Go into any fleet maintenance department in this country and take a look at the recordkeeping system. It may be as simple and old-fashioned as a chalkboard covered with truck numbers, service dates, and mechanics' names. It may be as complex as a standalone computer system capable of running an entire truck line, let alone maintenance records for a few hundred trucks. A small, but growing, trend is third-party maintenance where the entire program is contracted to another company.
The old chalkboard systems are still to be found, especially in smaller fleets. Sometimes, these systems rely on the shop foreman's memory as much as on any physical records. Usually the chalkboard is backed up by a filing cabinet full of smudged, dog-eared, slightly greasy paper work orders-one file folder for every truck, trailer, or refrigeration unit the fleet has ever owned.
The next step in maintenance management was a computer system called the Vehicle Maintenance Recording System. This program, introduced by the predecessor organization of The Maintenance Council, was more of a cost accounting system than anything else. Although many modern maintenance systems are still based on the principles behind VMRS, computers have advanced far beyond its original boundaries.
In general, fleets have moved past manual systems to computerized maintenance tracking, usually on a dedicated PC, but sometimes on the company mainframe. Most of these systems are easy to use and quite comprehensive in their content and capability. The software is available from a wide variety of sources.
For a look at some of the maintenance software available to fleets, we have selected four web sites. Two of these describe the maintenance management tools available from two of the larger truck manufacturers. One is a third-party system promoted by a major oil company, and the fourth is a system developed by an independent software company. This fourth web site is in Australia, but the principles used in the software apply to any fleet operation.
www.shellvehicleminder.com Shell Vehicleminder is a software package used by Shell Fleet Services, a network of businesses focused on commercial fleets. It is Windows-based software designed for fleets of all sizes that has been used by Shell and Squarerigger.
The software is designed to track an unlimited number of preventive maintenance schedules. It can track these schedules by miles, hour, or days. The system will print service-due reports and historical reports. It is especially good at preventing duplicate maintenance functions, Shell says.
Shell Vehicleminder can be used to track work orders and to track work that is still pending. It can track which services have been performed and individual vehicle downtime. It will bill work orders and print cost-per-mile reports. In addition, the system will track parts usage and technician labor. The system is designed to distribute nondirect costs to the appropriate category and to track work done by outside vendors. The system also contains an extensive tire-tracking routine.
As might be expected for a system affiliated with an oil company, Shell Vehicleminder can track and print reports of fuel use by location and by vehicle. It also can track miles traveled and interstate fuel use and mileage for tax reporting.
The system can maintain employee files, including license and medical information. It also can print driver proficiency reports.
Shell says the system can be set up and ready for data entry in a few hours and can be operated by novice computer users within an hour or two.
The web site opens on a home page listing all the system capabilities. Clicking on the Benefits/Capabilities button provides more system information. In particular, it says that the system provides single point error correction. Entering a correction on one screen makes the appropriate changes throughout the system, the site says.
Clicking on the Sample Screens button leads to a page of thumbnail screen images. Select any or all of the screens for a full-sized image. The Operational Modules button leads to a description of system modules. The Parts Inventory module tracks parts from purchase to use in real time. This module can use LIFO or FIFO as well as automated reordering from multiple warehouses. The Paperless Shop module includes a Bar Code module. Using this module, mechanics can enter data on electronic work orders instead of paper. Work orders can be transmitted from the shop floor with wireless communication.
Visitors to the site can download a tour of the system. This tour requires visitor registration by company, name, type of business, and fleet size. The default answer to the question "Would you like to be contacted?" is "yes."
The site provides instructions for visitors who would like to download the Shell Vehicleminder software. The system works in Windows 95/98 or Windows NT only. It requires a Pentium 166 MHz or faster processor with 64 MB of RAM and 200 MB of free space on a hard disc. Downloading the 14 MB file takes approximately one hour, the site says.
www.freightlinertrucks.com/parts-service/ For visitors who want direct access to Freightliner's maintenance software information, use the above address. For access to Freightliner's main page, which contains information about the company's new ServicePoint joint venture with TravelCenters of America, use the primary address www.freightlinertrucks.com. For those starting on the home page, access parts and service by clicking that button on the menu bar across the top of the page.
Once on the Parts & Service page, go to the software section by clicking Information Systems in the menu box along the right side of the page. This will lead to a page with information about the Alliance division of Freightliner Corporation. Under Information Systems, click on Customer Systems. The result will be a page of general description of Freightliner information products. Click on Fleet Assistant in the paragraph describing that product.
This leads to a page of graphics. Clicking on "What is Fleet Assistant" will open a menu box about the software product. In that menu box, click on "What is Fleet Assistant" for a detailed description of the software and its capabilities. Freightliner says the software can organize all maintenance and repair information with reports to help determine the proper time to replace equipment. The program also helps managers decide which equipment is most reliable for their fleets.
Fleet Assistant creates work orders and schedules repairs and preventive maintenance. It helps determine proper parts inventory levels and tracks price history to ensure against overcharging. The software automatically flags warrantable repairs and provides for easy claims processing. The system can generate more than 100 standard reports to track cost per mile, chronic repairs, or parts inventory levels. Freightliner says that the software, which runs in Windows or on AS400 systems, will pay for itself in less than a year.
Site visitors interested in the joint venture with TravelCenters of America can reach the proper page by clicking the ServicePoint button on the Freightliner home page. This leads to a press release announcing the venture that will provide Freightliner service and repair work at 146 TA truckstops. These locations are listed in Freightliner's customer assistance database along with 300 full service Freightliner dealers.
www.kenworth.com/kw The Kenworth website describes a program of dealer-based maintenance services. To reach this information, go to the Kenworth home page and select Total Customer Care from the menu bar along the top of the page. This will lead to a page with a menu for Kenworth PremierCare in the center of the screen. Select the topics in the menu for detailed information.
Selecting Roadside Assistance provides information on KW's 24-hour customer service program that allows stranded drivers to contact their nearest Kenworth dealer for towing and service. The telephone number for this service is 800-592-7747. Use of the dispatch service is free.
Click on Preventive Maintenance to reach a description of Kenworth's PremierCare PM program. This contract maintenance program allows fleet managers to schedule preventive maintenance at any Kenworth dealer nationwide at a fixed cost. Appointments can be scheduled by calling the 800 number. PremierCare can tailor maintenance programs from simple drive-through inspections to thorough bumper-to-bumper services. The program can be paid for in advance or in monthly payments.
The next page on the PremierCare menu describes KW's Expresslube service, a program that provides a complete oil and filter change in less than one hour. This page provides a price list for lubrication service in US and Canadian dollars.
PremierCare also has modules that tie into customer computer systems. Click on PremierCare Connect to find data on Kenworth's automatic parts replenishment program. Using bar code technology, the system replaces parts in fleet inventory as they are used. Kenworth provides the computer and networking to the local dealer.
Clicking on Extended Service Interval leads to a page suggesting significant savings available by shifting to longer intervals between vehicle service. This extended service interval is available to fleets running the new Kenworth T2000. It stretches maintenance intervals to 25,000 miles and includes an additional 350,000-mile warranty on key components. This page provides a series of tables showing projected cost savings.
www.fleetman.com.au This is a site operated by Fleetman Systems Pty Ltd in Wynyard, Australia. The home page says bluntly that it is intended to provide information without graphics so that visitors can navigate the site rapidly. That is certainly true. Except for example screens of the software displays, the site is all text.
Clicking on Overview of software on the home page leads to a description of all modules in the Fleetman system. Each of these module titles links to an additional page of information. For instance, clicking on Fleet Tyre Management System leads to an example screen and descriptions of software capability. This is the case with each module title. For instance, the Workshop System page describes a system that can schedule and track maintenance for a fleet with a mix of vehicles. Managers can determine the appropriate interval for each vehicle model. The Timecard Analysis page provides data on supervising and accounting for shop labor. The specific pages also list the system requirements for running the software and the licensing price. It is unclear whether this price is stated in Australian or US dollars.
Although the system appears to be distinctly Australian, it could well apply to fleet operation anywhere. For more information, contact Fleetman by e-mail at [email protected].
