12-Month Planning Checklist for Fleet Managers; Donlen Project Report Card

Planning is key to effective fleet vehicle cycling. Here’s a quick month-by-month planning checklist to help you get started on next year’s cycle — or keep you on track for this year’s. All the reports listed below are readily available in FleetWeb® and can help you prepare for upcoming ordering and replacement cycles. If you have questions about any of these items, contact your Donlen Account Manager who will work with you to customize this timeline for your particular fleet.


  • Review current model year (MY) orders placed vs. Manufacturers’ CAP Tier program to optimize your CAP incentives
  • Remember to check Build Out Startup Dates and Production Updates (Bookmark this page for quick access: (https://www.donlen.com/build-out-start-up-dates.html)
  • Make sure your selectors are up to date before ordering
  • Begin ordering for Spring delivery (if you have two order cycles)
  • Be aware of the strong used car market for Spring cycle



  • Final review of replacement forecast to ensure no vehicles were missed
  • Run report of current MY orders and verify against Manufacturers’ CAP Tier program
  • Keep an eye on Build Out Startup Dates and Production Updates
  • Review current fleet policy for any changes or updates


  • Begin negotiations with manufacturers for next MY CAP’s program
  • Prepare for Fall ordering cycle by analyzing replacement reports
  • Utilize Donlen’s Lifecycle Analysis Tools and Vehicle Optimization Model™ to plan for next year’s vehicle selection
  • Run a missing plates or plate expiration report to ensure database is up to date


  • Finalize manufacturers’ CAP program prior to ordering Fall cycle
  • Finalize vehicle replacement forecast for Fall ordering cycle
  • Set up selectors for the new model year
  • Review B&P for drivers missing mileage to ensure driver compliance
  • Send your updated fleet policy to be uploaded into DonlenDriver®


  • Finalize selectors
  • Begin ordering the Fall cycle for September/October delivery


  • Finalize selectors
  • Begin ordering the Fall cycle for October/November delivery


  • Review these FleetWeb reports to ensure your fleet is running at its optimum performance and your database is up to date:
    • Operator Costs Report
    • Overdue for PM Report
    • B&P Report
    • Vehicle/Driver Inventory Report
    • Missing Plate and Expiration Report


  • In preparation for October 31 year end, run a B&P Missing Mileage Report to ensure driver compliance


  • Review B&P for missing mileage to ensure driver compliance for year-end cut off
  • Run Exception Report for missing plates or plate expiration


  • Prepare for Spring order cycle by analyzing the replacement forecast report
  • Remind drivers that they only have until November 15th to report their final mileages
  • Review the Manufacturer Holiday Schedule close


  • Run Exception Report for missing plates or plate expiration
  • Prepare for your annual DMVR
  • Finalize vehicle replacement forecast for Spring ordering cycle

Donlen 2012 Project Report Card

In past FridayFleet issues, we’ve discussed customizing Donlen’s web tools and increasing productivity through technology. Each year, our Project Management Office (PMO) manages projects for internal groups and customers, ranging in size from small (under 40 hours of development time) to large (41 hours or more).

“We’ve had a busy year,” said Kim Wiles, Vice President, PMO. “In total, we’ve completed 139 projects. These include internal projects that improve our compliance, increase our productivity, or are tied to Donlen’s strategic goals. But by far, the vast majority are customer-specific projects.

“We carefully track every project through our group so that our resources are used in the most efficient manner. In doing so, we ensure that our customer needs are met to their complete satisfaction. This year, the 139 projects took 20,800 IT hours to complete. My team, along with IT and other Donlen business owners, are very proud of our accomplishments.”

Kim can be reached at 847-412-5367.

It’s a new year, and FridayFleet has a new look. We hope you like it. If you have feedback on our new format, or an idea for an upcoming feature, we’d love to hear from you. Your input is always welcome. > Contact us here

FleetWeb® Tips

Categorize reports and open them quickly with one click in the “My Favorites” section in FleetWeb.

  1. Open desired window, and click the “Add Favorites” star
  2. Create a new category name for your group. Assign any reports to that group through the drop down
  3. You can open any of those reports at any time by clicking on that category in the “My Favorites” section in the Do menu
  4. Select desired report


Hertz Value Lease™ Deal of the Week

2012 Nissan Rogue S*donlen-hertz-value-lease-nissan-rogue-0113

  • Estimated Mileage: 29,073
  • Exterior Color: Gray
  • Hertz Value Lease Base Price: $10,850

*Vehicle was available at the time of posting to FridayFleet. The exact vehicle may not be available after this date. Photo of vehicle is for illustrative purposes only. Contact your Donlen Account Manager to learn more about Hertz Value Lease vehicles that may be right for your application.

Driver’s Corner

Is your lunch hurting the resale value of your vehicle? Could be if you’ve ever spilled anything on the upholstery or carpet. Not only will sticky residue attract dirt and retain odors, liquid spills can lead to rust from the inside. Not to mention how difficult it is to get rid of all those unreachable crumbs between the seats. If you do spill anything, make sure to clean it right away and thoroughly.

And Finally…

Have you ever wondered how the paint schemes of NASCAR cars can be changed so often? This very cool time-lapse video shows exactly how it’s done. Watch as the #18 Toyota Camry gets wrapped and ready for the start of the upcoming 2013 race season. Drivers, start your engines!

Have a nice weekend. Safe travels.

Originally appeared in FridayFleet on January 4, 2013

About Donlen
A wholly owned subsidiary of The Hertz Corporation (NYSE:HTZ), Donlen (www.donlen.com), with headquarters in Northbrook, IL, is the fleet industry’s most comprehensive and integrated provider of financing and asset management solutions. Since 1965, Donlen has offered its clients highly personalized and responsive customer service, and their workplace excellence has been recognized as one of Crain’s Chicago Business “List of 20 Best Places to Work in Chicago” each year from 2009-2011, a Leader on “The Global Outsourcing 100®” list by the International Association of Outsourcing Professionals (IAOP) for six of the last seven years, and a National Association for Business Resources “101 Best and Brightest Places to Work For in Chicago” each year from 2007-2012. Donlen’s innovation has been awarded with the Computerworld “2012 Honors Laureate for Economic Opportunity,” named to “2012 InformationWeek 500” for innovative technology; the Stevie® “2012 Gold Award for Business Intelligence Solution,” the Silver Award for “2012 Front Line Customer Service Team of the Year,” and the “2011 Corporate Environmental Responsibility Program of the Year.”