitoring.
• Create the shared channel, add stakeholders, and post a pinned triage & SLA summary.
• Product operations to publish the enhancement request template and scoring rubric.
• Schedule the recurring success check-in cadence and invite core stakeholders.
• One-sentence Current State Confirmation
• Confirm whether success signals are met and obtain formal acceptance or an agreed remediation plan.
• Ensure the current state and consequence are explicitly documented and shared.
• Identify root causes for any failures and assign owners with deadlines for corrective actions.
• Define clear verification steps and timing for re-validation after remediation.
• Export and share the baseline and current metrics report (PM compliance, breakdowns, cost-per-mile) with timestamps and data sources.
• Customer to confirm one-sentence current state and list of affected vehicle groups for targeted remediation.
• Assign remediation owners for each identified gap with agreed due dates and verification criteria.
• Schedule follow-up validation meeting (2-6 weeks depending on remediation complexity).
• Pre-work Review & Data Readiness Check
• Validate telemetry and mobile data sources that drive PM scheduling and confirm data fidelity.
• Identify adoption or process barriers preventing PM completion and assign fixes.
• Consequence Recap (Cost / Risk / Ops Impact)
• Channel Type, Access, and Naming Conventions
• Cost-per-Mile Calculation Walkthrough
• One-sentence Current PM State
• Breakdown Trend Analysis
• Telematics Feed and Trigger Audit
• Baseline vs Current Metrics Review
• Issue Triage and SLA Matrix
• Proof-by-Example: Live Data Walkthrough
• High-Cost Unit Identification and Root Drivers
• Enhancement Intake and Prioritization Process
• Mobile Workflow & Technician Behavior Review
• Gap Analysis and Root Cause Assignment
• Cost Reduction Opportunities & Financial Impact
• Cadence for Success Check-ins and Retrospectives
• Exception Handling & Escalation Paths
• Remediation Plan and Quick Wins
• Documenting Learnings and Handover
• Validation & Next Steps
• Acceptance Criteria & Decision
• Next Steps, Owners, and Immediate Action Items