CAFM Cheat Sheet 2026

The 30 highest-yield CAFM facts, distilled from real exam questions. Print it, save it as a PDF, or study it here — free, no sign-up.

1. What is 'fuel shrinkage' in the context of bulk fuel storage management? → The difference between fuel delivered and fuel dispensed
2. A fleet technician reports that a vehicle's coolant is milky or frothy in appearance. What does this most likely indicate? → Head gasket failure allowing oil-coolant mixing
3. A fleet vehicle's serpentine belt shows cracking on the ribbed side. According to most manufacturer guidelines, what is the replacement threshold? → Replace based on mileage/time interval regardless of visual condition
4. A fleet manager notices crash rates increase significantly during the 2:00–4:00 AM time window. This pattern MOST likely indicates: → Circadian rhythm fatigue causing driver drowsiness
5. Which of the following is the primary purpose of a fleet safety committee? → To foster cross-functional collaboration on safety improvements
6. Under US federal regulations, how long must fleet operators generally retain driver qualification files for commercial vehicle drivers? → 3 years after termination
7. When a fleet manager benchmarks fleet costs against industry standards, the primary goal is to: → Identify performance gaps and improvement opportunities
8. Under DOT regulations, which drivers are required to maintain hours-of-service (HOS) logs? → Commercial drivers operating vehicles over 10,001 lbs GVWR in interstate commerce
9. Which fleet data element is most important for calculating accurate depreciation? → Original acquisition cost and in-service date
10. Under EPA Renewable Fuel Standard (RFS), fleet operators who blend qualifying biofuels may generate: → Renewable Identification Numbers (RINs)
11. Which key performance indicator (KPI) measures how quickly a fleet returns vehicles to service after maintenance? → Mean time to repair (MTTR)
12. What is the term for the scheduled replacement of fleet vehicles based on predetermined criteria such as age or mileage? → Fleet cycling
13. A fleet manager wants to reduce processing time for maintenance invoices. Which process improvement approach is MOST appropriate? → Implement electronic data interchange (EDI) or automated invoice matching
14. A fleet information system should enforce role-based access controls (RBAC) primarily to: → Ensure users only access data relevant to their responsibilities
15. Which of the following is the primary advantage of leasing vehicles for a fleet rather than purchasing them outright? → Lower initial capital expenditure and predictable monthly costs
16. What is the role of a fleet management company (FMC) in the acquisition and disposal process? → Providing outsourced procurement, titling, registration, and remarketing services
17. Which disposal channel is most appropriate for high-mileage vehicles with significant mechanical issues? → Wholesale salvage or scrap auction
18. A fleet manager is calculating cost per mile for a vehicle that drove 18,000 miles last year with total costs of $9,900. What is the cost per mile? → $0.55
19. Which approach best supports data-driven replacement decisions in fleet management? → Analyzing lifecycle cost data to determine optimal replacement timing
20. Which cost component is typically the LARGEST single expense in a fleet's total cost of ownership? → Vehicle depreciation
21. What is the primary purpose of a fleet maintenance information system (FMIS)? → To track vehicle maintenance history, costs, and work orders
22. What does OBD-II stand for in fleet vehicle diagnostics? → On-Board Diagnostics, second generation
23. Under GAAP, how are operating leases reported on a company's balance sheet following ASC 842? → Recorded as a right-of-use asset and corresponding lease liability
24. Which vehicle parameter has the GREATEST single impact on fleet fuel economy for light-duty trucks? → Aerodynamic drag coefficient
25. Which information technology concept describes connecting fleet telematics, fuel cards, and maintenance systems into a unified data platform? → Systems integration or middleware architecture
26. Which component of a fleet safety management system focuses on ensuring drivers understand and comply with policies? → Safety communication and training
27. A fleet manager is analyzing idle time data and finds drivers average 45 minutes of idle time per shift. What is the most significant operational impact? → Unnecessary fuel consumption, accelerated engine wear, and increased emissions
28. Which statement BEST describes the concept of 'optimum replacement cycle' in fleet management? → The point where the combined ownership and operating costs per mile are minimized
29. A fleet manager wants to reduce acquisition cycle time. Which strategy is most effective? → Establishing annual blanket purchase orders with approved vendors
30. A fleet manager notices that a specific vehicle model consistently requires brake pad replacement at 25,000 miles. This information is best used to: → Establish a model-specific PM interval for brakes