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Open Fleet User Manual

1. Open Fleet User Guide manage only the vehicles in their region but someone else may need to report on the entire organisation To cater for this need Open Fleet has introduced Region Filters When activated reports will only show the vehicles that are in the selected region To set up regions From the menu bar select Lists Regions Enter in the name of each region in your organisation eg North South East West etc To activate or select a region From the menu bar select Tools My Preferences O Select the region Region Filter mbulance Morth Morth Wrest South Click OK to save the selection Now when vehicle reports are accessed only the vehicles in the corresponding regions will be displayed Other kinds of reports such Bookings reports or Performance reports are unaffected To de activate region selection From the menu bar select Tools My Preferences O Delete or clear the selected region Click OK to save the selection Utilisation Reports Utilisation reports are a benchmarking tool for determining how well your organisation is utilising its fleet The idea of a utilisation report is not to run it once and boast or bemoan the result The idea is to run the report regularly and to compare the different results These reports should be used together with other reports to determine the future size of your organisation s fleet They can be used to determine peak periods
2. Fool Forthside Wagon AMD Home Garaged I eee 7 Region Reason Contract ay init Cost Centre Ledger Project Business Unit Divizion IT Resources RT 00134 The darker area of the usage section on the vehicle screen only displays the current driver and current cost centre information This information 1s entered and altered in the Driver History screen wWww ITGuaranteed com au Open Fleet User Guide Replacing a vehicle Open Fleet has a quick method for replacing an existing vehicle which will copy the information in the usage section of the vehicle screen to a new vehicle To replace an existing vehicle in the fleet O Click the New Vehicle Button on the Toolbar O Enter the new vehicles Registration and Model Click El Save Click Purchasing on the vehicle toolbar O Enter the Registration of the old vehicle in the replaces field O Press TAB on the keyboard or click into another field Open Fleet A Would you like to copy the Fill the usage section From the replaced vehicle O Click Yes to copy the Usage information from the old Vehicle to the new vehicle Decommission a vehicle There are two suggested methods for disposing a vehicle Where the disposal of the vehicle is known in advance As soon as it is known that the vehicle is to be disposed create a booking for the vehicle set the driver to In for service set the from date to the date the vehicle is due to be removed from
3. Open Fleet User Guide What s New Open Fleet 3 0 includes many new features from its previous incarnation as WebBookIT 2 0 e MDI Multiple Document Interface allowing multiple windows yo be open on screen at once e Find Box which makes finding anything in the database quick and easy e Recent Menu to find the most recent windows that were open for quickly returning to a task after an interruption e Passengers including multiple methods of cost sharing e Allowing drivers to view Running Sheet e New Reports and report styles Top 10 reports and graphs e Drillable reports allowing administrators to click through the report to locate the original transaction e Allow Drivers to manually select a vehicle e Ability to select a vehicle by dragging on the Running Sheet e Vehicle Expenses can now be recorded against a vehicle including Fuel transaction imports e User Account Types have been simplified to allow easier allocation of duties and permissions e Find a Lift has been improved for easier visual understanding of bookings e Numerous Options to allow Open Fleet to be configured to meet the requirements and policies of any organisation e Double Booking Prevention limits the number of ways a double booking can be made and reports on double bookings www ITGuaranteed com au Open Fleet User Guide Getting Started Open Fleet is a huge software package that brings together many functions of
4. Changing Tariffs It is recommended that organisations review their tariffs at least once per year to ensure they are recouping vehicle costs When a booking is made the rates and fees stay set for that booking even if changes to the tariffs are made in the Tariff List The only time the tariff will change for a booking is when that booking is moved to a new vehicle When changing tariffs new bookings made after the tariff change will have the new booking tariffs applied while existing bookings will remain on the old tariffs If your organisation would like a different procedure to occur please contact I T Guaranteed to discuss your requirements wWww ITGuaranteed com au Open Fleet User Guide Pools List Perhaps the most important part of configuring Open Fleet is the setting up of pools and allocating cars to pools D Pools S Responsible officer Next Pool to search Pool Email Message Pool Booking Slip Message O p lg Science STOP SEARCHING Sandy Bay Cradle Coast Sedan o Cradle Coast Wagon AWD Cradle Coast Campus Cradle Coast Utility 24D O STOP SEARCHING Cradle Coast Campus Cradle Coast Utility 4x4 O STOP SEARCHING Cradle Coast Campus Cradle Coast Wagon AWD O Cradle Coast Utility 4x4 Cradle Coast Campus 1 To setup pools click the Options button then select Pools from the drop down list and click go Makes the Pool no longer available for selection Next Pool to When searching for an available vehicle
5. These unmatched odometer readings will not be imported There are two courses of action e If the vehicle listed does belong to the organisation it is not too late to enter it now as a new vehicle or to update its registration to the registration displayed on this screen Once this is done click the Check Registrations button again and that vehicles transactions should not now appear in this check meaning that they will be posted when the time comes e If the vehicle listed does not belong to the organisation then it may be a typo The creator of the Excel file has the incorrect registration recorded The spreadsheet should be corrected and then Reloaded Check Odometer values This check shows the odometer readings from the Excel file that are less than the current odometer reading according to the vehicle screen These lower odometer values will not be updated on the vehicle screen The only action that need be taken 1s if the vehicle Odometer values in Open Fleet are out by a large margin In this case the odometer values on the vehicle screen should be adjusted to the correct odometer reading If a vehicles current odometer reading on the vehicle screen is higher than the odometer reading in the Excel file the vehicle screen will not be updated If a vehicles previous actual monthly odometer reading in the Odometer file is higher than the odometer reading in the Excel file the odometer readings will not be imported Check Reg
6. Open Fleet Version 3 0 64 User Guide The next generation of the WebBookIT Software Package Guaranteed Open Fleet User Guide Table of Contents Ss o E E 5 Pirie ts Mantas topes asta 6 AAA o E asaceseteatan esate 7 PS TON AAA UE oe o o o saseskeewderea 8 ss AP o EA 9 Tae TOU AG A on Po 10 MA AA E OO O E E E qegaaeeenes 10 Book a Ye ml tos 11 Manually Selecting a Vehicle Availability policy dependent ooocccccccccnnnn 13 Recto BOOK SS arcano or E OE 14 O eid lore Aloha sacle eee ee ee et eT err tr on Trt eT eee eon ree 15 E A e o A Pr 17 PAS Se ers and CODA S torero E E E N 18 SPINS THE COST AA A 19 AA o OU O e qeteccoussoovesaia 20 Cancela BOO anti RE 20 Cancelline A LM arepas taco 20 Entenne thie Cancelation details scarico iarios si daria E E 21 Running Sheet Availability is policy dependent oooooonncnncnnnnnnononocnnnnnnnnnnnnnnannnnnss 22 PG IITIIS EE ACOSO CUO IN cast icaciseececcactceseusecsvevuastcvescstcecasescsevscessateseesseesass 26 WV AS A a 27 E PPP o O E E E 28 Determining Fleet Administrators oooonccnnnccccnnonnnonnnnnnnnnononanonnnnnnnnnnnnnnnannnnnnnnnnnnnnnnos 28 Determining Other Important Roles cccccccccnnnoonononononnncncnnnnnnnnnnnnnnnnnnnonnnnanonoos 29 Determining and Implementing Organisation Policy oocccccccccnnnnnnonnnnnnnnnnnnnnnnos 30 Conte tano LIS ronca aaa parece 30 Organising Pool sesssaceceraiesossensacenancsenndaentacesea
7. 16 09 2009 272052009 10 08 2009 170972009 11 12 2009 220702009 201702009 1171172009 1771172009 10 12 2007 2310 2008 22 05 2009 274092009 13706 2006 224062007 10 12 2007 30 09 2008 237102008 17 04 2009 222052009 2720542009 10 08 2009 170972009 272092009 227702009 2071020039 1171172005 1171172005 13 11 2009 271122009 13 11 2009 22012009 TIAR Launceston AMS Launceston The Due for Service Report showing the estimated next date due for service The Due for Service report calculates the next date due for service by taking the last date amp odometer of service and projecting forward by the average distance travelled per day until it reaches the time or distance required in the Vehicle s service plan In order for the Due for Service report to function certain fields must be entered for each vehicle These are Services Schedule This is a drop box which indicates how frequently the vehicle should be serviced according to its service plan The odometer reading at the last service or set to 0 zero for new vehicles Last Service KLM The Date of the last service or set to the date of purchase Last Service Date The current odometer reading needs to be regularly updated for this feature to function See the section on Odometer entry on page 80 for methods of regularly updating the odometer reading Odometer wWww ITGuaranteed com au Open Fleet User Guide To Book a Vehic
8. Last week billing or This week billing When entering a new vehicle the default vehicle replacement Years is added to the date of purchase to give the Due for Replacement Date wWww ITGuaranteed com au Open Fleet User Guide The user may override this Default vehicle replacement Klms When entering a new vehicle the default vehicle replacement Klms 1s entered to the Due for Replacement Klms figure The user may override this Vehicle Hire Account This 1s the account number that the vehicle hire will be charged to Fuel Account This 1s the account number that the fuel costs will be charged to Show Cost Centre Numbers When ticked all reports that display a cost centre field will also display the cost centre code before the Cost Centre Field Number of digits in Project Code Different organisations have different size of project fields This field sets how many digits should be in the project code On open check active bookings for early return If ticked every time Open Fleet is started Open Fleet will search for bookings the user currently has out and ask 1f the user wishes to return the keys early Home Garage times Some organisations have some vehicles that are permanently assigned to a driver but require that the vehicle be available to be booked by others should there be a need For example a special salary package Thus the driver of the vehicle needs the vehicle to get from and to work eac
9. O B78YC O C76Dx Newnham Wagon 4 Vehicles O AD8TC O BSOWL O B53LU O B955X The Access level 2 Vehicle Registrations are available This choice shows the vehicle details This does allow the user to select which vehicle they wish to book which could have a negative impact on fleet utilisation However in the case of smaller organisations particularly those that have a wide variety of special purpose vehicles this choice may be appropriate For example if an organisations pool in one regional area comprises of a diesel 4x4 a Utility a station wagon and a small hatchback 1t may be very practicable to select the best suited vehicle that is available at the time This choice still doesn t show who has booked out which vehicle which may suit organisations that have privacy concerns about releasing the names of drivers wWww ITGuaranteed com au Open Fleet User Guide Drivers can view Running Sheet with Regos and Driver Names This selection expands on the previous selection by showing everything on the running sheet that Fleet Administrators can see That 1s Car Registrations Booking lengths and Driver names As Running Sheet SEE Day Update Pool Selected Pools y Date 27 07 2011 y Wednesday 27 July 2011 27 7 28 7 29 7 30 7 31 7 1 8 2 8 3 8 4 8 5 8 6 8 7 8 8 8 9 8 10 8 11 8 12 8 13 8 14 8 15 8 Newnham 11 Vehicles ASEH O B19FN O B522R B61HE B67KF O B68HG BBSKF B90GW BIAW
10. O Click the New Vehicle Button on the Toolbar Enter all the information you wish to about the vehicle If replacing an existing vehicle see Replacing a vehicle on Page 56 Critical Vehicle Information There are some critical fields that relate to the function of Open Fleet Date Purchased Required for utilisation reports otherwise Open Fleet Will not know when to start reporting on this vehicles Utilisation Date Disposed When the vehicle is disposed the date it 1s disposed is used by utilisation reports to stop reporting on this vehicles utilisation Service This field indicates which service pattern in the Schedule service list applies to this vehicle It is used together with the odometer reading to calculate when the vehicle is due for service in the It is used together with the odometer reading in the Due for Service Report Usage can be either General Pool Available for booking by anyone Department Internal Department use only may be pool Salary A vehicle allocated to someone as part of a salary package Used in due for replacement amp Due for Service Reports Last Service Used in Due for service Report KLM Last Service Date Registration Used in Registration Expired Report Expiry If just the minimum data is to be entered then the form on page 55 can be used as a collection document www ITGuaranteed com au Open Fleet User Guide Other important fields Home Garaged Is the Veh
11. small pools of vehicles which were only grouped by for example departmental differences smart booking technology would operate in a greatly reduced capacity For example LT Pool Finance Pool a A oo Requested Booking Suppose there are two pools of vehicles the I T pool and the Finance pool Now suppose the I T pool has a gap of two hours one day with no bookings but someone who works in Finance requires a booking that fits somewhere in that two hour span What would happen in this example is that the user would be allocated a vehicle from the Finance pool effectively stopping some one from booking a car all day in that pool If the two pools were actually one larger pool then a Vehicle could be saved o Combined Pool wWww ITGuaranteed com au Open Fleet User Guide Note Special use cars can be accommodated into this system by putting them in a separate pool For example there may be a pool of sedans at Newnham called Newnham Pool there may also be a Sandy Bay Pool Cradle Coast Pool but there could also be a Newnham wagon pool Sandy Bay wagon pool and a Cradle Coast wagon pool There may even be a Newnham minibus pool even though there is only 1 vehicle in the pool Pools are the method used to break up cars into the type of vehicle either standard or a separate pool for each speciality of vehicle and place of pickup return of vehicle In this way a user of the system may select a special
12. xj Select Fuel Company B P y Enter File Location CAD ocuments and Settings JaySMy Documents CLIENTS OpenFleet BP September report csv 6 Load Fuel File Check Registrations Compare Card Numbers Check odometer values Upload Select the Fuel Company Select the File to be imported Click the Load Fuel File button Loading the file places it into a Holding File where it may be checked for errors and inconsistencies As the files only go into a holding file they can be loaded and reloaded as many times as necessary until 1t is correct It is only once the file is posted that changes are made to Open Fleet Once a file is posted it may not be loaded again The file may now be examined for errors or inconsistencies There are three button for this purpose Check Registrations Compare Card Numbers amp Check Odometer Values The only critical check is the Check Registrations Clicking this button will display the registrations that do not exist in Open Fleet This means that transactions that are listed here will not be loaded into Open Fleet There are two courses of action If the vehicle listed does belong to the organisation it 1s not too late to enter it now as a new vehicle or to update its registration to the registration displayed on this screen Once this is done click the Check Registration button again and that vehicles transactions should not now appear in this check meaning that they will be poste
13. 2012 y Post Select the Fleet Management Company Select the File to be imported Click the Load File button Loading the file places 1t into a Holding File where 1t may be checked for errors and inconsistencies As the files only go into a holding file they can be loaded and reloaded as many times as necessary until it is correct It is only once the file is posted that changes are made to Open Fleet Once a file is posted it may not be loaded again The file may now be examined for errors or inconsistencies There are five buttons for this purpose Summary Unmatched Registrations Check Disposed Vehicles Compare Cost Centres and Check Odometer Values In addition the detail of the transactions can be viewed by clicking the last button The summary shows the totals of the various fees that will be posted These totals should be checked against the invoice If they do not match the most likely cause is that there are unmatched registrations If the totals still do not match after unmatched registrations are corrected then the spreadsheet file should be checked using sum functions The only critical check is the Unmatched Registrations Clicking this button will display the registrations that do not exist in Open Fleet This means that transactions that are listed here will not be loaded into Open Fleet There are two courses of action If the vehicle listed does belong to the organisation it is not too late to enter it now
14. 64359 HIRE 64360 HIRE 64368 HIRE 64363 HIRE 65163 hire 65163 hired 65164 hire 65164 hired 65165 hire 65165 hire 65122 Hires 65123 Hired Sandy Bar AMD Sandy Bay AWD Sandy Bay External Cars Sandy Bay External Cars Sandy Bay External Cars Sandy Bay External Cars Sandy Bay External Cars Sandy Bay External Cars Sandy Bar External Cars Sandy Bay External Cars Sandy Bay External Cars Sandy Bay External Cars Sandy Bay External Cars Sandy Bay External Cars Anne Barker Eleanor Salt Gareth Koch Gareth Koch Cecily Price Cecily Price Martin Fillieul Martin Fillieul Martin Fillieul Martin Fillteul Martin Fille al Martin Filleul Phil Andrews Angela Richardson Open Fleet User Guide Service and Repair of Vehicles Open Fleet includes a report specifically for assisting with the scheduling of regular maintenance To open the Due for Service report From the menu bar select Reports Vehicle Due for Service Vehicles Due for Service Registration Mo Student Accommodation Sandy Bay Large Cars Student Services PAH AMS Hobart Vehicle Newnham Rural Health Cradle Coast Small Mid NCMCRS Chemistry Goods Inward IT Resources TIAA Burnie TIAA Burnie TIARA Burnie TIAA Burnie 0 0 FrEE 331553 0 85561 0 0 o KEX Last Service Klm Date Dueby Time Date Duebukims Earliest Date Due 022 06 2006 0 0 0 190672006 22 06 2007 370672009 3070372008 4205420039 17042009
15. Destination Time Driver Phone mobile email Travelling to Hobart Leaving At 2 00 00 PM Dean Gower Dean GowertalT Guaranteed com au Travelling to Hobart Leaving t 9 00 00 AM Isabel Burke Isabel Burke ilT Guaranteed com au Travelling to Hobart Leaving At 4 00 00 PM Kim Docherty Kim Docherty T Guaranteed com au Travelling to Hobart Leaving At 5 00 00 PM Terry Cripps Terry Cripps T Guaranteed com au Returning to Hobart Arving at 10 00 00 64 Clair Ricks Clar Aickst317T Guaranteed com au Returning to Hobart Arving at 6 45 00 PM David Hanstein David HansteintalT Guaranteed com au Returning to Hobart Arving at 2 30 00 AM Jane Jetson JaneJetzon lT Guaranteed com au Return Journey Time Driver Phone mobile email Returning to Hobart Arving at 6 30 00 PM Teisha Bradford Tesha Bradford T Guaranteed com au Travelling to Hobart Leaving At amp 00 00 4M Bernie Seaborn Bemie Seaborn21T Guaranteed com au Travelling to Hobart Leaving At 00 00 4M Darren Parkinson Daren Parkinsontl T Guaranteed com at Travelling to Hobart Leaving At 4 00 00 PM Kim Docherty im Docherty tlT Guaranteed com au Travelling to Hobart Leaving At 9 00 00 AM Leigh Padgett Leigh Padgett T Guaranteed com au Travelling to Hobart Leaving At 9 00 00 AM Morgan Clift Morgan ChfttlT Guaranteed com au Travelling to Hobart Leaving At 4 45 00 PM Auth Chase Auth ChazetalT Guaranteed com au Find A Lift Screen shows vehicles travelling to and return to the d
16. Drivers Licence Number f No One f Administrators Only E Administrators and Financial Controllers Administrators Financial Controllers and Key Keepers Administrators Financial Controllers Key Keepers and Booking Admins The choices available W Authorized to Drive ehicle Driver Details License di From the User s window the user of this system cannot see the driver s licence number Some organisations have stringent privacy concerns and need to limit who can view a users driver s licence number Some organisation s reside in states where there is a legal obligation to track and check license numbers to ensure a driver is legally authorised to drive a vehicle To balance these needs Open Fleet offers a number of choices Allow Cost Centre Managers to add new users Drivers Only If this option is selected Cost Centre Managers will be able to add new users to Open Fleet The new users may only be drivers as Cost Centre Managers cannot allocate any high permissions than that The Cost Centre Managers can only add drivers to their own cost centres Built in to Open Fleet Cost Centre Managers can already login and view the bookings and the drivers that belong to the cost centre managers allocated cost centre To allocate cost centres to a cost centre manager refer to page 35 Allow Cost Centre Managers to view vehicles This option will allow Cost Centre Managers to be able to view the vehicles that
17. From 05708 2011 12 oo PM AoE Hes 05 06 2011 00 Pw A Ho repel Driver Burleigh David E Daily CO Weekly Pool Newnham Monthly Change Dates and Times Make Booking Vehicle Registration B90GW White HOLDEN Cruze Destinations Inveresk Enter Destination or part of eg hob Cancel Booking Cost Centre Ledger Project Centre for Advancement L amp T 7 jor al Ones P Email Booking to Driver UIPOSe meeting Reason for Journey Requisition Ma f 2345 d Add this to my Calendar be certify the above named driver holds a current licence to drive this motor vehicle Print Booking Slip Jave Show Fees amp History Click the Add this to my calendar button Passengers Co Drivers E Pool Vehicle Booking 0 Jay Burleigh Jay Registration G17273 WHITE TOYOTA conc KS Ea fx Eile Edit View Insert Format Tools Actions Help Type a question For help save and Close S Il Recurrence Ae Invite Attendees t A de gt gt Appointment Scheduling A This appointment occurs in the past Subject Pool Vehicle Booking 0 Jay Burleigh Jay Registration 617273 WHITE TOYOTA COROLLA Hatch Location This is an online meeting using MicrasoFt NetMeeting Start time wed 1 04 2009 el fisopm J Alday event End time wed 1 04 2009 2 00 Pm ar a m Reminder jis minutes ge Show time as Busy Label Oman l To alter boo
18. Management CHAPS Chief Information Officer Child Protection Clinical Services Commisioner for Children Disability amp Comm Services Education amp Training Education and Profesional Development Emergency amp Medical Services Finance Operations Govt Relations amp Strategic Policy Health Transport Services Housing Internal Audit Launceston General Hospital Legislative Review amp Legal Support MCH Select None Select All Select None Ambulance Tasmania Children amp Youth Services Commisioner for Children Disability Housing amp Community Services Population Health Shared Services Special Capital Investment Funds Strategic Control Workforce amp Regulatio System Purchasing amp Performance Tasmanian Health Organisation THO North THO North West THO South Read Only Read only is a special add on restriction to an account type It makes whatever account type s have been selected only available in a read only mode This is suitable for auditors who may need to examine everything in Open Fleet but should not be able to change anything Deleting Users It is not good practice to delete a user as their past bookings will then be unallocated Instead just mark the user as inactive If it is a new driver made in error with no bookings ever then just use this driver for the next driver that you need to make and type over all fields Usernames and passwords Open Fleet uses
19. Paciencia ASEE EERE ENE EEE 98 How odometer values are updated nnnessseooennssssssssoerressssssseeeresssssssserersssssssees 98 www ITGuaranteed com au Open Fleet User Guide OLA Ao A o oo E EE 102 RESPONSE 00 cic ariel 103 AAA a a aiecenctenies lem muucenadsteaets 104 o 104 Techmcalo peca osas 108 www ITGuaranteed com au Open Fleet User Guide Introduction Open Fleet is a total pool booking and vehicle fleet management solution Open Fleet gives the vehicle fleet manager s the ability to choose which users may have access to the system and what functions each user may perform Some users may be able to book for others some may manage a key store and some may just be permitted access to certain reports Each organisation can choose to roll the software out to all staff or to only some high use department staff who could then book vehicles for staff within their own department Open Fleet utilises Smart Booking technology that other pool booking software packages don t use The system chooses the car for the user based on leaving the maximum amount of consecutive time available for other future bookings yet to come This method utilises the vehicle fleet to 1ts maximum potential while still allowing for special request vehicles such as station wagons or minibuses Open Fleet typically runs on the client s own SQL servers Unlike other systems the client maintains and owns the data This elimina
20. Single Sign on which occurs behind the scenes unknown to the user Users will not have to remember yet another username and password combination Rather upon entry the program utilises the authentication that has already occurred when the user logged into windows All bookings made by the user are made under the username of the logged on user With this system there is No extra username or password for users to have to remember www ITGuaranteed com au Open Fleet User Guide Smart Booking Smart Booking utilises best practice booking techniques to maximise the use of the vehicles maximise the availability of vehicles and at the same time can be used to minimise the size of the vehicle fleet Smart Booking takes the task of selecting which vehicle away from the driver and puts 1t back in the hands of the fleet manager Open Fleet is designed to keep the longest free space available for each vehicle and by doing so ensuring that the other vehicles are more fully booked Bookings may still be manually adjusted by either administrators or key keepers Other methods of allocating vehicles were considered Booking the vehicle with the lowest odometer reading might only book the newest vehicle Booking the vehicle with the lowest rate of klm months owned may average out the fleet s usage but it doesn t let the fleet s use be maximised to the extent of smart booking Sample Booking This sample booking demonstrates how Smart Booking
21. a Vehicle Availability policy dependent Some organisations may permit their staff to be able to select which vehicle they want to book If this is the case there will also be a Select Vehicle Button available on the Booking Screen Warning Manually selecting vehicles will interrupt the smart booking feature of Open Fleet This will result in decreased capacity of the overall pool New Booking From 27 07 2012 9 00 lam To 27 07 2012 5 00 Pm Driver Burleigh Jay dar Manually Fool Newnham Select Vehicle Find Awalable Vehicle To manually select a vehicle Click the Manual Select Vehicle Button This will display the Select Vehicle Dialog Select Vehicle Seles Venicle Newnham ASH Red TOYOTA AURION f Sort by Pool Registration Sort by Registration DK This dialog will only show the vehicles that are available for the dates and times selected in the booking window The list may be sorted by Pool or by Registration Open Fleet will remember the sort order for subsequent bookings Some organisations choose to disable or limit this functionality for enhanced fleet utilisation www ITGuaranteed com au Open Fleet User Guide Recurring Bookings Recurring bookings can be made easily and quickly Many recurring options are available including daily weekly fortnightly or monthly Repeat C Ho Repeal fe Every 1 Dalz sous mada C Weekly C Mon
22. as a new vehicle or to update its registration wWww ITGuaranteed com au Open Fleet User Guide to the registration displayed on this screen Once this 1s done click the Unmatched Registration button again and that vehicles transactions should not now appear in this check meaning that they will be posted when the time comes e If the vehicle listed does not belong to the organisation then the Fleet Management company should be contacted and the transactions disputed It may be that the Fleet Management Company has the incorrect registration recorded If the spreadsheet is regarded as an invoice a new invoice should be requested If auditing is not required then these mistakes may be ignored and the transactions listed will not be posted Check Disposed Vehicles This check lists the transactions for vehicles that have already been disposed It is not unusual to have transactions for recently disposed vehicles as final fees need to be invoiced but if a vehicle was disposed over one or two months ago that fee should be examined for validity If a transaction 1s determined to be invalid then the fleet management company should be contacted for a new invoice Compare Cost Centres This check lists the cost centres that in the fleet management file that do not match with the vehicles in Open Fleet There are three courses of action e Correct the cost centre in the Open Fleet Vehicle screen e Provide the fleet management company
23. be created This can be done with the aid of Excel Large organisations will be able to export their staff list from other systems Importing users will only add new users It will not update the details of existing users The order of columns is important See the screen shot below Surname username Phone Mobile email LicenceNo LicenseExpiryDate Marion Tristram Titterton 64305987 Marion Tristram myorg com au 621525 7 Jul 13 Chris Belle Belle 123456 Chris Bellecdmyorg com au Meixue Dyson Meixue Dyson myoarg com au F540164 1 May 52 Melissa Wright Burr 321123 Melissa VW right myorg com au Anita Douglas Anita Douglas myorg com au G0403139 22 May 11 Judith Loder Loder 123123 Judith Loden myorg com au Peter Wallis Peter V allis myorg com au John Gibson Gibson John Gibson myorg com au Christine Daniel Christine Daniel myoarg com au 6245192 11 Aug 00 Vincent McGee Vincent McGee myorg com au Tony Sands Tony Sands myorg com au James Crosswell Crosswell James Crosswell myorg com au Jane Baynes Jane Baynes myorg com au 60318394 21 Feb 09 15 Robyn Haddy Robyn Haddy myorg com au Showing the order of columns in Excel The order 1s Given Name Surname Username Phone Mobile Email LicenceNo Licence Expiry Date If any of the data is unknown then that column may be left blank To Convert an Excel File to A CSV file O In Excel Click File Save As e Change the Save as Type to CSV and click Save File name us
24. belong to their assigned cost centres Allow Cost Centre Managers to edit vehicles This option will allow Cost Centre Managers to be able to edit the vehicles that belong to their assigned cost centres as well as change driver history and accident information wWww ITGuaranteed com au Open Fleet User Guide Allow Bookings to be made for drivers with expired licences Some organisations have policies that are stricter than others With this in mind Open Fleet offers the choice of preventing or permitting bookings being made for Users whose license has expired from booking a vehicle Allow drivers with expired licences to make a booking Some organisations have policies that are stricter than others With this in mind Open Fleet offers the choice of preventing or permitting bookings being made by Users whose license has expired from booking a vehicle Prevent Double Bookings Selection this option will cause Open Fleet not to make a double booking particularly when booking repeat bookings with manually selected vehicles For an in depth discussion on Double Booking Prevention and its limitations see page 84 Drivers may select vehicle The choice allows anyone not just the administrator to manually select the vehicle for a booking The S Select Vehicle Button on the New Booking window will only be shown if this choice is selected New Booking From 02 08 2012 9 00 am To 02708 2012 5 00 em Drive
25. can use Open Fleet or have a vehicle booked for them they will need to be entered into Open Fleet using the Users Screen Only Fleet Administrators Cost Centre Managers and Booking Administrators can add new users Jay Burleigh Given Nay Surname Buein ssts S Jay Smith lTGuaranteed comau Mobile 0419335310 Default Pool Newnham e Cost Centre Education Email Phone Ledger 0363263073 Project jor y gt 123456 Y Authorised to Drive Vehicle Driver Details License License Expiry 23 07 201 2 y Classes Allocated Vehicle y Y Enable Logon Logon Privledges Username Inactive M KeyKeeper Booking Administrator Cost Centre Manager Edit Financial Controller Y Administrator p Vehicle Bookings DateFrom 17 08 2012 10 08 2012 3 08 2012 28 07 2012 28 07 2012 27 07 2012 25 07 2012 25 07 2012 25 07 2012 24 07 2012 24 07 2012 21 07 2012 21 07 2012 21 07 2012 20 07 2012 20 07 2012 19 07 2012 18 07 2012 1 06 2012 1 06 2012 1 06 2012 1 06 2012 31 05 2012 28 05 2012 25 07 2011 25 07 2011 22 07 2011 20 07 2011 20 07 2011 19 07 2011 19 07 2011 19 07 2011 13 07 2011 12 07 2011 TimeFrom 9 00 00 4M 9 00 00 4M 9 00 00 4M 9 00 00 AM 9 00 00 AM 9 00 00 4M 9 00 00 AM 9 00 00 AM 9 00 00 AM 10 00 00 AM 9 00 00 4M 9 00 00 4M DateTo 17 08 2012 10 08 2012 3 08 2012 28 07 2012 28 07 2012 27 07 20
26. gt gt lt lt timefrom gt gt and returning lt lt dateto gt gt lt lt timeto gt gt Please check the following details carefully and advise if any are incorrect or if you no longer require the vehicle Driver lt lt given gt gt lt lt sumame gt gt From lt lt datefrom gt gt lt lt timefrom gt gt To lt lt dateto gt gt lt lt timeto gt gt Licence Expiry Email According to our records your Driver s Licence is due to exipre soon Please bring your license to Transport Office in order to update our records Booking Legal Warning f certify the above named driver holds a current licence to drive this motor vehicle No Vehicles Text Sorry There are no Vehicles Available Please try another Pool or email Transport office for assistance Late Return Email ate Vehicle Return essage Dear lt lt given gt gt We noticed that you returned a company vehicle late on lt lt KeylnDate gt gt We understand that from time to time late returns cannot be helped To date you have had lt lt NumLateReturns gt gt late returns Our organisation uses a pool of vehicles that are available to all staff Many times vehicles are booked back to Y Cancel wWww ITGuaranteed com au Open Fleet User Guide Booking Email Message This is the email message that is sent to the user when a booking is made or changed Licence Expiry Email This 1s the email that may be sent in bulk to all users whose licenses have e
27. in their allocated cost centre e Read Only is a special kind of permission that is added to other account types For example adding Read Only to a Fleet Administrators account would mean that that user would be able to look at everything every booking every vehicle every report every list But could not change nor alter nor add anything e Base users of the system are referred to as drivers Some clients prefer not to allow these base users to make their own bookings Preferring to give that task to the cost centre managers and Booking Administrators who can also verify the driver s licences www ITGuaranteed com au Open Fleet User Guide Functions of User Account Types Drivers Booking Key Keeper Cost Centre Fleet Administrator F 4 Administrator ly if 1 Find a bite a Lift One eon enabled Make bookings ee Only if logon themselves or edit or cancel it enabled Book for others or edit or With in own Cost Centres cancel another s booking El NSIOS A E E E E MEC AA EEC IE IE CA vems AA E HE A View View Running Sheet Sheet D IO E E A E Reports Change user privileges MC O IE E EE A X YN OS tH S S www lTGuaranteed com au Open Fleet User Guide Users Users are the people who use or are affected by the system of Open Fleet That 1s they are the people that use the vehicles or the people that administer the Open Fleet Software Package Before anyone
28. indeed it had one manual or otherwise This test may well find some holes in organisational polices and necessitate the need for review and or back tracking www ITGuaranteed com au Open Fleet User Guide User Account Types The functions that may be performed within Open Fleet are determined by a User s account type The Windows that are available to each user and the views inside those windows will differ depending on what User Account type the user has and what system Policies have been selected in the Options window Thus some screenshots shown in this manual may differ slightly from the window that you see Six types of user accounts are available A user may be assigned any one or a combination of account types e Fleet Administrators control the entire system and may allocate user account types to the other users The fleet administrator has unrestricted access to the database e Booking Administrators can book vehicles for other drivers and enable other drivers to logon and book for themselves Typically they would be assistants to the Fleet Manger s They could be delegated the responsibility for verifying valid driver s licences e Key Keepers may check out and check in the keys to the vehicles They may also transfer bookings from one vehicle to another This may be needed in cases where one vehicle is late back and someone is waiting for a car e Cost Centre Managers can make bookings for other users that are
29. last 12 months or longer the user s cost centre would not be billed until completion of the booking Thus it is recommended that the maximum booking length be 32 days Which allows for just over 1 month to be booked If a vehicle is required to be booked for longer than that then recurring bookings should be used to create a recurring booking of 7 days duration for example If your organisation does not back charge the hiring then this figure could be set to 365 days Display Destinations on Running Sheet This will cause the destinations of bookings to be shown next to the surname on the running sheet wWww ITGuaranteed com au Open Fleet User Guide Display Vehicle Fitted Options on Running Sheet This choice will cause all of the fitted options in the vehicles to be displayed in the tooltips of the vehicles Ask for Kilometres after Key in This option causes the Running Sheet to display the odometer entry window after key in occurs Let New Users Register by Driver s Licence Number Selecting this will allow new users that have installed Open Fleet the ability to register themselves on the system without needing to know their Username first This option may be practical in an organisation that has been using Open Fleet or it predecessor for years but has not permitted Users to logon until recently This option saves the Fleet Administrators and the Booking Administrators from having to going into each an
30. makes available a file for download This file can then be uploaded into Open Fleet updating each vehicles fuel usage as well as each vehicles odometer reading Select Tools Import Fuel File from the menu bar Another way to upload the odometer readings is from a saved Excel file Some organisations which have geographically disbursed vehicle home bases may prefer to have one individual in each location record the odometer reading for each vehicle in their location once a month in an excel file wWww ITGuaranteed com au Open Fleet User Guide ES Microsoft Excel odoreadings1 xls O ll MEN File Edit View Insert Format Tools Data Window Help x Demar SocA E A g Moor 210 Arial i0 7 Bl amp 82H 18 E O Ar o B5 58006 2 AA O e O e StS RO E 1 RegistrationNe Odometer CBAKF 10863 CASTO 3150 GOSA4P 30707 _ 5 C62HK 58006 6 SPARES FOF dy GIBAX 20587 8 G30BF 2713 9 CADYP 7 C3808 33159 G2240 11200 12 G21Ax 23372 Note The vehicle registration must be in the first column and the odometer reading must be in the second Headings are optional Select Tools Import Odometer Readings from the menu bar la L gt import Odometer Readings 163 Enter File Location je Documents and Settings Jay My Documents CLIENTS OpenFleet odoreadings csv ry Header Row This list shows the entries that will be loaded into OpenFleet The list should be visually checked to confirm the values l
31. maximises the pools availability In the sample on the following page a user requires a vehicle from 12 00pm to 1 00pm The running sheet shows that there are 11 vehicles in the pool but 4 are already booked leaving 7 available This booking could have been made taking any of the 7 cars that were available Had users been able to choose which vehicle they wanted they could have blocked out another car from being used for a longer time span such as a full day booking www ITGuaranteed com au Open Fleet User Guide ES Running Sheet SEE Month Update Pool Newnham Date 05 08 2011 y Friday 05 August 2011 7 30 8 00 8 30 9 00 9 30 10 00 10 30 11 00 11 30 12 00 12 30 1 00 1 30 2 00 2 30 3 00 3 30 4 00 4 30 5 00 gt ip E A AE AE PAHO Y E TE 7 O B19FN O B52ZR O BBTHE 1 17 08 IO O IO IO IO IS IS IO ESO ES O SS IS IS AS IS IO IO O BESHG HONDA KYO CNS SON VES NN NENE sf O B69KF O BI0GW i MA aa al A ee A A A A O BS7WM oBsewM e tE TEE ESE SEO TEA OE ESE OA ES Before making a 12 00pm to 1 00pm booking in the Newnham Pool o New Booking From 05708 2011 12 00 Pm said To fostos 2011 1 foo Pm No Repeat f Daily CT Weekly Diver Burleigh David Newnham C Monthly Make Booking Vehicle Registration B30GW White HOLDEN Cruze Destination Ss Enter Destination or part of eg hob Cancel Booking Cost Centre Ledger Project Pass
32. pool and hence the key cabinet is situated remotely to the Fleet administrators or the booking administrators location then the task of Key hand over can be allocated to a receptionist for example in that area A Cost Centre Manager is like a Booking Administrator but just for one or a handful of cost centres only That is a cost centre manager may book for and edit bookings for users that are within their allocated cost centres Cost Centres need to be allocated by the Fleet Administrators Cost Centre Managers can also view reports on their Cost Centre s Read Only is a special permission that is in addition to another Account Type Typically it would be given to an auditor how could then examine the system view the reports but not change anything By itself read only permission does nothing For example someone who was a Cost Centre Manager and Read Only could VIEW reports amp bookings for the allocated cost centres www ITGuaranteed com au Open Fleet User Guide Determining and Implementing Organisation Policy Most organisations will have already determined many policies and procedures relating to organisational use of vehicles Open Fleet provides a means to enact these and other policies and procedures Fleet Administrators should familiarise themselves with the options in Open Fleet which are outlined beginning on page 65 Once the policies have been determined entering them only involves checkin
33. upgraded to the driver of the vehicle Otherwise the booking will be cancelled and so to will be the lift for each of the passengers Everyone will be notified by email of these changes to bookings automatically by the system Permissions Who can cancel a booking or a lift Any user with an elevated account type may cancel a booking or lift A driver may cancel their own booking or may cancel the booking for a lift on their trip A Passenger or Co Driver may cancel their own lift A cost centre manager may cancel bookings or lifts if it is within their cost centre allocations www ITGuaranteed com au Open Fleet User Guide Running Sheet Availability is policy dependent The Running Sheet is a special report that displays which vehicles are booked some circumstances by whom The Running Sheet is only available if your organisation has decided to permit all users access to this screen There may be privacy reasons or utilisation reasons amongst others why access to this screen is not granted to all users of Open Fleet The Running Sheet has two views Month View and Day View The Running Sheet displays a graphical chart of bookings Double bookings and overlapping bookings are shown in red A user can select from show all pools just one pool or a selection or pools Some organisations choose to disable or limit this functionality for enhanced fleet utilisation www ITGuaranteed com au Open
34. with the correct Cost Centre e Ignore the entry This may be the case particularly for vehicles that regularly swap cost centres The cost centre that is posted to the transaction will be the cost centre in Open Fleet vehicle screen Check Odometer values This check shows the odometer readings from the fuel company that are less than the current odometer reading according to the vehicle screen These lower odometer values will not be updated on the vehicle screen The only action that need be taken 1s if the vehicle Odometer values in Open Fleet are out by a high ratio as indicated in the ratio out column In this case the odometer values on the vehicle screen should be adjusted to the correct odometer reading wWww ITGuaranteed com au Open Fleet User Guide Posting Posting the data 1s the action of taking the data in the holding file and adding it to the data in Open Fleet To Post the Data Once satisfied with the checks the data is ready to be posted O Entera Posting Date This is the date that will be applied to the transactions It is strongly recommended that this date be the same day every month such as the last day of the month It does not need to be the actual date that the button 1s pressed Click the Post button wWww ITGuaranteed com au Open Fleet User Guide Another way to upload the odometer readings is from a saved Excel file Some organisations that have geographically disbursed vehi
35. www ITGuaranteed com au Open Fleet User Guide Minimum Data to collect Colour Tariff Pool Date Date Service Usage Odometer Last Registration Purchased Disposed Schedule Service Service Expiry Make Model Registration www lTGuaranteed com au Open Fleet User Guide Driver History and FBT It 1s important to record not just the current driver of a vehicle but to keep a record on who were the past drivers Fringe Benefits Tax requires this information particularly in the case of vehicles that are garaged at an employees home address The Driver History screen is used for this purpose e Driver History oa ls Driver History This form records past and current allocated drivers of vehicles For FBT usage it is important to record if the driver is home garaging the vehicle and for what reason Vehicle C91GU Date from Date To Start Odo FinishOdo Driver Cost Centre Ledger Project Home Garaged M Reason dd Finish Odo bort UJ pdate 3 08 2013 8854 John Citizen Yes Contract_ ITResouces 9 02 2012 2 08 2013 12 9854 Jay Burleigh Close Driver History Screen showing a vehicle that has had two drivers To Open the Driver History Screen Click the Driver History Button on the Vehicle Screen Usage Usage General Pool Current John Citizen Contact Person Burleigh Jay x a jay iitquaranteed corn au Exclude from Utilisation Reports
36. 12 25 07 2012 25 07 2012 25 07 2012 24 07 2012 24 07 2012 21 07 2012 21 07 2012 21 07 2012 20 07 2012 20 07 2012 19 07 2012 18 07 2012 1 06 2012 1 06 2012 1 06 2012 1 06 2012 31 05 2012 28 05 2012 25 07 2011 25 07 2011 22 07 2011 20 07 2011 20 07 2011 19 07 2011 19 07 2011 19 07 2011 13 07 2011 12 07 2011 TimeTo 5 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM 7 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM 5 00 00 PM Destination Eak Wehicle Desc Hobart Area School BS W M Silver Mazda Classic Hobart rea School BO7WM Silver Mazda Classic Hobart Area School BIPWM Silver Mazda Classic Launceston Sisters Creek Passenger Passenger Hobart Area School Passenger Hobart Hobart Hobart Area School Hobart Hobart N W Centre N W Centre Sandford Sisters Creek lower sandy bay Launceston Hobart Hobart Launceston Burnie Launceston Burnie Hobart Hobart Launceston Launceston Launceston Hobart B52ZA Silver Mazda Classic B412 White VOLKSWAGEN Transporte C75DX Blue MITSUBISHI LANCER B52ZA Silver Mazda Classic BIFWM Silver Mazda Classic B52ZA Silver Mazda Classic COVES Silver Mazda Classic BIPWM Silver Mazda Classic WT 251 Silver Trailer Trailer COFEA Silver Mazda Classic CO7EA Silver Mazda Classic CO7EA Silver Mazda Classic Passenger Passenger Passenger Passenger Passenger Pas
37. 14 00 Academic Services 50410 28 05 2012 14 00 Vehicle Fleet 59002 01 06 2012 Grand Total 02 06 2012 18 00 15 06 2012 18 00 01 06 2012 01 06 2012 01 06 2012 01 06 2012 05 06 2012 17 30 08 06 2012 19 00 27 06 2012 23 00 01 06 2012 14 00 01 06 2012 Hobart launceston Hobart Launceston Launceston Burnie Hobart Launceston Bumie Hobart Launceston Tony Crawford Michael Johnson Staff Jay Burleigh Passenger Jay Burleigh Passenger Jay Burleigh Passenger Jay Burleigh Passenger Sara Scott Donna Lee Julie Connor Cecily Roehrer Hire of Bruce Webster Passenger 29 hrs 4hrs 10 hrs 10 hrs 33 hrs 50 hrs 82 hrs 245 00 160 00 209 00 125 00 250 00 298 00 500 00 The Cost Centre Transactions report showing the bookings Error Hyperlink reference not valid Region Filter broken into cost centre groups with totals 245 00 160 00 203 00 125 00 250 00 298 00 500 00 250 00 375 00 125 00 500 00 102 08 102 08 160 00 160 00 203 00 125 00 334 00 250 00 250 00 298 00 500 00 798 00 30 00 40 83 30 00 125 00 187 50 375 00 125 00 913 33 250 00 250 00 40 83 40 83 3 725 24 Some organisations are so large that they have a fleet administrator in each region In this case these organisations require each fleet administrator to www ITGuaranteed com au
38. 37 0363263073 Jay Smith l Education 123456 Returning to Launceston on 24 Jun 2011 at around 7 00 00 PM CONFIRM THIS TIME WITH DRIVER Cancel Mame Mobile CostCentre kim Docherty Driver Kim Dochert School of Management O Jay Burleigh 041933531 0363263073 Jay Smith l Education 123456 The same booking but now with a passenger travelling both ways Splitting the cost of the trip If you need to split the cost between two or more cost centres just add yourself as a passenger specifying the other cost centre details The cost of the trip will be split evenly according to how your Fleet Administrator has implemented Open Fleet www ITGuaranteed com au Open Fleet User Guide Cancelling Bookings may be cancelled according to organisational policies Cancelling a Booking To open the Cancellation Window to cancel a booking Click Cancel Booking from the Booking Window Close Cancel Booking Click to Cancel Passengers e Co Drivers Email Booking to Driver Add this to my Calendar Print Confirmation Show Fees amp History Cancelling a Lift To open the Cancellation Window to cancel a Lift Click in the Cancel Box on the Passengers Co Drivers Window Seles Passengers Co Drivers Add Passengers or Co Drivers Name Burleigh Jay Cost Centre Ledger Project Education y jor y 123456 Travelling Direction Both Ways To Sisters Creek To Launceston Travelli
39. 7 00 00 PM CONFIRM THIS TIME WITH DRIVER Cancel Hame Phone Mobile Email CostCentre Ledger Project Fee Kim Docherty Driver Kim Dochert School of Management OP 3045 94 5 Close The Passenger Screen showing a booking that currently has no passengers Either Click Add Passengers from the Booking Window or Double click on the Trip in the Find A lift Window or Right Click on the booking from the Running Sheet If granted access to Running Sheet and select Open Passenger List Enter the Surname or part of eg Bur of the Passenger then press Tab or click the dropdown box Lon the name field www lTGuaranteed com au Open Fleet User Guide OQ Select the passenger from the list The passengers default department and account settings will be filled Adjust the passenger s department and account fields if required O Select the direction of travel required Click the Add button The passenger co driver will be added to the trip and the new costs will be calculated according to the organisations billing policies Passengers Co Drivers Add Passengers or Co Drivers Marne Burleigh Jay Cost Centre Ledger Project Education OF 1235456 Travelling Direction f Both Ways To Hobart To Launceston Travelling to Hobart on 23 Jun 2011 at 4 00 00 PM Cancel Name Mobile Costlentre Kim Docherty Driver Kim Docherty School of Management 3045 O Jay Burleigh 0419335
40. 7DL B47JY CSSNL D10LG D68YF B76AV B10DJ B52PV C15BG Running Sheet Today Next 7 1 Day 5 Days 7 Days 4 Weeks Update Poot Selected Pools v Date 29 07 2014 e 3 Tuesday 29 July 2014 Zoom 1x SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY 2747 28 7 29 7 30 7 3177 178 278 SSS SS 22 e a E EE A MS MAS E eT eee Cradle Coast Large Cars 2 Vehicles A MO IS O O O O O O Cradle Coast Small Mid 3 Vehicles Beige O o y o Oo o A O O A a a Sandy Bay 4WD 1 Vehicle Macinnes A Sandy Bay AWD 4 Vehicles ee BR aa A EAS A EA O Sandy Bay Del Van 1 Vehicle SOS Sandy Bay Large Cars 6 Vehicles So Ae A A AAA gt E A ASS EAS ME A y A EN A A da O Smith Hyland McM anamey 7 Day view of the Running Sheet www lTGuaranteed com au ola Js I Open Fleet User Guide To select a vehicle and make a booking availability is policy dependent 1 Click in one of the blank White or Yellow spaces and drag to the rate required 1 30 1200 1230 1 00 1 30 2 00 2 30 Newnham 11 Vehicles 2 Upon release of mouse button the New Booking window will open with the date vehicle pre filled 3 Continue making the new booking as per making New Booking instructions Some organisations choose to disable or limit this functionality for enhanced fleet utilisation wWww ITGuaranteed com au Open Fleet User Guide Administrators Section
41. Fleet User Guide e Running Sheet gt ea Today Next 7 1Day _5Days 7Days 4Weeks Update Pook Selected Pools v Date 28 07 2014 amp Monday 28 July 2014 Zoom 1x 12 00 1 00 2 00 3 00 4 00 500 6 00 7 00 8 00 9 00 10 00 11 00 12 00 1 00 2 00 3 00 4 00 500 6 00 7 00 8 00 9 00 10 00 11 00 LULHirel CCCHire2 C73CU D83EY B29UP D61NH D6SRJ C57DL B47JY CSSNL D10LG D68YF B764V B10DJ B52PV C15BG MAR ie AL LL f EA TI Y tf TI Tf 1 1 11 TT PPP A E NN a e Cradle Coast Large Cars 2 Vehicles et tt O O O O O O O AO O O O O O O O O AO O O O AO O O O O O O O O AO O O O O AO O AO O O O O O MO AO OoOo ET a Cradle Coast Small Mid 3 Vehicles all Ee Pt O O O O O O O O O O O O O O O O O O O O O AO O O O O O O O NNN O O O O O O O O O O AO AO MO f A RR Ud hd lhl eee ae ee Sandy Bay 4WD 1 Vehicle Macinnes A A Shaw Sandy Bay AWD 4 Vehicles HE Lt tt ppp PANA YT YT MAMA a a E a a a a ete Sandy Bay Del Van 1 Vehicle Et SS Y ct ft J l l Mam andy Bay Large Cars 6 Vehicl ola S icles aae a L L L E batter Sei IPP AAA AA AAA AAA AAA AAA AAA AA AAA AAA AAA AAA AAA AAA AAA AAAARARRAN o tts iw tt tt tt te tt tt AO AO O O O E Day view of the Running Sheet www lTGuaranteed com au Open Fleet User Guide La LLLHiel CCCHire2 C73CU DS3EY B29UP D6INH D6SRJ C5
42. From 1 January 2008 a 1000 excess on Motor Vehicle claims will apply Odometer Reading Start Finish Time Returned Purpose of Journey Vehicles are booked back to back so if vou become aware that vou will return the vehicle past the due time call 6xxx xr ASAP www ITGuaranteed com au Open Fleet User Guide 1 If the text Validate License appears here then the key keeper or administrator should perform a visual check of the driver s licence They should also update the license expiry date in the Manage Users screen Fuel Card information from the Vehicle screen Existing Damage information from the Vehicle Screen 4 Pool Booking Slip message from the Pools menu choice in the list menu www ITGuaranteed com au Open Fleet User Guide Reports Open Fleet has a plethora of reports available All reports are drillable That means that each line of a report can be double clicked on and Open Fleet will either zoom to a sub report or open the booking or the transaction or the user as the case may be Reports are divided into subject groups Report groups are These include reports My Bookings which user has access to Bookings and Booking Slips Costs reports Vehicles All manner of reports about vehicles for example Disposal reports On Order Reports Purchased reports and an asset list just to name a few Users Informative reports about Open Fleet users such as Drivers with Expired Licen
43. M BISWM COVES lc Newnham All Wheel Drive 3 Vehicles BOSKA B24LU OB72YG Newnham Bus 1 Vehicle OB412 Newnham Small Mid Cars 2 Vehicles OB 78Yrtr C76DX Newnham Wagon 4 Vehicles A08TC BS0WL B53LU B95SX The Access level 3 Includes who has booked the vehicle This may suit organisations that have no privacy issues about drivers names being available and no issues about staff being able to select their vehicle thereby reducing the utilisation of the fleet The negatives of this choice is that the consequences of allow drivers to select which vehicle they what may mean that popular vehicle get booked first rather than booking vehicles according to best utilisation practices Drivers can open and edit other user s bookings NOT RECOMMENDED This is the ultimate privilege that can be granted to non elevated users It is not recommended as any one in the organisation can change anyone else s bookings even switching vehicles against their wishes and against the wishes of the Fleet Administrator However in a very small and friendly organisation this option may be more practically minded rather than security conscious www lTGuaranteed com au Open Fleet User Guide Who can see the driver s licence number This option deals with which user account type can view the user s driver s Licence Number in the User s window or if they will just see asterisks Who can see the
44. Number must be entered Who can see the Drivers Licence Number C No One V Purpose must be entered Maximum Booking Length Days Administrators Only C Administrators and Financial Controllers Punning bes Display Vehicle Fitted Options in Running Sheet C Administrators Financial Controllers and Key Keepers FT Display Destinations on Running Sheet C Administrators Financial Controllers Key Keepers and Booking Admins Ask for Kilometres after Key in Cost Centre Managers Permissions _ a New User Self Registration V Allow Cost Centre Managers to add new users Drivers Only Let New Users Register by Driver s Licence Number MV Allow Cost Centre Managers to view vehicles Let New Users Register by Surname Allow Cost Centre Managers to edit vehicles OK Cancel wWww ITGuaranteed com au Open Fleet User Guide The options are grouped into five areas Option Functions Group Organisational Here is where the policies of the organisation can be set This Policies affects how users can use Open Fleet and what functions they get access to Billing Billing options include passenger billing settings and booking locking Defaults The defaults contain the default calendar reporting options and the vehicle hire account Message The message wording options is the place to customise the wording various emails and legal message wording for Open Fleet System Include system settings for
45. Vehicle Disposals 73966 14600 14545 92793 32758 24966 259627 Vehicle Disposals Count 1 18 Exception Overview Duplicate Vehicles Duplicate Users Duplicate Usernames Duplicate Suburbs Overdue for Service Future Bookings for Lapsed Licence Drivers Future Bookings for Unlicenced Drivers Overdue for Registration Open Fleet with two reports open www ITGuaranteed com au Open Fleet User Guide Refresh The Toolbars Open Fleet File Edit Lists Reports Graphs Tools Recent Window Help New__ amp bel EJIE EEE 3 New Booking User Find z Find Box qe Find a Lift New Vehicle The Find Box The Find Box is the one stop shop for finding anything in Open Fleet The Find Box can find names vehicles and bookings Finding bookings on a specific date Find 25 11 2011 201122011 to 257 1172011 Rundle Craig Hobart A 22411221 to 257 1172011 Allan Repair Hobart 222112011 to 2571172011 Jabour Stephen Hoba 222112011 to 2571172011 Rowbottorm Warn Anne 2371172011 to 25711 2011 Andrews John Hobart 2371172011 to 25 11 2011 Bird Catherine Hobart Cancel New Select Finding Names Find andrew gt a Acuna Andrew Adams David Andrew Andrewartha Hathan Andrews Ashley Andrews Ingrid Andrews John Cancel New Select Finding Vehicles Find EG2618 Grey FORD FUTURA EG2449 Pewter MITSUBISHI 380 EG2167 Brown FORD FUTURA Can
46. and down times Vehicle Utilisation by Earnings This report is more of an indicator for utilisation than a true utilisation report It gives a good measure of actual income from vehicles measured against available income This report does not report on disposed vehicles so it cannot be used to examine historical data www ITGuaranteed com au Open Fleet User Guide Vehicle Utilisation by Hours used per day This 1s a true indicator report It reports on the number of hours a vehicle was booked for as a percentage of 1ts total available hours A blank value indicates the vehicle was either not yet purchased or was disposed of for that month A row of zeros apart from indicating that the vehicle was not used shows a possibility that the vehicle may not have a date of disposal entered Crucial to the proper operation of this report is the completion of the fields in the vehicle window Date of Purchase Date of Disposal Disposed Vehicles Due for Service Report The Due for Service report provides the expected dates that a vehicle will become due for service It calculates this from the average kilometres per day that the vehicle travels Odometer divided by days owned Today s date Date of Purchase e the last service date e the odometer reading at the last service and e the service schedule Where bold items are fields on the vehicle screen Registration No 55363 Body 1ype wagon y Non Vehic
47. and sit and read completely then that is fine But please recycle it immediately upon completion It is not recommended that this manual be printed out bound and kept on the shelf as a reference Functions and procedures within Open Fleet change and are enhanced from time to time The version number on the front of this manual indicates what version of Open Fleet this manual is current with The latest version of this manual may be found at http www itguaranteed com au updates OpenFleet Administrators Guide pdf www ITGuaranteed com au Open Fleet User Guide Installation To install Open Fleet Click this link or copy it into your browser 2 http www itguaranteed com au Install aspx product Open Fleet Follow the onscreen Instructions By Default Open Fleet Installs into C Program Files Non UAC Open Fleet Updating Open Fleet manages its own update process When Open Fleet starts 1t checks the internet for the latest version If it finds one it downloads the latest version and notifies the user The user merely has to click OK when they are ready and the old version will be swapped out for the newer version The immediately older version is retained in the installation folder should it be required for a reversal To uninstall Open Fleet Delete the folder where Open Fleet resides Typically this is C program files Non UAC Open Fleet Open Fleet does not use the registry or any other folders
48. appropriate Pool where you may collect your vehicle Some organisations may require you to only select from particular Pools You should also select a Pool that contains an appropriate vehicle for your journey For example do not choose a small mid size pool if the vehicle is going to travel over rough terrain Click Find Available Vehicle The Pools will be searched for an available vehicle Sometimes another vehicle pool will need to be searched Enter your Destination When you leave this field a popup box will ask you to select a matching destination from a list Check your Cost Centre information and correct it if required www ITGuaranteed com au Open Fleet User Guide O Enter a Requisition Number for the Trip This may be mandatory in some organisations In others it may not be required and hence not requested Enter a Purpose for the T rip This may be mandatory in some organisations In others it may not be required and hence not requested Check the box to signify your agreement with the condition O Click Save The booking will now be saved The buttons to the right of the booking now become available Using these buttons users may Cancel the booking Add Passengers or Co Drivers Email the booking to the driver Add the booking to their calendar Print a Confirmation Slip View the booking history and hire fees www ITGuaranteed com au Open Fleet User Guide Manually Selecting
49. ar 3 O Car 4 Car 5 OCarb O Car Car 8 Car 9 Car 10 Newnham All Wheel Drive 3 Vehicles O Car 11 O Car 12 Car 13 Newnham Bus 1 Vehicle OCarta MN TU Newnham Small Mid Cars 2 Vehicles O Car 16 Newnham Wagon 4 Vehicles OCa 17 Car 18 O Car 19 O Car 20 Shows when cars are available It is important to note that this option hides the exact car from view until the user books it So this option provides additional functionality without impinging upon Smart booking by allowing users to select vehicles themselves Drivers can view Running Sheet with Regos and Green Lines www lTGuaranteed com au Open Fleet User Guide This choice allows all users that can logon the ability to see if a vehicle may be free It is useful as the user can see for example that a vehicle is not available from 9 till 5 but there 1s one available from 9 to 3 which may have to do The user could not get this information from the new booking window ES Running Sheet Sees Day Update Pool Selected Pools y Date 27 07 2011 y Wednesday 27 July 2011 27 7 28 7 29 7 30 7 31 7 1 8 2 8 3 8 4 8 5 8 6 8 7 8 8 8 9 8 10 8 1178 1278 13 8 1478 15 8 Newnham 11 Vehicles ASBHW O B19FN O B52ZR O B61HE B67KF O B68HG B6IKF O B90GW O BI7WM O B9BWM CO7EA Newnham All Wheel Drive 3 Vehicles O BOSKR O B24LU OB72YG Newnham Bus 1 Vehicle OB412J Newnham Small Mid Cars 2 Vehicles
50. availability set the to date to a date way in the future eg add 1 to the year This will prevent anyone from booking the vehicle When the date for removal from service arrives in the Vehicle Screen click the disposed box enter the date disposed and save changes It wil no longer be available for booking Use the find box to find the booking created in step 1 Cancel the booking This is so that the statistics for the number of days vehicles in for service is not affected Where the disposal of the vehicle is not known in advance eg a vehicle write off wWww ITGuaranteed com au Open Fleet User Guide O Create a booking for the vehicle set the driver to In for service set the from date to the date the vehicle was removed from service set the to date to a date way in the future eg add 1 to the year Go into the running sheet and drag all bookings for that vehicle to another vehicle which is free if possible If this is not possible the booking may have to be cancelled or a hire car used In the Vehicle Screen click the disposed box and save changes This will remove it from the pool Use the find box to find the booking created in step 1 Cancel the booking This is so that the statistics for the number of days vehicles in for service is not affected Vehicle Expenses Open Fleet now includes facilities to record and report on expenses relating to a vehicle B9B8AM MITSUBISHI LANCER JE Spec
51. be told to I T Guaranteed support staff in a telephone call before connection to the desktop is possible Allow Remote Control Please tell LT Guaranteed support staff the following ID to connect to your desktop Your ID Changes 2wb31z each time Ready to connect secure connection WWW teamvlewer com Cancel Response Times I T Guaranteed tries to respond to a support request within 2 hours We will let you know what we are doing about the problem and 1f possible let you know a work around or when 1t will be fixed I T Guaranteed will try to fully resolve the problem within 2 business days This is not always possible but thus far we have managed to do this in 95 of problems wWww ITGuaranteed com au Open Fleet User Guide Data Field Glossary Vehicles Screen Field ABS Brakes Air Conditioning o Asset No The Organisations Asset Number Bonnet Protectors Bull Bar IN Canopy AAA Cargo Barrier CO2 emissions The amount Carbon Dioxide emitted Colour Vehicle Colour A space to enter anything else about the vehicle however with the Comments addition of dated notes being able to be added in the expense section this field is kept for older databases only usually in another department that manages this vehicle this vehicles expenses the funds from the sale Date Disposed Lear agenda Owned amp Disposed ownership of the organisation Vehicle Utilisation Report regis
52. booking was keyed out early while a thin red bar indicates a late return To key out a booking O Right click on the booking Open Booking Open Passengers Print Booking Slip Key Out Enter Kilometres Cancel Booking kl Lo Pr li mn Select Key Out then slide the pointer to the appropriate time choice To key in a booking O Right click on the booking Select Key In then slide the pointer to the appropriate time choice If the administrator has set Open Fleet to request the kilometres at key in then the system will display the Enter Kilometres dialog Late Return Email Message When a booking is keyed in late the operator will be asked if they wish to send a late return email message The prefilled message created from a template in Options Message Wording opens on the operators screen ready to be edited or sent www ITGuaranteed com au Open Fleet User Guide Switching Vehicles WebBooklT Running Sheet Reports Hake Bookings Find Booking Find a Lift Print Booking Slips Month Update Pool Newnham D ate PaPa 7 30 a 00 o al 3 00 350 10 00 10 30 11 00 11 30 1400 File Edit wiew Insert Format Tools Actions Help Type a question For help El send Accounts 7 3 EA BEI ES 1 Options F Bl I gt A Bf U S 3S Z E E Plain Text signature To Jay Burleigh itasedu su Gon A Ejea o Subject CHANGE OF VEHICLE Pool Vehicle Boo
53. ce No Cost Odometer Inswance Lease Direct Maint Do N Chage Fuel Rego Fes MG T Fee Other Feel Subtotal GST Total Lttesot Fuel Pl o 4 1 3 6 7 8 9 10 11 12 13 14 15 16 17 18 o o The first column is the name of the Fleet Management company The second column is an inactive flag which can be ticked 1f the organisation does not use this fuel company any more The Header column is ticked to indicate 1f the first row of the file contains headings The remaining columns indicate the column number or column position of that particular data in the file For example in the example Lease Plan have the Rego in the 4th column and the Invoice Number in the 1 column New Fleet Management Companies may be added in the bottom row If your organisation needs assistance with this process please email I T Guaranteed with a copy of the CSV and any notes from the Fuel Company about the file format I T Guaranteed will happily email the necessary settings wWww ITGuaranteed com au Open Fleet User Guide From the menu bar select Tools Import Fleet Management Fees 5 import Fleet Management File i Fleet Management Company LeasePlan al File Location C Documents and Settings JaySMy Documents CLIENTSSOpenFleet UploadFiles T asmanian Department olea Load File Summary Unmatched Registrations Check Disposed Vehicles Compare Cost Centres Check odometer values Detail Transactions Posting Date 227 1
54. cel Hew Select www ITGuaranteed com au Open Fleet User Guide Booking a Vehicle The simplest type of booking in Open Fleet is where a driver wishes to book a vehicle for themselves If the user does not have an special Open Fleet user privileges not an Administrator nor a Booking Admin for example they will not be able to select any other driver This means the user may only book for themselves Later in the manual we will see how users may be permitted to make bookings for others T New Booking From 26 07 2012 9 00 am Recurrence To 26 07 2012 5 00 Pm No Repeat Km aa e A Driver Burleigh Jay Jay C Daily O Weekly Foal Newnham Find Available Yehicle Make Booking i Monthly Vehicle Destinations Enter Destination or part of eg hob Lancel Booking Cost Centre Ledger Project Education E jor l 123456 P Email Booking to Driver BIA Ee Reason for Journey Requisition Mo Add this to my Calendar T certify the above named driver holds a current licence to drive this motor vehicle Print Confirmation 7 ave Show Fees amp History Passengers Co Drivers To make a booking Note To advance from one field to the next press the Tab key or click with the mouse into the next field New Booking To open the booking window click the E vostra button on the toolbar Enter the dates and times that the vehicle is required Select an
55. cle home bases may prefer to have one individual in each location record the odometer reading for each vehicle in their location once a month in an Excel file E Microsoft Excel odoreadings1 xls w 2 e La MER File Edit View Insert Format Tools Data Window Help la x Cu 4 DERSSlar ee Arial gt 10 B Zz bs a AAA l e DEE A eee 1 RegistrationNa Odometer Ez DE A BLE Wios 2 SH 5 E DA o Ai d e CBAKF 10863 CASTO 3150 4 GO5AP 30707 tien C Note The vehicle registration must be in the first column and the odometer reading must be in the second Headings are optional Select Tools Import Odometer Readings from the menu bar gt import Odometer Readings Enter File Location Ic Documents and Settings ay My Documents CLIENTS OpenFleet odoreadings cs S Header Row Y prreeeeessssssssssssesessosssssssesssseg H Load File ti Check Registrations Check odometer values Check Region Check Duplicates This list shows the entries that will be loaded into OpenFleet The list should be visually checked to confirm the values look realistic and are in the correct column Eg Check that the Surnames are in the surnames column the email in the email column etc Posting Date 287 02 2013 y Import Close wWww ITGuaranteed com au Open Fleet User Guide Check Registrations Clicking this button will display the registrations that do not exist in Open Fleet
56. cles that have been disposed within the selected time period It calculates this by from the Disposed field and the Date Disposed field in the vehicle screen If the Date Disposed is blank then the vehicle will not appear in this report Vehicles Purchased Report This report lists vehicles that have been purchased within the selected time period It calculates this by from Date of Purchase field in the vehicle screen If the Date of Purchase is blank then the vehicle will not appear in this report Vehicles Due for Replacement Dates Report This report lists vehicles that are due to be replaced and when they are due for replacement It calculates this by from e the Due for Replacement Date e the Due for Replacement Kms e the average kilometres per day that the vehicle travels Odometer divided by days owned Today s date Date of Purchase where bold items are fields on the vehicle screen Non Vehicles will be excluded from this report unless they have a value in either the Due for Replacement Date or the Due for Replacement Kms www ITGuaranteed com au Open Fleet User Guide Vehicles Average Daily Kims Report This report lists the vehicles average daily kilometres travelled It calculates this by from e Odometer divided by days owned Today s date Date of Purchase where bold items are fields on the vehicle screen Vehicles without a Date of Purchase Odometer and Non Vehicles are excluded
57. configuring Open Fleet within Settings your organisation wWww ITGuaranteed com au Open Fleet User Guide Organisational Policies Drivers viewing running sheet New to Open Fleet 3 0 is the ability for drivers to view the running sheet Some organisations have requested this as 1t suits the needs of a smaller organisation Drivers Viewing Running Sheet Drivers cannot view Running Sheet e Driver can view Running Sheet with just green lines Drivers can view Running Sheet with regos and green lines Drivers can view Running Sheet with regos and driver names Drivers can open amp edit other user s bookings NOT RECOMMENDED Drivers cannot view running sheet This is the default Open Fleet setting Non elevated users users without special account type are prevented from viewing the running sheet Drivers can view Running Sheet with just green lines This setting allows all users that can logon the ability to see if a vehicle may be free It is useful as the user can see for example that a vehicle is not available from 9 till 5 but there is one available from 9 to 3 which may have to do The user could not get this information from the new booking window LS Running Sheet SEE Day Update Pool Selected Pools Date 27 07 2011 Wednesday 27 July 2011 2747 28 7 29 7 30 7 31 7 1 8 2 8 5 8 6 8 7 8 8 8 9 8 10 8 11 8 12 8 13 8 14 8 15 8 YD Newnham 11 Vehicles Caro O Car 1 O Car 2 O C
58. d every user record and enter the username of that user In order for this to work the driver s licence of the users must already be entered Every user that successfully enters a valid Driver s licence will be granted logon access to Open Fleet So if your organisation does not want everyone to have access to Open Fleet then this option 1s not recommended Let New Users Register by Surname Checking this will allow new users that have installed Open Fleet the ability to register themselves on the system without needing to know their Username first Here they can register by Surname rather than by licence number as in the previous choice This selection is used in conjunction with the previous one It does come with the warning that using this does open the system to possible security breaches but only for accounts where a username is not recorded Once a users registers their account is secured in that only they can then logon to it If this option is used then it is strongly recommended that it only be turned on for a couple of days to allow large numbers of users to self register wWww ITGuaranteed com au Open Fleet User Guide Billing Open Fleet allows each organisation to determine how billing is calculated P Options 3 Organisational Policies Billing Message W ording System Settings Booking locked from editing after X days from start date 2 Does not apply to Administrators or Booking Admins TF Bill fro
59. d when the time comes wWww ITGuaranteed com au Open Fleet User Guide e If the vehicle listed does not belong to the organisation then the fuel company should be contacted and the transactions disputed It may be that the fuel card has the incorrect registration recorded against it on the fuel company s computer If the CSV file is regarded as an invoice a new invoice should be requested If auditing is not required then these mistakes may be ignored and the transactions listed will not be posted Compare Card Numbers This check shows the card numbers in the fuel file that do not match with the card numbers in the vehicles If the card is listed in another vehicle then its whereabouts are displayed in the is in vehicle column If these transactions are posted they might be allocated to the wrong vehicles As they stand they will be allocated to the vehicle whose Registration number appears There are three courses of action e Correct the card number in the Open Fleet Vehicle screen e Provide the fuel company with the correct vehicle registration for the card e Ignore the entry This may be the case particularly for spare fuel cards that get swapped from card to card If the vehicle listed does not belong to the organisation then the fuel company should be contacted and the transactions disputed It may be that the fuel card has the incorrect registration recorded Check Odometer values This check shows the odom
60. dometer reading on the vehicle screen It will not create a historical odometer record for calculating actual kilometres travelled in a month If that is required use the Import odometer from Spreadsheet method To print the report From the menu bar select Lists Quick Lists Vehicle Odometer Readings O Click Print iD Vehicle Odometer Readings o amp Js Newnham B68HG 130421 2 09 2013 Newnham BBSKF 125596 23 08 2013 Newnham B67KF 128681 5 09 2013 Newnham ASBHW 131103 26 08 2013 Newnham B90Gw 129445 26 08 2013 Newnham B19FN 136798 5 09 2013 Newnham B61HE 149741 27 08 2013 Newnham BOAWM 116660 2 09 2013 Newnham BIWM 117792 2 09 2013 Newnham B52ZA 105167 5 09 2013 Newnham CO7EA 92180 5 09 2013 Newnham 44 D A3 39866 2 09 2013 Newnham All Wheel Drive A082B Once collected the odometer readings can be entered on this screen www ITGuaranteed com au Open Fleet User Guide The easiest and quickest way to update the odometer values for all vehicles in the fleet 1s to collect 1t from the fuel companies When filling up with petrol the driver is asked for the odometer reading This reading is entered into the Fuel Companies computer Ta T re import Fuel Iransactions Ea Select Fuel Company l Enter File Location O Load Fuel File Check Registrations Compare Card Numbers Check odometer values The Import Fuel Transactions window At the end of the month the fuel company then
61. e rate charged for each hour the vehicle is late calculated per minute Klm Free The permitted Kilometres the vehicle may travel prior to incurring a kilometre rate Extra Klm Rate The rate charged for each kilometre above the klm free figure Late Back Flat Fee The fee charged for a vehicle which is returned late This is in addition to the Late Back Hourly Rate wWww ITGuaranteed com au Open Fleet User Guide Inactive This flag indicates that the tariff cannot be selected for a vehicle any more It does not remove this tariff from any vehicles that are associated to the tariff Billing examples Simple Vehicle booked from 9am till 1 lam the following day Day out 2 Hours Daily rate 1 Hourly rate 2 Late return with a late back hourly rate set But if the vehicle were returned 15 minutes late then the late fees would be added 15 Late Back Hourly Rate 60 Late Back Flat Fee Late return without a late back hourly rate set Late Key In However 1f the same vehicle were returned 15 minutes late and no value was set for a late back hourly rate zero Them time out would be Day out 2 Hours 15 Minutes Daily rate 1 Hourly rate 2 14 Late Back Flat Fee Early Pick up early Key Out If the vehicle were collected 30 minutes early then the time out would be Day out 2 Hours 30 Minutes Daily rate 1 Hourly rate 2 Late Back Flat Fee
62. e surnames column the email in the email column etc Y Prevent Duplicate Users F Authorise all these users to drive Import Close O Check that the data 1s in the correct columns The Given name should be in the first column the Surname in the second etc O If you do not want Duplicate users created then leave the Prevent Duplicates checked O If you wish for all the imported users to be Authorised to drive the organisations vehicles check the Authorise all these users to drive box Click Import Problems If there is a problem loading the CSV file O Open Fleet may give you a row number where the problem exists Note the number Open the CSV file in Excel Open Fleet will ask if you want to do this Go to the row number indicated in step one Look for rows out of place or a date that isn t really a date Correct the error Save the file and try to Load the File again If the problem cannot be found email the CSV file to support ITGuaranteed com au wWww ITGuaranteed com au Open Fleet User Guide Importing Fuel Transactions Open Fleet can import fuel transactions from fuel companies When a fuel company card is used to pay for fuel the Fuel Company records each transaction Usually once a month this information may be downloaded from the fuel companies computers The resulting file may then be uploaded into Open Fleet This file should be a CSV file Another advantage to i
63. el Card 1 PIN Fuel Card 2 y Card Number Fuel Card 2 PIN Purchasing Date Ordered 08 08 2011 y AssetNo 10054761 Date First Registered y Requisition No Ana 2046 Invoice No Expected Delivery Date Order No 100047582 Start KLMs o Date of Purchase 30 11 2011 Order Price 0 00 Replaces Bg34F Due for Replacement Date 30 11 2014 Purchase Price 51 259 00 Supplier Lton Mitsubishi y Due for Replacement KMs 60 000 Tax 0 00 Funded By Lease Price 472 74 Purchase Method e Leased Purchased Term months 36 Disposal Disposed Final Kms Replaced by Date Disposed Sold Price 0 00 Disposal Method y Sale ltem No Sold To Credit Cost Centre v Fitted Options Air Conditioning I Headlamp Protectors D Roof Cross Bars D TwoWay T Bull Bar Iv Bonnet Protectors E Winch E Phone 1st Aid Kit E Fire Extinguisher DropSideTray D Cargo Barrier D Tow bar IV Lights and Sirens E Canopy E ABS Brakes T Mat Set M Reverse Park Sensor D Cruise Contro Comments Comments Tow pack fitted after delivery Pool Booking Slip Message Existing Damage Printed on Pool Booking Slip The darker area of the usage section only displays the current driver information To alter it the Driver History screen must be accessed www ITGuaranteed com au Open Fleet User Guide Add a new vehicle To add a new vehicle to the fleet
64. ell Wendy Tonks Repair Allan Gemma Kenny L 2 wo 50 J M0 mM 4 0 Pi Total 1918 375 375 125 125 125 125 125 120 Last Month Rank Driver Cecily Roehrer Michael Johnson Peter Dyson Donna Lee Tony Crawtord Diana Murray Wendy Tonks Sara Scott Gemma Renny Jason McGinn l Saw Oo m mf 0 Pi Last Year Rank Driver 1 Bernie Seaborn Stephen Jabour John Andrews Robert Maxwell Stewart Daniel Dal Pont Terry Cripps Cecily Roehrer Jeannie Mane Hayes Clair Ricks Peter McCormack s O 50 MM mM 4 to Pi Top 10 Drivers by Report showing the Drivers that have paid the most Cost Centre Transactions Dates META Cost Centre fan Cost Centres y y Fromf01706 2012 To 30 06 2012 y ea Total 500 500 378 375 298 250 250 250 245 209 SE From fo Suburb Driver Purpose Timeout Kims Hire Fee Extra Kim Fee School of Management 23004 31 05 2012 12 00 01 06 2012 17 00 School of Medicine 32883 05 06 2012 08 30 05 06 2012 13 00 School of Chemstry 41832 18 06 2012 08 00 18 06 2012 08 00 18 06 2012 18 00 18 06 2012 18 00 Menzies Centre 101286 06 06 2012 09 00 07 06 2012 18 00 Cradle Coast Campus Gemma Kenny Toby Ghosh Jason McGinn Greg English Diana Murray 53239 31 05 2012 16 00 12 06 2012 08 00 Academic Registrars Office 123456 01 06 2012 01 06 2012 01 06 2012 01 06 2012 04 06 2012 07 30 06 06 2012 08 00 27 06 2012
65. engers Co Diiiverz Centre for Advancement L amp T 5 jor i OB P Email Booking to Driver ES Reason for Journey Requisition Mo Add this to my Calendar certify the above named driver holds a current licence to drive this motor vehicle Print Booking Slip as Jove Show Fees amp History Making the Booking The program automatically selects the vehicle 8 Running Sheet Ja Ed Month Update Pool Newnham y Date 0308 2011 y Friday 05 August 2011 7 30 8 00 8 30 9 00 9 30 10 00 10 30 11 00 11 30 12 00 12 30 1 00 1 30 2 00 2 30 3 00 3 30 4 00 4 30 5 00 eseeHwW ft pot pp O B19FN O B52ZR O BBTHE 91176088 OOOO HE IO IO O SS SO SO IO IO IO IS IO ISO IO IO IO O IO O BESHG EMI RAS SNA INN ES aE ea PAIS SIDO SIS IG SAA POS SES IES SNS O B69KF O BI0GW Do es E O BI WM oBswmM __ p With the booking made making the least impact on future possible bookings www ITGuaranteed com au Open Fleet User Guide Vehicle Pools Having pools of vehicles is integral to Smart Booking ideology Pools are vehicles that are similar such as 4 cylinder sedans and located in the same geographical area That is walking distance to pickup from each other Some pools would be required to be standalone pools such as a Minibus pool which may only contain one vehicle The larger the pool the better smart booking can operate If there were many
66. ersimportSample csv CSV Comma delimited 1 csv Cancel Template 4 xlt Text Tab delimited txt Unicode Text txt Microsoft Excel 5 095 Workbook xls Microsoft Excel 97 2000 amp 5 0 95 Workbook xls CS Y Comma delimited cov Save as type To Load a CSV file into Open Fleet O From the Menu Bar select Tools Import Users Use the Browse Button to locate the CSV file If the CSV file has a row with Headings check the Header Row Box Click Load File button The CSV file will then be loaded into a Temporary Holding wWww ITGuaranteed com au Open Fleet User Guide File Import Users Enter File Location CAD ocuments and Settings Jay My Documents CLIENTS OpenFleet usersimportS ample csv Header Row Iv Licence Licence Expiry Titterton Marion Tristram myorg com au 64305987 Belle Chris Belle 2mporg com au Meixue Dyson3myorg com au Burr Melissa Wright myorg com au Anita Douglas myorg com au Loder Judith Loder myorg com au Peter Wallis myorg com au Gibson John Gibson myorg com au Christine D aniel myorg com au Vincent McGee myorg com au Tony Sands myorg com au James Crosswell myorg com au Jane B aynes myorg com au dy myorg com au This list shows the entries that will be loaded into OpenFleet The list should be visually checked to confirm the values look realistic and are in the correct column Eg Check that the Surnames are in th
67. estination There are many advantages for using shared trips including shared driving which reduces fatigue conversation to relieve boredom and reduce tiredness in addition to making and renewing contacts and acquaintances To find a lift 4 Find a Lift ON button on the O Enter the dates the lift is required and the start and destination suburbs Click Go Locate a trip or trips that best matches the times your wish to leave and double click on the trip O To open The find a lift window click the Toolbar This will open the Passenger Co Driver Screen www ITGuaranteed com au Open Fleet User Guide The Passengers Co Drivers screen gives a quick way of adding travellers to bookings Costs may be shared according to your organisations billing policies For the purposes of booking and cancelling Passengers and co drivers are treated the same Thus wherever this manual mentions passengers it is referring to both passengers and or co drivers EE Passengers Co Drivers E Add Passengers or Co Drivers Mame Eurleigh Jay Cost Centre Ledger Project Education oP a 1235456 Travelling Direction C Both Ways To Hobart f To Launceston Add Travelling to Hobart on 23 Jun 2011 at 4 00 00 PM Cancel Name Phone Mobile Email Costlentre Ledger Project Fee Kim Docherty Driver Kim Dochert School of Management OP 23045 94 5 Returning to Launceston on 24 Jun 2011 at around
68. eter readings from the fuel company that are less than the current odometer reading according to the vehicle screen These lower odometer values will not be updated on the vehicle screen The only action that need be taken is if the vehicle Odometer values in Open Fleet are out by a high ratio as indicated in the ratio out column In this case the odometer values on the vehicle screen should be adjusted to the correct odometer reading Posting Posting the data is the action of taking the data in the holding file and adding it to the data in Open Fleet To Post the Data Once satisfied with the checks the data is ready to be posted Click the Post button wWww ITGuaranteed com au Open Fleet User Guide Importing Fleet Management Fees Open Fleet can import fleet management expenses from Fleet Management companies such as leasing companies Each month a Fleet Management Company will apply charges to each vehicle These charges and readings may include such items as Fuel Lease Fees Maintenance Insurance Lease Fees Registration Fees Management Fees and Do and Charge fees File Formats Each Fleet Management Company has 1ts own file formats but Open Fleet can be configured to accept most of these To configure Open Fleet for the Fleet Management company file format From the menu bar select Lists Fleet Management Companies Fleet Management Companies DAR Fleet Company Inactive HeaderRow Rego Invoi
69. from this report www ITGuaranteed com au Open Fleet User Guide Vehicle Window x pm File Edit Lists Reports Graphs Tools Recent Window Help amp x E z lel sa amp 8 3 New Booking Find a Lift gh ind o Specs Usage Purchasing Disposal Fitted Options Comments Expenses Vehicle ID No NRTO46 Model MITSUBISHI PAJERO Colour GOLD Close Registration No C47KH Body Type Wagon Rere Save Odometer f 28403 Tari Keys Back T Add New Expense Specs Fuel Type Diesel al Transmission Manual y Premium Class fi Motor Car y Hybrid r Service Schedule 1211 5000 y Last Service KLM 19619 Last Service Date 1270272013 Engine No ama UAGO423 Manufacture Date o 209 2011 Warranty Inspection Plan y WIN IMFLNY38WCJ000271 Radio PIN Registration Expiry Tyre Size Security Gate No GreenGuide a5 Engine Size 3 2 G P S Serial No CO2 Emissions 221 Usage Usage Salary y Current Jay Burleigh Contact Person Burleigh Jay Driver Jay ltGuaranteed com au Exclude from Utilisation Reports i dayilibuarantezd com au i Home Garaged Y Pool MDSES y g Location HOME ADDRESS Region North y Reason Contract Suburb LAUNCESTON Cost Centre Ledger Project Business Unit Division N74443 Community Dementia Service 610 0000 Primary Health North THO North Fuel Card 1 BP y Card Number Fu
70. g boxes or entering values After that Open Fleet will function according to the selected settings Configuring Lists Perhaps the most laborious task in configuring Open Fleet is entering the lists Lists are the items that users may choose in drop down lists such as Destinations Cost Centres Suppliers Tariffs Depending on your location Some of this work may have been done for you Page 60 provides a description of the lists Organising Pools Vehicle Pools are the backbone of Open Fleet and setting them up is a vital part of configuration Beginning on page 39 is a thorough explanation of Vehicle Pools Entering Vehicles In order for full functionality of Open Fleet each vehicle needs to have considerable information recorded page 52 begins a detailed description of vehicles and the minimum information required for what purposes Entering Users Users may be entered either individually page 33 or by importing them from Excel via a CSV file see page 85 The import makes the task of entering users very quick but it does involve firstly bringing together a lot of information first such as Phone number directories and usernames Entry of Existing Bookings Before allowing general booking by everyone in the organisation or indeed by anyone other than the Fleet Administrators it is wise to test all of your work to this point A good test is to begin the task of entering bookings from your organisations previous system if
71. gienassenseceancienadasatacesenaienosseaseceancienndans 30 Poo Ye 10 6 oh e E cars 30 P U e lplatc coloco dbo eaatgnesueheuiees 30 Entry of Existing Bookings eeeeeneeeesssssssssssssrssesrereeeresssssssssasssreeceereeeeresssssssss 30 Usor Account LYP S eea a aati ee csasuedocaandietasteccnee 31 Functions of User Account T VOCS rs ocasi n 32 E P E O E E A 33 AA E E T OE EI S 36 BE E q E E A E EET T 36 Usernames and PASSWOLO siii 36 Smart BOOR e E T tae 37 Sample Booknet EE E E E E E E E E S 37 vem Ee og 010 oa 39 Alocatine Vemcles into Pools essiri rare E 40 Ranne SCC e E E 41 AAA E E E AE E T 42 SWC HNE W CINICICS PRPPAAOPOAOPU 0 N0 M E TE T 43 a AA ancrscet eoentedeeasesenseeesaucnanse 44 R PO IPR DON DE E 46 P RE DO AR E A E E EE E E 46 REONT PROA 0 E E T 47 UUES O RO PO e n E E E E E 48 wWww ITGuaranteed com au Open Fleet User Guide Vemiol s Due FOR Cry ICC Repo rinitis e iE 49 Vehicles Due for Warranty Inspection ccocooooonnncnnnnnnnnnnnonnnnnnnnnnonnnnnnnnnnnnnnnnnonnnnns 49 Vemtcles On Crder R PO a A E A llos 50 Yemecles Dis posel REPO buda EE i EE E E E 50 Vehicles Purchased Report ccccccooooonnncccnononononononncnnnnnnnnonnnnnnnnonnnnnonnnnnannnncnnnnnnnnnnnos 50 Vehicles Due for Replacement Dates Report ccccccoooononnnncnnnnnnnnnnnnnnnnnnnnnnnnnononos 50 Vehicles Average Daily Klms Report ooooooonncnnnnncnonnnonocnnnnnnnnononananccncnnnnnnonnnnos 51 A
72. h day but during work hours the vehicle needs to be available to be booked even by the assigned driver to be used Home Garage 4M time afo0 am Home Garage PM time 4 30 PM This sample shows that the vehicle is available to the pool at 9am each day but leaves at 4 30 The Home Garage AM Time indicates the time that the vehicle is back in the pool of a morning The Home Garage PM time indicates the time the vehicle is unavailable from each day On the running sheet these Home Garaged vehicles are shown a booked out between the times they at at home In the example this would be booked out from 4 30 until 9am on the next Weekday wWww ITGuaranteed com au Open Fleet User Guide Core Hours Times Core Hours AM Time 9 oo am Core Hours PM time 5 o0 Pm The core hours specifies the out of hours shading on the running sheet THURSDAY 4 3 7 Message Wording There a number of messages that occur in Open Fleet that can be customised by the Fleet Administrators Sometimes there may be a legal need to include specific text The Message Wording Tab is the place to configure these messages Options T Organisational Policies Message Wording System Settings Booking Email ehicle Booking pickup from lt lt pickup gt gt on lt lt datefrom gt gt lt lt make gt gt lt lt model gt gt booking id Message lt lt bookingid gt gt Your vehicle booking has been confirmed from lt lt datefrom
73. icle housed off site during the night Comments A A place for anything not included above for anything not included above Pool ee Slip This message will be ee haana aa on a booking slip Message whenever this vehicle is booked Existing Damage Enter details of known damage to vehicle This reassures the driver that the organisation already knows about the damage It also saves the same conversation with the driver every time the vehicle is returned Due for replacement Date The date that the vehicle is due to be replaced Usually the date of purchase plus X years This field is used in the Due for Replacement Report Due for replacement klms The Odometer reading for replacement of vehicle This field 1s used in the Due for Replacement Report It is used together with the odometer reading to and the Due for replacement Date to calculate the expected date of change over Fuel Card amp Fuel Card These fields are printed on the Pool Booking Slip PINs Non Vehicle This is used to indicate if the asset 1s a fuel card mower boat or trailer It will exclude the vehicle from certain reports If it is intended to enter more than the minimum then print out a blank vehicle report for use as a data collection sheet O Click File New Vehicle from the Menu Bar Click File Print This will print out all the fields required and can serve as a data collection form for each vehicle Close the form without saving
74. ion If the user has set their region filter then this check will display vehicles that are out of the user s region These out of region vehicle s odometer readings will not be imported Check Duplicates Check Duplicates will display registrations that are in the file more than once If there are any duplicates have the creator of the Excel file correct the file and load the file again DO NOT IMPORT THE FILE UNTIL THESE DUPLICATES ARE REMOVED wWww ITGuaranteed com au Open Fleet User Guide Where are odometer readings stored There are two places where odometer readings are stored e The Vehicle Screen always contains the highest entered or imported odometer reading e The odometer table soon to be shown on the Vehicle Screen records the vehicles odometer reading at the start and end of every month How odometer values are updated As detailed in previous sections odometer values may be imported into Open Fleet in a number of ways Whichever way the odometer values are imported the following rules are applied e The new odometer record has kilometre start Kilometres at start of month field set to the previous by date kilometre reading This may be a reading some months previous 1f no readings recorded for the immediate prior month s e The odometer reading on the vehicle screen is updated to the new odometer reading unless the new reading 1s less than the odometer reading on the vehicle screen e A
75. ions may have some vehicles that the do not wish to track the servicing for In this case they should assign the never service schedule to them It is wise to establish a good naming convention for the service types The one used in the above screen shot gives a fair idea of what the service type is Eg 12 10000 means every Service every 12 months or 10 000 klms Warranty Inspection Plans Some manufacturers require that their vehicles be checked after a certain period of time or kilometres as part of the vehicles warranty go Warranty Inspection Plans IA Bi c D E FIG H 1 y ki mMinfo Plo Als Pp 41000 4 1000 L 671500 E 1500 O of S000 g a000 L Fa L wWww ITGuaranteed com au Open Fleet User Guide Options Open Fleet has numerous options for configuring Open Fleet to work according to the policies and billing practices of a wide variety of organisations To open the options screen Select Tools Options from the menu bar Organisational Policies m Drivers Viewing Running Sheet Drivers cannot view Running Sheet C Drivers can view Running Sheet with just green lines Allow drivers with expired licences to make a booking C Drivers can view Running Sheet with regos and green lines V Prevent Double Bookings C Drivers can view Running Sheet with regos and driver names Drivers may select vehicle C Drivers can open amp edit other user s bookings NOT RECOMMENDED m Requisition
76. king 52972 Registration A43V0 WHITE NISSAN Maxima 0000 Your allocated vehicle has been changed Please check the following details carefully and advise if any are incorrect or if you no longer require the vehicle Jay Burleigh 21 05 2010 09 00 AM 21 05 2010 10 00 an Pickup from Launceston Destination Inveresk Cost Centre chboLedger 321 123456 123535 Requisition Number 12345 Please collect keys from Transport Office Upon release of the mouse button the computer will ask if the driver should be sent an Email confirmation to notify them of the change www lTGuaranteed com au Open Fleet User Guide Pool Booking Slip i Pool Booking Slip Validate License Booking No 55178 Colour Red Make Model TOYOTA AURION Registration No AS6HW Driver s Name Jacqueline Clear Date booked from 28 10 2010 Date booked to 28 10 2010 Requisition no 28622 Time from 8 30 00 AM Time to 5 30 00 PM Start from Destination Launceston Cost Centre No 721 Cradle Coast Campus f full upon return Change of Driver Details The diver is respousible for any infimgement noticas Speed Camera Parking etc Date Time pm Driver Dare Time pm Driver Date am Driver AO Time pm E oF z a e LU Please tick box if First Aid Kit was used LJ Please tick box if Fire Extinguisher was used Motor Vehicle Insurance Claim Excess
77. king please contact car pool Please collect car from Car park 1 Mote car has existing dent to Right driver side door Contacts Categories Private rn O Click Save and Close www ITGuaranteed com au Open Fleet User Guide gt Calendar Microsoft Outlook Ele Edt View Favorites Tools Actions Help Tew E gt BF Today FF oay E work Week F week FilMonth P schedules Ro Find 6A e Calendar 1 April 2009 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23242526 27 28 29 6 7 8 91011 12 1314 15 16 1718 19 Pool Vehicle Booking 0 Jay Burleigh Jay Registration G17273 WHITE TOYOTA COROLLA Hatch 2021 22 2324 25 26 27 2629 30 Ca t 7 a Y The result Pool Booking in Outlook www ITGuaranteed com au Open Fleet User Guide Find a Lift Find a Lift screen enables users to quickly and easily find a lift with someone who has already booked a vehicle Each trip shared is a vehicle saved and free for another use Costs are also shared 5 Find a Lift Date lift required 237057201 1 Stark Launceston Date Returning 24 06 2011 Destination Hobart Travelling Both Ways on the Same Days Origin Departure Date Departure Time Destination Return Date Return Time Driver Phon Launceston 2306 2017 40000 PM Hobart e406 2011 OOOO PM Kim Docherty Launceston 232062071 2 00 00 PM Hobart 24 06 2011 00 00 PM Terry Cripps Travelling to
78. le l save Odometer 23343 T ariff v Keys Back T Add New Expense Specs Fuel Type Unleaded Petrol v Transmission Automatic Premium Class 1 Motor Car Hybrid E i i Engine No 4266458 Manufacture Date 01 04 2102 Warranty Inspection Plan a in vehicles do not require servicing such as fuel cards or trailers To exclude these vehicles from the Due for Service report set the Service Schedule on the vehicle screen to Never Vehicles Due for Warranty Inspection Some manufacturers require that their vehicles be checked after a certain period of time or kilometres as part of the vehicles warranty If a vehicle does require a warranty inspection then select it from the list of Warranty Inspection Plans on the vehicle Screen To mark that a vehicle has had its warranty inspection O Open the vehicle record Click the Add new Expense Button In the Expense Type box select Warranty Inspection O Enter any other details that you wish such as odometer www ITGuaranteed com au Open Fleet User Guide Click Save when finished The vehicle will no longer show on the Vehicles Due for Warranty Inspection Report Vehicles on Order Report This report lists vehicles that have been ordered but are yet to arrive It calculates this by from the Date of Purchase field in the vehicle screen If the date of purchase is blank then the vehicle will appear in this report Vehicles Disposed Report This report lists vehi
79. le in for Service Click the new booking button O Set the dates and times to the times that the vehicle will be away for Service In the driver field type service and press tab New Booking From 23 08 2012 9 00 am To 23 08 2012 5 00 PM Driver service Pool Mak Wal Select Hew Abort Double Click the In for Service Choice 2 Click the E Manual Vehicle Selection button and choose the vehicle that will be serviced Click Save Booking The cost centre fields do not matter as the booking will not be billed as it is a Service Booking To Book a Vehicle in for Repair Click the new booking button O Set the dates and times to the times that the vehicle will be away for service In the driver field type Repair and press tab New Booking From 23 08 2012 9 00 AM To 23 08 2012 5 00 PM Driver repair Pool Mak vo ME EE Hew Abort Double Click the In for Repair Choice O Click the El Manual Vehicle Selection button and choose the vehicle that will be serviced and Click Save Booking wWww ITGuaranteed com au Open Fleet User Guide Importing Users If your organisation has a large number of users it is easier and much quicker to import them into Open Fleet from another database such as payroll or even telephone email directory In order to import users a CSV Comma Separated Values file of your users needs to
80. m check out time if before booking time V Bill from return time if later than booking time Only applies if no late hourly rate for vehicle booked 40 Bill only until key in time if keys are returned early Saves users money amp encourages efficient bookings Passenger Billing Passengers ride free Passengers pay equal share of leg of journey C Passengers pay equal share of journey Cost of shared trip is paid by a eee 000000 V Do not allow users to have a default project number 4 Do not allow zero a project number to be entered for bookings OK Cancel The Billing Options Booking locked from editing after X days from start date Locking a booking from being edited prevents users tampering with bookings For example if this was set very high then a user could after returning a car reduce the length of the booking or even cancel the journey which they had already used It is recommended a setting of zero or be used here Bill from check out time if before booking time Selecting this cause Open Fleet to book from the time the keys were collected rather than from the time of the booking if that time is before the booking time Bill from return time if later than booking time Checking this will cause Open Fleet to bill for the entire time the vehicle was out if that is greater than the booking time Bill only until key in time if keys are returned early This option rewards the d
81. ministrators from being locked out of Open Fleet Administration More than 4 administrators can cause problems as the old saying Too many cooks spoil the broth goes Too many administrators may cause problems by having one of them alter the work of another and without realising cause errors or inconsistencies to appear www ITGuaranteed com au Open Fleet User Guide Determining Other Important Roles In large organisations one individual cannot be expected to do all the work Open Fleet makes it easy to delegate tasks and responsibilities to other personnel User Account Types on page 31 of this manual describes the different account types that exist Here are some guides to assist you to determine who should be placed in which role Booking Administrators Key Keeper Cost Centre Manager Read Only This is the 2nd highest User Account Type with Fleet Administrators being the highest These staff would typically be assistants to the fleet manager They can perform almost all actions to do with bookings such as making and editing bookings for all staff They can enable users to logon Booking Administrators cannot manage vehicles enter new vehicles nor dispose of vehicles This role is the job of handing out keys and collecting them upon return It may also involve entering the time returned and the odometer readings of the vehicle Not all organisations may require this role Typically if a car
82. mporting the fuel file is that Open Fleet will automatically update the odometer values on vehicles if they are higher than the currently recorded odometer reading File Formats Each Fuel Company has its own file formats but Open Fleet can be configured to accept most of these To configure Open Fleet for the fuel company file format O From the menu bar select Lists Fuel Companies The first column is the name of the fuel company The second column is an inactive flag which can be ticked if the organisation does not use this fuel company any more The Header column is ticked to indicate if the first row of the file contains headings The Currancyin100ths column indicates if the currency is represented in 100ths rather than in normal currency The remaining columns indicate the column number or column position of that particular data in the file For example in the example above both companies have the Rego in the 3 column B P has the date in the 5 column while Shell has the date in the 1 column New Fuel Companies may be added in the bottom row If your organisation needs assistance with this process please email I T Guaranteed with a copy of the CSV and any notes from the Fuel Company about the file format I T Guaranteed will happily email the necessary settings wWww ITGuaranteed com au Open Fleet User Guide From the menu bar select Tools Import Fuel Transactions import Fuel Transactions
83. needs vehicle from the location nearest to them without the need for manual assignment by a human fleet controller while still conforming to the smart booking ideology These pools are only separate on the system they don t need to be physically separate eg in a separate car park Booked Vehicle Search method When booking a vehicle the user only needs to select the Pool they desire to search For example 1f the user wants a small or mid size vehicle at the Newnham Campus then they only need select Newnham Small Mid Size pool and click Find Vehicle and the software will search all of the vehicles in this pool at Newnham If there are no vehicles available in the small mid size pool the software will ask the user 1f they wish to search the wagon pool configured by the Administrators In this way users are prevented from taking a special purpose vehicle wagon minibus unless all other vehicles are unavailable Of course 1f the user desired a wagon then they could search the Newnham wagon pool first by selecting that pool in the pool chooser dropdown list Allocating Vehicles into Pools Vehicles may be allocated into pools either in the vehicle screen or quickly using the Vehicles and Pools Quicklist in the Lists Menu www ITGuaranteed com au Open Fleet User Guide Running Sheet Administrators and Key Keepers have can do more things on the running sheet than other users if they are even granted permissi
84. new odometer record is created for each odometer entry except for when the new odometer reading is less than previous odometer reading in the odometer table wWww ITGuaranteed com au Open Fleet User Guide Reversing Imports Occasionally there may be a need to reverse an import That 1s to make 1t like the import never occurred The only things that cannot be reversed are imported users and changes to the vehicles odometer field on the vehicle screen Everything else such as expenses and actual monthly odometer readings that are imported from a file can be reversed To reverse an import From the menu bar select Tools Import Reversal Reversal AE Import File to Reverse Reverse Cancel O Select the file to be reversed Click Reverse and follow the prompts wWww ITGuaranteed com au Open Fleet User Guide Monitoring Tasks Daily e Verify Drivers licenses for bookings that require it e Scan the running sheet for inefficiencies e Print out booking slips for the next day e BACK UP o o Weekly e Run the Exception Overview Report amp correct any problems e Run the Due for Service Report o e o e Monthly e Load the fuel files from the fuel companies Optional e Load the Fleet Management File Optional e Load the Odometer File Optional e Run the Due for Replacement report e Send email to drivers whose licenses are about to expire wWww ITGuaranteed com au Open Fleet U
85. ng to Sisters Creek on 28 Jul 2012 at 9 00 00 AM CostCentre Andrew Muskett Driver Andrew Musl School of Chemstry 41832 Andrea Obrien Andrea Obrie School of Sociology amp Soci OP 16500 K Bertoni K Bertoni l School of Geography amp En OP 43527 Jay Smith l Education OP 123456 041933531 0363263073 Returning to Launceston on 28 Jul 2012 at around 5 00 00 PM CONFIRM THIS TIME WITH DRIVER CostCentre Andrew Musl School of Chemstry Click to Cancel Andrew Muskett Driver OP 41832 Andrea Obrien Andrea Obrie School of Sociology amp Soci OP 16500 K Bertoni K Bertoni l School of Geography amp En OP 43527 OS ay Burleigh 041933531 0363263073 Jay Smith l Education oP 123456 www ITGuaranteed com au Open Fleet User Guide Entering the Cancellation details Wether cancelling a booking or a lift the cancellation window 1s the same Cancel Booking Reason for Cancellation Who Requested Cancellation Proceed with MN Peot To cancel the booking or lift a Enter the Reason for the cancellation Enter the name of the person who requested the cancellation Click Proceed with Cancellation to cancel the booking The booking or lift will be cancelled Cancelling Bookings with passengers will be handled as follows If one of the passengers that is travelling both ways is authorised to drive the organisations vehicles then that passenger will be
86. o 24 months In this case it would be better to create a new service type called 10000 24 with appropriate values wWww ITGuaranteed com au Open Fleet User Guide Filtering Lists Some lists such as suburbs and cost centres can get very long The filter bar makes 1t easy to quickly find specific entries Filter Box Alb c D E FIGHT ts kt IminTo PLo R S T Tu v wx Y zo 1 12 3 41516 7 8 9 e To add a new item in the list click New e To only show the list entries starting with a specific letter or number click the particular character e To enter any filter type it into the Filter Box and press the enter key Eg Entering san in the Filter Box would show all entries starting with San such as Sandybay Sandford e To show all entries click All Tariffs List Chargeback Fees or hiring charges Open Fleet now features the ability to charge late return fees including a flat rate late return fee and or a late back hourly fee changed per minute This fee can differ for each vehicle type Late Back Hou Rate Late Back Fat fee 4 0 40 00 o 2 50 110 00 2 50 110 00 0 40 00 35 00 135 00 00 00 45 00 155 00 00 00 Hourly Rate The rate charged per hour booked calculated in 15 minute intervals Daily Rate The rate charged per day booked Any booking over 6 hours is then charged at this Daily Rate Late Back Hourly Rate Th
87. o AAA E E E E E EES 32 Add anew venli AAA n 53 N Datato COME CLs E EN A E ES A E E T 55 Diver Hiro and FE Te l ta anata een pies 56 Replaicino a CIN CG a ege essen naps rs oe caees ine cetee se A EEE quae 57 De commission a VeRiCle sac22scanctassasinacdicadstaseaesaensecanadasessanaadacnastedeacsaanseaaaseaoeesaeacdece 57 A A S E E E E E E A E A 58 NA 59 A ee PEO EE e A 60 EMail 61 A A 61 POOL LIS o 63 ae 00 e E e II S E 64 Warranty Inspection Plans oooncccnnccccnonnnonnnnnnnnnnononanonnnnnnnnononnnonnnnnnnnnnonnnaninannss 64 OPUS colas 65 ORS aS AMON POCOS asar o litio rl tinta ia 67 A e e O PTE RI e 74 A E 76 DVN SS Se VV OID ratas 78 OG ORG FE A A 80 A Un In 80 Import from a fuel file supplied from the fuel company ooccccccnnncncnnnnnnnnnnnnnnn o 81 POUL TOMA an Excellence 81 Entered upon vehicle return ricccscancondasvsncesaannesdesedeacdecetoneds soveacteastinnsdesatewcteasteaelecutios 83 AANO CIUN reee a E E E E E E E 83 Double BOOKING Prevencion ei 84 Doub BooM RO eneen ne EO A 84 Service ana Repar or Ve MC ES escar a A is 85 Lapons A PP 87 FRO BC IIS arenas 88 Fraime Pael Transactions antesala 89 A A steeneee bore a aatgneseueheuaae 91 Importing Fleet Management Fees cencdsessaccseguscscavieiadeseensedabonsaacuecscavieiadereensedavonaacts 92 A A I e OS SEO O IO II O 95 Importine Odometer REAQUVES urinaria cris 96 import roman Excel Mile a A l nner ter weet rte ee 96 Where are odometer readings stored
88. on to access it A A pe Running Sheet e Je Jess Day Update Poot Selected Pools y Date 26 06 2014 Thursday 26 June 2014 Zoom 4x 26 6 27 6 28 6 29 6 30 6 177 2 7 347 477 577 677 777 a Sandy Bay 4WD 1 Vehicle ecs o A AO Sandy Bay AWD 3 Vehicles eso ecsn Hem ens fo Sandy Bay Del Yan 1 Vehicle B76AV Sandy Bay Large Cars 6 Vehicles 810DJ B52PY 0158G C16BG 01786 CO5FO B04LG e C12PP D59BB o Sandy Bay Wagons 2 Vehicles LA CI IA Sandy Bay Bus 8 seater 1 Vehicle epose E Sandy Bay External Cars 40 Vehicles O12Seat 12Seat Hire 1 12 seater C otrse EE ome Po 55 32SCSC SS ES ES gt Y B64PY B63LI Bookings may be dragged from one vehicle to another with an email confirmation able to be sent notifying the driver of the change Edit Booking Print Booking Slip Rey Que kev In Enter Kilometres Right Click Menu Right Clicking on a booking brings up a menu from which users may select a number of choices www ITGuaranteed com au Open Fleet User Guide Key in Key Out Open Fleet can record the times that the keys were actually collected and returned These can affect the hire fees charged for the vehicle booking Keying in or out a vehicle also is an aid to knowing what vehicles are immediately available in the pool Thin orange bar indicates the
89. ook realistic and are in the correct column Eg Check that the Surnames are in the surnames column the email in the email column etc Posting Date 28 20242013 y Import a For more instructions on Loading Odometer Readings from Excel see Page 96 wWww ITGuaranteed com au Open Fleet User Guide Entered upon vehicle return The odometer may be entered into Open Fleet upon return of the keys To enter the odometer reading Click the Running Sheet button Right click on the booking From the shortcut menu click Enter Kilometers Driver Winyu Chinthammit Vehicle B9 4M Blue LANCER MITSUBISHI Odometer Reading Start Poo Finish Kilometres O Enter the Starting and Finishing Odometer reading Alternate method If the Ask for kilometres after Key in is selected in the Other options section of the Options screen then the Kilometres Entry dialog box is displayed automatically upon Keying in the vehicle Adhoc entry The odometer may be typed directly into the odometer field on the Vehicle screen WebBookIT Vehicle Make Bookings Find Booking Find a Lift Reports Running Sheet Manage Users Vehicles Specs Usage Purchasing Disposal Registration gt Find Show All Vehicle ID No Model FORD FUTURA y KeysBack J paiston No EF8742 Tariff Sedan ey Odometer 0 Colour white Specs Ad MA ld wWww ITGuaranteed com au Open Fleet User Guide Double Booking Prevention Ne
90. overning laws then check the Authorised to Drive Vehicle box e Authorised to Drive ehicle Driver Details berets License Expiry 26 02 201 3 Classes Allocated Vehicle The amount of information to be entered here will depend upon your organisations policy for driving company vehicles If the user has additional classes of vehicles on their license it may be noted in the Classes box If the user has a vehicle that is permanently allocated to them but that vehicle is also allocated to a pool during business hours then select that vehicle in the Allocated Vehicle dropdown Any time this user searches for a vehicle to book this vehicle will be examined for availability first www ITGuaranteed com au Open Fleet User Guide O If the user is permitted to be logged onto the system check the Enable Logon box wW Enable Logon Logon Permissions Username ay KepKeeper Booking Administrator Cost Centre Manager Edit Read Only Access If enable Logon 1s checked then a username MUST be entered This should be the name that the user users to log into windows Set the user account type s as required Permissions Who can set User Account Types Fleet Administrators are the only account types can assign account types Booking Administrators can allow other users to log on Cost Centre Managers may only create new users but not enable them to logon Allocating Cost Centres to a Co
91. r Burleigh Jay Jay Licence Expired Manually Pool Newnham Select Vehicle Find Available Vehicle Warning Manually selecting vehicles will interrupt the smart booking feature of Open Fleet This will result in decreased capacity of the overall pool wWww ITGuaranteed com au Open Fleet User Guide Use Requisition Numbers Checking this box causes requisition numbers to show on the New Booking window Make Booking Vehicle Registration BIPW4M Red Mazda Classic Destination south sister e Enter Destination or part of eg hob Cost Centre Ledger Project Education jor a 123456 Purpose Reason for Journey Requisition No An extract of the new booking window with this setting checked Make Booking Vehicle Registration BO8WM Red Mazda Classic Destination south zizter Enter Destination or part of eg hob Cost Centre Ledger Project Education oP al 123456 Purpose Jewr Reason for Journey An extract of the new booking window with this setting unchecked Requisition Number must be entered Selecting this forces the user to enter a requisition number Purpose must be entered Selecting this forces the user to enter a purpose for the journey Maximum Booking Length Days The reason why a maximum length of booking is required is for billing details Open Fleet only bills via the General Journal report once a booking has completed Thus if a booking were to
92. rganisations internal authorisation number to purchase the vehicle Roof Cross Bars Item No The Item number in the Sales Agents Catalogue UN argo az R SIs A a Q O a a oO y z z 2 z a O p lt 0 gv O e D e o aS 5 R O 5 OD E O O O a se UN al Z vs S S s FI z Z Q La wWww ITGuaranteed com au Open Fleet User Guide Sales TA Security Gate No A place to enter a security gate Number if required Service Service Schedule according to the Due for service report owners handbook sie er ss AR Start Kilometres The odometer reading when the vehicle was purchased Suburb The suburb where vehicle is kept When using the Find a Lift screen Only bookings for vehicles housed in the corresponding suburb are displayed This is how Open Fleet knows where the vehicle is coming from and where it is returning to Supplier The Supplier or Dealer who provides the vehicle vehicle is charged out when booked icon emo inthe sake OO A O Transmission Automatic or manual or other A O Tyre Size Sizeoftyre AAA Vehicle ID No A place for an organization to enter its own internal numbering system for its vehicles Department vehicles compliance plate wWww ITGuaranteed com au Open Fleet User Guide Technical Specifications Description Open Fleet is an executable program that communicates with a database housed on a SQL server or optionally a local database to allow end user
93. river of the vehicle by only billing for the time used as opposed to the time billed Additionally with this option the booked time is also altered so that the vehicle is available for another booking wWww ITGuaranteed com au Open Fleet User Guide Passenger Billing New to Open Fleet 1s the ability to book and bill shared journeys Passenger Billing f Passengers ride free f Passengers pay equal share of leg of joumey Passengers pay equal share of journey Cost of shared trip is paid by Ledger Project jor Al 012345 The Passenger Billing Options Passenger Ride Free Full costs of the trip are still billed to the Driver s Cost Centre Passengers incur no charge Open Fleet will just handle the booking arrangements Passengers pay equal share of leg of journey Each journey is divided into two parts travel to the destination and the return leg Passengers may travel on just one or both of these parts This selection shares the cost of a leg of a journey rather the entire journey The screen capture below shows the billing split Travelling to Hobart on 05 Aug 2011 at 9 00 00 4M Cancel Name Mobile CostCentre David Burleigh Driver David Burleic Centre for Advancement Li OP doef if O Jay Burleigh 041933531 0363263073 Jay Smith Education OP 123456 Returning to Launceston on 06 Aug 2077 at around 5 00 00 PM CONFIRM THIS TIME WITH DRIVER Lancel Mame Mobile Costlentre Da
94. s Purchasing Disposal Fitted Options Comments Expenses Vehicle ID No Le 9sam Model MITSUBISHI LANCER KeysBack T Registration No B984M Tariff Sedan 4cyl gt 2000 y Odometer 67048 Colour White Add New Expense Date Odometer Expense Description Quantity Rate Cost GST Cost Centre OrderNo InvoiceNo Supplier 2 09 2010 34077 Fuel Fuel Unspecified Type 20 32 1 2602 25 99 2 36 B P 22 09 2010 777 Fuel Fuel Unspecified Type 38 88 1 1877 46 55 4 23 24 09 2010 777 Fuel Fuel Unspecified Type 39 43 1 3721 54 49 4 95 27 09 2010 36260 Fuel Fuel Unspecified Typ 21 63 1 2093 26 54 2 41 A sample vehicle expenses screen showing four fuel transactions To Access the Expenses for a Vehicle O Open the vehicle record O Click the Expenses Button on the vehicle toolbar To Open an Expense Double click on the expense wWww ITGuaranteed com au Open Fleet User Guide To Add a New Expense Click the Add New Expense Button This will display the Expense window Expense 120 Date 227097201 0 Odometer TIF Expense Type Fuel Description Fuel Unspecified Type Quantity Po a Rate o 119 Cost 46 55 GST 423 Supplier E F Order Ho Invoice Mo Ledger Project Cost Centre 7 E OODOCI Location HOBART Update Date Source File O Enter the details of the expense and click Save Non Vehicles Some organisations need to track assets that might not be vehicle
95. s as such For example Mowers trailers fuel cards and boats might fit this category If a vehicle 1s marked as a non Vehicle then that asset will not be included in certain reports These are e Vehicles e KPI Vehicle count e Vehicle Due for Replacement only if Due for Replacement Date is blank e Vehicle Registration only if Registration Expiry is blank e Vehicles Average Daily Klms Non Vehicles are included in all other vehicle reports wWww ITGuaranteed com au Open Fleet User Guide Lists The lists menu comprises the contents of all of the drop down lists in Open Fleet Some examples are Disposal Methods How a vehicle is disposed Home Garaging Why is a vehicle Home Garaged Reason Vehicle Manufacturer Registration Premium Class Service Types Service Plans for vehicles Locations of pools and destinations for travel Suppliers Vehicle Dealerships Repairs Service agents etc The list of charge out rates for hiring The Departments that Staff or vehicles belong to Warranty Inspection These lists when a vehicle is required to be inspected Plans for warranty reasons Only a few manufacturers still use this Warning When altering something in a list it will affect all vehicles or bookings that refer to that list For example suppose service type 10000 12 is changed from 12 months to 24 months Then every vehicle that uses the 10000 12 service type will have its service entry changed t
96. s the Prt Ser Print screen Button on your keyboard Create a new email right click in the body of the email and click paste To manually send a bug report Perform the action or function that is believed to be in error 2 Immediately from the menu bar select Help Send Bug Report Enter a description of the problem and click Submit Support Contact Details Email Support TGuaranteed com au Phone 63263073 Mobile 0419335310 Previous Version Open Fleet includes the ability to run the immediately prior version So if it is believed the problem came in the last update and no resolution is imminent running the previous version should be OK until a fix is issued To run the immediate prior version Click the Start button then Programs Open Fleet Open Fleet prior version Quick Support Users may initiate a remote support session with I T Guaranteed support staff This will enable I T Guaranteed support staff to view the user s screen and control their computer This tool includes a number of security safe guards including encryption and passwords wWww ITGuaranteed com au Open Fleet User Guide Firstly the remote control session must be started by the user It cannot be started from I T Guaranteed Users can start this tool by going to the menu bar and selecting Help Quick Support Secondly it also includes a unique password which is self generated and is different each time and must
97. s to manage vehicle fleets Operating System Open Fleet is successfully running on Windows XP Vista Windows 7 amp 8 computers with no problems caused by choice of operating system If your system runs the above operating system your hardware meets the requirements of Open Fleet Open Fleet uses TCP IP to communicate with the SQL server Firewall The port designated by the SQL administrator needs to be open Typically this is port 1433 Contact your SQL administrator for further details Anti virus programs Anti Virus programs should not inhibit the running of Open Fleet and to date have not caused any issues Security implications Open Fleet has been designed to install with only Standard User permissions It has even installed on computers with a hidden C drive It could be installed on USB key 1f this was required Usernames passwords Open Fleet utilises the authentication that has already occurred when the user logged onto Windows As such doesn t require any further username password authentication It doesn t check passwords at all merely uses the username of the currently logged on user to access the database Outlook Integration These functions are dependent upon your installation of Email and Calendaring Outlook Depending how Outlook is configured in your Functions organisation it may or may not work wWww ITGuaranteed com au
98. senger Passenger Passenger Passenger Passenger Passenger Cradle Coast Camp Passenger Launceston Passenger Cradle Coast Camp Passenger Hobart Launceston The Administrators View Configuring a Users Account To add a New User Click the e New User button on the toolbar or Choose File New User From the Menu Bar www ITGuaranteed com au BIFW M Silver Mazda Classic Passenger Open Fleet User Guide O It is important to enter as much information about each user as is possible Givern P SUmamE P E mail P Phone Poo Mobile Poo Default Pool A Cost Centre Ledger Project ie Email addresses are used to email the user in cases of changes to their bookings such as automatically by the system when passengers are added to or cancelled from their bookings Mobile Phone numbers are import for contacting the driver when they are on the road in cases of emergency or late return Default Pool is the vehicle pool that vehicles are selected from for the user s bookings Cost Centre Ledger amp Project codes are all set as default for the user so that when the user makes a booking these are used Each booking may have its settings changed after these defaults appear Defaults are used to save time when making bookings If the user is to drive a vehicle and the appropriate licence has been sited according to your organisations policies and your states g
99. ser Guide Video Help Comprehensive video help is available for all users It is tailored to the type of user gt WebBooklT Help WebBooklT Video Tutorials Title Duration Entering Dates 1 30 How to Make a Booking 4 76 How to Make a Repeat Booking 412 How to Find a Lift 2 14 For example a Driver only gets access to the help videos which relate to their tasks gt WebBooklT Help WebBooklT Video Tutorials Title Duration Entering Dates 1 30 How to Make a Booking 416 How to Make a Repeat Booking 412 How to Find a Litt 2 14 Help for Booking Executives 3 58 Running Sheet 11 50 Smart Booking 1 52 Pools 3 33 A Guide about User Roles for administrators 9 58 Sister Options aar But an administrator can see all help videos Videos exist to explain the best way to use Open Fleet It is in your interest to view them all wWww ITGuaranteed com au Open Fleet User Guide Support Open Fleet Administrators are entitled to free telephone or email support Prior to contacting support Administrators should e Review the specific part of this training Manual e Send a manual Bug Report see below e Make a note of what you were doing at the time or the error message A picture is worth a thousand words so if you can get a screen dump that assists significantly Other Open Fleet users should contact their Fleet Administrators for assistance To take a screen dump O To take a screen dump pres
100. ses Unlicensed Drivers and an advanced users report to keep track of who has elevated privileges Performance A KPI report to give a one page overview of the performance of the fleet and a number of Top 10 reports for example Top 10 Drivers by Cost Top 10 Cost Centres by Cost or even Top 10 Late returners which could be used to send follow up letters Exceptions A host of reports with an overview report to monitor possible problems Sample Reports Exce ption Overview Duplicate YWehicles Duplicate Users Duplicate Usernames Duplicate Suburbs Overdue for Service Future Bookings for Lapsed Licence Drivers Future Bookings for Linlicenced Drivers Overdue for Registration Exception Overview Report showing a number of problems that require resolution www ITGuaranteed com au Open Fleet User Guide lt Top 10 Drivers by Drivers by All Time Rank Driver Total 1 P 1002125 John Andrews 54395 Stephen Jabour 42130 Robert Maxwell Stewart 35655 Neill Ashman 35564 Clair Ricks 32699 Bernie Seaborn 32066 lan Werth 30926 Wendy Tonks 29335 Greg Rogers 27998 s wo 50 J MM mM 4 to Pi This Month Rank Driver Jay Burleigh Donna Lee Colin Ellings alsh Sophie Barnett Andrew Muskett Carrie Gill Simm Barry Gracie Susan Godfrey Thi Khin il 2 3 4 5 5 T 3 J 1 This Year Rank Driver Greg Rogers Cecily Roehrer Bernie Seaborn Terry Cripps Andrew Smith Stephen Jabour Rob B
101. st Centre Manager To assign one or more cost centres to a cost centre manager O Ensure the Cost Centre Manger permission is ticked ff Cost Centre Manager Edit Cost Centre Manager OQ Select the type or Cost Centre Manager e Cost Centre Manager Edit Cost Centre Manager Business Unit Manager Divicion Manager Click Edit button www ITGuaranteed com au Open Fleet User Guide Select each cost centre business unit or division that the Manager 1s responsible for Depending on the selection in step 2 you may select either Cost Centres Business Units or Divisions Select Cost Centres E Select All N74393 Community Nursing Mole Creek N74403 Community Nursing Scottsdale Aero Medical amp Med Retrieval Alcohol amp Drug Select All N 4413 Community Nursing St Helens N 4423 Community Nursing St Marys N74433 Community Nursing Westbury Longford N 4443 Community Dementia Service N75233 Personal Care Launceston N76103 Home Help Launceston N76303 Home Maintenance Launceston N77013 Day Centre Beaconsfield N77023 Day Centre Campbell Town N77033 Day Centre Deloraine N77063 Day Centre Scottsdale Select None N77093 Day Centre Westbury N78013 COS Campbell Town N78033 COS HACC N78083 Meander EACHD Packages N78113 Regional Health Services Meander Valley 7 N78123 Regional Health Services Dorset Scottsdale ae Cancel N78133 Community Palliative Care North v Asset
102. tered plate Date Ordered The date the order was made Date Purchased The Date that the Vehicle Arrives Vehicles on order report will show in this report while Date Purchased is blank O QI Q O O E 5 5 Y S a a 2 O Y J 5 gt 0 i Cl v O O lt 5 oO 6 DH Once iDate Purchased is not blank the vehicle will show in Vehicles report Asset List Vehicles Registration Expiry Report Vehicles Purchased Report Home Garaged Vehicles Report Vehicles in Cost Centre Non vehicles Vehicles Average Daily KLMs report As A AA Indicates if the car has been If checked the vehicle will no longer disposed display in reports or be available for wWww ITGuaranteed com au Open Fleet User Guide PO IO E on the disposal report Pe permanani ascos is veto permanently assigned this vehicle driver for this vehicle from the Users Drop Side Tray Due for Replacement The date at which the vehicle should Due for Replacement Report date be replaced Due for Replacement The odometer reading at which the Due for Replacement Report KLMs vehicle should be replaced Engine No Engine Number on the vehicles compliance plate Engine Capacity Eg 3 Litre An indicator that this vehicle should Prevents this vehicle from showing not be included on utilisation reports jon Utilisation Reports A space to enter existing damage on Printed on pool Booking Slip to let the vehicle drivers know the organisa
103. tes the need for booking fees though hosting solutions are available if the client organisation prefers Open Fleet is task focused For example screens titles are Book Vehicle or Find a Lift This will assist current transport staff by reducing the learning curve and anxiety level that would normally occur with new software Rather than think about the new software staff can just remain focused on the task that they are performing The software is written by Jay Burleigh who has twenty five years experience in the field of Information Technology Burleigh s fleet management software has been in use for almost 15 years Client references sites are available Burleigh has continually delivered first rate service with minimal to zero downtime IF YOU ARE NOT SATISFIED WITH THIS SOFTWARE WITHIN YOUR CURRENT SUBSCRIPTION PERIOD OR WITHIN 12 MONTHS WHICHEVER IS THE SHORTER YOUR CURRENT SUBSCRIPTION WILL BE RETURNED TO YOU AND YOU MAY CONTINUE USING THE SOFTWARE FOR THE REMAINDER OF YOUR CURRENT SUBSCRIPTION THIS WARRANTY IS IN ADDITION TO ANY STATUTORY RIGHTS Training and demonstration videos are available at http www itguaranteed com au www ITGuaranteed com au Open Fleet User Guide Printing this Manual This manual is not a static book It changes and grows as do the functions of Open Fleet For this reason printing this manual is not recommended If your intention is to take the manual out in the sunshine
104. thly f End After 5 ccurances OA C End By 371 1272009 Scheduling Daily Repeats Repeat C No Repeat Every fh Week s on Monday Tuesday Wednesday Thursday COS E Friday r Saturday in Sunday C Monthly f End After 5 Oecurances OR C End By 71 12 2009 Scheduling Weekly Repeats Repeat C No Repeat ie Day fi of every h Months C Daily e lof every Mionth s o Weekly First Weekend Da Fas Monthly mi pez C End By 31 12 2009 Forth Tuesday Last Scheduling Monthly Repeats Changing Recurring Bookings Changing the date or times of an existing recurring booking or in fact changing anything of a recurring booking only changes the one booking It does not affect any other booking Those other booking will still remain at the same time Similarly Adding passengers to a recurring booking only adds the passengers to one booking They passengers are not added to all recurring bookings www ITGuaranteed com au Open Fleet User Guide Outlook Integration Vehicle bookings may be easily entered into a users calendar at the click of a button giving the driver an easy reminder of not just the booking but also the vehicle and any extra details the fleet administrator wishes to inform them of This function is dependent upon your installation of Outlook Depending how Outlook is configured in your organisation it may or may not work Booking 64005 Burleigh David 05 08 2011
105. tion is aware of the damage i When is the new vehicle expected to Date arrive from the dealer inal KLMs The last odometer Reading irst Aid Kit Fuel Card 1 Pin The PIN for the 1 fuel card Fuel Card 2 Pin uel Card No 1 uel Card No uel Company Card 1 uel Type Usually Unleaded or Petrol Funded By The cost centre that funded the purchase of the vehicle A place to enter the Green Guide rating Is the vehicle permitted to be kept at If used as a pool vehicle then it can the driver s private residence only be booked out during the office hours set in Options The running i Why is the vehicle Garaged at a Reason private Residence Hybrid Does the vehicle have a hybrid engine nvoice No The suppliers invoice number ire Extinguisher OO Tj T TI T T tT HSC a T A RAS Bl Es Ele O S ma DIS ajo O gq l O a O UN Oils Ik J 310 21 El E o B N lt go S g o 3 lt 7 T Q amp Q a NO O y y o 0 h E 2 O O 3 Lo Q gt lt O h D N a h Cc D sheet will show it as unavailable after hours and on weekends the vehicle have been returned serviced i The odometer reading the last time Due for service report DI AS T Hol A al Ty S 0 O ojo 2 os 3182 0 N Ol y wS gt 8 Q OVE Q D 7 z AS 5 Oo a l amp 5 pa alz lt D e E QD O UN E o N e UN lt pd O wWww ITGuaranteed com a
106. to book if there Search are none in this pool this field specifies which pool should be search next Pool Location This is used in the Find a Lift function This specifies where the vehicle is permanently stationed In the Find a Lift function the location used here is searched for a vehicle that is due to return Pool Email This message will be emailed to the driver when the Message Email Booking to Driver function is used on the Booking screen Recommended usage a short message to tell the driver where to collect the vehicle Pool Booking Slip This message is printed on the Pool Booking Slip Message Suggested use Put the contact details of the Pool manager for this pool on the vehicle wWww ITGuaranteed com au Open Fleet User Guide Service Types List The service types list stores the different kinds of service types that your fleets vehicles may have IA BiC D E F G H 1 y kit mino P alR s T u 1271000715000 15000 15000 le Ol 121500 15000 15000 15000 12 L 12715000 15000 15000 12 O 120 000 s000 30000 12 O 122300015000 15000 15000 12 Li The First service field indicates the odometer reading that the vehicle should be first serviced The Service KLM Interval field indicates the odometer reading that the vehicle should be serviced following the second and subsequent services The Service Date Interval field indicates the time in months between subsequent services Some organisat
107. to store information www ITGuaranteed com au Open Fleet User Guide First run The first time Open Fleet may ask for all of your details It is important to enter all details Some details such as email address may be needed in the event of changes to your bookings and some may be needed to contact you on the road such as your mobile phone number D My Preferences Giver Jay Surrame Burleigh Email JJayb ITGuaranteed comau Phone 0363263073 Mobile D419335310 Default Pool Newnham Cost Centre Education Ledger W Project 123456 Background Colour cons O Enter in ALL details and select a default pool and cost centre Click OK to save all changes You are now ready to use Open Fleet www ITGuaranteed com au Open Fleet User Guide The Screen Open Fleet features an easy to use MDI Multiple Document Interface complete with toolbar and menu bar Open Fleet File Edit Lists Reports Graphs Tools Recent Window Help pra eje EE New Booking 4 Findalit amp tlk Feat Sheet KPIs Dates Last Financial Year y From 01 107 2011 To 20 06 2012 y sa Aug Sep KPI Hours Booked 15847 18156 15476 20379 24079 22424 7621 20576 14432 10407 9972 553 179922 Income 116620 135988 113988 136401 157923 142401 55103154087 106761 81044 70779 3974 1275068 Vehicle Purchases 122631 136984 24182 31331 33080 55601 177098 185592 766500 Vehicle Purchases Count 5 4 1 1 1 2 6 5 25
108. u Open Fleet User Guide the vehicle was serviced Lease Price The monthly cost of the lease posted to E AI AS Mat Set ION Model The model and Make of the vehicle Non Vehicle Is this a trailer a boat or a mower If yes then the vehicle is not shown in these reports Vehicles KPI Vehicle count Vehicle Due for Replacement only if Due for Replacement Date is blank Vehicle Registration only if Registration Expiry is blank Vehicles Average reading number to purchase the vehicle hone AAA Pool Which pool if any does the vehicle belong in Pool Booking Slip The specific message that is printed Message on the pool booking slip about this vehicle Premium Class The Vehicles Premium Class according to the motor registry department DMV Project Which Project do expenses get posted to urchase Method Leased or Purchased urchase Price The final Purchase Price Radio Pin The PIN code for the radio after the battery has been removed The region that this vehicle belongs When Region filter is used only in vehicles that are in that fleet administrators region are shown on orts Region rep iry The expiry date of the registration ee Registration No lhe number on thenumber pate J OO OO OO Oo Replaced by The registration number of the vehicle that replaces the current that replaces the current one vehicle Replaces The registration number of the vehicle being replaced being replaced The o
109. vehicle management and pool booking Setting up and configuring Open Fleet requires considerable planning and work The Getting Started section guides administrators thought the tasks that must be performed These include e Determining Fleet Administrators e Determining Other Important Roles e Determining and Implementing Organisation Policy e Configuring Lists e Organising Pools e Entering Vehicles e Entering Users e Entry of existing bookings Determining Fleet Administrators Fleet Administrators are responsible for managing the entire Open Fleet Software Package This includes such duties as Vehicle Purchasing and Disposal Regular Servicing amp Maintenance Tracking Expenses Setting higher level access for certain users and implementing organisational policies and procedures Hopefully as you are reading this section your organisation will have already determined that you are to be a Fleet Administrator Congratulations We at I T Guaranteed hope that your job is made easier through the use of our software If at anytime you have any ideas for improvements them let us know Now that you have one Fleet Administrator it is advisable to select at least one if not two more Two Fleet Administrators are recommend plus one more as a back up Smaller organisations may have to make do with only one Having more than one fleet administrator provides coverage in the case of illness or other staff leave It also prevents ad
110. vid Burleigh Driver David Burleic Centre for Advancement Lt OP Passengers paying equal share of leg of journey wWww ITGuaranteed com au Open Fleet User Guide Passengers pay equal share of journey This selection simply divides the full cost of the journey by the total number of travellers Travelling to Hobart on 05 Aug 2011 at 9 00 00 Arl Mobile CostCentre David Burleigh Driver David Burley Centre for Advancement Li OP Bae ie O Jay Burleigh 041933591 0363263073 Jay Smithtl Education UP 123456 Returning to Launceston on 06 Aug 2011 at around 5 00 00 PM CONFIRM THIS TIME WITH DRIVER Mobile CostCentre David Burleigh Driver David Burleic Centre for Advancement Li OP ate Passengers paying equal share of journey Cost of shared trip is paid by Some organisations like to provide a stimulus to vehicle sharing Thus they may wish to offer that the entire journey of a shared ride is paid for by a separate cost centre This selection permits that option This option prevents users from having a default project number This option prevents users from entering a booking with a O zero for a project number Set this option to choose what date range annual reports in your organisation default to Users can manually choose other date ranges Set this option according to your organisations first day of the week policy This affects the billing cycle as items billed on a Sunday will be included in
111. w to Open Fleet is double booking prevention A double booking is when a vehicle is booked more than once for an overlapping time span Double Booking Prevention does not stop entirely double bookings but 1t does severely limit it to Administrators who are intent on making it happen Normal booking should not cause a double booking to be created Itis only when manually selecting vehicles that a double booking could occur But now in Open Fleet manually selecting vehicles is limited to selecting from the vehicles that are available for the dates and times specified It is still possible to create double bookings by e Creating a repeat booking using a manually selected vehicle if Prevent Double bookings is not checked in options e Dragging a booking on the running sheet to another vehicle that already has a booking In these cases no prevention of doubling booking occurs Double Booking Report A new report in Open Fleet reports on upcoming double bookings giving the administrators the opportunity to resolve the problems Double Booki ngs From 14 08 2012 x To 13 09 2012 Booking D Booking Clash Registration Pool Driver 2209207 2 This report is also summarised in the Exception Overview report 30 08 2012 31 08 2012 16 08 2012 23208207 2 17 08 2012 24 06 2012 rr09 2012 720922072 20092012 209207 2 22092012 2209207 2 909 2012 54094207 2 wWww ITGuaranteed com au 64034464 5 64635 46475
112. xpired according to Open Fleet Booking Legal Warning The Booking Legal Warning must be checked before a booking can be made certify the above named driver holds a current licence to drive this motor vehicle A sample booking legal warning No Vehicles Text This is the message that displays when no vehicles are available to be booked It is helpful here to include a phone number that the user can call for assistance Late Return Email Message This message template may be sent to drivers that return bookings late When a booking is keyed in late the operator will be asked 1f they wish to send a late return email message The prefilled message opens on the operators screen ready to be edited or sent wWww ITGuaranteed com au Open Fleet User Guide Odometer entry Keeping track of the vehicles odometer readings is a crucial task in managing a vehicle fleet The odometer 1s used to track e Next Service Dates e Vehicle Replacement dates change over e Unauthorised vehicle usage Open Fleet has a number of ways of capturing the vehicle odometer readings e Monthly Audit e Import from a fuel file supplied form the fuel company e Import from a CSV comma separated Value file e Entered upon Booking return e Adhoc entry Monthly Audit This method involves printing a report from Open Fleet and taking the report to the car park and recording each vehicle s odometer reading This method will only update the current o

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