> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Fleet Management Admin Guide

> Feature ID: FM-13 Module: FM (Facilities Management)

**Feature ID:** FM-13\
**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

1. Go to **Settings** → **Facilities Management** → **Fleet Settings**
2. 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")

**Registration Alert Days**

* Number of days before registration expiration to send alerts
* Default: 90, 60, 30 days
* Format: Comma-separated list (e.g., "90,60,30")

**Default Mileage Rate**

* Default reimbursement rate for business trips
* Default: 0.655 (IRS standard rate)
* Format: Decimal (e.g., 0.655)

**Prevent Expired License Assignment**

* If enabled, prevents assigning vehicles to drivers with expired licenses
* Default: true
* Options: true/false

### Updating Settings

1. Navigate to Fleet Settings
2. Update desired settings
3. Click **Save**
4. Changes take effect immediately

***

## Maintenance Schedule Setup

### Creating Maintenance Schedules

#### Step 1: Navigate to Maintenance Schedules

1. Go to **Fleet** → **Maintenance** → **Schedules**
2. 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-Based Triggers:**

* **Mileage Interval** - Miles between maintenance (e.g., 5000)
* **Next Due Odometer** - Odometer reading when maintenance is due

**Time-Based Triggers:**

* **Time Interval Days** - Days between maintenance (e.g., 180 for 6 months)
* **Next Due Date** - Date when maintenance is due

**Both Triggers:**

* 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

1. Enable **Auto Create Work Order** in the maintenance schedule
2. Set **Work Order Category** (default: "fleet\_maintenance")
3. 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

**Fuel Efficiency Report**

* MPG trends by vehicle
* Comparison across vehicles
* Fuel cost analysis

**Trip Summary Report**

* Trip activity by vehicle/driver
* Cost analysis by trip type
* Mileage trends

**Maintenance Schedule Report**

* Upcoming maintenance items
* Maintenance history
* Cost analysis

### Report Configuration

1. Navigate to desired report
2. Select date range
3. Apply filters (vehicle, driver, site)
4. Generate report
5. 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

1. **Set Realistic Intervals** - Base intervals on manufacturer recommendations
2. **Use Both Triggers** - For critical maintenance, use both mileage and time
3. **Regular Review** - Review and update schedules based on actual usage
4. **Work Order Integration** - Enable auto-creation for seamless workflow

### Driver Management

1. **Keep Licenses Current** - Update expiration dates promptly
2. **Enable Alerts** - Configure alerts to prevent expired license assignments
3. **CDL Tracking** - Maintain accurate CDL information for commercial vehicles

### Cost Management

1. **Regular Analytics Review** - Monitor fleet costs monthly
2. **Identify Trends** - Use reports to identify cost-saving opportunities
3. **Fuel Efficiency** - Track MPG trends to identify maintenance needs

### Data Quality

1. **Accurate Odometer Readings** - Ensure mileage logs are accurate
2. **Complete Trip Data** - Require all trip fields for accurate cost tracking
3. **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](./fleet-management-user-guide.md) - End-user documentation for fleet operations
* [FM-13 Fleet Management Specification](../../specs/fm/specs/FM-13-fleet-management.md) - Full technical specification
* [FM Integration Contracts](../architecture/integrations/FM_INTEGRATION_CONTRACTS.md) - Event and API contracts for FM module integrations