Fleet Plan

Project Purpose

The Fleet Plan project will establish a unified, data-driven approach to fleet management at University of Waterloo. Waterloo has over 180 vehicles that provide critical operations and safety, enable teaching and research, and support important services.

The project will deliver a university-wide Fleet Plan and Fleet Standard to shift fleet decisions from ad-hoc practices to a coordinated, transparent, and data-informed approach. Anchored in Waterloo’s values of Think Differently, Act with Purpose and Work Together, and guided by the One Waterloo principle, this initiative will advance a more consistent, sustainable, and efficient fleet program.

Project Outcomes

In development of the fleet plan, the following five outcomes will guide the recommended approaches and decisions:

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Functionality

Waterloo will have a better understanding of the operational, service, and academic needs on and of the fleet, to ensure that the campus' vehicles are suited for institutional and departmental needs.

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Reliability

The plan will prioritize the effective and efficient maintenance of the fleet, keeping it in a good state of repair and in a condition to support identified needs.

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Sustainability

The fleet will support Waterloo's sustainability outcomes, prioritizing fuel and energy efficiency and decarbonization over time.

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Cost Effectiveness

The fleet plan will minimize the total cost of ownership across all aspects of the fleet, ensuring that Waterloo can optimize its use of resources strategically.

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Safety and Compliance

The fleet will meet or exceed evolving regulatory compliance obligations, and prioritize campus safety through fleet management and operations.

Project Schedule

The majority fo the project work will be completed throughout 2026, with implementation of recommendations proceeding into 2027. Below is a general timeline for the development of the plan, indicating the start of various stages of activity.

  1. 2026
    1. Jan
      1. Project Initiation (Completed)

        This involved building a project charter, determining scope, and initiating a project team and advisory working group.

    2. May
      1. Data Collection (In progress through July)

        This involves collecting existing information about the current fleet, to build a more common understanding of existing performance indicators and conditions.

    3. Jun
      1. Scenario Development (In progress through September)

        This will involve developing several scenarios to understand different strategies and configuration for the fleet over time, including a business-as-usual scenario.

    4. Jul
      1. Stakeholder interviews and input (July - September)

        This will involve consultation opportunities with existing fleet departmental owners and users to understand the needs, challenges, and opportunities for vehicle use and management.

    5. Aug
      1. Recommendation Drafting (August - October)

        As scenarios are narrowed down through conversations with campus leadership, recommended actions will be identified that will help work toward the preferred scenario.

    6. Nov
      1. Final Plan and Standard Drafting (November - December)

        A final Fleet Plan will be developed, along with an accompanying Standard to guide decision-making.

Who is Involved?

Recognizing the complexity of planning a highly decentralized and specialized fleet, the effort is supported by numerous departments that are part of a core team and an advisory group.

Executive Sponsor: Jacinda Reitsma, VP Administration and Finance

Project Sponsors: Mat Thijssen, Director of Sustainability, and Tammy Cook, Executive Director of Facilities

Core Project Team: The core team is responsible for completing the project. It includes representatives from Plant Operations and the Vehicle Shop, Sustainable Transportation, and the Change Management Office.

Advisory Group: The advisory group provides input and advice into the development process, and liaises with their teams and fleet users as appropriate. Includes project sponsors and core team members, as well as representatives from Central Stores, Risk Management, Food Services, CUPE, Procurement, Communications, HU, Campus Housing, Special Constable Services, Print and Retail Solutions, IST, the Safety Office, and faculty representatives from Science and Engineering.

Project Contacts

Progress updates will be shared periodically with key stakeholders and reflected here. If you have project-related questions, please contact either of the project Co-Sponsors, Mat Thijssen or Tammy Cook. 

For any immediate questions about current fleet vehicle operations and maintenance, please continue to work with the Plant Operations Vehicle Shop.