Welcome to IntelliShift's Fleet Maintenance product. This article is going to walk you through the steps to getting started.
Overview: Fleet Maintenance is a one stop maintenance program providing users with the ability to manage Part Inventory, Distribute work to Vendors or Technicians, Generate recurring Service Tasks, or fix Immediate issues within your fleet. IntelliShift's Fleet Maintenance product makes Maintenance easy by connecting the Issues reported on your assets, diagnostic health of your assets, and preventative maintenance schedules.
IntelliShift Fleet Maintenance requires users to have explicit permissions for the ability to access the product, create work orders & tasks, as well as process jobs. To manage user permissions navigate to Administration > Users > Add/Edit User and you will be provided with the following Fleet Maintenance Permissions.
Fleet Maintenance Permissions
- Process: Allows the user to complete Service Tasks & Work Orders.
- Assign: Provides the user with the ability to Assign work orders to a technician or vendor.
- All: Provides the user with the ability to Manage Parts, Locations, Task Codes, Labor Codes,
- Job Creation: Allows the user to create Work Orders, Schedule Service Tasks or Record a Historical Service.
Setting Up Locations:
Locations provide the organization with the ability to associate Part Inventory. Giving Insights into What locations have specific parts, and their respective quantities. Allowing visibility without physically being onsite to know when parts are getting low.
To Set Up Locations navigate to Fleet Maintenance > Administration > Manage Parts > Locations. You can Add Locations using the Add Locations Icon
Adding Parts Manufacturers
Fleet Maintenance Manufacturers allow the organization to track and maintain a list of the Manufacturers where parts are acquired from. This provides a consolidated view of what parts you acquire from that manufacturer, quantity on hand between all locations, as well as cost per unit for that part.
To Set Up Manufacturers navigate to Fleet Maintenance > Administration > Manage Parts > Manufacturers. You can Add Manufacturers using the Add Manufacturers Icon
Building Your Part's Inventory
Parts within Fleet Maintenance provide organizations with the ability to track inventory by location, part cost, and by assigning parts to a work order provides a complete cost of maintaining the health of your assets.
To Set Up Parts navigate to Fleet Maintenance > Administration > Manage Parts > Parts. You can Add Parts using the Add Parts Icon
Adding Your Vendors
Vendor's within IntelliShift's Fleet Maintenance can be leveraged for Purchase Order's of where you acquire parts & inventory from, or Vendors are also leveraged as Service/Maintenance components that complete the actual labor and work on your assets. Vendors can serve a dual purpose where they provide parts and labor services.
To Add Your Vendors navigate to Fleet Maintenance > Administration > Vendors. You can Add Vendors using the Add Vendors Icon
Generating a Purchase Order(PO)
Definition: A Purchase Order(PO) is an official document that the buyer providers to the seller when purchasing goods. A Purchase Order(PO) a a document that is a promise to pay for the outlined goods.
Fleet Maintenance Purchase Orders provide organizations with a formal method of tracking requests to order parts and allows users to receive Parts from a PO when the shipment arrives. Purchase Orders(PO) records the Location of parts orders, and the quantity. Purchase Order Receiving can be completed batches as parts arrive, or with a single receive if all parts arrive at the same time.
To Generate Purchase Orders(PO) navigate to Fleet Maintenance > Administration > Manage Parts > Purchase Orders. You can Add Purchase Orders using the Add Purchase Order Icon
Adding Labor Codes
Fleet Maintenance Labor Codes are used to define the hourly rate for labor of a job. For Example, companies that have in house mechanics may have a Labor Code defined for In House Mechanics, and separate Labor Codes defines for 3rd Party / Outsourced Mechanics. Labor Codes are added to Work Orders to deliver full alignment on the cost to maintain asset's health.
To Add Labor Codes navigate to Fleet Maintenance > Administration > Labor Codes. You can add Labor Codes using the Add Labor Codes Icon
Setting Up Your Recurring Service Tasks
Task Codes for Fleet Maintenance are the recurring Preventative services that a companies fleet would perform on a regular basis. These Task Codes can be classified as Maintenance tasks which has frequency parameters by Odometer, Engine Hours, or Date. Compliance Task Codes are tasks that are completed on a Date only basis. When using a Maintenance Task Code, users are able to select multiple parameters on when a job is set to be almost due. For Example, if the vehicle travels 5000 miles, or runs for 200 hours or has been 6 months. Which every comes up first will trigger the service. This allows organizations to make sure that they are not missing on important services that need to be performed.
To Add Task Codes navigate to Fleet Maintenance > Administration > Task Codes. You can add Task Codes using the Add Task Code Icon
Creating Your Scheduled Service Tasks For Your Assets & Equipment
Since you have added your Task Codes, you are now ready to start to create your scheduled preventative maintenance schedules. These Schedule Service tasks, take the Asset details, such as Odometer & Engine Hours to deliver a view on when specific tasks are coming due. Users will Select their Asset, and choose the specific Task Code that they want to Set Up. The user will enter the required values of the Task Code such as Odometer or Engine Hours. The user will as well be able to leverage other schedule parameters not set up by the Task Code.
To Schedule Service Tasks for your Assets navigate to Fleet Maintenance > Service Tasks. You can Schedule Services by clicking Schedule Service button.
Creating Issues within Fleet Maintenance
Issues are designed for immediate items that need to be repaired with your assets. Issues can be manually recorded through Fleet Maintenance or through data from your Inspections, using IntelliShift Inspect. Issues provide fleets with a more comprehensive understanding of the full cost to own and maintain the assets or equipment. The Issue table provides visibility to the status of particular issues, whether they are New, In Progress, or Completed.
To Create Issues within Fleet Maintenance navigate to Fleet Maintenance > Issues. You can create a new issue by clicking the New Issue button.
Fleet Maintenance Trouble Codes
Trouble Codes also know as Diagnostic Trouble Codes, are events coming from your Equipment / Asset(Telematics Subscription Required). Diagnostic Trouble Codes(DTC) provide organizations with the ability to be informed immediately on the health of their assets no matter their location. Diagnostic Trouble Codes in Fleet Maintenance allow companies to see the specific code triggering, with the status of the asset's Malfunction Indicator Light. From the Fleet Maintenance Trouble Codes, users are able to Create Issues from these Codes, or delete them if they don't serve valuable information.
To View Trouble Codes within Fleet Maintenance navigate to Fleet Maintenance > Trouble Codes. You can create an issue from the Trouble Code by clicking the Create Issue Button
Building a Work Order
Word Orders within Fleet Maintenance provide organizations with a full fleet maintenance experience. A work order is a series of work that is being performed to the asset at a particular time. The Work order may contain Service Tasks & Issues combined together. The Work order has the ability to choose Technician or Vendor and keep track or Labor codes and Hours. As well as Work Order have the ability to keep track of Parts for maintaining the asset or equipment.
To Create a Work Order within Fleet Maintenance navigate to Fleet Maintenance > Work Orders. To Create a Work Order, click Create Work Order.
Reviewing your Fleet Maintenance Dashboard
IntelliShift's Fleet Maintenance Dashboard provides organizations with the ability to get a high level visibility into their Fleet's Maintenance. the dashboard will provide the following visibility
- Fleet Maintenance Expense by Branch
- Schedule Service Status
- Work Order Status
- Issue Status
- Task Completed Trend
Users will be able to update the dashboard to look at specific Branches, Specified Tags, or even individual assets. Users are also able to control the date range of the dashboard from Last Week, Last 30 Days, Last Month, Last Quarter, Year To Date, And Last Year.