CORE SYSTEM 2 OF 6

Fleet Management

Provincial vehicle and asset operations platform

End-to-end management of the LGU's vehicle fleet — rescue trucks, ambulances, dump trucks, service cars, and heavy equipment. Tracks dispatch, GPS location, fuel consumption, preventive maintenance, driver assignments, and incident records, with full integration to DRRMO emergency response operations.

Vehicle Inventory GPS Tracking PMS Scheduling Fuel & Trip Logs Dispatch & Incident

System Overview

01

Inventory & Documents

Master record of every vehicle: plate, OR/CR, insurance, LTO registration, accessories, drivers assigned, and complete document repository.

02

Dispatch & Tracking

Trip request, approval, and live GPS tracking. Dispatcher view shows fleet status, locations, and ETAs in real time.

03

Maintenance (PMS)

Interval-based preventive maintenance rules (km or days) trigger alerts. Mechanics log work orders and parts replaced.

Demo Accounts

Use these credentials in the staging environment to explore role-specific features.

Role Username / Email Password Access Scope
Fleet Administratorfleet.admin@zambales.gov.phAdmin@Demo2026Full system administration
Dispatcherfleet.dispatch@zambales.gov.phDispatch@Demo2026Trip approval, GPS monitoring
Mechanic / Maintenancefleet.mech@zambales.gov.phMech@Demo2026Service orders, PMS execution
Driverfleet.driver@zambales.gov.phDriver@Demo2026Mobile app for trip log & fuel
Department Requestorfleet.requestor@zambales.gov.phRequest@Demo2026Submit trip requests
Note: Demo credentials are for evaluation purposes only and reset every 24 hours. Production credentials are issued upon system handover.

Roles & Permissions Matrix

Capability Admin Dispatcher Mechanic Driver Requestor
Submit trip request✓✓——✓
Approve / dispatch trip✓✓———
Log trip start / end + fuel✓✓—✓—
View live GPS map✓✓———
Manage vehicle inventory✓————
Execute work order (PMS / repair)✓—✓——
Configure PMS rules✓————
File incident report✓✓✓✓—
Generate fleet reports✓✓———

End-to-End Workflows

Master Workflow — Fleet Operations Lifecycle

From vehicle acquisition through daily dispatch, maintenance, and end-of-life disposal.

flowchart TD A([New Vehicle Acquired]) --> B[Admin Registers in Inventory] B --> C[Upload OR/CR, Insurance, Photos] C --> D[Assign Default Driver + Department] D --> E[Set PMS Schedule
Days / Kilometers] E --> F([Active Vehicle]) F --> G[Trip Request Submitted] G --> H{Dispatcher Approval} H -->|Reject| I[Notify Requestor] H -->|Approve| J[Driver Notified] J --> K[Driver Logs Trip Start + Odo + Fuel] K --> L[GPS Tracks Route] L --> M[Trip Ends → Logs Closing Odo] M --> N[Fuel Logged] N --> O{PMS Triggered?} O -->|Yes| P[Service Order Auto-Created] O -->|No| Q[Vehicle Returns to Pool] P --> R[Mechanic Performs Service] R --> S[Parts + Labor Logged] S --> Q Q --> G F --> T{Incident Occurred?} T -->|Yes| U[File Incident Report] U --> V[Insurance / Repair Routed] F --> W{End of Life?} W -->|Yes| X[Disposal / Auction] X --> Y([Archived]) style A fill:#E8EEF6,stroke:#1F4E79 style F fill:#D1FAE5,stroke:#065F46 style Y fill:#FEF3C7,stroke:#92400E

Workflow A — Trip Request & Dispatch

Department requests a vehicle for an inspection trip; dispatcher approves and assigns.

flowchart LR A[Requestor Login] --> B[New Trip Request] B --> C[Date + Time + Destination] C --> D[Passengers + Purpose] D --> E[Vehicle Type Required] E --> F[Submit] F --> G[Dispatcher Reviews] G --> H{Vehicle Available?} H -->|No| I[Suggest Alternatives] H -->|Yes| J[Assign Vehicle + Driver] J --> K[Notify Driver via App + SMS] K --> L[Notify Requestor of Approval] style A fill:#E8EEF6 style L fill:#D1FAE5

Step-by-Step Procedure

1
Login as Department Requestor.
2
Open Trip Requests → New Request.
3
Provide details: date, time, destination, passenger count, purpose, vehicle type required (sedan, SUV, ambulance, dump truck, etc.).
4
Submit. Notification sent to Dispatcher.
5
Dispatcher opens request, checks vehicle availability calendar, and assigns a vehicle + driver.
6
Notifications sent: Driver receives trip details on mobile app + SMS; Requestor sees confirmation on dashboard.

Workflow B — Driver Trip Log & Fuel Capture

Driver records trip start, GPS captures route, and fuel is logged at refill.

flowchart TD A[Driver Opens Mobile App] --> B[Tap Today's Assigned Trip] B --> C[Enter Starting Odometer] C --> D[Take Vehicle Photo Pre-Trip] D --> E[Tap 'Start Trip'] E --> F[GPS Tracking Begins] F --> G[Trip in Progress] G --> H{Refuel?} H -->|Yes| I[Log Fuel Liters + Receipt Photo] H -->|No| J[Continue] I --> J J --> K[Arrive at Destination] K --> L[Tap 'End Trip'] L --> M[Enter Closing Odo + Photo] M --> N[Trip Auto-Computed
Distance + Fuel Efficiency] N --> O[Submitted to Dispatcher] style A fill:#E8EEF6 style O fill:#D1FAE5

Workflow C — Preventive Maintenance (PMS)

PMS auto-trigger based on kilometer or day intervals; mechanic performs and logs the service.

flowchart LR A[PMS Rule Engine Runs Daily] --> B{Threshold Reached?} B -->|No| C[Continue Monitoring] B -->|Yes| D[Auto-Create Work Order] D --> E[Notify Mechanic + Admin] E --> F[Vehicle Pulled from Pool] F --> G[Mechanic Performs Service] G --> H[Log Parts Replaced] H --> I[Log Labor Hours] I --> J[Upload Service Photos] J --> K[Mark Work Order Complete] K --> L[Reset PMS Counter] L --> M[Vehicle Returns to Pool] style A fill:#E8EEF6 style M fill:#D1FAE5

Use Case Scenarios

SCENARIO 1

Emergency Rescue Dispatch

Citizen App reports a flood emergency; rescue truck must be dispatched within minutes.

  1. Citizen App ticket appears in dispatcher view
  2. Dispatcher selects nearest available rescue truck on map
  3. Auto-assigns to on-duty driver
  4. Driver receives push notification with pin location
  5. GPS tracks route + ETA shared with citizen
  6. Trip & rescue logged for after-action report
SCENARIO 2

Quarterly PMS Run

Routine 5,000-km service for the ambulance fleet.

  1. System auto-flags 3 ambulances reaching threshold
  2. Work orders generated with checklist
  3. Mechanic schedules within the week
  4. Each service logged with parts, labor, photos
  5. PMS counters reset; next due dates calculated
SCENARIO 3

Vehicular Incident

Service vehicle is involved in a minor accident.

  1. Driver files incident report from app + photos
  2. System pulls insurance & policy info
  3. Estimate of damages logged
  4. Routed to Admin for insurance claim filing
  5. Vehicle status set to "In Repair"
  6. Auto-replaced in trip schedule
SCENARIO 4

Monthly Fuel Audit

COA requires monthly fuel utilization report.

  1. Admin opens Fuel Reports module
  2. Filters by vehicle, period, or department
  3. System computes consumption + km/L efficiency
  4. Flags outliers for review
  5. Exports COA-ready report with receipts attached

System Outputs

DASHBOARD
Live Fleet Map
All vehicle positions in real time
REPORT
Fuel Utilization
Per vehicle, per period, COA-ready
SCHEDULE
PMS Forecast
Upcoming services for next 30/60/90 days
REGISTRY
Vehicle Master List
Complete inventory with documents

Frequently Asked Questions

Does Fleet Management require GPS hardware in every vehicle?

GPS trackers are recommended for full live monitoring but optional. Without trackers, drivers use their phones for trip logging — GPS still captured at start, midpoints, and end of trip.

Can it handle heavy equipment (graders, backhoes)?

Yes. Equipment is treated as a vehicle class with hour-meter tracking instead of odometer, and PMS rules can be set on engine hours.

How does fuel logging prevent abuse?

Fuel logs require a photo of the receipt and the odometer reading. The system flags consumption outliers (e.g., refills exceeding tank capacity, or km/L below threshold).

Can it integrate with the Citizen App / DRRMO console?

Yes. Emergency dispatches from the DRRMO console flow directly to the nearest available rescue vehicle, with route + ETA fed back to the citizen.

What if a driver forgets to end a trip?

The system flags trips inactive for too long, prompts the driver, and allows the dispatcher to manually close trips with a reason note for audit.