Modules. Tranman Series 5

Transcription

1 Modules provides powerful and flexible fleet management control. Its modular design enables users to select the functional modules they require now, and add as requirements and budgets allow. The main menu Fleet Information The Fleet Information module allows the user to define a fleet record which meets their requirements for terminology. Information is gathered from other modules of the suite, to provide a full analysis of Costs against Budgets. System Control The System Control module allows the System Administrator to set up standard information to be used throughout the system along with User Ids and Passwords. The Utilities module has a backup and restore function and an easy to use data export and import facility. Drivers Driver records are an essential part of fleet management, especially when related to company cars and their usage. The Drivers module provides functions to associate a vehicle with a driver, give a history of allocations and enable the production of legislative documentation Accident / Insurance Tracking The Accident module records basic details, processes claims and provides the information necessary for risk management. Vehicle Booking / Pool Car The vehicle booking/pool car module is designed to enable short or long term allocation and charging of vehicles to a driver/cost centre. Workshop Job Recording The workshop jobs module provides an ideal mechanism for managing your internal workshop, with subsequent performance monitoring. Particular attention has been paid to providing the operator with instant access to relevant vehicle and job history. Work Authorisation Work authorisation provides an ideal mechanism for controlling the allocation of work to external contractors. The intuitive interface allows the work authoriser easy access to vehicle and maintenance history thus allowing a proactive approach to work authorisation. Stores Management The Stores system is designed to minimise vehicle downtime due to unavailability of essential spare parts, while optimising stock holdings. Stock Taking / Stock Transfers The stock taking module allows quick stock checks with discrepancies highlighted. Stock transfers offer a quick and easy method of transferring stock between locations Order Processing The order processing module has been designed to allow users to order stock and non-stock items Fuel Interface Imports details of fuel usage and costs from electronic fuel equipment and card systems. Memo / Reminders Allows memos and reminder to be set against Vehicles, Drivers, Accidents and Jobs. Action Dates Automatic production of critical date report. Charging Patterns Allows users to define charging details for individual customers, vehicles or jobs. Uplifts can be applied to labour and parts.

2 Fleet Information The fleet information module allows the user to define an inventory, which meets their requirement for terminology. Information is gathered from other modules of the suite, to provide a full analysis of costs against budgets. The Vehicle Viewer Status and availability tracking Allocates vehicle types, locations, departments and cost centres Standing cost details and whole life costing Historical analysis of costs and budgets Running cost analysis The vehicle costs/budgets screen Flexible definition of fleet records contents and field list layout. Adopts user s terminology Key searches via browsers Links to other fleet management functions including:- accidents, drivers, pool hire, fuel and maintenance Flexible Specification details System codes supported by userdefined lookup table Standing orders for regular costs and reminders Critical date reminders including forms and letter production The vehicle dates screen Flexible depreciation calculation Purchase and disposal details Unlimited additional equipment or options list Flexible report writer with links to spread sheets and word processing Produces other documents to support fleet administration Additional features Access to related Images Close Integration with other office systems Standard reports include: Fleet List Disposal Analysis Replacement Schedule MOT s Due Re-licences Due Services Due Life MPG Report Cost Summaries P11D P46

3 Drivers Driver records are an essential part of fleet management, especially when related to company cars and their usage. The Drivers module provides functions to associate a vehicle with a driver give a history of allocations and enable the production of legislative documentation. The driver viewer Links with office products to enable production of standard forms and letters Licence and entitlement details Endorsement records Driver training records Links to Accident module The licence details screen Flexible definition of driver records and screen layouts Tracks movements of drivers between vehicles within the changes module Provides information concerning P11D records Analysis of business and private mileage Information to support company car schemes:- driver contribution, car grade entitlement Critical date recording and reminders The driver details screen Additional features Links to personnel systems Links to scanned images of driver licences or photographs Standard reports include: Driver list by cost centre Driver list by vehicle Licence check report and letter P46 P11D

4 Workshop job recording The workshop jobs module provides an ideal mechanism for managing your internal workshop, with subsequent performance monitoring. Particular attention has been paid to providing the operator with instant access to relevant vehicle and job history using a matching facility. The jobs viewer Facility to view full vehicle details during job entry On-line access to historical records with matching feature View of issue history for parts used for jobs The job history screen Additional features Links to central billing systems User-definable charging patterns per customer/vehicle/job Extensive reporting facilities Adopts user s terminology Key searches via browsers User-defined lookup table Links to other modules Job numbers raised for internal jobs Facility to print user-defined job cards Tracking of jobs in progress Workshop performance analysis by time and cost Downtime calculation Invoice input in summary or detail form Ability to report on fitter performance The job header screen Standard reports include: Workshop jobs Job costs by fitter Job costs by repair reason Job costs by component Profit/loss by workshop

5 Work authorisation The work authorisation provides an ideal mechanism for controlling the allocation of work to external contractors, with subsequent performance monitoring. Particular attention has been paid to providing the operator with instant access to relevant vehicle and job history thus allowing a proactive approach to work authorisation. The work authorisation viewer Contractor performance analysis by time and cost Comparative analysis of contractors Ability to record estimate and actual times for accurate comparisons Invoice input in summary or detail form The invoice input screen : Adopts user s terminology Key searches via browsers User-defined lookup tables Order numbers raised for external work On-line work authorisation with access to historical records Warranty checking via component matching The main screen with vehicle fields Additional features Links to central billing systems User-definable charging patterns per customer/vehicle/job Extensive reporting facilities

6 Accident/insurance tracking The accident module records basic details, processes claims and provides the information necessary for risk management. The accident viewer User terminology set by alias preferences Field List formatting to match forms and procedures Links to other databases including vehicles and drivers Automatic generation of accident number Code tables relevant to own operation including: accident reasons, road and weather condition, blameworthiness, damage type, repairer Identification of police involvement The accident circumstances screen Own and third party details Estimate & actual job costs Accident costs and recoveries Accident file linked to jobs for automatic update Cost against recovery analysis Specific Emergency Service reports required to meet regulations History of status/events Progress chasing with event driven status Action plan and reminders The actions screen Flexible reports and summaries including: analysis of accidents by vehicle, driver, reason, cost centre/department location Criminal damage details Temporary hire booking details Additional features Import/export facilities to and from other systems Production of standard letters and forms to support the process Image capture including diagrams and photographs The image capture screen Example Report Standard reports include: Accident Incident report Accident Driver report Costs versus recovery

7 Stores/issues The stores system is specially designed for the transport environment, to minimise vehicle downtime due to unavailability of essential spare parts, while optimising stock holdings. The stock viewer Full supplier enquiries including profile and turnover analysis Checking of previous issues Full stores usage and movement history Issue/returns to jobs Stock delivery and issue processing The stock issues screen Additional features Automatic percentage uplifts for on cost control Ability to charge cost plus or retail prices Interface to external purchasing and finance systems Stock inventory file with user defined terminology Key searches via browsers Links to other modules Part identification includes: bin, component, manufacturer, description, accounts code Supports industry standard VMRS codes or users own coding structure Supports multiple stores The stock card screen Stock valuation Fast/slow dead stock analysis Usage analysis of non-stock parts Booking in stock and non-stock parts for those users who do not require full order processing facilities Standard reports include: Inventory detail report Stores adjustment report Stores return report Reorder report Part status by recommended quantity level Parts code listing Slow moving parts Stock valuation report

8 Vehicle booking/pool car The vehicle booking/pool car module is designed to enable short or long term allocation of vehicles to a driver/cost centre. The vehicle booking viewer Check out/in facility to track outstanding and on-going bookings List by registration number, driver, start date, end date or rate The check out/in screen Vehicle availability graphical planner Vehicle bookings to drivers/cost centres Ability to define working days and hours Vehicle rate by model Hourly, daily, weekly, monthly and yearly rates can be held The Vehicle Rates Screen

9 Order processing The order processing module has been designed to allow users to order stock and non-stock items The order processing viewer Delivery notes, invoices and collection notes can be recorded The delivery input screen Ability to order stock and nonstock parts User defined order print Supplier field list which shows contacts, telephone numbers etc User definable transaction grid for ease of input Non-stock parts can be booked directly to a job, driver or department Choice of last price or average pricing The order header screen

10 Stock taking and stock transfers The stock taking module allows the user to define templates which can be re-used. Stock transfers offer a quick and easy method of transferring stock between locations Stock taking The stock take template screen Bin list Stock transfer The stock transfer screen User definable stock taking templates History of performed stock takes Stock take details are recorded on the stock card Full discrepancy reporting The stock take adjustment screen Discrepancy report Allows transfer of stock between store locations Tracks movement history between locations

11 Fuel/memos/charging patterns Fuel import, memos and charging patterns are additional features within the system. Fuel The fuel import and error screen Memos The memo input screen Charging patterns The charging patterns screen Accepts data from most major fuel card companies/systems Validates vehicle number and speedo reading Updates current speedo and date and automatically re-calculates all mileage dependant fields i.e next service date and replacement date Updates current usage and M.P.G L / 100km The rapid fuel entry screen Allows reminders to be set up against individual users or groups of users which can then be viewed when accessing the system Allows memos to be set up against vehicles, drivers, accidents or jobs. These memos are then displayed when the record is accessed The job header with memo Patterns can be set up and applied to customers, vehicles and individual jobs Allows uplifts against labour, stock and non-stock parts Uplifts can be a percentage or a value

12 System control/utilities The system control module allows the system administrator to set up standard information to be used throughout the system along with user id s and passwords. The utilities module has a backup and restore function and an easy to use data export and import facility. System control The user and password screen Allows users and passwords to be set up with access to modules System defaults such as fuel prices and working days Job and order number ranges and prefixes Allows setting up of system viewers that can be assigned to individual users or groups of users Transaction grids can be defined for jobs and work authorisation. These grids can show different fields for users or user groups Field aliases to allow users own terminology The field alias screen Utilities The data export screen Backup facility which allows data to be backed up to a user defined location Restore facility Data export to allow selection of fields which can be output to a CSV file. Ideal for use with spreadsheet packages Data import facility. An easy to use import routine for updating current records and adding new records User defined fields allows customers to design their own screens if further detail is required The user defined fields screen