RP 809 - Guidelines For Electronic Repair Orders: Introduction

The data elements that this RP recommends for electronic repair order transactions come from TMC's Vehicle Maintenance Reporting Standard (VMRS) Form 6, Repair Order Form, and Form 7, Special Repair Order Form  . These data elements have been mapped to Extensible Markup Language (XML) in collaboration with the Automotive Industry Action Group (AIAG)[1] and the Standard for Technology in Automotive Retail (STAR)[2]. The Appendix  in this RP describes the XML map for each recommended data element.

Electronic repair orders serve three basic purposes. They provide a means of recording:

• maintenance history data.
• detailed parts history data for inventory control purposes.
• data for shop and statutory purposes.

1. AIAG is a not-for-profit organization where OEMs, suppliers, service providers, government and academia have worked collaboratively to drive cost and complexity from the supply chain via global standards developed and harmonized business practices. See http://www.aiag.org  .
2. STAR is a nonprofit organization whose goal is to use non-proprietary technology standards as a catalyst in fulfilling the business information needs of dealers and manufacturers while reducing the time and effort required to support related activities See http://www.starstandard.org  .

TMC recommends that electronic repair orders should contain the following data elements:

COMPANY INFORMATION 

1. Company (SCAC) Code  . This is a four-character standard carrier alpha code (SCAC), issued by National Motor Freight Traffic Association (NMFTA), used to identify carriers.
2. Facility Code  . This code identifies the repair facility writing the repair order.
3. Facility Identification  .

   EQUIPMENT/VEHICLE INFORMATION 

4. Fleet Identification  .
5. Equipment/Vehicle Identification  .
6. Company Name  . This captures the name of the equipment owner or lessee.
7. Meter Reading  . This data element captures miles or hours from the appropriate meter.
8. Activity Code  . This data element captures the predominant work assignment.

   REPAIR ORDER (GENERAL) INFORMATION 

9. Repair Order Number  .
10. Date  .
11. Repair Priority Class  . This identifies if a repair is a scheduled, non-scheduled or emergency event. (VMRS Code Key 16.)
12. Repair Site  . This identifies who performed what work where. (VMRS Code Key 17.)
13. Continuation Repair Order  . Used if a continuation repair order is needed for the same reason for repair, or required for separate accounting records.
14. Original Repair Order Number  . Used to record the original repair order number, if this is a continuation repair order.
15. Date/Time Promised  .
16. Written By  . Name of individual preparing the repair order.
17. Reason for Repair  . Describes why the equipment/vehicle entered repair facility. (VMRS Code Key 14)
18. Instructions  . Detailed instructions for work to be accomplished.

    COMPONENT (PART) INFORMATION 

19. System  . Code of system repaired. (VMRS Code Key 31.)
20. Assembly  . Code of assembly repaired. (VMRS Code Key 32.)
21. Component  . Code of component repaired. (VMRS Code Key 33.)
22. Condition (Failure) Code  . Captures part condition. (VMRS Code Key 18.)
23. Part Number  . Manufacturer's part number.
24. Part Description  .
25. Manufacturer Code  . Manufacturer/supplier/brand code. (VMRS Code Key 34).
26. Quantity  .
27. Unit Price  . Price for each item.
28. Parts Cost  . Quantity times unit price.
29. Tax  .
30. Total Part Price  .

    LABOR INFORMATION 

31. Employee Number  .
32. Work Accomplished  . Code of worked accomplished. (VMRS Code Key 15.)
33. Actual Time  . Captures the total amount of time dedicated to the repair.
34. Standard Time  . Captures the official standard repair time (SRT) used by the repair facility.
35. Labor Cost  .
36. Total Labor Cost  .
37. Technician Comments  . Remarks based on observations made while performing assigned work (i.e., need for additional repairs.)
38. Completion Date  . Date on which repairs were completed.
39. System  . Code of system repaired for purposes of labor. (VMRS Code Key 31.)
40. Assembly  . Code of system repaired for purposes of labor. (VMRS Code Key 32.)

    METER RESET INFORMATION 

41. Meter Reset/Replacement  . Used to indicate if an odometer, hubodometer, or hourmeter is replaced.
42. Old Meter Reading  . Captures reading shown on odometer, hubodometer, or hourmeter prior to removal.
43. Reset/Replaced Meter Reading  . Captures new reading shown on odometer, hubodometer, or hourmeter after repair/installation.
44. Estimated Utilization Number Reading  . Estimated miles or hours accumulated, but not recorded, from failure of old meter to replacement.

    INSPECTION INFORMATION 

45. Inspected By  .
46. Date Inspected  .

    OUTSIDE VENDOR INFORMATION 

47. Vendor Name  .
48. Invoice Number  .