Fleet Management Solution

Driver Management
Introduction and Tutorial of FMS DM
Application System for TRAC Driver Service
Users

TRAC DRIVER SERVICES

2019
 Apps Feature
Driver Attendance Digital Digital Attendance
Mobile Apps Approval Report & Time Sheet
Drivers can conduct
attendance (Clock Users / Customers can
In/Out) transactions find out the status of
within a radius of 50 the presence of drivers
meters at a registered in real-time through
location only FMS DM Web Apps

The mobile application Users / Customers can Users / Customers can

used by the driver to approve or reject access the driver's
make transactions of Driver’s overtime, performance history
attendance, overtime attendance*), & trip data easily, also can
submission, and submissions via FMS download digital
submission of absences DM Web Apps or via timesheet for
Geo-fence Clock automatic notification Real-time Attendance administrative
In/Out Validation email generated by the Dashboard purposes trough FMS
system DM Web Apps

Notes: Especially for the approval of the “Driver’s Attendance Submissions” is not really necessary because basically the presence of the Driver will be
validated by the registered geo-fence location. But to anticipate some obstacles such as the assignment of Drivers in unusual locations or the constraints
related to the system and technology, then the validation of the presence of Driver through User / Customers approval is needed.
Apps Benefit
Mo re Valid Data
Driver’s attendance and overtime data are more valid, can be monitored in
real time, and there is no manual input process, thus minimizing the
potential risk of errors or inaccurate input data.

Faster & Easier Process

Driver attendance administration management (approval, input, recap,
verification) in 1 application. Driver stock data management is more
accurate, faster, making it easier to provide drivers for customers
(replacement drivers, emergency support).

Maintain Discipline Culture

Maintain and enhance the culture of timely & integrity of drivers in
providing services to customers.
 Role & Support Function
Driver Driver Coordinator
o Clock In/Out (CICO) o Attendance Control
o Overtime & o Absence Approval
OLC*)/Trip Request o Driver Stock
o Absence Request Management &
Coaching
PIC Customer/User
o Overtime & OLC/Trip Add User Approval
Approval
o Clock In/Out
Approval (only if it’s
needed)
o Additional PIC User
Approval Data Input PIC Customer / User

*)OLC: Overnight Lodging

Charge / Out-of-town
Note: PIC Customer / User name and email address
overnight stay allowance
is required for system registration. Driver Driver Driver
 Driver Attendance Flow Process
Yes

Drivers submit Clock Users / Customers

Driver
Drivers are present at In/Out data using the receive notification of
Correction
the assignment location request feature via Driver’s Clock In/Out
?
mobile apps submission via email

No
Yes There will be no Driver’s
Any Users / Customers
Clock In/Out data
Obstacles? Approval
recorded in the system
No

Reject
Driver’s Clock In/Out Driver’s Clock In/Out Approve Approve/
automatically verified data is verified &
Reject?
by geo-fence location recorded on the system

NOTES:
1. Clock In/Out by the Driver can be done in 2 (two) ways, namely: [1] Actual Clock In/Out  automatically verified by geo-fence location & [2]
Request Clock In/Out  verified by Users/Customers approval.
2. Drivers are only allowed using Request Clock In/Out if there are actual obstacles to Clock In/Out, namely:
• Operational Constraints : The assigned Driver is not within the specified geo-fence radius
• Technology Constraints : Having system problem, network down, & cellphone lost/damaged
• Personal Constraints : Other constraints caused by personal reasons of the Driver based on permission from the User .
3. Ignorance of approval process (approve / reject) will triggered automatic approve on 5th day of the following month.
 Driver Overtime & OLC/Trip Submission Flow Process

Users / Customers receive

Drivers request overtime or
notification of Driver’s
OLC/Trip approval via Users / Customers Approval
Overtime or OLC/Trip
mobile apps
submission via email
Yes

Driver Reject Approve/

Correction? Reject?

No Approve

There will be no Driver’s Driver’s Overtime or

Overtime or Trip/OLC data OLC/Trip data is verified &
recorded in the system recorded on the system

NOTES: Ignorance of approval process (approve / reject) will triggered automatic approve on 5th day of the following month.
Example: Notification Email

Bahasa Version English Version

FMS DM Web Application for User/PIC Customer: Log-In Page

https://fms-dm.azurewebsites.net
Browser recommendation: Google Chrome (PC, Laptop, Tablet, & Smartphone)

Enter the user login and password provided by the

TRAC administrator then click OK, LOG IN
FMS DM Web Application for User/PIC Customer: Web Apps Home Page
Web Apps di PC/Laptop Web Apps di Smartphone
[Landscape] [Portrait]
FMS Driver Management Web Application for User/PIC Customer: Feature Recognition

Monitoring The Presence of Drivers in Real-

1 time

Approval Feature for Driver Clock In/Out,

2 Overtime, & OLC/Trip Submission

[1] Report Driver Attendance Performance

3 History. [2] Download Digital Driver
Timesheet

4 Input Additional PIC User Approval

Feature #1: Dashboard

Green: Verified Clock In Driver

Orange: Driver absence / Driver’s Clock In

has not been verified/approved

Detailed description of the chart, will appear after one of the

dashboard colors is clicked
This feature can
display Driver
attendance data in
real-time
Feature #2: Attendance

Approval & Monitoring Driver Clock In/Out

Submission

Approval & Monitoring Driver Overtime

Submission

This feature is Monitoring Driver Absence Submission

used by User /
Customer to Approval & Monitoring Driver OLC/Trip
Approval through Submission
Web Apps
Feature #2: Web Apps Approval Tutorial

4
Click Approve or Reject as needed, then follow
the instructions from the application until the
process is complete
1
Select the sub menu according to the
type of Driver’s submission

2 Select the submission transaction that will be Scroll right to find

proceed. To simplify the approval process, the column
users can use the data filter feature: “Approve/Reject”.
• By Status Approval (Waiting Approval, Then mark the
Approve, & Reject) transaction by
• By range of submission date shifting the Remarks
• By Driver Name from No to Yes
3
Feature #3: Reporting

Driver Attendance Performance

History

Download Digital Driver Timesheet

This feature is
used to view
Driver Attendance
Performance
History &
Download Digital
Driver Timesheet
Feature #3: Attendance Report

The data you want to see can

be filtered by the time range
and Driver name

Attendance Report Color Legend

Feature #3: Timesheet Attendance

For multiple downloads, select "Yes" in the list of data to be

downloaded then click the blue "Download" button.
Feature #3: Example Timesheet Attendance
Feature #4: Master Data User Approval

The additional PIC User Approval data that you have input will appear here, you can also
View, Edit / Update, & Delete via the button in the action column.
Feature #4: Input Master Data User Approval

1
Click “Create New” to input User Approval data
Feature #4: Input Master Data User Approval

2
Fill in the fields with the full Name and
Email Address that will be used for the
Approval process

3
Click “Create” to complete the data input
process.
Change Password

1
2

Notes:
We need to registration your name and email address to FMS DM Apps System first, then you will receive your User ID and
Standard Password information from our Administrator. Your User ID will be used electronically as proof of approval validation for
Driver Overtime & OLC / Trip submissions. Here are the steps to protect the confidentiality of the password you use:
1. Change your standard password immediately after receiving the information from the Administrator
2. Do not give out User ID & Password to other unauthorized parties
3. Change passwords regularly
Introduction: Mobile Apps for Driver (TDS Proper)

Overtime Submission Submission History

Login Interface Mobile Feature Clock In/Out Feature
Feature Feature