FAQs

Should I be looking at TransitFleet for my maintenance shop?

If you are a small or medium sized transit system, TransitFleet is an effective and cost effective fleet maintenance and inventory software solution to both help manage your maintenance shop, provide information to other departments, and meet monthly and annual reporting requirements.TransitFleet was designed and developed exclusively for use by transit systems. If you are still using manual systems or have software that does not meet your needs or provide ready access to maintenance and inventory information, you should be taking a look at TransitFleet.

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Why would I need a fleet maintenance software package specifically designed just for transit?

There are specific characteristics of a transit operation where you want software that does business the way you do and TransitFleet does that. Some examples are (a) daily fueling as buses pull in, (b) maintaining an inventory for parts with different part number for the same item and availablity from multiple vendors, (c) hubometers that can be changed and the hub reading is not necessarily the life-to-date mileage, (d) road call tracking, (e) tire leasing, (f), tracking and valuation of items purchased with capital funding separately from operating, and (g) scheduling for PM's and specific events such as transmission service, air dryer replacement, or brake relines. In addition, transit systems have specific reporting requirements for National Transit Database (NTD) reporting, annual audits, and FTA triennial reviews and fleet maintenance software should provide reports and lookups that provide this information. If there is a transit specific requirement, TransitFleet does it. And with TransitFleet, it's very easy to just look up the information a mechanic, parts clerk, foreman, supervisor, or maintenance manager needs to have ready access to including vehicle information, work order history for a particular vehicle, daily mileage for a vehicle, issue history for a particular part, or tire history, all available with just a few mouse clicks.

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Is my system too small to implement fleet maintenance software?

In general, it's worth considering TransitFleet if you operate full size transit buses and/or carry a parts inventory that consists of more than filters and bulbs. But there are other reasons why a small system should consider implementing TransitFleet. TransitFleet should also be considered if you are a small agency such as a community action program that operates transit service but you also do maintenance work for other agencies and have to track and invoice maintenance work done for those agencies. It can also be useful to resolve issues if you have been cited in an FTA triennial review or NTD submission because of shortcomings in your manual recordkeeping or current software reporting.

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What database does TransitFleet use?

TransitFleet is implemented using a Microsoft SQL Server database which can be SQL Server 2000 or later.

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How much does TransitFleet cost to implement?

The total cost for a TransitFleet implementation includes a site license for the software and on-site labor and expense for installation, data conversion (if any), and training so the cost varies primarily by the amount of labor and expense. An installation with minimal expense and little or no data conversion could cost under $10,000. A typical transit system installation would be in the $16,000 to $24,000 range. Under a TransitFleet site license, there is no limit on number of workstations the software can be installed on. The price does not include SQL Server.

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How does software support for TransitFleet work?

The total cost for a TransitFleet implementation includes a site license for the software and on-site labor and expense for installation, data conversion (if any), and training so the cost varies primarily by the amount of labor and expense. An installation with minimal expense and little or no data conversion could cost under $10,000. A typical transit system installation would be in the $16,000 to $24,000 range. Under a TransitFleet site license, there is no limit on number of workstations the software can be installed on. The price does not include SQL Server.

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How does software support for TransitFleet work?

TransitFleet customers are covered by an annual software maintenance agreement which includes unlimited telephone support and new TransitFleet releases. The telephone support not only includes resolution of any problems and bug fixes but can also include refresher training or training on the use of features not previously implemented. The cost varies by size of installation and can also be negotiated to include a fixed cost for on-site visits for training and/or support.

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Can data from my existing system be converted for use in TransitFleet?

The data you most want to convert is that data that would either take a lot of effort to reenter (e.g. parts inventory, vehicle inventory, tire inventory) or is needed so features of TransitFleet can be used immediately, notably preventive maintenance histories so you don't have to wait for a full PM cycle to schedule preventive maintenance. If any of these are available in a "machine readable form" (e.g., Access database, SQL Server database, or Excel spreadsheet) or a report that can be printed to a file, they can be imported into TransitFleet.

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How can TransitFleet be used for National Transit Database reporting?

TransitFleet provides all data needed for the following NTD reports:

  • A-30 Revenue Vehicle Inventory form
  • R-20 Maintenance Performance form (mechanical system failures)
  • R-30 Energy Consumption form (fuel usage)

In addition, maintenance cost reports can be used for allocation of financial data by mode.

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How can TransitFleet be used during an FTA triennial review?

The Federal Transit Administration (FTA) wants to make sure you are properly maintaining assets purchased with federal dollars and the FTA triennial review is checking on that. As such, they ask for maintenance records for selected vehicles. TransitFleet provides both detailed reports and readily accessible on-screen queries of PM histories, work order histories, and daily fueling and mileage histories. The PM histories list all PM's performed, intervals between PM's, and variance from the manufacturers' recommended intervals.

 

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Can TransitFleet be used with automated fueling systems?

All commercial automated fueling systems in use at transit properties are capable of exporting fueling transactions with data required by TransitFleet for daily fueling to an interface file and TransitFleet is capable of importing any such interface file. TransitFleet currently has interfaces with the following automated fueling systems: S&A's FLEETWATCH, TRAK, Gasboy, FuelMaster, and MegaTrak.

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Can TransitFleet be used for fleets other than transit fleets?

TransitFleet is first and foremost a package designed to meet the specific needs of transit systems and all current TransitFleet customers are transit systems. However some of these customers perform maintenance work on or fueling of non-transit vehicles. Some are city departments that perform maintenance work on or fueling of fire trucks, police cruisers, school buses, or automobiles from other departments and TransitFleet is used to track and bill for this work. While TransitFleet can be used for fleet maintenance and inventory control functions for other types of fleets, it might not meet the needs or requirements specific to any industry other than transit.

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How does TransitFleet help on the shop floor?

With TransitFleet, a mechanic can walk up to a workstation on the shop floor and, with just a few mouse clicks, display a complete work order history for a specific vehicle and easily look through that history for specific repairs, problems reported, or parts used. A mechanic can easily look up information for a specific part: its bin location and if any are on-hand, its issue and receiving history, alternate part numbers, and vendors that carry it. It's also easy to look up what tires are on a vehicle, how long each tire has been there, and each tire's history as well as a tire card showing all tire mounts, dismounts, and rotations for the vehicle.

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How does TransitFleet help with inventory?

A well managed transit parts inventory should be as lean as possible while ensuring that parts are available as needed and that items are purchased at the best available price. Parts are generally available from OEM's and aftermarket suppliers and the same item might have different item numbers for each vendor as well as variations from item numbers in the service manual. TransitFleet provides the tools necessary to manage a transit parts inventory by allowing you to specify any number of vendors and OEM's for an item, each with its own item number and price and having available lookups and reports to facilitate reordering, analyze usage, and provide valuation at any point in time. Items can be ordered in one unit of measure and issued in another (e.g., bulk fluids ordered by the gallon and issued by quart). Complete issue, receiving, adjustment, and reconciliation histories are available instantly as on-screen lookups or on printed reports. You can provide any number of cross references such that if an item number is entered on a work order or purchase order, TransitFleet will check all OEM numbers, vendor item numbers, and UPC codes and suggest the correct house number, as well as checking if an item number has been superseded, replaced, or discontinued. TransitFleet users have noted how easy and efficient it is to conduct a physical inventory and record counts using TransitFleet; the inventory is automatically reconciled as counts are entered. Inventory valuation in TransitFleet can be first-in, first-out (FIFO), last-in, first-out (LIFO), or average cost.

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How does TransitFleet help in an agency audit?

TransitFleet does continuous valuation of the inventory and tracks all inventory transactions such that the valuation can be determined at any point in time. Detailed and summary reports are available to show issues, receivings, quantity adjustments, cost adjustments, and reconciliations for any or all items to meet an auditor's request for information.

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How does TransitFleet handle warranties and warranty claims?

Warranties can be set up for vehicles, components, and inventory items and can be time and/or mileage based. You can easily check the warranty status of a vehicle and all components on the vehicle. TransitFleet tracks all warranty work done on a vehicle whether by a vendor or in-house. TransitFleet also provides for the ability to generate invoices to bill for warranty claims for work done in-house using a "warranty billing plan" that has either flat rate labor rates, rates by trade and class of mechanic, or mechanic specific labor rates with markups for labor and/or parts.

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How does TransitFleet handle accident repair work and claims?

TransitFleet tracks all work done for accident repairs on a vehicle whether by a vendor or in-house. As with warranties, TransitFleet provides for the ability to generate invoices for insurance claims for work done in-house using an "insurance billing plan" that has either flat rate labor, rates by trade and class of mechanic, or mechanic specific labor rates with markups for labor and/or parts.

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How can TransitFleet be used for purchasing?

The purchasing functions in TransitFleet are designed to support the maintenance functions of a transit system and are therefore fully integrated with inventory and work orders. Purchase orders can also be used for other maintenance functions including purchase of non-inventory items, work by outside vendors, and services such as towing. The accounting department can use TransitFleet when an invoice comes in to look up what items have been received and order prices for items on the invoice to determine if it is ok for payment. Some TransitFleet customers also use TransitFleet for non-maintenance purchasing since TransitFleet purchase orders can be for inventory items with receivings, non-inventory items with receivings, or services with no receivings. Interfaces with accounting systems can also be implemented; TransitFleet currently has interfaces with Solomon and MAS 90.

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FleetMate information

If you currently use FleetMate®, TransitFleet offers a seamless and a comprehensive upgrade without sacrificing ease of use. We know because we designed FleetMate, too. Click here to download (PDF) information about upgrading.