Asset Care Management System

Asset Care Management System

About Client

Industry

Automotive and Transportation

Location

USA

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Project Overview
Traditional Process
Challenges
Our Solution
Outcome
Features
Technologies Used
Demo Video

Project Overview

Our client encountered challenges with the traditional approach to do maintenance of the fleet manually through paperwork which involved time-consuming such as manual data collection, manual handovers to operators for inspections, and, finally, the submission of inspections. The manual process of recording vehicle information, maintenance schedules, and compliance data using paper-based logs led to inefficiencies and data inaccuracies.
This approach was not only resource-intensive in terms of time and cost but also susceptible to human errors and delays due to manual processes.
To overcome these challenges, we developed an Asset Care Management System. This solution offers numerous benefits, including increased operational efficiency, improved accuracy, reduced maintenance costs, and minimized downtime, leading to overall better fleet performance.

Traditional Fleet Maintenance Process

01
Vehicle Inspection:  Conduct regular visual inspections of the vehicle, checking for visible issues such as leaks, tire wear, and general condition.
02
Meter Hours Tracking:  Record and track the vehicle’s meter hours manually to determine when scheduled maintenance is due.
03
Paperwork Documentation:  Maintain manual records using paperwork, documenting details such as service history, repairs, and parts replacements.
04
Scheduled Maintenance Planning:  Plan scheduled maintenance based on manufacturer recommendations, taking into account the vehicle’s mileage and time since the last service.
05
Operator’s Inspection: Have an operator inspect the vehicle, checking critical components, fluid levels, and performing routine maintenance tasks.
06
Manual Work Orders:  Generate manual work orders detailing the required maintenance tasks and parts needed for the upcoming service.
07
Hands-On Maintenance: Perform hands-on maintenance tasks, such as oil changes, brake inspections, and filter replacements, as outlined in the work order.
08
Testing and Calibration: Test and calibrate vehicle systems manually to ensure proper functioning after maintenance tasks are completed.
09
Record Updates:  Update manual records with details of the completed maintenance, including any issues addressed, parts replaced, and additional notes.
10
Quality Assurance: Ensure the quality of maintenance work through a final inspection, testing, and verification of the vehicle’s overall condition.
11
Return to Service: Return the vehicle to service after completing maintenance tasks, ensuring it meets safety and operational standards.
12
Communication: Communicate maintenance updates and findings to relevant stakeholders, including fleet managers and operators.

Challenges In Traditional Fleet Maintenance Process

01
Data Inaccuracy:  Manual recording of vehicle information, maintenance schedules, and service history increases the likelihood of data entry errors, leading to inaccurate records.
02
Limited Visibility:  Manual systems lack real-time visibility into the status of the entire fleet, making it difficult to track the location, condition, and maintenance needs of each vehicle.
03
Dependency on Paperwork: Relying on paperwork makes the maintenance process time-consuming and susceptible to loss, damage, or misplacement of critical documents.
04
Inefficient Communication: Communication among maintenance personnel, fleet managers, and drivers may be inefficient, leading to delays, misinterpretations, or overlooked issues.
05
Limited Reporting and Analysis: Generating reports on vehicle performance, maintenance costs, and other key metrics is labor-intensive and may not provide comprehensive insights.
06
Delayed Maintenance Scheduling: Without automated scheduling, there is a risk of delays in scheduling preventive maintenance, leading to increased chances of breakdowns and emergency repairs.
07
Compliance Challenges: Ensuring compliance with regulatory standards may be challenging due to the manual nature of recording and monitoring required documentation.
08
Limited Scalability: As the fleet grows, manual systems may struggle to handle the increasing volume of data and maintenance requirements, limiting scalability.
09
Risk of Lost Records: The risk of lost or damaged records increases with manual systems, making it challenging to retrieve historical maintenance information.
09
Inadequate Preventive Measures: Without automated reminders and scheduling, there is a higher chance of missing preventive maintenance tasks, reducing the effectiveness of maintenance efforts.
10
Limited Analysis for Continuous Improvement: Manual systems may lack the tools needed to conduct in-depth analysis for continuous improvement, hindering the optimization of maintenance processes over time.

Our Solution - Asset Care Management System

01
Enhanced User Experience and Convenience for the Entire Maintenance Process: This streamlined process offers an improved user experience, making the maintenance process more convenient and efficient.
02
System Design and Development: We designed and developed a customized Asset Care Management System. The system included modules for fleet inspections, maintenance scheduling, work order management, and reporting.
03
Fleet Integration: The Asset Care Management was integrated with the existing fleet management system to collect real-time data on Asset health, meter hours, and usage. This integration allowed for seamless monitoring of each Asset’s maintenance needs.
04
Asset Inspections: Operators will do inspections throughout the mobile app. The system will create issues if any fault is reported while inspections. Operators can capture photos while doing inspections if required.
05
Maintenance Request: Maintenance requests will be automatically created based on issues reported through inspection, or can be created manually.
06
Work Order Management:  Work orders were generated manually or through maintenance requests, detailing the required maintenance tasks and parts needed. Managers could access work orders through a web app, providing them with real-time information and enabling efficient task completion.
07
Maintenance Scheduling: The system utilized predictive analytics and historical data to generate optimal preventive maintenance schedules. Maintenance tasks were scheduled based on factors such as engine hours, and manufacturer recommendations.
07
Reporting and Analytics: The system provided comprehensive reporting and analytics features. Managers could analyze maintenance information, identify trends, and make data-driven decisions to optimize the fleet’s performance.

Outcome - This Is How Our Client Benefited

Reduced Downtime: Unplanned downtime decreased significantly as preventive maintenance schedules were optimized, reducing the likelihood of unexpected breakdowns.

  • Downtime Reduction: 30%,
  • Average Downtime per Vehicle After Implementation: 10.5 hours per year

Cost Savings: The ability to track maintenance costs and optimize preventive maintenance led to cost savings in terms of reduced emergency repairs and improved operational efficiency. Annual Maintenance Cost Reduction: 15-20%

Improved Safety Compliance: The Asset Care Management System ensured that vehicles were regularly inspected and maintained, contributing to improved safety compliance with regulatory standards.

  • Compliance Violation Reduction: 25%,
  • Annual Compliance Violations After Implementation: 9 incidents.

Enhanced Tracking and Reporting: Managers had real-time visibility into the maintenance status of each vehicle, allowing for proactive decision-making and resource allocation.

Streamlined Operations: Work order management and Inspections through a web app and mobile app respectively streamlined communication between operators, Managers and the maintenance team, improving overall efficiency.

  • Operators Productivity Increase: 25%
  • Average Tasks Completed per Day per Technician After Implementation: 6.25

Features

Asset Inspections

User Management

Asset Management

Notifications

Inspections

Issues Generated from Inspection

Inspection Photos

AWS Quicksight for Insight of System

Maintenance Requests

AWS Quicksight for Insight of System

Preventative Maintenance for Maintenance Scheduling

Activity logs

Work Order Management

Reports

  • Asset Report
  • Asset Inspection Report
  • Latest Meter Hour Reading Reports

Technology Stack

database
Database

  • PostgreSQL

backed
Frontend

  • React JS
  • HTML
  • CSS
  • JQuery
  • Google Maps API

Backend

  • Xamarin Forms
  • MVVM architecture
  • Firebase Push Notification

cloud
Server

  • AWS Cloud

Third party Integration

  • AWS S3
  • Sentry
  • SendGrid
  • Appcenter

Deployment & Integration
AWS Infrastructure and Services

  • ECS
  • Amplify
  • Quicksight
  • Lambda Functions
  • SQS Service
  • AWS Cognito
  • Gitlab with Openvpn