Vehicles Management: Your Central Hub for Fleet Control

1. Executive Summary

This report introduces the Vehicles module, your central control panel for managing all vehicles within the system. It empowers you to effortlessly add, update, track, and organize your fleet, ensuring you always have accurate, real-time information at your fingertips. By providing a clear overview of each vehicle, its status, and related data, this module helps you streamline operations, enhance tracking accuracy, and make informed decisions, ultimately saving you time and improving efficiency.

2. Introduction

Managing a fleet of vehicles can be challenging, often leading to scattered information, delayed tracking, and difficulty in coordinating operations. The Vehicles module is designed to solve these common pain points by providing a unified, easy-to-use platform.

Its purpose is to give you complete control over your vehicle assets. From adding a brand-new vehicle to checking its real-time location, organizing it into groups, or viewing its maintenance documents, this module simplifies every aspect of vehicle management.

To understand how this system works, let's clarify a few terms:

• Master Data: This is the core, foundational information used throughout the system. Think of it as the central library for essential, unchanging details about key entities like your vehicles, holidays, or specific geographic areas. It ensures consistency across all your operations and reports.
• Geofence Area: A virtual boundary you define on a map around a specific location. If your vehicle enters, exits, or stays within this area, the system can automatically trigger alerts or reports, helping you monitor movement and enhance security.

3. Main Content (User-Focused Sections)

What This Means for You

The Vehicles module provides practical benefits to make your job easier:

• Effortless Vehicle Management: Quickly add new vehicles and update their details as needed, keeping your fleet information current.
• Real-time Tracking & Status: See exactly where your vehicles are, whether they are online or offline, giving you full visibility.
• Organized Fleet: Group vehicles logically (e.g., by type, department) for easier management and reporting.
• Comprehensive Vehicle Insights: Access detailed information including vehicle health, assigned drivers, trip details, and tracking device configurations all in one place.
• Secure Data Synchronization: Ensure your vehicle data is securely transmitted and updated across the system.
• Quick Information Retrieval: Easily search and filter your vehicle list by various criteria like vehicle number, type, capacity, or group name.
• Digital Documentation: Store and access important vehicle documents like registration and insurance copies directly within the system.
• Exportable Data: Download vehicle lists, group details, and sync requests in Excel or PDF format for offline review and reporting.

How It Works

The Vehicles module follows a straightforward workflow to manage your fleet. You start by accessing the Master Data module and then navigating to the Vehicles submodule. From there, you can perform various actions:

1. Add/Edit Vehicles: Introduce new vehicles or modify existing ones, including their type and capacity.
2. Organize with Groups: Create and manage groups of vehicles for better organization.
3. Monitor & View: Track vehicles in real-time, check their online/offline status, and view detailed information, including alerts and documents.
4. Synchronize Data: Initiate and manage data synchronization requests to keep vehicle data up-to-date across the system.
5. Export Reports: Download crucial vehicle data in various formats for your records.

This process is visually represented in the module's flow chart:

Getting Started

Here’s how you can perform key actions within the Vehicles module:

1. To Add a New Vehicle:

   • Navigate to the Master Data module.
   • Select the Vehicles submodule.
   • Click the "+ Add Vehicle" button.
   • Fill in all the required details on the "Add Vehicle" page (e.g., Vehicle Number, Vehicle Type, Capacity).
   • Click Submit.

2. To Update/Edit a Vehicle:

   • Navigate to the Master Data module.
   • Select the Vehicles submodule.
   • Find the vehicle you want to edit.
   • Click the three dots (...) next to the vehicle.
   • Select the "Edit" option.
   • Make the necessary changes and Submit.

3. To Delete/Remove a Vehicle:

   • Navigate to the Master Data module.
   • Select the Vehicles submodule.
   • Find the vehicle you want to delete.
   • Click the three dots (...) next to the vehicle.
   • Select the "Delete" option.
   • Confirm your action if prompted.

4. To Add a New Vehicle Type:

   • Navigate to the Master Data module.
   • Select the Vehicles submodule.
   • Click on the "Vehicle Type" tab.
   • Click the "+ Add Vehicle Type" button.
   • Enter the required details for the new vehicle type.
   • Click Submit.

5. To View Offline Vehicles:

   • Navigate to the Master Data module.
   • Select the Vehicles submodule.
   • Click on the "Offline" section. You will see a list of vehicles that are currently not reporting data.

6. To Create a Vehicle Data Sync Request:

   • Navigate to the Master Data module.
   • Select the Vehicles submodule.
   • Click on the "Sync" tab.
   • Click the "+ New Sync Request" button.
   • Fill in the details for the sync request (e.g., Sync Vehicle Name, Sync Period).
   • Click Submit.

Key Features You'll Use

• Vehicle Overview: Get a quick summary of vehicle health, current location, assigned employees, and trip details.
• Add/Edit/Delete Vehicle: Full control over individual vehicle records.
• Vehicle Types: Define and manage different categories of vehicles (e.g., Car, Truck, Van) and their seat/cargo capacities.
• Vehicle Groups: Organize vehicles into custom groups for streamlined management and reporting (e.g., "Delivery Fleet," "Sales Cars").
• Vehicle Synchronization: Request and manage data syncs to ensure all vehicle information is up-to-date and consistent across the system.
• Online/Offline Status: Instantly see which vehicles are actively transmitting data and which are not.
• Detailed Vehicle Information: Drill down to view specific details like tracking device info, configuration settings (GPRS, Data Frequency), and alert history.
• Document Management: Keep important vehicle documents electronically linked to each vehicle for easy access.
• Search and Filter: Efficiently find specific vehicles, vehicle types, or groups using various search criteria.
• Data Export: Download vehicle lists, group details, and sync reports in Excel or PDF format.

Common Scenarios

• Tracking a Specific Vehicle: You need to locate "ABC123" in real-time. By searching for its Vehicle Number, you can quickly see its precise location on the map.
• Understanding Vehicle Capacity: When assigning a trip, you need to ensure the vehicle can carry the required load. You can check the "Vehicle Capacity" details, which include passenger count and weight limits, to make the right choice.
• Monitoring Offline Vehicles: If a vehicle suddenly stops reporting, you can check the "Offline Vehicles" list. The system will clearly indicate that real-time location data is unavailable, allowing you to investigate.
• Adding a New Type of Vehicle to Your Fleet: You've acquired a new type of "Electric Van." You can easily add this new "Vehicle Type" and define its specific characteristics, like capacity, ensuring it's accurately categorized.
• Organizing Vehicles for a Project: For a new project, you need a specific "Vehicle Group" of trucks. You can create this group, assign relevant vehicles, and then monitor their performance and safety as a unit.
• Checking Data Sync Status: After a large update, you want to confirm all vehicle data is synchronized. You can check the "Sync Request Status" tab, which will show "Completed" for successful synchronizations, ensuring data integrity.
• Downloading Fleet Reports: For monthly reporting, you need a list of all vehicles and their types. You can navigate to the appropriate section and "Download Excel" for a comprehensive report.

What to Expect

• Upon Adding a New Vehicle: The vehicle will appear instantly in your "All Vehicles" list, and its real-time location will be visible on the map (if online).
• When a Vehicle Goes Offline: The system will clearly indicate that it cannot retrieve real-time location updates for that vehicle, ensuring you are aware of its status.
• After a Successful Data Sync: The sync request status will update to "Completed," and all registered vehicle names and related data will be accurately displayed across all modules of the application.
• When Editing Vehicle Details: The changes you make will be immediately reflected in the vehicle's profile and tracking information.
• When Using Search/Filter: The vehicle list will dynamically update to show only the vehicles that match your search criteria (e.g., only 4-seater vehicles if you filter by "4 Seat Capacity").
• Upon Deleting a Vehicle/Group: The selected item will be successfully removed from the system.
• When Downloading Reports: An Excel or PDF file containing the requested vehicle, vehicle group, or sync details will be downloaded to your system.
• Viewing Vehicle Details: Clicking the "View" option will display comprehensive information about the vehicle, including its health status, current position, assigned employees, trip details, and tracking configuration.
• Zooming on the Map: Using the '+' and '-' buttons on the dashboard map will correctly zoom in and out of geofence areas, allowing you to adjust your view.

4. Visual Elements & Supporting Information

Screenshot & Field Details: Add Vehicle Page

Below is a screenshot of the "Add Vehicle" page, where you enter details for a new vehicle.

Field Validation Table for "Add Vehicle"

This table outlines the typical fields you'll encounter when adding a new vehicle, along with their validation rules.

Field Name	Mandatory	Field Type	Data Type	Field Size	Is Editable	Description
Vehicle Number	Yes	Text	String	Max 10-15 chars	Yes	Unique identifier for the vehicle (e.g., license plate).
Vehicle Type	Yes	Dropdown	String	N/A	Yes	Category of the vehicle (e.g., Car, Truck, Van).
Make	Yes	Text	String	Max 20 chars	Yes	Manufacturer of the vehicle.
Model	Yes	Text	String	Max 20 chars	Yes	Specific model of the vehicle.
Vehicle Capacity	Yes	Number	Number	Max 3 digits	Yes	Number of passengers or cargo capacity.
Manufacturing Year	Yes	Number	Number	4 digits	Yes	Year the vehicle was manufactured.
Color	No	Text	String	Max 15 chars	Yes	Vehicle's color.
Tracker ID	No	Text	String	Max 20 chars	Yes	Unique ID for the tracking device installed.
Description	No	Textarea	String	Max 250 chars	Yes	Any additional notes about the vehicle.

5. Summary & Benefits

The Vehicles module in Master Data is your ultimate tool for effective and efficient fleet management. It brings all vehicle-related information into one accessible place, simplifying operations, from adding new assets to tracking their real-time movements and health.

By centralizing vehicle data, you gain:

• Consistent Records: Eliminates data duplication and ensures all modules use accurate, up-to-date information.
• Improved Decision Making: With a clear overview of vehicle status, alerts, and performance, you can make informed choices quickly.
• Enhanced Operational Efficiency: Streamlines tasks like vehicle assignments, maintenance scheduling, and compliance checks.
• Greater Peace of Mind: Knowing your fleet is properly tracked, managed, and its data securely synchronized.

This module is designed to empower you with the insights and control needed to optimize your fleet's performance and ensure smooth, reliable operations every day.