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Cleveland Metroparks Case Study

Project at a Glance

photo of empty park during daytime

About Cleveland Metroparks:

Cleveland Metroparks is a premier 25,000-acre park system in Northeast Ohio, frequently called the "Emerald Necklace" for its ring of 18 reservations around Cleveland. It offers over 300 miles of trails, eight golf courses, and the renowned Cleveland Metroparks Zoo, drawing 18.5 million annual visitors. Founded in 1917, the district features extensive nature education, lakefront parks, and year-round recreational activities.

Industry:

Government and Public Sector

Service Delivered:

Odoo Consulting
Odoo Implementation
Odoo Custom Development
Odoo Integration

Location:

Northeast Ohio, USA

cars parked on parking lot during daytime


The Challenge:

With over 1,000 vehicles and other equipment, as well as three main services garages plus other maintenance locations managing inventory and maintenance had become cumbersome and inefficient.  The fleet team was using multiple spreadsheets to try to track all aspects of their fleet and it was untenable.  

About The Visionary:

Cleveland Metroparks Fleet Manager knew there had to be a better way to manage their fleet.  With over fifteen years of experience in transportation systems he developed a vision for a system that allowed for one unified location for all of the Metroparks' equipment.


The Vision:

The goals was a unified system with a simple interface that any staff member could use to view fleet equipment and drill down to specific critical information.  In addition important integrations were requested to other systems within the Metroparks including fuel management and personnel.

Adatasol’s Solution:

The new unified fleet management system offered:

Automated maintenance mangement including automated service reminders,  maintenance scheduling and repair logging. With included parts inventory tracking, the maintenance system offered fewer unexpected breakdowns, longer vehicle life cycles and lower repair costs. 

For management there were important analytics & dashboards that provided trend analysis and KPIs with exportable reports.  This allowed for Data-driven decision making and executive visibility into fleet health. 

The whole system resulted in lower operating costs through maintenance scheduling, and fuel tracking, enhanced compliance with automated record-keeping and regulatory reporting and freater operational visibility with real-time insights and alerts. 

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Services We Delivered for Cleveland Metroparks

This project required Adatasol to replace a multi-spreadsheet fleet tracking process with a unified fleet management system for over 1,000 vehicles and equipment assets — across three main garages and additional maintenance locations.



ERP Consulting
We worked with Cleveland Metroparks' Fleet Manager — a transportation systems veteran with over 15 years of experience — to translate his vision into a system architecture. We mapped the full fleet lifecycle including equipment records, maintenance scheduling, repair logging, parts inventory, fuel tracking, and management reporting across all locations.


Implementation 
We deployed the unified fleet system across all garage locations, trained fleet technicians, garage managers, and administrative staff, and configured role-based dashboards ensuring each user group saw the information most relevant to their daily operations.



Custom Development

Our team built a comprehensive fleet management platform featuring automated maintenance management with service reminders, maintenance scheduling, and repair logging. The system includes parts inventory tracking to reduce unexpected breakdowns and extend vehicle life cycles. Management analytics dashboards provide trend analysis, KPIs, and exportable reports for executive visibility into fleet health and costs.



Odoo Integration Services

We integrated the fleet management system with Cleveland Metroparks' existing fuel management system and personnel database — ensuring vehicle assignments, fuel consumption data, and employee records remained synchronized across platforms without duplicate entry.

photo of empty park during daytime

Industry Context: Fleet and Asset Management for Large Organizations

Cleveland Metroparks manages a 25,000-acre park system with 18.5 million annual visitors — and the fleet of over 1,000 vehicles and equipment assets that keeps it all running. When fleet data is spread across disconnected spreadsheets, maintenance gets missed, costs are invisible, and compliance reporting becomes a manual nightmare. A unified fleet management platform with automated maintenance scheduling, parts tracking, and integrated analytics transforms fleet operations from reactive to proactive — reducing costs, extending asset life, and ensuring regulatory compliance.


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