FM Planner user manual chater 1
Contents
1. TE 21 Fib re 32 BLOCK BOOKINGS CTE 22 D3 ACV ONCE BOOKING 23 Pigure 34 Advance BOOKING alalt 23 ELSA SO ANTI OW Va a alaalia 23 30 AS ena BOOKING toa JOD ta 24 78201915 24 TASUTA Do JOD SEALS emin a A esta 25 TASUTE 39 JOU OVC SAMPLE Seles aE 25 5 405 WOK VICW viz 26 Week view Sample ices Selects tek ainumas tln alg si cel ad kalana abies ha in dl oe can he taal os nile sein 26 TALLE AD TENA aes Mala sa tek is cate sia ek ial rahe a ha aie 27 DS ACCESS TNE LERENA ou hice ue sa 27 FLUER L LEONA SOM E NENET RENERE O aaa 27 T ALULELI SEL SMS SCIPS JOE TA SKS 28 ONS VIS SCHIP I aastaajal lemma 28 T ALULE 47 ACCES laatu aiamaa lemma 29 ROLASEREGUVE lemma aaa 29 223 077972 70107 20 10705 SN TA TE A AD aI MAK Oi 30 T eure 30 ROL SOUPE eR 30 TUGUPE DLS WEEK IROL aaa 30 Teure 92 BOOKING IRCOCCUIT CIE2. E oe RR 31 T CUE ISo REOT FCCC RRS 31 LOS LE I4 VRS REEK AA nakatama naene jaaa 32 PU CUTE DVO ALE CCN US Gece Sars tn oh esse N OE 32 PF UGUTC DO SCLCCHIING EVDO OLL ESL EE lips A T 33 TAGULE OL TING AC T CHS AES il aatatel A j eta alaliik s 33 Figure 58 Figure 59 Figure 60 Figure 61 Figure 62 Figure 63 Figure 64 Figure 65 Figure 66 Figure 67 Planner Manual V1 0 4 docx KEHAMASS USE FOR WER coho wos died 33 SANDLER UNIT 34 Appo mmen SUD 34 ADD OUUIMICTN SLD lll NE 34 Complianee Nonce Bulon 35 COMPLIANCE NON CO tsa 35 Create SOD ARA REEK laona da 36 Check indthe Venicle for 164 36 Vahdat hasien a sd 37 Test Kesult on BOOKIE orrena Aes 38 Planner Manual V1 0 4 docx 1 Log In To log in to FM Planner double click on the icon on the desktop and enter your user authentication code Secure Login tleetminder Close window X Figure 1 Log In Once the user has succe
3. O fleetminder FLEETMINDER PLANNER MANUAL v1 0 4 Planner Manual V1 0 4 docx Planner Manual V1 0 4 docx Table of Contents 1 6 2 Bay vadi e 7 3 oss 8 CANS Dale aseainena 9 DEL EEEMISSIONS A aaa aaa aa aaa 10 Change DCD ONG al aia aal isa alia A aas aa 12 Ja Create a aaa a 15 PUI 13 7 2 aa EOT 17 7 3 Add EBOOK E reri 18 S Modiy A BOOKINE 19 9 hange he Date for a BOOKS sitsiillane 20 10 Block os 21 Ii Advance BOOKINGS 25 aeda ae 24 13 View a Bull Week by 26 145 View Bookimes Eesend 27 15 Seida 28 15 1 SMS Sent when booking CrEALEAisvstsus se kivt osvdistvvaadks vsasmt divat lasad l tete vi 28 19 24 alia a
4. 14 View Bookings Legend A preview of the legend is displayed when the user is creating a booking The legend represents the status of the booking from creation right through to the closing of the job 1 4 Figure 42 Legend You can also view the legend by clicking on Options and View Legend FM Planner Current Depot ASC Software Ardee David Mur Options View New Booking Quotations Tasks Bays Show Bookings Current Date Refresh Schedule View Legend Rota Schedule Figure 43 Access the Legend The legend is then displayed Figure 44 Legend sample 2d Planner Manual V1 0 4 docx 15 Send a Reminder SMS There are three ways that the user can send an SMS 28 15 1 SMS Sent when booking Created When the task is created or edited the user has the facility to associate a related SMS text message These message templates are created in the main Fleetminder module If SMS is switched on and the customer associated to the booking allows SMS messages then the Planner will prompt you to send an SMS when the booking is created Task Name P30 P30 Pit Ony Duration mins Figure 45 Set SMS Scripts for Tasks 15 2 Batch SMS A facility is available that automatically sends an SMS reminder to customers that have a booking on the following day To avail of this facility please contact our support department 15 3 Sending an Ad Hoc SMS There is also a facility to send an SMS from within a
5. Pit Only Mot Printed yet k Print Reminders Figure 38 Reminders list for week Once the print reminders button is clicked the selected reminders will be printed with the registration number and correct date and time appearing on it 33 Planner Manual V1 0 4 docx TEST Application for a public service vehicle licence and certificate of fitness The certificate of fitness forthe above vehicle is approaching its expiry date An appointment has been allocated for you to present a suitable vehicle for a certificate of fitness inspection on the 23 03 2010 12 15 00 At that time you may apply fora public service vehicle licence and in that connection the application form overleaf should be completed and submitted along with the vehicle s current certificate of motor insurance lf this date time is not convenient please contact us no laterthan 7 days prior to 23 03 2010 12 15 00 on telephone 445600 to re schedule No assurance can be given that an alternative date time will be available before the expiry of the certificate of fitness and the public service vehicle licence Failure to renew the certificate of fitness will require the return of the psv plate to this department Important Please note that all vehicles presented for inspection must be recently serviced and cleaned inside and out Figure 59 Sample Reminder 18 4 Appointment Slips Appointment slips are available for VRS interface users To
6. booking Double click on the booking then click the SMS tab You can select one of the pre scripted messages from the list The message is displayed on the right and can be modified to suit exactly what the user wishes to send Job Number 1373492 Kilometers Mile Kilo 145 Job Status Open Driver Contact Name Driver Contact No j MR OWNER your vehicle TEST is due it s VTN test very soon Please call 01 612 0922 for a booking From ASC Demo OO seis Order No Booking Created By David Muray Figure 46 Select an SMS Script Planner Manual V1 0 4 docx 16 Rota Schedule The Rota Schedule allows the operator to associate mechanics with bay locations over a period of time as part of their work schedule To access the Rota Schedule select Options from the main menu and then Rota Schedule FM Plannerf Current Depot ASC Software Ardee David Mu New Booking Quotations Show Bookings Current Date Refresh Schedule View Legend amp a gt Figure 47 Access Rota Schedule To edit the rota click on Options then Add Work Schedule Rota Scedule Options Select Employee March 2010 12 5 A 9 Sheduled Work E 7 Alan McGee Holidays Sheduled Absence March 2010 Saturday Mar 13 Sunday Mar 14 Tuesday Mar 16 Wednesday Mar 17 Thursday Mar 18 Friday Mar 1 Saturday Mar 20 Sunday Mar 21 Figure 48 Rota Schedule To add work
7. occur daily up to and including the 20 03 2010 The user is free to set any date and any interval for the booking re occurrence To create the occurrence click on Book Reoccurrence 31 Planner Manual V1 0 4 docx 18 Appendix A VRS Interface users 18 1 Create a booking Creating a booking while using the VRS interface is the same as the normal process except that FM Planner checks for the vehicle on the VRS system first If the vehicle exists in VRS then the details are retrieved and the booking can be created If not FM Planner then checks the Fleetminder database If the vehicle still can t be found then the user has the option to add the vehicle customer to create the booking 18 2 Checking Vehicles in for a test When the booking is created VRS interface users have the facility to check a vehicle in for a test Right click on the booking and click on DVS Check In for Test P30 Cancel Pit Only Reg TESTI MR P30 TEST CUST PEO Job 1373492 Delete Entry Assign to Unallocated list Booking Reoccurence Figure 54 VRS Check In FM Planner checks for the vehicle and displays the Validate Check in form This form shows the details regarding the vehicle owner invoicee and the registered owner optional From here the user can verify the details presented and check the vehicle in for a test by clicking the Check In button Validate Checkin Chassis Details Owner Deta
8. 12 User Task Access e Bay Task Access Administrators can also restrict or allow certain tasks to be created within certain bay locations To set Bay Task permissions click on the task on the left tick the locations where this task can be created and finally click on the save button ad Planner Permissions P30 Cancel Pit Only MA n Task Out of Order P30Cancel Pit Only P30 P30 Pit Only P30 Plant Pit Onby P30 Semi trailer Pit Only PSV Cab P5V Cancel PSV MiniBus PS5V Taxi Reg 1 2Hr Reg 1 4Hr Figure 13 Bay Task Access 1 Planner Manual V1 0 4 docx 6 Change Depots To change depots click on System and Change Depot EI FM Planner Current Depot Dundalk David Murray Full Access Options View Mew Booking Quotations Search C Set Start Time Mar 16 2010 Change Depot i Permission Settings Figure 14 Change Depot Double click the depot or highlight the depot and click on Select Select Depot Depot ASC Software Ardee Dan Sullivan Dundalk In Transit Muni Serv Parkwest test Transway Spares Transway Trailers Vrs Test West Park 7Dummy Figure 15 Select the Depot 12 Planner Manual V1 0 4 docx 7 Create a Booking Note VRS Interface users please see Appendix A Note CVT users please see Appendix B To create a booking click on New Booking FM Planner Current Depot ASC Software Ardee David Murray System Options Vi
9. A SA TEAT M A M i 9 10 Fee A 10 Fiewer INIS SIONS variere E EEE nates asjal miili aki 10 aiaiai Il PIGUET DAV TASK ACCOSS atika Il CMON CED COI MENAR MAA TUUMAS MAE M sodas tibeasatibewooeds 12 Fowey SCICCI NEDO SSE SNEAK SDESSE TTT mat i 12 Toure 10 Creal O BOOMING usse 13 13 Fiemme do VCNICIC eee 14 Ligute 19 Velnele mol jolid nuusutada 14 VA VA ANAL AAA 15 EC ap aka 15 Figure 22 vaada tapeedi 16 Figure 23 Customers found but correct one not on the 151 16 Figuure 24 Change ANE OWNER rinkat 17 T AGULELI SELEEL ING LASK sadamasse sven ea tada jadana sedis aah rasueudades av 17 ZO AJA DOOM i maail to ava 18 Fene BOOM ID AAG ai a 19 Feme 28 AS SION 10 Uhalloealed 20 UW NQNOCOTCO IST E 20 05905170 BOO cin 21 Crede a Blok BOOR with
10. ICES 31288 CUSTOM COMPUTER SOLUTIONS LI CUS06811 CUSTOM TONE Uh LOT07460 LOTUS AUTOMATION IRELAND AF JER10993 MR P30 TEST CUSTOMER ST 001354 MURPHY AUTOMOBILES fal RAM 10836 RAMSBOTTOM LIAM SH RAM 10851 RAMSBOTTOM LIAM 4 Mot on list Figure 20 Select the Customer od New Vehicle TEST2 AUTOMOTIVE SERVICES Figure 21 Accepting the customer 15 Planner Manual V1 0 4 docx 3 Neither the Customer nor Vehicle Found If there were no matching customers you will be prompted to add the customer Enter the details and click the Add button ad New Vehicle TEST2 THOMAS DALY PostCode Tel Number 353 Sourced Please select a source Figure 22 Customer Not Found If the customer is not present on the list returned by the program the user can select the Not on list button which will also prompt the user to add the new customer as shown above ad New Vehicle TEST2 THOMAS Account Num Customer Name DAR07582 DARREN THOMAS SOWER DEC06372 DECLAN THOMAS THOO 7823 THOMAS ANTHONY HOLMES THOO67 7 0 THOMAS BRIGGS T4007902 THOMAS BUTLER THOOSO24 THOMAS CALLAGHAN THOS 78 THOMAS CARTY 001131 THOMAS CULLEN amp SONS TRANS THOO 55 THOMAS DUNNE THOO 968 THOMAS DUNNE THOO 7494 THOMAS GERAGHTY THOO 612 THOMAS GRAHAM 4 la Figure 23 Customers found but correct one not on the list 16 Planner Manual V1 0 4 docx 4 The Vehicle is Known but has Inc
11. e bookings can be created by double clicking on a booking and clicking on the Advance Booking E Vehicle on Site Booking Created By David Muray Clock Date Clock Time VRMS Header VRMS Details Figure 33 Advance Booking Once this is done the advance booking tab will appear Add Task Unallocated Task List Block Booking Advance Booking Advance Booking Original Date 18 03 2010 10 15 00 PSV MiniBus Sunday Apr 04 2010 Figure 34 Advance Booking Intervals Advance bookings can be made using the day week month or year ranges as highlighted above A preview of that date will be shown allowing you to find a suitable time and location for the advance booking You can also scroll through other days using the arrow buttons if the day selected is not suitable Figure 35 Arrows Once you find a suitable day click on Save Advance booking The booking is saved and the advance booking has been created 23 Planner Manual V1 0 4 docx 12 Assign a Booking to a Job Note CVT users please see Appendix B To assign a booking to a job right click on the booking and click on Assign to Job P30 Cancel Pit Only On Site NO nr Assign to Job Assign to Job And Check In Delete Entry Assign to Unallocated list Copy To Today Assign to an already created job Print Bookings for Today Booking Reoccurence Figure 36 Assign a Booking to a Job If the customer and t
12. e current owner and invoicee details are correct FM Plannerf Current Depot ASC Software Ardee David Murray Full Access System Options View New Booking Quotations Search Options Version 4 March 2010 H Reg Number Add Task Unallocated Task List Block Booking 3 4 5 6 7 i 313 14 TEST Reg Number TEST OPEL 323 Model ASTRA AUTOMOTIVE SERVICES icee AUTOMOTIVE SERVICES 000177 000177 UNIT 58 LE BROQUAY AVE UNIT 58 LE BROQUAY AVE PARKWEST INDUSTRIAL PARK PARKWEST INDUSTRIAL PARK DUBLIN 12 DUBLIN 12 DUBLIN DUBLIN 6120922 6120922 Cust Mobile 5353 56789 7 Same Invoicee Figure 18 Vehicle Found 2 The Customer Is Known but the Vehicle Is Not If the user has searched for a vehicle that is not found on the system a message will appear indicating this and the user can then proceed to select the owner and invoicee FM Planner There are no details found for this vehicle Figure 19 Vehicle not found Planner Manual V1 0 4 docx When the new vehicle form appears the user should enter all or part of the customers name and click the Find button This will then return a list of customers matching what the detail entered To select a customer click on the customer and then click Accept New Vehicle TEST2 TOM Num Customer Name ATE10184 a test customer AUTO119 AUTOMATED VENDING LTD 000919 AUTOMATIC SPRINKLER CO IRL ALUT10236 AUTOMOBILE ASSOCIATION 000177 AUTOMOTIVE SERV
13. ew New Booking a March 2010 Reg Number Add Task M T W T Enter Reg Number Figure 16 Create a Booking 7 1 Find the Vehicle In order to create a booking the user must first find the vehicle they wish to create the booking for There are three ways the user can search for the vehicle e By Registration Number e By Chassis Number e By Plate Fleet Number EI FM Planner Current Depot ASC Software Ardee David Murray System Options New Booking Quotations Search a March 2010 M T w OT FP s 3 Enter Reg Number 1 2 3 4 J 6 8 15 11 12 13 15 16 1 18 19 21 22 23 24 25 26 27 29 30 31 6 Plate Aleet No Figure 17 Search Options Depending on which option is selected will determine how the program searches for the vehicle There are four scenarios that can arise when creating the booking The vehicle and owner are known The customer is known but the vehicle is not Neither the customer nor vehicle is found on the system The vehicle is found on the system but has incorrect owner or invoicee details a 13 Planner Manual V1 0 4 docx Regardless of the scenario the system has been designed to allow the initial booking to be created guickly In the next section below we will demonstrate how the system deals with the four scenarios 14 1 The Vehicle and Owner Are Known If the vehicle is found the user will be asked to verify that th
14. he unallocated list can also be used to move a booking to a different date The unallocated list can be used to hold bookings which have no current location To assign the booking to the unallocated list right click on the booking and click on Assign to Unallocated List Block bookings and bookings that have been converted to a job cannot be assigned to the list amp PSV MiniBus t Block IM Block Tea ES E ElockBooking On Site NO Assign to Job Delete Entry Assign to Unallocated list Copy To Today Figure 28 Assign to Unallocated List Once the booking has been assigned it will appear in the Unallocated Task List tab FM Planner Current Depot ASC Software Ardee David Murray Full Access System Options New Booking Quotations Search Options Version 4 March 2010 Reg Number Add Task Unallocated Task List Bloc Booking Advance Booking M 3 i z 3 4 5 Reg Number Customer Name Task Original Start Time Original Endtime 15 16 17 18 2 a2 23 24 2353 26 2 29 30 31 8 am 33 15 3 TEST AUTOMOBILE ASSOC PSV MiniBus 18 03 2010 12 00 00 18 03 2010 13 00 00 2 E EVENT Figure 29 Unallocated list To assign the booking to a new date select the new date highlight the booking in the list click and hold on the ADD EVENT button and drag the booking onto the bay as before 20 Planner Manual V1 0 4 docx 10 Block Bookings Block b
15. he vehicle are both known on the system credit checks are carried out and the job is created Planner Figure 37 Job Created If either the customer or the vehicle is not known at this point the user will be prompted to add them using the vehicle wizard If the customer requires an order number before the job is created the user will be prompted to enter one When the job is created the colour code of the booking will change from red to green in accordance with the legend 24 Planner Manual V1 0 4 docx E Job Open Mt Figure 38 Job Status 1 P30 Cancel Pit Only Reg TESTI P30 TEST CUSTOMER Job 1373492 Figure 39 Job Open Sample 25 Planner Manual V1 0 4 docx 13 View a Full Week by Location To view a full week for one location click on the bay location name FM Planner Current Depot ASC Software Ardee David Murray Full Acc System Options View WNewBocking Quotations Search Options 4 Alan McGee Ssheduled Wor Figure 40 Week View The full week view for the location will be displayed 8 Planner WeekView Options 4 Monday Feb 22 2010 Tuesday Feb 23 2010 Wednesday Feb 24 2010 Ramp Ramp Ramp Out of Order F Reg TEST Job 1373487 Figure 41 Week view sample REI To return to the normal day view by location click on on the top right corner or click on the date you wish to return to 26 Planner Manual V1 0 4 docx
16. ils Invoices Details Registered Owner 7 TESTI Car rose EE foros 10000 First 10000 Ls Make OPEL Eee Year Manufactured 2 5 D A za D D 5 m 8 f Figure 55 Validate Check In 32 Planner Manual V1 0 4 docx VRS interface users also have the facility to select what type of test is to be carried out This information is used in CVT to determine where the results of the test are to be sent for example P30 VRS Figure 36 Selecting Type of Test 18 3 Print Reminders VRS interface users can print reminder letters which can be sent to customers The reminders option is available within the planner week view Planner Wee kView Option Print Reminders Tuesday Mar 23 2010 Figure 57 Print Reminders Click Options then Print Reminders All the bookings for that week will appear the list will also show if and when a reminder was sent The user can pick and choose which bookings he she wishes to print reminders for by clicking on the checkbox al Print Reminder Cust Name RegNumber Start Time Endtime Booking Details Last Printed AUTOMOTIVE SERVICES E547 23 02 2010 10 00 00 23 02 2010 11 00 00 P30Hancel Pit Or Mot Printed yet TOM30 E 2a 02 2010 11 30 00 23 02 2010 19 30 00 Out of Order Mot Printed yet CUSTOM COMPUTER SO TS3WEGWE 26 02 2010 10 45 00 26 02 2010 11 45 00 P30Hancel
17. l aa 28 19 20 Sendub ON Gini 28 16 Rota Sched le tiris saadad 20 31 18 Appendix A VRS Interface 32 Lel RE 32 182 Gheeking Veleles M Ora LE ck maksi ag a ee EO 32 18 LET ROMIA CV AE Ta 33 Iets isi datsan E E E O 34 18 05 COMPLAN ENO C afar e N EA ad kka ainsale kaateti 35 19 Appendix B CV T Planner Users ssssissccscvccccewssesaicccsesceccesivaccececonccssseevscssvacseccevdexenveveccsssetesvecescs 36 POT CHECKING laadal 36 20 Test Results Displayed in FM Planne ssccccccccssssssssscccccccsssssscccccsccsssssssccccsscessssssccoees 38 Planner Manual V1 0 4 docx Table of Figures AL KOOSTA a aadliku ikk avi ACCES TA TI E F Ure S BONS 7 AQUI SAY OAE 7 PU QUIS D gt TASKA eae Nisa wae vala POL QUT LIAEATTOWS ETAETA E E EEE EEEE 9 OS MONT V IOW En OAA ME 9 DET CVSS LOM AET A
18. n to Unallocated list Copy To Today Assign to an already created job Print Bookings for Today Booking Reoccurence Figure 65 Check in the Vehicle for a Test Which ever option is chosen the validate check in form will appear as before and the user can proceed to check in the vehicle The form shows all the details regarding the vehicle owner invoicee and registered owner optional To check in the vehicle click the Check In button 36 Planner Manual V1 0 4 docx Reg No Car FDSF Vehicle Cat Motor Car ee First 10000 Mileage Figure 66 Validate Check In 37 Planner Manual V1 0 4 docx 20 Test Results Displayed in FM Planner Once checked in the vehicle is available for testing using the CVT Commercial Vehicle Testing software The test will remain on the system until it has been signed off closed by the tester If the booking has a test associated to it then the result of the test will be shown on the booking There are three possible outcomes of the test which are as follows e Test Fail the header text displays in red with F e Test Pass the header text displays in green with P e Test Passed with defects rectified the header text displays in orange with Pwd 1 Out of Order Reg TEST TOM30 Job 1373487 Figure 67 Test Result on Booking 38
19. ookings are used to marka period of time as being unavailable or to block of part of the working day Block bookings can be made across several bays at the same time When a task is being created or edited you can set the task as a block booking by clicking on the checkbox Figure 30 Block Booking When atask is setas a block booking it will appear on the list of available block bookings unless the user is not permitted see Section 5 Reg Number Add Task Unallocated Task List Block Booking Advance Booking Task Name Out of Order Figure 31 Create a Block Booking Block bookings can just be created without the need for an associated vehicle or registration number To create a block booking e Click on the task e Select the bay locations were the booking is to be created e Click and hold on ADD EVENT and drag on to the bay as normal 21 Planner Manual V1 0 4 docx Out of Order Out of Order Block Block BlockBooking BlockBooking On Site NO On Site NO Figure 32 Block Bookings Created Block bookings can only be deleted or set to re occur To delete a block booking the user should right click on the booking and click delete entry Re occurrence of bookings will be dealt with a little later in the manual Section 17 22 Planner Manual V1 0 4 docx 11 Advance Bookings Advance bookings are used to automatically create a repeat booking for a later date day week month year Advanc
20. orrect Owner or Invoicee Details If a vehicle found on the system is deemed to have an incorrect owner invoicee the user can change this when asked to verify the details Delete the owner invoicee then type the correct owner invoicee and press enter to search as shown previously Verity Details Vehicle found in Fleetminder TEST OPEL 323 ASTRA AUTOMOTIVE SERVIGES 000177 Account Num Customer Name Addres UNIT 58 LE BROGUAY AVE BOL10412 BOLAND MOTORS NEW ROSS GE PARKWEST INDUSTRIAL PARK JOH10916 JOHNEWREWREWREW NEWO7953 NEW CENTURY ENG LTD DUBLIN 12 003064 NEW ROSS COMMERCIALSICASH DUBLIN NEW10631 NEW WORLD TRANSPORT LTD 002977 NEW WORLD WINDOWS 6120522 NEW05852 NEWCASTLE LYONS PHARMACY L NEW07210 NEWGATE MOTOR CO LTD NEW10633 NEWLANDS EQUIPEMENT LTD 4 NII 353 Same Invoicee Figure 24 Change the Owner 7 2 Select the Task The next step is to select the task for which the booking is being made Booking Quotations Search Options Version Reg Number Add Task Unallocated Task List Task Name AUTOMOTIVE SERVICES OPEL Ss Model ASTRA a oe oe hand A 1 Figure 23 Select the Task 17 Planner Manual V1 0 4 docx 7 3 Add the Booking When the task has been selected click and hold on the ADD EVENT button and drag the booking onto the appropriate time and bay ADD EVENT Figure 26 Add Booking Note You mus
21. produce an appointment slip simply double click on the booking and click on Appointment Slip Figure 60 Appointment Slip Button The appointment slip will be shown APPOINTMENT CONFIRMATION TOM30 23 03 2010 12 15 00 For P30 Cancel Pit Only Vehicle Registration TEST Figure 61 Appointment Slip 34 Planner Manual V1 0 4 docx 18 5 Compliance Notice Compliance Notices are available for VRS interface users To produce a compliance notice double click on the booking and click on Compliance Notice Figure 62 Compliance Notice Button COMPLIANCE NOTE Date of Issue 25 03 2010 12 31 47 Vehilcle Registration Mark TEST Make OPEL Model ASTRA Owner Driver TOMS0 Vehicle Defects Figure 63 Compliance Notice 35 Planner Manual V1 0 4 docx 19 Appendix B CVT Planner Users 19 1 Checking Vehicle in for a test Foe CVT users a booking can be converted to a job and checked in for a test This can be done in one stage using the FM Planner Job 1373492 P30 Cancel Pit Only TORSO On Site NO Delete Entry Assign to Unallocated list Figure 64 Create Job and Check in OPT The process can be broken up into two stages in which the job is created first and then the vehicle is checked in for a test at some stage later E P30 Cancel Pit Only Reg TESTI MR P30 TEST CUSTOMER Job 13734 Delete Entry Assig
22. rs Only The Annual Test check box determines whether the task can be checked in for a test or not This is discussed in more detail in Appendix B Planner Manual V1 0 4 docx The Block Booking check box is used to distinguish the task as a block booking where no registration number is needed Multiple bookings can be made at the time of creation This will be dealt with in more detail later in the manual Section 10 To edit a task highlight the task and click on edit 4 Change Date When the FM Planner opens the current date is always shown There are two ways to change the date The first way is to click on the directional arrows at the top left and right This will change the current date by one day in either direction fl FM Planner Current Depot ASC Figure 7 Date Arrows The second means of changing the date is to click on a date within the calendar view shown below This allows the user to go to any date without having to scroll through each day E FM Plannerl Current Depot ASC 5 System Options New 16 23 30 24 3 31 12 13 10 1 1 17 19 20 21 5 26 2 Figure 8 Month View Planner Manual V1 0 4 docx 5 Set Permissions FM Planner can restrict access so that e Only approved users can use specific tasks e Some tasks can be only be used in specific bays By default FM Planner does not restrict this access To restrict access click on System and Permission Set
23. ssfully logged into the system the name and access rights will be displayed on the top of the screen FM Planner Current Depot ASC Software Ardee David Murray Full Access System Options View New Booking Quotations SearchOptions Version Ramp Figure 2 Access Rights Planner Manual V1 0 4 docx 2 Bays Locations To setup bay locations click Options and then Bays FM Plannerf Current Depot ASC Software Ardee Options View New Booking Quo Show Bookings Current Date Refresh Schedule View Legend Print Preview Rota Schedule Figure 3 Bays Click on New Bay select the depot type the name of the bay and click Save Figure 4 Adding Bays The bay location will be added Planner Manual V1 0 4 docx 3 Tasks To view the tasks in FM Planner click Options and then Tasks Show Bookings Current Date Refresh Schedule View Legend Figure 5 Tasks To add a new task click on Add Task Task Name Duration mins Out of Order 480 P30 Cancel Pit Only 60 P30 P30 Pit Only 60 P30 Plant Pit Onby 60 P30 Semi trailer Pit Only 45 60 PSVCancel 60 fn DOCU hi Dh an Booking SMS Select message Advance SMS Select message Figure 6 Adding Tasks Enter the task name and duration in minutes You can also set the SMS template to be sent when the booking is created and in advance of the booking to remind the customer CVT Use
24. t keep the mouse held down while dragging the booking 18 Planner Manual V1 0 4 docx 8 Modify a Booking To move a booking to a different time or location click and hold on the booking and drag to the new time location To view the booking details double click on the booking The booking details will be displayed Item Details Customer Name AUTOMOBILE ASSOCIATION 56 DRURY STREET Pit DUBLIN 2 18 03 2010 12 00 00 18 03 2010 13 00 00 Customer Tel 6179370 Technical Cust Mobile 343 Not Assigned to Job yet Kilometers Mile Kilo 69002 Driver Contact Name No Result yet Driver Contact No Currently Active Vehicle on Site Booking Created By David Muray Clock Date Clock Time VRMS Header VRMS Details Figure 27 Booking Details Fields such as the kilometres order number driver contact name and number can be modified Notes can be added in the Notes section The SMS section allows the user to send SMS texts regarding the booking The SMS section can be view in more detail in Section 15 of the manual The person that created the booking is shown in the section Booking Created By The bottom section shows anyone currently working on the related job and the details of the work they are performing The owner invoicee can also be changed on the booking before a job is created by clicking on Verify Details 19 Planner Manual V1 0 4 docx 9 Change the Date for a Booking T
25. tings FM Planner Current Depot ASC Software Ardee David Mui Options View New Booking Quotations Set Start Time Change Depot Permission Settings Figure 9 Permission Settings In order to gain access to the permissions section you must enter the password provided by our support staff Enter your password Figure 10 Security Check When the user has successfully entered the password the permissions form will appear There are three tabs on the form e General Permissions If the checkbox below is ticked FM Planner will enforce permission checks od Planner Permissions General Permissions User Task Access Check For Planner Permissions Figure 11 General Permissions 10 Planner Manual V1 0 4 docx e User Task Access Administrators can set which tasks the users can use To setthe permissions select the user on the left tick the tasks that you want him her to have the ability to use and click on the Save button General Permissions User Task Access Bay Task Access Users Alan Mc Geough Task E Out of Order E P30 Cancel P Orly P30 P30 Pit Only E P30 Plant Pit Only F P30 Semi trailer Pit Only E PSV Cab F PSV Cancel PSV MiniBus PSV Taxd Reg 1 2Hr E Reg 1 4Hr E Reg C of A UE Ran Fvemetinn Figure
26. to the schedule Select a employee from the list Select a date from the calendar if necessary Set the number of days Select from Scheduled Work Holidays or Scheduled Absence Click and hold on the calendar icon and drag the schedule items on to the bay 29 Planner Manual V1 0 4 docx Figure 49 Calendar Icon Once the items have been placed on the work scheduler you can see who is currently working on holidays or absent for each of the bay locations March 2010 TN Friday Mar 12 Saturday Mar 13 Sunday Mar 14 Monday Mar 15 Tuesday Mar 16 Wednesday Mar 17 Thursday Mar i8 Friday Mar 1 Cyril Bebbington Cyril Bebbington Cyril Bebbington Cyril Bebbington Cyril Bebbington Sheduled Sheduled Sheduled Sheduled Sheduled Absence Figure 51 Week Rota Sample 30 Planner Manual V1 0 4 docx 17 Booking Re occurrence To create a booking re occurrence s over a specified time right click on the booking and select Booking Reoccurrence E PSV MiniBus Reg TEST ASC GARAGE EQUIPEMENT INSTALLATIONS Job 1373491 Assign to Job Delete Entry Assign to Unallocated list Copy To Today Assign to an already created job Booking Reoccurence Figure 52 Booking Reoccurrence Enter the interval and the date until which the booking s will be created al Block Booking Reoccur Figure 53 Reoccurrence Sample The example above shows a reoccurrence booking that will re
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