6 Essential GSE Reports to Enhance Fleet Efficiency and Cost Management

Efficient Ground Support Equipment (GSE) management requires reliable insights into fleet performance and costs. The EBIS Advanced Data Analyzer and reporting capabilities are powerful tools that gives GSE managers and leaders access to key reports derived from a single, unified database. These reports provide actionable data to guide capital expenditures, maintenance planning, and operational improvements. Here are a few example scenarios of how the right insights can lead to better outcomes: 

2. Equipment Cost Analyzer Report

Now let's consider this revised scenario.

You’re a GSE Manager reviewing fleet performance data on two key pieces of equipment. The first, a Bag Tug, has become a frequent visitor to the maintenance shop. In the last year, it’s accumulated 19 work orders, with 17 of those being unscheduled—a clear indication it’s having issues. On average, this tug spends 1.8 days a month in the shop.

The numbers are striking. Compared to its peers, the Bag Tug has:

• 69 more hours of downtime.
• $1,912 higher parts costs.
• $1,624 in additional labor expenses.
• This results in $3,536 above average costs, or 148% over budget for this asset type.

Across the hangar, another piece of equipment tells a somewhat better story. The Belt Loader Diesel Tug has logged 25 work orders, with 23 unscheduled visits. Like the Bag Tug, it spends about two days a month in the shop.

This loader’s additional costs include:

• 38 more hours of downtime.
• $772 higher parts costs.
• $1,056 in extra labor.
• Totaling $1,530 above average costs, or 75% over budget.

Actionable Insights: What the Data Reveals

It’s evident both assets are underperforming, but the Belt Loader presents an interesting trend. The data shows that Diesel-powered belt loaders typically require 32 maintenance hours annually, making them a cost-effective choice. However, the story changes when compared to LPG-powered belt loaders, which need an average of 128 hours annually—a significant drain on both time and budget.

The decision becomes clearer:

• Switching to Diesel loaders could save the operation thousands in labor and parts costs.
• For locations like California, where stricter environmental regulations may limit diesel use, gasoline-powered loaders could offer a more feasible alternative.

What’s Next for the Bag Tug?

Returning to the Bag Tug, you consider its future. Is it time for a replacement, or can better scheduling and proactive maintenance reduce its unscheduled visits? This data, combined with actionable recommendations from the Equipment Cost Analyzer, provides the clarity needed to make smart, cost-saving decisions for your fleet.

This is how EBIS turns numbers into stories—and stories into solutions.

3. PMI Reports: Turning Insight into Action

Imagine now you’re managing a busy GSE fleet, and unscheduled repairs keep throwing off your operations. It’s frustrating, right? But you don’t have to guess what’s going wrong—you turn to the Preventive Maintenance Insight (PMI) Reports to find answers and take control.

You start with the PMI Efficiency Summary Report, which gives you a big-picture view. It doesn’t take long to spot the issue: the most problematic vehicles in your fleet only receive two scheduled checks per year. Meanwhile, similar units with four scheduled checks annually are running smoother, with far fewer breakdowns and lower maintenance costs.

With that insight, you decide to increase scheduled checks for those underperforming vehicles. A few months later, the difference is undeniable. Reliability improves, unscheduled repairs drop, and your fleet operates more efficiently.

From Recurring Failures to Continuous Improvement

Digging into the PMI Efficiency Detail Report, you uncover a recurring pattern. Certain vehicles keep breaking down just weeks after repairs. One of your technicians, Luis, seems to work on most of these units. Rather than placing blame, you use this as a coaching moment.

You organize targeted training for Luis, focused on the failure trends flagged in the report. Over time, the results are clear—those recurring breakdowns decrease, and Luis becomes one of your most reliable team members.

Smarter Scheduling

As you analyze further, you notice something else. A vehicle recently came in for an unscheduled repair just two weeks before its next scheduled maintenance check. That meant extra trips to the shop, wasted labor, and unnecessary downtime.

Using the PMI report, you revamp your process. Now, whenever an unscheduled repair occurs, the system checks for any upcoming scheduled maintenance. If there’s one on the horizon, you combine the work into a single visit. At high-traffic locations like LAX, where vehicles are often an hour away from the shop, this small change saves hours of labor and cuts down on vehicle downtime.

Why PMI Reports Matter

The PMI Reports also help you visualize key trends:

• Blue markers show preventive maintenance checks.
• Orange markers highlight failures shortly after a PM check.
• Green markers point out missed opportunities to combine repairs.

By watching these patterns, you transition your fleet from reactive to proactive maintenance. You reduce breakdowns, boost technician productivity, and save on labor and parts.

With these reports, you’re not just solving problems—you’re transforming your operation into a well-oiled machine, keeping your fleet running smoothly and your budget in check.

4. Work Order Productivity

Let's say you’re managing a fleet of hydrant trucks at a bustling airport, where every delay ripples through operations. One day, you take a closer look at your Work Order Productivity Report and discover a troubling pattern.

Out of 376 scheduled maintenance work orders, only 182 were completed on time—a mere 48.4% success rate. Meanwhile, your team had to handle 889 unscheduled work orders, each one eating into your budget with extra labor costs and expensive last-minute parts.

The real eye-opener? A hydrant truck recently broke down right in the middle of a critical operation. Fixing it took two technicians, doubling your labor costs, and the required parts weren’t even in stock. The repair dragged on for days, leaving you one truck short during a peak period. If this continues, you might have to consider buying another hydrant truck—at $20,000 a piece—just to keep operations running.

Making the Shift

You know something has to change. With insights from the report, you implement a plan to ensure scheduled maintenance happens on time. Your team adjusts schedules, orders parts in advance, and aligns labor resources more efficiently.

Over the next few months, the impact is clear. Trucks that used to break down frequently are now running reliably. Unscheduled repairs drop, and your team spends less time scrambling to fix emergencies. Costs are down, efficiency is up, and you’re no longer worried about surprise breakdowns disrupting operations.

By prioritizing proactive scheduling, you’ve transformed your maintenance approach—and saved your fleet from unnecessary downtime and expenses.

5. Tech Productivity Report: Maximizing Your Team’s Potential

You walk into the shop at the end of the week and glance over the numbers. Some technicians are hitting their stride, averaging 6 hours of active work during their 8-hour shifts. Others? Not quite. The Tech Productivity Report is your go-to tool to make sense of these gaps.

As you dig into the report, a pattern emerges. Luis, one of your newer technicians, is only averaging 3 hours of productive work per shift. You notice that when he’s assigned to certain complex repairs, the work tends to slow down. Could it be a training issue?

The report also highlights shifts where the team’s overall productivity is lower. You realize these often coincide with unplanned jobs that disrupt their workflow.

Armed with these insights, you take action. You pair Luis with an experienced tech for hands-on training and adjust scheduling to minimize disruptions from unscheduled work. By using the Tech Productivity Report, you empower your team to stay focused and productive, keeping your operation running smoothly.

6. Warranty Recovery 

When you’re reviewing repair costs for the quarter, one piece of equipment catches your eye—a loader that’s been a frequent visitor to the shop. The parts and labor bills are piling up, and you wonder if some of these expenses should have been covered under warranty.

With EBIS, you pull up the Warranty Recovery Report. It tracks warranty drop dates and flags this loader as still being within its coverage period. You quickly calculate the potential recovery: $1,500 in parts and $800 in labor.

Using EBIS, you file the claim in minutes. Everything is organized—from the repair details to the labor costs—making it easy to submit and monitor the claim’s progress. Weeks later, you see the funds credited back to your account.

By staying on top of warranties, you’ve not only recovered costs but also set a precedent for more diligent tracking. Every claim adds up, saving thousands and keeping your maintenance budget in check.

Why Strong Reporting is Essential for GSE Management

By centralizing data and offering detailed reports, the EBIS Data Analyzer enables GSE managers to:

• Make informed decisions about fleet upgrades and replacements.
• Shift focus from reactive to preventive maintenance.
• Improve technician productivity and training.
• Recover costs effectively through warranty claims.

With EBIS Analyzer, you can enhance operational reliability, control costs, and ensure long-term fleet sustainability. Start transforming your GSE operations today!