KB Article #8536
The ServiceTrack 360 (ST360) RO data, Service Performance Insights (SPI), and RO Parts Loyalty data modules are each processed and available at different times throughout the day, based on a batch schedule across dealers. The following explains how and when data is processed and becomes available.
ServiceTrack 360 Functional Modules
Each of the three functional modules refreshes on its own schedule.
For DMS data ingested by ST360 (excluding the SPI and RO Parts Loyalty tabs), there are three daily processing batches. Dealer data is processed in one of the three batches, depending on data receipt (time of day) from the DMS. Because of this, exact data availability times will vary by dealer and module.
| Module | Purpose |
| RO Data | Repair order data at order and line level. |
|
SPI (Service Performance Insights) |
Aggregated general service department performance KPIs by dealer, advisor, part segment, and other dimensions. |
|
RO Parts Loyalty |
KPIs focused on comparing OEM part use versus aftermarket/alternative part use. |
Data Collection Frequency
| Data Set | Source | Frequency |
| DMS Service RO Data | DMS Feeds | Daily, Monday - Friday (three batches) |
| Toyota Part Categories | TMNA Master Parts File | Monthly |
| Parts-Loyalty Part Groupings | Proprietary OEC Machine Learning Service | Daily, Monday - Friday (afternoon) |
Dealer Batch Schedule and User-Facing Availability
| Daily Batch | Processing Starts* | RO Data Available* | SPI Available** | Parts Loyalty Available*** |
| Batch 1 | By ~5:30 A.M. | ~6:00 A.M. | ~2:30 P.M. | Next day, ~2:30 P.M. |
| Batch 2 | ||||
| Batch 3 | ~10:30 A.M. | ~11:00 A.M. |
*These times are estimates based on typical processing. Processing start and data availability are dependent on multiple factors (including DMS data receipt time, data volume, and processing changes), all of which can change.
**SPI processing begins as soon as each Daily Batch is processed into ST360's data storage and takes roughly three hours.
***Parts Loyalty processing for all dealers runs mid-afternoon, once all SPI processing is complete. Data is ready for end users by the afternoon of the following day.
What This Means for End Users
Different Modules = Different Clocks
- RO Detail appears first (~30 minutes after data ingestion).
- SPI KPIs appear roughly three hours later (after final RO batch is processed).
- Parts Loyalty refreshes mid-afternoon of the next business day.
Dealer-Specific Timing
- All dealers, regardless of batch, will see their SPI data around 2:30 P.M.
- Dealers assigned to Batch 1 or 2 will see the previous business day's orders in RO Data around 6:00 A.M. and SPI around 2:30 P.M.
- Batch 3 dealers will not see fresh RO Data until around 11:00 A.M. and SPI until around 2:30 P.M.
- End users that need to view data for the whole organization or organization groups should follow the Batch 3 schedule to ensure all dealers' data is included.
Business Days
- RO data collection runs Monday - Friday in the mornings to provide fresh data each business day.
- On Mondays, data is collected and processed for orders that closed the previous Friday, Saturday, and Sunday.
Key Takeaways
- Plan your report reviews around your dealer's batch. For example, a Batch 3 dealer will not have RO data available until closer to 11:00 A.M.
- Expect a one day lag on Parts Loyalty metrics relative to RO Detail and SPI.
- All times are Central. Adjust these times accordingly if you are in another U.S. time zone.
| Day You Log In | RO Data (~6:00 A.M., 11:00 A.M.) |
SPI (~2:30 P.M.) |
Parts Loyalty (Next Day ~2:30 P.M.) |
Things to Remember |
| Monday | Friday - Sunday ROs | Friday - Sunday ROs | Thursday ROs |
Weekend data (Friday to Sunday) is loaded on Monday. Parts Loyalty always trails RO Detail by one nightly cycle. |
| Tuesday | Monday ROs | Monday ROs | Friday - Sunday ROs |
Normal operations resume. Parts Loyalty now shows the weekend data. |
| Wednesday | Tuesday ROs | Tuesday ROs | Monday ROs |
|
| Thursday | Wednesday ROs | Wednesday ROs | Tuesday ROs |
|
| Friday | Thursday ROs | Thursday ROs | Wednesday ROs |
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