Emissions tracking and measuring for fleets to maintain sustainability

Greenhouse gases (GHGs) are the main cause of climate change, and vehicles are the biggest contributors. Every year, internal combustion engine (ICE) vehicles release some 1.5 billion tons of GHGs into the atmosphere. Every gallon of gas consumed produces twenty pounds of GHGs, and a single vehicle can produce between five and nine tons yearly, so fleets can have a significant impact.

By tracking emissions and fuel consumption, fleet managers can help reduce emissions, improve fuel efficiency, and reduce costs. Tracking is also foundational for ensuring compliance with federal, state, or local emissions reduction targets and public reporting.

The benefits of emissions tracking

A primary benefit of emissions tracking is the ability to identify high-emitting vehicles that need replacement or maintenance. By reviewing fuel usage and emissions data regularly, fleet managers can pinpoint gas guzzlers and take steps to improve efficiency through repairs or replacement. Removing just a few high-polluting vehicles from the fleet can significantly reduce emissions.

Rather than estimating emissions reductions, data from tracking enables fleet managers to quantify improvements in fuel efficiency, route optimization, vehicle replacement, and other initiatives. Tracking provides measurable results that prove the success of sustainability programs. It can also identify cost savings from improved fuel efficiency. With this information, fleet managers can modify driver behavior through training or implement technologies like telematics and automatic idle reduction to reduce fuel waste.

The data validates EV adoption as an emissions-reduction strategy. With more fleets implementing tracking programs, you demonstrate the environmental and economic cases for EVs compared to ICE vehicles over their lifetime.

Challenges with emissions tracking

While the benefits are clear, starting an emissions-tracking program has a few challenges. One obstacle that fleets face is the upfront cost associated with acquiring telematics systems and emissions monitoring equipment. The hardware, software, and data infrastructure required can involve significant capital expenditures, especially for smaller organizations. However, costs are coming down and organizations typically reach ROI quickly.

Another common hurdle is inadequate driver training on eco-friendly practices that reduce fuel consumption. Simply providing data on vehicle emissions is not enough. Fleets must also educate drivers on techniques like efficient routing, proper gear shifting, and avoiding excess idling. Without behavioral changes, sustainability benefits will be limited. Data can be valuable to identify drivers who need further education.

Integrating emissions tracking systems with existing fleet management software can prove difficult. If the data cannot seamlessly transfer into maintenance logs, capital planning tools, and other back-end systems, it can create data silos and make it challenging for fleet managers to quickly access the information that they need.

Fortunately, the right solutions can overcome all these hurdles and help fleet management measure and improve fleet sustainability.

How to track fleet emissions

Tracking fleet emissions starts with gathering baseline data for your current GHGs for your fleet. While dedicated fleet emission tracking software can provide a more in-depth analysis, free tools are available from the U.S. Environmental Protection Agency that can help you estimate your emissions:

• Simplified GHG Emissions Calculator: This spreadsheet enables you to input mileage, fuel usage, and vehicle data to calculate fleet emissions.
• SmartWay Sustainability Accounting and Reporting: This online app helps record emissions data, fuel use, costs, and other metrics.

Both tools can help you establish baseline data to track the impact of improvements over time. You can also use the SmartWay program to benchmark against other organizations of similar sizes, which can help you identify where improvements are needed.

Set reduction goals

Based on your initial assessment, you can then set emission reduction goals. It is important to set tangible and trackable goals to inform future decisions. While your goals may be different depending on local factors, many government entities have already established formal fleet sustainability targets.

Federal targets are to reduce GHG emissions by 50% of 2005 levels by 2030, with 100% zero-emission vehicle acquisitions by 2035 and 100% light-duty acquisitions by 2027. Several states have also enacted public targets. California wants to reduce emissions by 48% by 2030. Washington State set a target of 45% fewer emissions by 2030. In total, sixteen states have announced targets and pledged public reporting of progress.

Monitor fuel usage, mileage, and emissions

An effective emissions-tracking program requires consistent monitoring of fuel usage, mileage, and vehicle health. There are several ways to do this, such as:

• Fuel receipts: Gathering and analyzing fuel receipts provides basic mileage and consumption data. The receipts can be collected manually by drivers and entered into spreadsheets. However, this requires consistent and accurate tracking by drivers.
• In-vehicle tracking: Telematics systems with GPS can track real-time metrics on vehicle mileage, fuel consumption, idling, speed, and driving habits. This automated approach provides more robust, accurate data but requires an upfront investment.
• Odometer readings: A low-tech option, fleets can manually record odometer readings regularly. Using the readings from all vehicles helps quantify mileage across the fleet. However, it lacks the precision of continuous telemetry.
• On-board emissions sensors: More advanced systems include sensors that directly measure GHG emissions, such as CO2 from the vehicle tailpipe. This delivers dynamic, vehicle-specific emissions data. While it requires retrofitting sensor hardware, it provides the most accurate way to track emissions.

Report emissions data

Once systems are in place, regular reporting helps track progress against targets and demonstrates that sustainability efforts are working. Monthly, quarterly, and annual reporting helps provide tangible evidence and holds fleet managers accountable for goals. Telematics programs can provide automated reporting to streamline the process and prevent any data manipulation.

While tracking and reporting is vital for any organization, it is especially crucial for government entities that have a public reporting responsibility.

Sourcewell can help with emissions tracking

Cooperative purchasing agreements are competitively sourced from EVs to telematics and then to third-party vendors for emissions tracking. These ready-to-use contracts are available at no cost to government entities and educational institutions. Sourcewell helps leverage bulk buying power to reduce costs and streamline the procurement process.

If you’re interested in learning more, becoming a participating Sourcewell agency is fast, easy, and free. Register online today and view the contracts.

By leveraging data and telematics, a fleet manager can identify areas for sustainability improvement by reducing a fleet's energy consumption and carbon emissions. Sourcewell contracts ensure that government entities can take the first step in supporting these initiatives. See how Sourcewell can help with your cooperative purchasing.