Overview
Vehicle Problem reporting can be used to interface Transportation and Maintenance departments by allowing dispatchers to record Road Calls and driver reported defects into the system as they are reported. A Work Order is generated as well as a Road Call report for the mechanic.
Safety related defect reports become Work Orders instead of Road Calls. Non-safety related defects maybe deferred and assigned on any subsequent Work Order generated for that asset.
Management inquiries and reports include problems by vehicle, driver, problem code, and mean time between failures. Instead of just recording the symptoms, now you can identify the cause of problems and work to eliminate them.
When the information is entered into the Road Call form, it can be printed and a Work Order is automatically generated. Upon closing the Work Order, the Road Call form is automatically closed. A Problem Correction Notice can be printed to inform the driver that the repair has been completed.
LTD miles at time of failure, miles since last occurrence, minimum miles, and maximum miles between failures are automatically updated for each vehicle any time Road Call or defect is reported.
Problem Codes
Clicking the Problem Codes card opens the Modify/Add Problem Codes form. This form allows you to set up vehicle problem codes describing the type of problem reported by the operator.
| Field | Description |
|
Problem Code |
Enter a code that will best identify the specific problem. Up to 5 alphanumeric characters are allowed. |
| Description | Enter a description of problem code. |
| WO Class | Select the Work Order class code from the drop-down. These codes have been set up in WO module on the WO setup. |
| Priority | Enter a priority. The lower the number, the higher the priority. In the example above, 3 is the lowest priority and anything with a 1 would be of the highest priority. |
Miscellaneous Codes
Clicking the Misc Codes (VP) card opens the Modify/Add Misc List Codes form where the user can define all codes used throughout the Vehicle Problems module.
Each Fleet-Net application includes a list of miscellaneous codes that are used within the system. Some of these codes are preset by Fleet-Net (Specific) while others are user defined.
| Field | Description |
| Type | Select from the drop-down options. |
| Code | Code used to identify the type of code. |
| Value | Definition of code. |
The Print button will print a listing of all Miscellaneous Codes. The report will display the TYPE, CODE and VALUE.
Route: (User Defined)
Signature: (User Defined)
Is used for the storage and retrieval of the name and title of the person completing the corrections notice.
DefaultLocation
Enter a "Location" value that matches a LocationCode from WorkOrders (WO/LocationCode). Entering a Value for this new DefaultLocation code will enforce the location new Work Orders are created in for both Roadcalls and Safety Defects. If you do not want to enforce a location, leave the codes blank (described more below).
If the DefaultLocation Misc Code is set up for Roadcall the user will not be able to change the Location. Example:
It matches a valid WO LocationCode
Opening Road Call Entry with this enforced
Location is defaulted to selected, and cannot be changed. The user still needs to select a Vehicle # and Problem Type.
Roadcall
Clicking the Roadcall card opens the Road Call Entry form. The operations department enters the Road Call information directly into this form and prints the Road Call so that it can be taken by mechanic to the scene. IT can complete the necessary set up for the Work Order to print directly on a Maintenance printer, if desired.
To enter a new Road Call, select a Location, Vehicle #, and Problem Type from the drop-down lists. Click Next WO # to generate a new work order number.
The following dialog box will display.
| Field | Description |
| Report Date | Manually enter or select the date the road call was reported via the calendar feature. |
| Report Time | Manually enter or select the time the problem was reported via the clock feature. |
| Vehicle # | Select the disabled vehicle. |
| Operator | Select the employee number reporting the problem. |
| Operator Name | Allows selection sorted by name if the employee # is not known. This field will not be populated unless it is used for Operator selection. |
| Location of Vehicle | Enter a location. |
| Direction of Vehicle | Enter the direction the vehicle is headed. |
| Run #/Block # | Enter the run or block number, if known. |
| Route | Select from drop-down or enter the route number, if known. |
| Dispatcher | This is the person taking the call and completing this form. Select the dispatcher’s employee number; the name field will be populated. |
| Dispatcher Name | Allows selection sorted by name if the employee # is not known. This field will not be populated unless it is used for Operator selection. |
| Dispatch Date | Manually enter or select the date that the dispatcher enters this report via the calendar feature. Could be same date as above. |
| Dispatch Time | Manually enter or select the time the report was entered into Fleet-Net via the clock feature. Could be same time as above. |
| Scheduled Route Departure | Select the time the route is scheduled to depart its next stop via the clock feature. |
| Problem Code | Select a code applicable to the problem from the drop-down. |
| Problem Type |
M = Mechanical Road Call (something wrong with the vehicle) O = Other Road Call (passenger ill, fight on bus, etc.) |
| Closed | The close date is automatically populated when the work order is closed. |
| Vandalism | Select the checkbox to indicate that the problem is due to vandalism (for NTD reporting). |
| Comment | Enter a brief comment, if applicable, what is wrong with vehicle, what is the situation. |
The maintenance department will take a copy of this WO with them and complete the action section of the Road Call. This section is outlined below. This data is entered into the system upon the mechanics’ return.
| Field | Description |
|
Departure From Garage/ |
Select these times via the clock feature for each of these fields. |
| Trips Lost | Enter the number of trips missed due to the problem. |
| Minutes Delayed | Will populate automatically based on Schedule Route Departure and Bus Release times. |
| Passengers Delayed | Enter the number of passengers that were delayed. |
| Revenue Miles | Enter the revenue miles lost due to the problem. |
| Non-Revenue Miles | Enter the number of non-revenue miles due to the problem. |
| Replacement Vehicle # | Select the vehicle number, if applicable. |
| Emergency | Select the checkbox to indicate that the Road Call is an emergency. |
| NTD Road Call | Click the checkbox to indicate that this Road Call will be included in the NTD reports. |
| Bus Repaired on Road | Select the checkbox to indicate that the bus has been repaired. |
| Bus Towed In | Select the checkbox to indicate that the bus was towed. |
| Mechanic # | Select the mechanic from the drop-down or enter their number here. |
Select Print to print the Road Call. The mechanic can take the report with them to the scene of the Road Call to fill out the bottom half of the report. This data can be input upon their return.
To view the status of a Road Call, select the applicable Work Order from the pull down menu. Click Veh Status. If this status has been noted on the Vehicle Master, it will display here.
| Field | Description |
| Vehicle # | Automatically populated. |
| Make/Model | Automatically populated. |
| Last Service | Automatically populated. |
| Last Cleaned | Automatically populated. |
| Out of Service | Enter the date that the unit was taken out of service. |
| Out of Service Time | Enter the time that the unit was taken out of service. |
| Out of Service Code | Select out of service code from drop-down menu. These Vehicle Status Codes have been setup on the VM14 menu: Setup Vehicle Status. |
Safety Defect
Clicking the Safety Defect card opens the Safety Defect Entry form. It allows the entry of safety related items. These repairs need to be completed immediately for the vehicle to continue to operate in a safe manner. A work order is generated and can be printed for immediate repair.
To generate a new Safety Defect, select a Location and and a Vehicle # from the drop-down list.
Click Next WO # to generate a new work order number based on the location and vehicle #.
The following dialog message will display.
The location can be enforced using the SafetyDefect default location Misc Code, the same as Road Call entry. If there is no Value you can select a location. If there is a value that field will be locked.
The following form will display for entry of the safety defect related information. Use the table below for descriptions of each field.
| Field | Description |
| Vehicle # | Select the vehicle number from the drop-down. |
| Report Date | Manually enter or select the date via the calendar feature. |
| Report Time | Manually enter or select the time via the clock feature. |
| Operator | Select the employee number of the operator reporting the defect. |
| Opened By | Select the employee number who is entering the defect. |
| Problem Code | Select the problem code describing the defect from the drop-down. |
| Vandalism | Select the checkbox to indicate that the defect is due to vandalism. |
Click Print WO and a preview of the work order will appear on screen. Use the system file print options to print a hard copy. The work order can also be viewed and printed from the Work Order module. The settings in Dispatch or Customer Service can be adjusted to allow the user to send the Work Order directly to a printer in maintenance.
Vehicle Problem Inquiry
Clicking the Vehicle Problem Inquiry card opens the Road Call Inquiry form. By selecting any combination of criteria on this form via the drop-down lists, a report can be generated for viewing records on screen or printing a hard copy report.
Example: If looking for Road Calls with a specific problem code in the last month, select the Road Call category, leave the ALL box checked (the system default), for the following fields: Vehicle #, Problem Type, Driver #, and Dispatcher #. Then select the specific Problem Code from the drop-down menu that the user wishes to see on the report. The system will automatically take the check mark off the box selected for specific criteria. Choose a specific date range using the calendar feature.
With the example below, the same report can be run for all Defects. Any combination of criteria maybe selected to get a specific report.
To view information on screen, click Select Data. If there is no data within the criteria that you have selected, a dialog box displays with the following message.
Once the user has reviewed the on screen data, click Print Report to view the report on screen. If a hard copy is needed, the user will employ the File Print option. A sample of the printed report follows.
Correction Notice
This notice allows for completion of a notification to the driver when the repair is completed.
Select the Work Order # from the drop-down list to print a correction notice. Leave blank to print all completed work orders for reported defects.
Select the Signature Name and Title to be printed on the notice.
Click Preview Notice to view the notice and print a hardcopy using the system file print options.
A sample of the correction notice is below.
Purge
Clicking the Purge card opens the Purge/Delete VP & Defects form. It allows for the deletion of Road Call and Safety Defects, Mileage History or Deferred Defects based on selected criteria, or a purge of all records.
| Field | Description |
|
Road Call Defects |
Select if you are deleting Road Call records. |
| Mileage History | Select to purge just the mileage history. This will start a clean slate for determining mileage between road calls and can be targeted for only a specific vehicle if necessary by selecting that vehicle in the Vehicle # field. |
|
Deferred Defects |
Select if you are deleting Deferred Defects records. |
| Vehicle # | Enter a specific vehicle or locate using the drop-down list. |
| Problem Type | Enter a specific problem type or locate using the drop-down list. |
| Problem Code | Enter a specific problem code or locate using the drop-down list. |
| Work Order # | Enter a specific work order number or locate using the drop-down list. |
| From Date and To Date | Enter the date range using the Calendar button feature (this option available for Roadcall Defects and Deferred Defects). |
The system defaults to all. However, the check mark is automatically removed when data is entered into a specific field or fields. The options without data entered will remain checked; however only the data that meets the criteria of the selection with data entered will be purged.
Select Delete to delete the selected records.
Vehicle Problem Reports Form
Clicking the Vehicle Problem Reports Form card opens the Vehicle Problems Report form. Management reports include problems by vehicle, driver, problem code, and mean time between failures. The cause of problems can be identified in order to eliminate the problems. Select the report format from the drop-down list.
Select Print to display the report on screen. To print a hard copy of the report, select the system file print options. Sample reports are shown below.
Vehicle Problems By Vehicle Report
Vehicle Problems By Driver Report
Vehicle Problems By Problem Code Report
Vehicle miles By Code Report
Vehicle Miles By Type Report