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Vehicle Maintenance and Repair Tracking System
What
is TransMaint ?
JanusGroup.com's TransMaint is a complete motor vehicle maintenance
and repair order tracking system developed exclusively for school
districts of all sizes.
With
its easy, web based interface, authorized users can submit, review,
and process service orders related to your school district's Motor
Vehicle Maintenance and Repair operations.
TransMaint enables those responsible for placing, estimating,
approving, and executing service requests to "handle the paperwork"
wherever and whenever they have access to the Internet.
Designed to provide a chain of responsibility for tracking of
maintenance and repair orders, it offers unequaled opportunity for
qualified participants to know the nature of an order, the
responsible party assigned to service the order, and the final
disposition of that order, including materials and labor costs.
TransMaint
features a variety of built-in reports, including current and
historical data per vehicle to monitor fuel efficiency,
Beyond its extensive built-in capabilities, TransMaint provides easy
transfer of data into Microsoft Excel and other major spreadsheet
programs for advanced analysis.
Who
uses TransMaint?
The
program provides multiple levels of access, granting different types
of users differing sets of views and program rights.
The
program is password protected, effectively preventing access by any
but properly authorized personnel. Each user is uniquely identified
and assigned a role commensurate with his level of authority.
A
specific user is assigned program rights as a...
Director
Supervisor
Mechanic
Other Authorized
District Personnel – Such as a Principal, Coach, Driver, or certain
School Staff - may be given View Only permissions, which
would allow them to track the repair status of specific vehicles for
availability at all times.
Director:
Is
authorized to submit, review, assign a mechanic, estimate, add
notes, and generate report data for statistical analysis for all
sites.
Supervisor:
Is
authorized to submit, review, assign a mechanic, estimate, add
notes, and generate report data for statistical analysis for his
assigned site.
Mechanic:
Is
authorized to submit, review, estimate, and add notes. The program
will issue Inspection, Safety, and other forms to be manually filled
out by the mechanic, then be turned in for filing by a designated
data entry clerk.
Other Authorized
District Personnel:
May be given permissions to View Only for repair status and
availability of specific vehicles.
What
does the program do?
At
its most basic level, TransMaint stores and selectively retrieves
information related to specific service requests- from submission to
disposition.
It
enables school districts to create, enforce, and preserve complete
documentation of motor vehicle maintenance/repair service orders-
quickly and effectively eliminating paperwork and streamlining
operations with the efficiency of modern network communications.
Tracking
a repair/maintenance order...
The
best way to appreciate the power and simplicity of TransMaint is to
see it in operation. After a brief introduction to the log-in
screen, we will parallel the general sequence of an order as it
passes through the system.
Login:
All users must log in using a uniquely assigned user name and
password. Depending on the user's designated rank within the
system, he will have program rights associated with one of the three
choices below.
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A specific user is assigned program rights as a...
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Director
-
Supervisor
-
Mechanic
-
Other
Authorized District Personnel
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Maintenance Order: All users...
Maintenance Order Form
The first item on the form is a drop-down list for selecting
the originating location. |
All
designated users
may submit a maintenance/repair service work order by selecting
the NEW ORDER button and filling in the appropriate fields
on the form for the type of service needed.
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An originating location can be a Bus Barn, Bus Depot, a School, or
other facility, depending on the School District Management
Practices.
The second item is the Order Type, such as Breakdown,
Inspection, Routine Service, etc.
There is space for an optional Purchase Order number.
This number is not required to initiate an order, and may be
assigned at any stage before completion/cancellation,
depending on the individual school district
management practices.
The fourth item is the Vehicle Identification Number.
The large text entry field on the form is for a
description of the problem and any additional
information as directed by your local policies. |
Order Review: All users...
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Once an order has been submitted, the program automatically
assigns a unique, coded tracking number.
The ORDER REVIEW button generates a screen like the one at
left.
The user may choose to view all active orders, completed
orders, or only the orders within each category that he has
submitted.
Most columns may be sorted by clicking on the column
heading.
Supervisors, Mechanics and other
Authorized Personnel may only review the status of vehicles
assigned to their location, while the Director has access to
all information in the TransMaint system.
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Order Review provides instant information for all users...
Changes in status or Work Notes are updated in real-time, instantly
available to all users.
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Order Status
No matter what a user's rank or role within the system,
the Order Review contains readily identifiable and
easily interpreted information concerning the current
status of an order.
The status of an Active Order...
Ordered
– When an Initiator enters a repair/maintenance order,
the program sets the status and generates an order
tracking number.
Mechanic assigned – The supervisor either assigns
the order to a mechanic, or may perform the work.
In Progress - The supervisor either assigns a
mechanic or himself to the order to perform the work.
The mechanic enters work notes to signify that he has
the order and will be handling it. The work notes are
visible to
all
authorized users of the
program.
Approval Needed – Where work required exceeds the
scope of the order, the mechanic can designate a status
of Approval Needed. This triggers an email to the
supervisor, alerting him to the need for action.
Approval/Disapproval – The Supervisor
grants or withholds approval for questioned orders
within his location.
Back Order - Work is delayed for lack of parts.
The status of a Completed Order...
Completed
– The service the order requested has been successfully
completed.
Note: To complete an order for a vehicle,
ending odometer readings must be entered after the
repair. These are to be used for mileage tracking on
each vehicle.
Cancelled
– The order has been cancelled. An order
with this designation is considered to be completed.
Please note: A completed order is closed, and cannot be
changed. Any work on the same vehicle will require a
new order.
Order Detail, History, and Work Notes
From the Order Review screen, any information in the
form of actions, notes, approval or completion status is
accessible for each order by clicking on its tracking
number.
Subsequent screens allow increasing levels of detail,
from summarized histories to specific supervisor and
mechanic Work Notes. |
Order Review provides action alerts for specific user ranks...
If an order requires action by the current user, Order Review marks
it with a blue arrow in the leftmost column. Possible actions will
vary depending on the rank of the user within the system.
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Supervisor: Assign Mechanic, add Supervisor Work Note...
A supervisor's order review highlights new incoming
orders. The supervisor reviews the order and selects a
mechanic to be responsible for its execution.
The supervisor can add notes to any active order.
Supervisor or Mechanic: Add Work Notes, set status...
A supervisor or assigned mechanic's order review
highlights repair/maintenance orders which require some
action on his part.
As long as an order remains active, the supervisor or
assigned mechanic may enter Work Notes about its
progress.
Work Notes are always available to all authorized users
of the system.
In
situations where the mechanic does not access the
program directly (an optional practice that will depend
on the school district), information may be entered by a
designated data entry clerk using a preprinted form that
has been completed by the mechanic, such as a Repair
Order Form or a Safety Inspection Form.
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Reports: Director, Supervisor...
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The TransMaint report generator is accessible only to a
Director or Supervisor.
The TransMaint report generator is a filtering tool that
answers questions like
"What orders were completed for a specific location between
the months of X and Y?"
or
"Which orders did a specific mechanic complete between the
months of X and Y?" |
TransMaint includes built-in reports for:
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Mechanic Analysis (tabulates and provides access
to open and completed orders assigned to each mechanic)
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Location Analysis (tabulates and provides access
to open and completed orders originating from each location)
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Cost Analysis (calculates cumulative and average
costs for completed orders in specific date range, grouped by
location, type, or by mechanic.
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Fuel
Efficiency Analysis (provides current and historical data per
vehicle for fuel consumption and miles-per-gallon.)
The
following features apply to all TransMaint reports (except the
"Order Aging" graph):
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Reports can be defined to restrict resultant
data to a specified range of dates. (Enter "From" and "To"
dates in mm/dd/yy format, and click the button to "Set Range")
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As illustrated below, reports provide full
"drill-down" access to the underlying orders. For example,
clicking the "open orders" total adjacent to a specific
mechanic's name will yield a list of all open orders assigned to
that mechanic. This list, in turn, links to details about each
order, including all the relevant data entered into the system.
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Reports calculate the average age of open
orders, as well as the average time required to complete the
ones that have been closed. For example, the Device Type
Analysis will show how long, on the average, it has taken to
repair/maintain similar types of equipment, and to access work
notes relating to those repairs.
A.
List of open orders selected from "Mechanic Analysis" report shows
every open order assigned to the specified mechanic.
B.
A specific order pulled up from the list.
C.
Work notes related to that order.
D.
A complete, printable history of all entries related to the order.
E.
Email links to key personnel involved with this specific order.
Similar levels of detail are accessible from all of TransMaint's
tabular reports.
In
addition to the built-in reports, technically capable users will
find it easy to transfer data from the Reports results to standard
spreadsheet programs (Excel, 123) for more advanced analysis, should
it be required.
Help:
From any place within TransMaint, users may access this document by
selecting the Help button.
Log
Out:
From anyplace within TransMaint, users may log out by selecting the
Log Out command at the top right corner of the program window.
Exit:
After logging out, the Log-In screen appears. Users may exit the
system by selecting the [X] icon at the extreme top right corner of
the program window.
Appendices
A.
How records are displayed
Pages which display multiple records will sort them chronologically,
with the oldest orders first and the most recent orders last in the
list.
On
some pages, such as the Order Review referenced above, the displayed
information may be sorted by clicking on a column heading. To
reverse the order of the sort, click the same column head again.
B. More about the Order Review display
The Order Review display provides a lot of information in a
relatively compact space. There are essentially two sets of data:
Active and Completed orders.
When selected, the Active Order Review displays active orders in
green type.
When
selected, the Completed Order Review displays completed orders in
blue type.
Either of these may be filtered to show only those orders initially
entered by the user. Additionally, contents may be sorted by
clicking the column head, and the order may be reversed by clicking
it again.
Column Contents:
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P F [T #] Init Date Status
Mechanic Vehicle Order Type
Location |
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The 1st column "P" is the
Priority Code. It can be set when the order is
is initiated as L=Low, N=Normal and U=Urgent. |
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The 2nd column "F" is
Flagged for this user. An arrow indicates an item for the
attention of the user who is logged into the program. |
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The 3rd column "T #" is the
Order Tracking Number. Clicking this will lead to detailed
information on the order. |
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The 4th column "Init" identifies the
Initiator who
sent
the order to the program. |
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The 5th column "Date" is the
date that the order was sent. |
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The 6th column "Status" is the
Current Status
of the order.
In
Active Orders, this may be: Ordered, Mechanic Assigned, In
Process, Back Order, Needs Approval, Supervisor Note or
Mechanic Note.
In Completed Orders, there are two
status types: Completed, or
Cancelled.
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The 7th column is the "Mechanic Assigned"
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The 8th column is the "Vehicle Identification Number"
- One of the list in the selection box |
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The 9th column is the "Order type"
- One of the list in the selection box |
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The 10th column is the Physical "Location"
of the problem or need. |
C.
Order status real-time updates
All entries in TransMaint are updated by the program in real-time,
so changes are immediately accessible by all users. To view the
most current status information while using the program,
update/refresh your display by selecting the button for the section
you are using.
D.
User Information
The top right corner of the program window displays user information
including user name, user rank, and user's assigned location.
This
section of the screen contains the [Log Out] command. Please
remember to end your session with TransMaint by selecting the [Log
out] command before exiting the system or closing the program
window.
Frequently Asked Questions
How
secure is our data on Janus Group Servers?
See security at
http://www.janusgroup.com/websecurity.htm.
For Janus Group Privacy Statement,
click here.
The
links above will open a new instance of your browser. Please CLOSE
the new browser window when you're done.
Can
a client purchase Janus Group TransMaint Software?
TransMaint is a service of the Janus Group. The software is not
available for sale.
Can
a client receive contractual discounts if multi year agreements are
negotiated?
Yes, contact us for details.
Are other aspects of the TransMaint System available for adding
to the basic TransMaint System?
Yes. We offer a Supply Ordering and School Repair Billing System,
and a tracking system for extracurricular usage of school buses
(field trips, etc.). Contact us for details.
Can different
Role, Username and Passwords configurations be utilized for the
TransMaint System?
Yes, several other configurations are available upon request.
Contact us for details.
Will Janus Group
assist in integrating the TransMaint System as a working function of
a District web site?
Yes, contact us for details. and examples.
Comments
and Suggestions
If you are a current user of TransMaint, we welcome your
constructive comments and suggestions. Although we cannot respond
to individual suggestions, they will be considered in future
upgrades and revisions.
To
submit a comment or suggestion, contact your supervisor.
Additional Information
If, after reviewing this document, you have questions which remain
unanswered (or to find out more about how TransMaint can work for
you), contact The Janus Group at the link below:
Online contact form...
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