Transportation Cost Analysis Checklist
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Data Gathering & Scope Definition
Establishing the necessary data sources and clearly defining the scope of the analysis.
Define the scope of the transportation cost analysis (e.g., specific lanes, product types, time period).
Select the reporting period for this analysis:
Number of shipments included in the analysis:
Identify data sources to be used (select all that apply):
Upload sample carrier invoices (for data validation)
Start Date for data collection:
End Date for data collection:
Mode of Transportation Analysis
Evaluating costs and performance of different transportation modes (Truck, Rail, Air, Ocean, etc.).
Primary Transportation Mode(s) Used:
Average Distance per Shipment (Miles):
Geographic Region(s) Served:
Summary of Carrier Performance (Truckload):
Average Transit Time (Days) - Truckload:
Factors Influencing Mode Choice:
Qualitative Assessment of Rail vs. Truck Options:
Current Carrier Contract Type:
Fuel & Energy Costs
Analyzing fuel consumption, pricing trends, and exploring strategies for optimization.
Average Fuel Consumption (Gallons/Mile)
Average Fuel Price ($/Gallon)
Total Fuel Cost for Period ($)
Fuel Type Used Primarily
Date of Last Fuel Price Review
Notes on Fuel Price Trends & Predictions
Idle Time Fuel Consumption (Gallons)
Fuel Sourcing Strategy
Driver/Labor Costs (if applicable)
Detailed breakdown of driver wages, benefits, training, and related expenses.
Average Driver Wage per Hour
Average Hours Worked per Week (including overtime)
Cost of Benefits per Driver (Annual)
Training Costs per Driver (Annual)
Uniform/Equipment Allowance per Driver (Annual)
Driver Classification (e.g., Union/Non-Union)
Payroll Taxes per Driver (Annual)
Notes on Driver Compensation & Benefits
Equipment & Maintenance Costs
Analysis of vehicle maintenance, depreciation, insurance, and other related equipment expenses.
Average Vehicle Depreciation per Year
Annual Maintenance Cost per Vehicle
Average Tire Replacement Cost per Vehicle (per year)
Insurance Cost per Vehicle (Annual)
Registration & Licensing Fees (Annual)
Details of any recent major repairs or replacements (e.g., engine, transmission)
Vehicle Maintenance Contract Type (if applicable)
Upload Maintenance Records (last 12 months)
Accessorial Charges
Identifying and analyzing all additional charges (detention, demurrage, tolls, permits, etc.).
Detention Charges - Average per event
Demurrage Charges - Average per event
Toll Fees - Monthly average (USD)
Permit Fees - Annual total (USD)
Accessorial Charge Agreement Type
Notes on Accessorial Charge Agreements (e.g., specific clauses, exceptions)
Loading/Unloading Charges - Average per event (USD)
Is there a fuel surcharge included in the rates?
Route Optimization & Mileage
Evaluating route efficiency, minimizing mileage, and analyzing impact on costs.
Average Mileage per Route (Current)
Target Mileage Reduction (%)
Describe Current Routing Methodology
Routing Software Used?
Routing Constraints Considered?
Current Average Speed (mph)
Describe Optimization Strategies Evaluated (or planned)
Are Dynamic Routing Strategies in use?
Negotiation & Contract Review
Reviewing contracts with carriers, negotiating rates, and identifying cost-saving opportunities.
Summarize current carrier contract terms (rates, service levels, etc.)
Current average rate per mile/km (depending on unit of measure)
Target rate per mile/km (negotiation goal)
Negotiation strategy being employed (e.g., volume discount, competitive bidding)
Document key negotiation points and concessions made by both parties.
Date contract renewal is scheduled.
Upload current carrier contract document
Preferred Carrier Negotiation Approach
Reporting & KPI Tracking
Establishing key performance indicators (KPIs) and generating regular reports to monitor transportation costs.
Total Transportation Cost (Current Period)
Average Cost per Mile/Kilometer
Cost per Shipment
On-Time Delivery Rate (%)
Damage/Loss Rate (%)
Reporting Frequency
Last Report Date
Key Findings & Recommendations (brief summary)
Risk Assessment & Mitigation
Identifying potential risks (fuel price volatility, disruptions) and developing mitigation strategies.
Estimated Fuel Price Volatility Factor (%)
Describe potential geopolitical risks impacting fuel supply and transportation routes.
Which transportation modes are most susceptible to disruption (e.g., weather, strikes)?
Date of last carrier contract renewal.
Summary of carrier contingency plans (obtained and reviewed?).
Risk Mitigation Strategy Chosen (Select One)
Detailed description of implemented risk mitigation strategies.
Upload documentation related to insurance coverage.
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