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FLEET User Manual May 2013

FLEET User Manual May 2013. Table of Contents. FLEET Account Set Up Creating an Account Edit User Profile Forgot Password? Entering Equipment Logs Definitions Through Bulk Logs/PM/Maintenance Through Manage/View Equipment Entering Preventive Maintenance & Maintenance Work Orders

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FLEET User Manual May 2013

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  1. FLEET User ManualMay 2013

  2. Table of Contents • FLEET Account Set Up • Creating an Account • Edit User Profile • Forgot Password? • Entering Equipment Logs • Definitions • Through Bulk Logs/PM/Maintenance • Through Manage/View Equipment • Entering Preventive Maintenance & Maintenance Work Orders • Through Bulk Logs/PM/Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) • Statutes, Rules and Regulations • FLEET Contact Information

  3. To set up a new account, go to: http://fleet.dms.myflorida.com/ Creating an Account Edit User Profile Forgot Password? Click Setup a New Account. Return to Table of Contents

  4. Make sure to follow the password rules. Creating an Account Edit User Profile Forgot Password? Use your work email address and make sure it is correct. Keep a record of your login and password. Click Signup. Return to Table of Contents

  5. Once you click Signup, you will see this message. Creating an Account Edit User Profile Forgot Password? Go to your email account and open the email from FleetHelpDesk. Click on the link. If the link is not underlined in blue, copy and paste it into your internet browser. Return to Table of Contents

  6. This is an example of copying and pasting into your internet browser. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

  7. When you click on the link or paste it into your internet browser, it will activate your account. Login with the user name and password you created. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

  8. Creating an Account Edit User Profile Forgot Password? Click “Always trust this site”. Return to Table of Contents

  9. Select your agency from the drop down box and click Send Request. Creating an Account Edit User Profile Forgot Password? Once you Send Request, please notify your agency Fleet Administrator so that your user role can be assigned. You will not be able to see any equipment until this is done. Return to Table of Contents

  10. Your screen will be blank until your agency administrator assigns your user role. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

  11. After your agency assigns your role, your account set up is complete. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

  12. Click on your email address at the top of the screen. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

  13. Creating an Account Edit User Profile Forgot Password? To change your agency, select the correct one from the drop down box and click Update My Agency. Unless you are a shop agency, your Default Shop should be set to Default. If you are a shop agency, please select your correct shop. To change your email, name, phone number and/or password, click Edit My Profile/Password. Return to Table of Contents

  14. Edit My Profile/Password Screen Creating an Account Edit User Profile Forgot Password? Here you can change your email, name and phone number. Once updated, click Update. To change your password, enter the information requested and click Update Password. Return to Table of Contents

  15. Go to the FLEET Website. http://fleet.dms.myflorida.com/ Creating an Account Edit User Profile Forgot Password? Click Login. Return to Table of Contents

  16. Creating an Account Edit User Profile Forgot Password? Click I forgot my password. Return to Table of Contents

  17. Enter your email address and click Send. Creating an Account Edit User Profile Forgot Password? A temporary password will be sent to your email. Return to Table of Contents

  18. Once you get your new password, go to the FLEET Website. http://fleet.dms.myflorida.com/ Creating an Account Edit User Profile Forgot Password? Type in your username and the temporary password exactly as shown. Passwords are case sensitive. **If you choose to copy/paste the password, make sure you do not pick up an extra space or the password will not work.** Return to Table of Contents

  19. Once you are logged in, click on your email at the top of the screen. Creating an Account Edit User Profile Forgot Password? Then, click on Edit My Profile/Password. Type in your temporary password and then type and confirm a new password. Return to Table of Contents

  20. PREVIOUS METER: Display only. Can be edited if role assigned allows change/update. • Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment ODOMETER/METER: End odometer reading for the specified start/end date. START/END DATE: When entering through Bulk Logs, you will be entering data for the most recent previous month. For example, if today’s date is in May, you can only enter for April. This field is automatically populated as the start and end dates for the next log needed, when entering through Manage/View equipment and can be changed if needed. Return to Table of Contents

  21. COMMUTE MILES: Only required if the equipment has an ‘Assigned Use Code’ of C2 (Law Enforcement) or C3 (Emergency Service). If no commute miles required, leave field blank or enter zero (0). • Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment CONDITION: Condition of the vehicle for the time period being entered. DRIVERS: Used to specify what driver/s (up to three) used the vehicle during the specified start/end date. This is an optional field. Return to Table of Contents

  22. STATE (fuel): Fuel purchased at Government owned fueling sites (City, County, State). • Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment COMMERCIAL (fuel): Fuel purchased at commercial fuel sites (ex. BP, Shell Exxon). Return to Table of Contents

  23. UNUSED DAYS (STANDBY): Total days (within the specified month) the equipment is available for use, but not used. Weekends and holidays should be included. • Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment • UNUSED DAYS (DOWN): Total days (within the specified month) the equipment was unavailable for use because of required repairs. Weekends and holidays should be included. Return to Table of Contents

  24. Entering through Bulk Logs/PM/Maintenance is a one-stop-shop that allows you to enter your Log, PM and Maintenance at the same time. There are two ways to access Bulk Logs. • Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment 1) Hover over the Equipment tab then click on Bulk Logs/PM/Maintenance. 2) Under Equipment, Click on Bulk Logs/PM/Maintenance. Return to Table of Contents

  25. Begin by typing in the Equipment Number. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment The system will display all equipment that contains the values you enter. Select the correct piece of equipment and press Tab (on keyboard). Return to Table of Contents

  26. Through Bulk Logs/PM/Maintenance, you can only enter information for the most recent previous month. For example, if today’s date is in May, you can only enter for April. If you need to add a log for another month, you will add through Manage/View Equipment. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment When you press Tab (on keyboard), these fields will automatically populate. Verify you have the right piece of equipment. Return to Table of Contents

  27. Enter month-end Meter, Condition, Gallons, Cost, Days Down and Days Standby – then click Add. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Return to Table of Contents

  28. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment The most recent successful entries are recorded at the bottom of the page. If the equipment number you’re working on is displayed, it has been entered. You can now enter the next piece of equipment. Return to Table of Contents

  29. Entering a log through Manage/View Equipment gives you the opportunity to change the Start/End Date. This allows you to enter logs for previous months that may not be recorded. There are two ways to access logs through Manage/View Equipment. • Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment 1) Hover over the Equipment tab then click on Manage/View Equipment. 2) Under Equipment, Click on Manage/View Equipment. Return to Table of Contents

  30. Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment Type the Equipment Number in the search bar. Click Edit on the correct piece of equipment. Return to Table of Contents

  31. Scroll to the bottom and click on Logs. Then click Add a Log Entry. • Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment Return to Table of Contents

  32. Check the Previous Meter, then enter Odometer/Meter. This number should be the last meter reading for the time period being recorded. The date automatically populates. Change it if you need to. • Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment Enter Condition, Gallons, Total Fuel, Days Down and Days Standby. When you are done, click Submit Log(s). ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Return to Table of Contents

  33. Log Field Definitions • Entering Through Bulk Logs/PM/ • Maintenance • Entering Through Manage/View Equipment The most recent successful entries are recorded at the bottom of the page. Return to Table of Contents

  34. There are two ways to access Preventive Maintenance (PM) & Maintenance (Work Orders) through Bulk Logs/PM/Maintenance. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) 1) Hover over the Equipment tab then click on Bulk Logs/PM/Maintenance. 2) Under Equipment, Click on Bulk Logs/PM/Maintenance. Return to Table of Contents

  35. Begin by typing in the Equipment Number. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) The system will display all equipment that contains the values you enter. Select the correct piece of equipment and press Tab (on keyboard). Return to Table of Contents

  36. Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) When you press Tab (on keyboard), these fields will automatically populate. Verify you have the right piece of equipment. Return to Table of Contents

  37. Entering Preventive Maintenance (PM) Click on PM. Enter Meter, Date, Commercial Cost, Payment Method, Vendor Name and Notes. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) After you enter all information, click Add. ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Return to Table of Contents

  38. Entering Maintenance (Work Order) Click on Maintenance. Enter Meter, Date, Commercial Cost, Payment Method, Vendor Name and Notes. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) After you enter all information, click Add. ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Return to Table of Contents

  39. Entering Preventive Maintenance (PM) & Maintenance (Work Order) • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) After clicking Add, the most recent successful entries are recorded at the bottom of the page. If the equipment number you’re working on is displayed, it has been entered. You can now enter the next piece of equipment. Return to Table of Contents

  40. There are two ways to access Preventive Maintenance (PM) & Maintenance (Work Orders) through Manage/View Equipment. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) 1) Hover over the Equipment tab then click on Manage/View Equipment. 2) Under Equipment, Click on Manage/View Equipment. Return to Table of Contents

  41. Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) Type the Equipment Number in the search bar. Click Edit on the correct piece of equipment. Return to Table of Contents

  42. Entering Preventive Maintenance (PM) Scroll to the bottom and click on PM & Maintenance. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) Click Add a PM Entry. Return to Table of Contents

  43. Entering Preventive Maintenance (PM) • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) Enter Meter, Date, Commercial Cost, Payment Method, Vendor Name and Notes. After you enter all information, click Save. ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Return to Table of Contents

  44. Entering Preventive Maintenance (PM) You will see your Preventive Maintenance (PM) displayed at the bottom of the page. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) Return to Table of Contents

  45. Entering Maintenance (Work Orders) Scroll to the bottom and click on PM & Maintenance. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) Click on Add a Work Order Entry. Return to Table of Contents

  46. Entering Maintenance (Work Orders) Enter Meter, Date, Commercial Cost, Payment Method, Vendor Name and Notes. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) After you enter all information, click Save. ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Return to Table of Contents

  47. Entering Maintenance (Work Orders) • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) You will see your Maintenance (Work Orders) displayed at the bottom of the page. Return to Table of Contents

  48. There are two ways to access Work Orders. There are two ways to access Work Orders. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) 1) Hover over the Activities tab then click on Work Orders. 2) Under Activities, Click on Work Orders. 2) Under Activities, Click on Work Orders. Return to Table of Contents

  49. Edit Existing Work Order Enter Work Order Number or Equipment Number. • Through Bulk Logs/PM/ • Maintenance • Through Manage/View Equipment • Through Activities (ACS & DOT only) ** Make sure Work Order Status is set to Select an Activity Status. Then, click Search Work Orders. Return to Table of Contents

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