Purpose: The Preventive Maintenance Dashboard provides the latest information on the Preventive Maintenance (PM) status of the State fleet. Use this tool to prioritize services, track compliance, and ensure vehicle safety. It is based on the Preventive Maintenance Module in CARS.


Important: Please review the information below before you view the dashboard

1. Accessing and Filtering Data

The dashboard defaults to showing the entire fleet. To find your specific vehicles:

  1. Department/Unit Filters: Use the dropdown menus at the top of the page to filter by your specific Cabinet, Department, or Unit.
  2. Search Bar: You can type a specific License Plate into the search box to pull up a single vehicle instantly. Please note that this functionality is case-sensitive. To ensure the system processes your request correctly, please use ALL CAPS when entering your information.

2. Understanding the "Stoplight" Status

We use a color-coded system to help you prioritize your workload:

  1. Overdue (O): The vehicle has passed its mileage or date limit. Action required immediately.
  2. Due (D): The vehicle is within its service window but hasn't reached the "Overdue" threshold yet. Schedule these as soon as possible.
  3. Coming Due (C): The vehicle is healthy. No immediate action is needed, but keep an eye on these for future scheduling.

3. Interactive Chart Features

The charts are "cross-functional," meaning they talk to each other:

  1. Filter by Click: If you click on the "Brake Service" bar in the PM Service Type chart, the entire dashboard (including the Asset Table) will update to show only vehicles needing brakes.
  2. Resetting: To return to the full view, simply click the same bar again or click the "Reset" button in the top-right corner.

4. Exporting Your "Shop List."

If you need to send a list of overdue vehicles to a vendor or supervisor:

  1. Filter the dashboard to show your Unit’s Overdue (Red) assets.
  2. Right-click anywhere inside the table data (avoid clicking the Header or the Title of the chart)
  3. Select Export chart > Export Data and choose CSV or Excel.

5. FAQ & Troubleshooting

  1. "I just had a car serviced, why is it still Red? 
    The Preventive Maintenance module in CARS, which serves as the data source for this dashboard, is updated every Wednesday. The dashboard itself will be refreshed early Thursday morning each week to reflect those updates.
    So if a vehicle service was completed after the weekly Wednesday refresh, the updated status will not appear on the dashboard until the following Thursday.
  2. "What if the PM Schedule is wrong?"
    If a vehicle is on a 5,000-mile schedule but should be on 10,000, do not ignore it. Contact the Technical Services lead or the Call Center to have the schedule adjusted at 303-866-5556/303-866-5504
  3. "How do I handle vendor upsells?" 
    If a shop suggests extra repairs (like wiper blades), they must contact the Call Center for authorization. You can reach them at 303-866-5504/303-866-5561. For more information on authorizations, please refer to the Maintenance and Authorizations page on the State Fleet Management website.

Dashboard:

The dashboard has been embedded directly on the page below, and all interactive features are fully functional.

However, if you would prefer to access the dashboard natively via the Google Data Studio (Looker Studio) platform, please use the direct link provided below:

State Fleet Management Preventive Maintenance Dashboard