Preventive Maintenance

Description

Preventive Maintenance is a planned maintenance process used to keep vehicles in good operating condition before defects, breakdowns, or major repair issues occur. In the Cirquolus Fleet Management System, preventive maintenance helps fleet administrators schedule inspections, servicing, and minor repairs based on time, mileage, usage, or company policy.

Preventive maintenance focuses on early detection and regular servicing. It reduces the risk of vehicle failure during operations and helps ensure that all company vehicles remain safe, roadworthy, and available for dispatch.

Purpose

The purpose of Preventive Maintenance is to avoid unexpected breakdowns, reduce repair costs, extend vehicle lifespan, and improve fleet reliability.

It helps the company ensure that vehicles are inspected and serviced before problems become costly or operationally disruptive.

Common Preventive Maintenance Activities

Preventive maintenance may include:

• Engine oil check or oil change
• Oil filter replacement
• Air filter replacement
• Fuel filter replacement
• Brake inspection
• Brake fluid check
• Tire pressure check
• Tire rotation
• Tire condition inspection
• Battery inspection
• Coolant level check
• Transmission fluid check
• Power steering fluid check
• Suspension inspection
• Lights inspection
• Wiper inspection
• Horn inspection
• Air-conditioning inspection
• Belt and hose inspection
• General vehicle safety inspection
• Odometer and mileage review

Flow

1. Preventive Maintenance Setup

The fleet administrator creates preventive maintenance schedules for each vehicle, vehicle type, or branch.

Setup may include:

• Vehicle
• Plate number
• Branch
• Maintenance category
• Maintenance checklist
• Mileage interval
• Date interval
• Last service date
• Last odometer reading
• Next due date
• Next due odometer
• Assigned personnel
• Remarks

2. Monitoring of Due Vehicles

The system monitors vehicles that are approaching or have reached their preventive maintenance schedule.

Vehicles may be classified as:

• Not yet due
• Near due
• Due
• Overdue
• Completed

3. Maintenance Notification

The system alerts the assigned user or department when a vehicle is near due, already due, or overdue for preventive maintenance.

This allows the team to prepare the vehicle schedule, mechanic assignment, parts, and service provider before the vehicle becomes unavailable.

4. Preventive Maintenance Request

A preventive maintenance request is created from the schedule.

The request contains the vehicle details, required maintenance activity, current odometer reading, checklist items, and target service date.

5. Vehicle Inspection

The vehicle is inspected before servicing.

The assigned driver, mechanic, or maintenance personnel records the actual vehicle condition and identifies any additional issues found during inspection.

6. Approval

If approval is required, the preventive maintenance request is submitted to the authorized approver.

The approver reviews the service requirement, estimated cost, urgency, vehicle condition, and availability.

7. Maintenance Execution

The approved preventive maintenance is performed by an internal mechanic or external service provider.

The system records the actual work performed, parts used, labor cost, service provider, attachments, and remarks.

8. Completion and Vehicle Release

After the maintenance is completed, the vehicle is inspected and released for use.

The maintenance record is marked as completed.

9. Next Schedule Update

The next preventive maintenance schedule is updated based on the configured interval.

Example:

• Last preventive maintenance: 50,000 km
• Interval: every 5,000 km
• Next due: 55,000 km

10. Maintenance History

The completed preventive maintenance record becomes part of the vehicle’s service history.

This allows management to track vehicle condition, repair frequency, maintenance cost, and compliance with maintenance schedules.

Process

Create Preventive Maintenance Schedule

Set up preventive maintenance rules based on mileage, date, vehicle type, or company policy.

Monitor Vehicle Status

Review vehicles that are near due, due, or overdue for preventive maintenance.

Generate Maintenance Request

Create a maintenance transaction from the preventive maintenance schedule.

Inspect Vehicle

Record current odometer reading, actual vehicle condition, checklist results, and additional findings.

Approve Request

Submit the request for approval when required.

Perform Maintenance

Complete the required inspection or service.

Record Cost and Details

Enter parts used, labor cost, supplier, mechanic, attachments, and remarks.

Complete Maintenance

Mark the preventive maintenance as completed and release the vehicle.

Update Next Due Schedule

Set the next service date or next odometer threshold.

Review Reports

Use reports to monitor compliance, cost, overdue maintenance, and vehicle reliability.

Important Details Captured

Each preventive maintenance record may contain:

• Vehicle name
• Plate number
• Branch
• Driver
• Maintenance type
• Preventive maintenance checklist
• Current odometer reading
• Last service date
• Last service odometer
• Next due date
• Next due odometer
• Service provider
• Mechanic
• Parts used
• Labor cost
• Parts cost
• Total cost
• Date requested
• Date approved
• Date started
• Date completed
• Attachments
• Remarks
• Approval history
• Status

Statuses

Common preventive maintenance statuses include:

• Scheduled
• Near Due
• Due
• Overdue
• For Inspection
• For Approval
• Approved
• In Progress
• Completed
• Cancelled

Benefits

Preventive Maintenance helps the company:

• Reduce unexpected vehicle breakdowns
• Improve vehicle safety
• Extend vehicle lifespan
• Lower major repair costs
• Improve fleet availability
• Reduce operational delays
• Maintain roadworthiness
• Improve driver confidence
• Track maintenance compliance
• Identify recurring vehicle issues
• Control maintenance expenses
• Support audit and reporting requirements
• Improve planning for parts, labor, and service schedules

Reports

The system may generate reports for:

• Vehicles due for preventive maintenance
• Vehicles near due for preventive maintenance
• Overdue preventive maintenance
• Completed preventive maintenance records
• Maintenance cost per vehicle
• Maintenance cost per branch
• Preventive maintenance compliance
• Vehicle service history
• Recurring repair issues
• Vehicle downtime

Summary

Preventive Maintenance ensures that company vehicles are regularly inspected and serviced before major problems occur. It helps reduce breakdowns, improve safety, control maintenance costs, and keep the fleet available for daily operations.