This report provides a comprehensive guide to the "Vehicles" submodule, designed to help you efficiently manage, track, and report on your fleet. It focuses on the practical benefits and how to use the system effectively, ensuring your operations run smoothly and your vehicles remain compliant.

1. Executive Summary

The "Vehicles" submodule is your central hub for all vehicle-related operations within the system. It empowers you to maintain a comprehensive digital record of your fleet, track vehicles in real-time, monitor their performance, and generate vital reports on everything from registration expiries to driving behavior. By centralizing this critical information and providing powerful tracking and reporting tools, the system helps you ensure compliance, optimize operational efficiency, enhance safety, and make informed decisions about your entire fleet.

2. Introduction

Managing a fleet of vehicles comes with many challenges: keeping track of registrations and taxes, knowing where your vehicles are at all times, understanding their activity, and ensuring they are operating safely and efficiently. The "Vehicles" submodule is built to address these exact needs.

Its purpose is to provide you with a single, easy-to-use platform to:

• Keep all your vehicle information organized: From basic details to complex tracking data.
• Monitor vehicles in real-time: Know their current location, status, and activity.
• Generate crucial reports: Stay on top of compliance (like expiry dates) and analyze performance (like speed, idle time, and running duration).
• Streamline fleet management: Easily add, update, group, and remove vehicles and vehicle types.

Key Terms Defined:

• Master Data: This refers to the core, foundational information used across the entire system. Think of it as the central repository for essential, relatively unchanging details that define key entities, like your vehicles, holidays, parking stations, and geofences. It's the "single source of truth" for consistent operations and reporting.
• Vehicles in Master Data: Specifically, this is the section within Master Data where all your vehicle details (registration number, type, specifications, tracking device info, etc.) are stored and managed.
• Geofence Area: A virtual boundary you define around a specific geographical location on a map. When a vehicle enters, exits, or stays within this digital fence, the system can automatically trigger actions like alerts, notifications, or reports. Geofences are useful for enhancing security, monitoring movement in restricted areas, and optimizing routes.
• IMEI Number: (International Mobile Equipment Identity) A unique 15-digit number used to identify a mobile device, including the tracking devices installed in your vehicles. It ensures that each tracking device is uniquely recognized by the system.
• Sync Request: A process where the system updates or synchronizes vehicle data to ensure all information (like location, status, and details) is current and consistent across different parts of the application and with the tracking devices.

3. Main Content (User-Focused Sections)

What This Means for You

With the Vehicles submodule, you gain practical advantages that simplify your daily tasks and improve overall fleet operations:

• Effortless Compliance: Easily track vehicle registration and tax expiry dates, so you never miss a renewal and avoid penalties.
• Real-time Visibility: Instantly know the live location and status (running, stopped, parked, idle) of all your vehicles on a map.
• Optimized Performance: Access detailed reports on vehicle running summaries, speed, idle times, and ignition events to identify inefficiencies and improve driver behavior.
• Organized Fleet: Categorize vehicles by type (e.g., car, truck) and group them (e.g., North Region Fleet, Delivery Vans) for easier management and reporting.
• Secure Data: Be confident that vehicle tracking and synchronization data is handled securely and accurately.
• Quick Problem Solving: Easily view detailed information for any vehicle, including its assigned employees, trips, device configuration, and alerts.
• Accessible Information: Download critical reports in various formats (PDF, Excel, CSV) for offline analysis or record-keeping.

How It Works

The Vehicles submodule is designed around a straightforward workflow that allows you to manage your fleet's master data, track real-time activities, and access comprehensive reports.

1. Vehicle Management: You begin by adding new vehicles to the system, defining their type, capacity, and assigning them to groups. You can also edit existing vehicle details or remove vehicles as needed.
2. Tracking & Monitoring: Once vehicles are registered with their tracking devices, the system automatically collects real-time data on their location, speed, ignition status, and more. This data is continuously updated and displayed on dashboards and reports.
3. Reporting & Analysis: The system generates a wide array of reports, allowing you to analyze historical data, monitor compliance, and understand fleet performance. You can filter these reports by vehicle, date range, and other criteria to get the specific insights you need.
4. Data Synchronization: To ensure all your vehicle information is always up-to-date, you can initiate sync requests, which securely transmit and update data across the system.

(Please refer to the "Vehicles" flow chart diagram below for a visual representation of this process.)

Getting Started

Here’s a step-by-step guide to some common actions you’ll perform in the Vehicles submodule:

1. Add a New Vehicle:

   • 1. Navigate to the "Master Data" module.
   • 2. Select the "Vehicles" submodule.
   • 3. Click on the "+ Add Vehicle" button.
   • 4. Fill in all the required details on the Add Vehicle page, such as Vehicle Registration Number, IMEI Number, Vehicle Type, and Seat Capacity.
   • 5. Click "Submit" to add the new vehicle to your fleet list.
   • (Pre-condition: You must be logged in with appropriate permissions.)
   • (Post-condition: The new vehicle is successfully added and appears in the All Vehicles list.)

2. View Vehicle Details:

   • 1. Navigate to the "Master Data" module.
   • 2. Select the "Vehicles" submodule.
   • 3. Find the vehicle you wish to view in the list.
   • 4. Click the three dots icon next to the vehicle entry.
   • 5. Select the "View" option.
   • (Post-condition: The Vehicle Details page displays information like vehicle health, current position, assigned employees, and trip details.)

3. Check Registration Expiry Report:

   • 1. Navigate to the "Master Data" module.
   • 2. Select the "Vehicles" submodule.
   • 3. Look for the "Reports" section and select "Registration Expiry Report".
   • 4. (Optional) Use the month dropdown to select a specific month.
   • 5. Review the displayed list of vehicles with registration numbers and their expiry dates.
   • (Expected result: The report shows only vehicles with expired or soon-to-expire registrations, organized clearly.)

Key Features You'll Use

• Vehicle Information Management:
  • Add/Update/Delete Vehicles: Easily maintain your fleet's core data.
  • Vehicle Types: Define and manage different categories of vehicles (e.g., 'Car', 'Truck', 'Bus') and their associated seat capacities.
  • Vehicle Groups: Organize your fleet into logical groups for better management and reporting (e.g., 'North Region Fleet', 'Delivery Vans').
• Comprehensive Reporting:
  • Registration & Tax Expiry Reports: Proactively manage compliance by viewing upcoming expiry dates.
  • Live Vehicle Location Report: See your vehicles' real-time positions on a map, including parking status.
  • Vehicle Running Summary Report: Get a daily, weekly, or monthly overview of duty time, average speed, max speed, and running time.
  • Vehicle Stoppage Report: Track where and when your vehicles have stopped.
  • Vehicle Speed Report: Visualize speed data with dynamic graphs for selected vehicles.
  • Vehicle Idle Report: Identify and analyze periods when vehicles are stationary with their ignition on.
  • Vehicle Ignition Summary Report: Review ignition start/end times and associated locations.
  • Vehicle First & Last Ignition Report: Track the full journey from the first ignition to the last stop, including distance and duration.
  • Vehicle Activity Report: Summarize daily, weekly, or monthly vehicle activity including trips and distance traveled.
  • Vehicle Location Signal Report: Monitor GPS signal strength, power status, and even seat belt usage.
  • Tracking Device and SIM Card Details: View and manage the hardware assigned to each vehicle.
• Data Synchronization (Sync Tab):
  • Add Sync Request: Initiate data synchronization for new or updated vehicle information.
  • Monitor Sync Status: Track the progress and completion of your synchronization requests.
• Search and Filter: Efficiently find specific vehicles, groups, or report data using various search boxes and dropdown filters (e.g., by Vehicle Number, Category Name, Group Name, Sync Request Status, Date).
• Data Export: Download reports in PDF, Excel, or CSV formats for detailed analysis and record-keeping.

Common Scenarios

Here’s how the Vehicles submodule helps in real-world situations:

• Scenario 1: Ensuring Fleet Compliance

  • Problem: You need to make sure all vehicle registrations and taxes are renewed on time to avoid fines.
  • Solution: You use the Registration Expiry Report and Tax Expiry Report. These reports automatically filter and display only those vehicles with upcoming or expired registrations/taxes, often focusing on the current month. You can quickly see the vehicle number, registration number, and expiry date, allowing you to proactively schedule renewals.
  • Outcome: You receive a clear, actionable list, ensuring no renewals are missed.

• Scenario 2: Monitoring a Vehicle's Real-time Location and Parking

  • Problem: A delivery vehicle is late, and you need to know its exact current location and if it's currently parked or moving.
  • Solution: You access the Live Vehicles Location Report. This report displays the vehicle's position on a map in real-time. You can quickly verify its status as "Parked" or "Running" and see its last known location. You can also view which parking slot it's assigned to if applicable.
  • Outcome: You get immediate, accurate location and status information, helping you communicate with drivers and customers.

• Scenario 3: Analyzing Driver Behavior and Vehicle Efficiency

  • Problem: You want to understand if drivers are spending too much time idling or exceeding speed limits, impacting fuel efficiency and safety.
  • Solution: You utilize the Vehicle Running Summary Report, Vehicle Speed Report, and Vehicle Idle Report.
    • The Running Summary provides duty time, average speed, max speed, and running time.
    • The Speed Report shows speed trends over time.
    • The Idle Report details exactly when and where vehicles were idling.
  • Outcome: You gain insights into driving patterns, identify areas for driver training, and improve overall fleet efficiency.

• Scenario 4: Onboarding a New Vehicle

  • Problem: You've acquired a new vehicle and need to integrate it into your tracking system and assign it to the appropriate group.
  • Solution: You go to the Add Vehicle page, enter its unique registration number and tracking device's IMEI number, specify its vehicle type (e.g., "Van"), and assign its seat capacity. Then, you can also add it to a relevant Vehicle Group.
  • Outcome: The new vehicle is fully registered, trackable, and organized within your fleet, ready for operations.

What to Expect

When you use the "Vehicles" submodule, you can expect the following successful outcomes:

• Accurate Real-time Tracking: When a vehicle is online, you will see its real-time location displayed accurately on the map, with continuous updates. For offline vehicles, the system will clearly indicate that real-time location cannot be retrieved.
• Correct Vehicle Identification: Whether you're viewing a report or a vehicle's details, the system will correctly display its unique vehicle number, IMEI, and vehicle type (e.g., "Car" for a car).
• Validated Capacity Information: Vehicle capacity (like number of passengers or cargo weight limits) will be handled correctly and validated against set limits. Filtering by seat capacity will accurately show only vehicles matching your criteria.
• Secure Data Synchronization: All data, especially during sync requests, will be securely transmitted and, where applicable, encrypted, ensuring privacy and accuracy. A successful sync request will show its status as "Completed."
• Detailed and Organized Reports:
  • Expiry Reports (Registration, Tax): Will clearly list vehicles with upcoming or past expiry dates, with well-organized data in readable formats.
  • Running Summary Report: Will show duty time, running time, average speed, and max speed in clear units (e.g., "2 hours 30 minutes," "140 mph").
  • Idle Report: Will precisely display idle times in hours and minutes, along with accurate idle locations.
  • Ignition Reports: Will detail first and last ignition times, locations, and the total distance and duration between these events.
• Functional Management Tools:
  • Add/Edit/Delete: Buttons for adding, editing, and deleting vehicles, types, and groups will be clearly visible and perform their functions reliably, updating the system immediately.
  • Search and Filters: Search boxes (e.g., for Group Name, Sync Request Status) and date filters will work dynamically, updating displayed data instantly.
• Exportable Data: PDF and Excel files of reports will download successfully, retaining correct formatting, headings, and all relevant data for your records.

4. Visual Elements & Supporting Information

Screenshots

Here are visual references to various sections and functionalities within the Vehicles submodule:

Figure 1: Registration Expiry Report View

Figure 2: Tax Expiry Report View

Figure 3: Vehicle Parking Attendance View

Figure 4: Tracking Device And Sim Card Details View

Figure 5: Live Vehicles Location Report View

Figure 6: Vehicle Running Summary Report View

Figure 7: Vehicle Stoppage Report Search

Figure 8: Vehicle Speed Report Select

Figure 9: Vehicle Running Report View

Figure 10: Vehicle Location Signal View

Figure 11: Vehicle Activity Report View

Figure 12: Vehicle Count and Seat Capacity View

Figure 13: Vehicle Idle Report View

Figure 14: Vehicle Ignition Summary Report View

Figure 15: Vehicle First And Last Ignition Report View

Figure 16: Add Vehicle Page

Figure 17: Vehicle Remove (Delete) Option

Figure 18: Vehicle Update (Edit) Option

Figure 19: Vehicle Type Update (Edit) Option

Figure 20: Vehicle Group Edit Option

Figure 21: Vehicle Group Delete Option

Figure 22: Add Vehicle Sync Request Page

Figure 23: Vehicle Overview View

Figure 24: Offline Vehicles View

Figure 25: Vehicle Details View

Figure 26: Add Vehicle Type Page

Figure 27: Add Vehicle Group Page

Figure 28: Vehicle Group List View

Figure 29: Sync Tab Introduction View

Field Validation Table

The following table details the input fields found on pages related to adding and updating vehicle information, specifically from the "Add Vehicle" (MasterData/Vehicles/AddVehicle/Add), "Add Vehicle Type" (MasterData/Vehicles/AddVehicleType/Add), and "Add Vehicle Group" (MasterData/Vehicles/AddVehicleGroup/Add) pages. These fields are critical for ensuring accurate and complete vehicle data.

Field Name	Mandatory	Field Type	Data Type	Field Size (Max Length)	Is Editable	Description
Vehicle Number	Yes	Text	String	Varies (e.g., 10-15)	No (after submission)	The unique identification number for the vehicle (e.g., license plate). Once registered, it typically cannot be directly edited.
IMEI Number	Yes	Text	String	15 digits	Yes	The unique identifier for the vehicle's tracking device. Must be valid and unique across the system.
Vehicle Type Name	Yes	Text	String	Varies	Yes	The category or classification of the vehicle (e.g., Car, Truck, Bus, Van). Used for organizing and filtering.
Seat Capacity	No	Number	Number	Varies (e.g., 1-99)	Yes	The maximum number of passengers the vehicle can safely carry. Used for validation and filtering.
Group Name	Yes	Text	String	Varies	Yes	The name of the vehicle group (e.g., "North Region Fleet", "Delivery Vans") to which the vehicle belongs. Helps organize and manage multiple vehicles.
Group Manager	No	Dropdown	String	Varies	Yes	The person responsible for overseeing this specific vehicle group.
Sync Vehicle Name	Yes	Text	String	Varies	Yes	The name of the vehicle for which a data synchronization request is being made.
Sync Request Date	Yes	Date Picker	Date	N/A	Yes	The date on which the data synchronization request is initiated or scheduled.
Sync Period	Yes	Dropdown	String	Varies (e.g., Daily, Weekly, Monthly)	Yes	The frequency or duration over which the synchronization should occur.
Sync Request Status	No	Dropdown	String	Varies (e.g., Pending, Completed, Failed)	Yes	The current status of the synchronization request, indicating whether it's awaiting processing, completed successfully, or encountered an error. This field is generally updated by the system but may be searchable by users.

5. Summary & Benefits

The "Vehicles" submodule is an indispensable tool for anyone managing a fleet. It centralizes all your critical vehicle information, making it incredibly easy to keep track of details that are often scattered and difficult to manage.

By leveraging this submodule, you benefit from:

• Proactive Compliance: You'll stay ahead of legal requirements by easily monitoring registration and tax expiries, minimizing risks and penalties.
• Operational Excellence: With real-time location tracking and detailed reports on driving behavior, idle times, and performance, you can optimize routes, improve driver efficiency, and reduce operational costs.
• Enhanced Decision Making: The rich array of reports provides valuable insights into your fleet's health and activity, empowering you to make data-driven decisions that impact safety, maintenance, and resource allocation.
• Simplified Management: The ability to easily add, update, delete, group, and categorize vehicles streamlines administrative tasks, allowing you to focus on strategic fleet management rather than tedious data entry.

Ultimately, the "Vehicles" submodule empowers you to maintain a well-organized, highly efficient, and fully compliant fleet, leading to smoother operations and greater peace of mind.