Dossier Data Collection and Planning...
Transcript of Dossier Data Collection and Planning...
Fleet Maintenance Software
DossierData Collection
and Planning FormsVersion 6.3
By
ARSENAULTAssociates
6 Terri Lane, Suite 700Burlington, NJ 08016
(609) 747-8800Fax (609) 747-8801
Copyright 1986-2013 © Arsenault Associates - All Rights Reserved
Microsoft, Windows, and Excel are registered trademarks of Microsoft Corporation in theUnited States and/or other countries.
Intel and Pentium are trademarks of Intel Corporation in the U.S. and other countries.
Avery is a trademark of Avery Dennison Corporation.
Networkfleet is a registered trademark of Networkfleet, Inc.
NAPA is a trademark of the National Automotive Parts Association.
The GMC trademark and design are registered trademarks of GMC.
All other registered and unregistered trademarks are the property of their respectiveowners.
Customer Name:
Customer Data Collection Form
Street 1:
Street 2:
City:
Phone:
Email:
Site:
State:
Fax:
Zip:
All Sites
Billing Information
Hourly Labor Rate: .Parts Pricing Method:
Parts Markup/Discount:
Payment Term:
%
Contact Name:
Priority: ASAP
High
Medium
ACTIVE Diagnostic Trouble Codes
PENDING Diagnostic Trouble Codes
Dossier On-Board Planning Form
Alert Options
SERVICE Reminders
Alert Defaults
VMRS System:
Low
Info Only
Start codes at:
External Work Management and NAPA Integration Planning Form
External Work Authorizations
Reject invoices with a total cost exceeding the authorized amount by at least
External Repair Order Import
Automatically generate authorization codes
Code prefix:
Hide cost types (part/labor)
Default Costs Type: Part
Labor
%
Vendor:
NAPA Integration Options
Repair Reason:
Group:
Fuel Analysis Group Planning Form
Name:
Description:
Assigned Units:
Fuel Inventory Data Collection Form
Fuel Item:
Description:
Fluid Type:
Manufacturer:
Units of Issue:
Avg. Cost:
Last Price Paid:
Current Price:
Preferred Cost:
Primary Vendor:
Max Stock Level:
List Price:
VMRS Code:
On Hand:
List Minus:
Reorder Level:
Stock
Location:
Site: Short Location:
Vendors
Fuel Item: Description:
Qty
Cross-Referenced Fuel Items
Site:
Building: Room: Aisle: Row: Shelf: Biin:
Part Number: Description:
QtySite:
Building: Room: Aisle: Row: Shelf: Biin:
Part Number: Description:
QtySite:
Building: Room: Aisle: Row: Shelf: Biin:
VendorLast Price Paid
Yes
PrimaryVendor Part Alias
Yes
Yes
Fuel Type
Pre-Loaded Fuel Types and Associated Fuel Inventory Items Planning Form
StockedDefault
(Yes or No) Non-StockedDefault
(Yes or No)
Beginning month:
General Settings Planning Form
Reporting Period Options
Your Company Name and Address
Standard Calendar Year
Fiscal Year:
Custom:
From: To:
Name:
Address:
Phone:
Database Name
Name:
Display date format tooltip when entering dates
1
Group Account Planning Form
Group Name: ______________________________________
Access all sites:
Description: _____________________________________________________________________
User Members: _______________________________ _______________________________
_______________________________ _______________________________
_______________________________ _______________________________
_______________________________ _______________________________
Object Permissions Tab Read Update Create Delete
Adjust Parts
Authorizations (optional External Work Management feature)
Batches (optional Fuel or External Work Management features)
Broadcast Work Pending
Budget
Code Tables
Cost Codes
Customer (optional Customer Management feature)
Fuel Analysis Groups
Fuel and Fluid Part Receipts
Fuel and Fluid Purchase Orders
Fuel Import Definitions (optional data import function)
Group Accounts
Life Cycle Groups
Locks
Mechanic Hours (data entry screen)
Meters & Fuel (data entry screen)
Part (part information data entry screen)
Pending Part
Pending Unit Charge
Periods
Personnel (mechanic/driver data entry screen)
Pocket Dossier Devices (optional feature)
Purchase Order (parts PO data entry)
Quote (optional Customer Management feature)
Receive Parts
2
Group Account Planning Form
Object Permissions Tab (cont.) Read Update Create Delete
Reorder Parts
Repair Order
Repair Order Templates
Return Parts
Setup Options
Sites
Source Configuration
States
Tire (optional Tire Inventory feature)
Transfer Parts
Trip (optional Trip Reporting feature)
Unit
Unit Sets
User Accounts
Vendor (initial vendor data entry screen)
VMRS Codes
Warranties
Work Pending (data entry screen)
X-Factor Costs (data posting screen)
General Permission Tab Allow – Enter Yes or No
Approve Quotes
Audit Configuration
Author Reports
Auto Post
Close R/Os
Data Export Folder Management
Data Export Management
Data Exports
Dossier Lite - Create Meter Reading
Dossier Lite - Create Work Pending
Dossier On-Board Configuration
Edit Authorization Status
Edit Closed R/Os
3
Group Account Planning Form
General Permission Tab (cont.) Allow – Enter Yes or No
Edit External R/O Vendor Payment Info
Edit Protected Items
Edit Tire History
Event Log Reporting
External R/O Import
Fuel Dashboard
Fuel Import
Instant Recall – Change Count
Instant Recall – Disable Auto-Open
License Key Update
Local User Interface Logon
Memorize Reports
Object History Reporting
Override Prohibit Overlapping Mechanic Assignments
Override Restricted Mechanic Labor Entry
Part Receipts – Approve
Part Receipts – OK to Pay
Pending Unit Charges - Apply Charges
PM Compliance Dashboard
Purge
Report Control Panel
Report Folder Management
Report Management
Schedule Reports
Scheduler & Conduit Configuration
Toolbar Management
Undelete
Unit - Update Status
4
Group Account Planning Form
Report Folders Tab Execute (Yes/No) Create (Yes/No)
Budget Folder
Configuration Folder
Customer Folder
Fuel Folder
Inventory Folder
Miscellaneous Folder
Obsolete Reports Folder NA
Part Folder
Personnel Folder
Tire Folder
Trip Folder
Unit Folder
Vendor Folder
Server:
Instant Recall and Mail Server Planning Form
Instant Recall
User ID:
Show Instant Recall on repair orders
Show Instant Recall on quotes
Show Instant Recall on external work authorizations
Show prior repair orders Allow users to modify this value
Allow users to disable Instant Recall auto-open feature
Animate Instant Recall sidebar open/close
Mail Server
Password:
Reply To Address:
Show Instant Recall on units
Label printer:
Labels Planning Form
External Work Authorizations
Part Receipts
Generate
Labels will be printed: Batched at end
AAA
BBB
CCC
Prompt before printing
Print purchase price on labels
Label key:
Label configuration: 1-up labels
2-up labels
core part labels for core-enabled parts
Generate core part labels for tire parts
Meter and Fuel Planning Form
Meter and Fuel Options
Automatic Fuel Dashboard Refresh
Warn on duplicate fuel ticket entry
Perform miles per gallon calculation when entering fuel tickets
Refresh Interval:
Fuel Parts Pricing Method:
hrs
Documents Directory:
Miscellaneous Settings Planning Form
Documents Setup Options
Warn
Expiration Date Options
days prior to expiration dates
Warn days prior to expiration dates for personnel licenses, certification, and physicals
Locate boxes:
Maximum Entries in Locate Boxes and Search Result Lists
Search result lists:
Personnel Options
Advanced driver assignment data entry
Preventive Maintenance Options
Require meter readings on PMs
VMRS Coding Options
Hide AssemblyPart Entry:Hide AssemblyLabor Entry:
Hide Component
Allow invalid readings on PMs
Data Exports Options
Re-export updated items
Work Pendings Options
ASAPDefault Priority:
HighDefault VMRS System:
Medium
Low
Info Only
Vendor Options
Vendor Name
Vendor and Site
Hide Component
Optional Features and Auditing Planning Form
Data retention period:
Auditing Options
Optional Features Options
Pending unit charges
Pending X-factors
Pending parts
Fuel and fluid purchasing
Default repair reason:
Default repair class:
For pending unit charges:
Max. disk space usage:
When the maximum disk space is reached, remove this amount of auditing data:
Warn when the disk space is below: GB
%
Part Data Collection Form (part 1 of 2)
Part Number:
Description:
Fluid Type:
Manufacturer:
Units of Issue:
Max Stock Level:
Average Cost:
Last Price Paid:
Current Price Pd:
Primary Vendor:
List Price:
Stock
List Minus:
VMRS Code:
User Code:
Reorder Level:
Preferred Cost:
Wear/Routine
Print Labels
Cross Reference
Core Enabled
Core Part
Tire
Location:
Site: Short Location:
Building: Room: Aisle:
Row: Shelf: Bin:
Vendors
VendorLast Price Paid
Yes
PrimaryVendor Part Alias
Yes
Yes
Yes
Yes
Yes
Yes
Yes
On Hand:
Part Data Collection Form (part 2 of 2)
Part Number: Description:
Qty
Cross-Referenced Parts
Site:
Building: Room: Aisle: Row: Shelf: Bin:
DocumentsPathFile Name Description
Part Number: Description:
QtySite:
Building: Room: Aisle: Row: Shelf: Bin:
Part Number: Description:
QtySite:
Building: Room: Aisle: Row: Shelf: Bin:
Part Number: Description:
QtySite:
Building: Room: Aisle: Row: Shelf: Bin:
Warranty Information
Time Term or Distance/Meter Term:
Part Number: Description:
QtySite:
Building: Room: Aisle: Row: Shelf: Bin:
Markup:
Parts Planning Form
Current Price
List Minus and Preferred Price
Part Receipts Options
Default price per to last price paid
Average Cost
Last Price Paid
%
List Minus Modifier:
Do Not Recalculate
Recalculate
%
Preferred Modifier: %
Suppress part inventory below zero warning
Display user code
Display User Code column for part receipt items
Use approval process
Enable part aliases Include part aliases in lists
Part number and site
Part number site, and primary vendor
Parts must be unique based on:
Personnel Data Collection Form
Emp Number:
Emp Name:
Address: Site:
Phone:
All sites
SSN:
Active
Certifications
Emergency Contact Information:
Name:
Relation:
Phone:
State NumberType Issue Date Expiration Date
Driver Information (enter either Driver or Mechanic information, but not both)
License Number:
License State:
License Exp.: Next Physical Date:
CDL Group:
Last Physical Date:
Mechanic Information (enter either Driver or Mechanic information, but not both)
Straight Time Rate:
Overtime Rate 1:
Overtime Rate 2: Shop Rate 3:
Shop Rate 1:
Shop Rate 2:
Shift:
DocumentsPathFile Name Description
Days Interval:
PM Service Planning Form
PM Service Name:
Interval Name:
Days Threshold:
Unit of Measure: Interval: Threshold:
Days Interval:
Interval Name:
Days Threshold:
Unit of Measure: Interval: Threshold:
Days Interval:
Interval Name:
Days Threshold:
Unit of Measure: Interval: Threshold:
Days Interval:
Interval Name:
Days Threshold:
Unit of Measure: Interval: Threshold:
Days Interval:
Interval Name:
Days Threshold:
Unit of Measure: Interval: Threshold:
Quotes and Purchase Orders Planning Form
Purchase Order Options
Quote Options
Purchase order numbers are unique
Use alternate vendor name, if available, on printed purchase orders
Display user code column for purchase orders (requires setup of GL Code validation)
Default quoted price to last price paid
Start PO numbers at:
Automatically generate purchase order numbers
PO prefix:
Quote numbers are required
Quote numbers are unique
Start Quote numbers at:
Automatically generate quote numbers
Quote number prefix:
Registered PDA Device
Registered Pocket Dossier Devices Planning Form
Hardware Identifier Registered PDA Device Hardware Identifier
RO Reason:
None
Units
Parts
Open Repair Order System
Automatically generate repair order numbers:
Repair Orders Planning Form (1 of 2)
Prior Repair History
Repair order numbers are required
Repair order numbers are unique
Automatically create labor details over multiple days
Check during data entry
Include due and overdue PMs in mechanic instructions
Include open work pending in mechanic instructions
Time in/out are required: Hide labor time in/out
Restrict mechanic labor entry (Check in/out; self-assignment only)
Prohibit overlapping assignments
Prohibit Save as Closed RO without time-out values
Mechanic Labor
RO Class:
Warranty Checking
Start repair order numbers at:
Repair order number prefix:
Show Instant Recall on repair orders
Show Instant Recall on quotes
Show Instant Recall on external work authorizations
Show prior repair orders Allow users to modify this value
Allow users to disable Instant Recall auto-open feature
Animate Instant Recall sidebar open/close
Warranty type:
Defaults
Open RO Stage:
Closed RO Stage:
Both
Repair Orders Planning Form (2 of 2)
Post costs to date (out) period
Post costs to date (in) period
Post costs to current period
Posting Costs
Ask For Period If Dates Are Not In Current Period
RO Reason:
None
Units
Parts
Open Repair Order System
Automatically generate repair order numbers:
Repair Orders Planning Form
Repair order numbers are required
Repair order numbers are unique
Automatically create labor details over multiple days
Check during data entry
Include due and overdue PMs in mechanic instructions
Include open work pending in mechanic instructions
Time in/out are required: Hide labor time in/out
Restrict mechanic labor entry (Check in/out; self-assignment only)
Prohibit overlapping assignments
Prohibit Save as Closed RO without time-out values
Mechanic Labor
RO Class:
Warranty Checking
Start repair order numbers at:
Repair order number prefix:
Warranty type:
Defaults
Open RO Stage:
Closed RO Stage:
Both
Post costs to date (out) period
Post costs to date (in) period
Post costs to current period
Posting Costs
Ask For Period If Dates Are Not In Current Period
Hide labor line tax Hide part line tax
Taxes
Automatic
Prompt
Unit Status
Labor quantity display: Fractional time (e.g., 5.1) Time elapsed (HH:MM)
15 min.
10 min.
Labor quantity interval:
6 min.
5 min.
1 min.
36 sec.
Use repair order site address
Use company address
Reports and Repair Order Prints Planning Form
Report Options
Repair Order Address
Report server for standard reports:
Use purchase order site address
Use company address
Purchase Order Address
Report server for user-defined and scheduled reports:
Include fuel parts on Parts reports
Disregard user's filter by site option AND site permissions for reporting purpose
Include cover page: Search and Select
Always
Never
Repair Order Heading
Repair Order Unit Specifications
(1)
(3)
(5)
Report Options
Report server for standard reports:
(2)
(4)
(6)
Site Planning Form (part 1 of 2)
Name:
Description:
Address:
Contact:Use Site Setup Options
Time Zone:
Observes Daylight Savings Time
Units Information
Parts Pricing Method:
Parts Tax Rate: Tax Exempt on Parts
Labor Cost Method:
Labor Tax Rate: Tax Exempt on Labor
Parts Information
Current Price: Average Cost
Last Price Paid
Markup: %
List Minus Preferred Price:
Do Not Recalculate
Recalculate: List Minus Modifier: %
Preferred Modifier: %
Suppress Part Inventory Below Zero Warning
Repair Orders Options
Restrict Mechanic Labor Entry
Prohibit Overlapping Assignments
Prohibit Save as Closed RO without Time-Out values
Meter and Fuel Options
Fuel Parts Pricing Method:
Hide labor line tax Hide part line tax
Taxes
External Identifier:
Site Planning Form (part 2 of 2)
Hours Information
Start Time End Time
Sunday
Monday
Tuesday
Wednesday
Thursday
Friday
Saturday
Report Options
Report Server:
Tire Options
Automatically Generate Tire Numbers: Starting at:
Prefix:
Length:
NAPA Options
Vendor:
Repair Reason:
Server:
User ID:
Mail Server
Password:
Reply To Address:
Tire Data Collection Form
Tire Number:
Orig. Mfgr.:
Site:
Tire Size:
Position:
Desired Press.:
Tread Warning:
Condition:
Initial # Recaps:
Date Acquired:
Tire Storage Area
Purchase Price:
On Unit
At Vendor
Missing
Disposed
Initial ReadingDate: Reading:
Reason:
Location:
Tread Depth: Description:
Date: Reading:Pressure: Description:
Tire Type:
DOT/Batch Number:
3rd Retread Design:
3rd Retread Make:
Specifications
Org. Tread Design:
1st Retread Design:
1st Retread Make:
2nd Retread Design:
2nd Retread Make:
Tire Construction:
Load Rating:
Recaps Allowed:
Additional Specifications:
Specification Value
Start tire numbers at:
Tire Options Planning Form
Report tires with
Defaults
Automatically generate tire numbers:
Tire number prefix:
Tread depth reading required at check-in/check-out (required for Total 32nds Used calculation)
%
Pressure:
Maximums
Tread depth:
Tire number length:
Condition:
readings with or more under desired pressure
Tread warning:
Disposal Reason:
Unit Data Collection Form (part 1 of 5)
Unit Information
Unit Number:
Category:
Mfg. Year:
Condition:
Date in Service:
License Plate:
Fuel Type:
Serial Number:
Site:
Region:
Location:
Vehicle Make:
Vehicle Model:
Engine Make:
Tire Size:
Tire Size Rear:
Wheel Type:
Status:
GPS:
Engine Model:
Trans. Make:
All Sites
Trans. Model:
Specifications
Area:
Division:
Line of Bus.:
Cost Center:
Department:
Body Type:
Reg. Weight:
Normal Use:
Additional Specifications:
Specification Value
Unit Data Collection Form (part 2 of 5)
Primary
Meter Information
Measurement:
Start Reading:
Reading Date:
Meter 1:
Import Offsets: DOB: Fuel:RO:
Pre-Dossier Miles:
Max Mile Monthly:
PrimaryMeasurement:
Start Reading:
Reading Date:
Meter 2:
Import Offsets: DOB: Fuel:RO:
Pre-Dossier Miles:
Max Mile Monthly:
PrimaryMeasurement:
Start Reading:
Reading Date:
Meter 3:
Import Offsets: DOB: Fuel:RO:
Pre-Dossier Miles:
Max Mile Monthly:
Fuel Information
Tank Size: IFTA IRP
Fuel Source: Card Number:
Serial Numbers
Unit SN:
Component SN
Additional Component Serial Numbers:
Unit Data Collection Form (part 3 of 5)
Preventive Maintenance
PM Name Unit of Meas.PM Interval/Threshold
Last Performed (Date/Miles)
Licences and Permits
State NumberType Issue Date Expiration Date
Unit Data Collection Form (part 4 of 5)
Automatic Cost Postings:
DescriptionVMRS System Start Date End Date
Cost Information
Customer:
Pre-Auth. Amnt:
Tax Exempt on Parts
Tax Exempt on Labor
Periods Cost
Automatic Depreciation Posting:
Start Date:
Book Value:
Useful Life:
Salvage Value:
Warranty Information
VendorWarranty Name Start DateStart Meter Reading Term
Unit Data Collection Form (part 5 of 5)
Date OnTire Number Position Condition
Tire Information
Last Tread Depth
Last Pressure
Documents
PathFile Name Description
Unit Options Planning Form
Parts Pricing Method: Average
Last Price Paid
Current (the default)
List
Labor Cost Method: Straight Time (the default)
Overtime 1 (2nd shift rate)
Overtime 3 (3rd shift rate)
Shop Rate 1. 2, or 3
Parts Tax Rate: %
Tax exempt on parts
Labor Tax Rate:
Tax exempt on labor
%
List Minus
Preferred
Taxes
Unit number length:
Preserve unit number
Unit Number
Require description
Status
Unit Set:
Unit Sets Planning Form
Name:
Description:
Assigned Units:
User Name
User Accounts Planning Form
User Login ID Password Sites AccessAccess
to All Sites?
(Pre-loaded Dossier user) D32ADMIN D32ADMIN Read/Write all sites Yes
Group Account Assigned To
Administrator Full User
User AccountType
Specifications to Be Enforced
Validation Planning Form
Specifications to Be Protected
Vendor Data Collection Form
Vendor Name:
Alternate Name:
Address:
Weekend Hours:
Email:
Website:
Contact:
Phone Numbers:
Available to all sites
Weekday Hours:
Billing Method:
Supply Parts
Service Vendor
Active
Site:
Services Rendered:
Fuel Vendor
Road Calls
Machine Shop
Tires
Other
RO Vendor
Weekend Hours:
Email:
Website:
Contact:
Weekday Hours:
Billing Method:
Supply Parts
Service Vendor
Site:
Services Rendered:
Fuel Vendor
Road Calls
Machine Shop
Tires
Other
RO Vendor
Vendor Number:
Vendor Name:
Alternate Name:
Address:
Phone Numbers:
Available to all sites Active
Vendor Number:
Name:
Warranty Template Planning Form
Description:
Term:
System Codes (components) Covered:
Days/Months/Years
Miles/Hours/Kilometers