USER GUIDELINES. For Use with PERFEKTO Facility & Fleet Management Software Designed for TNB-IFMS

Transcription

1 USER GUIDELINES For Use with PERFEKTO Facility & Fleet Management Software Designed for TNB-IFMS COPYRIGHT Copyright 2007 Oceantec Sdn Bhd. All rights reserved. Windows is a registered trademark of Microsoft Corporation. Companies, vehicles, departments, and other data samples used in this documentation are fictitious. The content of this publication is subject to change without notice. PERFEKTO Facility & Fleet Management Software, described in this document, is furnished under a license agreement. Reproduction of this documentation is permitted and may be distributed to all licensed users of This product as long as a fee is not charged when doing so. Review the terms of the license agreement. Reproduction of this documentation for sales purposes is strictly prohibited. Rev.6. updated on 01 th Mar 2016 OCEANTEC SDN BHD Facility & Fleet Management Software, Version 4.1

2 CONTENT Contents... 4 Conventions Used in This Manual... 4 Formatting Conventions... 4 Global Screens and Prompts... 5 Select a Record... 5 Sorting Records... 5 Accessing Details... 6 Accessing Pages... 6 Accessing a Lookup List... 6 Adding a New Record... 6 Lookup Lists... 6 Calendars... 7 CHAPTER 2: Login & My Page... 8 Login... 8 TNB Staff... 8 My Page... 9 CHAPTER 3: Pool Car Management Pool Car Request Pool Car Application Request Adding a Pool Car Request Updating a Pool Car Request Approving a Pool Car Request Reject a Pool Car Request Vehicle Return information Capacity Planning View Pool Car Capacity by Driver View Pool Car Capacity by Vehicle Incident Log Adding an Incident Log Updating an Incident Log Deleting an Incident Log Summon Last printed 3/17/2016 2:41 PM Page 2/41

3 CONTENT Adding an Summon record Updating an Summon Deleting an Incident Log Complaint Adding an Complaint record Updating an Summon Deleting an Complaint CHAPTER 4: Car Sticker Management Car Sticker Request Car Sticker Application Request Adding a Car Sticker Request Updating a Car Sticker Request Return a Car Sticker CHAPTER 5: Settings Company Calendar Setting up Calendar Driver Profile Setting up Driver Profile Duty Roster Setting up Duty Roster Fleet Card Adding an Fleet Card record Updating an Fleet Card Deleting an Complaint Last printed 3/17/2016 2:41 PM Page 3/41

4 Welcome to PERFEKTO. PERFEKTO Facility & Fleet Management Software can help you run a more cost efficient fleet while reducing the number of breakdowns. Proper use of the software can help to reduce road calls, reduce inventory, increase mechanic productivity, and provide information that is vital to your fleet. Whether you are a fleet manager, shop foreman, data entry clerk, mechanic, or parts person, PERFEKTO can provide you with accurate information to help you maintain a more efficient and informed fleet. Although PERFEKTO contains many features, keep in mind that you can track as little or as much information as you like. Also, it is not necessary to set everything up at once. We highly recommend setting up vehicle records as soon as possible so you can immediately start tracking preventive maintenance schedules and entering work orders. Refer to this manual to learn about the many features available in PERFEKTO and how to use them. Conventions Used in This Manual Formatting Conventions Convention Bold type Representation Menu options, buttons, or icons. ITALICIZED type [words in brackets] ALL CAPS type Shortcut keys Compulsory* type Hyperlink type Data values. Additional information to help clarify instructions. For example, there are various Assets menu options under the Assets menu. To help clarify which menu option to select, you might see [Asset Register] Assets to indicate that you should select Assets > Asset Register Letters or keys on the keyboard. For example, press ENTER or press the C key to continue. Function keys like F5 etc.. These values have to be entered in order to be able to save the record Links transactions with records. For Example, click on the Work Order Number in the Asset Register > Maintenance history will open the Work Order Register Details Last printed 3/17/2016 2:41 PM Page 4/41

5 Global Screens and Prompts Some windows, prompts, and screens function the same way throughout PERFEKTO (e.g. lookup lists, filters and Report Viewer). All of these types of screens are described only in this section rather than repeatedly in every area in which they appear. Select a Record Select Records by Locations in the Tree View or from a list. The selected Record will be opened in the Register view. Click on Tree Click on List Sorting Records Click on the column head in the list of records to sort ascending or descending by the selected columns. Click on Column Header Last printed 3/17/2016 2:41 PM Page 5/41

6 Accessing Details Select a Document Number to open the record for more details. Click on document number Accessing Pages Every List has a maximum of records which are displayed on one page. In case of more than one page following naviation is available. Go to First Page Go to Last Page Go to Previous Page Go to Next Page Accessing a Lookup List To access a lookup list, leave the entry field blank and press F4, or click on a record may be selected from the list.. The lookup list appears and Adding a New Record To add a new record, enter the new record number and all compulsory fields and then choose the Add button. Lookup Lists Lookup lists are available to help access data records when you don t know the exact record number or ID. Lookup lists are sorted by item code. The Data have to be setup in Settings menu to appear in the lists. Last printed 3/17/2016 2:41 PM Page 6/41

7 Calendars The calendar option is available in many areas of the software where you re prompted for a date. To use the calendar, choose. Year back Year ahead Month back Month ahead Last printed 3/17/2016 2:41 PM Page 7/41

8 CHAPTER 2: Login & My Page Login TNB Staff 1. Go to PERFEKTO Homepage in the Internet Explorer. 2. Select TNB from the list of Organization. 3. Enter your Username into Login field 4. Enter Password. 5. Click on Login. Last printed 3/17/2016 2:41 PM Page 8/41

9 My Page My Page is the first screen after login to PERFEKTO. The My Page shows all relevant reminders related to the User Login. Outstanding Transactions are directly accessible by clicking on the hyperlinked transaction numbers. The My Page also contains the Main Menu to access all Modules which are available for the individual User. The User can configure the layout and content of his My Page in the Settings (Refer to Section CHAPTER 13: Settings & Administrator). 1. Main Menu: Access to all Modules and Sun Modules. 2. Quick Access menu: Quick access to the major Modules and Sun Modules. 3. Reminders: User defined Reminder Windows (max. 8) for direct transaction and document access st reminder nd reminder. Last printed 3/17/2016 2:41 PM Page 9/41

10 CHAPTER 3: Pool Car Management The Car Pool Management Module is used to track requests and assign Pool Cars to Requestors. Pool Car Request Pool Car Application Request Last printed 3/17/2016 2:41 PM Page 10/41

11 Adding a Pool Car Request Every Request for a Pool Car needs to be recorded in the system. To add/record a Pool Car Request, follow the steps listed below. 1. Select Pool Car > Request > Request from the main menu 2. Follow the following table for the fields available Field Description Mandatory Requester Info Request Date Enter Request Date Yes Requester ID Enter requester Employee ID Yes Requester Name Enter requester name Yes Designation Department Grade Office No Cost Centre Mobile no Purpose Location and Date Time info Enter Designation of requester Enter Department of requester Enter Grade of requester Enter Office No of requester Enter Cost Centre of requester Enter Mobile no of requester Enter purpose of request From State, To State Enter From and To State of location Yes From District, To District Enter From and To District of location Yes From Location, To Location Enter From and To location Yes Departure Date Enter Planned Departure Date Yes Departure Time Enter Planned Departure Time in 24 hrs format Est. Return Date Enter Estimated Return Date Yes Est. Return Time Remark Enter Estimated Return Time in 24 hrs format Enter remark of the entire request. Field Yes Yes Last printed 3/17/2016 2:41 PM Page 11/41

12 3. After entering the data specified above, enter number of vehicle needed and click on Click to Add Row as shown in the following:- 4. Enter Type of Vehicle and number of Passenger per each vehicle and remark if there is any for each row created. 5. To reduce request vehicle, just change the number of vehicle and click Click to add row again. 6. Save the Request by clicking on Save Updating a Pool Car Request To update a Pool Car Request follow the step listed below:- 1. Select Pool Car > Request > Listing from the main menu 2. Select the Pool Car Request Number(Document No) from the List 3. Click Save after updating. Last printed 3/17/2016 2:41 PM Page 12/41

13 Approving a Pool Car Request Approving a Pool Car request is a vital step in the process. It is important because system will only start to automatically assign driver and vehicle upon this step. Here is how it is done. To approve a Pool Car Request follow the step listed below:- 1. Select Pool Car > Request > Listing from the main menu or Alert from MyPage as shown in the following:- 2. Click the document no to call up the request to approve. 3. Click Approve. 4. To view the autonomous assignment of system switch to Assignment tab. Select the assignment information by clicking Line 5. Assign Type as highlighted indicates system assignment. 6. Line without vehicle or driver are system not assigned due to several reason. It is mainly due to system ran out of resources or major conflict of schedule of driver and vehicle. 7. To manually assign driver and vehicle do the following:- 8. Click on the magnifying glass of vehicle to pop up as shown below:- Last printed 3/17/2016 2:41 PM Page 13/41

14 9. All active vehicles are listed here for manual selection. Information about the current assignment is contained under column Departure Date Time and Estimated Return Date Time. 10. Click magnifying glass of 1 st or 2 nd driver to pop up information of driver as shown below:- 11. All active drivers are listed here for manual selection. Information about the current assignment is contained under column Departure Date Time and Estimated Return Date Time. 12. Select for 2 nd driver if drivers are required. 13. Enter Mobile No of driver if it is not saved in Employee Profile. 14. Data should entered as follows:- 15. Enter remark if required. 16. Click Update to save. 17. Data saved would change look like the following picture:- 18. Assign type is manual now. Last printed 3/17/2016 2:41 PM Page 14/41

15 Reject a Pool Car Request Rejecting a Pool Car request would not reverse the assigned details. Manual removal or reassignment is needed. Here is how it is done. To reject a Pool Car Request follow the step listed below:- 1. Select Pool Car > Request > Listing from the main menu. 2. Click the Document No to call up the request. 3. Click Reject. Vehicle Return information Reporting vehicle and driver return is required in the system to calculate driver allocation for meals and justification for fair allocation of jobs. Vehicle history could also be traced. Here is how it is done. To report return of driver and vehicle follow the step listed below:- 1. Select Pool Car > Request > Listing from the main menu or click from MyPage To Update Returned Vehicle as shown in the following:- 2. Click the Document No in listing or MyPage alert to call up the request. 3. In Assignment tab, select the assignment detail by clicking on the Line. 4. Enter the return information as follows:- Note: If title is Request Information. Please enter Actual information below:- then the information shown are request information. Last printed 3/17/2016 2:41 PM Page 15/41

16 5. Check Returned and click Save. Then title will change to Actual Return Information as shown below:- Last printed 3/17/2016 2:41 PM Page 16/41

17 Capacity Planning View Pool Car Capacity by Driver To view the Pool Car Capacity, follow the steps listed below: 1. Select Pool Car > Request > Capacity from the main menu 2. Select the Month and Year to be displayed 3. Check Assign Status to view as shown below:- 4. Click on Search to display all Pool Car Request s and available driver as shown below:- Note: Orange block on 2 nd of Mar of is a personal leave. Please take note if job is assigned on the day. 5. Click the document no of the calendar to view the detail of the assignment. Last printed 3/17/2016 2:41 PM Page 17/41

18 View Pool Car Capacity by Vehicle To view the Pool Car Capacity, follow the steps listed below: 1. Select Pool Car > Request > Capacity from the main menu 2. Select the Month and Year to be displayed 3. Click Search and result would be shown as below:- 4. Click the document no and the vehicle no to view the request Last printed 3/17/2016 2:41 PM Page 18/41

19 Incident Log Adding an Incident Log Every incident of vehicles in Pool Car needs to be recorded in the system. This is to mark vehicles and drivers involvement in accident and breakdown. To add/record a Pool Car Incident Log, follow the steps listed below. 1. Select Pool Car > Request > Incident Log from the main menu 2. Click Add New to create new record 3. Follow the following table for the fields available Field Description Mandatory Requester Info Incident Type Select Incident Type Yes Incident Date Enter Incident Date Yes Location Enter Location Yes Driver Enter Driver Yes Vehicle No Enter Vehicle No Yes Repair Cost Remark Enter Repair Cost Enter Remark Updated Date System assigned Last Updated Date - UserID System assigned Last Updated User ID - Field 4. Click Add to save. Last printed 3/17/2016 2:41 PM Page 19/41

20 Updating an Incident Log 1. Select Pool Car > Request > Incident Log from the main menu 2. Click record from List of Incident Log to update 3. Follow the screen below:- 4. Click Update to save Deleting an Incident Log 1. Select Pool Car > Request > Incident Log from the main menu 2. Click record from List of Incident Log to delete 3. Click Delete to delete. Last printed 3/17/2016 2:41 PM Page 20/41

21 Summon Adding an Summon record Every summons resulted from a driver driving vehicles in Pool Car needs to be recorded in the system. This is to mark vehicles and drivers involvement in summon issuance. To add/record a Pool Car Summon, follow the steps listed below. 1. Select Pool Car > Request > Summon from the main menu 2. Click Add New to create new record 3. Follow the following table for the fields available Field Description Mandatory Summon No Select Summon No issued Yes Summon Date Enter Summon Date Yes Summon Time Enter Summon Time Yes Paid Payment Date Issue Body Payment Status Payment Date Issue body of summon Offence Type of Offence Yes Driver Enter Driver Yes Vehicle No Enter Vehicle No Yes Remark Enter Remark Updated Date System assigned Last Updated Date - UserID System assigned Last Updated User ID - Field 4. Click Add to save. Last printed 3/17/2016 2:41 PM Page 21/41

22 Updating an Summon 1. Select Pool Car > Request > Summon from the main menu 2. Click record from List of Summon to update 3. Follow the screen below:- 4. Click Update to save Last printed 3/17/2016 2:41 PM Page 22/41

23 Deleting an Incident Log 1. Select Pool Car > Request > Incident Log from the main menu 2. Click record from List of Incident Log to delete 3. Click Delete to delete. Complaint Adding an Complaint record Every summons resulted from a driver driving vehicles in Pool Car needs to be recorded in the system. This is to mark vehicles and drivers involvement in summon issuance. To add/record a Pool Car Summon, follow the steps listed below. 1. Select Pool Car > Request > Complaint from the main menu 2. Click Add New to create new record 3. Follow the following table for the fields available Field Description Mandatory Document No System assigned Document No Yes Pool Car Request No Select related Pool Car Request no. Yes Driver Enter Driver Yes Vehicle No Enter Vehicle No Yes Complaint Enter complaint detail Yes Complaint Date Enter complaint Date Yes Remark Enter Remark of this complaint Updated Date System assigned Last Updated Date - UserID System assigned Last Updated User ID - Field 4. Click Add to save. Last printed 3/17/2016 2:41 PM Page 23/41

24 Updating an Summon 1. Select Pool Car > Request > Complaint from the main menu 2. Click record from List of Complaint to update 3. Follow the screen below:- 4. Click Update to save Deleting an Complaint 5. Select Pool Car > Request > Complaint from the main menu 6. Click record from List of Complaint to delete 7. Click Delete to delete. Last printed 3/17/2016 2:41 PM Page 24/41

25 CHAPTER 4: Car Sticker Management The Car Pool Management Module is used to track requests and assign Pool Cars to Requestors. Car Sticker Request Car Sticker Application Request Last printed 3/17/2016 2:41 PM Page 25/41

26 Adding a Car Sticker Request Every Request for a Car Sticker needs to be recorded in the system. To add/record a Car Sticker Request, follow the steps listed below. 1. Select Car Sticker > Car Sticker from the main menu 2. Follow the following table for the fields available Field Description Mandatory Requester Info Request Date Enter Request date Yes Employee ID Enter Requester Employee ID Yes Sticker Period Enter Sticker Period eg Yes Employee Name Enter Requester name Yes Designation Department Grade Office No Mobile no Vehicle Information Enter Designation of requester Enter Department of requester Enter Grade of requester Enter Office No of requester Enter Mobile no of requester Vehicle No1 Enter 1 st Vehicle Registration no Yes Vehicle Type1 Enter 1 st Vehicle Type Yes Model1 Enter 1 st Vehicle Model Yes Self Own1 Enter 1 st Vehicle ownership status Yes Serial No1 Enter 1 st Sticker Serial No Yes Vehicle No2 Vehicle Type2 Model2 Self Own2 Serial No2 Other Information Plot No. Remark 1. Save the Request by clicking on Save Enter 2 nd Vehicle Registration no Enter 2 nd Vehicle Type Enter 2 nd Vehicle Model Enter 2 nd Vehicle ownership status Enter 2 nd Sticker Serial No Enter allocated Plot No. Enter Remark of request Field Last printed 3/17/2016 2:41 PM Page 26/41

27 Updating a Car Sticker Request To update a Pool Car Request follow the step listed below:- 1. Select Car Sticker > Listing from the main menu 2. Select the Car Sticker Request Number(Document No) from the List 3. Click Save after updating. Return a Car Sticker To return a Car Sticker follow the step listed below:- 1. Select Car Sticker > Listing from the main menu 2. Select the Car Sticker Request Number (Document No) from the List as per what shown in Updating car sticker. 3. Click Return after updating. Last printed 3/17/2016 2:41 PM Page 27/41

28 Last printed 3/17/2016 2:41 PM Page 28/41

29 CHAPTER 5: Settings Before system can be operated smoothly, setting needs to be done properly. Here is how it is done according to the requirement of the system. Company Calendar Setting up Calendar Calendar needs to be set up every year. It can also be set for future years. NOTE: Public holidays and special off-day such as Mondays after a public holiday falls on Sunday needs to be part of the calendar. To setup a Company Calendar, follow the steps listed below. 1. Select Pool Car > Setting > Calendar from the main menu 2. A blank calendar is shown in Figure Under Add/Edit Company Calendar. Select Every either [Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, Sunday] is either [Types of Day preset in system e.g. Public Holiday, Work Day] for year [current year you are setting]. Title is the word to show on the calendar [e.g. Mon for Monday]. Click Save to save the record. 4. E.g. firstly, you save record for Monday. Secondly, you do it for Tuesday. Do this until Sunday then you will have the whole basic calendar without Public Holiday. 5. Click on Jan 1 as shown on the following picture:- Last printed 3/17/2016 2:41 PM Page 29/41

30 6. Change the data according to the following picture:- 7. Click Update to save. 8. Calendar gets updated with New Year on 1st Jan as shown on the following picture:- 9. Continue doing for the rest of the Public Holidays Last printed 3/17/2016 2:41 PM Page 30/41

31 Figure 5.1 Last printed 3/17/2016 2:41 PM Page 31/41

32 Driver Profile Setting up Driver Profile Driver profile need to be set up to identify driver from normal employee. NOTE:-. To setup a Driver Profile, follow the steps listed below. 1. Select Pool Car > Setting > Driver Profile from the main menu 2. Drivers are listed in List of Drivers as shown below:- 3. Click on the code of driver listed to edit. Edit information will be shown in the following picture:- 4. You may deactivate the driver from the Driver Pool by selecting Active option. 5. To attach a photo of driver click Upload Photo 6. Select the appropriate Licence Group for driver 7. Select Default Vehicle if driver has a fixed scheduled vehicle Last printed 3/17/2016 2:41 PM Page 32/41

33 8. Enter and Contact No. for future correspondence in the Pool Car operations. 9. Charge Code is not really necessary. Mainly for future upgrade. 10. Data in Driver Profile cannot be deleted. It can only be set to Non-Active. Duty Roster Setting up Duty Roster Drivers availability is determined by firstly Company Calendar, then Duty Roster. While Company Calendar sets companywide schedule, Duty Roster sets personal schedule. NOTE:-Unlike Company Calendar, base of Duty Roster needs to be set up monthly. Personal leaves of driver can be entered as on when it happens. To setup a Duty Roster, follow the steps listed below. 1. Select Pool Car > Request > Duty Roster from the main menu 2. A blank duty roster is shown in Figure Click create new duty roster as shown of the picture below:- 4. Select Filter criteria as shown in the following:- 5. Month and year is mandatory. From Driver and To Driver is optional. Task Category is fixed to Driver. Select WD for base setting and click Filter. Last printed 3/17/2016 2:41 PM Page 33/41

34 6. Click Select All 7. After clicking Select All. 8. Click Update to Create Duty Roster. 9. Click Return to Duty Roster as shown below:- Last printed 3/17/2016 2:41 PM Page 34/41

35 10. Click Search under Search Duty Roster to show the created Duty Roster. Picture in the following shows the created Duty Roster:- 11. Click on any date belonging to the driver to change Personal Schedule and select the data as per the following picture:- Last printed 3/17/2016 2:41 PM Page 35/41

36 12. Click Save and Return to Duty Roster. Result is as per shown in the following:- Last printed 3/17/2016 2:41 PM Page 36/41

37 Figure 5.2 Last printed 3/17/2016 2:41 PM Page 37/41

38 Fleet Card Adding a Fleet Card record Every fleet card issued to drivers or assigned to vehicles in Pool Car needs to be recorded in the system. In Fleet Card we are tracking Petronas Fleet Card as well as Touch N Go card. 1. Select Pool Car > Setting > Fleet Card from the main menu 2. Click Add New to create new record 3. Follow the following table for the fields available Field Description Mandatory Card No System assigned Document No Yes Issue Body Select related Pool Car Request no. Yes Issue Date Expiry Date Card Value Vehicle No Driver Remark Enter Issue Date Enter Expiry Date Enter Card Value if there is any Enter vehicle assigned to the card Enter card owner Enter Remark of this record Updated Date System assigned Last Updated Date - UserID System assigned Last Updated User ID - Field Note: Select only driver if the card is assigned to driver. Likewise select only vehicle if the card is assigned to vehicle only. Select only both if the card is assigned to the driver to be used in the assigned vehicle. 4. Click Add to save. Last printed 3/17/2016 2:41 PM Page 38/41

39 Updating an Fleet Card 1. Select Pool Car > Setting > Fleet Card from the main menu 2. Click record from List of Fleet Card to update 3. Follow the screen below:- 4. Click Update to save Last printed 3/17/2016 2:41 PM Page 39/41

40 Deleting an Complaint 5. Select Pool Car > Setting > Fleet Card from the main menu 6. Click record from List of Fleet Card to delete 7. Click Delete to delete. Vehicle Master Adding a vehicle record Additional vehicles of Pool Car are synchronized from ERMS-SAP. In Vehicle Master, there are additional attributes could be made. Find out in the following:- 1. Select Pool Car > Setting > Fleet Card from the main menu 2. Click Vehicle to view record 3. Follow the following table for the fields available Field Description Mandatory Vehicle No Vehicle No. created from ERMS-SAP - Active Select vehicle status. Non Active will not be available for auto assignment Type Enter vehicle type Yes License Class Enter license class Yes Manufacturer Model Enter vehicle manufacturer Enter vehicle model No. of Passenger Enter number of passenger Yes Field Yes Last printed 3/17/2016 2:41 PM Page 40/41

41 Updating an Vehicle Master 1. Select Pool Car > Setting > Vehicle Master from the main menu 2. Click record from List of Vehicle to update 3. Follow the screen below:- 4. Click Update to save Last printed 3/17/2016 2:41 PM Page 41/41