Table of Contents
Vehicle Maintenance Reporting Standards (VMRS) is an industry-standard coding convention for tracking equipment and maintenance information. It allows you to organize your unique and complex maintenance data in a very structured format that is widely recognized throughout the service supply chain. By utilizing categories based on coding, you gain valuable insight from your in-house and outsourced maintenance data to improve decision-making around maintenance problems, optimizing vehicle productivity by minimizing unplanned downtime.
VMRS Code Overview
Repair Priority Class
- Description and Purpose: Code Key 16 (Repair Priority) records the scheduling priority for work to be performed on equipment.
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Definition of each Repair Priority Class is below:
- Scheduled: Work is planned. In performing the operation neither the other work in the maintenance facility nor fleet operations will be interrupted.
- Non-scheduled: Routine of the maintenance facility is interrupted to perform the work at hand. It usually, but not always, indicates that a mechanic was taken off one job and put on this one. It may, however, reflect that planned priorities had to be adjusted to handle the work.
- Emergency: Fleet operations are disrupted due to maintenance. In many cases, it requires a driver standing by while the repair is made.
Category
Description and Purpose: VMRS organizes System, Assembly, and Component Codes (each explained below) into 10 high-level groups. You'll see them referred to as Category within Fleetio. This is the highest level of categorization. For example: the "Chassis" group consists of 11 systems — such as the Brake System, Suspension System, and Steering System.
System Codes
Description and Purpose: VMRS uses a series of three-digit codes that identify specific equipment systems. While these codes are the common language of VMRS, they are coding conventions used by all levels of the industry.
When the Service Task is used on Work Order or Service Entry line items, the line item will be categorized with this system code. For example, a Service Task called "Accelerator Pedal Inspection" would have system code "Fuel System - 044".
Assembly Codes
Description and Purpose: Through the use of assembly level codes, VMRS provides the capability to further define Code Key 31’s System Codes. The first classification below the system level is referred to as the assembly. At this level, all major groupings within each system are broken out and reported through the use of a three digit code. These, when used with their system prefix, identify the specific assembly within a piece of equipment. For example, front brakes and drums can be identified by a combination of the System and Assembly Code 013-001.
When the Service Task is used on Work Order or Service Entry line items, the line item will be categorized with this assembly code. For example, a Service Task called "Accelerator Pedal Inspection" would have assembly code "Throttle Controls - 007".
Component Codes
Description and Purpose: Through the use of component level codes, VMRS provides additional capability to further define Code Key 31’s System Codes down to the individual part level. Used together, Code Keys 31-33 define the nine-digit VMRS component code.
When the service task is used on Work Order or Service Entry line items, the line item will be categorized with this component code. Example: the ST "Accelerator Pedal Inspection" would have component code "Pedal & Linkage Assembly, Accelerator - 002".
Reason for Repair
Description and Purpose: Code Key 14 describes the reasons why work was performed on a unit.
When the Service Task is used on Work Order or Service Entry line items, the line item will be categorized with this Reason for Repair Code. This will be applied by default less frequently because reason for repair varies by line item and Work Order.
Account Settings
Repair Priority Class
- Go to your Account Menu and select Settings.
- In the Settings sidebar, click Repair Priority Class Codes in the Service section.
NOTE: Scheduled, Non-scheduled and Emergency are the only codes available at this time. While you are not able to add your own codes in this section, you can provide an Alias for one of the existing codes.
- To edit an existing code, click the More Actions button on the row of the code and click Edit.
- Type in a new name in the Alias field (a) if you would like to refer to this code by a custom name and click Save. The alias will now be used throughout the system to refer to this specific code.
- If you would like to disable the code, uncheck the Enable checkbox (b) to no longer see this as an option in any field drop down.
If you would like to require that a Repair Priority Class, Reason for Repair, or Category be selected before a completed Work Order or Service Entry can be saved:
- Go to Account Settings and click Maintenance Settings under the Service section.
- Check the box for the following options you would like to enable: Require a Repair Priority Class, Require a Reason for Repair on Line Items, and/or Require a Category for Line Items.
NOTE: If you enable the setting to require a Repair Priority Class, Require a Reason for Repair on Line Items and/or Require a Category for Line Items, these must be present to save a Service Entry (this does not include Service Entries generated from a Maintenance Shop Integration) or completed Work Order. This will only apply to new Service Entries and Work Orders that are created after this setting is enabled.
System, Assembly, and Component Codes (VMRS Code Keys 31, 32, and 33)
By default, Maintenance Categorization will be enabled for your account. There are several settings that can be changed in your Account Settings under Service.
You may disable any of the code categories to no longer be used by toggling to off next to the code key name. You may also click the pencil icon next to the code key if you would like to create an alias for the code key, or disable the individual code key.
NOTE: When any VMRS code is disabled in Fleetio, it will no longer show as an option when applying maintenance categorization codes in the system.
Reason for Repair Codes (VMRS Code Key 14)
You may click the Add Reason for Repair Code button to add new Reason for Repair codes. By clicking the More Actions button on an existing code, you may add an Alias to overwrite the name to one familiar to your organization, or disable the code.
Custom Assembly and Component Codes for System Code 997
997 is a System Code defined as User Defined Maintenance Codes. It was purpose-built for customers with unique vehicles/needs that VMRS does not have specific Assembly Code or Component Codes for today (e.g. you may have trucks that have sleeping cabins in the back, and you want to create a custom assembly for "Sleeper Cabin"). To create custom Assembly and Component Codes:
- Go to Account Settings.
- Click System/Assembly/Component Codes under the Service section.
- Under Category, click 9 - Bulk Product Transfer, Handling & Storage Systems Group.
- Under System, click 997 - User Defined Maintenance Codes.
- Click + Add Code under Assembly.
- Provide the Assembly Code and Name and click Save.
- Click + Add Code under Component.
- Enter the Component Code and Name and click Save.
Service Tasks
Standard Service Tasks
All of Fleetio's Standard Service Tasks come pre-categorized out of the box. As always, you can alias and edit the categorization of Standard Service Tasks as you see fit.
Custom Service Tasks
When attempting to add a Custom Service Task, Fleetio will recommend a Standard Service Task if there is a match under the Fleetio Recommendations section.
IMPORTANT: The Fleetio Recommendations feature is currently only available on the Fleetio Web app. It is not available on Fleetio Go.
Select the appropriate recommendation and click the Add to button to Add to a Service Entry or Add to a Work Order.
If you don't want to match the Custom Service Task with a Standard Service Task, click the No Thanks link and proceed to the Maintenance Categorization section.
Select the radio button to Use My Own Categorization and set the Category, System, Assembly, and Reason for Repair. Then, click Save Service Task.
NOTE: Once Maintenance Categorization is added to a Custom Service Task, when that Service Task is added to a Work Order or Service Entry, the Maintenance Categorization will automatically be applied to the line items. If Maintenance Categorization is left blank on a Custom Service Task, you will need to manually add these Maintenance Categorization fields each time on the Work Order or Service Entry.
Service Task Import & Record Updates
Using the Service Task import, you can easily import VMRS codes and optionally update historical line items after VMRS defaults are changed.
Let's review a few common questions you might have about importing data with Maintenance Categorization:
- How do you import line items using my Service Task's default categorization?
- You will want to create an import file with no Category, System, Assembly and Category columns.
- How do you import line items with categorization that is different than my Service Task's default categorization?
- You can create an import file with the Category, System, Assembly and Category columns and fill them in appropriately.
- How do you import line items with no categorization of Service Tasks?
- You will create an import file with the Category, System, Assembly and Category columns and leave them blank.
Reference the Service Task Import Guide for import specifications.
As an alternative, you may also update Maintenance Categorization for Service Tasks in bulk directly from the index.
Service Entries
When you add a new Service Entry, add the Vehicle and then select the appropriate selection under Repair Priority Class.
Using Maintenance Categorization with VMRS, when you add a Service Task to a Service Entry, the Maintenance Categorization section will be pre-populated with key codes in the line items for System, Assembly and Component. You may edit these key codes, as needed, for the specific Service Entry. For Custom Service Tasks where Maintenance Categorization key codes have not been added, you may add them manually in the line items. Since Reason for Repair will vary, you must select a reason to populate this field.
Fleetio Categorization Recommendations
When a user adds a Service Task to a Work Order or Service Entry, and that Service Task will resolve a Service Reminder that is not overdue, Fleetio will automatically set the Reason for Repair code to 08 Preventive Maintenance on the Work Order or Service Entry. You can always choose to clear the code or set a new one if you prefer.
There are a few instances where Fleetio will not automatically set the Reason for Repair Code:
- If you have the 08 Preventive Maintenance Reason for Repair code disabled, Fleetio does not set the Reason for Repair code.
- If you have a different Reason for Repair other than 08 set as the default for that Service Task, Fleetio will not set the Reason for Repair code.
You will notice in the Reason for Repair drop down that recommended codes will appear under the Fleetio Recommended section and include a purple icon as seen below:
IMPORTANT: The Fleetio Recommendation for Reason for Repair is currently only available on the Fleetio Web app. It is not available on Fleetio Go.
Service History List
In the Service History list, you will be able to see a column for Repair Priority, as well as the option to filter the list by specific Repair Priority Class.
If you would like to update Repair Priority Class on multiple Service Entries at once, click the checkbox next to the Service Entries you would like to update. Then, click the Actions dropdown and select Update Service Entries.
Select the Repair Priority Class on the update screen and click Save.
All CSV exports will also include the Repair Priority Class in the export, as well as in the PDF print option when you view a Service Entry.
Work Orders
When you add a new Work Order, you will also be able to select the appropriate selection under Repair Priority Class.
When you add a Service Task to a Work Order, the Service Task's default VMRS codes will be automatically applied to that line item. This is visible/editable within the Maintenance Categorization section of each line item. If VMRS code defaults have not been set for a particular Service Task, you may add them manually within the Maintenance Categorization section of each line item, or select a Recommended Standard Service Task to populate the Maintenance Categorization. Since the Reason for Repair may vary from day to day, most users choose not to set default Reason for Repair for their Service Tasks.
Work Order List
In the Work Order list, you will be able to view a column for Repair Priority, as well as the option to filter the list by specific Repair Priority Class.
If you would like to update Repair Priority Class on multiple work orders at once, click the checkbox next to the Work Orders you would like to update. Then, click the Actions dropdown and select Update Work Order(s).
Select the Repair Priority Class on the update screen and click Save.
All CSV exports will also include the Repair Priority Class in the export, as well as in the PDF print option when you view a Work Order.
Dashboard Widgets
Fleetio offers five dashboard widgets that deliver quick, actionable insight to the categorical trends in your maintenance data. Add the widgets to your Dashboard by clicking the Manage Widgets button on the top right of the Dashboard menu. Locate the Maintenance Categorization section of your Manage Widgets menu and check the boxes to enable each widget on the dashboard.
The widgets are interactive and allow you to link to other relevant reports and forms in Fleetio to drill in deeper or take action.
Top Reasons for Repair
This widget displays the top 3 highest frequency Reason for Repair codes based on the number of line items. Hovering over any slice of the pie chart will give you additional insight to the total cost of the associated line items. Clicking any of the Reason for Repair codes (via pie chart or list) will link you to the Maintenance Categorization Summary Report filtered for that code. The purpose of this widget is to give you quick insight to your highest frequency Reasons for Repair without leaving your dashboard. Along with the option to drill in further by linking directly to relevant reporting.
Top Category Codes by Usage
This widget displays the top 3 highest frequency Category codes based on the number of line items. Hovering over any slice of the pie chart will give you additional insight to the total cost of the associated line items. Clicking any of the Category codes (via pie chart or list) will link you to the Maintenance Categorization Summary Report filtered for that code. The purpose of this widget is to give you quick insight to the Categories associated with the largest volume of line items without leaving your dashboard. Along with the option to drill in further by linking directly to relevant reporting.
Top System Codes by Usage
This widget displays the top 3 highest frequency System codes based on the number of line items. Hovering over any slice of the pie chart will give you additional insight to the total cost of the associated line items. Clicking any of the System codes (via pie chart or list) will link you to the Maintenance Categorization Summary Report filtered for that code. The purpose of this widget is to give you quick insight to the System codes associated with the largest volume of line items without leaving your dashboard. Along with the option to drill in further by linking directly to relevant reporting.
Uncategorized Service Tasks
This widget displays a listing of the Service Tasks within your account that have no default VMRS categorization set. Meaning, any Work Order or Service Entry line items for this Service Task will have no categorization or must be manually categorized each time. Each Service Task listed on the widget will show you the number of times it has been used (and is ordered from highest to lowest used). By clicking the Categorize button on any row, you will be linked directly to that Service Task’s form so you can set default VMRS Categorization.
Repair Priority Class Trends
This widget displays the percentage of total completed Work Orders/Service Entries by Repair Priority Class for the last six months. Hover over the chart points to view specific data points and month-over-month movements.
Reports
Fleetio offers two reports (detailed below) that deliver categorical insight to your maintenance data. You will also find VMRS code columns and filtering with other maintenance-related reports.
Maintenance Categorization Summary
This report summarizes your maintenance data by highlighting the highest volume Category Codes, System Codes or Reason for Repair codes based on cost and frequency. The purpose is to help stakeholders identify trends and areas where improvements can be made.
Available Layouts
- By Category Code
- By System Code
- By Reason for Repair Code
By Usage Charts: Displays the top five highest frequency Category, System, or Reason for Repair codes (depending on selected layout) based on the number of line items that were categorized with each code. The purpose of this chart is to help identify the categorical trends associated with the largest volumes of line items (e.g. answering the question “What is my top Reason for Repair other than Preventive Maintenance?”)
By Cost Charts: Displays the top five Category, System, or Reason for Repair codes (depending on selected layout) based on the aggregate subtotal ($) of line items that were categorized with each code. This does not always have the same ranking as the usage chart displays, because there are instances where less frequently used codes are associated with very expensive repairs. The purpose of this chart is to help identify the categorical trends associated with your largest maintenance cost buckets (e.g. answering the question “Within which Category did I spend most in the last year?”)
All of the filters below are available:
- Reason for Repair
- Service Entry Status
- Timeframe
- Repair Priority Class
- Service Task (including “exclude archived service tasks” checkbox)
- Labels
- Vendors
- All Vehicle-related fields from the Service Task Summary report
Repair Priority Class Summary
A report that displays an aggregate Service Data breakdown of Scheduled, Non-scheduled and Emergency Repairs.
Other Reports Including VMRS Code Columns and Filtering
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Service History by Vehicle Report:
- Columns: Repair Priority Class (both layouts), Category and System (by Service Task layout only)
- Filtering: Category, System, and Repair Priority Class
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Work Order List Report:
- Columns: Repair Priority Class
- Filtering: Repair Priority Class
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Work Orders by Vehicle Report:
- Columns: Repair Priority Class
- Filtering: Repair Priority Class
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Service Summary Report:
- Columns: Aggregate counts of each Repair Priority Class
- Filtering: Repair Priority Class
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Service Task Summary Report:
- Columns: Category and System
- Filtering: Category, System, and Repair Priority Class
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Technician Labor Summary Report:
- Columns: Repair Priority Class (by line item layout only)
