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Introduction

This user manual helps you to explore and understand the functioning of the Heavy Vehicle Inspection Management Portal (HVIMP). This user manual covers everything in a step-by-step layout so that you can quickly understand how does it work. Starting from the Dashboard to the menu bar to account management, everything has been explained/demonstrated with related images/diagrams to make learning easier and quicker.

Exploring the Dashboard

The Dashboard appears as the first screen after a successful login. It provides you a quick overview of “Vehicle Status,” “Overall Inspection Summary,” “Work Order Summary,” and “Upcoming Schedule.”

The Menu Bar is available in the left-hand side on the dashboard, as shown in the following image:

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Step 2 - Inspection

If you are working on a small screen and need more space to work in the portal, then you can hide the menu bar in just one click. And, once the work is completed, you can show the menu bar again. To hide the menu bar, click pic on the dashboard and the menu bar will become hidden, giving you more space for work, as shown in the following image:

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Inspection

The Inspection menu provides you a quick history of the inspections done. Not only this but also you get several options such as vehicle filter, download inspection report, and so on.

View Inspection History

Perform the below steps to view inspection history:

  • Login to the portal.
  • Click Inspection in the left-side menu:
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    Inspection history appears as:

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    Search/Filter Vehicle

    The Search/Filter Vehicle option is helpful when you have a big list of inspection jobs, and from that, you need to find one vehicle to check its report quickly. There are many ways to filter the inspection list, for example, you can use vehicle number, inspection date, vehicle name, etc. to filter the vehicles’ list. In addition, there are several pre-defined filters given from which you can select one, and based on that the portal will display the available vehicles.

    Perform the below steps to use the Search/Filter Vehicle option:

  • Tap on search icon in the Select Vehicle field :
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    When you press the Enter key or click the Search glass icon, a filtered list appears in a dialog box:

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  • Click the Select button next to the vehicle for which you want to see more details.
  • Click on the pic button.
  • View Vehicle Inspection Report

    Perform the below steps to view the detailed vehicle inspection report:

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    Tap on row to get detailed view of particular inspection for any vehicle.
    The detailed inspection report appears, as shown in the following below image :

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    Download Inspection Report

    Perform the below steps to download the vehicle inspection report:

    Click the Download button

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    Delete Inspection Report

    Perform the below steps to delete the vehicle inspection report:

    Click on the Delete Inspection button:

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    Click the Delete button:

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    Report will be deleted

    Create Work Order

    Click on the Vehicle Number or row for which you need to create a work order:

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    Click the Create Workorder button:

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    Fill the work order details:

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    Click on "Create Work Order button"

    Operator Daily Reporting

    The Operator Daily Reporting menu provides you a quick history of the operators report along with their comments about the inspection conducted. It helps you get daily as well as weekly reporting of the vehicle. In addition to this, you get several options such as vehicle filter, download report, view report details, and delete the report.

    View Operator Daily Reporting History

    Perform the below steps to view the history:

  • Login to the portal.
  • Click Operator Daily Reporting in the left-side menu:
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    The all operator daily report appears in the right-hand side:

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    Search/Filter Vehicle

    The Search/Filter Vehicle option is helpful when you have a big list of reports in history, and from that, you need to quickly find one vehicle to check its report. The Search Vehicle filter provides you a few ways to filter the inspection list, for example, you can use vehicle number, inspection date, vehicle name, etc. to filter the reports for the required vehicle.

    Perform the below steps to use the Search/Filter Vehicle option:

  • Tap on search icon in the Select Vehicle field :
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    When you press the Enter key or click the Search glass icon, a filtered list appears in a dialog box:

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  • Click the Select button next to the vehicle for which you want to see more details.
  • Click on the pic button.
  • View Detailed Daily Inspection Report

    Click Action before the report and select View:

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    The detailed report appears in a dialog box:

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    Download Detailed Daily Inspection Report

    Click the Download [pic] icon at the end of the column for the report that you need to download:

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    Delete Detailed Daily Inspection Report

    Click Action before the report and select Delete:

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    An alert message appears. Click the Delete button to confirm the action.

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    The report will be deleted.

    Work Order

    The Work Order menu provides you with the options to view the work order history, create and manage work orders, and filter work orders from an extensive list of work orders.

    View Work Order History

    Perform the below steps to view work order history:

  • Login to the portal.
  • Click Work Order in the left-side menu:
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    The all Work Order list will be appears:

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    Search/Filter Work Order

    The Search/Filter Work Order option is helpful when you have a big list of work orders, and from that, you need to find one work order quickly. There are many ways to filter the work orders list, for example, you can use vehicle number, vehicle name, etc. to filter the list. In addition, there are several pre-defined filters given from which you can select one and based on that the portal will display the available work orders.

    Type a search query in the Select Vehicle field and press the Enter key to filter the list:

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    When you press the Enter key or click the Search glass icon, a filtered list appears in a dialog box:

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  • Click the Select button next to the vehicle to see its work order.
  • Click the Apply Filter button.
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    You will see the work order details of the selected vehicle.

    Create Work Order

    Click the Create Workorder button:

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    The “Create Work Order” screen appears:

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    Fill the workorder details:

    Fields Description
    Work Order Number: It is a unique number which is automatically assigned by the portal. We suggest that you to do not change this number.
    Vehicle Number Click the Pick button next to this filed and select a vehicle.
    Work Order Status Click the drop-down arrow and select a status from the available options, which are initiated, In Progress, On Hold, Complete, Rework, and Postponed.
    Inspection Report Number Enter the inspection report number. You can get this from the inspection menu based on the vehicle number.
    Vehicle Name This field will be automatically filled when you select the vehicle number by clicking the Pick button.
    Work Order Priority Click the drop-down arrow and select the work order priority from the available options, which are Normal, Low, Medium, High, and Emergency.
    Assign to Employee Assign employee to particular workorder or task.
    Workorder Type Type of work order as it is in house or need to send workshop
    Approval Workflow Select the approval workflow
    Planned/Unplanned Mark workorder that it is planned one or unplanned maintenance over equipment
    Consumer Parts List Click the + button and select the parts that need to be used to repair the vehicle.
    Repair Item Click the + button and add the items that are repaired.
    Replace Item Click the + button and add the items that are replaced.
    Labor Charge Enter labor charges.
    Consumer Parts Costs Enter the cost of the parts.
    Tax Enter tax in percentage.
    Actual Total Cost This cost will be automatically calculated.
    Remark Add your remarks, if any.

    Once the details are filled, click the Create Work Order button.

    View Work Order Details

    Click Action before the work order and select View:

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    The details of the selected work order appear in a dialog box:

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    All necessary details will be available in view section regarding the particular vehicle.

    Delete a Work Order

    Click Action before the work order and select Delete:

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    An alert message appears. Click the Delete button to confirm the action.

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    Update Work Order

    Click Action before the work order and select Update:

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    Make the required changes in the work order:

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    Click the Update Work Order button once the changes have been made:

    Work Order Approval

    Click Action before the work order and select "Submit for approval" :

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    Select approver from the dropdown list

    Press "Submit for Approval" button to send the approval request to the approver

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    Schedule

    The Schedule menu provides you with the options to view the available schedules created for the inspection of vehicles. In addition, you are allowed to create, manage, and filter schedules.

    View Schedules

    Perform the below steps to view the history:

  • Login to the portal.
  • Click Schedule in the left-side menu:
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    The Schedule page appears, displaying the available vehicle inspection schedule:

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    Search/Filter Schedule

    The Search/Filter Schedule option is helpful when you have a big list of inspection schedules, and from that, you need to find one schedule quickly. There are many ways to filter the schedule list, for example, you can use vehicle number, vehicle name, etc.

  • Tap on search icon in the Select Vehicle field :
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    When you press the Enter key or click the Search glass icon, a filtered list appears in a dialog box:

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  • Click the Select button next to the vehicle to see its work order.
  • Click the Apply Filter button.
  • Create Schedule

    Click the Create Schedule button:

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    The “Create Schedule” screen appears:

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    Fields Description
    Schedule ID: It is a unique number which is automatically assigned by the portal. We suggest you to do not change this number.
    Vehicle Number Click the Select button next to this filed and select a vehicle.
    Vehicle Name Type name of the vehicle.
    Note Type a personalized note about the schedule.
    Schedule Type Select a schedule type i.e. if the schedule is set for inspection then click Inspection or if the schedule is for work order then click Work Order.
    Select checklist for inspection When you will click Inspection in schedule type, the Select checklist for inspection field will be active. To select the checklist, click the Select button and select an inspection checklist.
    Add Item for work order When you click Work Order in schedule type, the Add Item for work order field will be active. To add a work order, click the Add button and select a work order.
    Schedule Method: Select a schedule method i.e. Meter Reading or Duration. Based on the option you select, the related sub-fields will be changed. For example, if you click Meter Reading then you will see Start Meter Reading and Meter Reading Frequency fields to be filled. And, if you select Duration, then you will see the Start Date and Duration Frequency fields.
    Repetition Enter the repetition schedule.

    Update a Schedule

    Click Action before the schedule and select Update:

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    Make the required changes in the schedule:

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    Click the Update button to save the changes.

    Delete a Schedule

    Click Action before the schedule and select Delete:

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    An alert message appears. Click Yes to delete the schedule:

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    Incident Report

    The Incident Report menu provides you with the options to view the available incident reports and download the required report.

    View all Incident Reports

    Perform the below steps to view the history:

  • Login to the portal.
  • Click Incident Report in the left-side menu:
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    The Incident Report page appears, displaying the available reports:

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    Search/Filter an Incident Report

    The Search/Filter Schedule option is helpful when you have a big list of incident reports, and from that, you need to find one report quickly. There are many ways to filter the reports list, for example, you can use an incident number, incident date, incident time, vehicle number, vehicle name, etc.

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    When you press the Enter key or click the Search glass icon, a filtered list appears in a dialog box:

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  • Click the Select button next to the vehicle to see its Incident Report.
  • Click the Apply Filter button.
  • Download an Incident Report

    Click the Download button next to the incident to download its report:

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    The report will appear in a new tab. You can save this report on your system as a PDF file or can take its print out.

    Vehicle Inventory

    The Vehicle Inventory menu provides you with the options to view the inventory of the vehicles that are already added in your system, add more vehicles manually, upload a list of vehicles using a CSV file, update details of a vehicle, and delete an inventory from your system.

    View the Available Inventory

    Perform the below steps to view the history:

  • Login to the portal.
  • Click Vehicle Inventory in the left-side menu:
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    The Vehicle Inventory page appears, displaying the available Vehicle Inventory:

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    Add Vehicle Data Manually

    Click the Add New Vehicle button.

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    The Add New Vehicle form appears.

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    Tap on "Insert" Button to add your vehicle in Vehicle Inventory

    Fields Description
    Vehicle Category: Enter the category of the vehicle.
    Vehicle Number: Enter the number of the vehicle.
    Vehicle Name: Type name of the vehicle.
    VIN: Enter the VIN i.e. Vehicle Incident Number.
    Meter Reading: Enter meter reading of the vehicle.
    Model/Year: Enter the model and year of the vehicle.
    Status: Click the drop-down arrow and select a status of the vehicle.
    Purchase Date: Select the purchase date of the vehicle.
    Warranty Date: Select the warranty date of the vehicle.
    Maintenance priority: Click the drop-down arrow and select the required maintenance priority.
    Ownership mode: Click the drop-down arrow and select the ownership mode of the vehicle.
    Operator Name: Enter the name of the operator who collected this information for the inventory
    Created By: Enter the name of the operator who created this inventory.

    Upload Vehicle Data using a CSV

    Click the Sample CSV button to download a sample CSV file based on which you will need to create an actual CSV file of the parts inventory for upload in the system.

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    Once your CSV file is ready, click the Upload CSV button.

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    Click the Browse button to select your CSV file from computer storeage.

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    Once the CSV file is selected, click the Upload Data button.

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    Search/Filter Data of a Vehicle

    Type a search query in the Enter Vehicle Number field and click the Search button.

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    Update Details of a Vehicle

    Click Action before the vehicle number and select Update:

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    Make the required changes:
    Click the Update button to save the changes.

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    Delete Details of a Vehicle

    Click Action before the vehicle number and select Delete:

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    An alert message appears. Click Yes to delete the details of the selected vehicle from the inventory:

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    Parts Inventory

    The Parts Inventory menu provides you with the options to view the inventory of the parts that are already added in your system, add more parts manually, upload a list of parts using a CSV file, update details of a part, and delete a part from the inventory.

    View the Available Parts Inventory

    Perform the below steps to view the existing inventory of the parts:

  • Login to the portal.
  • Click Parts Inventory in the left-side menu:
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    The Parts Inventory page appears, displaying the available inventory:

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    Add Details of Vehicle Parts Manually

    Enter part details in their respected fields and click the Insert button.

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    New part will appear in the inventory list.

    Upload Details of Vehicle Parts using a CSV

    Click the Sample CSV button to download a sample CSV file based on which you will need to create an actual CSV file of the parts inventory for upload in the system.

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    Once your CSV file is ready, click the Upload CSV button.

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    Click the Browse button to select your CSV file.

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    Once the CSV file is selected, click the Upload Data button.

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    Update Details of a Part

    Click in a column for the part that you want to update.

    Modify the details of the selected part and click the Update button.

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    Delete a Part

    Click in a column for the part that you want to delete.

    Click the Delete button.

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    An alert message appears. Click Delete to delete the selected part from the inventory:

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    Fuel Logger

    The Fuel Logger menu provides you with the Fuel log for different vehicles in which fuel has been filled. Moreover, you can download the fuel receipt as a jpg file, which you can also print.

    View Fuel Log

    Perform the below steps to view fuel log:

  • Login to the portal.
  • Click Fuel Logger in the left-side menu:
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    The Fuel Logger page appears, displaying the fuel log:

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    Search/Filter Fuel Log

    The Search/Filter option is helpful when you have a large fuel log, and from that you need to find the fuel receipt for a selected vehicle. You can filter the fuel log using vehicle number, vehicle name, fuel quantity, etc.

    Type a search query in the Select Vehicle field and press the Enter key to filter the list:

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    When you press the Enter key or click the Search glass icon, a filtered list of fuel log appears in a dialog box:

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  • Click the Select button next to the vehicle to see its fuel log.
  • Click the Apply Filter button.
  • You will see the fuel log details of the selected vehicle.

    Download Fuel Receipt

    Click the Download button in the Fuel Receipt column:

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    The fuel receipt appears in a new tab as a jpg file.

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    You can save this receipt on your system or take its print out.

    Checklist

    The Checklist menu provides you with the option to create, update, delete, and view the inspection checklist. A well defined 3 layer checklist.
    Checklist Name --> Inspection Area --> Inspection Item

    View Checklist

    Perform the below steps to view an existing checklist:

  • Login to the portal.
  • Click Checklist in the left-side menu:
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    The Checklist page appears, displaying the available checklists:

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    Add a New Checklist

    Click the Add New Checklist button.

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    The Add New Checklist dialog box appears. Type a name for the new checklist and click the Add button.

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    After Creating the Checklist Name (1st Layer) tap on "Add Inspection Area(2nd Layer)"

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    Same process as 1st layer tap on "Add Inspection Area". The Add New Inspection Area dialog box appears. Type a name for the new inspection area and click the Add button.

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    Now, Click the "Add Inspection Item" next to the inspection area in which you want to add one or more inspection items.

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    Click the Add Inspection Item button. The Add New Inspection Item dialog box appears. Type a item name for the new inspection item and click the Add button.

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    Repeat this process to create as many inspection items as you need.

    Update Checklist

    For updating any Checklist Title, Inspection Area Name, Inspection Item Tap on "Edit" button

    Checklist Title

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    Inspection Area Name

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    Inspection Item

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    After making appropriate change tap on "Update" Button

    Delete Checklist

    Checklist Title

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    Inspection Area Name

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    Inspection Item

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    Tap on "Delete" Button to execute remove process

    An alert message appears. Click the Delete button to confirm your action.

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    User Management

    The User Management menu provides you with the option to add, update, delete, and view the users.

    View the Existing List of Users

    Perform the below steps to view existing users:

  • Login to the portal.
  • Click Users Management in the left-side menu:
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    The User Management List page appears, displaying the available users:

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    Add a New User

    The User Management List page appears, providing you the option to add a new user Fill all necessary details:

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    Now, assign a vehicle to the user. To do this, click the Select button next to the Assigned Vehicle box.

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    Select the vehicle and click the Done button.

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    After selecting the assigned vehicle, Click on the Insert button.

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    Fields Description
    Name: Type name of the user.
    User ID Enter the user’s mobile number, email ID or any unique group of alphanumeric characters.
    Password Enter a password for the user account. (Must be equal or more than 6 digits or charachters)
    User Block Click the drop-down arrow and select if the user’s account is activated or blocked.
    User Access Area Click the drop-down arrow and select the check boxes to allow user’s access to different areas.
    Assigned Vehicle Assign related vehicle to user. By this user can only see the information related to that particular vehicle assigned to him

    Update the Details of a User

    Select a user in the list by tapping to the row, and its details will be displayed in their respective fields for the update.

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    Make the required changes. If you want to update the assigned vehicle as well, then click the Select button next to the Assigned Vehicle box and add or remove vehicle from list

    Click the Update button, After making the all necessary changes

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    Delete a User

    Select a user in the list by tapping to the row, and its details will be displayed in their respective fields for the delete.

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    Click the delete button, to remove the user from you user management

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    Tap on "Delete" to confirm you want to delete.

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    User Management

    The Vendor Management menu provides you with the option to add, update, delete, and view the Vendor.

    View the Existing List of vendor

    Perform the below steps to view existing users:

  • Login to the portal.
  • Click Vendor Management in the left-side menu:
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    The User Management List page appears, displaying the available users:

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    Add a New Vendor

    The Vendor Management List page appears, providing you the option to add a new user Fill all necessary details:

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    After filling all necessary details about vendor, Click on the Insert button.

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    Fields Description
    Name: Type name of the user.
    User ID Enter the user’s mobile number, email ID or any unique group of alphanumeric characters.
    Password Enter a password for the user account. (Must be equal or more than 6 digits or charachters)
    User Block Click the drop-down arrow and select if the user’s account is activated or blocked.
    User Access Area Click the drop-down arrow and select the check boxes to allow user’s access to different areas.
    Assigned Vehicle Assign related vehicle to user. By this user can only see the information related to that particular vehicle assigned to him

    Update the Details of a vendor

    Select a Vendor in the list by tapping to the row, and its details will be displayed in their respective fields for the update.

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    Make the required changes for that particular selected vendor

    Click the Update button, After making the all necessary changes

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    Delete a vendor

    Select a vendor in the list by tapping to the row, and its details will be displayed in their respective fields for the delete.

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    Click the delete button, to remove the vendor from you Vendor Management

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    Tap on "Delete" to confirm you want to delete.

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    Account

    The Account menu provides you the options to view and manage account details, set up business settings, etc.

    View Account Details

    Perform the below steps to view the account details:

  • Login to the portal.
  • Click Account in the left-side menu:
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    The Account page appears:

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    Edit User Information

    Click the Edit button in the User Profile section.

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    The Edit Profile Info dialog box appears. Make the required changes, and click the Save button.

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    Configure Business Settings

    Click the Edit button in the Business Settings section.

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    The Edit Business Settings dialog box appears. Make the required changes, and click the Save button.

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    Click the Set your company Logo button if you want to change the logo.

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    Click the Choose File button and select your company logo. After selecting the file, click the Upload Logo button.

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    WorkOrder Approval

    WorkOrder Approval is integral part of maintenanace work to getting approval for any workorder or task in workorder

    How to submit for approval

    Open Workorder section by tapping on "WorkOrder" from menu bar

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    Select row for particular WO need to Approve and tap on "Action" and select "View"

    Tap on "Submit For Approval" and after it "Request for WorkOrder Approval" screen will pop up

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    After filling all details tap on "Submit for approval"

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    Approve/Decline WorkOrder