The Service Scheduling process is comprehensive and is widely dispersed with functionality contained with Kestrel Vehicle Administration and Maintenance Control modules as well as within Kompact.
Although there is no definitive sequential process that covers all service schedule requirements, the following is a guide to the typical setup and processes involved for service scheduling. Select an individual topic or view the complete logical sequential process as required.
What do you want to do?
The following step by step process should be followed:
Set-up/Review Service Schedule System Parameters
Before the Service Schedule function can be used a number of System Parameters must be defined. This option is accessed within the System Maintenance Menu of the Vehicle Administration module. The required parameters are all contained within the Service Schedule Tab.
Set-up the Service Schedule background tables.
Before the Service Schedule function can be used the Service Schedule Template Header must be defined for the required vehicle variants. This option is accessed within the Miscellaneous Options Menu.
Before the Service Schedule function can be used each of the schedule events i.e. the Service Schedule Template Items must be linked to the Template Header. This option is accessed within the Miscellaneous Options Menu.
View the Service Schedule form
Once the background tables have been defined the Service Schedule must be generated for each vehicle via the Vehicle Schedule form. The Vehicle Schedule form is quite sophisticated and care should be taken to become familiar with its constituent parts by viewing each of the different forms and functions.
The Vehicle Schedule form should be
accessed and the required vehicle selected. The
icon should be
used to select the required
Service Schedule Template Header applicable to the
vehicle (applicable templates are displayed and selected via the
Select a Schedule Template
form). The search is carried out at the most specific level first i.e. the system tries
to locate a variant specific template first and progressively tries the more
general levels (fuel type, model code, franchise) until a match is found. Once a template
is selected (by default or by user selection) the Schedule
Template Item lines are processed and a projected schedule is calculated from the
vehicle registration date and the template details. In addition, the vehicle record is
updated with the service group code used to generate the schedule.
Vehicle Schedule Edit Procedures
Once generated the vehicle schedule may be added to or edited in the following ways:
- Amend a Service Schedule item line
- Delete a Template Header from the Schedule
- Delete Outstanding Template Items from the Schedule
- Delete a Service Schedule
- Calibrate the Odometer Type for the Vehicle Record
- Create a Special Service Schedule
- Extend a Vehicle Schedule
- Add an additional Vehicle Schedule header
- Regenerate a Vehicle Schedule
Review the Service Schedule grids within the application
Once generated the vehicle schedules may be viewed in Kestrel by selecting the Service Schedule option from the Review Menu in Maintenance Control; or, viewed in Kompact by selecting the Schedule Tab from the Maintenance form.
Once generated the it will probably be necessary to print the Vehicle Schedule(s) for a customer, range of customers, a specific repairer or an individual vehicle. This is done via the Print Vehicle Planners option from the main Service Schedule menu. There are a number of different Planner formats and the required planner format for an individual customer must be defined within the Planner Type field in the Service Scheduling Group Box of the Maintenance Control Tab within Address Groups.
Flag Missed Schedule Items for reporting purposes
It is inevitable that within the Service Scheduling operation a number of scheduled events will be missed for certain vehicles. A service schedule event is calculated to take place on a particular date or at a particular odometer reading. The scheduled time of the service is considered valid if it falls between the Event Valid Before and Event Valid After parameters time frame defined within the Service Schedule Header. At a given frequency the Flag Missed Schedules function is run (typically within Timed Operations) which calculates whether the scheduled event has taken place within the given time frame. If the event has not taken place then it is flaged as Missed; a standard report is available to list all missed scheduled events.
Link a Schedule Item to a Maintenance Approval
The service schedule event should take place within its defined time period and
this event must be linked to a maintenance approval in order to be flagged as
Linked and ultimately Completed. This is carried out
in Kestrel via the maintenance Authorisation form. The
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button is used to locate
the required Reason code. If this matches the RTS code for a scheduled
event then the Approval Schedule List Box form
is displayed so that the appropriate scheduled event may be selected for linking to the
approval. A similar process is carried out in Kompact via the
Issue Approval form which results in the display of
the Approval Schedule List Box form.
It is inevitable that errors will be made when linking Service Schedule events to approvals. The Create/Break Schedule Link form is a facility provided to create, or break, a link between a service schedule item and a maintenance approval or POS job. This option is typically a management tool used to break a link that has been made in error or create a link where one has been missed.
Use Service Schedule Maintenance Procedures
There will probably be a requirement for the regular removal, recalculation and extension of service schedule events. The Service Schedule Housekeeping function is designed to automate this task in accordance with the four system parameters held within the End of Day Options Group Box of the Service Schedules Tab in System Parameters. This option may be run manually from the menu but is typically intended to work from within Timed Operations.
