Fleet Dynamics is based on four general concepts. The first is the user-friendly design throughout the system. Fleet Dynamics fully implements the graphical user interface (GUI) of Microsoft Windows 32- and 64-bit OSs. It possesses Advanced Searching to allow you to find your data quickly and easily, and Toolbar Buttons to allow you control the inserting, editing, and viewing of data.
The second is monthly or annual close-outs do NOT exist. Fleet Dynamics is truly dynamic, all information and data is free flowing. You enter information into the program as you need, no matter how old. If you need a monthly expense report, then you simply enter the beginning and ending date of that month and Fleet Dynamics calculates the expenses and reports it for that month. This control over the reports allows you to access most of the reports by any beginning and ending date. It is in this way, that the reports can be created for any single day, week, month, quarter, year, or decade. The control is yours.
The third general feature is related to the second. None of the information you enter into Fleet Dynamics is thrown away. You spent the time and money entering the valuable information into the computer. Fleet Dynamics saves all of the data for future access and reports. This allows Fleet Dynamics to provide the complete history, cradle-to-grave, or entire life tracking and reporting of a single vehicle and the entire fleet. For instance, if the DOT is auditing your out-of-state mileage for the past five years, then Fleet Dynamics will provide you this report in a matter of minutes.
And finally, Fleet Dynamics does NOT base its operation on the type of fleet or equipment you may manage. Fleet Dynamics focuses on the concept of managing a repair shop, its mechanics and parts, and all of the expenses related to your fleet and equipment. Fleet Dynamics allows you to completely customize and configure groups or individual pieces of equipment. This flexibility allows you to effectively manage any type of fleet, whether of single form, such as automobile or tandem tractor-trailer, to mixed and multiple forms, such as heavy construction or municipality.
These four general concepts are the foundation of Fleet Dynamics. They have revolutionized the future of fleet maintenance, management, tracking, and reporting. They will revolutionize your fleet maintenance and management.
Fleet Dynamics Function Levels:
- Hybrid Shops - Maintenance shops maintaining both client and company-owned vehicles and equipment. Hybrid shops encompass both of the below retail and company-owned shops.
- Retail Shops - Manage the maintenance of customers or clients vehicles and equipment and preventative maintenance with your own retail or retail/company-owned shop. Perform invoicing and accept payments from your clients.
- Company-Owned Shops - Manage the maintenance of your company's own vehicles and equipment with your own company-owned shop. Track maintenance of your equipment and report any expenses to your accounting department.
- Outsourced Shops - Manage the maintenance of your company's own vehicles and equipment and preventative maintenance without a shop. All maintenance is outsourced to external vendors or service shops.
- Multiple Repair Shops.
- Address, Phone, and Fax.
- Division Specific Settings.
- Global Shop Mechanic Work Rates.
- Global Part Markup.
- Home Address.
- Emergency Contact and Phone Number.
- Driver's License and Expiration.
- Hourly, External, and Holiday Pay Rates.
- D.O.T. Trainings and Expirations.
- Expiration and Training Reports and Satellite Letters.
- Individual Mechanic Work Rates.
- Description, Manufacturer, Year, Make, Model, and V.I.N.
- License, Registration, Insurance, Federal HUT, State Tax Stamps, Warranty, D.O.T. Annual Inspection, Total Mileage or Hourage, etc.
- Engine Specifications and type of Fuel and Oil required.
- Capitol, Purchase, Depreciation, and Lease Information Tracking.
- External Invoices, Receipts, and Tickets and charged to the proper individual equipment cost center.
- Line Setting Ticket.
- Repair Orders are created daily and charged to the proper individual equipment cost center.
- Monthly and Annual Equipment Costs, Repair Order, Preventative Maintenance, Complete Equipment History, and Expiration Reports and Satellite Letters.
- All types and subset thereof: Automotive, Airplane, Automobile, Ambulance, Marine, Railroad, Truck, Heavy Equipment or Construction, Golf Cart, Municipal, etc.
- Completely Configurable and Flexible.
- Allows Custom Type Creation and Definability.
- Custom Types control Equipment Setup, Daily Logs, Repair Orders, Preventative Maintenance, and the corresponding reports.
- Complex Equipment can be subdivided or broken down into subsystems, for proper micromanagement of the entire equipment.
- Preventative Maintenance Scheduling, Repair Orders, Expenses, and Reports can be applied to a single system.
- A system can be moved to another piece of equipment, without loosing any of its History, .Repairs, Expenses, etc.
- A system can be completely dissociated or separated from a piece of Equipment, and can still perform PMs, Repairs, Expenses, and Reports on it.
- Complete history is constantly maintained and managed by the system, no matter if it is Active, Inactive, Down, Retired, Associated or Dissociated from a piece of Equipment.
Equipment Repair Orders:
- Driver Complaint or Problem.
- Mechanic Report or Repairs Performed.
- Mechanic Time Stamps and Cost.
- Custom Repair Codes, Repair Types, and Tracking.
- Parts required for the repair which are automatically removed from inventory stock and part cost added to proper equipment cost center.
- Part General Ledger Accounting Tracking Repair Order, Monthly and Annual Equipment Cost, Mechanic Costs and Time Sheets, and Complete Equipment History Reports.
- Any and all expenses, whether a maintenance or not, are entered and tracked for the entire repair shop, each vehicle or .equipment, and the entire fleet, as a whole.
- All expenses are tracked through your Company's General Ledger Account System.
- Monthly and Annual Equipment Cost, Purchase Order and Parts Inventory Expenses, Vendor Expenses, and Expense, Equipment, Part, Purchase, and Vendor History Reports.
Equipment Preventative Maintenance:
- Multiple Equipment or Systems can be attached to a single Standard PM Setup.
- Customized PM Setups for Specialized Repair and Event Scheduling.
- PM Setups Linkages for A-B PMs, otherwise known as embedded or dependent PMs.
- Track PMs by five meters: Date, Distance (Mileage), Time (Hourage), Fuel Consumption, and/or Oil Consumption.
- Checklists to inform the mechanics of a standard list of checks or actions to be performed under the PM.
- Automatic creation of three types of events: Internal Repair Order, External Repair Order, and Receipts and Tickets (event reminder).
- Manual creation of the latter three event types via Indeterminant.
- Repair (VMRS) Codes and PM Comments.
- Parts required for the PM with confirmation of in stock amount and ordering status when PM becomes due.
- Automatic Repair Order Creation and Reports.
- Automatic Creation of next or outstanding PM.
- Equipment History Reports.
- Four Part Statuses: Inventory, Quick Order, Reference Only, and Retired.
- Part Type Categories and Part-Specific Descriptions.
- Multiple Vendor Suppliers for each Part, with separate Vendor Part Numbers for each part.
- General Ledger Account Code Tracking.
- Purchase and Warranty Information.
- Core Cost, Unit Price, and Tax Information.
- Automatic Part Markup and Tax Charge Out when used in Internal ROs.
- Automatic Part Usage through First In / First Out (FIFO), which is a direct linkage of the Internal ROs with the POs.
- Automatic Inventory and Stock Tracking.
- Manual, Automatic, and Interactive Purchase Ordering.
- Automatic Facsimile of Purchase Orders.
- Automatic First-In-First-Out (FIFO) for the Purchasing of Inventoried Parts.
- Automatic Part Transaction Logs.
- Automatic Part Physical Inventory and Counts, Adjustments, Purchases, and Usages Tracking.
- Vendor Invoice Tracking and Account Payables.
- Vendor, General Ledger, Invoice, Stock, Outstanding Expense, and Monthly and Annual Expense Reports.
- Part Transaction History, Vendor History, Purchase Order History, General Ledger Tracking and History, and Part Usage History Reports.
- Logs can be created daily.
- Fuel and Oil amounts are charged to the equipment usage log and cost center and deducted from the inventory stock.
- Beginning and Ending Odometer or Chronometer and Tolls.
- Daily Out-of-State Mileage.
- Daily Contractor Job and Time Stamps of Job.
- Stops, Driving, Non driving, and Off-Duty Time Stamps.
- Company and External Vendor Repairs and Expenses.
- Equipment and Driver, Cost and Time Sheets, and Complete Equipment History Reports.
- Any notebook PC, desktop PC, workstation, or server running the Microsoft Windows 95, 98, Me, NTv4, 2000, or XP operating systems will run either the Fleet Dynamics Client Application or the Fleet Dynamics Database Server (Borland Interbase).
- Any server running the Linux, preferably RedHat 6.2 and above, operating system and the SAMBA (SMB) package will run the Fleet Dynamics Database Server (Borland Interbase) and host Fleet Dynamics to a Windows Network.
In summary, all your current fleet management operations are designed into the simple and easy to use Fleet Dynamics. Repair orders, preventative maintenance, inventory, purchase orders, employees, vendors, expenses, daily logs, reports, and D.O.T. certification and regulation tracking are all at your fingertips. Finally, Fleet Dynamics will provide the necessary information to develope a realistic fleet replacement program that will fit your budget.