Requirement (Development and Maintenance Features Covered):

  • Data Hosting 

  • Fleet Management Information

The FMS shall provide, but not limited to, the following vehicle information:

  • Registration number

  • Fleet number

  • Cost centre information

  • Service vehicle owner 

  • Vehicle owner/user contact information

  • Vehicle type/make/model 

  • Ownership info – leased, owned, hired

  • Replacement date

  • Purchase price

  • Full vehicle technical details and specification

  • Maintenance criteria including scheduling and checklist information

  • Service, MOT and repair histories (including costings)

  • Anniversary dates – MOT, RFL, LOLER, tacho

  • Current operating location

  • Driver details and histories

  • Warranty Information/Expiry Dates

  • Disposal Information (auction, sold, scrapped, returned to lease company etc)

  • Maintenance Scheduler

FMS shall provide a maintenance scheduler for: 

  • Preventative maintenance inspections (PMI)

  • Servicing – multiple per vehicle/plant

  • MOT expiry

  • LOLER certification

  • Tachograph calibration

Criteria: 

  • Scheduler shall be fail safe and will repeat the schedule if the next due date is not entered.

  • System must report overdue events

  • Maintenance Records (Fleet): Shall record and retain easy to access vehicle and plant maintenance records (including parts fitted, labour time and cost per task), to ensure historical records are retained in compliance with DVSA requirements. Ability to archive records.

  • Whole Life Costs: Shall calculate the "whole life" vehicle costs to date of fleet items - inclusive of purchase, rental, lease, asset management charges and all maintenance costs and charges and operating costs, etc., and to compare this with budgeted costs and to produce projected costs.

  • Accident Management

FMS shall capture the following data: 

  • Accident Date

  • Driver

  • Incident Details

  • Vehicle

  • Location

  • 3rd Party Information

  • Repair costs etc

  • Documents e.g., Photos/reports

  • Job Cards

Creation of maintenance job cards:

  • Unique Job ID

  • Standard and configurable template jobs

  • Individual tablets for each vehicle mechanic

  • Ability to route/plan work for mechanics onto personal tablet

  • Date/Time job Created

  • Customer Contact Details

  • Vehicle Details

  • Reg/Fleet No.

  • Description of Job

  • Ability to re-assign job cards to 3rd parties (sub-contracted work)

  • Ability to add parts and labour to open and ongoing jobs

  • Private Work - Customer Records

FMS shall have the ability to hold customer details in accordance with GDPR regulations:

  • Name

  • Address

  • Contact details (Email, Telephone/Mobile)

  • Vehicle Details (Incl manufacturer service intervals)

  • MOT Expiry Date

  • Service Date

  • Ability to send letters, SMS to customers’ advising anniversary due dates on their vehicles 

  • Standard target completion times

  • Standard servicing Items

  • Labour costs

  • Part costs 

  • % Uplift charge

  • Fixed price servicing options

  • Customer Loyalty discounts

  • Campaigns/Special Offers

  • Parts stock control

FMS must have full parts and stock control:

  • Bar coding of all parts

  • Stock control with minimum and maximum levels

  • Ability to scan parts onto job 

  • Part location

  • Full parts inventory

  • Separate list of parts by imprest stock supplier

  • Re-ordering ability depending on use through PO system

  • Purchase orders

Shall have the ability to raise purchase orders within the system for internal and external suppliers.

Criteria:

System to ideally have the ability to interface with CCC financial management system TechnologyOne

  • Workshop Planner: The FMS to provide a comprehensive workshop planner for multiple locations for Fleet Maintenance, MOTs, private customer and outsourced work covering: 

  • Appointment times

  • Actual time of arrival/collection times

  • Available slots

  • Items scheduled (See DS3) to be automatically populated in the planner

  • Workshop Invoicing: The FMS to have ability for both internal and external invoicing

  • Fuel System to be able to link with fuel card supplier

  • Recording of fuel use

  • Vehicle fuel efficiency

  • Report high fuel use in individual vehicles

  • Reporting suite

Product should be provided with a set of standard reports including but not limited to the following:

  • Workshop productivity

  • Technician individual productivity

  • Work allocation

  • Maintenance schedules

  • Financial Reporting

    • Customer

    • Income

    • Costs

    • Fleet

  • Fuel History

  • Vehicle Availability vs Downtime

  • Driver Training Renewals

  • Accident Records

  • Anniversary dates

In addition – fully functional ad-hoc user configurable reporting tool

  • Job Estimating

FMS to have a estimating module with the ability to be able to configure

  • Standard target completion times

  • Standard servicing Items

  • Labour costs

  • Part costs 

  • % uplift charge

  • Fixed price servicing options

  • Customer Loyalty discounts

  • Campaigns/Special Offers

Solution

Scope of work:

To develop a system to manage and maintain vehicle compliance within the rules of the Driver and Vehicle Standards Agency Operator’s Licence Regulations. 

Technology Used:

                      Descriptions

                    Technologies

Fleet Management System development

PHP Laravel, MySQL

Development

Frontend - HTML5, JQuery

Backend - PHP Laravel

Database - MySQL

Hosting

SiteGround UK

Implementation Set Up

The Codes will be pushed in Gitlab

Dev Environment will be created

Admin panel creation for Administrator, & Technician

Database creation to store the invoices, POs etc.

Dev environment for UAT will be shared for the deliverables and User acceptance testing

The system will be made live and handed over once completed.

Approach to Training

A Training document with a Video will be provided

Workshop will be conducted to explain how the system works

Technology:

HTML5, CSS3, jQuery, Laravel and MySql