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Basic concepts.

What is “Zavgar online”?

“Zavgar Online” is a corporate vehicle fleet management system. Its goal is to reduce the cost of transportation operation, prevent serious breakdowns through timely maintenance and repair.

“Zavgar online” lets you:

  • perform regular vehicle inspections;
  • keep the record of all spare parts, technical maintenance and repair;
  • get a detailed picture of fuel expenses;
  • have a tool, reminding you to perform regular maintenance, renew compulsory insurance (OSAGO) and other regular operations;
  • know the cost of 1 km. of operation

The system does not require the installation of additional equipment, you can use it from any device with an internet access. 

“Zavgar Online” transportation management system (Main interface)

Basic concepts of “Zavgar online” system

Transportation control system is a software package that automates the operation of a transportation section, it consists of the following modules: 

  • Dashboard (main screen)

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Displaying key indicators of the transportation area on one screen. In fact, it is the section for an executive, who can just look at a few key numbers and keep up to speed of the transport unit operations. Overdue service tasks, problems and the most important monetary indicators (how much money does the company spend and the cost of 1 km of operation), these are the common KPIs of transport workers.

  • Problems. 

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Problem is a feedback from a driver or other employee to an issue, related to the operation of a vehicle. The response to the problem is a service task and a work order. For example, during a work shift, a trip computer shows an error. The response to an error is the creation of a problem by the driver, which then leads to making an appointment to the service station and the elimination of the problem. 

  • Notifications.

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Fleet operation requires constant technical maintenance. It is performed at certain intervals (in km., engine hours, days, etc.) and it is important not to forget about it. Missing maintenance or not passing it on time leads to serious breakdowns and, subsequently, equipment downtime. The “Notifications” block was created to solve this problem. It consists of 3 tabs:

  1. Service notifications.

These are regular service tasks. You can add templates in advance (the interval of maintenance, time or mileage, when the person responsible for this task will be notified) and then, when assigning to a specific vehicle, the program itself will remind you to perform maintenance, will indicate the part numbers of maintenance items and spare parts required for maintenance, will set new service interval after closing the service record.

     2. Vehicle notifications.

Compulsory vehicle insurance (OSAGO), full comprehensive insurance (CASCO), ADR, leasing and credit payments, etc. – these are also items of expenses for the maintenance of the vehicle. Delay in receiving one of the required documents or payment to a financial partner is critical for anyone. These are fines and machinery downtime. The system will remind you when you should renew the document (there you can also find the contacts or details of the partner). 

      3. Contacts notifications.

Drivers are not always very committed to work. They personally also have documents, expiry date of which is important for the company. For example, a driver’s license, area permits or a tachograph driver’s card. You can also employees and suppliers dates of birth and this way you won’t forget to congratulate them on their birthdays СМАЙЛИК

  • Service

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One of the key blocks of “Zavgar Online” system, it covers the implementation and control of all repair work. The block will give you answers the following questions:

—  When did repair or maintenance was performed?

—  Cost of work and spare parts, used for this repair or maintenance?

— Who is the supplier of spare parts, which part numbers were used, who performed repairs?

As a result — full transparency of maintenance and repair block.

For convenience, “Service” bloch is divided into 3 tabs:

  1. Service records. 

In the philosophy of “Zavgar Online” product, service records are the units of actually performed maintenance and repairs. This block is also a vehicle digital service book.

2.  Work orders.

Performing maintenance and repairs is a multi-stage process. From the stage of ordering spare parts, to the actual return of ready for operation equipment from the service station, everything should be smooth. And each stage should be as transparent as possible for all the users in the system. Of course, you can simply enter a service record with a single amount (spare parts + work), but for a detailed analysis and linking of specific spare parts, it is necessary to create and maintain a work order. The creation of work orders is possible from service records and unresolved issues.

3. Service tasks.

Service tasks in “Zavgar Online” product philosophy is a routine technical activities on vehicle maintenance. Once you have created a database of service records, you can reduce the likelihood of force majeure breakdowns of equipment (and, subsequently, its out-of-service time) to almost 0. For example, the service task is the change of oil, tyres or one of the key components in the vehicle structure.

  • Fuel.

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The purchase of fuel is one of the main cost items of any company that manages its own or rented vehicle fleet. The “Fuel” block includes all refuelings of the vehicle, with the indication of the supplier and the cost per 1 liter of fuel. Integration with fuel card services is possible. At the same time, the system’s algorithms calculate fuel consumption per 100 km. and the cost of fuel per 1 km. of operation.

  • Fleet.

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The “Fleet” block is a list of all the company’s vehicles, the ability to create a new monitored object, change the status (for example, “in operation”, “under repair”, “long term storage”, etc.), assign a driver, etc.

It consists of the following tabs:

List of vehicles

This is a list of vehicles, with the possibility to conveniently group vehicles by status or vehicle type. New monitored objects are also created in this tab. For the convenience of conducting inspections, a QR code generator has been created in this tab.

— Assignments for vehicles 

The vehicle is operated by a driver. We have to understand who exactly and for how long had worked on each piece of equipment.

Monitored vehicles

The time of a person, especially the one working with a large amount of various kinds of information every day, is a key resource. The manager can only see the key metrics for all the vehicle fleet, but he personally controls the vehicles with the most problems. As an administrator, you will see all the vehicles and all their readings, but for especially important objects, you will receive information on all key actions with the vehicle as notifications in the program or by email. 

— Readings history.

All odometer readings, with the indication of the reason for data upload (refueling, problem, service record, work order, etc.) on one page. If there is an overspending or one of the quality indicators goes up, we recommend you looking into this section.

Additional vehicle expenses

This section includes all other expenses of the company, which do not include spare parts, maintenance and repair. This can be trip allowances and payments for toll roads, etc.

  • Inspections

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Pre-trip technical checkups are not only a mandatory procedure according to the current law, but also an excellent way to identify faults in time. Before the start of operation, the driver performs an inspection through the mobile application, uploads photos and notes the issues that must be checked. For example, a weekly mandatory inspection might look like this: 

“Cleanliness” subsection.

Vehicle body is clean (select correct answer)?

–  yes

– no

The program will require you to upload a photo.

Is the interior clean (select correct answer)?

–  yes

– no

The program will require you to upload a photo.

“Components and assemblies” subsection.

Tyre pressure (you need to check tyre pressure and enter it in the system):

– front left wheel =

– front right wheel =

– rear left wheel =

– rear right wheel =

etc.

at the end, the driver checks the results on the screen and puts his signature, completing the inspection. All the values, location and time of inspection (so it would be impossible to simply click tick all the points to pass the inspection) will be displayed in the “Inspections” section of the web interface for an executive. If one of the parameters of the inspection does not comply with the standards, the driver can create a “Problem” to which the mechanic or supervisor must respond.

  • Team

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This section consists of the following points:

Users.

It is an active member of “Zavgar Online” system. An employee of the company who has the right to enter data into the system, view entered data and work with the data.

Contacts.

This can be any person associated with the company. Contact persons of the supplier, outsourcing companies, as well as current employees of your company, etc. In general, any person who is related to the activities of the transportation department. 

  • Warehouse

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The cost of purchasing spare parts is one of the main expenses of any company that operates vehicles. “Zavgar Online” system allows you to keep detailed records of spare part purchases. The “Warehouse” section is primarily for companies with warehouse stocks, at least for the main items, and for those companies, who want to make the business process as transparent as possible, from the moment of warehouse stock replenishment to installation on a specific vehicle. 

This section consists of two parts:

List of spare parts.

Here you will see the entire list of spare parts used in the company. When ordering, this will significantly speed up the process, because data on the name, part number, cost (at the time of its last purchase), supplier will be displayed at a mouse click. 

Ordering spare parts.

The first stage of the spare parts purchase business process. The recipient creates a task for consideration for the person in charge and he either approves the request and orders (pays for) spare parts, or refuses, giving a good reason for refusal. 

  • Suppliers.

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Suppliers interaction module lets you interact with those, who provide operation of vehicles. In “Zavgar Online” philosophy, the most important suppliers are:

  • fuel supplier (certain gas stations or a chain or a fuel payment processor (fuel cards operator));
  • spare parts supplier;
  • service stations, performing vehicle maintenance and repair;
  • insurance services provider.  

For maximum implementation effect, enter data for all suppliers, this will save a huge amount of time and money in the future.

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Updated 30.12.2020

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