Optimizing efficiency and reducing idling 

MSU’s Materials and Logistics department used Samsara data to identify that the department was spending approximately $6,000 a month on fuel waste due to idling, totaling about $60,000 annually. To address this, they began tracking idling time in the Samsara platform and sending custom reports to supervisors, integrating it into performance goals for the department. Through one-on-one conversations during performance reviews, drivers were shown their idling behavior compared to others in the fleet, resulting in a 71% fleet wide reduction in idling. 

“Now that we’re able to set alerts for idling, we’ve not only automated how we track our fuel usage, but drivers know that we’re setting ambitious reduction goals,” said Joe Grulke, Fleet Manager, Landscape Services. “As a result, they’re proactively reducing idling themselves.”

Additionally, MSU is currently using Samsara telematics to track electric vehicle (EV) miles to estimate carbon emission reductions for monthly and quarterly reporting.

Reducing resource consumption

To minimize the environmental impact of their operations, MSU uses Samsara telematics on their salt trucks to track how much salt is applied and where. Their team uses this data for more accurate billing, and tracking salt usage across their fleet. Recently, the team identified one brine truck that was using 50-60% too much brine by comparing distance traveled with brine loaded. As a result of this surfacing this data, MSU was able to quickly recalibrate the vehicle, resulting in a 50% reduction in brine usage.

Streamlining emergency response and snow removal 

Real-time telematics data has been extremely valuable for MSU teams during emergency operations like snow removal, allowing them to see equipment movement and start-up in real time. Supervisors in MSU’s Emergency Operations Center use a Samsara map to verify teams are prioritizing routes and have salted key locations. Managers can easily send screenshots of the map to upper administrators, keeping them updated on campus status, which is especially helpful for decisions regarding canceling or delaying classes. 

"Samsara has given me the ability to stay informed during emergency operations, including snow emergencies, in a more accurate and detailed way than ever before,” said Matt Bailey, Landscape Services Manager. “That means I can more easily keep important stakeholders, students, and staff on campus updated with the most up-to-date information.” 

Samsara has also been key to efficiently and effectively scaling emergency response, enabling supervisors to manage up to 85 people plowing at one time—often in the middle of the night. In one instance, a supervisor used Samsara on his phone to dispatch an operator less than 100 yards away to a slip-and-fall incident, with both the operator and emergency services arriving at the same time. The system also allows tracking when locations were last salted and how much salt was applied for risk management purposes.

Powering future efficiency with driver-focused initiatives

MSU is using Samsara driver ID tags to develop a new program called the “shared vehicle program.” This initiative aims to take underutilized vehicles, specifically those traveling 2,000 miles or less per year, and combine them into a shared pool. A tile within the Samsara Driver App is being developed to allow individuals in this shared program to select and book a vehicle for a specific date and time, ensuring it cannot be used by someone else, and streamlining asset management. This program is still in development, and the MSU teams expect that it will improve vehicle and asset utilization. 

Enhanced visibility across a diverse fleet

MSU utilizes the Samsara Asset Tag to gain enhanced visibility across their wide array of equipment, which ranges from small hand tools and weed whips to large loaders and bulldozers. This enhanced visibility improved inventory management, asset protection, and recovery, all contributing to significant time and cost savings.

Before implementing Samsara, inventory auditing was a labor-intensive process for MSU. Scouring campus for equipment could take 9-12 hours of manual searching, driving around with auditors in a vehicle. 

"I used to have to schedule hours to physically drive around campus and conduct audits," said Grulke. “With Samsara Asset Tag, 90% of the fleet can now be audited from my computer by simply pulling up a map. It saves me so much time.” 

Protecting $1M in assets

MSU uses Asset Tag on their capital assets worth over $5,000. With over 200 pieces of equipment in the capital asset category, MSU estimates they are protecting over $1M in equipment from theft and loss. By providing real-time location tracking, the Asset Tag significantly reduce the risk of losing these high-value assets, preventing substantial financial losses.

The real-time location data provided by the Asset Tag is also crucial for recovering lost or stolen equipment. In one instance, a piece of small hand equipment with an Asset Tag was stolen from a shop overnight. Using the Asset Tag's location data, MSU was able to track the equipment to an apartment complex and work with the police to quickly recover the stolen item. 

"Without the Asset Tag, we wouldn't have realized that the equipment was gone, because it was taken in the middle of the night," said Bailey. “Every asset we recover is an asset we don’t need to replace. The cost we now spend to track an asset with Asset Tag immediately pays for itself, just by giving us the knowledge of where our assets are and avoiding the time and labor it takes to locate equipment.”

Automating preventative maintenance and reducing costs

MSU uses Samsara’s open API to integrate with PlanOn, pulling engine hours from Samsara's PTO auxiliary output. This automatically generates preventative maintenance work orders for hourly equipment, saving 3-4 hours per week of manual data entry and meter checking. This automated maintenance tracking helps prevent costly breakdowns and environmental issues in the field, and has led to a 30% increase in hours between PM cycles. These improvements have also translated into ROI, including $15,000 saved annually on specific machines by optimizing PM cycles, and an overall 30% savings in parts and labor repair costs.

Enhancing environmental reporting and compliance

MSU is required to report to the state government about their maintenance of stormwater features, and are federally required to street sweep their streets twice a year. With Samsara, MSU is able to quickly and easily generate maps showing all the locations that have been swept to submit with their annual report. This ability to provide data that backs up their activities helps them demonstrate compliance and avoid audits. 

MSU also uses Samsara to generate maps of sweeping in porous asphalt areas and share load tickets for removed material that have been disposed of correctly. This real-time visibility, combined with the ability to track equipment use, helps them ensure tasks are completed efficiently, and reduce unnecessary run time, fuel, and labor.

Data-driven fleet rightsizing and responsible budget stewardship

Looking forward, MSU plans to use vehicle trip data to justify vehicle needs and rightsize their fleet by proactively identifying vehicles with low usage. This is especially important for the Landscape Services department as they bid out their budget for the year, and need accurate data to justify expenses. With real-time data on utilization, location, and fuel idling, MSU can ensure that resources are used effectively, and they can continue to justify their investment in solutions that improve the efficiency of their operations. 

“We’re tasked with being good stewards of the money we’re given to maintain the campus,” said Bailey. “Samsara helps us do that, which in turn helps us ensure that we’re giving students the best experience.”