Construction & Heavy Equipment·Caribbean

Martínez Heavy Equipment

Spreadsheet-Based TrackingScalable Resource Platform

Replaced tribal knowledge and spreadsheet-based tracking with a structured fleet management platform that eliminated double-booking and cut equipment downtime by 45%.

Before

Equipment allocation depended on one person's memory and scattered spreadsheets.

After

Centralized fleet platform with real-time utilization tracking and predictive maintenance scheduling.

−45%Equipment DowntimePreventive maintenance scheduling

0Double-BookingsEliminated across 12 sites

100%Utilization VisibilityReal-time tracking

−70%Project Delays (Equipment)Better resource allocation

Operational Context

Martínez Heavy Equipment manages a fleet of over 40 pieces of heavy equipment deployed across 12 active construction project sites. The fleet manager relied on personal knowledge and a complex spreadsheet to track which equipment was where, what needed maintenance, and what was available. As the company grew from 5 to 12 sites, this approach broke down. Double-bookings became weekly occurrences and unexpected breakdowns caused cascading project delays.

Structural Problem

Symptoms

Equipment double-booked across project sites weekly
No visibility into current equipment location or utilization rates
Maintenance performed reactively: breakdowns caused unplanned project delays
Fleet manager was single point of failure for all allocation decisions
Project managers couldn't request equipment without calling the fleet manager directly
No historical data on equipment performance or cost per project

Root Causes

Resource allocation was based on tribal knowledge rather than a structured tracking system
No separation between equipment scheduling, maintenance planning, and project management
Scaling was blocked by operational bottleneck: one person held all fleet knowledge

Intervention

We architected and deployed a fleet management platform that gave every stakeholder, from project managers to the fleet manager to leadership, real-time visibility into equipment status, location, and availability. The system introduced structured workflows for equipment requests, maintenance scheduling, and utilization reporting.

What Changed

Moved from personal-knowledge-based allocation to a request-and-approve workflow
Separated equipment scheduling from maintenance planning into distinct but connected modules
Introduced preventive maintenance triggers based on usage hours and calendar intervals
Created project-level cost tracking for equipment usage
Established clear escalation paths for equipment conflicts between projects

What We Implemented

Fleet dashboard with real-time equipment status across all project sites
Equipment request and approval workflow for project managers
Maintenance scheduling module with automated reminders and history tracking
Utilization analytics with cost allocation per project
Mobile check-in/check-out system for equipment at project sites
Conflict detection that flags double-bookings before they happen
Monthly fleet performance report with cost and utilization trends
Role-based access for fleet managers, project managers, and executives

System Ecosystem

Operational System Modules

These modules were implemented to support the operational architecture and restore visibility, control, and accountability.

Management Layer

Allocation Gantt Chart

Visual conflict detection for equipment scheduling.

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Operations Layer

Maintenance Tracker

Usage-based preventive maintenance scheduling.

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Field Layer

Site Check-In Kiosk

Tablet interface for site supervisors to accept equipment.

Analytics Layer

Cost Analytics

Project-level cost attribution for all equipment usage.

Management Layer

Request Portal

Streamlined equipment request form for project managers.

Governance & Stabilization

Operational Cadence

Daily equipment status sync: automated report to fleet manager at 6:00 AM
Weekly fleet review with project managers to anticipate upcoming needs
Bi-weekly maintenance review to track preventive vs reactive ratio
Monthly executive report on fleet utilization, cost, and downtime trends
Quarterly capital planning review using historical utilization data

Accountability Structure

Project managers own equipment requests: must submit 48 hours in advance
Fleet manager approves allocations and owns conflict resolution
Site supervisors responsible for daily check-in/check-out confirmations
Maintenance team owns preventive maintenance completion within scheduled windows
Operations director reviews monthly fleet cost vs budget

Outcomes

Measurable Results

−45%Equipment DowntimePreventive maintenance reduced breakdowns

0Double-BookingsConflict detection eliminated all occurrences

+28%Utilization RateBetter allocation across 12 sites

−70%Project Delays (Equipment)Predictable equipment availability

Qualitative Outcomes

Fleet manager is no longer the single point of failure: any trained staff can manage allocations
Project managers can self-serve equipment requests without phone calls
Leadership has cost visibility per project for the first time
Maintenance team shifted from reactive to 80% preventive maintenance
Company confidently took on 3 new project sites within 6 months of deployment
Equipment purchasing decisions now based on utilization data rather than gut feel

The Solution Behind This Result

Product & Scale Infrastructure

Scalable platforms and structured expansion for sustainable growth.

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