COO-Level Audit: COO-Level Fleet Audit

🚚 COMPREHENSIVE FLEET & OPERATIONS REVIEW CHECKLIST
A full-system audit across maintenance, safety, dispatch, finance, compliance, leadership, and asset lifecycle.

Immediate Priorities (Days 1–30)
• Verify dispatch workflow, planning accuracy, and load assignment logic
• Assess on-time performance, service failures, and root causes
• Identify operational bottlenecks affecting utilization and productivity
• Review communication flow between dispatch, drivers, maintenance, and customers
• Audit SOPs for consistency, clarity, and accountability
• Validate KPI reporting accuracy (OOR, revenue/mile, utilization)

Within 60 Days
• Standardize dispatch planning cadence and accountability
• Rebuild operational scorecards
• Align routing decisions with CPM, utilization, and profitability

Immediate Priorities (Days 1–30)
• Verify PM schedules and identify overdue assets
• Audit inspection quality and documentation process
• Review downtime causes and repair scheduling workflow
• Validate vendor pricing, warranty capture, and parts controls
• Conduct inventory accuracy and obsolescence checks
• Evaluate technician productivity, training needs, and skill gaps

Within 60–90 Days
• Implement maintenance KPIs (PM compliance, breakdowns, repeat repairs)
• Launch PM standardization (A/B templates, workflow discipline)
• Build preventive repairs and aftertreatment care routines
• Tie maintenance planning to dispatch schedules

Immediate Priorities (Days 1–30)
• Review DOT compliance posture and audit exposure
• Examine CSA scores and identify high-risk categories
• Audit logs, HOS compliance, and ELD usage integrity
• Review accident trends, incident documentation, and preventability
• Ensure driver qualification files are accurate and complete

Within 60–90 Days
• Build a proactive safety culture and accountability plan
• Implement safety coaching, corrective action routines, and scorecards
• Build a safety KPI dashboard (violations, incidents, training, compliance)

Immediate Priorities (Days 1–30)
• Establish CPM visibility by asset, lane, and business unit
• Identify high-cost assets and underperforming lanes
• Audit vendor spend, parts usage, tire cost, fuel programs, and rebates
• Validate billing accuracy, revenue capture, and settlement processes

Within 60 Days
• Correct routing and planning decisions tied to profitability
• Develop ROI models for maintenance vs. replacement
• Build dashboards connecting operations → maintenance → finance

Immediate Priorities (Days 1–30)
• Evaluate leadership structure, clarity of roles, and accountability
• Identify gaps in expectations, communication, or execution
• Assess morale, turnover drivers, and cultural stability
• Review cross-department collaboration and alignment

Within 90 Days
• Implement leadership coaching and performance standards
• Rebuild accountability frameworks and daily/weekly rhythms
• Standardize feedback loops across operations, maintenance, and safety

Immediate Priorities (Days 1–30)
• Review onboarding, training, and orientation quality
• Analyze utilization, miles per week, turnover drivers, and home-time patterns
• Evaluate communication quality between drivers, dispatch, and leadership
• Review pay structure for competitiveness and alignment with performance

Within 60 Days
• Implement performance coaching for productivity and safety
• Improve retention, satisfaction, and driver support systems
• Strengthen recruiting funnel and qualification standards

Immediate Priorities (Days 1–30)
• Identify all OOS units and root-cause failures
• Evaluate emergency breakdown response and triage process
• Validate vendor repair accuracy, speed, and cost

Within 60 Days
• Establish uptime dashboard (OOS %, breakdown frequency, CPM impact)
• Conduct weekly breakdown recap reviews to eliminate recurring issues
• Tighten tire, fuel, and aftertreatment programs

Immediate Priorities (Days 1–60)
• Document condition, mileage, and cost history for every asset
• Identify end-of-life units and high-cost problem assets
• Set replace/repair thresholds with financial alignment

Within 90 Days
• Build full lifecycle strategy covering: acquisition standards, PM discipline, uptime protection, warranty recovery, and resale timing
• Launch monthly asset performance reviews

Daily KPIs

• PM compliance

• On-time performance
• Out-of-service units
• Downtime by category
• CPM (cost-per-mile)
• Driver productivity & utilization
• Repeat repairs
• Parts usage & variance

Weekly Review
• Cash Flow Analysis

• AP/AR Reconciliation

• KPI comparison week-over-week
• High-cost assets & exceptions
• Load/service failures & root causes
• Safety & compliance trends
• Next-week priority alignment

(If 4 or more are true, the operation is at risk)
• PMs overdue 14+ days
• Dispatch planning inconsistent or reactive
• Frequent service failures or customer complaints
• Chronic breakdowns & repeat repairs
• Safety violations rising
• Low visibility into CPM or profitability
• High turnover or morale issues
• Uncontrolled spending or vendor inconsistency
• Missing documentation across safety, maintenance, or compliance
• Leadership misalignment or unclear accountability

This checklist reflects a full COO-level, whole-company audit framework.