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Defect Management

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  • Who is this guide for?

The defect management page is available for interactive Operators and Repair and Maintenance providers.

Table of Contents

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Introduction

The defect management page is available for Operators to get an overview of defects currently on the fleet. From here defects can be reviewed, actioned or rejected. This area is also visible to Repair and Maintenance providers so that they can manage defects on fleets for their respective customers, if this has been agreed between them.

The AWAITING APPROVAL KPI highlights those defects that have not yet been  assessed to be legitimate defects.

The UNALLOCATED - UNCLASSIFIED KPI is the number of unactioned issues within the fleet that have not been classified by the reporting party, these should be considered as important as some of the defects could be safety related.

 

The UNALLOCATED - NON SAFETY KPI is the lowest priority filter but would be processed in the same way.

The UNALLOCATED - SAFETY KPI is the number of unactioned safety related issues within the fleet and should be considered as priority.

All defects can be found within one of the tabs, depending on the status of the defect. The three main tabs to be monitored are Unallocated, E-Booked and Allocated, these are the outstanding or live defects.

The ALLOCATED TO JOBSHEET KPI indicates the number of defects currently waiting to be actioned by the allocated workshop on a jobsheet. This KPI filter should be monitored to ensure that allocated defect jobs do not exist in the past (missed), resulting in No Shows.

If a driver has submitted an image, this can be viewed using the camera icon

. 

Additional, granular filters can also be applied to assist with larger lists.

The Rejected Tab lists any defects that were removed e.g. a driver had submitted a defect multiple times or it was not a legitimate issue. 

Monitored defects are items that have been noted by repairers on the r2c inspect system that have been marked as open by the workshop and could potentially develop into an advisory/defect..  

Sources of Defects- Defects can be raised by drivers through the driver walk round check app, by interactive workshops who use the r2c Inspect system or by the Operator/R&M themselves in portal.

 

Step by Step

Defect Management – Once a defect is created it would usually follow the below process. 

  • Stage 1: Review the defect details to ensure the information is accurate and valid. 
  • Stage 2: Check if the defect is still outstanding or if it has been rectified locally. 
  • Stage 3: Allocate the outstanding defect to a job or booking. 

Adding Defects in Portal – To see the steps taken to add a defect, click or swipe through the 13 steps below.

Step 1 – To add a new defect to r2c, first select the DEFECT page followed by ADD NEW DEFECT. From here an asset can be selected or searched for.
Step 1 – To add a new defect to r2c, first select the DEFECT page followed by ADD NEW DEFECT. From here an asset can be selected or searched for.
Step 2 – The existing defect can then be added to the left hand side of the defect report with a mix of mandatory and optional fields.
Step 2 – The existing defect can then be added to the left hand side of the defect report with a mix of mandatory and optional fields.
Step 3 – The new defect will then appear in the Unallocated list of defects waiting to be assigned to a workshop/jobsheet.
Step 3 – The new defect will then appear in the Unallocated list of defects waiting to be assigned to a workshop/jobsheet.

Reviewing unallocated defects – To see the steps taken to review unallocated defects click or swipe through the 2 steps below

Step 1 – A defect can be marked as approved using the highlighted drop-down box. Defects that have been approved here are then visible to the workshop who is currently working on the asset. This allows the workshop to select any open defects and add them directly to their job.
Step 1 – A defect can be marked as approved using the highlighted drop-down box. Defects that have been approved here are then visible to the workshop who is currently working on the asset. This allows the workshop to select any open defects and add them directly to their job.
Step 2 – To approve multiple defects, select the individual defects using the check box and then click APPROVE DEFECT
Step 2 – To approve multiple defects, select the individual defects using the check box and then click APPROVE DEFECT
Step 3 – To reject a defect select the individual defects using the check box and then click REJECT DEFECT
Step 3 – To reject a defect select the individual defects using the check box and then click REJECT DEFECT

Actioning defects that have already been resolved – To see the steps taken to update defects that have already been rectified locally, click or swipe through the 4 steps below.

Slide 1 – To close a defect click the pencil icon to begin editing the defect
Slide 1 – To close a defect click the pencil icon to begin editing the defect
Slide 2 – Tick the close defect check box to enable the repair details fields.
Slide 2 – Tick the close defect check box to enable the repair details fields.
Slide 3 – Enter the relevant details for when the repair was done and by who. Click SAVE once done
Slide 3 – Enter the relevant details for when the repair was done and by who. Click SAVE once done
Slide 4 – The defect has now moved to the completed tab. Clicking the arrow will expand the details
Slide 4 – The defect has now moved to the completed tab. Clicking the arrow will expand the details

Allocating defects to an existing  job – To see the steps taken to book defects, click or swipe through the 3 steps below.

Step 1 – To allocate the defect to an existing job, select the defect and then click ALLOCATE
Step 1 – To allocate the defect to an existing job, select the defect and then click ALLOCATE
Step 2 – Next choose ‘Allocate to’ beside the relevant job number. This will add the defect as a task to the existing upcoming job.
Step 2 – Next choose ‘Allocate to’ beside the relevant job number. This will add the defect as a task to the existing upcoming job.
Step 3 - This will add the defect as a task to the existing upcoming job.
Step 3 - This will add the defect as a task to the existing upcoming job.

Defects can also be picked up directly on a jobsheet. Please see the Ad-hoc Jobsheets guide for further details on this. 

Allocating defects to a new booking – To see the steps taken to book defects, click or swipe through the 10 steps below.

Step 1 – To allocate a defect to a new booking, select the individual defect using the check box and then click ALLOCATE DEFECT
Step 1 – To allocate a defect to a new booking, select the individual defect using the check box and then click ALLOCATE DEFECT
Step 2 – Next choose the NEW BOOKING option.
Step 2 – Next choose the NEW BOOKING option.
Step 3 – This will open the Booking Request wizard; the first step is to confirm the asset details. Click Next to move on to the next part of the booking.
Step 3 – This will open the Booking Request wizard; the first step is to confirm the asset details. Click Next to move on to the next part of the booking.
Step 4 – Next review and update the customer details, click NEXT once done
Step 4 – Next review and update the customer details, click NEXT once done
Step 5 – Next, you will see the defect allocated as well as the option to add further work. This can be typed in to add a new defect or you can choose from any other defects available for this asset.
Step 5 – Next, you will see the defect allocated as well as the option to add further work. This can be typed in to add a new defect or you can choose from any other defects available for this asset.
Step 6 – You can then specify up to 3 dates for the booking and enter any additional notes.
Step 6 – You can then specify up to 3 dates for the booking and enter any additional notes.
Step 7 – Next, choose the workshop you want to send the Booking request message to.
Step 7 – Next, choose the workshop you want to send the Booking request message to.
Step 8 – The final step gives you a summary of the details entered. You can return to any of the previous steps to amend the details. Once ready click the SUBMIT button.
Step 8 – The final step gives you a summary of the details entered. You can return to any of the previous steps to amend the details. Once ready click the SUBMIT button.
Step 9 – The pop up message confirms the message has been sent and provides a booking request number. Click OK to complete the process.
Step 9 – The pop up message confirms the message has been sent and provides a booking request number. Click OK to complete the process.

Technical Info & Self Help

Why can't I edit monitored items?

Monitored Items are advisory items raised by workshops on the r2c inspect system. These cannot be edited directly and are listed for your reference. Monitored items can be updated as needed by the workshop whilst completing a jobsheet. At which point they will move to the relevant tab e.g. completed. 

Can I remove a defect already allocated to a jobsheet?

If you chose to allocate a defect to an existing jobsheet and need to re-allocate this to a different job or booking. You can cancel the individual  work line. This will return the defect to your unallocated defect list so it can be picked up again when needed.  See the 4 steps below on how to do this. 

Step 1 - Tick the check box for the individual line
Step 1 - Tick the check box for the individual line
Step 2- Click the actions menu and choose 'cancel'
Step 2- Click the actions menu and choose 'cancel'
Step 3 - enter a reason and confirm your action
Step 3 - enter a reason and confirm your action
Step 4 - The defect is now back in unallocated available to choose again
Step 4 - The defect is now back in unallocated available to choose again
How can I amend an E-booking

When defects are allocated to an active E-Booking the booking request can be re-opened and amended. For more information on editing booking requests please see the links below. 

Defects Explained
DVSA Deficiency CategorisationR2C Deficiency CategorisationClosed vs Open
• Minor – deficiencies having no significant effect on the safety of the vehicle/trailer or impact on the environment and other minor non-compliances. If only defects of a minor nature are present, a test certificate will still be issued. • Not Safety Related - As per DVSA A closed defect indicates that the defect has been rectified and no further action is required. An open or deferred defect for this level of defect can be thought of as an advisory.
• Major – deficiencies that may prejudice the safety of the vehicle/ trailer, have an impact on the environment, put other road users at risk or other more significant non-compliances.• Safety Related - As per DVSAA closed defect indicates that the defect has been rectified and no further action is required. An open or deferred defect for this level of defect will force the technician/foreman to sign the job as unroadworthy.
• N/A• Monitored - is used to identify a potential future defect, the monitored flag is primarily a workshop tool, used as a reminder every time the asset goes to the workshop.A monitored defect is locked in the open position due to the action taken i.e. monitor the potential issue.

Note: Dangerous Defects are not directly covered within R2C, however, where required the asset can be set to VOR, this is a manual process and is not linked to an unroadworthy inspection.

• DVSA Dangerous – deficiencies constituting a direct and immediate risk to road safety or having an impact on the environment.

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