March 2011 - TATEMS Fleet Maintenance Software
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Monthly Archives: March 2011

New Driver Efficiency spreadsheet report

We got one of our cars back from the body shop. Hopefully we'll get the other one back by the end of the week.

We filled up the other day for $3.69 per gallon at an Arco station near us here in Las Vegas. Now I'm glad we traded in our 14 MPG Yukon Denali SUV late last year for a 25 MPG Camry. I loved that Yukon though.

We had a request a while back for a somewhat complex spreadsheet/report that would display the Miles Per Gallon or km/L for each driver on each piece of equipment. This would allow you to see if some drivers are costing you more per mile.

So the spreadsheet we created has the following columns:

Equip Num
Average MPG/KpL
Driver
Driver Started On Equip
Driver Ended On Equip
It is sorted by Equipment Number then Driver Start Date then Sort Order number.
You will need to have Microsoft Excel to use this spreadsheet and have it link to your TATEMS data.
This spreadsheet will link to your TATEMS data if it's in the default installation location on 32 bit Windows.

C:Program FilesTATEMS 2005tatems2005be.mdb

The video link below shows you where the underlying data query is.

The video also shows you what you will probably need to do in order to make it work on your computer if you are not running Excel 2007 or 2010

The video link below will help you to see how to change the path to your TATEMS data if you need to.

You can get the spreadsheet at our website and it's called:
TATEMS-DriverFuelEfficiencyReport

It's completed for you online and ready to download at the link above or here:

https://tatems.com/spreadsheets

This spreadsheet is number 56 in the list on that spreadsheet page.

I hope this tip has been helpful for you.

Please leave any questions, comments or requests for special Excel Spreadsheets below. If your spreadsheet requests are feasible I'll get them created and posted in a future TATEMS Tip.

Have a great weekend!

Shell-shocked! You never know when disaster will strike

I was looking forward to a normal day when the call came in.  I just got out of the shower and my wife’s phone was on her nightstand ringing. 

“Can I talk to Mom?” my daughter said.  I walked the phone down the hall to hand it my wife.  As she spoke she stayed calm but it didn’t sound good. 

Our daughter had been in an accident. Our Honda was crumpled and un-drivable but Thank God she was not injured, and neither were the people in the SUV.

Fast forward a few hours and my wife and I are on our way to the body repair shop so they can begin repairs.  I’m waiting patiently for the pedestrians to cross in front of me before I make a right turn. When suddenly BAM!  We get rear ended in a 3 car accident.  The car behind us runs into us after she got rear ended.  

Thank God for no injuries. 

Now our Toyota has to go the body repair shop for repair.

2 accidents in one day can cause you to feel a little shell-shocked. I had not been in an accident since I rolled my Dad’s VW when I was 18. 

I'm feeling like, ok when will the next accident happen?

The unexpected can happen at any time, that’s why it’s so important to have insurance. 

You need to insure against losing your data too.

Please make sure you back up your data every day. The best practice is to make sure it’s backed up off site.

At a bare minimum get a copy of your data off your computer and onto to an external flash or hard drive.

I made a video that shows you much of what I describe below:

In order to save and backup your TATEMS data, you need to make a backup copy of a file called tatems2005be.mdb.

tatems2005be.mdb is the file that contains all the data you entered into the program.

This file is in the folder

C:Program FilesTATEMS 2005

Or the folder below on a 64 bit system

C:Program Files (x86)TATEMS 2005

TATEMS must to be closed on all computers whenever you backup or restore this file.

If you ever have to reinstall the program, you will need to restore this file back into its folder after reinstalling in order to work with the backed up data.

A couple of additional things need to be addressed here. There is a Backup and Compact feature in TATEMS under

Tools->Backup and Compact.

You can see this feature in action if you go to TATEMS Training Videos then click on the “Backup and Compact data” link

The Backup and Compact feature only allows you to backup the data to the same folder where the data file is housed.

So if the data file is in

C:Program FilesTATEMS 2005

then the backup file will be created in that folder.

The backup file will be Date/Time stamped within the actual file name. It will look something like this:

tatems2005be7-19-2006-09-12.mdb

The 7-19-2006 is the date part and the 09-12 is the time part in 24 hour time (9:12AM).

This can be useful if you want to go back to a “point in time” backup to see where some mistake was made or something went wrong.

These “point in time” backups and any backups for that matter should be moved off the hard drive to a CR-R, a Zip drive, USB drive or memory card for safe keeping.

The “point in time” backups should also be moved off your hard drive because they can quickly start taking up space, especially if you do them on a daily basis.

You can always link to a point in time backup by using the Networking Tool in TATEMS.

Under: Tools->Networking. This will allow you to see what's in a file without having to rename it.

Regardless of which approach you use to backup your data, you should do it on a daily basis.

New spreadsheet-Periodic (90 Day) Inspections Due and Past Due with extra columns

Our prayers go out to the people of Japan and hope that things will improve soon for them.  

I had a request last week to create a new spreadsheet to display the 90 Day Inspections(or user defined number of days) Due or Past Due along with the Location so that they could sort the list by Location 

When I created it I also added the Deptartment or Area and the Customer fields in addition to the Location field.

This spreadsheet will link to and display the following columns fromyour TATEMS data:

Location
Dept or Area
Customer
Equip Num
Date Insp Completed
Next Inspection Due
Equip Desc
Equip Sort Order

Here is a short video to that shows you the Spreadsheet in action.

You can get the spreadsheet here

Have a great week!

Thanks Again

Marc Ready

TATEMS update to version 4.3.01

Just a quick note to let you know we just released an a new update.

You can update to version 4.3.01 here:

https://tatems.com/updates

Why so soon after we released 4.3.00? 

Well we had some feedback that when you closed the Reminders Popup screen in version 4.3.00 an error occurred, causing you to have to restart TATEMS.

The weird thing is that the 4.3.00  update did not touch the Reminders Popup screen…

This update fixes the issue though.

Thanks Again,

Marc

Video Updating Odometer Readings Spreadsheet

When I first mentioned this spreadsheet about a year ago my daughter had just received a $300 ticket. 

I'm happy to say she hasn't been in any more trouble with the law and God willing she will graduate from college in May.

I originally created this spreadsheet because one of our clients wanted to see a printout of all odometer entries for all equipment.  

Basically it's what's called a cross tab query.  

The way it works is for each date you have entered odometer readings,  there will be a column with the date at the top  except for the first column which has the Equipment Number 

So then each row has the Equipment number and all the  odometer readings taken. 

 Like this 

Equip # 01-10-2010 01-17-2010 01-24-2010
101 25000 25250 25500
102 13232 13596 14025
103 96300 97230 98356

When I created this spreadsheet it displayed only 2010 odometer readings from TATEMS, hence the name:

TATEMS All Odometer Readings Each Date Has Own Column For All of 2010

I wanted to show you how you can change the date range on this spreadsheet to 2011 or any range you want. 

So I created this short video for you.

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