CHAPTER 9: REPORTS - ifms.tnb.com.my · Following chart shows the main components of IFMS-PERFEKTO and also differentiates the division of tasks between ERMS and PERFEKTO. Process

USER GUIDELINES

For Use with PERFEKTO Facility & Fleet Management Software Designed for TNB-IFMS

COPYRIGHT Copyright © 2007 Oceantec Sdn Bhd. All rights reserved. Windows is a registered trademark of Microsoft Corporation. Companies, vehicles, departments, and other data samples used in this documentation are fictitious. The content of this publication is subject to change without notice. PERFEKTO Facility & Fleet Management Software, described in this document, is furnished under a license agreement. Reproduction of this documentation is permitted and may be distributed to all licensed users of This product as long as a fee is not charged when doing so. Review the terms of the license agreement. Reproduction of this documentation for sales purposes is strictly prohibited.

Rev.4. updated on 26th Aug 2013

OCEANTEC SDN BHD Facility & Fleet Management Software, Version 3.0

Facility & Fleet Management Software CONTENT

PERFEKTO USER GUIDELINES TNBIFMS-REV4.docx Last printed 8/26/2013 12:06 PM Page 2/95

Contents

CHAPTER 1: Introduction .............................................................................................................................. 7

Conventions Used in This Manual ............................................................................................................ 7

Formatting Conventions ....................................................................................................................... 7

Global Screens and Prompts ..................................................................................................................... 8

Select a Record ..................................................................................................................................... 8

Sorting Records ..................................................................................................................................... 8

Accessing Details ................................................................................................................................... 9

Accessing Pages .................................................................................................................................... 9

Accessing a Lookup List ......................................................................................................................... 9

Adding a New Record ........................................................................................................................... 9

Lookup Lists .......................................................................................................................................... 9

Calendars ............................................................................................................................................ 10

CHAPTER 2: Concept ................................................................................................................................... 11

Overview ................................................................................................................................................. 11

Scope .................................................................................................................................................... 12

Structure & Task’s ............................................................................................................................... 13

Multiple Business Area ....................................................................................................................... 13

CHAPTER 3: Login & My Page ..................................................................................................................... 14

Login 14

TNB Staff ............................................................................................................................................. 14

Panel Workshop .................................................................................................................................. 15

My Page .................................................................................................................................................. 16

CHAPTER 4: Asset ........................................................................................................................................ 17

Asset Register ......................................................................................................................................... 17

Update Vehicle.................................................................................................................................... 17

Vehicle History .................................................................................................................................... 18

Asset Register Field Descriptions ........................................................................................................ 19

Asset Listing ............................................................................................................................................ 21

Asset Assignment .................................................................................................................................... 21

Assign Asset ........................................................................................................................................ 21

Return Assigned Asset ........................................................................................................................ 21

Asset Disposal ......................................................................................................................................... 23



Asset Disposal ..................................................................................................................................... 23

CHAPTER 5: Parts Register - Inventory ....................................................................................................... 24

Adding a Part .......................................................................................................................................... 24

Adding a Part through Part Register ................................................................................................... 24

Part Listing .............................................................................................................................................. 25

CHAPTER 6: Maintenance ........................................................................................................................... 26

Request for Quotation (RFQ) .................................................................................................................. 26

Adding a Request for Quotation (RFQ) ............................................................................................... 26

Assign RFQ to Workshop(s) ................................................................................................................ 27

Select Work Sequence / Scheduled Work .......................................................................................... 27

Select Part ........................................................................................................................................... 27

Select Non-Filed Part .......................................................................................................................... 28

Dispatch RFQ ....................................................................................................................................... 29

Update RFQ – Panel Workshop .......................................................................................................... 30

Submit Quotation (PWQ) .................................................................................................................... 32

Review RFQ – Dispatcher .................................................................................................................... 32

Print RFQ ............................................................................................................................................. 33

RFQ Field Descriptions ........................................................................................................................ 34

Work Order ............................................................................................................................................. 35

Update Work Order ............................................................................................................................ 35

Review Parts ....................................................................................................................................... 36

Assign Work Order to Workshop ........................................................................................................ 36

Dispatch Work Order to Panel Workshop .......................................................................................... 38

Panel Workshop .................................................................................................................................. 38

Add Labor Information ....................................................................................................................... 39

Report Vehicle Ready for Inspection .................................................................................................. 39

Complete Work Order ........................................................................................................................ 39

Print Work Order ................................................................................................................................ 39

Work Order Field Descriptions ........................................................................................................... 40

Active Work Order Listing ....................................................................................................................... 42

Work Order Listing .................................................................................................................................. 43

CHAPTER 7: Fleet Management.................................................................................................................. 46

Viewing liabilities .................................................................................................................................... 46

Liability Schedule .................................................................................................................................... 46

Generate Liabilities ............................................................................................................................. 47

Update Liabilities ................................................................................................................................ 47



Idle Vehicle.......................................................................................................................................... 48

Viewing Meter Readings ......................................................................................................................... 49

Add Meter Readings ........................................................................................................................... 49

Delete Meter Readings ....................................................................................................................... 50

Fleet Management Field Descriptions .................................................................................................... 50

CHAPTER 8: GenSet Management .............................................................................................................. 53

GenSet Request ...................................................................................................................................... 53

Adding a GenSet Request ................................................................................................................... 53

Updating a GenSet Request ................................................................................................................ 53

Select GenSet Request Status ............................................................................................................. 53

Select On Site Status ........................................................................................................................... 54

GenSet Management Field Descriptions ............................................................................................ 54

Capacity Planning .................................................................................................................................... 55

Review GenSet Capacity ..................................................................................................................... 55

Genset Listing ..................................................................................................................................... 55

GenSet Management Field Descriptions ............................................................................................ 55

CHAPTER 9: Pool Car Management ............................................................................................................ 56

Pool Car Request ..................................................................................................................................... 56

Adding a Pool Car Request ................................................................................................................. 56

Pool Car Request ................................................................................................................................. 56

Adding a Pool Car Request ................................................................................................................. 57

Adding a Pool Car Detail ..................................................................................................................... 57

Updating a Pool Car Request .............................................................................................................. 58

Select Pool Car Detail Approval Status ............................................................................................... 58

Select Pool Car Detail Return Status ................................................................................................... 58

Capacity Planning .................................................................................................................................... 59

Review Pool Car Capacity ................................................................................................................... 59

Pool Car Listing ....................................................................................................................................... 59

Undo Approval ........................................................................................................................................ 59

Pool Car Management Field Descriptions .............................................................................................. 59

Details Tab .......................................................................................................................................... 59

CHAPTER 10: Car Parking Bay/Sticker ........................................................................................................ 61

Car Parking Bay/Sticker Request ............................................................................................................ 61

Adding a Car Sticker Request .............................................................................................................. 61

Updating a Car Sticker Request .......................................................................................................... 61

Select Car Sticker Approval Status ...................................................................................................... 61



Car Sticker Listing .................................................................................................................................... 62

Undo Approval ........................................................................................................................................ 62

Car Sticker Management Field Descriptions........................................................................................... 62

Add/Edit Car Sticker Section ............................................................................................................... 62

CHAPTER 11: Customer Complaint ............................................................................................................. 63

Complaint ................................................................................................................................................ 63

Adding a Customer Complaint ............................................................................................................ 63

Update a Customer Complaint ........................................................................................................... 63

Customer Complaint Field Descriptions: ............................................................................................ 63

Complaint Listing .................................................................................................................................... 64

Complaint Action .................................................................................................................................... 64

Review a Customer Complaint ........................................................................................................... 64

Customer Complaint Action Field Descriptions: ................................................................................. 64

Undo Action ............................................................................................................................................ 64

Undo action for a Customer Complaint .............................................................................................. 64

CHAPTER 12: Reports .................................................................................................................................. 65

Report Overview ..................................................................................................................................... 66

Asset .................................................................................................................................................... 66

Car Sticker ........................................................................................................................................... 67

Gen Set ................................................................................................................................................ 67

Maintenance ....................................................................................................................................... 67

Panel Workshop .................................................................................................................................. 68

Permit and Licensing ........................................................................................................................... 68

Pool Car ............................................................................................................................................... 68

Setting ................................................................................................................................................. 68

Schedule Rate ..................................................................................................................................... 69

Import Error ........................................................................................................................................ 70

Export for ERMS .................................................................................................................................. 70

CHAPTER 13: Settings & Administration ..................................................................................................... 71

Asset .................................................................................................................................................... 71

Work Order ............................................................................................................................................. 71

Fleet .................................................................................................................................................... 72

Part .................................................................................................................................................... 72

Miscellaneous ......................................................................................................................................... 72

Entity .................................................................................................................................................... 72

Panel Workshop ...................................................................................................................................... 73



User Setting ............................................................................................................................................ 74

My Setting ............................................................................................................................................... 75

INDEX .......................................................................................................................................................... 78

REFERENCES ................................................................................................................................................ 79

ANNEX A: Asset-ERMS Link ..................................................................................................................... 79

ANNEX B: Employee-ERMS Link .............................................................................................................. 80

ANNEX C: Panel Workshop-ERMS Link ................................................................................................... 80

ANNEX D: Work Order-ERMS Link .......................................................................................................... 81

ANNEX E: Data Import Schedule ............................................................................................................. 81

ANNEX F: Backup & Recovery Schedule ................................................................................................. 82

ANNEX G: User Role – Security Matrix ................................................................................................... 83

ANNEX H: Layout & Workflow – Repair (Panel WS) ............................................................................... 84

ANNEX I: Layout & Workflow – Fleet Management ............................................................................... 86

ANNEX J: Layout & Workflow – Gen Set ................................................................................................. 87

ANNEX K: Layout & Workflow – Pool Car ............................................................................................... 89

ANNEX L: Layout & Workflow – Car Sticker ............................................................................................ 92

ANNEX M: Layout & Workflow – Cust. Complaint ................................................................................. 94

Facility & Fleet Management Software CHAPTER 1: Introduction


CHAPTER 1: Introduction

Welcome to PERFEKTO. PERFEKTO Facility & Fleet Management Software can help you run a more cost efficient fleet while reducing the number of breakdowns. Proper use of the software can help to reduce road calls, reduce inventory, increase mechanic productivity, and provide information that is vital to your fleet. Whether you are a fleet manager, shop foreman, data entry clerk, mechanic, or parts person, PERFEKTO can provide you with accurate information to help you maintain a more efficient and informed fleet. Although PERFEKTO contains many features, keep in mind that you can track as little or as much information as you like. Also, it is not necessary to set everything up at once. We highly recommend setting up vehicle records as soon as possible so you can immediately start tracking preventive maintenance schedules and entering work orders. Refer to this manual to learn about the many features available in PERFEKTO and how to use them.

Conventions Used in This Manual

Formatting Conventions

Convention Representation Bold type Menu options, buttons, or icons.

ITALICIZED type

Data values.

[words in brackets]

Additional information to help clarify instructions. For example, there are various Assets menu options under the Assets menu. To help clarify which menu option to select, you might see [Asset Register] Assets to indicate that you should select Assets > Asset Register

ALL CAPS type Letters or keys on the keyboard. For example, press ENTER or press the C key to continue.

Shortcut keys Function keys like F5 etc.. Compulsory* type

These values have to be entered in order to be able to save the record

Hyperlink type

Links transactions with records. For Example, click on the Work Order Number in the Asset Register > Maintenance history will open the Work Order Register Details



Global Screens and Prompts Some windows, prompts, and screens function the same way throughout PERFEKTO (e.g. lookup lists, filters and Report Viewer). All of these types of screens are described only in this section rather than repeatedly in every area in which they appear.

Select a Record

Select Records by Locations in the Tree View or from a list. The selected Record will be opened in the Register view.

Sorting Records

Click on the column head in the list of records to sort ascending or descending by the selected columns.

Click on

Tree

Click on List

Click on

Column

Header



Accessing Details

Select a Document Number to open the record for more details.

Accessing Pages

Every List has a maximum of records which are displayed on one page. In case of more than one page following naviation is available.

Accessing a Lookup List

To access a lookup list, leave the entry field blank and press F4, or click on . The lookup list appears and a record may be selected from the list.

Adding a New Record

To add a new record, enter the new record number and all compulsory fields and then choose the Add

button.

Lookup Lists

Lookup lists are available to help access data records when you don’t know the exact record number or ID. Lookup lists are sorted by item code. The Data have to be setup in Settings menu to appear in the lists.

Click on

document

number

Go to Last Page

Go to Next Page Go to Previous Page

Go to First Page



Calendars

The calendar option is available in many areas of the software where you’re prompted for a date. To use

the calendar, choose .

Year back

Month back

Year ahead

Month ahead

Facility & Fleet Management Software CHAPTER 2: Concept


CHAPTER 2: Concept

This section of the Manual provides an overview of the scope and functions of PERFEKTO.

Overview Following chart shows the main components of IFMS-PERFEKTO and also differentiates the division of tasks between ERMS and PERFEKTO.

Process ERMS PERFEKTO Remark

Asset Register Master Data Maintenance

Download Master data from ERMS, no feedback to ERMS

Vehicle Specification, Additional Specification not available in ERMS and History

Repair & Maintenance (External Panel Workshop) See ANNEX H: Layout & Workflow – Repair (Panel WS)

Planning & Scheduling of Workorders, preparation of PO

Download planned workorders including scheduled parts from ERMS and manual feedback of completed Work to ERMS

Request for Quotation & Panel Workshop Management including History

Fleet Management See ANNEX I: Layout & Workflow – Fleet Management

Not available Planning of liabilities Certification, Permit and Inspection Planning for Vehicle including Reminders

GenSet Request Management See ANNEX I: Layout & Workflow – Fleet Management ANNEX J: Layout & Workflow – Gen Set

Not available Management of GenSet Request and Assignment

Capacity planning for GenSet including of Request & Assignment History

Pool Car Management See ANNEX K: Layout & Workflow – Pool Car

Not available Management of Pool Car Request and Assignment

Capacity planning for Pool Cars including of Request & Assignment History

Car Sticker Management See ANNEX L: Layout & Workflow – Car Sticker

Not available Management of Car Sticker and Car Parking Bay allocation

Request & Assignment History

Customer Complaint Management

Not available Management of unrelated and related

Complaints related to Workorders, Tracking of



See ANNEX M: Layout & Workflow – Cust. Complaint

complaints Status

Scope

Import Vehicle Data from ERMS

Import Workorder Data from

ERMS

Import Part Data from

ERMS

Update Vehicle Data in Asset

Register

Update Work Order in

Work Order Register

Update Part Details in

Parts Register

GenSet Management

Dispatch Work Order to Panel

Workshop

Update Workorder by Panel Workshop

Complete Workorder

Reports

Car Pool Management

Car Parking Administration

Customer Feedback

From the standpoint of executing daily activities, it is envision that PERFEKTO interacts with ERMS-Asset Register, Work Orders, Employee Master and Part Register in order to retrieve all necessary information (Refer to ANNEX A: Asset-ERMS Link, ANNEX B: Employee-ERMS Link, ANNEX C: Panel Workshop-ERMS Link and ANNEX D: Work Order-ERMS Link for details). The Data Import is setup automatically and follows a different schedule for different Modules as per ANNEX E: Data Import Schedule. Once the data are imported to PERFEKTO, different User Roles are executing different task in Perfekto (For User Roles, refer to ANNEX G: User Role – Security Matrix).



Structure & Task’s

Multiple Business Area

The utilization of data by the TNB users is limited by the allocated Business Area specified by the

System Administrator in the system. Business Area is a control field existed in Asset Master where

business area is assigned to each vehicle on 1 to 1 basis. Each user will have his/her own business area.

Some will have multiple business areas. Admin users will have the access to all the business areas in

TNB.

Facility & Fleet Management Software CHAPTER 4: Asset


CHAPTER 3: Login & My Page

Login

TNB Staff

1. Go to PERFEKTO Homepage in the Internet Explorer.

2. Select TNB from the list of Organization.

3. Enter your Username into Login field

4. Enter Password.

5. Click on Login.



Panel Workshop

1. Go to PERFEKTO Homepage in the Internet Explorer.

2. Enter your Username into the Login field

3. Enter Password.

4. Click on Login.



My Page My Page is the first screen after login to PERFEKTO. The My Page shows all relevant reminders related to the User Login. Outstanding Transactions are directly accessible by clicking on the hyperlinked transaction numbers. The My Page also contains the Main Menu to access all Modules which are available for the individual User.

The User can configure the layout and content of his My Page in the Settings (Refer to Section CHAPTER 13: Settings & Administrator).

1. Main Menu: Access to all Modules and Sun Modules.

2. Quick Access menu: Quick access to the major Modules and Sun Modules.

3. Reminders: User defined Reminder Windows (max. 8) for direct transaction and document access.

4. 1st reminder.

5. 2nd reminder.



CHAPTER 4: Asset

The Asset Register module is a key part of the Software because it contains data about each vehicle in the fleet as well as information about vehicle history and costs. It fully integrates with all other modules in the system. Vehicles can be added into the system in two ways: 1) by converting data from a third party system or 2) by manual entry. In the IFMS environment, NO Vehicles can be added, only updated since all Asset Data are imported from a third party system. For further information about linked fields to the third party system, refer to ANNEX A: Asset-ERMS Link

Asset Register

Update Vehicle

To ensure that filters and reports are bringing up the correct results it is important to update all Vehicles Parameters in Asset Register. NOTE: Changes made in Perfekto will NOT update ERMS Data

Add Information to Vehicle Details

To update Vehicle details, follow the steps listed below.

1. Select Asset > Asset Register from the main menu 2. Select the Vehicle from the Asset Tree or by entering the Equipment Number into the search

field 3. Select Tab Details 4. Edit/Update Vehicle information. 5. Save The Record by clicking on Update.

Add Sub-Asset

The Asset Structure allows assigning Sub-Asset/Equipment to parent Asset/Equipment. NOTE: Sub-Asset and Parent Asset might have different Locations To add Sub-Asset, follow the steps listed below.


field 3. Select Tab Sub-Asset 4. Click on Add New to assign a new sub-Asset. 5. Select the Asset/Equipment from the Lookup List and enter the sub asset details. 6. Save The Records by clicking on Save.



Add Files

Files & Documents can be allocated to each individual Asset/Equipment. To add Files, follow the steps listed below.


field 3. Select Tab File Attachment. 4. Click on Browse button to assign new Files & Documents 5. Save The Records by clicking on Save.

Add Bill of Material

Parts can be allocated to each individual Asset/Equipment. To add Parts, follow the steps listed below.


field 3. Select Tab Bill of Material 4. Click on Add New to assign a new Parts 5. Select the Part from the Lookup List 6. Enter the Quantity/ Unit. 7. Save The Records by clicking on Save.

Vehicle History

All transaction related to Asset/Equipment can be reviewed for every Asset/Equipment.

Review Transfer History

To view the Transfer History, follow the steps listed below. 1. Select Asset > Asset Register from the main menu 2. Select the Vehicle from the Asset Tree or by entering the Equipment Number into the search

field 3. Select Tab Transfer History



Review Maintenance History

To view the Maintenance History, follow the steps listed below. 1. Select Asset > Asset Register from the main menu 2. Select the Vehicle from the Asset Tree or by entering the Equipment Number into the search

field 3. Select Tab Maintenance History

Review Fleet Management History

To view the Fleet Management History, follow the steps listed below. 1. Select Asset > Asset Register from the main menu 2. Select the Vehicle from the Asset Tree or by entering the Equipment Number into the search

field 3. Select Tab Fleet Management.

Asset Register Field Descriptions

Details Tab

NOTE: All imported Value/Fields are locked and cannot be edited

• Equipment Number*: (Text field) Enter characters for the vehicle number. • Parent Asset: Displays parent asset equipment number if current vehicle is assigned as a sub

asset • Description: Enter • Company Code*, State*, District*, Business Area*, Location 3*: Select from Lookup

• Usage Indicator: Select from Lookup • Department: Select from Lookup • Cost Center: Select from Lookup • Asset Class*: Select from Lookup • Fleet Object Type*: Select from Lookup • Vendor: Select from Lookup • Manufacturer and Model: Select from Lookup

• Model Number: Enter • Capacity: Select from Lookup • Serial Number: Enter • Engine Number: Enter • Chassis Number: Enter • Fuel Card Number: Enter • Engine Type: Select from Lookup

• Primary Fuel: Select from Lookup

• Engine Capacity: Select from Lookup • Insurance Name and Insurance Policy Coverage: Enter



• Country: Select from Lookup • Construction Period: Enter Date • Vendor Warranty End and Warranty Start: Enter Date • Warranty Note: Enter • Unit: Enter • Acquisition Date: Enter Date • Registration Date: Enter Date

• Vehicle Order: Enter • Purchase Invoice No: Enter • Acquisition value: Enter • Transaction Type: Select from Lookup

• Disposal Price: Enter • Asset Retirement Date: Enter Date

• Issued By: Select from Lookup

• Assigned To: Assign Asset to Employee

• Remarks: Enter

Transfer History Tab

The transfer history shows each transaction for that particular Asset or Sub Asset.

Maintenance History Tab

The Maintenance history is showing all related maintenance work for that particular asset.

Sub Asset Tab

Sub Asset and Parent Structure can be created by selecting the Asset in the Sub Asset Tab. For every assignment as Sub Asset the transfer History will be updated as well, indicating the new location.

File Attachment Tab

Assign Documents to identify the asset.

Bill of Material Tab

Assign Bill of material to assets and sub assets.

Fleet Management Tab

Display the history of all Inspections, Permits and Certifications as well as all Meter Readings. It also displays The Next Due date of the Vehicle’s Liability such like Insurance, Road Tax, Puspakom Inspection. Meter Reading of the Vehicle is also display here.



Asset Listing Asset Listing shows all Assets, grouped by categories throughout the entire system/organization. It allows filtering and displaying the assets across the board. To display all Assets in a list form, select Assets > Asset Listing from the Main menu or from the menu list.

Asset Assignment Assets can be assigned to responsible persons, using the sub module Asset Assignment. For every Assignment a transaction number will be created automatically.

Assign Asset

1. Select Asset> Asser Assignment from the main menu.

2. Click on Add New to enter a new assignment.

3. Select Employee, Vehicle Number, assign date, time, Assign Mileage, Purpose.

4. Click on SAVE to save the record.

Return Assigned Asset

1. Select Asset> Asset Assignment from the main menu.



2. Search by Vehicle No or other Parameters.

3. Click on Document No to open the assignment.

4. Click Check Box Returned and enter Return Date, Return Mileage and Return Remarks.

5. Click on Update to save the record.

Facility & Fleet Management Software CHAPTER 5: Parts Register - Inventory


Asset Disposal Assets might be disposed after reaching full depreciation or life span. For every Disposal a transaction number will be created automatically.

Asset Disposal

1. Select Asset > Asset Disposal from the main menu.

2. Click on Add New to enter a new disposal.

3. Select vehicle registered number, Disposal Date, Disposal Price, Disposal Remarks and Issue By

(Staff No).

4. Click Add button to save the record.



CHAPTER 5: Parts Register - Inventory

The Part Inventory module is a great tool for inventory management and control. It fully integrates with the other modules PERFEKTO (Asset & Work orders); therefore, any parts posted in other areas of the system will be accounted for in the Part Inventory module. Inventory levels are easily maintained and automatically incremented or decremented as part transactions are processed. As stock levels get low, requisitions and purchase orders can be generated automatically. The various reports provide information for part cost, usage, and history.

Adding a Part Parts can be added into PERFEKTO in two ways: 1) by converting data from a third party system or 2) by manual entry. Parts can be manually added to the system through the [Parts Register] Inventory.

The part record contains several tabs of information. It’s not necessary to enter data in every tab or every field. Many of the fields are provided for your benefit and aren’t used by PERFEKTO; those that are will be noted in the description. For example, if you are only interested in tracking the part and the part quantity, the only fields you really need to fill in are the part number, description, vendor, price, and quantity. However, other fields are available to you if you want to track more information.

When you’re ready to start tracking inventory, input the remaining part records that were neither used nor purchased into the system and then do a physical inventory to update the inventory levels.

Adding a Part through Part Register

1. Select Inventory > Part Register from the main menu 2. Enter a part number and all compulsory fields and choose Add. The part number is a text

field. 3. Enter the part information 4. Save the record by choosing Save.

Part Register Field Descriptions: Details Tab

• Part Number*: (Text field) each individual Part has to be identified by a unique Part Code. This code will be used throughout the entire system for identification. Enter characters for the part number or let the system create the Partnumber automatically based on the Part Account, Type, Group and Category after Save. Code Example:

1010505000001 Part Code Counter -> 1-99999 (System Counter)

Part Category -> 01-99

Part Group -> 01-99

Part Type -> 01-99 Part Account Group -> 01-99



• Description: Enter Description • Description 2: Enter additional Description • Status: Select Radio Button (active or non active) • Source*: Select from Lookup List • Manufacturer: Select from Lookup List • Account Group*: Select from Lookup List • Part Type*: Select from Lookup List • Part Group*: Select from Lookup List • Part Category*: Select from Lookup List • UOM: Select from Lookup List • Location: Select from Lookup List • Purchase Tax: Select from Lookup List • Min Reorder, Min Stock: Enter reorder information only if this part is flagged as a stocked

part. This information is used to generate requisitions when the inventory level falls below the specified reorder point.

• Acquisition Value: Enter Acquisition Value • Cost: Enter cost • Total Issue, Total Receive, Total Return: Enter value • Quantity on Hand: This field displays the current inventory level. • Quantity on Requisition and On Order: These fields display the quantity currently

requisitioned and on order through purchase orders.

Part Register Field Descriptions: Files Tab

Assign Documents to identify the part.

Part Listing Part Listing shows all Parts, grouped by Account Group, Part Type and Part Group throughout the entire system/organization. It allows filtering and displaying the Parts across the board. To display all Parts in a list form, select Inventory > Part Listing from the Main menu or from the menu list.

Facility & Fleet Management Software CHAPTER 6: Maintenance


CHAPTER 6: Maintenance

The Maintenance Module combines all types of Work Orders, whether they are created from the Preventive Maintenance Module or Work Request or individually created as a Corrective Work Order or as Service Report and also request for quotations (RFQ). The Work Order Module in general is used to assign parts and labor to the individual Work Orders. Each Work Order can be different in terms of required parts and labor. The System takes over control to check whether the required parts are available and updates the status of the Work Order accordingly. Once the Work Order is ready to dispatch (based on the availability of all parts) to the technician it will become ready to print and also ready for the resource planning.

Request for Quotation (RFQ) The Request for Quotation (RFQ) can be sent out online to panel workshops in order to receive the panel workshop quotation. The system allows assigning Work Sequence(s) which contains all schedule parts in order to facilitate the process. Use ANNEX H: Layout & Workflow – Repair (Panel WS) as a guideline for the process of RFQ.

Adding a Request for Quotation (RFQ)

To create a RFQ, follow the steps listed below.

1. Select Maintenance > Work Order > Request For Quotation from the main menu 2. Click on Add New 3. Leave the Document Number field blank and 4. Add the RFQ information. 5. Save The Record by clicking on Save 6. The system will create an RFQ number automatically 7. Open created RFQ and assign Workshop(s) 8. Save the tab by clicking on Update 9. Add the work sequence (scheduled parts) 10. Save the tab by clicking on Save 11. Add / Remove Scheduled Parts if necessary 12. Save the tab by clicking on Save/ Update 13. Add Non-filed parts if necessary 14. Save the tab by clicking on Save/ Update



Assign RFQ to Workshop(s)

Assign the RFQ to one or multiple Panel Workshop to obtain Quotations. NOTE: at least one panel workshop has to be assigned in order to Dispatch RFQ To assign Panel Workshop(s) to a RFQ, follow the steps listed below.

1. Select Maintenance > Work Order > Request For Quotation from the main menu 2. Select the RFQ No. 3. Go to the Tab >Assign To 4. Click on Add Row for how many Panel Workshop supposed to receive the RFQ 5. Select the Workshop(s) from the lookup list. 6. Save the tab by clicking on Update.

Select Work Sequence / Scheduled Work

The Work Sequence contains all scheduled parts related to individual Sequences by selecting the Work Sequence the system automatically updates the Part Tab will all schedule parts, based on the Vehicle Models and associated scheduled parts. NOTE: In order to have a selection of sequences/parts available the ‘Model’ specification in the vehicle/asset register has to be updated To assign Work Sequence(s) to a RFQ, follow the steps listed below.

1. Select Maintenance > Work Order > Request For Quotation from the main menu 2. Select the RFQ No. 3. Go to the Tab >Work Sequence 4. Click on Add New to enter new Work Sequences 5. Select the Sequence Group from lookup list 6. Enter additional information if necessary 7. Save the tab by clicking on Save

Select Part

The Part Tab contains all scheduled parts related to individual Sequences, selected in Work Sequence Tab. By selecting the Work Sequence the system automatically updates the Part Tab will all schedule parts, based on the Vehicle Models and associated scheduled parts. NOTE: In order to have a selection of sequences/parts available the ‘Model’ specification in the vehicle/asset register has to be updated



To select/edit Part(s) in a RFQ, follow the steps listed below.

1. Select Maintenance > Work Order > Request For Quotation from the main menu 2. Select the RFQ No. 3. Go to the Tab >Part 4. Review Scheduled parts and change Quantity required if necessary 5. Delete schedule parts if not required 6. Click on Add New to add additional non-scheduled parts supposed 7. Select the additional parts and quantity 8. Save the tab by clicking on Save

Select Non-Filed Part

The Non-Filed Part Tab contains all additional parts which are not available in the standard part list / part register. It allows to key in parts and prices manually. NOTE: Before entering Non-Filed Parts it is advised to search in the part tab whether the part is available in the standard list. By using Standard parts, reporting and tracking of parts is more accurate. To select Non-filed Part(s) in a RFQ, follow the steps listed below.

1. Select Maintenance > Work Order > Request For Quotation from the main menu 2. Select the RFQ No. 3. Go to the Tab >Non-Filed Part 4. Click on Add Row for how many additional non-filed parts supposed to be added 5. Enter Part Description, Qty Req, UOM and cost 6. Save the tab by clicking on Update.



Select Part Type for Non-filed part in RFQ/PWQ

1. Select part type from the drop down list (the list of part type is same with part type in the part

master)

2. Part type is a mandatory to key in before click on the save button in RFQ/PWQ.



Dispatch RFQ

Dispatching the RFQ will send the RFQ to all assigned Workshops. Once the RFQ has been dispatched, no changes on the dispatch side will be allowed. The system creates a dependent Panel Workshop Quotation Number (PWQ) for each individual assigned Panel workshop in order to trace revisions. NOTE: At least one panel workshop has to be assigned in order to Dispatch RFQ To dispatch a RFQ, follow the steps listed below.

1. Select Maintenance > Work Order > Request For Quotation from the main menu 2. Select the RFQ No 3. Click on Dispatch RFQ

Capture reason for rejected PWQ

1. Please key in the reason before reject the RFQ but the reason field is not mandatory

2. This reason and rejected document will appear in vendor MyPage.

3. User allow to duplicate 1 time from each RFQ.

Update RFQ – Panel Workshop

The Panel Workshop receives the RFQ from the Dispatcher. The Panel Workshop can revise the RFQ by modifying and adding parts into the Part Tab for scheduled and non-scheduled parts and into the Non-filed Part tab for non-filed parts. NOTE: The system will increase the Revision Number with each submitted Quotation. Details and Work Sequence cannot be changed.

Change Scheduled parts

Scheduled parts can be changed by changing the Quantity by following the steps listed below:



1. Select Maintenance > Work Order > RFQ Listing from the main menu/ click on RFQ No at the “List of Request For Quotation from TNB”.

2. Select the RFQ No. 3. Go to the Tab >Part 4. Review Scheduled parts and change Quantity required if necessary 5. Save the tab by clicking on Update.

Add Non-Scheduled parts

Non-Scheduled parts can be added by following the steps listed below:

1. Select Maintenance > Work Order > RFQ Listing from the main menu/ click on RFQ No at the “List of Request for Quotation from TNB”.

2. Select the RFQ No. 3. Go to the Tab >Part 4. Click on Add New to add additional non-scheduled parts 5. Select the additional parts and quantity 6. Save the tab by clicking on Save.

Add Non-Filed parts

Non-Filed parts can be added by following the steps listed below:

1. Select Maintenance > Work Order > RFQ Listing from the main menu/ click on RFQ No at the “List of Request for Quotation from TNB”.

2. Select the RFQ No. 3. Go to the Tab >Non-Filed Part 4. Click on Add Row for how many additional non-filed parts supposed to be added 5. Enter the additional parts, quantity and cost 6. Save the tab by clicking on Update.

Delete parts from RFQ

Scheduled, Non-Scheduled and Non-Filed parts can be deleted from the RFQ by following the steps listed below:


2. Select the RFQ No 3. Go to the Tab >Part or >Non-Filed Part 4. Select Delete for the parts which needs to be deleted 5. Save the tab by clicking on Update.



Allow Vendor to reject RFQ

1. Vendors allow rejecting RFQ if the RFQ is not belonging to them.

2. Reason is a mandatory field before they can reject

3. This reason and rejected document will appear in user MyPage

Submit Quotation (PWQ)

Submitting the Quotation (PWQ) will send the PWQ to the dispatcher. Once the PWQ has been submitted, no changes on the Panel Workshop side will be allowed. The system creates automatically a Revision Number for each submitted PWQ. To submit a PWQ, follow the steps listed below.


2. Select the RFQ No. 3. Click on Submit Quotation

Review RFQ – Dispatcher

The Dispatcher receives the revised RFQ from the Panel Workshop as a Panel Workshop Quotation (PWQ) including Revision Number. The Dispatcher needs to review the Quotation and inform the Panel Workshop if the RFQ needs to be revised further, RFQ accepted or RFQ rejected. NOTE: The system will increase the Revision Number with each submitted Quotation. Details and Work Sequence cannot be changed.

Accept Panel Workshop Quotation

The Panel Workshop Quotation (PWQ) can be accepted by following the steps listed below:

1. Select Maintenance > Work Order > Request For Quotation from the main menu 2. Select the RFQ which is related to the submitted PWQ

Or Select RFQ No from My Page > “List of Submitted Quotation from Panel Workshop” (Reminder)

3. Accept the RFQ/PWQ/Revision by clicking on Accept



NOTE: Accepting a PWQ from one Panel Workshop will automatically reject all pending PWQ related to the same RFQ.

Revise Panel Workshop Quotation

The Panel Workshop Quotation (PWQ) can be sent back to the Panel Workshop for revision by following the steps listed below:



3. Revise the RFQ/PWQ/Revision by clicking on Revise 4. Add remarks for revise quotation then clicking OK.

NOTE: Revising a PWQ from one Panel Workshop will automatically increase the Revision Number of the PWQ. An overview of all related PWQ including the Revisions can be found in the Revision Tab.

RFQ Field Descriptions: Revision Tab

• RFQ/Document Number: Displays selected RFQ Number • Equipment Number: Displays the related Equipment Number • Total Part Cost: Total Quotation Value

• RFQ Status: Displays the current status of the RFQ

• PWQ Number: Displays the related PWQ Number from various Panel Workshop

• Panel WS: Name of Workshop

• Revision: Revision Number of PWQ

Reject Panel Workshop Quotation

The Panel Workshop Quotation (PWQ) can be rejected by following the steps listed below:



3. Reject the RFQ/PWQ/Revision by clicking on Reject NOTE: Rejecting all PWQ from ALL Panel Workshop will automatically set the status of the RFQ to ‘REJECTED’.

Print RFQ

Print the RFQ/PWQ by following the steps listed below:





3. Print the RFQ/PWQ/Revision by clicking on Print

RFQ Field Descriptions

Details Tab

• Document Number: Automatically created after adding the record • Subject: Enter Subject • Equipment Number*: Select from Lookup List • Company Code, State, District, Business Area, Location 3: Automatically updated

based on equipment • Problem Category, Problem: Select from Lookup List • RFQ Status: Automatically updated

• Issue Date: Enter Date - When the RFQ was issued / created • Start Date: Enter Date - The Start date defines when the work will be planned to start • Due Date: Enter Date - The Due date is the date when the work supposed to be finished

• Issued by: Select from Lookup List • Priority: Select from Lookup List • Material: Enter Material information used to perform work

• Safety Instruction: Select the appropriate Safety instruction. The Safety Instruction will be automatically appear if assigned in the Preventive Maintenance Work order.

• From Transaction Code, From Document Number: Automatically update • Total Cost: Automatically update

Assigned To Tab

• RFQ Number: Automatically created after adding the record • Work Shop: Select from Lookup List • Start Date: Enter date • End Date: Enter date, later than Start Date • Delete: deletes the assigned Work Shop from the List

Work Sequence Tab

• RFQ Number: Automatically created after adding the record • Sequence Group: Select from Lookup List • Sequence: Serial number within Sequence Group • Description: Description of Sequence Group • Task: select appropriate task from the lookup list. • Task Category: automatically assigned based on the selected Task • Hour needed per Person: automatically assigned from the sequence but can be manually

updated • Man needed: automatically assigned from the sequence but can be manually updated • Task Status: select from the lookup list



• Remarks: enter remarks

Part Tab

• RFQ Number: Automatically created after adding the record • Sequence Group: displays the sequence group related to the schedule part • Part: Part Description and Part Number • Qty Req: Enter the required Quantity • UOM: Unit of Measurement • Cost: Enter the cost for the part • Total Cost: automatically calculates the total cost based on qty req. and cost • Delete: deletes the scheduled part from the List

Non-Filed Part Tab

• RFQ Number: Automatically created after adding the record • Part: enter Part description • Qty Req: Enter the required Quantity • UOM: Unit of Measurement • Cost: Enter the cost for the part • Total Cost: automatically calculates the total cost based on qty req. and cost • Delete: deletes the part from the List

Work Order The Work Order system is used to import pre-planned Work Orders from ERMS and assign and dispatch them to the selected Panel Workshops. Additional information can be added into the Work Order. Once the Panel Workshop has finished all work specified in the Work Order the Panel Workshop has to update the Work Order with all relevant data regarding the effective used parts and labor.

Update Work Order

After receiving/downloading the Work Order from ERMS, the Work Order is available in Perfekto for updating information.

Add Information to Work Order Details

Add information by following the steps listed below:

1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number which needs to be updated 3. Add the Work Order information. 4. Save The Record by clicking on Update.



Review Parts

Parts

After receiving/downloading the Work Order from ERMS, the Work Order has already predefined Work Sequences assigned. For each Work Sequence a set of scheduled parts has been predefined. The Parts cannot be changed in Perfekto since they are locked to the PO created in ERMS. Review the Parts by following the steps listed below:

1. Select Maintenance > Work Order > Corrective Work Order from the main menu 2. Select the Work Order Number which needs to be reviewed 3. Go to tab Parts

Non-Filed Parts

After receiving/downloading the Work Order from ERMS, the Work Order has already predefined Work Sequences assigned. Additional Non-Filed Parts might be assigned to complement the scheduled parts. The Non-Filed Parts cannot be changed in Perfekto since they are locked to the PO created in ERMS. Review the Non-Filed Parts by following the steps listed below:

1. Select Maintenance > Work Order > Corrective Work Order from the main menu 2. Select the Work Order Number which needs to be reviewed 3. Go to tab Non-Filed Parts

Assign Work Order to Workshop

Assign the Work Order to one Panel Workshop. NOTE: One panel workshop has to be assigned in order to Dispatch the Work Order To assign Panel Workshop to a Work Order, follow the steps listed below.

1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number which needs to be assigned 3. Go to the Tab >Assign To 4. Click on Add Row for one Panel Workshop suppose to receive the Work Order 5. Select the Workshop and enter Start and End Date 6. Save the tab by clicking on Update.



Enter odometer reading before Dispatch

Odometer is a mandatory field for user to enter otherwise WO would not be able to be dispatched.



Dispatch Work Order to Panel Workshop

The Work Order needs to be dispatched after the Panel Workshop has been assigned in order for the Panel Workshop to proceed with work. To Dispatch a Work Order to a Panel Workshop, follow the steps listed below.

1. Select Maintenance > Work Order > Corrective Work Order from the main menu 2. Select the Work Order Number which needs to be dispatched 3. Dispatch the Work Order by clicking on Dispatch WO

Panel Workshop

Add Panel Workshop Information

After the Panel Workshop receives the Work Order the Panel Workshop Information has to be added. To add Panel Workshop Information to a Work Order, follow the steps listed below.

1. Select Maintenance > Work Order > Corrective Work Order from the main menu 2. Select the Work Order Number 3. Go to the Tab >Panel Workshop 4. Enter the information 5. Save the tab by clicking on Add

Add Inspection Information

Vehicle might be subject to external inspection. The Panel Workshop needs to update each inspection cycle and select the inspection result for each cycle. In order to complete the Work Order it is necessary that the internal inspection has been passed. Only the TNB Fleet supervisor can set the internal inspection result to pass and complete. NOTE: External Inspection need to pass in order to Activate Vehicle Ready for Inspection To add Inspection Information to a Work Order, follow the steps listed below.

1. Select Maintenance > Work Order > Corrective Workorder from the main menu 2. Select the Work Order Number 3. Go to the Tab >Inspection 4. Click on Add New to enter a new inspection cycle 5. Enter the information 6. Save the tab by clicking on Save.



Add Labor Information

The labor information needs to be updated with each Technician including the time and date worked on the Work Order/Vehicle. NOTE: Multiple Employees can be added. To add Labor Information to a Work Order, follow the steps listed below.

1. Select Maintenance > Work Order > Corrective Work Order from the main menu 2. Select the Work Order Number 3. Go to the Tab >Labor 4. Click on Add Row to enter a new labor entry (employee, date and time) 5. Enter the information 6. Save the tab by clicking on Update.

Report Vehicle Ready for Inspection

After the Vehicle has passed the external inspection the vehicle/Work Order needs to be reported to be ready for internal inspection. NOTE: Only the Panel Workshop can report the vehicle ready. To report a Work Order to be ready for internal inspection, follow the steps listed below.

1. Select Maintenance > Work Order > Corrective Work Order from the main menu 2. Select the Work Order Number 3. Go to the Tab >Panel Workshop 4. Click on Vehicle Ready for Collection to submit back to TNB

Complete Work Order

After the Vehicle has passed the external and internal inspection the vehicle/Work Order needs to be completed. NOTE: Only the TNB Supervisor can complete the Work Order. To complete a Work Order follow the steps listed below.

1. Select Maintenance > Work Order > Corrective Work Order from the main menu 2. Select the Work Order Number 3. Click on Complete WO

Print Work Order

Print the Work order by following the steps listed below:

1. Select Maintenance > Work Order > Corrective Work Order from the main menu 2. Select the Work Order 3. Print by clicking on Print



Work Order Field Descriptions

Details Tab

• Work Order Number: Automatically created • Subject: Work Order Subject Description

• Equipment Number: Vehicle Registration Number • Company Code, State, District, Business Area, Location 3: Automatically updated

based on equipment • Problem Category, Problem: In order to categorize the Work Orders, pre set Categories and

Problems for each category are available for selection from Lookup List • Work Order Status: Automatically updated

• Issue Date: Enter Date - When the Work Order was issued / created

• Start Date: Enter Date - The Start date defines when the work will be planned to start – start date in capacity planning

• Due Date: Enter Date - The Due date is the date when the work supposed to be finished

• Issued by: Select from Lookup List who is responsible for this Work Order • Schedule Date: Will be automatically set to the first selected Due date in order to trace

planned and actual completion

• Last Done Date: Update automatically based on Work Orders with the same basic PM

• Completed Date: Update automatically once the Work Order has been completed

• Priority: Select from Lookup List • Material: Enter Material information used to perform work

• Safety Instruction: Select the appropriate Safety instruction. The Safety Instruction will be automatically appear if assigned in the Preventive Maintenance Work order.

• From Transaction Code, From Document Number: Automatically update • RFQ Number, RFQ Issue Date, RFQ Done by: Automatically update Request for

Quotation Details • Total Man Hour Used: Automatically update based on Labor data update • Allowable Hours: Automatically update based on Work Sequence Tasks

• Allowable Time: Enter the maximum Time allowed for this Work Order. The Allowable Hours will be divided by the allowable Time to calculate the required Manpower.

• Required Man Power: Automatically calculated based on Allowable hours and Time. • Total Part Cost, Total Labor Cost, Total Cost: Automatically update based on scheduled

parts and reported labor.

Work Sequence Tab

• Sequence Group: Scheduled job • Sequence: Serial number within Sequence Group • Description: Description of Sequence Group • Task: select appropriate task from the lookup list. • Task Category: automatically assigned based on the selected Task • Hour needed per Person: automatically assigned based on the selected task but can be

manually updated • Man needed: automatically assigned based on the selected task but can be manually updated



• Task Status: select from the lookup list • Remarks: enter remarks • File: link to file/document referring to the Work Sequence

Part Tab

• Sequence Group: displays the sequence group related to the schedule part • Part: Part Description and Part Number • Qty Req: Displays the required Quantity • UOM: Unit of Measurement • Cost: Displays the cost for the part • Total Cost: automatically calculates the total cost based on qty req. and cost • Delete: N/A

Non-Filed Part Tab

• Part: enter Part description • Qty Req: Enter the required Quantity • UOM: Unit of Measurement • Cost: Enter the cost for the part • Total Cost: automatically calculates the total cost based on qty req. and cost • Delete: deletes the part from the List

Assigned To Tab

• Work Shop: Select from Lookup List • Start Date: Enter date • End Date: Enter date, later than Start Date • Delete: deletes the assigned Work Shop from the List

Labor Tab

• Equipment Number: Select the Vehicle Number for which the labor is recorded • Sequence: Enter the Work Sequence Number for which the labor is recorded. • Employee: Select the Technician/Mechanic • Date: Enter the date of labor • Time Start: Enter the starting time • Time End: Enter the ending time • Delete: deletes selected the labor from the list

Panel Workshop Tab

The Work Shop responsible for the assigned Work order needs to update all data in Panel Workshop Tab in order to process the work order and being able to complete the work order.

• Received Date: Enter Date when Vehicle Received at Workshop • Reading Type: Meter Reading for Mileage (cannot be changed by the Workshop) • Meter Reading (Received): Enter Mileage when Vehicle received at Workshop • Checked by (Received): Enter Workshop Responsible who checked Vehicle at arrival



• Complete Date: Automatic Update when Work order is completed • Work Order Status: Automatically updated

• Meter Reading (Completed): Enter Mileage when Vehicle has been completed

• Checked by (Completed): Workshop Responsible who checked Vehicle at completion

• Duration: Automatically updated • Mileage used: Automatically updated

Inspection

• Stage: Shows the current stage of the inspection cycle • Ready Date: Enter date when vehicle ready for inspection • Inspected by Internal: Select the name of the internal TNB Fleet Supervisor • Inspected by External: Select the External Inspection Body • Inspected Date: Enter Actual Inspection Date (Internal or External) • Inspection Result: Select Pass if inspection passed, select fail if inspection failed (add a new

inspection cycle if inspection failed) • Reason: Enter reason if inspection fails • Delete: Select Delete to delete row

Active Work Order Listing All active (not completed) Work Orders are shown in the Active Work Order Listing. It allows filtering and displaying all active Work Orders (all types of Workorders) across the board. To display the active Work Orders in a list form, select Maintenance > Workorder > Active WO List from the Main menu or from the Menu bar.

1. Work Order Tree: The Work Order Tree shows all available Work Order Types and Status. By selecting the Type and a Status the List will automatically pre-filter according to the selection



2. Work Order List: If no Work Order type or Status has been selected, the list shows all Work Order which are not completed.

3. Search Active Work Orders: Use the search options to filter the Work Orders to be displayed. The Search and Filter options can be combined to narrow the search. Select the filter in the lookup list and click Search. To clear the filter and display the entire List click Clear All.

4. Show Tree: To View all active Work Orders, click on Show All

5. Equipment Number: To see the details of a Work Order click on the Work Order Number Link

Work Order Listing All (including completed) Work Orders are shown in the Work Order Listing. It allows filtering and displaying all Work Orders (all types of Work orders) across the board. To display the Work Orders in a list form, select Maintenance > Workorder > WO List from the Main menu or from the Menu bar.

Undo Accepted RFQ

Select Document No from Search ReqForQuotation to get the list of Accepted RFQ.

Check the Undo box to select the Accepted RFQ to undo.



Undo Rejected RFQ

Select Document No from Search ReqForQuotation to get the list of Rejected RFQ.

Check the Undo box to select the Rejected RFQ to undo.

Panel Workshop Admin Access

Select Panel Workshop and click Login button to login into Panel Workshop System as Admin. Users

login as Admin are not able to perform any changes in the system. Admins are only limited to view the

system as though Panel Workshop is using it.



Undo Work Order

1. Filter by Document No. or Status for searching the document.

2. Select and checked on the check box for those Document No. that need to undo status.

3. Click on the Undo Work Order button.

4. This program only reserve for Admin right.

.

Facility & Fleet Management Software CHAPTER 7: Fleet Management


CHAPTER 7: Fleet Management

The Fleet Management Module is used to setup and track all related liabilities and operational records for vehicles including inspections, permits, certifications, tax, and meter readings. Refer to ANNEX I: Layout & Workflow – Fleet Management

Viewing liabilities To view the history of existing liabilities for a particular vehicle/equipment, follow the steps listed below.

1. Select Fleet from the main menu 2. By Default, the History Tab is displayed with ALL existing liabilities for ALL Vehicle/Equipment 3. Select the Vehicle/Equipment from the tree or Filter and Search 4. The List of Fleet History Detail is showing all liabilities to the selected vehicle/equipment

Liability Schedule In order to trigger reminders for Inspections, Road tax, Permits etc. the respective “liabilities” have to be setup-generated for each vehicle/equipment. All Liabilities will appear in My Page > List of Liabilities, based on the Reminder Value.



1. Liability Setup: In the Setup section, the type and duration for the Liability needs to be selected.

2. Update Liabilities: The update section allows to update each liability with the actual renewal date, cost and the status.

Generate Liabilities

To generate liabilities for a particular vehicle/equipment, follow the steps listed below.

1. Select Fleet from the main menu 2. By Default, the History Tab is displayed with ALL existing liabilities for ALL Vehicle/Equipment 3. Select the Vehicle/Equipment from the tree or Filter and Search 4. The List of Fleet History Detail is showing all liabilities to the selected vehicle/equipment 5. Change to the Generate Schedule Tab 6. Enter the Liability information 7. Click Generate 8. The list of <Asset Liability Detail> will show all generated liabilities with the calculated Due

Date

Update Liabilities

Once the Liabilities have been generated the status and renewal date have to be updated manually.

Complete Liability

After the Liability has been renewed, the individual line has to be updated and the status changed to Done, follow the steps listed below.

1. Select Fleet from the main menu 2. By Default, the History Tab is displayed with ALL existing liabilities for ALL Vehicle/Equipment 3. Select the Vehicle/Equipment from the tree or Filter and Search 4. The List of Fleet History Detail is showing all liabilities to the selected vehicle/equipment 5. Change to the Generate Schedule Tab 6. Select the Status of the completed Liability Done 7. Change Renewal Date if necessary to actual Renewal Date 8. Update all other information 9. Click Update. 10. The selected Liability has been posted to the history



Idle Vehicle

If a Vehicle is not used for a certain time and no liability is necessary to setup, the status can be changed to Not Used, follow the steps listed below.

1. Select Fleet from the main menu 2. By Default, the History Tab is displayed with ALL existing liabilities for ALL Vehicle/Equipment 3. Select the Vehicle/Equipment from the tree or Filter and Search 4. The List of Fleet History Detail is showing all liabilities to the selected vehicle/equipment 5. Change to the Generate Schedule Tab 6. Select the Status of the completed Liability Not Used 7. Change Renewal Date if necessary to actual Renewal Date after the vehicle has been set back

to operation 8. Update all other information 9. Click Update 10. The selected Liability will not been posted to the history until the subsequent liability is

changed to Done

Add Liability

If existing liabilities need to be extended, follow the steps listed below.

1. Select Fleet from the main menu 2. By Default, the History Tab is displayed with ALL existing liabilities for ALL Vehicle/Equipment 3. Select the Vehicle/Equipment from the tree or Filter and Search 4. The List of Fleet History Detail is showing all liabilities to the selected vehicle/equipment 5. Change to the Generate Schedule Tab 6. Enter the Liability information and check that End Date must be later than the last generated

liability 7. Click Generate 8. The list of <Asset Liability Detail> will show all generated liabilities with the calculated Due

Date after the last generated liability

Delete Liability

If existing liabilities need to be deleted, follow the steps listed below.

1. Select Fleet from the main menu 2. By Default, the History Tab is displayed with ALL existing liabilities for ALL Vehicle/Equipment 3. Select the Vehicle/Equipment from the tree or Filter and Search 4. The List of Fleet History Detail is showing all liabilities to the selected vehicle/equipment 5. Change to the Generate Schedule Tab 6. Activate the Delete Flag for the liability which needs to be deleted. All subsequent liabilities

will be deleted automatically. 7. Click Update



Viewing Meter Readings To view the Meter Readings for a particular vehicle/equipment, follow the steps listed below.

1. Select Fleet from the main menu 2. By Default, the History Tab is displayed with ALL existing liabilities for ALL Vehicle/Equipment 3. Select the Vehicle/Equipment from the tree or Filter and Search 4. Change to Meter Reading

1. Meter Reading History: Displays all available Meter Readings by Reading Type

2. Add/Edit Meter Readings: The update section allows to update, add and delete multiple Readings

Add Meter Readings

To Add Meter Readings for a particular vehicle/equipment, follow the steps listed below.

1. Select Fleet from the main menu 2. By Default, the History Tab is displayed with ALL existing liabilities for ALL Vehicle/Equipment 3. Select the Vehicle/Equipment from the tree or Filter and Search 4. The List of Fleet History Detail is showing all liabilities to the selected vehicle/equipment 5. Change to the Meter Reading Tab 6. Add Row for each Reading you want to enter 7. Enter the information 8. Click Update 9. The Reading is posted to the list of <Asset Fleet Reading>



Delete Meter Readings

To delete Meter Readings for a particular vehicle/equipment, follow the steps listed below.

1. Select Fleet from the main menu 2. By Default, the History Tab is displayed with ALL existing liabilities for ALL Vehicle/Equipment 3. Select the Vehicle/Equipment from the tree or Filter and Search 4. The List of Fleet History Detail is showing all liabilities to the selected vehicle/equipment 5. Change to the Meter Reading Tab 6. Select the Reading you want to delete by clicking on transaction date 7. Enter the information 8. Click Update 9. Activate the Delete Flag for the Reading which needs to be deleted 10. Click Update

Fleet Management Field Descriptions Inspection History Tab

Display the inspection history for the selected Vehicle.

1. Asset Tree: The Asset Tree shows all available Vehicles and Equipment available. To view the History Detail in 2. Of a particular Vehicle or Equipment, click on the Vehicle/Equipment.

2. Fleet History Detail: If no vehicle has been selected, the history detail list shows all generated liabilities for all vehicles. Select a vehicle from the Asset Tree or Filter and search to limit the display of liabilities.



3. Search Fleet History: Use the search options to filter the vehicle and liabilities to be displayed. The Search and Filter options can be combined to narrow the search. Select the filter in the lookup list and click Search. To clear the filter and display the entire List click Clear All.

4. Show Tree: To View all Records in History Details, click on Show Tree

5. Equipment Number: To see the details of a vehicle in the Asset Register click on the Equipment Number Link

Generate Schedule Tab – Add/Edit

This tab allows setup all liabilities such as Permits, Certifications and Road tax. • Equipment Number: Selected Vehicle/Equipment Number • Body*: Select from Lookup List • Liability Type*: Select from Lookup List • Start Date*: Enter Start Date from where the calculation starts, Start date itself will not be a

Due Date. Start Date must be later than the last generated liability with the same Body and Liability Type

• End Date*: Enter End Date until when the calculation needs to be done. End date itself will be the last Due Date

• Interval Type*: Select from Lookup

• Interval Value*: Enter Value which will be multiplied with the Interval Type (eg. Interval Type: Monthly, Interval Value: 6 = 6 Monthly schedule)

• Reminder Value: Default Value setup for each Liability Type in Settings (refer to Settings for Information). The Reminder Value indicates Reminder appearance how many days before Due date

• Remark: Enter Remark. The Remark will appear in every Liability generated

Generate Schedule Tab – List of Asset Liabilities

This tab allows updating all liabilities such as Permits, Certifications and Road tax. • Status*: Select from Lookup list • Renewal Date: Enter actual Renewal Date, affects all subsequent Due Date

• Remark 1: Enter or edit remark 1

• Remark 2: Enter Remark 2

• Renewal Cost: Enter Service Cost for Renewal • Inspection Cost: Enter actual Inspection / Body Cost • Misc Cost: Enter miscellaneous cost • Total Cost: Automatic Summary of all entered Cost

Meter Reading Tab – History

This tab allows to manually updating the meter readings for vehicle • Reading Type: Displays reading type • Reading: Displays actual Reading Value

• Transaction Date :Reading date

• Work Order :Work Order Number if Reading has been updated in Work Shop



• Work Shop :Work Shop Name if Reading has been updated in Work Shop

Meter Reading Tab – Add/Edit

This tab allows to manually updating the meter readings for vehicle • Reading Type*: Select from Lookup list • Reading*: Enter actual Reading Value

• Transaction Date*: Enter the reading date

Facility & Fleet Management Software CHAPTER 8: GenSet Management


CHAPTER 8: GenSet Management

The Gen Set Management Module is used to track requests and assign GenSet to Requestors. Refer to ANNEX J: Layout & Workflow – Gen Set

GenSet Request

Adding a GenSet Request

Every Request for a GenSet needs to be recorded in the system. It is not necessary to select the Request Status immediately or select the GenSet Registration Number.

To add/record a GenSet Request, follow the steps listed below.

1. Select GenSet from the main menu 2. Add the Request information. 3. Save the Request by clicking on Add 4. The System creates automatically a GenSet Request Number

Updating a GenSet Request

After the GenSet Request has been added to the system and a GenSet Request Number has been generated, additional information such as the GenSet Registration Number and the actual Assignment Date can be updated. After Returning the GenSet to the original location, the Request needs to be updated again with the return details. NOTE: The GenSet Status becomes ‘RESERVED’ after a GenSet Registration Number has been assigned to a GenSet Request and will not be available for other Request until returned to the original location

To update a GenSet Request, follow the steps listed below.

1. Select GenSet from the main menu 2. Select the GenSet Number from the List 3. Update the Request information. 4. Save the Request by clicking on Update

Select GenSet Request Status

In order to book the GenSet and assign it to a requester and site, the GenSet Status has to be selected. NOTE: By approving the Request Status the GenSet Status will change to ‘BOOKED’. To select the GenSet Request Status, follow the steps listed below.

1. Select GenSet from the main menu 2. Select the GenSet Number from the List 3. Select the Request Status 4. Save the Request by clicking on Update



Select On Site Status

In order to book the GenSet and assign it to a requester and site, the GenSet Status has to be selected. NOTE: On Site Status can only be selected after the GenSet Request Status has been ‘APPROVED’. To select the On Site Status, follow the steps listed below.

1. Select GenSet from the main menu 2. Select the GenSet Number from the List 3. Select the On Site Status 4. Save the Request by clicking on Update

GenSet Management Field Descriptions

Details Tab

• Request Number: Automatically created after submitting the Request • Request by*: Select Requester Name from Lookup List • Received by: Select Name from Lookup List • Requester Office Phone No, Requester Hand Phone No: Enter Requestor contact

details • Authorised Person, Authorised Person Office Phone No, Authorised Person Hand

Phone No: Enter contact details • Cost Center: Enter Cost Center • State: Select from Lookup List • Work Type: Select from Lookup List • Work Location: Select from Lookup List • Sub Station: Enter Substation Name

• Call Received Date: Enter Date and Time when Call received

• GenSet Needed Date: Enter Date and Time when Gen Set needs to be dispatched

• Estimated Return Date: Enter Date and Time when Gen Set will be returned

• Required Capacity*: Select required Capacity from Lookup list • Assigned Date: Enter Date and Time when the Gen Set is finally assigned

• GenSet Registration Number: Select the Available GenSet from the Lookup list • Location: Automatically updates the original location of the GenSet • Prime Mover: Select from Lookup List • Truck/Prime Mover Fuel Card No: Enter Number • Driver, Operator 1, Operator 2: Select Name from Lookup List • Support Vehicle: Select Supporting Vehicle from Lookup List • Support Vehicle Fuel Card No: Enter Number • Request Status: Select Status of Request from Lookup List • Reject / Cancel Reason: Enter Reasoning for Reject or Canceling the Request • Arrival Date: Enter Arrival Date and Time on site

• On Site Status: Select On Site Status from Lookup List. Request Status must be Approved in order to select On Site Status.

• Return Date: Enter Return Date and Time to original location



Capacity Planning

Review GenSet Capacity

To review the GenSet Capacity, follow the steps listed below:

1. Select GenSet from the main menu 2. Select the Capacity Planning Tab 3. Select the Month and Year to be displayed 4. Click on Search to display all GenSet Request’s and allocated GenSet

Genset Listing

GenSet Listing shows all GenSet Request. It allows filtering and displaying the requests by parameters.

Click on hyperlinked GenSet Request Number to view the request.

GenSet Management Field Descriptions

Capacity Planning Tab

The Capacity Planning Tab displays all pending requests by month and also all pending assignments for each equipment by month/year.

• Month: Select the Month from the Lookup List • Year: Select the Year from Lookup List

Facility & Fleet Management Software CHAPTER 11: Customer Complaint


CHAPTER 9: Pool Car Management

The Car Pool Management Module is used to track requests and assign Pool Cars to Requestors. Refer to ANNEX K: Layout & Workflow – Pool Car

Pool Car Request

Adding a Pool Car Request

Every Request for a Pool Car needs to be recorded in the system. It is not necessary to select the Request Status immediately or select the GenSet Registration Number.

Pool Car Request



1. Search Request: Search for a particular Request by selecting search parameters from the lookup. 2. List of Pool Car Request: List of all Pool Car Requests. 3. Add/Edit Pool Car Request: Enter particulars of Requester 4. List of Pool Car Details: Multiple Pool Cars can be requested within one request 5. Add/Edit Pool Car Details: Enter particulars of Journey and requested Vehicle

Adding a Pool Car Request

Every Request for a Pool Car needs to be recorded in the system. It is not necessary to select the Request Status immediately or select the Pool Car immediately. To add/record a Pool Car Request, follow the steps listed below.

1. Select Pool Car > Pool Car from the main menu 2. Add the Request information in Add/Edit Pool Car section. 3. Save the Request by clicking on Add 4. The System creates automatically a Pool Car Request Number

Adding a Pool Car Detail

Every Request for a Pool Car can have multiple vehicles. You need to add each vehicle detail and journey details into the pool car details. To add/record a Pool Car Detail, follow the steps listed below.

1. Select Pool Car > Pool Car from the main menu 2. Add the Journey and Vehicle information in Add/Edit Pool Car Detail section. 3. Save the Request by clicking on Add 4. Repeat 2.-3. For each additional journey/vehicle 5. The document number is equal to the pool car request number



Updating a Pool Car Request

After the Pool Car Request has been added to the system and a Pool Car Request Number has been generated, additional information such as the Pool Car Registration Number and the actual Assignment Date can be updated. After Returning the Pool Car to the original location, the Request needs to be updated again with the return details. NOTE: The Vehicle Status becomes ‘RESERVED’ after a Pool Car Registration Number has been assigned to a Pool Car Request and will not be available for other Request until returned to the original location to update a Pool Car Request, follow the steps listed below.

1. Select Pool Car > Pool Car from the main menu 2. Select the Pool Car Request Number from the List 3. Update the Request information. 4. Save the Request by clicking on Update

Select Pool Car Detail Approval Status

In order to book the Pool Car and assign it to a requester, the Pool Car Detail Status has to be selected for each requested Pool Car. NOTE: By approving the Approval Status the Pool Car Status will change to ‘BOOKED’. To select the Pool Car Request Status, follow the steps listed below.

1. Select Pool Car > Pool Car from the main menu 2. Select the Pool Car Request Number from the List 3. Select the Pool Car Detail from the list 4. Select the Approval Status 5. Save the Request by clicking on Update

Select Pool Car Detail Return Status

In order to release the Pool Car for new assignments, the Pool Car Detail Return Status has to be selected for each returned Pool Car. NOTE: By returning Pool Car (Status <OK>, the Pool Car Status will change to ‘AVAILABLE’. To select the Pool Car Request Status, follow the steps listed below.

1. Select Pool Car > Pool Car from the main menu 2. Select the Pool Car Request Number from the List 3. Select the Pool Car Detail from the list 4. Select the Return Status 5. Save the Request by clicking on Update



Capacity Planning

Review Pool Car Capacity

To review the Pool Car Capacity, follow the steps listed below:

1. Select Pool Car from the main menu 2. Select the Capacity Planning Tab 3. Select the Month and Year to be displayed 4. Click on Search to display all Pool Car Request’s and allocated Vehicle

Pool Car Listing Pool Car Listing shows all Pool Car Requests. It allows filtering and displaying the requests by parameters. Click on a hyperlinked Pool Car Request Number to view the Request.

Undo Approval In the Undo Approval screen, the administrator is able to undo previous approvals of Pool Car Requests.

Pool Car Management Field Descriptions

Details Tab

Add/Edit Pool Car Section

• Document Number: Automatically created after submitting the Request • Employee Name, Designation, Department, Grade: Enter Requestor name and details • Allocated Department: Select Account from Lookup List • Cost Center: Enter Cost Center to which the cost has to be charged to • Request Status: Automatically updated based on approval status • Request Date/Time: Enter the date and time of the request • Estimated Departure Date/Time: Enter the estimated departure date and time • Estimated Return Date/Time: Enter the estimated return date and time

Add/Edit Pool Car Detail Section

• Document Number: Automatically created after submitting the Request



• No Person: Enter the number of person to travel • Departure Date/Time: Enter the actual Departure date and time • Travelling Purpose: Enter the Traveling purpose • Return Date/Time: Enter the actual return date and time • Driver: Select the driver from the lookup list • Vehicle Type: Select the requested vehicle type from the lookup list • Registration Number: Select the available registration number/vehicle • Approval: Select the approval state of the request • From Location: Travel start location • To Location: Travel destination • Return Status: Select the status of the vehicle return

Capacity Planning Tab

The Capacity Planning Tab displays all pending requests by month and also all pending assignment for each equipment by month/ year. • Month: Select the Month from the Lookup List • Year: Select the Year from Lookup List



CHAPTER 10: Car Parking Bay/Sticker

The Car Parking Bay/Sticker Management Module is used to track requests and assign Car Parking Bays/Sticker to Requestors. Refer to ANNEX L: Layout & Workflow – Car Sticker

Car Parking Bay/Sticker Request

Adding a Car Sticker Request

Every Request for a Car Sticker needs to be recorded in the system. It is not necessary to select the Approval Status immediately or select the Car Park Number. NOTE: Based on the Grade of the Requester, the system will allow 1 or 2 request only. To add/record a Car Sticker Request, follow the steps listed below.

1. Select Car Sticker > Car Sticker from the main menu 2. Add the Request information. 3. Save the Request by clicking on Add

Updating a Car Sticker Request

After the Car Sticker Request has been added to the system, additional information such as the Car Park Number can be updated. After Returning the Car Sticker, the Request needs to be updated again with the return details. To update a Car Sticker Request, follow the steps listed below.

1. Select Car Sticker > Car Sticker from the main menu 2. Select the Employee from the List 3. Update the Request information. 4. Save the Request by clicking on Update

Select Car Sticker Approval Status

In order to assign Car Sticker to a requester, the Approval Status has to be selected. To select the Car Sticker Approval Status, follow the steps listed below.

1. Select Car Sticker > Car Sticker from the main menu 2. Select the Employee from the List



3. Select the Approval Status 4. Save the Request by clicking on Update

Car Sticker Listing Car Sticker Listing shows all Car Sticker Requests. It allows filtering and displaying the requests by parameters. Click on a hyperlinked Employee to view the Request.

Undo Approval

In the Undo Approval screen, the administrator is able to undo previous approvals of Car Sticker Requests.

Car Sticker Management Field Descriptions

Add/Edit Car Sticker Section

• Employee Code: Select Employee from lookup list • Application Date: Enter application date • Position: Enter position • Grade: Enter grade • Department: Enter Department • Cost Center: Enter Cost Center • Vehicle Registration Number: Enter Vehicle Registration Number • Vehicle Model: Enter Vehicle Model • Office Phone No, Hand Phone No: Enter Phone Number details • Car park No: Select Car Park No from Lookup list • Sticker Return: Select when Sticker is returned • Approval: Select Approval Status from Lookup List • Year: Select Year of Sticker allocation



CHAPTER 11: Customer Complaint

The Customer Complaint Module captures all Complaints related to Work Orders. The Complaint will be later reviewed and approved by the appropriate management. The Customer will be able to track his complaint based on the status. Refer to ANNEX M: Layout & Workflow – Cust. Complaint

Complaint

Adding a Customer Complaint

To create a Customer Complaint, follow the steps listed below. NOTE: Complaints can only made to completed Work Orders

1. Select Maintenance > Work Order > WO List from the main menu 2. Select the Work Order Number to which a complaint needs to be added 3. Add a complaint by clicking on Complaint 4. Add the Complaint information. 5. Save The Complaint by clicking on Add

Update a Customer Complaint

To modify a Customer Complaint, follow the steps listed below. NOTE: Complaints can only be updated as long Complaint status is <NEW>

1. Select Cust Complaint > Complaint Listing from the main menu 2. Select the Complaint Number which needs to be updated 3. Update the Complaint information. 4. Save the updated complaint by clicking on Update

Customer Complaint Field Descriptions:

• Document Number: Automatically created after adding the Complaint • Equipment Number: Automatically set from selected Work Order • Company Code, State, District, Business Area, Location 3: Automatically updated

based on equipment • Priority: Select from Lookup List • Complaint Category: Select from Lookup List • Complaint by: Select from Lookup List • Issue Date, Due Date: Select Date • Complaint Status: Automatically update, based on Review & Action status • Reject Reason: Automatically update, based on Complaint Status ‘Rejected’ • Reviewed by: Automatically update of Reviewers name



• Subject and Remarks: Enter Text • From Transaction Code, From Document Number: Automatically update of related

Work Order Number • Work Order Status, Complete Date: Automatically update the related Work Order

completion date and status • Assigned to Department: Select from Lookup List. Department responsible to review the

complaint • Problem Category, Problem: Select from Lookup List. Categorizing the Problem helps to

increase the efficiency of reports

Complaint Listing Complaint Listing shows all Complaints. It allows filtering and displaying the Complaints across the board. To display all Complaints in a list form, select Maintenance > Cust Complaint > Complaint

Listing from the Main menu or from the menu list.

Complaint Action Select the Complaint to be reviewed and click on “Rework”, “New WO” or “Reject”. The system will change the Status automatically according to the selected action.

Review a Customer Complaint

To specify the action and review a Customer Complaint, follow the steps listed below.

1. Select Cust Complaint > Complaint Action from the main menu 2. Filter the Complaint Number which needs to be reviewed 3. Select the appropriate Action by clicking on the Radio Button Rework / Reject / NewWO 4. Save the Action by clicking on Update

Customer Complaint Action Field Descriptions:

• Action: Select the appropriate action for the specific Customer Complaint • Reject Reason: Enter a reason when action is Reject

Undo Action Select the Complaint for which the action/status needs to be undone. After undo the action, the type of action can be selected again.

Undo action for a Customer Complaint

To undo a Customer Complaint, follow the steps listed below.

1. Select Cust Complaint > Undo Action from the main menu 2. Filter the Complaint Number for which the action needs to be undone 3. Select the Undo



4. Save the Action by clicking on Update

CHAPTER 12: Reports

The Reports are divided into Modules and Groups for easier reference. Each Report has a similar layout structure which allows adjusting the report criteria with various parameters in order to limit the Report results. By Default the report will show all Data available.

1. Filter Parameter: Select the Filter Parameters to limit the Report Results (From – to range) 2. Report Preview: Shows the Result of the selected Filters 3. View Report: Click on View Report after changing the Filter Parameters 4. Print: Click to Print the Report to the selected Printer 5. Export: Select the Export format for the Report and click on Export 6. Find: Enter find criteria to search within the report 7. Document Map: Click on Document Map to navigate within the Report. The Document Map can

be hidden by clicking on the Document Map symbol.



Report Overview

1. Report Modules: Select the Module to list all Reports within one Module 2. Report Group: Select the Group to list all Reports within one Group 3. Search: Enter Search Criteria to find a specific Report 4. List of Report: List of filtered Reports

Asset

Group Report Name Description

Asset Asset Warranty Report Prints a list of Vehicle including Warranty Details

Asset Summary of Vehicle Registration Record

Prints a list of Vehicle with all Registration Details including Historical data related to transfer, maintenance and fleet management

Asset

Vehicle Insurance Name/Insurance Policy Coverage

Prints a list vehicle including all related insurance details

Asset Vehicle Technical Specification

Prints a list of vehicles including all related technical details

Asset Listing Asset Details Listing Report Prints a list of vehicles including all major details

Asset Listing Asset Listing Prints a list of vehicle including BOM details

Meter Reading Meter Reading Prints a list of vehicle including all related meter readings

Asset Asset Assignment Report Prints a list of vehicles including all related



(before Return) asset assignment not yet return.

Asset

Asset Assignment Report (after Return)

Prints a list of vehicles including all related asset assignment was returned.

Part Listing Part Listing Prints a list of vehicle including all part details.

Car Sticker


Car Sticker Car Sticker Prints a list of employees including all related car sticker requests.

Gen Set


GenSet GenSet Prints a confirmation letter for the selected GenSet Request Number

GenSet GenSet Capacity Planning Prints a monthly capacity planning for all GenSet Requests

GenSet GenSet Details Prints a list of Requests related to employees and GenSets

Maintenance


Failure Vehicle Failure Report Prints a summary of failures by problems or by vehicles

Monthly Report 3-DayRepair Time Statistics

Prints a statistics of Work Orders including repair time ledger and panel workshop assignment details

Monthly Report Maintenance Cost

Prints a list of vehicle including a monthly summary of maintenance cost including parts, labor and inspection.

Monthly Report Type of Repair Prints a statistics of Repair categories

Work Order Vehicle Maintenance Report

Prints a list of vehicle including all related Work Orders, Tasks and Parts

Work Order Work Order Prints individual Work Orders

Work Order Work Order Cost Details Prints a list of vehicle including all Work Order cost such as parts and labor by Date



or by Year

Work Order Work Order Cost Report

Prints a list of vehicle including the total number of Work Orders and related parts and labor cost summary

Work Order Work Order Listing Prints a list of Work Orders including description, parts and labor cost

Request For Quotation Request For Quotation Prints a list of Request For Quotation .

Panel Workshop


Monthly Report Puspakom Passing Rate Prints a statistics of Inspection Passing rate for Puspakom and PMA and allows to view details by clicking on the graphics

Panel WorkShop Performance

Number of Rework/Complaints

Prints a list of Work Orders including related vehicles, Panel Workshops and complaints.

Permit and Licensing


Inspection Permit And Licensing Prints a list of Permits and licensing including Due Dates, status and cost

Monthly Report Form

Inspection Details Prints a list of Work Orders including inspection details and Panel Workshop assignment

Pool Car


Pool Car Pool Car Details Prints a list of Pool Car Requests including the request details and vehicle assignment

Setting




Master Listing Code File Maintenance Prints a list of all codes used throughout the system

Master Listing Currency Listing Prints a list of available currencies including details

Master Listing Employee Listing Prints a list of available employees including details

Master Listing Problem Master Listing Prints a list of Problems including Categories used throughout the system

Master Listing Supplier Listing Prints a list of Suppliers including details

Master Listing Tax Listing Prints a list of taxes including details

Master Listing Unit Of Measurement Listing

Prints a list of Unit of Measurements

Master Listing User Profile Listing Prints a list of user profile

Master Listing User Profile Detail Listing Prints a list of user profile details

Master Listing User Login Audit List Prints a list of user login audit log

Master Listing User Group Listing Prints a list of user group

Master Listing Program List Listing Prints a list of program list

Master Listing Group Permission Listing Prints a list of group permission

Master Listing Group Listing Prints a list of group

Master Listing Module Listing Prints a list of module

Master Listing My Page Form Listing Prints a list of My Page form

Schedule Rate

Schedule Rate Jadual Kadar Harga-Spare Part Prints a list of spare part price

Schedule Rate Jadual Kadar Harga Prints a list of part



Import Error

Import Error Import Error Listing (Work Order) Print a list of import error (Work Order)

Export for ERMS

Export for ERMS Part Listing (Export to ERMS) Print a list of parts export to ERMS

Facility & Fleet Management Software CHAPTER 13: Administration


CHAPTER 13: Settings & Administration

Before you begin using the system, you should review the system parameters and change the current settings as needed to better meet your needs. NOTE: Settings with Origin in ERMS cannot be added or modified in PERFEKTO, the data must be downloaded from ERMS The settings are used to fill the available lookup lists throughout the system.

Asset Refer to ANNEX A: Asset-ERMS Link for details of ERMS linked data.

Setting Name Description Origin

Company Code Add code and description ERMS

State Add code and description PERFEKTO

District Add code and description PERFEKTO

Business Area Add code and description ERMS

Location 3 Add code and description PERFEKTO

Usage Indicator Add code and description ERMS

Fleet Object Type Add code and description ERMS

Usage Class Add code and description PERFEKTO

Transaction Type Add code and description ERMS

Cost Center Add code and description ERMS

Capacity(kW) Add code and description ERMS

Model Name Add code and description ERMS

Work Order Refer to ANNEX D: Work Order-ERMS Link for details of ERMS linked data.


PM Activity Type Add code and description PERFEKTO

Problem Add code and description PERFEKTO

Sequence Group Add code and description PERFEKTO

Task Category Add code and description PERFEKTO

Priority Add code and description PERFEKTO

Schedule Type Add code and description PERFEKTO

Task Sequence Library Add scheduled Parts to Sequence groups

PERFEKTO

Complaint Category Add code and description PERFEKTO



Fleet Setting Name Description Origin

Liability Code Add code and description PERFEKTO

Liability Type Add Liabilities by assigning Body, Intervals and Reminders

PERFEKTO

Part Setting Name Description Origin

Part Account Group Add code and description PERFEKTO

Part Group Add code and description PERFEKTO

Part Type Add code and description PERFEKTO

Part Category Add code and description PERFEKTO

Unit Of Measurement Add code and description PERFEKTO

Location Add code and description PERFEKTO

Miscellaneous Refer to ANNEX B: Employee-ERMS Link for details of ERMS linked data.


Vendor Add code and description PERFEKTO

Manufacturer Add code and description PERFEKTO

Country Add code and description PERFEKTO

Employee Add code and description ERMS

Department Add code and description PERFEKTO

Currency Add code and description PERFEKTO

Credit Term Add code and description PERFEKTO

Payment Type Add code and description PERFEKTO

Entity Setting Name Description Origin

Entity Add code and description PERFEKTO

Parameter Add code and description PERFEKTO

Report Header Add code and description PERFEKTO

MyPage Reminder



Panel Workshop Refer to ANNEX C: Panel Workshop-ERMS Link for details of ERMS linked data.


Panel Workshop Add code and description PERFEKTO

State Add State PERFEKTO

Kawasan Add Kawasan

Managing Terminated vendors

Panel Workshop Master

1. Select the Panel Code that you need to set to Non-Active.

2. Click on the Non-Active option button then click save.

During RFQ entry

This Non-Active Vendor is not able to be selected during creation of new RFQ

Vendor page

This Non-Active Vendor is still able to login and proceed with all the existing/non-completed RFQ or WO



User Setting Setting Name Description Origin

User Add code and description and update User Password

PERFEKTO

Group Master Add code and description PERFEKTO

Group Permission Set Permission for each group related to modules and screens

PERFEKTO

Group User Assign Group to User PERFEKTO

Purchasing Org. Add Purchasing Organisation from ERMS

PERFEKTO

Purchasing Group Add Purchasing Group from ERMS

PERFEKTO

Retired User To change Retired User’s RFQ and Work Order ownership to a New User

PERFEKTO

Refresh Training DB To refresh training database for training and testing purposes

PERFEKTO



My Setting Setting Name Description Origin

My Page Select My Page Layout and change User Password

PERFEKTO

News Update

1. Click Add New to create new News

2. Enter Title, Contents, New Date and check Active to enable it.

3. Filter by document no or status for searching the document.

4. Select and checked on the check box for those document no that need to undo status.

5. Click on the Undo Work Order button.

6. This program only reserve for Admin right.



CSI

CSI Master

1. Click on add new and enter the question.

2. Click on the save button to save the question.

Check the active checkbox to allow the question show in the CSI form



CSI Entry Screen

1. Select the answer by clicking the option button

2. Click save to save the records

“Thanks you” appear meaning CSI entry completed


INDEX

Approve, 64

Corrective Work Order System, 35

CW, 35

dispatch, 26

Part Code, 24

Preventive Maintenance, 26

Resource Planning, 71, 79

Service Report, 26

Work Orders, 26, 46, 53, 56

Work Request, 26

Facility & Fleet Management Software REFERENCES


REFERENCES

ANNEX A: Asset-ERMS Link



ANNEX B: Employee-ERMS Link

ANNEX C: Panel Workshop-ERMS Link



ANNEX D: Work Order-ERMS Link

ANNEX E: Data Import Schedule Module Schedule Remarks

Asset Register Monthly

Employee Monthly

Panel Workshop Yearly

Work Orders Daily

Part/Schedule Rate Yearly



ANNEX F: Backup & Recovery Schedule Suggested Disaster Recovery Plan -Backup -Backup is done twice daily at 9pm and 12am. Daily backup procedure

1. Extraction of data from ERMS into CSV file at 8pm a. Data from ERMS including Work Order(daily) / Asset and Employee(monthly)

2. MSSQL Server to run Backup at 9pm before Importing data from ERMS 3. Extracted CSV file to be kept with a retention period of at least 1 year for any reconciliation

purposes 4. Import data from ERMS into Perfekto at 10pm 5. Data failed to be imported will be kept into log for reconciliation purposes 6. MSSQL Server to run 2nd Backup after 12am

-Recovery 1. Hardware breakdown High-Availability Clusters/Failover Clusters -Another server/node is needed for mirroring -To avoid Single-Point-of-Failure These products are found extensively in commercial or research/academic use: 1. Veritas Cluster Server 2. Microsoft Cluster Server (MSCS)



ANNEX G: User Role – Security Matrix

SYS_ADMIN System Administrator – access to all& Helpdesk

VEHICLE_SV Vehicle Supervisor – access to Fleet related Forms & Reports,

monitor Panel Workshop SV work and complete W/O

PANEL_WS_SV Panel Workshop SV – access to assigned Work Order and limited

Reports, related to Panel Workshop only

GENSET_SV Gen Set Supervisor – access to Gen Set Management and limited

Reports

CARPOOL_SV Car Pool Supervisor – access to Car Pool Management and limited

Reports

CARPOOL_HOD HOD of requester – access to approval for Car Pool request

CARPOOL_GM GM of requester – access to approval for Car Pool request for

Outstation

CARSTICK_SV Car Sticker Supervisor – access to Car Sticker Management and

limited Reports

CARSTICK_HOD HOD of requester – access to approval for Carsticker request

JPL_MNGT Logistics Manager – access to all Forms and Data

TRAINING Trainer – access to all Forms and Test Data

CRM Customer Feedback – Public Access for TNB Employees to

Car Pool Request, GenSet Request, Car Sticker Request and

Customer Feedback



ANNEX H: Layout & Workflow – Repair (Panel WS) IF

MS

– P

ER

FE

KT

O L

ayo

ut

& W

ork

flo

w:

1.

Rep

air

(P

an

el W

ork

sh

op

)

0.4

Part Register

PERFEKTO (OT)

0.3

Asset Register

PERFEKTO (OT)

1.

Panel Workshop

Web-Management

PERFEKTO (OT)

0.2

Repair &

Maintenance

ERMS (TNB)

0.1

Asset/Vehicle Register

ERMS

(TNB)

Cre

ate

& M

od

ify

Veh

icle

(Num

be

r &

Para

mete

rs)

Tra

nsfe

r V

eh

icle

(New

Veh

icle

Ord

er

No)

Pre

pare

PM

Sch

ed

ule

& B

ud

ge

t

Con

trol in

cl.

Part

s

Cata

logu

e

Revie

ws P

/W

Quo

tatio

n,

Gen

era

te W

ork

Ord

er

And

Rele

ase

Dis

pose V

eh

icle

Pro

cure

men

t o

f

Veh

icle

1.1

.1

Issu

e W

eb

Wo

rk O

rde

r

to P

an

el W

ork

sho

p

0.2

.1

Exp

ort

W/O

Data

in

cl. P

art

s &

Wo

rks

ho

p a

ss

ign

men

t to

Perf

ek

to

(in

clu

ded

-use

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MS

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Typ

e t

o

dif

fere

nti

ate

)

Work

sho

p

Serv

ices V

eh

icle

1.3

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sho

p

Notifie

s T

NB

Veh

icle

Rea

dy

TN

B In

sp

ects

Veh

icle

1.6

TN

B c

om

ple

tes

Web

Wo

rk O

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r

Pass

Insp

ectio

n

1.2

Work

sho

p

Upd

ate

s W

eb W

ork

Ord

er

with

Lab

or,

Part

s &

Mile

ag

e

Pro

cee

d w

ith

Serv

ice E

ntr

y &

Serv

ice A

ccep

tance

Pro

cess

0.3

.1

Upd

ate

Asset

Reg

iste

r w

ith

Fle

et

spe

c. D

ata

0.3

.2

Upd

ate

Work

Ord

er

His

tory

in

cl.

La

bo

r &

Part

s

0.1

.1

Exp

ort

new

&

mo

dif

ied

Ass

et

Data

& P

art

s t

o P

erf

ek

to

1.4

TN

B In

sp

ecto

r

Upd

ate

s W

eb W

ork

Ord

er

with

In

sp

ectio

n

Deta

ils

Insp

ectio

n F

aile

d

0.3

.3

Ana

lyse D

ata

& K

PI

Rep

ort

Upd

ate

Part

s C

ata

log

ue

0.4

.1

Upd

ate

Part

Reg

iste

r w

ith

Fle

et

spe

c.

Data

0.4

.2

Ana

lyse D

ata

& K

PI

Rep

ort

Clo

se W

/O &

Techn

ica

l com

ple

te W

/O

Puspa

ko

m In

sp

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n

(if

req

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ed)

Pass P

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ko

m In

sp

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Puspa

ko

m In

sp

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n f

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d

1.5

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pd

ate

s

Web

Wo

rk O

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ith

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ectio

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ils

1.7

Rem

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otificatio

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for

Roa

dta

x r

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ew

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ba

se

d o

n P

usp

ako

m

Insp

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n

1.1

Sen

d R

FQ

to

Pan

el

Work

sho

p





ANNEX I: Layout & Workflow – Fleet Management



ANNEX J: Layout & Workflow – Gen Set IF

MS

– P

ER

FE

KT

O L

ayo

ut

& W

ork

flo

w:

2. G

EN

SE

T M

an

ag

em

en

t2.2

GEN Set

Operators/

Supervisor

0.3

Asset Register

PERFEKTO (OT)

2.3

GEN Set Control Center GCC

PERFEKTO (OT)

2.1

GEN Set

Customer

0.1

Asset/Vehicle

Register

ERMS

(TNB)

Pro

cu

rem

en

t o

f

Ve

hic

le

Tra

nsfe

r V

eh

icle

(Ne

w V

eh

icle

Ord

er

No)

0.1

.1

Exp

ort

ne

w &

mo

difie

d

Asse

t D

ata

& P

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s t

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rfe

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Up

da

te P

art

s C

ata

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ue

Dis

po

se

Ve

hic

le

Cre

ate

& M

od

ify

Ve

hic

le

(Nu

mb

er

&

Pa

ram

ete

rs)

0.3

.4

Up

da

te G

en

Se

t

His

tory

in

cl. L

ab

or

&

Op

era

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n R

eco

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0.3

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Up

da

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sse

t

Re

gis

ter

with

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et

sp

ec. D

ata

0.3

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An

aly

se

Da

ta &

KP

I

Re

po

rt

Cu

sto

me

r re

qu

est

for

GE

N S

et

(Ca

ll)

2.3

.1

Re

co

rd C

all

(Ge

nse

t

Re

qu

est)

in

clu

siv

e a

ll

De

tails

2.3

.2

Ch

eck A

va

ilab

ility

of

Ge

nS

et/P

rim

em

ove

r &

Drive

r/O

pe

rato

r

2.3

.3

Prin

t S

tate

me

nt

Le

tte

r

for

Cu

sto

me

r

co

nfirm

atio

n

Re

qu

este

d/A

va

ilab

le/

Re

jecte

d

2.3

.4

Assig

n W

ork

er

Sta

rt &

Fin

ish

Wo

rk &

Fill

in

Wo

rk R

ep

ort

Sta

rt &

Fin

ish

Wo

rk &

Op

era

tio

n R

eco

rds

Su

pe

rvis

ion

&

Insp

ectio

n R

ep

ort

De

live

r G

en

Se

t

2.3

.6

Up

da

te J

ob

Re

co

rd &

Co

mp

lete

Jo

b in

cl.

Fu

el, L

ab

or/

Tim

esh

ee

t

Re

ce

ive

s S

tate

me

nt

Le

tte

r fr

om

GC

C

2.3

.5

Ca

nce

l Jo

b R

eq

ue

st

Re

jectA

cce

pt

Insp

ect

Site

an

d

co

nfirm

or

ca

nce

l jo

b

Ca

nce

l

Co

nfirm

RJO

Pro

ce

ss





ANNEX K: Layout & Workflow – Pool Car IF

MS

– P

ER

FE

KT

O L

ay

ou

t &

Wo

rkfl

ow

: 4.

Car

Po

ol

Ma

na

ge

me

nt

4.2

Driver

0.3

Asset Register

PERFEKTO (OT)

0.1

Asset/Vehicle

Register

ERMS

(TNB)

4.3

Car Pool Management

PERFEKTO (OT)

4.1

Customer

Cre

ate

& M

od

ify

Veh

icle

(Num

be

r &

Para

mete

rs)

Pro

cu

rem

en

t o

f

Veh

icle

Tra

nsfe

r V

eh

icle

(New

Veh

icle

Ord

er

No)

Upd

ate

Part

s C

ata

log

ue

0.1

.1

Expo

rt n

ew

& m

od

ifie

d

Asset

Data

& P

art

s to

Perf

ekto

Dis

po

se V

eh

icle

0.3

.9

Ana

lyse D

ata

& K

PI

Rep

ort

0.3

.8

Upd

ate

Car

Poo

l

His

tory

0.3

.1

Upd

ate

Asset

Reg

iste

r w

ith

Fle

et sp

ec. D

ata

Custo

mer

Req

ue

st fo

r

Car

4.3

.1

Record

Req

ue

st

inclu

siv

e a

ll D

eta

ils

4.3

.2

Che

ck A

vaila

bili

ty o

f

Car

& D

river

4.3

.4

Assig

n D

river

4.3

.3

App

rove

/ R

eje

ct P

oo

l

Car

Req

ue

st

4.3

.5

Can

cel C

ar

Req

ue

st &

Info

rm C

usto

mer

4.3

.6

Com

ple

te J

ob

Sta

rt &

Fin

ish W

ork

And

fill

in F

orm

Deliv

er

Veh

icle

Reje

ct

App

rove

RJO

Custo

mer

Rece

ives

Sta

tus u

pda

te







ANNEX L: Layout & Workflow – Car Sticker

IFM

S –

PE

RF

EK

TO

Layo

ut

& W

ork

flo

w:

5. C

ar

Park

ing

Bay/S

ticker

Ad

min

istr

ati

on

5.2

Car Sticker Administration

PERFEKTO (OT)

5.1

Customer

0.3

Asset Register

PERFEKTO (OT)

0.3

.10

Re

gis

ter

Pa

rkin

g

Ba

y

Cu

sto

me

r R

eq

ue

st

for

Ca

r S

ticke

r

5.2

.1

Re

co

rd R

eq

ue

st

inclu

siv

e a

ll D

eta

ils

5.2

.2

Ch

eck A

va

ilab

ility

of

Pa

rkin

g B

ay

5.2

.3

Ap

pro

ve

/ R

eje

ct

Ca

r

Pa

rkin

g B

ay R

eq

ue

st

5.2

.4

Assig

n P

ark

ing

Ba

y /

Ca

r S

ticke

r

5.2

.5

Ca

nce

l C

ar

Pa

rkin

g

Ba

y R

eq

ue

st &

In

form

Cu

sto

me

r

Issu

e C

ar

Sticke

r

0.3

.11

Up

da

te C

ar

Sticke

r

His

tory

0.3

.12

An

aly

se

Da

ta &

KP

I

Re

po

rt

Ap

pro

ve

Re

ject

Cu

sto

me

r R

ece

ive

s

Sta

tus u

pd

ate





ANNEX M: Layout & Workflow – Cust. Complaint IF

MS

– P

ER

FE

KT

O L

ayo

ut

& W

ork

flo

w:

3.

Cu

sto

mer

Feed

back (

CR

M)

1.

Panel Workshop

Web-Management

PERFEKTO (OT)

3.1

Customer

0.3

Asset Register

PERFEKTO (OT)

0.1

Asset/Vehicle

Register

ERMS

(TNB)

3.2

Customer Feedback CRM

PERFEKTO (OT)

3.2

.1

Re

co

rd W

eb

Co

mp

lain

t / F

ee

db

ack

De

tails

0.1

.1

Exp

ort

ne

w &

mo

difie

d

Asse

t D

ata

& P

art

s t

o

Pe

rfe

kto

Cre

ate

& M

od

ify

Ve

hic

le

(Nu

mb

er

&

Pa

ram

ete

rs)

Dis

po

se

Ve

hic

le

Tra

nsfe

r V

eh

icle

(Ne

w V

eh

icle

Ord

er

No)

Up

da

te P

art

s C

ata

log

ue

Pro

cu

rem

en

t o

f

Ve

hic

le

0.3

.6

Up

da

te C

usto

me

r

Fe

ed

ba

ck

His

tory

0.3

.1

Up

da

te A

sse

t

Re

gis

ter

with

Fle

et

sp

ec. D

ata

0.3

.7

An

aly

se

Da

ta &

KP

I

Re

po

rt

Cu

sto

me

r co

mp

lain

t /

Fe

ed

ba

ck

3.2

.2

Ap

pro

va

l/A

ssig

nm

en

t/

Actio

n

3.2

.5

No

tifica

tio

n t

o R

e-

Wo

rk O

rde

r to

Pa

ne

l

W/S

Assig

n S

up

eri

or

W/O

& D

ate

Re

fer

to 1

. R

ep

air

Pro

ce

ss

3.2

.6

Co

mp

lete

Co

mp

lain

t/

Fe

ed

ba

ck

3.2

.4

Re

ject

Co

mp

lain

t/

Fe

ed

ba

ck

3.2

.3

Sp

ecify A

ctio

n

Re

jectAp

pro

ve

Re-w

ork

Ve

hic

le

(Part

s &

Serv

ice w

arr

anty

3 m

onth

)

Cu

sto

me

r R

ece

ive

s

Sta

tus u

pda

te

0.2

.1

Ex

po

rt W

/O D

ata

in

cl. P

art

s &

Wo

rks

ho

p a

ss

ign

me

nt

to P

erf

ek

to

(Su

b-O

rde

r)

Re

fer

to 1

. R

ep

air

Pro

ce

ss –

We

b W

/O

