The Agile Client

Tips, tricks, & best practices for the FleetCommander community

Here's How to Use FleetCommander Inspection and Prep Plans to Manage Vehicle Sanitation

Posted by The Agile Client on April 16, 2020

joepoznick_200.JPG-1During this challenging time, we recognize that many of our clients continue to deliver essential services to their communities and need to provide clean and safe vehicles to users. In this blog, we’ll highlight several configuration changes you can make in FleetCommander to help you develop a vehicle cleaning program that minimizes infection and keeps drivers safe.

For those fleets continuing to operate vehicles, it is extremely important to implement enhanced cleaning of the vehicle and all surfaces after every use to limit the spread of COVID-19. FleetCommander’s Inspection and Prep plan feature can be implemented to ensure your vehicles are cleaned and properly sanitized. Agile recommends that vehicles be set to automatically go into an Inspection or Prep queue after each reservation. We also recommend increasing the reservation End Buffer at the same time. By implementing these features, you will be certain to provide your maintenance and cleaning personnel with the time they need to safely clean and sanitize your vehicles.

Fleets may choose to implement either the Inspection, Prep, or both plans. If both are being used, the Inspection plan occurs first.

To create an Inspection plan with specific procedures tailored to address COVID-19 concerns:

  • Navigate to Configure > Vehicles > Inspection Plans > Click on "Add a New Inspection Plan"
  • Provide a name for your plan in the Inspection Plan Name field
  • Check the "Default Inspection Plan?" box if you want this plan to be the default
  • Check the "Active?" box
  • Click on Save Changes

Now that you've created the inspection plan, let's add some steps to it:

  • Click on the pencil icon of the plan you just created
  • Click on Inspection Steps tab
  • Click on “Add a New Inspection Step”
  • Fill in the Step Name, Step Description, and Sort Order fields, and check the “Active?” box
  • Click on Save Changes. Repeat this for each step in the plan.

For example, you might create a plan with steps that include the following:

  • Only use these approved products to sanitize the vehicle: [insert the sanitizing product(s) that you use]
  • Clean all high-touch surfaces with [product name]
  • Fog vehicle interior with [product name] and allow to sit for X hours. (Note: This is where the reservation buffer comes in handy!)
  • Clean all external vehicle touch points with [insert the sanitizing product(s) that you use]
  • Place a notice in the vehicle identifying what has been performed to sanitize it
  • Note that the inspection step name has a 100-character limit

To create a Prep plan with specific procedures tailored to address COVID-19 concerns:

  • Navigate to Configure > Vehicles > Prep Plans > Click on "Add a New Prep Plan"
  • Provide a name for your plan in the Prep Plan Name field
  • Check the "Default Prep Plan?" box if you want this plan to be the default
  • Check the "Active?" box
  • Click on Save Changes

Now that you’ve created the prep plan, let's add some steps to it:

  • Click on the pencil icon of the plan you just created
  • Click on Prep Steps tab
  • Click on "Add a New Prep Step"
  • Fill in the Step Name, Step Description, Sort Order fields, and check the "Active?" box
  • Click on Save Changes. Repeat this for each step in the plan.

Once the plan is created, it needs to be added to the Usage Types:

  • Navigate to Configure > Usage Types
  • Click on the pencil icon next to the Usage Type you wish to edit
  • Check the Enable Inspection box or the Enable Prep box
  • Click the down arrow next to the Inspection Plan or Prep Plan field and select from the list the name you have given this plan
  • Click on the down arrow next to the Inspection Frequency or Prep Frequency field
  • Select the Inspection and/or Prep frequency time from the list
    • Select “Inspect after every use” or “Prep after every use” to have the cleaning performed after every reservation of this usage type
  • Click on Save Changes
  • Note, this plan should be enabled for each Usage Type for which vehicles are currently being reserved

Once these steps have been completed, navigate to Manage > Inspection or Manage > Prep, depending on your configuration, to show vehicles that have “Pending” or “Pending (In Prog)” statuses. Plans will be triggered upon a “dispatch in” of a vehicle or by a manual addition from the QwikFind view of the vehicle. The screenshot below shows how to manually add a vehicle to an inspection or prep queue via the QwikFind function.

GSA

Additionally, we have gathered the following articles published by GSA to provide additional guidance to fleets during this time:

While the above documents are specific to GSA, they contain important information that can be applied by any fleet operation during the COVID-19 epidemic.

Please let us know if you have further questions or recommendations by posting in the comment box below or by emailing Joe Poznick at jpoznick@agilefleet.com. Stay safe and well. We’ll make it through this.

For more on managing your vehicles during the COVID-19 crisis, see our earlier blog here.

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