Introduction
Workflow Processes
Defect Management
Defect Management
The journey begins on a centralised Defect Management Page. This page serves as the central hub for both Operator and R&M accounts, providing a comprehensive overview of all defects associated with the fleet. The page collates and displays defects in a range of stages.
Defect Generated
A driver can create a defect using the r2c Driver app, an admin can do it in the portal, or a workshop can use the r2c Inspect/portal system.
Approve Defect
Defect Review
Is this a valid defect?
Reject Defect
Close Defect
Click the 'pencil' icon to update and close the defect
Defect Rectification
Has this defect already been fixed locally or on a previous job?
Allocate Defect
Allocate the defect to a new or existing booking.
Late/Overdue Jobs
Late/Overdue Jobs
This workflow starts on the jobsheet page, where you can use the radio filters to sort jobs. To do this click the ‘View next planned / booked job’ radio filter from the left hand side. Next click the ‘Late/Overdue’ heading.
Alternatively, the KPI tile can be used to filter the job list in the same manner.
Update Job
Update the jobsheet in the portal to indicate that it has been completed off-platform, such as by adding any uploaded documents
Jobsheet Review
Was the job already completed off-platform?
Is this a duplicated jobsheet?
Cancel jobsheet
Cancel the duplicated jobsheet
Update the booked in date and/or the workshop if the job needs to be reallocated to an alternative workshop.
Does the job need to be re-booked
Forward Planning
Forward Planning
On the job sheets page you can use the radio filters, KPI tiles and filters to review job sheets. To view upcoming work start by clicking the ‘View next planned/booked filter and then a date range e.g. Next 7 days as highlighted below in yellow.
Click on a KPI tile to filter the jobsheet list.
Choose a radio filter from here
Drag and drop here to group the results by specific filters.
Jobsheet list review
Apply relevant filters
Multiple Jobs
Does the vehicle have multiple bookings for the same period?
No Action
Combine Jobs
Update the booked in date/time on the jobsheet so that they are booked for the same date/time where possible and can be completed together.
Are there any jobs that can be combined?
No Action
To continue the forward planning exercise, use the same filters to review upcoming jobs e.g. Next 7 days to check if jobs have been booked and confirmed with the workshops or if they are still at ‘Planned’ status.
Jobsheet list review
Apply relevant filters
Workshop Type
Is the planned job booked with a read only workshop that does not use r2c?
Interactive workshop
Chase the workshop to confirm the booking and request they update the jobsheet on portal.
Update Job
Confirm the booking off-platform and then update the jobsheet in portal on their behalf for your own records.
MOT and Loler Jobsheets
MOT Jobsheets
MOT jobs can be competed in portal using a non-digital line or in Inspect using an electronic worksheet. Both routes require you to record the result, issue dates and any reasons for failure. Both types of job also automatically update the MOT key dates history on the asset record.
Job Type - Digital
Login into r2c Inspect to begin the job
Pass
Fail
Did the vehicle Pass on re-submission?
Enter issued Date, who it was issued by and the MOT Expiry Date.
Enter failed Date, who it was failed by and the reason for failure, using the defect option. The defect will have an open action as it has not been rectified.
Enter issued date, who it was issued by and the initial reason for failure, using the defect option. The defect will have a closed action as it has also been rectified.
Job Type - Non-Digital
Toggle the jobsheet workline to non-digital, then tick the MOT work line and use the actions and complete menu to enter the result in the pop-up box.
Pass
Enter judgement date, who it was issued by and the MOT expiry date.
Fail
Enter the failed judgement date, who it was failed by and the reason for failure.
Did the vehicle Pass on re-submission?
No Action
No further action, only the fail result is to be recorded to complete the task.
Pass on re-submission
Once the MOT fail result has been recorded. additional fields will need to be completed, where you can select Passed on Resubmission and then record the judgement date, expiry date and the initial reason for failure too.
Loler Jobsheets
Loler Thorough examination jobs can be competed in portal using a non-digital line or in Inspect using an electronic worksheet. Both routes require you to record the examination date and the expiry/due date of the next Inspection.
However, please note in this case ONLY a non-digital job will automatically update the key dates field on the asset record.
