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CAFM - Information Management > Fleet Information Management Systems > Flashcards

Fleet Information Management Systems Flashcards

1
Q

What are the functions of an Enterprise Management System, Enterprise Asset Management System, Comprehensive Vehicle Management System, and Specific Fleet Function Management System?

A

Enterprise Management System (EMS) supports overall enterprise functions. (ex. SAP)
Enterprise Asset Management System (EAMS) manages fleet and other assets. (ex. just asset tracking)
Comprehensive Vehicle Management System (CVFMS) oversees vehicle lifecycle management. (ex. Element, Holman etc)
Specific Fleet Function Management System (SFFMS) focuses on specialized fleet functions. (maintenance programs)

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2
Q

What are the typical IT platforms and environments of these systems?

A

EMS requires server, database, and networking infrastructure within a secure intranet.
EAMS also requires similar infrastructure with an optional internet option.
CVFMS may reside on intranet or internet and may use cloud computing.
SFFMS requires infrastructure, often running on a PC.

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3
Q

What are the implementation costs and time considerations of each of these systems? (EMS, EAMS, CVFMS, SFFMS)

A

EMS has high software license costs and professional services.
EAMS also has high costs due to multiple uses.
CVFMS has reasonable costs with relatively low implementation effort.
SFFMS has low costs for PC-based solutions.

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4
Q

What are use cases in software applications?

A

Use cases outline the process, workflow, or function of the software being used and the method of use.

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5
Q

What can add complexity, cost, and time to the process of migrating to new software?

A

Cooperation from the existing supplier
data migration needs
data sanitization and format discrepancies
meticulous cutover details
process changes
change management communication and training

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6
Q

What does ‘garbage in garbage out’ mean?

A

Data must be sanitized and cleaned before migration.

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7
Q

What is the ‘hot cutover’ technique?

A

Use both softwares in parallel and then cut off the old software when there are no users online, often at nighttime.

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8
Q

What communications and training are important during software transition?

A

Communication from leaders or project managers and training at launch followed by refresher training post-launch.

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9
Q

What are the functions of an Enterprise system?

A

Supports all enterprise functions including finance, human resources, payroll, vendor management, accounts payable, and asset management.

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10
Q

What are the advantages of an Enterprise system?

A

Utilizes existing systems, no need for interface development, leverages existing IT infrastructure, and procurement is easier with existing contracts.

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11
Q

What are the disadvantages of an Enterprise system?

A

Prioritization of enterprise functions over fleet management, lack of flexibility, rigidity, high automation costs, and incremental licensing costs.

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12
Q

What are the functions of an Enterprise Asset Management System?

A

Manages fleet and other assets
providing records for location
maintenance forecasts
repair records.

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13
Q

What are the advantages of an Enterprise Asset Management System?

A

Reduces need for different solutions, shares IT resources, and simplifies procurement.

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14
Q

What are the disadvantages of an Enterprise Asset Management System?

A

Need for interface development, longer implementation times, and expensive software licenses.

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15
Q

What are the functions of a Commercial Off the Shelf (COTS) fleet management system?

A

Dedicated software for fleet management
supporting end-to-end lifecycle management
workflows
data repositories
document management

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16
Q

What are the advantages of a COTS fleet management system?

A

Easier to configure
vendor expertise
flexible IT infrastructure options
availability of vendor resources.

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17
Q

What are the disadvantages of a COTS fleet management system?

A

Basic packages may exceed immediate needs
cost thresholds
require customized configurations.

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18
Q

What are some uses of fleet function-specific software?

A

Allows low cost of entry for companies providing specific fleet services with low license costs and implementation time.

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19
Q

Why is it important to understand a company’s future evolution strategy?

A

It impacts current buying decisions and ensures the software can expand to fit future requirements.

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20
Q

What is an integration consideration that may prevent two software systems from communicating?

A

Data sent may not meet user requirements, especially with older systems lacking modern interfacing capabilities.

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21
Q

Why is it important to consider 2-3 vendors with strong financials?

A

Ensures a competitive supplier space and indicates the longevity of the supplier and software.

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22
Q

What are two things to consider when choosing a Fleet Information Management System (FIMS)?

A

Consider the commercial model and which makes the most sense for your organization and budget.

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23
Q

Why are PC-based fleet management applications seldom used today?

A

They run on standalone PCs without connectivity to other systems.

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24
Q

What does the term ‘client-server’ refer to?

A

Network architecture where each computer or process is either a client or server. Clients rely on servers for resources such as files, devices and processing power

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25
Q

What does the term ‘thin client’ refer to?

A

Refers to software that serve clients in a client-server architecture.

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26
Q

What is the purpose of a thin client in client-server applications?

A

Designed to be small, with bulk data processing occurring on the server.

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27
Q

What does the term ‘thick client’ refer to?

A

Refers to software or network computers with strong processing abilities.

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28
Q

What is the purpose of a thick client?

A

Performs bulk data processing operations and has a disk drive.

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29
Q

What is a web application?

A

An application that runs on the internet and can be accessed through a web browser.

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30
Q

Define the term ASP.

A

Application service provider – a third-party entity managing and distributing software-based services across a network.

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31
Q

What are the benefits of ASPs for companies?

A

Outsource some or all aspects of their IT needs.

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32
Q

What type of computing is cloud computing?

A

Type of Computing that relies on sharing resources on the internet instead of local servers for applications.

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33
Q

What does the term cloud computing mean?

A

Internet-based computing where services are delivered to an organization’s devices through the internet.

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34
Q

What is cloud computing similar to, and how does it work?

A

Comparable to grid computing. A type of computing where unused processing cycles of all computers in a network are harnessed to solved problems too big for stand alone machine

35
Q

What options do FIMS suppliers give for architecture choice and software license model?

A

Customers can purchase a perpetual license for intranet solutions or pay a monthly subscription fee for web applications.

36
Q

What does it mean when a software license is in perpetuity?

A

The customer can use the software forever after a lump sum payment.

37
Q

What software rights does a perpetual license give to a customer?

A

Right to use the software while intellectual property remains with the FIMS supplier.

38
Q

How costs are calculated in purchasing a perpetual license agreement?

A

License cost may be based on total users or quantity of assets managed.

39
Q

When are perpetual licenses most often afforded?

A

When customers provide their own IT infrastructure or want software hosted by the supplier.

40
Q

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

A

SaaS is a monthly payment option seen as OPEX, while license costs are paid with CAPEX.

41
Q

Compare options about system architecture and license model (PC, Client server, Web, Cloud)

A

PC Based: inexpensive but limited scope.
Client Server: secure but costlier.
Web Application (data center): accessible but expensive.
Cloud Application: less expensive but requires stringent SLA.

42
Q

What are some generic FIMS attributes?

A

Webhosting options,
best application practices,
real-time data views,
flexible integration,
self-service facilitation,
standard reports,
workflow automation,
user interface best practices.

43
Q

What must a vehicle management function allow in a FIMS?

A

Manage the vehicle and upfitted equipment throughout its lifecycle.

44
Q

What does the vehicle master record consist of in a FIMS?

A

Vehicle attributes (make, model, cost, odometer, license plate etc.)
unique vehicle ID called a fleet ID or vehicle ID
equipment module which can be attached to a vehicle
automatically updated with any new info
adds up all acquisition costs.

45
Q

What is the electronic catalogue of standards for vehicles and associated options called and where is it housed?

A

Vehicle selector, housed in the FIMS to facilitate acquisition.

46
Q

How does the FIMS reduce the need for manually entering some vehicle related fields?

A

OEMs provide VINs which can be uploaded in the FIMS, automatically populating the vehicle master.

47
Q

What criteria must a vehicle meet for it to be retired and how does the system let you know?

A

Reaches replacement criteria or total loss. Flags vehicles ready for turn-in, tracks retirement process, and provides metrics.

48
Q

What must a best in class garage maintenance module be able to track?

A

Work order
purchase order
vendor management
parts inventory
warranty management
mechanic productivity
scheduling, timesheet reporting
training
automated workflows

49
Q

What are some of the uses that an FIMS should have in a garage operation?

A

Vehicle maintenance and repair schedules
capturing all costs at a vehicle/equipment level
supplier management
interface with AP system/invoice processing
work order module
use of VMRS codes
recall management
tire management
approval hierarchy
KPI management.

50
Q

What must an FIMS be able to do in order to assist in preventive maintenance?

A

Legislated inspections and preventative maintenance forecast notifications, planned work automatically populated in the mechanic’s schedule, and report on compliance %.

51
Q

What must an FIMS be able to do in order to capture labor in a shop operation?

A

Normalize garage work using VEU
manage garage workload and scheduling
measure direct and indirect labor
provide a timesheet module
manage training and certification levels.

52
Q

What is ‘Commercial Maintenance’ in the context of a comprehensive FIMS?

A

Refers to maintenance and repair done by external organizations, captured as external or outsourced labor and parts.

53
Q

What is meant by ‘Warranty Terms’ and how does an FIMS track them?

A

Vehicle systems have different warranty terms. FIMS tracks warranty terms for vehicle systems, components, and aftermarket parts.

54
Q

What should occur after a warranty flag is triggered in an FIMS?

A

Alert the mechanic to send the vehicle to the OEM dealer for repair under warranty and queue parts information for the warranty management authority.

55
Q

How can a best in class FIMS help during the warranty claims process?

A

Pulls all costs and prepares documents for the claim, and can hold off on billing until the claim is settled.

56
Q

What capabilities must a best in class FIMS have in order to efficiently manage a parts inventory?

A

Parts and inventory modules
parts lookup by description
ability to order in bulk.
capability to order from backup sources
management of obsolete parts
price validation
core management

57
Q

What information is needed to track in the parts catalogue?

A

Type of repair (VMRS code), vehicle make/model, part number, OEM part number, and keyword.

58
Q

How can an FIMS help manage parts inventory?

A

Thresholds for low inventory
tracks quantity issued
generates PO for replenishment
identifies unused parts for cleanup.

59
Q

How are parts received into the system?

A

Receipted in FIMS by authorized person, using barcode scanners, and payment can only be done for a receipted PO.

60
Q

What must an FIMS be able to do in order to order a core?

A

Ordered as two separate lines on the PO, managing the debit and credit for returned cores.

61
Q

What type of information is contained in the (fuel supplier) product master of the FIMS?

A

Product code for all types of required fuel and fluids.

62
Q

What are the positive and negative file methods of approving fueling transactions?

A

Positive file consists of valid card numbers; negative file consists of invalid numbers.

63
Q

What is the process that fuel transactions undergo through the FIMS?

A

All transactions from retail gas suppliers are combined for transmissions to FIMS, checked for reasonableness.

64
Q

What needs to be programmed into an FIMS in order to calculate CO2 emissions?

A

Coefficients and formulae need to be programmed.

65
Q

What fleet related financial details are recorded in an FIMS?

A

Financial processes related to accounts payable, journal entries, customer billing, cost allocation, and timesheet approval.

66
Q

Why must an up to date cost center file be uploaded to the FIMS on a regular basis?

A

For accurate billing and cost allocation.

67
Q

What must every asset in the FIMS that requires chargeback to another department have?

A

HR file upload for fleet clients, employee lookup, and organization hierarchy.

68
Q

How does an FIMS facilitate the accounts payable process?

A

Tags costs to the right vehicle, accommodates manual or electronic invoice entries, and transmits information to the accounts payable system.

69
Q

What are flow through costs and how can an FIMS help manage them?

A

Maintenance, repair, and fuel costs. FIMS can charge a flat management fee or apply a % markup.

70
Q

How can an FIMS be used in the timesheet management process?

A

Time management done by FIMS, automatically populating timesheets with hours against work orders.

71
Q

What four functionalities should an FIMS have in regards to driver management?

A

Driver certifications, training, vehicle assignment.

72
Q

What are KPI’s and how are they used by management?

A

Key Performance Indicators, used for tracking statuses of open work orders and cost reports.

73
Q

What is a dashboard and how does an FIMS create it?

A

Dashboards are graphical presentations of information, customizable for different fleet roles.

74
Q

What is the integration process?

A

Identify need/use
decide on data fields and format
create transport method
develop test file
transfer file for testing.

75
Q

Describe the two categories of integration methods.

A

Real time and batch (not real time).

76
Q

How is data transferred in real time?

A

Using telematics/GPS.

77
Q

Describe the process of a batch file transfer.

A

Monthly transmission of fleet client billing data from FIMS to Finance system.

78
Q

Define some common interfaces that are established to meet business needs between the FIMS and other systems.

A

HR, payroll, purchasing, inventory, internal fuel system, fixed asset.

79
Q

List some common vendor to fleet interfaces.

A

Commercial fuel card, part supplier, commercial repairs, telematics.

80
Q

What information needs to be transferred between the project management team and the finance department during integration?

A

Vehicle acquisitions, asset number assignment, and cost info for tracking and accounting.

81
Q

What type of information is exchanged in a dispatch system?

A

Availability of vehicles, name of driver dispatched, and real-time data transfer requirements.

82
Q

What is one of the mandatory success factors in selecting and implementing an FIMS?

A

The FM should know their business requirements and state clearly what the functions and features are of the fleet to the FIMS.

83
Q

What should you do once you know of the gaps between best in class data and your own?

A

You have the information needed to design the future mode of operation (FMO).

CAFM - Information Management (4 decks)

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