Preventive Maintenance Is the Backbone of Fleet Health: What 110 Blown Engines Taught Us
This article is based on a recent episode of The Fleet Success Show podcast.
Watch the full episode here:
Why Is Preventive Maintenance Important in Fleet Management?
Preventive Maintenance (PM) is more than just oil changes and inspections—it’s the first line of defense against catastrophic failure, unexpected downtime, and massive repair costs. In the world of fleet maintenance, where vehicles must be safe, reliable, and cost-effective, PM isn’t optional—it’s mission-critical.
And if you don’t believe it, just ask award-winning fleet manager Dave Persad—who recently shared a jaw-dropping story on The Fleet Success Show about how contaminated fuel wiped out 110 engines in his fleet. Without meticulous PM records and rock-solid maintenance workflows, things could have been far worse.
Let’s break down what PM means, how to improve it, and why your PM strategy can save—or sink—your fleet.
The Real Cost of Skipping Preventive Maintenance
When PMs are missed, delayed, or poorly documented, you're essentially betting your fleet’s future on luck.
Real-World Example: What Happened to Dave Persad’s Fleet?
In 2018, Dave Persad was managing a large government fleet when he noticed something unusual:
“We had oil coming up into the intake. The air filter was wet with oil. We thought maybe the tech overfilled it. But then it wasn’t just one car—it was dozens.”
After stripping engines, calling dealers, and ruling out internal issues, they discovered the shocking truth: contaminated fuel. One of their shared suppliers had accidentally delivered biofuel-contaminated gasoline. The result?
“By the time we figured it out, we had to replace 110 engines—10% of the fleet.”
That discovery didn’t just come from blind luck—it came from preventive maintenance data, accurate work orders, and a culture of documentation.
What Is Preventive Maintenance (PM) in Fleet Management?
Preventive Maintenance refers to scheduled inspections and service tasks performed to avoid breakdowns. This includes:
- Oil changes
- Tire rotations
- Fluid level checks
- Brake inspections
- Transmission flushes
- Filter replacements
- Safety inspections
- Emissions testing
By catching issues early, fleets can reduce vehicle downtime, avoid expensive repairs, and ensure the safety of drivers and the public.
What Happens Without a Preventive Maintenance Plan?
Skipping or neglecting PM leads to:
- Increased breakdowns
- Lower asset availability
- More emergency repairs
- Reduced vehicle lifespan
- Safety risks and legal liability
- Loss of credibility and stakeholder trust
In Dave’s case, the initial oil issues could have easily been dismissed if not for routine inspections and tracking PM compliance.
“Everyone was pointing fingers at us. But we had the records. The PMs were done. It wasn’t us—it was the fuel.”
Why PM Tracking and Documentation Matters More Than Ever
In today’s data-driven fleet operations, documentation isn’t just helpful—it’s non-negotiable. Accurate PM records:
- Prove compliance with safety and legal requirements
- Defend your team against unjust blame
- Support warranty claims
- Aid in root-cause analysis
- Help budget and forecast parts and labor
With RTA’s fleet maintenance management software, managers can automate PM schedules, monitor real-time compliance, and ensure every service is documented and reportable.
How Preventive Maintenance Helped Detect a Fuel Contamination Crisis
After uncovering the fuel issue, Dave’s team went a step further:
“We started taking fuel samples every 30 days, storing them in secure cabinets. If something was wrong, we’d catch it early.”
This rolling 30-day fuel test became a new part of their PM program—showing how preventive strategies evolve from experience.
How to Improve Preventive Maintenance in Your Fleet
Here’s how fleet managers can level up their PM strategy:
1. Automate PM Scheduling
Use fleet maintenance software like RTA’s to set custom PM intervals by vehicle class, asset age, and usage patterns.
2. Monitor PM Compliance
Track completion rates, overdue tasks, and technician performance. High compliance = high availability.
3. Use Digital Work Orders
Eliminate paper, reduce errors, and keep a full record of every task.
4. Implement Quality Control (QC)
Add QC checkpoints after service tasks to ensure work is done right the first time.
5. Train Technicians on Inspection Standards
Empower your team to spot issues before they become failures.
6. Integrate Fuel Testing into PM Schedules
Especially for agencies using bulk or shared fuel—contamination is more common than you think.
What Tools Help with Preventive Maintenance?
The best fleet maintenance management systems (FMMS) provide:
- PM tracking dashboards
- Custom PM triggers by mileage, hours, or time
- Work order management
- Technician productivity tools
- Parts and inventory tracking
- Automated alerts and reports
- On-time PM compliance tracking
RTA Fleet360 delivers all this and more—trusted by government fleets, public safety agencies, and enterprise fleets nationwide.
FAQs About Preventive Maintenance in Fleet Management
What is the purpose of preventive maintenance?
Preventive maintenance helps avoid unplanned downtime, extend asset life, improve safety, and reduce total cost of ownership by identifying issues before they lead to breakdowns.
How often should PM be done?
It depends on vehicle type, usage, and manufacturer specs—but common intervals include every 5,000 miles, 3 months, or 300 engine hours. A PM program should be tailored using software.
What’s the difference between PM and corrective maintenance?
PM is proactive—done on a schedule to prevent failures. Corrective maintenance is reactive—done after something breaks.
How can software help with preventive maintenance?
Fleet maintenance software automates schedules, alerts managers to upcoming tasks, tracks compliance, and creates auditable records of all maintenance activities.
What’s the ROI of a good PM program?
Fleets can reduce maintenance costs by up to 30%, lower downtime, extend vehicle life, and avoid costly failures—just like Dave Persad’s fleet, which was saved by having airtight records and routines.
Final Thoughts: Don’t Wait for a Disaster to Fix Your PM Program
Fleet managers, here's the hard truth: you don’t rise to the occasion—you fall to your level of preparation. PM isn’t a checkbox—it’s your shield against chaos.
Dave Persad’s story is a powerful reminder that even when disaster strikes, a disciplined maintenance program can make the difference between recovery and collapse.
Want to improve your PM game? RTA can help.
Ready to Take Preventive Maintenance Seriously?
Discover how RTA’s Fleet Maintenance Management Software can streamline your PM program, improve technician productivity, and give you peace of mind with airtight records.