{"id":3333,"date":"2025-09-25T14:44:31","date_gmt":"2025-09-25T18:44:31","guid":{"rendered":"https:\/\/assetworks2stg.wpengine.com\/fleet\/?p=3333"},"modified":"2025-09-25T15:48:05","modified_gmt":"2025-09-25T19:48:05","slug":"coach-usa","status":"publish","type":"post","link":"https:\/\/www.assetworks.com\/fleet\/case-studies\/coach-usa\/","title":{"rendered":"Coach USA"},"content":{"rendered":"\t\t
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With over 1,000 vehicles across 18 locations in the United States and Canada, Coach USA operates one of North America’s largest transportation fleets. The organization is responsible for maintaining a reliable, safe, and cost-effective fleet in a complex and constantly changing landscape. To support this goal, Coach USA has relied on AssetWorks’ FleetFocus software since 1999.<\/p>

At the heart of the operation is Terrianne Bowen, FleetFocus Manager, who has spent more than four decades with Coach USA. Since transitioning from a manual card inventory system to FleetFocus, Bowen has seen both the company and software evolve dramatically. Today, Coach USA uses a robust suite of FleetFocus tools and integrations to manage maintenance, inventory, fueling, reporting, and more. The technology supports not only operational needs but also strategic planning, long-term budgeting, and regulatory compliance.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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From Switchboard to Software<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Terrianne Bowen\u2019s journey at Coach USA began in 1985. Originally hired as a switchboard operator while attending college, she was quickly promoted to inventory clerk, in a career that would span decades and witness major technological transformations in the fleet industry. \u201cWhen I started, we used a manual card system in a big rolling bin. Today, we have real-time data and integrated apps. The journey has been incredible,\u201d said Bowen.<\/p>

Bowen played a pivotal role in the adoption of AssetWorks FleetFocus<\/a> in 1999. Although she wasn\u2019t part of the initial purchasing team, her hands-on involvement during implementation and training ensured a smooth transition from manual processes to digital solutions. Since 2007, she has served as the full-time FleetFocus Manager, overseeing the platform\u2019s use across Coach USA.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\n\t\t\t\t\"Now, I can tell at any time what status a vehicle is in and why. I can pull up detailed notes and see where everything stands. That\u2019s a big deal when you\u2019re managing over a thousand vehicles.\u201d\t\t\t<\/p>\n\t\t\t\t\t\t\t

\n\t\t\t\t\t\t\t\t\t\t\tTerrianne Bowen, FleetFocus Manager, Coach USA<\/cite>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/blockquote>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Operational Challenges<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Before implementing FleetFocus, Coach USA struggled with inefficiencies common to large, decentralized fleets. Manual data entry, disjointed systems, and limited real-time visibility posed serious challenges. Work orders, fueling logs, and spreadsheets were used to track essential metrics like mileage, which left too much room for error.<\/p>

Bowen explained, \u201cWe had to rely on people manually uploading information into the system. If someone went on leave or forgot to do it, we were stuck waiting. That affected everything\u2014from PM schedules to monthly reports.\u201d<\/p>

FleetFocus helped address these gaps by centralizing vehicle data and improving asset visibility across departments. \u201cNow, I can tell at any time what status a vehicle is in and why. I can pull up detailed notes and see where everything stands. That\u2019s a big deal when you’re managing over a thousand vehicles.\u201d<\/p>

The company also faced complications around inventory, procurement, and reporting. Without standardization, tracking parts and managing bids lacked consistency. \u201cThere can be 25 different manufacturer part numbers, but they\u2019re the same part,\u201d Bowen noted. \u201cSo, we created an internal part number to group them and make bidding and reporting easier.\u201d This approach not only reduced confusion but also improved vendor management and helped control costs.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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AssetWorks Solutions<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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FleetFocus provided Coach USA with the centralized, integrated platform needed to standardize operations and improve visibility across all departments. At its core, FleetFocus serves as a comprehensive Fleet Management Information System (FMIS)<\/a> that consolidates data from across the organization into a single, easy-to-access platform. From vehicle status and service records to procurement workflows and technician schedules, everything lives in one place. This structure eliminates the need for siloed systems and ensures that every team, from maintenance and inventory to leadership, has access to the same, real-time data.<\/p>

One of the most powerful features for Bowen and her team has been the Ad Hoc reporting tool. \u201cI\u2019m in Ad Hoc all day long,\u201d she said. \u201cI can pull up the data I need within minutes. Just yesterday, our tech expert was struggling with a report, and we figured it out together. That flexibility is a game-changer.\u201d With Ad Hoc, users can build custom reports tailored to specific operational questions, giving Coach USA the agility to respond quickly to changes and spot trends before they become problems.<\/p>

In addition to FleetFocus, Coach USA utilizes FuelFocus<\/a> to manage fueling operations more efficiently. FuelFocus is a fully integrated automated fueling system that captures real-time fuel and mileage data directly from the pump and uploads it into FleetFocus. This removes the need for manual data entry and reduces the risk of errors. \u201cWith FuelFocus, data is uploaded instantly. Without it, I\u2019m chasing down spreadsheets and calling people for missing mileage,\u201d Bowen explained. This automation is not just a convenience, it ensures data accuracy for reporting, planning, and preventive maintenance.<\/p>

By using FleetFocus in tandem with integrated tools like FuelFocus, Coach USA has created a streamlined, data-rich environment that supports smarter decision-making, improves accountability, and increases overall operational efficiency.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Expanding the Ecosystem with Integrations<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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Coach USA has continued to expand the capabilities of its FleetFocus platform through strategic integrations that enhance automation, data sharing, and operational efficiency. One of the most impactful additions has been the integration with Samsara GPS<\/a>. This integration allows real-time odometer data to be automatically sent into FleetFocus, which plays a crucial role in keeping preventive maintenance schedules accurate and timely.<\/p>

\u201cWe\u2019ve been working on our Samsara integration,\u201d Bowen explained. \u201cNow it\u2019s finally coming together. Getting real-time odometer readings directly into FleetFocus will transform how we manage PMs and inspections.\u201d<\/p>

Another significant improvement is the rollout of EDGE, AssetWorks\u2019 suite of mobile applications<\/a>. Designed for use on tablets and mobile devices, EDGE brings FleetFocus directly to technicians and inventory staff working on the shop floor. By providing access to work orders, checklists, and inventory details from anywhere, EDGE reduces downtime, improves productivity, and supports more accurate recordkeeping.<\/p>

\u201cWe\u2019re excited for EDGE to streamline processes and make life easier for our techs,\u201d Bowen said. \u201cIt\u2019s a big step forward for our operations, especially in terms of mobility and real-time data access.\u201d<\/p>

Together, these integrations demonstrate how FleetFocus continues to evolve alongside Coach USA\u2019s needs, providing flexible, forward-thinking tools that improve coordination and decision-making across the entire fleet operation.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Key Impacts<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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One of the most notable gains since implementing FleetFocus and its integrated tools has been the improvement in preventive maintenance workflows. With more accurate data flowing into the system, Coach USA can better track service intervals and reduce the risk of vehicles falling through the cracks. A key enabler of this is the EDGE mobile application, which brings FleetFocus directly to the shop floor.<\/p>

\u201cInventory is one of our pain points,\u201d Bowen admitted. \u201cIt\u2019s very manual. We\u2019re excited for EDGE to streamline that process and make life easier for our techs.\u201d By eliminating paper-based inventory checks and providing real-time access to parts and work order data, EDGE helps Coach USA boost technician productivity and reduce errors.<\/p>

In addition to improving PM processes, Coach USA has seen enhanced data accuracy and fewer administrative delays, especially in fuel and mileage tracking. Bowen recalled a recent issue: \u201cWe had one location stop uploading data because the person responsible was out on leave. Our monthly numbers were off because we didn\u2019t have that mileage,\u201d she explained. \u201cWith FuelFocus, that wouldn\u2019t have happened.\u201d Because FuelFocus automatically uploads fueling and mileage data into FleetFocus, the system ensures uninterrupted access to critical performance data, regardless of staff availability.<\/p>

Strong vendor support has also played a major role in Coach USA\u2019s success with the platform. Whether helping to troubleshoot issues or push forward new integrations, the AssetWorks team has proven to be a reliable partner. \u201cWe had a system outage recently, and AssetWorks spent the entire day working with us to get it resolved,\u201d said Bowen. \u201cThat kind of dedication matters. It impacts safety, operations, everything.\u201d<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\n\t\t\t\t\"We seriously considered switching platforms, but when we looked at everything, features, support, flexibility, we saw that FleetFocus was\nthe superior system.\u201d\t\t\t<\/p>\n\t\t\t\t\t\t\t

\n\t\t\t\t\t\t\t\t\t\t\tTerrianne Bowen, FleetFocus Manager, Coach USA<\/cite>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/blockquote>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Decision to Stay with AssetWorks<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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A decade ago, Coach USA took a proactive step to evaluate the market and assess whether another fleet management system could better support their growing and evolving needs. With advancements in technology and an increasing reliance on real-time data and integrations, the organization wanted to ensure they had the most effective tools in place.<\/p>

Despite a thorough review of several vendors and platforms, the team ultimately decided that AssetWorks FleetFocus remained the strongest fit for their operations. The system\u2019s range of features, proven reliability, and ability to scale with a fleet of their size stood out.<\/p>

\u201cWe seriously considered switching platforms,\u201d Bowen said. \u201cBut when we looked at everything, features, support, flexibility, we saw that FleetFocus was the superior system.\u201d<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t

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\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\"FleetFocusEDGE\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Conclusion<\/h5>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t
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FleetFocus has helped Coach USA evolve from a manual, paper-based inventory process to a fully digitized, integrated fleet management ecosystem. Today, the platform powers preventive maintenance, inventory, reporting, and procurement across 18 locations.<\/p>

\u201cWe\u2019ve had a lot of ups and downs over the years, but we\u2019ve grown, and so has AssetWorks,\u201d said Bowen. \u201cThat\u2019s what\u2019s kept the partnership going.\u201d<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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\n\t\t\t\t\t\n\t\t\t\t\t\t\n\t\t\t\t\t\t\t\t\tDownload Case Study<\/span>\n\t\t\t\t\t<\/span>\n\t\t\t\t\t<\/a>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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To learn more about the fleet management software mentioned in this case study, fill out the form below.<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t","protected":false},"excerpt":{"rendered":"

With over 1,000 vehicles across 18 locations in the United States and Canada, Coach USA operates one of North America’s largest transportation fleets. The organization is responsible for maintaining a reliable, safe, and cost-effective fleet in a complex and constantly changing landscape. To support this goal, Coach USA has relied on AssetWorks’ FleetFocus software since…<\/p>\n","protected":false},"author":7,"featured_media":3337,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"content-type":"","_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"_kad_post_classname":"","footnotes":""},"categories":[21],"tags":[],"post_folder":[46],"class_list":["post-3333","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-case-studies"],"yoast_head":"\nCoach USA - Fleet and Fuel Management<\/title>\n<meta name=\"description\" content=\"With over 1,000 vehicles across 18 locations in the United States and Canada, Coach USA operates one of North America's largest transportation 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