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Vehicle Maintenance System  software

Overview

Our Vehicle Maintenance System is a workshop management package specially designed for coach, bus and truck operators. Approved by VOSA, the software provides defect reporting, statutory inspection planning, scheduled and unscheduled maintenance activity management, job cards, history recording and workshop control. VMS streamlines the whole process and helps ensure records always meet the required standard.

Microsoft SQL Server Platform
VMS has been developed using Microsoft Visual Studio and the Microsoft SQL Server database engine. SQL Server is part of the Microsoft .NET Platform and is an industrial strength database engine designed to handle hundreds of simultaneous users. It delivers stunning performance with unparalleled reliability and security. It is designed for systems that are in constant use under the most demanding circumstances. VMS is designed to be used with Microsoft SQL Server Standard Edition. Alternatively, all but the largest operators can use it with the royalty free Microsoft SQL Server Express Edition.

VOSA Approved
VMS has been officially approved by VOSA as being fully compliant with the requirements set out in the Guide to Maintaining Roadworthiness, which specifies the standards of maintenance operators need to comply with as a condition of their licence to operate. By using the system operators can be confident their inspection planning and record keeping will always comfortably meet the required minimum standard and will therefore be accepted by VOSA’s examiners in the field.

Scheduled Vehicle Maintenance Activities
In addition to ensuring proper control of all statutory safety issues, VMS software also provides a complete solution for operators looking to manage the maintenance of their vehicles for maximum efficiency and longevity in accordance with manufacturer's recommendations. The software allows operators to create their own scheduled maintenance activities each consisting of an unlimited number of user definable planned maintenance items. The activity cycle for each vehicle can be controlled by distance, days, hours or fixed date. Activities can either be scheduled individually or automatically up to any future date.

Defect Reporting
VMS isn’t limited to handling just scheduled activities. It has a parallel system for managing unexpected breakdowns and repairs. The built-in defect reporting system incorporates user definable defect types, stored common defect descriptions and full implementation of the statutory reasons for failure structure.

Unscheduled Activities
Unscheduled activities can be created at any time and can either be assigned to their own date and time, or, depending on urgency, can be attached to an existing scheduled activity.

Graphical Planner
VMS also includes a graphical bay planner for allocating scheduled and unscheduled activities into workshop, paint shop or cleaning bays. Activities can be moved to a different bay or time using drag and drop. The highly visual graphical presentation makes the optimisation of resources especially easy. The system also provides a six month view of scheduled activities which eliminates need to maintain a traditional wall planner.

Job Cards
The system can automatically print job cards for both scheduled and unscheduled activities. Details of all faults, comments and work carried out can be fed back into VMS to maintain a detailed history for each vehicle.

Stock Control and Warranty Management
Our optional stock control module is seamlessly integrated into both scheduled and unscheduled activities in VMS. The default parts manifest for each maintenance activity can be created in advance and is then applied automatically as each activity is assigned to a date. As each date approaches the system automatically generates stock movements for the required parts raising supplier orders as required. Additional parts can be added to both scheduled and unscheduled activities as required. The module also includes a comprehensive system for the efficient management of warranty claims.

Tyre Management
The optional tyre management module has been designed to manage the maintenance and history recording of individual tyres fitted to vehicles in the fleet. The position of a tyre can be recorded including the axle and wheel position so that a tyre can be tracked and easily located. The module is fully integrated with both scheduled and unscheduled activities to allow tread depths and pressure readings for each tyre to be recorded quickly and efficiently. The system will predict when a tyre will require replacement and an overview of the last tread depth and pressure readings is provided for each tyre.

Comprehensive reporting facilities provide a history for each tyre including distances travelled, last tread depth readings, abnormal pressure readings and low tread depths.

Invoicing
The optional invoicing module has been designed for clients operating a commercial workshop and is also fully integrated with both scheduled and unscheduled activities. The system can accommodate menu pricing of maintenance activities and can invoice parts, ad hoc items and labour. The module also includes a free entry invoicing system that can be used to invoice items not directly associated with maintenance activities.

Sales Ledger
Invoices are posted automatically to the optional VMS sales ledger. The system handles all forms of payment and makes it easy to allocate payments to invoices. The sales ledger has extensive reporting facilities including a sales daybook, client statements and an aged debt analysis. An optional link to Sage 50 Accounts is available if required.

Fully Integrated
VMS can also be integrated with our Coach Manager Private Hire and Contract Booking System. As vehicles are allocated into the workshop the system automatically checks with Coach Manager to make sure there are no conflicting booking commitments.

VMS Express
VMS Express is a simplified version of VMS aimed at operators with smaller fleet sizes. By excluding a range of features that have been designed specifically for managing very large fleets, we have not only made the system much easier to use, we've also made it more attractively priced. Although VMS Express has fewer features, we haven't taken away anything that could affect the smooth operation of your workshop and we most definitely haven't removed any features that are concerned with VOSA compliance. VMS Express is available for fleet sizes of up to either 50 or 100 vehicles and, because we recognise that some larger operators might also prefer a simpler system, there is also an unlimited version.

For further details, or to arrange a no obligation demonstration, please phone us on 01904 692269 or email sales@distinctive-systems.com.

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