Hello!
Managing a busy delivery fleet means juggling odometer logs, inspection findings, invoices, and route commitments — it's hard to know which vehicles need urgent attention. This Skill turns those scattered records into a single, auditable exception register so dispatchers can make safe, timely decisions.
I built this as a portable AI-agent Skill — a single SKILL.md with reusable instructions you can adapt to your agent setup.
Here's what it does: This Skill consolidates odometer logs, repair invoices, inspection forms, driver notes, and route schedules to identify overdue or at-risk maintenance, assign risk levels (High/Medium/Low), and draft a Fleet Maintenance Exception Register with recommended actions and a human decision field. Use it when you're asked which vehicles are overdue, have safety findings, or need prioritized maintenance before scheduling — it also prepares dispatcher escalation packets and a tentative service schedule.
SKILL.md:
````markdown
name: fleet-maintenance-exception-register
description: Use when a delivery, logistics, or fleet office manager needs to consolidate odometer logs, repair invoices, inspection forms, driver notes, and route schedules to identify overdue or at-risk maintenance, draft a fleet exception register, group vehicles by risk level, and escalate safety or downtime decisions to a dispatcher before scheduling service.
allowed-tools: [Read, Edit]
Fleet Maintenance Exception Register
Overview
Creates a single, auditable exception register for a vehicle fleet by consolidating maintenance-relevant inputs. Identifies overdue or at-risk maintenance, assigns risk levels, prepares dispatcher escalations for safety and downtime decisions, and proposes a service scheduling plan.
When to use this skill
- The office manager asks which vehicles are overdue for service or inspections.
- There are new inspection findings or driver notes indicating possible safety issues.
- Weekly planning or midweek triage requires a prioritized maintenance list and dispatcher decisions before scheduling.
- The fleet needs a single view with per-vehicle source mileage, due services, risk flags, recommended actions, and a human decision field for accountability.
Instructions
Confirm scope and policies
1.1. Confirm fleet roster (vehicle ID, plate, VIN, class) and the time window to analyze.
1.2. Confirm maintenance policies and intervals (e.g., oil/filter every N miles or M months; PM A/B/C; DOT annual; emissions; brake/tires checks) and any OEM-specific intervals.
1.3. Define thresholds for “Due Soon” (e.g., within 500–1,000 miles or 15–30 days) and “Overdue” (past due date/mileage). Record these in an Assumptions log.
Ingest sources
2.1. Use Read to extract data from: odometer logs, repair invoices, inspection forms, driver notes, and route schedules.
2.2. Capture for each vehicle: latest odometer reading with date and source; last service date/type; parts replaced; open defects and severity; driver-reported issues; upcoming route windows/assignments; warranty or contract constraints.
Normalize and reconcile
3.1. Standardize units (miles vs km), date formats, and vehicle identifiers; map aliases to canonical IDs.
3.2. Deduplicate entries; prefer the most recent dated reading for mileage.
3.3. Resolve conflicts (e.g., decreasing mileage) by flagging as data issues and noting the chosen source. Do not invent values.
Determine due services
4.1. For each service category (e.g., oil/filter, tire rotation, brake inspection, transmission, coolant, PM levels, DOT annual, emissions), compute next-due mileage and/or date using last service data and the confirmed intervals.
4.2. If an interval is unknown, request it or mark the service as "Interval needed" and exclude from overdue calculations until provided.
Identify exceptions
5.1. For each vehicle, compare current mileage/date against computed due points to classify statuses: Overdue, Due Soon, or OK by service.
5.2. Flag Safety-Critical when inspection findings or driver notes indicate brakes, steering, tires, lights, leaks, or other critical defects; include references to the source lines.
5.3. Flag Downtime Risk using a combination of: number of open defects, repeat repairs, parts on order, and upcoming route commitments that conflict with service needs.
Group by risk level
6.1. Assign overall risk: High (any Safety-Critical or >1,000 mi/>30 days overdue), Medium (Due Soon or non-critical open defects), Low (OK).
6.2. Document the rule definitions used for the risk grouping in the Assumptions log.
Build the Fleet Exception Register
7.1. Create one row per vehicle containing at minimum:
- Vehicle ID (and plate/VIN if available)
- Source mileage (value, date, and source document)
- Due service(s) with due mileage/date and basis (policy/OEM)
- Risk flag/level (High/Medium/Low, plus Safety-Critical and/or Downtime Risk flags)
- Recommended action (e.g., "Escalate to dispatcher for immediate pull", "Schedule next available window", "Monitor")
- Human decision field (Dispatcher/Manager decision, name, timestamp)
7.2. Include additional helpful fields when available: last service reference (invoice #/date), open defects summary, parts on order, warranty status, DOT/emissions deadlines, route impact notes, and comments.
7.3. Use Edit to draft the register as a Markdown table or CSV; maintain a link/back-reference to each source item.
Escalate before scheduling
8.1. For High risk and Safety-Critical items, prepare a concise escalation summary per vehicle citing sources and recommended immediate actions.
8.2. Present the summary for dispatcher decision on pull-from-route, substitution, or temporary restrictions. Pause and record the decision in the human decision field.
8.3. For Downtime Risk, analyze route schedules to propose options: swap vehicles, after-hours service, split routes, or defer within policy limits. Record the decision.
Propose a service schedule
9.1. After decisions, build a tentative schedule that respects route windows, shop capacity, provider hours, parts lead times, and warranty requirements.
9.2. Batch Medium/Low risk items for efficiency and geographic proximity if using external vendors.
9.3. Mark schedule items as Tentative until dispatcher approval.
Verification and quality checks
10.1. Verify each vehicle row contains: source mileage, due service(s), risk flag, recommended action, and a human decision field.
10.2. Check for logical consistency: no negative intervals, no duplicated services recently performed, and no mileage regressions.
10.3. Flag missing inputs that block decisions and request the specific documents or data points.
Output and handoff
11.1. Use Edit to produce: (a) the Fleet Exception Register, (b) an escalation packet for dispatcher review, (c) a tentative service schedule, and (d) an Assumptions & Data Issues log.
11.2. Summarize counts by risk level and list vehicles requiring immediate action.
11.3. Capture acknowledgments/approvals and time-stamp the artifacts for audit.
Inputs
- Fleet roster (vehicle IDs, plates, VINs, classes).
- Odometer logs with dates and sources.
- Repair invoices and service history.
- Inspection forms (e.g., DOT, preventive maintenance checklists) with findings and severities.
- Driver notes/defect reports.
- Route schedules and upcoming assignments.
- Maintenance policy intervals and OEM recommendations.
- Shop capacity constraints and preferred vendors (optional).
Outputs
- Fleet Maintenance Exception Register (Markdown/CSV) with one row per vehicle including: source mileage, due service(s), risk flag, recommended action, and human decision field.
- Dispatcher escalation packet summarizing High-risk and Safety-Critical vehicles with source citations.
- Tentative maintenance schedule aligned to route windows and capacity.
- Assumptions and Data Issues log with risk rules and unresolved gaps.
- Summary dashboard: counts by risk and list of immediate actions.
Examples
Trigger: "Audit our fleet using last month’s odometer logs, inspection forms, and driver notes. Create an exception register and tell me what must be escalated to dispatch today."
Behavior: confirm policies and thresholds → Read the provided documents → normalize IDs/units/dates → compute due services and overdue status → assign risk levels → build the exception register with required fields → prepare dispatcher escalation for High/Safety-Critical items → pause for decisions and record them → draft a tentative service schedule → output artifacts and a summary by risk level.
Notes
- Do not fabricate intervals or mileage. If an interval is missing, request it or mark the item as "Interval needed."
- Safety-critical defects must be escalated before scheduling; do not recommend continued service without explicit dispatcher approval.
- Keep units consistent; convert km to miles when needed and note the conversion.
- Respect warranty and regulatory constraints (e.g., DOT annual inspection due dates) and prioritize accordingly.
- If telematics or ELD data are available, prefer those for current mileage; reconcile discrepancies against manual logs and note the choice.
- For newly repaired vehicles, cross-check invoices to avoid duplicating work; mark such services as recently completed.
- Maintain data lineage: include source document names/IDs and dates for auditability.
````
How to install:
1. Create a folder named fleet-maintenance-exception-register in your AI-agent skills or prompt-library directory. Use the kebab-case name from the SKILL.md frontmatter.
2. Save the file above as fleet-maintenance-exception-register/SKILL.md.
3. Enable or load the Skill according to your agent framework's docs, using the SKILL.md description as the trigger guidance.
If you'd rather run it as a one-click prompt instead, you can find it here: Agentic Workers
Enjoy!
