Fleet Management System
| Document Title | Fleet Managemenet |
|---|---|
| Document Number | FM-001 |
| Version | 2.1.3 |
| Author(s) | Manager, Product |
| Approved by | Senior Manager, Operations |
| Last Update Date | February 25th, 2026 |
Introduction
Our Fleet (Vehicle) Management module includes the daily management of vehicles, fuel, and other services such as vehicle type, distance covered, performance, fuel consumption, drivers, etc. It also helps in vehicle tracking managing day-to-day activities, gets an automatic calculation of finances, etc. It is an integrated system that allows you to keep all information related to transport in one place. You can view all data at a glance, get instant reports & take an informative decision.
The fleet management module has subsections :
Dashboard
Manage Vehicle
Vendor Detail
Assign
Daily Tracking
Reports
Transport Logs
Settings
Dashboard
This home page contains an overview of fleet management data like Total Vehicles, the Total number of active vehicles, Total Assignments, and Graphical view of Total Assign Vehicles To Each Organisation Unit and Challan On Each Vehicle.
Settings
This section contains the configuration detail related to the Transport management module, such as vehicle type, type of fuel, type of vendor, type of uploads. Only the admin of fleet management can view and access it.
Type of Vehicle
In this field, we can define and configure the type of vehicle used by the university.
Admin can view the details by clicking on “view” icon available in front of every entry.
Admin can add a new type of vehicle by clicking on the "Type of Vehicle" button present on the top right side of the portal and fill in the required details:-
a) Type (Type of the vehicle)
b) Description (About the Vehicle)
c) Status(Active/Inactive)
- Admin can edit/update the details by clicking on the update button available.
NOTE: No changes are allowed after clicking on the Submit button.
Type of Fuel
In this field can define and configure the vehicles' fuel. For example: Gas, Petrol, Diesel, etc.
Admin can view the details by clicking on “view” icon available in front of every entry.
Admin can add a new type of fuel by clicking on the "Add-Type of Fuel" button present on the top right side of the portal and fill in the required details:-
a) Type (Type of the Fuel)
b) Description (About the Fuel)
c) Status(Active/Inactive)
Admin can edit/update the details by clicking on the update button available.
NOTE: No changes are allowed after clicking on the Submit button.
Type of Vendor
Admin can add vendor types by selecting the option Type of Vendor under the settings option.
a) Type (Type of the vendor)
b) Description (About the vendor)
c) Status(Active/Inactive)
Type of Upload
Admin can add upload types by selecting the option Type of upload under the settings option.
a) Upload Type (Type of the upload)
b) Upload Type Label (About the upload)
c) Status(Active/Inactive)
Manage Vehicle
Admin can manage any vehicle type and details like registration number, seating capacity, status, etc.
Add New Vehicle
Admin can add a new vehicle by clicking on the " Add New Vehicle" button present on the top right side of the portal and fill in the required details:-
Model No
Type(choose from the dropdown)
Company( company name of the vehicle)
Capacity(count of the number of passengers)
Making Year(Make Year of the vehicle)
Chassis/Engine No.
Registration No.
Type of fuel
Status(Active/Inactive)
View
Admin can view the details by clicking on “view” icon available in front of every entry. Admin can also mark the vehicle as inactive if it is not in use.
Edit
Admin can update/edit the details by clicking on “edit” icon.
Inactivate
Admin can cancel/inactivate the vehicle entry by clicking on “cancel” icon and giving a reason for that.
Submit
Admin can finally submit the vehicle details after adding/editing by clicking on the Submit button.
NOTE: No changes are allowed after clicking on the Submit button.
Vendor Detail
Under this option, the admin can see the list of vendors and their details.
By choosing the option, Add New Vendor admin can add a new vendor to the list.
Assign
In this section, you have to map/assign the vehicle to OUs.
Assign Vehicle
Admin can assign a vehicle to Organizational Units by clicking on the " Assign Vehicle" button present on the top right side of the portal and fill in the required details:
An organizational unit(choose from dropdown)
Vehicle(choose from the dropdown)
Issue Date(From & To)
Visible(choose from the dropdown)
Status(Active/Inactive)
View
Admin can view the details by clicking on “view” icon available in front of every entry.
Edit
Admin can update/edit the details by clicking on “edit” icon.
Submit
Admin can finally submit the assignment details after adding/editing by clicking on the Submit button.
Cancel
Admin can cancel/inactivate the assignment of vehicle entry by clicking on “cancel” icon and giving a reason for that.
Daily Tracking
It helps in vehicle tracking, manages daily activities, gets an automatic calculation of finance, etc.
It has to be submitted by Transport_employee(Driver), which is then approved by transport_admin.
Add Daily Tracking
The role transport_employee, the assigned stakeholder can add tracking record of the vehicle like how many distances covered, how much petrol used, etc. by clicking on the "Add Daily Tracking of Vehicle" button present on the top right side of the portal and fill in the required details:
Vehicle(Name to be selected from the dropdown)
Assigned OU(Display the assigned OU of the vehicle)
Want to change OU(If suppose a vehicle was/is used by OU to whom that vehicle was/is not assigned, then he can enter that OU name also by opting "yes" from the dropdown)
Date(Date when the vehicle was used)
Travel( how many distance covered in Km)
Fuel Added(how much petrol/diesel/gas used )
Price of Fuel(the price of the fuel per liter/kg)
Expense on Fuel(total amount spent on the fuel)
Challan(If any)
Other Expenses(If any)
Total Expense(It includes a total count of challan, Other expenses, fuel expenses)
Remarks(If any)
View
The role transport_employee, the assigned stakeholder, can view the details by clicking on “view” icon available in front of every entry.
Edit
The role transport_employee, the assigned stakeholder, can update/edit the details by clicking on “edit” icon.
Submit
The role transport_employee, the assigned stakeholder, can finally submit the vehicle details after adding/editing by clicking on the Submit button.
Approve
The role transport_admin can approve the track by clicking on “approve” icon by clicking on the Approve button.
Approved Transport Requests
Admin can see the list of approved transport requests using this option.
With each transport request admin can perform below actions:
View - Using this option admin can view the transport request.
Print - Using this option admin can print the transport request details.
Allot Vehicle - Using this option admin can allot the vehicle.
Verify - Using this option admin can verify the transport request.
Reports
This section helps generate and view all data at a glance at any time, get instant reports & can be able to make an authentic decision.
Report by Vehicle
It helps to generate vehicle wise expenditure summary. This report can be printed in pdf format by clicking on the "print" button.
Report by Organisational Unit
It helps to generate an Organisational Unit-wise expenditure summary. This report can be printed in pdf format by clicking on the "print" button.
Annexure
Roles
| Role Name | Description |
|---|---|
| transport_admin | The user can configure the setting, manage vehicle details, assign it to OU’s, and approve the daily track of vehicle usage. |
| transport_admin_view | same role as Transport_Admin but with viewing rights only. |
| transport_employee | Can add a daily track of the vehicle. |
Glossary
| Term | Meaning (Simple Explanation) |
|---|---|
| Fleet Management | A system used by the university to manage vehicles, drivers, fuel usage, and daily transport activities. |
| Vehicle Type | Category of vehicle such as Car, Bus, Van, etc. |
| Fuel Type | Type of fuel used in a vehicle like Petrol, Diesel, CNG, etc. |
| Vendor | External service provider related to vehicles, repairs, fuel, or transport services. |
| Organizational Unit (OU) | A department or section of the university to which vehicles can be assigned. |
| Vehicle Assignment | Process of allocating a vehicle to a specific department (OU) for use during a defined time period. |
| Daily Tracking | Record of vehicle usage including distance covered, fuel consumed, and expenses for a particular day. |
| Transport Employee | Usually the driver or staff member responsible for entering daily vehicle usage details. |
| Transport Admin | The authorized person who manages vehicles, assignments, approvals, and system settings. |
| Registration Number | Official number assigned to a vehicle for identification. |
| Chassis/Engine Number | Unique identification number of a vehicle. |
| Active Status | Indicates that the vehicle, assignment, or record is currently in use. |
| Inactive Status | Indicates that the vehicle, assignment, or record is not currently in use. |
| Fuel Expense | Total amount spent on fuel for vehicle usage. |
| Challan | Fine issued for traffic rule violations related to the vehicle. |
| Total Expense | Combined total of fuel cost, challan, and other expenses. |
| Submit | Final action after which no further changes can be made. |
| Approve | Action performed by transport admin to validate submitted daily tracking data. |
| Report by Vehicle | Summary of expenses and usage details of a particular vehicle. |
| Report by Organisational Unit | Summary of expenses and usage details of vehicles assigned to a specific department. |
| Upload Type | Type of document allowed to be uploaded in the system (e.g., RC copy, insurance, etc.). |
Frequently Asked Questions (FAQs)
1. What is the purpose of the Fleet Management System?
The Fleet Management System helps the university manage vehicles, track fuel usage, monitor expenses, assign vehicles to departments, and maintain daily records. It keeps all vehicle-related information in one place for easy access and decision-making.
2. Who can access this module?
Only authorized users such as Transport Admin and Transport Employee (Driver) can access and use the system based on their roles and permissions.
3. What is the difference between Transport Admin and Transport Employee?
- Transport Admin manages vehicles, settings, assignments, and approves daily tracking records.
- Transport Employee (Driver) enters daily usage details of vehicles such as distance covered and fuel used.
4. How is a vehicle added to the system?
The Transport Admin can add a new vehicle by entering details like model number, registration number, fuel type, capacity, and status. Once submitted, changes are not allowed.
5. Can vehicle details be edited after submission?
No. Once the Submit button is clicked, the vehicle details cannot be modified.
6. What does Active and Inactive status mean?
- Active means the vehicle or record is currently in use.
- Inactive means it is not in use and cannot be selected for new assignments.
7. What is vehicle assignment?
Vehicle assignment means allocating a vehicle to a specific department (Organisational Unit) for a defined period.
8. Can a vehicle be assigned to more than one department?
A vehicle can be reassigned to another department for a different time period, but it should not overlap during the same active duration.
9. What is Daily Tracking?
Daily Tracking is the record of how a vehicle was used on a particular day. It includes distance covered, fuel added, expenses, and other related details.
10. Who fills the Daily Tracking form?
The Transport Employee (Driver) is responsible for filling in the daily tracking details.
11. What happens after Daily Tracking is submitted?
After submission, the Transport Admin reviews and approves the record. Only after approval is the record considered finalized.
12. What if incorrect data is entered in Daily Tracking?
The Transport Employee can edit the record before submitting it. Once approved, changes are not allowed.
13. What is a Challan in the system?
A challan is a traffic fine issued to the vehicle. It can be recorded in the daily tracking form under expenses.
14. How is the total expense calculated?
The system automatically calculates total expense by adding:
- Fuel cost
- Challan amount
- Other expenses
15. What is the purpose of Vendor Details?
Vendor Details store information about external service providers such as repair vendors or fuel suppliers.
16. What types of reports are available?
The system provides:
- Report by Vehicle (vehicle-wise summary)
- Report by Organisational Unit (department-wise summary)
17. Can reports be printed?
Yes, reports can be printed in PDF format for official records and review.
18. Can a vehicle be marked inactive?
Yes, the Transport Admin can mark a vehicle inactive if it is not in use.
19. What is the purpose of “Type of Vehicle” setting?
It allows the admin to define categories like Car, Bus, Van, etc., which helps in organizing and filtering vehicles.
20. What is the purpose of “Type of Fuel” setting?
It defines the fuel category used by vehicles such as Petrol, Diesel, or CNG. This helps in tracking fuel consumption correctly.
21. What happens if a vehicle is inactive?
An inactive vehicle cannot be assigned or used for daily tracking.
22. Can a driver change the assigned department while entering daily tracking?
Yes, if the vehicle was used by another department temporarily, the driver can select “Yes” in the option to change OU and enter the correct department.
23. Why is approval required for daily tracking?
Approval ensures that all entered information is correct and verified by the Transport Admin before it becomes final.
24. What is the benefit of using this system instead of manual records?
The system:
- Reduces paperwork
- Automatically calculates expenses
- Provides instant reports
- Keeps data secure and organized
25. How does this system help in financial management?
It tracks fuel costs, vehicle expenses, challans, and department-wise usage, helping the university monitor spending and make better financial decisions.
Workflow Diagrams
Activity Diagram
Use Case Diagram
