Simplifying Fleet Maintenance with the Campaigns Feature

The Campaigns feature in RTA Fleet360 provides fleet managers with a powerful tool for creating and managing bulk work orders and planned work across multiple assets. Whether you need to manage vehicle recalls, schedule planned maintenance, or apply service bulletins, Campaigns allows for efficient organization and tracking of these tasks. This article walks you through how to use this feature, with examples and practical applications, step-by-step instructions, and placeholders for screenshots to guide you through the process.

Practical Applications of Campaigns

• Vehicle Recalls: Bulk create work orders for all vehicles affected by a manufacturer recall.

• Service Intervals: Set up a campaign for planned oil changes or tire rotations across your fleet.

• Fleet-Wide Upgrades: Manage bulk part upgrades, such as replacing filters or other components across many vehicles at once.

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Understanding the Campaigns Feature

The Campaigns feature simplifies bulk work management by allowing users to create work orders or planned work tasks for a large number of assets at once. This can be particularly useful for handling recalls or service bulletins across an entire fleet, enabling quick creation of jobs with predefined codes and descriptions.

• Key Benefits:

  • Bulk creation of work orders across multiple vehicles

  • Easy job assignment and progress tracking

  • Ideal for managing recalls, planned maintenance, or service bulletins

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Navigating the Campaign Search List

Access the Campaign Search list by clicking on Campaigns in the Maint. & Repair section of the main menu.

The list will default to display open campaigns and master list functions such as search, sort, and filter apply to the list. (Refer to Master List Functions for details on how to utilize those features)

To access all campaigns, including those that are closed, flip the toggle in the upper right corner of the list to All.

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Creating a New Campaign

The Campaigns feature provides a streamlined process for setting up large-scale work orders. Follow the steps below to create a new campaign in RTA Fleet Management.There are 3 primary steps to creating a campaign:

1. Set the name and job type for the campaign

2. Create the work/job lines associated with the campaign

3. Select the Assets associated with the campaign

Step 1 of Campaign Creation: Creating the Name and Job Type for the Campaign

1. Navigate to the Campaigns Page:

   • From the main menu, go to the "Maintenance & Repair" section.

   • Click on "Campaigns", which opens the Campaigns dashboard.

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3. Enter Campaign Details:

   • Name: Enter a unique name for the campaign (e.g., "Brake Pad Replacement Recall").

   • Description: Add a detailed description (e.g., "Replacing brake pads on all 2018 fleet vehicles").

   • Email: The field auto-populates with the creator’s email but can be updated as needed.

     • Used for future required notifications for work order/asset status changes associated with the campaign

   • Choose Campaign Type: Select Planned Work (default) or Work Order as the campaign type.

     • If Planned Work is selected, a Due Date must be specified.

     • Use Work Order if wanting to go direct to creating work orders/work order lines

     • Use Planned Work when wanting to keep the placeholders for this campaign and then will convert them to work orders over a period of time (Refer to Planned Work Maintenance for details on how to navigate planned work and convert items to work orders)

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Step 2 of Campaign Creation: Creating the Job Lines for the Campaign

1. Add Job Details in the Work to Complete Section

   1. Choose between Custom or Template options for job details:

      1. Custom: Manually input job details such as VMRS codes, repair and cause codes, inspection names, and notes. You can add additional lines as necessary.

      2. Using this option also creates a Work Order Template that can be used later if needed again (If a template with that name already exists, no duplicate template will be created.)

      3. Template: Select a pre-existing Work Order template that suits the campaign’s needs.

         1. The work order template must be created ahead of time as users will not be able to create the template from within the campaign (Refer to Work Order Templates for information on creating templates.)

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1. If Custom was selected for completed the work/job lines for the campaign, follow the next 13 steps

   1. Give the Template a name

   2. Provide a description for the work to be completed

   3. Apply a Shop Code if using them in the system

   4. Apply a Priority Code if using them in the system

   5. Apply a Reason Code if using them in the system

   6. Select the appropriate VMRS code for the work being completed

   7. Select the Repair Type

   8. Select the Cause Code if using them in the system

   9. Enter the Quantity for the job line (how many iterations of that job need to be performed)

   10. Attach a paperless inspection if one has been created prior

   11. Include any line notes for the job line that may be applicable

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1. 1. Click Add Line if needing to add additional job lines

(Screenshot: Custom vs Template job details input fields)

6. Save the Campaign:

   • After completing all fields, click Save to finalize the campaign.

(Screenshot placeholder: Save button for creating a campaign)

Creating a Work Order Template from a Custom Campaign

When using the Custom option, the system automatically creates a Work Order Template based on the campaign's name and job details. If a template with that name already exists, no duplicate template will be created.

1. 1. Click Create

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3. If Template was selected for creating the work/job lines for the campaign, follow the next two steps

   1. After selecting the Template radial button, use the Work Order Template line to select the pre-created template

   2. Click Create

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Step 3 of Campaign Creation: Selecting Assets Associated with the Campaign

1. After the Create Button has been selected from the Work To Complete Items from Step 2, the user will be redirected to the Selected Assets Panel

2. Click the + sign in the upper right corner of the panel to see the list of assets and make selections for adding to the campaign

   Image Added

3. Sort, Filter, or use the search to narrow the asset list to the specific assets the campaign applies to

4. Use the box selectors to select the assets to be included (If the list has been sorted in such a way that all the assets displayed apply, the user can check the select all box to apply the whole list)

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5. Click Add

6. A pop up will display letting the user know to refresh the campaign screen and confirm that planned work/work orders are being created for the selected assets

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7. Click Close

Managing Campaigns

Deleting or Closing Campaigns

Campaigns can be closed once all tasks are complete or force-closed if further action is unnecessary. The Campaigns feature allows users to:

• Delete a Campaign: This option removes the campaign and all associated planned work orders if none have been created yet.

  • Access the Campaign via the Campaign list under Maint. & Repair in the main menu

  • Click on the Campaign Item

  • Click Delete

• Close a Campaign: This action changes the campaign's status to Closed while retaining any planned work or work orders that remain open.

(Screenshot placeholder: Campaign closing and management options)

Bulk work Order Creation for Recalls and Service Bulletins

A key application of the Campaigns feature is managing vehicle recalls or service bulletins that affect multiple assets in your fleet. By assigning a VMRS code and using the Apply Service Bulletin feature, you can generate work orders for all applicable vehicles at once.

• Example:
  If a manufacturer issues a recall requiring brake inspections, you can create a campaign with the appropriate VMRS code, generate work orders in bulk, and assign them as the vehicles come in for service.

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• • Access the Campaign via the Campaign list under Maint. & Repair in the main menu

  • Click on the Campaign Item

  • Click Close

Managing and Tracking Campaigns

Once a campaign is created, the Campaigns

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Search list provides an overview of its progress. The

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list displays key

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items, including:

• Campaign Name and Description

• Campaign Due Date

• Job Count

• # Jobs Completed

• Percent Complete

• Total Cost

From this dashboard, you can manage the campaign by assigning vehicles, creating work orders, and monitoring job status.

(Screenshot placeholder: Campaign dashboard with progress metrics)

Bulk Assignment and Work Order Scheduling

With the Campaigns feature, you can easily assign vehicles to a campaign and schedule tasks. As vehicles come in for service, the system allows for bulk scheduling and assignment.

• Schedule Jobs: Assign jobs to technicians or vehicles using the scheduling tool.

• Create Work Orders: If additional jobs exist for a vehicle in the same campaign, the system will prompt whether to add them to the same work order.

(Screenshot placeholder: Bulk work order creation and scheduling)Users can access a campaign and add additional assets if some were missed in the original assignment

1. Access the campaign from the search list by clicking Campaigns under Maint & Repair in the main menu

2. Click on the applicable campaign from the list

3. Click the + button in the upper right corner of the Selected assets screen

4. Search, filter, or sort to find the additional assets needing to be added

5. Click the selection box next to any asset being added

6. Click Add

Users can view specific job details for the campaign

1. Access the campaign from the search list by clicking Campaigns under Maint & Repair in the main menu

2. Click on the applicable campaign from the list

3. Click the “View Job Details” button in the main panel of the campaign

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