Truckspy Maintenance Configuration

Truckspy offers a Maintenance module for tracking service tasks performed on your fleet.   This document covers the steps needed to perform the initial configuration and to update (add/delete) vehicles to Scheduled Maintenance.  

TIP:   Although not required,  you may want to rough out your maintenance grouping and tasks prior to configuring in Truckspy.   Some things to consider include a grouping of Trucks (Kenworth, International, Freightliner, etc).   Then, define specific maintenance tasks that are performed on the Trucks and how often they are performed.   Some examples are

• DOT Inspection - Every 365 Days.
• Transmission Flush - Every 200,000 Miles.
• DPF Filter - Every 200,000 Miles.
• Overhead Adjustment - Every 250,000 Miles.

Truckspy will generate a Maintenance Template (spreadsheet) listing each Truck and the associated maintenance task.   You will then add either the Truck's odometer reading or the date the last recorded service took place.  The completed template spreadsheet is then imported into Truckspy for tracking your fleet’s maintenance.

Configuration

Use the following steps to create vehicle maintenance groups and scheduled maintenance items.

Vehicle Maintenance Groups

1. Select New Group from the top right corner - 
   • The Add Maintenance Group window will appear.
2. Give the group a name.
3. Select the downward to the triangle in vehicles to see all imported Trucks.
4. Select which Trucks should be a part of the group.
5. Select the Blue create button when finished.
6. Repeat Steps 1 through 5 to create additional Groups and Vehicle assignments.

Scheduled Maintenance Items

1. Select New Item from the top right corner - 
   • The Add Scheduled Maintenance Item window will appear.  
   • Enter the first maintenance tasks.   
2. Enter the first maintenance task - e.g.
   • Name:  DOT Inspection
   • Every:  365
   • Select either Days, Engine Hours, or Miles from the dropdown
   • Assign To: Select which created group of Vehicles the task is for
   • Select the Blue Create button
3. Repeat steps 1 & 2 for each Maintenance task AND Vehicle Maintenance Group

Adding (Importing) Initial Data

The basic configuration is now complete.  It is time to add detailed information on Mileage and Dates for each of the Maintenance tasks.

1. Select Import from the list of menu items on the left side
   • It is probably located as the last or close to the last item
   • The Import window opens
2. Select the Download Template link associated with the Import Initial Maintenance item.

3. Locate and open the Template spreadsheet downloaded to your computer.  The spreadsheet lists each Truck in the group, each Maintenance Item (tasks)
4. Enter either the Odometer reading of when the task was last performed for Mileage-Based items or the Date for Periodic-Based items.
   • NOTE - The formats for numbers and dates must be followed.   Do not use commas in numbers.   LastMaintenanceOdometer field must have a number 1 or greater.  Not following these will cause errors during the data import process.

5. Save the spreadsheet in CSV format
6. Go back to the Import menu item
7. Click on the Select File button
8. Locate & open the CSV file
9. Select the Import button.

Truckspy then uses the current date and Truck odometer reading, the LastMaintenance input, and ItemNumberOf to calculate and populate the Scheduled Maintenance.   Maintenance tasks that are a long way off are displayed in Green.   Items shown in Yellow are coming due within a short period, and items in Red are past due.

Task Workflow

Issues

When a task is due, each schedule will have a blue issue number, such as #271, appear on the listed Maintenance card.  Selecting the Issue number brings up the Issue window.

This window lists the following information:

• Issue Number:  The number Truckspy automatically generates for the issue 
• Source:  This is the identified task that needs to be addressed
• Vehicle:  This is the Truck number that has the assigned task.  Notice that the Truck number is in Blue.   Selecting the Truck number will take you to the Vehicle information window.  Here, you can view General information about the Truck.  Selecting Maintenance will display all assigned Maintenance tasks for the Truck and Vehicle Utilization.
• Created:  The date the issue was created
• Status:  The default is New.   Others include Assigned, On-hold, Repaired, and Non-actionable.  Each is used to track the progress of the Maintenance task.
• Work Order: Selecting Assign automatically generates a Work Order number that is then displayed in the Work Oder field
• Comments: Free-flowing text field for adding notes

Work Orders

Clicking on the Work Order number then takes you to the Work Order Detail window.  Here, you see the Work Order Number, the date the Work Order was created, the Status of the identified (assigned) Maintenance task,  the User assigned to the task, and the Vehicle number.

Selecting the Assign link presents a list of names that can be assigned the Task.   This list comes from the list of Users created in Truckspy when going to the Company menu item in Truckspy.  NOTE:  It is recommended that you create a SHOP user ID or one for your maintenance supervisor.

Selecting Completed tells Truckspy that the Task is finished.   Truckspy then reverts the maintenance card back to Green.  When selecting Complete, Truckspy uses either the date or Odometer reading at that time to calculate and display when the next maintenance is due.