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Fleet Management
System
User Guide
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Index
1 Service Overview........................................................................................................ 4
2 Logging in................................................................................................................... 4
2.1
Basic Navigation................................................................................................. 5
2.2
Crumb Trail......................................................................................................... 6
3 Fleet / Device Management ........................................................................................ 7
3.1
Fleet Overview.................................................................................................... 7
3.1.1
Current locations......................................................................................... 7
3.1.1.1 Device Status Icon key............................................................................ 7
3.1.2
Utilisation.................................................................................................... 8
3.1.2.1 Utilisation Icon key................................................................................. 8
3.1.3
Last moving ................................................................................................ 9
3.1.4
Plot Group................................................................................................... 9
3.1.4.1 Plot Group Large View........................................................................... 9
3.1.4.2 Saved Map Views ................................................................................... 9
3.1.5
Find Nearest Device.................................................................................. 10
3.1.5.1 Searching by postcode .......................................................................... 10
3.1.5.2 Searching by geofence.......................................................................... 11
3.2
Device Overview .............................................................................................. 12
3.2.1
Current map position................................................................................. 14
3.2.1.1 Current Map Live Update..................................................................... 14
3.2.2
Journey History......................................................................................... 15
3.2.2.1 History Icon key.................................................................................... 15
3.2.3
Journey Snail Trail.................................................................................... 16
3.2.4
Polling a device......................................................................................... 16
3.2.5
Device Status ............................................................................................ 16
3.2.6
I/O Values................................................................................................. 16
3.2.6.1 V502 I/O Values ................................................................................... 17
4 Company Operations ................................................................................................ 18
4.1
Alerts................................................................................................................. 18
4.1.1
Manual Acknowledgement....................................................................... 18
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4.2
Geofences.......................................................................................................... 19
4.3
Geofence Searching .......................................................................................... 19
4.4
Messaging ......................................................................................................... 20
4.5
Device Groups .................................................................................................. 21
4.5.1
Secure Groups........................................................................................... 21
5 Reports...................................................................................................................... 22
5.1
Journeys ............................................................................................................ 22
5.2
Locations........................................................................................................... 23
5.3
Geofences.......................................................................................................... 23
5.4
Events................................................................................................................ 24
5.5
Fleet Management............................................................................................. 25
5.6
Device Configuration........................................................................................ 25
5.7
Report Scheduling............................................................................................. 26
5.7.1
Adding a new schedule............................................................................. 26
6 End user configuration options................................................................................. 28
6.1
User accounts.................................................................................................... 28
6.1.1
Account details.......................................................................................... 28
6.1.2
Changing your password........................................................................... 28
6.1.3
Preferences / Automatic Timezone Feature.............................................. 28
6.1.4
Map Views................................................................................................ 29
6.2
Geofences.......................................................................................................... 29
6.2.1
Types......................................................................................................... 29
6.2.1.1 Circular ................................................................................................. 29
6.2.1.2 Polygon (Zones).................................................................................... 31
6.2.2
Geofence Storage...................................................................................... 32
6.2.2.1 Host based............................................................................................. 32
6.2.2.2 Device based......................................................................................... 32
6.3
Alerts................................................................................................................. 33
6.3.1
Device ....................................................................................................... 33
6.3.2
Analog....................................................................................................... 34
6.3.3
Digital ....................................................................................................... 35
6.3.4
Geofence ................................................................................................... 36
7 Abbreviations............................................................................................................ 37
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1 Service Overview
The fleet management service is an Internet based Fleet Management service designed to
be operated from a freely available browser on Internet connected P.C.’s.
The service offers a wide range of maps covering many parts of the world. An up to date
list can be obtained from your local reseller.
2 Logging in
To login, navigate to the logon page by the link provided by your reseller.
Click on the “Log in” link.
Enter your email address and the password provided by your reseller or agent.
If you wish for the PC to remember your email address as the default, tick the
“Remember my e-mail address on this computer” box.
Click on the “Log In” link. You should now be logged into the system.
If the login fails, verify your email / password fields and ensure the CAPS lock is not
accidentally on (passwords are case sensitive).
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2.1 Basic Navigation
Every screen in the system has a common menu bar available to Super users or Users.
This is located at the top of the screen at all times.
Home - takes you to the “home page”. It shows you any system announcements or from
your reseller and an enhanced version of the menu tabs.
Devices - takes you to an overview page where you can see a range of devices in your
fleet.
Company - takes you to a Company orientated section for geofences, alerts and
messages.
Reports - takes you to the reports section.
Support - takes you to your own support area where you may change your password and
other personal options.
Administration (Super Users only) - takes you to the User, Device and Alarm
management functions.
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2.2 Crumb Trail
When navigating sections of the site, a crumb trail is constructed automatically.
The crumb trail is always placed immediately below the main menu bar.
An example is shown below:
Clicking on any part of the crumb trail will take you back to the respective part of the
site. Clicking on the word devices for example will take you back to the device list (fleet
overview) page for the respective company.
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3 Fleet / Device Management
3.1 Fleet Overview
The fleet overview is the main page for viewing a fleet status. It is the central point for
navigating to a fleet or vehicle and viewing its data.
3.1.1 Current locations
This shows the current location of all vehicles in your fleet (when group view is set to
Summary).
Fields listed are:
•
Device Name
•
An icon indicating operation status (only one will be shown):
o In a journey
o Stopped
o Out of contact
o GPS Timeout
•
Last location (address details or a geofence name)
•
Last contact
•
Last GPS Time (super users or above)
Clicking on the Device name or the View icon ( ) takes you to the device overview
page.
Clicking on the Plot icon ( ) takes you immediately to the device map page.
3.1.1.1 Device Status Icon key
Icon Description
Vehicle is stationary
Vehicle is moving
Vehicle has not had valid GPS within required time period
Vehicle has not updated within required time period
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3.1.2 Utilisation
Changing the group view to Utilisation displays a fleet utilisation page.
The utilisation component looks like the following image:
Click Previous or Next day to navigate the utilisation days.
3.1.2.1 Utilisation Icon key
Icon Description
Vehicle is moving – click on green to display journey detail
Vehicle is stopped
Vehicle inside geofence
No data available
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3.1.3 Last moving
Changing the group view to Last moving displays the summary page with second
column added - the “last moving” times. This is the time the vehicle last moved, i.e. the
time the vehicle last ended a journey. This is useful for monitoring how long a vehicle in
your fleet has been left unused.
3.1.4 Plot Group
The plot group is found on the size bar of the fleet overview page. This feature plots all
the group devices on a single map. The map is automatically sized to show all vehicles.
Option “Cascade subgroups” plots all additional folders beneath the current folder.
3.1.4.1 Plot Group Large View
The Plot Group screen has a “View Large Map” option on the side bar menu. This option
will display the map screen in a window optimised for displaying maps only.
On menu bar at the top of the screen is a live update feature ( Live Updates).
Pressing this button activates a live mapping feature.
Once activated, the client browser maintains a conversation with the host server,
periodically checking for device movement. When the check detects any of the devices
has moved, the map will be refreshed.
3.1.4.2 Saved Map Views
On any of the map screens, the user can either leave the map screen on its Default view
or switched to a pre-saved area of the map such as “England” or “Wales” etc.
On the screens that have a live update feature, the saved view has an important function.
On the live update screens, if the view is left as “Default”, the map will pan and zoom to
maintain the vehicle(s) in view.
If the view is set to a user choice, then the map will remain fixed and not pan or zoom
automatically. This can be useful to maintain a view of the UK for example, watching a
fleet fan out over the day.
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3.1.5 Find Nearest Device
The “find nearest device” option is located on the fleet overview sidebar menu. It allows
the user to search a fleet for a device nearest to either a postcode or a geofence.
3.1.5.1 Searching by postcode
The postcode search is the default choice. First, enter a valid postcode, then choose either
“All company devices” (default) or the second choice – which is the current device
folder.
Then click search. The results should be shown with the following columns:
•
Device name
•
Distance from postcode
•
Location
•
View icon
The nearest vehicle will be at the top of the list, with the distance from the postcode.
Clicking the vehicle name or the view icon will take the user to the device overview
screen for that vehicle.
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3.1.5.2 Searching by geofence
Change the “search by” option to “Geofence”. The screen should refresh to show a list of
geofences.
Next, select a geofence, then choose either “All company devices” (default) or the second
choice – which is the current device folder.
Then click search. The results should be shown with the following columns:
•
Device name
•
Distance from geofence
•
Location
•
View icon
The nearest vehicle will be at the top of the list, with the distance from the postcode.
Clicking the vehicle name or the view icon will take the user to the device overview
screen for that vehicle.
The nearest vehicle will be at the top of the list, with the distance from the geofence.
Clicking the vehicle name or the view icon will take the user to the device overview
screen for that vehicle.
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3.2 Device Overview
The device overview is intended to present all the key information for a vehicle on a
single page. The information included is as follows:
•
Device type;
•
Location – textual
•
Location on map (clicking on map shows a larger map view);
•
Latitude / Longitude (WGS84);
•
Northing / Easting (OS 1936);
•
Last valid GPS fix time;
•
Current Speed / heading;
•
Current vehicle odometer (if set);
•
Vehicle registration (if set);
•
Most recent journeys (clicking on this link shows the full journey list):
o Start / End location;
o Journey time;
o Max speed;
o Journey distance;
o Maximum acceleration / deceleration during journey (where supported);
o Idle time (where supported);
o Driver Name (where supported).
o “Details” link – clicking on this shows all fixes in the journey;
o “Plot” link – clicking on this shows the snail trail for the journey.
•
Daily journeys
o Date
o Start of day
o End of day
o Journeys made
o Driving duration
o Maximum speed
o Distance travelled
o Maximum acceleration / deceleration
o Idle time
o “Details” link – clicking on this shows all journeys made on the day;
o “Plot” link – clicking on this shows the snail trail for the entire day, with
individual “journey” markers.
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An example is shown below.
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3.2.1 Current map position
This screen shows the current map position for the selected vehicle.
The system optimises the map size to fit the computer monitor viewing the site.
Zooming and position can be moved by activating the feature (zoom in/out or position)
on the toolbox in the top left of the screen.
To zoom out (after activating this feature on the toolbox), draw a “box” by ,clicking on
the map and holding down the mouse button, then drag a box down and to the right of the
initial click. A box should be drawn. When the button is released, the map is zoomed out.
The smaller the box, the larger the zoom out.
To Zoom in (after activating this feature on the toolbox), draw a “box” by ,clicking on the
map and holding down the mouse button, then drag a box down and to the right of the
initial click. A box should be drawn. When the button is released, the map is zoomed in
to the contents of the box just drawn.
3.2.1.1 Current Map Live Update
On the current map screen side bar menu is a live update feature ( Live Updates).
Pressing this button activates a live mapping feature.
Once activated, the client browser maintains a conversation with the host server,
periodically checking for device movement. When the check detects the device has
moved, the map will be refreshed.
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3.2.2 Journey History
Clicking on the “detail” link for any journey will show a list of sequential fixes for the
chosen journey.
The following columns will be shown:
•
Date / time
•
Location (address or geofence name)
•
Speed
•
Distance
•
Heading
•
Max acceleration *
•
Max Deceleration *
•
Idle time *
•
Driver Tag *
•
Flags * (see icon key)
* Some fields are hardware dependant.
3.2.2.1 History Icon key
A key for the icons is shown on the left hand side of the history screen. Note – not all
features listed on the key are supported by all devices.
Icon
Description
Journey Start
Journey End
Ignition on
Ignition off
Live report
Stored report
Reports to follow
Timed report
Distance report
Polled report
Geofence alarm
Panic Report
Power on / Restart
GPS Timeout
Low Battery
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3.2.3 Journey Snail Trail
Clicking on the “plot” link for any journey will show a “snail trail” for the chosen
journey.
Hovering over any arrow shows the number, time, location and speed of the respective
fix.
3.2.4 Polling a device
Certain devices can be polled (by Super Users) which in turn updates the system with
current data.
In the case of the V502, this will result in an SMS (chargeable) being sent from the host
to the device requesting an update.
In all cases, a progress screen will be shown informing the user of the polling progress.
3.2.5 Device Status
Certain devices can be interrogated for their current operational status.
In the case of the V502, this will result in a set of spatial and communication data being
returned.
3.2.6 I/O Values
Most devices support a range of Inputs and Outputs (I/O).
The V502 has a wide range of I/O points. To view the points, navigate to the Device
Overview screen and follow the link on the sidebar menu “Current I/O Values”.
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3.2.6.1 V502 I/O Values
There are a number of V502 firmware releases deployed in the field. For the following
example, a version 2.0 device is shown. Any of these can have alarms set on them.
Analog Point
Units
Description
Battery
Volts
Voltage of input supply. This can be the vehicle alternator, or
the vehicle battery if the ignition is off.
Speed
Kph
Current speed of vehicle
Max Speed
Kph
Max speed of vehicle in current journey
Max Acceleration
m/s²
Max Acceleration of vehicle in current journey
Max Deceleration
m/s²
Max Deceleration of vehicle in current journey
Idle Time
Mins
Idle time of vehicle in current journey
Digital Point
Low
High
Description
Timed report
No
Yes
Fix was a timed (confidence) report
Distance report
No
Yes
Fix was a distance or heading report
Polled report
No
Yes
Fix was polled by a user
Geofence alarm report
No
Yes
Fix was due to an onboard geofence breech
Panic mode report
Off
On
Fix was due to panic input being activated
External I/O event
No
Yes
Fix was due to an external I/O change
Journey Start
No
Yes
Fix was due to journey start
Journey Stop
No
Yes
Fix was due to journey stop
Digital in 1 (Voice control)
Off
On
Digital in 1 state (raw input)
Digital in 2 (Alarm input)
Off
On
Digital in 2 state (raw input)
Digital in 3 (Ignition circuit)
Off
On
Digital in 3 state (raw input)
Digital in 4 (Panic button)
Off
On
Digital in 4 state (raw input)
Digital Out 1
Off
On
Digital out 1 state
Digital Out 2
Off
On
Digital out 2 state
Digital Out 3
Off
On
Digital out 3 state
Digital Out 4
Off
On
Digital out 4 state
Ignition Status
Off
On
Ignition status. In ignition mode 0, this is a GPS
derived ignition based on speed. In ignition mode
1, this is the true ignition state based on the value
of Digital in 3
Power On
No
Yes
Device has just powered up – only present on first
fix after powerup
GPS Timeout
No
Yes
Device has GPS timeout – present while no GPS
Low Battery Level
Normal Low
Low battery level detected – level set by device
configuration parameter page.
Reports to follow
No
Yes
There are reports on the device onboard memory
queued, waiting to be sent.
Storage
Live
Stored
The fix came from live readings or from the
memory
Extension Data
None
Present There is extension data present (RFID, Transcan,
Datacold500 etc)
Status 7
N/A
N/A
Spare bit.
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4 Company Operations
The “company” menu option is where company orientated functions are performed.
4.1 Alerts
The Alerts option lists all current alerts on the system for the company being viewed.
The following columns are listed:
•
Device Name
•
Date / time of alarm transition
•
Alert text
•
Cleared flag
•
Ack (acknowledged flag)
An alarm will appear in this list and remain until it is “cleared” and “acknowledged” as
with most standard HMI interfaces (Human Machine Interfaces).
The list can be filtered by the combo box on the left hand menu area.
Filter options are:
•
All alerts
•
Analogue points
•
Digital points
•
Device alerts
•
Geofence alerts
4.1.1 Manual Acknowledgement
Devices can either be acknowledged by the system or by a user. To acknowledge an
alarm that is not auto-acknowledged, simply click on the “Ack” box for the respective
alarm. The screen should then refresh, showing the acknowledged alarm.
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4.2 Geofences
Geofences can either be circular or polygon in shape.
Circular geofences can also be downloaded to certain device types for improved accuracy
on reporting breeches.
The geofence menu option allows the user to list, modify and create new geofences.
For detailed configuration information, see the later configuration section.
4.3 Geofence Searching
A geofence in a large list can be hard to locate. There is a search option available on the
left hand menu area called “search for a geofence”.
Enter part of the geofence name you require and press “Search”.
A screen will appear with a list of geofences matching your search criteria.
The list will include the following columns:
•
Geofence name
•
Lat (Latitude)
•
Lon (Longitude)
•
Radius (in metres)
•
View, Edit and Delete icons
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4.4 Messaging
The messaging section allows user text messages to be sent to and from hardware
supporting this feature.
The interface is similar to typical email applications in terms of its folder structure.
The outgoing messages in the case of V502 devices are queued for transmission over
GPRS. They are only sent when the device next decides to connect to the host server. This
could be an indeterminate amount of time.
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4.5 Device Groups
Device groups can be created by Super Users and devices moved between them.
To create a new group, click on the “Device Groups” option on the “Company” page.
Click on the folder you wish to create a group in, then click “New sub-group”.
Entry the name of a group and click “Save”.
The new device group is created.
4.5.1 Secure Groups
The device groups created previously can be secured to only allow access to certain
groups of users. For more information and configuration of these secure groups, contact
your reseller.
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5 Reports
All reports can be produced in either PDF or native Microsoft Excel format. The same
reports can also be scheduled by Super Users.
5.1 Journeys
The journeys report offers two types of view:
•
Detailed – a journey by journey report
•
Summary – a count of journeys day by day
The report can also be filtered by groups and devices if required by choosing the
respective options.
The working day / out of hours can also be specified (to set working day periods, see the
appropriate section on Company configuration).
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5.2 Locations
The location report lists all locations visited during the specified date range:
5.3 Geofences
The geofence report lists all geofences visited. There are various options for sorting the
report:by Day, Device or Geofence.
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5.4 Events
The event report lists all position fixes on selected vehicles that have had certain events
occur. Adding events together on a list includes positions that have any of the events on.
The example below shows three events being searched.
The current list of searchable parameters is shown below:
•
Proximity to a postcode
Requires a postcode and a search radius
•
Proximity to latitude and longitude coordinates
Requires a Latitude, longitude and search radius
•
Panic alert raised
•
Journey started
•
Journey ended
•
Device powered up
•
Device polled for current location
•
GPS timeout occurred
•
Idle time exceeded
Idle time limit required
•
Rapid changes in idle time
Idle time deviation required
•
Speed exceeded
Speed limit required
•
Driver ID changed
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5.5 Fleet Management
The fleet management “detailed” report lists all vehicles that have had their management
information completed.
The “Summary” report lists only vehicles that have events due within the time period
specified during the report selection.
Setting “Days ahead” to 14 lists all vehicles on the report that have events due within 14
days, e.g. Road tax, insurance, servicing etc.
Setting Distance ahead to “1000” lists all vehicles on the report that have servicing due
within that mileage.
5.6 Device Configuration
This report lists the basic device configuration such as SMS number, Unique Identifier,
Firmware version etc.
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5.7 Report Scheduling
All reports can be scheduled to be sent via email.
The “Scheduled Reports” option on the report tab shows the currently scheduled reports:
From this list, scheduled reports can be adjusted or deleted. Clicking on the “Create a
new schedule” allows a Super User to create a new scheduled report
5.7.1 Adding a new schedule
The configuration is by a standard wizard approach:
Step 1 – Choose the report
Step 2 – Specify the parameters
Step 3 – Delivery options
Step 4 – Choose recipients
On Step 3, there are a flexible set of delivery times.
For example, to select a report on your fleet, for the previous week, in PDF format, to be
delivered to your inbox on Monday morning each week, your settings would be:
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6 End user configuration options
6.1 User accounts
The user options are set on the “Your account” link on the “Support tab”. This is
available to all user levels.
6.1.1 Account details
This option allows the user to change their First name / Last Name and their SMS number
(if applicable).
6.1.2 Changing your password
This option allows the user to change their password. The standard mechanism of
entering the old password, followed by the new one (repeated) is used.
6.1.3 Preferences / Automatic Timezone Feature
This option allows the user to alter their viewing preferences.
Map units can be set to display in either Miles or Kilometres.
The timezone can also be set for the display of all timezones. The native storage of all
time related data is UTC (GMT). For the user display, the dates are dynamically
converted to the required timezone when displayed for a user, a report (or a scheduled
report).
Daylight savings enabled timezones automatically apply daylight savings when required.
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6.1.4 Map Views
This lists all “Map views” that are configured on the current user account. Map views are
simply stored “extents” or map areas. These save the user constantly mapping to certain
areas of the maps repeatedly.
6.2 Geofences
A geofence is a generic term applied to a geographical area on a map which triggers
certain events. These can be:
•
Alter the current location name of a vehicle to the geofence name (commonly
called a place marker);
•
Send an alert if the vehicle leaves the geofence;
•
Send an alert if the vehicle enters the geofence (sometimes called a banned
geofence);
•
Any combination of the above.
6.2.1 Types
6.2.1.1 Circular
These are created using the Company -> Geofence -> “Create new geofence” option.
•
Search for a postcode
•
Draw geofence
•
Enter lat and lon values
•
Select a system-defined zone
Any of the above options takes the user to Step 2 where the geofence Latitude and
Longitude are specified either from a Postcode search, drawing a geofence on a map,
entering coordinates directly or selecting a system defined “zone”.
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Or from a part of the site that shows current or historical positions of a vehicle with the
following icon beside it:
Clicking the icon takes the user immediately to step 3 of the Geofence wizard which
requires the following data:
•
Lat (this is completed from the position just clicked)
•
Lon (this is completed from the position just clicked)
•
Name
•
Radius
•
Place Marker
The name is the name of the geofence as it should appear on reports or alerts.
The radius should be at least 50 metres (to minimise false alerts), but not too big (e.g.
1000 metres) so the vehicle never leaves the geofence.
The “Placemarker “ option uses the Geofence name in the vehicle journey history
whenever the device is inside the circle.
Step 4 specifies which devices to attach the geofence to. The choices are:
•
All devices in all groups
•
All devices in a single group
•
A single device
Clicking “Create geofence” completes the geofence creation.
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6.2.1.2 Polygon (Zones)