The plan
Columns F to L, from the approved journey plan
- Times
- Planned departure and arrival
- Rest
- Planned rest stops
- Driving
- Longest planned block
- Rules
- Call-ins, night driving, journey speed
Journey safety · Excel log
Journey plan vs tracker record exception log
A free Excel log that puts the approved journey plan next to what the tracker recorded: departure, arrival, rest stops, longest driving block, call-ins, speed and night driving. It checks the device record for gaps before it lists the exceptions.
Free: enter your name and e-mail and we send you the file. Works in Excel, Microsoft 365, Google Sheets and LibreOffice.
- One row per journey
- Plan next to the GPS record
- Data gaps checked first
What's inside
Plan, record, exceptions: three column groups on one row
Six sheets: Start here, Settings, Journeys, Actions, Summary and Lists. The Journeys sheet does the comparison.
The tracker record
Columns M to U, from the GPS export or trip report
- Times
- Actual departure and arrival
- Stops
- Stops at least as long as your rest rule
- Driving
- Longest continuous driving, maximum speed
- Data
- Largest gap between two records
The exceptions
Columns V to AF
- Delays
- Departure and arrival, against your tolerance
- Missed
- Rest stops and call-ins
- Over
- Driving block, journey speed, night driving
- Result
- Matches, Exceptions, or Check the data first
Journeys preview
Three example journeys, three different answers
One journey matches its plan, one has six exceptions, and one cannot be judged yet because the tracker record is incomplete.
| Journey | Departure delay | Missed rest | Block over plan | Speed | Night | Record | Result |
|---|---|---|---|---|---|---|---|
| J-1041 | 12 min | 0 | 0 | No | No | OK | Matches the plan |
| J-1042 | 50 min | 2 | 85 min | Over | No | OK | 6 exceptions |
| J-1043 | 5 min | 1 | 110 min | No | Yes | 48 min gap | Check the data first |
How it runs
From the plan and the export to a closed exception
Set your tolerances
Departure and arrival, driving block, speed, the largest data gap you accept, the shortest stop that counts as rest, and the night window.
Copy the plan
Enter the planned times, rest stops, longest block, call-ins, night rule and journey speed for each journey.
Read the record
From the GPS export or trip report, enter what the tracker recorded, including the largest gap between two records.
Follow up
Open an action for each exception you follow up: cause, action, person responsible, due date. Close it when done.
Why compare the plan with the tracker record?
A journey plan says when the driver leaves, where the driver rests, when the driver calls in and how fast the vehicle may go. The tracker records what happened. The value is in the difference: a rest stop that never happened, a driving block twice as long as planned, or night driving on a day route.
This log does that comparison one journey per row, with your own tolerances, and lists the exceptions for follow-up. It does not write the plan. Use your journey management plan for that.
Check the data before you judge the driver
A missing stop in the report can be a real missed rest, or a gap in the record. Gaps come from power loss, poor signal, a long reporting interval or the export itself. That is why the log asks for the largest gap between two records. If it is above your limit, the result is Check the data first, whatever the other columns say.
A gap is not a stop
Before you open a driver action for a missed rest or call-in, check the device: power, antenna, SIM and the reporting setting. A device fault fixed early protects the next journey too.
How each exception is worked out
Departure delay (min) = (actual departure − planned departure) × 1440
Missed rest stops = larger of 0 and (planned stops − stops found)
Driving block over plan = larger of 0 and (longest found − longest planned)
Over the journey speed = maximum speed > journey speed + speed tolerance
Result = Check the data first if the largest gap > gap limit, otherwise Matches the plan or ExceptionsExample: planned 06:00, actual 06:50 gives a 50-minute delay. With a 30-minute tolerance it counts as one exception.
| Setting | Example value |
|---|---|
| Departure and arrival tolerance | 30 minexample |
| Driving block tolerance | 15 minexample |
| Speed tolerance | 5 km/hexample |
| Largest data gap accepted | 10 minexample |
| Shortest stop counted as rest | 15 minexample |
Limits
Times are clock times. A delay that passes midnight is read the shorter way round the clock, up to 12 hours early or late. The log reads the numbers you enter from your report. It does not parse the GPS export, and it does not judge driving hours. The tolerances in the file are examples, not limits from any regulator or standard.
Related Tracom solution
A complete record starts at the install
Tracom ST100 is an IVMS GPS tracker. How complete its journey record is depends on the install, the power wiring, the SIM and the reporting setting. If your journeys keep showing gaps, talk to us before you blame the plan or the driver.
- Signal gap analyzer to see where and when a tracker goes quiet.
- Driving time reconciler to compare driving time from two data sources.
- Check-in designer to plan automatic call-ins from the device.
Where do the tracker numbers come from?
From your platform: a trip report or a GPS export. Read the actual times, stops, longest driving, maximum speed, night minutes and the largest gap between records, and type them in.
Why does a data gap override the other results?
Because a missing record can look like a missed stop or a missed call-in. Until the gap is explained, the other exceptions on that journey may be wrong.
What counts as a rest stop?
A stop at least as long as the value you set, 15 minutes in the example. Use the same rule when you count stops in your report.
Can it handle a journey that crosses midnight?
Yes. A departure planned for 23:30 and made at 00:05 counts as 35 minutes late. The log reads a delay the shorter way round the clock, so it works up to 12 hours early or late.
Is this a journey management plan?
No. It checks journeys against a plan you already approved. Write the plan with your journey management process.
What does Tracom do beyond the template?
Tracom makes the devices and can help you find why records have gaps. The log works without any Tracom device. It does not approve journeys and it does not show that your fleet meets any rule.
Next step
Journey records with gaps?
Send us one journey export. We will look at the gaps with you.
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