Feature ID: FM-13Documentation Index
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Module: FM (Facilities Management) This guide provides instructions for administrators configuring and managing the Fleet Management module.
Overview
Fleet Management administration includes:- Module settings configuration
- Maintenance schedule setup
- FM-01 work order integration
- Driver license management
- Reporting and analytics configuration
Module Settings
Accessing Fleet Settings
- Go to Settings → Facilities Management → Fleet Settings
- Configure the following options:
Available Settings
License Alert Days- Number of days before license expiration to send alerts
- Default: 90, 60, 30 days
- Format: Comma-separated list (e.g., “90,60,30”)
- Number of days before registration expiration to send alerts
- Default: 90, 60, 30 days
- Format: Comma-separated list (e.g., “90,60,30”)
- Default reimbursement rate for business trips
- Default: 0.655 (IRS standard rate)
- Format: Decimal (e.g., 0.655)
- If enabled, prevents assigning vehicles to drivers with expired licenses
- Default: true
- Options: true/false
Updating Settings
- Navigate to Fleet Settings
- Update desired settings
- Click Save
- Changes take effect immediately
Maintenance Schedule Setup
Creating Maintenance Schedules
Step 1: Navigate to Maintenance Schedules
- Go to Fleet → Maintenance → Schedules
- Click Add Schedule
Step 2: Configure Schedule
Required Fields:- Vehicle - Select the vehicle
- Name - Maintenance type (e.g., “Oil Change”, “Tire Rotation”)
- Description - Detailed description
- Trigger Type - Mileage, Time, or Both
- Mileage Interval - Miles between maintenance (e.g., 5000)
- Next Due Odometer - Odometer reading when maintenance is due
- Time Interval Days - Days between maintenance (e.g., 180 for 6 months)
- Next Due Date - Date when maintenance is due
- Configure both mileage and time intervals
- Maintenance triggers when either threshold is met
Step 3: Work Order Integration
- Auto Create Work Order - Automatically create FM-01 work order when maintenance is due
- Work Order Category - Category for generated work orders (default: “fleet_maintenance”)
- Work Order Priority - Priority level (default: “medium”)
Step 4: Save Schedule
Click Save to create the maintenance schedule. The system will monitor the vehicle and trigger maintenance when thresholds are met.FM-01 Work Order Integration
Automatic Work Order Generation
When a maintenance schedule triggers (mileage or time threshold met), the system can automatically create a work order in FM-01.Configuration
- Enable Auto Create Work Order in the maintenance schedule
- Set Work Order Category (default: “fleet_maintenance”)
- Set Work Order Priority (default: “medium”)
Work Order Details
Generated work orders include:- Vehicle Information - Make, model, VIN
- Maintenance Type - Name from schedule
- Description - Description from schedule
- Due Date - Based on trigger date
- Priority - From schedule configuration
Work Order Completion
When a work order is completed in FM-01:- Maintenance schedule is updated with completion date
- Next due date/odometer is calculated
- Maintenance history is recorded
Driver License Management
License Expiration Alerts
The system automatically monitors driver license expiration dates and sends alerts based on configured settings.Alert Configuration
- License Alert Days - Set in Fleet Settings (default: 90, 60, 30 days)
- Alerts are sent at each configured interval before expiration
License Validation
Prevent Expired License Assignment- If enabled, prevents assigning vehicles to drivers with expired licenses
- Shows warning if license expires within alert period
- Blocks assignment if license is expired
License Information Fields
- License Number - Driver’s license number
- License State - State of issuance
- License Class - License class (e.g., Class C, Class B)
- License Expiration - Expiration date
- CDL Information - Commercial Driver’s License details (if applicable)
- Has CDL - Yes/No
- CDL Class - CDL class
- CDL Endorsements - Array of endorsements
- CDL Expiration - CDL expiration date
Reporting and Analytics
Fleet Analytics Dashboard
Access the analytics dashboard at Fleet → Analytics.Available Metrics
- Total Fleet Cost - Combined costs (fuel, maintenance, trips)
- Average MPG - Average fuel efficiency across fleet
- Total Miles Driven - Total mileage
- Cost per Mile - Average cost per mile
- Maintenance Alerts - Count of due/overdue maintenance
Reports
Fleet Cost Report- Detailed cost breakdown by vehicle
- Time period filtering
- Export to CSV/PDF
- MPG trends by vehicle
- Comparison across vehicles
- Fuel cost analysis
- Trip activity by vehicle/driver
- Cost analysis by trip type
- Mileage trends
- Upcoming maintenance items
- Maintenance history
- Cost analysis
Report Configuration
- Navigate to desired report
- Select date range
- Apply filters (vehicle, driver, site)
- Generate report
- Export if needed
Vehicle Status Management
Status Options
- Active - Vehicle is in service
- Maintenance - Vehicle is in maintenance
- Retired - Vehicle is retired from service
- Disposed - Vehicle has been disposed
Status Transitions
- Update status from vehicle detail page
- Status changes are logged in audit trail
- Maintenance schedules can be paused for non-active vehicles
Best Practices
Maintenance Scheduling
- Set Realistic Intervals - Base intervals on manufacturer recommendations
- Use Both Triggers - For critical maintenance, use both mileage and time
- Regular Review - Review and update schedules based on actual usage
- Work Order Integration - Enable auto-creation for seamless workflow
Driver Management
- Keep Licenses Current - Update expiration dates promptly
- Enable Alerts - Configure alerts to prevent expired license assignments
- CDL Tracking - Maintain accurate CDL information for commercial vehicles
Cost Management
- Regular Analytics Review - Monitor fleet costs monthly
- Identify Trends - Use reports to identify cost-saving opportunities
- Fuel Efficiency - Track MPG trends to identify maintenance needs
Data Quality
- Accurate Odometer Readings - Ensure mileage logs are accurate
- Complete Trip Data - Require all trip fields for accurate cost tracking
- Timely Updates - Encourage drivers to log trips and fuel promptly
Troubleshooting
Maintenance Not Triggering
- Verify schedule is active
- Check trigger thresholds (mileage/time)
- Ensure vehicle odometer is being updated
- Review maintenance schedule configuration
Work Orders Not Generated
- Verify “Auto Create Work Order” is enabled
- Check FM-01 integration is configured
- Review work order category/priority settings
License Alerts Not Sending
- Verify license expiration dates are set
- Check alert day configuration in settings
- Ensure notification system is configured
MPG Not Calculating
- Verify previous odometer reading exists
- Check fuel log has odometer reading
- Ensure gallons > 0
- Review trigger function logs
Integration Points
FM-01 Work Orders
- Automatic work order generation from maintenance schedules
- Work order completion updates maintenance history
- Vehicle information included in work orders
FM-05 Assets
- Vehicles can be linked to assets (optional)
- Asset information available in vehicle detail
- Asset maintenance history integrated
PF-02 Sites
- Vehicles can be assigned to sites
- Site-based filtering in reports
- Site context in vehicle records
Support
For technical issues or advanced configuration:- Review system documentation
- Contact platform support
- Check integration logs for errors
Related Documentation
- Fleet Management User Guide - End-user documentation for fleet operations
- FM-13 Fleet Management Specification - Full technical specification
- FM Integration Contracts - Event and API contracts for FM module integrations