DMLT TransMaint ?
DMLT TransMaint is a complete motor vehicle maintenance and repair order
tracking system developed exclusively for school districts of all
easy, web based interface, authorized users can submit, review, and
process service orders related to your school district's Motor Vehicle
Maintenance and Repair operations.
enables those responsible for placing, estimating, approving, and
executing service requests to "handle the paperwork" wherever and whenever
they have access to the Internet.
provide a chain of responsibility for tracking of maintenance and repair
orders, it offers unequaled opportunity for qualified participants to know
the nature of an order, the responsible party assigned to service the
order, and the final disposition of that order, including materials and
DMLT TransMaint features a variety of built-in
reports, including current and historical data per vehicle to monitor fuel
extensive built-in capabilities, DMLT TransMaint provides easy transfer of data
into Microsoft Excel and other major spreadsheet programs for advanced
provides multiple levels of access, granting different types of users
differing sets of views and program rights.
is password protected, effectively preventing access by any but
properly authorized personnel. Each user is uniquely identified and
assigned a role commensurate with his level of authority.
user is assigned program rights as
Other Authorized District
Personnel – Such as a Principal, Coach, Driver, or certain School Staff -
may be given View Only permissions, which would allow them to track
the repair status of specific vehicles for availability at all
authorized to submit, review, assign a mechanic, estimate, add notes, and
generate report data for statistical analysis for all sites.
authorized to submit, review, assign a mechanic, estimate, add notes, and
generate report data for statistical analysis for his assigned
authorized to submit, review, estimate, and add notes. The program
will issue Inspection, Safety, and other forms to be manually filled out
by the mechanic, then be turned in for filing by a designated data entry
Other Authorized District
May be given permissions to View Only for repair status and
availability of specific vehicles.
What does the
At its most
basic level, DMLT TransMaint stores and selectively retrieves information
related to specific service requests- from submission to
school districts to create, enforce, and preserve complete documentation
of motor vehicle maintenance/repair service orders- quickly and
effectively eliminating paperwork and streamlining operations with the
efficiency of modern network communications.
way to appreciate the power and simplicity of DMLT TransMaint is to see it in
operation. After a brief introduction to the log-in screen, we will
parallel the general sequence of an order as it passes through the
Login: All users
must log in using a uniquely assigned user name and password.
Depending on the user's designated rank within the system, he will have
program rights associated with one of the three choices below.
specific user is assigned program rights as a...
Order: All users...
first item on the form is a drop-down list for selecting the
submit a maintenance/repair service work order by selecting the NEW
ORDER button and filling in the appropriate fields on the form for
the type of service needed.
originating location can be a Bus Barn, Bus Depot, a School, or
other facility, depending on the School District Management
second item is the Order Type, such as Breakdown, Inspection,
Routine Service, etc.
There is space for an optional
Purchase Order number. This number is not required to
initiate an order, and may be assigned at any stage before
depending on the
individual school district management practices.
The fourth item is the Vehicle
The large text entry field on the
form is for a description of the problem and any additional
information as directed by your local
Review: All users...
an order has been submitted, the program automatically assigns a
unique, coded tracking number.
ORDER REVIEW button generates a screen like the one at
user may choose to view all active orders, completed orders, or only
the orders within each category that he has submitted.
columns may be sorted by clicking on the column heading.
Supervisors, Mechanics and other Authorized
Personnel may only review the status of vehicles assigned to their
location, while the Director has access to all information in the
DMLT TransMaint system.
Review provides instant information for all users...
in status or Work Notes are updated in real-time, instantly available to
matter what a user's rank or role within the system, the Order
Review contains readily identifiable and easily interpreted
information concerning the current status of an order.
status of an Active Order...
When an Initiator enters a repair/maintenance order, the program
sets the status and generates an order tracking
Mechanic assigned – The supervisor either
assigns the order to a mechanic, or may perform the
In Progress - The supervisor either assigns a
mechanic or himself to the order to perform the work. The mechanic
enters work notes to signify that he has the order and will be
handling it. The work notes are visible to
all authorized users of the program.
Needed – Where work required exceeds the scope of the order, the
mechanic can designate a status of Approval Needed. This
triggers an email to the supervisor, alerting him to the need for
Approval/Disapproval – The Supervisor
grants or withholds approval for questioned orders within his
Back Order -
Work is delayed for lack of parts.
status of a Completed Order...
The service the order requested has been successfully
complete an order for a vehicle, ending odometer readings must be
entered after the repair. These are to be used for mileage tracking
on each vehicle.
order has been cancelled. An order with this designation is
considered to be completed.
note: A completed order is closed, and cannot be changed. Any
work on the same vehicle will require a new order.
Detail, History, and Work Notes
the Order Review screen, any information in the form of actions,
notes, approval or completion status is accessible for each order by
clicking on its tracking number.
screens allow increasing levels of detail, from summarized histories
to specific supervisor and mechanic Work
Review provides action alerts for specific user ranks...
order requires action by the current user, Order Review marks it with a
blue arrow in the leftmost column. Possible actions will vary
depending on the rank of the user within the system.
Assign Mechanic, add Supervisor Work
supervisor's order review highlights new incoming orders. The
supervisor reviews the order and selects a mechanic to be
responsible for its execution.
supervisor can add notes to any active order.
or Mechanic: Add Work Notes, set status...
supervisor or assigned mechanic's order review highlights
repair/maintenance orders which require some action on his
long as an order remains active, the supervisor or assigned mechanic
may enter Work Notes about its progress.
Notes are always available to all authorized users of the
In situations where
the mechanic does not access the program directly (an optional
practice that will depend on the school district), information may
be entered by a designated data entry clerk using a preprinted form
that has been completed by the mechanic, such as a Repair Order Form
or a Safety Inspection Form.
DMLT TransMaint report generator is accessible only to a Director or
The DMLT TransMaint report generator is a filtering
tool that answers questions like
orders were completed for a specific location between the months of
X and Y?"
orders did a specific mechanic complete between the months of X and
includes built-in reports for:
(tabulates and provides access to open and completed orders assigned to
(tabulates and provides access to open and completed orders originating
from each location)
Cost Analysis (calculates
cumulative and average costs for completed orders in specific date
range, grouped by location, type, or by mechanic.
Fuel Efficiency Analysis
(provides current and historical data per vehicle for fuel consumption
following features apply to all DMLT TransMaint reports (except the "Order
Reports can be defined to
restrict resultant data to a specified range of dates. (Enter
"From" and "To" dates in mm/dd/yy format, and click the button to "Set
As illustrated below,
reports provide full "drill-down" access to the underlying orders.
For example, clicking the "open orders" total adjacent to a specific
mechanic's name will yield a list of all open orders assigned to that
mechanic. This list, in turn, links to details about each order,
including all the relevant data entered into the
Reports calculate the
average age of open orders, as well as the average time required to
complete the ones that have been closed. For example, the Device
Type Analysis will show how long, on the average, it has taken to
repair/maintain similar types of equipment, and to access work notes
relating to those repairs.
A. List of
open orders selected from "Mechanic Analysis" report shows every open
order assigned to the specified mechanic.
B. A specific
order pulled up from the list.
C. Work notes
related to that order.
complete, printable history of all entries related to the
links to key personnel involved with this specific order.
levels of detail are accessible from all of DMLT TransMaint's tabular
to the built-in reports, technically capable users will find it easy to
transfer data from the Reports results to standard spreadsheet programs
(Excel, 123) for more advanced analysis, should it be required.
Help: From any
place within DMLT TransMaint, users may access this document by selecting the
anyplace within DMLT TransMaint, users may log out by selecting the Log Out
command at the top right corner of the program window.
logging out, the Log-In screen appears. Users may exit the system by
selecting the [X] icon at the extreme top right corner of the program
records are displayed
display multiple records will sort them chronologically, with the oldest
orders first and the most recent orders last in the list.
pages, such as the Order Review referenced above, the displayed
information may be sorted by clicking on a column heading. To
reverse the order of the sort, click the same column head
about the Order Review display
Order Review display provides a lot of information in a relatively compact
space. There are essentially two sets of data: Active and Completed
When selected, the Active Order Review displays active
orders in green type.
selected, the Completed Order Review displays completed orders in blue
these may be filtered to show only those orders initially entered by the
user. Additionally, contents may be sorted by clicking the column head,
and the order may be reversed by clicking it again.
F [T #] Init
Mechanic Vehicle Order
1st column "P" is
the Priority Code. It
can be set when the order is
is initiated as L=Low,
N=Normal and U=Urgent.
2nd column "F" is
Flagged for this
user. An arrow indicates an item for the attention of
the user who is logged into the program.
3rd column "T
the Order Tracking
Number. Clicking this will lead to detailed information
on the order.
4th column "Init"
identifies the Initiator who
order to the program.
5th column "Date" is
the date that the order was
6th column "Status" is
the Current Status of
In Active Orders,
this may be: Ordered, Mechanic Assigned, In Process, Back Order,
Needs Approval, Supervisor Note or Mechanic Note.
Completed Orders, there are two
status types: Completed, or
7th column is the "Mechanic
8th column is the "Vehicle
Identification Number" -
One of the list in the selection box
9th column is the "Order
One of the list in the selection box
10th column is the Physical "Location" of
the problem or need.
status real-time updates
entries in DMLT TransMaint are updated by the program in real-time, so changes
are immediately accessible by all users. To view the most current
status information while using the program, update/refresh your display by
selecting the button for the section you are using.
right corner of the program window displays user information including
user name, user rank, and user's assigned location.
section of the screen contains the [Log Out] command. Please
remember to end your session with DMLT TransMaint by selecting the [Log out]
command before exiting the system or closing the program
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client purchase Janus Group DMLT TransMaint Software?
is a service of the Janus Group. The software is not available for
client receive contractual discounts if multi year agreements are
contact us for details.
Are other aspects of the DMLT TransMaint
System available for adding to the basic DMLT TransMaint
Yes. We offer a Supply Ordering and School Repair
Billing System, and a tracking system for extracurricular usage of school
buses (field trips, etc.). Contact us for details.
Can different Role,
Username and Passwords configurations be utilized for the DMLT TransMaint
Yes, several other
configurations are available upon request. Contact us for
Will Janus Group assist in
integrating the DMLT TransMaint System as a working function of a District web
Yes, contact us for
details. and examples.
are a current user of DMLT TransMaint, we welcome your constructive comments
and suggestions. Although we cannot respond to individual
suggestions, they will be considered in future upgrades and
To submit a
comment or suggestion, contact your supervisor.
after reviewing this document, you have questions which remain unanswered
(or to find out more about how DMLT TransMaint can work for you), contact The
Janus Group at the link below: