DriveRight VMS Getting Started Guide
Contents
1. DAVIS I DriveRight Vehicle Management Software Getting Started Guide Product 8180 8185 Product Number 8180 8185 Davis Instruments Part Number 7395 063 DriveRight Software Getting Started Guide Rev C Manual December 3 1999 Davis Instruments Corp 1999 All rights reserved This product complies with the essential protection requirements of the EC EMC Directive 89 336 EC DriveRight is a registered trademark of Davis Instruments Corp Windows is a trademark of Microsoft Corporation TABLE OF CONTENTS INTRODUCTION 5 races a Sree Se ae wee Cn COR or e Decl COMPONENTS au iesu eee o et e E COR I teeta RR CRUS 2 System Requirements 0 0 0 ce enn 3 UJ CONNECTING THE DRIVERIGHT TO YOuR PC INSTALLING THE SOFTWARE ee nn n n nnns A ISoftware Shortcut Option 20 cece eres 4 Network Installation liem 4 GETTING STARTED 4 teenie ier Rosy cR wc eee a D Planning for Initial Software Use lssslseese eee 5 Starting VMS n torrie pinnae Geos Wad ahd dere eo Ae in 6 Configuring VMS eina ue us liek qatar ey ek kl ee RO ae a 6 Select a Language 2 tees 6 Enter Your 8 digit Registration ID Code 0 0 0 cece eee 6 Test the DriveRight Link 1 0 0 0 ccc 6 Set Time and Date esr ee emm ante alae ace hoa eae et 7 Set DriveRight ID Codes for Individual Vehicles 00 eee 7 Set Preferences iocos exe aad ed Pate Wa ea eae2. For a more comprehensive intro duction to VMS please refer to the documentation files accompanying this install see the DriveRight Software DOC folder on your PC once you complete this install NOTE This guide presumes familiarity with standard Windows oper ating system conventions e g double click Consult your Win dows 95 documentation for help with unfamiliar Windows terminology Components Page 2 Before installing the software on your PC make sure your package includes the following components 1 DriveRight hardware module A black interface box to connect the Drive Right to your PC QO DriveRight connector cable A cable with stereo plugs at both ends to con nect the DriveRight to the hardware module m Serial port connector cable A cable with telephone plugs at both ends to connect the hardware module to one of the PC connectors listed below L1 DB25 connector and DB9 connector A 25 pin and a9 pin connector with telephone plugs to connect the serial port cable directly to aserial port in your PC L3 Four DriveRight software diskettes System Requirements The software requires the following m 486 25 Pentium recommended computer running Windows 95 at least 10 MB free hard disk space one free serial port COM1 2 3 or 4 mouse recommended 8 MB of Memory 16 MB recommended VGA SVGA Monitor 800 x 600 display recom mended CONNECTING THE DRIVERIGHT TO YOUR PC To communic
3. commands This manual uses the notation Select Filellmport Dos Data for menu commands The first part of the notation File represents the menu name the second part Import the sub menu name where applicable and the final part Dos Data the command name Configuring VMS Follow the steps below to configure the software and connect to the DriveRight console 1 Select a Language A dialog box appears when the program first starts up to allow you to select which language you want to use for operations and reports Select from English French Ger man Dutch Spanish and Swedish then click OK Enter Your 8 digit Registration ID Code A dialog box will prompt you for your 8 digit code You can find this code on the registration card accompanying the software Test the DriveRight Link Select Setup Serial Port Select the serial port that the DriveRight hardware is using Make sure that the DriveRight is connected and activated and the console displays the word CURRENT Press MODE ifthe display is blank If you do not know which port you are using click Auto Detect The software will automatically search for the serial port NOTE If you are working on a network ask the network administrator Page 6 to assist you in selecting the correct serial port If the auto detect fails you can try to manually detect the correct serial port by checking your system configuration in the Windows 95 control p
4. current Drive Right console settings including the DriveRight calibration number from the connected DriveRight Check these set tings and change them if necessary Then press the Set but ton to upload the settings including the DriveRight ID back to the DriveRight console NOTE This window contains critical information Double check that the calibration data is accurate to ensure the correct calcula tion of distances and speed Also check the DriveRight ID to make sure that data is correctly linked with specific vehicles ADVANCED OPTIONS Page 10 1 Set a Corporate Structure Select Setup Corporate Structure The Corporate Structure allows for up to three levels of a company to be categorized for more detailed reporting Name the levels you plan to use at the top eg Division Region and Branch then name the participating units Division Drilling Testing Region USA EU Gulf Branch Houston Aberdeen If you plan to use less than three levels start at the third level and name any unused levels N A or Unused since VM S needs to hold a placefor all three levels Once thelevels are established you will be able to assign drivers and vehicles to each of these levels Set Driver Groups Select Setup Drivers Group Name Definition Click the Add button to define a driver group e g Sales Engineering etc Repeat this step for each group Set Driver Schedules by Day Select Setup Drivers Day Sche
5. 7 Set Download Options 0 0 ce n 8 Set Automation Options 0 0 0 0 ceca 8 Set Driver Profiles 6 0 0 cee ae 9 Set Vehicle Profiles 0 0 eh 9 ADVANCED OPTIONS leeren nese nn nnn LO Set a Corporate Structure 2 0 ee ees 10 Set Drive GROUPS 2 sii ot cay ah ee ae ae ee es 10 Set Driver Schedules by Day 0 0 ccc eect eee 10 Set Driver Schedules by Week 1 0 cece cee tee 11 Set Service Schedules Trip 500AL only 0 ccc eee eee 11 Set Expense Categories 0 0 ee tees 11 Set Frequent Destination Addresses 1 0 0 0 00 c eee eee 11 Seb ROUEes erc d ce ids etel kare Ba bd eue agence eared 12 DOWNLOADING DATA s nnn nnns 12 ADDITIONAL SOFTWARE TOPICS een nnne 12 Using Filters and the Active Range 0 6 eects 12 Reporting na cep er nO P E UE are ee Sed eae MERI 13 Passwords ora eese Yu Ra Uude e e MEME A dts 13 Symbols 3 2 shes ed viel Sede Gale pea eae RO UP Meee ed 13 Importing Data From a Prior Version 0 0 0 0 cece eee 14 Trip Records 77 uester ave Lacan ease een ak Ae 14 INTRODUCTION The DriveRight Vehicle Management Software VM S package allows you to store view and manipulate DriveRight data on your PC More specifically VM S provides tools for sorting tracking scheduling analyzing printing and graphing data for a number of individual DriveRight units This guide is intended to get you up and running with VMSin the shortest time possible
6. anel 4 Set Time and Date Select DriveRight Set Time amp Date Make sure that the DriveRight console is activated and the console displays CURRENT When you set the time and date in VMSand click the OK button the time and date you specified should appear on the DriveRight console 5 Set DriveRight ID Codes for Individual Vehicles Select DriveRight Set DriveRight Each DriveRight console is calibrated for a specific vehicle and the ID code is what links the console to the vehicle datain VMS Read any calibration set during vehicle testing change set tings for the DriveRight console and give it a unique Drive Right ID code Later when you add vehicles to the software configuration you will completethis console VMS data link 6 Set Preferences Select File Preferences Units The dialog box that appears contains the following options T Unit Mode Specify the distance and speed units you want VMSto use i e English or Metric L1 Date Mode Specify the date format you want VMS to use including separators and leading zeros Every date you enter in VMS will need to follow the format you choose 11 Time Mode Specify the time format used in the software eg AM PM or 24 hour clock Every time you enter in VMS will need to follow thefor mat you choose QO Currency Specify the preferred currency Page7 7 Set Download Options Select File Preferences Download Options The dialog box tha appears co
7. assification and for different degrees of detail in accounting for driver and vehicle informa tion We recommend thinking about the following questions so that you can tailor VM Sto your needs LJ Fleet Structure Arethere several branches to my organiza tion What does my corporate tree look like Within a certain location are there separate groups of drivers and or vehicles want to track These are implemented using a Corpo rate Structure Definition Group Name Definitions for drivers and specifying Fleet Numbers for vehicles m Tracking Schedules Trip 500AL only Do want to set up a filter to check that driv ers enter the proper trip type This capability is found under Day and W eek Schedules m Cost Tracking Will use the software to enter vehicle costs such as gasoline and maintenance Costs areas are defined as various Expense Categories O Trip Details Trip 500AL only Are routes and destinations to be entered for each trip Setting up known addresses and routes is enabled under the Setup Trip options L1 Password Protection Do I want to protect all or parts of the data from unauthorized viewing and alteration Multiple users can be specified in the Pass words section Page5 Starting VMS To start the program double click the shortcut icon on the desktop or select DriveRight Software from the Start menu Across the top of the main program screen is the menu bar which contains all of the program
8. ate with the DriveRight connect the DriveRight to a serial port on your PC using the hardware and cables as shown below IBM Compatible J Serial Port Connector Cable DriveRight DriveRight ivaRi Hardware DriveRight Connector Module Cable You can connect either the DB9 or DB25 connector to any free serial port The hardware module may remain connected to the PC permanently To download data from the Drive Right connect the free end of the connector cable to the DriveRight device at the time of the download Page 3 INSTALLING THE SOFTWARE Follow the instructions below to install VM S 1 Insert the Install disk in the disk drive 2 Run setup exe from the Install disk You can run the setup in one of two ways Either click the Start button to open the Start menu and select Run In the Run dialog box type a setup exe where a is your floppy disk drive and click OK Or alternatively double click the My Computer icon In theMy Computer Explorer window that appears double click your floppy disk drive most likely az Then to run the setup double click the setup exe file 3 Follow the instructions on the installation window to com plete the install process Software Shortcut Option To display the DriveRight icon directly on your desktop drag the newly created icon to the deskt
9. cords we advise saving fuel tickets tickets from service stations etc You could be asked to send these in as well DAVIS E Davis instruments 3465 Diablo Avenue Hayward CA 94545 2778 510 732 9229 Fax 510 732 9118 E mail info davisnet com www davisnet com driveright
10. dules Click the Add button to name and define the schedule s used by driversto perform their duties You may specify dif ferent trip types private business commute etc for each period Repeat this step as needed 4 Set Driver Schedules by Week Select Setup Drivers Week Schedules Click the Add button to name and define week schedules eg working week holiday external duties You can spec ify the Day Schedule for each day of the week by using the drop down menu Repeat this step as needed 5 Set Service Schedules Trip 500AL only Select Setup Vehicles Service Schedules Click the Add button to name and define Service Schedules e g Mazda Ford Once you define a service schedule you can assign it to a vehicle and upload it into the DriveRight Trip 500ALs to notify drivers when it is time to bring the vehicle in for service To assign a schedule to a vehicle see Set Vehicle Profiles on page 9 Enter each event sepa rately e g one entry for 30 000 mi one for 60 000 mi but unite them under the same service schedule name e g M azda 6 Set Expense Categories Select Setup Vehicles Expense Categories Click the Add button to specify expense categories here if you want VM Sto assist with calculating expenses e g fuel depreciation insurance etc Repeat as needed Once you define the expense categories you can enter vehicle expenses into the VM S system 7 Set Frequent Destination Addres
11. ethe location of the existing data and ask you if you would liketo add each vehicle it identifies If a vehicle already exists you will havethe option of adding more data to it For each new vehicle added a new driver is also added Information you entered in the Setup Vehicles of the old software is automatically transferred to the new software Software preferences units time format etc are not transferred Trip Records With the DriveRight Trip Computer simply download trip data to the PC and then specify the address you visited With the DriveRight Trip 500AL you may specify the address you are planning to visit at the start of your trip using the 4 digit Location ID Activate the Use DriveRight ID Code as option in File Preferences Automation Options to have VMS automatically add addresses when trips are downloaded Make sure you give each address a unique 4 digit location ID If you print the Reports Database Reports Addresses Short List and take it with you on your trip you can enter the Location ID into the DriveRight display You may also set the 500AL to warn you when no code is entered You may print the trip records using the Reports Trip Tax Report option Asthe software has already combined the addresses with the trips just print the data and send it as part of your report to the appropriate tax agency For more help see the online help guide NOTE In order to make a reasonable tax case for the trip re
12. ntains the following options 1 Synchronize time and date after every down load Thisoption resets the DriveRight to the system time and date after each download If you select this option check the system time and date regularly to ensure accuracy T Log accident data after every download Include accident log data in the records only available on DriveRight models with accident logging facilities m Use DriveRight ID Code as Location ID or Driver ID Trip 500AL only With the DriveRight Trip 500AL you may spec ify a Driver ID usingthe code on the Drive Right If only one driver uses a vehicle the code may be used as a Location ID To specify a Location ID for each address select Setup Trips Addresses explained below Then at the beginning of a trip specify the Location ID in the DriveRight console When downloading the DriveRight VMS interprets each ID asthe destination of each trip 8 Set Automation Options Select File Preferences Automation Options T Automatically use last trip destination as next trip origin Automatically assign the destination address of agiven trip asthe originating address of the next trip Page 8 m Automatically update changed records Each VMS data entry display includes an Update button If you choose to automate this function updates will be made automati cally whether or not you click the Update but ton T Automatically update odometers When downloading or adjusting da
13. op Or alternatively you can create this shortcut at any time by right clicking on the desktop selecting New and then Shortcut from the right mouse button pop up menu clicking the Browse button to seek out the software s installed location and then double clicking the DriveRight icon Network Installation Page4 To install the software on a network follow the normal instal lation instructions and specify a folder on the server as loca tion for the software In a network scenario the network administrator grants access to the software configures the database engine to enablethe software to locate necessary files and specifies a folder to maintain the locking file that assigns individual user rights ADMIN NOTE Include the location of this folder in the path command or repeat the installation procedure for each client PC If you specify the same folder for the locking file as selected in the software install abave only the database engine will be installed and multiple users may share the software GETTING STARTED This guide introduces the most commonly used VM S features All software features including some not covered here are covered in the help file and printable user s manual found in the DOC folder of the DriveRight Software folder Planning for Initial Software Use This software package has many features for tracking vehicle information use and associated costs The software also allows for several layers of cl
14. se and other features is avail able in theonline help file and in the printable manual and readme files found in the DOC folder of the DriveRight Soft ware folder Using Filters and the Active Range Page 12 Sincethe software database holds all relevant information for an unlimited number of vehicles drivers and trips the infor mation may quickly grow to a size too unmanageable for timely analysis Several features are built in to help manage the data Filters are routinely availableto help isolate data by date driver or any other parameter found in the database Thefilter dialog will appear any time a report or operation could benefit from limiting the amount of data presented See the online help filefor details about how to input the range sought by each filter option Reporting Passwords Symbols The Active Range is another powerful tool to isolate data By enabling the Active Range a group of dates or vehicles may be globally isolated from the overall database All operations will then take the isolated portion as its starting point before any additional filters are added The reporting tools are perhaps the most valuable aspect of VMSfor vehicle managers and other administrators The Reports menu offers tools for determining use and safety information In most cases the amount of information needed for routine operations is only a small portion of what is available We recommend that once data is a
15. ses Select Setup Trips Addresses Click the Add button to enter the addresses of frequently visited clients delivery points or other routine destina tions To easily link a client to specific trip data at a later stage specify a client search name and a unique 4 digit Location ID for that client now For more information on this function see Set Automation Options on page 8 To specify many addresses quickly you can import them using theFile Import Addresses menu option Page 11 8 Set Routes Select Setup Trips Routes Click the Add button to name and define a route including each of its legs Repeat as needed When completed indi vidual trips may be assigned to one of the established routes DOWNLOADING DATA Oncethe data connection is established and the software is configured you are ready to collect data and transfer it into the various database files Select DriveRight Download DriveRight to download the data collected by the DriveRight console onto your PC If the DriveRight is properly calibrated and assigned the data will be automatically linked to the correct vehicle If you desire you may add information to this data using the Database Trips menu option ADDITIONAL SOFTWARE TOPICS Once you begin collecting data you can use VM Sto report fil ter import and record the DriveRight data Thefollowing sec tion provides a brief overview of these and other functions More information on all of the
16. ta the stored odometer values of the vehicles con cerned will be recalculated automatically 9 Set Driver Profiles Select Setup Drivers Add Remove Update Drivers Click the Add button to name and define each driver s specifications Enter aunique Driver ID for each driver e g 1234 If you later define some of the advanced options on page 10 eg Corporate Structure Driver Groups and Schedules specify those here as well Repeat this step to add driver profiles as needed 10 Set Vehicle Profiles Select Setup Vehicles Add Remove Update Vehicles Click the Add button to specify the name of a vehicle s usual driver Depending on the DriveRight model the spec ified name may be linked to the collected information NOTE When a DriveRight without Driver ID is used for several driv ers simply assign the new information in a DriveRight con sole to any driver by changing the vehicle s default driver before downloading In the Vehicles window beneath the default driver section specify vehicle data e g Model Type and License If you later define Service Schedules see page 11 you can specify one here After you download data from the DriveRight console you can specify the starting odometer as well Possible devia tionsfrom the actual odometer reading may be adjusted by increasing the starting odometer Page9 The DriveRight settings are shown in the bottom portion of thescreen Click the Read button to read the
17. vailable managers and admin straters run initial samples of all desired reports Those which the manager administrator finds most valuable could then be made part of a routine weekly and or monthly reporting schedule For summaries of driver and fleet data we recommend check ing out the following reports Driver Performance Score Cor porate Reports if you have set a corporate structure Trips Graphical and Aggregated Trip Information By default VM S sets no passwords This default mode permits anyone running it to perform any and all of the available functions The password feature allows access rights to be granted to particular software users in various degrees The first user has full access and can then create other users with specific rights to view print and modify data The creation and use of symbols may save time when a cer tain group or time frame is often isolated in a filter By creat ing a symbol the set of characters 01 01 1998 31 01 1998 may be called January 1998 when using a datefilter The software comes pre loaded with numerous defined symbols each of which can be added by pressing the Add Standard Symbols button in the Setup Symbols dialog box Page 13 Importing Data From a Prior Version If you are upgrading from a prior version of DriveRight soft ware use the File llmport Dos Data menu item to convert existing Dos data to this new Windows version The dialog will prompt you to indicat
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