Vehicle Register

Introduction

The Vehicle Register module helps you maintain a central record of all company vehicles. This includes their specifications, maintenance schedules, service history, operational status, and links to important documents like insurance or incident reports.

Key Information and Functions

Vehicle Register Form

This is the main form where you capture essential information for each vehicle:

• Core Vehicle Details: Such as Type, Make (required), Model (required), Serial Number, Asset Number, Registration Number (required), and Fleet Number.
• Insurance Information: Track the vehicle's Insurance Company and Policy Number.
• Operational Requirements: Indicate if a specific Competency license, Personal Protective Equipment (PPE), or Pre-start/daily checks are required to operate the vehicle.
• Maintenance & Servicing Records Location: A note describing where physical or other digital service records are stored.
• Specific Requirements: A space to note any special instructions for testing, transport, cleaning, or disposal of the vehicle.
• Linked Incidents: Connect to any incident reports in the system that involve this vehicle.
• Associated Insurance Documentation: Link to relevant insurance policy documents.
• Service History: This section displays a summary of all service events logged for the vehicle.
• Decommissioning or Disposal Comments: Add notes related to the vehicle's retirement process.

Service Form

This form is used to log individual service or maintenance events performed on a vehicle:

• Accountable Person: The individual responsible for the service entry.
• Service Details:
  • Type: The kind of service performed (e.g., "Annual Maintenance", "Tyre Rotation") (required).
  • Service Date: When the service was done (required).
  • Serviced By: Who performed the service (e.g., "Internal Workshop", "External Provider") (required).
  • Next Service Date: When the next service is anticipated. The system may send a "Service Due" notification based on this date.
  • Costs: The cost of the service.
  • Details: A description of the work carried out.
• Attachments: Upload relevant documents like invoices or service reports.

Vehicle Lifecycle (Workflow)

A vehicle record typically moves through the following stages:

• Draft: The initial stage when you are creating the record.
• In Use: The vehicle is active and operational. You move a record from 'Draft' to 'In Use' by selecting 'Submit'.
• Unsafe For Use: The vehicle is identified as unsafe and should not be operated.
• Decommissioned: The vehicle is officially taken out of service, perhaps awaiting disposal. This is an archived state, meaning it's kept for records but hidden from active views. You can reactivate a decommissioned vehicle if needed.
• Disposed: The vehicle has been permanently disposed of. This is also an archived state.

The Service form has a simpler workflow:

• Draft: The initial stage when logging a service.
• Complete: The service log is finalized. You move a record from 'Draft' to 'Complete' by selecting 'Submit'.

Access and Permissions

Your ability to create, view, edit, or delete vehicle records depends on your user role (e.g., User, Power User, Admin) and system configuration. Generally, Admins have full control, while other roles have more specific permissions.

This guide explains how to add new vehicles to the register, record their service history, and manage their lifecycle.

Adding a New Vehicle Record

1. Go to the Vehicle Register module.
2. Select 'New Record'. The vehicle record will start in the 'Draft' state.
3. Hierarchy: Confirm or set the correct organizational unit (e.g., Site, Department) for the vehicle.
4. Fill in the Vehicle Details:
   • Provide essential information like Type, Make (required), Model (required), Registration Number (required), Serial Number, Asset Number, and Fleet Number.
   • Enter Insurance Company and Policy Number.
   • Specify if a Competency license, PPE, or Pre-start/daily checks are required.
   • Describe the Servicing, maintenance & repair records location.
   • Add any Specific requirements for the vehicle.
   • If relevant, link to Associated Insurance Documentation by using the 'Log Add New' or 'Select' options.
5. Attachments: Upload any initial documents, like purchase agreements or photos. Refer to the general 'Adding Attachments' help guide if needed.
6. Saving your work:
   • Select 'Save' to keep the record as a 'Draft' if you need to complete it later.
   • Select 'Submit' to finalize the initial entry and move the vehicle to the 'In Use' state.

Logging Service History

Each service or maintenance event should be logged:

1. Open the relevant Vehicle Register record.
2. If the record is not in edit mode, select 'Edit'.
3. Go to the 'Service History' section.
4. Select 'Log New' (or a similar button) to open the "Service" form.
5. Enter Service Form Details:
   • Confirm or set the Accountable Person.
   • Specify the Type of service (required).
   • Enter the Service Date (required) and who it was Serviced By (required).
   • Input the Next Service Date. A reminder may be sent based on this date.
   • Record any Costs and add Details about the service performed.
   • Use Attachments to add service invoices or reports.
6. Submit Service Record: Select 'Submit' on the "Service" form. This marks the service log as 'Complete'.
7. The service event will now appear in the 'Service History' section of the main Vehicle Register record.
8. Save the main Vehicle Register record.

Managing Vehicle Status (Workflow)

As a vehicle's condition or operational use changes, you can update its status:

• Mark as Unsafe For Use:
  1. Open the 'In Use' vehicle record and select 'Edit'.
  2. Use the designated workflow action (e.g., a button or status change option) to move it to 'Unsafe For Use'.
• Decommissioning a Vehicle:
  1. Open the 'In Use' or 'Unsafe For Use' vehicle record and select 'Edit'.
  2. Select the 'Decommission' workflow button.
  3. Add any relevant comments in the "Decommissioning or Disposal" section.
  4. Confirm. The vehicle moves to the 'Decommissioned' state (an archived state).
• Disposing of a Vehicle:
  1. Open an 'In Use' or 'Decommissioned' vehicle record and select 'Edit'.
  2. Select the 'Dispose' workflow button.
  3. Add any final comments.
  4. Confirm. The vehicle moves to the 'Disposed' state (an archived state).
• Reactivating a Vehicle:
  1. Find the 'Decommissioned' or 'Disposed' vehicle (you might need to adjust search filters to view archived records).
  2. Open the record and select 'Edit'.
  3. Select the 'Reactivate' workflow button to return it to the 'In Use' state.

Other Related Operations

• Associated Actions: You can link corrective actions or other tasks to a vehicle record. See the general 'Linking Records' help guide.
• Searching and Viewing: Use standard system features like date filters, column filters, custom column layouts, and saved views to find and manage vehicle records. Refer to general help guides on 'Searching Records', 'Customising Column Headings', and 'Saving Search Views'.
• Importing/Exporting: If you have the necessary permissions (usually Admin), you can import multiple vehicle records or export existing ones. See the general 'Importing Data' and 'Exporting Data' help guides.