Chad Poppell, Secretary

FLEET User Manual March 2016

I.FLEET Account Set Up A. Creating an AccountCreating an Account B. Edit User ProfileEdit User Profile C. Forgot Password?Forgot Password? II.Adding New Vehicles and EquipmentAdding New Vehicles and Equipment III.Entering Equipment Logs A. DefinitionsDefinitions B. Through Bulk Logs/PM/MaintenanceThrough Bulk Logs/PM/Maintenance C. Through Manage/View EquipmentThrough Manage/View Equipment IV. Entering Preventive Maintenance & Maintenance Work Orders A.Through Bulk Logs/PM/MaintenanceThrough Bulk Logs/PM/Maintenance B.Through Manage/View EquipmentThrough Manage/View Equipment C.Through Activities (ACS & DOT only)Through Activities (ACS & DOT only) V. Statutes, Rules and RegulationsStatutes, Rules and Regulations VI. FLEET Contact InformationFLEET Contact Information Table of Contents

Creating an Account Edit User Profile Forgot Password? Return to Table of Contents To set up a new account, go to: Click Setup a New Account.

Use your work address and make sure it is correct. Keep a record of your login and password. Click Signup. Make sure to follow the password rules. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Once you click Signup, you will see this message. Go to your account and open the from FleetHelpDesk. Click on the link. If the link is not underlined in blue, copy and paste it into your internet browser. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

This is an example of copying and pasting into your internet browser. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

When you click on the link or paste it into your internet browser, it will activate your account. Login with the user name and password you created. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Click “Always trust this site”. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Select your agency from the drop down box and click Send Request. Once you Send Request, please notify your agency Fleet Administrator so that your user role can be assigned. You will not be able to see any equipment until this is done. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Your screen will be blank until your agency administrator assigns your user role. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

After your agency assigns your role, your account set up is complete. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Click on your address at the top of the screen. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

To change your agency, select the correct one from the drop down box and click Update My Agency. To change your , name, phone number and/or password, click Edit My Profile/Password. Unless you are a shop agency, your Default Shop should be set to Default. If you are a shop agency, please select your correct shop. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Here you can change your , name and phone number. Once updated, click Update. To change your password, enter the information requested and click Update Password. Edit My Profile/Password Screen Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Go to the FLEET Website. Click Login. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Click I forgot my password. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Enter your address and click Send. A temporary password will be sent to your . Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Type in your username and the temporary password exactly as shown. Passwords are case sensitive. **If you choose to copy/paste the password, make sure you do not pick up an extra space or the password will not work.** Once you get your new password, go to the FLEET Website. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Then, click on Edit My Profile/Password. Once you are logged in, click on your at the top of the screen. Type in your temporary password and then type and confirm a new password. Creating an Account Edit User Profile Forgot Password? Return to Table of Contents

Before adding equipment to FLEET, you will need the following information:  Year, Make, and Model  Equipment Number  VIN/ Serial Number  Tag Number  Assigned Use  Odometer Type  Location and City  Purchase Method  Date Received  Acquisition Cost (Has to be at least $1.00)  Beginning Odometer Adding Vehicles and Equipment Return to Table of Contents

Hover over the ‘Equipment’ tab and select ‘Manage/View Equipment’ Adding Vehicles and Equipment Return to Table of Contents

Adding Vehicles and Equipment Click on ‘Add an Equipment’ Return to Table of Contents

Adding Vehicles and Equipment Click ‘Select an Equipment Specification’

Adding Vehicles and Equipment Select the Year, Make and Model of the vehicle you’re trying to add from the drop down menus. Click ‘Search Equipment Specs’ Return to Table of Contents

Click Select This Equipment Specification only if the result matches your equipment Adding Vehicles and Equipment Return to Table of Contents

The specification that was selected will populate as shown below Scroll down and enter all information denoted by an asterisk Adding Vehicles and Equipment Return to Table of Contents

At the bottom of the equipment screen, click on each tab and complete sections. Select a Preventative Maintenance Schedule. Failure to select this information will interfere with the Scheduled PM and Delinquent PM reports Adding Vehicles and Equipment Return to Table of Contents

Adding Vehicles and Equipment When all information has been entered, click Save Equipment. Adding Vehicles and Equipment

The green bar indicates that your equipment has been added to your inventory. Adding Vehicles and Equipment Return to Table of Contents

If no specifications populates or the correct specification does not show, you must request to have the specification added to the system. Click ‘Not in List?’ to request a specification Adding Vehicles and Equipment Return to Table of Contents

Click OK Adding Vehicles and Equipment Return to Table of Contents

To request a specification, all fields must be completed. Failing to enter this information may delay your request or result in your request being rejected. When all information has been entered, click ‘Send Request’. Sending the request notifies the DMS FLEET Administrator that a new specification has been requested. The administrator will review and approve or deny the request. The user that requested the specification will be notified of the result. When the specification has been approved, equipment can be added by following the steps outlined above. Adding Vehicles and Equipment Return to Table of Contents

Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment PREVIOUS METER: Display only. Can be edited if role assigned allows change/update. ODOMETER/METER: End odometer reading for the specified start/end date. START/END DATE: When entering through Bulk Logs, you will be entering data for the most recent previous month. For example, if today’s date is in May, you can only enter for April. This field is automatically populated as the start and end dates for the next log needed, when entering through Manage/View equipment and can be changed if needed. Return to Table of Contents

COMMUTE MILES: Only required if the equipment has an ‘Assigned Use Code’ of C2 (Law Enforcement) or C3 (Emergency Service). If no commute miles required, leave field blank or enter zero (0). CONDITION: Condition of the vehicle for the time period being entered. DRIVERS: Used to specify what driver/s (up to three) used the vehicle during the specified start/end date. This is an optional field. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

STATE (fuel): Fuel purchased at Government owned fueling sites (City, County, State). COMMERCIAL (fuel): Fuel purchased at commercial fuel sites (ex. BP, Shell Exxon). Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

UNUSED DAYS (DOWN): Total days (within the specified month) the equipment was unavailable for use because of required repairs. Weekends and holidays should be included. UNUSED DAYS (STANDBY): Total days (within the specified month) the equipment is available for use, but not used. Weekends and holidays should be included. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

Entering through Bulk Logs/PM/Maintenance is a one-stop-shop that allows you to enter your Log, PM and Maintenance at the same time. There are two ways to access Bulk Logs. 2) Under Equipment, Click on Bulk Logs/PM/Maintenance. 1) Hover over the Equipment tab then click on Bulk Logs/PM/Maintenance. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

Begin by typing in the Equipment Number. The system will display all equipment that contains the values you enter. Select the correct piece of equipment and press Tab (on keyboard). Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

When you press Tab (on keyboard), these fields will automatically populate. Verify you have the right piece of equipment. Through Bulk Logs/PM/Maintenance, you can only enter information for the most recent previous month. For example, if today’s date is in May, you can only enter for April. If you need to add a log for another month, you will add through Manage/View Equipment. Manage/View Equipment Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

Enter month-end Meter, Condition, Gallons, Cost, Days Down and Days Standby – then click Add. ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

The most recent successful entries are recorded at the bottom of the page. If the equipment number you’re working on is displayed, it has been entered. You can now enter the next piece of equipment. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

1) Hover over the Equipment tab then click on Manage/View Equipment. Entering a log through Manage/View Equipment gives you the opportunity to change the Start/End Date. This allows you to enter logs for previous months that may not be recorded. There are two ways to access logs through Manage/View Equipment. 2) Under Equipment, Click on Manage/View Equipment. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

Type the Equipment Number in the search bar. Click Edit on the correct piece of equipment. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

Scroll to the bottom and click on Logs. Then click Add a Log Entry. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

The date automatically populates. Change it if you need to. Check the Previous Meter, then enter Odometer/Meter. This number should be the last meter reading for the time period being recorded. When you are done, click Submit Log(s). Enter Condition, Gallons, Total Fuel, Days Down and Days Standby. ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

The most recent successful entries are recorded at the bottom of the page. Log Field Definitions Entering Through Bulk Logs/PM/ Maintenance Entering Through Manage/View Equipment Return to Table of Contents

Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) There are two ways to access Preventive Maintenance (PM) & Maintenance (Work Orders) through Bulk Logs/PM/Maintenance. 2) Under Equipment, Click on Bulk Logs/PM/Maintenance. 1) Hover over the Equipment tab then click on Bulk Logs/PM/Maintenance. Return to Table of Contents

Begin by typing in the Equipment Number. The system will display all equipment that contains the values you enter. Select the correct piece of equipment and press Tab (on keyboard). Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

When you press Tab (on keyboard), these fields will automatically populate. Verify you have the right piece of equipment. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Entering Preventive Maintenance (PM) Enter Meter, Date, Commercial Cost, Payment Method, Vendor Name and Notes. After you enter all information, click Add. Click on PM. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Entering Maintenance (Work Order) Click on Maintenance. ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** After you enter all information, click Add. Enter Meter, Date, Commercial Cost, Payment Method, Vendor Name and Notes. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Entering Preventive Maintenance (PM) & Maintenance (Work Order) After clicking Add, the most recent successful entries are recorded at the bottom of the page. If the equipment number you’re working on is displayed, it has been entered. You can now enter the next piece of equipment. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

1) Hover over the Equipment tab then click on Manage/View Equipment. There are two ways to access Preventive Maintenance (PM) & Maintenance (Work Orders) through Manage/View Equipment. 2) Under Equipment, Click on Manage/View Equipment. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Type the Equipment Number in the search bar. Click Edit on the correct piece of equipment. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Scroll to the bottom and click on PM & Maintenance. Entering Preventive Maintenance (PM) Click Add a PM Entry. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Entering Preventive Maintenance (PM) ** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Enter Meter, Date, Commercial Cost, Payment Method, Vendor Name and Notes. After you enter all information, click Save. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Entering Preventive Maintenance (PM) You will see your Preventive Maintenance (PM) displayed at the bottom of the page. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Entering Maintenance (Work Orders) Scroll to the bottom and click on PM & Maintenance. Click on Add a Work Order Entry. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

** If your agency uses batch imports for specific information, please leave those fields blank. Contact your agency FLEET Administrator if you are unsure. ** Entering Maintenance (Work Orders) Enter Meter, Date, Commercial Cost, Payment Method, Vendor Name and Notes. After you enter all information, click Save. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

You will see your Maintenance (Work Orders) displayed at the bottom of the page. Entering Maintenance (Work Orders) Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

1) Hover over the Activities tab then click on Work Orders. There are two ways to access Work Orders. 2) Under Activities, Click on Work Orders. There are two ways to access Work Orders. 2) Under Activities, Click on Work Orders. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Edit Existing Work Order Enter Work Order Number or Equipment Number. ** Make sure Work Order Status is set to Select an Activity Status. Then, click Search Work Orders. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

The latest 10 results will be displayed at the bottom of the screen. Edit Existing Work Order To access, click Edit on the correct Work Order. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Entering a new Work Order Click Add Work Order. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

When you press Tab (on keyboard), these fields will automatically populate. Verify you have the right piece of equipment. Enter the Equipment Number and Press Tab (on keyboard). Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Entering a new Work Order Click Create Work Order. Enter Equipment, Meter, Shop, Activity Status, Requested by and Date Received. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

The green bar - ‘Created the Activity Successfully’ indicates the Work Order was created. Entering a new Work Order Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Entering a new Work Order To add your Work Order Items, scroll to the bottom of the screen. Click Add Work Order Item. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Enter Work Code, Repair Code and Mechanic. If it is a PM Service, choose Next PM Cycle. Entering a new Work Order Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Enter Actual Hours. Click Add a Work Item. Entering a new Work Order Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

The green bar - ‘Created the Work Item Successfully’ indicates the Work Item was entered. Entering a new Work Order Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

To add Parts, scroll to the bottom of the screen. Click Add a Part. Entering a new Work Order Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Enter Part Source, Date Ordered and Description. Enter Part Number, Serial Number, Quantity and Per Cost. Click Save Part. Entering a new Work Order Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Your parts will displayed at the bottom of the screen. Click Update a Work Item when all parts are entered. Entering a new Work Order Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

The green bar - ‘Updated the Work Item Successfully’ indicates the Parts were entered. Click Save Work Order. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

The green bar - ‘Updated the Activity Successfully’ indicates the Work Order was saved. Through Bulk Logs/PM/ Maintenance Through Manage/View Equipment Through Activities (ACS & DOT only) Return to Table of Contents

Chapter , F.S. – Means of Transport Chapter 60B-1, FAC – Motor Vehicles and Watercraft Acquisition, Assignment and Use Chapter 60B-1, FAC Chapter 60B-3, FAC – Disposal of Aircraft, Motor Vehicle and Watercraft Chapter 60B-3, FAC Statutes, Rules and Regulations Return to Table of Contents

FLEET Help Desk (850) FLEET Contact Information Return to Table of Contents