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Tender and procurement · Free Excel and Word template

GPS tracker pilot test plan and acceptance criteria

Decide what a tracking pilot must prove before the devices are installed. 17 test cases with criteria you can fail, a log of results and issues, and a decision that follows your own rules.

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Free: enter your name and email and we send you the files. Excel calculates the decision, Word is a printable copy of the plan. No macros.
  • 17 test cases in 7 areas
  • Decision from your rules
  • Excel and Word, EN and AR
The numbers in the criteria are examples

Figures such as 10 minutes, 30 m, 30 seconds or 4 hours are starting points to replace. They are not Tracom device specifications and not an industry standard. Set them from your own operation and from what the supplier states in writing. Drivers must be told about a pilot before it starts. Check the data-protection rules that apply to you with your adviser.

What's inside

What is inside the pilot plan?

Fill the plan and the baseline first. Run the cases. The Results sheet reads everything and gives the decision.

  1. 01

    Start here

    Five steps, the colors and a note that every number is an example.

  2. 02

    Plan

    Pilot name, dates, pass rates, vehicle groups, people and milestones. It warns if a driver group is not yet informed.

  3. 03

    Test cases

    17 cases with how to run each, an example criterion, priority, result, observed value and evidence reference.

  4. 04

    Results

    Counts and pass rates, four checks and the decision: Accept, Accept with conditions, Do not accept or Tests not finished.

  5. 05

    Baseline

    Six measures before and during the pilot, the change, and whether each target change was met.

  6. 06

    Issues

    A log with severity and status. Open critical issues feed the decision.

  7. 07

    Sign-off

    The decision, conditions to close and three signatures, ready to print.

The decision

You set the rules before any result exists

Two pass rates and the number of open critical issues allowed are cells on the Plan sheet. The Results sheet applies them. Nobody has to argue about the outcome after the pilot.

AcceptAccept with conditionsDo not acceptTests not finished
How the decision is reached
DecisionWhen
Tests not finishedAt least one Must case has no result yet.
Do not acceptThe pass rate on Must cases is below your rule (example: 100%).
Accept with conditionsMust rule met, but the pass rate on all cases is below your rule (example: 80%), or a critical issue is still open.
AcceptBoth pass rates met and no critical issue open.
Preview

A look at the test cases sheet

Each case says how to run it and what counts as a pass. You change the gray criteria, then agree the sheet with the supplier.

tracom-pilot-test-plan-acceptance-criteria-en.xlsx
TestAcceptance criterion (example)PriorityResult
First position after installationPosition shows on the platform within 10 minutes of power-on.MustPass
Delay from event to platformMedian delay of 30 seconds or less over 20 events.MustPass
Reporting gaps over a weekNo more than 2 gaps over 5 minutes per vehicle per week.ShouldFail
Ignition on and off detectionAll 5 cycles detected, each within 1 minute of the real time.MustPass
Geofence enter and exit alertsEvery entry and exit raises an alert within 2 minutes.MustPartly
Five of the 17 cases with example results. The criteria are examples to replace, not Tracom specifications.

Why does a pilot need a test plan?

A pilot is the one moment when you can test a tracking supplier on your own vehicles, roads and people. Without a plan it ends with a feeling ("it seemed fine") and a sales conversation. A plan fixes four things before installation: what will be tested, how, what result counts as a pass, and who decides.

This file holds 17 cases in seven areas: position, data delivery, events and alerts, video and driver monitoring, the platform, support and installation. Eight are marked Must. If a Must case fails, the decision cannot be Accept.

How to use the pilot plan

  1. Fill the Plan sheet. Name the pilot, set the dates, list the vehicle groups and confirm that the drivers are informed.
  2. Set the two pass rates. The examples are 100% on Must cases and 80% on all cases. Decide now, before any result.
  3. Record the baseline. Use your own records for the same vehicles and the same number of weeks as the pilot.
  4. Change each criterion to your number and send the sheet to the supplier. Ask for a written yes before installation.
  5. Run the cases. Enter the result, the value you observed, the date and who tested. Log every problem on the Issues sheet.
  6. Read the Results sheet and sign on the Sign-off sheet.

How to write a criterion that can fail

"The position is accurate" cannot fail, so it proves nothing. "On a known route, the platform shows the vehicle within 30 m of the reference at each of 10 checkpoints" can fail. Write what you measure, the number, how you read it and the conditions. The gray criteria in the file are written this way. The numbers are yours to set.

Pass rate = cases with result Pass ÷ cases in scope Cases marked Not in scope are left out. Partly and Not run do not count as a pass.Example: 15 passed of 17 = 88%In the example all 8 Must cases passed (100%), one Should case failed and one was not run. With an 80% rule and no critical issue open, the decision is Accept. One open critical issue turns it into Accept with conditions.

Test the support too

Devices fail on a Friday night, not on a Tuesday morning. Two cases in the file ask you to raise a real ticket outside office hours and to measure the time to the first reply and to a fix. Record the clock times in the Evidence column. A supplier that answers fast during the sales stage and slowly during the pilot is telling you something.

Common mistakes

  • Changing a criterion after seeing the results.
  • Piloting only on new vehicles and easy routes, then rolling out to the whole fleet.
  • Taking the baseline from a different season or a different mix of routes.
  • Counting Partly as a pass. The file does not.
  • Accepting the supplier's own report as the only source. Take screenshots and exports yourself.
  • A pilot too short to show a trend. Size it with the pilot sizing planner.
  • Starting before the drivers know what is recorded.

Limits of this template

It is a planning and recording tool. It does not test whether a device holds any regulatory approval, and it is not a legal document. The 17 cases are general, so add your own for special equipment such as fuel probes or temperature sensors. The numbers in the criteria are examples.

Related Tracom solution

Run the pilot on devices that record what you test

A good pilot plan needs numbers you can read back: positions, events and video with timestamps. Tracom devices and the SCMS portal record and show these, so you can compare them with your criteria.

  • Second-by-second data. A detailed record of speed, stops and events to check against your criteria.
  • Driver behavior monitoring. Voice alerts in the cab, and events you can count before and after.
  • Tracom M1N MDVR. Camera options such as DSM/ADAS are confirmed with the Tracom team.
  • Live fleet insights. Position and status for the vehicles in the pilot.
  • SCMS portal. Manage devices and configuration files in one place.
Questions

Pilot plan questions, answered

Planning a pilot of Tracom devices? Talk to Tracom.

Who writes the acceptance criteria?

You do, with the supplier, in writing and before installation. The supplier can propose numbers, but the decision rule is yours.

How many vehicles should the pilot use?

It depends on how big a change you want to detect and how variable your vehicles are. Use the pilot sizing planner for a first estimate.

What if the supplier wants to change a criterion?

Accept a change only in writing, dated, and before the results are known. A change after the results is a new test, not a result.

Are the numbers in the file standards?

No. They are examples written to show the format. Replace them with figures from your operation, your contract or the supplier's datasheet.

Why is Partly not a pass?

A case that works only in part leaves a risk in daily use. The file shows it in its own column so you can see how many there are, and you decide whether they are acceptable conditions.

What is Tracom's role here?

Tracom makes the devices and can be one of the suppliers you pilot. This template is a neutral tool and makes no claim about any product.

Next step

Plan your pilot with Tracom

Tell us how many vehicles, which equipment and what you need to prove. We will help you set up the pilot against your criteria.

Contact Us Get the template
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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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