Vehicle Maintenance System

Comprehensive details of each vehicle can be entered in to the system which includes the vehicle make and model, licence information and test dates. User definable maintenance and inspection activities are assigned to the vehicle. Activities can be planned for each vehicle.  These are then grouped in to user definable cycles to ensure they are performed in the correct order.  Each activity can be carried out based on a set time interval and/or distance reading, alternatively they can be set to a fixed date.

Details of specific tyres can be added to a vehicle including the axle and tyre positions. Individual vehicle details of reported defect and nil defects, fluid usage, accidents and incidents and unavailable dates can be reported on. The integration with Coach Manager ensures allows vehicle records can be replicated without requiring manual re-input.

Details of each employee can be created in VMS or details can be replicated via the integration from Coach Manager. User definable skills and hourly costs can be defined per employee to optimise allocation of staff to activities through the workshop planner and to automatically apply labour rates for costing purposes.  For an individual employee you can view all nil defects, defects and fuel usage entries. Holidays, rest days and sickness etc can be managed through the employee log.

Our award winning Driver Walk-around Check Mobile App is fully integrated with VMS and complies with all statutory walk-around check and defect reporting requirements.

The app makes it easy to ensure drivers comply with their statutory duty to carry out a daily walk-around check and report any defects found. It guides the driver through the complete process for performing the walk-around check. Against each item to be checked the driver can touch a green button to say it is OK, or a red one to report a defect.

When a defect is found the driver can choose from a list of predefined common defects, or enter a free type description. Up to four supporting photographs can also be included.

The completed walk-around check results include the date and time it was carried out, the time taken to complete it, the vehicle distance reading and the GPS location at which it was done.

The app is available for both iOS and Android devices.

The defect reporting system allows user definable defect types, stored common descriptions and a full implementation of the statutory reasons for failure to be used to record defects reported by employees. Images and PDF documents can be stored against a defect record and an indicator on the task bar highlights the number of outstanding defects and the number of uncompleted defect related activities.

Accidents or incidents can be managed through VMS including the ability to record a detailed description of any damage together with third party information where appropriate. A discussion log is provided to record a timeline of events and images and PDF documents can be stored against each incident.

In addition to ensuring proper control of all statutory safety issues, VMS also provides a complete solution for operators looking to manage the maintenance of their vehicles for maximum efficiency and longevity in accordance with manufacturer's recommendations. The system allows operators to create their own scheduled maintenance activities each consisting of an unlimited number of user definable planned maintenance items. The activity cycle for each vehicle can be controlled by distance, days, hours or fixed date. Activities can either be scheduled individually or automatically up to any future date.

Unplanned activities such as breakdowns, defect repairs or accident damage can be managed by creation of unscheduled activities. These activities can be created at any time and can either be assigned to their own date and time, or, depending on urgency, be attached to an existing scheduled activity.

Job cards with user definable layouts and content can be printed or emailed automatically for each activity for a specified date.

The Electronic Job Card not only allows your workshop to become paperless, but also goes way beyond what can be achieved with the original paper document.

The job card is implemented as a web page running in a browser on a laptop or tablet device. Inspection and maintenance items can be ticked off as they are completed plus any faults and work done can also be recorded item by item. 

Costs incurred, parts used, additional work, notes, brake test results and PDFs can be recorded directly into VMS from the electronic job card. It also records start and completion dates and times, and can be signed off electronically.

The electronic job card is hosted on your existing in-house network. The only cost you will incur is for the installation of an ordinary wireless access point in your workshop.

The system automatically generates a six month view of scheduled activities which emulates the traditional wall planner. Filters are provided to include showing activities for a single vehicle, vehicle types, vehicle makes, vehicle models, suppliers, activity types, locations and bay types as well as the usual base, completed and finalised filters. A scheduling wizard allows the criteria for future activity dates to be determined.

The activity diary has the capability of showing activities in both the future and in the past. A wide variety of filters are available and include showing activities for a single vehicle, vehicle types, vehicle makes, vehicle models, suppliers, activity types, locations and bay types as well as the usual base, unscheduled/scheduled activities, completed and finalised filters.

The highly visual bay planner has a drag and drop facility to allocate activities into user definable bays. Bay Types and Facilities can be defined and filters are provided to ensure that an activity is allocated to a correct bay type and facilities.  The start time and estimated completion of each activity is automatically calculated and updated. Employees can also be allocated with filters provided to assist with the best match of employee to skills required for the activity and they will highlight staff who are unavailable on any given date.

The graphical workshop optimiser facilitates the smoothing of daily workloads with automated rescheduling of subsequent activities. Workload can be measured in a number of ways including the amount of activity hours, the number of vehicles or the number of activities scheduled for the day. Employee workload can also be managed via the optimiser.

User definable fluid types can be created within the system and then each time the vehicle is filled the fluid type, amount, cost and employee can be recorded. Fluids can also be issued and recorded from the optional stock control module. Fluid type usage can be displayed for a specific vehicle and analysis reports, grouped by vehicle id or fluid type can be generated to illustrate quantities used, cost and cost per distance unit.

Our optional stock control module is seamlessly integrated into both scheduled and unscheduled activities in VMS. The default parts manifest for each maintenance activity can be created in advance and is then applied automatically as each activity is assigned to a date. As each date approaches the system automatically generates stock movements for the required parts raising supplier orders as required. Additional parts can be added to both scheduled and unscheduled activities as required. The module also includes a comprehensive system for the efficient management of warranty claims.

The optional invoicing module has been designed for clients operating a commercial workshop and is also fully integrated with both scheduled and unscheduled activities.  The system can accommodate menu pricing of maintenance activities and can invoice parts, ad hoc items and labour. The module also includes a free entry invoicing system that can be used to invoice items not directly associated with maintenance activities.

Invoices can be generated automatically from the underlying activity details with clients being invoiced daily, weekly, monthly or on demand according to the setting for each client.

Invoice details can be previewed on screen and, if necessary, the details can be amended prior to printing or e-mailing.

Invoices are posted automatically to the optional VMS sales ledger. The system handles all forms of payment and makes it easy to allocate payments to invoices.

There are extensive reporting facilities including a sales daybook, client statements and an aged debt analysis.

Using our Google Maps for Work integration, it is possible to show the current location of a vehicle directly within VMS. The vehicle location can be displayed from within the Vehicles window by clicking the pushpin button.

To enable this functionality all that is required is to add valid login credentials for the GPS vendor into the VMS setup area and to add a GPS unit ID against each vehicle.

VMS includes comprehensive standard and user definable reporting facilities throughout the entire system with secure onscreen previews, printed reports and data export. These reports help you meet the necessary standards and ensure compliance.

The vehicle maintenance cost summary report gives the total costs between selected dates with the cost per distance unit displayed for selected vehicles.

The activity history report gives a history of activities between selected dates.  The reports can be generated for selected dates and grouped by vehicle ID, make and model and activity type.

There are additional reports to provide detailed analysis of the cost of activities with the ability to group by vehicle makes, models and ID.

Distinctive Systems is a validated IT systems provider for the DVSA Earned Recognition Scheme. The scheme requires that operators are able provide a series of Key Performance Indicators (KPIs) for maintenance measures, including a complete set of safety inspection records, safety inspections completed within the stated frequency and vehicle & trailer MOT initial pass rates. In return, the operator's vehicles are less likely to be stopped for roadside inspections, saving both time and money.

VMS can handle all the system requirements and IT reporting needs for vehicle operators to prove they meet vehicle standards.