A complete Fleet Management Solution developed using Power Apps and Power BI, designed to centralize vehicle tracking, maintenance schedules, fuel logs, and cost analytics. This Power Platform ecosystem replaced manual spreadsheets with an interactive, mobile-friendly management tool.
Keywords: Power Apps fleet management, Power BI dashboard, vehicle tracking app, fleet automation, Power Platform business solution.
PROJECT HIGHLIGHTS
- Project: Fleet Management System
- Development Tools: Power Apps + Power BI + SharePoint
- Timeline: 7 business days
- Impact: 60% faster maintenance reporting; +50% operational visibility
- Industry: Transportation & Corporate Services
- Departments Impacted: Operations, Logistics, Finance
THE DEVELOPMENT STORY
Managing a growing vehicle fleet through spreadsheets was consuming hours of manual work — tracking mileage, maintenance, and fuel costs separately. The client needed a connected solution accessible across departments.
We developed a Power Apps mobile application connected to SharePoint lists for real-time data entry, integrated with a Power BI dashboard for managerial insights.
Employees now record fuel consumption, trip data, and maintenance updates directly from the app. The Power BI dashboard visualizes KPIs such as cost per kilometer, maintenance frequency, and vehicle availability. With automated data synchronization, management has complete visibility of operations at any time.
This Power Platform solution eliminated fragmented tracking and turned fleet control into a streamlined, data-driven process.
DASHBOARDS & FEATURES
Power Apps:
- Mobile-friendly interface for trip and maintenance logging.
- Dropdown menus for driver, vehicle, and maintenance type.
- Automated validation to prevent duplicate entries.
Power BI:
- KPIs: Fuel Cost, Maintenance Cost, Cost per Kilometer, Utilization Rate.
- Visuals: Vehicle Performance by Period, Cost Breakdown, and Mileage Heatmaps.
Integration:
- SharePoint as backend for data storage and Power Automate for workflow alerts.
KEY POINTS SUMMARY
- Centralized fleet control and reporting.
- +50% visibility across departments.
- Reduced manual input errors by 80%.
- 60% faster maintenance reporting.
INDUSTRY & IMPACT
- Industry: Transportation, Logistics, Corporate Services
- Departments Impacted: Operations, Logistics, Finance
Quantified Results:
- -60% reporting time
- +50% operational insight
- 100% centralized fleet visibility
TECHNICAL DEEP DIVE
1. Power Apps Architecture:
– Built on SharePoint lists for fleet data (Vehicles, Drivers, Maintenance, Fuel Logs).
– Data cards and patch functions for real-time updates.
2. Power Automate Flows:
– Automated email notifications for maintenance due.
– Weekly summary reports sent to management.
3. Power BI Model:
– Tables: Vehicles, Trips, Maintenance, FuelCosts.
– Relationships established by Vehicle ID.
– DAX measures:
DAX CostPerKm = DIVIDE(SUM(FuelCosts[TotalCost]) + SUM(Maintenance[Cost]), SUM(Trips[Distance])) Utilization = DIVIDE(COUNTROWS(Trips), COUNTROWS(Vehicles))
4. Integration Logic:
– Power BI refresh connected to SharePoint Online.
– Role-based access to dashboards and forms.
5. Future Enhancements:
– GPS tracking API integration.
– Predictive maintenance model using AI Builder.
