OPEN LECTURE: MY FLEET - INFORMATION SYSTEMS FOR MONITORING AND MAINTENANCE OF THE VEHICLE FLEET

OPEN LECTURE:

MY FLEET

INFORMATION SYSTEM FOR MONITORING AND MAINTENANCE OF THE VEHICLE PARK

Dr. Pavle Gladović, full professor from the Faculty of Technical Sciences from Novi Sad, as part of the international cooperation between this higher education institution and "Apeiron" University, will hold a lecture for all interested public and students with his collaborators, 17. December 2022 at 10.00:2 a.m., in hall AXNUMX

ON THE SUBJECT:

MY FLEET

INFORMATION SYSTEM FOR MONITORING AND MAINTENANCE OF THE VEHICLE PARK

Applications to: marijana.r.petkovic@apeiron-edu.eu, 051/247-918;

The MY FLEET software solution introduced vehicle maintenance into the procedure with the aim of continuous movement of passenger, cargo and trailer vehicles.

Monitoring of the operation of the fleet based on automatic and/or manual entry of all relevant data (GPS, tachograph, refueling, entry of service invoices, adverse events, management of parts and stock warehouses, management of employee work records, records of business partners, etc.).

The aforementioned program package is conceptually organized so that all information related to the transport sector can be monitored, and data can be obtained that can be used for decision-making at all levels of management (strategic level - transport sector development strategy, procurement of new transport capacities, cost reduction strategy of transport, annual work and business plan, etc., tactical level - organization and technology of work of the traffic and maintenance service, determining the price of transport, etc., operational level - planning and organization of transport of goods and passengers, recording and monitoring of indicators of the realization of transport services, issuing travel orders, issuing orders for the procurement of spare parts and materials, vehicle and driver work, etc.).

The program will be presented on a practical example, and after the presentation of the program, there will be a training session for all interested listeners, as well as a detailed explanation of all the questions and dilemmas raised.

Introductory remarks

The myFleet vehicle monitoring and maintenance program is actually a program that enables systematic monitoring and maintenance of the vehicle fleet. In addition to its simplicity, easy and quick review of all relevant data, myFleet enables insight into the entire operation of the fleet, vehicles and drivers on the one hand, while on the other hand, conclusions can be easily drawn on how the existing fleet is managed and organized, to is there room for improvement, what are the disadvantages, what are the advantages, is there a sufficient no. vehicles in the inventory that can be continuously and qualitatively serviced, or there are more than enough of them, whether it is worth writing off/selling certain vehicles, which would achieve significant savings, and a number of other issues that are certainly important.

By entering data into the program, which will be explained in more detail below, all the necessary reports can be obtained, whereby a clear picture of the entire work of the fleet is obtained and thus opens up space for further planning and reorganization of the current way of working with the aim of improving it. Of course, in addition to enhanced security, savings are also very important, and in some segments they are not insignificant at all.

All the vital functions of the program itself are explained below, such as:

• cockpit,
• administration,
• fleet,
• reminders,
• maintenance,
• Records of working hours,
• travel orders,
• stimulation,
• Data import
• Reports.

Dashboard

In the "Cockpit" section, a summary of the most important data for a heterogeneous car fleet is given. The most important data include:

• inventory fleet and total mileage of the fleet,
• total maintenance costs by year,
• quantity and value of fuel used,
• the amount of transported cargo expressed in kilograms,
• the highest costs per vehicle (which also represents whether or not it is even profitable to have that vehicle in the inventory) and
• comparative presentation of corrective and preventive maintenance.

It is in this transaction that insight into the state and number of all previously mentioned data is possible, which can be compared with previous periods (years) of business and give a clear insight into whether the current policy of management and planning is correct or not.

An example that we can draw from the initial screen is that a vehicle consumes a lot of maintenance funds and the kilometers and kilograms are too low to still be in the fleet - the conclusion is that the principle of operation of both the vehicle and the driver must be changed through constant transportation planning.

Administration

In the "Administration" transaction, all important data in the organizational structure of the company itself is presented.

Employees and their work-related data are entered into the system, and during work they are dragged and pasted to certain documents that appear in the reports. In one place, we have the residential address, phone number, license he has and for which category, identity card, date of employment, etc.

The program also allows creating a different organization of the fleet (by territory where the vehicle or user is located, groups, etc.).

Within the vehicle, we define the types of vehicles, vehicle groups, vehicle statuses, as well as the brand and equipment on the vehicle.

Business partners with all the necessary information such as PIB, business and contact information, etc., which enables easier business with them.

At the end, we have the assignment of individual transactions to the user of the program in order to divide the work between employees in the maintenance of all vehicles.

A good example for this transaction is that by entering people and assigning reminders for them, the possibility of the driver expiring documentation essential for the management of basic assets within work and business is reduced. The cost of expiring a driver's license or tachograph card goes up to several hundred euros for only 10 to 15 days. Also, the vehicle is stationary because of the driver, so there is also the cost of the vehicle being stationary and idleness itself, which does not contribute to the overall business of the company.

Fleet

In the "Fleet" transaction, we have Fleet and GPS.

By entering the fleet and turning on the filter, a simple and easy selection and access to all vehicles and the necessary data about the vehicle in the fleet is enabled.

The vehicle review is done through basic vehicle data, procurement and insurance data, fuel consumption data by day, a brief overview of maintenance bills and of course depreciation by month.

The next important information is that in the transaction we can create the same reminder for any action we need on the vehicle, which will be explained below.

GPS, as a very important item about the location of the vehicle, was introduced in the Fleet transaction and gives us current information on where the vehicle is located. The information where the vehicle is located is obtained from the GPS application that sends the information in the form of an API file.

Reminders

In the vehicle reminders transaction, a list of all reminders created for all vehicles is displayed. By clicking on the differences field, the system compares them in ascending order and allows us to work with them and make changes in the description field as well as in the date field. This kind of work allows us to see the maintenance even before the time comes for some work that needs to be done on the vehicle. We certainly have increased timeliness and consistency in terms of vehicles and drivers.

The purpose of the reminder is to send the vehicle on time to some temporary operation that is essential for compliance with the law. We also have reminders based on mileage, which we pull from fueling (obligatory typing in KM at the moment of fueling at the pump) as the most authoritative data for the movement of the vehicle.

Time reminders are as follows:

• vehicle registration,
• six month review,
• control and inspection of PP apparatus,
• tachograph calibration,
• expiry of equipment on the vehicle,
• expiry of the vehicle warranty,
• control of the system installed on the vehicle (tng system, crane, adr, ...)

Reminders related to mileage depend on the type and purpose of the vehicle and can be as follows:

• small engine service,
• great engine timing service,
• gear and brake control,
• alternator belt control,
• inspection and rotation of tires on all axles,
• cooling device control,
• crane, crane or vehicle upgrade system control.

It is important to note that in this section, suppliers can also be informed in a timely manner, in order to be organized in time for the aforementioned actions that need to be performed on the vehicles. In the employee section, an e-mail from the supplier is entered and in the reminder itself, the same is called among all others who receive an e-mail reminder internally.

In the person reminders transaction, reminders can be organized for drivers and vehicle users. The date from the document that is entered in the reminders is as follows:

• the date of expiry of the identity card,
• driver's license expiration date,
• the tacho card expiry date,
• expiry date of the CPC certificate
• passport expiry date,
• the date of expiry of the medical certificate,
• the date of expiry of the address certificate,
• date of expiry of sanitary inspection, etc.

Review of reminders by recipients is a transaction in which we see all reminders for the company that are open either for vehicles or users of the same with very easy entry and change in a few seconds.

An example of the above is that the total cost of maintenance is up to 40% higher because there are problems related to delays in completing legally prescribed documents as well as regular servicing and checking of the vehicle. Regular checking of the brakes and gears on the vehicle guarantees passing the technical inspection without stopping and returning the vehicle to the same. Regular inspection of the belt and spanner of the alternator and the water pump, which are essential for the engine's operation, cancels the towing of the vehicle or the repair in the field. Brake inspection can lead to big savings in replacing just the pads and not the discs. Each disc when properly driven can withstand two sets of tiles safely. Timely response is always more profitable compared to the repair of already caused damage-correction.

After everything stated, we get data for calculating the minimum time that we need to set aside for the vehicle that will be out of use.

Maintenance

Vehicle maintenance is a very complex part of using a vehicle. Many movement parts are part of overall maintenance, so tachographs and their correctness are also part of maintenance. If the tachograph is defective, the driver will have a problem because the record is not valid. Types of maintenance are divided into two main groups: Preventive i Corrective maintenance and they are divided according to the assemblies on the vehicle.

In the Preventive maintenance group we have:

• P1 Engine oil, topping up and changing
• P2 Gear oil, differential, grease, brake oil
• P3 Filters, pre-filters, filter inserts, filter rubbers, filter holder
• P4 Technical inspection, pp device, tacho device, DLD, GPS
• P5 Tires, rotations, patching, threading, except new tires
• P6 Costs ad blue
• P7 Hygiene and vehicle washing
• P8 Tolls, tag device
• P9 Parking of passenger vehicles in the city, permits for the movement of goods vehicles

Each of the mentioned Preventive groups has its part in maintenance. The total cost of preventive maintenance is drastically reduced by corrective maintenance, which, as a rule, is always high.

In the Corrective Maintenance group we have:

• C1 Electrical repair. and the world. signaling on the vehicle
• C2 Undercarriage, trap, balls, silen blocks, air. pillow, shock absorber, springs, axles, slats, V clamp, torsion,
• C3 Steering mechanism, steering wheel, cardan steering wheel, push, transverse,
• C4 Discs, calipers, plates, pads, sliders, cylinder, tristop, plate sensor, abs sensor,
• C5 Tires new and protected
• C6 Engine parts, injectors, turbine
• C7 Gearbox, cardan, differential, clutch, vehicle powertrains, wheel bearing, gearbox bearing, differential bearing,
• C8 Repair costs of upgrades on the vehicle (refrigeration device, chamber, ramp, kipa device, concrete mixer,...)
• C9 Vehicle breakdown, damages, broken mirrors, windshield, stop lamp, rear bumper and everything that the insurance did not cover.

We conclude that every spare part that is installed on the vehicle and the replacement service is covered by the cost of maintaining a certain part of the vehicle. It should be noted that there is also a preventive cost in corrective maintenance.

In the maintenance failure report section, it is possible to enter and track reported faults on the vehicle by the user, repair approval and service instructions.

Easy and quick entry of the maintenance invoice enables faster work on the control of the repair of the vehicle itself, and all through vehicle maintenance cost reports. All service operations are remembered in the program, so entering costs into the program is quick and easy. Each repair invoice is accompanied by an email reminder, which is proof that the vehicle must have had some reason to go to the service center.

The book of adverse events on vehicles is very necessary because of the report to the legislator at every inspection at the headquarters of the company.

The program also allows managing a warehouse of spare parts with inventory review, receipt, issue and return receipt if the spare part is not installed on the vehicle.

Based on the above, through the reports, we can easily conclude:

• Has the vehicle justified its role in the fleet?
• Is it worth owning a vehicle in the fleet if there are a number of costs and frequent repairs (depreciation)?
• Does the existing number of vehicles in the fleet enable smooth and continuous functioning in the transport chain?
• Is it necessary to reduce the number of vehicles, increase or decrease them depending on the needs?
• Is it profitable to lease a vehicle, etc.?

Record of working hours

In the transaction Record of working hours, we have access to the work reports of the driver and all users of the vehicle. We receive the aforementioned report based on data from the tachograph and GPS device and the entry of absences in the timesheet.

The novelty is that orders for official travel are created automatically based on the data on movement from the tachograph, so there is a big saving in the accompanying documentation for the transport itself, as well as savings in the entry of travel orders into the system.

An example of savings is that there is no falsification of the time of departure and arrival of the driver with the vehicle. By working with data like this, we have a realistic state of daily wage costs for truck drivers.

Travel orders

In the aforementioned transaction, it is possible to open and enter travel orders after the transportation has been completed.

No. are clearly indicated. of the travel order, driver, vehicle, route, date, time and place of departure and arrival, starting and ending km and total cost of transportation.

This section is particularly suitable for passenger transport, allowing for easy and quick entry and at the same time processing of travel orders. Certainly, this type of transport is also supported in the program.

Stimulation

A transaction that works to stimulate the driver and is calculated according to the zones of kilometers traveled and the amount of transported and delivered cargo.

Data import

In the mentioned transaction, we have import of tachograph, import of fuel and import of vehicle movement.

The tachograph is imported from the tachograph program that we use to control and monitor the driver's work. The report we need is the Driver's Daily Activity Report, which the program automatically downloads and processes

Import of fuel is done on the basis of transaction reports by clients that the fuel supplier has on its portal. Every vehicle must have a fuel card with the vehicle's plate correctly printed. It is also possible to download this data through an API file if the fuel supplier has such an option in its business system. The daily download of fuel filling data means that the vehicle is moving and working, so we have data on the mileage.

The import of vehicle movements serves us to record the work of vehicle users who drive vehicles that do not have a tachograph, i.e. vehicles with a gross load capacity of up to 3.5 tons. It is also possible to download this data through an API file, but under the condition that the GPS provider has the ability to deliver it.

Reports

In the Reports transaction, it is possible to display all reports that are automatically processed by the program after entering data relevant to the report.

The vehicle cost report provides an overview of corrective and preventive maintenance by groups on the vehicle itself. Also in this section, an extremely simple overview of all vehicle costs in the fleet is provided by the vehicle table.

The report Record of pouring and average fuel consumption provides data with an accurate display of the amount that has been poured, the deviation in consumption expressed in liters and dinars, and all based on standardized consumption.

Data entry from fueling is done by downloading an API file from the system used by the fuel supplier. File download is done daily and for the previous day.

It should be pointed out that the reports on the movement of vehicles and the legal records of the driver's work are made precisely by using data taken from tachographs and GPS devices.