Table of Contents



center81800822769594100920014954252311400USER GUIDE020000USER GUIDE584204290695Fleet Information Management SystemUSER GUIDE00Fleet Information Management SystemUSER GUIDETable of Contents TOC \o "1-3" \h \z \u Table of Contents PAGEREF _Toc2774563 \h 1Key for Font Types PAGEREF _Toc2774564 \h 4Introduction PAGEREF _Toc2774565 \h 5Getting Started PAGEREF _Toc2774566 \h 5Allow Infor EAM Pop-ups in Internet Explorer PAGEREF _Toc2774567 \h 5Allow Infor EAM Pop-ups in Google Chrome PAGEREF _Toc2774568 \h 7Log into FIMS PAGEREF _Toc2774569 \h 9Change Your Password PAGEREF _Toc2774570 \h 10System Navigation PAGEREF _Toc2774571 \h 12User Interface PAGEREF _Toc2774572 \h 12List View Filtering PAGEREF _Toc2774573 \h 13Start Center Setup PAGEREF _Toc2774574 \h 16Add Page to Screen Cache PAGEREF _Toc2774575 \h 16Add Inbox to Start Center PAGEREF _Toc2774576 \h 17Add KPI to Start Center PAGEREF _Toc2774577 \h 19Adding Comments to Records PAGEREF _Toc2774578 \h 21Add Comments PAGEREF _Toc2774579 \h 21Attaching Documents to Records PAGEREF _Toc2774580 \h 22Attach Documents PAGEREF _Toc2774581 \h 22Exporting to Excel PAGEREF _Toc2774582 \h 24Export Data to Excel PAGEREF _Toc2774583 \h 24Asset Management PAGEREF _Toc2774584 \h 26Maintenance Tasks PAGEREF _Toc2774585 \h 26Create Equipment Specification Request PAGEREF _Toc2774586 \h 26Manage Asset Structure (Linking Two Assets Together) PAGEREF _Toc2774587 \h 29Associating a Warranty to an Asset PAGEREF _Toc2774588 \h 32Create a Physical Meter PAGEREF _Toc2774589 \h 34Create Asset PAGEREF _Toc2774590 \h 35Asset Setup PAGEREF _Toc2774591 \h 35Assign Asset Number PAGEREF _Toc2774592 \h 43Maintain Asset PAGEREF _Toc2774593 \h 47Update Meter Readings PAGEREF _Toc2774594 \h 47Replace a Physical Meter PAGEREF _Toc2774595 \h 51Creating Vehicle Logs PAGEREF _Toc2774596 \h 52Record and View Accidents PAGEREF _Toc2774597 \h 54Asset Dataspies PAGEREF _Toc2774598 \h 55Inventory Report Dataspy PAGEREF _Toc2774599 \h 55Dispose of Asset PAGEREF _Toc2774600 \h 56Complete Vehicle Disposal Form MP6401 or MP6401B PAGEREF _Toc2774601 \h 56Mark Vehicle for Disposal PAGEREF _Toc2774602 \h 57Work Management PAGEREF _Toc2774603 \h 59Maintenance Tasks PAGEREF _Toc2774604 \h 59Work Order: Type and Status PAGEREF _Toc2774605 \h 59Maintaining Maintenance Patterns PAGEREF _Toc2774606 \h 60Manage Employee Records PAGEREF _Toc2774607 \h 62Create Work Order PAGEREF _Toc2774608 \h 65Create Work Order PAGEREF _Toc2774609 \h 65Maintain Work Orders PAGEREF _Toc2774610 \h 66Attach WEX invoices to Work Orders PAGEREF _Toc2774611 \h 66Enter Meter Readings PAGEREF _Toc2774612 \h 67Record VMRS Code PAGEREF _Toc2774613 \h 68Create an Activity (Non-Shop Work Order) PAGEREF _Toc2774614 \h 69Book Additional Costs PAGEREF _Toc2774615 \h 70Complete a Work Order PAGEREF _Toc2774616 \h 71Close a Work Order PAGEREF _Toc2774617 \h 72SHOP ONLY Work Order Maintenance Tasks PAGEREF _Toc2774618 \h 74Create an Activity (SHOP ONLY Work Order) PAGEREF _Toc2774619 \h 74Reserve Parts PAGEREF _Toc2774620 \h 75Issue Parts PAGEREF _Toc2774621 \h 76Book Labor PAGEREF _Toc2774622 \h 77Return Parts to Work Order PAGEREF _Toc2774623 \h 78SHOP ONLY Materials Management PAGEREF _Toc2774624 \h 80Maintain Manufacturers PAGEREF _Toc2774625 \h 80Create New Supplier PAGEREF _Toc2774626 \h 83Create New Store PAGEREF _Toc2774627 \h 85Create New Bin for Store PAGEREF _Toc2774628 \h 86Add New Part to Bin PAGEREF _Toc2774629 \h 87Transfer Parts Between Bins PAGEREF _Toc2774630 \h 90Take Part Out of Service PAGEREF _Toc2774631 \h 92Receive Parts Using Non-PO Receipts PAGEREF _Toc2774632 \h 94Create or Update Material Lists PAGEREF _Toc2774633 \h 96Review Store Transactions PAGEREF _Toc2774634 \h 98Inventory Tasks PAGEREF _Toc2774635 \h 99Take Physical Inventory (Cycle Counts) PAGEREF _Toc2774636 \h 99Reports PAGEREF _Toc2774637 \h 102WO Summary by Agency Report PAGEREF _Toc2774638 \h 102Delinquent PMs Report PAGEREF _Toc2774639 \h 103Scheduled PMs Report PAGEREF _Toc2774640 \h 104Mechanic Utilization Report PAGEREF _Toc2774641 \h 105Fuel Transactions Report PAGEREF _Toc2774642 \h 106Historical Work Order PAGEREF _Toc2774643 \h 107Accident Work Orders Report PAGEREF _Toc2774644 \h 107Cost & Utilization Report PAGEREF _Toc2774645 \h 108Cost per Vehicle per Vendor Report PAGEREF _Toc2774646 \h 109Fleet Profile Report PAGEREF _Toc2774647 \h 110Historical Meter Log PAGEREF _Toc2774648 \h 111Missing Meter Logs Report PAGEREF _Toc2774649 \h 112Inboxes PAGEREF _Toc2774650 \h 113KPIs (Key Performance Indicators) PAGEREF _Toc2774651 \h 116Average Age of Fleet KPI PAGEREF _Toc2774652 \h 116Total Monthly Costs KPI PAGEREF _Toc2774653 \h 116Average Monthly Miles KPI PAGEREF _Toc2774654 \h 116Late or Missing Vehicle Logs KPI PAGEREF _Toc2774655 \h 117% Vehicles Currently Unavailable KPI PAGEREF _Toc2774656 \h 117Vehicles Past Due for Decommission KPI PAGEREF _Toc2774657 \h 117Key for Font TypesScreen Names or Field NamesExample: Navigate to Equipment | Forms | MP6301- Request for AcquisitionExample: Enter a Code and Description for the query.Tab Names or Inboxes/KPIsExample: Double-click on the selected asset to open Record View.Example: Double-click on the inbox Vehicles with MP6401 sent to DMS shown on the Start Center.“Actions, Buttons, or Specific instruction”Example: Choose an asset that will be marked for disposal or enter the Asset number into the asset field and click “Run” to search for it.Example: At the far top right of the Record View you will see an “Unlock User” button. Click on it.Example: On Record View, update asset status to “MP6401 SENT TO DMS” and click the “Save” icon.IntroductionGetting StartedAllow Infor EAM Pop-ups in Internet ExplorerAllow Infor EAM Pop-ups in Internet ExplorerTo ensure that EAM opens on your computer, it is required to turn off your browser’s pop-up blocker prior to using it. Click on “Tools” icon in the top-right corner of the browser.Select “Internet options” from the drop-down menu.Click the Privacy tab in the “Internet options” menu.In the Privacy tab, leave the Turn on Pop-up Blocker box checked and click the “Settings” box.In the Pop-up Blocker Settings menu, enter the following web address in to the Address of website to allow field: “Add” and then “Close.”The pop-up blocker is now configured to allow Infor EAM to run as intended.Allow Infor EAM Pop-ups in Google ChromeAllow Infor EAM Pop-ups in Google ChromeTo ensure that EAM opens on your computer, it is required to turn off your browsers pop-up blocker prior to using it. Open Google Chrome and click the “Customize” icon in the top-right of the browser window.Select “Settings” from the drop-down menu.In the Settings menu, scroll to the bottom of the page and click the “Show advanced settings…” option.Under the Privacy section, click the “Content settings…” option.In the Content Settings menu, scroll down towards the bottom of the page.Click the "Pop-ups" option. In the "Allow" menu, click "Add" and enter the following web address in the "Add a site" field: into FIMSLog into FIMSOpen your web browser (Internet Explorer or Google Chrome) and enter the following URL into the address bar and click the Enter key:*Note: You must enable pop-ups for this site. It is also recommended to add it to trusted sites.Also, it is recommended that you bookmark this log-in page for future use.Enter your User ID in the box titled User ID.Enter your password in the box titled Password.Click the “LOG IN” button.The Start Center will appear.*Note: Your Start Center originally will be blank and can be changed as need be.Change Your PasswordChange Your PasswordFrom your Start Center, navigate from the arrow drop-down and click on the My Account menu item.The My Account screen will appear.The “Change password” option is on the right-hand side of the screen. Enter the following fields:Your Current Password.New Password (to what you are changing it).Re-enter your New Password.Click “Save.”System NavigationUser InterfaceUser InterfaceThe Menu Bar items, when clicked, will open a drop-down menu. The Menu Bar items that appear will vary depending on the user role.Throughout this guide the navigation menus will be referred to in a sequence of:Main Heading | Drop Down Selection A | Drop Down Selection B.38227036766500Icons on the screen are small, clickable images that allow for quick and easy data entry. You can hover over the icon to see what it does.This table shows the icons, their function and keyboard shortcut. A full-page version of this table is available.There are three different screen options for viewing records which are accessed by these three icons.Record View (Alt + Left) - displays all record details and tabs. Allows for record editing.Split View (Ctrl + Home) - displays List View as well as a Record View. Allows for record editing.List View (Alt + Right) - displays a list of all records in grid format. Columns can be sorted and filtered.List View FilteringList View FilteringThe List View allows for records to be filtered by each column, or any combination of columns.Click on the small, downward pointing arrow next to the selected filter and a drop-down menu appears that allows you to choose from a variety of filters.The table at the right shows the filter options and their respective functions. A full-page version of this table is available.To filter in the List View, enter the value you wish to search for in the column filter and select the filter option. You may enter other column filters to further refine your search.Click the Enter key, F8 button, or click “Run.”Results can also be sorted by clicking in the column header up/down arrows.The Advanced Filter search allows you to filter by fields that are not displayed in the List View Grid.Click on the fields drop-down menu on the right-side of the screen. Enter the value to search for in the column filter and select the appropriate filter option.Click the Enter key, F8 button, or click “Run.”*Note: Advanced Filter searches can be used in conjunction with List View searches.Start Center SetupAdd Page to Screen CacheAdd Page to Screen CacheThe Screen Cache allows a user to add a link for a selected screen to the bottom of the page. The links function as bookmarks, so commonly used screens can be recalled with one click. Your screen caches are personal to your login and will remain until you clear them or change them. You can have up to seven (7) screens in cache.To add a screen, navigate to the screen you wish to add to the cache.Enter Record View, and right-click anywhere on the screen.From the pop-up menu, select “Add to Screen Cache.”You will have to log out, and log back in, to see the link at the bottom of your screen.Clicking on these links will move you back and forth between screens without having to save or clear data that has been entered.Screen Cache links can be removed by navigating to the screen you want to remove.Right-click anywhere in Record View.Select “Remove from Screen Cache” from the pop-up menu.Add Inbox to Start CenterAdd Inbox to Start CenterThe Start Center is the first page you see when you log in.The Inboxes appear on the left side of screen.Inboxes display the following:Description: kind of data.Number: the record count for the kind of data.The Inbox item may be a hyperlink that, when double-clicked, will take you to the screen that shows the Inbox count results.16637034798000Click the gear-shaped icon in the Inbox section to add a new inbox.278384058293000The top section displays any inboxes that you have already added. To add others, use the Inbox Entry Details at the bottom of the screen.The Sequence Number will be auto-filled with the next sequential number, but can be updated to change the order in which they appear in the Start Center.Click the lookup button on the Inbox Code field and select the inbox to be added. If nothing appears in the lookup list, there are no more inboxes available to add.Select the Folder in which to add the Inbox.Check the Auto-Refresh checkbox to have the count update automatically. Click “Save.”Inboxes can be removed by highlighting the Inbox in the top section and clicking the “Delete” icon.The Inbox will no longer appear at the top section or the Start Center.54864011404600028892575374500The “Circled Arrow” icon will manually refresh inboxes when clicked.Add KPI to Start CenterAdd KPI to Start CenterThe Start Center is the first page you see when you log in.The Key Performance Indicators (KPIs) appear on the right bottom of the screen.KPIs display the following:Value: KPI value.Title: description of what the KPI represents.Example: An Inbox named “Total Monthly Work Order Costs” will show the work order costs for the current month.The KPI item may be a hyperlink that, when double-clicked, will take you to the records that were included in the KPI calculation.1146175112014000Click the gear-shaped icon in the KPI section to add a new KPI.32556452921000The top section displays any KPIs that you have already added. To add others, use the KPI Entry Details at the bottom of the screen.329565101981000The Sequence Number will be auto-filled with the next sequential number, but can be updated to change the order in which they appear in the Start CenterClick the lookup button on the KPI Code field and select the KPI to be added. If nothing appears in the lookup list, there are no more KPIs available to add.Check the Auto-Refresh checkbox to have the count update automatically. Click “Save.”KPIs can also be removed by highlighting the KPI in the top section of the menu and clicking the “Delete” icon.This will remove the KPI from the top part of the screen as well as the Start Center.The “Circled Arrow” icon will manually refresh KPIs when clicked.32340556477000Adding Comments to RecordsAdd CommentsAdd CommentsSelect the Record View of the record you wish to add a comment to and click the Comment tab.(Assets will be used in this example.)To add new comments, Click the “New Record” icon.28702092646500Enter the comments in the Add/Edit Comments pop-up window.Click “Save.”To ensure the comments are included when the Asset record is printed, check the Print with Document box.To edit existing comments, double-click on the comment box and make edits as needed on the pop-up box.Click “Save.”To delete existing comments, click on the comment box once to highlight it in blue.Click “Delete.”Attaching Documents to RecordsAttach DocumentsAttach DocumentsFind the record to which you want to attach a document (Work Order, Asset, PM Schedule).Navigate to the tabs drop-down and click the Documents tab.Click “Create/Upload Documents.”A pop-up window will come up.Enter a unique Code and a brief Description for the document.When the Code is left blank, the system will generate and assign the value to be the next sequential plete the File Name by clicking the “Browse” button to find the file you’d like to attach.Click “Submit” to attach the document.If the document is a PDF and you want it to print out with the WO, click on the attached document.A pop-up window will appear to link the document when printing.Check the Print with Work Order box.Click “Save.”Exporting to ExcelExport Data to ExcelExport Data to ExcelIt may be necessary to modify Excel settings before data exports. If data is not exporting properly, try the following:Open Excel.Click File.Select Options | Trust Center | Trust Center Settings | Protected View.Uncheck “Enabled Protected View for files originating from the internet” and “Enable Protected view for files located in potentially unsafe location.”Click “OK” twice.Go to the List View screen from which you would like to export records (Work Orders, Assets, PM Schedules).Query for the data you would like to export using a Dataspy or column filters.Everything present in the List View will be exported.Click the “Excel” icon on the bottom right corner of the screen.In Google Chrome, the file will save to your Downloads folder automatically and you may open it from the pop-up bar at the bottom left corner of the screen.In Internet Explorer, a pop-up box will appear at the bottom of the screen requesting confirmation to “Save” or “Open” the file.When a document is exported to Excel, it will be named “Sheet1 (XX).xlsx,” where XX is a number 1 – 99. When the XX reaches 99, the next export will fail since the numbering convention is limited to 2 digits. To correct this issue, navigate to your computer’s Downloads folder and delete the files named “Sheet1 (XX).xlsx.”Asset ManagementMaintenance TasksCreate Equipment Specification RequestCreate Equipment Specification RequestAGENCYADM | AGENCYADM-INavigate to Equipment | Equipment Specification | Equipment Specifications.First, verify there is not an existing Specification by searching the for the Year, Manufacturer and Model then clicking “Run” or the Enter key.When no Specification is found, click on the “New Record” icon to create a new Specification.The Agency is set to your specific Agency.Give your Equipment Specification a Code (next consecutive number from the largest that exists) and Description in the format of: YEAR, MANUFACTURER, plete all applicable fields, use the lookup icons where available:Equipment Type.Year.Manufacturer (if not on the list, enter ‘UNKNOWN’ and enter manufacturer on the Comments tab).Model.VIN.Vehicle (if asset’s fuel is tracked).Meter Unit (if Vehicle checkbox checked).Click “Save.”Click on Warranties tab.Select Warranty from the list. If applicable warranty doesn’t exist, it will need to be created. Enter:Coverage type.Duration (in days).Active (yes/no).Click “Save.”This step allows you to designate whether a monthly or yearly Vehicle Log.Click on PM Schedules tab.In the PM Schedule Details section:Click on PM lookup to select Vehicle Log to associate to this asset.Check Use PM Schedule Setup checkbox.Define Perform Every.Click “Save.”Click on Record View tab. Update Status to “REQUEST APPROVAL.”Click “Save.”Your specification requests status can be tracked using the inboxes.Manage Asset Structure (Linking Two Assets Together)Manage Asset Structure (Linking Two Assets Together)SYSADM | AGENCYADM | AGENCYADM-INavigate to Equipment | Assets.Search for the Asset for which you want to update the Structure.Double-click the asset to enter Record View.Click on the Structure tab.To add a Parent to this asset, search for the asset that will be the parent by updating the Filter (click the drop-down icon) and entering your search terms. Click “Run” or the Enter key.Click and hold the Equipment that will become the Parent until you see a box appear that says “1 selected row.” Drag the Parent asset from the right-hand side to the top left and “drop” the asset in the “Add Parent” box.You will now see the Parent asset located underneath the “Add Parent” box. Click the “Save” icon. The asset now has a parent-child structure.To remove the structure of an asset, navigate to the Structure tab and click on the parent asset to highlight it.Click on the “Actions” menu and choose “Un-Link” from the drop-down.The Parent Asset will now have been removed from below the “Add Parent” box.Click the “Save” icon.The structure has now been removed.Associating a Warranty to an AssetAssociating a Warranty to an AssetSYSADM | AGENCYADM | AGENCYADM-INavigate to Equipment | Warranty | Warranties.Find the warranty you’d like to add an asset to and double-click on the record.Navigate to the Equipment tab of the record.To enter a usage-based asset to the Warranty, enter the following details:Equipment.Coverage Type = “Usage.”Duration.Click “Save.”To enter a calendar-based asset to the Warranty, enter the following details:Equipment.Coverage Type = “Calendar.”Duration.Click “Save.”Now, anytime you create a WO in EAM against an asset that is included on a warranty, you will receive a pop-up notification that the vehicle is under warranty.Create a Physical MeterCreate a Physical MeterSYSADM | AGENCYADMNavigate to Equipment | Setup | Meters.Enter the following information to create a new Physical Meter:Physical Meter Code (use Asset Number for this field).Meter Description.Meter Unit (HR or MI).Click “Save.” Create AssetAsset SetupAsset SetupSYSADM | AGENCYADM | AGENCYADM-INavigate to Equipment | Equipment Specification | Equipment Specifications.Search based on Year, Manufacturer and Model to find the match for the equipment you want to generate. If you do not find an exact match, you will have to create a new record by clicking the ‘+’ icon (New Record).*Note: Refer to “Create Specification Request (Equipment Specification)” instructions.If an exact match is found, double-click the record to enter Record View.Copy the Equipment Specification number.The Configuration Details section will provide further specifics about how the equipment is generated.VIN will be blank, and will be filled in on the asset once it’s been generated.Vehicle checkbox is used for fuel tracking purposes. If the checkbox is marked then assets created of this specification will automatically have their fuel tracked.Meter Unit indicates the Unit of Measure (MI = Mile, HR = Hour) that the equipment will use. When this field is filled out, generated equipment will automatically have a meter unit based using this UOM. If an equipment will have more than one UOM, the unlisted meter will have to be added to the asset manually.Navigate to Equipment | Equipment Generation | Equipment Generation.Enter the Agency the equipment is going to be added to and enter/tab out of the field.Enter the Specification number from Step 3 or click on the lookup icon within the Specification field to locate it.Enter the Department the equipment will be assigned to or click the lookup icon within the Equipment Department field and select the department from the pop-up list (use * if generating for multiple departments). Enter the number of assets that will be created in the Generate Count field and click “Save.”Under the PM Schedules and Maintenance Patterns Details, select for maintenance patterns to be activated. ?Set a Due Date Reference (this is the start date of preventive maintenance work). Set to the 1st of the current month in order for the logs to generate on the 1st of the next month. Click “Save.”Click on “Create/Refresh Preview” button.Click the Details tab.Select the configuration line and enter/update any of the optional information.Navigate to the Preview tab.The preview page will show each asset that will be generated and specific details such as Agency and Description.The Asset number will be auto-generated.To generate the equipment, click the “Actions” menu and select “Generate Equipment.”Once the equipment is generated, the Equipment (Asset) Number will be displayed.To change this number, navigate to Equipment | Assets.Enter the current Equipment (Asset) Number into the Asset search field and click the Enter key or click “Run.”Double-click on the resulting record to enter Record View.Update the record with the VIN / Serial No, Division, Department (if not already specified) and Org Code.Scroll down and continue updating. If the Vehicle checkbox is marked, enter * in Fleet Customer and adjust Vehicle Status to “Available.”Enter the assets Location, City and County.*Note: A Status of “INOPERABLE” will be used to designate that a vehicle has been wrecked.Scroll to the bottom of the Record and click the button labelled “Change Asset Number.”If this newly created equipment is replacing a current asset, make sure to locate the current asset and update its details so that Tag Number and Equipment (Asset) Number are not shared across assets.You also need to enter the new asset number into the Replaced by field of the old asset and enter the old asset number into the Replacement for field of the new asset.In the pop-up box, enter the new Equipment (Asset) Number and click the “Submit” button at the bottom.Assign Asset NumberAssign Asset NumberSYSADM | AGENCYADM | AGENCYADM-INavigate to Equipment | Assets.Find the newly generated asset.Enter your search terms into the search fields and click “Run” or the Enter key to find the asset you want to update.Double-click the asset you want to update to enter Record View:Enter the following fields:Division: Use the lookup icon.Department: Use the lookup icon.VIN / Serial.Tag Number: If applicable.Fleet Customer: If Vehicle checkbox is checked. Use the lookup Code: If Vehicle checkbox is checked.Vehicle Status: “Available” if vehicle checkbox is checked.Click “Save.”If this new asset is replacing another piece of equipment, you need to renumber both the old and the new asset in the sequence illustrated on the right.Jot down the new asset number you were working with.Click on List View tab. Search for the asset that is being replaced using the Asset Number.Click on Record View and scroll to the bottom of the record and click the button labelled “Change Asset Number.”The pop-up will show you the asset’s current number.Enter a new asset number in the New Equipment field and click the “Submit” button.Format: Vehicle Year + Current Asset Number.E.g. ABC1234 will become 2010ABC1234.Return to List View tab.Search for the new asset (use the number you jotted down in step 5).Click on Record View and scroll to the bottom of the record and click the button labelled “Change Asset Number.”The pop-up will show you the asset’s current number.Enter a new asset number in the New Equipment field and click the “Submit” button.Update the Replacement for field with the newly changed old asset number.Click “Save.”You have now created and updated a new asset to replace an old asset, and updated the equipment details and numbers on both so that the new record can be accessed and used.Maintain AssetUpdate Meter ReadingsUpdate Meter ReadingsSYSADM | AGENCYADM | AGENCYADM-INavigate to Equipment | Assets.Search for the asset for which you want to enter/correct a meter reading.Double Click the record to enter Record View and click on the Meters tab.To enter a meter reading, click on the Meter to highlight it and populate the information into the lower menu.Click the “Actions” menu and select “Enter Meter Reading.”In the pop-up, choose the Entry Type:Reading = Current meter reading.Difference = This will be used to calculate the current reading.Then enter Value based on the entry type, and click “Submit” button.To correct a meter reading, the reading must be removed. To remove a meter reading, click the Meter to highlight it and bring the details to the Meter Details menu.This time, you will select “View Meter History” from the “Actions” menu.Click on the Meter Reading you want to remove to highlight it, then click “Delete Reading.”The Meter Reading will be removed from the list. Click the “Close” button.The Meter Details section will be updated and reset to the most recent reading.Replace a Physical MeterReplace a Physical MeterSYSADM | AGENCYADM | AGENCYADM-I | SUPERVISORNavigate to the Asset for which you need to replace the physical meter: Equipment | Assets. A physical meter must be created (click here for steps) before the current meter can be replaced.Navigate to the Meters tab, click on the meter record, and change the Physical Meter for the asset to its new Physical Meter.Click “Save.”Next time a reading is entered on that meter (“Actions” “Enter Meter Reading”), notice the Last Reading and Total Usage fields.Last Reading Captures the last reading entered on the new physical meter.Total Usage Captures lifetime meter usage, or the combined total of what was on the old meter and new meter.Creating Vehicle LogsCreating Vehicle LogsSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRYNavigate to Work | Vehicle Log.Enter “open” into the search field for Status and click “Run.”Double-click the Log for which you want to enter information to enter Record View.Under the Vehicle Log Details section enter the Current Mileage, Condition (use lookup), Days Down, Days on Standby, Fuel Used, Fuel Cost and Driver(s).Once you have entered the Log details, click the “Save” icon.Record and View AccidentsRecord and View AccidentsSYSADM | AGENCYADM | AGENCYADM-ITo log an accident, navigate to Equipment | Accident Reporting.Enter the following fields:Agency.Asset.Accident Date-Time.City.Driver.Description of the accident.Click “Save.”To view the accidents that have been logged for a particular asset, navigate to the Asset record and click on the Accident Reporting tab.Asset DataspiesInventory Report DataspyInventory Report DataspySYSADM | AGENCYADM | AGENCYADM-INavigate to Equipment | Assets.Click on the down arrow of the Dataspy box in the left-hand corner of the screen. Choose “Inventory Report.”The Inventory Report shows all assets that are in service, sorted by Agency.Dispose of AssetComplete Vehicle Disposal Form MP6401 or MP6401BComplete Vehicle Disposal Form MP6401 or MP6401BSYSADM | AGENCYADM | AGENCYADM-I | VEHDISPNavigate to Equipment | Forms | MP6401 – Requests for Disposal or MP6401B – Equipment Without Commercial Value.For an MP6401, please ensure the following fields are filled out:Requisition.DescriptionAsset.Agency (must match the Asset’s Agency).Contact Name (this is used for grouping the orders into a single page if multiple vehicles have the same contact/asset city).Contact Phone.For an MP6401B, please ensure the following fields are filled out:Record ID.Description.Agency (must match the Asset’s Agency).Complete selected form and click “Save.”MP6401MP6401BWhen form is completed, print and send to DMS along with the vehicle title via mail (this process is outside FIMS).Mark Vehicle for DisposalMark Vehicle for DisposalSYSADM | AGENCYADM | AGENCYADM-I | VEHDISPNavigate to Equipment | Assets.Enter the asset number from the MP6401 / MP6401B form in the Asset search field.Click the Enter key or click “Run.”Double-click on the record to open in the Record View.On Record View, update the Asset Status to “MP6401 SENT TO DMS.” Click “Save.”Work ManagementMaintenance TasksWork Order: Type and StatusWork Order: Type and StatusSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICThe work order Type field is located on the Record View.The following Types are available for Work Orders:ACCIDENT.BREAKDOWN.OUTFITTING.PREVENTIVE MAINTENANCE (UPLOAD).RECALL.TOWING.The work order Status field is located on the Record View below the type field.The following Statuses are available for Work Orders:CANCELED.CLOSED.ON HOLD.OPEN.Maintaining Maintenance PatternsMaintaining Maintenance PatternsSYSADM | AGENCYADM | AGENCYADM-IFrom main menu, navigate to Work | WO Planning | Maintenance Patterns.Select a maintenance pattern.Click Equipment tab.To add equipment to a maintenance pattern, enter:Work Order Agency.Equipment.Click “Save.”Click “Actions” and “Activate MP” to make the maintenance pattern active for the specific piece of equipment.Enter the following fields:Initial Sequence – where the equipment lies within the pattern.Due Date.Meter #1 Due.Select the equipment that are ready to be activated and share the same initial sequence, due date, and meter #1 due.Click “Submit.”To remove an equipment from the maintenance pattern: click “Actions” and “Deactivate MP.”Select the equipment that needs to be deactivated.Click “Submit.”Manage Employee RecordsManage Employee RecordsSYSADM | AGENCYADM | AGENCYADM-IFrom main menu, navigate to Work | Setup | Employees.Click “New Record” icon. Enter the following fields:Agency.Employee Code: There is 15-character limit and the system will tell you if there is a duplicate.Employee name.Department.Trade.Associated User (users get set up by Sys Admin).E-mail address.Contact Information (as applicable).Click “Save.”*Note: If you are creating a new employee that is similar to a current employee, you can use the “Copy Record” icon as shown below.Find an employee that is similar (shares organization, department or trade) to the employee you wish to add and click the “Copy Record” icon.Update record:Employee Code.Employee Description.Associated User.Contact Information.Click “Save.”To modify an existing employee, select the appropriate employee from the list by double-clicking and update the record.The Record View will appear. Make the necessary modifications.Click the “Save.”If an employee is no longer with the Department/Agency/State:Work with System Administrator to deactivate the user.Check Out of Service checkbox.Create Work OrderCreate Work OrderCreate Work OrderSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICFrom main menu, navigate to Work | Work Orders.Click on “New Record” button. Record View screen will open.Enter the following REQUIRED fields:Description – enter a brief description of work order.Asset.Type.Status.Agency.Department.Fields that have default values:Created Code.Date Reported – defaults to current date.Sched. Start Date – defaults to current date.Sched. End Date – defaults to current plete other fields as needed.Click “Save.”Maintain Work OrdersAttach WEX invoices to Work OrdersAttach WEX invoices to Work OrdersSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | MECHANICLocate and save the invoice locally on your computer.From main menu, navigate to Work | Work Orders.Double-click on a Work Order with a type = WEX.Go the Documents tab and attach the invoice. Go here for attaching documents.Enter Meter ReadingsEnter Meter ReadingsSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICFrom main menu, navigate to Work | Work Orders.Find a work order for which to enter a meter reading and double-click on it.Click on Meter Readings tab. Enter the following fields:Target Equipment – the equipment listed on the record view.UOM.Entry Type – Set to Reading.Date/Time.New value.Click “Save.”Record VMRS CodeRecord VMRS CodesSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICFrom main menu, navigate to Work | Work Orders.Find a work order for which to record VMRS codes and double-click on it.Click on the Activities tab.Select the activity and enter the following fields:System Level.Assembly ponent Level.Click “Save.”Create an Activity (Non-Shop Work Order)Create an Activity (Non-Shop Work Order)SYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICBefore you can include Additional Cost details, an Activity must exist for the Work Order.From main menu, navigate to Work | Work Orders.Find a work order for which to add an activity and double-click on it.Click on the Activities tab.Enter the following required fields:Activity.Start Date.End Date.Trade.People Required.Estimated Hours.Click “Save.”31242085915500*Note: When creating an activity for a non-shop work order, select “Vendor” as the trade and input “1” in both the “People Required” and “Estimated Hours” fields.Book Additional CostsBook Additional CostsSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICFrom main menu, navigate to Work | Work Orders.Find a work order for which to book additional costs and double-click on it.Before you can include additional cost details, an activity must exist. Go here for instructions on creating an activity.Click on Additional Costs tab.Enter the following fields:Cost Description.Select the Activity to which to record the costs.Date.Cost.Click “Save.”Complete a Work OrderComplete a Work OrderSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICFrom main menu, navigate to Work | Work Orders.Double-click on the Work Order to complete.On the Record View, change the Status to “COMPLETED.”Click “Save.”Close a Work OrderClose a Work OrderSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICFrom main menu, navigate to Work | Work Orders.Double-click on the Work Order to close.Review each Work Order tab to ensure the information is correct and complete.On the Record View, change the Status to “CLOSED.”Click “Save.”SHOP ONLY Work Order Maintenance TasksCreate an Activity (SHOP ONLY Work Order)Create an Activity (SHOP ONLY Work Order)SYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICBefore you can Book Parts and Labor, an Activity must exist for the Work Order.From main menu, navigate to Work | Work Orders.Find a work order for which to add an activity and double-click on it.Click on the Activities tab.Enter the following required fields:Activity.Start Date.End Date.Trade.People Required.Estimated Hours.Click “Save.”30861087566500*Note: When creating an activity for a shop work order, select the appropriate trade from the lookup list (“MECH,” “INMATE,” etc.). Multiple activities may be created to accommodate multiple trades.Reserve PartsReserve PartsAGENCYADM-I | SUPERVISOR| MECHANICWhen preparing an estimate of parts to be used for a repair, the part(s) must first be Reserved and then Issued.From main menu, navigate to Work | Work Orders.Find a work order for which to reserve parts and double-click on it.Click on Parts tab.Enter the following fields:Part – double-click inside the part field. A pop-up with Parts screen will open. Search for the part. Click on the row to select and select Return Value in the right corner of the screen.Activity – use drop-down.Planned Source.Planned Qty.Store.Click “Save.”Repeat this step for each part to be reserved.Issue PartsIssue PartsAGENCYADM-IWhen a part is used for a repair, the part(s) must be reserved first. Go here for instructions on Reserving a Part.From main menu, navigate to Work | Work Orders.Find a work order for which to issue parts and double-click on it.Click on Parts tab.Click on the appropriate part line and under the Part Issue/Return section, enter:Transaction Type – set to Issue.Date.Quantity.Click “Save.”Book LaborBook LaborSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRY | SUPERVISOR | MECHANICFrom main menu, navigate to Work | Work Orders.Find a work order for which to book labor and double-click on it.Click on Book Labor tab.Enter the following fields:Activity will be auto-filled if only one Activity exists; if blank, select from the drop-down.Employee.Date Worked.Type of Hours (N – Normal, O – Overtime).Hours Worked.Click “Save.”Repeat this step to add labor for each employee.To update incorrectly booked labor, you need to “debit” your entry for the same Employee, Date, and Type of Hours. Enter (to match existing record):Employee.Date Worked.Type of Hours.Hours Worked (enter Negative number).Click “Save.”You will now have two entries for the same booked labor, one in positive (original entry) and one with negative hours (to cancel or alter the original listing).Return Parts to Work OrderReturn Parts to Work OrderSYSADM | AGENCYADM-INavigate to Work | Work Orders.Find a work order for which to Return parts and double-click on it.Click on Parts tab.To perform a Return, highlight a previously issued part from the list, then select Transaction Type of “Return” in the drop-down and enter Quantity.Click “Save.”SHOP ONLY Materials ManagementMaintain ManufacturersMaintain ManufacturersSYSADM | AGENCYADM-INavigate to Equipment | Setup | Manufacturers.Before adding a new Manufacturer, perform a search to ensure it doesn’t already exist.Click “New Record.”Enter the Manufacturer a Code (24-character max) and a Description (80-character max).Click “Save.”The Code is what will be displayed on Records within the system.If this manufacturer is to be used for a specific part, click on the Parts tab in Record View.Enter the Part number to associate with this Manufacturer (if you know it) or click the lookup icon within the field to select the Part from a list.Search for the part by using the Description search field and click the Enter key or click “Run.” Once you have found the Part to be associated with this Manufacturer, click on it to highlight it and click “OK” at the bottom of the menu.The Part details will now be populated on the screen. Provide the Manufacturer Part Number (if it’s known and applicable).Click “Save.”To edit a Manufacturer, double-click on the record from the list to be taken to Record View.To take a manufacturer out of service, click on Record View tab and check the Out of Service checkbox.Click “Save.”*Warning: this change is GLOBAL and the manufacturer would no longer be available for use by any agency.Create New SupplierCreate New SupplierSYSADM | AGENCYADM-I*Note: Because parts are not currently being purchased in FIMS, adding Suppliers is optional and for record keeping only.Navigate to Materials | Setup | Suppliers.Before adding a new supplier, perform a search to ensure it doesn’t already exist. Click on “New Record” icon. Enter the following fields:Supplier Code.Supplier Description.Click “Save.”To take the Supplier out of service, click on Record View tab and check Out of Service checkbox.Click “Save.”*Warning: this change is GLOBAL and the Supplier would no longer be available for use by any agency.Create New StoreCreate New StoreSYSADM | AGENCYADM-INavigate to Materials | Setup | Stores.Before adding a new Store, perform a search to ensure it doesn’t already exist.610774688436Click on “New Record” icon.1033468225533 Enter the following fields:Store.Store Description.Agency.Click “Save.”To take a Store out of service, click on Record View tab and check Out of Service checkbox.Click “Save.”*Warning: this change is GLOBAL and the Store will no longer be available for use by any agency.Create New Bin for StoreCreate New Bin for StoreSYSADM | AGENCYADM-INavigate to Materials | Setup | Stores.Double-click on the store record.Click the Bins tab.At the bottom of the screen under the Bin Details section, enter the following fields:Bin Code.Bin Description.Click “Save.”Add New Part to BinAdd New Part to BinSYSADM | AGENCYADM-INavigate to Materials | Parts.Click “New Record.”Enter the following fields:Part Number.Part Description (80-character limit) Adhere to data standards; Noun, Noun Modifier… etc.).Long Description – optional (4000-character limit).UOM (Unit of Measure).Click “Save.”After the Part has been created, it must be added to a Store.Click Stores tab.Enter the following fields:Select the Store.Select the Default Bin (optional).Select the Price Type.Click “Save.”Click Stock tab.Enter the following fields:Select the Store.The Bin will auto populate to the Store’s default Bin.Qty. on Hand.Click “Save.”Click on Manufacturers tab.Enter the following fields:Manufacturer.Manufacturer Part Number.Click “Save.”Transfer Parts Between BinsTransfer Parts Between BinsSYSADM | AGENCYADM-INavigate to Materials | Parts.Double-click the record you want to edit.Click on the Stock tab.From the “Actions” drop-down, select “Transfer Part between Bins.”Specify the new bin to which the stock will be transferred.Specify the quantity to be transferred.Click “Submit” button.Now, you can delete the row with the previous Bin information once the quantity is 0.Take Part Out of ServiceTake Part Out of ServiceSYSADM | AGENCYADM-INavigate to Materials | Parts.Double-click the part you want to disassociate.Go to Stock tab.Make sure Qty. on Hand field is 0. If not, make appropriate adjustment (the system will create a Physical Count record).Make sure the row is highlighted. Click “Delete” icon.Click Stores tab.Click on, and then delete, the stores row.To take part out of service, click on Record View tab and check Out of Service checkbox. Click “Save.”*Warning: this change is GLOBAL and the supplier would no longer be available for use by any agency.Receive Parts Using Non-PO ReceiptsReceive Parts Using Non-PO ReceiptsSYSADM | AGENCYADM-INavigate to Materials | Non-PO Receipts.Click the “New Record.”On the Record View, enter the following fields:Agency.Receipt Description.Supplier.Store.Reference Number.Click on the Parts tab.On the Record View, enter the following fields:Part.Receipt Qty.Bin.PriceClick “Save.”Repeat this step for each part.On the Record View, change the status to “APPROVED.”Click “Save.”Create or Update Material ListsCreate or Update Material ListsSYSADM | AGENCYADM-INavigate to Work | WO Planning | Material Lists.Click “New Record” icon.Enter the following fields:Material List Code.Material List Description.Click on Parts tab.Enter the following fields:Part (use Lookup).Quantity.Click “Save.”Repeat this step for each item to be added to the Materials List.Parts can be added later by navigating back to the Parts tab and adding a new part as per step 5.Parts can be deleted from the list by selecting them from the list and clicking the “Delete” icon. Review Store TransactionsReview Store TransactionsSYSADM | AGENCYADM-INavigate to Materials | Setup | Stores and search for the Store whose transaction history you want to verify.Double-click the row to go to the Store’s Record View.Click on the Transactions tab.Here you can view the type of transaction, the quantity, date, price, bin, PO number, requisition number, and other transaction details.The bolded headers below are the Transaction Types and their sub-sections are the different situations where those types apply:Goods received (RECV)If it has a price = Parts received into stock from a PO.If the price is $0.00 = New stock line added on the Stock tab of a part record.Stock Take (STTK)Qty on Hand was updated via physical inventory count.Qty on Hand was updated manually on the Stock tab of a part record.Issue or Return (I)Positive number = returned from WO to Stock.Negative number = issued to WO from Stock.Correction (CORR)Price update on the Stores tab of the part record.Inventory TasksTake Physical Inventory (Cycle Counts)Take Physical Inventory (Cycle Counts)SYSADM | AGENCYADM-INavigate to Materials | Physical Inventory.First, make sure there are no “Open Counts” (these will have a Status of “Unfinished”).*Note: When an inventory count is open, all parts contained in that count are “locked out” and cannot be used in another count simultaneously.If you do encounter an open count, check with the appropriate personnel about the following issues:If the count was created and then forgotten, you should cancel the count (change Status to “Cancelled”).If the count is complete and the quantities were entered in EAM, you should close the count (change Status to “Approved”).If the count is in progress, check if the parts overlap with the count you want to perform.The Record View and Parts tab of the count record should provide info about what is included in the count.Once you are clear to proceed with the new count, click the “New Record” icon on the toolbar.Enter the following fields:Store.Physical Inventory. Description.Under the Physical Inventory Parameters section enter:From Bin.To Bin.Physical Inventory Date (Use this to count the same parts that were counted on a past date).Part (If the count only applies to a single part).*Note: Be careful not to include filters that might constrain the count. For example, Filtering by Part and From/To Bin will only show that specific Part if it’s located inside the bin range.Click “Save.”Go to the Parts tab.Export the list to Excel and perform the shelf count. When completed, return to Physical Count screen. Enter the count on the Physical Qty. column for each part in the list.Click “Save.”Return to the Record View tab.Update the Status field to “Approved” using the drop-down menu.Click “Save.”ReportsWO Summary by Agency ReportWO Summary by Agency ReportSYSADM | AGENCYADM | AGENCYADM-I | SUPERVISORNavigate to Work | Reports | WO Summary by Agency.Click the “Print Preview” button in the toolbar.1826895695325Select a Location(s) and click on “Next” at the bottom of the screen.Select a Start Date and End Date click on “Finish” at the bottom of the screen.The report will generate and open automatically in your report window.Delinquent PMs ReportDelinquent PMs ReportSYSADM | AGENCYADM | AGENCYADM-I | SUPERVISOR | MECHANICNavigate to Work | Reports | Delinquent PMs.Click the “Print Preview” button in the toolbar.1731645739140Select a Department and click on “Next” at the bottom of the screen.Select a Shop (or “Non-Shop” if applicable) and click on “Finish” at the bottom of the screen.The report will download to your web browser in a CSV file. To open the report, click on the CSV file in the bottom left-hand corner of the browser and your report will open in Excel.Scheduled PMs ReportScheduled PMs ReportSYSADM | AGENCYADM | AGENCYADM-I | SUPERVISOR | MECHANICNavigate to Work | Reports | Scheduled PMs.Click the “Print Preview” button in the toolbar.Select a Department and click on “Next” at the bottom of the screen.Select a Shop (or “Non-Shop” if applicable) and click on “Finish” at the bottom of the screen.The report will download to your web browser in a CSV file. To open the report, click on the CSV file in the bottom left-hand corner of the browser and your report will open in Excel.Mechanic Utilization ReportMechanic Utilization ReportSYSADM | AGENCYADM | AGENCYADM-I | SUPERVISOR | MECHANICNavigate to Work | Reports | Mechanic Utilization.Click the “Print Preview” button in the toolbar.Select a Department(s), Start Date, and End Date and click on “Next” at the bottom of the screen.Select a Shop (or “Non-Shop” if applicable) and click on “Finish” at the bottom of the screen.The report will download to your web browser in a CSV file. To open the report, click on the CSV file in the bottom left-hand corner of the browser and your report will open in Excel.Fuel Transactions ReportFuel Transactions ReportSYSADM | AGENCYADM | AGENCYADM-INavigate to Work | Reports | Fuel Transactions.Click the “Print Preview” button in the toolbar.Select a Department, Start Month, Start Year, End Month, and End Year and click on “Next” at the bottom of the screen.Select a Location and click on “Finish” at the bottom of the screen.The report will download to your web browser in a CSV file. To open the report, click on the CSV file in the bottom left-hand corner of the browser and your report will open in Excel.Historical Work OrderHistorical Work OrderSYSADM | AGENCYADM | AGENCYADM-I | SUPERVISORNavigate to Work | Reports | Historical Work Order.17792701457325A grid that lists Work Order costs and meter reading that is the historical data converted from the previous FLEET system.Accident Work Orders ReportAccident Work Orders ReportSYSADM | AGENCYADM | AGENCYADM-I | SUPERVISOR | MECHANICNavigate to Work | Reports | Accident Work Orders.Click the “Print Preview” button in the toolbar.Select an Agency, Start Date, End Date and At-Fault (Not At-Fault Accident Work Orders only, At-Fault Accident Work Orders only, or Both).Click the “Finish” button at the bottom of the screen.The report will download to your web browser in a CSV file. To open the report, click on the CSV file in the bottom left-hand corner of the browser and your report will open in Excel.Cost & Utilization ReportCost & Utilization ReportSYSADM | AGENCYADM | AGENCYADM-INavigate to Equipment | Reports | Cost & Utilization.Click the “Print Preview” button in the toolbar.Select a Department, Start Month, Start Year, End Month, and End Year and click on “Next” at the bottom of the screen.Select a Location and then click “Finish” at the bottom of the screen.The report will download to your web browser in a CSV file. To open the report, click on the CSV file in the bottom left-hand corner of the browser and your report will open in Excel.Cost per Vehicle per Vendor ReportCost per Vehicle per Vendor ReportSYSADM | AGENCYADM | AGENCYADM-INavigate to Equipment | Reports | Cost per Vehicle per Vendor.Click the “Print Preview” button in the toolbar.Select a Department, Start Date Month, Start Date Year, End Date Month, and End Date Year and click on “Next” at the bottom of the screen.Select a Location and then click “Finish” at the bottom of the screen.The report will download to your web browser in a CSV file. To open the report, click on the CSV file in the bottom left-hand corner of the browser and your report will open in Excel.Fleet Profile ReportFleet Profile ReportSYSADM | AGENCYADM | AGENCYADM-INavigate to Equipment | Reports | Fleet Profile Report.Click the “Print Preview” button in the toolbar.Select a Start Date Month, Start Date Year, End Date Month, and End Date Year and click on “Finish” at the bottom of the screen.The report will download to your web browser in a CSV file. To open the report, click on the CSV file in the bottom left-hand corner of the browser and your report will open in Excel.Historical Meter LogHistorical Meter LogSYSADM | AGENCYADM | AGENCYADM-I | DATA ENTRYNavigate to Equipment | Reports | Historical Meter Logs.A grid that lists Vehicle Log meter readings rolled up into one record. This data is the historical data converted from the previous FLEET system.Missing Meter Logs ReportMissing Meter Logs ReportSYSADM | AGENCYADM | AGENCYADM-I | DATA ENTRYNavigate to Equipment | Reports | Missing Meter Logs.Click the “Print Preview” button in the toolbar.Select a Department, Month, and Year and click on “Next” at the bottom of the screen.Select a Location and click on “Finish” at the bottom of the screen.The report will download to your web browser in a CSV file. To open the report, click on the CSV file in the bottom left-hand corner of the browser and your report will open in Excel.InboxesInboxes can be added to the Start Center to assist in the management of you fleet AssetsGo here to see instructions for adding an Inbox to your Start Center.Inbox IDNameDescriptionRole Available ToI0001Active Work Orders Created by MeSHOP ONLY – Open Work Orders that were created by the logged in userSUPERV | MECH | DATAENTRYI0002Active Work Orders Assigned to MeOpen Work Orders that are assigned to the logged in userSYSADM | AGENCYADM | AGENCYADM-I | SUPERV | MECHI0003Completed Work OrdersCompleted Work Orders SYSADM | AGENCYADM | AGENCYADM-I | SUPERV | MECH | DATAENTRYI0004Overdue PM Work OrdersOpen Preventive Maintenance (PM) Work Orders with a Scheduled End Date prior to the current dateSYSADM | AGENCYADM | AGENCYADM-I | SUPERVI0005Unassigned Active Work OrdersSHOP ONLY - Open Work Order not yet assigned SUPERVI0006On Hold Work OrdersSHOP ONLY - Open Work Order in an “On Hold” statusSUPERVI0007Active Work Orders I Booked Hours ToSHOP ONLY - Open Work Orders with hours booked to the logged in userMECHI0008Active PM Work OrdersOpen Preventive Maintenance (PM) Work OrdersSYSADM | AGENCYADM | AGENCYADM-I | SUPERVI0009Vehicles Waiting for Disposal Longer than 90 DaysAssets with a Pending Disposal status and a Deactivated Date prior to the current dateSYSADM | AGENCYADM | AGENCYADM-I | SUPERV | VEHDISPI0011Open Spec RequestsOpen Equipment Specification requestsSYSADMI0012Open Vehicle LogsOpen Vehicle Logs SYSADM | AGENCYADM | AGENCYADM-I | DATAENTRYI0013Overdue Vehicle LogsOpen Vehicle Logs with a Scheduled End Date prior to the current dateSYSADM | AGENCYADM | AGENCYADM-II0015Vehicles Pending DisposalAssets with a Pending Disposal statusSYSADM | AGENCYADM | AGENCYADM-I | VEHACQ | VEHDISPI0016Active Vehicles for Live AuctionAssets designated to be sold at a Live AuctionSYSADM | AGENCYADM | AGENCYADM-I | VEHDISPI0017Active Vehicles for Online AuctionAssets designated to be sold at an Online AuctionSYSADM | AGENCYADM | AGENCYADM-I | VEHDISPI0018Vehicles with MP6401 sent to DMSAssets designated for disposal with MP6401 form submitted to DMS for approval and processingSYSADM | AGENCYADM | AGENCYADM-I | VEHDISPI0020Active User SessionsUsers that are currently logged into the systemSYSADM | AGENCYADM | AGENCYADM-II0021Locked UsersUser accounts that are currently lockedSYSADM | AGENCYADM | AGENCYADM-II0022Specifications Awaiting Approval / Under ReviewEquipment Specifications submitted to DMS for review and approvalSYSADMI0023My Approved Specifications Last 10 DaysEquipment Specifications that have been approved by DMS in the last 10 daysAGENCYADM | AGENCYADM-II0024My Rejected SpecificationsEquipment Specifications rejected by DMSAGENCYADM | AGENCYADM-II0025Active Users w/o Department AssignmentUser accounts not associated to a Department SYSADM | AGENCYADM | AGENCYADM-II0026Active Departments w/o User AssignmentDepartments with no associated user accountsSYSADM | AGENCYADM | AGENCYADM-II0027Upfitting Work Orders Completed/Closed in Last 30 DaysOutfitting Work Orders that have been completed in the last 30 daysSYSADM | AGENCYADM | AGENCYADM-I | SUPERV | DATAENTRYI0028Non-PM Work Orders Open over 30 DaysNon Preventive Maintenance Work Orders that have been open for over 30 daysSYSADM | AGENCYADM | AGENCYADM-I | SUPERV | MECH | DATAENTRYI0029Vehicles Past Due to be Decommissioned (45 Days)Active Assets that are 45 days past the designated Decommission DateSYSADM | AGENCYADM | AGENCYADM-I | VEHDISP | SUPERV | MECHI0030My Specifications Pending ApprovalEquipment Specifications that logged in user submitted to DMS that are pending approvalAGENCYADM | AGENCYADM-II0031Vehicles due for ReplacementActive Assets with a REF score over the pertinent threshhold of Years or Mileage or flagged as DropdeadSYSADM | AGENCYADM | AGENCYADM-I | VEHACQ | VEHDISPI0032Orphaned PM Work OrdersPreventive Maintenance Work Orders not properly associated with a Parent WO or Maintenance PatternSYSADM | AGENCYADM | AGENCYADM-I | DATAENTRYKPIs (Key Performance Indicators)KPIs can be added to the Start Center to assist in the management of Assets. Go here to see instructions for adding a KPI to your Start Center.Average Age of Fleet KPIThe Average Age of Fleet KPI displays the average age of all Vehicles that are not marked as out of service.Double-click on the KPI to see the list of all vehicles that are included in this average age calculation.Total Monthly Costs KPIThe Total Monthly Costs (fuel and work order) KPI displays the total costs for the current month of maintaining the agency’s fleet. The fuel costs include both the Vehicle Logs and Fuel Transactions fuel costs.Average Monthly Miles KPIThe Average Monthly Miles KPI displays the average miles for the current month.Late or Missing Vehicle Logs KPIThe Late or Missing Vehicle Logs KPI displays those Assets with a missing or late Vehicle Log for the current month.% Vehicles Currently Unavailable KPIThe % Vehicles Currently Unavailable KPI displays the percentage of Assets that are currently unavailable.Vehicles Past Due for Decommission KPIThe Vehicles Past Due for Decommission KPI displays the Assets with a Replacement For is specified and the Commission Date is 40 or more days prior to the current date. ................
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