Purpose
The Fleet Manager module allows you to create and manage all your servicing requirements and it alerts you to upcoming or overdue services.
Services can be Manual (add hoc) or part of your Periodic Maintenance (PM) schedule.
Please read the
Fleet Manager Overview article to gain a better understanding of the module before completing this setup.
The setup of Fleet Manger should be completed in the following order to allow selection of previously setup options.
- PM Schedule Category
- Service Type
- Service Items
- Service Status
- Service Authority
- Vendor and their Details
- Service Setup
Accessing Fleet Manager
You can access Fleet manager via Vehicle Maintenance >> Fleet Manager
Setting up Fleet Manager
Your Fleet Manager setup requirements should be well thought out before you setup the module.
You should be very clear on the PM Schedule Categories you require and the services that relate to each of the categories. We recommend that you compete a preliminary exercise and document the requirements before you start the setup.
The following steps should be followed when setting up for periodic maintenance.
1. PM Schedule Category
The PM Schedule Category is the high-level categorisation of the service types. You will need to create a Schedule Category for categories that have different Maintenance requirements.
For example if you have scooters and cars in your fleet, these would clearly have different servicing requirements.
Examples of Schedule Categories:
- Small/medium sedan
- Prestige vehicles
- 4WD
- 110CC scooters
- Commercial
To Create or View the Schedule Category:
From the Fleet Manager screen, click on the "Schedule Category" Tab
If there are existing entries, click on the red Schedule Category name to view them.
Note that RCM provides a predefined schedule category called 'Default'. This is generally used by rental car companies where all vehicles have the same servicing requirements.
To add a schedule category, click on "Add Schedule Category", and the following screen will appear.
Enter the name for the schedule category and click on "Submit".
2. Service Type
The Service Types are general descriptions of the types of services carried out across your fleet.
This may include the following examples:
- Standard Service
- Tyre Rotation
- Repairs
- Battery Replacement
To Create or View the Schedule Type:
From the Fleet Manager screen, click on the "Service Type" Tab
If there are existing entries, click on the red Service Type name to view them.
To add a Service Type click on "Add Service Type", and the following screen will appear.
Enter the name for the service type and click on "Submit"
3. Service Items
The service items are parts that are needed when a specific service type is performed.
for example, a standard service may require the following items
- Air Filter
- Engine Fluid
- Break Pads
- Coolant
- + more
To Create or View the Service Item:
From the Fleet Manager screen, click on the "Service Item" Tab
If there are existing entries, click on the red Service Item name to view them.
To add a Service Item category, click on "Add Service Item", and the following screen will appear.
Select the Service Type that this is for and the name of the Service Item, them click on "Submit".
4. Service Status
The Service Status relates to the status of the service item. For each service item attached to a service, you will need to select a status once the service has been carried out. This includes examples such as:
- Adjusted
- Topped up
- Checked
- Replaced
- Cleaned
To Create or View the Service Status
From the Fleet Manager screen, click on the "Service Status" tab.
If there are existing entries, click on the red Service Status name to view them.
To add a Service Status click on "Add Service Status" and the following screen will appear.
Select the Service Item it applies to, then enter the name of the Service Status and click on "Submit".
5. Service Authority
The Service Authorities are your personnel who are authorised to send your vehicles for periodic maintenance.
This would generally include entries like:
- Depot Manager
- Fleet Manager
- Maintenance Manager
To Create or View the Service Authority:
From the Fleet Manager screen, click on the "Service Authority" Tab.
If there are existing entries, click on the red Service Type name to view them.
To add a Service Authority click on "Add Service Authority", and the following screen will appear.
Enter the name for the Authority and click on "Submit".
6. Vendor
This is a listing of the vendors that perform your maintenance services. This could include your own workshop, or an external business that carries out your services.
From the Vehicle Maintenance Menu, click on 'Vendor List'
Vendor Information
There are 5 fields of information that need to be entered before you can create vendor records. They are
- Vendor Type
- Vendor Location
- Quote Types
- Service Types
- Supplier Typres
Each of these fields can be accessed from a different tab along the top of the Vendor List screen, as show below.
To add a new record to any of these, go to the correct tab, and click on the Add New button.
If there are existing entries, you can click on the red name to view and update them.
This will open a variation of the following screen where you add the name of the record, then click "Submit".
Vendor
Once these records have been created, you can enter vendors into the system. The Vendors can be Found under the Vendors tab.
If there are existing entries, you can click on the red Vendor Name to view them.
To add a Vendor, click on "Add Vendor" button and the following screen will appear.
Then enter all the relevant information for the vendor. The dropdowns for the Vendor Location and Type, and the Quote, Supplier and Service Types are populated by the records that you entered above. Once you have finished, click "Submit".
7. Pm Service Setup
Once all the previous areas have been setup, you can now create your services and assign them to a Schedule Category.
Your services can be assigned either a PM interval of days (e.g. every 365 days) or an interval of units (e.g. every 10 km or miles). You can assign a value to both intervals which means that the service will appear as due for whichever interval comes first.
From the Fleet Manager screen, select the "Service Setup" Tab.
If there are existing entries, you can click on the red Service Name to view them.
In this example, there are 2 Services setup for the Small-Medium Sedan Schedule Category.
To add a new Service, click on "Add Service set-up" and the following page will open.
To create the service,
- Select the Schedule Category that the service will relate to.
- Give the Service a descriptive name.
- Select the Service Type.
- Enter the number of Days until the service is due ( eg, if it;s an annual requirement you would enter 365)
- Enter the number of Units until the service is due ( eg, 10000 if the service is due every 10,000 kms)
Note: you can enter both days and units, and the service will be due according to whichever comes first (e.g. 10,000 kms or 365 days whichever comes first)
When all the information is entered, click on "Submit".
8. Assign the Schedule Category to your vehicles.
You are now able to assign the schedule category to your vehicles via the vehicle update screen.
As we have never created a service for the vehicle in RCM previously, we need to tell RCM when the last service was performed on the vehicle so we can calculate the next. To achieve this, you need to enter a value into the PM Base date and the PM base kms field.
Note that the values entered in these field are only ever used once - the very first time a service is calculated. Once a service has been performed, the system will use the date/kms of that service as the base for the next calculation.
You will find the Fields for the Maintenance information on the bottom right of the Vehicle Update screen (Vehicle Maintenance>Vehicle Update and click on the Rego number).
You are now setup and ready to use the Fleet Manager module.