Fleets are groups of vehicles that share the same attributes (make, model, year), purpose, fuel type, and preventative maintenance program. The Fleets feature within the Transit Assets product suite is required to use to add your agency's vehicle fleets, as an important step to connecting vehicles to your ITS software.
Use the Search field to find a specific fleet by fleet ID # or description.
Basic Info Tab
The Basic Info tab is used to define the primary details and specifications for a fleet. Here, users can enter and maintain general fleet information such as manufacturer, model, year, capacity, fuel type, and operational limits that are used throughout the system for asset management and reporting.
Field Name |
Max Field Size |
Field Type |
Description |
|---|---|---|---|
| Fleet ID* | 10 |
Alpha Numeric | A required unique identifier for the fleet record. This value is used throughout the system to reference the fleet in reports, searches, and related asset records. |
| Description* | 50 |
Alpha Numeric | A required descriptive name for the fleet. This helps users easily identify the fleet when viewing lists, reports, and configuration screens. |
| Make | 30 |
Alpha Numeric | The manufacturer of the vehicles in this fleet (for example, Gillig). Used for classification and reporting purposes. |
| Model | 50 |
Alpha Numeric | The model designation for vehicles in the fleet, such as “40 ft Low Floor.” Helps differentiate fleets with similar manufacturers. |
| Year | 4 |
Numeric | The model year of the vehicles in the fleet. Used for lifecycle tracking, reporting, and asset replacement planning. |
| Length | 5 |
Numeric | The vehicle length, typically entered in feet. Used for specification reference and operational planning. |
| Height | 5 |
Numeric | The height of the vehicle, usually recorded in inches. This may be used for facility clearance considerations and specification reference. |
| Gross Weight | 10 |
Numeric | The gross vehicle weight rating (GVWR). Used for specification documentation and compliance reporting. |
| Seating | 4 |
Numeric | The number of seated passenger positions available in vehicles within this fleet. |
| Standing | 4 |
Numeric | The number of standing passenger positions available in vehicles within this fleet. |
| Wheelchair | 2 |
Numeric | The number of wheelchair positions available in vehicles within this fleet. Used for accessibility reporting. |
| Bike | 2 |
Numeric | The number of bicycles that can be accommodated on the vehicle's bike rack. |
| Max Hub Reading | 6 |
Numeric | The maximum allowable odometer (hub) reading for vehicles in this fleet. Used to validate mileage entries and prevent incorrect values. |
| Max Hours Reading | 6 |
Numeric | The maximum allowable engine hour meter reading for vehicles in this fleet. Used to validate hour entries. |
| Uses Alternative Fuel | 1 |
Checkbox | Indicates whether the fleet uses an alternative fuel source such as CNG, electric, or hybrid. Selecting this option may affect reporting or fuel configuration. |
| Fuel Type | 20 |
Dropdown | Select the primary fuel type used by the fleet (for example Diesel, CNG, Electric, etc.). This is used in fuel reporting and operational tracking. |
| Tire Lease Cost Per Mile | 10 |
Numeric | Enter the cost per mile associated with tire leasing. This value can be used for cost tracking and financial reporting related to tire usage. |
| High Miles Per Day | 5 |
Numeric | The maximum expected miles driven per day for vehicles in this fleet. If mileage exceeds this value, the system may trigger warnings for possible entry errors. |
* If it goes outside the miles or hours parameters set above, the user will get a warning message in Daily Service. This does not prevent updating Daily Service; rather it is for information purposes to alert users that there may be a problem with the vehicle operating outside designated parameters. However, if mileage entered in Daily service is higher than the High Miles per Day set up, then the user will receive an error message. This will prevent updating.
Specifications Tab
The Specifications tab allows users to define the consumables and products associated with a fleet, such as fuel, oil, or coolant. Here, users can add and manage specification records including the consumable code, product code, related part number, and acceptable mileage limits used for validation during service entries.
Edit Specification
To edit an existing specification for a fleet, locate the specification you want to modify in the list. On the far right side of that row, click the three-dot menu (⋮) and select Edit.
The Edit Specification screen will open, allowing you to modify the details for that specification. Here you can update fields such as Consumable Code, Product Code, Low/High Mileage Limits, Low/High Hour Limits, High Usage Limit, and associated accounting fields such as Fiscal Year, Debit Division, Debit Account, Credit Division, and Credit Account. After making the necessary changes, click Save to apply the updates or Cancel to exit without saving.
Field Name |
Max Field Size |
Field Type |
Description |
|---|---|---|---|
| Consumable Code | 4 |
Alpha Numeric | Select a Consumable Code for each Fleet (Example, fuel or oil). Previously be set up in the Consumable & Product Codes. |
| Product Code | 4 |
Alpha Numeric | Select the appropriate Product Code for each Fleet. If previously set up in the Consumable & Product Codes. Note: If this fleet uses CNG fuel, the product code must be CNG if using Fast Track for Service Entry. |
| Low Miles Per U/M* | Numeric | Enter the lowest possible miles per Unit of Measure for this consumable for the vehicle in this fleet. Example, if the consumable is fuel and you expect this vehicle to get at least 3.5 miles per gallon of fuel you will enter 3.5 miles. | |
| High Miles Per U/M* | Numeric | Enter the highest possible miles per Unit of Measure for this consumable for the vehicle in this fleet. Example: if the consumable is fuel and you expect this vehicle to get at most 10 miles per gallon of fuel then enter 10 miles. | |
| Low Hrs Per U/M* | Numeric | Enter the lowest possible hours per Unit of Measure for this consumable for the asset in this fleet. Example, if the consumable is oil and you expect to add a quart of oil for a minimum of 20 hours of service you will enter 20 hours. Hours are used for equipment and daily service may be entered by hours meters as well as mileage. | |
| High Hrs Per U/M* | Numeric | Enter the highest possible hours per Unit of Measure for this consumable for the asset in this fleet. Example, if the consumable is oil and you expect to add a quart of oil for a maximum of 50 hours of service you will enter 50 hours. Hours are used for equipment and daily service may be entered by hours meters as well as mileage. | |
| High Usage Limit | Numeric | Enter the maximum usage amount for the consumable. A warning will alert you of an incorrect entry if more than this amount is entered in daily service. | |
| Part Number | Alpha Numeric | Enter or select the part number to associate with this transaction. Used to identify the specific item being purchased, issued, or referenced. | |
| Part Description | Alpha Numeric | Displays the description for the selected part number (or allows entry if applicable) to help confirm you chose the correct part. | |
| Fiscal Year | Alpha Numeric | Select the fiscal year to apply for budgeting and accounting. This typically controls which ledger period the entry will post to. | |
| Part #** | 20 |
Alpha Numeric | Using the drop down list, select the correct inventory item #, if this is an inventory item. |
| Debit GL** | N/A |
N/A |
Enter the Division and General Ledger Expense Account Div/Account code that will be debited for this consumable, if this is an inventory item when service entry is updated |
| Credit GL** | N/A |
N/A |
Enter the Division and General Ledger Inventory Account Div/Account code that will be credited for this consumable if this is an inventory item when service entry is updated |
* If it goes outside the miles or hours parameters set above, the user will get a warning message in Daily Service. This does not prevent updating Daily Service; rather it is for information purposes to alert users that there may be a problem with the vehicle operating outside designated parameters. However, if mileage entered in Daily service is higher than the High Miles per Day set up, then the user will receive an error message. This will prevent updating.
** These fields are used only for inventoried on-site consumables.
Delete Specification
To delete an existing specification for a fleet, locate the specification you want to remove in the list. On the far right side of that row, click the three-dot menu (⋮) and select Delete.
A Delete Specification confirmation dialog will appear asking you to confirm the action. Click Yes to permanently delete the specification or Back to cancel and return to the Specifications list without making changes.
Add New Specification
To add a new specification to a fleet, click New Specification. This will open the specification entry form.
Select the appropriate Consumable Code and Product Code, then enter the applicable limits such as Low/High Mileage Limit, Low/High Hour Limit, and High Usage Limit as needed. You may also enter or select a Part Number, review the Part Description, and complete the required accounting fields including Fiscal Year, Debit Division, Debit Account, Credit Division, and Credit Account. Once all required information is entered, click Save to create the specification record or Cancel to exit without saving.
Edit Fleet
To edit a fleet record, select a fleet on the left and update the data on the right side on the Basic Info tab.
Make changes on the Specifications tab if needed. Select Save in the upper right corner to save the record.
Add Fleet
To add a new fleet record, select Add Fleet.
This will open the fleet entry form on the Basic Info tab. Enter the required fields Fleet ID and Description, then complete any additional fleet details such as Make, Model, Year, vehicle dimensions, passenger capacity, fuel information, and operational limits as needed. The Fleet ID and the Description fields are required. All other fields are optional. After entering the necessary information, click Save to create the new fleet record or Cancel to exit without saving.
Considerations
- The Fuel Type drop-down contains transit-specific options that are maintained in Transit Assets > Settings > Misc Codes (VM). Whatever option you select here will be assigned to all vehicles in the fleet.
- Although mixed-purpose/fuel-type fleets (ex. electric and hybrid combined, or maintenance and supervisor combined) are possible, we recommend creating separate fleets for each purpose, fuel type, and maintenance schedule. For pre-existing mixed-purpose/fuel-type fleets, remember the following:
- Live Map will display the map icons for the fuel type and purpose set for the whole fleet.
Security Functions and Permissions
The Permission that governs the Tire Maintenance form is in ETMS > HR > Positions > Edit Position section and is located under the same ETMS hierarchy: Transit Assets > Fleet Management and is called Fleets: Manage Fleets and Fleet Specifications.
Manage Fleets - Allows to maintain existing and create new fleet records and is the minimum required permission.
Fleet Specifications - Grants access to the Fleet Specifications tab.