Equipment & Systems
Equipment sets the primary backdrop of Fleet Dynamics. Each piece of equipment is the focus of the program. The program will allow you to enter, view, and report on each unit. For instance, you own a truck for 8 years, the program can show all repairs, tickets, tolls, logs, stops, mileages, oil and tire changes, registrations, insurances, etc. for the entire 8 years. In other words, the program saves and reports all your information for the entire life of the equipment.
Fleet Dynamics treats equipment as a primary manager of systems. For instance, a tandem tractor-trailer will be treated as being a primary system, the tractor, and an attached system, the trailer. Therefore, all repairs, logs, and receipts are actually applied directly to the system. This allows Fleet Dynamics to maintain all of the work and expenses of a system no matter which equipment the system is attached. This also allows systems to be moved between different pieces of equipment without loosing the repair or expense information of that system.
This equipment and system structure allows the program to be entirely flexible to the type of fleet, either simple equipment, like automobiles, or complex, like heavy equipment cranes, marine ships, and railroads. A single piece of equipment can contain and manage any number of attached systems. For instance, a marine ship will contain 2 or more diesel engines, any number of bilge pumps, docking winches, cranes, etc. A tandem tractor-trailer may contain the tractor, trailer, refrigeration, and a liftgate. It is in this manner that Fleet Dynamics can manage and maintain the complete status and history of all your equipment and systems.
To illustrate the latter point, below is a concept drawing of a tandem tractor trailer. In this example, it is assumed that the same trailer will permanently be used by the same tractor. In most situations, this will not the case, however to illustrate the point, the tractor can be its own equipment and primary system, and the trailer can be a separate equipment and primary system. The trailer, in this case, will contain or manage the attached refrigeration and liftgate systems.
Again the above diagram, depicts the tractor-trailer 9522 to be a single equipment, with a primary system and three attached systems. Below is the top of the Equipment screen. As shown below, the left side of the screen is a selected equipment #9522. The left side is showing the equipment code (9522), its year, make, and model (2002 / MACK / CF686FC), its status (ACTIVE), its license (ONTARIO: 477-231), and its route, region, and driver (9785 - 32-FLEET - 42165: DEJONG, M.). All of the information under the Basics tab will pertain to the general information of the equipment.
The right side of the above screen is the access to the primary and attached systems. The right side is showing the currently selected system (*PRIME* --- ** PRIMARY **), the status (ACTIVE), the year, make, and model of the system (2002 / MACK / CF686FC), the in service date (12/15/02), and the beginning and current mileage or hourage (15 - 23002 miles). In the above example, the currently selected system is the primary system. All of the above tabs, especially the Systems tab and except the Basics tab, will reflect the information based on the currently selected system shown on the right side. Therefore, the left side navigates the entire equipment and its general fields are under the Basics tab and the right side navigates each attached system and its system-specific fields are under the Systems tab.
An example of the Equipment Basics tab is as follows.
The above Basics tab shows the primary equipment information, such as equipment type, V.I.N., license, route, region, default driver and client of the entire equipment, as a whole.
It is important to understand that every equipment has at least one system, the primary system. You may think of the primary system as the actual piece of equipment in which the program maintains extended data and physical and routine information on itself. Therefore, each time you insert a new equipment, a primary system is automatically inserted. An automobile is a good example of an equipment which will contain only the primary system. Its engine and transmission specifications, meters or mileages, and purchase and lease information are contained under the System tab.
To see all of the attached systems, simply click on the arrow to the right of the maroon box, as shown below. This pull down box will then reveal all of the systems that this equipment contains and manages. In our example, equipment #9522 manages its primary system, which is the tractor, system #0153, the trailer (ICE CREAM AND YOGURT), system #1054, the refrigeration (THERMOKING), and system #8712, the liftgate (LIFTGATE).
The currently selected system is the primary system. However, by pulling down the box, you may select another system in which to focus. This example will choose system #1054, the thermoking refrigeration. All of the tabs, except the Basics tab, will update their information to the newly selected system.
An example of the Systems tab is as follows.
which contains many tabs pertaining to the hardware of the attached systems themselves. The latter General tab shows only the basic fields for the system. It shows the Current Status, the System Type, and the Year, Make, and Model. The Year, Make, and Model is appropriate for the system fields because the system is considered the actual piece of hardware.
The attached systems on any piece of equipment can be moved to another piece of equipment in the shop by pressing the Change button, shown above. The Dissociate button moves an attached system to a database of Dissociated Systems. These actions allow attached systems to be moved between other equipment or to be held unattached from an equipment. Since all of the actions, ROs, PMs, expenses, labor, and parts are actually charged to the system, moving the system around to other equipment, or dissociated, maintains and conserves the actions, ROs, PMs, expenses, labor, and parts of the system. Therefore, none of the daily or routine information of a system is lost when the system is moved between other vehicle or equipment.
The following Engine tab contains fields pertaining to the engine make and model and its capacity and power specifications. The Fuel and Oil fields determine which fuel and oil the engine will use in the daily logs. These fuel and oil designations are inventoried parts in which the fuel and oil are automatically tracked and expensed to the vehicle or piece of equipment through the daily logs.
The following Meters tab is where the odometer or chronometer are setup for the system, as designated by the Meter Type field. The Final meter value is the last mileage or hourage entered into the system from the internal ROs, external ROs, Receipts, or Daily Logs.
The Base field allows the meter to be replaced in the system to keep an accurate running mileage or hourage on the vehicle or piece of equipment. Therefore, Fleet Dynamics allows for the replacement of any number of odometers or chronometers within the lifetime of the system.
The following Capitol tab allows for the tracking of the system's purchase and leasing information. The Depreciation is a calculation field that uses the Inservice Date and the Cost of the system to calculate the straight-line depreciation of the vehicle to the day.
And finally, the Warranty tab, shown below, allows you to enter a list of warranty trackable items. The Name field allows you to uniquely identify the warranty type. The Begin and End fields determine the date range for the warranty, with the Serial/Tracking Number field being important for the vendor or service shop honoring the warranty, which is stored under the Vendor field.
Fleet Dynamics will maintain up to 14 different types of cost centers. Some of these types, like insurance and registration, should be updated routinely based on an expiration date, these are thus forwarded to the expiration reports and driver letters. Some of the expenses, like fuel and oil, are based on mileage and amounts, therefore, these are forwarded to mileage updates, equipment history and efficiency, and accounts payables.