Vehicle Maintenance System

Workshop management for coach, bus and truck operators

Vehicle Maintenance System, known as VMS, is workshop software from Distinctive Systems built specifically for operators of coaches, buses and trucks. The maker says it is used every day across the industry and has been validated by the DVSA for its Earned Recognition Scheme, which it presents as a sound basis for any operator hoping to be accepted on to that scheme. Its stated aim is to simplify the whole maintenance process and keep records accurate, current and to the required standard.

Defects, accidents and the driver app

The software handles defect reporting, with defect types the operator can define, stored common descriptions and the statutory reasons for failure available when recording a problem reported by staff. A Driver App, which the company describes as award-winning, is linked to VMS and meets the statutory requirements for walk-around checks and defect reporting. Accidents and incidents can be managed in the same system, including a detailed description of damage and third party information where it applies.

Vehicles, people and inspections

Each vehicle record holds make and model, licence information and test dates, and statutory inspections are planned within the system. Employee records can be created in VMS or brought across from the company's coach management product.

Activities, job cards and planning

Scheduled and unscheduled maintenance are both managed as activities. Electronic job cards let a workshop become paperless and go further than the paper original. A six-month planner shows scheduled work in the style of a traditional wall planner, an activity diary looks back as well as forward, and a drag and drop bay planner allocates work to bays the operator defines. A graphical workshop optimiser smooths daily workloads by rescheduling later activities automatically.

Fluids, tyres, stock and accounts

Operators can create fluid types and record the type, amount, cost and employee each time a vehicle is filled. A tyre module follows the maintenance and history of individual tyres on each vehicle. Optional modules cover stock control, with warranties, and invoicing with a sales ledger.