Introduction to Fleet Operations Resource Guide

Introduction to Fleet Operations

"Click" the arrow at the middle side of the screen to begin

Table of Contents 1. Introduction 2. A Practical Guide to Enhance Your Fleet Management Skills 3. DCC Fleet Team 4. Understanding Your Lease Agreements 5. Fleet Insight 6. Penske Truck Leasing Partnership 7. Third Party Vendor Relationships 8. Tableau Dashboards 9. Questions to Ask Your Leader 10. Leader Check-In 11. Resource

Introduction

Welcome This guide is designed to help you in your role as an Operations Leader here at Penske. It is broken down into chapters for easier reference.

Feel free to jump around, and use the sections as needed. You will find links to additional resources, troubleshooting, learnings, and much more. Use this guide to know who to contact, explore the systems, and run an effective operation.

Quick tip: Bookmark this page in your browser for fast access to the full guide. It’s also easy to open on mobile.

Fleet Operations Mission Statement Fleet Operations is committed to operating the safest, most cost-efficient fleet in the industry while providing comprehensive support to our drivers and field operators. We deliver best-in-class equipment and administrative support that frees field leadership to focus on delivering our Service Promise, while ensuring Penske's equipment brand standards are met through a fleet that is PM current, defect and damage free, clean inside and out.

A Practical Guide to Enhance Your Fleet Management Skills 8 Strategic Fleet Management Tips for Operational Leaders

8

8 Strategic Fleet Management Tips

1. Implement Real-Time Fleet Tracking

2. Prioritize Preventive Maintenance

Use GPS and telematics to monitor vehicle

Schedule regular inspections and

location, driver behavior, and route

service to avoid costly breakdowns.

efficiency. Enabling faster decision-making

Use automated reminders and digital

and better customer service.

logs to stay compliant and road-ready.

3. Standardize Vehicle Lifecycle Policies

4. Leverage Fleet Management Tools

Follow DCC Fleet guidelines for vehicle

Fleet Management systems support asset

procurement, replacement, and disposal. Avoid

reporting, data driven insights, maintenance

overspending and ensure optimal asset

analytics, and fleet visibility.

utilization.

8 Strategic Fleet Management Tips

5. Enhance Driver Safety and Compliance

6. Optimize Fuel Usage

Monitor driver behavior using AI-powered tools and telematics -building a culture of safety with training programs and clear policies.

Track MPG and idle to identify opportunities. Follow regular fleet maintenance intervals, monitor driver behaviors, and route optimization to reduce costs.

7. Use Data to Drive Decisions

8. Driver Retention

Analyze performance metrics like utilization, fuel efficiency, and Preventative Maintenance results. Data-backed analytics lead to smarter fleet decisions and savings.

Invest in driver satisfaction through incentives, feedback loops, and career development. Focusing on our driver workforce leads to greater associate engagement levels, customer service, and operational stability.

DCC Fleet Team Penske Logistics has a dedicated team focused exclusively on managing and optimizing the fleet to support your success. How can the DCC Fleet team support your operation?

Our team delivers comprehensive fleet management solutions designed to streamline your operations, reduce costs, and enhance service quality. From fleet planning and training to vehicle maintenance and vendor relationships, we handle the complexities so you can focus on running your core business.

Explore the full range of resources available to you: Click the link below to access essential reference documents, detailed workflows, user-friendly portals, and additional training materials — all curated to empower you with the knowledge and tools needed for smooth, efficient fleet operations.

Whether you’re looking for operational guidance, compliance support, or best practices for maximizing fleet performance, these resources are here to help you every step of the way.

Quick Action "Click" the link to access the Fleet Operations loop page: Fleet Operations | Logistics Operations - theLoop

Understanding your lease agreements Fleet Overview The DCC Fleet Team leads all strategic initiatives with procuring and managing lease agreements for the field. Our lease agreements with equipment providers are built on long-standing partnerships that ensure reliability and consistency.

Understanding the details of your lease, including what is covered and what is not, allows you to manage your fleet at the highest level.

Leasing Responsibilities We oversee equipment leasing through two main channels—PTL and third-party equipment vendors. This ensures we have the right assets to deliver reliable service while optimizing cost and efficiency.

Why Leasing Matters Managing lease agreements is a core responsibility that directly impacts service quality, responsiveness, and operational success. Strategic planning secures the resources needed to keep our fleet running and customers satisfied.

Lease Agreement Types 1. Full-Service Lease Fixed-rate agreement where the lessor, such as Penske Truck Leasing, provides the equipment, financing, maintenance, licensing, and roadside assistance.

"All-Inclusive" Lease - The Red Carpet solution.

2. Contract Maintenance / Net Maintenance Guaranteed: Vehicle owned by PL or customer; Maintenance included; No substitute equipment provided; Higher fixed rate.

PEG: Vehicle owned by PL or customer; Maintenance included with repairs managed/approved by PL Ops; No substitute equipment provided; Lower fixed rate.

Net Maintenance: The lessee coordinates all servicing, repairs, and maintenance costs. Equipment must be returned to specific, agreed-upon standards, such as tread and brake wear (ex. 50%).

Operational Leadership Insight Understanding your fleet’s lease type is essential—it affects financial strategy, flexibility, legal obligations, and long-term planning.

Quick Action Watch this 3- minute video on the importance of understanding your lease agreements

Fleet Insight

As a DCC Operations Leader, you may have full or partial responsibility for a fleet managed through Fleet Insight. Consequently, you are a valued customer of PTL and will utilize the Fleet Insight platform to oversee and manage your fleet operations effectively. Familiarizing yourself with this tool will empower you to optimize fleet performance, streamline workflows, and ensure seamless communication across your operations.

Quick Action PTL uses Fleet Insight to manage Penske owned fleet assets. To gain access, you must submit a CSAR request.

Follow the steps below: Submit a CSAR Request Use the link below to request access to Penske’s Fleet Insight system: CSAR Link Wait for Approval Once your CSAR request is submitted, it will be reviewed and processed by the appropriate team.

Access Fleet Insight After approval, you will receive access and can begin using Fleet Insight to view and manage Penske fleet information.

To learn more about Fleet Insight "click" the link to Fleet Insight Course

Penske Truck Leasing Partnership Why PTL Matters Just as partnerships with third-party vendors are critical to success, collaboration with Penske Truck Leasing is equally essential. Their expertise and support strengthen our strategic fleet initiatives and daily operations.

Building transparent, respectful relationships with PTL fosters unity, consistency, and shared accountability.

How to Partner Your fleet may be fully PTL-supported or use a hybrid model with vendors.

Either way, strong collaboration with PTL ensures smooth coordination, faster problem-solving, and strategic alignment—empowering teams to deliver consistent, high-performing results.

Next Steps Its now time to contact the Assistant District Manager at your assigned PTL location and schedule an in-person site visit. Be sure to introduce yourself and meet all key district associates (District Rental, Service and Finance Teams) and shadow a PM being performed. As you plan your visit, reflect on your current collaboration and explore ways to strengthen the partnership. Building open, positive relationships with their team—by understanding their roles and processes—will lead to smoother communication, stronger teamwork, and better fleet management outcomes.

Quick Action "Click" the links to the following courses to learn more about how to build positive and impactful relationships: • PTL and You • Customer Expectation • Customer Expectations Podcast

Third Party Vendor Relationships

Why We Partner Maintaining a strong relationship with third-party vendors is essential for operational efficiency, reliability, and long-term success. Third-party Vendors often play a critical role in delivering services, products, or support that directly impact your business performance.

Benefits of a Strong Partnership A positive relationship fosters trust, transparency, and open communication, making it easier to: • Resolve issues quickly • Negotiate favorable terms • Adapt to changing needs Select "click here" to learn more information about each approved vendor.

Any providers not listed below will require approval from DCC Fleet Team.

Click here

Click here

Click here

Click here

Quick Action "Click" the link to the following courses to learn more about how to build positive and impactful relationships: Customer Expectation

Equipment Dashboard The Equipment Dashboard provides operation leaders a centralized platform to review a sites entire fleet profile regardless of the equipment provider.

As a fleet operator, this dashboard tells the evolving story of your location’s fleet enabling you to make informed decisions, spot trends, and address issues proactively. Field teams must validate fleet information for accuracy, protect data integrity, and support better fleet decisions.

These dashboards are not intended to replace Fleet Insight or vendor portals. The dashboards centralize the entire Penske Logistics fleet into one area allowing for an extra layer of visibility, complementing existing systems and empowering operators with timely insights for operational excellence.

Key Features

Quick Action To gain access to Penske's Equipment dashboards "click" the link Equipment Security Request

To learn more about Equipment Dashboards "click" the link to watch a 3min video Equipment Dashboard Video

Questions to Ask Your Site Leader 1. Fleet Strategy • What are our top priorities for fleet performance this quarter?

• Are there upcoming changes to the makeup of our fleet?

2. Technology and Tools • What technology and tools are used at this site?

• What tools should I be proficient in to manage fleet effectively?

3. Maintenance & Budget • What are our preventive maintenance targets?

• What are the most common repairs to our fleet that we can help prevent as operators?

4. Performance Metrics • Which KPIs (Key performance indicators) matter most to leadership?

• Can we get access to more granular data to improve our reporting?

5. Safety & Policy • Can we review our safety policy to ensure it reflects current risks?

• What is our standard process for addressing unsafe driving, and where can I find the policy?

6. Driver Engagement • Drivers play a key role in fleet management. Are they conducting proper pre and post trip inspections that align with our organizations standards?

Leader Check-In As a site leader asking the right questions can help assess execution, uncover gaps, and support continuous improvement: 1. Fleet Tracking & Visibility •

Are we using real-time data to make routing decisions?

•

What patterns are emerging from our telematics reports?

2. Preventive Maintenance • Are we consistently hitting our scheduled maintenance targets?

• What’s our average downtime per vehicle, and how can we reduce it?

3. Vehicle Lifecycle Management • How can the operations support fleet planning efforts?

• What tools and reporting are available to manage your fleet?

4. Fleet Management Systems • Is our team trained on the various fleet platforms?

• Are we using automated alerts and dashboards to their full potential?

5. Driver Safety & Compliance • What are our top safety risks based on recent data?

•

How are we reinforcing safe driving behaviors?

6. Fuel Optimization • Which routes or vehicles are showing the highest fuel inefficiency?

• Are we tracking idle time and MPG effectively?

7. Data-Driven Decisions • What KPIs are we using to measure fleet performance?

• How often are we reviewing and acting on fleet analytics?

8. Driver Retention • What feedback are we receiving from drivers about their experience with our equipment?

Resources This page contains a curated list of resources and references designed to support your work and deepen your understanding.

Copy the email below to contact the DCC Fleet Team via Email.

DCCFleet@penske.com Click the links below to access Fleet Operations and Fleet Insight Homepage.

Fleet Operations | Logistics Operations - theLoop

Fleet Insight Click the links below to find Smartsheet links for trouble shooting common scenarios.

PTL Equipment Transfers - Penske Logistics (PTL) Lease Unit Transfer Request 3rd Party Equipment Transfers - 3rd Party Trailer Lease Transfer Equipment Turn-In Smartsheet - Equipment Checklist - Returns Missing or Stolen Equipment - Missing/Stolen Equipment PTL Equipment Hiking Request - PTL Hiking Request Road Ready Equipment order - Road Ready Equipment Order

Click the links below to find other courses on Fleet Operations Fleet Insight Overview Guide Penske Digital Experience 101 Penske Digital Experience 201 Fleet Webinar Click the links below to access Pre and Post Trip training Pre & Post Trip Vehicle Inspections (Classroom) [PL-SAF-TRA-312] CDL Pre-Trip Inspection - Supervisor Observation Checklist

Guide Summary The DCC Fleet Team is your strategic partner in managing dedicated transportation solutions that deliver efficiency, reliability, and cost savings, all while letting you focus on your core business.

Take some time to capture your key takeaways from this guide.

3-5 main points you want to remember 1-2 actions you will apply at your site "Links/resources you plan to use