Periodic Maintenance
Description
Periodic Maintenance is a scheduled vehicle maintenance process in the Cirquolus Fleet Management System. It is used to plan, monitor, and record regular servicing activities based on time, mileage, usage, or maintenance cycle.
Unlike corrective maintenance, which is performed after a vehicle issue is reported, periodic maintenance is performed before major problems occur. It helps keep vehicles roadworthy, safe, compliant, and available for daily operations.
Purpose
The purpose of Periodic Maintenance is to prevent unexpected vehicle breakdowns, reduce repair costs, extend vehicle life, and ensure that each vehicle is serviced at the correct interval.
Periodic maintenance may be based on:
- Number of days
- Odometer reading
- Vehicle mileage
- Engine hours
- Trip frequency
- Manufacturer service schedule
- Internal company maintenance policy
Common Periodic Maintenance Activities
Periodic maintenance may include:
- Oil change
- Change oil filter
- Air filter replacement
- Fuel filter replacement
- Brake inspection
- Tire rotation
- Tire pressure check
- Battery inspection
- Coolant check
- Transmission fluid check
- Steering inspection
- Suspension inspection
- Lights inspection
- Wiper inspection
- Air-conditioning check
- General vehicle inspection
- Emission or registration-related inspection
Flow
1. Maintenance Schedule Setup
The fleet administrator creates a periodic maintenance schedule for each vehicle or vehicle type.
The setup may include:
- Vehicle
- Maintenance type
- Maintenance interval
- Mileage interval
- Next due date
- Next odometer due
- Assigned branch
- Responsible personnel
- Required checklist
- Estimated cost
- Remarks
2. Due Monitoring
The system monitors vehicles that are already due or nearing maintenance.
A vehicle may be flagged as:
- Not yet due
- Near due
- Due today
- Overdue
- Completed
3. Maintenance Notification
When a vehicle reaches the scheduled date or mileage threshold, the system alerts the responsible user or department.
This helps the company schedule servicing before the vehicle becomes unavailable or unsafe.
4. Maintenance Request Creation
A maintenance request is created from the due periodic maintenance schedule.
The request includes the vehicle, required service, current odometer reading, maintenance checklist, and target service date.
5. Vehicle Assessment
The vehicle is inspected before service. The assigned mechanic, driver, or maintenance personnel records the actual condition of the vehicle.
Additional issues found during inspection may be added to the maintenance record.
6. Approval
If approval is required, the request is submitted to the authorized approver.
The approver reviews:
- Maintenance requirement
- Vehicle condition
- Estimated cost
- Service provider
- Parts needed
- Urgency
- Vehicle availability
7. Maintenance Execution
The approved periodic maintenance is performed by the internal mechanic or external service provider.
Parts, labor, supplier details, service notes, and attachments may be recorded.
8. Completion and Release
Once servicing is done, the maintenance record is marked as completed.
The vehicle may then be released for use after final inspection.
9. Next Schedule Update
After completion, the system updates the next periodic maintenance schedule based on the configured interval.
Example:
- Last oil change: 80,000 km
- Interval: every 5,000 km
- Next due: 85,000 km
10. Maintenance History
The completed transaction becomes part of the vehicle maintenance history.
This allows management to review service frequency, total maintenance cost, recurring issues, and vehicle reliability.
Process
Schedule Maintenance
Create periodic maintenance rules per vehicle, vehicle category, or branch.
Monitor Due Vehicles
Review vehicles that are near due, due, or overdue for scheduled servicing.
Create Maintenance Transaction
Generate a maintenance request from the scheduled maintenance item.
Inspect Vehicle
Record current vehicle condition, odometer reading, reported issues, and checklist results.
Approve Maintenance
Authorize the service before actual repair or maintenance begins.
Perform Service
Complete the required maintenance activity and record labor, parts, cost, supplier, and attachments.
Close Maintenance Record
Mark the maintenance as completed and release the vehicle for use.
Update Next Due Schedule
Automatically or manually update the next maintenance date or odometer threshold.
Review Reports
Use reports to track compliance, cost, overdue schedules, and vehicle condition.
Important Details Captured
Each periodic maintenance record may contain:
- Vehicle name
- Plate number
- Branch
- Driver
- Maintenance type
- Maintenance interval
- Current odometer reading
- Previous service odometer
- Next service odometer
- Previous service date
- Next service date
- Checklist items
- Service provider
- Parts used
- Labor cost
- Parts cost
- Total cost
- Date requested
- Date approved
- Date started
- Date completed
- Attachments
- Remarks
- Approval history
- Status
Statuses
Common periodic maintenance statuses include:
- Scheduled
- Near Due
- Due
- Overdue
- For Assessment
- For Approval
- Approved
- In Progress
- Completed
- Cancelled
Benefits
Periodic Maintenance helps the company:
- Prevent unexpected vehicle breakdowns
- Reduce emergency repair costs
- Improve vehicle safety
- Extend vehicle lifespan
- Maintain roadworthiness
- Improve driver confidence
- Reduce vehicle downtime
- Track service history accurately
- Monitor recurring maintenance issues
- Improve fleet availability
- Support audit and compliance requirements
- Control maintenance expenses
- Improve planning for parts, labor, and vehicle scheduling
Reports
The system may generate reports for:
- Vehicles due for maintenance
- Vehicles near due for maintenance
- Overdue maintenance schedules
- Completed periodic maintenance
- Maintenance cost per vehicle
- Maintenance cost per branch
- Service history per vehicle
- Preventive maintenance compliance
- Recurring repair issues
- Vehicle downtime
Summary
Periodic Maintenance ensures that company vehicles are serviced on time based on schedule, mileage, or usage. It helps prevent major breakdowns, improves fleet reliability, and gives management better control over maintenance cost, vehicle readiness, and long-term asset condition.