Data Management & System Implementation Flashcards
5.1 Collect data
The most rudimentary method for data collection in the FIMS is manual
5.1.1 What are Business analytics and why are they important? (p.141)
- Basically, fleet business analytics are all the metrics or performance indicators which are essential for best-in-class fleet management
- Including improving efficiencies and reducing cost as well as for fleet reporting to the stakeholders within the organization
- Providers have recently begun to use the term Business Intelligence or BI which is largely synonymous with Business Analytics
5.1.2 What is manual data entry and why is it inefficient? (p.141)
- The most rudimentary method for data collection in the FIMS is manual which means the data is transcribed from paper into the system by a data entry person
- This is a very inefficient method and it is subject to entry errors, so the progressive fleets do not utilize this method
- This said, there is data entered manually in the course of a fleet person’s job which the FIMS can extract and put into the database
5.1.3 What is meant by data collection through the systems backend? (p.141)
- The data is contained in a document with a format which is acceptable by the FIMS (e.g.Excel, CSV, etc.) and the database administrator (DBA) uploads this into the FIMS database.
- This method is used for a one-time importation of data in the system ( Excel Data loader )
5.1.4 What is Real-time data collection, give an example. (p.142)
- The web services method and protocol are used in cases where the data is required in real-time.
- A good example for real-time data requirement is fuel transaction data importation into the FIMS.
5.1.6 Define Batch data collection and give an example. (p.142)
- The After-the-Fact or Batch data collection is non real-time data
- The transmission frequency can be daily, weekly or monthly which has to be predefined and set-up
- Batch Example: A fleet organization has outsourced its maintenance and repair function to a company called “MtceCo”.
- MtceCo uses their own system for the maintenance and repair functions
- They are required to provide Work Order information on a daily basis for the vehicles they have touched on that day
- Their system creates a file with vehicle identification number and the salient work order information which is sent at the end of the day to their customer’s FIMS
- This is clearly a batch operation with the daily flat file transported over the internet File Transport Protocol (FTP) to the FIMS.
- MtceCo’s system must have an up-to-date list of vehicles which are active.
- The customer’s FIMS sends a file with the required vehicle information at the end of each day to the MtceCo’s system using the same methodology, i.e. flat file over FTP
- In another example, a daily invoice file is sent to the FIMS from a vehicle parts supplier using Electronic Data Interchange (EDI) format over FTP.
5.1.7 What is a barcode and how is it used? (p.143)
- A barcode is a representation of data which identifies the object to which it is attached
5.1.8 What is the difference between a one dimensional and two dimensional barcode? (p.143)
- In the 1D, the data is represented by varying the width and spacing
- Later on this evolved to the 2D which uses rectangles, dots, hexagons, etc
5.1.9 How can a barcode be useful to a fleet application? (p.143-144)
- This area is generically called the Automatic Identification & Data Capture (AIDC)
- The barcode found on products uses the Universal Product Code (UPC).
* The simplicity, low cost and universality of barcodes make it very useful in parts and parts inventory management for fleets.
5.1.10 What is RFID and what are the advantages to it? (p.144)
- Radio Frequency Identification (RFID): FID requires a radio frequency transmitter which contains the product information and it is called the RFID Tag
- The main advantage of RFID technology is that the tag reader does not need to be in the line of sight of the Tag whereas the optical scanner for the barcode must
be able to “see” the barcode. - RFID technology is still somewhat expensive
- The vehicle OEM uses RFID to track where a particular vehicle is in the manufacturing process or in the shipping process.
5.1.11 What is a smart label? (p.144)
- A Smart Label is an item identification tag or slip which is more technologically advanced than the barcode.
- The most common Smart Labels utilize QR codes, specifically configured RFID tags and Electronic Article Surveillance (EAS) tag
- RFID tag-based smart labels are commonly used in manufacturing. They consist of a flat configuration of an RFID tag inserted into an item identification slip
- EAS tag Smart Label is commonly used to prevent theft of books from a bookstore or library
5.1.12 What are shortcut codes and what are they used for? (p.144-145)
- The trend in FIMS is to use radio buttons and pull down menus to quickly get to the module or the function you need.
- Some FIMS provide shortcut codes which are similar to ones used in Microsoft Office applications
5.2 Data conventions and standards
There is no shortage of data conventions and standards when it comes to fleet management.
5.2.1 What is the NAFA vehicle classification code? (p.147)
- NAFA created the Standard Vehicle and Equipment Classification Code in order to address the deficiencies which existed at that time with the other classification
schema.
5.2.2 What is the purpose of the NAFA vehicle classification code? (p.147)
The goal of the NAFA classification standard is to meet the following requirements:
• Can be used for vehicle and equipment classification.
• Is comprehensive, flexible and customizable for any fleet application
• Ensures a given vehicle or equipment fits only one category.
• Provides cross-referencing for other classification schema.
• Enables reporting standard for benchmarking or comparisons of various fleets
5.2.3 What is GVWR and how is it used to classify vehicles? (p.148)
- Gross Vehicle Weight Rating (GVWR) - The GVWR based method provides a common parameter which differently purposed fleets can easily use
5.2.4 What are the nine class codes in NAFA’s system? (p.148)
Code (Position 1) Class Code (Position 1) Class
0 Non self-propelled
1 <8500 GVW
2 8501- 10,000 GVW
3 10,001- 14,000 GVW
4 14,001- 16,000 GVW
5 16,001- 19,500 GVW
6 19,501- 26,000 GVW
7 26,001- 33,000 GVW
8 >33,000 GVW
9 Off Road and Construction
5.2.5 What does the first number in NAFA’s class code system represent? (p.148)
- The first digit is the most significant and organizes vehicles and equipment in broad segments or Class Codes
5.2.6 What does the second number in NAFA’s class code system represent? (p.149)
- Position 2 identifies the general physical or operating category
5.2.7 What is the “Service Code” that is contained in position 3 of NAFA’s coding system? (p.149)
- Using the example of a van, Position 3 will contain “1” for Service type “Window” and “2” for Service type “Cargo.”
5.2.8 What is the “User Code” that is contained in position 5 of NAFA’s coding system? (p.150)
- User Code is contained in Position 5 and up and it is defined by the fleet user to create custom classification categories in order to meet the specific needs of
a given fleet.
5.2.9 What are the ATA’s Vehicle Maintenance reporting standards? (p.150-151)
- The Vehicle Maintenance Reporting Standards (VMRS) are developed and maintained by the Technology Maintenance Council (TMC) of the American Trucking
Association (ATA). - VMRS is a nomenclature or “language” for communicating between the shop floor and management,
- This universal coding convention can be obtained from ATA and used with a FIMS or other application software at a single location or company-wide across multiple sites.
- This coding scheme has been adopted by vehicle and equipment OEMs, component manufacturers and the aftermarket parts suppliers.
- The goal of the fleet operation is to use this code scheme correctly and consistently so that parts consumption can be categorized for analysis and the frequency of certain types of repair can be identified
5.2.10 What does the ATA’s VMR code consist of? (p.151)
- The ATA VMRS nine-digit code describes the part at different levels in the vehicle or equipment.
- The ATA VMRS code consists of a series of three, three-digit codes which combine to equal a string of nine digits.
- The first three digits identify the System, Assembly and Component.
5.2.11 What is the system level code of the 9 digit VMR code? (p.151)
- The System level code is often called Code Key 31 and comprises the first three digits of the 9-digit VMRS code
- It identifies the specific system on the vehicle or equipment where the part will be used during a maintenance or repair activity
5.2.12 What is the Assembly level code of the 9 digit VMR code? (p.151-152)
- The Assembly level code also called Code Key 32 is the second set of three digits in nine-digit code
- dentifies the specific equipment assembly within the System
5.2.13 What is the component/Part level code? (p.152)
- This is the last three digits of the nine-digit code and it is also called Code Key 33
- These last three digits provide a description of the part
5.2.14 What is the purpose of the APWA equipment and vehicle coding system and what does it consist of? (p.152-153)
The American Public Works Association has designed the APWA Code scheme to address the need for a common classification system,
- The purpose of the APWA Code is the same as that of the NAFA Code – the APWA Code facilitates comparison and benchmarking of data among organizations
* The Code consists of a ten-digit alphanumeric scheme which allows you to identify particular characteristics of vehicles
5.2.15 What is the NIGP coding system? (p.153-154)
- The National Institute of Governmental Purchasing (NIGP) Commodity Services Code or NIGP Commodity Codes is used primarily to classify products and services
procured by government organizations (state and local) in the U.S.A. - Developed in 1983, the NIGP Code is now the standard taxonomy for classifying vendors and expenditure data for numerous states and local entities.
- The NIGP Code is most commonly used to classify vendors and to track spend data for use in strategic sourcing and spending
5.2.16 How are vehicles classified under the EPA? (p.155)
- In order to understand the U.S.A. based Environmental Protection Agency (EPA) vehicle classification, we need to start with the vehicle weight classes and categories used by the Federal Highway Administration (FHWA).
5.2.17 What are the vehicle weight classes used by the FHWA? (p.155)
- 1 -8, are based on GVWR, the maximum weight of the vehicle, as specified by the OEM.
FHWA categorizes vehicles as Light Duty (Class 1-2), Medium Duty (Class 3-6), and Heavy Duty (Class 7-8)
5.3 Vehicle Weight Classes and Categories GVWR Category: Light Duty
Class 1: <6K
Class 2: 6,001- 10K
5.3 Vehicle Weight Classes and Categories GVWR Category: Medium Duty
Class 3: 10,0001 - 14K
Class 4: 14,001 - 16K
Class 5: 16,001 - 19,500
Class 6: 19,501 - 26 K
5.3 Vehicle Weight Classes and Categories GVWR Category: Heavy Duty
Class 7: 26,001 - 33K
Class 8: >33,001
5.3.1 What are the advantages of using a commercial coding system over developing one in house? (p.157)
- The commercial off-the-shelf (COTS) FIMS have the capability to implement the standard codes and it saves time to use the standard versus developing a new one
- Use of standard vehicle classification and VMRS codes facilitates comparisons and benchmarking among fleets
5.3.2 What is code normalization and why is it important? (p.157)
- A code which has two different meanings does not workand the reports and analysis can soon become ambiguous and therefore, useless
5.4 Maintain data integrity
- “garbage in garbage out”
5.4.1 What steps are essential in order to maintain data integrity? (p.157-158)
• Plan the data needs.
• Decide the code scheme to use.
• Design and develop the tables in the database.
• Identify the data sources.
• Collect and correctly enter the data in the database.
• Validate and check the data.
• Back up the database.
• Document the data dictionary, table format, etc.
5.4.2 What is a database administrator needed for? (p.158)
(DBA) -
- Periodically run data checking routines
- Run specialized reports
- Create back- ups
- Be responsible for electronic file transfers
- Single point of contact for data upkeep
5.4.3 What is a referential database? (p.158-159)
- Relational Database stores data in the form of related tables
- Relational databases are advantageous because they require only a few assumptions about how data is related in the various tables.
- As a result the same database can be sliced, diced and viewed in many different ways.
- An important feature of relational tables is that a single database can be spread across several tables
5.4.4 What is the concept of referential integrity? (p.159)
- Referential Integrity is a concept which ensures that relationships between various tables remain consistent
- Concept states that a record may not be added to the table with the key unless a corresponding record exists in the linked table.
- It also includes techniques which ensure that changes made to the linked table are reflected in the primary table.
5.4.5 List some of the best practices of data entry management. (p.159)
• Enter and maintain only required data in the FIMS – this means a well thought plan for the data.
• Control the number and integrity of electronic interfaces and other methods of data imports – this is best done by a knowledgeable DBA.
• Ensure the FIMS has pull down menus, radio buttons, etc. for user choices and it minimizes free text entry.
• Ensure the FIMS has data validation algorithms for the database.
• Ensure that the FIMS has pre-filters for seemingly invalid data. This must be accompanied with the capability for a system administrator to modify the data.
• For manual entry, implement procedures requiring data entry personnel and their supervisors to double-check particularly important items to ensure accuracy – proper training including the importance of data accuracy to the organization is required.
5.4.6 How is data audited manually? (p.159-160)
- Download the required data in an Access or Excel file and then use these application tools to catch and replace invalid data.
- This is time consuming and generally, managers will stop when their confidence level in the data is about 80% or thereabouts in order to move forward with making business decisions.
5.4.7 What are some of the tools available to manage and audit data? (p.159)
- Database management software (e.g. SQL Server Analysis Services (SSAS)
5.4.8 What is data cleanup and why is it done? (p.159)
- Also known as data cleansing, data cleaning or data scrubbing
- Undertaken to ensure that the data is accurate and if errors are found then the process also includes altering the data in a given storage resource.
5.4.9 What is the difference between data cleansing and data purging? (p.159)
- Data purging: old, obsolete or useless data is deleted from the database to make space for new data.
- Data cleaning can involve deleting old, incomplete or duplicate data however the focus is to maximize the data accuracy.
5.5 System administration
- There are many steps and requirements for system administration (SA) of a FIMS and it is largely an IT role.
5.5.1 What are the three system environments created in order to smoothly implement an FIMS? (p.161-162)
- Production Environment: Where the tested and productized software and database reside.
- Test Environment: Where the developed software is uploaded for the testing process including code testing at a unit and system level, regression testing, and user acceptance testing (UAT).
- Training environment exists to allow for software and application training for the various FIMS users on new features and functionality without impacting the
Production performance or integrity
5.5.2 Why would a fleet backup its data? (p.162)
- The data can become corrupt or the backed-up data may be required for disaster recovery
- The DBA is responsible for backing up clean data on a nightly basis
5.5.3 How is the management of user roles done in an FIMS? (p.162)
- Done using permission levels for the users
5.5.4 What are some features to limit access to the FIMS system? (p.162-163)
- Must be controlled to ensure only authorized personnel have access and the right permission level is set up for them
- The System Administrator does the user and permission level set-up.
- The user accesses the system using valid credentials (“user ID” and password)
5.5.5 Who must oversee batch data transfers? (p.163)
- DBA or System Administrator depending on what the batch process impact
- Data imported into the FIMS as a batch process then the DBA must review the batch
- imported into the FIMS as a batch process then the DBA must review the batch
5.5.6 What is a rejected record and who must review it? (p.163)
- The System Administrator or a subject matter expert is assigned to examine the “rejected” or exception data and to correct it in the filter so that the data may proceed to the database.
5.5.7 How are updates applied to the FIMS? (p.163)
- If the FIMS is in the supplier’s IT environment as SaaS, then a notification is sent to the designated individuals alerting them on the “Maintenance Schedule” for the upgrade and the content of the work being done.
- if the FIMS is in the customer’s IT environment, then the customer (including fleet and IT personnel) decides whether or not to take the new Release and if yes, then when to schedule the upload. It then becomes the customer’s IT person’s responsibility to plan and notify the FIMS users about the scheduled maintenance window and ensure that the Release notes are properly share
