Acme Electric LLC Job Management Application and Vehicle Management Information System

Communication and Fleet Maintenance

Tom maintains contact throughout the day with crew’s team leader via a smartphone. They use text as well as voice to communicate. The team leader uses Google Maps on the smartphone for mapping to locate job sites.

The company contracts with a 3rd party vehicle maintenance company to maintain their fleet of vehicles. Currently the company has two Ford E250 vans and one Ford F250 truck. At the end of each workday, each assigned driver reports the vehicles mileage to Supply. Assigned drivers report immediately to Supply when they detect any possible vehicle issues that might require immediate or emergency repairs. Supply calls the 3rd party vehicle maintenance company to schedule both normal maintenance or immediate/emergency repairs.

When vehicle drivers fuel the vehicles, they note the vehicle mileage, date, and time on the receipt. They then pass on those fuel receipts to Supply at the end of the day. At the same time, they also provide Supply with any other vehicle-related receipts acquired during the day. Each work day morning the crews arrive at Tom’s shop to prepare for the day. Tom gives each crew:

1. A list of jobs, and the order that Tom wants them completed.
2. A list of supplies for each job, aka a Bill of Materials (BOM). The crew then either pulls the BOM from the stock room or Tom tells them what, when, and where to pick up the BOM or partial BOM from a 3rd party electrical supply store. A 3rd party electrical supply store may deliver additional BOM directly to the job site.
3. Any special instructions about each job.
4. Any special instructions about their day’s itinerary. At the end of the work day, the crews return to Tom’s shop. They:

1. Report verbally to Tom about their work day.
2. Provide receipts to Supply for any items purchased, including but not limited to, fuel, oil, materials, supplies, special tools, etc.
3. The crew leader reports the van’s ending mileage to Supply. Each job exists in exactly one state at any point in time. It may start out as a Proposal, then move to Accepted, Scheduled, In-process, Completed, Invoiced, and Paid in that order.

1. Request for Proposal (RFP) – this is a document written and sent by a potential customer, received by Acme Electric, LLC. It is a method through which a business sends requests to a number of possible contractors so that these contractors can create and send their proposals and one among these proposals can then be selected.

2. Proposal – any type of customer may ask for a proposal or RFP. The customer provides Tom with a written or verbal work description and Tom provides a written Proposal in
response. The Proposal consists of the customer information, scheduled dates, labor, BOM, tools, and notes.

A Job Management Application:

1. Which allows Tom to:
a) Store incoming RFPs
b) Create and maintain Proposals.
c) Either print and mail proposals to customers or create digital versions and email them.
d) Create, modify, and delete a job and all its associated information.
e) Assign crew(s), tools, and BOM to a specific job with dates.
f) Send invoices to customers either by printing and mailing or creating digital versions and emailing them.
g) Produce a report by crew by a selected day containing a list of jobs (in order) along with any required information (notes, address, contact information, etc.) Team leaders will have read-only access to this report at any time

2. Team leaders will be able to input all variable costs associated with a job during the work day while at the job site. These may include, but are not limited to:
o Labor hours used
o Special tool hours used
o Materials used
o Tool rental (where applicable)
o Vehicle mileage
A Vehicle Management Information System:
• Team leaders will be able to input all costs (both variable and fixed) associated with vehicles and tools during the work day at the moment these costs are incurred. These may include, but are not limited to:
o Fuel and lubrication (if required)
o Supplies
o Repairs
o Purchase cost
o Insurance (for the vehicle or tool only)