Home » GPS Tracking Blog & Software News » On Track Newsletter Vol:11
November 01, 2010

On Track Newsletter Vol:11

Overview

I’m excited about this month’s newsletter as it's packed with content. We’ll finally be looking at specific examples on how to set up and use the Position Logic platform for fleet and vehicle tracking. For this month’s practical guide, I’ll present the information in 5 parts: adding vehicles, configuring vehicle tracking, adding drivers, setting up and running driver activity and vehicle maintenance reports, and scheduling vehicle maintenance.

These are the common tasks you’ll need to perform when setting up and using your platform for vehicle tracking and fleet management. Let’s go ahead and get started!

Practical Guide Series

Setting Up the PL Platform for Vehicle Tracking and Fleet Management

Business Case

Fleet and Trucking Industry

In previous newsletters, we looked carefully at the Fleet and Trucking Industry and the valuable opportunities it presents to GPS service providers. For a GPS service provider business, it's critical that you implement the right tracking platform. With the right GPS tracking software, you have the power to provide many services and benefits to fleet owners and trucking companies.

The Position Logic tracking platform offers a unique solution that provides the following benefits to your fleet and trucking clients: saved money on vehicle maintenance, reduced hours of vehicle operation, increased driver productivity and increased vehicle life. As you’ll soon see, the Position Logic tracking platform makes it easy to provide these types of benefits to your clients.

To take full advantage of the vehicle tracking, vehicle maintenance and fleet management features of the Position Logic GPS tracking platform, you need to know the best practices behind using this software. This guide shows you how to perform some of the basic tasks and configurations needed to set up our tracking platform for fleet tracking applications. Here are the 5 things you need to know:

  1. Adding vehicles
  2. Configuring vehicle tracking
  3. Adding drivers
  4. Setting up and running driver activity and vehicle maintenance reports
  5. Scheduling vehicle maintenance

Adding Vehicles
To add a vehicle to the platform

  1. From the Dashboard, select the Group tab.
  2. Select the Vehicle link under the group in which you want to add the vehicle.
  3. From the Group Editor, select the Vehicle tab.
  4. Under the Vehicle tab, select the Add New link.
  5. On the editor screen, under the General tab, select the picture icon to upload a picture of the vehicle (optional).
  6. Enter the Vehicle Name (required).
  7. Enter the following optional information:
    – Description
    – VIN (Vehicle Identification Number)
    – Make Year
    – Model
    – Color
    – Integration ID
  8. Select Save to add the new vehicle.

Configuring Vehicle Tracking
To configure the vehicle tracking

  1. On the editor screen for the vehicle, select the Configure Tracking tab, located next to the Vehicle Detail tab. This tab is available after you have saved the vehicle.
  2. Select the picture icon to add a tracking image for the vehicle. This is how it will appear on the tracking page.
  3. Enter the following information:
    –Hardware Profile (Select a hardware device from the dropdown list.)
    –IMEI (International Mobile Equipment Identity number)
    –Username, Password, and SMS Phone Number if sending SMS
    –Device Static IP (Enter if there is a static IP for the device.)
    –Status (Select Enabled from the dropdown list.)
    –History Trace Color (Select a color from the dropdown list. This is the color for the playback on the tracking screen.)
    –Associate Geofence to item in Group (Select to associate geofences that are already in this group to the vehicle.)
  4. Select Save to finish configuring tracking for the vehicle.

Adding Drivers

To create a new driver and add the driver to a group

  1. From the Dashboard, select the Group tab.
  2. Go to the group in which you want to add the driver.
  3. Under the Group tab, select the Driver link.
  4. On the Group Editor, select the Add New link.
  5. Select the picture icon to upload a picture of the driver (optional).
  6. Under the General tab, enter a First and Last Name for the driver (required).
  7. Add the following additional information for the driver:
    – Title
    – Driver ID
    – Gender
    – DOB
    – Height
    – Blood Type
  8. Under the License/Insurance tab, enter the following information:
    – License number
    – Insurance Policy number
    – Insurance Company
    – Insurance Expiration Date
  9. Under the Contact information tab, enter the following information:
    – Phone number
    – Cell Phone
    – Email Address
    – Contact Method (select from the dropdown list)
    – Emergency Contact (enter an emergency contact number)
  10. Select Save to add the new driver to the group.

Setting Up and Running the Driver Activity Report
Having a full report module is essential if you wish to provide fleet companies with valuable insight into their trucking operations. In the Position Logic platform, some of the commonly used reports in vehicle and fleet tracking include Alert, After Hour, Driver Activity, Fleet Hours Worked, Fleet Driver Vehicle History, Vehicle Maintenance Schedule, Mileage by State, Speed, and Start/Stop Summary reports. We'll look at two of these: Driver Activity report and the Vehicle Maintenance Schedule report.

The Driver Activity report displays a summary of all activity for the selected drivers within a given date range. This report will show you the following information: date, driver, average speed, maximum speed, distance, and fuel usage.

To view the driver activity report

  1. From the Dashboard, select the Reports tab, located at the top.
  2. Under the General heading, select the Driver Activity Report link.
  3. On the Driver Activity Report, under Start Date and End Date, define your date range by clicking in the fields and choosing from the calendar.
  4. Under Group, select one or more groups in which you want to view driver activity.
  5. Under Driver, select one or more drivers for which you want to view activity within the defined date range.
  6. Select Get Report button to view the report.

 

Setting Up and Running the Vehicle Maintenance Schedule Report

Like any business, fleet and trucking companies are looking for ways to save money. To provide this benefit, you need a GPS tracking system with the functionality and features to monitor fuel consumption, increase vehicle life and monitor when vehicles need servicing. This includes things like monitoring oil level, tire pressure and scheduling vehicle service.

The Vehicle Maintenance Schedule report displays the maintenance schedule information for the selected vehicles in one or more groups. This report will show you the following: name of vehicle, maintenance operation (e.g., replace engine oil, inspect air bag system, rotate tires), description of operation, maintenance schedule (frequency of maintenance operation), and service due (number of days until service is due).

To view the vehicle maintenance schedule report

  1. From the Dashboard, select the Reports tab, located at the top.
  2. Under the Maintenance heading, select the Vehicle Maintenance Schedule Report link.
  3. On the Vehicle Maintenance Schedule Report, under Group, select one or more groups in which you want to schedule vehicle maintenance.
  4. Under Vehicle, select one or more vehicles for which you want to schedule maintenance.
  5. In the Odometer Threshold field, enter the number of miles for the odometer threshold. When this threshold is reached, the vehicle will be scheduled for maintenance.
  6. Select Get Report button to view the report.

Scheduling Vehicle Maintenance

Finally, let's look at how to set up and schedule maintenance for a vehicle in your group. In the Position Logic platform, you can schedule vehicle maintenance and repair based on the odometer reading, time (specific date), or hours of operation, which is ideal in scenarios where engine hours are a concern. The PL platform records all vehicle maintenance and allows you to view a maintenance history for each vehicle.

To schedule maintenance for a vehicle

  1. From the Dashboard, select the Group tab.
  2. Select the Vehicle link under the group in which you want to schedule maintenance.
  3. From the Group Editor, select the Vehicle tab.
  4. Under the Vehicle tab, select the pencil icon next to the vehicle for which you want to schedule maintenance. This will take you to the editor screen for the vehicle.
  5. Under the Vehicle Detail tab, select the Maintenance Schedule tab.
  6. On the Maintenance Schedule tab, select the Add New Maintenance Schedule link.
  7. On the Maintenance Schedule Editor, enter the following information:
    – Operation (From the dropdown list, select an operation to schedule. Alternatively, select the Add button to add a new operation to the list.)
    – Reoccuring Schedule (Select if the schedule will reoccur for the vehicle)
    – Auto History Generation (Select to automatically generate a history for this maintenance operation.)
    – Expiration Date (Click in this field and select an expiration date from the calendar. The maintenance schedule will expire on this date.)
    – Interval Odometer (Select this option if maintenance will be scheduled based on the odometer reading. Enter the number of miles in the field below.)
    – Interval Engine Hours (Select this option if maintenance will be scheduled based on the number of engine hours. Enter a number in the field below.)
    – Interval Time Based (Select this option to schedule maintenance based on a time interval. Define the time interval in the fields below.)
  8. Select Save to schedule the maintenance.

Next newsletter at a glance
For next month's guide, I'll present the best practices for Security Tracking applications. Be sure not to miss next month’s issue as it will feature some very useful information on setting up and using Position Logic’s EgisTrak platform. As always, keep on tracking and keep your system secure!