ASTM E2962-14(2020)

Standard Guide for Fleet Management

SIGNIFICANCE AND USE
5.1 This guide promotes the considerations that may be applied to the management of fleet assets as a business process of the entity.  
5.2 The central objective of this guide is to ensure that fleet assets are managed in a manner best suited to the entity taking into account the needs and mission of the entity and the respective capabilities of the assets.  
5.3 Measuring and managing the effectiveness of a fleet program will result in improved accountability and enhanced operational performance. Accountability will be evident through standard performance measures such as cost savings, increased asset utilization, extended asset life, and increased mission effectiveness.
SCOPE
1.1 This guide addresses considerations for effectively managing fleets of mobile assets.  
1.2 This guide primarily addresses fleets of non-tactical motor vehicles and aircraft but may also include other commodity groups such as waterborne vessels and specialized mobile assets.  
1.3 This guide does not override or increase requirements specific to governmental authorities. However, to the greatest extent practicable, the guidance in this guide should be considered by these entities where efficiencies may be gained.  
1.4 This standard does not purport to address all of the safety concerns, if any, associated with its use. It is the responsibility of the user of this standard to establish appropriate safety, health, and environmental practices and determine the applicability of regulatory limitations prior to use.  
1.5 This international standard was developed in accordance with internationally recognized principles on standardization established in the Decision on Principles for the Development of International Standards, Guides and Recommendations issued by the World Trade Organization Technical Barriers to Trade (TBT) Committee.

General Information

• Status: Published
• Publication Date: 30-Jun-2020
• ICS: 03.220.01 - Transport in general
• Technical Committee: E53 - Asset Management
• Drafting Committee: E53.08 - Management of Fleet Assets

Relations

• Replaces: ASTM E2962-14 - Standard Guide for Fleet Management
• Effective Date: 01-Jul-2020
• Refers: ASTM E2608-20 - Standard Practice for Equipment Control Matrix (ECM)
• Effective Date: 01-Jul-2020
• Refers: ASTM E2306-18 - Standard Guide for Disposal of Personal Property Assets
• Effective Date: 01-Jul-2018
• Refers: ASTM E2135-10a(2017) - Standard Terminology for Property and Asset Management
• Effective Date: 01-May-2017
• Refers: ASTM E2608-08(2014) - Standard Practice for Equipment Control Matrix (ECM)
• Effective Date: 01-Jun-2014
• Refers: ASTM E2306-13 - Standard Practice for Disposal of Personal Property
• Effective Date: 01-Mar-2013
• Refers: ASTM E2306-11 - Standard Practice for Disposal of Personal Property
• Effective Date: 01-May-2011
• Refers: ASTM E2135-10ae1 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Oct-2010
• Refers: ASTM E2135-10ae2 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Oct-2010
• Refers: ASTM E2135-10a - Standard Terminology for Property and Asset Management
• Effective Date: 15-Oct-2010
• Refers: ASTM E2135-10 - Standard Terminology for Property and Asset Management
• Effective Date: 01-Jul-2010
• Refers: ASTM E2608-08 - Standard Practice for Equipment Control Matrix (ECM)
• Effective Date: 15-Feb-2008
• Refers: ASTM E2135-07e1 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Jun-2007
• Refers: ASTM E2135-07 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Jun-2007
• Refers: ASTM E2135-06 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Feb-2006

Overview

ASTM E2962-14(2020), Standard Guide for Fleet Management, provides comprehensive guidance for organizations seeking to effectively manage fleets of mobile assets, including non-tactical motor vehicles, aircraft, waterborne vessels, and specialized mobile equipment. Developed by ASTM International, this guide emphasizes the strategic and holistic management of fleet assets to align with an entity’s specific mission, needs, and operational goals. By adopting standardized fleet management principles, entities can achieve increased accountability, cost savings, higher asset utilization, extended asset life, and improved mission effectiveness.

Key Topics

The ASTM E2962-14(2020) standard covers key aspects of fleet management, including:

• Fleet Asset Lifecycle Management
  • Guidance for acquisition, operation, and disposal of fleet assets with a focus on maximizing value and minimizing risk.
  • Emphasizes the importance of data-driven decision-making for each lifecycle stage.
• Fleet Management Program Elements
  • Recommends establishing clear mission statements, strategic goals, and performance measures for fleet management programs.
  • Outlines essential operational considerations such as maintenance planning, fuel efficiency, compliance with regulations, and safety.
• Fleet Management Information Systems (FMIS)
  • Underlines the importance of accurate and comprehensive data tracking, including vehicle identification numbers (VIN), maintenance history, and utilization records.
• Asset Utilization and Rightsizing
  • Advises on justifying fleet size based on mission needs, asset sharing, and technology use to track and optimize real-time utilization.
• Cost Control and Total Cost of Ownership (TCO)
  • Encourages entities to make acquisition and replacement decisions based on TCO or life cycle cost analysis.
• Sustainability and Environmental Concerns
  • Recommends evaluating alternative fuels, environmental impact, and compliance with sustainability policies.
• Personnel and Training
  • Highlights the need for ongoing training and certification for fleet operators, technicians, and managers.

Applications

This fleet management standard is applicable to a wide range of organizations in both public and private sectors, including but not limited to:

• Government Agencies: Municipalities, state, and federal entities managing vehicle, aircraft, or vessel fleets for operational purposes.
• Commercial Enterprises: Businesses with large or distributed fleets, such as delivery services, airlines, logistics providers, and construction companies.
• Educational and Non-Profit Organizations: Universities, hospitals, and NGOs maintaining transportation assets.
• International Operations: Multi-location or global entities tracking fleets across jurisdictions and compliance frameworks.

By implementing ASTM E2962-14(2020) guidance, organizations can:

• Enhance accountability with standardized reports and key performance indicators.
• Reduce fleet operation costs through lifecycle management and rightsizing.
• Maintain regulatory compliance and risk management across asset types.
• Optimize asset availability and mission readiness.
• Support sustainability initiatives through alternative fuel considerations.

Related Standards

For a comprehensive fleet management program, consider incorporating the following related ASTM standards:

• ASTM E2135 - Terminology for Property and Asset Management
• ASTM E2306 - Guide for Disposal of Personal Property Assets
• ASTM E2608 - Practice for Equipment Control Matrix (ECM)

These standards complement ASTM E2962-14(2020) by providing additional terminology, disposal practices, and risk management frameworks, resulting in a cohesive and effective asset and fleet management ecosystem.

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Keywords: ASTM fleet management standard, asset lifecycle, vehicle utilization, cost control, fleet performance, mobile asset management, FMIS, sustainability, alternative fuels, fleet training, regulatory compliance.

Standards Content (Sample)

This international standard was developed in accordance with internationally recognized principles on standardization established in the Decision on Principles for the
Development of International Standards, Guides and Recommendations issued by the World Trade Organization Technical Barriers to Trade (TBT) Committee.
Designation: E2962 − 14 (Reapproved 2020)
Standard Guide for
Fleet Management
This standard is issued under the fixed designation E2962; the number immediately following the designation indicates the year of
original adoption or, in the case of revision, the year of last revision. A number in parentheses indicates the year of last reapproval. A
superscript epsilon (´) indicates an editorial change since the last revision or reapproval.
1. Scope 3.1.1 fleet, n—groupingofsimilarassetsthataredesignedto
be mobile.
1.1 This guide addresses considerations for effectively man-
3.1.1.1 Discussion—Typical fleets include motor vehicles,
aging fleets of mobile assets.
aircraft, and vessels. Fleets may also include wheeled trailers
1.2 This guide primarily addresses fleets of non-tactical
of various types that are intended and licensed for on-road use
motor vehicles and aircraft but may also include other com-
and towed by vehicles operated by a driver. A fleet may be
modity groups such as waterborne vessels and specialized
restricted to one location or may be national or international.
mobile assets.
3.1.2 motor vehicles, n—motor vehicles are non-tactical;
1.3 This guide does not override or increase requirements
usually operated by a driver but may be remotely or autono-
specific to governmental authorities. However, to the greatest
mously controlled; owned or leased in both the public and
extent practicable, the guidance in this guide should be
private sectors; may include both light and heavy duty assets;
considered by these entities where efficiencies may be gained.
and, operate either on- or off-road.
1.4 This standard does not purport to address all of the
3.2 Acronyms:
safety concerns, if any, associated with its use. It is the
3.2.1 EVM—earned value management.
responsibility of the user of this standard to establish appro-
3.2.2 FMIS—fleet management information system.
priate safety, health, and environmental practices and deter-
3.2.3 GVWR—gross vehicle weight rating.
mine the applicability of regulatory limitations prior to use.
3.2.4 OEM—original equipment manufacturer.
1.5 This international standard was developed in accor-
dance with internationally recognized principles on standard-
3.2.5 TCO—total cost of ownership (may also refer to as
ization established in the Decision on Principles for the
LCC—life cycle cost).
Development of International Standards, Guides and Recom-
3.2.6 VIN—vehicle identification number.
mendations issued by the World Trade Organization Technical
4. Summary of Guide
Barriers to Trade (TBT) Committee.
4.1 Entities should be able to realize significant cost savings
2. Referenced Documents
and increases in efficiency when fleet assets are managed
strategically and holistically.
2.1 ASTM Standards:
E2135 Terminology for Property and Asset Management
4.2 An individual fleet asset (for example, a single sedan)
E2306 Guide for Disposal of Personal Property Assets
may be managed as such (an individual asset) under other
E2608 Practice for Equipment Control Matrix (ECM)
ASTM International asset management standards, but there are
additional economies to be gained if the fleet is considered
3. Terminology
holistically. For example, an entity may realize reduced main-
tenance costs because of commonality of maintenance parts,
3.1 Definitions—Fordefinitionsrelatedtopropertyandasset
test equipment, and breadth of expertise required of mainte-
management, refer to Terminology E2135.
nance personnel.
4.3 Effective management of fleet assets is multi-faceted.
1 An entity can choose the effort and resources dedicated to its
This guide is under the jurisdiction of ASTM Committee E53 on Asset
Management and is the direct responsibility of Subcommittee E53.08 on Manage- fleet management effort based on factors such as the entity’s
ment of Fleet Assets.
mission, its level of investment in the fleet assets, the com-
Current edition approved July 1, 2020. Published July 2020. Originally
plexity of the assets themselves, and the risks correlated to the
approved in 2014. Last previous edition approved in 2014 as E2962–14. DOI:
assets’ availability.
10.1520/E2962-14R20.
For referenced ASTM standards, visit the ASTM website, www.astm.org, or
4.4 The goal of effective fleet asset management is to
contact ASTM Customer Service at [e-mail]. For Annual Book of ASTM
maximize the value to the entity while ensuring availability to
Standards volume information, refer to the standard’s Document Summary page on
the ASTM website. fulfill the mission and minimizing exposure to risks.
Copyright © ASTM International, 100 Barr Harbor Drive, PO Box C700, West Conshohocken, PA 19428-2959. United States
E2962 − 14 (2020)
4.5 Fleet management is separate and distinct from fleet ered. The entity should identify and weigh which management
operations. Effective fleet management incorporates appropri- concernstoincludeinitscurrentactivitiesandwhichshouldbe
ate strategic operational policies. considered as its mission(s) changes. Fleet management pro-
gram areas, methods, and tools to consider may be identified in
5. Significance and Use
this section.
7.1.3 Fleet Management Information System (FMIS)—In
5.1 This guide promotes the considerations that may be
applied to the management of fleet assets as a business process whatever form, the record-keeping component of the fleet
management program will be able to support the entity’s data
of the entity.
requirements for mandatory information (such as information
5.2 The central objective of this guide is to ensure that fleet
required by the government), as well as furnish information for
assets are managed in a manner best suited to the entity taking
making informed management decisions that will improve the
into account the needs and mission of the entity and the
fleet management program. The requirements for an FMIS go
respective capabilities of the assets.
beyond the basic requirements of a generic (non-fleet) property
5.3 Measuring and managing the effectiveness of a fleet
management system. The FMIS should also include informa-
program will result in improved accountability and enhanced
tion that will support the fleet operations side of the program,
operational performance. Accountability will be evident
such as vehicle identification number (VIN), license plate
through standard performance measures such as cost savings,
number, installed options, and information on entity installed
increased asset utilization, extended asset life, and increased
equipment such as communications and audio/visual warning
mission effectiveness.
equipment. Informational needs for both management and
operations should be identified and guide functionality require-
6. Decision Process
ments.
6.1 Assets—Entities will consider which management meth-
7.1.4 Fuel Effıciency—Fuel-efficient assets generally reduce
ods and tools to apply and the level of effort to exert in
expenditures on fuel compared with those assets that are less
managing their fleet assets. Decision points are reached at each
efficient. However, the costs and benefits of switching to more
stage of the asset lifecycle:
fuel-efficient assets will be considered using a total cost of
6.1.1 Acquisition Phase—Determine appropriate type of
ownership (TCO) perspective.
fleet asset, financing method, procurement procedure, and
7.1.5 Safety—The entity should consider the safety of the
funds management strategy to acquire the optimal number of
asset operator; the general public; and the people who service,
assets best suited to meet the entities requirement;
repair, and maintain the assets. Safety should extend to risk
6.1.2 Use Phase—Manage the operation, utilization,
management, mitigating exposure to risk, and subsequent
deployment, and dispatch of assets, including maintenance and
accidents through effective management.
repairs; and
7.1.6 Sustainability/Environment—The entity should con-
6.1.3 Disposal Phase—Manage the disposal of the fleet
sider the impact its fleet has on sustainability and the environ-
asset to maximize potential recovery of residual value of the
ment in terms of legal and regulatory compliance, public
asset or minimize the cost for disposal to best meet entity
relations,thedesiretobeenvironmentalstewards,andensuring
goals.
the capability of powering fleet assets for the foreseeable
6.2 Personnel—Entities should determine the level of
future. A fleet management program may need to incorporate
knowledgeandexpertiserequiredforthemanagementprogram
research into alternative fuels and alternatively fueled assets to
to succeed at each of the lifecycle phases identified above
ensure the ability to fulfill the entity’s mission(s) in the future.
(6.1.1 – 6.1.3). Management responsibilities should be
7.1.7 Disposal—Many options are available for asset
identified, clear, and defined; this should include where per-
disposal, some of which are discussed in Guide E2306. The
sonnel fit within the structure of the entity.To be fully aware of
method of disposal can provide an opportunity to recapture
the capabilities and opportunities of applying these fleet asset
value invested in the asset and achieve other entity goals.
standards and implement or improve its fleet management
7.1.8 Replacement/Acquisition—All financial options for
program, an entity should develop a comprehensive training
acquiring and replacing fleet assets should be considered. A
program consistent with the fleet assets managed.
lease versus ownership comparison should always be per-
7. Aspects of a Fleet Management Program formed.Timing of replacement should be based upon total cost
analysis over the lifecycle of the asset, particularly under an
7.1 Operational Aspects for Consideration:
ownership program. Some other examples of acquiring needed
7.1.1 Reasons for and Benefits of an Effıcient Fleet and
assets include:
Management System—The entity should define its current fleet
7.1.8.1 Exchange or Sale—When an entity “trades in” an
management program and what it is seeking from an effective
asset for another asset that fits the entity’s need better or the
fleet management system. A statement of mission, goals, and
entity sells its asset and uses the sales proceeds to acquire the
strategies should be in place to guide the program. The
replacement asset;
statement should be reviewed periodically.
7.1.2 Mana
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