Overview

Utilization

This report can be used to evaluate the actual measured utilization of a vehicle against the expected utilization of this vehicle according to its Utilization Code.

The report makes the following assumptions:

  1. The Geotab device in any given vehicle has been nominal for the duration of the period selected for the report without interruption

  2. The Utilization Code for this vehicle was accurate in CARS as of the most recent fiscal year update cycle

  3. The reporting period is less than 365 days

In cases where these assumptions are incorrect, this report may not represent accurate utilization for an individual vehicle.

Recommended Parameters in MyGeotab

Depending upon how many vehicles are in your agency fleet, SFM recommends constraining the report parameters for this report to reduce the likelihood of accidentally excluding relevant data. There are two approaches: (i) Constraining fleet selection (to a unit or department); (ii) Constraining the reporting period (to one or several months).

Constraining Fleet Selection

You can apply a Group Filter to limit this report to pull only one Department or Unit. Apply a group filter by selecting one in the MyGeotab filter bar:

An image of the Groups filter selection drop-down, currently all groups are selected.
A screenshot of a filter menu that shows the folder structure for selecting groups. "DPA-CENTRAL SERVICES" is selected and visible in the main header. The drop-down menu displays "Everything in DPA," "DPA-CAPITAL ASSETS," and "DPA-CENTRAL SERVICES."
To select a department, you will need to open the department filter and then select the “Everything in…” dropdown item. To select a single (or multiple units), you will need to select each unit dropdown item that you wish to include. If you are selecting multiple units, be sure to have the Boolean Operator “OR” highlighted: As a rule of thumb, the recommended maximum number of vehicles to include in this report for a period of one year would be ~60, and the maximum for a period of one month would be ~800.

Constraining Reporting Period

Rather than limiting the number of vehicles, it is also possible to adjust the period of the report to reduce the total number of trips that are pulled into the report. To do this, you will need to adjust the “Filter” for the report itself:A screenshot of a report filter menu. Two yellow arrows point to the "Custom" date range fields and the "Apply changes" button. The date range is set from "07/01/25 12:00 am" to "07/31/25 11:59 pm."

Running the report for periods of less than a month is not recommended (shorter time frames could misrepresent utilization for vehicles that aren’t used every working day). Likewise, the calculations in this report assume a period of one full year or less, so it should not be run for more than 366 days. Procedure

  1. Log in to MyGeotab (Group Administrator clearance required) - remember to use the correct subdomain (gov.geotab.com) and the correct database (coloradofleetmanagement)
  2. Navigate to the Average Miles per Ignition Cycle Utilization report

    1. Using the link provided

    2. Under the “Reports Setup” menu and select “Preview”

    3. Apply Group Filters or a Reporting Period as described above, and select “Apply changes”

    4. To download the report as an Excel file, select the “Report” dropdown and choose “Average Miles per Ignition Cycle Utilization”:

      1. A dialog box will appear informing you that the file is being prepared. You can wait for it to complete, or you can access the download at the “My Reports” page later:A pop-up notification with a blue header that says, "Your report is being prepared." The text below it reads, "We will notify you when your report is ready. You can track the progress by going to the My Reports page." There is a button that says, "Go to My Reports."

      2. When the file is ready for download, a new dialog will appear with a button offering download. Alternatively, you can visit “My Reports” to download the file later:A pop-up notification with a green header that says, "Your report is ready to download." The text below it reads, "Download your report now, or see more details on the My Reports page." There are two buttons: "Download now" and "Go to My Reports."

  3. Once you’ve downloaded the Excel file, open the Summary tab. If you see a warning message, you’ve reached the file size limit, and you should try to run the report again with more constrained parameters: