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Pilot and testing · Free Excel template

Baseline vs pilot KPI sheet for a GPS tracker pilot

Compare your fleet before and during a GPS tracker pilot, KPI by KPI, for one vehicle in one week. See what improved, what got worse, and whether the pilot was long enough to read.

Get the English file (.xlsx)Arabic version
Free: enter your name and email and we send you the file. Works in Excel, Microsoft 365, Google Sheets and LibreOffice Calc. No macros.
  • 14 KPIs and 4 free rows
  • Per vehicle per week, so periods compare
  • A row for vehicles that reported each day
tracom-baseline-vs-pilot-kpi-sheet-en.xlsx
KPIBeforePilotResult
Speeding events15.7510.50Improved
Idle time (hours)8.757.00Improved
Late appointments0.500.51No change
Fuel used (litres)210241Worse
Values are per vehicle per week. Example figures only, made up to show how the Result column reads. They are not results from any fleet.
What's inside

What is inside the KPI sheet?

The numbers are yours. The made-up example only shows the format.

  1. 01

    Start here

    How to use the file and what the colors mean.

  2. 02

    Setup

    Dates and vehicles. Two typical values you can change.

  3. 03

    KPIs

    14 KPIs plus 4 free rows. Before value, pilot value, change and Result.

  4. 04

    Worked example

    Made-up figures that show every kind of Result.

  5. 05

    Summary

    Counts of improved and worse KPIs, and a check on pilot length.

  6. 06

    Method

    Every formula in plain words.

How a row works

From two totals to one result

You enter the first step. The sheet does the other two.

Before and pilot totalsYou enter them1Per vehicle per weekTotal / (vehicles x days) x 72ResultImproved, worse, no change3
Fig. 1 Each KPI row follows these three steps.
  • Improved
  • Worse
  • Missing data
  • No change
  • Context only

Why compare before and during a pilot?

A pilot is an experiment. Without numbers from the period before it, nobody can say what changed. Many pilots end with an opinion, "it feels better", instead of a figure.

Take the before numbers first, from the same vehicles. Run the pilot. Then compare the two on one sheet, KPI by KPI.

How to use the sheet

  1. Fill in Setup. Enter the dates and the number of vehicles for the period before and for the pilot.
  2. Enter totals on the KPIs sheet. One value for the period before and one for the pilot. Write where each number came from.
  3. Check the Better when column. For most KPIs lower is better. For jobs completed, higher is better.
  4. Read the Result column, then the Summary sheet.

Why per vehicle per week?

The periods may not be the same length, and the number of vehicles may change. Totals are converted to a rate for one vehicle in one week, so the two periods can be compared fairly.

Per vehicle per week = total / (vehicles x days) x 7 Change % = (pilot - before) / beforeExample: 1,260 events, 20 vehicles, 28 days = 15.75 per vehicle per week

Percentage KPIs, such as the share of alerts you judged false, are used as entered.

A short pilot shows early signs, not fewer crashes

A few weeks can show changes in idle time, fuel and overtime, and early changes in harsh events. They are too short to show fewer crashes. Season, routes and workload also change between periods, so write any difference in the source column. The sheet holds no industry figures and no Tracom results. The typical values in Setup, 28 days and 5%, are starting points. Change them to your policy.

Limits of this sheet

It compares numbers you enter. It does not read data from any platform, and it cannot show that tracking caused a change. Check that both periods are comparable before you rely on the Result column.

Related Tracom solution

Get the before and pilot numbers from one place

Tracom devices and the SCMS portal record the data these KPIs use, such as distance, idling and harsh events. Which events and reports your model supports comes from the device documentation. Ask us before the pilot starts, so you know what you can measure.

  • SCMS portal. Manage devices and settings in one place.
  • Second-by-second data. Detail to check why an event did or did not fire.
  • Advanced configuration files. Apply the same settings to every pilot vehicle.
  • Over-the-air updates. Keep device software current during the pilot.
Questions

KPI sheet questions, answered

Need help planning your pilot? Talk to Tracom.

How long should a pilot run?

Long enough to cover normal weeks, and at least the number of days you set in Setup. The sheet starts at 28 days, a typical value. Your routes and seasons may need longer.

Can I compare periods of different lengths?

Yes. Totals are converted to one vehicle in one week, so a 4-week period and a 6-week period can be compared. Keep the vehicles and routes similar when you can.

Where do the before numbers come from?

From the period before the pilot: your fuel records, payroll, dispatch logs and any earlier system. If you have none, say so in the source column and treat the first weeks as your starting point.

Does the sheet include benchmarks or targets?

No. It holds no industry figures. The only typical values are the shortest pilot length and the size of change counted as no change, and you can edit both.

Does the sheet work in Google Sheets?

Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets. It also works in Excel and LibreOffice Calc.

What is Tracom's role here?

Tracom makes tracking devices. The sheet is a record-keeping tool for any pilot, with any supplier. It does not say that any product lowers cost or crashes.

Next step

Plan the pilot before you start it

Tell us your vehicles and routes. We will help you decide which numbers to collect before the pilot begins.

Contact Us Get the sheet
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Tracom is an advanced GPS tracking device designed to enhance fleet visibility, safety, and efficiency through real-time data, intelligent alerts, and remote monitoring.

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