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Flashcards in Information Management Deck (83):
1

What is one of the mandatory success factors in selecting and implementing a FIMS?

to know your business requirements

2

What should you do once you know of the gaps between best in class data and your own?

you have information needed to design the future mode of operation (FMO) using subject matter experts

3

What are the functions of the Enterprise Management System, Enterprise asset management system, comprehensive vehicle management system and specific fleet function management system?

Enterprise management system: has other enterprise functions such as finance, accounts payable, vendor management. Enterprise asset management system: generic asset management solution used for fleet. Comprehensive fleet management system: specializes in fleet and can do entire lifecycle management. Specific fleet function management: no comprehensive fleet management, usually specific to one function (ie maintenance and repair).

4

What are the typical IT platforms and environments for Enterprise, enterprise asset, comprehensive vehicle fleet and specific fleet function management systems?

enterprise: requires server, database and networking infrastructure. Enterprise asset: Same but internet option can be provided. Comprehensive: resides within intranet or internet and can use cloud computing. Specific fleet function: Sophisticated solutions require everything and may run a PC

5

What are implementation costs and time considerations of each of the management systems?

enterprise: software license cost is high, professional services drive cost higher (longer time required). Enterprise asset: software costs and service fee (longer time required). Comprehensive: software license and subscription fee are reasonable, professional services are required but needed effort is low (some time to configure work flows and interfaces). Sophisticated solutions require one time cost and are usually very affordable (short time frame).

6

What is a use case?

outline the process, workflow or function for which the software will be used and the method of use.

7

What can add complexity, cost and time to the process of migrating to a new software?

cooperation from the existing supplier, migration of data from existing to new, data sanitation and format discrepancies, cutover details, process changes, change management communications and training,

8

What is the hot cutover technique?

existing and new software work in parallel and the existing software is decommissioned when there are on users active in the system.

9

What are the functions of an enterprise system?

Used for finance and budget management, human resource functions, payroll, vendor management, accounts payable and asset and inventory management

10

What are the advantages and disadvantages of an enterprise system?

advantages: can make use of existing system instead of using different solutions, all solutions included so no need to interface with out systems (ie. HR or accounts payable). Disadvantages: Finance and accounts payable may take priority over fleet management and enhancements may not get done

11

What are the functions of an enterprise asset management system?

Used to manage fleet and other assets such as servers, printers, communication network components. Provides for asset records including location, preventative maintenance forecast and repair records.

12

What are the advantages and disadvantages of the enterprise asset management system?

multi purpose software to manage all enterprise assets reduces the need for disparate solutions for managing different assets. Disadvantages: need for interface development between asset management solution and enterprise system, significant customization is required.

13

What are the functions on a commercial off the shelf fleet management system?

Dedicated and specialized for fleet management functions (support life cycle cost analysis).

14

What are the advantages and disadvantages of commercial off the shelf fleet management systems?

specific to fleet management and is easy to configure and implement. Disadvantages: may contain more than an organization needs

15

What are the some of the uses of fleet function specific software?

allows for a low cost of entry and it is useful for companies who only provide one specific fleet service.

16

Why is it important to understand a company's future evolution strategy?

want the software to be in use until well after the return on investment is obtained. Also, you do not want it to become obsolete.

17

What is an integration consideration that may not allow two software's to integrate?

maintenance and repair system may only send work order information to another system once the work order is closed, functions specific systems are of an older vintage and may not necessarily have updated interfacing capabilities.

18

Why is it important to consider 2-3 vendors with strong financials and solid track record?

if not, strong indication that the longevity of the supplier and the software are in doubt.

19

What are two things to consider when choosing a FIMS?

system architecture and license models

20

Why are PC based fleet management applications seldom used in the industry?

stand alone PC and does not require any connectivity to other computers or servers

21

What does the term client server refer to?

refers to a network architecture in which each computer or process on the network is either a client or a server.

22

What does the term thin and thick client refer to in client applications?

client designed to be especially small so that the bulk of data processing occurs on the server. Thick has data processing occurring on the PC itself.

23

What is an ASP and what are the benefits?

Application Service Provider. Third party entity that manages and distributes software based services. Allows companies to outsource their info technology needs

24

What options do the FIMS solution suppliers give for the architecture choice and the associated software license model?

Customers may purchase a perpetual software license with solution residing within their intranet or if solution is provided as web application - the cost of IT infrastructure is separate from the license cost.

25

What does it mean when a software model is perpetuity and what costs are involved?

means that the customer can use the software forever once they have paid a lump sum amount for the software. Customer has the right to use it but the intellectual property belongs to FIMS supplier.

26

Describe the advantages and disadvantages of paying for software as a service?

cost is allocated to an operating budget and is all inclusive meaning that the supplier is charging for software, infrastructure and for delivery.

27

Compare and contrast all options and relative advantages and disadvantages about making the fundamental decision about system or IT architecture and license model.

PC based - perpetual license or annual fee, relatively inexpensive, user has autonomy. Client-server within organization's intranet - perpetual license with annual fee for maintenance, support and software enhancements, secure within organizations firewall, possible to get economies of scale. Web application using organization's data center - perpetual licensee with annual fee for maintenance, support and software enhancements, web hosting allows access to external parties as well as internal parities. Web application using FIMS supplier provided data center - perpetual licensee with annual fees, no internal IT resources, may be more expense.

28

What are the generic FIMS attributes?

web hosting within an organizations firewall, best application/software development practices, best practices for entire vehicle lifecycle management, real time data and dashboard, integration with enterprise systems

29

What must a vehicle management function allow the fleet management organization to manage in FIMS?

manage the vehicle and any up-fitted equipment from creating the vehicle, up fitting it, transferring it during its lifetime and finally retiring it.

30

What does the vehicle master record consist of in FIMS?

vehicle attributes, unique vehicle identifier, updated with new information, charge back rate with inputs

31

What is the electronic catalogue of standards for vehicle chassis and associated options called and where is it housed?

vehicle selector and housed in the FIMS to facilitate acquisition.

32

How does FIMS reduce the need to manually enter some vehicle related fields?

FIMS can support VIN decoding which reduces the need for manually inputting data.

33

What criteria must a vehicle meet for it to be retired and how does the system let you know?

when it reaches the replacement criteria or if it experiences irreparable damage. System flags vehicles that meet criteria or have excessive repairs.

34

What must a best in class garage maintenance module be able to track?

work order, purchase order, vendor management, parts inventory, warranty management and scheduling.

35

What are some of the uses a FIMS should have in garage operation?

vehicle maintenance and repair schedules, requirement that all costs need to be captured at a vehicle level, maintenance and repair data must be available for benchmarking.

36

What must a FIMS be able to do to assist with preventative maintenance planning?

forecasting maintenance by notifying via email or electronic notification, plans work in mechanics schedules and reporting on compliance for mandates

37

What must a FIMS be able to do in order to capture labor in a shop operation?

provide a way to normalize the work done using vehicle equivalent units (VEU), garage workload and scheduling, ability to measure time spent on tasks, timesheet module

38

What is commercial maintenance in context of FIMS?

refers to maintenance and repair done by external organizations.

39

How can a best in class FIMS help during the warranty claims process?

pulls costs and prepares the documents for the claim.

40

What capabilities must a best in class FIMS have in order to efficiently manage a parts inventory?

parts and inventory modules including by location, parts look up by description, vehicle make model and year or party number, parts cross referencing

41

What information must be in the parts catalogue for tracking?

price paid for each part, preferred supplier,

42

How can FIMS help manage inventory?

tracks quantity of parts issued against total number in stock. When stock runs out FIMS can automatically generate a PO.

43

What must a FIMS be able to do in order to order a core?

needs to manage debit and credit such that the fleet client is not charged for the core which is returned and there is a credit.

44

What type of information is contained in the product master of FIMS?

product codes of all types of required fuels (regular gas and E85 Etc) and fluids such as windshield.

45

What needs to be programmed into a FIMS in order to calculate CO2 emissions?

fuel type conversions GGE vs GHG

46

What fleet related financial details are included in FIMS?

accounts payable, journal entries, customer billing and cost allocation and timesheet approval

47

Why must an up to date cost center file be uploaded to the FIMS on a regular basis?

to ensure accurate billing and cost allocation

48

What must every asset in FIMS requires chargeback to another department have?

HR file upload for fleet clients, employee lookup, organization hierarch for driver, drivers supervisor and manager

49

How does the FIMS facilitate the accounts payable process?

FIMS has a module for manual invoice entries or it accommodates the electronic receipt of the invoice. Gathers up all costs by supplier and the GL code and this info is transmitted to organizations account payable

50

What are flow through costs and how can FIMS help tot manage them?

(operating costs) maintenance, repair and fuel. FIMS provides capability to charge a flat management fee per vehicle to cover the cost of items such as administration or garage clearing. FIMS can also apply a % mark up on the fuel, maintenance and repair costs which is allowed by FIMS.

51

What four functionalities should FIMS have regarding driver management?

driver certifications (training), Crash management (reporting etc), Repair management, lifecycle analysis and replacement management

52

What is the integration process?

identify a need, decide on fields, decide on transport method, develop test file

53

Describe the two categories of integration methods

Real time: data is required in real time like telematics
Non real time: monthly uploads (like FAMS)

54

List some common vendor to fleet interfaces

commercial fuel card, part supplier, telematics, commercial repairs,

55

What information needs to be transferred between the project management team and the finance department.

vehicle acquisition, asset number assignment and vehicle unfitting cost.

56

What type of information is exchanged in a dispatch system?

availability of vehicles and the name of the driver

57

What does the accuracy of gps depend on

number of satellites in view and the dispersion of their angles relative to the receiver

58

What is the minimum number of satellites needed to determine the location of a receiver?

4

59

What is the differential correction system?

used if greater accuracy is required.

60

What are three categories of telematics uses typically used in a fleet?

vehicle fleet management, driver safety and location based dispatching

61

What are some of the challenges that should be considered at the beginning of the telematics procurement process?

many companies with different services so you need to make sure aligns with FIMS, technology is constantly changing (need flexible option), lots of effort researching vendors,

62

What is a feasibility study?

cost vs return on investment, organizational readiness, requirements for success, labor union alignment, business process changes and implementation timeline.

63

What is a track and trace application?

the display of real time vehicle location on an electronic map, usually via a web based interface

64

What is geofencing and what is its purpose?

defined area on the map with a given location defined by the geo coordinates (ie. vehicle coming and going from a yard, real time alerts if someone leaves a service area like a state or city)

65

What are premarket telematics solutions?

telematics installed by manufacture (like GM onstar)

66

What is a passive device and what is the benefit?

not real time (needs to be downloaded) but no monthly subscription required)

67

What is a compact telematics device and benefits and disadvantages

small and easy to install but easy to tamper with by operator.

68

What are business analytics and why are they important?

metrics or performance indicators which are essential for best in class fleet management

69

What is meant by data collection through the system's back end?

data is contained in a document with a format which is acceptable by the FIMS (ie excel).

70

What is a smart label or code?

item identification tag or slip which is more technologically advanced than the barcode. Often use RFID or QR codes (read through smart phone)

71

What is the purpose of the NAFA classification system?

can be used for vehicle and equipment, flexible and customizable for any fleet application, ensures a given vehicle fits only one category

72

What is the first number of the NAFA code represent

GVWR

73

What does the second number in the NAFA code represent?

group code or vehicle type

74

What is in position three of the NAFA code?

Service code which includes window or cargo etc.

75

What is position four of the NAFA code?

type code or general purpose, van ambulance etc.

76

What is position five of the NAFA code?

user code or customizable additional field

77

What is the ATA's vehicle maintenance reporting standards (VMRS)?

language for communicating between the shop floor and management, including when and how repairs are performed

78

what is the APWA code scheme?

American public works association code system

79

What steps are essential in order to maintain data integrity?

plan the data needs, decide the code scheme to use, design and develop the tables in the database, collect and correctly enter data

80

What is a referential database?

stores data in the form of related tables.

81

What is referential integrity?

concept which ensures that relationships between various tables remain consistent.

82

What are three system environments generally used to implement a FIMS

Production, test and training

83

What are the essential components of a reporting strategy?

Audience analysis and planning for reports, canned reports including exception reports, ad hoc reports and data and report accuracy validation