1) Asset Utilisation percentage

Asset utilisation shows how much of the available time an asset is actively used versus standing idle.

Formula:
Utilisation (%) = (Active Time ÷ Available Time) × 100

Tips for optimal performance:

• < 40%: Replan or redistribute assets; bundle projects or shift to high-demand regions.

• 40–70%: Healthy range; monitor usage and balance workload peaks.

• > 70%: Possible bottleneck; consider adding capacity or extending usage hours.

Data source: Movement profiles (XT4), operating hours, time registration.

2) Search Time per Asset (Time-to-Locate, TTL)

This KPI shows how much time planners or technicians spend locating an asset and assigning it to a task.

Formula:
TTL (minutes) = Total Search Time ÷ Number of Tasks

Tips to reduce TTL:

• TTL > 5–10 min: Set up geofences around depots or sites, tag assets with RFID/BLE, and activate “last seen” alerts.

• TTL ≤ 4 min: Excellent – keep tagging discipline consistent.

Data source: Portal/app search actions, latest GPS fix, tag-gateway events.

3) Non-Productive Dwell Time

This KPI measures how long assets remain idle at non-productive locations — for example, roadside stops, wrong sites, or customer locations after delivery.

Formula:
Dwell (hours) = Σ (Idle Time Outside Productive Geofences)

Tips to reduce dwell time:

• Dwell > X hours: Trigger relocation or pickup; send automated alerts to responsible staff.

• Dwell trend increasing: Check planning buffers and return processes.

Data source: Idle-time detection.

4) Job Readiness Rate 

The percentage of jobs where all required assets arrived on time and were ready for use.

Formula:
Job Readiness (%) = (# Jobs Fully Equipped & On-Time ÷ Total # Jobs) × 100

Tips to improve job readiness:

• < 90%: Investigate root causes — late arrivals, wrong trailers, missing equipment.

• Automate pre-checks: Link KPIs to pick or kit lists per job.

Data source: Geofence-arrival timestamps, tag presence, checklist status.

5) Maintenance Compliance percentage

The share of assets that received preventive maintenance or calibration on time (based on operating hours, mileage, or schedule).

Formula:
Compliance (%) = (# On-Time Maintenance Actions ÷ # Planned Maintenance Actions) × 100

Tips to increase compliance:

• < 95%: Prioritise catch-up; missed maintenance raises failure or claim risk.

• Use thresholds (e.g., 80% of operating hours reached → “plan within 7 days”).

Data source: Operating hours/kilometres (XT4/CANbus), maintenance schedules.

6) Cold Chain Compliance percentage

For temperature-controlled transport, this KPI is key.
It shows the percentage of trips or deliveries that stayed within defined temperature ranges and duration limits.

Formula:
Compliance (%) = (# Shipments Within Range ÷ Total # Shipments) × 100

Tips to stay compliant:

• Set alerts for exceedances (e.g., >8 °C for longer than 10 min → intermediate stop or return).

• Perform trend analysis: recalibrate sensors and isolate vehicles or boxes with deviations.

Data source: Temperature sensors, door contacts, route and stop times.

Common mistakes (and how to fix them)

• Too many KPIs: Focus on 6–7 core KPIs; use others as supporting metrics.

• No thresholds: Without green/amber/red zones, actions lack clarity.

• Disconnected KPIs: Link every threshold to an actionable workflow.

• Outdated geofences/tags: Run a monthly data-ops check.

• Only monthly reporting: Add daily and weekly reviews for faster response.

Quick Wins: Start Today

1. Identify: Top 20 assets with lowest utilisation or highest dwell time.

2. Activate: Geofences and alerts for non-productive locations.

3. Label: Ensure 100 % tagging of critical assets (trailers, high-value tools).

4. Plan: Maintenance catch-up for assets < 95 % compliant.

5. Ritualise: Start each day with three Flowter action cards.