E-Drive Technology. FleetLog. Software Modifications for UNRWA. Revision I. EDT. E Drive Technology

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1 FleetLog Software Modifications for UNRWA Revision I EDT. E Drive Technology

2 FleetLog Software Modifications for UNRWA Revision I Document Conventions Note: Provides related information or information of special importance. Caution Caution: Indicates potential damage to hardware or software, or loss of data. Warning: Indicates a risk of personal injury. Document Status Preliminary Technical Publication: Revision A For more information, visit our website at: Copyright Copyright 2011 EDT. All rights reserved. This documentation is the property of E-Drive Technology Ltd., and it is confidential. All property rights to this documentation, including the rights of confidentiality and the copyright thereto, are to remain at all times the property of E-Drive Technology Ltd. In no event shall any part of this documentation be reproduced, copied, transmitted, stored in a retrieval system, or translated into any language, by any means or media, without the express prior written permission of E-Drive Technology Ltd. This documentation is provided solely on an as-is basis. E-Drive Technology Ltd. makes no warranty expressed or implied, including but not limited to any implied warranties of merchantability or fitness for a particular purpose, regarding this documentation. In no event shall E-Drive Technology Ltd. be liable to anyone for special, collateral, incidental, or consequential damages in connection with or arising from the use of this documentation. This documentation is designed to assist in the use of E-Drive Technology Ltd. products, as of the version specified in this documentation. It may not accurately reflect future versions of the product. E-Drive Technology Ltd. Doc. No. FL-UNRWA Rev. I Confidential Copyright 2011 EDT Page 2 Document Classification: Proprietary Information July 28, 2011,

3 FleetLog Software Modifications for UNRWA Document Identification Version History Version Description Date A First Release Based on Annex 3 from the UNRWA Contract and the two design meetings from 17-Jan-11 and 25-Jan Feb-11 B After design meeting from the 16-Feb-11 8-March-11 C After UNRWA respond from the 18-Mar March-11 D After UNRWA respond from the 29-Mar March-11 E After design meeting from the 6-April April-11 F After meeting with Dima 2-May-11 G After the meeting with UNRWA on the 5 th July July-11 H After a meeting with Afram on the 18 th July 18-July-11 I After mail exchanges and meeting on the 28 th July 28-July-11 Document Approval Written By: Hilik Yaniv Document Number Doc. No. FL-UNRWA [Subject] Doc Description: FleetLog Approved By: Tim Henry and Afram Zanbil Authorization Date: Software modification for UNRWA Service Contract Number: CPS/WB/PLD/0014/0/10 Distribution List Name Company Name Hilik Yaniv EDT Hilik@e-drivetech.com Dima Rivkin EDT dima@e-drivetech.com Tim HENRY UNRWA t.henry@unrwa.org Afram ZANBIL UNRWA a.zanbil@unrwa.org

4 FleetLog Software Modifications for UNRWA Table of Contents Document Identification... 3 Version History... 3 Document Approval... 3 Distribution List... 3 Table of Contents Overview About this Document Audience Glossary and Abbreviations High-level Architecture Infrastructure FleetLog Software Requirements General Work Time Module Drivers Table Driver / Employee Magnetic Cards: Vehicles Table Lookup Tables Route Table (new) Fleet Groups Table Sections Table Fuel Table Costs Table Trips Table Requisition Module Vehicle Requisition Screen Trips without a Requisition Employee Daily Trips Table Unregistered Data User Login Privileges New Reports FleetLog Reports Sample Appendix A- Open Issues Doc. No. FL-UNRWA Rev. I Confidential Copyright 2011 EDT Page 4 Document Classification: Proprietary Information July 28, 2011,

5 Overview About this Document 1 Overview 1.1 About this Document This is a technical document with information required for the modifications in the EDT - FleetLog (SQL) Software Version: (Last version). This document is based on the initial proposal provided to UNRWA, and defines, in detail, the modifications and additional requirements for the FleetLog software. 1.2 Audience This document is required for EDT developers and the UNRWA fleet management department. 1.3 Glossary and Abbreviations FleetLog FleetLog (SQL) Software FL01 FleetLog 01 in-vehicle monitoring device DB Database TBD To Be Discussed GUI - Graphical User Interface Area UNRWA low-level hierarchy operation zone will be: Groups table in FleetLog Fleet Group List of vehicles per each specific Area Field UNRWA high-level hierarchy that groups several areas new Table in FleetLog Section = Department, Program or Project Project = FIP Outcome Copyright 2010 EDT Confidential Doc. No. FL-UNRWA Rev. I July 28, 2011, Preliminary Document Classification: Proprietary Information Page 5

6 High-level Architecture 2 This section describes the FleetLog high-level architecture and infrastructure components. 2.1 High-level Architecture Figure 1: High-level Architecture 2.2 Infrastructure Currently UNRWA has 300 vehicles in the Palestinian Territories.. In the future, it is foreseen that this region will have about 1500 UNRWA vehicles. The main SQL Server database will be located in Jerusalem for the entire region. The main SQL Server database could move, in the future, to Jordan (In the HQ), if required. In this case, EDT will have less support capability. Doc. No. FL-UNRWA Rev. I Confidential Copyright 2010 EDT Page 6 Document Classification: Proprietary Information July 28, 2011, Preliminary

7 Infrastructure The following describes the overall infrastructure components: Main Server: Windows Server 2008 SQL Server 2008 (Standard edition) EDT SQLFleet application HW: Dell Server with 1T (6 Disks, Raid 0,1,3), 8GB Memory Clients Work Station: Windows XP / 7 (32/64Bit) Minimum Screen resolution: 1280 X 960 HW Minimum requirement: Pentium (TBD) EDT FleetLog Client Application RF Stations: Windows XP / 7 EDT - RF Receiving Station application Current locations: 1. FO Jerusalem 2. Hebron 3. Bethlehem 4. SSO 5. Ramallah 6. Nablus 7. Mobile RF Station (far north) Other: Network connection between the RF station and main storage Local RF input with RF convert to the SQL fleet server Set in all FleetLog vehicles the same RF network number Copyright 2010 EDT Confidential Doc. No. FL-UNRWA Rev. I July 28, 2011, Preliminary Document Classification: Proprietary Information Page 7

8 General 3 FleetLog Software Requirements This section provides detailed descriptions of the software requirements. 3.1 General The EDT FleetLog software is a client server application that works on the Access 2003 platform. It is connected to the main SQL server database and includes the following basic modules: Tables management for: Vehicles Drivers / Passengers / Charges Reference tables Trip information records GPS Locations Many types of built-in reports, with the following information: Vehicle trips Driver trips Passenger / Charge records Private / Business trips Vehicle Service Sensors reports Analysis reports for vehicle and driver performance Fuel reports Speeding / Acceleration / Deceleration and Accident reports and graphs GPS Module to display vehicle Offline route on map (Supported with FL02 GPS Units) Maintenance: Restore data from old database version and delete history data. 3.2 Work Time Module The Work Time module defines if trips were made after work hours to calculate over time in reports. This will be a new Form which will hold the Fleet Groups (Area) table. Per each Area the user will set the Weekly profile and Holidays. The weekly work time profile will be from Monday to Sunday, with Start Work Time and End Work Time fields, for each day. Start / End empty values will indicate a free working day (Private Hours) There will be a new Table Holidays with the fields: Group (Area), Name, Date Consider Holiday for the entire period. On Areas multi selection disable the Work times and Holidays frames. Add two buttons for Copy Area Profile and Paste Area Profile between one Area to one or several areas selection. When Paste and a confirmation message: This will override existing Work Time and Holidays settings. Are you sure? [Ok / Cancel] Doc. No. FL-UNRWA Rev. I Confidential Copyright 2010 EDT Page 8 Document Classification: Proprietary Information July 28, 2011, Preliminary

9 Drivers Table Schematic screen: 3.3 Drivers Table This section describes additions to the Drivers Table. New Fields: Employee Number: String (20), No Duplication Job Title: String (50) User Type: Combo box (Effects the requisition process): 0 = User Driver: Can use any car without requisition (Default 0); takes the car home. For Duty, HOH and Private, the requisition number is 0 1 = Ad Hoc Driver: Needs requisition for duty trips only. For other types, the requisition will be by default 1; May take the car home (Pool car during working hours) 2 = Self Driver: Always requires requisition for driver s duty trips. No HOH or Private 3 = Driver Only: Needs requisition always; No HOH or Private. Working before or after duty hours is linked to the Over time report. (According to the work time table) 4 = HOH: Needs requisition for Private and Duty; For HOH by default the requisition will be 1 ** Comment: Employee without Driving license ( Is Driver = False), User type is Empty and not available in the GUI. Comment: Driver description should contain: Family name, First Name Add button: Add a Change Card Number to move incorrect Driver ID records to the correct Driver ID. New feature: Add the ability to import all drivers from an external Microsoft Excel file (According to the sample from UNRWA). Sample for the existing screen and its fields: Copyright 2010 EDT Confidential Doc. No. FL-UNRWA Rev. I July 28, 2011, Preliminary Document Classification: Proprietary Information Page 9

10 Drivers Table Driver / Employee Magnetic Cards: UNRWA will use both Drivers cards (New cards) and current UN Employee ID Cards. The total digits should be 17 in both types of card. For this, UNRWA will encode new Driver Cards and add 3 digits at the end (200). The digit 2 in Position 15, will be used to identify it as a driver code (Can start the vehicle). In the Employees card, use the digit 0 in position 15 to identify it as a Charge code (Only as secondary user). UN Employee card format: Employee ID Date Position: Format: XXXXXXXX DDMMYYYY Sample: UN Driver card format: UN Number Employee ID Completion number Position: Format: XXXX X XXXXXXXX 200 Sample: Magnetic Card configuration in the FL01: This configuration should be setup in all the Vehicles Doc. No. FL-UNRWA Rev. I Confidential Copyright 2010 EDT Page 10 Document Classification: Proprietary Information July 28, 2011, Preliminary

11 Vehicles Table 3.4 Vehicles Table This section describes changes to the Vehicles Table. New Fields: Plate No: String(15) Chassis Number: String (50) Engine Number: String (50) Insurance Expire date: Date(add to next service report) License Expire date: Date (add to next service report) Freight: (Check Box). This is linked to the Mileage by Section report (For Passenger / Freight Distance) Other changes: Change the 'Cost per minute' to 'Allowances' (In the translation). It will be used in the Responsibility Allowances" report. If the Allowance value is > 0 then show in the report with the higher value per day, if the driver drove several vehicles). Default = 0 or Null Sample for the existing screen and its fields: Copyright 2010 EDT Confidential Doc. No. FL-UNRWA Rev. I July 28, 2011, Preliminary Document Classification: Proprietary Information Page 11

12 Lookup Tables 3.5 Lookup Tables This section describes changes to the Lookup Tables Route Table (new) Used in the Requisition screen to set the destination and expected distance Fields: Destination: String (50) Distance: Numeric (Km) Area Group: FK This Information should be displayed in a new report (Exceptions Report on Route Distance between Planned and Actual) Fleet Groups Table Should be renamed to "Areas Table" New field: Group ID: String (10) *** Our current Area table, should be renamed to: Regions Code Sections Table Doc. No. FL-UNRWA Rev. I Confidential Copyright 2010 EDT Page 12 Document Classification: Proprietary Information July 28, 2011, Preliminary

13 Requisition Module Fuel Table New Field: Driver: From Drivers list. Will be used for Manual entered refuel records Coupon number: String (20) Entered manually in the table and will be used in the Fuel report Costs Table Add the cost Date, to maintain the history of costs per km and use it in the UNRWA reports Trips Table Add the ability to change the trip type (Private/Duty). It should ask for authorization note before saving and log this note as part of the Audit Log to track changes 3.6 Requisition Module New Requisition Module will be added to the Main FleetLog Menu as new Button. This Module will hold all the forms for the requisitions: 1. Requisition Screen 2. Unregistered data 3. Trips without requisitions 4. Employee daily trips table Vehicle Requisition Screen A requisition is an UNRWA form that must be filled in and signed by the authorized senior staff, to authorize a duty trip for an UNRWA staff member. This form will include the following: Fields: Vehicle Number (must): Picked from vehicles list Number: Fleet Group ID (Area ID) + Year (YY) + Auto ascending number (Per Area). The Format should be: XX-XX-XXXXXX (With leading zeroes) Req. Start Date: Must (Today by default) Req. Start Time: Must (Now by default) Req. End Date: (Optional Today by default) Copyright 2010 EDT Confidential Doc. No. FL-UNRWA Rev. I July 28, 2011, Preliminary Document Classification: Proprietary Information Page 13

14 Requisition Module Req. End Time: (Optional 23:59 by default) Loaded: Check box - if checked then it will have the allowances. Available if the Allowances (Cost per Time) > 0. Status: Open/Closed (Read only). Requisition is open until it is closed manually, or when opening a new requisition for the same vehicle. When closing automatically notify the user. Driver: (must) - will be used only to compare between actual and planned trips drivers. In the reports we ll display the actual driver. Section billing: (Must be at least one). Several sections for each requisition are allowed. The billed section(s) in the report will be according to: a) If the driver type is not Driver Only or it was a passenger, it will be linked to his section (The driver/employee). b) Else If Driver Type = Driver only then: 1. For the Passenger / Charge Code it will be according to its Section (In the Driver table) 2. For the Driver it will be according to the selected section(s) on the requisition If several sections / staff ID on the same mileage, it will be divided between them relatively for the report: Mileage by section When Driver is taking passengers and he is part of the billing, he should pass his card again as charged code. Destination: From new route table Notes: optional Project: FIP Outcome (Optional) Selected from the Projects table Additional buttons: Filter button: Open the requisitions table according to the selected criteria (Number, Date, Vehicle, Driver, and Section) Close requisition button: Will close it with the current time. When user open a new requisition, it will automatically close the previous open one (if exists) with the new requisition start time in the end time field (of the previous requisition). User Interface: 1. In the Requisition form, in the Drivers list, we ll display only Drivers which could require a requisition. I.e. Employees which are Users Only will not been shown in the list. 2. In the Requisition form, If the Driver is not a Driver Only then we ll set by default his section, in the Section for Billing list. 3. The dispatcher will be able to edit only the last requisition which is not closed yet. Requisitions which were closed, he won t be able to edit. 4. We ll allow to add new requisition also for older dates, for Trips without requisitions. We ll check that this new requisition won t overlapped with already existing requisitions. 5. The top screen Filter/Search part should be changed to work only as Filter for the Requisitions top frame. With Start Date, Req. Number, Vehicle, Driver, Area, Section. Show two buttons: Filter, Clear. 6. Enlarge the Req. Number drop box, to fit new format. 7. Driver list box: set the Driver name to be first and searchable. 8. In the Table view, add the columns : 9. In the Assigned trip, change the word Distance to Odometer 10. Show time format always as 24H HH:mm (i.e. 14:34) Doc. No. FL-UNRWA Rev. I Confidential Copyright 2010 EDT Page 14 Document Classification: Proprietary Information July 28, 2011, Preliminary

15 Requisition Module Procedures: To add new Requisition, the dispatcher should first choose the Vehicle Number, to get its Area ID and generate a new requisition number, accordingly. The requisition should be assigned to the Vehicle as a primary link, and to the Driver for reference only. Each trip must have requisition. Either fixed (0 or 1), or assigned from the requisition form. Trip will be attached to requisition according to its Start Trip time. The start trip time must be >= Req. Start time and <= Req. End time. One requisition can be assigned to more than one trip (For the same Vehicle). Requisition starts and ends according to date & time Trips without a requisition get the default requisition definition: When open new requisition that already has trips, they will be linked automatically to this requisition. Special requisition for User Driver (0) and Ad hoc driver (1) will be assigned automatically by the database. When creating a new requisition for a vehicle, it will automatically close previously open requisition for this Vehicle. The first requisition End Time will be the same as the next requisition Start time. User will be notified on the screen as soon as he selects the vehicle, with option to continue or cancel. When creating a new requisition for a vehicle that has overlapped Dates, it will not accept it and give Error message to the user. Trips of less than 1Km do not require a requisition; can be defined as Requisition 999 If there are trips without requisition, we ll display a warning message both when entering to the Requisition Form and to the Reports form. Like this the user will know that he should first go and create new requisition before he proceeds. We should be able to create several requisitions for the same vehicle, and attach them to the trips when they arrive to database (also for closed requisitions). Schematic Screen: A: Filter section to search specific requisition(s) B: Requisition information C: Trips that are linked per each selected requisition, with the ability to see Trips without requisition and open new requisition for them. All in one screen as proposed below: Copyright 2010 EDT Confidential Doc. No. FL-UNRWA Rev. I July 28, 2011, Preliminary Document Classification: Proprietary Information Page 15

16 Requisition Module Trips without a Requisition 1. Show all trips that did not have requisitions opened for them that require a requisition; with Requisition 0000 (See above proposal) 2. Default sort: Vehicle, Date, Time 3. Add the ability to sort search by any column, with right click content menu 4. Add the ability to select one/several trips with the same vehicle and driver, and with a new button or right click to create a new requisition for them. The requisition should be opened with the following fields from the selected trips: a. Vehicle b. Driver c. Section d. Start date/time from the first trip start date/time e. End date/time from the last trip and date/time Employee Daily Trips Table Display log information from the Requisitions table and from the Trips connected to each requisition. The Dispatcher should be able to alter trip information. (Not required) Unregistered Data Create a new form to view unregistered (undefined) records in the database for employees and vehicles. This form will show new driver or passenger ID Card numbers, or new vehicle ID records that do not yet exist in the tables. The user will be able to open the related table with the new record and set all its fields or assign it to the correct record. New Vehicles entered to the database thru the import process, will be set without Fleet Group Doc. No. FL-UNRWA Rev. I Confidential Copyright 2010 EDT Page 16 Document Classification: Proprietary Information July 28, 2011, Preliminary

17 User Login Privileges New Drivers/Employees entered to the database thru the import process, will be set by default according to the Vehicle Fleet Group 3.7 User Login Privileges We ll use the current Fleet Group (Area) and add the ability for multiple groups selection per each login user. This will enable the user to view vehicles, which are related only to his Area(s). It will only be available to see vehicle of one specific Area or ALL the areas under his permission level (not part of them). Add additional privilege modules for: Requisitions and Reference Information forms. Specific privileges rules related to Fleet Groups (Areas): 1. Only if the user has ALL Fleet Groups he can do update/add records in the constant table, which are common to ALL groups (Like, Fleet Groups, Sections, Vehicle Types, Costs, etc.). 2. If the user has limited Fleet Groups, he will be able to see only his Groups in the Reference Information Tables, Regular Trips Information tables, and in the following new Constant Tables: Work time by Area, Route table by Area. In the reports, he will be able to choose vehicles and driver only from his groups. 3. If employee from different fleet group is driving a vehicle from one of the Login User fleet groups, he will be able to see his trips in the reports. 3.8 New Reports All reports are based on the existing reports we got from the old application with the following modifications: 1. Employee Daily Trips: a. In Report we should display the Requisition information in one line + Duty Trips information in the lines below. b. It should have the ability to query according to the different columns. 2. Vehicle Daily work ticket: a. Add Start/End odometer columns b. Summary per vehicle and per Report c. Criteria By: Vehicle, Group, Vehicle Type, Driver, Section Copyright 2010 EDT Confidential Doc. No. FL-UNRWA Rev. I July 28, 2011, Preliminary Document Classification: Proprietary Information Page 17

18 New Reports 3. Mileage by Section: a. Add columns for HOH, PVT, Passenger/Freight, Total b. Criteria by: Section, Fleet Group, Driver, Vehicle c. The KM should be according to the driver/passenger section (related to the requisition rules) d. Trip Type: Entered in the FL01 - Keypad e. Duty trips should be divided into Passenger and Freight According to the vehicle type (Vehicles Table setup), Freight check box (Checked for Freight trips, not checked for Passenger Trips) f. Add Grand Total 4. Section daily drivers a. Change the name to: Section Detailed by Staff b. Show detailed information per passenger (Charge) and not by Driver (related to the requisitions rules) c. Groups by Section d. Add the column: Passenger e. Trip KM column should be: Charge KM 5. Monthly Statistic By Vehicle a. Remove the Total Oil Drawn column 6. Home office home Private report (By Staff) a. Trip Type is entered using the FL01 Keypad b. Show only record with Trip Type = HOH or Private c. Add Criteria by Trip Type with the following options: HOH / HOH + Private / Private d. Sort By: Employee, Date, Trip Type, Vehicle ID e. Based on the Charges table + shared mileage between all passengers 7. Duty trips report By Staff a. Show only Trip Types = Duty b. Groups By: Per Day + Per Vehicle 8. Responsibility allowances a. Show only vehicles which their Allowances (Cost per Minute) > 0 AND in their Requisition form Loaded is selected. b. This is a Daily trip report per Driver, if the driver drove more than one vehicle per day, Allowance column displays the vehicle with the higher cost. c. Group by: Staff ID d. Sort By: Date + Vehicle 9. Driver Overtime Detailed: a. Add Trip time, Stop time, Total, Over time trip b. Show only trips for Driver Only + Duty Trips c. Over time is calculated on trip time which is outside regular work hours 10. Charges per date for HOH and Private trips **new a. Show only HOH and Private trips b. Group by: Staff Doc. No. FL-UNRWA Rev. I Confidential Copyright 2010 EDT Page 18 Document Classification: Proprietary Information July 28, 2011, Preliminary

19 New Reports c. Summary per Staff, Vehicle and Date d. Sort by: Staff name, Date, Vehicle e. Based on the Charges table + shared mileage between all passengers 11. Charges for HOH and Private - Finance: a. Based on the Charges per date for HOH and Private trips report b. Summary per Employee and Vehicle c. Sort by: Employee name, Vehicle d. Should be in exportable layout to Excel o Based on the Charges table + shared mileage between all passengers 12. Vehicle Fuel a. Taken from the Fuel Table from manually and automatic entered records b. For Automatic refuel, display the driver name from the current trip record or the one started after the refuel (First End Trip time after the refuel time). 13. Trips without Requisitions (Less than 1 km): a. Should be only trips without requisition and has less than 1 km distance. 14. Outcome report (Not to implemented): a. Calculates the outcome from the Requisitions + Distance [Passenger / Fright / Total] (Duty only) + Cost b. Outcome = current Projects table c. It should be linked to the requisition selected project (If exists) d. UNRWA should provide the report layout (TBD) 15. Exception to planned drivers report: a. Show: Requisition, Planned Driver, Actual Driver, Date, Time b. Show only requisitions were Planned and Actual driver are different 16. Exceptions Report on Route Distance between Planned and Actual: a. Show Trips that their Distance is bigger than Planned Distance in the Requisition (TBD the percentage/km difference). b. UNRWA should provide the Report layout and exact rules to display the exceptional trips (TBD). Copyright 2010 EDT Confidential Doc. No. FL-UNRWA Rev. I July 28, 2011, Preliminary Document Classification: Proprietary Information Page 19

20 New Reports FleetLog Reports Sample The following figures show two samples for our existing reports layout. One is a detailed report and the second is a summary report. These figures provide an idea how additional report layouts will appear. Doc. No. FL-UNRWA Rev. I Confidential Copyright 2010 EDT Page 20 Document Classification: Proprietary Information July 28, 2011, Preliminary

21 New Reports Appendix A- Open Issues 1. Support upgrades for previous versions 2. Show / Hide specific UNRWA Modules / fields 3. Hide the current Areas table which is related to the Keypad areas functionality. 4. Support special English translation with UNRWA specific phrases 5. Support Multiple Fleet Groups (Areas) per each login user in ALL reports and tables. Copyright 2010 EDT Confidential Doc. No. FL-UNRWA Rev. I July 28, 2011, Preliminary Document Classification: Proprietary Information Page 21

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