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Vehicle Management System Project Scope

This document outlines a proposed Vehicles Management System (VMS) for Mercy Corps Indonesia. [1] The system would track vehicle operations, maintenance needs, fuel costs and other expenses to improve budgeting and ensure vehicles support organizational activities efficiently. [2] Key benefits would include more accurate reporting, analyzing vehicle condition and value, better performance and mobility. [3] Activities to develop the system are outlined, with an implementation approach to create a more effective management system and provide accurate vehicle data to relevant departments.

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Muhammad Ali Tahir
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85 views4 pages

Vehicle Management System Project Scope

This document outlines a proposed Vehicles Management System (VMS) for Mercy Corps Indonesia. [1] The system would track vehicle operations, maintenance needs, fuel costs and other expenses to improve budgeting and ensure vehicles support organizational activities efficiently. [2] Key benefits would include more accurate reporting, analyzing vehicle condition and value, better performance and mobility. [3] Activities to develop the system are outlined, with an implementation approach to create a more effective management system and provide accurate vehicle data to relevant departments.

Uploaded by

Muhammad Ali Tahir
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Project Name: Vehicles Management System (VMS)

Beneficiaries: Operation Staff

I. BACKGROUND

Mercy Corps in Indonesia has been implementing its program activities since 1999 as a response to the
economic crisis in Indonesia. In Indonesia, MC has been working from its headquarters in Jakarta with
several representative offices throughout the country. Currently MC Indonesia has its branch offices in
Padang, West Sumatra province, Ambon, Maluku province, Bojonegoro , East Java province, Bandung,
West Java province, Lampung city, Lampung province, Takengon, Aceh province, Tanimbarese, Central
Southeast Maluku province, and one program office in Semarang, Central Java province.

MC has been focusing on internal and/or external strategies in relation to the support for program
activities in the aforementioned areas as well as the effort to increase the advantage of operational
competitiveness as compared to other organizations. The effort to focus on internal strategy was also
stated in the Country Strategy for FY 2015 No. 5 of "Increase Mercy Corps staff and organizational
capacity to provide strong leadership and program management skills.

In correlation to the internal strategy, improvement of the Operational Department as the backbone of
program activities in an organization will deliver significant results in terms of efficiency and cost
reduction within the operation unit. Since every organizational activity always connects with Operational
Department, its improvement or better management will contribute a positive impact for the
organization.

One of the gaps needs to be addressed in Mercy Corps Indonesia is vehicles management, since
availability of vehicles for good mobility of program activities is very important in an organization.
Moreover, the fleet of vehicles is one of the most expensive assets owned by MC Indonesia. This clearly
underline the responsibility of MC Indonesia, as a donor's recipients, in ensuring safe operation and well
maintenance of all its vehicles, also in guaranteeing the compliance of vehicles usage which is only to be
used to serve organizational objectives and purposes.

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Better control to oversee the economic value of each owned vehicles requires a good vehicles
management system that will provide an effective and efficient arrangement that will relevantly
complement the organization programs and supports activities.

"Vehicles Management System" (VMS) is a system or a database that holds all the data of all MC owned
vehicles; from the data of acquisition, program user account code, mileage, fuel cost, parking fees,
maintenance, insurance claims and other correspondence related to the management of the vehicles for
later processes that will generate a report that will display the recorded information on the overall cost
of the vehicles. This report will then be digitally archived by operational units for safer storage of any
transactions occurred for the vehicles as a proof documents on office vehicles operation, financial and
management activities that will be easier and faster in retrieval.

II. OBJECTIVE
a. To assist in the tracking of vehicles operation and the planning of maintenance (i.e.: replacement of
spare parts, etc.) that is important to avoid any damage/unexpected problem that might occur in
the future that may cause hindrance to the operation and/or risking the safety of the drivers and
passengers.
b. To assist in the tracking of fuel use and other running costs per vehicle and per program more
effectively.
c. To give effective assistance in the estimation of actual cost for vehicles maintenance.
d. To preserve good vehicles performance for better organizational mobility.
e. To assist programs department in terms of having a more effective and efficient budget allocation
to avoid over/under spending of budget for costs associated with the use of the vehicles.

III. OUTCOME
a. Provided more accurate and timely reports on recorded relevant data of vehicles.
b. Provided quality analysis on the physical condition, as well as functional and economical values of
the vehicles to determine plan for assets (i.e.: whether the vehicles will be of any economical value
to be kept and repaired or need to be auctioned for the purpose of buying a new one).
c. Good vehicles performance and better organizational mobility.
d. More effective and efficient vehicles related budget allocation in programs department.

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IV. KEY ACTIVITIES AND TIMEFRAMES

No. Activities Date

1. Internal Meeting with Operation Team (Logistic and 19 June 2014


IT Coordinator)

2. Training Drivers 2nd week of July

3. Internship Applicant Announcement 23-28 June 2014

4. Interview Candidate & Internship Contract 1-5 July 2014


Agreement

5. Develop Program 7 July – 6 August 2014

6. Program Implementation (trial and error) 7-9 August 2014

V. APPROACH & THEORY OF CHANGE

The program approach is to deploy the dissemination of information of VMS to:

a. The operation personnel from the point of VMS implementation to create a more effective and
efficient organizational system in vehicles management comparing to the current one.
b. Finance and Programs Department through the information about application of VMS that can
meet the demand to provide a systematical, accurate and precise data related to vehicles
operation, financial and management in a faster manner.

The Theory of Change


Vehicles Management System will create a more accurate and systematic vehicles related management
reports to be made available in an easy and accessible single database system.

VI. SPECIFICATION AND FEATURE:


 Single portable windows desktop application (any language programming)
 Easy to import and export data (to/from excel, to pdf)
 Customizable report

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 Relational database with module; vehicle data, log record, vehicle maintenance, fuel and distance
calculation, insurance, service, oil and spare part, legal dat
 User right level access

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