FLEET User Manual May 2013

Craig J. Nichols, Secretary

FLEET User ManualMay 2013

I. FLEET Account Set UpA. Creating an AccountB. Edit User ProfileC. Forgot Password?

II. Entering Equipment LogsA. DefinitionsB. Through Bulk Logs/PM/MaintenanceC. Through Manage/View Equipment

III. Entering Preventive Maintenance & Maintenance Work OrdersA. Through Bulk Logs/PM/Maintenance B. Through Manage/View Equipment C. Through Activities (ACS & DOT only)

IV. Statutes, Rules and Regulations V. FLEET Contact Information

Table of Contents

Creating an Account

Edit User Profile

Forgot Password?

Return to Table of Contents

To set up a new account, go to:http://fleet.dms.myflorida.com/

Click Setup a New Account.

http://fleet.dms.myflorida.com/

Use your work email address and make sure it is correct.

Keep a record of your login and password. Click Signup.

Make sure to follow the password rules.

Creating an Account

Edit User Profile

Forgot Password?


Once you click Signup, you will see this message.

Go to your email account and

open the email from

FleetHelpDesk.Click on the link. If the link is not underlined in blue, copy and paste it into your internet

browser.

Creating an Account

Edit User Profile

Forgot Password?


This is an example of copying and pasting into your internet browser.

Creating an Account

Edit User Profile

Forgot Password?


When you click on the link or paste it into your internet browser, it will activate your account. Login with the user

name and password you created.

Creating an Account

Edit User Profile

Forgot Password?


Click “Always trust this site”.

Creating an Account

Edit User Profile

Forgot Password?


Select your agency from the drop down box and click Send Request.

Once you Send Request, please notify your agency Fleet Administrator so that your user role can be assigned. You will

not be able to see any equipment until this is done.

Creating an Account

Edit User Profile

Forgot Password?


Your screen will be blank until your agency administrator assigns your user role.

Creating an Account

Edit User Profile

Forgot Password?


After your agency assigns your role, your account set up is complete.Creating an

Account

Edit User Profile

Forgot Password?


Click on your email address at the top of the screen.

Creating an Account

Edit User Profile

Forgot Password?


To change your agency, select the correct one from the drop down box

and click Update My Agency.

To change your email, name, phone number

and/or password, click Edit My Profile/Password.

Unless you are a shop agency, your Default

Shop should be set to Default. If you are a shop agency, please select your correct

shop.

Creating an Account

Edit User Profile

Forgot Password?


Here you can change your email, name and phone

number. Once updated, click Update.

To change your password, enter the information requested and click

Update Password.

Edit My Profile/Password Screen

Creating an Account

Edit User Profile

Forgot Password?


Go to the FLEET Website.http://fleet.dms.myflorida.com/

Click Login.

Creating an Account

Edit User Profile

Forgot Password?



Click I forgot my password.

Creating an Account

Edit User Profile

Forgot Password?


Enter your email address and click Send.

A temporary password will be sent to your email.

Creating an Account

Edit User Profile

Forgot Password?


Type in your username and the temporary password exactly as shown. Passwords are case sensitive.

**If you choose to copy/paste the password, make sure you do not pick up an extra space or the password will

not work.**

Once you get your new password, go to the FLEET Website.


Creating an Account

Edit User Profile

Forgot Password?



Then, click on Edit My Profile/Password.

Once you are logged in, click on your email at the top of

the screen.

Type in your temporary password and then type and

confirm a new password.

Creating an Account

Edit User Profile

Forgot Password?


Log Field Definitions

Entering Through Bulk Logs/PM/Maintenance

Entering Through Manage/View Equipment

PREVIOUS METER: Display only. Can be

edited if role assigned allows change/update.

ODOMETER/METER: End odometer reading for the specified start/end date.

START/END DATE: When entering through Bulk Logs, you will be entering data for the most recent previous month. For example, if today’s date is in May, you can only enter for April. This field is automatically populated as the start and end dates for the next log needed, when entering through Manage/View equipment and can be changed if needed.


COMMUTE MILES: Only required if the equipment has an ‘Assigned Use Code’ of C2 (Law Enforcement) or C3 (Emergency Service). If no commute miles required, leave field blank or enter zero (0).

CONDITION: Condition of the vehicle for the time period being entered.

DRIVERS: Used to specify what driver/s (up to three) used the vehicle during the specified start/end date. This is an optional field.





STATE (fuel): Fuel purchased at Government owned fueling sites (City, County, State).

COMMERCIAL (fuel): Fuel purchased at commercial fuel sites (ex. BP, Shell Exxon).





UNUSED DAYS (DOWN): Total days (within the specified month) the equipment was unavailable for use because of required repairs. Weekends and holidays should be included.

UNUSED DAYS (STANDBY): Total days (within the specified month) the equipment is available for use, but not used. Weekends and holidays should be included.





Entering through Bulk Logs/PM/Maintenance is a one-stop-shop that allows you to enter your Log, PM and Maintenance at the

same time. There are two ways to access Bulk Logs.

2) Under Equipment, Click on Bulk

Logs/PM/Maintenance.

1) Hover over the Equipment tab then click on Bulk






Begin by typing in the Equipment Number.

The system will display all equipment that contains the values you enter. Select the correct piece

of equipment and press Tab (on keyboard).





When you press Tab (on keyboard), these fields will automatically

populate. Verify you have the right piece of equipment.

Through Bulk Logs/PM/Maintenance, you can only enter information for the most recent previous month. For example,

if today’s date is in May, you can only enter for April. If you need to add a log for another month, you will add through

Manage/View Equipment.Log Field Definitions




Enter month-end Meter, Condition, Gallons, Cost, Days

Down and Days Standby – then click Add.

** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. **





The most recent successful entries are recorded at the bottom of the page. If the equipment number you’re working on is displayed, it

has been entered. You can now enter the next piece of

equipment.





1) Hover over the Equipment tab then

click on Manage/View Equipment.

Entering a log through Manage/View Equipment gives you the opportunity to change the Start/End Date. This allows you to enter logs for previous months that may not be recorded. There are two

ways to access logs through Manage/View Equipment.

2) Under Equipment, Click on Manage/View

Equipment.





Type the Equipment Number in the search bar.

Click Edit on the correct piece of equipment.





Scroll to the bottom and click

on Logs. Then click Add a Log

Entry.Log Field Definitions




The date automatically

populates. Change it if you

need to.

Check the Previous Meter, then enter Odometer/Meter. This number should be the last meter reading for the time period being recorded.

When you are done, click Submit Log(s).

Enter Condition, Gallons, Total Fuel,

Days Down and Days Standby.






The most recent successful entries are recorded at the bottom of the page.





Through Bulk Logs/PM/Maintenance

Through Manage/View Equipment

Through Activities (ACS & DOT only)

There are two ways to access Preventive Maintenance (PM) & Maintenance (Work Orders) through Bulk


2) Under Equipment, Click on Bulk



click on Bulk Logs/PM/Maintenance.


Begin by typing in the Equipment Number.

The system will display all equipment that contains the values you enter. Select the correct piece

of equipment and press Tab (on keyboard).





When you press Tab (on keyboard), these fields will automatically populate. Verify you have the

right piece of equipment.






Entering Preventive Maintenance (PM)

Enter Meter, Date, Commercial Cost, Payment Method, Vendor

Name and Notes.

After you enter all information, click Add.

Click on PM.





Entering Maintenance (Work Order)

Click on Maintenance.


After you enter all information, click Add.


Name and Notes.Through Bulk Logs/PM/Maintenance




Entering Preventive Maintenance (PM) & Maintenance (Work Order)

After clicking Add, the most recent successful entries are

recorded at the bottom of the page. If the equipment

number you’re working on is displayed, it has been

entered. You can now enter the next piece of equipment.






click on Manage/View Equipment.

There are two ways to access Preventive Maintenance (PM) & Maintenance (Work

Orders) through Manage/View Equipment.

2) Under Equipment, Click on Manage/View

Equipment.





Type the Equipment Number in the search bar.

Click Edit on the correct piece of equipment.





Scroll to the bottom and click on PM & Maintenance.


Click Add a PM Entry.








Name and Notes.

After you enter all information, click Save.






You will see your Preventive Maintenance (PM) displayed at

the bottom of the page.Through Bulk Logs/PM/Maintenance




Entering Maintenance (Work Orders)

Scroll to the bottom and click on PM & Maintenance.

Click on Add a Work Order Entry.








Name and Notes.

After you enter all information, click Save.





You will see your Maintenance (Work Orders) displayed at the

bottom of the page.






1) Hover over the Activities tab then click on Work Orders.

There are two ways to access Work Orders.

2) Under Activities, Click on Work Orders.

There are two ways to access Work Orders.

2) Under Activities, Click on Work Orders.





Edit Existing Work Order

Enter Work Order Number or Equipment Number.

** Make sure Work Order

Status is set to Select an

Activity Status.

Then, click Search Work Orders.





The latest 10 results will be displayed at the bottom of the screen.

Edit Existing Work Order

To access, click Edit on the correct

Work Order.





Entering a new Work Order

Click Add Work Order.





When you press Tab (on keyboard), these fields will automatically populate. Verify you have the

right piece of equipment.

Enter the Equipment Number and Press Tab (on keyboard).






Click Create Work Order.

Enter Equipment, Meter, Shop, Activity Status,

Requested by and Date Received.





The green bar - ‘Created the Activity Successfully’ indicates the Work Order was created.







To add your Work Order Items, scroll to the bottom of the screen.

Click Add Work Order Item.





Enter Work Code, Repair Code and

Mechanic.

If it is a PM Service, choose Next PM Cycle.






Enter Actual Hours.

Click Add a Work Item.






The green bar - ‘Created the Work Item Successfully’ indicates the Work Item was entered.






To add Parts, scroll to the bottom of the screen.

Click Add a Part.






Enter Part Source, Date Ordered and Description.

Enter Part Number, Serial Number, Quantity and Per Cost.

Click Save Part.






Your parts will displayed at the bottom of the screen.

Click Update a Work Item when all parts are entered.






The green bar - ‘Updated the Work Item Successfully’ indicates the Parts were entered.

Click Save Work Order.





The green bar - ‘Updated the Activity Successfully’ indicates the Work Order was saved.Through Bulk Log

s/PM/Maintenance




• Chapter 287.14-287.20, F.S. – Means of Transport

• Chapter 60B-1, FAC – Motor Vehicles and Watercraft Acquisition, Assignment and Use

• Chapter 60B-3, FAC – Disposal of Aircraft, Motor Vehicle and Watercraft

Statutes, Rules and Regulations


http://www.dms.myflorida.com/business_operations/state_purchasing/fleet_federal_property/fleet_management/rules_and_regulations/chapter_60b_1_motor_vehicles_and_watercraft_acquisition_assignment_and_use

http://www.dms.myflorida.com/business_operations/state_purchasing/fleet_federal_property/fleet_management/rules_and_regulations/chapter_60b_3_disposal_of_aircraft_motor_vehicles_and_watercraft

FLEET Help Desk

(850) 488-4929

[email protected]

FLEET Contact Information


mailto:[email protected]

FLEET User Manual May 2013

Documents

Transcript of FLEET User Manual May 2013