Administrator guidelines ABAX Triplog

Administrator guidelines

www.abax.no

ABAX Triplog

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Index Administration of ABAX triplog 3 MENUS  3 Triplog  3 Status  3 Person  4 Vehicle  4 Rates5 Mileage5 Service  5 Driver ID  6 Show trips  6 Submitted triplogs 8 Reports  9 Users (DriverID)  9 FLEETCONTROL  10 Static map  10 Live map  11 Assetcontrol  13 Status  13 Positions in map  14 GEO-fence areas  15 Reports15 SETTINGS  15 Departments15 Administration of areas  16 Change password 18 Notifications  18 Loss of power  18 Lost contact  18 No new journeys for XX days  18 No contact (GSM) for XX days  18 No GPS position received for XX days  18 High speed  19 Driverless car  19 GEO-fence, equipment outside area  19 Low battery  19 New notifications  19 Handled notifications  20 Maximum speed  21 Notification settings  21 Ver. 9.0 - 18.03.2012

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Administration of ABAX triplog The administration interface is the heart of the ABAX triplog. From here, a company has a complete overview of all of its vehicle usage. Some functions are standard for everyone, while other functions are only activated when ordered. This guide examines all the functions. MENUS Access to the ABAX triplog is gained by logging on from www.abax.co.uk or www.abax.no. Use the username and password provided. The menus consist of a main menu and further sub menus, where the number of functions varies depending on the solution chosen. TRIPLOG Status When you log on, the first thing you see is an overview menu. The example below shows a list of the company’s departments. By clicking on a department, a list with an overview of users and units in the department is displayed. Where there is no department structure, a list of all users and units is displayed.

If you want to find a specific user quickly, the simplest way is to use the search field above the department list. Start typing the name, and click on the correct user in the list that appears under the search field. Next

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click on “Search”, to the right, and the user (s) that match the search will be shown in the list that appears underneath. Person When you click on a user in the list, a window opens with this user’s settings. This is where you can update information about the car’s driver. When a car changes driver, by changing and saving the name you also create a log record. By clicking on “Log” on the right, you get an overview of who has used the car and during which periods. Vehicle By clicking on “Vehicle” in the menu, a window is displayed with information about that individual vehicle. Here all information should be completed as fully as possible. The vehicle registration number must be entered without spacing. This is for purposes of consistency when sending SMS texts with information updates (e.g. mileage) There is some information that is important to know how to use. The field “Miles before triplog was installed” is only to be used the first year you use the Triplog, as you will have received your mileage allowance from another triplog previously. This is to ensure that the calculation of the allowance above and below 10,000 miles is correct. At the start of a new tax year, this field must be re-set to zero. This information only applies to privately owned vehicles and vehicles supplied by the employer and where the employee pays for all fuel and then claims milage allowance. The fields «Private car», «Company car» and «Commercial vehicle» controls how the mileage Triplog provides data. If the “Private car” is ticked all journeys driven will be automatically marked as private. This setting is used for those who submit their Triplog for mileage allowance. Journeys driven are not shown to the employer before the procedure for submitting the Triplog has been followed. In other words, only the journeys

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you actively choose to be part of the company’s service, and which you need to be reimbursed for, are visible to the employer. If you have a company car wich you are taxed for, you should choose “Company car”. Than you will have to indicate whether you or the company pays for the fuel. If you tick “Commercial vehicle”, all journeys are marked as business related. All journeys will also then be visible to the employer. Rates By clicking on “Rates” in the menu, an image is displayed where you can set the rates for mileage allowance. There are a number of advisory rates in the UK, therefore we advise the selection of “user defined rates” on all occasions. You can also agree rates that are higher than the tax authorities’ advisory rates, with your employer. If you choose rates that are higher than the tax authorities’ advisory rates, the surplus amount will appear in the final Triplog as taxable revenue. Mileage A vehicle’s mileage should be read and logged in the Triplog once a month. This is done under menu option “MILEAGE”. The value is entered and saved here. All previous readings will appear in the list. A user may also submit mileage by an SMS text. The user guide for the user interface explains how to do this. Service By selecting “Service” from the menu, a dialogue box appears, in which you can enter information about the car’s service record.

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Most modern cars have a service warning on the car’s dashboard. However, it can be hard for a fleet manager to follow this up. By entering information about the car’s service in this box, the fleet manager gains an overview of any service due, without having to check each car individually. Driver ID If you have ordered Driver ID, this option will be available to you. Here you control whether the car needs driver recognition or not. If a car is set up with driver recognition, the system will send a “driverless car” warning if the car is being used by an unregistered driver. This ensures that the driver for all journeys driven is documented. When you want a car to have a permanent user again, you can set the driver recognition to no, and the warning will stop. This display will also show who is using a car with driver recognition. Show trips When you select “Show trips” in the menu, a search window appears. Here you enter the relevant search details. If you want to see trips from all cars, simply provide the timeframe you want to see trips for.

If you want to check the mileage of a specific car or department, start a search in the free text field. Start by entering parts of the search (department name, registration number, username, etc.). Anything you enter

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will result in a list that matches the search. When you see the unit you are looking for in the list, click on it to select. Next enter the required date period and time of day. When you fill in the hour, you can select whether this timeframe should be omitted, e.g. avoid from 07:00 to 17:00.

The example above displays the search result for Dagfinn Abrahamsen for the period of 04.09.2011 to 08.09.2011 for the whole day. By clicking on one of the trips a window opens with detailed information about the actual trip. This information is available for users as well, and it is the users that initially have to update the information in this image from their own Triplog. It will then be possible for administrators to enter information under “Purpose” and “Comments”. If the car is set up with driver

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recognition, the administrator will also be able to assign a driven trip to a driver. This is useful when a user forgets to log into the car before driving. Fields under “Comments” can only be updated by the user. On the right-hand side of the image with the trips details are four symbols. The first one is for detailed information, and is selected as standard. The other two display a map of the trip driven. The middle one displays the map in the same window, while the bottom one enlarges the map display to almost full-screen size. The bottom symbol opens a printable image of the trip, which contains both the trip details and trip route on the map. With the help of the slider to the right of the map you can zoom down to the desired level and document a route as required. You can also zoom using the mouse wheel or by dragging on a square on the map. Submitted triplogs Under the menu option “Submitted triplogs” are the triplogs users have submitted for mileage allowance. A list of departments appears, and by clicking on a department and then a user, you find the user’s Triplogs.

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By clicking on mileage Triplog, this opens in a preview. The mileage Triplog then appears as it was submitted. By scrolling down the image, summaries etc. will be displayed at the bottom of the document. If you want it printed, click on “Print (PDF)”. A PDF document is created, which you can print out, save or send by e.g. e-mail. If the submitted mileage Triplog is not approved (e.g. if it is deficient in any way), click on “cancel export”. This means that the completed mileage Triplog is cancelled, and the user must correct any deficiencies in his Triplog before he can submit it in the system again.

Reports Under menu option “Reports” is a selection of reports. The reports available depend on the services ordered. More reports will be available over time. Users (DriverID) Under menu option “Users (DriverID)”, is an overview of users in the company who have been set up with driver recognition. This service must be ordered specially.

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By clicking on one of the users, a window opens where details can be filled in. In order to get driver recognition to work, it is essential to enter the correct mobile number. RCID is a value provided by ABAX when setting up users. If an employee has not been assigned to a car for whatever reason, the administrator can assign a car to the user here. Activating driver recognition must be established by ABAX. Those users that need to be in the system must be registered and set up in the system by ABAX. FLEETCONTROL Static map The static map is a function suitable for companies that need to know where their nearest colleague is for when a job comes in. The aim is to reduce response time, increase customer service and reduce driving distances. This function must be specifically requested upon order. By selecting “Fleet control” in the main menu and “Static map”, a map of all commercial vehicles is automatically displayed. The map is updated when you click on “Static map” in the menu. When the company has employees with privately-owned vehicles or a taxed company car, the location of these can also be displayed upon agreement by the employer and the employee. This is set up from the individual user’s login. By moving the arrow over the car in the list, the car becomes highlighted on the map. By clicking on a name in the list, the map zooms in on the unit and you receive detailed information about the car when pointing to it on the map.

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You can also zoom in and out on the map by dragging on a square, using the slider to the right of the map, or by rolling your mouse wheel to where you want it to be. Live map The live map is a function suitable for companies where driving a vehicle is a core activity. This is particularly relevant for courier firms, contractors, transport companies and sales organisations. By selecting “Live map” in the menu, a map similar to the one for “Static map” is displayed, but with slightly different symbols. From the symbols on the map you can see whether the vehicle is stationary or moving. If the vehicle is moving, you will also be able to see which direction it is driving in. Also here you have the same functions with information about the unit and the same zoom options as with Static map. Every time the vehicles move, their position on the map is updated. The updating frequency is by default every five minutes. The map position remains the same, so that you may experience a car actually driving off the map. You then have to adjust the map display either by zooming out or by moving the position on the map. Moving the position on the map is done by right-clicking on the map and dragging it with the mouse. By clicking on a car on the map, the map will zoom in on the car itself. Additional options for the unit will also be displayed in the list on the left-hand side. By clicking on “Show last 20 positions”, the last 20 positions of the unit are displayed on the map.

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When required, the map will adjust the zoom level to include all the positions in the same display.

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ASSETCONTROL Status If the company has Assetcontrol, you get an overview of these units here.

In addition to information about the actual object (whether a digger, trailer etc.) the date of the last position is also displayed. For any units that only have an internal battery, the estimated battery renewal date will also be displayed. Some symbols may also be displayed on the right-hand side. A square means that the GEO-fence is activated (GEO-fence is a geographical fence), while a red radio symbol means the unit is in active tracking mode. By clicking on the unit, a window opens with details about the object. Here you can name the object and assign it to the correct department. It is important to accurately fill in the details, as it makes it easier to have an overview also in the map display. If an object is stolen and the theft is reported to ABAX’s control centre, this is the information used to find it. In the middle field you can activate and deactivate the GEO-fence for the object. When this is activated, the unit will send an alarm if the object leaves this area. Areas that can be used for GEO-fence are set up under “GEOFENCE AREAS” in the menu. In the bottom field you can choose whether notifications to GEO-fence are sent via SMS or e-mail. Here you can also provide the mobile number, or e-mail address the notification should be sent to. At the very bottom is a button for setting the unit to “Active tracking mode”. By clicking this button, a message is sent to the unit, which means that it will send in positions every 5 minutes for two hours. This is received by the unit next time it is alerted to listen and is activated from there. Stationary units are alerted

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once a day, while mobile units are alerted once an hour. It will therefore take some time before the message sent to the unit starts to send positions more frequently. Positions in map Here a map display appears showing the last position of all units.

By clicking on the unit in the list, the map zooms in on the unit itself. You can also zoom in on the map with the mouse or the slider to the right of the map. By pointing to the unit on the map, a small window with information about the unit is displayed, indicating the address, speed and more. At the bottom of this information window is a tab called “Create GEO-fence area”. By clicking on this, a geographical fence 800 metres in diameter is set up around the unit. If the unit travels outside this area, a warning is generated.

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GEO-fence areas This is where areas for GEO-fence are set up. If a unit must not leave an area, the actual area can be specified on the map. This way of setting up GEO-fence areas is suitable for places that often contain equipment, such as the company’s office address and factories etc.

Reports Under menu option “Reports”, there are reports related to Asset control. The reports available depend on the services ordered. More reports will be available over time. SETTINGS Departments By selecting “Departments” under the “Settings” menu, you can create and update information about the company’s departments. The departments are displayed in a list. By clicking on a department, the information image about that department is shown.

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This is where you fill in and save your detailed information. If the department does not have any cars assigned, it can be deleted. Administration of areas The company administrator can create areas on the map applicable to all Triplogs in the company. Areas can also be used to oversteer address information. If you provide a specific address for an area, the address is entered as the address of the journey. From the map you can retrieve an e.g. gate address or even a house number.

Areas can also be categorised. This can be used to create statistics of how much driving is done in each of the different area categories. When “Manage areas” is selected in the menu, a map is shown of all areas marked with a number and the area is displayed as a square. You can zoom in on the map in the same way as on other map displays, to see more detail.

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On the left-hand side of the map is a list of the areas created by the administrator. By clicking on one of these, the map zooms in on this area, while a settings window for the area also opens. The settings window displays the name of the area, and you can enter an alternative address here so that the area can be categorised. If you do not have any categories from previously, you can set them up here. There is also a tab that enables you to delete the area if you so wish. On the map where the area is marked, you can drag the mouse over the area to get information about it, together with the length, width and acreage.

To create new areas, first move the map to the area it should be. Next, click on the tab “Create new area” at the top of the list on the left-hand side. Next, drag out the square on the map to create the area. Fill in the detailed information and save the area.

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Change password Under “Change password”, the administrator can change both their administrator username and password. If you want to change the administrator username, write in the desired username, enter the existing password and save. To change the password, enter the old password, then enter it again twice before saving. If you enter a username that is already in use, you will be notified when you try to save it.

NOTIFICATIONS The ABAX triplog issues notifications if something is not working as it should. The “Notifications” section in the main menu will flash if there are new, unprocessed warnings in the system. It is advisable to check warnings regularly. There are several types of warnings that can appear: Loss of power If the unit in the car loses power, it will immediately issue a warning. The unit has an internal battery charger that takes over, but it has limited life. Lost contact If more than three days pass without the unit sending a GPS position, a warning of lost contact is issued. This warning disappears as soon as the unit reports in again. No new journeys for XX days If more than 14 days pass without the unit reporting any journeys, a warning is issued. The warning disappears as soon as the unit reports a new journey. No contact (GSM) for XX days This warning applies to Asset control, and appears if a unit has not positioned itself on the GSM network for 25 days. The warning disappears when a new position appears. No GPS position received for XX days This warning applies to Asset control, and appears if a unit has not positioned itself on the GSM network for 10 days. The warning disappears when a new position is reported.

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All warnings warn that something may be amiss and that it requires investigation. Cars that are unused, parked in a garage or a repair workshop are often obvious explanations. However, if the car is in daily use this warning should be followed up. If you suspect a fault in the unit, contact the ABAX customer service centre on +47 22 22 22 99, which will conduct a fault search. High speed The employer can receive a warning if company cars drive above 77 mph. This particular speed has been selected because it relates to 10 % above maximum UK speed limit and ordinarily the speed at which a driver could be charged for speeding. The use of this warning is based on three things: •

Firstly, that this speed entails risk of accidents, and the employer can request their employee to driver slower.

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Secondly, these are the employer’s cars, which often display an advert for the company. This type of driving can damage the company’s reputation.

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Thirdly, company users are often dependent on their car to do their job. If they lose their driver’s licence, they could also lose their job.

The employer will not be able to use this information as grounds for any forms of punishment, but may use it to encourage a safer and more sensible way of driving. Driverless car This warning is connected to the function of driver recognition. The warning appears when a unit reports a journey where the driver is not registered to the car. GEO-fence, equipment outside area This is a warning associated with Asset control. A geographical “fence” can be created on the map, which a unit must stay within. If the unit travels outside this area, this warning is issued. Low battery This warning applies to tracking units that use internal batteries without external power connection. This is a warning to change batteries in the unit. The unit must then be sent to ABAX for a battery change and service. New notifications By selecting “Notifications” in the main menu, an image with new notifications is displayed. All incoming notifications are listed here. You receive an employee number, name and car registration of the relevant car. The date and time of the notifications is indicated, as well as the type of notification and any date of communication with the unit. To the left is a column for comments. By clicking on one of the warnings, a window opens in which you can deal with the warning. You can enter comments here and save them. The warning remains a new warning, but in the comments section you can

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explain why the warning has not been removed. This could be because an employee is on holiday, and the car is parked without GPS coverage. A warning of lost contact will be sent after three days, but there is no reason to do anything as there is no problem, the car is simply parked outside GPS coverage. If you click on “Mark as processed”, the warning will disappear from the list, but will re-appear again shortly if the reason has not been removed. Once the car is in use again, the warning will disappear from the list. Handled notifications When a notification has been handled it is moved to this list, which contains information about who

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handled it. Here you can also search back in time for old warnings by adjusting the time period. The last 20 notifications of that period are shown by default. If more results are desired, simply increase the number. Maximum speed This is where you enter whether you want a warning to show if the car is driven faster than 77 mph. Notification settings In addition to making warnings available in this interface, you can also choose to have warnings sent by e-mail or SMS. This is to ensure that you get warnings quickly, especially if you are not logged into the system on a daily basis.

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Technical data: Dimensions: 127 x 72 x 42 mm Weight: 260 g IP grade: IP67 Temperature area: Active: -20 C to 55 C Reduced functionality: -40 C to -20 C GPS: SirfstarlII chips with active GPS aerial GSM: Siemens XT55, Tri band (900/1800/1900Mhz) Communication: SMS, GPRS Radio: Chipcon CC1020 (433 Mhz) Tension area: 10 to 32V 10 Ah for battery run units Internal battery: 1.7 Ah chargeable on a unit with external power connection All aerials are inbuilt in the unit. An external GPS aerial is also provided for mileage Triplogs and fleet control. This is to allow for placing the unit in an engine room. Positioning: GPS, GSM and Radio (433 Mhz). GPS also reports time/date, position, speed and direction. Sensors: Movement, sabotage, temperature and battery consumption.

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The product has been developed together with Telenor.

PEOPLE TECHNOLOGY PRODUCTS The difference is ABAX™

ABAX UK Ltd., Unit 2 Eaglethorpe Barns, Warmington PE8 6TJ, telephone: 01832 280040, [email protected], www.abax.co.uk