Every unplanned breakdown costs more than just the repair bill—it's missed routes, stranded passengers, overtime pay for drivers, and damage to your agency's reputation. Industry data shows transit agencies with structured preventive maintenance programs experience 40-60% fewer road calls and extend vehicle lifespans by 2-3 years beyond those relying on reactive maintenance. The difference between running a reliable fleet and constantly fighting fires comes down to one fundamental shift: fixing problems before they strand buses on the road. This analysis examines real-world outcomes from transit agencies that made the transition. Get started free →
Reactive vs. Preventive: The Real Cost Difference
Most fleets know they should do more preventive maintenance. Here's what the data shows about agencies that actually made the shift.
Reactive Maintenance
Fix When Broken- Unpredictable repair costs spike budgets
- Higher spare ratio needed (20-25%)
- Emergency repairs cost 3-5x scheduled work
- Secondary damage from ignored symptoms
- Shorter vehicle lifespan (8-10 years)
- Low technician morale (constant firefighting)
Preventive Maintenance
Fix Before Failure- Predictable maintenance budgets
- Lower spare ratio (10-15%)
- Scheduled repairs at optimal cost
- Problems caught before cascade failure
- Extended vehicle lifespan (12-14 years)
- Higher technician satisfaction (planned work)
The 80/20 Rule in Fleet Maintenance
Research from the Transit Cooperative Research Program found that 80% of component failures can be predicted through regular inspection and monitoring. Agencies that act on early warning signs—oil analysis showing metal particles, brake measurements approaching limits, coolant chemistry changes—prevent the majority of roadcalls before they happen.
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Spokane Transit Authority
How a mid-sized regional transit system built a preventive maintenance program that became a model for the industry.
Spokane Transit Authority
Spokane, WashingtonThe PM Program Structure
Spokane Transit developed a comprehensive Six-Year Transit Development Plan that includes detailed maintenance protocols for their entire fleet. Their preventive maintenance technicians perform scheduled inspections covering all interior and exterior systems—lights, engine, structure, brakes, doors, fluids, ventilation, and communication systems. The program emphasizes catching defects early: technicians record issues, make minor repairs on the spot, and escalate complex problems to journeyman mechanics with full documentation.
Safety Inspection
Lights, tires, brakes, steering, fluid levels, emergency equipment, ADA features
Standard Service
Oil/filter change, belt inspection, battery test, HVAC check, brake measurements
Comprehensive
Transmission service, coolant analysis, suspension inspection, full electrical test
Major Service
Engine tune-up, injector service, DPF cleaning, full chassis inspection, component rebuilds
Scheduled inspections cover all interior and exterior systems of the vehicle. We record defects, make minor repairs, and assist journeyman technicians with more complex repairs. Based on acquired knowledge and drive to succeed, technicians can advance from PM to general repair, journeyman, lead, or foreperson.
Build a PM Program That Actually Works
See how Bus CMMS helps transit agencies schedule inspections, track PM completion, and identify patterns before they become failures.
Measuring What Matters: PM Program Metrics
Successful PM programs track specific KPIs that connect maintenance activities to operational outcomes.
Mean Distance Between Failures
Average miles traveled between roadcalls. Higher is better. Best-in-class agencies exceed 20,000 miles.
PM Completion Rate
Percentage of scheduled PMs completed on time. Missed PMs create cascading maintenance debt.
Scheduled vs. Unscheduled Ratio
Ratio of planned work to emergency repairs. Higher scheduled percentage = better program maturity.
Fleet Availability
Percentage of fleet available for service at pullout. Directly impacts service reliability and spare needs.
The Cost of a Single Roadcall
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Beyond the Shop: How PM Improves Operations
Preventive maintenance benefits extend far beyond reduced repair costs—they transform how your entire operation functions.
Predictable Scheduling
Operations knows exactly which buses will be available. No more scrambling for spares at 5 AM because a bus didn't make it through the night.
Driver Confidence
Operators trust that their assigned vehicle won't break down mid-route. This reduces stress and improves driver retention.
Budget Control
Maintenance costs become predictable. Finance can plan accurately instead of covering surprise repair bills every month.
Parts Optimization
Known PM schedules allow strategic parts ordering. No more emergency overnight shipping or carrying excess inventory.
Compliance Confidence
Documented PM history satisfies DOT auditors. No more scrambling to prove inspections were completed.
Extended Asset Life
Well-maintained buses last 2-3 years longer. Deferred capital purchases free funds for service expansion.
Building Your PM Program: Key Components
Effective programs share common elements—here's what to include in yours.
Inspection Intervals
Establish mileage or time-based intervals for each PM level. Most agencies use A/B/C/D classifications with inspections every 6,000-48,000 miles. Adjust based on operating conditions—harsh environments need shorter intervals.
Standardized Checklists
Create detailed checklists for each PM level that technicians follow consistently. Include pass/fail criteria, measurement specifications, and photo documentation requirements for critical items.
Defect Prioritization
Classify defects by severity: safety-critical (repair immediately), operational (repair within 24 hours), and minor (schedule for next PM). Clear criteria prevent both under-reaction and overreaction.
Quality Assurance
Implement QA checks on completed PMs. Random audits catch missed items and ensure technicians follow procedures. Track rework rates to identify training needs.
Data Analysis
Monitor failure trends to adjust PM activities. If brakes consistently fail before the scheduled replacement, shorten the interval. If components never fail, consider extending it.
Technician Development
Create career paths from PM technician to journeyman. Certified technicians perform better work and stay longer. Pair new hires with experienced mentors during training.
Key Takeaways
Build a Preventive Maintenance Program That Delivers Results
Bus CMMS helps transit agencies schedule PMs, track completion rates, analyze failure patterns, and document compliance—all in one platform built for fleet maintenance.
