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CAFM Certification > FIM (ALL) > Flashcards

FIM (ALL) Flashcards

1
Q

2.1.1 What is one of the mandatory success factors in selecting and implementing an FIMS? (p.13)

A

Know your Business requrements
- Up to you FM to identify all key areas & Guide Vendor
- Vendor cannot be expecteded to know your specific fleet functions.

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2
Q

2.1.2 What should you do once you know of the gaps between best in class data and your own? (p.15)

A

FMO ( Future Mode of Operation)
- You now have the info needed to design FMO
- Business processes become evident
- Team identifies work needed
- Proccesses & Sub Processes created
- Data repositories identified

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3
Q

2.2 FIMS categories or Tier 1 Enterprise Management Systems

A

Function : Other functions ( AP, Vendor Man., Finance)
IT : Server / Intranet
Workflow Automation : Not Vehicle Specific / Automation requires specifics addons
Cost : Software costs high / Fleet Services Drive costs higher
Implementation Time : Longer to add Fleet Terms / No time needed for Interface

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4
Q

2.2 FIMS categories or Tier 2 Enterprise Asset Management Systems

A

Function : Generic Asset Management
IT : Server / Intranet / Internet Option
Workflow Automation : Not Vehicle Specific / Automation requires specifics addons
Cost : Software costs high / Fleet Services Drive costs higher
Implementation Time : Longer to add Fleet Terms / Longer times for Interface

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5
Q

2.2 FIMS categories or Tier 3 Comprehensive Vehicle Fleet Management Systems

A

Function : Specializes in Vehicles / Equipment / Life Cycle Management
IT : Server / Intranet / Cloud
Workflow Automation : Vehicle Specific / Automation requires some configuration
Cost : Software costs reasonable / Pro Fleet Services for projects but at lower cost
Implementation Time : Some time to configure / Longer times for Interface

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6
Q

2.2 FIMS categories or Tier 4 Specific Fleet Function Management Systems

A

Function : Not Comprehensive ( Specific to 1 function )
IT : Server / Database / Networking / Run on PC
Workflow Automation : Specific for Fleet function / Automation requires some configuration
Cost : Software license or subscription fee / Low cost / One-Time purchase for PC
Implementation Time : Short / Longer times for Interface / Could be manual for PC

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7
Q

2.3 Information applications or software.

A

Fleet organization must know and document the business requirements and use cases.

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8
Q

2.3.1 What are use cases? (p.17)

A

Use Cases simply outline the process, workflow or function for which the software will be used and the method of use.
- The fleet acquisition stakeholders consist of:
* The software users (e.g. operations and administrative staff)
* The support roles (e.g. procurement)
* The relevant managers and leaders
* Finance and budget personnel
* IT resources, etc.
- They must all be engaged in the process in order to achieve a successful outcome and to reduce re-work

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9
Q

2.3.2 What can add complexity, cost and time to the process of migrating to a new software? (p.18)

A
  1. Cooperation from the Existing Supplier - Not happy - Send them a Template to obtain needed info. - Add these details in the contract upfront to prevent issues on the backend. ( Data belongs to cust. )
  2. Migration of Data from Existing to New - Data cleanup from years most times
  3. Data sanitation and Format Discrpancancies - “garbage in garbage out” - common mistake in data migration is to underestimate the time required to ensure proper database table structure
  4. Cutover Details - “hot cutover” technique must be used - existing and new software work in parallel and the existing software is decommissioned when there are no users active on the system (i.e. late at night)
  5. Process Changes - Opportunity to improve the organization’s effectiveness and efficiency with new FMO - New process needs to be simple / ^ efficient to get the buy-in of the process actors. - Insructions for the new process need to be clear, concise and well-tested prior to launch
  6. Change Managemenet Communicatins and Training - Regular communications from the leaders and project management team about the benefits of the new software and the progress status would assist to reduce the resistance to change - comprehensive training
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10
Q

2.3.3 What is meant by the phrase “garbage in garbage out”? (p.19)

A

If a mistake was made while entering the data, the database will contain this mistake

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11
Q

2.3.4 What is the “hot cutover” technique? (p.19)

A

Existing and new software work in parallel and the existing software is decommissioned when there are no users active on the system (i.e. late at night)

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12
Q

2.3.5 List some communications and training that are important during software transition. (p.19)

A
  • Regular communications from the leaders and project management team about the benefits of the new software and the progress status
  • Comprehensive training for all software users at launch time and some refresher Post launch.
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13
Q

2.3.6 What are the functions of an Enterprise system? (p. 20)

A

Other functions ( AP, Vendor Man., Finance) - These systems are used for supporting all the functions of an enterprise as a whole

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14
Q

2.3.7 What are the advantages and disadvantages of an Enterprise system? (p.21)

A

Advantages: May already have a system / No Interface time / IT Infrastructure already exists / Software upgrades at same time
Disadvantages: Functions like ( Finance,AP, HR,) take priority over Fleet Man. / Terminoligy shortage / Rigidly guarded / Time and cost high / Not specialists

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15
Q

2.3.8 What are the functions of an Enterprise Asset Management System? (p.22)

A
  • Used to manage fleet and other assets such as servers, printers, communication network components, building heating and cooling system components, etc.
  • Provides for asset records including location, move/modify/delete functions, preventive maintenance forecast, repair records
  • Compartmentalized by asset type and requires configuration and terminology customization for the fleet functions
  • Workflow automation requirements
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16
Q

2.3.9 What are the advantages and disadvantages of an Enterprise Asset Management System? (p.22-23)

A

Advantages:
Multi-purpose software to manage all enterprise assets reduces the need for disparate solutions for managing different assets
* ( same system may be used to manage vehicles, IT servers, PCs, printers, etc. in an organization)
As with the Enterprise solution, IT infrastructure and resources can be shared for multiple uses.
Legal contracts may be already in place for other asset management

Disadvantages: Still need for Interface development / Need customization for Fleet / You can get a better deal with specific systems Not Specialists

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17
Q

2.3.10 What are the functions on a Commercial Off the Shelf (COTS) fleet management system? (p.23)

A

This software is dedicated and specialized for fleet management function
- The higher echelon solutions are very comprehensive and consist of all the software modules to support the end-to-end lifecycle management of the vehicle asset, including the required work flows, data repositories, document management and so on, which we will discuss at length in a subsequent section.
The lower and middle echelon software must be scrutinized and understood clearly to ensure that your requirements are being met and that there are firm plans in place to meet any gap

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18
Q

2.3.11 What are the advantages and disadvantages of a COTS fleet management system? (p.23-24)

A

Advantages: Easy to configure and implement because it’s specific to Fleet Managmenet / Fleet expertise / Flexible Infrastructure / Less customer reliant
Disadvantages: Basic package may be more than you need // Cost has Floor / Still requires custom configuration

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19
Q

2.4 Fleet function-specific management software.

A

The function specific software allows for a low cost of entry and it is useful for companies who only provide one specific fleet service

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20
Q

2.4.1 What are some of the uses of fleet function specific software? (p.24)

A

Management of the shop or garage, parts inventory, work order, purchase order, timesheet, and so on.

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21
Q

2.4.2 Why is it important to understand a company’s future evolution strategy? (p.25)

A

Needs to be understood in the terms of impact on current / short term buying decisions
- Do you plan to offer other services in the future?

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22
Q

2.4.3 What is an integration consideration that may not allow two software’s to communicate? (p. 25)

A
  • There are subtle issues in terms of when the system actually sends the data and whether this meets the user requirement.
  • Several function specific systems are of an older vintage and may not necessarily have up-to-date interfacing capabilities
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23
Q

2.4.4 Why is it important to consider 2-3 vendors with strong financials and a solid track record? ( p.26)

A
  • Before making a purchasing decision, it is important to ensure that the supplier space is competitive
  • If you cannot find at least 2 or 3 quality vendors, this is a strong indication that the longevity of the supplier and the software is in doubt
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24
Q

2.5 Elements of a Fleet Information Management System (FIMS).

A
  • The functionality offered by a FIMS in the marketplace is enormous in its scope and there are some generic FIMS attributes to consider.
  • Suppliers offer several options in the system architecture offerings for delivery of the solution.
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25
Q

2.5.1 What are two things to consider when choosing an FIMS? (p.36)

A
  • FM needs to consider the commercial or business model which makes the most sense for your organization
  • The budget
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26
Q

2.5.2 Why are PC based fleet management applications seldom used in the industry today? (p.37)

A
  • Fleet management application which runs on a stand-alone PC and does not require any connectivity to other computers, servers, etc
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27
Q

2.5.3 What does the term ‘client server’ refer to? (p.37)

A
  • Network architecture in which each computer or process on network is either a client or Server. * Driver portal
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28
Q

2.5.4 What does the term ‘thin client’ refer to in client-server applications? (p.37)

A
  • Usually refers to software, but, it is increasingly used for computers, such as network computers and Net PCs that are designed to serve as the clients for client/server architectures
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29
Q

2.5.5 What is the purpose of a thin client in client-server application? (p.37)

A
  • A Thin Client in client-server applications is a client designed to be especially small so that the bulk of the data processing occurs on the server
    • A thin client is a network computer without a hard disk drive
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30
Q

2.5.6 What does the term thick client refer to? (p.37)

A
  • Usually refers to software, it can also apply to a network computer that has relatively strong processing abilities
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31
Q

2.5.7 What is the purpose of a thick client? (p.37)

A
  • Thick Client is one that performs the bulk of the data processing operations
      • A thick client is a network computer with a hard disk drive
  • The data itself is stored on the server
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32
Q

2.5.8 What is a web application? (p.38)

A
  • Any application which runs on the internet and can be accessed from a PC using a web browser and typing in the web site address (also known as Uniform Resource Locator or URL) could be called a web application
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33
Q

2.5.9 Define the term ASP (p.38)

A
  • A web application provider that has its own data center may also be called an Application Service Provider (ASP)
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34
Q

2.5.10 What are the benefits of ASPs for companies? (p.38)

A
  • ASPs are a way for companies (suppliers and customers alike) to outsource some or almost all aspects of their information technology needs
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35
Q

2.5.11 What is cloud computing? (p38)

A
  • A type of computing that relies on sharing computing resources rather than having local servers or personal devices to handle applications
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36
Q

2.5.12 What does the term cloud computing mean? (p.38)

A
  • The phrase cloud computing means “a type of Internet-based computing,”
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37
Q

2.5.13 What is cloud computing similar to, and how does it work? (p.38)

A
  • Grid computing:
    • A type of computing where unused processing cycles of all computers in a network are harnessed to solve problems too intensive for any stand-alone machine
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38
Q

2.5.14 What options do the FIMS solution suppliers give for the architecture choice and the associated software license model? (p.38)

A
  • FIMS solution suppliers have flexible options for both the architecture choice and the associated software license model
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39
Q

2.5.15 What does it mean when a software license is in perpetuity? (p.38-39)

A
  • The customer can use the software forever once they have paid a lump sum amount for the software
  • License gives the customer the right-to-use the software, but the intellectual property belongs to the FIMS supplier
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40
Q

2.5.16 What software rights does a perpetual license give to a customer? (p.39)

A
  • The customer is not at liberty to modify or re-sell the software
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41
Q

2.5.17 What costs are involved in purchasing a perpetual license agreement? (p39)

A
  • The license cost is paid as a lump sum once the software is implemented and thereafter, there is an annual fee for support and software enhancements
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42
Q

2.5.18 When are perpetual licenses most often afforded? (p39)

A
  • Most often a perpetual license is offered when the customer provides their own IT infrastructure within their intranet
    • Option when the customer wants the FIMS supplier to provide the software as a web application with a data center hosting the application.
    • The data center may belong to the customer, the FIMS supplier or a third party ASP.
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43
Q

2.5.19 Describe the advantages and disadvantages of paying for software as a service (SaaS) (p.39)

A
  • Option for the customer to pay monthly fees instead of paying a lump sum software license fee.
    Cost is allocated to an operating budget (OPEX) whereas the license cost is paid using a capital budget (CAPEX) / All Inclusive / Flat rate
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44
Q

2.5.20 Compare options and relative advantages and disadvantages about making the fundamental decision about system or IT architecture and license model. - PC BASED

A

Licence Model : Perpetual License or Annual License Fee that is renewed
Advantages : Inexpensive / PC User has autonomy
Disadvangages : Narrow scope of appications / No sharing / Old / Upgrades must be installed by user

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45
Q

2.5.20 Compare options and relative advantages and disadvantages about making the fundamental decision about system or IT architecture and license model. - Client Server within Org Intranet

A

Licence Model : Perpetual license w/ annual fee for Maint, support & enhancements
Advantages : Secure within firewall / Economies of scale possible / Autonomy over IT Delivery
Disadvangages : More cost for IT infrastructure / fire creates complications / Upgrates require IT support

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46
Q

2.5.20 Compare options and relative advantages and disadvantages about making the fundamental decision about system or IT architecture and license model. - Web Application using organization’s data center (owned or provided by another company)

A

Licence Model : Perpetual license w/ annual fee for Maint, support & enhancements
Advantages : Web hosting allows access to external & internal parties / Economies of scale possible / Dictate robustness and up-time requirements for IT Infrastructure
Disadvangages : More cost for Data Center / Upgrades require IT Support

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47
Q

2.5.20 Compare options and relative advantages and disadvantages about making the fundamental decision about system or IT architecture and license model. - Web Application using FIMS supplier provided data center (owned or provided by another company)

A

Licence Model : Perpetual license w/ annual fee for Maint, support & enhancements & hosting fee for Data Center or SAAS ( monthly fee)
Advantages : No Internal IT resources needed
Disadvangages : SAAS model may be more expensive

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48
Q

2.5.20 Compare options and relative advantages and disadvantages about making the fundamental decision about system or IT architecture and license model. - Cloud Application

A

Licence Model : SAAS ( monthly fee)
Advantages : No Internal IT resources needed / Lless expensive
Disadvangages : Requires stringent Service Level agreement ( SLA)

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49
Q

2.5.21 What are some generic FIMS attributes? (p.41)

A
  • A clear understanding of the organizational objectives which can be enabled by the FIMS can serve to put things in perspective.
  • System allows for apps and Web-hosting within an org firewall
  • Robust and Reliable and Supplier ususes Best appication / software development practices
  • Best practices related to Vehicle LIfe-Cycle Managment
  • Real-Time data that is viewable online in Dashboard
  • Flexible Integration w/ Enterprise systems such as HR, Finance, AP
  • Facilitates Self-Serivce by users and Admin.
  • There are “out of the Box” or standard management reports that are exportable
  • Enables maximum automation of work-flows and reduces manual steps and reliance on paper forms
  • Uses Industry standard definitions for metrics for benchmarking.
  • Maximize data entry consistency and accurancy
  • The User Interface and Navigation must meed best software design practices
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50
Q

2.5.22 What must a vehicle management function allow the fleet management organization to manage in a FIMS? (p.42)

A
  • Must allow the fleet management organization to manage the vehicle and any up-fitted equipment from creating the vehicle, up-fitting it, transferring it during its lifetime and finally retiring it. ( Life-Cycle)
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51
Q

2.5.23 What does the vehicle master record consist of in a FIMS? (p42)

A
  1. Vehicle Data / specs / all
  2. FIMS generates an unique identifier ( unit number )
  3. Ther is an equipment module which can be attached to a vehilce ( generator / arial device)
  4. Master is automatically updated with any new information added or changed.
  5. FIMS able to add up all costs
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52
Q

2.5.24 What is the electronic catalogue of standards for vehicle chassis and associated options called and where is it housed? (p43)

A
  • A best-in-class practice is to reduce the number of standards for vehicle chassis and associated options.
  • An electronic catalog of standards called the Vehicle Selector is created and housed in the FIMS to facilitate acquisition
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53
Q

2.5.25 How does the FIMS reduce the need for manually entering some vehicle related fields (e.g. make, model year, engine size etc.)? (p.43)

A
  • The vehicle Original Equipment Manufacturer (OEM) provides VINs for the new vehicles which can be uploaded in the FIMS and the vehicle master is automatically populated.
  • Vin Decoder
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54
Q

2.5.26 What criteria must a vehicle meet for it to be retired and how does the system let you know? (p.43-44)

A
  • Replacement Criteria
    • Flags vehilcles ready for Turn-in / Track sale & pickup / Provides metrics
  • Total Loss
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55
Q

2.5.27 What must a best in class garage maintenance module be able to track? (p.44)

A

Work order / purchase order / vendor management / parts inventory / warranty management / mechanic productivity and scheduling / timesheet reporting / training / lone worker management, and automated work-flows which improve garage efficiency

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56
Q

2.5.28 What are some of the uses that an FIMS should have in a garage operation? (p.44-45)

A

• Vehicle Maintenance and Repairs schedules for garages.
• Overall requirement that all costs need to be captured at a vehicle (or equipment) level.
• All maintenance and repair related data must be available by garage location to allow for internal bench marking.
• Supplier management including adherence to preferred suppliers by auto populating the preferred supplier’s information in the Work Order or Purchase Order.
• Interface with the organization’s Accounts Payable system for approved supplier file with the ability to make a supplier “active” by garage location in the FIMS.
• Work Order module including automated work and document flows.
• Use of standard VMRS codes (e.g. ATA) which allows for trend analysis by vehicle system and component.
• Customer Service Center or Call Center module including ability to record on-road assistance such as towing services, providing PO numbers to third party suppliers, keeping track of approvals, etcRecall and safety bulletin work management, monitoring and reporting.
• Tire management capability such as tire pressure, tread depth, tire rotation, tire replacement, etc. and ability to work with a wireless hand-held device which measures tire pressure and tread depth.
• Approval hierarchy and management of pre-set threshold dollar amounts for repairs.
• Invoice processing and payment for maintenance and repair:
o E-invoicing which permits receipt of an e-invoice, invoice matching against a PO and Receipt document or visually matching against PO or Receipt.
o Approval management of the invoice.
o PO status change to “paid”, and invoice presentation to the right manager for approval.
o Invoice batch creation process and approval in the FIMS to transmit the batch to the organization’s finance system.
o Interface with finance system for client billing and journalentries when invoice is paid.
• Paid invoices in billing queue for charge-back to the fleet clients.
• KPI management for maintenance/repair services, e.g. vehicle downtime,cost/VEU, productivity, PM compliance, et

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57
Q

2.5.29 What must an FIMS be able to do in order assist in preventive maintenance? (p.45)

A
  • Legislated Inspections and Preventive Maintenance (PM) forecast
  • The planned work (e.g. inspections and PMs) automatically populated in the mechanic’s schedule.
  • Report on compliance % for legislated and non-legislated PMs by fleet client and at a summary level
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58
Q

2.5.30 What must an FIMS be able to do in order to capture labor in a shop operation? (p.45-46)

A
  • The system must provide a way to normalize the work done at a garage using Vehicle Equivalent Units (VEU)
    • For example, if one garage only looks after passenger vehicles and another garage looks after large trucks, then VEU must be used to compare the productivity of the two garages
  • Garage workload / scheduling / Machaninic workforce manangement - Booking system with real-time view
  • Ability to measure Direct ( time spent on repairs ) & Indirect ( time on admin tasks / training)
  • Timesheet module for mechanics and intrigration with payroll
  • Easy lookup tible for Maint and Repair Employees
  • Training management and repository of cert levels for mechanics
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59
Q

2.5.31 What is “Commercial Maintenance” in the context of a comprehensive FIMS? (p.46)

A
  • The commercial maintenance usually refers to maintenance and repair done by external organizations
  • This work is still captured in the FIMS as external or outsourced labor and parts.
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60
Q

2.5.32 What is meant by “Warranty Terms” and how does an FIMS track them? (p.46)

A
  • The warranty terms for new vehicle system and components are complex in that vehicle systems have different warranty terms
  • Uploading of such information via the system back-end or an interface with the vehicle OEM’s system will reduce manual work and data entry errors
  • The FIMS tracks the warranty terms for vehicle system and components and as well for the after-market parts
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61
Q

2.5.33 What should occur after a warranty flag is triggered in an FIMS? (p.47)

A
  • This flag will alert the mechanic to send the vehicle to the OEM dealer for repair under warranty
  • For the after-market parts, the system alerts the mechanic that the part being replaced is still under warranty when the mechanic opens the work order to do so
  • The FIMS also queues the parts information for the warranty management person to make the claim to the parts supplier
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62
Q

2.5.34 How can a best in class FIMS help during the warranty claims process? (p.47)

A
  • The best-in-class FIMS pulls all the costs and prepares the documents for the claim
  • It is very important to note that in cases where the fleet organization flows through the maintenance and repair cost to the fleet client, the FIMS must be configured to hold off on billing until the claim is settled
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63
Q

2.5.35 What capabilities must a best in class FIMS have in order to efficiently manage a parts inventory? (p.48-48)

A
  • The best-in-class FIMS contains sophisticated parts inventory management module.
    • Designed for centralized parts purchasing and store as well as for distributed parts purchasing and inventory at various garage locations
  • Parts & Inventory modules including parts warranty module by location and master level.
  • Parts look-up by description, vehicle make and model year or part number.
  • Management of superseded or obsolete parts which cannot beordered anymore
  • Price validation for contracted supplier prices – this is done using a price comparison engine
  • Core Management
  • Ability to order in Bulk from one location
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64
Q

2.5.36 What information is needed to track in the parts catalogue? (p.48-49)

A
  • The FIMS has a master list of parts or catalog which are either uploaded via the system back-end, interfaced/imported from the parts suppliers or manually entered as a part record by a parts administrator.
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65
Q

2.5.37 How can an FIMS help manage inventory? (p.49)

A
  • The FIMS needs to provide exception reports for such parts to facilitate clean-up
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66
Q

2.5.38 How are parts received into the system? (p.50)

A
  • Automate PO when stock is below set threshhold
  • In a best-in-class FIMS, the parts which have not been used in many years are identified in a report for the parts administrator to take action to clean up the parts catalog.
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67
Q

2.5.39 What must an FIMS be able to do in order to order a core? (p.50)

A
  • The FIMS needs to manage the debit and credit such that the fleet client is not charged for the core which is returned and there is a credit.
  • The FIMS needs to provide reports on core returns and credits received as a check to ensure that the cores are physically returned
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68
Q

2.5.40 What type of information is contained in the product master of the FIMS? (p.51)

A
  • The product codes of:
  • All types of required fuel (e.g. regular gas, premium gas, diesel, propane, etc.)
  • Fluids such as windshield wiper fluid and motor oil,
  • Any other product codes which are permissible (e.g. carwash).
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69
Q

2.5.41 What are the positive and negative file methods of approving fueling transactions? (p.52)

A

Positive: A positive file consists of all the valid card numbers and the fuel supplier imports it in their system
- means that if the fuel supplier does not find the card number being used in their system, the transaction will be blocked and the sale will not occur.
Negative: The negative file is the opposite of this and the fuel supplier requires the card numbers which are invalid and must not be used
- If the card number is not in the negative file then the transaction goes through.

  • Obviously, the positive file method provides more security and is therefore, more desirable.
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70
Q

2.5.42 What is the process that fuel transactions undergo through the FIMS? (p.53)

A
  • All the transactions from retail gas suppliers are combined together for daily, weekly or monthly transmission to the FIMS.
  • Generally NOT real-time
  • The FIMS has a pre-processing algorithm which checks the transactions for reasonableness
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71
Q

2.5.43 What needs to be programmed into an FIMS in order to calculate co2 emissions? (p.53)

A

The calculation of Greenhouse Gas (GHG) is done using a formula - the GHG from the vehicle fleet is actually calculated as carbon dioxide (CO2) emission
- The best-in-class FIMS prepares the CO2 emission reports at a summary level and at the departmental level

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72
Q

2.5.44 What fleet related financial details are recorded in an FIMS? (p.54)

A

The FIMS basically enables the financial processes related to the accounts payable,
the journal entries,
customer billing and
cost allocation, and
timesheet approval for payroll.

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73
Q

2.5.45 Why must an up to date cost center file be uploaded to the FIMS on a regular basis? (p.54)

A

Needed for correct cost allocation

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74
Q

2.5.46 What must every asset in the FIMS that requires chargeback to another department have? (p.54)

A

• HR file upload for fleet clients which requires integration with the organization’s HR system (e.g. SAP LDAP). It is important to note that third party (e.g. outsourced maintenance and repair company) must also provide its HR file since its personnel are using the same FIMS.
• Employee lookup for all fleet related personnel which facilitates vehicle transfer from one entity to another.
• Organization hierarchy for driver, driver’s supervisor, manager, etc

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75
Q

2.5.47 How does an FIMS facilitate the accounts payable process? (p.54)

A
  • To facilitate invoice processing such that the cost is tagged to the right vehicle, the FIMS has a module for manual invoice entries or it accommodates the electronic receipt of an invoice.
  • Gathers up all the costs by supplier and GL code and this information is transmitted via an electronic interface to the organization’s accounts payable system for payment to the supplier
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76
Q

2.5.48 What are flow through costs and how can an FIMS help manage them? (p.56)

A
  • These are mainly costs for maintenance, repair and fuel and are sometimes called “flow-through” costs.
  • FIMS provides the capability to charge a flat management fee per vehicle to cover the cost of items such as administration or garage cleaning supplies, etc
  • The other method is to apply a % mark-up on the fuel, maintenance and repair costs which is also enabled by the FIMS
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77
Q

2.5.49 How can an FIMS be used in the timesheet management process? (p.57)

A
  • The timesheet management is done by the FIMS
    • For example, the hours against all the work orders in a day are pulled by the FIMS for a mechanic and his/her timesheet is automatically populated with these hours
    • Any remaining hours for administrative or general work are entered by the me
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78
Q

2.5.50 What four functionalities should an FIMS have in regards to driver management? (p.58-59)

A
  1. Driver Certifications
  2. Training
  3. Vehicle Assigned
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79
Q

2.5.51 What are KPI’s and how are they used by management? (p.61-63)

A

Key Performance Indicators
- The maintenance and repair manager will see the status of open work orders on his/her landing page
- The finance person may see the fuel cost and maintenance and repair cost on his/her landing page
- The FIMS allows for self-serve queries

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80
Q

2.5.52 What is a dashboard and how does an FIMS create it? (p.64-65)

A
  • Dashboards are a graphical way to present the information
  • The FIMS allows for customized dashboards for the different fleet roles and these are relatively easy to set up
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81
Q

2.6 System integration.

A
  • This requires the implementation of electronic interfaces between systems
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82
Q

2.6.1 What is the integration process? (p.68)

A

The integration process at a high level is as follows:
• Identify the need or use;
• Decide on the data fields, the file format and frequency of transmission;
• Decide on and create a transport method (e.g. FTP, web services);
• Develop a test file and actually transfer the file in order to test for proper transmission and receipt of data; and,
• Once test results are accepted put the file transfer and the transport mechanism in production

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83
Q

2.6.2 Describe the two categories of integration methods. (p.69)

A

Real-time :
Batch (i.e. not real-time) :
* The transmission frequency requirement will dictate whether the information is needed as it is happening

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84
Q

2.6.3 How is data transferred in real time? (p.69)

A

Telematics / GPS

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85
Q

2.6.4 Describe the process of a batch file transfer. (p.69-70)

A
  • An example which we have already discussed for non real-time is the monthly B96:B97transmission of fleet client billing data from the FIMS to the finance system
    • The accumulated data is summarized by GL code and department code and a batch file is prepared
    • The commonly used transport mechanism is the FTP or File Transfer Protocol
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86
Q

2.6.5 Define some common interfaces that are established to meet business needs between the FIMS and other systems. (p 70-71)

A

HR / Payroll / Purchasing / Inventory / Internal Fuel / Fixed Asset
- FIMS is used for vehicle acquisition, asset number assignment and vehicle plus up-fitting cost, this information is transmitted to the project management system and to the finance system for proper tracking and accounting

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87
Q

2.6.6 List some common vendor to fleet interfaces. (p.72-73)

A
  • Commercial Fleet card
  • Part supplier
  • Commercial Repair
  • Telematics
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88
Q

2.6.7 What information needs to be transferred between the project management team and the finance department? (p.72)

A
  • Dollars spent on actual vehicle assets
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89
Q

2.6.8 What type of information is exchanged in a dispatch system? (p.72-73)

A
  • Two types of data exchange requirements may exist
    1. Availibility of Vehicles ( pool)
    2. Know the name of the Driver who is actually dispatched in a given vehicle
  • This type of data transfer is required in real-time between the two systems
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90
Q

4.1.1 What are vehicle fleet telematics? (p.118)

A

• Combination of computer, IT infrastructure, wireless technology, and Global Positioning Satellites (GPS) to provide vehicle tracking and location.
• There is an option to connect to the vehicle engine bus or Engine Control Module (ECM).
• There are options for sensor inputs such as Power Take Off (PTO) and integration with peripherals such as Garmin navigation device, display terminals, cell phones, tablets, etc.

91
Q

4.2 Technology solution components / In-vehicle device or vehicle centric hardware:

A
  • Consists of wireless hardware with antenna
  • Note that for vehicle telematics, the hardware is usually dedicated and installed within the vehicle. Connection to the ECM is optional
  • Includes the GPS receiver
  • Instead of a dedicated telematics device, it might be a laptop with wireless connectivity
  • Instead of a dedicated telematics device, it might be a smartphoneequipped with GPS
92
Q

4.2 Technology solution components / GPS * Global Positioning Satelites

A
  • Provides latitude, longitude, time stamp and direction of travel for vehicle location information
  • The GPS data service is free-of-charge and the satellite coverage is relatively ubiquitous over land and sea
  • GPS receiver cost is included in the hardware price
93
Q

4.2 Technology solution components / Wireless network

A
  • Wireless network for data transmission is often the carrier wireless data network
  • However, it can also be a Wi-Fi hotspot or the satellite communications network in remote area
94
Q

4.2 Technology solution components / Server and database IT infrastructure

A
  • Server and database IT infrastructure for data processing geocoding to convert latitude and longitude into a street address, presentation layer for
    reports, vehicle tracking on a map and so on.
  • IT infrastructure may reside in the customer’s environment or may be served out as Software- as-a-Service (SaaS) by the telematics supplier
95
Q

4.2 Technology solution components / Customer’s environment

A
  • Customer’s environment in which the telematics applications can be accessed via a computer by authorized users / Reports / May be integrated systems
96
Q

4.2.1 Give some examples of in vehicle telematics devices. (p.118-119)

A
  • Includes the GPS receiver
  • Instead of a dedicated telematics device, it might be a laptop with wireless connectivity
  • Instead of a dedicated telematics device, it might be a smartphoneequipped with GPS
97
Q

4.2.2 What types of information can be provided through GPS? (p.119)

A

Provides latitude, longitude, time stamp and direction of travel for vehicle location information

98
Q

4.3.1 What does the accuracy of the GPS location calculated depend on? (p.120)

A

The accuracy of the position calculated depends on the number of satellites in view and the dispersion of their angles relative to the receiver
- Signals from several widely spread satellites provides a more accurate estimate of geographic position

99
Q

4.3.2 What is the minimum number of satellites needed to determine the location of a receiver? (p.120)

A
  • A minimum of four satellites must be visible to the receiver to determine its geographic position
100
Q

4.3.3 What is a differential correction system? (p.120)

A
  • If greater accuracy is necessary, a system called differential correction can be used.
    • Requires a second receiver tuned to the signal of a stationary base station on the ground even if relayed by communications satellite
    • A correction factor to the known, surveyed point can be computed to improve the GPS location determined by using the satellites
    • The use of a base station signal eliminates the inaccuracies introduced by the various layers of the atmosphere (e.g., ionosphere and troposphere), signal noise, clock drift, and other sources that affect the satellite signals
101
Q

4.4 Use cases and benefits

A
  • There are numerous uses and benefits of telematics and customers have unique requirements which lead to multiple variations in the implementation
102
Q

4.4.1 What are the three categories of telematics uses that are typical in a fleet environment?(p.122-123)

A
  1. Vehicle Fleet Management
  2. Driver Safety
  3. Location Based Dispatching
103
Q

4.4.2 How might the use of telematics benefit the capturing for Vehicle Fleet Management (p.122)

A

Automatic Odometer input
Idling Reduction
Fuel Reduction
Vehice Utilization
Data Trouble Codes
Theft Recovery

104
Q

4.4.2 How might the use of telematics benefit the capturing for Driver Safety (p.122)

A

Driving Habits
Visual / Audio indicator to provide feedback to Driver
Compline w/ ligislated requirements
Info for coaching
Location known in case of Accident

105
Q

4.4.2 How might the use of telematics benefit the capturing for Location Based Dispatching (p.122)

A

Vehicle Location integrated with dispatching system
Algorithm includes skillis & location to dispatch technician
Useful Dynamic Dispatching
Useful for Emergencies

106
Q

4.4.3 What are the benefits of using telematics over paper based pre trip inspection forms? (p.123)

A

Integrate with Smartphone contaiiing special forms and signature capure / Forms can be printed / Exceptions flagged

107
Q

4.4.4 What are the advantages to using telematics in order to help dispatch fleet drivers? (p.123)

A

Integrates GPS location with field work force Management / Dispatchers can “area search” / Redection in distance / better productivity

108
Q

4.5.1 What are some challenges that should be considered at the beginning of the procurement process?(p.123-124)

A
  • There are many telematics vendors in U.S.A., Canada and Europe. Several of theseare small/mid-sized companies and held privately.
  • They often partner with niche system integrators and with wireless carriers
  • The off-the-shelf hardware is application agnostic which means that the hardware can be made to work with any telematics software application.
109
Q

4.5.2 What is a feasibility study and why is it done? (p.124)

A
  • The feasibility study is done to assess benefits versus cost or the Return on Investment (ROI) of:
  • Telematics organizational readiness
  • The requirements for success including HR considerations, labor union alignment, business process changes
  • Implementation timeline and resource
110
Q

4.5.3 Why is an executive champion needed during the procurement process? (p.124)

A
  • An executive champion is needed for overcoming organizational challenges / change management leadership / for the budget allocation.
111
Q

4.5.4 What should be some of the evaluation criteria for RFP responses? (p.124)

A

Price / functionality to meet business requirements, and existing customer base with similar requirements as yours.
- Examine the vendor’s financial stability, roadmap for evolving the solution, software and hardware development process, partnership mindset and so on.

112
Q

4.5.5 List the five steps in the procurement process. (p.124)

A
  1. Feasibility Study
  2. Executive & Stakeholder Review
  3. Executive Champion & Budget
  4. RFP
    5.Evaluation: RFP,(response / demo / interview)
113
Q

4.6 Challenges

A

Since the telematics solution is still evolving and it requires the convergence of several technologies, there are challenges and hurdles to be aware of and to
overcome if the organization wishes to reap the benefits enabled by telematics

114
Q

4.6.1 How might you be able to win support from stakeholders? (p.125)

A
  • Define the Use Cases and clearly document Business requirements
  • Run Technology “pilot” to obtain metrics
  • Set achievable goas and quantify benefits
  • Geter accurate cost through RFP
115
Q

4.6.2 How might you be able to solve the concerns of employees? (p.125)

A
  • Proactive dialogue
  • Privacy Concerns: create clear communication about data
  • Reassurance about use of data for coaching
116
Q

4.6.3 What are some approaches to help manage possible business and operational changes? (p.125)

A
  • Early engagement of impacted groups
  • Change management including training
  • Process mapping of future mode ensuring resources are assigned and trained
117
Q

4.6.4 List some approaches that might help with telematics implementation. (p.125-126)

A
  • Plan for installation during evenings and weekends with vehicvles not in service / no pause in productivity
  • Ensuring SLA is precise and addresses warranty on installation / response time / cost for field visit, etc.
  • Plan the time for data validation prior to launch
118
Q

4.7.1 What is a track and trace application? (p.127)

A
  • The core functionality of a track and trace application is the display of real time vehicle location on an electronic map
119
Q

4.7.2 What are the core functionalities of a track and trace system? (p.127)

A
  1. Vehicle location
  2. Vehicle speed and Direction
  3. Ability to run a history “ snail trail”
  4. Identify general vehicle activity from ignition on/off cycles - Idle time - stop locaitons - run time - stop times, etc
120
Q

4.7.3 Why might you want drivers to have to sign in to use a vehicle and what telematics solutions are available to do this? (p127)

A

There are technology options such as RFID technology (key fobs or cards) which allow the driver to sign into the vehicle using a RFID reader
- The RFID reader is connected to the telematics device, thereby adding the driver identification to the telematics data
- There are also smartphone applications which allow the driver to input his/her identification and in turn the smartphone is connected to the telematics device using Bluetooth wireless technology.

121
Q

4.7.4 What is Geofencing and what is its purpose? (p.127)

A
  • Geofence is simply a defined area on the map with a given location defined by the geo coordinates
  • The purpose of Geofencing is that when a vehicle either enters or exits a geofence, this information can be captured and related to an event that has relevance to your organization
122
Q

4.7.5 List examples of Geofencing events. (p.128)

A

• Tracking when vehicles are leaving and returning from your main yard.
• Receiving real time alerts if someone leaves a defined service area such as leaving a county or city area.
• Tracking arrival/departure times at a common area such as a landfill site, fueling station or gravel yard.

123
Q

4.7.6 What types of vehicle diagnostic data can be accessed through the use of telematics? (p.128-129)

A

• Odometer
• Engine hours
• Malfunction Indicator Lights (MILs)
• Diagnostic Trouble Codes
• Fuel Levels
• VIN
• Battery voltage
• Min Battery voltage reported today
• Battery Charging voltage
• Oil Pressure
• Min Oil pressure reported today
• Engine Oil Level
• RPM (engine revolutions per minute as a measure of how fast the motor is turning the crank shaft)
• Max RPM
• PTO Engaged Time
• PTO Detect Type
• Idle Time / Stop Idle Time
• Red Lamp Status
• Amber Lamp Status
• Protect Lamp Status

124
Q

4.7.7 What key areas can telematics help to monitor driver behavior in? (p.129-130)

A

• Vehicle Idling monitoring: reduction of fuel usage / engine idling is harder on the engine than an hour of driving time > higher maintenance cost.
• Idle Time Monitoring: telematics allows for monitoring when drivers are physically idle and potentially not doing their job.
• Speed Monitoring: As a high priority safety issue, the ability to monitor speed is one of the key features of telematics.
• Harsh Braking / Harsh Acceleration / Harsh Swerving: Some telematics solutions have incorporated a G-force sensor/accelerometer that captures

125
Q

4.7.8 How can telematics help facilitate vehicle inspections? (p.130)

A
  • Pre-trip and post-trip inspections of vehicles can be facilitated by telematics
  • This allows a driver to key in their inspection findings, and to have major and minor defect information captured immediately with a real time notification to maintenance staff.
126
Q

4.8 Integrate telematics data

A
  • The telematics data is useful in managing fleet operations in various ways. It is often interfaced to the FIMS.
127
Q

4.8.1 What benefits can access to location data bring to your fleet? (p.131)

A

• Optimizing utilization of your fleet:
• Improved customer service: telematics allows for dispatching the closest vehiclee
• Driver management:
• Incident management: The ability to review the where and how the vehicle was being driven is of great benefit to validating or disputing incident claims

128
Q

4.8.2 What are the benefits of using telematics to monitor meter readings? (p.131-132)

A
  • The ability to automatically gather meter readings, particularly odometer & engine hour readings allows you to manage the preventive maintenance (PM) schedules using actual data in real time from the fleet
  • In fact, some telematics solutions provide the PM forecasting and scheduling application or the meter readings from telematics are imported to the FIMS for the FIMS to create the PM forecast and schedule.
  • Eliminate need for manual collection of readings from your fleet which are time consuming & error prone.
  • Eliminate costs from either over maintaining or under maintaining vehicles based solely on calendar scheduling.
129
Q

4.8.3 What benefits can come from capturing various vehicle parameters such as RPM and fuel levels? (p.132)

A

• Monitoring RPMs allows you to focus driver training on operators that are adding to unnecessary engine wear and tear with excessive RPMs. Managing RPMs during PTO engagement ensures that vehicles are being operated within the appropriate parameters.
• Monitoring fuel levels & associated fuel consumption allows for identifying vehicles that are operating out of normal fuel consumption ranges. This allows you to identify additional maintenance that may be required on a vehicle and also helps prioritize which vehicles you would dispose of first.

130
Q

4.8.4 How will the capture of DTC help facilitate fleet operations? (p.132)

A

The capture of diagnostic data from the ECM, also known as the DTC (Diagnostic Trouble Codes) or MIL (Malfunction Indicator Lamps) will facilitate fleet operations
by:
• Provision of real time alerts to the mechanics based on presence of DTC, ensures that vehicle issues can be addressed and prioritized as they happen.
• Elimination of “driving with the engine light on” by not relying on drivers to report check engine or other indicators.
• In the more sophisticated integrated systems, a vehicle service order can be created automatically based on the DTC/MIL coming from a vehicle without requiring intervention from driver or shop personnel

131
Q

4.9.1 What are premarket telematics solutions? (p.132)

A
  • Some vehicle OEM’s install telematics solutions at the factory while the vehicle is built
  • These solutions are called pre-market as compared to the after-market solutions
132
Q

4.9.2 What is OnStar and what services does it offer users? (p.133)

A

OnStar Corporation is a subsidiary of General Motors that provides subscription-based communications, in-vehicle security, hands free calling, turn-by-turn
navigation, and remote diagnostics systems throughout the United States, Canada and China
- Allows users to contact OnStar call centers for emergency services, vehicle diagnostics and directions
- Automatic Collision Notification is detected by airbag deployment or other sensors and automatically sends information about the vehicle’s condition and GPS location to OnStar call centers to assist emergency response efforts

133
Q

4.9.3 What is Ford SYNC and what services does it offer its users? (p.133)

A
  • The Ford SYNC system allows the driver to talk, navigate and listen to music while keeping his/her hands on the steering wheel and eyes on the road
  • NOT for Fleet Management
134
Q

4.10.1 What is a passive vehicle location device? (p.133)

A
  • A passive device will record and store data but this data will stay on the device until retrieved
135
Q

4.10.2 What is the main benefit of a passive system? (p.133)

A
  • The main benefit of the passive system is that it eliminates the cost of having a monthly data plan with the wireless carrier.
136
Q

4.10.3 What is the disadvantage of passive devices? (p.134)

A
  • The information is always after the fact
137
Q

4.10.4 What is an active vehicle location device? (p.134)

A
  • An active device is more typical and the data is sent automatically in real time or at programmed intervals.
  • These intervals are programmable and the customer specifies the interval to the supplier so that the required interval is set in the device before it is shipped
  • Data transmission can also be triggered by a significant direction change which generates a much cleaner and easier to read “bread crumb”
138
Q

4.10.5 What is a compact telematics device and what are the advantages of it? (p.134-135)

A

Several manufacturers now offer compact hardware that can be installed by plugging a single, small unit into the second- generation, on-board diagnostics port
(OBDII) standard equipment from all manufacturers selling vehicles in North America and Europe

139
Q

4.10.6 What is the disadvantage of a compact telematics device? (p.135)

A

The disadvantage is that they are also easily tampered with by the operator.

140
Q

4.10.7 What is a “Black Box” event data recorder (EDR)? (p.135-136)

A
  • The “Black Box” is the slang term for the event data recorder (EDR) present on most light-duty vehicles.
  • It generally includes throttle and brake-pedal position, steering angle, yaw rate (the vehicle’s rotational velocity), speed, and impact-sensor data.
  • EDR data has been used for several years as court evidence
141
Q

4.10.8 What are battery powered only telematics devices? (p.136-137)

A
  • For non-powered assets or “yellow iron”, the battery only powered GPS units are excellent for the “ping a day” requirements
  • These are fully self-contained, weatherproofed units that can be easily mounted on your vehicle or asset
  • manufacturers identifying battery life from 3 – 7 years depending on the product
142
Q

4.10.9 What challenges are presented if using consumer devices as a telematics solution? (p.137)

A

• Unless all your employees are mandated to use the same device, there would be many different makes and models that may be difficult for the telematics application software vendor to support.
• The changes in consumer grade devices is constant and on-going support/ maintenance might be challenging as with the next operating system (OS) upgrade, the data format may change.
• These devices also have off switches and GPS can be easily disabled.
• They are not connected to the vehicle so the ability to capture ECM data is not possible.
• No sensor inputs (e.g. PTO) is possible since the device is not vehicle-centric.

143
Q

5.1 Collect data

A

The most rudimentary method for data collection in the FIMS is manual

144
Q

5.1.1 What are Business analytics and why are they important? (p.141)

A
  • 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
145
Q

5.1.2 What is manual data entry and why is it inefficient? (p.141)

A
  • 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
146
Q

5.1.3 What is meant by data collection through the systems backend? (p.141)

A
  • 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 )
147
Q

5.1.4 What is Real-time data collection, give an example. (p.142)

A
  • 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.
148
Q

5.1.6 Define Batch data collection and give an example. (p.142)

A
  • 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.
149
Q

5.1.7 What is a barcode and how is it used? (p.143)

A
  • A barcode is a representation of data which identifies the object to which it is attached
150
Q

5.1.8 What is the difference between a one dimensional and two dimensional barcode? (p.143)

A
  1. In the 1D, the data is represented by varying the width and spacing
  2. Later on this evolved to the 2D which uses rectangles, dots, hexagons, etc
151
Q

5.1.9 How can a barcode be useful to a fleet application? (p.143-144)

A
  1. This area is generically called the Automatic Identification & Data Capture (AIDC)
  2. 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.
152
Q

5.1.10 What is RFID and what are the advantages to it? (p.144)

A
  1. 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.
153
Q

5.1.11 What is a smart label? (p.144)

A
  • 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
154
Q

5.1.12 What are shortcut codes and what are they used for? (p.144-145)

A
  • 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
155
Q

5.2 Data conventions and standards

A

There is no shortage of data conventions and standards when it comes to fleet management.

156
Q

5.2.1 What is the NAFA vehicle classification code? (p.147)

A
  • 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.
157
Q

5.2.2 What is the purpose of the NAFA vehicle classification code? (p.147)

A

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

158
Q

5.2.3 What is GVWR and how is it used to classify vehicles? (p.148)

A
  • Gross Vehicle Weight Rating (GVWR) - The GVWR based method provides a common parameter which differently purposed fleets can easily use
159
Q

5.2.4 What are the nine class codes in NAFA’s system? (p.148)

A

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

160
Q

5.2.5 What does the first number in NAFA’s class code system represent? (p.148)

A
  • The first digit is the most significant and organizes vehicles and equipment in broad segments or Class Codes
161
Q

5.2.6 What does the second number in NAFA’s class code system represent? (p.149)

A
  • Position 2 identifies the general physical or operating category
162
Q

5.2.7 What is the “Service Code” that is contained in position 3 of NAFA’s coding system? (p.149)

A
  • Using the example of a van, Position 3 will contain “1” for Service type “Window” and “2” for Service type “Cargo.”
163
Q

5.2.8 What is the “User Code” that is contained in position 5 of NAFA’s coding system? (p.150)

A
  • 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.
164
Q

5.2.9 What are the ATA’s Vehicle Maintenance reporting standards? (p.150-151)

A
  • 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
165
Q

5.2.10 What does the ATA’s VMR code consist of? (p.151)

A
  1. 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.
166
Q

5.2.11 What is the system level code of the 9 digit VMR code? (p.151)

A
  1. 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
167
Q

5.2.12 What is the Assembly level code of the 9 digit VMR code? (p.151-152)

A
  1. 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
168
Q

5.2.13 What is the component/Part level code? (p.152)

A
  1. 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
169
Q

5.2.14 What is the purpose of the APWA equipment and vehicle coding system and what does it consist of? (p.152-153)

A

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

170
Q

5.2.15 What is the NIGP coding system? (p.153-154)

A
  • 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
171
Q

5.2.16 How are vehicles classified under the EPA? (p.155)

A
  • 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).
172
Q

5.2.17 What are the vehicle weight classes used by the FHWA? (p.155)

A
  • 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)
173
Q

5.3 Vehicle Weight Classes and Categories GVWR Category: Light Duty

A

Class 1: <6K
Class 2: 6,001- 10K

174
Q

5.3 Vehicle Weight Classes and Categories GVWR Category: Medium Duty

A

Class 3: 10,0001 - 14K
Class 4: 14,001 - 16K
Class 5: 16,001 - 19,500
Class 6: 19,501 - 26 K

175
Q

5.3 Vehicle Weight Classes and Categories GVWR Category: Heavy Duty

A

Class 7: 26,001 - 33K
Class 8: >33,001

176
Q

5.3.1 What are the advantages of using a commercial coding system over developing one in house? (p.157)

A
  • 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
177
Q

5.3.2 What is code normalization and why is it important? (p.157)

A
  • A code which has two different meanings does not workand the reports and analysis can soon become ambiguous and therefore, useless
178
Q

5.4 Maintain data integrity

A
  • “garbage in garbage out”
179
Q

5.4.1 What steps are essential in order to maintain data integrity? (p.157-158)

A

• 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.

180
Q

5.4.2 What is a database administrator needed for? (p.158)

A

(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

181
Q

5.4.3 What is a referential database? (p.158-159)

A
  • 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
182
Q

5.4.4 What is the concept of referential integrity? (p.159)

A
  • 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.
183
Q

5.4.5 List some of the best practices of data entry management. (p.159)

A

• 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.

184
Q

5.4.6 How is data audited manually? (p.159-160)

A
  • 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.
185
Q

5.4.7 What are some of the tools available to manage and audit data? (p.159)

A
  • Database management software (e.g. SQL Server Analysis Services (SSAS)
186
Q

5.4.8 What is data cleanup and why is it done? (p.159)

A
  • 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.
187
Q

5.4.9 What is the difference between data cleansing and data purging? (p.159)

A
  • 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.
188
Q

5.5 System administration

A
  • There are many steps and requirements for system administration (SA) of a FIMS and it is largely an IT role.
189
Q

5.5.1 What are the three system environments created in order to smoothly implement an FIMS? (p.161-162)

A
  • 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
190
Q

5.5.2 Why would a fleet backup its data? (p.162)

A
  • 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
191
Q

5.5.3 How is the management of user roles done in an FIMS? (p.162)

A
  • Done using permission levels for the users
192
Q

5.5.4 What are some features to limit access to the FIMS system? (p.162-163)

A
  • 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)
193
Q

5.5.5 Who must oversee batch data transfers? (p.163)

A
  • 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
194
Q

5.5.6 What is a rejected record and who must review it? (p.163)

A
  • 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.
195
Q

5.5.7 How are updates applied to the FIMS? (p.163)

A
  • 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
196
Q

6.1 Reporting strategy

A
  • The reporting strategy must meet the needs of the fleet personnel, clients and stakeholders.
197
Q

6.1.1 What are the key components of the reporting strategy? (p.168)

A
  • Audience Analysis & Planning for Reports
  • Planned (Canned) Reports: Including SLA & Exception ( Preparation & Transmission)
  • Ad Hoc Reports Including Congrol Process for Requests
  • Data and Report Accuracy & Validation Method plus Implementation
198
Q

6.1.2 What are some things to be included in the report that must be decided on? (p.168)

A
  • If canned reports are already available then it is best to start with these to ensure that you set the correct expectations in terms of the report content and format.
  • Whether the reports will be available online for the audience to pull or if the system will push out the reports to them.
  • The parameters around downloading and storing the reports must also be decided
  • The report format (e.g. Excel, CSV, or PDF)
  • Common or distributed storage
  • Update and transmission frequency, etc.
199
Q

6.1.3 What are actionable reports and how are they used? (p.169)

A
  • Critical area to include in the reporting strategy is the set of actionable reports which enable the fleet personnel to quickly point to a problem area and to take action
  • This is accomplished with “Exception reports”.
200
Q

6.1.4 What should be your strategy towards running ad hoc reports? (p.169-170)

A

• Minimize the need for “one-off” reports by planning ahead.
- A guiding principle is to the extent possible use the same report for multiple purposes.
• Use self-serve tools.
- Often, a single person usually the data analyst, is assigned to take the requests for ad hoc reports and to execute the query.
• Include the steps or pathway starting from the report request, to data collection or retrieval, to data analysis and finally the actual report creation and transmission.
- The request for ad hoc reports needs to be controlled and managed.
• In the event that the same type of ad hoc report is being requested often or by multiple parties, consider making it part of your planned report inventory which you generate proactively.

201
Q

6.1.5 What is the data and report validation step? (170)

A
  • Above all, your reporting strategy must include a data and report validation step.
  • It is the single most important element before sharing any report or data
202
Q

6.2 Report Builders and Report Readers

A
  • It is not about software query tools such as SQL Report Builder.
  • About the people within the organization who build reports and people who need them.
203
Q

6.2.1 What are the attributes of report builders? (p.170-171)

A

• Have strong technical skills related to data entry, data query and report development using tools and applications such as SQL query server, Excel, Access, etc.
• Know the database table content and structure and the data which is available from the system.
• Are able to deconstruct a report request into the data field requirements and the mathematical manipulations required to create the desired information.
• Have working knowledge of the fleet functions and operations from a business perspective.

204
Q

6.2.2 What different categories can report readers be broken up into? (p.171)

A

• Fleet personnel who need information and reports to do their day to day jobs. (daily garage performance metrics as a dashboard on his/her landing / page on the FIMS.) vehicle acquisition and provisioning, fuel, and administration.
• Finance and fleet managers who are responsible for expense management against the approved budget.
- i.e. General Ledger account number for vehicle acquisition, maintenance and repair labor and parts, etc.). It might contain a bar chart to compare year-to-date (YTD) spending year-over-year (YOY). It might also show the problem areas (e.g. overspending) in the color red.
- The goal of this type of report is to enable the readers to identify the problematic areas quickly and focus on the remedial measures.
• Stakeholders such as the Executive who need to approve the fleet budget and who are ultimately accountable for the fleet budget.
- This type of reader needs only the salient information necessary to make the decisions required of them and to review the fleet KPIs.
• Fleet clients who need to manage their own budgets and to review the performance metrics related to fleet, especially the results that can be improved through action taken by the fleet client.
- Preventive Maintenance compliance percentage and the drill down on the percentage of vehicles showing up for the PM appointment.

205
Q

6.2.3 What are some types of data that would be used in a fleet study? (p.171)

A
  • Performance metrics related to fleet, especially the results that can be improved through action taken by the fleet client
  • Preventive Maintenance compliance percentage and the drill down on the percentage of vehicles showing up for the PM appointment.
206
Q

6.2.4 What types of information might a company executive want to see regarding the fleet? (p.171)

A
  • This type of reader needs only the salient information necessary to make the decisions required of them and to review the fleet KPIs.
207
Q

6.3 Information requirements

A
  • More often than not, it takes more than one conversation to finalize the content and the format of the information which the business requires and at best, it’s an iterative process
208
Q

6.3.1 What are the guiding principles of the Iterative process flow? (p.174-175)

A
  • Conversation with the intended audience to understand their goals (or problems) and how the required information will be used to achieve their goals
    • Document and maintain the relational diagram of the information and the data sources used.
    • Document and keep all the assumptions, inferences, formulae, descriptions of nomenclature being used, etc.
    • Document and share the outcome of discussions with the stakeholders.
    • Document how the information will be used and by whom.
    • Keep all versions of the Report as the Report evolves.
    • Ensure that the Reports can be systemized, and automate to the extent possible.
    • Only set expectations which you can deliver cost effectively – don’t mismanage expectations and don’t spend an unreasonable amount of time to meet unreasonable requests. Remember that time is money!
    • Periodically revisit the need for the Report and the adequacy of the Report with the stakeholder – revise the Report if required.
209
Q

6.3.2 What is the suggested approach to use when identifying and finalizing information with stakeholders? (p.175)

A
  1. Conversation w/ Stakeholder after problem is identified and you have a goal / Info requirement / use / Data sources
  2. Premilinary Report Review: Assumptions / Data sources & process / Info review
  3. Draft Report Review: Validation of required info / Frequency and method to obtain
  4. Final Report Review: Review for any other revisions / Full Agreement / Establish recipient list / Finalize transmission method
  5. Implementation: Develop and produce Report in system / Systemize Transmission / Notifiy recipients / provide training
210
Q

6.4 Data freshness

A
  • The system and database designers need to balance the use of system resources between both data freshening and running the applications
211
Q

6.4.1 What should you consider when deciding how fresh you want your data to be? (p.176)

A
  • The problem is that the system response time can become too long and therefore unacceptable for the application transactions if the data freshening is extensive due to sharing the same system resources.
212
Q

6.4.2 What is the system designer’s goal? (p.176)

A
  • To optimize the system Quality of Service (QoS) metrics including response time, throughput, and availability and Quality of Data (QoD) metrics which are mainly about data freshness and accuracy.
213
Q

6.4.3 What are “caching techniques”? (p.176)

A
  • There are “caching” techniques which are used extensively in web based applications to store or cache the website address or the actual data the last transaction yielded
  • This technique is used to improve the response time for the user and to reduce the load on system resources
214
Q

6.4.4 What is base data? (p.176)

A
  • In terms of maintaining data freshness, it is important to understand the concept of base data and the derived data tables.
  • The base data is “temporal” in that it changes with time (an example is the maintenance and repair data for a given vehicle which is updated in the base data as the work order is completed)
215
Q

6.4.5 What are the derived data tables? (p.176)

A
  • On the other hand, derived data tables result from computations or other operations done on the base data.
    • There are two commonly used methods for data freshness in the derived tables
      > Immediate & On-Demand Updates
  • Immediate update, the data is updated as soon as a new value is available which keeps the data fresh in real-time, - can slow down the application runtime on average
  • On-Demand method, the data is updated when they are accessed by incoming application transactions, which ensures a comparatively more responsive system but the base data and derived data tables can be out of synch.
216
Q

6.5 Level of detail

A
  • Having a meaningful conversation with the intended audience and balancing their expectation with the actual system reporting capability will determine the right level of information for the report.
217
Q

6.5.1 Give some examples of fleet personnel who use reports in their day to day activities. (p.177)

A
  • Someone who is responsible for fuel will want to see the fuel exception transactions every day
  • An operations manager would want to see a near real-time report of open work orders at each repair facility
  • A parts manager may want to run parts inventory reports periodically.
218
Q

6.5.2 What are the two categories of summary reports? (p.177)

A
  • The first category is usually required by managers who are responsible for fleet operations and budgets to see performance metric trends, track actual spending against budget, create corrective action plans and so on.
    • Fleet personnel, fleet finance and fleet clients are users of this category of summary reports.
    • The following table provides an example of the types of metrics to be included in this category of reports – it is intended to be only for illustration purposes – organizations may require additional or fewer metrics
  • The second category of summary reports is for the senior managers and executives who approve plans consisting of projects, initiatives, and capital and expense budgets for the future years.
  • These summary reports need to include year over year trends for fleet KPIs and budget requirements based on history but projected for the future.
219
Q

6.5.3 What types of information might be included in a summary report intended for management? (p.177-178)

A

Performance metric trends, track actual spending against budget, create corrective action plans and so on.

220
Q

6.5.4 List some of the guiding principles for the second category of summary reports. (p.179)

A

• Capture all assumptions, data exclusions and inclusions, formulae for calculations, data scrubbing, etc.
• Always start with the detailed data and keep track of how you got to the summary. This will be useful for repeating the same exercise to create different alternatives (e.g. vehicle replacement plan options to match the budget).
• Create separate summaries for each fleet client since usually the executive team will include members from the fleet client departments.
• Ensure that each summary report you create is repeatable and as automated as possible. Leverage system capabilities to the extent possible.
• Keep all versions of summary reports.
• Make sure there is an ability to drill down – bottom up preparation of summary reports is really important.
• Make the reports simple, use colors for visual impact and messaging.
• Only provide data which supports the conclusions, key messages, etc.
– avoid the tendency to impress the executive with data which is not necessary.
• In the case of data which is outside of the range of normal whether favorable or unfavorable, be prepared to answer the question, “How did you get this information?”

221
Q

6.6 Reporting applications

A
  • A best in class COTS FIMS includes reporting capabilities and it becomes a matter of learning these capabilities and becoming proficient at using them.
  • The goal for reporting is to automate and leverage systems and applications to the extent possible – this is the most effective approach for repeatability and to reduce manual work.
222
Q

6.6.1 What is a report writer and what are its uses? (p.180)

A
  • AKA Report Generator : Report Writer software as part of a database management system which extracts information from one or more files and data sources and presents the
    information in a specified format.
  • The fleet manager who knows how to run report writers for common databases can produce powerful reports in a relatively short amount of time
  • Examples of Report Writer applications are SQL Server Reporting Services (SSRS) and Crystal Reports
  • You don’t have to wait for IT resources to run the reports and the report writers are more efficient to use than manipulating large data files in applications such as Excel and Access
223
Q

6.6.2 What are Ad hoc reporting tools and how are they used? (p. 180)

A
  • Ad Hoc reporting tools are used to provide “just in time” information quickly and cost effectively.
  • The simpler Ad Hoc Reporting tools allow the reading of data for query and reporting purposes

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