InfoCenter Fleet Management For NCDOT Agencies Without In House Shops

Transcription

1 InfoCenter Fleet Management For NCDOT Agencies Without In House Shops Revised 8/12/

2 Table of Contents This manual provides step-by-step instructions for managing equipment, fuel and meter readings in FA. Section Page Section Page Vehicles and Components 3 Basic Info 4 Meter Info 5 Classes 7 Locations 8 Assignments and Accounts 9 Status and Authorization 10 Class PM 11 Inspections 12 Codes and Recurring Costs 13 Acquisition and Registration 14 Comments and Warranty 15 Replacement\Disposition 16 Initializing Inspections 17 De-activating Equipment Warranty Claims Historical Costs Equipment Renumbering 28 Assignment History Multi-Unit Projects Accidents Vehicle Meter Updates 39 External Fuel Tickets 40 Viewing Fuel Postings Historical Costs screen 41 Service Requests Daily Meter Readings via Customer Access 45 Note: on the screens, Yellow fields are REQUIRED, green are recommended and in some cases relate to your PTMS so should be filled in as much as possible 2

3 Vehicles and Components Both vehicles and components have the same fields that are required in the system but are entered into different screens Vehicles are entered in the Fleet Equipment screen Components are entered in the Component screen Vehicles are anything that has wheels Components are such items as Lifts and Radios 3

4 Basic Info Section Menus Equipment Units Fleet Equipment Menus Components Component Primary Information Equipment or Component Basic Information These fields are required upon insert. Equipment ID Model year Manufacturer ID Model ID Equipment type VIN (Serial Number) The Equipment will start with your Agency s alpha character abbreviation and a dash. For example: Jackson County Transit vehicles and components would start with JCT- 4

5 Meter Info Section Meter Info Section When a Meter Class is selected the meter types for Meters 1 and 2 will automatically be displayed. The Meter Info pane tracks the latest meter readings for the equipment unit as well as meter history for the equipment unit. FASuite will manage meter roll-overs and meter resets/change outs. Roll-overs are determined based on the Maximum meter value entered here. Be sure this is entered correctly for the equipment unit. The Life Total at the bottom of the screen shows the total of all meters for the life of the vehicle. See the next page for the meters that are set up in the system. Choose from one of the meters in the list 5

6 Meter classes in the system Category Equipment class ID Description VEHICLE WITH HUBOMETER AS METER 1 AND HOURS AS METER ANY HUB-HOURS 2 Meter 1 type Meter 2 type Meter 1 edit range Meter 2 edit range HUBOMETE R HOURS ANY ODOMETER REGULAR VEHICLE ODOMETER ODOMETER ANYTHING WITHOUT A METER -- NOT APPLICABLE NONE NONE 0 0 BUS BUSHUBOMETER BUS HUBOMETER 500 EDIT RANGE - NO METER 2 HUBOMETE R NONE BUS BUSODOMETER BUS ODOMETER 1000 EDIT RANGE - LIFT CYCLE METER 2 ODOMETER LIFT CYCLE BUS HIMILEAGEBUS MILEAGE BUS RANGE NO METER 2 MILES NONE BUS MEDMILEAGEBUS MILEAGE BUS RANGE NO METER 2 MILES NONE BUS MILEAGEBUS MILEAGE BUS 250 EDIT RANGE - NO METER 2 MILES NONE LIFT LIFT CYCLES LIFT CYCLES - NO METER 2 LIFT CYCLE NONE SUPPORT HIMILEAGESUPPORT MILEAGE SUPPORT RANGE NO METER 2 MILES NONE SUPPORT MILEAGESUPPORT MILEAGE FOR SUPPORT VEHICLES 500 EDIT RANGE - NO METER 2 MILES NONE SUPPORT SUPPORTODOMETER SUPPORT ODOMETER 500 EDIT RANGE - NO METER 2 ODOMETER NONE VAN HIMILEAGELTV MILEAGE LT TRANS RANGE NO METER 2 MILES NONE VAN HIMILEAGEVAN MILEAGE RANGE NO METER 2 MILES NONE VAN MEDMILEAGEVAN MILEAGE VAN RANGE NO METER 2 MILES NONE VAN MILEAGELTV MILEAGE LIGHT TRANSIT VEHICLE 300 EDIT RANGE - NO METER 2 MILES NONE VAN MILEAGEVAN MILES 1000 EDIT RANGE - LIFT CYCLE METER 2 MILES LIFT CYCLE VAN VAN-2-METERS VANS ODOMETERS 500 EDIT RANGE - METER 2 LIFT CYCLES ODOMETER LIFT CYCLE HUBOMETE VAN VANHUBOMETER VAN HUBOMETER 500 EDIT RANGE - NO METER 2 R NONE VAN VANODOMETER VAN ODOMETERS 500 EDIT RANGE - METER 2 LIFT CYCLE ODOMETER LIFT CYCLE VAN VANSODOMETER VANS ODOMETERS 500 EDIT RANGE - NO METER 2 ODOMETER NONE

7 Classes Section The Class fields are required upon insert. Maintenance Class This class is used to compare equipment costs for like equipment units, and to define comeback ranges. PM Program Class This class tracks vehicles with like PM patterns and checklists. Standards Class - This class tracks equipment that takes the same amount of time to perform standard tasks. Rental Rates Class Use -- for this class Resources Class Use -- for this class Asset category ID Select from the drop down. This field is used to categorize different kinds of assets (e.g. Bus, Rail, Facility, Support, etc.) and is used to limit Tasks and Symptoms that display in Shop Activity screens. The Maintenance, PM Program and Standards class will be the same and will start with your Agency s alpha character abbreviation and a dash. For example: Jackson County Transit departments would start with JCTwww.assetworks.com 7

8 Locations Section Locations Section Assigned PM and Repair locations should be filled in if the vehicle is primarily serviced at a particular location. The Assigned Shop Location and Access Rights will be your NCDOT vendor id number. For example Preferred PM shift is numeric code for the shift on which to schedule PM on this equipment unit. Access rights is the location ID associated with the equipment unit for purposes of security regarding its data If there is a check in the Require match between work order location and equipment access rights location field on the Shop Activity Options screen, you can only open work orders for a shop location ID if that ID is specified in this field. If location-level access control is in effect, you can view or modify (update) data for this equipment unit only if you are assigned to a user group that is authorized to do so. 8

9 Assignments and Accounts Sections Assignments Section FA also tracks the Department a vehicle is assigned to and which Department to notify for PM. NOTE: The Departments will start with your Agency s alpha character abbreviation. For example: Jackson County Transit departments would start with JCT Company ID will be your NCDOT vendor id number. For example Accounts Section The Account ID is required The Account ID will start with your Agency s alpha character abbreviation. For example: Jackson County Transit Accounts would start with JCT 9

10 Status and Authorization Sections Status Section The Life Cycle Status Code is required. The code for Active vehicles is A. The other information in this screen is from your PTMS. Note: Checking Ready for disposition will display a message on every work order opened for that vehicle noting that the equipment is about to be disposed. Authorization Section Use this info frame to authorize the vehicle for Work orders, Usage tickets and/or Fuel tickets. Once the vehicle is disposed, you can also choose to exclude the vehicle from various reports by checking the boxes on this info frame. 10

11 Class PM Section Class PM Section When ready to manage standardized PM Program, a vehicle will be assigned to a PM Class. Before FASuite will begin tracking PMs, this info frame needs to be completed with the following information: Next PM service number Next PM due date Life meter at last PM These values initiate the PM schedule for this equipment unit. Use the Class PM section for vehicles that PM Services are tracked by miles (every 5000 miles or once a year) or a combination of miles and date (i.e. 3 months/3000 miles) 11

12 Inspections Section Inspections section Each vehicle will have its annual inspection tracked on this info frame in the Additional Inspections group field. Note: The Next Statutory Inspection and Inspection Month fields will cause a notification to display in the same area that the PM and Inspections are due. However, those are just reminders and you cannot create work orders from the reminders. If you wish to create a work order for the statutory inspection, include it as part of the ANNUAL inspection and enter it in the Additional Inspections section 12

13 Codes & Recurring Costs Section Codes The Default Priority ID will be 3 You may check the Supports any fuel or fluid type check box if you do not wish to enter to enter the Fuel/Fluid types Recurring Costs Any costs entered on this info frame will be posted to the historical costs for the vehicle each time End of Month Processing is performed. Optional 13

14 Acquisition and Registration Sections Acquisition Section This info frame tracks the acquisition of the vehicle. The Actual delivery date and Actual in service date are required for active vehicles. Registration Section This info frame tracks registration information for the vehicle. 14

15 Comments and Warranty Sections Comments Section The Comments section on this info frame can be used to track miscellaneous information about the equipment unit. Any information entered in the Messages field will be displayed on every work order opened for that vehicle. Warranty Section In order to track bumper to bumper warranty for a vehicle, the following fields must be completed: Vendor ID Expiration date Expiration life meter 1 Expiration life meter 2 (optional) 15

16 Replacement \Disposition Section Replacement/ Disposition Section This info pane is used to plan for equipment replacement and stores FA Portal concerning the vehicles disposition. 16

17 Fleet Equipment Initializing Inspections Entering information into this info frame initializes equipment so that FASuite knows what Inspections need to be performed on this equipment. 1. In the Additional Inspections area select the Inspection service(s) that need to be performed on this unit. 2. For each service selected insert the following: Next due date Interval between inspections (in days) 17

18 Fleet Equipment De-Activating Equipment 1. Use the Filter to limit the display to the equipment ID you want. 2. Click Unlock. 3. Uncheck the following boxes: Work orders Usage Tickets Fuel Tickets 4. Check the following Exclude from boxes: Cost reports Exception reports Inventory Lists NOTE: When you change the Life cycle status code ID (on the Status tab) from active to not active, FA will automatically check the Exclude from inventory lists box for you. 18

19 Fleet Equipment De-Activating Equipment (continued) 4. Enter a Life cycle status code ID field to deactivate the equipment unit. Changing to a life cycle code to one that is not active frees up one active equipment license and ensures that no work orders, fuel tickets or usage tickets can be posted against that unit. 5. Click the Process button. 19

20 Warranty Claims FA Portal Warranty Claims (Claim Data) The purpose of the Warranty Claims screen is to define and update warranty claims made to vendors or manufacturers in order to recover costs related the return of core parts and equipment/parts warranties. 20

21 Warranty Claims Once the vendor has fully or partially paid the claim, set the Claim status field on the Claim FA Portal info frame to either APPROVED or PARTIALLY APPROVED, and enter the Settlement date and Settlement amount on the Settlement Data pane. 21

22 Historical Costs The purpose of the Historical Costs screen is to display and define FA Portal entries which record the historical costs associated with equipment units by month and year. Meters and Fuel: Displays meter usage accrued for meters 1 and 2 and the fuel and CNG costs and quantities. Repair and PM: Displays labor and parts costs for repair and preventative maintenance. Fluid: Displays fluid costs and quantities for all fluid types defined in FASuite. Hours: Displays downtime information and work delay hours. Other: Displays other costs and revenue data associated with equipment. Cost Summary: A Summary and Detail listing of all costs associated with the equipment. 22

23 Historical Costs (continued) Menus Equipment Units Historical Costs (Meters and Fuel) Always use the filter when performing a get FA Portal on this screen as the table stores a record for every equipment unit for every month/year that it has been in the system. Meter usage, fuel, and CNG information will display for the specified equipment in the month/year selected. 23

24 Historical Costs (continued) Current labor and parts costs for repairs and PMs. Usercaused repair costs are displayed separately. Information will display for the specified equipment in the month/year selected. Current fluid costs and quantities for all fluids defined in the FASuite system. Information will display for the specified equipment in the month/year selected. 24

25 Historical Costs (continued) Current downtime hours based on shop and department calendars. User-caused downtime hours. Work delay hours Information will display for the specified equipment in the month/year selected. Other cost and revenue information will display for the specified equipment in the month/year selected. 25

26 Historical Costs (continued) The Cost Summary info frame displays calendar YEAR-TO-DATE and LIFE-TO-DATE totals for all values on the Historical Costs screen. Tip: to copy this information to another program, highlight the information, right mouse click and select copy. Paste this into or another software. 26

27 Historical Costs (continued) 27

28 Equipment Renumbering Menus Admin Menu Setup Options and Base Codes Equipment Units Equipment Renumbering The Equipment Renumbering screen can be used to change an equipment ID. FA finds all related historical information and changes it to the new equipment ID. 1. Click Prepare for Insert 2. Enter the Old equipment ID 3. Enter the New equipment ID 4. Click Process 28

29 Assignment History Menus Equipment Management Assignment History (Assignment Info) The purpose of the Assignment History screen is to display a history of equipment assignments. Each time a new assignment takes place a new row is created. Always use the filter when performing a get data on this screen to limit the number of records retrieved. Only those assignment fields that have been assigned a new value will display a check in the new value box and the actual new field value. 29

30 Assignment History (continued) Menus Equipment Management Assignment History (Class and Location Info) Always use the filter when performing a get data on this screen to limit the number of records retrieved Only those assignment fields that have been assigned a new value will display a check in the new value box and the actual new field value. 30

31 Multi-unit Projects Primary Information Menus Equipment Activity Multi-unit Projects Primary Information (Basic Info) The purpose of the Multi-unit Projects screen is to create work orders for projects involving several equipment units (such as recalls). 1. Click here to Prepare for Insert. 2. Enter the Project ID. 3. Enter Project Description. 4. Enter Originator of project. 5. Enter Work class. 6. Enter Repair reason ID. 7. Select Warranty work option. 8. Enter Begin date. 9. Enter Completion date. 10. Enter all Task ID s to be performed in the project. Description of task displays. 31

32 Multi-unit Projects Primary Information Menus Equipment Activity Multi-unit Projects Primary Information (Comments) 11. Enter comments that will be printed on the project work orders 12. Click Process. 32

33 Multi-unit Projects - Equipment List Menus Equipment Activity Multi-unit Projects 1. Click Prepare for Insert 2. Select the Project ID 3. In view mode, the Equipment ID selected in the upper grid is displayed TO REMOVE units from the project based on entered criteria check Delete unit from project based on insert criteria and click Process Equipment List (Basic Info) Note: While this example suggests entering in information in all fields, many different combinations made be used to create your list. TO ADD units to project enter any of the following criteria and click Process: - Manufacturer ID - Model ID - Year - Serial number range - Subsystem - Property 33

34 Multi-unit Project - Equipment List NOTE: You can use wildcard characters (%) for selection criteria entered in these fields - Assigned PM location ID - Assigned repair location ID - Department ID - SLA equipment category - Equipment class for maintenance Click Process to select the equipment units based on the criteria you have entered, and add them to the project. 34

35 Multi-unit Projects Open Work Orders Menus Equipment Activity Multi-unit Projects Primary Information (Basic Info) 1. Use Filter to select project by Project ID or campaign number. 2. Click Prepare for Update 3. Select Open pending work order for all equipment units on project equipment list as Work Orders. 4. Click Process 35

36 Accidents Menus Equipment Management Accidents (Basic Info) 1. Enter a Valid Operator ID of the person who was operating the equipment unit at the time of the accident. 2. After the work order has been entered into FASuite, enter the Work order ID (optional) 3. Enter the Location information about the accident (optional) 4. Enter the Date and time of the accident 5. Claim status defaults to PENDING. Change status to CLAIMED or UNCLAIMED as appropriate. 6. Accident type, Accident cause, Date reported, Date closed and Seat belts on are all optional fields. 36

37 Accidents The purpose of the Description and Costs info frame for accidents is to describe the accident and its associated costs. Internal costs are related to vehicles owned by the organization. External costs are related to vehicles owned by others. The purpose of the Equipment and Operator Info frame is to record information about other equipment units and operators involved in the accident. 37

38 Accidents The purpose of the Witness Info frame is to record information about witnesses to the accident. The purpose of the Victim Info frame is to record information about victims who were injured in the accident. The purpose of the Image Files info frame is to display, define, and provide access to files associated with the accident. Examples of files are digital photos related to the accident, and scanned documentation (police reports, internal documents, etc.) Enter Path and file name to each file. Additionally, add a Description. 38

39 Vehicle Meter Update Menus Equipment Units Meter Resets and Update Use this screen to correct equipment meter readings. Do NOT use this screen on a daily basis to enter meter readings. Daily and weekly meter readings should be entered in the CA (Customer Access) Portal 1. Click Filter to specify specific equipment ID 2. Unlock the record 3. Enter New meter reading 4. Click Process to save 39

40 Posting External Fuel Tickets Menus Equipment Management Fueling External Fuel Tickets The purpose of the External Fuel Tickets screen is to manually record fuel transactions that occur at a commercial fueling station.. For NCDOT agencies, this also includes the fueling that is done at Counties for which an end of month invoice is received. 1. Select Prepare for Insert 2. Enter the Equipment ID Note: Transaction Date and License Number (If assigned) will automatically populate with the current date. Year- Manufacturer-Model-Meter readings will also automatically populate when the Equipment ID is entered. 3. Enter Fuel Type from drop down list. (optional) 4. Enter Fuel Quantity and Fuel Cost Note: This screen can also be used to enter Fluid purchases or Miscellaneous cost 5. Enter Meter 1 Reading 6. Check Reversal to correct a previously entered fuel ticket 7. Enter Fuel type, Fuel qty and Fuel cost for fuel dispensed 8. Enter Fluid/product type, Fluid/product qty and Fluid/product cost for fluids and other costs 9. Enter Misc cost (optional) 10. Enter the Account ID, Employee / Operator ID and/or Vendor ID associated with fuel transaction (optional) 11. Click Process 40

41 Viewing Fuel Postings Historical Costs screen Menus Equipment Units Historical Costs (Meters and Fuel) Filter on the equipment ID to view FA Portal. Fuel postings for equipment can be viewed on the Historical Costs screen (Meters and Fuel tab). The information on this screen is the sum of all fuel transactions by month/yr for a given vehicle. 41

42 Opening new service requests Use the Service Request portal to open a new service request. Service requests are those items from the driver that are not safety related and that can wait to be fixed. This is a way of deferring the work but not losing the information that was provided by the driver. Only do this if you are not going to immediately open a work order. 1. Select Service Request tab 2. Enter Equipment ID or use Search to find the Equipment ID. Do not enter anything into the Locations field. 3. Press the Continue button The Equipment will start with your Agency s alpha character abbreviation and a dash. For example: Jackson County Transit departments would start with JCT-

43 Opening new service requests - continued 4. Your User ID will fill in 5. Select Continue Note: Existing Service Requests will display at the bottom of the screen.

44 Opening new service requests - continued 6. Select the Symptom (Symptoms correspond to the systems on a vehicle) 7. Enter Comments as the driver gave them or other information related to the Service Request 8. Select the Submit button You will receive the message Your request has been submitted). Click Done if you have no more requests for this vehicle or Another Request

45 Entering Daily Meter Readings - CA Meter readings should be updated at a minimum of once weekly. Up to date meter readings are necessary for the PM Program to properly calculate PMs that are due. Use the Customer Access (CA) Portal to quickly enter meter readings 1. Click on the CA Portal 2. Click on Administer Equipment Units 3. Click on Enter Meter Readings 4. Enter the New Meter readings. If a vehicle has a lift and you are tracking the lift cycles at the equipment level, then enter the New Meter 2 Reading 5. Click Process to save your changes to the database The system will show this pop in screen while the meter readings are processing 45