The software records all information required for management of assets such as vans, trucks, buses, coaches, tools and equipment. This page focuses on fleet maintenance, there is another page on Fleet Management with more information about the data that can be recorded for each vehicle.
One of the primary responsibilities of the fleet manager is planned vehicle maintenance.
The Integra software assists with three aspects of fleet maintenance:
- Maintenance Planning with diary and charts that can be printed
- Reports and alerts of services due or overdue
- Store full service history for each item, with costs and repair codes.
Planned fleet maintenance is essential for vehicle operation safety and maximising vehicle life. The Integra software assists with setting up planned maintenance schedules for each vehicle. The service and inspection schedules can be calendar or odometer based, and can be transferred to the workshop diary. For example, the six week inspection can be planned for the whole year and printed out if required.
Each vehicle or item of equipment can be set up with multiple services, each with its own time based or odometer based interval. A vehicle can be assigned as many services as required, there is no limit on the number of services assigned to a vehicle. Each service can have its own warning period or distance, which is used when generating the automated reminder reports. For example, a vehicle that is only used locally may have a shorter warning period than a long distance vehicle that is away for extended periods.
The services are recorded on job sheets in the workshop module. The software is flexible so that service and maintenance information can be recorded whether carried out in your own workshops or carried out by external vehicle maintenance company. In the case of external maintenance work, the data can often be imported electronically. This means the service history, parts history and vehicle costs can be entered into the system without the tedious manual re-keying of data.
Once the vehicle maintenance is completed on the job sheet, the next service date or next service odometer reading is automatically recalculated. There is the option to manually confirm the calculated figure before updating the vehicle service information.
As well as vehicle maintenance planning, the software also monitors vehicle maintenance costs. The job sheets record all routine services and unplanned repairs. This makes it possible to generate reports on planned vs. unplanned maintenance. Through the use of repair codes, it is possible to analyse the maintenance costs of vehicles in various ways. For example, the software can easily identify the best and worst performing vehicles. Vehicles can be classified by vehicle type (van, 7.5t, 18t) and by usage (light, medium, heavy) thereby comparing like for like. There are graphs which quickly show cumulative whole life costs and make it easy to spot vehicles which are costing more than others. Once these vehicles have been identified, their job history can be examined in detail to determine the cause of the higher costs. Without a computer system, it is very hard and time consuming to analyse data in this way.
Inspection sheets can be scanned and stored with the job sheet or work order. It is planned to introduce tablet based electronic service sheets which will guide the technician through the inspection and validate the data as it is entered. The data from the PDA inspection sheets can be exported as PDF or XLS or XML if required. There are also smartphone based check screens for driver daily checks and for mobile vehicle defect entry.
There are several benefits of a computer system over paper based or spreadsheet based maintenance systems. The computer system provides a robust central system that can be accessed by various people. Once the data is in the computer system, it is easy to produce reports that analyse the data in various ways. The computer software will provide automated reminders which can be automatically sent by email to designated service managers.
The software has been designed to be easy to use. There are data validations to ensure that information is entered correctly. Simplified screens along with user security means that users may be granted access to only those screens and reports they require.