Overview
The Service Schedule functionality enables service routines for vehicles and associated operating components (refridgerated units, etc) to be defined. Once defined the relevant scheduled programs can be scheduled against individual vehicles, vehicle groups or customer groups. The service schedules can be amended on an individual basis if necessary.
Note: When the system searches for a service schedule template, 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. It is also possible to create more than one template with the same vehicle profile; in this circumstance the system prompts with a menu of matching templates found.
Tip: Service schedule is typically created vehicle by vehicle after system take-on with the schedule projection starting at the Registration date of the vehicle and stopping at the agreement end date. However, for the system take-on, there are system tools and reports that can be used by a support consultant to remove redundant service schedule items i.e. schedule items that may have been created from a registration date that has passed.
What do you want to do?
To access Vehicle Schedules:
From the Master Menu, select the Vehicle Administration option and Company required.
The Vehicle Administration is displayed.
Select the Service Schedules option.
The Service Schedules Menu is displayed.
Select the Vehicle Schedules option
The Vehicle Schedule form is displayed.
This form is divided into four parts that are as follows:
Title Bar
In addition to displaying the form name the Title Bar displays a number of other useful identification criteria and buttons.
| Menu | Icon | Description |
|---|---|---|
| File > Open |  |
Displays the Fleet Global Search form which enables a vehicle record to be located and opened by entering one or more of the selection criteria fields. |
| File > Clear | Clears the form of any existing data and moves to the Registration Number field for selection of a new vehicle. | |
| File > Exit |  |
Exits the current form and returns to the Vehicle Schedule menu. |
| Tools > Create Schedule |  |
Displays the Select a Schedule Template form from which a schedule is created for the selected vehicle. When the system searches for a template, 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. It is also possible to create more than one template with the same vehicle profile; in this circumstance the system prompts with a menu of matching templates found. |
| Tools > Create Special |  |
This option operates almost identically to the Create Schedule option. The only difference in operation is that the Service Schedule Template Header to be used is selected from a full list of templates. No attempt is made to locate a specific template that matches the vehicle profile. |
| Tools > Add To Schedule |  |
Up to 10 Service Schedule Template Headers may be attached to a vehicle record. For example, a different header may be added for each item of ancillary equipment (each header is added to the Service Group Box within the form. This is done via the Add Group form. This function enables the generation of additional repetitive tasks to a vehicle schedule without requiring the separate keying of each occurrence for each vehicle. A further example would be if the vehicle under a specific Service Schedule Template Header/service group requires an extra three monthly test to be carried out in addition to the standard service schedule items, a special Service Schedule Template Header can be created and the three monthly test item set up within this template. Selecting the new template forces the system to run though the vehicle record and a projection is made for the vehicle over the vehicle's service period. This projection is then saved into the existing service schedule with any events occurring prior to the current date being ignored. This function is intended to provide a solution for situations such as those that occur when an accident occurs within a commercial fleet and Ministry Inspectors increase the frequency of certain statutory tests. Running this function makes it impossible to regenerate or predict the effected schedules with 100% accuracy. The vehicle records therefore have their schedule flag set to E to indicate that an Edit operation has occurred. |
| Tools > Extend Vehicle Schedule |  |
The Extend Vehicle Schedule form is displayed which enables the original vehicle service schedule to be extended. When a service schedule is initially created the schedule projection starts at the Registration date of the vehicle and stops at the agreement end date. However, in some cases it is inevitable that a vehicle continues to be in use beyond the original contract end date and therefore servicing continues to be necessary. The vehicle may be off contract but the leasing company may still have an obligation to service the vehicle. |
| Tools > Regenerate Schedule |  |
This function deletes all current scheduling activity set against the vehicle and then runs a process similar to Create Schedule. The parameters used in regenerating the schedule projection (i.e. the service group and projection dates/odometer ranges) are all taken from the CRM vehicle record. Therefore, if a vehicle has a schedule created which is subsequently extended by, for example, six months, the Regenerate function projects a schedule based on the same template but over the new extended period. |
| Tools > Calibrate Vehicle Schedule |  |
The Calibrate Vehicle Schedule form is displayed which enables the original vehicle service schedule interval to be re-calibrated from its existing interval type to a new interval type. For example, the schedule item may originally be calibrated at odometer service intervals in miles but may need to be re-calibrated to odometer service intervals in kilometres. The required Calibration Code is selected then the system runs down the agreement/vehicle files and updates the Odo Type on the vehicle and agreement record. A report may then be written to support this information. |
| Tools > Delete Schedule |  |
The Delete All Schedules form is displayed which deletes ALL vehicle schedule item lines held against the vehicle. |
| Tools > Delete Outstanding Only |  |
The Delete Outstanding Schedules form is displayed which deletes ALL outstanding vehicle schedule item lines held against the vehicle which have not yet been actioned. If, for example, the service interval is reduced from 6 to 4 weeks then this option enables the deletion of the outstanding 6 weekly schedule items so they can be replaced by a four weekly schedule header. |
| Tools > Delete Service Group |  |
The Delete Schedules By Group form is displayed which enables the deletion of a template header/ service group from the currently selected vehicle. |
| Help > |  |
Provides online access to context sensitive help for the current application using the default browser. |
Vehicle Schedule Dialogue Box
The Vehicle Schedule Dialogue Box contains the following data:
Registration Number: On entry to this form the registration or agreement number for the vehicle is required. This may be keyed directly or the Fleet Global Search facility may be invoked by selection of the
button immediately to the right of this field.
Service Groups Grid
This grid displays the following data for one (or more) service schedule group record (that is automatically defaulted or selected by the user):
Group: Service Schedule Group Code associated with the Service Schedule Template Header. This field is populated following entry of the vehicle registration and the system reads the Service Schedule Template Header and searches for an entry that matches the vehicle variant (if more than one match is found then a form is displayed enabling selection of the required template from those displayed.
Name: Service Schedule Template Header description associated with the Group code.
Repairer Grid
This grid displays the following data for the deafult repairer that is allocated against the Service Schedule Template Header selected via the Create Schedule function. Each line of this grid corresponds to the same line in the Service Groups Grid. A default repairer can be overridden or a repairer selected within this form.
Repairer: Repairer code from the Customer Record. Selection of the
Name: Full repairer description associated with the Repairer code.
Service Schedule Item Grid
Each Reason for Repair code attached to the Service Schedule Template Header Group Number becomes a Service Schedule Item and is displayed within the Service Schedule Item Grid. The following details are displayed for each Service Schedule Item:
Date: Date for when each successive occurrence of this schedule repair item is due.
Note: If a Schedule Item Reason is selected that contains a number of successive occurences then these occurrences are populated within the Schedule Item Reason Grid at the appropriate unit interval.
Odometer: Odometer interval for when each successive occurrence of this schedule repair item is due.
Note: If a Schedule Item Reason is selected that contains a number of successive occurences then these occurrences are populated within the Schedule Item Reason Grid at the bottom of the form at the appropriate unit interval.
Group: Service Schedule Group template header code.
Reason: Schedule Item Reason (selected from existing Reason For Repair service item (RTS) codes).
Description: Description associated with the Schedule Item Reason (selected from existing Reason For Repair service item codes).
Status: Current status of the schedule item line. See the legend below.
Action: Date on which the current status was updated.
On Time: Tick that denotes if the schedule item has been actioned on time.
Legend
A Legend grid displays the colour and associated status for service schedule items. The following colour/status combinations are applicable:
Colour Status Meaning Black No action The schedule event item is yet to have taken place. Green Waiting The scheduled event item has been linked to a maintenance approval but is currently awaiting validation of a certificate that is required for this service schedule item for example, MOT, Inspection Schedule, etc Purple Linked The scheduled event item has or is due to be carried out and is linked to a maintenance approval. Red Missed 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 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. Blue Complete The scheduled event has been linked to an approval and all of the correct postings have taken place.
A single-right-click of the mouse on any row within the Service Schedule Item Grid displays a sub-menu which enables the review or editing of any service schedule item. The sub-menu options are as follows:
- Review
Displays the Schedule Item Details form so that an existing service schedule item may be viewed in detail.
Displays the Schedule Item Details form so that an existing service schedule item may be amended.